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Jira Legacy

server	System Jira
columnIds	issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
columns	key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
serverId	01505d01-b853-3c2e-90f1-ee9b165564fc
key	UXPROD-4166

Problem(s):

Certain accounts payable systems require that orders with encumbrances or similar expected costs must exist prior to allowing payment processing. Some of these systems require at least one calendar day separation between creation of the order and processing the payment. Libraries need to output orders with encumbrances to these AP systems prior to submitting invoices.

Requirements and Use Cases:

Requirement

Status

Use Cases

(SAMPLE) Library must specify which open order encumbrance(s) to output

Status


colour	Green
title	validated

When a user creates a new order with an encumbrance, the system needs to know to send the order with encumbrance to the AP system without creating duplicates.

When a user creates a new order, all match points must match in order to ensure uniqueness because it is not uncommon for a vendor to have multiple open orders for identical dollar amounts.

Current scripts only collect same-day approvals.

Disencumbrances due to cancellation or similar with no associated invoice should be output when they occur

Status


colour	Green
title	validated

Librarian places an order, encumbering a set amount of money. That order is then cancelled and the fund disencumbered for that amount. The cancellation and disencumbrance needs communicated to the AP system.

When an order is created and approved, order information including vendor, funding and banking information must be transmitted to the AP system

Status


colour	Blue
title	underway

Every time a new POL is transmitted to the AP system, any deltas to the Organization record (including banking information) should be included with the output

OR

Every time a new POL is transmitted to the AP system, associated Organization information should also be output.

When changes to vendor occur, vendor gets updated in AP system (UXPROD-4164)

Status


colour	Blue
title	Underway

FOLIO allows scripts to come in and get data with minimal user intervention on the FOLIO side

Status


colour	Green
title	validated

The library has a process for using external scripts to identify and retrieve new orders on a scheduled or externally triggered basis without any need for staff to login to the FOLIO client. These scripts carry embedded logic to retrieve only new orders.

When a credit is received, library must determine if credit is valid (based on FY) and if so associated with appropriate FY

Status


colour	Red
title	Moved

Library receives a credit memo for FY2020. The library needs to determine if FY2020 is still valid/open, and if so, apply that credit to FY2020 rather than the current FY.

When a refund check is issued, applied as credit to existing budget to be assigned (new feature needed for refund handling)

Status


colour	Red
title	Moved

Jira Legacy

server	System Jira
columnIds	issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
columns	key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
serverId	01505d01-b853-3c2e-90f1-ee9b165564fc
key	UXPROD-4395

POL added to existing PO needs to be output as individual order in AP

Status


colour	Green
title	validated

Library has a PO that supports multiple POLs. Each time a new POL is created on that PO, external scripts should retrieve that POL.

Static, searchable unique identifier associated with each POL

Status


colour	Green
title	validated

Certain PO numbers can be changed, but POs for firm orders with encumbrances should not be changed. Sometimes, people change them anyway. Library needs a firm match point that does not change in order to reliably associate order/POL information in FOLIO and the AP system. Library needs to be able to search FOLIO on this firm match point.

Proposed workflow

Enable third-party scripts to request specified fields from PO, POL and Organization records
Create output file in JSON format
Place file on external system via SFTP

Links

Miro

AccessLink	https://miro.com/app/live-embed/uXjVM2z39wM=/?boardAccessToken=mEyKIEuHVhZhwXiKFeClBvxcyOGbVRaF&autoplay=true&embedMode=view_only_without_ui
Height	360
BoardTitle	LCAP Momentum Integration
Width	640

Questions:

Question

Status

Conclusion

Comments

Do we need to output encumbrance values or estimated prices?

Status


colour	Green
title	closed

Estimated prices

No need to output encumbrances associated with funds at this time - purely estimated costs of orders.

What format does the output need to be in?

Status

colour	Yellow
title	In Progress

JSON desired.

semi-structured text. Can we do JSON? Sample output to come.

What is the relationship, if any, with the need to output organization info?

Status

colour	Green
title	Closed

Tight integration

Is this export process handled via scheduled job, manual export order or API call from the AP system?

Status

colour	Green
title	Closed

Report generated and pushed through pl1/python script for conversion to AP format via automated script on automated or on-demand basis

If a file is to be output, is it output to local or output to sftp?

Status

colour	Green
title	Closed

SFTP; local download from logs

External account number associated with fund code? Does it need to be associated with specific bank account numbers?

Status

colour	Blue
title	Open

What additional info needs to be included in the output?

Status

colour	Blue
title	Open

UUID as primary match point? PO numbers are changeable (though some should not be) and they need something fixed, unchangeable and searchable within FOLIO

Where is the match point between FOLIO and the AP system for a given order?

Status

colour	Blue
title	Open

Existing vendor, ledger, fund (AP level), order number. Firm orders must have precise vendor match, approval plans, subscriptions allow for misc.

For firm orders, invoice must be within a specified window of estimated price or invoice will be rejected.

If required fields do not match, AP system will reject

Do scripts get data out of Voyager currently?

PL1 scripts manage the retrieval and transformation of data. APIs must be made available to these scripts. Scripts are being rewritten in Python currently. Owned by PL1 modernization group (PM is in OCI, and Daniel is also a member of that group.) need to coordinate with them on design.

Suite of scripts that collect and assemble requested information. One set extracts data, another set reformats into Momentum-ingestible - sent via SFTP to Momentum staging server, where preprocessing starts. Currently runs just after midnight on all orders approved "yesterday". Updates (other than cancellations) not captured.

Sample Data

Bulk Obligation

Bulk Obligation
**********************************************************************
RECORD-NUMBER       1
FUND-ID        :1124
TRANS-DATE     :011823
TRANS-TYPE     :6
REFERENCE-NO   :ABA RESERVE
AMOUNT         :94275
FUND-TYPE-NAME :Bulk
INST-FUND-ID   :2301411341010003101,0001
FUND-NAME      :KOREAN PUBS ABROAD
FUND-TYPE-ID   :1
LEDGER-ID      :1637
**********************************************************************

Regular Obligation

Regular Obligations 
********************************************************************************
RECORD NUMBER        1
OA_PO_ID             : 361196
OA_PO_NUMBER         : 361196
OA_VENDOR_ID         : 38369
OA_PO_STATUS_DESC    : Canceled
OA_PO_STATUS_DATE    : 071323
OA_LINE_ITEM_ID      : 451699
OA_COPY_ID_1         : 671420
OA_LINE_ITEM_STATUS  : Canceled
OA_STATUS_DATE       : 071323
OA_COPY_ID_2         : 671420
OA_FUND_ID_1         : 1736
OA_AMOUNT_1          : 27500
OA_FUND_ID_2         : 1736
OA_FUND_TYPE_NAME    : Regular
OA_FUND_NAME         : SERIAL & GOV PUBLICATIONS
OA_INSTITUTION_FUND_I: 2301411341010003100,0001
OA_OBJECT_ID         :
OA_ADJUSTMENT_AMOUNT :
OA_METHOD            :
OA_OBJECT_TYPE       :
OA_PAYMENT_ID        :
OA_SEQUENCE          :
OA_FUND_ID_3         :
OA_AMOUNT_2          :
OA_DEFAULT_CURRENCY  : USD
OA_CURRENCY_CODE     : USD
OA_CONVERSION_RATE   : 0
OA_DECIMALS          : 2
OA_CATEGORY          : 1
OA_PARENT_FUND       : 1071
OA_FUND_TYPE_ID      : 4
OA_LEDGER_ID         : 1637
OA_LOCATION_CODE     : w-ACQ/FO
OA_LOCATION_NAME     : w-LS/ACQ/FO
********************************************************************************

Versions Compared

Old Version 15

New Version 16

Key

Problem(s):

Requirements and Use Cases:

Proposed workflow

Links

Questions:

Sample Data

Bulk Obligation

Regular Obligation