Issue description

Many libraries use external sources to populate Inventory, e.g. via Union catalogues. In those cases, new instances, holdings and items will be generated in FOLIO Inventory as soon as a library adds an ietm to an instance in Union catalogue. For those resources, the ususla usual PO and POL is created in FOLIO Orders, "Create Inventory" field is populated (via the drop-down) with "None", "Instance" or "Instance, Holdings". When the resource then is in receiving process, there is no way to add an accession number or barcode in FOLIO Receiving - neither via Number generator nor via manual input, as the relevant fields are deactivated when no item is created in Inventory.

Requirements analysis

Option 1

• Receiving app: Make the fields "Accession number" and "Barcode" and "Call number" active, no matter which "Create Inventory" setting is used on the POL.

Option 2

Use cases for Accession number

Use case A1: Create Inventory setting "None"

• Given a system where FOLIO Inventory is loaded and updated via an external source such as a Union catalogue
• A user adds holdings and item to an instance in Union Catalogue
• The record is imported via online update to FOLIO Inventory
• The user creates a PO and POL in FOLIO Orders
  • "Create Inventory" is set to "None"
  • the PO and POL are saved and opened
• The user clicks on Actions > Receive on the order
• The Receiving app opens and displays the title with expected pieces
• The user clicks on Actions > Receive 
• In Receiving modal the user can add a barcode, accession number and/or call number - either via using the number generator or via manual input
• the user needs the ability to easily save each number, e.g. via a "save to clipboard" option, to add them to the item e.g. in Union catalogue

Use case A2: Create Inventory setting "Instance"

• Given a system where FOLIO Inventory is loaded and updated via an external source such as a Union catalogue
• A user adds holdings and item to an instance in Union Catalogue
• The record is imported via online update to FOLIO Inventory
• The user creates a PO and POL in FOLIO Orders
  • the user links the title via title look-up
  • "Create Inventory" is set to "Instance"
  • the PO and POL are saved and opened
• The user clicks on Actions > Receive on the order
• The Receiving app opens and displays the title with expected pieces
• The user clicks on Actions > Receive 
• In Receiving modal the user can add a barcode, accession number and/or call number - either via using the number generator or via manual input
• the user needs the ability to easily save each number, e.g. via a "save to clipboard" option, to add them to the item e.g. in Union catalogue

Use case A3: Create Inventory setting "Instance, holding"

• Given a system where FOLIO Inventory is loaded and updated via an external source such as a Union catalogue
• A user adds holdings and item to an instance in Union Catalogue
• The record is imported via online update to FOLIO Inventory
• The user creates a PO and POL in FOLIO Orders
  • the user links the title via title look-up
  • "Create Inventory" is set to "Instance, holding"
  • the PO and POL are saved and opened
• The user clicks on Actions > Receive on the order
• The Receiving app opens and displays the title with expected pieces
• The user clicks on Actions > Receive 
• In Receiving modal the user can add a barcode, accession number and/or call number - either via using the number generator or via manual input
• the user needs the ability to easily save each number, e.g. via a "save to clipboard" option, to add them to the item e.g. in Union catalogue

Use case A4: Add accession number without receiving (Invoices app)

• a user invoices a journal issue or puts in an invoice for an ongoing order/subscription against an existing order for a physical journal
• the individual issues are not received but invoices are paid for individual issues
• when the user invoices the physical journal issue without receiving, the user needs to be able to generate an accession number on the invoice
• same may apply for eJournals, Databases, Looseleaf, eBooks (those are handled differently by different institutions) that need an accession number without being received via Receiving app
• NEW: users need the ability to generate accession numbers on an invoice line

Use cases for Barcode

Use case B1: Create Inventory setting "None" for non-media material

• The user creates a PO and POL, e.g. for wardrobe keys, whiteboard accessories
  • "Create Inventory" is set to "None"
  • the PO and POL are saved and opened
• The user clicks on Actions > Receive on the order
• The Receiving app opens and displays the title with expected pieces
• The user clicks on Actions > Receive 
• In Receiving modal the user can add a barcode either via using the number generator or via manual input

Use case B2: Create Inventory setting "Instance" for non-media material

• The user creates a PO and POL, e.g. for wardrobe keys, whiteboard accessories
  • "Create Inventory" is set to "Instance"
  • the PO and POL are saved and opened
• The user clicks on Actions > Receive on the order
• The Receiving app opens and displays the title with expected pieces
• The user clicks on Actions > Receive 
• In Receiving modal the user can add a barcode either via using the number generator or via manual input

For general media

• barcodes will be added during cataloguing 
• for libraries with Union catalogue this happens outside of FOLIO
• mainly barcode labels are used that are scanned and thereby added to the item in Union catalogue
• no field in Receiving is necessary
• option: use field in Receiving for the generation of the barcode and copy numbers to Union catalogue

Use cases for Call number

• ability to add call number in process of ordering
• number generator 

Created Jira tickets

• ...

Additional information

• Topic is added as ACQ implementers topic #152: Acquisitions/Resource Management implementers

Related existing Jira tickets