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Problem(s):
- There is no logic in place to manage the cancellation of orders and order lines. User currently need to understand and take all individual steps needed to completely cancel an order and release all encumbrances etc. This also makes it difficult/impossible for other applications to trigger the cancelation of an order.
Use Cases & Requirements:
| Requirement | Status | Use cases | ||||||
|---|---|---|---|---|---|---|---|---|
| Allow user to cancel a POL by adjusting the payment and receipt status |
| Ongoing orders may include multiple POLs. The library may choose to cancel one or more of those titles but not all. This could be for monetary reasons, lack of use or lack of availability. | ||||||
| Release any remaining encumbrance when order line payment status is set to canceled |
| When an order line is canceled the library would expect any remaining encumbered values would be release back into the budget so it is less likely that value will remain unused. | ||||||
| Allow users to cancel a PO with one action |
| Out right canceled Cancel because item will not be published Not available from the supplier Because we are changing the supplier Budgets have been cut and can no longer maintain sub The supplier have contacted and said they have canceled the order Thought it would be published but turns out it will not | ||||||
| Allow users to cancel orders that may be partially paid or received |
| Partially fulfilled and canceled Rarely cancelling for partially fulfilled Generally A multi vol where the second (third, etc.) volume isn’t published Much more frequent with ongoing orders | ||||||
Allow users to reopen an order that has been closed as "canceled". Allow users to change the receipt or payment status of a POL that has been set to "canceled". Can change to Awaiting..., Partially..., Fully..., ...Not Required, or Ongoing |
| Reinstate order This is done in Aleph just by changing the status back to a previous one. Subscription said no cancel that thing and someone from higher up vetos it after the fact. Supplier tells us order can't be fulfilled and sometime later they say they found another copy and library reopens | ||||||
Proposed workflow:
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PO workflow status transition table - when all POLs on a PO transition to the corresponding receipt and payment status below. The workflow state is change to the following:
| Payment statuses | |||||||||
| Draft | Non-resolution | Resolutions | |||||||
| Order "Workflow status" | Pending | Awaiting | Partially | Ongoing | Fully | Payment not required | Canceled | ||
| Receipt statuses | Draft | Pending | Pending | NA | NA | NA | NA | Pending | NA |
| non-resolution | Awaiting | NA | Open | Open | Open | Open | Open | Open | |
| Partially | NA | Open | Open | Open | Open | Open | Open | ||
| Ongoing | NA | Open | Open | Open | Open | Open | Open | ||
| Resolutions | Fully | NA | Open | Open | Open | Closed | Closed | Closed | |
| Receipt not required | Pending | Open | Open | Open | Closed | Closed | Closed | ||
| Canceled | NA | Open | Open | Open | Closed | Closed | Closed | ||
When orders are closed with POLs that have the corresponding statuses the Reason for closure is set to the following:
| Payment statuses | |||||||||
| Draft | Non-resolution | Resolutions | |||||||
| Order "Reason for closure" | Pending | Awaiting | Partially | Ongoing | Fully | Payment not required | Canceled | ||
| Receipt statuses | Draft | Pending | NA | NA | NA | NA | NA | NA | NA |
| non-resolution | Awaiting | NA | NA | NA | NA | NA | NA | NA | |
| Partially | NA | NA | NA | NA | NA | NA | NA | ||
| Ongoing | NA | NA | NA | NA | NA | NA | NA | ||
| Resolutions | Fully | NA | NA | NA | NA | Complete | Complete | Canceled | |
| Receipt not required | NA | NA | NA | NA | Complete | Complete | Canceled | ||
| Canceled | NA | NA | NA | NA | Canceled | Canceled | Canceled | ||
Note: All POLs on an order must be considered "Canceled" for the order status to be given a reason for closure of canceled. If one POL is considered complete the order is closed as Complete.
Questions:
Question | Status | Conclusion | Comments | ||||||||
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| Are there use cases for "Un-cancelling" orders or order lines? |
| We will need to allow users to uncancel orders | Yes, see the requirements table above |
Work Breakdown Structure:
Features:
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UI Stories
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MOD Stories
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