Orders and Inventory in FOLIO

Here is a video from June 2021 showing the current interaction between new FOLIO orders and Inventory Instances.

FOLIO Orders and Inventory

Order scenarios described in the video:

Assume that all POLs have Inventory Interaction = Create Instance, holdings, items

1. Import an OCLC record to Inventory; create PO and POL in FOLIO Orders app; manually search and link the Instance to the POL; do not make any changes to the bibliographic data in the POL
   1. When the PO is opened
      1. The Instance-POL link is confirmed/finalized
      2. Holdings and item are created on the existing Instance
2. Order an added copy for a different location; create PO and POL in FOLIO Orders app; manually search and link the Instance to the POL; do not make any changes to the bibliographic data in the POL; assign a different location for the added copy
   1. When the PO is opened
      1. The Instance-POL link is confirmed/finalized
      2. A new holdings and its item are created on the existing Instance
         
         
3. Order an added copy in GOBI, for another different location; place the order in GOBI and use a different location (e.g. Annex)
   1. When the order is sent from GOBI, the PO and POL are created
   2. FOLIO opens the PO, which then
      1. Tries to match the POL to an existing instance in Inventory
      2. It finds a match, so it
         1. Links the instance to the POL; creates a new holdings and item
         2. The POL’s bibliographic data still shows the (less complete) bibliographic data that came from GOBI, even though the POL is linked to the correct instance
            
            
4. Order a new title in GOBI; Instance does not exist in Inventory
   1. When the order is sent from GOBI, the PO and POL are created
   2. FOLIO opens the PO, which then
      1. Tries to match the POL to an existing instance in Inventory
      2. It does not find a match, so it
         1. Creates a new instance, holdings, and item, using the bibliographic data from the POL
            
            
5. Create a PO and POL in FOLIO for a title that does not have an Inventory instance yet
   1. When the PO is opened
      1. FOLIO tries to match the POL to an existing Instance in Inventory
      2. It does not find a match, so it
         1. Creates a new instance, then adds the holdings and item, using the bibliographic data from the POL
            
            
6. Create a PO and PL in FOLIO for a title that has an Inventory instance, but the instance details are edited on the POL before the PO is opened
   1. When the PO is opened
      1. FOLIO tries to match the POL to an existing Instance in Inventory, but it doesn’t match the instance that was originally used to populate the POL
      2. So it creates a new instance, then adds the holdings and item