2024-08-06 Acquisitions Meeting notes

:01

Housekeeping

Dung-Lan

• Bindery support UAT will run starting August 7 (Wednesday) thru August  13 (Tuesday) - we appreciate your participation and any feedback you might have!

• Reminder - prioritizing acq-sig-topics voting (details here) 

• Next meetinig - Tuesday, August 13th, at 1 pm Eastern

:05

Duplicating Invoices

Dennis Bridges

• When duplicating an invoice, would also be duplicating the vendor invoice number

• In some cases when you clone/duplicate a record, FOLIO adds hyphen copy (-copy). Might not want that in this case? Might be best to actually clone the number?

  • Duplicate would have exact same invoice number

  • Won’t know what number you want it to have in the end

  • If it is exactly the same will get duplicate invoice warning

• Pamplin, Kimberly B 12:08 PM
  Keeping it the same makes sense to me

• Scott Perry 12:08 PM
  Keeping it the same.

• Okay - gave example of approved invoice with error - return to invoicing person to duplicate invoice to correct

• Duplicate message appears if vendor, invoice date and vendor invoice number are all exactly the same

• ~:11 Acquisition unit assignment - when you duplicate an order record, we currently will also duplicate the acq unit assignment. Assumption is that for invoices should have the same behavior.

  • Trouble with this will be - if user does not have permission to create invoices, then will fail to duplicate the invoice. e.g.: “You don’t have permission to create invoices for that acq unit”

  • Can you think of a use case where it might be important not to duplicate the acq unit assignment?

    • Lucinda Williams (she/her) 12:13 PM
      We use Acq unit and I would want that duplicated

  • If acq unit is duplicated from the original invoice can we change it if needed?

    • Yes, if you have permission to manage acq unit assignments

• ~:15 - Going back to Poppy - If an order has one order line, and as you are creating the order line set receipt and payment status to not required. E.g. Gifts. Something you do not need to receive or pay for.

  • In previous versions of FOLIO when you opened the order it would immediately be closed.

  • In newer versions of FOLIO not automatically happening - has to be an update post-opening the order record.

  • Are there any libraries relying on this status that could describe their use case in a bit more detail?

  • ~:19 - Lisa - generally don’t create orders for gift records. Have done some ebook packages where input receipt not required and payment not required.

    • Create separate order and order line?

    • Separate so each title can be searched separately.

    • Use link package to link all to original package POL

    • If use package POL and add titles can’t search for that purchase order based on linked title

    • Not putting in inventory, so want to have visible in orders.