Acquisitions topics - Expected behavior of item status for closed or deleted orders (including canceled orders)
- Mock-ups for import and export to csv from the Finance App
- Proposed design changes for the organizations app
| | Export/Import for Finance - Export
- Goal to export all of the funds and their corresponding budgets for a fiscal year and ledger
- Export is pretty simple: select "export" and it will download a csv file.
- There will also be a help option.
- Import
- It's important to remember that importing creates or updates budgets – it's not a way to create new funds or other structures.
- Import will allow you to set allowable expenditures and allocations.
- Later on there will be an audit or error report that you can download.
- Questions
- What are the use cases for export?
- At the start of a fiscal year, you might export your structure, edit all the allocations with the new values, and import back in.
- The export is also a snapshot of your budgets that can be used for reporting.
- What happens if a user doesn't have permissions to view all the budgets that would be exported?
- You'd need to at least be able to view ledgers.
- There will also be a specific permission for import and export separately.
Order and item status for closed or deleted orders - Starting point: You have an order, you have received some (but not all) pieces for that order, and those pieces have corresponding records in inventory. Items in inventory should have an item status of "on order."
- Deleting an order
- Any items with a status of "on order" will be deleted.
- If there are no remaining items on the holding record, it will be deleted as well.
- The instance will not be deleted – assuming you might want to recreate the order using that instance.
- Closing an order
- Library can define reasons for closure, e.g., cancelled, complete, etc.
- Any items with a status of "on order" will be changed to "order closed."
- Items with the "order closed" status would be open for deletion.
- (On order items cannot be deleted.)
- We want to use a single item status so that we don't to rely on closure reasons. These are locally defined and hard to tie functionality to.
- Questions
- If you have an instance where all holdings and items were deleted, will you know why the record was created?
- What will happen if you are cancelling a serial where the order is attached to the holding?
- Any pieces or items that are expected will be changed to "order closed."
- You'd still be able to access receiving, check in pieces, create items, etc. even after the order is closed.
Organizations design updates - Based on feedback we've heard a number of times. Updates should make the experience more user friendly.
- Organization → Contact People
- Feedback has been that it's difficult to distinguish between contacts because there is so much information.
- We will collapse contact people into a table – display primary email, primary phone, and category.
- You can select a row in a table to see full details.
- On the edit screen, will condense and rearrange elements to save space.
- Organizations → Contact Information
- Will lay out general contact based on category – e.g., Customer service
- Addresses, phone numbers, URLs
- Right now some addresses, etc. might not be categorized – these will be in a miscellaneous box.
- Questions
- Would it be possible to designate a primary contact?
- We can look into it.
- Could be tricky b/c the primary contact may differ based on the role of the user.
- What happens if the same contact is used for multiple vendors?
- You maintain a global list of contact people.
- You can assign a person to multiple vendors.
- Will the Contact Information view by category display empty fields?
- No – boxes will only appear if there is a value present.
- Do people like these designs
- Yes, feedback was positive
- What about general values that have multiple categories?
- Right now you can assign multiple categories to anything that can have a category.
- Things will two categories will show up twice.
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