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Test environment: FOLIO

Test credentials: listsuat / test

Jira feature: UXPROD-5202: Create composite entity type for order-invoice reports in Lists app/FQMIn Review

Feedback form: https://forms.office.com/r/bjkfPTZ6C6

Dates: June 2-6, 2025

Slack channel for UAT questions and discussion: #acquisitions-uat

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UAT Overview

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Known Issues

Instructions

The feedback form generally follows the steps listed below. We suggest filling out the form as you work your way through the test.

Please note that the nature of this test involves fairly dynamic data, particularly if users are testing against existing data in the system (existing Organizations, Funds, FYs, etc.). Testers should be aware that if new fund, organization and order structures are not created, there is a very strong possibility that more data than expected will be captured in a given query.

Setup

IMPORTANT: When testing multiple FYs, we recommend performing setup tasks on an FY-by-FY basis. So, for instance, if you wish to test FY2023, FY2024 and FY2025, we recommend doing all setup for FY2023, then performing fiscal year rollover to set up FY2024, then repeat. Make sure that whatever fiscal year you are currently working with includes today’s date, then go back and change the dates when you do FYRO. The end goal is to create a “typical state” where you have orders and invoices over a period of time for analysis and prediction purposes.

1. Finance app

   1. Ensure multiple successive fiscal years exist (e.g. FY2024, FY2025).

   2. Ensure funds and budgets are associated with those fiscal years, and that budgets have a money allocation

   3. Ensure at least some funds have associated expense classes

2. Organizations app

   1. Ensure you have multiple vendor organizations configured

3. Orders app

   1. Create several assorted orders.

      1. Be sure to use multiple vendors

      2. Use various funds and expense classes

      3. We strongly recommend having several ongoing orders

      4. Orders associated with previous FYs should have some sort of “resolution” (i.e. not pending.) Ongoing orders can be left alone, otherwise having a mix of cancelled and closed is desirable. Alternately, ordered pieces can be received and the invoices paid to close those orders automatically.

4. Invoices app

   1. Create invoices that reference the orders created in step 3.

      1. Invoices do not need to be on a 1-to-1 basis with the orders, but most or all order lines should be invoiced

   2. Invoices in previous FYs should be “resolved” (i.e. paid or cancelled.)

   3. Invoices in the current FY can be in any state.

Lists app

1. Open the Lists app

2. Click the “New” button in the upper right corner

   1. Give the list any name desired

   2. Select record type Order - Invoice analysis

   3. Click “Build query”

3. A “Query builder” modal will appear which allows you to create a variety of queries based on criteria you provide.

   1. Select field allows you to search for data in the PO, POL, Invoice, Invoice Line, Organization, Fiscal Year, Fund and/or Expense Class

   2. Operator allows you to select a logical argument (equals, not equal to, contains, is empty, etc.). Available operators depend on the field selected

   3. Value allows you to enter the search criteria (if applicable.) This may be a drop-down, multi-select box or text box, depending.

   4. Actions allows you to add or remove a line to the search criteria

4. Example: “Return a list of all paid invoices related to ongoing orders from last FY with an expense class of e-resource”

   1. PO order type equals ongoing AND Invoice status equals paid AND Invoice Fiscal Year equals FY2024 AND Expense class name = e-resource

5. Click “Test query” to verify that your query returns the results you expect.

   1. “Show columns” allows you to select which columns are returned in the query. As a given query can return a very large amount of data, we recommend you select only a subset of columns that are useful.

   2. Using the example from step 4, I might want to see the Vendor, POL number, Title or Package name, invoice subtotal (or total) and maybe any fund distribution data.

6. When you are satisfied with your query, click “Run query & save”

7. You will see a green toast message that the query was saved. At the top of the screen, you’ll see that the query is running. When it is complete, you will see a banner showing “refresh complete with (number) records. View updated list.” Depending on the size of the database and complexity of the query, this could take several seconds to a couple minutes.

8. Clicking “View updated list” will show the full result list.

9. The “Actions” menu allows you to download the list, change which columns appear, edit the query and perform a number of other actions.

10. Using the above instructions, create other queries to generate similar reports you might find useful

    1. Expense classes associated with a certain vendor last year

    2. A given fund’s expenditure over time with a given vendor

    3. Cost projections for the current or upcoming FY

    4. Note: for purposes of this UAT, you do not need to run these specific reports; feel free to run the types of reports you might find useful. Part of what we are testing is the system’s flexibility for you to run the kinds of reports you need.