2025-06-24 Acquisitions Meeting notes - Lists App UAT Review, Implementers Topics 180

Aaron Neslin

Ann Crowley

Daniel Huang

Daniel Welch

Dennis Bridges

Dung-Lan Chen

Dwayne Swigert

Heather McMillan

Jackie Magagnosc

Jason Moore

Jean Pajerek

Joe Reimers

Julie Stauffer

Kathleen Norton

Kimberly Pamplin

Kristin Martin

Lisa Smith

Masayo Uchiyama

Michael Hobson

Molly Driscoll

Rhonda Fuhrmann

Sara Colglazier

Scott Perry

Stephanie Larrison

Suzette Caneda

Sven Thomsen

Victoria Anderson

:02

Lists App UAT

Joe Reimers

• 6 responses total, but responses were very good

• Generally people understand how lists app works and how to put together queries

• Some trouble finding the right fields to generate query

• 50/50 split on having all logical operators needed for completion of query

  • Some operators not necessarily intuitive (e.g. IN operator)

• Most people not able to generate all the queries hoped for

  • OR operator may be in next release

  • Desire to extend to include Inventory data

  • Looking into means of reporting ongoing orders not invoiced in current year, but invoiced in previous year(s)

• Most people reasonably happy with output

• Generally happy with speed

• Some difficulty with Fiscal Year management

• Additional queries desired:

  • Latest invoice paid in an ongoing order

  • Queries around the status of the workflow or order/invoice status - tracking how orders are passing through the system

  • Open one-time orders that are not on any invoices

  • Open obligations report - one-time POLs attached to paid invoices that are not in Fully Received receipt status

• Main things to tackle in Trillium release:

  • Adding limited instance information (e.g. - for type of media)

  • Identifying ongoing orders with no invoices in the current fiscal year.

:18

Implementer’s Topics # 180

Dennis Bridges

• UIF-617: Display totals for transactions without an expense class in the expense class summaryIn Refinement

• Possible that transactions can happen before an expense classes is added - meaning they have no expense class affiliation or association

• Talking about showing a row in the Expense class table that summarizes any transactions that are not associated with an expense class

  • None in italics is suggested label

  • Sum of columns would equal budget summary amounts

    Open

    

• Updates will be made to Group record view as well.

• Molly Driscoll 12:22 PM
  Would it be possible to add a tooltip information icon to indicate that 'None' applies to transactions completed prior to the inclusion of expense classes on the budget? I think that might avoid confusion so people don't think you can just not apply an expense class on these budgets.

• MSU reported this - happened as an accident

  • Orders coming in without correct expense class and then noticed that things weren’t adding up to 100%

• Also could happen by creating expense classes mid year

• If creating through the UI, FOLIO will not allow you to leave the expense class blank - has validation rule

• Through the API, a little bit different - validation was not added to keep order generation from potentially failing

  • Possible to create order without expense class assignment even if budget has expense classes

• Could possibly find a way to prevent you from assigning expense classes mid year if desired.

• Right now, just making it clear that this has happened for certain budgets.

• If no expense class is found in API, can it be defaulted and then library can review orders?

  • Could implement some kind of default, but it still wouldn’t prevent this from being possible.

  • Could still choose not to assign an expense class (or forget to) and then decide to add later.

    • Update POs? Invoices?

• At this point, none of the validation is changing. This is just acknowledging/surfacing that it is possible.

• Ann Crowley 12:33 PM
  We have created a report/dashboard to check that we have expense classes where we should before we approve invoices.  So that the information in the fund is complete

• Is it more confusing to show None at the top if the totals are zero?

  • Yes, if you don’t have an expense class called “None” - it’s confusing

  • Maybe different wording: “No Expense Class,” “Not Assigned,” “Failed to assign”

  • If you are not using any expense classes, accordion will not even appear.

  • “Not Assigned” in Boolean search might get confusing with double not

  • “Unassigned”

• Normally expense classes are alphabetical. Is it possible to force this to be at the top?

  • Yes - would always be the first row in the table

:42

Housekeeping

• Cancelling July 4th meeting

• Will meet Tuesday, July 8th