2025-07-08 Acquisitions Meeting notes - PC Updates, Implementers Topics # 182 & 183

Aaron Neslin

Julie Stauffer

Sara Colglazier

Alissa Hafele

Kathleen Norton

Scott Perry

Ann Crowley

Kimberly Pamplin

Scott Stangroom

Daniel Huang

Kristin Martin

Shay Swindlehurst

Dennis Bridges

Linh Chang

Susanna Skowronek

Dung-Lan Chen

Lisa Maybury

Susanne Gill

Dwayne Swigert

Lisa Smith

Suzette Caneda

Heather McMillan

Lucinda Williams

Zorian Sasyk

Jackie Magagnosc

Michael Hobson

Joe Reimers

Rachel Sneed

:02

PC Updates

Kristin Martin

• FOLIO Council Election Results:

  • 2025 Community Council ElectionPreview

  • 2025 Product Council ElectionsPreview

  • 2025 Technical Council ElectionPreview

• Will have a new liaison for Acquisitions SIG

• This Thursday (7/10):

  • 2025-07-10 Product Council Meeting NotesPreview

  • Everybody always welcome to Product Council meetings

  • SIG Convener Updates

  • FOLIO Vision Statement

• WOLFcon - if registering for preconferences, registration is now open for those

• Discussion about succession plans and term limits

:13

Implementers' Topics # 182

Dennis Bridges

• How we are rolling over encumbrances when choosing option to roll over based on expended amount

• Change in finance to show expended and credited amount

• Currently when rolling over based on expended amount, are taking into account credits

  • If we have encumbrance with expended = $90 and credited $10 and do rollover by expended, new amount for encumbrance will be $80

• May be conflicting use cases:

  • $10 credit could be a one-off thing that you are not expecting to happen in the next year - would be expecting to pay $90 next year.

  • Two invoices paid and one that was a credit. Paid $90. Processed a credit for $90 and then invoiced $75 or $90 again to correct something. Rather than $180, encumbrance would still be for $90.

• Should the expended amount consider credits?

• In one scenario want credit to be taken into account in the other you don’t

• Lisa Smith, Mich State 12:20 PM
  Yes, following.  I do think both examples could be true.
  Luckily, we rollover remaining amounts!

• Seems like it might be better to be slightly unencumbered rather than significantly over encumbered.

• Expectation of second scenario to rollover as $90

• Could it at least be in the logic that it cannot go negative?

• No use cases offered for negative encumbrances in the next year

• Sara - Difference between system generated and manually generated - think system should not be allowed to do it.

• Another avenue, indicating in the invoice whether it should roll - would likely introduce a lot of complexity

  • Isn’t there already a way? Go to PO and uncheck it.

  • To not roll encumbrance there is, but nothing on invoice when processing credit

• There is potential benefit to allowing a user to indicate that a credit should not be considered during rollover. i.e. - it is being processed in current year but should have been for last year. But this may not provide enough benefit to justify the effort

:30

Implementers' Topics # 183

Dennis Bridges

• GOBI Integration - adding configuration for suppress from discovery

• When new orders coming in with brief bibs, mark as suppress from discovery

• Need to capture setting in the purchase order line and use that to set the instance field when generated from the POL

• Would it be useful to show this in the UI when creating order lines in general? And maybe in order template?

• Sara Colglazier 12:32 PM
  Will Inventory talk back to let the POL know when it is no longer Suppressed from discovery?

  • Think the answer is no

• Sara Colglazier 12:34 PM
  How about allowing the flag to be removed on the Receiving record?

  • At the moment, receiving title is tied to the POL, so it is also static

  • Certainly could implement a flag in receiving that was synchronized, but that is sort of outside the scope of this.

• Lisa Smith, Mich State 12:36 PM
  Agree that if the POL won't update, it would be confusing.  I'd rather not see the setting in that case.

• If use case for suppressing, could maybe not display the flag once the order is opened or closed.

• Inclusion in change log

• Dung-lan - If it’s open and the flag disappears, how would you know which ones are set?

  • Information would just be on the Instance

  • Or look at version history

• Shay Swindlehurst 12:40 PM
  Is there a reason why we would want to choose to suppress or not book-by-book, vs having it as a setting in an approval profile?

• Kristin - Suppress instance from discovery on opening - have an option that is clear that it was a one-time thing.

  • Maybe checkbox - suppress instance on creation?

• Use case of standing orders where things are cataloged separately.

• Sometimes just don’t create an inventory record.

• Lisa Smith, Mich State 12:43 PM
  We have a single record import that will suppress the instance when needed.
  We would like to be able to bring in Gobi records as suppressed, though!

• Instance, Holdings, and Item all have suppress flags - is this heading down a rabbit hole of what is being suppressed?

• Daniel Huang, Lehigh University 12:47 PM
  This has a niche use for us but not a major priority

• If you have a suppressed instance, does it automatically suppress holdings?

  • No - no cascade effect or warnings

• Daniel Huang, Lehigh University 12:48 PM
  The question is: do On Order status items get suppressed after a certain date of non-fulfillment arguably, responding to non fulfillment is more important than suppression

• Kristin Martin 12:49 PM
  I think we would want to be in control of that, not have it be automated.

• Discussion about idea of suppressing an instance for a cancelled/closed order

  • Could be tricky in multi-tenant environment

  • Only for one-time orders

• Daniel Huang, Lehigh University 12:52 PM
  I'd settle for "Suppress?" as an option when Canceling an Order

• Julie Stauffer 12:52 PM
  The question would be "suppress what?" -- item/holdings/instance

• Susanne Gill (BVB) 12:53 PM
  We delete the instance due to our sync with the union cataloge

• Daniel Huang, Lehigh University 12:53 PM
  My political answer to that is "cataloging should configure that"

• Sara Colglazier 12:54 PM
  As long as it is a setting and not automatic business logic. I want control for/over such things.

• Daniel Huang, Lehigh University 12:54 PM
  I mean, weigh this against just doing it manually unless you anticipate large swaths of titles being done all at once

• Sara Colglazier 12:55 PM
  This is where Bulk Edit comes into play.

• Daniel Huang, Lehigh University 12:55 PM
  I would say that suppression is valuable in terms of the GOBI integration is if we had a GOBI order get canceled

• Dennis will create a story for this implementers' topic.