2025-08-19 Acquisitions Meeting notes - Negative Encumbrances, Bulk Edit of Orders / Order lines

Aaron Neslin

Joe Reimers

Rhonda Fuhrmann

Ann Crowley

Julie Stauffer

Sara Colglazier

Apryl Price

Kathleen Norton

Scott Perry

Catherine Tuohy

Kimberly Pamplin

Susanna Skowronek

Daniel Huang

Kimberly Smith

Susanne Gill

Dennis Bridges

Linh Chang

Suzette Caneda

Dung-Lan Chen

Lisa Maybury

Sven Thomsen

Dwayne Swigert

Lisa Smith

Sylvia Hamann

Heather McMillan

Masayo Uchiyama

Vanessa French

Jean Pajerek

Molly Driscoll

Jessica Glomb

Rachel Sneed

:04

MODINVOICE-608

Dennis Bridges

• https://folio-org.atlassian.net/browse/MODINVOICE-608

  • Some ongoing orders that have paid invoices and then 1) an invoice is paid and canceled or 2) the order is closed and then re-opened, the Current Encumbrance is changed from $0 to the negative of the total amount of all the paid invoices up to that point.

• Steps - 1st scenario (~:7):

  • Create an order with a value of $0 (or other amount, e.g. 10)

  • Open the order

  • Create and pay an invoice for $50

  • Create and pay another invoice for any amount

  • Cancel the second invoice

• Result: $50 payment from the first invoice remains, but the current encumbrance value changes to a negative value, adding $50 back to the budget.

• Is there a problem with writing into code that encumbrances can’t fall below $0?

• Some technical challenges with keeping track of how much should still be encumbered when you have a complicated situation with invoicing.

• Kimberly - use case for a negative encumbrance

  • Library expects to receive a refund, such as for sales tax. A negative encumbrance would indicate that the library is due a credit or refund from the vendor.

  • Use to track prepayment credits

• Many consider negative encumbrances to be red flags

• Steps - 2nd scenario (~:17):

  • Create an order with a value of $0

  • Pay invoice for $200

  • Order is closed

  • Reopening order results in encumbrance set to negative $200

  • This is a bug - not smart enough to realize it shouldn’t be adding that value back.

  • Because invoice amount is higher, end up with negative value encumbered.

• ~:21 Discussion of use of release encumbrance check box in invoice lines

• Could we walk through the encumbrance and payment visually? Might help to explain it better or make it clear.

• Dennis will set up an example to walk through for another meeting.

:39

Bulk edit orders and order lines

Joe Reimers

• Want to add orders and order lines to bulk edit

• In Sunflower has Inventory (instances, holdings, items) and Users

• Sara Colglazier 12:41 PM
  I am really looking forward to being able to use Bulk Edit for Orders & OrderLines!!

• Looking to gather use cases for types of bulk edit changes interested in:

  • https://folio-org.atlassian.net/wiki/x/AgBaRQ

• Hope to see what can be made available or de-prioritized

• A lot of business logic in orders app that makes certain things behave in certain ways - want to avoid illegal operations

• :44 - quick demo of how bulk edit works

• Lisa Smith, Mich State 12:50 PM
  We have a big vendor change & fund project coming soon.  Bulk edit would be great for vendor update, notes and fund updates.

• Kimberly Smith (MTSU) 12:52 PM
  We did one last year and it would have been very helpful to be able to change fund codes and expense classes

• Lisa Smith - I would love to bulk edit acq method; when we started FOLIO, the choices were very limited.

• Scott Perry 12:55 PM
  We do bulk edit of funds/expense classes via a script that calls the apis when we have a large number of changes. So I can't wait for this to be in place.

• Be careful that people don’t inadvertently alter things they don’t realize - for example: do not break links in Inventory

• Suzette Caneda 12:57 PM
  Can it bulk un-open orders (and vice versa bulk re-open), especially if we can only edit orders while pending?

• Scott Perry 12:57 PM
  Or close orders?

• Is there a desire to be able to change the order status?

• Suzette Caneda 12:58 PM
  Yes, I think it would be helpful to change the order status

• With note fields, is expected behavior that it will add a note or overwrite an existing note?

  • In Inventory, you often add line - but in orders there is just one field.

  • Adding cancellation notes would be great.

  • At minimum should be able to append.