Associate multiple organizations with a PO Line
Problem statement
Within a given order line, libraries may wish to associate multiple organizations in addition to Vendor, Donor and content provider (e.g. previous vendor, consortia contact, previous content provider, etc.)
Approach (proposed)
Create a new “Associated organizations” accordion
Allow users to assign any organization, regardless of status
Allow users to assign categories as described in Organizations → Settings → Categories
Allow users to add notes to provide additional context for the organization’s inclusion
Data stored in this accordion is purely information and does not impact any other FOLIO functions
Requirements and use cases
Requirement | Status | Use case |
|---|---|---|
Library needs to associate organizations for informal or informational purposes | confirmed | A given continuing resource is now provided by a different vendor. Library needs to track historical vendors and providers so they can be correctly be associated with historical data |
Libraries need to be able to assign inactive organizations | confirmed | A vendor is acquired by another vendor and is deactivated in FOLIO. Library needs to be able to track this historical relationship. |
Support distinction between vendor and billing agent | confirmed | Ordered through consortium |
Support for fractional payments | confirmed | Different acq units responsible for paying a portion of fees, need to be able to track centrally across multiple (e.g. engineering library responsible for 1/3 of costs) |
Support for multiple vendors | confirmed | Certain subscriptions require that 2 invoices be paid to 2 different providers |
Transfer contents of related vendor reference number to invoice even if not an actual account number | confirmed |
|
Invoices should be aware of related organizations | confirmed |
|
Allow related POs/POLs | confirmed | If new PO created, want to associate previous PO |
When vendor is changed, library should have the option of automatically assigning previous vendor as historical vendor | confirmed |
|
Include date of change effective dates | confirmed |
|
Include note field | confirmed |
|
Questions
Question | Status | Outcome |
|---|---|---|
Is this needed? | confirmed | There are workarounds that work, but there is a lot of room for improvement |
Is any automation needed here? | confirmed | Yes (details outlined above, more TBD) |
Should this be managed per PO or per POL? | pending | TBD but SIG strongly leaning per PO |
How would we manage associations of a POL with a different PO? |
| Create new and associate with new PO |