Acquisitions/Resource Management implementers

Invoices: Add POL "Select order lines" - show all before save

in progress

Invoices app > Invoice lines > Add > Search by POL number, select the POL, repeat.

We are glad that the "Select order lines" process allows us to search for and select multiple POLs before clicking "Save" and we see the total number selected at the bottom; however, we can't see the list of selected POLs before we save.  The user is likely to search by POL number, not by vendor since there would be too many results to scroll through.  As they search one-by-one for each POL and select each one, it would be helpful to see the list of POLs that they've already selected and have the opportunity to unselect any mistakes before clicking "Save."  The current flow leaves the user feeling unsure since they can't see which lines they've selected already.

Open

11/15/2021

@Julie Brannon (old account) 

Need to explore possible design solutions @Dennis Bridges to reach out to Kimie about design

Order and Invoice: Link to vendor Organization record

in progress

Low-priority request: On the order and invoice could the vendor field be upgraded from static text of the vendor name to an active link so that the user can easily click through to view the full organization record for the vendor?  This type of linking is very helpful in other fields on the order such as the Fund, Title, and Related invoices.

Open

11/19/2021

@Julie Brannon (old account) 

Need to create enhancement @Dennis Bridges consider what to do in the header with previous story re displaying vendor code rather than name.

Invoices: Add adjustment - Release encumbrance defaults to "unchecked"

in progress

Invoices >Invoice lines > New:   The default value for the "Release encumbrance" checkbox is unchecked on the create vendor invoice line screen (which is used when the user is not linking to an existing POL).  Could we discuss reversing the default value to "checked" since this could trip up users who don't check it and then have dangling encumbrances.  The original thinking for leaving it unchecked was to ensure that ongoing orders didn't get automatically closed by the system. Now that we have the "Ongoing" order payment status and no longer have that issue maybe we could revisit this to set to "checked."

Open

11/23/21

@Julie Brannon (old account) 

It is standing orders not subscriptions that should default to false because they often have multiple invoices. for subscriptions more often there is one invoice for the year.

The default may not be as important than making clear what this toggle will do in documentation.

We will have some additional discussion after libraries have had a chance to review.

on POL: re: Related invoices

in progress

I am confused by what is displayed in the Piece(s) field of the Related invoices for POLs. In my test example here, the pieces listed are not necessarily specific or related to the invoice/invoice line, but seeming just bucket-displaying all the pieces created related to the POL, which is not helpful. I would rather see specific Invoice LINE note info displayed, like: "Renewal. New subscription ; Invoicing period:20220101-20221231 (86-86)" in this case vendor provided and included in the EDI invoice, OR, something I manually enter like: 2022 Hathitrust Membership: Public Domain, versus, another Invoice line for: 2022 Hathitrust Membership: In-Copyright, each with their respective amounts, to help me understand what I just paid for.

Open

Dec 7, 2021 

@Sara Colglazier 

As piece information is actually no longer shown in this area it would be helpful to show subscription information in a column here. User may identify in more detail in this field what the sub is for.

Also ideally the sub date start and end are shown in the related info. worth scrolling to have this information on hand.

This should apply to related invoice information shown on the POL and on the Invoice line

See Example in agreements of combined columns in MCL. This could be a way to decrease the width of some of our tables

Need to create a story @Dennis Bridges 

POL/inventory matching

in progress

At Chicago, we're continuing to struggle with identifier matches when creating POs. We want to be creating new instances in Inventory, but instead matches are occurring and the new item is being attached to the wrong instance record in Inventory. This is on our test system (running Juniper). We are getting matches when the publisher provides an ISBN in the 024 or a publisher/distributor number in the 028. This is really common for Harrassowitz with music scores. So a short, non-unique publisher number, like "8021" matches multiple records already in Inventory, and then FOLIO picks the first one it finds and attached the new holdings/item. These aren't even the same title, different format - these are two very distinct publications. If you want to see this in action, here's a short video: https://drive.google.com/file/d/1MOnMnF7u-RKb0pmFy80wulCjIfBmnwJ8/view?usp=sharing. One interim solution is to remove any identifiers (which is kind of a bummer, since these can be useful to identifying the material). Lotus will bring the ability to turn off identifier matching.

Orders will use all "Product identifier types". These match up to "Resource identifier types" in instance records

• ASIN

• CODEN

• DOI

• ISBN

• ISSN

• Report Number

• Standard technical report number

• URN

It would be good to discuss how we might want matching to work since the current process is way too broad.

(edited)

Dec 10, 2021 

@Kristin Martin 

Perhaps rather than increasing the detail of matching FOLIO could report on the matches that were made? Perhaps specific to source. ie. GOBI.

Need to identify specific situations were the matching is failing in order to improve accuracy. Otherwise it might make more sense to focus on improving the visibility of incorrect matches. 

@Dennis Bridges to add detail to Wiki page. https://folio-org.atlassian.net/wiki/x/4QtU

2022-04-22 Acquisitions Meeting notes

Organizations: Add "Name" field on contact information

in progress

This is somewhat related to issue #39 above.  When migrating our vendor address information from our current system we noticed that there isn't a data element on the contact information address for the "name."  We've mapped the various address names to the alternate/alias name in FOLIO just to store them somewhere.  Similar to #39 above, we need to store the first line of the address (the name) since it is usually more specific or slightly different than the organization name we store in FOLIO and isn't necessarily the same for shipments vs. payment vs. claims.

12/16/21

@Julie Brannon (old account) , Duke

Multiple organizations had to be creative with migration because of the lack of fields for address info. The additional field for address details could be an "Attention" or "Department". It might be helpful to have an additional Address field and a separate name field. @Dennis Bridges to create story

Orders: Add order POL Receipt date - why editable?

in progress

Orders > add PO line:  Why is the "Receipt date" an editable field when creating a new PO line?  If the user enters a receipt date this could cause confusion since the order hasn't actually been received through the Receiving app.  Unless there are use cases for editing this field during PO line creation, could it be changed to an inactive field on this form to avoid mistakes and confusion?

Screenshot to show that the "Receipt date" is editable on the Add PO line form:

Screenshot showing the PO Line details window after saving a new PO line with the receipt date populated and Receipt status showing "Awaiting Receipt" since the order hasn't been received yet through the Receiving app.

Open

1/11/22

@Julie Brannon (old account) , Duke

@Dennis Bridges to review logic for updating POL receipt date based on receiving actions. Review how this setting affects receipt status.

For approval orders, a user may actually want to set the receipt date for the POL when creating the order.

Clarify and discuss results of review with SIG.

POLs and Invoice lines: subscription dates.

in progress

Prompted by a question from Kimberly Pamplin at Texas A&M in slack on 1/12/22: "I notice that the "renewal date" and "subscription to" dates cannot be edited once an order is opened. Is it intended that these dates will update automatically? If so, what triggers them? I notice for example that filling in the subscription to and from fields will then populate them for invoice line creation, but I'm not sure how they are supposed to be updated once a subscription year is paid for." 

Also from Julie Brannon at Duke: The field labels are inconsistent between orders and invoices for these dates even though data flows from the order line to the invoice line.  Is there a reason they're different, because if not, we should probably keep them consistent between apps:

Order line: Subscription from, Subscription to

















































































































Invoice line: Subscription start date, Subscription end date.f

1/12/22

@Kimberly Pamplin @Julie Brannon (old account), Duke

@Beverly Geckle

@Dennis Bridges create story for allowing user to edit order subscription to date. 

Control default values in Settings

in progress

Prompted by Slack discussion on 1/15/22. Request to control default values in settings.  This relates to topics #24, #32, and #36 on this page.  The ability to control default values for key fields in the Orders and Invoices apps would enable libraries to align the UI with their needs and improve the user experience.

Eg. Checking the re-encumber checkbox. The library does a lot more orders that do not encumber and this was taking time and effort when creating orders. it can also be error-prone. Not using order templates for all orders. 

Eg. In invoices, we consistently have to remember to check "Lock Total" and uncheck "check subscription overlap" for different orders.

Eg. Also need to remember to adjust "Export to accounting" checkbox and new Invoice line > "Release encumbrance".

 1/18/2022

@John Ballestro @Julie Brannon (old account), Duke

@Dennis Bridges to create wiki page for collecting use cases for additional default settings. Users will add more detail to the description here.

Create Contact person or interface on organizations

in progress

When a user creates a new organization record and wants to add a new contact person or interface, the user needs to save the organization record first. In a second step the user needs to edit the organization record again, click on "add contact"  to then create and link the new contact person (or interface).

For a more fluent workflow with less clicking it would be helpful to be able to create a new contact or interface without needing to save the organization record first. 

Apr 8, 2022 

@Martina Schildt 

+1 @Julie Brannon (old account) 

@Dennis Bridges to review with development team to see if it is possible to implement a save and continue when you have a "dirty form".

Option 2 would be separating the contact people and interface creation and assignment from the editing organization. Argument for is that often times reassigning a person involves editing their email etc.

Capturing binding information for order and receiving so records can be filtered by this data

in progress

We would like to have a way of identifying Titles that represent material that will be sent for binding at a given point in the year–for example, in Receiving if there were a check box at the Receiving Title Record level for To be Bound or Bindery that one could then Filter on. We now include information in the Receiving Note that indicates that the title is a Bindery title, but one cannot search on the Receiving Note in the Receiving App. (I suppose we could use a Tag, but ...) It would be better if what indicates that the Title is a Bindery Title could be seen and filtered on from both the POL and Receiving Title record. ... Something more like the Rush or ??

I have a monthly magazine that I receive and at a certain point of the year when I have all issues for the year they will be sent to the bindery.

What we plan to bind is revisited over time as the budget fluctuates. Some titles may no longer be bound to say money. Understanding what is being bound in orders in helpful for making purchase decisions. The information may also change over time so ideally these are editable at any stage of the orders lifecycle.

Users that actually carry out the binding need this information in the receiving area to gather materials that need to be bound. Users need to access receiving to identify what needs to be bound. They also need information about how to bind and when (how long to retain issues before binding, how many issues to bind in a volume, whether to bind or discard etc.).

Need to know a little more about how the user finds what needs to be bound and what historical information they need about this activity in receiving.

May 20, 2022 

@Sara Colglazier

edited/updated 2022-09-26 

The limitation of tags for this use case is that they need to be applied in Orders and Receiving separately. More work and more prone to error.

@Dennis Bridges Create wiki page with use cases. Need feature for Capturing Binding information for order and receiving.

@Joseph Reimers Created wiki page with workflow description

Finance: Currency setting for fund

In progress

The Finance > Fund displays a currency value which isn't editable during fund creation and is set to the primary currency set in Settings > Tenant > Language and localisation.  Do any institutions need to have some funds desingated as a different currency than the tenant?  I'm thinking through how to handle funds for Duke's campus in China and they would likely prefer to set up their funds with ¥/CNY/yuan as the basis rather than $USD.

Update 8/17/22: Duke's campus in China will operate using their own instance of FOLIO, so this question is no longer relevant for Duke.

Jun 10, 2022 

@Julie Brannon (old account) Duke University

A logical approach here would be to expose the currency setting at the fiscal year level such that users could explicitly set it when creating a fiscal year. @Dennis Bridges  Need to create a JIRA. 

Action performed on record bounces user to the top. 

Open

In invoices when you access an invoice line to review or edit and close out of the invoice line, it will bounce you back to the top of the invoice.

PLEASE ADD MORE INFORMATION AND INCLUDE YOUR NAME SO WE KNOW WHO TO ASK FOR DETAILS. THX!

Orders: Move PO line accordion

in progress

Orders UI: For ongoing orders we usually have to scroll down while viewing the PO Details screen to see the title information since there is an additional accordion section for ongoing orders.  Could we discuss whether the layout could accommodate seeing the PO line titles further up since titles are such a critical data element when looking at orders?  Maybe this is more challenging for institutions that have multiple PO lines, but for those with one PO line per order this could be a valuable user experience improvement.

Open

Title sometimes appears below the fold which makes it difficult to find. Adding multiple notes to the PO accordion pushes the POL accordion down even further. Some users will increase font size (Zoom in) which also pushes the POL accordion off of the screen.

Jul 8, 2022 

@Julie Brannon (old account)  Duke University

If the notes were to be collapsed by default with only one showing it would be helpful to include a bubble that shows how many there are. 

Bill to and Ship to can also be very long and could be truncated by default or something like that.

On-going order information could potentially be shifted down. The subscription field would need to be kept near the top. It is key information for ongoing orders and should not appear below POLs

PO summary could be collapsed into the PO accordion to save space.

@Dennis Bridges need to review with @Kimie Kester 

Receiving: Receiving title are not removed when package POL instance links are changed

In progress

The only way to remove Receiving titles is to delete the POL. With Package POLs you may need to clean up the receiving titles but not want to remove the POL.

Titles can even be linked in error and there is no way to correct that without deleting the entire POL.

There are circumstances where we want to keep the receiving record and some when the user does not want to keep it.

May have originally ordered a specific version from Amazon as a rush. Circumstances change but user wants to keep the order history so it can be communicated to the requester. In this case the Receiving title would need to be removed and the more relevant instance connected.

July 15, 2022

Sara Colglazier

@Dennis Bridges to create JIRA for review. need to consult devs about ability to remove R Titles. 

Receiving against closed POs.

In progress

Prior to the end of our fiscal year, we closed all paid POs, so that they wouldn't re-encumber on rollover. Now we are receiving the pieces. For our monographs, this is working fine. The POL Receiving workflow was set to "Synchronized order and receipt quantity" and when the item is received, the POL Receipt Status does get updated to "Fully Received" and the PO remains closed. But for some individual series volume orders (which are one-time orders), the orders staff coded them as "Independent order and receipt quantity." Now staff are creating the piece(s) to be received and receiving it (them). This is creating two problems: 1.--the Receipt Status becomes "Partially Received" but there is nothing else to be received. 2.--the PO reopens (ack, ack, ack)! We can go to the POL, edit and change the status to "Fully Received" and this will close the PO again, but we would prefer to have the PO remain in a closed state.

Dennis suggested on Slack: It’s the change in status that triggers the PO workflow status to change. Perhaps the receipt status should not be updated  when receiving pieces against a closed order. OR the only update made should be to “Fully received” which would close the order if it wasn’t already closed. We like the second. We are using the "Awaiting Receipt" Status to track items to be received, so we wouldn't want to leave the POL in an Awaiting Receipt status.

Requirement: The PO does not reopen when receipt continues against a closed PO. This was found in Lotus. We believe it is the Adding and receiving of a new piece after order was closed that confuses the system and changes the receipt status and opens the PO.

Aug 2, 2022 

@Kristin Martin 

@Dennis Bridges to retest in current release and create JIRA bug.

Order templates: Hide tags

In progress

We love the new hidden fields options in Settings > Orders > Order templates.  We'd like to hide tags and wondered why the PO Tags and POL Tags and aren't "hideable"? Could we add that functionality in the future?

Note: The tags functionality can be hidden completely across all of FOLIO if it is not needed in any application.

Desire the ability to disable tags in the order and order line such that users are not able to apply them to orders. Tags are currently difficult to manage and we would like to prevent users from making a mess now that could be difficult to clean up in the future.

Aug 17, 2022 

@Julie Brannon (old account) Duke

Question: Are other libraries interested in hiding tags from the orders interface but not other applications?

Create a feature for allowing users to hide tags from orders and order lines. It would be logical to incorporate this into the hidden fields functionality of the order template.

Receiving: Don't display "Receipt not required" orders

In progress

We're wondering why records display in the Receiving app for orders that are created with a Receipt status = "Receipt not required"?  We're not seeing anything in the receiving app record to indicate that the order is a "Receipt not required" order, so they wouldn't know from the Receiving app that this order was set to "Receipt not required."

Use cases for packages:

• We also use packages for some print "packages," but in those cases we do link the inventory records to the package.

• Regarding packages, Mich State has asked for the linked POLS to display within the package.  We don't create inventory records for most electronic resources.

• Our Package POLs are what we use for Print Approval plans and others in the 5C are for Gifts …. so not just for electronic resources

Aug 17, 2022 

@Julie Brannon (old account) Duke

When a POL has a receipt status of "Receipt not required" the Receiving title should be hidden from the result list.

Note: currently this is the only place you can see package POL titles. Not able to search POL by package title. 

@Dennis Bridges need to create story for not displaying title with POL receipt status "Receipt not required" by default. Package POL titles can be marked as "Receipt not required" but users still want to find them.

Invoices: Display of fund not always available without scrolling to the right

In progress

When approving invoices if the description is long I need to scroll right to view funds.  Far better would be to move the fund next to the POL number or allow for customization of displays.

The description is not something we want to completely remove. However, it can be unnecessarily long and could be truncated or wrapped at 30-50 characters. (group seems to favor truncation)

Allowing users to adjust the order of the columns would be another desirable solution if it persists at least for a session. Ie. it is persisted as you move from one invoice to the next.

Other Fields users are often scrolling to see: Total price, PO status.

Sep 14, 2022

Jan.1, 2023

@Scott Perry UChicago

@Lisa Smith 

Mich State

@Dennis Bridges to discuss with design team and create a JIRA issue for proposed solution.

Export organization records to CSV

In PRogress

In light of other developments to the export of acquisitions information under https://folio-org.atlassian.net/browse/UXPROD-2665, I have had several libraries ask about the ability to export organization information to a CSV file to support periodic review of contacts, interfaces, and account information.

It's also been noted that in other apps supporting export to CSV, notes added via the Notes app are not included in export. This may be a larger discussion, but I wanted to at least raise it here to facilitate that conversation wherever it ultimately needs to happen.

Dec 8, 2022 

April 11, 2023

@Molly Driscoll 

Related feature is https://folio-org.atlassian.net/browse/UXPROD-4164 which would probably satisfy these requirements but may not be the ideal workflow. I recommend we revisit this requirement when that feature is reviewed with the group.

Invenvtory: adding additional acquisition data in the item record

In progress

To have a quick overview of frequently needed information and to avoid of "jumping" between multiple apps, it is desired to have additional acquisition data displayed in the "acquisition" accordion of the item record. Requested are:

• Cost

• Acquisition method

• Organization code (extension by supplier name and linking to the respective data record)

• Fund

Use case:

User looses item (Ie. a physical item) and needs to know how much they will need to pay for it. Ideally this cost data would be an accurate cost for the item from the invoice app
NDA's generally only apply to the cost of electronic packages so displaying this information would not be possible but for physical items it is not a problem
There are special funds that have restrictions that could complicate replacing the material. Helpful to show but not necessary to have it appear there.
Users in inventory may edit this cost field manually when an accurate cost is not available in acquisitions. (Talk to metadata)

• Cost could be used to communicate a replacement fee to the patron for a lost item

• In some cases there was a flat fee for replacing items. It was also possible to input a specific cost for replacement based on what was actually paid (invoice cost)

  • Not all things have related invoices. They might have been migrated in 100 years ago or they might be gifts and there is no invoice record.

  • Replacement fee does not necessarily directly related to the material type. There could be a large gap between saxophone and cowbell but they are both musical instruments.

  • When there is no cost and the item is Older staff will check value on amazon to verify the current price and determine the replacement fee.

• Circulation staff is not always able to spend time verifying prices, so it is helpful to have SOME KIND OF PRICE in the system, even if it is not exactly current or based on the estimated cost not the invoice cost

• When there are multiple items users in some systems will manually adjust the per item cost

Jan 2, 2023 

April 25, 2023

June 27, 2023

July 7, 2023

@Sven Thomsen 
UB Leipzig

@André Hohmann SLUB Dresden

Building invoices from smaller vendors: embedded MARC

In progress

https://folio-org.atlassian.net/browse/UXPROD-663 is about building invoices from embedded MARC. This is functionality we've been waiting on, because we are using an external tool with Google scripts which is not a good long term solution and has limitations. EDI invoicing will be helpful, but we have many smaller vendors/approval plans where the vendor can't supply EDI, and we are not staffed to manually enter these invoices. Could we get an update on when this will be scheduled? And what are other libraries doing without this functionality?

Other libraries like GBV are also interested in other formats like XML (They are using PICA XML) for creating invoices as EDI is not always possible. Standardized common formats for electronic invoices in Germany are XRechnung and ZUGFeRD. They mainly affect financial systems but it is important for German libraries that FOLIO will support invoice import not only for EDI but also for different formats.

Feb 6, 2023 

Aug.8, 2023

@Kristin Martin 

University of Chicago

@Julie Brannon (old account) Duke University

Group has decided to invite @Ann-Marie Breaux (Deactivated) to join discussion and work through use cases to make sure all necessary features are created. There will be a discussion on this at WOLFcon 2023 https://wolfcon2023.sched.com/event/1OlcH/orders-and-invoices-import-export-what-to-do

Ann Marie responded via Slack - https://folio-project.slack.com/archives/C217N937A/p1694531513736899?thread_ts=1687443002.272179&cid=C217N937A

Invoices: if Voucher Export is run withOUT a server to Upload to then download is possible but Batch file status displays as Error  

Open

With UXPROD3600 (Morning Glory) one can now manage Voucher Export without needing access to Settings–which is great!! BUT since FOLIO is unable to upload to a secure ftp server (just yet?!) and our College will not provide us access to anything but a secure server, we run the Voucher Export and then download the file and "manually" handle the rest ... So far so good as far as being able to get Invoices/Vouchers to our College's AP department to be paid. HOWEVER, the Batch file status displays as Error, which is really confusing, because it makes it seem like we were not able to get the Invoices/Vouchers out to transfer to AP.

and

Open

Could there be a third option, Error or Failed, for when it truly failed; Uploaded for when it successfully uploaded to a server; and then something (Batched ??) for when a Batch file was created that is available for download/export but not also uploaded anywhere.

Seeing Error in Voucher export details on Invoices is especially confusing.

Feb 14, 2023 

July 21, 2023

Aug.8. 2023

@Sara Colglazier (MHC/5C)

@Julie Brannon (old account) Duke University

Orders → Search for POLs in search and filter pane via instance HRID?

in progress

Are there any plans to make the HRID of the linked inventory entity searchable? The POL should be able to easily access this via the UUID link. If the POL is linked to an instance, the search for the instance HRID would be possible automatically. If you also link the Holdings with the POL, you can also search for Holdings-HRID.

Use selects index and executes a search for the POL based on either Instance HIRD or Holdings HRID. In the case of a package POL there might be multiple HRIDs that would return the POL.

Feb 21, 2023 

Aug.15, 2023

@Martina Schildt | VZG