2021-05-25 Acquisitions Group Meeting Notes

Minute taker

@Heather Thoele

Announcements/Updates

Susan Martin

• Agenda: 
  • Discuss order renewal integration details and what data is most valuable to update.
  • Discuss receipt date
• Announcements:
  • Have till Thursday to fill out poll on column sorting. Will then create stories.
  • Add vendor ref number vote to agenda.

• Follow up to end of last weeks discussion, Edifact invoicing,

• relink line that didn’t link.  It’s possible there is vender ref information on the pol line and the invoice line. General consensus is to go with the information on the po line. (Deleting the information that was on the invoice line)

Discuss receipt date

For the video, this starts at 8 minutes after the hour. 

• Dennis: Should ‘actual receipt date’ display on the order. What use cases support this field.
• This would indicate the date the first piece was received.
• Current dates:
  • POL
  • Receipt due (Contractual expectation)
  • Actual receipt date (receipt date) Does this need to be updated?
• Expected receipt date for physical material. (The day you expect to receive the material, could be before or after the due date)
• Piece
  • Expected receipt date. Some orders will have more than one receipt date. Every piece will have it’s own expected receipt date. For now this date is manually entered for each piece.
  • Received date – the day the individual piece is received.
• Ann-Marie – when you receive a piece, can create a record for the next piece expected so you are always one ahead for one that has a predictable pattern.
• From Susan Martin to Everyone:  12:15 PM Is predictive check-in still needed? Print is on the decline, and I question the amount of resources needed for this type of functionality.              
  •   Ann-Marie, - Question for another day to talk about. Good point.
• Julie – Explain a little more the functionality between the two dates
• Dennis: At the moment there is no logic in the difference. 
• Receipt due – original intention – physical equivalent to activation due. Represent the date the item should be received.
• Julie – “activation’ makes me think of ERM. How is that different than the expected received date? All things equal that should be the same.
• Dennis: The idea was both could exist. You could have a receipt due date that is different than the day you expect to receive the item. A vendor has receipt interval.  It may be more complex than it needs to be to have both dates.
• Receipt date: Can be manually entered here. But is also calculated from when you receive the first piece.
• Receipt due and expected date: These are specific to physical resources. And are optional field right now. These are not prepopulated by any default.
• Martina: Would be great if one could be prepopulated from the organization record.
• From Michael Phillips to Me:  (Direct Message) 12:23 PM With the monographs, we typically have an expected receive date range (especially with Amazon marketplace sellers).
• From Dung-Lan Chen to Everyone:  12:25 PM maybe use "expected arrival date" for physical items to help clarify that it's a physical piece (vs. activation date for ER) that is expecting
• From John Ballestro to Everyone:  12:26 PM +1 for pre-population from organizations
• From Ann-Marie Breaux to Everyone:  12:26 PM Here's the Jira feature for predictive checkin: quite a range in ranking; very important for some libraries, not so much for others: https://folio-org.atlassian.net/browse/UXPROD-194
• From Jean Pajerek to Everyone:  12:28 PM We will probably use Expected receipt date but not Receipt due. We plan to use Expected receipt date to prompt claiming.
• From Scott Perry (he/him/his) to Everyone:  12:28 PM Is this intended where the default date is inadequate?  Ann-Marie: When looking at the receiving screen, in receiving mode. Having a way to focus in on recent receipts or thigs that are overdue. Looking at Dennis screen just now, there is plenty of dates on the order line. Maybe just need to go back to order line instead of trying to filter in receiving.
• Dennis: Which date is more relevant?
• Ann-Marie – Use case was show me what’s expected so we know what to claim
• Another use case. Show me what has been received within the last month, or last quarter….
• From Scott Perry (he/him/his) to Everyone:  12:32 PM Isn’t that claiming in general?
• Ann-Marie – Need to know what to claim in the first place.
• From Jean Pajerek to Everyone:  12:33 PM Find recent receipts - maybe to make a new books list?
• From Scott Perry (he/him/his) to Everyone:  12:33 PM I guess I don’t separate the two activities.  that said, claiming is always less important than most other work.
• From Susan Martin to Everyone:  12:33 PM +1 scott
• We'll want to use default settings by vendor for monographs and maybe change the setting manually for patron requests and rushes. Those are really the only things we claim here.  We also do minimal periodical claiming as well.
• Dung-Lan Chen- still not clear, once we received an issue, we can enter the expected  date the next one is received? You create the piece with the expected date?
• Dennis: You have to manually create the next piece expected.
• Ann-Marie: When you receive a piece in hand, you can create the next one expected.
• Dung-Lan Chen – the system should be able to automate this?
• Ann-Marie – we have a feature for this. It’s has mixed rankings and this feature has not been worked on yet.
• Dennis: The important thing for the use cases described is the actual receipt date.
• From Scott Perry (he/him/his) to Everyone:  12:42 PM Can’t some of this be handled by reporting?
• From Ann-Marie Breaux to Everyone:  12:42 PM Potentially, Scott, but all filters are pretty much in-app reports.
• Dennis: There is a broader searching and filtering available in Orders.
• The ‘Actual receipt date’ is from the pol.
• Julie: The expected receipt date in the pol is not linked to the expected piece in receiving?
• Dennis: no,
• Julie, so if in receiving we chage the expected receipt date, it will not update in the pol?
• Dennis: Correct
• From Shyama Agrawal to Everyone:  12:46 PM in a subscription record, once one item is received, does the expected receive date change in PoL?
• 12:47 Julie, the receipt date is auto filled from when the last piece received date?
• Julie - Trying to understand the dependencies in the different date fields.
• *Note See the video for this part of the conversation.
• When you receive the first piece, it is updating.
• If it is manually add pieces, the expected pieces are auto updated.
• Dennis: When we receive our first piece, when manually adding pieces, the order receipt date is populated.  Should it not be doing that?
• Julie: Not sure. In some ways this works well. We can say the subscription has started.