2021-07-20 Acquisitions Meeting notes

Owned by Heather McMillan
Last updated: Mar 22, 2022
3 min read

Date

Attendees (37)

Agenda

  • Discuss editing POL instance connection
  • Discuss processing invoices against previous years
  • Discuss EDIFACT order export. This refers to  UXPROD-531 - Export FOLIO orders in EDIFACT format DRAFT  which has been identified as a very high priority in the community pointing exercises. We will review a proposed workflow for EDIFACT orders based on previous discussion and revisit use cases to be sure nothing has been missed   
  • Discuss adding a status of “Claimed” to the POL (from 7/6 agenda) 
  • Review show Piece on Holdings mock-up (from 7/6 agenda) 
TimeItemWhoNotes
21 minutes after the hour

Export FOLIO orders in EDIFACT format. 

Dennis

Note: Meeting had a late start due to technical difficulties with logging in.  Meeting actually started 21 minutes after the hour. 

  • How Edifact ordering  relates to renewal. 
  • Export folio orders in Edifact 
  • How will this relate to renewals?
  • In renewals, you are updating orders. 
  • Do any of you use edifact to communicate renewal decisions to vendors at the time of renewal?
    • From Mary Moran to Everyone:  12:25 PM yes
      From Virginia Martin to Everyone:  12:26 PM at Duke we do it manually within the vendors' system or via an email
    • Susan, "Mary - can you elaborate on that"
      • From Mary Moran to Everyone:  12:26 PM I am not the one who does it. Another libn does.
    • From Dung-Lan Chen to Everyone:  12:27 PM We renew in vendor's system such as EBSCONet.
  • If anyone has a renewal process that sends order information via EDI to trigger renewals, that would be helpful to have. 
  • Next stage is to map all of the fields from edifact to orders. 
32 minutes after the hour

[UIOR-594] Edit instance connection of POL on Open or Closed PO - FOLIO Issue Tracker

 


UIOR-594

Allowing users to edit the pol instance connection

Dennis: If an order line is connected to an instance record you didn't intend to link it too. 

The use case is the po is linked to the physical record rather than the electronic. At the moment, once the order is opened, to connect it to something else. 

When Gobi adds an order, it is automatically opened. 

The story here, Allowing the user to edit that instance connection. 

There will be an edit link, or the look up will still appear.  Even when editing an open order. Then you need to make a decision about all the related records. At them moment, you choose to move all of the related records, or none. Can do manually, so you can pick or choose what to move.  

Sara C: What happens if I move one or more items if there are already items at the instance I am moving too?

Dennis: Currently, it doesn't disturb the other items.  What you move will just join the other items already there. 

Sara C: My use case. serial record, but the integration with Gobi created an order for a monographic series record and she wants it moved to a serials record. 

Dennis: In that case, you might move it in Inventory?

Dennis: It might be problematic to move a holdings. That's why this is discussing specifically items.  

Dung-lan Chen: If you have a new order, and it got linked to the wrong instance, once you discover that, then you want to link it to the correct record, Is this one of the scenarios this can accomplish? I would want to relink that po to the correct 

From Julie Stauffer to Everyone:  12:45 PM I think we need to clarify what “related items” means in this scenario

Julie: I am unclear exactly what is being manipulated when we relink on order line. 

Dennis: Items created in relation to this pol. manually add pieces.... things directly linked to the pol. 

Julie, the pieces are associated with the order record. One of the upcoming changes is pieces being displayed in inventory. In that case, the pieces would move with the po. 

Dennis: Do you want the links to change?
Julie: This is the confusion: Define links. 

Dennis: (49 minute mark if you want to watch for better understanding of what links)

The things we are talking about moving all exist in inventory. 

From Scott Perry (he/him) to Everyone:  12:51 PM I thought holdings weren’t actually associated with a purchase order line (isn’t that an outstanding enhancement request)?

You have two options based on this mock up, you move everything, or nothing. If you choose nothing, then you are likely relying on moving things around in inventory. 

Virginia: For many ongoing print orders, knowing which items on the holdings that are associated with that po, may be to much. I don't anticipate using this very much. 

From Sara Colglazier (MHC/5C) to Everyone:  12:57 PM I wonder given what Dennis just described when you do not check to move the item, how do you find it later in Inventory to move it?

We will be meeting Friday. Martina will be talking about revisiting the roadmap. 


Action items

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