2022-04-19 Acquisitions Meeting notes

:00

Housekeeping

Dung-Lan

• Fiscal year rollover discussion session is planned for next Tuesday, April 26

• There will be someone that has completed a live FY rollover at the meeting to discuss their experience. 

• From Julie Brannon (she/her) to Everyone 12:02 PM
  There is also some very basic documentation about how to run FYRO in the docs.folio.org site here: https://juniper.docs.folio.org/docs/acquisitions/finance/#rollover-fiscal-year

 :04

Demo new export (invoices & fund information) functionality

Dennis 

•  Demos in snapshot test environment

• Functionality on track for Morning Glory (Think release is scheduled for August 8th) : 

  • https://folio-org.atlassian.net/browse/UXPROD-3435

• Voucher export - Need permission to be able to see this option. 

• Would like a few people to test this function. 

• Can now export invoices to a csv file. 

  • Functionality is almost identical to how it works in the orders app. 

• From Lisa Smith to Everyone 12:17 PM
  This looks good to me.  MSU can help test vouchers and exporting, if needed.

• From Ann Crowley to Everyone 12:21 PM
  They just sent the message that Lotus has been released today

• Julie: Is there an element that captures whether that voucher has been part of an export yet?

  • Dennis: Not at this time. I'll take that suggestion and see what's possible. 

  • Julie: Would like to be able to filter on that as well. 

• Dennis: Please let me know if there is anything else you would want to see in the export. 

:28

Finance export Demo:

Dennis

Dennis: Finance export Demo

• Starting with the ledger you want to export the information from. 

• Two choices 

  • What FY

  • What, if any, expense class information do you want to include. 

• From Julie Brannon (she/her) to Everyone 12:29 PM
  For the invoices export, we'd want the "Batch group" for included too (can't recall if it was on the export demo you just shared).

• From Lloyd (Marmot Library Network) to Everyone 12:33 PM
  Is a budget another record type?
  
  

  • Dennis: Yes. Each fund has a budget for the FY.  My fund can exist in each fiscal year. 

• From Julie Brannon (she/her) to Everyone 12:37 PM
  These exports are going to be very useful - excited to see this!

• From Lloyd (Marmot Library Network) to Everyone 12:37 PM
  Is there a one to one relationship between a budget and a fund or do budgets have multiple funds?
  
  

  • Ann-Marie: Easiest way to think of it is a budget equals fund plus fiscal year. 

  • Funds have budgets for every fiscal year that you are intending to spend money from that fund. 

• Dennis: Constraint:

  • When you are running the report, you can't leave the page or you will lose the information. 

• Hope to have UAT details and start testing next week. 

:43

https://folio-org.atlassian.net/browse/UXPROD-3256

• Allow user to process invoices against previous fiscal years. 

Dennis

• Allow user to process invoices against previous fiscal years. 

• Will review as a group when have a formal workflow

• Need a sense from the group what the priority is. Please take a look at this and provide feedback. 

• Dung-Lan: Once we passed roll over and need to create an invoice for the previous FY, how do you envision that working?

  • Dennis: From previous discussions, it needs to be a specific and separate action to pay against the different fiscal year. 

• From Julie Brannon (she/her) to Everyone 01:00 PM
  This UXPROD received a decent amount of points during the Kiwi pointing exercise in May 2021 - it was part of the top 20, so I think we've been clear on communicating that this is important: https://folio-org.atlassian.net/wiki/display/COMMUNITY/Pointing+Results+for+Kiwi+Release
  I guess that pointing exercise was focused on orders rather than invoices? https://folio-org.atlassian.net/browse/UXPROD-2713