2022-05-17 Acquisitions Meeting notes

Owned by Heather McMillan

May 17, 2022

Date

17 May 2022

Attendees

Ann Crowley, Bethany Blankemeyer, Bill Verner, Dennis Bridges, Dung-Lan Chen, Emily Robertson, Heather McMillan, Jackie Magagnosc, Jean Pajerek, Julie Brannon, Julie Stauffer, Kathleen Norton, Kimberly Pamplin, Kimberly Wiljanen, Kristin Martin, Linh Chang, Lisa Smith, Lloyd, Lucinda Williams, Martina Schildt, Masayo Uchiyama, Michael Phillips, Nancy Pelis, Okay Okonkwo, Peter Sbrzesny, Sara Colglazier, Sarah Dennis, Scott Perry, Shannon Burke, Steve Selleck, Suzette Caneda, Tara Barnett, Virginia Martin, Winter White

Agenda

Housekeeping -

We have a meeting scheduled for this Friday, May 20 (9 am Eastern)

Business -

- Discuss the need for a fiscal year rollover preview
- Discuss use cases for allowing user to export pieces from receiving
- Discuss use cases for Create invoice automatically from purchase order

Discussion items

Time	Item	Who	Notes

:02			Allow User to generate a preview of fiscal year rollover UXPROD-2899 Two use cases already on page: In preparation for rollover the library will run a report to catch any errors that may occur so they can be dealt with before the rollover is officially executed In preparation for rollover the library will run a report to catch any errors that may occur on account of the rollover settings that are being used, so they can be adjusted before the current fiscal year ends. Any others? From Bill Verner to Everyone 12:05 PM for us, it's mainly just to catch potential errors From Ann Crowley to Everyone 12:05 PM We always test FYRO prior to running just to make sure there are no surprises From Sara Colglazier to Everyone 12:07 PM We also have a post-rollover report that we review in our current system From Julie Brannon (she/her) to Everyone 12:07 PM We run some reports prior to rollover to 1) review all active budgets 2) confirm that there aren't any pending orders (so that we can open them), and that 3) all invoices have been fully paid. We then run the FYRO in our test environment first. From Scott Perry to Everyone 12:08 PM We always run the rollover on the test server prior to running the rollover. From Lisa Smith - Mich State to Everyone 12:08 PM In the past, we would use create list to find potential errors ahead of time. A preview would be useful for FOLIO. From Kristin Martin to Everyone 12:09 PM It's easy to find pending orders in FOIO From Scott Perry to Everyone 12:16 PM I'm confirming that the totals match the new totals and then investigate anything that doesn't match. We don't rollover allocations. From Lisa Smith - Mich State to Everyone 12:16 PM We would clean up partials, which have always been problematic for us. We want to be sure an encumbrance wasn't lost for a partially received order. We would also check on other codes for errors. From Scott Perry to Everyone 12:17 PM Doesn't the group allow you to select fiscal year? From Peter Sbrzesny to Everyone 12:17 PM Allocations are made after rollover because the amounts may differ from the old year and are usually not yet available at the time we rollover. From Scott Perry to Everyone 12:17 PM There's a drop down. From Sara Colglazier to Everyone 12:18 PM Thank you, glad I made my mis-statement to learn this! From Scott Perry to Everyone 12:18 PM Excited about this, but at the moment I only have one fiscal year to choose! Dennis: Is there a reason to store the test run? From Bill Verner to Everyone 12:19 PM If for some reason rollover in production generates different results than it did in test, one would want to refer to the test report Dennis: Would it make sense to provide you with an export of the current fiscal year, as it was before you closed all the budgets? Just have a button there you can push to get a copy? From Sara Colglazier to Everyone 12:22 PM yes! From Lisa Smith - Mich State to Everyone 12:22 PM Yes From Dung-Lan Chen to Everyone 12:22 PM YES! From Ann Crowley to Everyone 12:22 PM yes From Lloyd (Marmot Library Network) to Everyone 12:22 PM That is what Sierra does. It requires you to. From Sara Colglazier to Everyone 12:22 PM I would love to have a button and it be part of the standard way to do it From Peter Sbrzesny to Everyone 12:22 PM yes From Scott Perry to Everyone 12:23 PM Yes, I think so, but I think that can be found but something more direct would be desirable. From Sara Colglazier to Everyone 12:23 PM We do not roll our allocations, for example From Okay Okonkwo to Everyone 12:23 PM Yes :26 Dennis walks through the workflow Dennis: Do you want to be alerted if there are unpaid invoices? Sara: Yes From Bill Verner to Everyone 12:29 PM I would want the test to fully duplicate the process in production From Lloyd (Marmot Library Network) to Everyone 12:30 PM Seems like finding those would be a major reason to run the test. From Peter Sbrzesny to Everyone 12:30 PM I would run a test just to receive such info as unpaid invoices. From Martina Schildt \| VZG to Everyone 12:30 PM +1 From Sara Colglazier to Everyone 12:31 PM Absolutely ... first to deal with the invoices From Ann Crowley to Everyone 12:31 PM And what do you define as an unpaid invoice? Dennis: If the invoice date is in that fiscal year, and the status of that invoice is not paid or cancelled. So it could be approved and still considered unpaid. From Sara Colglazier to Everyone 12:35 PM My hand was up also about Invoice Date I think that is a problem From Lisa Smith - Mich State to Everyone 12:35 PM Date paid is what we look for. Dennis: Should it even filter for invoice date? Or just any invoice not paid? From Ann Crowley to Everyone 12:35 PM Any From Sara Colglazier to Everyone 12:36 PM Any invoice From Bill Verner to Everyone 12:36 PM Any unpaid invoice From Peter Sbrzesny to Everyone 12:36 PM +1 From Okay Okonkwo to Everyone 12:36 PM Any invoice, regardless of date From Martina Schildt \| VZG to Everyone 12:36 PM +1 From Scott Perry to Everyone 12:36 PM +1 Dennis: Would you have invoices in the system for the next fiscal year? From Ann Crowley to Everyone 12:38 PM We do not From Lisa Smith - Mich State to Everyone 12:38 PM We would not From Scott Perry to Everyone 12:38 PM I wouldn't want to and would wait until the next year is active. From Dung-Lan Chen to Everyone 12:47 PM Can the system automatically archive the pre and after reports as part of the rollover processs regarding whether we indicate to get the reports or not at the moments the prompts came up? "regardless" was what I meant ... From Lisa Smith - Mich State to Everyone 12:49 PM Mich State tested a FYRO, and it took about 2 hours. From Sara Colglazier to Everyone 12:49 PM So it is only processing Open Orders?? Yes? From Scott Perry to Everyone 12:52 PM Does anything happen with unencumbered ongoing orders as part of the rollover process if you haven't selected encumber ongoing orders? Dennis: They stay the way they are
	Still need to discuss		exporting piece information in more detail more use cases for exporting pieces already received. Creating an invoice automatically from a po

Action items