2022-06-17 Acquisitions Meeting notes

PC Updates (@Kristin Martin) -

• 2022-06-16 Product Council Meeting notes
  • Updates from the Data Synchronization working group
• 2022-06-09 Meeting notes
  • SIG updates

• Overview/Data import/Folijet Requirements and Planning
  • Additional details and questions (will be integrated into above page)
• Acquisitions/Thunderjet Planning

• UXPROD-3361: Prep for creating orders from imported MARC Bibs (Morning Glory, Folijet)
• UXPROD-185: Creating orders from imported MARC Bibs (Nolana, Folijet)
• Probably one more feature for related Acq/Thunderjet work (Nolana)
• Maybe a cleanup refinement feature (Orchid)

• One stage of acquisitions work: point of receipt/invoice/cataloging

  • Approval plan automatic purchases
  • DDA/PDA automatic purchases

  Two stages of acquisitions work: point of order, then point of rec/inv/cat

  • Orders placed on vendor site, then received/invoiced/cataloged
  • Orders sent from FOLIO, then received/invoiced/cataloged
• Ann-Marie: Any other use cases?
  • Kristin: We send an order to a vendor but not from folio, we batch create them in folio from a spreadsheet. 
  • From Virginia Martin to Everyone 08:20 AM
    +1 Kristin
    
  • From Scott Perry (he/him) to Everyone 08:23 AM
    How do you ensure that the vendor reference number is unique?
    
    • Ann-Marie: That depends on the vendor. You work with them to make sure it is. 
  • From Lloyd (Marmot Library Network) to Everyone 08:23 AM
    I find that my local order number is a more reliable match point than the vendor number.
    
  • From Virginia Martin to Everyone 08:24 AM
    We much more heavily rely on local system identifiers than vendor identifiers.
    
  • From Scott Perry (he/him) to Everyone 08:24 AM
    Is the matching vendor specific?  So if Harrassowitz uses the same number as Amalivre FOLIO would know?
    
    • If it matches to a pol that is not the same vendor, it should catch it. 
  • From Christie Thomas (she/her) to Everyone 08:26 AM
    We use the instance_hrid for linking to the instance and the PO for some of the spreadsheets _> MARC -> FOLIO workflows. Right now we are using the LDP to look up the PO based on the instance_hrid, but it would be nice if the import process were able to use the instance_hrid as a match point for the order / invoice linking.
    (This is the workflow that Kristin was just describing.)
    That is a good idea - being able to build a complex match that allows for vendor + vendor reference number.
    
  • From Peter Sbrzesny to Everyone 08:33 AM
    We are using a specific prefix for each vendor to avoid duplicates.
  • From Christie Thomas (she/her) to Everyone 08:33 AM
    We do that, too, Peter.
  • From Lloyd (Marmot Library Network) to Everyone 08:33 AM
    We would prefer to match on a number in the order record not the instance record because our orders sometimes move to different bibs. We want the match to follow the order, not stick to the bib.
    
  • From Christie Thomas (she/her) to Everyone 08:34 AM
    Regarding the instance_hrid  because of the order workflow with these vendors, they send us the cataloging and invoice with the instance_hrid in the 001 but they do not know the PO number and there is no vendor reference number to use.
    
  • From Kristin Martin (University of Chicago; she/her) to Everyone 08:34 AM
    Although currently if you move an item to a new instance in FOLIO, the PO will continue to link to the old instance.