2022-06-21 Acquisitions Meeting notes

:02

Housekeeping

Dung-Lan

• No meeting this Friday (6/24)

:03

Creation of Orders via MARC Bibs: Key topics/decisions for Nolana, 1 of 6

Ann-Marie Breaux

• Will import support creating and updating orders or just creating?

  • For Nolana, just creation.

  • Expect that the majority will be one-time orders ordered on vendor site or just showing up (approvals).

  • No uses cases for updating identified.

• In create scenarios, might match be needed in orders app?

  • For Nolana, no match.

  • No use cases for match identified.

  • (~:14 after), returned to this point in discussion with Sara Colglazier: 

    • Trustworthy matches: product IDs or vendor reference numbers

    • Standing order, but also get something coming in for one of the titles on the standing order. No good match for that.

• Will import support one-time orders and ongoing orders?

  • Main use case is one-time orders.

  • Also no Package POs/POLs

  • No use cases for ongoing identified.

• Should field mapping profiles show all PO/POL fields?   

  • In PO/POL, some fields only show for ongoing vs. one-time, electronic vs. physical vs. both, etc.

  • If only supporting one-time orders to start with, is it better to get rid of all the ongoing stuff? 

  • Per response would make sense to keep those out.

  • From Scott Perry to Everyone 12:23 PM
    I think it would be more confusing to leave them in.

  • Some field mapping profiles where information is defaulted so that you cannot change it (e.g. invoice defaulted to "open"). 

:25 

Creation of Orders via MARC Bibs: Key topics/decisions for Nolana, 2 of 6

Ann-Marie Breaux

• Should orders be created as pending or open? 

  • Would include required field at top that allows user to set status.

• POL limits: follow the existing setting or override? (~:32 after)

  • If override, might they vary from one import profile to another? Yes

  • Probably will use a field at the top of the profile (e.g. do you want to follow the standard purchase order line limit?)

  • (~:38 after) Returned to this point with Sara:

    • Would it be possible to make a difference between it's an approval vs. MARC records based on firm orders? 

      • Would be two different job profiles. 

    • How does FOLIO recognize which one is which? 

      • There's nothing in FOLIO right now that automates the pick-up or push through. Human who is doing importing will hopefully know.

      • Either picking up from a different subdirectory or something in the file name that is a clue.

      • Scheduling profile:

        • Not in place yet

        • Need to know which vendor, what type of records (E/P, AP/DDA/FO)

        • Subfolder, element in file name, ftp address, account number?

• Will it create separate POs per Invoice? (~:36 after )

  • No, only can create separate POs based on POL limit, not on data in records

  • If needed, ask vendor to separate MARC files by invoice. Set POL limit higher than maximum lines expected on that vendor's invoice.

• Should field mapping profiles use order templates? (~:44 after)

  • No. The field mapping profile and its mapped default data already acts as a template. Once set up, does not need to be re-created. 

  • From Julie Brannon (she/her) to Everyone 12:46 PM
    That makes sense to me!

:46

Creation of Orders via MARC Bibs: Key topics/decisions for Nolana, 3 of 6

Ann-Marie Breaux

• Include an option to auto-receive or not? (~:46 after)

  • Easiest if order is created as Open, not when order is created as Pending

    • Would it be possible to create as pending? e.g. Approvals, review the pending PO, then open and auto-receive at that point (maybe do that post-Nolana?)

  • Discussion regarding auto-receiving. 

  • Probably yes. Can include as check-box at top of the field-mapping profile.

  • Created as pending, but immediately opened. 

• Will receiving pieces be created? (~:56 after)

  • Not separately by Data Import; depends on the Orders app opening the PO.

• Should acq unit settings be honored? (~:56 after)

  • Yes. Whoever is doing the import needs to be a part of the acq unit or it needs to allow non-users to do it.

• (~1:00 after)

:57

Creation of Orders via MARC Bibs: Key topics/decisions for Nolana, 4 of 6

Ann-Marie Breaux

• What if the order is for multiple copies and multiple locations? (~:57 after)

  • May be able to create multiple locations. Maybe can put the right quantities.

  • Need to talk through with developers.

  • If you are bringing in records to update, you cannot do that right now with data import. 

• Does the order app open the orders and trigger Inventory creation, or does DI trigger Inventory creation? (~:59 after)

  • Still TBD, with devs

• If opening the order creates the Inventory records, include an option to ignore instance matching and always create a new instance? (~1:00 after)

  • Yes, like the Order setting

1:00

Creation of Orders via MARC Bibs: Key topics/decisions for Nolana, 5 of 6

Ann-Marie Breaux

• In a job profile that creates orders, but also creates/updates Inventory and SRS records, do the actions need to be in a specific sequence? (~1:00 after)

  • Still TBD, needs discussion with devs

• Does this replace the Lehigh app and its various permutations? (~1:01 after)

  • Coexists with

1:01

Creation of Orders via MARC Bibs: Key topics/decisions for Nolana, 6 of 6

Ann-Marie Breaux

• Can it create invoices from the MARC data? (~1:01 after)

  • Not in Nolana.

• Can it create/assign order notes?

  • No. 

• Can it create/assign tags? 

  • No, not yet.