Acquisitions/Resource Management implementers - Archive
- Dennis Bridges
- Aaron Neslin
- Julie Brannon (old account)
- Beverly Geckle
- When topics are close they should be added to this page and removed from the active discussion topics list
Archived Topics
| # | Topic | Status | Description/ use case | Date added | Discussed on | Provided by Name, Institution | Interested parties | Has been discussed in meeting: Link to agenda/ minutes | Action required | |||||||||||||||||||
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| 1 | Ongoing Orders for serials: link between the POL and Inventory | CLOSED | At Chicago, for serial print resources, our current system connects the purchase order line to a suppressed dummy item record. This is associated with a holdings record where bound volumes reside. Print serials are received on the serials check-in record. Once a volume is complete, they are bound and an item for the volume is created on the same holdings record. In FOLIO, we don't have to create a dummy item record for print serials. The POL can generate an instance/holdings only. UXPROD-1925 - Getting issue details... STATUS and UXPROD-1995 - Getting issue details... STATUS would allow connections from the holdings to the POL, but they are not assigned to a release. How are institutions/will institutions create and connect orders for serials to inventory? Use a dummy item record? Not have the connection between the holdings and Inventory? | 2021 | Kristin Martin (Chicago) | |||||||||||||||||||||||
| 2 | Credits | CLOSED | Could we discuss the topic of handling credits? We'd be interested in seeing an example of the recommended credit workflow. | 2/3/2021 | Julie Brannon, Virginia Martin (Duke) | Discussed in the 2021-04-30 meeting. People can enter as negative invoices. | ||||||||||||||||||||||
| 3 | Order Status as Open after invoice is fully paid - encumbrance rolls over to next year | CLOSED | During FYRO UAT we set up some one-time orders and created invoices to fully pay those orders. We expected no encumbrances for those orders to roll over to the next year; however, encumbrances did roll over. We think it's because the orders were still in an "Open" status (even though they were fully paid) because they hadn't yet been received. We often pay invoices on orders for materials that we don't receive for many months after payment and we don't want the encumbrance to carry over to the next fiscal year since they were fully paid during the current year. These were the encumbrance rollover settings we used:
How should we handle this scenario? Would we need to change the PO Line receipt status to "Receipt Not Required"? Which leads to the question: What impact does the Receipt Status values have on the Order Status based on invoice payment status? | 2/9/21 | Julie Brannon, Virginia Martin (Duke) | Discussed in the 2021-02-12 meeting. For the order to close, it must be received and paid. You could uncheck the "re-encumber" box to prevent re-encumbrance. | ||||||||||||||||||||||
| 4 | Finance App: Adding groups to Funds UI enhancement | CLOSED | At Duke, we're planning to use a large number of Finance Groups (approximately 80) and Funds (approximately 400) to take full advantage of the ability to summarize spending in various ways. Each of our 400+ funds will have 4-5 groups assigned. In places where we need to select a fund or group from a list, it becomes cumbersome to scroll to select. Here are two examples: 1) Transfer: The transfer popup window requires the user to scroll through all funds to select the appropriate "From" without a search capability.
2) When applying the groups to a fund in the create new/edit screen it is cumbersome to scroll through such a high volume of groups 4 or 5 times to assign all of the appropriate groups. For a future usability enhancement perhaps one of these approaches could be considered for instances where we need to select a fund or group from a list:
2. Or, better yet, display the full list of groups with checkboxes and allow the user to select the desired groups simultaneously, as seen in the Users app to apply permissions:
| 2/9/21 | Julie Brannon, Virginia Martin (Duke) | Discussed in the 2021-04-30 meeting. Future functionality can allow groups to be organized, and to select funds from the Group Interface, instead of only being able to assign Groups from the Fund interface. UXPROD-2562 describes functionality to categorize groups. | ||||||||||||||||||||||
| 5 | Avoiding Receiving books | CLOSED | For those of you who do not plan to receive ebooks, if you create an order for an ebook, even if you do not create an item record in inventory, a piece is still created in Receiving to be received. Currently, this can be avoided by checking"Manually add pieces for receiving." We don't plan to use Receiving to "receive" ebooks, so we don't need the piece. We would like to discuss a way to avoid creating a Piece record or receiving option for non-physical objects. If we just ignore these pieces for e-resources, we are concerns that it will be a problem to have a lot of permanently unreceived pieces hanging around. The current work-around is not intuitive. Will using Receipt Status="Receipt Not Required" solve the issue? | 2/11/2021 | Kristin Martin | Discussed in 2021-02-12 meeting. POs will close once paid and received. If "Receipt Not Required" used, then PO will close when paid and not be impacted by receiving. | ||||||||||||||||||||||
| 6 | Purchase Orders editing | CLOSED | Could we cover what can be edited in the PO/POL while it is open versus needing to unopen/reopen the PO? And are there any implications for unopening/reopening a PO if there are payments attached? | 2/11/2021 | Kristin Martin | Discussed in the 2021-04-30 meeting. The acquisitions fields information shows which fields can be edited while a PO is in an open state. | ||||||||||||||||||||||
| 7 | Update on plans Acquisition Unit restrictions | CLOSED | We've noticed that we can add Acquisition Units to Ledgers/Funds/Budgets; however, there do not seem to be any restrictions based on those assignments. So, if a user is assigned to the Law Library acquisition unit, but not the Medical School Library acq unit, they can still exercise all of their user permissions on the Medical School Library Ledgers/Funds/Budgets. We don't see a JIRA for implementing such functionality in the future. It would be helpful to better understand what functionality is planned/underway/complete for Acquisition Units across FOLIO so that we can identify any gaps where a feature request might be needed. | 2/12/2021 | Julie Brannon (old account) | Discussed at the 2021-05-21 meeting. Some action items are inactive, but the options are not invisible. These are controlled by permissions. | ||||||||||||||||||||||
| 8 | Ongoing Orders | CLOSED | We're a little confused about some of the fields in the Order for ongoing subscriptions. Specifically, there is a review date field on the GUI when creating a new order, as seen below. The API schema defines that field as "Date when Order has to be reviewed". There is also a field called Renewal date which is defined as "The date this Ongoing PO's order lines were renewed." Should this field contain a past date when the subscription was last renewed or a future date of the next renewal?
Also confusing: once you save the order and view the order information the Review date field doesn't appear in the Ongoing order information section. Is this expected behavior?
| 2/18/2021 | Julie Brannon (old account) | Discussed at the 2021-05-21 meeting. There will be some changes where Review Date (for non-subscriptions) will start to display. Renewal Date will no longer be required if "subscription" is checked. | ||||||||||||||||||||||
| 9 | Order Material Type | CLOSED | At Duke we're currently working on order data migration and are concerned about UXPROD-2455 which would address the need for an order material type. In which release of FOLIO is that JIRA expected so that we can plan our data migration appropriately? We're also interested in knowing the expected release of UXPROD-2865 - Getting issue details... STATUS (custom fields on PO lines) as a possible method to store the original order date from our current system on migrated orders, and possibly material type if UXPROD-2455 isn't ready. | 2/18/2021 | Julie Brannon (old account) | Discussed at the 2021-05-21 meeting. Custom fields highly ranked in the Kiwi pointing exercise. | ||||||||||||||||||||||
| 10 | Allocation Between Funds | CLOSED | FOLIO allows an allocation of money from one fund to another which appears on the transaction log of both budgets with a type of "Allocation." There is also the "Transfer" action which does the same thing (moves money from one fund's current budget to another fund's current budget). Those transactions are listed on the log with a type of "Transfer." We're just curious if other institutions plan to use the "Allocate" action to move money between funds, and if so, why not use the Transfer action? It seems a little confusing to us to allow the user to choose a "From" fund for an allocation. Update from 5/14/21 RM SIG meeting discussion:
| 2/18/2021 | See 2021-05-14 meeting notes. | |||||||||||||||||||||||
| 11 | Finding POs by format/type | CLOSED | I was doing some searching for orders in our local system and wanted to find open orders for ebooks. I realized that this was not simple. The "one-time" versus "ongoing" is at the PO level, but the filter for "order format" is at the POL level. I didn't actually see a way to easily do this. I ended up filtering by fund code, since we separate out continuations from monographs. Is there a way to do this directly in FOLIO or does it require LDP? When people have multi-line POs, do they mix formats in the Order Line? | 2/22/2021 | Kristin Martin | See 2021-05-14 meeting notes and 2021-04-23 meeting notes. This would be part of an architecture redo to combine information from the PO and POL into a single display and search. | ||||||||||||||||||||||
| 12 | Vouchers - view list of vouchers in a batch | CLOSED | Some questions about managing vouchers in Settings/Invoices
Update from 5/14/21 RM SIG meeting discussion:
| 3/4/2021 | Julie Brannon (old account) | See 2021-05-14 meeting notes. Shared information about the voucher XML and the voucher section on the invoice. | ||||||||||||||||||||||
| 13 | Receiving Books workflow | CLOSED | Chicago is considering not using the receiving app to receive print monograph. We'd like to talk this through. Pros:
Cons:
| 5/13/2021 | Kristin Martin | See 2021-05-14 meeting notes. In general, the Receiving workflow will be what allows an On Order Item to move to In Process, so is recommended. | ||||||||||||||||||||||
| 14 | What about Cover Records? All the different kinds/for-purposes? To use/keep or no? – Example (1) for Cat Sep Serial Ongoing Orders | CLOSED | Cover Records are a term that can have different meanings to different people in different systems. They can also serve different purposes depending on the order type and formats of the things they are representing. So let's start with a specific type: Cover Records for so called cataloged separately ongoing (aka standing or continuation or serial) orders. Example: Yale Series of Younger Poets. In my current system, I have a SUPPRESSED Cover Record for the series that my Order is attached to, and I pay the invoices on the Order. I also record on the Order the Items as they arrive. The "Cover Record" is suppressed from public view, & for various reasons, related to our current system, it also has an item and holdings record. Additionally I catalog the individual items with their own BIB, Item, & Holdings records (CAT SEP), AND connect the Items to the Order and their relevant Invoice. Now in FOLIO: Can the Order (POL) take on the role of the Cover Record in this case? What are all the implications? Will I be able to link up my individually cataloged inventory items to the PO/POL? Can I Receive the items on the POLs? Do I create and add new POLs as I go? How will that work? | 5/14/2021 | Sara Colglazier | Discussed at the 10/29/2021 Acq SIG meeting. | ||||||||||||||||||||||
| 16 | POL Expected Date | CLOSED | Ongoing orders: When a piece is received using the receiving app will the "expected date" on a POL be updated to indicate when the next piece is expected? | 5/26/21 | No. Discussed at 6/11/21 meeting | |||||||||||||||||||||||
| 17 | Voucher Export file | CLOSED | Is it possible to add data elements to the file generated by the batch export voucher process (see https://folio-org.atlassian.net/wiki/x/bBgb)? We've noticed that the Invoice Date is not included in the file, and that is a data element expected by our AP system. There is a voucher date included, but those dates will not always be the same. | 6/10/21 | Julie Brannon (old account) | Discussed at 6/11/21 meeting. MODINVOICE-262 scheduled for ACQ Sprint 124 | ||||||||||||||||||||||
18 | Print Journal Routing Lists | CLOSED | The Duke Law library uses functionality in Aleph to manage lists to route print journal subscription issues to faculty and staff. Do other institutions do this and if so, would it be possible to add a JIRA so this could be considered for future development? This isn't a high priority request, but it is functionality that exists in our current system. GBV also using a similar function in their system. Is being used less and less just because many journals are available electronically. | 7/1/21 | Dennis Bridges Need to create JIRA for prioritization. This is a lower priority at the moment. Would need to be visible at point of receipt. Users generally want to print the list of people this would be routed to. Joseph Reimers created | |||||||||||||||||||||||
| 19 | Orders app: "Export results to csv" Missing data elements | CLOSED | The Orders app "Export results to csv" output file is missing a few data elements from Search & Filter pane. Users would likely expect the export to include all search/filter data elements. At Duke, the only one on this list that we need currently is the suffix since we're using that data element to store information that we need to export with the record. Also, we noticed a typo on one of the record headers in the export file "Instrucitons to vendor"
| 7/13/21 | Julie Brannon (old account) | Resolved in Kiwi - thank you! | ||||||||||||||||||||||
| 20 | Finance: Display of Fund name on Budget details screen | CLOSED | Finance UI Enhancement Request: Select a fund, then select a budget for the fund. The Budget detail screen opens to a full window with the Budget name at the top. The Budget name is composed of the Fund code plus the fiscal year code (such as 'FY2022'). The Fund name isn't included on this screen and it would be very helpful to include it there, especially for libraries where the Fund code value isn't a close match to the Fund name It would especially help to have the Fund name viewable when using Actions such as Transfer or Allocate which are based on the Fund name. As seen here, the Budget name displays at the top, but the Transfer action is based on Fund name - it would help to see the Fund name in the "Budget information" section as visual confirmation for the user when using the Transfer or Allocation actions.
| 7/15/21 | We started to display Fund code in select lists. But it would also be helpful to display the Fund name on the budget screen. Nice to have and would improve the UI. Dennis Bridges | |||||||||||||||||||||||
| 21 | Organizations: FTP credentials permissions | CLOSED | The FTP details section of the Organization record contains credentials for the ftp server. Could this group discuss the possibility of adding permission controls to display of the user name/password? Currently, any user with permission to view the Organization record can view these fields. To be consistent with the handling of credentials in the Interface section, it seems like this should be protected data through permissions.
As a reminder, these are the permissions available for Organization interface credentials:
| 9/23/2021 | Lindsey Lowry+1 from UA | Similar to interface credentials users should need a specific permission to view username and password. JIRA created UIORGS-316 - Getting issue details... STATUS | ||||||||||||||||||||||
| 22 | Orders: Inconsistent terminology between filters, detail pane, and .csv export for "Date opened" | CLOSED | This topic came up while trying to figure out how to create a list of all orders for a fiscal year. It's confusing that FOLIO has a filter in the Orders app for "Date ordered" but the user can't see any data elements on the order detail pane labeled "Date ordered." Similarly, the csv extract file doesn't contain a "Date ordered." It looks like the "Approval date" is set when an order is opened (when Settings > Approvals ""Approval required" to open orders" is turned off). So, for any institutions operating without the approval step this could definitely cause confusion for anyone trying to determine when an order was opened. Would it be possible to discuss this and find consistent terminology between the filter, detail pane, and csv extract that will help users determine when something was ordered?
Update from 10/12/21 meeting: Dennis shared that the "Ordered date" now appears on the PO - It's not appearing in orders created and opened in the Juniper bugfest environment, so will it be in Kiwi? UIOR-776 - Getting issue details... STATUS | 9/27/21 | Julie Brannon (old account) | Note: after initial conversations the "Date ordered" field was added to the order view. "date ordered" only appears. Decision to update label to "Date opened" DONE | ||||||||||||||||||||||
| 23 | Invoices: Voucher generation feedback | CLOSED | The voucher generation process is rather confusing - here is some feedback for discussion: 1) Institutions regularly run the voucher extract manually rather than setting up the daily/weekly schedule. Going to settings to run an operational process seems out of place since settings are generally static. We'll need to set up our users to have permissions in settings that may not be appropriate for their role. 2) The current setup allows the user to run manual export without entering any FTP credentials which is helpful for testing. Why does this workflow generate an error "Credentials for export configuration was not found." Could we find a way to make the interface more intuitive and support users who want to create a file without FTP credentials? 3) We need to preview the voucher file before it runs to confirm that the invoices are set up correctly prior to submission to the university AP system - we can then make any needed corrections before submitting to AP. Is there already a JIRA for this requirement? Or could this need be meet by adding a filter for batch group and an indicator of which invoices have not yet been included in a voucher export run? We can't rely on the LDP for this preview since we need real-time data. | 9/30/21 | Julie Brannon (old account) | Investigate approaches to allowing operational users to export vouchers without having access to settings. - page created at https://folio-org.atlassian.net/wiki/x/jQpU Allow for accurate filtering or the display of a voucher export preview - page created at https://folio-org.atlassian.net/wiki/x/lwpU Discussed 2022-02-25 Acquisitions Meeting notes and | ||||||||||||||||||||||
| 24 | Invoices: Export to Accounting checkbox default value | CLOSED | Would it be possible to discuss design improvements for the "Export to accounting" checkbox? There are no templates available for Invoices to help guide users and this checkbox is not prominent, yet significant headaches are caused if it is overlooked. If a user forgets/overlooks this checkbox for invoices that need to be sent to an external AP system how do they fix that mistake? Once the invoice is paid it doesn't seem possible to edit the checkbox value to "on", so would we need to cancel that invoice and create a new one in order to create a voucher for export to AP? A preferred workflow could be to allow institutions to configure the default value of the "Export to accounting" checkbox in Settings > Invoices based on the Payment type since that typically drives whether an invoice is sent to an AP system for payment processing or not. Example default settings below:
Note added 1/14/22: There is an "Export to accounting" checkbox in Organizations >Vendor information section. The setting of this flag determines the default value when an invoice is created for that vendor, so a workaround for libraries that are concerned about missing this flag during invoice creation would be to turn it on for all vendors. | 10/1/2021 | Julie Brannon (old account) | Allow user to configure which payment types trigger export to accounting by default - need to create feature Dennis Bridges Discussed 2022-02-25 Acquisitions Meeting notes | ||||||||||||||||||||||
| 25 | Invoices: Can't search or filter by FOLIO invoice # | CLOSED | The Invoices app search and filter pane doesn't include a filter or keyword search of the system assigned "FOLIO invoice number." We're not sure why this system identifier exists since there is already a Vendor invoice number and a Voucher number. Since this "FOLIO invoice number " is a system identifier on an invoice record, it seems like this data element should be included in the search pane, or maybe it doesn't even need to exist? | 10/7/2021 | Julie Brannon (old account) | Group is in favor of deprecating the FOLIO invoice number and removing it from the UI. Currently, it isn't being used by libraries consistently. Replace FOLIO invoice number in POL info with Vendor invoice number. UIOR-957 - Getting issue details... STATUS Discussed: 2022-02-25 Acquisitions Meeting notes | ||||||||||||||||||||||
| 26 | Invoices: Hide accordions in Invoice view where there is no content | CLOSED | When looking at the invoice detail pane we find it confusing that there are accordions for "Fund Distribution" and "Adjustments" that only seem to populate when an adjustment has been applied to the invoice header. Users see those accordion titles and would expect to see information from the invoice lines, so when no data is displayed (as will be the case for most invoices) it causes confusion.
Renaming these might help - if the name could better describe what the user should expect to see in these sections. Even better, only display accordions when there is data to display, as implemented in the ERM Licenses app: ERM-1581 - Getting issue details... STATUS | 10/8/2021 | Julie Brannon (old account) | Do not display empty accordions at this level because they are not required to successfully pay an invoice. Differentiate accordions by updating labels UINV-391 - Getting issue details... STATUS Discussed 2022-02-25 Acquisitions Meeting notes | ||||||||||||||||||||||
| 27 | Invoices: "Add" and "New" Invoice line button labels | CLOSED | The button labels to create new invoice lines are confusing. They are currently "Add" and "New", the meanings of which overlap (both actions create a new invoice line, both actions add an invoice line). In the Orders app, a similar button is labeled "Add PO line" which clearly describes the action. At Duke we aren't sure if we have any use cases for the "New" pathway (we would always want an order to describe the purchase), so we're not sure how to better name that action. Here are a few ideas:
| 10/8/2021 | Julie Brannon (old account) | This has been adjusted for the Lotus release and it seems the changes have resolved the issue. Discussed 2022-02-25 Acquisitions Meeting notes | ||||||||||||||||||||||
| 28 | Invoices and Receiving: Display vendor code | CLOSED | 1) The Invoices app displays the vendor name in three locations (see the 3 red boxes below - this vendor's code is "5M"), but doesn't display the vendor code anywhere. This makes it very challenging for users to visually validate that the vendor assigned to the invoice record matches the vendor on the attached POL(s). At Duke, we maintain separate vendor records for each independent library and our users rely on the vendor code naming convention to provide a quick visual clue about which vendor is associated with an invoice. Proposal: Add vendor code to the invoice information section and ability to click through to vendor's Organization record or maybe change the Invoices results table column from Vendor name to Vendor code to be consistent with how the result list displays in the Orders app.
Also, the filter label is "Vendor name" (in the green box above) which is inconsistent with the Orders app filter label "Vendor." Since those filters trigger the same lookup (which isn't just by vendor name) they should have a consistent label, preferably "Vendor." 2) Similarly, the Receiving app is also missing vendor code - only vendor name is displayed. | 10/8/2021 | Julie Brannon (old account) | Where we display Name we should also display the Code. Users that work on invoices rely on codes as vendor names change. However, selector may rely on the names as they likely won't recognise the code. Also a label issue with the Filter. should be consistent with orders + receiving.story created UINV-427 - Getting issue details... STATUS Discussed 2022-03-08 Acquisitions Meeting notes | ||||||||||||||||||||||
| 29 | Invoices: Add a filter for fund code | CLOSED | Add a filter as in orders app to find all invoices for a specific fund code | 10/28/2021 | Martina Schildt | Need Story to be able to filter invoices by fund code as we do with POLs. Ideally this would includes expense classes as well - Dennis Bridges UINV-367 - Getting issue details... STATUS Discussed 2022-03-08 meeting. | ||||||||||||||||||||||
| 30 | Organizations: Add "note" column to Contact People accordion | CLOSED | Our ERM staff at Duke have asked whether the Organization app Contact people "note" field could be added as a column on the detail pane. They don't need to see the phone info there (since contact is by email). The notes help them to identify which person in the Sales category, for instance, to contact for databases and stores other useful info about the contact. They'd prefer not to have extra clicks to open the full record for each contact to see that note, if possible.
| 11/3/2021 | March 8th, 2023 | Julie Brannon (old account) | Need story for adding notes filed as column at the end of contact person view MCL Dennis Bridges Discussed 2022-03-08 Acquisitions Meeting notes UIORGS-352 - Getting issue details... STATUS created. | |||||||||||||||||||||
| 31 | Organizations: Make URI/URL link clickable in the interfaces | CLOSED | When adding or assigning an interface to an Org app, the URI or URL provided needs to be clickable/open in a new tab from the top-level organizations record. This would allow for easier access to the interface when methodically pulling statistics at fiscal year close and cut down on copy/paste.
| 11/3/21 | Lindsey Lowry | This change will be part of the lotus release. see UIORGS-299 - Getting issue details... STATUS Discussed 2022-03-08 Acquisitions Meeting notes | ||||||||||||||||||||||
| 32 | Invoices: Lock total checkbox | CLOSED | Invoices: We'd expect the lock total checkbox to default as checked rather than unchecked. Would it be possible to make the default value configurable in Settings so that institutions can decide which approach works best for them?
| 11/15/2021 | Julie Brannon (old account) | Default value of lock total should be "True" as generally users input the total amount of the invoice first and proceed to fill in the lines after. Helpful to have the system check your work. If not needed it can always be unchecked. If possible would also be helpful to have this default be configurable. Dennis Bridges need to create story. Discussed 2022-03-08 Acquisitions Meeting notes Update by Joseph Reimers : UINV-463 - Getting issue details... STATUS | ||||||||||||||||||||||
| 34 | Link POL to related Agreement lines | CLOSED | Any given POL may be connected to one or multiple agreement lines. If so, Orders currently displays the related agreements on the POL view pane. As the ordered content is not represented by the agreements but the agreement lines, the agreement lines should be linked and displayed instead of the agreements. | 11/16/2021 | Martina Schildt | This was implemented for lotus see UIOR-796 - Getting issue details... STATUS | ||||||||||||||||||||||
| 39 | Organizations: Add field for contact person on contact information | CLOSED | Add a field for the mail address of a direct contact person to the cards in the accordion "contact information". If I need to contact an organization on e.g. shipments I rarely use general mail addresses but rather direct contact people.
Primary issue is understanding who to add as attention to when you are just sending a communication to an address. Address 1 and 2 are used for many things. Alternative: use the categories for contact people in the same way as for the general contatct information
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| Need to create story for adding an "Attention to" field to the address field set. Free text would suffice Dennis Bridges to create JIRA for review update: | |||||||||||||||||||||||
| 41 | Orders: Renewal date and Renewal interval - why required? | CLOSED | Orders: For ongoing orders, when the subscription checkbox is on, the Renewal date and Renewal interval are required - why? This topic was addressed as #8 on this list and discussed at the 2021-05-21 meeting with notes that these fields were being looked at and wouldn't be required in the future. We can't find the associated JIRA and wondered when that update is expected? | 1/4/22 | Julie Brannon (old account) , Duke | These requirements are being removed. the last story is MODORDERS-682 - Getting issue details... STATUS and it will be completed for Morning Glory. | ||||||||||||||||||||||
| 42 | Invoices: Create invoice line field label consistency | CLOSED | Invoices: If the user creates a New invoice line, the Create vendor invoice line screen opens (see screenshot below). In the "Add adjustment" section, The field label "Amount" seems inconsistent with other fields in FOLIO labeled "Value" that allow the user to toggle between % and $. Could we consider changing the "Amount" field label to "Value" to be consistent?
| 1/5/22 | Julie Brannon (old account) , Duke | JIRA was created for this update. UINV-408 - Getting issue details... STATUS | ||||||||||||||||||||||
| 43 | Invoices: "Pay immediately" flag | CLOSED | Would other institutions find it helpful to flag invoices that need special "pay immediately" handling by their AP system? At Duke, we sometimes need to process payment more quickly than the standard processing time and we need a way to communicate that in the voucher extract to alert AP staff. In our current system (Aleph), we use a defined string of text in a note field, but it would be preferable to have a distinct data element. This would essentially be a rush flag for invoices that need to be paid more quickly than the standard Net 30. It doesn't not specifically mean this needs to be paid in X number of days just that AP should not hold payment for any length of time. No use cases that the group could think of for partial "Immediate payment" | 1/6/22 | Julie Brannon (old account) , Duke | Dennis Bridges to create story to capture design and implementation detail. Suggestions is to use a simple flag on the invoice. Jira story | ||||||||||||||||||||||
| 47 | Correcting POL link to Instance | CLOSED | What is the best way to recover from an Open POL linked to the wrong Instance record? We were able to relink the POL to the correct Instance by unopening the order, but on re-opening, it created a duplicate expected piece in Receiving and we could not see how to delete that duplicate piece. | 1/19/2022 | Julie Stauffer, Chicago | Change instance functionality has been implemented for the MG release. Users also have the ability to delete pieces from the Piece edit form. | ||||||||||||||||||||||
| 48 | Filtering receiving records | CLOSED | How to get a complete list of books of a subject purchased by the library over a period of time and filter by location? For example, how can we get a list of physics books that a certain location received in the past year? | 2/18/2022 | twliu | The group has suggested filtering by received date, location and Call number. Call number could identify the subject. This could be produced by a reporting tool like LDP. In future we may reopen this issue as the majority of the data points are available and we could explore adding additional data to the Piece or order export when they are implemented using mod-data-export-spring. | ||||||||||||||||||||||
| 49 | Organization Delete Behavior | CLOSED | Currently, an organization record can be deleted even if the organization is in use on other records. No warning is given to the user that the organization is linked to exisitng records. This behavior seems inconsistent with other delete actions in FOLIO and could lead to unanticipated impacts if a user unknowingly deletes an organization that is in use elsewhere. After deletion of an organization, an order (for example) will display "Invalid reference" in the vendor code field.
| 3/15/2022 | Julie Brannon (old account), Duke | Are there use cases for deleting an org for which you have active invoices or orders? Group: no other than a user having made a mistake creating a new vendor and processing a record against it there are no valid reasons for allowing deletion. Dennis Bridges to create a story that prevents deletion of organization record that are referenced by orders (Open or Closed) and Invoices (Approved or Paid, Canceled) Update by Joseph Reimers UIORGS-353 - Getting issue details... STATUS | Julie Brannon (old account) Please confirm the JIRA is accurate as written. | |||||||||||||||||||||
50 | Invoice approve/pay with pending Order | CLOSED | The approvement/payment of an Invoice should not be allowed if the linked Order is pending since transactions will not behave as expected. Opening the Order after approval/paying creates new encumbrance transaction for current FY with values for Awaiting payment resp. Expended = $0.00 even though the Invoice is already processed. For this reason, the encumbrance/expended amount is not taken into account during FYRO. Right, it's the wrong workflow. But a warning would definitely help to address this issue. For my liking I would prefer a modal warning when approving and paying an Invoice with pending Order (with options Cancel/Proceed). Or even more restrictive just present an error message and not let it happen. I would really appreciate a solution for that since it caused a lot problems with us. Thanks for your consideration. Addendum: After fixing transactions on database level and bringing it to the attention of colleagues, this workflow error occurs again and again. Please contact Björn Muschall when this topic comes to agenda. Thanks! | 3/22/2022 | Björn Muschall, Leipzig | Group consensus is that we would should prevent approval and payment of invoices when they are related to one or more orders in the workflow state "Pending". Dennis Bridges to create story for implementing this. Update: UINV-465 - Getting issue details... STATUS created by Joseph Reimers | Björn Muschall and Sara Colglazier please confirm the JIRA is accurate as written | |||||||||||||||||||||
| 52 | Receiving and closing POs | CLOSED | Can we change the business logic for automatically closing POs so once a one-time PO has all POLs listed as "Fully Paid" the PO will close regardless of the Receipt Status? As we get toward fiscal year close, we are facing a situation where we have a lot of POs (around 5000) that are open and will re-encumber because we have paid in advance of receiving. We are going to have to manually close all of these POs, which is obviously going to take away time from actually receiving. If there are use cases for wanting a PO to stay open, if paid, but not received, then can libraries be given the option to have paid POs closed regardless of receipt status? |
| It seems this is a good use case for bulk edit functionality. Being able to bulk edit order line receipt and Payment statuses. Also being able to bulk edit order workflow status. Dennis Bridges to share this use case with Magda Zacharska Dennis Bridges to Create an enhancement story/feature for "Long term, maybe we could eventually move toward enabling each institution to locally configure their business logic for automatically closing orders. In settings they could indicate what criteria should be met before an order is automatically closed by the system (receipt status, payment status)..." Created UIOR-1092 - Getting issue details... STATUS and UIOR-1091 - Getting issue details... STATUS for both a BL and batch job scenario. | |||||||||||||||||||||||
53 | POL able to be deleted off of OPEN One-Time Order | CLOSED | [in Kiwi, hotfix 2] Is the following expected behavior? Scenario: I set up a One-Time Order, with one POL, Receiving Workflow: Sync ... & Create inventory: Instance, Holding, Item. ... I open the Order. Now in Inventory, I have an Instance with Marc as Source (previously imported to link Title to), a Holdings record, and an Item with Status OO. All good so far. ... Now I receive the item via the Receiving App. I check off: Display on holding. ... All good still. & Inventory the Item now shows status In Process, and the Holdings shows the Receiving history and Acquisition info. Just as I want: great. ... Now I go to Check-in, and check-in the Item, and in Inventory now the Item shows as Available. .... ... Now here is the thing I am really asking about: I go back to the OPEN Order Record, then to the POL--Fully Received, but not Fully Paid at this point--and I am able to Delete the POL--even without first having to UNopen the PO. And when I do that, the POL is gone, the Receiving record is gone, the Piece is gone, the Acquisitions and Receiving history info disappears from the Holdings record. .... The Item remains because Available (I assume) .... When the Item is In process, it also remains; but if On Order, it disappears. ... The Open PO also remains open, but has no POL, and so it a bit of a mystery thing. .... Once I have linked an Invoice (even if only Approved but not yet Paid) then the POL won't delete off an Open Order. .... Still, this does not seem like good behavior to me. I can see if I UNopen the PO then I should be able to delete the POL, but NOT if it is Open. If there is some reason for being able to do this, then at the very least there needs to be a pop-up modal that asks me to confirm that I want to do delete the POL EVEN THOUGH there is a Receiving Piece already received etc. | 28 April 2022 | Sara Colglazier | Dennis Bridges to create a story for preventing the deletion of POLs from Open or Closed one-time orders. There are use cases for removing a POL from an ongoing order so this logic needs to be more specific. UIOR-1052 - Getting issue details... STATUS | ||||||||||||||||||||||
| 55 | Add invoice payment method to voucher extract file | CLOSED | Invoices > Voucher export: We've noticed that the invoice payment method is missing from the voucher extract file output. Until the feature requested in #24 above is implemented (control export to accounting behavior based on payment method), we need a way to prevent credit card payment method invoices from being sent to our university Accounts Payable system. The user might forget to uncheck the export to accounting checkbox and we need a way to filter out those records as we extract/transform/load the FOLIO export file to our AP system. Looks like a JIRA exists for this request: MODINVOSTO-141 - Getting issue details... STATUS "Add field 'Payment method' into batch voucher schemas." |
| Julie Brannon (old account) Duke University | JIRA issue create for including payment method MODINVOSTO-141 - Getting issue details... STATUS Related to topic #24 that still has no JIRA issue. | ||||||||||||||||||||||
| 56 | Display vendor invoice # on invoice line | CLOSED | Invoices > Invoice line: The screenshot below shows the detail pane for an invoice line. We've noticed that the vendor invoice number isn't displayed anywhere on this screen and it would be helpful for the user to know which vendor invoice they're reviewing (especially if they get distracted by another task and then return to their FOLIO work). |
| Julie Brannon (old account) Duke University | Concern shared by a number of other members of the SIG group. Need to create a JIRA story to implement a solution. Update by Joseph Reimers : UINV-466 - Getting issue details... STATUS | Julie Brannon (old account) Please confirm the JIRA is accurate as written. From J. Brannon 4/5/23. Looks accurate - thank you! Changing this to "closed" and moving to archive. | |||||||||||||||||||||
| 59 | Orders: Link to existing holding and item | CLOSED | Add ability to link an order with an existing item (not only with an instance). When material is purchased and the user creates a POL, holdings and items can be created in Inventory. But there are workflows - when working with a third party system for cataloguing -, where on order items are imported to Inventory. Those items cannot be linked to orders currently, the user can only create a link between order and instance. As a user, I need to indicate which item I have ordered. And what would happen if the item is moved in this scenario? Primary use case would be when items are created independently of the order records we would like users or third party tools to have the ability to connect the items to the order and update the order<>inventory links such that acq data is displayed appropriately in inventory. This is needed for both order types and receiving workflows. |
| April 25, 2023 | April 25, 2023 - Martina will do a demo of the use cases here to help move this discussion forward. Sarah will also be adding additional topic to page the describes similar use case where user may want to "Split" a POL/add new instance reference even though it is not a package or not becoming a package per se. Dennis Bridges need to create a feature. UXPROD-4121 - Getting issue details... STATUS Aaron Neslin working on it | ||||||||||||||||||||||
| 62 | Order templates | CLOSED | To speed up order template creation, it would be helpful to have these two options:
| Group offered a number of use cases for making small changes to templates. Duplicate was the preferred approach. Dennis Bridges to create JIRA for Duplicate template and separate JIRA for create template from order at lower priority. | Jira Ticket UIOR-1056 - Getting issue details... STATUS created and presented to Thunderjet for duplicating existing template | |||||||||||||||||||||||
| 63 | Receipt status for withdrawn items | CLOSED | When libraries withdraw and delete resources from the library system, they will delete items/holdings/instances in Inventory. The order and receiving record will stay in the system, but needs a status "withdrawn" (or similar), so that the system user knows this has been part of the libraries holdings, but is no more. Use case:
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| Dennis Bridges to create JIRA for capturing item has been withdrawn in piece record. There is a status in inventory for item, this should potentially update the piece data point. Allow piece/order to be filterable. | UIREC-273 - Getting issue details... STATUS review proposed solution | ||||||||||||||||||||||
| 65 | Add "Created by" filter to Invoices | CLOSED | We do not currently use Acquisitions Units, but we do have several departments creating invoices (one-time vs. ongoing). Normally these are all approved by one person, but when that individual is out of the office the invoices are approved within each department. We are looking for a way to filter the invoices so that departmental approvers only see those invoices that are relevant to them. As there are a limited number of users generating invoices, having a "Created by" filter (just like in the orders app) would be of benefit. As an invoicing users it would be beneficial to be able to filter invoices based on the ones I created |
| Kimberly Pamplin Texas A&M | Dennis Bridges to create a story for implementing filter by invoice "Created by". Aaron Neslin UINV-494 - Getting issue details... STATUS | ||||||||||||||||||||||
| 66 | Order templates: View hidden fields while editing an order | CLOSED | Update 11/1/22: We can now see the Action menu option "Show hidden fields" while in edit mode, so this topic is resolved. Orders: In Lotus we can't view hidden fields while in Edit mode for an order that was created using a template that hides fields. We're concerned that if we hide a field and later need to adjust the value that was set in the template we won't have a way to edit the value on the order. |
| No discussion required - resolved. | |||||||||||||||||||||||
| 69 | Orders: Configure whether material type is required | CLOSED | Orders: We'd like to make material type required for electronic order types so that users don't accidentally skip that field and it's important for tracking/reporting. Could that be configured by each institution in Settings > Orders so that institutions can decide whether to require material type based on order format (physical, electronic, P/E mix, other)? Capturing things like annual access fee for reporting purposes only clutter the "Item material type" list. We have discussed implementing a orders specific material type. If you see that as a more complete solution please comment on this Feature UXPROD-2455 - Getting issue details... STATUS |
| Will focus priority on implementing UXPROD-2455 - Getting issue details... STATUS . Please comment on this story regarding your institution's priority so it can move up the queue. | |||||||||||||||||||||||
| 70 | Orders: API for third party vendors | CLOSED | We'd like to explore what other providers we could set up API's for - specifically, Kanopy and Amazon. | Mich State | Dennis Bridges to create a page for desired integration in the acquisitions wiki. Reveiw this page as a group and add information about the type of integration, data exchange needed etc. I will make sure Kanopy and Amazon are on that list. (Done) SEE: https://folio-org.atlassian.net/wiki/x/fhVU | |||||||||||||||||||||||
| 72 | Orders: warning before opening POL with unassigned funds | CLOSED | It would be nice to have a warning coming up when you want to open a POL and there is still an amount remaining to be distributed in the fund distribution. The warning could be something like: “There is still a remaining amount to be distributed. Do you really want to open this order?” User can forget to add a Fund code even though they want to add one. Ultimately this is not identified until point of invoice and users need to go back and edit the POL (Which has cause issues with approvals in past).
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| Sven Thomsen | Suggested approach is to present a confirmation modal when trying to open an order that has one or more POL with no Fund code. There could be libraries that are not using the finance module and in these circumstances, every order would require extra confirmation. This function should be opt-in and adjustable in settings. Dennis Bridges to create a JIRA. | writeup MODORDERS-917 - Getting issue details... STATUS issue addresses pt1 Discuss pt2, prompting for a fund for a gift | |||||||||||||||||||||
| 73 | Display currency on Fiscal Year and Budget | CLOSED | Could we consider displaying the currency associated with a Fiscal year record and also display currency on the budget? Currently, we can only see the currency on the Fund detail pane. This came up because Molly Driscoll noticed some odd behavior when the snapshot environment tenant currency was changed from USD to PLN.
Dennis explained that "in some places on the order we show currency based on "currency setting" in tenant settings. However, transactions are converted based on the budget currency. Which is set based on the fiscal year currency. The fiscal year currency is set based on the currency setting when the fiscal year is created." When she looked at the JSON for the fiscal year, I could see that the fiscal year currency was, in fact, USD, which accounted for the converted encumbrance. Molly brought this to my attention to request that folio.docs.org documentation be updated to explain this expected behavior, but I think it would also help if users could view the currency value assigned to a Fiscal Year and to a budget to help troubleshoot in the event that they change their default currency in Tenant > Settings. Currently, the currency value is displayed only at the Fund level. |
| Dennis Bridges to create JIRA to add currency setting to UI for all records that store a currency setting OR display currency values. Could be a bug in UI that allows Budget (FUND) to show currency based on tenant setting rather than fiscal year currency. | |||||||||||||||||||||||
| 74 | Renewals integration (EBSCONET) | CLOSE | Could Publisher Cancellation Policy received from the EBSCONET Renewal Integration flow into the e-resource agreement line(s)? Here’s a typical cancellation policy: Cancellation Policy: |
| April 25, 2023 | 5C | This was discussed on Apr 25, 2023 and the group did not express any concerns about populating this data. No one in attendance seems to have use cases for adding data to agreements apps. Group would be interested in a Demo of Integration. Aaron please feel free to add more details regarding a use case here. This was mentioned to me by Anne Campbell and I'd like to discuss with the group. | |||||||||||||||||||||
| 75 | Add Accession number during receiving | CLOSED | An Accession number is not infrequently assigned during the Receiving process. It would be helpful if the accession number could be entered during receiving and this information could be transferred to the item, just like the call number. In this context, we would also like to discuss the implementation of the number generator currently under development, which would also be valuable in Receiving. UXPROD-144 exists, however, this is linked to Inventory epic at the moment. Please inform Martina Tumulla and Björn Muschall when topic will be discussed. DB Notes:
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| André Hohmann SLUB Dresden Martina Schildt VZG | Dennis Bridges to add a story for allowing user to input accession number while receiving (receive all view) a record (pattern will follow barcode). User should also be able to use the number generator to input the accession number at point of receipt. Aaron Neslin and Martina Tumulla working on it Draft | Aaron Neslinand Martina Tumulla to collaborate on UIREC-285 - Getting issue details... STATUS | |||||||||||||||||||||
| 76 | Delete connected item when piece is deleted from Receiving app | CLOSED | When you delete a receiving record for a withdrawn periodical I would also like the option to delete the item record. As it is, I have to delete both separately and it is a lot of clicking. The receiving record says connected but it doesn't delete the connected item record and vice versa. When deleting a piece in the receiving app it is possible that the user wants to remove item as well. Even when item is in a status other than "On-order" or "Order closed". For a certain journal the library might only keep issues from the current year. All have items for circulation and all would be deleted at the end of the appropriate year. In this case the item deletion must comply with inventory item deletion rules. The actual error message from inventory should be displayed to the user in receiving. Often times libraries will retain the existing holdings in this scenario but they might also remove the holdings.
I would like to have the choice of deleting a corresponding item, but I can see a time when we would want to delete pieces because of sheer quantity only, but would want to retain items. |
| Molly Driscoll on behalf of Lisa Hoskins lhoskin2@utm.edu Paul Meek Library | Lisa Hoskins | Dennis Bridges to create JIRA that allows user to indicate that they want to remove the item even though the status is no longer "on order" or "order closed". | UIREC-287 - Getting issue details... STATUS | ||||||||||||||||||||
| 77 | Orders: Spelling inconsistency in UI | CLOSED | Orders app: The hover text for a cancelled purchase order or order line displays "Canceled"; however, the Reason for closure field uses the spelling "Cancelled." Please change the hover text for consistency with other field labels and values which use double "l" (Examples: "Cancellation restriction", "Cancellation description").
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| Dennis Bridges need story for updating the spelling of the alt text. to be consistent with the rest of the interface. Update: UIOR-1077 - Getting issue details... STATUS created by Joseph Reimers | |||||||||||||||||||||||
| 78 | Orders: Keyword search orders by instance HRID | CLOSED | Staff at Duke are accustomed to searching for orders based on a bibliographic record system ID. The equivalent in FOLIO is the instance HRID; however, the Orders app doesn't currently offer instance HRID as a search keyword. We're curious to know whether other institutions would find that useful as well. Users that do not have order permissions may share an HRID with acq staff. Acq staff are currently forced to start their search in the inventory app. It would be helpful if they could begin with an orders search. Other options: | Mich State | At this time we are comfortable with the options provided by FOLIO for discovering orders via inventory, where a user can search by HRID. This has brought up some other topics but we can add additional bullets to the topics list to revisit these in the future. | |||||||||||||||||||||||
| 79 | Receiving and Invoices: clicking on "receive" from a POL can bring up more than one POL | CLOSED | At Chicago, many POs were migrated from earlier systems, so some have very long PO numbers. When clicking on "Receive" from the drop down menu from the POL, a search is initiated by the POL number to bring up the Receiving record. But the search is a keyword string, as opposed to an exact match. As a result, if the string of one POL number is contained in another POL number, this results in multiple results, which is confusing. It would be better to have an exact search to avoid confusion when trying to receive. Example video here: https://drive.google.com/file/d/1YOw9OH1FMFy6aEfzU2Fn6bbVYBewpdnL/view?usp=sharing. The number "54338" bring ups that POL for receiving but also the POL for "454338." The search for a POL to add to an invoice line has the same issues.
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| UChicago | Mich State | Dennis Bridges to create JIRA for updating ID number indexes to be exact match but allow wildcards. Story for updating indexes should be reviewed to make sure there are not certain indexes that users believe should not be exact match. | |||||||||||||||||||||
| 80 | Provide comparable Invoice line to invoice navigation as POL to PO navigation. | CLOSED | Recently, I went to look at an invoice in our Chicago FOLIO instance. Our Payments unit is scanning an uploading images directly in FOLIO (so awesome!) under Links & Documents on the Invoice. On the POL, I clicked on the Invoice Line # under "Related Invoice lines. This took me to the invoice line, but not the invoice. When on this page, it's not immediately obvious how to actually view the full invoice (and for me, get to the attached scanned image). I went under the Actions menu, to see if there was a "View Invoice" as there is on the POL to "View PO," but there was nothing. I ended up searching for the invoice to bring it up. My colleague shared with me that if you click the X by invoice line, that will close the line and bring up the invoice, but this isn't at all obvious. Could this have a more intuitive way to navigation from invoice line to invoice (and preferably similar to how it works with PO/POL)?
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| Uchicago | Dennis Bridges to add JIRA. Invoice should employ the same pattern for navigating between invoice and invoice line as the order app employs on orders tab for order and order line. Invoice should use back arrow. When clicking on invoice hyperlink the invoice should display in result list. | UINV-505 - Getting issue details... STATUS | |||||||||||||||||||||
| 81 | Enabling the deactivation of obsolete parameter values | CLOSED | At SLUB Dresden, obsolete parameter values are currently deactivated for users to avoid their use. However, the values should still be available for evaluations or administrative tasks. It is proposed that obsolete values of parameters can be deactivated in FOLIO. Please inform André Hohmann when the topic will be discussed.
Use cases:
DB Notes:
Option 2 (After evaluating both options it seems this is still the preference)
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| André Hohmann, Silvana Kirschner | Dennis Bridges to create story for the deprecation of vocabulary terms and review with Crossapp SIG. | UIOR-1157 - Getting issue details... STATUS | |||||||||||||||||||||
| 82 | Picklists for country and language | CLOSED | Is it possible to use the DIN standard (ISO-639)? For language selection in organizations app The selection should only contain current (living) languages and country names as a selection option in the UI - e.g. Old English would not be used as default language for an organization
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| Dennis Bridges to create a JIRA for this. Refining the available languages such that only the living languages are shown in the list. Need to confirm with the development team whether this is a more broadly use component or only relevant to acquisitions. |
UIORGS-408
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Getting issue details...
STATUS
requesting clarification about Country inclusion | ||||||||||||||||||||||
| 83 | Export transaction list from Finance | CLOSED | Finance - Villanova University would like to be able to filter and export transaction details from budgets in the Finance app.
What would be some key use cases for extracting this information?
Would you need transactions for only 1 budget at a time?
What detail from the transaction would you need (ie. Transaction date, Fund code, source, From and To, amount, budget ID, Expense class, Description, tags)?
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| Molly Driscoll on behalf of Villanova University | Sara Colglazier (for 5C) | Dennis Bridges Create a feature to represent this work. Using pattern established in Orders, Receiving etc. | UIF-480 - Getting issue details... STATUS | ||||||||||||||||||||
| 84 | Specify credential access at the interface level | CLOSED | Organizations - Currently, the ability to view interface credentials is all or nothing with permissions. Villanova University would like to be able specify at the interface level who has access to credentials. For example, for an organization, perhaps everyone can access the reports interface credentials, but only acquisitions managers should be able to access invoice/payment portal interface credentials for that same organization. Use cases:
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| Molly Driscoll on behalf of Villanova University | DB: Note: there are permissions for managing visibility of user name and password:
Seems we should discuss use cases that these permission do not cover. Discussion revealed that Dennis Bridges could create a story for restrict access based on Interface (Possibly by type or with |
UIORGS-412
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Getting issue details...
STATUS
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| 85 | Configuration to enforce entry of lock total | CLOSED | Invoices - Villanova University would like a configuration added to Invoice settings to force entry of a lock total amount on all invoice records. |
| March 8, 2023 April 4, 2023 | Molly Driscoll on behalf of Villanova University | Discussed 2022-03-08 Acquisitions Meeting notes and a JIRA has been created for implementation | |||||||||||||||||||||
| 86 | Invoice Templates | CLOSED | Invoices – it would be very helpful to have Invoice Templates like for Orders. We key in far more Invoices than we EDI them in. Templates would save us time, clicking/entry, and help us not forget to toggle on or off certain things. |
| April 4, 2023 | Sara Colglazier (MHC/5C) | A feature has been created for this work UXPROD-2374 - Getting issue details... STATUS please add any additional use cases comments or questions to that feature so we can continue the discussion there. | |||||||||||||||||||||
| 87 | Display Vendor Name (Code) (as well as Vendor Invoice # – see above #56 – on Invoice Line | CLOSED | Invoices – It would be helpful to have the Header on an Invoice Line display not just "View invoice line - 1" etc but also who the Vendor is (Name with Code in paren following) & what the Vendor Invoice Number is. Otherwise one has to click back to the Invoice itself to orient oneself. Or, depending on how one got to the Invoice in the first place, drag the 3rd pane smaller again to maybe see if the info is in the middle/2nd pane, which it is not necessarily, or obviously, available depending. E.g., Not Obvious: OR just not there (in the middle pane–so one has to X out of the invoice line):
and if I do that I had better remember what my invoice line or title was to be able then to get back to it again:
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| April 4, 2023 | Sara Colglazier (MHC/5C) | One: Dennis Bridges to update UINV-447 - Getting issue details... STATUS so it also covers Vendor code and the invoice line number in the subheading of the invoice line view pane. Second story: Hyperlink from order to invoice line should behave like hyperlik from invoice to order line (When hyperlinked record is displayed the search results pane should show the parent record selected. | See UINV-505 - Getting issue details... STATUS for story on uniform behavior of invoice hyperlinks | ||||||||||||||||||||
| 88 | Display Vendor (Name with Code) in Order Line Header along with POL # (akin to #87 above) | CLOSED | When I am in the Order Line, I do not know with what Vendor I have placed the/an Order. (The Material supplier in the Physical or Electronic resource detail accordion is not necessarily the same! and even when it is, the info is not where it is needed.) ... So if I do a Order Line Search by Title, I have to X out of my result to see with whom I have the title on order, and in some cases, if my search has multiple results, I have to click on one after the other and each time out from the POL view (not a perfect example, but mostly so): >>> to the POL view >>> Material Supplier NOT our Vendor Name/Code and so to see that I need to now Click on Actions & then Click on View PO ... which will take me to the PO, but then I will have lost my initial search & results: Preference: Have the details appear in the header of the POL rather than in the body under a "Vendor information" accordion. |
| April 11, 2023 | Sara Colglazier (MHC/5C) | Dennis Bridges to create JIRA Third story: Add vendor code to
| UIOR-1165 - Getting issue details... STATUS Review for UI/UX | ||||||||||||||||||||
90 | Be able to Filter in Invoices on Batch File Status and with that re: the Date (called Batch File Name) | CLOSED | I need to be able to distinguish between what invoices have been marked for 'Export to accounting'–which is a filter–with our 'Batch Group'–also able to be filtered on–from those that have already been exported and which ones have not. Once they have been exported then the accordion 'Voucher export details' gets added to the Invoice and includes that it was Uploaded under Batch file status and when that occurred under Batch file name. If I could filter by those two fields then I could figure out what Invoices marked for Export to accounting in my Batch Group had NOT yet been actually exported. Concerns summary:
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| April 11, 2023 | (MHC/5C) (see also #102 below) | Julie Brannon (old account) Duke University (this is similar to issue #12 on the archive page - need a way to preview a voucher run) | Dennis Bridges to create a JIRA for adding a filter that clearly identifies invoices that have been exported or invoices that have not been exported. Eg. has batch file name or does not have batch file name. | UINV-514 - Getting issue details... STATUS | |||||||||||||||||||
| 92 | Finance: Expended amount minus credits | CLOSED | We would like to see an amount in Finance that shows what has been expended without the inclusion of credits. For e.g.: We had a fund where we had a large credit of ($161,359.41). We processed a number of payments to spend down this amount. At the end of it, you cannot tell that this even happened from the Budget Summary screen. It only looks like we’ve spent $1,532.10. You must click into “View transactions” to see the individual transaction list. If you wanted to get the total amount of what has been spent (without credits) from there, you would then have to add up all those transactions manually.
Discussion: We would like to see the "absolute expenditure" (not including credits). This is important when large credits are processed from previous years. |
| June 23, 2023 | Okay Okonkwo & Kimberly Pamplin, Texas A&M | Sara Colglazier | Dennis Bridges to create a story (DONE) to add credit summary to the financial activity part of the table. Expended can show ONLY payment transaction summary and Credit would show ONLY credit summary. Other values would be unchanged. See UXPROD-4390 - Getting issue details... STATUS | ||||||||||||||||||||
| 93 | Order Format/Holdings Type | CLOSED | In the Holdings record, the format can be set. It can be electronic or physical. In the Order line, the Order Format can be set. Can this value be transferred to the Holdings record format (if one is creating a Holdings Record in Inventory using the Create Inventory Function? That way: Note: Currently the holdings type field IS NOT populated with a value when the holding is created by the holdings app. This is problematic because it is difficult to identify these holdings and clean the up Electronic Resource Order Format = Electronic Holdings Type Physical Resource Order Format = Physical Holdings Type What to do if the order format is mixed (P/E Mix) = Physical Holdings Type (User would need to manually adjust holdings as desired as they currently do) What to do if the order format is other (Other) = Physical Holdings Type (These might be an edge case as generally format other is used with a create inventory setting that does not include holding or item.) Note: Holdings type is a configurable field so in order for the application to set this field we likely need specific mappings Allowing an area in settings where users could select a corresponding Holdings type for each available order format would provide the necessary flexibility for libraries that want to use this functionality in a particular way. Being able to map a default value could be a short term win to allow these holdings to be identified post order more easily and corrected. Otherwise just allowing user to specify the holdings type per order line would account for more of the possible complexity. |
| August 1, 2023 | Kristin Martin University of Chicago | Dennis Bridges to create a JIRA for setting specific holdings type per order line. Ideally this would allow control by Template as well. Priority of this issue is not high. | UIOR-1175 - Getting issue details... STATUS | ||||||||||||||||||||
| 94 | Editable fields in the open PO/POL | CLOSED | Could we in general review and understand what fields are editable in a PO that is open and why? Thinking about this list of fields in the Order: Acquisitions Orders Module. Some fields can still be edited in open orders; others can't. Unopening/reopening POs can be problematic, as it impacts Receiving and the connection to Inventory, so we don't like to do that. While we understand that some fields drive workflows and really shouldn't/couldn't be edited on open POs, there are other specific fields in the POL we would like to be able to edit:
Are there other fields other libraries would like to be editable? Happy to make this a broad discussion. Discussion: Vendor account number
Added by Kimberly Pamplin - 10/4/2023 - Would it be possible to have the location on a POL changeable if it is set to code and not tied to holdings? |
| June 23, 2023 | University of Chicago | Lafayette College (specifically the Selector field) Sara Colglazier (MH\5C): at the PO level the Subscription Note & other Ongoing Order Information AND when it is not Linked to Inventory then I should be able to edit any and all Title related info Kimberly Pamplin - (TAMU) Especially problematic for ongoing orders for us. (Specifically date fields and Vendor Account # for us.) Julie Brannon (old account) Duke University Subscription Dates, specifically dealing with streaming video leases | Dennis Bridges to create a feature for making these fields editable according to the use here. | ||||||||||||||||||||
| 95 | Update Org search plugin | CLOSED | When creating a new PO or adding a new Invoice and doing an 'Organization look-up', the 'Search & filter' options not match those in the Organizations app. Can we update the plugins to sync the too? UIPFO-37 | 2023/01/31 | July 18, 2023 | Corrie Hutchinson (Unlicensed) | Story has been created and implementation is complete | |||||||||||||||||||||
| 96 | Add option to indicate fund on a preset, not pro-rated adjustment | CLOSED | When creating a pre-set adjustment in Settings > Invoices > Adjustments, it would be great to be able to specify a default fund for an adjustment that is not pro-rated. An example would be a shipping/postage adjustment that always needs to come out of a specific postage fund. Currently there is no place to select the fund, so it must be manually applied on each invoice:
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| August 15, 2023 Sept.19, 2023 | Molly Driscoll on behalf of Josh Roberts (University of the Arts) | There were not enough members of the group in attendance that could speak to this issue. Some non-prorated preset adjustments at the invoice level are used for shipping and tax which are often paid out of specific funds. Ideally the 'pre-set' could include one or more fund ids and distribution details. Dennis Bridges to create JIRA issue. | UINV-517 - Getting issue details... STATUS | ||||||||||||||||||||
| 97 | FOLIO invoice id vs. vendor invoice # | CLOSED | On Purchase Order screen, under "Related invoices" segment where invoices are listed, the first column is named "Invoice #" when the value displayed is actually FOLIO invoice id, not the actual vendor invoice # which does appear under the fourth column with a precise name "Vendor invoice number" (see attached screenshot). It's a bit misleading the heading of the first column to be "invoice #" when it's not the actual invoice # from vendor that most acquisitions staff refer to and use on regular basis. Wondering if it makes sense to re-label the heading of the first column to something else such as "FOLIO invoice id" or "FOLIO invoice reference #" to convey what the data really represents and to reduce confusion?!  Discussion:
| July 18, 2023 | Skidmore College | Dennis Bridges to create JIRA issue for this update. | UIOR-1190 - Getting issue details... STATUS | |||||||||||||||||||||
| 98 | Orders: Add "Receiving workflow" as filter and export to .csv | CLOSED | The POL "Receiving workflow" field isn't included as a POL filter or included in the Actions > Export results (CSV) file.
Ideally also able to filter by order type when searching POLs. The limited ability to combine order and order line filters forces libraries to export order information and continue filtering in the spreadsheet.
From Julie at Duke: While we're looking at this, should we also consider adding the "Receiving workflow" as a filter in the Receiving app or is it sufficient to just include it on the POL as a filter? |
| Aug.8, 2023 | Kristin Martin University of Chicago | Julie Brannon (old account) Duke University Dung-Lan Chen Skidmore College | Dennis Bridges to create JIRA issues for adding filters. This issue should potentially be link to desired design exercise that seeks to combine the search capability of PO and POL into one search. | UIOR-1193 - Getting issue details... STATUS | |||||||||||||||||||
| 100 | Orders | CLOSED | Viewing a PO in Orders app → looking at related invoice lines accordeon: Would be useful to show start and end of subscription as part of the table; should display the calculation period which is recorded in the Invoice Line Goal: allocate piece and invoice line
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| Aug.8, 2023 | Martina Schildt | VZG | Kimberly Pamplin TAMU | After reviewing these details we decided to include subscription information as well to the scope of UIOR-1131 - Getting issue details... STATUS | Martina Schildt please review the story created and confirm that it has addressed the concerns you raised here. thanks! | |||||||||||||||||||
| 101 | Invoices: View associated budget | CLOSED | The Finance app has a way to navigate from the budget to an invoice (via the transaction log), but there is no reference in the opposite direction. It would be nice if it were possible to see (and even navigate to) what budget an invoice was paid on to determine what fiscal year the invoice belongs too. It would also be useful to be able to filter on this when searching in the Invoices app. Note: This would be very similar to the way that Nolana invoice lines link out to encumbrance transactions in Finance. |
| July 21, 2023 | Kimberly Pamplin TAMU | Julie Brannon (old account) Duke University | Dennis Bridges to review and create stories. Now that FY is shown on the Invoice as of Poppy we just need to review the export and PO invoice details. Add invoice Fiscal year to invoice csv export details. AND display the Fiscal year of the invoice and invoice, in the related invoice accordion. DONE UIOR-1131 - Getting issue details... STATUS and UINV-492 - Getting issue details... STATUS created to track implementation. | ||||||||||||||||||||
| 103 | Invoices: No duplicate warning when set to Approve/Pay | CLOSED | When an invoice duplicates on vendor, invoice date, and invoice number, a duplicate modal will pop up. Currently (in Nolana) this occurs when an invoice is created, edited, or approved. When the setting "Approve and pay in one click" is active, however, it seems that this modal is bypassed. Since approve is part of this process, it seems like the behavior should be consistent with approving and cause the modal to appear. When using "approve and pay" the duplicate check is not being executed |
| Aug.15, 2023 | Kimberly Pamplin TAMU | Sara Colglazier | Dennis Bridges to create a bug for this issue. RCA might just be missing requirement but it's expected to be the same behavior. | bug reported UINV-521 - Getting issue details... STATUS | |||||||||||||||||||
| 104 | Invoices: Navigating invoice lines | CLOSED | When reviewing invoices and needing to see a more detailed view, it would be helpful if one could navigate back and forth between invoice lines without having to close back out to the main invoice page and reselect a new line. So while on line 2 clicking backward (or previous) would take me to line 1 and forward (or next) would take me to line 3. Visually this might resemble the "Previous" and "Next" buttons used to navigate order searches with more than 50 results. This would save clicks and make the review process more efficient. In addition, it might be useful to have a placeholder indicator to inform you of the line you just closed out of. (Perhaps the line stays highlighted in blue?). Even though closing out of an invoice line will bounce the line to the top (unless you hit back button in browser, in which case this does not work!), a visual clue might be helpful if possible to remind the user where they are at. This is particularly so on longer invoices. Use case: The user is reviewing invoice that was generated via EDI and has multiple lines. The user may or may not need to edit the line. When editing some prefer to navigate back to the line on save and some circumstances you may want to navigate back to the invoice. When taking you back to the invoice it would be nice if it was clear which one you just updated. Note: The pattern used for selecting invoice lines should be updated to the most recent pattern used in search result pane. |
| Aug.15, 2023 | Kimberly Pamplin TAMU | Sara Colglazier Julie Brannon (old account) Duke University | Dennis Bridges to create JIRA for adding "Next previous" navigation to invoice line view pane AND another story for adding it to the POL view pane. Kimie and Gill may already have a pattern that will work for the issues of where to take the user after they click "Save & close", alternative to have multiple buttons. | ||||||||||||||||||||
| 106 | Orders/Invoices: Automatic Slashes for Dates | CLOSED | Is there any way it would be possible to have the slashes in date fields automatically input when typing? This is a very minor thing, but between orders and invoices I find myself putting in a lot of dates. It would make things faster if the markings between were automatically added. Some examples: Orders - Renewal date, Subscription from, Subscription to, Using any of the date filters. Invoices - Invoice date, Subscription start date, Subscription end date, Using any of the date filters. |
| Aug.15, 2023 | Kimberly Pamplin TAMU | Stripes issue created to address this FOLIO wide STCOM-1160 - Getting issue details... STATUS | |||||||||||||||||||||
| 109 | Add Subscription start/end dates to the POL Related Invoice Lines | CLOSED | It would be very helpful and time saving if the Subscription start and end dates could be included in the "Related invoice lines" section of the POL. When checking subscription payments attached to the POL, we need to see what period of time each individual invoice paid for. I'm happy the comment field displays, because that is where we record what vols were paid for on standing order invoices. We need the same display for our subscriptions. If space/scrolling is an issue, could the vendor name be replaced with vendor code? And maybe the vendor invoice number could be abbreviated a bit to Vendor Inv#, Inv Line #, etc.
Note this is related to topic 101. | 4/4/2023 | Michigan State Univ | |||||||||||||||||||||||
| 110 | Deleting acquisition units | CLOSED | As long as no user is assigned to an acquistion unit I can delete the unit. I created a unit called "test" and deleted it afterwards. I can't recreate this unit - or create a unit of the same name. If I try this message shows up: Acquisition unit "test" already exists Right now the only thing stopping me from deleting a unit is having at least one user assigned to it. I can even delete a unit that was used in creating an order. After deletion all data in relation to orders used with this acqusition unit becomes inaccessible. |
| Nov.28, 2023 | Sven Thomsen | Dennis Bridges to create bug for acq unit name validation. Need to create a story for restricting the deletion of acq units. Currently user can delete acq unit that is assigned to orders as long as there are no users assigned to the unit. Need to create story for Deletion check. If not possible create story for adding status of "Inactive" to acq units. Inactive units would not be usable for new records. | UIAC-77 - Getting issue details... STATUS bug report created | ||||||||||||||||||||
| 112 | Retro fit a POL as a Package and/or add POL to Open Ongoing Order to handle Name Change (other instances) | CLOSED | Coming out of the discussion re: #59, additional scenarios were surfaced esp. re: Ongoing Orders that were not initially set up as Packages, but later the functionality that a Package POL offers is found to be needed; OR, in the case, for example, of an Ongoing Subscription, the title changes, and so the PO or POL (depending) needs to be able to be attached to two (etc) Instances and their respective Holdings and Items etc. Once all the invoice information and receiving data has been collected ideally users would be able to add additional POLs because for print and electronic this can happen over the years. For libraries that are not using "Package" POLs it might be appropriate to allow users to add new POLs to Open orders. Alternatively it would be helpful to be able to convert standard POLs to Package POLs. Ideally this would not disturb existing connections but allow users from that point forward to add additional receiving titles.
Note: Order history should show the adding/deleting of POLs | 25 April 2023 | Nov.28, 2023 | Sara Colglazier | Dung-Lan Chen | Dennis Bridges to create a feature to cover the implementation of these enhancements | UIOR-1262 - Getting issue details... STATUS | |||||||||||||||||||
| 113 | Orders: Customizable Fields | CLOSED | MAY BE ALREADY COVERED SUFFICIENTLY BY TOPIC # 107 - The Agreements App has the ability to create customized Supplementary properties that are also filterable in search. Something comparative in the Orders App would be really useful in allowing us to track data points specific to our library that get crowded in our note fields and that are difficult to search on. |
| Jan.23, 2024 | Kimberly Pamplin TAMU | Björn Muschall Would it be possible to have a little demo/Q&A of the custom fields functionality being implemented. It might be the more desirable solution for this topic and topic 107. But it would also be helpful to clarify whether these fields would be searchable once added to PO or POL. thanks! | UXPROD-2865 - Getting issue details... STATUS in progress by Leipzig | ||||||||||||||||||||
| 115 | Receiving: would like be able to control public display for pieces received in Receiving | CLOSED | Right now, on the holdings record, there is an open to choose to have pieces display to the public or not, if the pieces are added directly on the holdings record. There is a check box for "Public Display." If a piece is received in receiving, it can be added to the holdings record with the option "Display on holdings," but there is no way to choose to display the piece to the public or not. And pieces connected to receiving can't be edited on the holdings record. We use the "Public Display" to display unbound issues, and then uncheck the box once the pieces are bound together, since access is now through an item record. Because of the lack of ability to control the public display from receiving, we can't receive serial issues in Receiving, but instead receive them directly on the holdings record. We would like to be able to indicate whether a piece should be "Public Display" or not when receiving in Receiving, and then the ability to edit this once those unbound issues are bound. |
| Jan.23, 2024 | Kristin Martin , Chicago | UXPROD-3525 - Getting issue details... STATUS will be the beginning of a complete solution to this issue. It will address the "Public display" checkbox appearing in the holdings receiving history table AND allowing users to toggle that from receiving. How this data becomes available to discovery or OPAC services will likely be followup features to this one. | |||||||||||||||||||||
| 116 | Show POLs linked to a package. | CLOSED | ** NO LONGER RELEVANT ** Functionality coming in Poppy ; lgs 3/12/24 **I've updated this ; the request was partially outdated, but the package portion still applies** - Lisa, Mich State 1/24/24 The red circle with a slash symbol displays for cancelled titles by the PO number when searching PO, and also by the POL number in the POL accordion. Could POLs linked to a package record be displayed, including cancelled POLs (with cancel symbol)? A filter or other tool that displays all linked POLs for packages would be very helpful. We should be able to sort the list of titles alphabetically by title or by POL. I think there is something in Jira for this, but I'm not sure if it's gained traction. As a workaround, Mich State has created an API call that will list POLs linked to a package. We can search by package title or PO and we can sort by title or POL. Information from the notes fields is displayed. We are adding PO status to the call as well. This API report helps when reconciling packages, however it would be much more efficient for us if FOLIO could display this information. (We would love to be able to see and update titles related to packages from a list in FOLIO.) And it's important to know how titles are related to packages; subscription, discounted, core title, transferred in, etc.
| 5-18-2023 | Mich State | |||||||||||||||||||||||
| 117 | Filter by Vendor Account Number | CLOSED | It would be great if POLs could be filtered by Vendor Acct Number. We have multiple accounts with some vendors, eg. EBSCO & GOBI. | 23 June 2023 | Beverly Geckle MTSU | Dennis Bridges create Jira for adding this filter so user could select from list. Less prone to error. Multi-select would be ideal but that would need to show results for any POL with ONE OF the selected account numbers | UIOR-1272 - Getting issue details... STATUS | |||||||||||||||||||||
| 119 |
New topic: Enable staff to change default Loan Type value for item when creating an PO Line | CLOSED |
The bavarian libraries would like to cancel the implementer topic "Invoice: Disbursement amount". The german libraries will reach out to the ACQ SIG with another approach how to process invoices in foreign currencies. Instead of disbursement amount, we would like to post the topic: UXPROD-4243: Enable staff to change default Loan Type value for item when creating an PO Line.
| 7 July 2023 | This functionality should be addressed by UXPROD-4243 - Getting issue details... STATUS but it should be updated to cover both use cases. please comment on this feature if you have additional feedback. | |||||||||||||||||||||||
| 121 | Orders, Order Lines, Invoices: Add a filter | CLOSED | Could we add Ledger Group as a filter to Orders, Order Lines and Invoices? This would allow for a way to group transactions that are affecting a whole group rather than just one individual fund. Alternatively, could the fund code filter function the same as the expense class feature in both order/order lines and invoices. (See differences in images below)   | 10 Aug 2023 | MTSU | Discussed at 4/23/2024 ACQ SIG Meeting Dennis Bridges to possibly create a Jira for this enhancement. | UIOR-1269 - Getting issue details... STATUS | |||||||||||||||||||||
| 124 | Order App: Changing the vendor does not change Material Supplier in POLs | CLOSED | When changing the vendor in an existing PO, the vendor is not updated in the POLs Material Supplier under Resource Details. This happens in all scenarios - open order, reopened order, unopened order. This means staff then have to go into every POL to change the vendor. We would always expect the vendor to be changed in the POLs if it is changed at the order level - I know this may not be the case for all libraries. Perhaps it could be an option when changing the vendor whether or not to change the Material Supplier in all of the POLs.
| 7 Sept 2023 | 4/26/2024 | National Library of Australia | Most participants do not use material supplier. It is confusing because users cannot see vendor in the POL. It would be nice if material supplier is kept in sync. possible scenario: a resource is purchased from ebsco but published by someone else. will ask for clarification of use case from Susan Newbery | UIOR-1271 - Getting issue details... STATUS Dennis Bridges could create a story for poping up a modal that asks the user if they want to update all Material supplier and Access provider OR empty them. | ||||||||||||||||||||
| 127 | Invoices: display item and adjustment amounts for multi-funded invoice lines with adjustments | CLOSED | When there are multiple funds split by percentage on an invoice line with an adjustment, is it possible to show the item and adjustment amounts listed for each fund both in the UI and in the json returned by okapi? For the example below, it would show:
Use case: Library is not using vouchers because the need to report to accounts payable by invoice line. Library needs to communicate adjustment value associated with each fund at the invoice level. Ideally this would be available in the invoice line JSON so it could easily be extracted. Rounding reported above is causing additional discrepancies because library is following a different rounding practice than FOLIO. Amounts they give to accounting are then different from the amounts shown in FOLIO. | 11 Oct 2023 | This issue should be alleviated by the implementation of the rounding solution above. If there are additional issues after that has been implemented work still may be required to improve consistency. | |||||||||||||||||||||||
| 128 | Invoices: display item and adjustment amounts in system currency for invoices in foreign currencies | CLOSED | For invoices in foreign currencies, is it possible to also show the item and adjustment amounts converted to the system currency both in the UI and in the json returned by okapi? For the example below, it would also show in USD:
Use case: Library is not using vouchers because the need to report to accounts payable by invoice line. Library needs to communicate adjustment value associated with each fund at the invoice level. Ideally this would be available in the invoice line JSON so it could easily be extracted. Rounding reported above is causing additional discrepancies because library is following a different rounding practice than FOLIO. Amounts they give to accounting are then different from the amounts shown in FOLIO. | 11 Oct 2023 | This issue should be alleviated by the implementation of the rounding solution above. If there are additional issues after that has been implemented work still may be required to improve consistency. | |||||||||||||||||||||||
