Acquisitions/Resource Management implementers - Archive

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Archived Topics


#TopicStatusDescription/ use caseDate addedDiscussed on

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Name, Institution

Interested parties

Has been discussed in meeting:

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Action required
1Ongoing 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)



2Credits

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.

3Order 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.

4Finance 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:

  1. Apply a filter to find the appropriate group, as seen in the fund code filter on orders:

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.

5Avoiding 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.

6Purchase 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.

7Update 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.



8Ongoing 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.

9Order 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.

10Allocation 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:  

  • Bug identified in Iris:  The Transfer action popup window doesn't require the user to choose a "From" fund, but will throw an error message if you try to submit a transfer with a blank From fund.  
  • Dennis explained why an institution may choose to use the Allocation action to move money between funds:  During FYRO the new budget for the new fiscal year can be set up with an allocation amount based on the prior year allocation.  If you want the amount that is being "allocated" from another fund to be included in the following year allocation amount for the "To" fund, then use the Allocation action rather than the "Transfer" action.  Transfers are one-time/temporary movement of money that won't be considered during FYRO to set up new budgets.
2/18/2021

See 2021-05-14 meeting notes.  

11Finding 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.

12Vouchers - view list of vouchers in a batch

CLOSED

Some questions about managing vouchers in Settings/Invoices

  • How can we view a list of all vouchers within a batch group that are ready to be submitted to the external accounting system (vouchers have been created, but not yet exported from Settings/Invoices.
  • Is there a way to indicate which vouchers have been "sent"?

Update from 5/14/21 RM SIG meeting discussion:  

  • It would be helpful to add an invoice filter "Batch Group" to enable users to see which invoices are ready to send to accounting before actually running a batch in Settings/Invoices.  We could filter by batch group + Export to Accounting = Y + approval date after last batch run.  
  • To see which vouchers were sent, you can download the batch file from the Voucher export details section of an invoice
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.

13Receiving Books workflow

CLOSED

Chicago is considering not using the receiving app to receive print monograph. We'd like to talk this through.

Pros:

  • PO will close after payment instead of waiting for receipt
  • Receiving workflow is clunky and better searching is available through Inventory

Cons:

  • Is there a way we can move item status from On Order to In Process without going through receiving?
  • Will we lose the connection from the item to the POL?
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.



14What 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. 

2021-10-29 Acquisitions Meeting notes



16POL 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

17Voucher 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 ListsCLOSED

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


Julie Brannon (old account)


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  UXPROD-4087 - Create Routing List for physical pieces in receiving In Review



19Orders 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"

  • Prefix
  • Suffix
  • Tags
7/13/21
Julie Brannon (old account)
Resolved in Kiwi - thank you!

20Finance: 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 



21Organizations: 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:

  • "Organizations: Interface usernames and passwords: view"
  • "Organizations: Interface usernames and passwords: view, edit, create, delete"
9/23/2021

Similar to interface credentials users should need a specific permission to view username and password. JIRA created UIORGS-316 - Getting issue details... STATUS



22Orders: 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



23Invoices: 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 

2022-02-15 Acquisitions Meeting notes



24Invoices: 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:

Payment Type

"Export to accounting" checkbox default value

CashTrue
Credit cardFalse
EFTTrue
Deposit accountTrue
Physical checkTrue
Bank draftTrue
Internal transferTrue
OtherTrue

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


UXPROD-4185 - Getting issue details... STATUS



25Invoices: 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



26Invoices:

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



27Invoices: "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:

"Add" alternate labels"New" alternate labels

Attach PO line

Create invoice line

Add PO line 


Link to PO line
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



28Invoices 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



29Invoices: 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. 

2022-03-08 Acquisitions Meeting notes



30Organizations: 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, 2023Julie 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.


31Organizations: Make URI/URL link clickable in the interfacesCLOSED

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



32Invoices: 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



34Link 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



39Organizations: 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


 



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: UIORGS-348 - Add an "attention to" field for organization contract address Open



41Orders: 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

These requirements are being removed. the last story is MODORDERS-682 - Getting issue details... STATUS and it will be completed for Morning Glory.



42Invoices: 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

JIRA was created for this update.

UINV-408 - Getting issue details... STATUS


43Invoices: "Pay immediately" flagCLOSED

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 UINV-462 - Flag an invoice to be Paid immediately Open



47Correcting 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.

48Filtering 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.



49Organization 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 

+1 Sara Colglazier 


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


52Receiving 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  



55Add 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.



56Display 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).  

     

 



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.


59Orders: 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



62Order templates

CLOSED

To speed up order template creation, it would be helpful to have these two options:

  1. Duplicate an existing order template
    1. This is likely the most common while setting up or implementing FOLIO for the first time.
  2. Create an order template based on a specific order (while viewing a specific order, the ability to set the default values for a new order template based on the values in the order).
    1. This might be more common/useful after using FOLIO for a while. Users realize they are making certain customizations to orders a lot and would like to be able to create from order.



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


63Receipt 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:

  1. Book was lost by patron, and a replacement can't be found.
  2. New edition came out and we wanted to withdraw the earlier edition and get the new ed. to replace it.
  3. Auditors may look up orders to track payment and status of items. Clear identification that they have been withdrawn would be helpful.
  4. We also report withdrawn item - it is usually just a count. It is part of a report where you have number physical items, items added, and items withdrawn.
  5. Copies at textbook collection are heavily used and damaged and have to be replaced (by copies of the same or a later edition).

 


Lisa Smith 

Ann Crowley

Peter Sbrzesny  

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


65Add "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
As an invoice approver, I approve invoices created by users in my department. Being able to sort by "created by" would allow me to focus on invoices I need to approve.

 



Dennis Bridges to create a story for implementing filter by invoice "Created by".

Aaron Neslin   UINV-494 - Getting issue details... STATUS



66Order 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.

69Orders: 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.

70Orders: 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.

Lisa Smith 

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



72Orders: 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?”
There are (probably) a few use cases where opening a POL like that makes sense, but I would assume that in most cases you might just forget to assign a fund to the order. Therefore the warning would be great.

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).

  • Even when an order is created with a cost of 0 it can be important to include a Fund code.
  • For a gift order there is ultimately no cost at all and generally, it does not make sense to include a fund code for those orders.

  


Sven Thomsen 
Leipzig


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


73Display 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. 

  • When she created a new POL, the currency was PLN --> this was expected based on the tenant currency.
  • When she opened the order, the encumbrance was still reflected in USD with a converted value --> this was unexpected because the tenant currency was PLN and the currency value on the fund was 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.



MODFIN-326 - Getting issue details... STATUS



74Renewals 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:
Cancellations not accepted after fifteen issues have been served

 


April 25, 2023


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.


75Add 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:

  • Users are not searching in receiving based on accession number
  • When receiving an item the receiver may need to add a suffix or make other decisions about editing the generated number for the related item
  • The codes are generally built in a way that represents important pieces of information that can be reported on
  • The length of accession numbers will vary but often they are around 13-16 digits
  • Not just alphanumeric there can also be hyphens etc.

 


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


76Delete 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.

  • However, If there is an open request on an item the action should be prevented.

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


77Orders: 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").

 

 



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



78Orders: 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:
User is able to find the order information on the Instance record. So user could find instance by HRID and see/follow link to any related orders. User can also create order from instance if desired.



Lisa Smith 

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.



79Receiving 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.

  • MSU has also noticed this issue with voucher number.
  • Also impacts adding POL to invoice
  • User should be able to add a wildcard to number search if desired

 


Lisa Smith 

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.

UINV-504 - Getting issue details... STATUS

UIREC-289 - Getting issue details... STATUS


80Provide 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)?

 


Kristin Martin 

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


81Enabling 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.
It could be implemented, for example, by offering an "inactive" checkbox for each parameter value. The checkbox must be activated manually, to deactivate a value. 

Please inform André Hohmann when the topic will be discussed. 


Use cases:

  • User creates a term for use with certain orders as a more appropriate term does not exist in the list of terms. After a few years the library decides to add additional terms to report more effectively with this data point. Moving forward all relevant records would be given this term and the previously used term would be deprecated.
  • User may search for records that contain a deprecated term in order to update them.
  • When users are creating new records they should not be able to apply deprecated terms via the UI.
    • Ideally it would be possible still to do this through the API as admin users may need to apply these terms when managing data. This may be for troubleshooting or correcting records for audit etc.
  • When users are looking at a list that includes deprecated terms it should be clear which ones are deprecated and which ones are not.
  • User may need to reverse the deprecation of a term and continue to use it. The term might have been deprecated prematurely or by mistake. Or the library may find down the road that the deprecate term should still be one of the options.

DB Notes:

  • Proposing the addition of a status to all controlled vocabularies to allow users to remove them from select lists when the are no longer being used.
  • User would still be able to filter by deprecated terms as their could be records that still reference that term
  • The term would be identified as deprecated in the view of records it is referenced on

Option 1 (This was a possibility but the case of prefix was not the best use case. In the end there actually was a more appropriate workaround using number generator)

  • Implement a default value for prefix and suffix
  • Default would be selected automatically when creating new order

Option 2 (After evaluating both options it seems this is still the preference)

  • Allow the deprecation of values in the prefix controlled vocabulary
  • User would still be able to filter by deprecated terms as their could be records that still reference that term
  • The term would be identified as deprecated in the view of records it is referenced on

 


André Hohmann, Silvana Kirschner
(SLUB Dresden)

Dennis Bridges to create story for the deprecation of vocabulary terms and review with Crossapp SIG.



UIOR-1157 - Getting issue details... STATUS


UIOR-1158 - Getting issue details... STATUS

Ready for cross app discussions




82Picklists 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

 



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 - Getting issue details... STATUS

requesting clarification about Country inclusion 



83Export 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.

  • Use case: Funds are set up by selector and it is helpful for selectors to see exactly what has hit their budget
  • Use case: To identify miss spent money quickly and resolve/balance it

What would be some key use cases for extracting this information?

  • When it is unclear whether an issue may have corrupted budget values it is difficult to review all the transactions on the budget, add them up and verify the balances are correct. Being able to export and do this in excel would be really helpful.

Would you need transactions for only 1 budget at a time?

  • At the end of the fiscal year we need to review all the totals for all budgets and all the activity that happened between the budgets. Having all of these values in all separate screens makes it difficult to impossible to do an accurate comparison.
  • At certain intervals of the year we need to communicate with accounts payable and reconcile discrepancies. This could be hundreds funds and thousands of transactions

What detail from the transaction would you need (ie. Transaction date, Fund code, source, From and To, amount, budget ID, Expense class, Description, tags)?

  • Needing to select each transaction individually for more detail is debilitating and makes further investigation in this area incredibly time consuming. Ideally it would all show in the result list and we could export to excel or csv for further analysis.

 


Molly Driscoll on behalf of Villanova University

Dennis Bridges Create a feature to represent this work. Using pattern established in Orders, Receiving etc.

UIF-480 - Getting issue details... STATUS


84Specify 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:

  • May want to restrict the credentials for specific interfaces (Payment portals or something with more restricted licensing) some of these portals contain more sensitive information than others. Generally those are stored other places.
  • For Multi-institution organizations this would also be true. That certain organizations would have only certain people that should be able to see the confidential information. Particularly because organization are not just vendor organization
    • Suggestion: Might be helpful to limit access by interface type
  • On an org that is not a vendor there could be a set of dropbox credentials etc. In some cases libraries might create an organization record for themselves and capture the creds for certain tools here.
    • Platforms are also created as organizations and creds associated with them can be more sensitive
  • Given that people can leave jobs etc. it is less desirable to hide the entire interface. Users may not need to know the interface but there is no reason to hide them either, so hiding only what needs to be hidden would be the preference.

 


Molly Driscoll on behalf of Villanova University


DB: Note: there are permissions for managing visibility of user name and password:

  • Organizations: Interface usernames and passwords: view
  • Organizations: Interface usernames and passwords: view, edit, create, delete

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 acq unit etc.) 

UIORGS-412 - Getting issue details... STATUS



85Configuration 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

86Invoice 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

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.



87Display 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:



 

April 4, 2023


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


88Display 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


Dennis Bridges to create JIRA Third story: Add vendor code to Vendor information accordion on POL header as it currently does not display in result list OR view pane of POL.

  • User would like to display PO and POL number, Vendor Code and Title as this information is frequently referenced while working on the record.

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:

  1. Identify what invoices that WILL be included in the next Batch voucher export run.
    1. Can be done today but because the date range is a "day" this filter could include invoices that were actually exported already.
      1. Ideally there is a filter to "Exported" so i can exclude anything that has already been included on a batch file.


 

April 11, 2023

Sara Colglazier

(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


92Finance: 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 
(for 5C/MHC)