2022-11-01 Acquisitions Meeting notes

Morning Glory Highlights

• Lots of work going into bugfixes and enhancements
• Ramping up automated testing and leveraging manual QA testers
• User experience
  • Voucher export has been pulled out of Settings and can now be initiated from the Invoices app; associated with different permissions now to separate configuration and operations
  • Ability to change the instance connection on a POL; also deal with how the associated holdings/items should be treated or moved
    • If there is only a holdings record, you can opt to delete it.
  • Ability to create a new order from an instance record
    • Major workflow upgrade, especially for those using single record import
    • Can create a new PO or add the instance as a new POL to an existing order
    • Usage of order templates will further streamline this process
    • Instance-related fields will be locked for editing on the POL (prevents disconnection from the instance record where the workflow started)
  • Integrations
    • Additional mappings available for the GOBI integration
      • More data points from the FOLIO PO/POL that can receive data values from GOBI
      • Acquisitions units are included – can leverage the sub-account number or map from a local field
    • Ability to cancel orders through EBSCONET
      • Configures EBSCONET to send non-renewal info to the POL and cancel the POL as a result
      • Created a ‘Cancel’ action in the UI and new permissions as well
      • Cancel available on the PO and PO level
      • Releases encumbrance
    • New features
      • Cancelling POs and POLs (see above)
      • Export invoice data to CSV
        • Contains data points from the invoice, vouchers, orders
        • Selectable fields
      • Export fund/budget data to CSV
        • Initiated from the ledger
        • Choose the FY
        • Choose which expense classes (if any)
        • Contains data from ledger, group, fund, budget, expense classes
      • Export piece data to CSV
        • Receiving result list
        • Selectable fields
        • Contains data from receiving title, orders, and piece
      • Questions
        • Molly asked about the new cancellation feature
          • Cancel PO will update the item status to “Order closed”
          • Cancel POL will not do this – Molly to file a Jira with information for Dennis and Thunderjets
        • Dung-Lan asked about updating the workflow for placing requests on new acquisitions
          • The introduction of TLR may help with this
          • Also a feature in the backlog for creating a request from an order
        • Kristin asked about whether these things were included in the release notes
          • Features all associated with the release, but only actionable changes outlined in the table
          • New feature list here: https://folio-org.atlassian.net/wiki/display/REL/Morning+Glory+%28R2+2022%29+Release+Notes#MorningGlory(R22022)ReleaseNotes-NewFeatures
          • Dennis thinks it would be good to continue this conversation
          • Starting with Morning Glory releases, POs are also linking their presentation to release notes: https://folio-org.atlassian.net/wiki/display/REL/Morning+Glory+%28R2+2022%29+Release+Notes#MorningGlory(R22022)ReleaseNotes-POReleasePresentations
        • Sara asked for a way to make it more obvious when a instance connection was being broken by an edit on the POL
          • Supported by Lisa

Dennis to make a story for further discussion

• Manual QA testing has helped proactively uncover bugs much earlier in the process
• Allow user to download or resend EDIFACT order exports
  • Initiated from Export manager
  • It is the exact file that was originally created
  • Resend sends it to the FTP site again
  • Requires the storage of the records
  • Includes export history for each POL
• FYRO preview
  • Allows testing of fiscal year rollover
  • Initiated from each ledger; can be run multiple times
  • Does not impact live data
  • Identifies unpaid invoices to export
  • Significant performance improvements to FYRO
  • Email notification when the email is done
  • Rollover logs available from ledger – includes both test and actual rollovers – stored for at least one FY
• GOBI integration user interface
  • Affords greater transparency into GOBI mappings for order integration
  • Allows library staff to add/edit FOLIO side mappings
  • Allows for resetting to defaults if needed
• Create invoice automatically from purchase order
  • New action from PO to create an invoice
  • Inherits vendor information from PO
  • Adds POLs on the PO as invoice lines
  • Multi-line POs allow for reordering of invoice lines
• Non-functional requirements
  • Dennis explained the functional automated testing the team has been working on
  • Emphasized the importance of Bugfest participation, but FOLIO has additional help in this regard
• Questions
  • Dung-Lan clarified that FYRO preview is still by individual ledger, not all at once
  • Dung-Lan asked about how to create an invoice when multiple POs are referenced
    • Dennis said the first PO could be initiated from Orders, then continue in the Invoices app as before
  • Dennis reiterated that the earlier the feedback, the better in terms of resolution for Nolana or planned enhancements for a future release
  • Bugfest starts on Monday, 11/7 – Dung-Lan proposed dedicating a meeting to Bugfest testing as in the past