Add additional pieces to purchase orders
Problem(s):
When receiving workflow is "Syncronized order and receipt quantity" there is no way to add a piece to an order without affecting the cost and quantity of the order.
Use Cases & Requirements:
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Scope may require separate feature |
Requirement | Status | Use cases |
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| PENDING | A multi-volume or Box set and is ordered via GOBI and the quantity is 1 with a certain price. The invoice ultimately arrives via EDI and the quantity is 1. The library opens the box and the set has 1 ISBN for the sleeve of volumes but the volumes will be circulated individually. |
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Proposed workflow:
Questions:
Question | Status | Conclusion | Comments |
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Functionality Potentially Impacted by Changes:
Functional area | Records | Potential impact | Suggested Regression Testing |
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Orders |
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Work Breakdown Structure:
Comments
Jan 26, 2023
(edited)
Libraries frequently place one-time orders for things that are sold as a single (1) unit quantity at a single (1) unit price. One cannot purchase the things that comprise the unit separately, and one does not even always know at point of order exactly how many individual pieces/items comprise the single unit. Still it is desired that all the pieces/items be linked to the POL without changing the Cost unit quantity and price–esp. when the POL Payment status is already Fully paid when the pieces/items are received. And once the Pieces are received the Order (when just the one POL) should Close as Complete, without adding additional Encumbrance that then has to be separately Released. Also it is confusing when the Quantity in the Order/POL is then different than the Quantity on the Invoice–both physical and in FOLIO (it remains a single (1) unit quantity).
Factors to keep in mind:
One-time orders are generally set up with POLs that have Receiving workflow: Synchronized order and receipt quantity as default
Patron Request may be linked to the On Order Item immediately after opening the Order (Item is linked via the created Piece) as part of the ACQ workflow
Users who Receive Pieces/Items, do not necessarily have Permissions to Unopen or Edit etc Orders/POLs; or, work in Finance (to Release new, additional Encumbrances) ...
As some point in the future, once we are more settled in FOLIO and have capacity, we will once again be asked to do analysis on our collections and will need the data to be able to do that. Since the only way currently for Items to be linked to their POs/POLs is via Receiving Pieces, I need to be able to create Pieces for the Items rather than just add items in Inventory.