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| PC Update | Kristin Martin | |
:10 | | | UM Voucher Export Process by Amelia Sutton Presentation by Amelia Sutton - "Showcase UMass' Batch Voucher Export Workflow" (Thank you @Amelia Sutton !!) UMass Voucher export Needs: Export any previously excuted batch of vouchers Map data from exported vouchers into the XML format required bu our campus purchasing system, BuyWays Post the generated XML file to the BuyWays API endpoint.
What's missing? Batched marking invoices as paid Scott Perry (UChicago) 8:21 AM
We’re marking invoices as paid in batch based on the return file from the university doing API calls. Julie Brannon (she/her) to Everyone 8:22 AM
+1 to SFTP!! Scott Perry (UChicago) 8:22 AM
+1 SFTP
Sara Colglazier (MHC/5C) 8:30 AM
I do not usually pipe dream this large for FOLIO just yet, but for a few years down the road, it would be great if there were places in the Invoice where info from AP back could get batch uploaded: like their date payment issued, mode, number etc and a way to automatically get it back and into FOLIO Julie Brannon (she/her) 8:31 AM
 MODINVOICE-262: Include "Invoice date" and "Terms" field in voucher export for each batched voucherClosedPreview We added invoice date and terms in Lotus Joe Reimers (EBSCO) 8:31 AM
It's something I'm investing a bit of brain power into, Sara. Not officially formally roadmap, but very much something I'm thinking through Sara Colglazier (MHC/5C) 8:32 AM
Although I assume those are the Disbursement number, date, and amount fields?? Dung-Lan Chen 8:34 AM
Amelia's presentation link added to meeting agenda today Julie Brannon (she/her) to Everyone 8:35 AM
Thanks for sharing this today, Amelia! Lisa Smith - Mich State 8:35 AM
Thank you!
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:36 | | | UXPROD-3256 Allow users to process invoices aginst previous fiscal years Allow user to select previous fiscal years when approving an invoice such that payments or credits would impact a budget from a previous fiscal year. This is important for managing financial records and balancing budgets post rollover Use case: Dennis: If user has correct permissions, the user will see a pop up box to select tohe fiscal year in which the invoice should be processed. An obstcle we have run into, there are problems with selecting the fiscal year at this late stage in the process. It's possible expense classes are not associated with the budget from that fiscal year. A work around is a fy box in the invoice itself. The user would have to have the correct permission to edit this feild. If you don't have this permission, you can't edit this box. In this workflow, the approval is seperate.
Kimberly Pamplin 8:42 AM
Even if you don't have the permission to edit, would it still be visible? Dennis: The assumption is anyone would want to see that feild. Kimberly Pamplin 8:43 AM
Yes. I would want to see it. The fiscal year would be really helpful on the invoice. You to Everyone 8:44 AM
yes - I want to see what fy it's associated with Sara Colglazier (MHC/5C) to Everyone 8:44 AM
+1 to FY on Invoice
Kimberly Pamplin 8:49 AM
If implemented, a filter in invoices app for Fiscal Year might also prove helpful too. Sven Thomsen 8:49 AM
Given this workflow: Would it be helpful to add a filter to be able to filter by "fiscal year"? Sara: Will previous fiscal years always be available, or just for a short amount of time? In previous system, only had access to previous fy for like 15 days at the start of a new fiscal year. Dennis: At this time, I don't think we have the capicity to add that, but could add that as a follow up feature later Sara: Or just set up fy in folio with dates that overlap Sara Colglazier (MHC/5C) 8:51 AM
Absolutely +1 to the filtering by FY! Okonkwo, Okay (Texas A&M) 8:52 AM
Again, I like what Sara is proposing Dennis: There are institutions that have fiscal years that are valid up to five years. We don't want to lock it down to just the previous year, but at some point being able to configure that is reasonable. Maybe managing permissions at certain times of of the year is a way to work this until further functionality is available. Scott Perry (UChicago) 8:56 AM
I like the idea of the flexibility the current proposal allows. Doing this would be highly restricted here. This permission could be removed completely if not needed after a certain date. Sara Colglazier (MHC/5C) to Everyone 8:56 AM
I understand. One may need to back record a payment to a FY Scott Perry (UChicago) 8:57 AM
But it would still be populated with the current fiscal year when creating a new invoice? Heather 8:59 AM
When would we see this?
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