2023-04-18 Acquisitions Meeting notes

Housekeeping 

Dung-Lan

• Housekeeping -

  • Next scheduled meeting - Tuesday, April 25, at 1 pm Eastern

  • FOLIO Councils Elections nomination form - deadline has been extended to Monday,  April 24

 :06

  FOLIO Acquisitions Orchid Release Highlights 

 Joe Reimers

• Orchid Highlights

  • Joe demonstrated the changes in FOLIO. 

  • Allow user to edit the fund distribution(s) of an open order with related
    invoice(s)

    • Lisa Smith - Mich State 12:08 PM
      This is great for us, when we need to update funds on standing orders.

    • 
      
      

      Sara Colglazier (MHC/5C)  to  Everyone 12:09 PM
      But whatever the 1st invoice was paid from/on will remain in effect, right?
      In other words, the fund change is only for going forward?

    • Dennis: Correct

  • Allow user to edit the fund distribution(s) of an open order with related invoice(s)

  • Allow user to rollover the "cash balance' of budgets

  • Display the history of edits for the order and order line

    • The information that has been changed is high lighted yellow. 

    • You will see what was changed, when, and by whom. 

  • Set default of "find or Create" holdings for orders created via API

  • Implement data consistency Piece →Item

  • Inventory browse UX refactor

• :19 in recording: Dennis demonstrated data consistency between piece and item.

  • All changes are one way, towards the item. 

• Martina Schildt 12:26 PM
  These are valuable improvements. Thank you!

:27

Record deletion

Dennis

• Questions coming from architect people that are looking into record deletions. 

• In the past looked at some of the different workflows associated with a purchase order and what we expect to happen if someone tries to delete an item record or instance. 

• If the status of the order is closed, should it be possible to delete those item records? Are there scenarios where you would want to delete the item records?

  • Dung-Lan - Also the payment history. 

  • Lisa Smith - Mich State 12:30 PM
    Yes - if the item was being withdrawn.

  • 
    
    

    Sara Colglazier (MHC/5C) 12:30 PM
    Yes, +1 to Lisa and one needs to keep the Order & Invoice

  • Julie Stauffer 12:31 PM
    yes -- some items have been created in error and may want to delete for clean-up purposes regardless of PO closure

  • Kimberly Smith 12:31 PM
    We need a record to remain with the financial information.  Title, amount, vendor and date have to remain for an audit trail.

  • Jackie Magagnosc 12:31 PM
    +1 Julie. It's so easy to create a record by mistake

  • Sara: Gave an example for wanting the ability to weed, deleting the inventory and items, but wanting to keep the order record to keep the history. 

  • Lisa Smith - Mich State 12:33 PM
    Whole instance deletion ability would make clean up nice!

  • Dung-Lan Chen 12:33 PM
    Yes, to get rid of order entered by error to clean up, +1 to Julie & Lisa

  • Lisa Smith - Mich State 12:35 PM
    Yes, there would be times that we want to keep the order, but no instance.

  • At the moment, the only way to remove the link between the instance and the order is to relink the Order to something else. 

  • Need to address the order connection first, then are able to delete the Instance. 

  • Sara Colglazier (MHC/5C) 12:38 PM
    Yes, notified, get a warning message

  • 
    
    

    Lisa Smith - Mich State 12:38 PM
    A warning would be needed for sure.

• Dennis: There is no situation where you should be allowed to delete an Instance without removing its reference or references in the Orders Application. 

  • Group agrees.