2023-04-18 Acquisitions Meeting notes

Housekeeping -

• Next scheduled meeting - Tuesday, April 25, at 1 pm Eastern
• FOLIO Councils Elections nomination form - deadline has been extended to Monday,  April 24

• 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

• All changes are one way, towards the item. 

• 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  Yes - if the item was being withdrawn.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.

• Group agrees.