Quesnelia UAT - Finance - Restrict Fund Use by Location

Brief description

Restrict fund use by location is a less-restrictive alternative to acquisition units that allows libraries to link certain funds with certain physical locations (e.g. a fund for rare books can only be used with orders having a permanent location of rare books storage.) This test is to ensure that the links between fund and location are usable and make sense, and to verify that the logic for handling multiple funds and multiple locations also makes sense.

Please note that there are ways to create intentional "breaks" between funds and locations; for this reason, final validation occurs when the order is opened. Also, existing open orders that become noncompliant will not become "unopened" (for instance, if a fund is changed from unrestricted to restricted.) Finally, this validation occurs only on the order side, there is no corresponding validation on the invoicing side. The idea is to help libraries prevent accidentally assigning the wrong fund to the wrong location.


Test environment: https://folio-dev-thunderjet-2nd-diku.ci.folio.org/

Test credentials: funduat/testing

Jira feature:  UXPROD-4510 - Getting issue details... STATUS

Feedback form: https://forms.office.com/r/XkQ7QChET0

Additional configuration

For purposes of this UAT, additional locations have been added:

  • State University
    • Central campus
      • Architecture
      • Law
      • Main
      • Medical
    • North campus
      • Memorial
    • South campus
      • South

Most libraries will have a combination of Reading room and Stacks locations. There are also Reference and rare locations at certain libraries. This is to allow for testing of various facets and filters.

Related videos

UAT Overview

Fund Restrictions Overview

Known Issues

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The feedback form generally follows the steps listed below. We suggest filling out the form as you work your way through the test.

  1. Log into the test environment (linked above) using the credentials provided
  2. Navigate to the Finance app
  3. Create a fund associated with any desired ledger.
    1. If desired, you can also create a new ledger and/or group
  4. Fill out required fund details as desired. Be sure to click the "restrict fund use by location" box.
  5. When the "Locations" accordion appears, click "add location"
  6. Assign one or more locations to the fund.
    1. It is recommended that you experiment with some of the filters and facets, e.g., by adding all locations associated with a given library or choosing all reference locations
  7. Save your fund.
  8. On the fund view pane, add money to the current budget by clicking "New"
  9. Assign any desired initial allocation. For purposes of this test, encumbrance and expenditure percentages are unimportant.
  10. You should see a green toast message showing a successful allocation, and FOLIO should open a new screen showing the budget summary. Close out of this screen by clicking the "X" in the upper left corner.
  11. Switch to the Orders app and select the "Orders" tab.
  12. Create a new purchase order (Actions → New)
  13. Fill out all required fields as desired, then click Save & close.
  14. Add a new PO line by going to the PO Lines accordion, then click on Actions → Add PO line
  15. Fill out all required fields (those with a red asterisk), paying attention to the following:
    1. Make sure "Create inventory" fields are set to "Instance, holding" or "Instance, holding, item".
    2. Do NOT assign any locations or funds yet, even though you are being alerted that a location is a requirement.
    3. Make sure that the cost of this order does not exceed the budget defined in step 9.
  16. Once you have filled out all the required fields other than location, you can begin testing different fund and location combinations:
    1. Select the fund created in Step 9.
    2. Assign one of the locations associated with that fund, and add the quantity at that location.
    3. Click Save & close.
    4. Click Actions - Open order. The order should open correctly.
    5. Unopen the order by clicking Actions - Unopen order.
    6. Edit the PO Line (Actions → Edit)
    7. Change the location to one NOT allowed by the fund.
    8. Click Save & close
    9. Click Actions - Open order. You should get an error message.
    10. Repeat the above with various combinations of funds and locations, including multiple funds and multiple locations
  17. The expected outcome is that as long as at least one restricted fund matches at least one restricted location, the PO should open.