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Test environment: FOLIO

Test credentials: claimtest/claim

Jira feature: UXPROD-4274: Support claiming integration via EDIFACT order exportIn Progress

Feedback form: Microsoft Forms

Dates: Jan. 21-28, 2025

Slack channel for UAT questions and discussion: #acquisitions-uat

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Claiming Setup

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Claiming Overview

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Known Issues

Instructions

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

Please note that some sample late pieces have been configured in the system. If you do claim these pieces, when testing is complete, please go to those titles in the Receiving app and reset those pieces to “Late” status (which can be done by editing the piece in the Expected accordion - see below.)

Setup

Please note that this test is set up for ongoing orders, but can also be tested with firm monographic orders, if desired.

1. In the Orders app, create an order and order line:

   1. The order should be ongoing (recommended, not required)

   2. Ordering and receiving quantity should be independent (recommended, not required.)

   3. Claim active should be checked/true (this is required.)

   4. In most real world cases, the receipt date should also be filled in, as this provides the expected date (without which FOLIO doesn’t know whether a piece is actually late.)

   5. When complete, open the order.

2. In the Organizations app, verify that the selected vendor for the order has an associated claiming integration

   1. Select the organization

      1. “Joe’s Books” has an existing integration for CSV claims downloads

      2. GOBI has an existing integration for EDI claims downloads

   2. Click on "integrations" in the third pane

   3. Expand the "integration details" accordion

   4. If at least one integration exists verify that it is a claiming integration

   5. If no integrations exist, click "add integration" and create a claiming integration:

      1. Make sure integration type is "claiming"

      2. Selecting transmission method "ftp" without a valid ftp server will generate an error when the job is created, but the claim file will be downloadable.

      3. The simplest check will be transmission method "download" and file format "CSV" (recommended).

      4. If using "download" and "CSV", EDI configuration and FTP details can be ignored.

3. In the Receiving app, create receiving pieces - OR - use the Serials app to generate receiving pieces

   1. The number of pieces doesn't matter, but multiple pieces are recommended for this test.

   2. Once pieces have been created and are "expected", click each piece to enter its detail screen

   3. Use the drop-down next to "Save & close" and select "Mark late"

4. You may want to repeat steps 1-3 so you have multiple orders from multiple vendors.

Claiming

1. Open the Claiming app

2. Verify that all pieces marked "late" appear on the screen

3. If desired, experiment with column sorting (Expected date, Chronology and Enumeration are all sortable.)

4. If desired, experiment with search & filter options.

5. Actions menu

   1. Selecting one or more pieces will allow you to act on those selected pieces

   2. Send claim will create claims based on the vendor integration parameters (as described in Setup)

   3. Delay claim will allow you to defer claims to a future date. That piece will not appear in the Claiming display until that date OR you manually change the status of the piece.

   4. Unreceivable will mark selected pieces as unreceivable.

6. Experiment with common claiming actions as you would encounter in your ordinary work.

Receiving (optional)

1. Open the Receiving app

2. Look up one of the titles used for testing in the “Claiming” section above

3. Verify that the pieces used for testing have the correct status (Claimed, claim delayed, unreceivable, etc.)

Export Manager

1. When you have finished sending claims, open Export manager

2. On the “All” tab, under “Job type”, select Orders (EDI) or Orders (CSV), depending on which integration you chose. Please note that claims will be in one or the other, not both.

3. Click on the hyperlinked Job ID. This should cause a download to begin automatically.

4. Open the file and verify that it is correct.

5. Switch to the Organizations tab

6. Select Integration type “Claims”. The same job number should appear as in step 3.

7. Click on the row, NOT the Job ID link. (Clicking on the Job ID link will cause the file to download. You can do this as well, if you like, but it’s the same thing as Step 3 above.)

8. Verify Export job details in the third pane

9. Click on the Actions menu, and verify that you have options to Rerun (i.e. recreate the job), Download and Resend (which is mostly for failed FTP transfers.)