2024-11-22 Acquisitions Meeting notes

Aaron Neslin

Kathleen Norton

Owen Stephens

Amy Vonder Haar

Kimberly Pamplin

Peter Breternitz

Daniel Welch

Kimberly Smith

Sara Colglazier

Dennis Bridges

Kimberly Wiljanen

Sarah Kees

Dung-Lan Chen

Kristin Martin

Scott Perry

Heather McMillan

Lauren Seney

Susanne Gill

Heiko Schorde

Lisa Maybury

Sven Thomsen

Jean Pajerek

Lisa Smith

Sylvia Hamann

Joe Reimers

Masayo Uchiyama

Timothy Nelson

Housekeeping

• Housekeeping -

  • Reminder - POs have conflicts that they are available for the first half hour of Friday meetings

  • Please have a look at the invoice adjustments doc that Molly Driscoll drafted for Ramsons documentation & provide feedback by Dec. 2nd if possible (see her original post in Acq. SIG Slack channel on Nov. 21st)

  • Next meeting - Tuesday, Nov. 26th, at 1 pm EST

:05

• Implementers Topics #153

• Implementers Topics #153

• Re-open an invoice that is in approved status

• If an invoice is put into approved status and the accounting code needs to be changed it would be nice to re-open the invoice so it can be edited.  The same is true when the amount is off in the FOLIO invoice from the actual invoice. We want to be able to edit the amount to correct it.  Simple edits that can't be made now once an invoice has be put into approved status. If the invoice was marked to generate a voucher by having the "Export to accounting" box checked, then we'd need to fix the voucher file to remove the bad invoice

• Dennis: Part of the issue with reopening is with the voucher. The idea of approval, is someone with authority has said yes, this is ok. If we allow someone else wants to edit, you’d have to have a separate permission which is technically challenging to accomplish. Previous discussions that once a check has been written, it shouldn’t be easy to undo. Maybe if the the invoice is approved but the check wasn’t written its possible, but that’s why we have the the cancel.

• Owen Stephens 8:10 AM
  The Open Access SIG has raised several times the desire to edit an invoice after it has been approved

• Dennis: Can we get use cases from them as well?

• Owen will work on that.

• Joe: Approving an invoice is the 'are you sure step”, you have to maintain a clean audit trail, if you go back and change it, it may confuse the audit trail.

• Dennis would like to also wait to hear from Scot to hear more about what brought this up.

• Joe: Investigating the possibility of tightening integrations with external accounting systems including the ability to receive feedback from those systems. Joe is interested in knowing the implications of that the ability to un approve an invoice on that type of workflow.

• Owen Stephens 8:19 AM
  I think from the OA side the fundamental issue is a workflow one

• Joe Reimers (EBSCO) 8:20 AM
  I feel like we need an accountant in here for some of these conversations.

:20

Aaron: Friday meeting is in sync with the Thunderjet sprint review which is why the po’s only have a 1/2 hour for the Friday meetings.

Dennis: At the holiday every year there is a 3 week sprint which throws off the the schedule. So would be coming back in sync with our meeting so they will be able to attend the full hour again in 2025.

Kristin Martin 8:21 AM
So what's the schedule for January? Maybe we can adjust things starting then

:26

Changing Account # in Organizations

• Changing Account # in Organizations

• Is it possible to have the change carry over from organization to orders?

• Dennis: I think it’s technically possible. I think we wanted to be able to search by account. Now with the po history, we could probably implement something, but it might be messy.

• Kimberly: Sometimes vendors change the account number, sometimes we consolidate them and we want them together, sometimes it’s just a small change, and you have to update potentially thousands of po’s.

• Lisa Smith, Mich State 8:29 AM
  +1 Kimberly

• Sara Colglazier: Would be nice to have the old account number in the history of the organization.

• Dennis: Having multiple account numbers in the organization, one of them old, but also be able to search on either number…..

• Dennis: Will create a story for this.

:34

PC Update

• PC Update (Kristin Martin) - The PC has been reviewing new functionality plans for FOLIO

  • We approved the new functionality for the Claiming App.

  • November 21: review and discussion of Reading Room Circulation functionality (not to be confused with Reading Room patron access)

  • November 14: discussion around the Linked Open Data SIG, which was a subgroup of Metadata Management, and is now its own SIG.

    • Homepage: Linked Data

    • Kristin Martin 8:37 AM
      #linked_data
      Meetings occur the 2nd Friday (at 10am Eastern) and the 3rd Tuesday (at 1pm Eastern) of each month

:39

Schedule

Possibly cancel meeting for the Friday, December 20 and Friday Jan.3 meetings.

Kristin Martin 8:42 AM
I'll be here, but we don't have to meet

Susanne Gill (BVB)  to  Everyone 8:42 AM
I'll be here on Dec 20th and Jan 3rd

John Banionis  to  Everyone 8:43 AM
I will be away both dates

Kimberly Smith 8:43 AM
I will be out on January 3rd

Scott Perry (UChicago) 8:45 AM
I am away 1/3