2024-12-17 Acquisitions Meeting notes

Aaron Neslin

Kathleen Norton

Sabrina Bayer

Ann Crowley

Kimberly Wiljanen

Sara Colglazier

Dennis Bridges

Lisa Smith

Susanne Gill

Dung-Lan Chen

Lucinda Williams

Sven Thomsen

Dwayne Swigert

Masayo Uchiyama

Sylvia Hamann

Heiko Schorde

Martina Schildt

Timothy Nelson

Jackie Magagnosc

Peter Breternitz

Joe Reimers

Peter Sbrzesny

:01

Housekeeping

Dung-Lan

Housekeeping -

• Looking for a volunteer to take meeting notes today (Heather is out)

• Holiday break update - Dec. 24th (Tuesday), Dec. 31st (Tuesday) and Jan. 3rd (Friday) meetings cancelled

• Tentatively planned - discuss Implementers Topic #140 (Katriena Mutirua of Namibia University of Science and Technology planned to join our 1 pm EST Zoom call at her local time 8 pm) on Tuesday, January 14th

• In the work - Time TBD discussing Implementers Topic #153 (coordinating with Scott Strangroom & Owen Stevens)

• Seeking a person to join Heather McMillan as co-conveners for Acq SIG when Dung-Lan steps down as Convener at the end of January (Jan. 31st)

• Next scheduled meeting - this Friday, Dec. 20th, at 9 am EST

:08

Questions on invoices

Dennis

What percentage of invoices are people currently creating in FOLIO manually?

Sara Colglazier 
At least 80%

Susanne Gill (BVB) 
the one library on Folio in Bavaria: 100%

Sabrina Bayer 
We create most of our invoices manually. There is just a small part that are created via edifact.

Lisa Smith, Mich State 19:10
MSU is creating the majority by hand.

Tim Nelson  an  Alle 19:10
95%

Lucinda Williams (she/her) 19:10
80-90%

• Edifact invoices generally have a lot of invoice lines

• A lot more detail can be added manually; there is not much granularity when run through import

• Big invoices need to be reviewed

Lisa Smith, Mich State
Yes, we review the invoice lines before approval.

Sabrina Bayer
We too

Sara Colglazier
So my % for total number of POLs that get paid by EDI vs manual, that number would be very different

How are those invoices delivered?

Dung-Lan Chen 
email attachment or within physical packages

Sara Colglazier
In a box, email attachment, ftp download

Sabrina Bayer 
PDFs via email or within the books in the packages.

Sara Colglazier 
paper vs electronic: 5% vs 95 %

Tim Nelson (University of Missouri - Saint Louis)
Email as PDF(75%), paper (20%)

Sabrina Bayer 19:17
It depends on the material: invoices for printed Books /Journals in paper Format, invoices for E-Ressources mostly via email (PDFs)

• Heiko Schorde and Dung-Lan agree

Sara Colglazier 19:18
PDF … and only the EDI files for upload

• Susanne Gill and Sabrina Bayer agree

Lisa Smith, Mich State 19:18
Usually through email, although we print out and give to our invoice payer.  We still file paper copies.

Sara Colglazier 19:18
And we have to get PDFs for the EDI as well, to pass to our AP offices

Sabrina Bayer 19:19
This is the same in our library.

Tim Nelson 19:19
FTP for EDI invoices, but we generally only use EDI for the big serial renewal invoices.

Scott Perry 19:19
We attach the PDF to the invoice in FOLIO.  We use Edifact wherever it is available.

How are PDFs received?

• Pdfs are received via Email

• some get get EDI through ftp

• or both ways: Email and ftp

Tim Nelson 19:20
Some of the other University of Missouri campuses have larger volume and use EDI more.  EBSCO sends both an email PDF and makes the EDI available via FTP.

How are purchase requests managed?

• Through ticketing systems

• Trough spreadsheets

• Through third party solutions (e.g. Trello)

• Trough email form on Website

How do they come in / in what format?

Sara Colglazier 19:27
Ideally our Form, but sometimes email; the form sends an email

• Susanne Gill agrees

Ours sends an email

Lisa Smith, Mich State 19:28
email and gobi mostly ; sometimes printouts

Tim Nelson 19:28
Email, GOBI, Teams

Dung-Lan Chen 19:28
mostly email, online request forms, pccasionally marked on print catalogs/pamphlets, etc.

Sabrina Bayer 19:29
Our subject librarians receive emails with purchase requests (via a form from our Website), forward this email to the acquistion librarians and the Acquisition librarians order the books via our ILS.

• it works similar for Dung-Lan, Heiko Schorde, Susanne Gill, Peter Sbrzesny

Sara Colglazier 19:29
in our case the emails go to a group  of people, and then depending on what it is/from whom it is, the appropriate person will evaluate/decide/respond to the user

• Susanne Gill agrees

Lisa Smith, Mich State
Gobi selections stay in Gobi for us - although you can email records out

Masayo Uchiyama 
Mostly online request forms and we also use OASIS interface as selection tool for selectors

• A lot comes via Email (this includes the website form, because it produces an Email as well)

What percentage comes in via Email?

95% via email

What kind of system is used to capture them?

Sara Colglazier

• group email: someone does research based on the Email request and replies

• if it is GOBI, it goes directly into GOBI with receiving note

• if it is not GOBI it goes onto a spreadsheet

Lisa Smith, Mich State
We search the order requests against FOLIO and OCLC before turning them into orders. Sometimes our email order contains a spreadsheet of requests

Sabrina Bayer
Our subject librarians decide whether the title should be ordered or not. The Acquisition librarians do a note in the order record in our ILS that this order is a purchase request.

• It works similar for VZG libraries

Tim Nelson 
We run a shadow MS Access database to manage requests, order history, etc. (now spans three ILS systems).

Masayo Uchiyama 
we use cyberduck to pickup order requests as marc file.

Beyond that: How do libraries get them into the ILS? How are orders created in the ILS?

• it gets noted that the order happens based on a purchase request

Sara Colglazier
We have a specific Budget with Expense CLass to indicate a Request

Masayo Uchiyama 19:39
We are using Lehigh App

Tim Nelson  an  Alle 19:39
Yes, manually for us.

Sara Colglazier 19:39
Manual or not depending on Source/Vendor

Lisa Smith, Mich State 19:40
We use marc edit for some orders, but many are created by downloadiing an OCLC record or hand keying a record

Sabrina Bayer 
Most of these orders are created manually.

• Same for VZG libraries; Heiko Schrode agrees as well

Sara Colglazier 
e.g. GOBI = GOBI Integration, Amazon = manual etc

What percentage of new orders stems from a purchase request?

Are many orders based on purchase requests?

This might vary.

Scott Perry 
Many more are not purchase requests.

Dung-Lan Chen 
Mostly librarians select titles to add/order.

Sara: Many are based on approvals plans or based on selectors' choices.

Sabrina Bayer 
It depends on the branch library. In the whole, not more than 20 % I guess

Dung-Lan agrees

Lisa Smith, Mich State 19:45
Most of our orders are standing orders/subscriptions/approvals.  20% could cover the remaining orders

This is additional information for the ACQ integration subgroup that will help further discussions there.

:46

Implementers' topics

Dennis

Acquisitions/Resource Management implementers

Number generator without item creation (Martina Schildt)

Many libraries use external sources to populate Inventory, e.g. via Union catalogues. In those cases, new instances, holdings and items will be generated in FOLIO Inventory as soon as a library adds an ietm to an instance in Union catalogue. For those resources, the usual PO and POL is created in FOLIO Orders, "Create Inventory" field is populated (via the drop-down) with "None", "Instance" or "Instance, Holdings". When the resource then is in receiving process, there is no way to add an accession number or barcode in FOLIO Receiving - neither via Number generator nor via manual input, as the relevant fields are deactivated when no item is created in Inventory.

Can we find a way to add a barcode, accession number and/or call number - either via using the number generator or via manual input - for ordering without item cration in Inventory? E.g. add a seeting to activate/deactivate the number fields in receiving depending on your workflows.

Heiko Schorde 19:54
same situation for all hebis libraries

Dennis: Maybe we better develop the option to be more flexible in connecting pieces to items

• e.g. have an option to integrate with Inventory without generating additional records

Sara Colglazier 19:57
Or, create: Instance, Holding, Piece (no item), and then in Receiving have the option later to link the piece to an item in Inventory

Are there other use cases where libraries may want to link inventory records to an order but not have FOLIO generate those stub records in advance?

• The migration of records into FOLIO could also benefit from this. Currently it is difficult to migrate in orders and then migrate inventory data in and connect it to those orders.

Sara has the same need: we would like to link migrated items to the orders they belong to (that have been migrated as well)

To do Martina will do a demo in January on their workflows; maybe others can share their workflows too