/
2025-04-01 Acquisitions Meeting notes

2025-04-01 Acquisitions Meeting notes

Owned by Kimberly Pamplin
Last updated: Apr 01, 2025 by Daniel Welch
3 min read

 Date

Apr 1, 2025

 Participants

Aaron Neslin

Julie Stauffer

Sarah Kees

Aaron Neslin

Julie Stauffer

Sarah Kees

Ann Crowley

Kimberly Pamplin

Susanna Skowronek

Daniel Huang

Kimberly Smith

Susanne Gill

Daniel Welch

Kimberly Wiljanen

Sven Thomsen

Dennis Bridges

Kristin Martin

Tim Nelson

Dung-Lan Chen

Lisa Maybury

Victoria Anderson

Dwayne Swigert

Lisa Smith

 

Heather McMillan

Martina Schildt

 

Heiko Schorde

Masayo Uchiyama

 

Jackie Magagnosc

Michael Hobson

 

Jason Moore

Molly Driscoll

 

Joe Reimers

Peter Breternitz

 

John Banionis

Rhonda Fuhrmann

 

 Agenda

Business: 

  • Implementers Topics #170 "Include Link in Voucher"

    • Aaron Neslin  

    • Amherst College current workflow for invoice includes sending a PDF of the invoice to the business office.  Currently they include the invoice as a Document on the invoice.  They would like to move to using Voucher Export to send a pdf of the vendor invoice to the business office.  An acceptable solution would be to include Links from the invoice in the voucher.  This would allow them to deposit the vouchers in a Google Drive and include a link to the vendor invoice with the FOLIO Voucher export

  • Implementers Topics # 171 "Mutually exclusive invoice adjustments"

    • Dennis Bridges

    • Currently invoice adjustments are mutually exclusive in that they have an impact on the sub total amount, based on relation to total, rather than the sub-total + any other adjustments. However, now that "Included in" is posible from the invoice level and it updates the sub-total amount this logic needs to be reviewed. Should adjustments now "stack" on each other regardless of relation to total or are they more manageable in their current state?

 Discussion topics

Time

Item

Presenter

Notes

Time

Item

Presenter

Notes

:01

Housekeeping

Heather/Dennis

  • BugFest started this week

:02

Implementer’s topic # 170

Aaron Neslin

Include Link in Voucher

  • Amherst College looking to start with automated export of vouchers.

  • Business office likes ability to get scanned version of original invoice. Would like link to file to be included in voucher export.

  • Send location of digital copy (URL) with the voucher, if not digital copy.

  • Dennis - Would be pretty straightforward, but should all URLs be sent with the voucher or would that be problematic?

  • Would only want to send if it is a link to the invoice from the vendor.

  • Upload to Google Drive and add Google Drive link.

  • Maybe categorize the type of link?

  • Could add toggle like “export to accounting” in Extended Information? Does it make sense to do that or would it be okay to just send everything?

    • Can’t imagine library would have information that the budget office would not be allowed to see. May not need possibly.

  • If document PDF attached, could maybe add a link to FOLIO invoice - would those people have access to FOLIO?

    • Maybe library business office, but not those in higher financial offices.

  • Essentially just adding external URL to voucher data. Could have multiple links.

  • Voucher sent to FTP - picked up by ETL software they use to bring things into campus budget system. If multiple links are possible, so ETL can figure out which link it should be using, may need a label via a controlled list.

  • Could flag things that need to be added - either choosing which ones to export in the first place or just exporting them all and adding a flag for export to accounting. System can use that to get those needed.

  • Doesn’t sound like it’s important to only include certain things.

  • Adding a type might be overkill. Just need to indicate these are important to accounting and these are not.

:21

Implementer’s Topics # 171

Dennis Bridges

Mutually exclusive invoice adjustments

  • :21 - Creation of an example to show and discuss

  • Updated “Included in” to make sure calculated correctly.

  • Used to be mutually exclusive.

  • When adding Included in adjustment - adjusting subtotal now.

  • Only happens when keying in percentages? Values would stay stable?

    • Yes if keying in dollar amounts - would not be impacted.

  • Depends on percentage and relation to total.

  • Does it matter the order? - In invoice line they are listed alphabetically. If order matters would like to see them in order they are applied.

  • Previously would not see as part of total adjustments - would have to look at invoice line to see how much that was. Total adjustments wouldn’t add up to all the adjustments.

  • Part of Trillium - just implemented.

  • MODINVOICE-576: Add new implementation to VAT included-in adjustment to both Invoices and Invoice LinesClosed

  • Can log in to snapshot environment to play with it and see how it works

  • Molly Driscoll 12:37 PM
    I think I'll need to make some updates (or adjustments, ha!) to https://docs.folio.org/docs/acquisitions/additional-topics/invoice-adjustments/

    I'll create a placeholder Jira for the update and will likely look for feedback on those edits.

:39

 

 

  • Might take break next week for BugFest testing.

 Action items

 Decisions

Related content