This page describes the requirements related to using the number generator when no items in Inventory will be created.

Inhalt

Übersicht und Status

Status	ERFASSUNG DER ANFORDERUNGEN
Priorität	HOCH
Kategorie	FELDERWEITERUNG
Ersteller	GBV HEBIS BVB
Beginn	09 Jul 2024

Issue description

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.

Requirements analysis

Use cases for Accession number

Use case A1: Create Inventory setting "None"

Given a system where FOLIO Inventory is loaded and updated via an external source such as a Union catalogue
A user adds holdings and item to an instance in Union Catalogue
The record is imported via online update to FOLIO Inventory
The user creates a PO and POL in FOLIO Orders
- "Create Inventory" is set to "None"
- the PO and POL are saved and opened
The user clicks on Actions > Receive on the order
The Receiving app opens and displays the title with expected pieces
The user clicks on Actions > Receive
In Receiving modal the user can add a barcode, accession number and/or call number - either via using the number generator or via manual input
the user needs the ability to easily save each number, e.g. via a "save to clipboard" option, to add them to the item e.g. in Union catalogue

Use case A2: Create Inventory setting "Instance"

Given a system where FOLIO Inventory is loaded and updated via an external source such as a Union catalogue
A user adds holdings and item to an instance in Union Catalogue
The record is imported via online update to FOLIO Inventory
The user creates a PO and POL in FOLIO Orders
- the user links the title via title look-up
- "Create Inventory" is set to "Instance"
- the PO and POL are saved and opened
The user clicks on Actions > Receive on the order
The Receiving app opens and displays the title with expected pieces
The user clicks on Actions > Receive
In Receiving modal the user can add a barcode, accession number and/or call number - either via using the number generator or via manual input
the user needs the ability to easily save each number, e.g. via a "save to clipboard" option, to add them to the item e.g. in Union catalogue

Use case A3: Create Inventory setting "Instance, holding"

Given a system where FOLIO Inventory is loaded and updated via an external source such as a Union catalogue
A user adds holdings and item to an instance in Union Catalogue
The record is imported via online update to FOLIO Inventory
The user creates a PO and POL in FOLIO Orders
- the user links the title via title look-up
- "Create Inventory" is set to "Instance, holding"
- the PO and POL are saved and opened
The user clicks on Actions > Receive on the order
The Receiving app opens and displays the title with expected pieces
The user clicks on Actions > Receive
In Receiving modal the user can add a barcode, accession number and/or call number - either via using the number generator or via manual input
the user needs the ability to easily save each number, e.g. via a "save to clipboard" option, to add them to the item e.g. in Union catalogue

Use case A4: Add accession number without receiving (Invoices app)

a user invoices a journal issue or puts in an invoice for an ongoing order/subscription against an existing order for a physical journal
the individual issues are not received but invoices are paid for individual issues
when the user invoices the physical journal issue without receiving, the user needs to be able to generate an accession number on the invoice
same may apply for eJournals, Databases, Looseleaf, eBooks (those are handled differently by different institutions) that need an accession number without being received via Receiving app
NEW: users need the ability to generate accession numbers on an invoice line

Use cases for Barcode

Use case B1: Create Inventory setting "None" for non-media material

The user creates a PO and POL, e.g. for wardrobe keys, whiteboard accessories
- "Create Inventory" is set to "None"
- the PO and POL are saved and opened
The user clicks on Actions > Receive on the order
The Receiving app opens and displays the title with expected pieces
The user clicks on Actions > Receive
In Receiving modal the user can add a barcode either via using the number generator or via manual input

Use case B2: Create Inventory setting "Instance" for non-media material

The user creates a PO and POL, e.g. for wardrobe keys, whiteboard accessories
- "Create Inventory" is set to "Instance"
- the PO and POL are saved and opened
The user clicks on Actions > Receive on the order
The Receiving app opens and displays the title with expected pieces
The user clicks on Actions > Receive
In Receiving modal the user can add a barcode either via using the number generator or via manual input

For general media

barcodes will be added during cataloguing
for libraries with Union catalogue this happens outside of FOLIO
mainly barcode labels are used that are scanned and thereby added to the item in Union catalogue
no field in Receiving is necessary
option: use field in Receiving for the generation of the barcode and copy numbers to Union catalogue

Use cases for Call number

ability to add call number in process of ordering
number generator

Created Jira tickets

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Additional information

Topic is added as ACQ implementers topic #152: Acquisitions/Resource Management implementers

Related existing Jira tickets

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