2023-10-05 Resource Access Meeting Notes

Discuss the possibility of adding an item cost field to the item record to support Actual Cost functionality
This was a topic in FOLIO implementers - actual cost how it works and exist today and talking about how it could work
There is no item cost field on the item record - documentation is misleading
Implementers SIG: How people would like this to work? / Possibility when order is placed or from an invoice / Depreciating items – lower the costs (older or damaged) / Talked about feeding in workflows
But all depending on this field which is not existing
Spokane: in production an actual cost process relies on API calls to update a set cost in order to effectively charge actual costs while using set cost functionality
Creating an Item note called lost charge note
Pricing comes from the PO field or archival information from previous ILS (Field would be useful for migration from systems)
Reference this field for applying actual cost for billing – query the value of collections, including which is currently checked out to a customer that they owe money for
In Washington State needs to be reported - annual and quarterly report is needed / argument: required by state law
Item costs – if you lost this we would charge you this amount – place would be the item record
On holdings record? But item price varies e.g. time of purchase, consortial discounts, damaged item) / needs to be on item level, but could be inherited down and changed
Erin Weller (chat): That would not work for MSU
Susan (chat): I see the efficiencies in the holdings approach but I think it could be too restrictive. Maybe just default to copy the cost when items are duplicated.
Joseph: in dream world: Order is created the unit price would fill that in the item record which is created
Laurence (chat): Potentially do both with item record overriding holdings.
Shirley (chat): It does not work for MSU-Springfield because when billing we charge current exact cost when we bill.
Tara (chat): That sounds like the *current* actual cost functionality works best for you? (Where you input the cost by hand?)
Shirley (chat): Correct
Shirley (chat): Current
Laszlo (chat): We're in the same boat. We want to charge actual cost to replace now. (A $100 science book may cost $500 now.)
Tara: all these questions (workflow) depending on this field existing
we should discuss this with ACQ about currency
Could be nice when both level item and holdings – doing it on item level would be sufficient
workaround could be duplicating the functionality that is on the user records custom fields
consensus: ok with adding it to the item (more important on items than on holdings)
Tara will reached out to Ann-Marie – and visit MM