2020-04-24 Meeting notes

Date

Attendees

Discussion items

ItemWhoNotes
Minute taker

Announcements/Updates

  • No PC meeting 4/23
no updates

Jiras that need SIG review

See list in Jira

  • UXPROD-2362 Shared allocations for budget
  • UXPROD-2318 Export orders in bulk in delimited file format
  • UXPROD-1581 Receiving material without an order record
  • UXPROD-1129 Ability to communicate individual purchase order information to vendor with no integration
  • UXPROD-199 Ability to import/export fund updates via CSV file in order to bulk edit funds

UXPROD-2362

  • there was an issue with the limitation of tags
  • that's why UXPROD-2362 was created: shared allocation by expense type
  • there will be expense types: people can allocate a pool of money and can track how much money is spent by which team/expense type for each fund
  • could be used for internal reporting, could be used for export to accounting system
  • will appear on voucher
  • expense types can be used by many funds
  • expense types can be used for reporting on transaction level
  • current state: is not yet in development, planned for Q3 2020
  • expense types are created in settings: planned is a name and code and "external account number extension"
  • filtering by expense type is planned to be possible
  • on the order it is assigned in "fund distribution" accordion; when a fund has expense types it is required to choose one from a drop-down menu
  • it is optional to use expense types
  • the expense type is used "within" budgets, eypense type in budget X can only spend the money allocated to that budget X
  • in contrast: groups are intended to be more of a summary
  • feedback: it would be good if there were an easy way to create expense types across funds
  • at the moment this is done fund by fund in a separate accordion on the fund
  • expense types can be active or inactive, that's why there is a status on the expense type that can be edited in the course of the fiscal year
  • question: is it valuable to limit the expenditure per expense type by percentage?
  • peolple do that now and like to have that limiting possibility in folio, too
  • people would want a flag if you expend more than the limit
  • it may not need to be a hard limit on the expense type; if we overspend, a flag is needed
  • at the end of the year libraries can use the expense type amounts to adjust the numbers in the next year
  • Dennis: we want to stay as flexible as possible with the expense types
  • Michael: we the expense types we are trying to replace a hierarchy that institutions might be used to now
  • expense types can change year over year; people can add but not delete ones that are in use
  • plan: walk through some examples when the mock-ups are formalized
  • limitations of expense types will be treated as a separate issue
  • Dennis requests institutions to rank the issue in JIRA

UXPROD-1129

  • ability to communicate individual POs
  • mainly email, sometime as print (or sometimes fax) when not purchasing at vendor systems or via Edifact
  • could be one-off orders, i.e. in case of rush orders
  • would this need to be automated?
  • in most libraries this does not need to be automated
  • in some it does; for GBV it doesn't matter whether one-offs or bulk orders are sent automatically, but one of them should

Return to Receiving discussion

Receiving examples:

  • Levant Pack
  • American Political Science Association Membership
  • See notes 2020-03-13

Chat

Von Tracy Patton, MSU an alle: 02:58 PM
Expense Type summaries at group level would be very useful!
Von Sara Colglazier an alle: 02:58 PM
I agree
Von Sara Colglazier an alle: 03:15 PM
right, like Martina
Von scolglaz@mtholyoke.edu an alle: 03:37 PM
I am really sorry I gotta leave for another Zoom ... wish I did not have to go just now ... So interesting

Action items

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