2020-04-24 Meeting notes

Minute taker

@Martina Schildt

Announcements/Updates

• No PC meeting 4/23

 @Kristin Martin

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

@Dennis Bridges

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

@Dennis Bridges , all