currently in orders users can define a fund for the POL
the user cannot select a fiscal year or any other than the current budget
FY run from Jan to Dec in Germany
in August plans for next FY are done
usually libraries already have planned budgets then and money can be encumbered to these
existing ideas on workarounds are not ideal
Annika's idea: add a date field to the POL: "expected invoice date"
if an expected invoice date in the next year is entered (e.g. 2021-05-15), the money will be encumbered to the budget in that FY (e.g. FY 2021)
Dennis has a different approach (UXPROD-2713), where the FY can be selected from a drop-down menu in the POL
in the use case the order is created early, but not paid early
Kristin can see use cases for the expected invoice date for ongoing orders as well
there iis a common need to project expected payments for ongoing orders
the selection of another FY on the POL would work for a one-time order
Scott Perry in chat: Couldn’t you leverage the rollover functionality to obtain this information? (encumber based on most recent payment) For ongoing orders
Virginia Martin in chat: if the expected encumbrance is different from what most recent payment would be it won't work to use rollover logic
Scott Perry in chat: The rollover allows an increase based on percentage above the most recent payment
Virginia Martin in chat: so like, if in one fiscal year we don't pay at all or we pay twice, the rollover amount won't be correct and will have to be manually adjusted; right, i'm talking about manual adjustments that have to be done to standard rollover encumbrances we have dozens every year we have a spreadsheet to keep track of them; it would be nice to be able to manage it in FOLIO
Scott Perry in chat: But the rollover can provide the general trend for most. I wonder if something that allows you to specify in the pol exceptional parameters?
Virginia Martin in chat: that would be great
Kristen. there is another use case:
Annika: we have this for multi-year orders
so the need is not only to have it for the next FY, but for as amny upcoming FY as needed
Dennis: on the fund record the area for planned budget is already existing; so it might be possible to have more than one planned budget
from a technical perspective this is achievable; the task is to make it intuitive in the UI
Sara: could it be useful to have the planned budget truly a planned budget
have the possibility to add an amount also to the planned budget (as a plan, not a true budget) when ordering against the current budget; the encumbrance would happen actually when rolling over
sometimes users have orders where they know, that next year there will be no payment
Annika: Sara's idea is an interesting one; we would not really need a "real" encumbrance
Lucinda can you pay rears
Dennis: this is currently not possible; there is no FY selection option
in ACQ Small group some institutions were against having the option to select the FY; some wanted that functionality
the invoice is paid against the FY in which it is approved
so far there is no resolution reached; discussion is postponed till our meeting in 2 weeks from now (Oct 16th)
this functionality is pressing; but feature freeze is happening on Oct 16th
Dennis will pick this up with the ACQ Small Group and come up with a proposed solution to revisit in RM SIG as soon as possible