2021-05-14 Meeting notes

Minute taker

@Jesse Lambertson

 Announcements/updates

• No major announcements this week

@Kristin Martin

• Still looking for a RM RIG convener

Implementer's topics

All

• onetime orders would not close in FOLIO if they were paid for at ordering instead of at the time of receiving

  • should we bypass receiving until this connection is made better?

  • There is an issue with the item status?

  • 'on-order' to 'received' when received

  • not sure if you can manually change a status from 'on-order' to 'received' - to bypass receiving

  • Sara from MHC, shows a list of things paid for but not received (why paid for and not received) - - also (why might things not be received)

    • does not want to give that up, for the sake of 'bypassing receiving'

  • if receipt is not required, how does one change the item status?

  • Dennis: check in, would change it to to in-transit, or in-progress?

  • Manually, things need to be checked in to have their status changed - but the community wanted the item status to be more system driven than manually changed

  • Kristin's test changed to 'in-transit - then item-status could be changed to 'in-progress'

  •  Question: if we create an order and check 'receipt not required', will there will be a connection between the POL and the holdings record?

  • Answer: there would still be a connection

  • in Inventory, one can filter by 'Item status'

  • the item has to be checked in twice? (true or no?)

  • test, suggests yes, the item would have to be checked in twice

  • But, ONLY within the same service point.

  • Once that item arrives at its destination, to which it is in transit, will it be checked in and made available

  • can one search by standard number in receiving? (like ISBN) YES

  • A: product ID is where the ISBN resides as a search option

  • using receiving is not a great workflow option - but trying to receive not using the receiving app is a little harder (

  • these would have to be closed manually

  • but will close automatically when paid

  • Question: why skip using the receiving app

    • orders paid but still open at roll over (budgeting issue)

    • UChicago trying to use the Lehigh developed API

    • UChicago wants a link to Inventory (by product ID, because the external tool does not add these product IDs)

    • dealing with staffing challenges

• Vouchers - view list of vouchers in a batch

  • run a search in the invoice app (based upon approval date, at which point, you would see the last approval date and export)

  • you would see anything that has been approved since the last time

  • can approximate a preview

  • how can we tell which ones have been sent in a batch?

  • date range (time frame)

  • you can see the file that was generated during the export and it can be downloaded at anytime to look at (will be the whole export file)

  • XML file

  • Q: Will the output include the numbers? YES

  • The batch of vouchers includes a batch of vouchers (which includes the voucher line)

  • wanted to see a preview of what has been sent and what needs to be sent

  • filter area uses only date

  • EXPORT uses date and time

  • maybe a data point to filter by invoices that have been part of an export (might be possible)

  • PAID means that the system has received their $

  • The invoice has become more rigid once it has become paid (even including exchange rates if necessary)

  • there is the possibility to configure as batch declare as paid (maybe when an export is made, or something)

    • this functionality does not exist right now 

  • when next scheduling export to accounting, that voucher group will be included

  • voucher includes the current data

  • if downloaded the voucher file from 5 days ago, it will show all those as paid (because it is current)

  • once something is paid, one can not change the exchange rate information

  • might FOLIO be able to re-harvest its own exported files?? (maybe in the future)

  • maybe an EDGE invoice module would allow for the connection between FOLIO and another system (but not yet)

• 13. Receiving Books workflow

  • UChicago will use the LDP

  • not everyone will have access to the LDP

  • ?? 

• 10. Allocation Between Funds

  • issues of definitions?

  • transfer is required

  • transfer you have to save from, with allocate, you don't (transfer is required)

  • bug there about the asterisk (note by Dennis) 

  • If you move an allocation from one fund to another, then you will have that $ in the other fund (to allow for movement of $ throughout the year with some choice over impact)