Discuss allowing users to edit invoice subscription dates after the invoice is approved or paid
Discussion items
Time
Item
Who
Notes
2 min past the hour
Housekeeping
Heather
We will meet on Friday, January 7, 2022.
Still seeking a new Convener in January 2022. As mentioned, we have a person who is tentatively willing, but would like others to have a chance to volunteer. If you are willing and able to volunteer,please contact me, Heather, and Dennis no later than Friday, January 7, 2022 via direct message in Slack. If I do not receive any volunteers, I will see if our tentative person is still willing.
7 min past the hour
Discuss additional use cases for canceling orders
Dennis
Hoping to collect use cases where you may decide to cancel an order (firm orders, ongoing, etc.)
Item not published
Not available from particular supplier / changing supplier / supplier contacted to say they have cancelled
e.g. out of stock, cannot supply, etc.
Ongoing order and publication has ceased being published
Budgets have been cut and cannot maintain
Had something on order and then get on approval and cancel because an extra copy is not desired
From Dung-Lan Chen to Everyone 12:12 PM It's probably makes sense to talk about cancellations separately for one-time (firm) and ongoing (continuations) orders as the process involves different actions/workflows for each type.
From Julie Brannon (she/her) to Everyone 12:12 PM Here are the list of order closure reasons in Settings > Orders: Cancelled Ceased Complete Lack of funds Lack of use Licensing terms (unacceptable) Low quality Merged with another title Split into other titles Title is out of print Title received as a gift Title won’t be published Title won’t be published this year Transferred to another publisher Unpreferred format Unresponsive vendor
Dennis: Seem like you would be cancelling before they are fulfilled?
Usually firm order is cancelled before we receive material
What are scenarios where order would be partially fulfilled?
Rare for firm orders
Very common for an order to exist for decades and then cancel
Distinction between cancelled order and closed:
Ceased not really treated as cancelled because we are not actively choosing to not include in the collection.
Cancelling may be because we cannot afford, etc.
From Jackie Magagnosc to Everyone 12:14 PM What about a title that is expected to be a multi vol where the second (third, etc.) volume isn’t published?
Kristin: You mention that last time we talked about cancelling titles vs. order. Not sure understood what was meant.
Talking about this in the context of FOLIO made it a little more difficult. Want to focus more on broader situations, not take into context how FOLIO functions at the moment, but talk about real world examples.
Sara: Distinction needs to be made if we are talking about order/POLs. On order with multiple POLs, have to be able to differentiate between closing the POLs and closing the order.
Dennis: Thing that makes cancelling the order difficult is that you could have multiple lines. Other factors: is it paid and is it received. Want to talk about cancelling partially fulfilled orders. What are the expectations when you cancel an order that is partially paid? Are you considering the payment now cancelled?
Sara: You would want to release any remaining encumbrance for sure.
Thinking about ERM and agreements. You can close an agreement. You can cancel and give a reason. Three basic things: closes automatically, vendor cancelled (+sub reasons for why), library cancelled (+sub reasons for why). Let us decide in settings what our sub reasons for closure or cancelling need to be. Libraries who need to track in detail can use these and libraries who do not need as much detail can use three high level triggers.
Dennis: If you have numerous reasons for cancelling/closing, makes sense to have workflow status. Closed & cancelled would become resolved states.
Would you ever un-cancel something?
Heather: It does occasionally happen and we create a new PO. (Voyager)
Sara: Can un-cancel / reopen and carry on that subscription. (Aleph)
Dennis: What is that called?
From Dung-Lan Chen to Everyone 12:26 PM reinstate the order(s)
When you un-cancel something, is it re-encumbered or would your expectation be that it is re-encumbered?
Sara: Often if I cancel, I delete budget for this fiscal year and would have to add it back. Happens quite frequently because we are on a July-June fiscal year.
E.g. of when you would reinstate with a subscription:
Sara: They did a review heard back from people and said to cancel and then another faculty member comes back and says no we really need that.
Peter: Could happen that supplier says item cannot be fulfilled because not available. May then come back and say they've found another copy and library would need to re-encumber.