Date
Attendees
- Paul Trumble
- Scott Stangroom
- Ann Crowley
- Tim Whisenant
- Kirstin Kemner-Heek
- Dennis Bridges
- Felix Hemme
- Martina Tumulla
- Owen Stephens
- jmulvaney@library.umass.edu
- Virginia Martin
- Heather Thoele
- Ann-Marie Breaux (Deactivated)
- Michael Arthur
- Eric Hartnett
Discussion items
| Item | Who | Notes |
|---|---|---|
| Minute taker? | Kirstin Kemner-Heek | |
| Announcements/Updates | Kristin Martin , others | No PC meeting this week. The FOLIO Stakeholders were meeting in Cologne to discuss the MVP proposal. No other announcements |
| Renewals and ongoing orders | Review of assumptions of ongoing orders and design plans. Dennis Bridges Please link slides here! Type "ongoing order" has a special renewal field with renewal field, renewal interval, review period, manual review. Options "automatic renewal" and "manual renewal". Question: what happens when the renewal date is reached (automatic renewal). Answer: systems renews the order at that date. Order is now not connected to a fiscal year. PO number doesn't change with renewal (single or multiple). Encumbrance will be renewed for the recent year if checkbox is checked. Additional costs for a PO are added with the invoice. Is just entered as payment. No encumbrance are considered. How are encumbrances calculated? Watch minute 8:50 am to 9:10 - reencumbrance sums up all payments for the recent period and calculates that sum as new encumbrance. Reencumbrance for each POL and each fund. If reencumbrance is not possible because of several reasons, order is flagged "alert". Needs more discussion. Annual increases? Not yet addressed. Could be part of renewal information. Renewal process vs. fiscal year roll over regarding encumbrances. Renewal without checked "reencumber" box leads to no new encumbrance. Order status "ongoing" stays as long until it is changed manually. Normally an order is closed automatically when all POL are payed/received. Exception: status "ongoing" - that needs manual action. Orders metadata widget keeps orders history. Provides overview for related invoices. At the moment no budget shown in result set. Seems to be a requirement from the group: show invoices, transactions and budgets in one overview. Chat: Von Scott Stangroom an alle: 02:55 PM So, if I encumber a pile of money and pay for something on a monthly basis (to West for example), the encumbrance amount goes down each month as I pay that month’s bill. How about if I encumber an amount that is over the actual amount I pay? Can I disencumber the balance, since I don’t expect to pay anything more in that subscription cycle. Example: I anticipate paying US$400, but I actually pay only US$380 - can I “release” the $20 that remains encumbered? (this is for ongoing orders). Von Ann-Marie Breaux an alle: 02:56 PM Hi Scott - yes, if you think you're done, you can release any remaining encumbered funds Von Scott Stangroom an alle: 02:58 PM Cool. I anticipate the remaining encumbrance for a one-time purchase, i.e., monographs, the remaining encumbrance is automatically released (assuming there is a balance remaining). Von Virginia Martin an alle: 03:00 PM Agreed on default release of encumbrances for one-time orders, but not for ongoing orders. Von Scott Stangroom an alle: 03:01 PM Should hope you have a choice at rollover time to either renumber the same amount you encumbered the previous FY, OR you can re-encumber based on what you actually paid in the previous FY. Von mir an alle: 03:02 PM +1 Von Scott Stangroom an alle: 03:02 PM not renumber, re-encumber. Von Virginia Martin an alle: 03:02 PM +1 Von Owen Stephens an alle: 03:05 PM And an additional payment may or may not indicate a price increase Von Owen Stephens an alle: 03:12 PM I suspect there could be a role for data import / sub agent integration here Von Scott Stangroom an alle: 03:14 PM Maybe add the ability to increase the next FY by a certain percentage (a figure chosen by Library) over either what you paid the previous FY or what you initially encumbered the previous FY. Agree, these are not go live features. Von Owen Stephens an alle: 03:14 PM So I think the question becomes what a renewal looks like if there is no encumbrance? Von Ann-Marie Breaux an alle: 03:14 PM Yes, exactly, Owen - where the subn agent gives you the anticipated cost for the subn for nex tFY, and you import the encumbrance $$ instead of manually adjusting it Von Owen Stephens an alle: 03:25 PM Yes - I’d had the same reading Virginia :) Good to clarify Von Owen Stephens an alle: 03:33 PM But might be multiple budgets Von Scott Stangroom an alle: 03:33 PM If it is a multi-line invoice with more than one budget, you can’t display that well. Von Owen Stephens an alle: 03:33 PM And budget codes/names can be quite long in my experience Von Heather Thoele an alle: 03:35 PM is there a summary screen like this that displays what each invoice paid for? Von Scott Stangroom an alle: 03:37 PM would be great to be able to click on the invoice number to bring up a screen with the line items and respective budgets for each line. Von Ann-Marie Breaux an alle: 03:37 PM Hi Heather - yes, you can see a summary of the invoice that shows the total, plus each invoice line. That's over in the Invoices app, not in the individual orders. I think (?) the invoice number in this screenshot is a hotlink that woud take you to the invoice details. Von Heather Thoele an alle: 03:38 PM thanks Ann-Marie! | |
Jira features review: any questions regarding
| Ann-Marie Breaux (Deactivated) |