2023-04-14 Acquisitions Meeting notes

Owned by Heather McMillan
Apr 14, 2023
4 min read

Date

Attendees

  • Amelia Sutton
    Ann Crowley
    Dennis Bridges
    Dung-Lan Chen
    Dwayne Swigert
    Emily Robertson
    Heather McMillan
    Jackie Magagnosc
    Jean Pajerek
    Joe Reimers
    Julie Brannon
    Kimberly Pamplin
    Kimberly Wiljanen
    Kristin Martin
    Linh Chang
    Lisa Smith
    Marcia Masters
    Mary Moran
    Okay Okonkwo
    Owen Stephens
    Peter Breternitz
    Peter Sbrzesny
    Robert Heaton
    Sara Colglazier
    Scott Perry
    Shannon Burke
    Sven Thomsen
    Sylvia Hamann
    Victoria Anderson

Agenda

  • Current: Friday, April 14, 2023

    Housekeeping -

    • Next meeting, Tuesday, April 18, at 1 pm Eastern

    PC update (Kristin Martin ) -

    • Elections for all councils!
      • Nominations are due by April 19, 2023 using this nomination form.
      • Criteria: be from a member institution. Each member institution may have only one person elected in a seat per Council.
      • Terms are two years. Individuals can serve for up to four consecutive terms
    • WOLFCon in Chicago, August 22-24
      • Heather volunteered to serve on FOLIO liaison group, but other individuals interested in planning WOLFCon? Contact me!
    • Tri-Council Meeting
      • Reviewed FOLIO Terminology document and Evaluation Process for New FOLIO Features
    • 2023-04-06 Product Council Meeting
      • More discussion around Product Owner recruitment and support


    Business -

    • Presentation by Amelia Sutton - "Showcase UMass' Batch Voucher Export Workflow" (Thank you Amelia Sutton !!)
    • Review design updates for UXPROD-3256 - Allow user to process invoices against previous fiscal years IN PROGRESS
    • If there is still enough time left, we may continue discussing Implementers Topics (more on #90, or move on to #91, ... )

Discussion items

TimeItemWhoNotes
PC UpdateKristin Martin

  • PC update (Kristin Martin ) -

    • Elections for all councils!
      • Nominations are due by April 19, 2023 using this nomination form.
      • Criteria: be from a member institution. Each member institution may have only one person elected in a seat per Council.
      • Terms are two years. Individuals can serve for up to four consecutive terms
    • WOLFCon in Chicago, August 22-24
      • Heather volunteered to serve on FOLIO liaison group, but other individuals interested in planning WOLFCon? Contact me!
    • Tri-Council Meeting
      • Reviewed FOLIO Terminology document and Evaluation Process for New FOLIO Features
    • 2023-04-06 Product Council Meeting
      • More discussion around Product Owner recruitment and support
 :10

 UM Voucher Export Process by Amelia Sutton

  • Presentation by Amelia Sutton - "Showcase UMass' Batch Voucher Export Workflow" (Thank you Amelia Sutton !!)
  • UMass Voucher export Needs: 
    • Export any previously excuted batch of vouchers
      • receive status and results of batch
      • allow navigation through previousely run batches
    • Map data from exported vouchers into the XML format required bu our campus purchasing system, BuyWays
    • Post the generated XML file to the BuyWays API endpoint. 
  • What's missing? Batched marking invoices as paid

    • Scott Perry (UChicago) 8:21 AM
      We’re marking invoices as paid in batch based on the return file from the university doing API calls.


    • Julie Brannon (she/her)  to  Everyone 8:22 AM
      +1 to SFTP!!


    • Scott Perry (UChicago) 8:22 AM
      +1 SFTP

  • Sara Colglazier (MHC/5C) 8:30 AM
    I do not usually pipe dream this large for FOLIO just yet, but for a few years down the road, it would be great if there were places in the Invoice where info from AP back could get batch uploaded: like their date payment issued, mode, number etc and a way to automatically get it back and into FOLIO
  • Julie Brannon (she/her) 8:31 AM
    MODINVOICE-262 - Getting issue details... STATUS We added invoice date and terms in Lotus
  • Joe Reimers (EBSCO) 8:31 AM
    It's something I'm investing a bit of brain power into, Sara. Not officially formally roadmap, but very much something I'm thinking through
  • Sara Colglazier (MHC/5C) 8:32 AM
    Although I assume those are the Disbursement number, date, and amount fields??

  • Dung-Lan Chen 8:34 AM
    Amelia's presentation link added to meeting agenda today


  • Julie Brannon (she/her)  to  Everyone 8:35 AM
    Thanks for sharing this today, Amelia!


  • Lisa Smith - Mich State 8:35 AM
    Thank you!

:36

UXPROD-3256

  • Allow users to process invoices aginst previous fiscal years

  • Allow user to select previous fiscal years when approving an invoice such that payments or credits would impact a budget from a previous fiscal year. This is important for managing financial records and balancing budgets post rollover

    Use case:

    • Budgets may not balance with external system records because of rounding errors and exchange rate calculations. When this occurs the library will create Journal Voucher (JV) transactions to adjust balances
  • Dennis: If user has correct permissions, the user will see a pop up box to select tohe fiscal year in which the invoice should be processed. 
  • An obstcle we have run into, there are problems with selecting the fiscal year at this late stage in the process. It's possible expense classes are not associated with the budget from that fiscal year. 
    • A work around is a fy box in the invoice itself. The user would have to have the correct permission to edit this feild. If you don't have this permission, you can't edit this box. 
    • In this workflow, the approval is seperate.   
  • Kimberly Pamplin 8:42 AM
    Even if you don't have the permission to edit, would it still be visible?
    • Dennis: The assumption is anyone would want to see that feild. 

    • Kimberly Pamplin 8:43 AM
      Yes. I would want to see it. The fiscal year would be really helpful on the invoice.


    • You  to  Everyone 8:44 AM
      yes - I want to see what fy it's associated with


    • Sara Colglazier (MHC/5C)  to  Everyone 8:44 AM
      +1 to FY on Invoice

  • Kimberly Pamplin 8:49 AM
    If implemented, a filter in invoices app for Fiscal Year might also prove helpful too.


  • Sven Thomsen 8:49 AM
    Given this workflow: Would it be helpful to add a filter to be able to filter by "fiscal year"?

  • Sara: Will previous fiscal years always be available, or just for a short amount of time? In previous system, only had access to previous fy for like 15 days at the start of a new fiscal year. 
    • Dennis: At this time, I don't think we  have the capicity to add that, but could add that as a follow up feature later
    • Sara: Or just set up fy in folio with dates that overlap

    • Sara Colglazier (MHC/5C) 8:51 AM
      Absolutely +1 to the filtering by FY!


    • Okonkwo, Okay (Texas A&M) 8:52 AM
      Again, I like what Sara is proposing

    • Dennis: There are institutions that have fiscal years that are valid up to five years. We don't want to lock it down to just the previous year, but at some point being able to configure that is reasonable. Maybe managing permissions at certain times of of the year is a way to work this until further functionality is available. 

    • Scott Perry (UChicago) 8:56 AM
      I like the idea of the flexibility the current proposal allows.  Doing this would be highly restricted here.  This permission could be removed completely if not needed after a certain date.


    • Sara Colglazier (MHC/5C)  to  Everyone 8:56 AM
      I understand. One may need to back record a payment to a FY


    • Scott Perry (UChicago) 8:57 AM
      But it would still be populated with the current fiscal year when creating a new invoice?

      • Yes
    • Heather  8:59 AM
      When would we see this?
      • Working on this for Poppy. 



  • Dennis: Do we still want an overview of Orchid?
    • Yes

Action items

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