11:59:15 Okay, I enable this live transcript so hopefully I start Yep.
11:59:24 It's showing student i'll sweater where you are heather. It's actually been beautiful I mean last night was really bad, but it's like right before that and after it it's been really beautiful.
11:59:54 So yeah, I gave these arms last night. We got lucky.
11:59:58 It kind of jumped right over us Yeah, it feels like spring it's almost here it is all the snow have melted so far, so we don't get snow very often.
12:00:10 But we surrounding areas had tornadoes and Major Storms last night, but it seemed to skip like right over us.
12:00:16 Oh, that's right. Yeah. Where did I hear about the Tornado, Texas.
12:00:24 Oklahoma may have 2 I don't know but yeah, this little third is like a whole storm system that took a part of that spread across a good chunk of Texas last night.
12:00:33 Yeah. crazy, Right? Wow. Yeah, it is. Gosh: Okay. I just so.
12:00:47 Dennis. So while we Hi, Sarah, you feel free.
12:00:53 If you want to like to say something having a major interrupt it's one o'clock on my computer.
12:01:01 So i'm just gonna do quickly mentioned to put another plugin for load to spark fast.
12:01:09 Please help out if you could. but I mean Dennis can supplemented anything he would, he would like to say as well later.
12:01:22 And then another thing I want to mention was that we are going to meet this Friday.
12:01:26 If this is the every other Friday we're meeting chess a quick reminder.
12:01:31 So That's my housekeeping anything important so I guess we're going to business the first one on the agenda is Dennis. I don't know if you want to switch the sequence of what's on the
12:01:48 agenda. The first one on the agenda was regarding the power we're trying to form a small group about identifying a list of tutorial for key acquisition functions.
12:02:06 So yeah, I think maybe the update is. There were a few people who guess step forward and said they were interested in helping out with that
12:02:23 And but we really, we want to make sure that we have representation from different user groups, right from Smis.
12:02:30 So think ideally, we would still have a few other people willing to participate with the rest of the group here.
12:02:44 But it looks like we will be forming a smaller group.
12:02:51 And again, this is just a a group that's going to identify which videos we need.
12:03:03 This group isn't actually responsible for recording the videos.
12:03:06 We just want to identify what videos, would be how helpful And I think that's part of the reason Why, yeah, we really want to make sure we have, you know, representation from subject matter experts all over acquisitions.
12:03:21 Yes, Then I think you mentioned it. The one possible way of doing this is form a slack channel for people who, you know decide volunteer, and then we will do it that way.
12:03:34 You know. Maybe a previous slack channel discussion and then maybe we'll meet for needed to write is that how you anticipate it.
12:03:41 This will be 100. And yeah, I think it probably makes sense to.
12:03:45 At least you know we'll create a slack channel where we can have conversations with this group and work on the list, and then we'll just present the list to the larger group.
12:03:56 This this acquisition, say, and we can archive the slack channel after that, so I don't.
12:04:04 I don't see it necessarily lasting a long time I think we just.
12:04:07 We can create a channel for this group to chat about.
12:04:10 Yeah how they want to come up with the list and maybe a Google Doc.
12:04:13 And how we want to collaborate if we need to meet and then, once we're done, we'll just archive this channel, and and we'll present everything to that safe.
12:04:29 So we're wondering what do you think anyone in this group or on the skull.
12:04:34 Do you have any opinions or a suggestion How we approach to get this done?
12:04:43 We we i'm hoping to not spending a lot of time on this, but we do need kind of astonishment.
12:04:50 Representations from oh, libraries who was already on folly, or who was moving in, and then give us what you think is key acquisition.
12:05:01 Questions that this kind of tutorial will be really helpful.
12:05:16 Okay, No one else has comments. I think we should mention this on the Friday, meaning as well.
12:05:22 Just so as many people as possible or where and then, hopefully we can get started.
12:05:31 Let's talk about next week, Martina has her hand I have just one command, because I have discussed this with Owen, and so the Urm team as well, and we were thinking whether it makes sense to talk first with a documentation's sake
12:05:48 to do just a line, maybe content, or where they think it makes most sense to to have periods.
12:05:59 Just as a question. Yeah, I think that's a fair point I would, I would, I think.
12:06:08 Probably this group that gets together would be i'll call it it would be the best group of people to approach the Sig.
12:06:18 Maybe one of those one of the members of the group for the group in general could attend a documentation meeting.
12:06:26 But yeah, definitely, and then and again, I yeah I want I don't want to overcomplicate this either.
12:06:40 We just want to get some ideas for content together and then talk about how it could be integrated.
12:06:49 The documentation group. I guess so. We will kind of mention that.
12:06:56 Repeat what we just kind of mentioned again in Friday in finance meeting.
12:06:59 Briefly make sure Fridays attendees attendees will is brought up to speed regarding this, or if anybody who in Friday that may not be here today may want to participate.
12:07:13 It's got cables. Okay, is this this sound right Then a staffed.
12:07:19 What you would like this to perceive that you Okay.
12:07:28 Okay. So then we ready to move on to the next one. Yeah.
12:07:35 And I think next on the agenda is the export fund and budget discussion.
12:07:43 Now we started last week, and we didn't even because we're in all the time.
12:07:50 We didn't go into death. Yeah, so I have yeah we were talking about this last week.
12:08:04 It all relates to the feature. You x prod 1, 9, 9.
12:08:07 You build to import or export budgets we didn't have a wiki page for this so I created one.
12:08:15 It really needs to be revisited, because when we first talked about exporting funds and budgets, it was literally just fun funds and budgets.
12:08:22 And now we have expense classes and some other factors.
12:08:25 So today I'm. hoping we can review the details of what would be exported, and because the use cases I have so far are mostly reporting related.
12:08:49 And they're relatively. general I think so it's it's It's clear to me that userers want to export funded budget information.
12:09:04 But I want to make sure that the understanding of what's going to be exported is clear.
12:09:12 So that I know that that is actually what's valuable because there seems to be a fair bit of overlap between fund and budget information and order information and invoice information that makes reporting more realistic or more
12:09:33 relevant. And so I want to look specifically at the details of what's being.
12:09:41 What can be exported for funds, and budgets, and make sure that this is still or that this this cover was enough detail to make exporting funds, budgets valuable, and and has her hand up so
12:10:00 Maybe i'll let I just wanted to ask a clarifying question.
12:10:06 This was originally brought up for fiscal year.
12:10:08 Rollover correct in to allow us to download the funds and then be able to update our allocations and then upload it into the system.
12:10:19 As the Api for fiscal year. Rollover. Yeah, there was there.
12:10:24 Was it definitely? It was kind of twofold and i'm almost thinking it should be split into 2.
12:10:33 But it was about getting detail out, see? analyzed activity, and also like a big part of it, like you say, was bulk getting okay?
12:10:48 Allocations. But so the export peace is obviously just.
12:10:59 I think, mostly about analyzing information, whereas being able to import funds, her fund and budget info is more about bulk editing, and there might be easier ways to bulk at it.
12:11:14 But that's kind of a different question I guess But Yeah, this is just about what's being exported.
12:11:24 Okay, and it's, Really, it's all of the data So here here is a list of all of the fields I hope is big enough for people to read.
12:11:34 Is it legible versus a too small it's fine like fun, name, fun, code, Sess.
12:11:42 Okay, So the following are details from the fund: right name, code, status type group back unit, you know.
12:11:57 Transfer from and to restrictions external account number description.
12:12:03 That's all fund information you're exporting this information for a specific fiscal year is what the design is right.
12:12:13 You. you go to the ledger and you say export fy 2022 So, seemingly it's still valuable to give you the fund information.
12:12:22 The details about the fund, and then also the budget information which is name of the budget, which is actually just fun code, plus the fiscal year.
12:12:35 So this would be, you know, Abc. Fy. 2022.
12:12:43 The status of the budget, which could be active or closed, or frozen, or inactive.
12:12:50 Whatever case may be right. The allowable encounter and expenditure detail the date.
12:12:57 The budget was created. Maybe it's relevant the initial allocated value.
12:13:04 All the other values that you see in the budget initial allocation out of increase, amount of decrease, the total transfers total funding for the entire budget.
12:13:17 How much is encumbered, how much is awaiting payment, how much is expended?
12:13:22 The total value of that unavailable money. whatever is over-encomers, whatever might be overexpended, and then your cash balance and your available balance for that budget.
12:13:38 So just all of our summary details from from the finance application, and then the lowest level level of detail.
12:13:47 Here the most granular would be expense, class or expense classes.
12:13:53 If you have, you know more than one extense class on the budget.
12:13:58 So in this case we're thinking you would want a row for each expense class, because the expense class also has summary data in that we keep track of how much is encumbered against this specific expense class.
12:14:18 How much is the weight payment, how much is expended?
12:14:22 What that percentage of the total expenditure for the budget is.
12:14:25 So the idea is When this export is done.
12:14:35 You would have a row for each expense cloud. It was mentioned the other day.
12:14:40 You might not even want to export expense class information.
12:14:44 So that would be just sort of simple configuration setting to say this here.
12:14:56 So in your export settings, you'd be choosing the fiscal year, and you'd be saying whether you want all expense classes, or maybe just active expense classes or maybe just inactive expense,
12:15:09 classes. So the export would be based on that, or you want no expense.
12:15:16 Boxes, in which case you would just get at a list of all of your funds and budgets and you wouldn't get the expense basketball.
12:15:31 So. first of all, is it clear what data is being exported here?
12:15:47 Relatively clear. Yes, summary financial data. yeah it's basically somewhere in the financial benefit.
12:15:54 And and this is this so? And and you were saying, you know, bulk get it specifically is, is the bulk edit portion of this.
12:16:10 What mostly what was useful, and what you were ranking when you were ranking.
12:16:15 This feature, or is exporting this summary information actually going to be valuable to some of you believe it's valuable to export and analyze data, but also for preparation for fiscal year
12:16:34 rollover. Yeah, and this would definitely I mean you're you'd be getting all of these all of these bits of information, and you could run reports on, you know, encumbered value specific budgets or encumbered value.
12:16:51 Goes specific expense classes. If you get all this data out of the system, you could do seemingly a lot of things with it.
12:17:06 And I think in the case of this finance data there Isn't there, aren't so many data points here that it that we really require narrowing this down it.
12:17:23 It seems to me like there might not be a reason to export for each fund.
12:17:28 You know a list of funds that you're able to transfer from, and a list of funds you're able to transfer to.
12:17:34 But maybe there are use cases where you would want that in an excel file.
12:17:41 If you're getting all this budget data or you know the different acquisition units that are assigned to the funds. because there could be more than one acquisition unit has her hands up Okay, sure Heather:
12:17:58 Yeah, Yeah, So you're asking if it's clear as a my only comment is, there's a couple of times where the word is like encumbered.
12:18:05 There's like 2 different parts. for encumbered and I understand that's like 2 different sections. but if you're just downloading a spreadsheet.
12:18:11 It might be helpful to know which that encumbered is.
12:18:17 Does that make sense? Yeah, yes, yet. Yes. come in the chat.
12:18:58 I think our accounting department would like export of fund information.
12:19:04 Yeah, even the details of you're sort of your fund configuration there isn't I mean there isn't much My, it comes to fun.
12:19:18 So, and things like the allowable encumbrance the allowable expenditure.
12:19:26 I'm not sure that you're really me using those for porting digress and state about moving the maybe that's awful.
12:19:38 The other question I would have is this if we're exporting things in this way: you would be getting you're getting group information, but this is an export.
12:20:03 The group there could be multiple groups. So if this is fund you know, let's say this is history fund for 2022, and I have a handful of expense classes electronic print.
12:20:20 And the history fund is part of I mean it's a bad example.
12:20:27 But what what groups could the history find be? part of a monographic print monographs is to maybe you have a group for print monographs.
12:20:41 You have a group, 4 serials you have so you have a handful of groups, and this fund might be part of those different groups, depending on how you've set up your system.
12:20:51 I guess you may have multiple group assignments, or you may just have each fun.
12:20:56 Be part of one group, and maybe that is an important question here.
12:21:00 But In this case, if the fund was part of all the roots, you would get multiple groups here right now.
12:21:08 This export doesn't include an export of group summaries. So the one thing I guess, that I want to point out that is definitely missing Here, right now is an export of the group summary information in theory.
12:21:30 You could calculate it because you're getting a list of all of these funds, you know well at groups that they're a part of you could sort all of your funds by, group and you could summarize the
12:21:40 totals pretty quickly, but the system is not exporting the group.
12:21:47 Summary information and discussing his funds are linked to multiple groups, so which, you know could certainly be the case, and which would mean if we were exporting by the group.
12:22:07 This would look quite a bit different, and and you would end up with you know, if you have a fund that's part of more than one group, you would have that fund in this spreadsheet twice So you're kind of over reporting in a
12:22:24 way. If you were exporting that way we could certainly export group information. and I get us.
12:22:36 The question is, maybe is that as high a priority as exporting fund and budget data fund budget expectance class data?
12:22:53 Pretty pretty clear answer for, and thank you for that. but does anyone have?
12:22:59 Is exporting the group information really important to anyone speaking to another.
12:23:07 What do you mean by exporting the group Information? You just mean the name of the group?
12:23:11 Or do you mean the summary information I don't care about the summary information in this context?
12:23:16 But right? yeah, I was thinking this summary information. So the group, obviously the group detail will be here at least.
12:23:26 Yeah, what group this fund is a part of and all the different funds that you're exporting.
12:23:32 So you could calculate the group summaries if you wanted to but they're not being easily exported.
12:23:37 That's not the format that based on my understanding of the of use cases.
12:23:44 It's not the group summary information we're really looking for , That's right for me, and we could always add an export for group summary information if needed.
12:23:58 I mean it. doesn't need to be you know that that could be an extension of this.
12:24:02 But I want to make sure I have my priorities correct here, and Sarah has a question as well.
12:24:11 Yeah, though not a question so much is, I would say, that fund plus expense class export is more important to me because the group information is summarized. visibly within the the interface itself.
12:24:27 Expense classes. I have to drill down drill down to roll down, and so I cannot get at that information in the same way.
12:24:34 And so I would basically have to export it, to be able to to do anything with it to see it, whereas the group summary is already right there in front.
12:24:43 I mean, I kind of interpreted the group summary actually to be this.
12:24:50 The groups. The purpose of the groups was to kind of give this visual in the interface summary, right then and there.
12:25:00 And and so it's filling that need but the expense expense.
12:25:04 Classes are so buried it's so deep and they and you can use them on multiple funds, and you can never see them together.
12:25:12 Then, that you basically have to export them to say, Okay, this expense class, which is attached to this fund in this fund. What What am I paying?
12:25:23 You know, for the you know what what money is going towards this direction?
12:25:28 And then you would have to have an export, or you would be doing a lot of drilling and copying, and drilling and popping, and then creating.
12:25:38 I could do Google Yes. Summary: Yeah. you do see the summary of expensed class at the group level as well.
12:25:48 But you may have to create. I think scott is saying he's basically created.
12:25:55 Larger groups to get summaries of the expense classes.
12:26:00 So you you would. You may end up creating a lot of groups, I guess, or you, man, end up creating, you know really big groups of funds to see the exact roll-up that you want to see of of expense class detail in murder in
12:26:20 the interface. and it's great to see it in the interface. But you can't really work with it beyond that right in the interface.
12:26:33 It's just giving you the summary of all of the things that are part of that group.
12:26:41 But you can't easily manipulate it once you have it in excel.
12:26:44 You can you can maybe even combine it with other data that you've exported.
12:26:50 Say you've exported order information you might be able to overlay those things and get it a better picture of what it is you're looking at.
12:26:59 So the group. The group summaries are definitely limited in some ways.
12:27:08 Hopefully. they provide a good, a quick window into what's happening.
12:27:15 But yeah, that's okay. How I was interpreting the use of groups?
12:27:21 So the expense classes there's no way to get a good view of them, and that I can see, unless you export them.
12:27:31 I mean, I have an expense class that I have across 10 different funds.
12:27:35 So how you know, if I want to see that then I think an export and export is the only way, and then I can pass the information on.
12:27:45 I don't really care. Yeah, so you you can you could put those 10 funds in a group, and then when you look at the group you'll see the one expense class.
12:28:00 But it'll it'll be summarized for all of those, all the activity of that.
12:28:07 But I don't have just one expense class per fund I have multiple expense classes perfect, and then the same expense class across many funds.
12:28:18 So the group doesn't know me because the group is taking all the expense classes for one fund in the group I know about expense class within a fund.
12:28:32 It actually does summarize. So say you have 2 funds.
12:28:36 You have fund A and Fund B, and you have a print and an electronic expense class and fund A has print and electronic fund.
12:28:48 B. only has print when you put those 2 funds in a group together.
12:28:54 You see the total spending encumbered, and so on for the print expense class.
12:29:02 It actually includes both funds, because they both have the same expense class.
12:29:07 And then the electronic is is just the one fun because it's only a sign to one of the groups, but at the group level it's always summarizing all of the activity. still doesn't make sense to me because the fund that
12:29:22 has the electronic and the print. the group that is associated with it cannot distinguish between those 2 expense classes doesn't. It doesn't say, Oh, i'm only interested in the electronic one because i'm the
12:29:37 electronic group. Correct? No, it shows both expense classes.
12:29:42 But it knows that there's no spending for the other fund So when it adds it, everything up there's no additional spending for print from the other, fund, So it's just representing the one bit of expenditure
12:29:57 It's just summarizing all of the activity. for all of the funds related to that group.
12:30:05 However, I think, maybe a side conversation, because it seems like this is still relevant, and we don't necessarily need to export based on groups.
12:30:23 As long as the group data is here, meaning as long as you know that this fund is part of group one and 2, and 3, or whatever the case may be, at least for now and maybe in the future, if if we want to add more complexity,
12:30:41 to this export we could add some configuration for group data.
12:30:48 And as far as the details that are being exported.
12:30:56 Some of these fields like group could be multiple things, so there could be many groups.
12:31:03 There could be many acquisition You know right there could be many transfer from and transfer to, and those will be handled similar ways that we've handled like multiples in other exports like orders, or you have multiple
12:31:17 locations. You have the quotes, and we show that, you know.
12:31:22 But in a systematic way we we add those multiples, so that in excel or wherever else you could potentially,
12:31:34 Purse that in in different ways, easily, relatively, easily. so!
12:31:45 And you could use that to sort sort your data right? so I wanted to.
12:31:53 We have this we have this export of fun information. I want to talk about the export of invoice information.
12:32:03 Now a little bit, because this is where so obviously the the finance app and the fund export is showing.
12:32:16 General like your your summary of activity but it doesn't have detail about what titles were acquired for example, so you could see for a fund how much how much money's been spent.
12:32:32 But you don't know which titles actually make up that spending.
12:32:37 But if we combine that, and obviously you can export ordering information.
12:32:42 But order information at the moment. is all about committed money it's not necessarily exactly what was spent, and it's difficult to include invoice information in that export.
12:32:57 It's possible, but but exporting invoices actually would include your your actual spending.
12:33:10 So the invoice cost right, and the fund allocations or the fund assignments for the invoice.
12:33:19 So where the money was spent, not just where it was encumbered, but where it actually ended up being paid from which which could be different.
12:33:29 So it seems like the invoice application. is exporting invoice Information might be a better compliment to the finance export that enhancing the order export, and it's long winded way of kind of introducing this
12:33:51 but what we're talking about here exporting and voice information it's a very similar, very similar approach to orders.
12:34:03 You would run a search for invoices. then you would export the results to Csv.
12:34:12 And those were would include invoice data, invoice line data and related order data.
12:34:26 Possibly so very similar to how you are able to kind of select fields for the order export.
12:34:35 We would want to provide that here the same thing. But we want to include order data, because actually, we display a lot of order data in the Ui in the invoices Ui more more now, than we ever did.
12:34:51 Before you can. But so a lot of that, a lot of this orbiter data is already here for the Ui to possibly export
12:35:03 So what data are we talking about? So again? there are sort of tears here?
12:35:14 Because there's the invoice and Then there's the invoice line so similar to the way the order export works, your file would actually be showing a row for each invoice line, because you could have an invoice that has multiple
12:35:34 invoice lines. right? So the data begins with vendor invoice number.
12:35:42 There's bend or code. The status of the invoice is the date.
12:35:48 The variety of dates in was day payment due approved date, and then possibly approve by terms acquisition, units that are assigned to the invoice.
12:35:59 The note. don't feel bill to address the batch group assignment the payment date.
12:36:11 So if this invoice is actually paid, it'll have a payment day, the total units subtotal, the total adjustments, and the total amount as well as the lock total amount.
12:36:27 So these 2 compared portfolio, and might make sense to to export those as well. variety of fun distributions at the invoice level.
12:36:38 Adjustments at the invoice level. So these could be multiples.
12:36:41 There might be more than one fund, so fund distribution includes the fund code, the expense class, the amount of the or the value of the fund distribution, Whether it's a percentage or an amount, and then the actual amount So this fun
12:37:01 distribution. Same way it is with the export of orders pretty detailed, and there could be lots of info in that field Staying with adjustments, however, worth keeping in mind.
12:37:20 You can filter invoices by fine code and we made some changes there recently.
12:37:27 You can actually filter by fun, code, or expense glass.
12:37:30 And then, in theory, you could do this export for a specific if you wanted to know, you know, for Fund a what are all of my related invoices, and by extension of that what are all of the titles?
12:37:46 Because we have description here. What are all the titles that we've purchased on this fund.
12:37:54 You know this particular find for this time frame which might give you more relevant data that you couldn't get before.
12:38:07 So fun, distribution. Information is here a long way of saying that the accounting code, the vendor, address, payment method, some of the details of your invoice write the subscription checkbox, the export to accounting enclosure
12:38:27 needed their currency, the exchange rate, and then we get into invoice line in voice, line, number.
12:38:35 The description which is important one. This is where the title and information generally ends up right. If it's related to an order, this is populated with title information, the purchase order, line, number, if it is in fact related to an order and
12:38:51 then one of the interesting points was made. that it may not necessarily be related to an order so exporting orders to get spending information could be problematic because of that.
12:39:06 If we're if we're exporting invoices or invoice information.
12:39:12 You would get in theory all spending, because some of your invoices may not directly relate to a more director.
12:39:22 So then the subscription information has to the export exported the comments.
12:39:28 If there is one count number calico quantity, subtotal adjustments, total.
12:39:35 So same summary is now for the invoice line, because there could be some adjustments here and there could be, you know, set.
12:39:43 There will be separate totals for each endless line, spending in your fun distributions, because those can appear specifically on the invoice line and adjustment details, and then vendor reference numbers.
12:40:00 And I have. so I I if someone thinks that this isn't the bad way to ask this question.
12:40:08 But if there were data points here that you just absolutely don't think need to be exported, that would be helpful.
12:40:15 It's not I Don't think again. performance would be impacted too much by removing some of these data points, but ideally we can keep this as performance possible.
12:40:25 It seems that it would be valuable to export some of the voucher information as well.
12:40:32 So We've added voucher number here voucher status voucher, date disbursement number and disbursement date.
12:40:41 There's also a disbursement total in the voucher.
12:40:50 It's you know the voucher amount basically but are there any?
12:41:02 Is there data missing from here that you think is critical to be exported with invoice data?
12:41:11 Then it's just a point of clarification. So all this fill that you presented on the screen is something that potentially could be something that we can choose from, not necessary when you run it.
12:41:22 You will include all of them, right? so you can make choices.
12:41:26 Yeah, so you just like when you're exporting orders, you could choose to only export some of these fields.
12:41:38 You can make the selection before you create the export file.
12:41:43 But this, this is all of the possible fields you could export.
12:41:53 So at the moment. and maybe we can actually pause this here because it would be helpful.
12:42:05 You all can review this as well, you know, unless you have immediate comments.
12:42:12 But if you go to this wiki page, you can actually click on this diagram here, and you should be able to view it.
12:42:21 And look at all of these data points so you don't we don't necessarily have to have this happen right now.
12:42:27 But is really important to understand If there's data missing from this list that you think you really need to have right.
12:42:36 And now notable mentions there's only one you bit of info from the purchase order line really just the purchase order line number
12:42:51 It didn't seem relevant to export them the payment status, and maybe, or the receipt status of the P.
12:42:59 Ol but maybe that's something that's needed so think that's probably all I could really say about this.
12:43:23 But I really i'd really like to get some feedback on the data points that are being exported. and to understand if there's data missing from here that would make this functionality, you know, really useful to you all of a
12:43:40 sudden and ask, Can you put the link and chat, please?
12:43:43 Yeah, absolutely that Wikipedia page is linked to the agenda where there's a link.
12:43:53 I mean, let me go it's kind of like a hint like Dennis.
12:44:03 The title is included. Right? I thought I heard you say that.
12:44:10 Yes, So yeah, it's the title is added to the description of the invoice line.
12:44:17 So yeah, I should put this in brackets on. I think we have a comment about time.
12:44:29 Time may not necessarily be titled in Po may not necessary, be the one in the inventory.
12:44:35 This. Yeah, this is the title. Well, it depends. if you have a purchase order, line connected or not.
12:44:43 But that field is populated by the title field through pol so it's a good point.
12:44:49 There could be a discrepancy between what appears in the order and what appears in inventory.
12:44:57 But you should also have you know, if you noticed a problem with that or something you do have the purchase order line number can always verify the product.
12:45:10 Ids or just I guess you know, over the personal line and see what instances specifically connected to.
12:45:26 But we could you maybe maybe it's worth out putting the reference like the instance you Uid, or something like that.
12:45:41 If you want. If you wanted or needed a specific reference point to the instance we could, we could.
12:45:49 We could get that from the P. o l so maybe we'll leave this here because I think folks need to review this and please like maybe we can even say by Friday I know that that's a really quick turnaround but
12:46:24 it would be really, really helpful to know if there's data that you want to be included here.
12:46:32 Now. if not, I mean, we can look at adding more data later on as well.
12:46:36 But I want to make sure that this is as valuable as possible when it arrives.
12:46:46 So well maybe leave this here and I actually had one. more thing that didn't appear on the agenda that I want to talk about, and I need to run to another meeting as Well,
12:47:08 So this This has been on our list of enhancements for a long time, and it's gotten more complicated.
12:47:15 This is the ability to basically change the instance connection of a purchase order line.
12:47:23 And there's just one small change here that I want to validate that couldn't make this much more realistic for morning glory.
12:47:35 Let's say so. when you when you when you want to change the instance connection of a purse sort of line, the the most common use case for this that we had in our discussions, was that basically the order is connected to the wrong instance
12:47:59 so in that use case there isn't really a reason for moving some of the item records, or, you know, moving some of the related records.
12:48:17 If it's the wrong instance, presumably you just want to take everything and associated with the correct instance.
12:48:26 And more most use cases were that the order line was connected to the electronic instance rather than the physical instance.
12:48:38 Something like the format was different, or you know for whatever reason it's the wrong instances connected to so.
12:48:50 In the interests of kind of finding the thin thread here.
12:48:58 I want to focus in on that use case initially, because we did talk about some edge cases for maybe wanting to only move some like.
12:49:09 Maybe you have this order, and you've already. received 2 of the things, and you might not want to move those things the to as an initial approach to this.
12:49:27 It's. It would be beneficial to basically say if you change the instance connection.
12:49:36 All all related records will be moved and there are some details on how you can adjust that.
12:49:42 We don't want to leave some things here, and something's there create a bit of a spider web of potentially create a spiderweb of of bad references, so to speak.
12:49:58 And it's also originally we were looking at just having you edit the purchase order line and change the title connection.
12:50:15 And that actually is proving difficult because of how the locations and holdings in the location information of Poly come together, and how the front, the form has to validate that some other things.
12:50:29 It seems like it might be simple or more simple to just have an action.
12:50:39 For change, instance, connection, so that you could basically update your purchase order line to reference.
12:50:49 A Newman instance, have all of the linking taken care of, and then, if you needed to make other edits to that order, of course you could just edit the pol and and do those things separately.
12:51:01 So in this workflow we're thinking to simplify this change, so that you don't have to go through piece by piece and decide what locations to update to or holdings and so on.
12:51:13 So if we would basically create a new action, any actions many for change, instance connection, and we could protect that with a specific permission.
12:51:26 So there's some other benefits right if if that was an important thing to do.
12:51:31 We could make it so that only certain people can do this.
12:51:35 Once you click that change instance connection, you would then be shell on the select instance, search modal, and so you would do your search, and you would choose the instance that you want to become connected to Then we would display our change you
12:52:02 know the settings modal, which is slightly different. We still want to show you what instance this was connected to what instance this is now going to be connected to.
12:52:13 So the one that you chose to clarify that all item records.
12:52:20 If there are item records we will be moved and that we just need to know how you would like to treat the holdings.
12:52:32 Then we'll display. We want to display all of the items that are actually in question.
12:52:37 Here. So you know, if because there are items that are going to be moving, we give you that list of all of them, so you can verify.
12:52:45 Okay, Yes, this is these are the items i'm I'm.
12:52:49 Aware that all of these items are part of the P.
12:52:50 Ol. It makes sense if they're all gonna move when it comes to, and i'll get to questions in a second.
12:52:56 You just want to finish walking through this. So when it comes to how the holdings are managed, we need the user to give us some.
12:53:05 Input So you have 3 options here your I either moving holdings. So you're literally going to just take the whole linking records that were created for this instance that the items are part of And you're just gonna move all of that to
12:53:22 your new instance that's possibility number one there would be some protections in place.
12:53:30 There. There are other item records that are associated with those holdings.
12:53:36 This would not be an option. So basically, if for whatever reason there are other items that are assigned to the holdings that these items are assigned to.
12:53:49 You can't just move those holdings because it would move items that you're not intending to move so we don't want that to have it.
12:53:57 But a move would be a possibility if if all's valid. These are the only items on your holding, and you you would be able to choose to move holdings to the new instance, or you could use find or create so so based on
12:54:15 the locations of the holdings that these items are currently assigned to, you would find holding on the new instance that has that location, or you would create new holdings for those locations.
12:54:30 If there weren't any holdings. available so that's the finder to create the third option would be I just want to create new holdings for all of these items on my new instance, so looking at the locations again, that your
12:54:48 items are currently associated with you would create new holdings for those locations on the on the new instance, so that would moved all of the items to the new instance.
12:55:03 And from that point on the first order line, with Behave as if it had always been assigned to that instance.
12:55:16 The last possibility, though, if these holdings that you're leaving behind so similar to what we do in receiving.
12:55:25 If there are. If these holdings that you're leaving behind on the other instance, no longer have any item records associated with them, then you could decide potentially to delete those holdings while you're doing this, so, you could say
12:55:39 either, delete those holdings because they won't be needed anymore where you could say, actually, I want to keep those holdings on that previous instance.
12:55:51 So don't do anything into those holdings and i'll deal with them some other way at some other time.
12:55:57 So you have that option to keep or Delete don't know both.
12:56:05 Julian Sarah's answer I don't know who's the first guy.
12:56:11 So. Hi, this is Sarah. So so I guess a few things, and maybe Julie are thinking along the same line, too.
12:56:17 So first off you keep talking about items in the plural.
12:56:26 That might be just one. Yeah, that that is kind of that was sent setting off alarm bell. so.
12:56:32 And then so if the pil has to know about the item, it cannot be a another item, another poly.
12:56:44 So if there are 2 items, and then with previous pol and then now this poly.
12:56:50 But this polynomial, you know we had the print the print was fine. it's on the print record.
12:57:02 Now, my Cl. this this item it's going to know to not touch that other one.
12:57:09 Yes, okay, yes, and it'll protect the holding that that item is related to because of that.
12:57:16 Okay. So in this context it feels very much like we're talking about one-time orders, not about on point example.
12:57:26 Great. Okay. would this be different for ongoing orders where obviously, the could have had, you know, independent what's in the call that checked off?
12:57:39 So you have many, many many items over time that you've received on this Po.
12:57:48 Therefore it's a well, we can still quite our way to close every day isn't that having a little trouble hearing you, I think someone is not muted a little where I was going with that Oh, well at least you got
12:58:04 that? yeah, namely, you can manually mute whovana that's a little better.
12:58:13 Yeah, i'm still there i'm sorry I mean so so if if there's if the P.
12:58:22 Well knows itself to own multiple let's say use the word own own multiples of these items. Would I still be able to just take one of them, or would I have to do something else?
12:58:35 And then my other bring stuff out here, because I know we have no time, really.
12:58:39 And then how does this interact with receiving in the pieces?
12:58:42 Yeah, So it's going to it's going to update all the pieces.
12:58:48 Okay, and they're. related. items and that's how we kind of know what to touch, and why not to touch, because they're related to a piece.
12:58:55 So it's it's kind of a waterfall you're making this change, the pol and it's going to filter down through all of the related records so in the case of an ongoing order where you
12:59:07 have, and and it wasn't really clear, whether that was a common going to be a common workflow. But assuming that this ongoing order is related to the wrong instance, even if you have received things, presumably you would still want them
12:59:28 to move to the correct instance. So and maybe i'm wrong about that.
12:59:37 But that's kind of rugged I guess but yeah yeah. So in the edge cases, I mean, you you could go into inventory, and you could move.
12:59:47 You can move item records and hold these around individually, and as long as there were seeds.
12:59:54 That shouldn't it was causing some problems but I don't think it causes problems the problems.
13:00:01 It was causing anything more so I mean if they're resolved from acquisitions perspective, and you move them around that shouldn't cause other problems with your order.
13:00:10 But so it is really, at least at this stage of doing this.
13:00:18 The thinking is we should be more conservative, and focused on this specific use case so that we're not potentially causing, like, give you flexibility that you want, But then ultimately causing a bunch of other problems down the
13:00:35 road. So this is very focused on you're moving at all or you're not changing the instance connection, you're just kind of finessing things in the inventory app Then as we are at 2 o'clock.
13:00:52 Can we contribute you the discussion? and on Friday since Julie had to leave early?