12:00:21 I think we're gonna allow another minutes to get more people to allow people more people on joining us.
12:00:23 I have to open my do that real quick
12:00:34 Alright!
12:01:09 It's one oh, one the clock on my computer.
12:01:15 So I guess is tennis here, so I guess
12:01:24 I want to. official welcome greg from a cananga incorrectly.
12:01:34 Please forgive me college in Canada great kindly agree to
12:01:43 Join us. to talk about share is a physical year. thanks a rover experience.
12:01:47 That took place recently. So I just want to say thank you.
12:01:55 So much. I hope some of you reach out to him.
12:02:01 Give your specific question, or or you may have some question as we listen to.
12:02:08 Greg's presentation and we do have a another agenda. if I mean another item on agenda, we can get try to get her if we could.
12:02:18 But we gotta try to address this. any question you might have or any question you come up with doing in today's meeting.
12:02:29 So. Dennis, it stands here
12:02:39 I do not see Dennis. but then again, sometimes I just looking at the participants, overlook
12:02:46 People went there actually there. So yeah, Okay, I guess I sometimes do. I get multitasks not as easy as it.
12:02:57 One might think I don't know if you want to say anything, Dennis or are you venus before we bye great to get started with this
12:03:16 Let's get started I i'm excited okay thank you Okay, Great.
12:03:22 If whenever you're ready, in the 4 is yours sure well thank you very much for having me, i'm not sure that I have a presentation prepared necessarily.
12:03:32 But we can certainly kind of go over who we are and what we experienced, what we broke, and how maybe you can avoid breaking things yourselves.
12:03:45 It wouldn't be. any sort of library talk if I didn't give you brief background, spiel about you know who we are and how big we are.
12:03:53 So we're open aug in college located in our largest campuses in colonial British Columbia.
12:03:59 We do have 4 campuses. but all our technical services functions are centralized here.
12:04:07 In colonial, or primarily a 2 year college, with a full time enrollment of about 5,000.
12:04:15 Given that all our services. are centralized i'd say it's. you know we're relatively straightforward in terms of how we manage our collections.
12:04:23 Budget. really. 70% of that right off the top is tied up in database subscriptions, and about 20% of what we have to work with.
12:04:33 Be those kind of individual selections that are liaison.
12:04:38 Librarians are making in there subject areas given that we don't have a lot to work with.
12:04:46 And some of the lines that subject librarians have to work with are really thin.
12:04:51 To begin with, we've never really been in the habit of carrying over encumbrances.
12:04:56 We've really tried to shut things down, especially for physical items where, when we actually receive them, might be a little up in the air, we tend to lock that down and start of february just to ensure that by the end
12:05:09 of March, when our fiscal year ends. everything that we can expect to come in the door as this here.
12:05:18 I think we have one * dollar book that has slipped through the cracks and did properly over
12:05:25 But otherwise we kind of right rather than deal with what will happen during a Rollover with encumbrances.
12:05:32 You try to start with a blank slate for our librarians.
12:05:36 Every new fiscal. This works fairly well just generally because I think our fiscal closes right around when the winter semester winds up.
12:05:48 So there's no real need in fact, a lot of our you know sort of last minute push purchasing is much more focused on you.
12:05:56 Books and things. I think I may also take a moment to explain how we migrated to folio from voyager To say that it was fast tracked would be an understatement.
12:06:10 We signed a contract with folio in February of last year, and we were live by the end of May.
12:06:18 This also coincided with a number of library tech retirements unexpected maternity leaves that sort of started as brief maternity leaves. and then we're fully extended and you know, trying to
12:06:30 find staff willing or qualified people willing to relocate to Canada's most expensive retail or rental market.
12:06:38 All these sorts of things. I have been part and parcel with our journey, so I think a lot of maybe where we're at is sort of
12:06:45 I don't wanna say ad lived but sort of seems a lot of what we've done is sort of on the fly, and we still are figuring things out as we go in some cases.
12:06:59 Maybe i'll pause there to see if there's any questions
12:07:07 I don't see any questions you'll come in Yeah, perfect. okay, So in terms of actually performing the role over itself.
12:07:19 We were satisfied with the documentation and the Docs portfolio dot org section
12:07:28 When we actually did the roll over the 2 library texts that I work with.
12:07:34 Just kind of hover over my shoulder, and we talked through.
12:07:37 You know, basically, kind of point by point. that fiscal year rolled over.
12:07:45 Information. That was the question posted to slack about whether we tested first in a test environment. and unfortunately, I've been thinking I would have gone ahead because we did migrate to keyword sort of in a
12:07:58 similar timeframe with our fiscal year end but it didn't occur to me to test it in that test environment while it was active, and then it had been decommissioned by the time I really wanted to take advantage of
12:08:10 it. So if no potential take away that is, do keep that in mind.
12:08:16 If you do have access to a test environment that I would recommend using it.
12:08:24 The documentation mentions to take a screenshot of just gonna try to share my screen.
12:08:36 Do the right one. You should be looking at our A fully Osc.
12:08:39 Screen. So we learned maybe a few things here like it does seem relatively straightforward.
12:08:50 The roll over process itself. I think one of the things I may be learned.
12:08:55 Is My focus was mainly on the bottom line at the end of last year.
12:09:01 How much we spent, how much we had encumbered, and how much we could try and get in the door, maybe with like last minute ebook purchases and things like that.
12:09:11 So maybe that idea, combined with that notion that we are sort of still developing our workflows and understanding the sort of wide variety of options that are available just in terms of ordering and finance and
12:09:29 invoicing. yeah. kind of paying attention to me to be more of those granular details wasn't as much on my radar as that bottom line.
12:09:39 What did we learn so relatively straight ahead? creating a new fiscal year?
12:09:46 Appropriate coding is all explained in the documentation that worked well for our budgets.
12:09:51 We are only using 4 different fun types. and you know unfortunately, we don't get to bump those up at least we don't have to bump them down, so we didn't do anything with adjusting allocations one
12:10:05 thing that we did learn, and I should have done is that at the end of the last fiscal year, rather than transfer money between funds, we just started tinkering with allowing encumbrances and
12:10:19 expenditures in over spent lines to account for those selections that were gonna be above the initial allocation.
12:10:30 What we're left with now is about and her collection clients There's about 50 of them a lot of which have been adjusted just to again account for last minute spending.
12:10:42 So if I had to do over I would definitely set my allowed encumbrances back to 100% we're gonna have to do that manually.
12:10:53 As we sort of approach that time of year when lines tend to get spent out, because if we look at something like our anthropology line, or something that we have to bump up to, 125% encompasses
12:11:06 and expenditures to allow for overexending.
12:11:09 Those are still set to that 1 25 and the new budget.
12:11:17 Otherwise we don't have any ongoing or subscription encumbrances that we're tracking in folio.
12:11:24 Hopefully, you can get there sooner than later. And what we did end up doing when we actually follow through on our rollover as we did break something somewhere along the lines.
12:11:40 I have a very high priority to your ticket that i've been following closely this week, and unfortunately, I don't speak enough of the programming language to have a guess as to exactly where we went wrong, but it looks like I
12:11:53 think maybe by not checking some of those Rollover encumbrance options.
12:12:00 I think we may have tried to force through or somehow generate null values in our new fiscal year, which folio didn't like.
12:12:11 So when we tried to open up we call it our adjustments ledger to kind of account for things like taxes and shipping and mark records it just we'll go into an endless timeout.
12:12:22 We can actually open our budget from the fiscal year screen, either. Where's another one that I want to share it?
12:12:32 I know. so we broke something It looks if i'm again, reading or interpreting G.
12:12:39 Roy correctly. It looks like it could be something that other people might accidentally choose to doing their role over as well.
12:12:51 I didn't save so we're in kevin hot fix whatever the latest one is.
12:21:24 and you have. Yes, Greg, I just wanted to make sure.
12:21:33 I understand you have 2 ledgers. One is subject line at area allocations, and the other one is adjustments.
12:21:41 Do you use purchase orders to process the adjustments, or are they just like in extra charge on the invoice not necessarily attached to a purchase?
12:21:51 Order. So we, when we get billed for mark we do put them in purchase orders.
12:21:57 But we've kind of started discussing whether that's necessary. Okay, yeah.
12:22:06 But so are your invoices mixed with the purchase orders for adjustments and subject area allocations?
12:22:13 Are they separate invoices altogether? so tax will be the same.
12:22:19 Invoice those instances, but when we do get in voice for mark it's always separately.
12:22:26 Shipping and freight would be yeah also so this one Yeah.
12:22:35 And i'm open to feedback about how we've set this up for sure.
12:22:40 Oh, i'm i'm. not questioning how you have it set up , I've been testing and our testing is not working, and part of the issue is, we have 4 ledgers.
12:22:52 So what I was trying to understand is if your purchase orders. cross the ledgers purchase orders cost.
12:22:59 Let's see if I can yeah might be nice to look at an example purchase order line.
12:23:08 So given. Yeah, also are working with the Gobi Api integration.
12:23:13 So we have a lot of one line purchase orders.
12:23:19 There was a question in the slack about, although, potentially rolling over, awaiting receipt, which we can also get to
12:23:28 What would be the most helpful to look at something that is fully paid.
12:23:36 Could you maybe filter for the adjustments ledger?
12:23:41 Something like the fun code. Yeah. something that has that code on it.
12:23:47 Sure,
12:23:50 And maybe not M. If Mark is always done separate, .
12:23:57 And yeah, tax would be great. Yeah, so no specific order lines as I suspect, and I don't think because, however, the invoices
12:24:21 Yeah, Nothing separate for shipping and freight, either.
12:24:28 So i'm not sure that's helpful or not So do you? Do you have, Do you add that fun code for tax?
12:24:37 Or shipping to the purchase order, or you just add that to the invoice.
12:24:44 Good question,
12:24:50 Oops,
12:25:12 Sure,
12:25:20 Alright,
12:25:35 Right so they're in the invoice yeah we've got some tax information
12:25:50 So there's definitely a mix of a mix of ledgers in your invoice data.
12:25:59 Yeah,
12:26:04 And again open feedback, like we set this all up really quickly, and and
12:26:18 Any other. thank you. So another thing that was posted to and the slack was a question about orders that have been invoiced and are fully paid, but are awaiting received.
12:26:38 That that's what I have this kind of part and parcel with our staffing situation for the last year is that you know we have been asking one tech to do 2 jobs for a lot of this.
12:26:51 And so we have kind of an uncharacteristic backlog of things, too.
12:26:55 Got tune, so we do have a fair amount of ebooks that have yet to be like their in the system.
12:27:05 They're turned on and epsil holdings management and everything so they're accessible.
12:27:10 They just don't have corresponding full catalogue records in our inventory yet.
12:27:19 But i'm happy to report that none of the encumbrances, or we didn't have anything strange happened by rolling over these sorts of things.
12:27:27 So on. our hey? Books are awaiting received at the bye bye, totally paying them on the invoice aside like we're not seeing any, and conferences or other strange.
12:27:46 Go ahead, hey? Yeah, I was the one who asked the question.
12:27:50 We also have a a sizeable backlog because of staffing issues and various reasons.
12:27:57 So. So these orders were open when you rolled over.
12:28:03 Okay, And they were. Did you are they checked to to re-encumber like I don't know
12:28:18 I think you have to look at the order versus the order line.
12:28:22 Thank you, and we'll do that going under under my actions menu, , This is always tough to put someone under the hot seat Click!
12:28:35 Here click here, you're doing well, all of these things like typing with an audience there. So they were they were labeled not to encompass them.
12:28:48 And then, yeah, we may or may not have been consistent with.
12:28:51 This is one thing that we do have to kind of work out internally, because if I look at are lines that are reencumbered versus those that aren't it sort of looks like we used a template a long time with one
12:29:02 option, and then switched up the template something different and I haven't been super concerned about it just because we don't typically carry anybody from one year to the end.
12:29:14 Next So yeah, And maybe, Dennis, this is question for you.
12:29:20 Then, too like, if cause we do have, they are checked to re-encumber.
12:29:23 They are fully paid, but they are awaiting receipt.
12:29:25 So we have a theory that they're all gonna re-encumber when they roll over.
12:29:30 But maybe that is not correct. No, that's true that's True.
12:29:35 Yeah, as long as the order is open and the re-encumber Chicago is checked.
12:29:44 The the a new one. Conference will be created for the new fiscal year in the event even though they're fully paid. But even though the P. O. L.
12:29:55 Status is fully made. What the pol status changing would do in in the current fiscal year would be release the encumbrance, but because it's already fully paid when the incumbents is created the incumbents will the
12:30:10 new encumbrance will be created as unreleased.
12:30:14 So you can, you would manually release it, or, if you ultimately paid an invoice against it.
12:30:21 It Would you could release it that way? There are few ways to release an encompass.
12:30:28 But if you do end up rolling over without creating an encumbrance because of this toggle, maybe you missed, and and we're an incumbents wasn't created for the current fiscal year because that box was
12:30:43 on check. you can also unopen the order, reopen it.
12:30:49 That is currently the only way to re-encumber something.
12:30:55 We don't have an we don't have an action for re-encumber
12:31:04 Alright. So this confirm is that we will need to call all these purchase orders manually to prevent them from reincarnating.
12:31:15 Well, if if you if you leave the box unchecked well, they're already I mean the boxes is checked.
12:31:24 Yeah, So if you roll them over, they will be re-encumbered. if you're if you're re-encuming that type of order, I guess yeah, I mean we created them as as firm orders it's just that
12:31:34 we're behind. So do follow up just onto the so in theory Kristen in in theory, right?
12:31:46 I'm not saying you should do this in in theory you could find them all open uncheck.
12:31:53 I mean un open, unchecked, and then open again.
12:31:56 Right, Dennis, in theory, and then it wouldn't roll it would it wouldn't income it would roll up and not encounter.
12:32:06 I think the you might if all you're you're waiting to do is receive them.
12:32:14 Then you might just wanna close those orders. that's.
12:32:22 What we're gonna do is you have to close them I I don't understand the they use.
12:32:25 You can go. Why, they didn't close when they're fully paid.
12:32:29 But you know, right but I don't understand what the use cases for the business.
12:32:40 Logic I guess is like why wouldn't we why wouldn't they have to like Why, wouldn't it have been set up so that they could just close when they're fully paid.
12:32:46 Because now we're gonna have to manually close 4,791 orders, or something like that
12:32:56 It has to be paid for it, and it has to be received.
12:33:00 If receipt is not required, then once you finish paying, it can close.
12:33:07 But I understand what the business logic is I just don't understand why the business function is set up like that.
12:33:11 I guess, because if you don't want to receive if receiving is not important to you, then you say I don't want to receive
12:33:23 We're still going to receive it eventually we just need to We can't receive all these items before fiscal year roll over.
12:33:29 I mean, I think it it also probably is. This is a really good use case for having like a bulk close.
12:33:38 Or even I. We We probably need both mechanisms for a lot of things, but opening and closing, you know, for scenarios like this, where you you just wanna take one specific action on thousands of borders definitely something We
12:33:54 could do. The bulk receive is another one. that has come up several times, and either I've I've created my whole invoices, or a way to just say, receive all
12:34:08 I think, is the most common one I think there's still a few hands up here as well.
12:34:19 Sarah maybe has another comment, or or scott I I have another one, but I can't think of it now.
12:34:26 So go ahead, Scott. Sorry i'll think of it my my next question is Jessica cover the full or the remaining balance on the So if you if you accomplish it at $50, you paid it $48 is
12:34:41 that $2 going to move, roll over or is $50 going to roll over, or 0 roll over if it's marked fully paid.
12:34:50 So it it depends on your choice. You You have the options there for the different types of orders.
12:34:58 When you decide they're gonna roll over whether you're encumbering, based on the remaining amount encumbered or the initial amount encumbered, or the amount expended.
12:35:11 So when you choose amount expended, the system looks at the invoice totals basically from that year, right.
12:35:24 And then, if you're using the initial amount then it doesn't really matter what's currently encumbered it's looking at what initially was incumbered for that order and it'll you know redo that
12:35:34 encumbrance or it's looking at what's remaining. So maybe you have a one-time order where you've received 2 things and paid for 2 things, and you have 2 more coming whatever is still encumbered okay, so
12:35:50 It's just like as remaining and conference is checked well, and I want remaining a conference for everything.
12:35:57 It's not received that's not paid but I for things that are paid.
12:36:00 I do not want any encompass. and so I I it's going to re Yes, I see Chris's comment.
12:36:09 There will re-encover, no matter what and and
12:36:17 I can say that's doesn't make a lot of sense to me sorry.
12:36:24 So. what were you saying? The distinction was there of?
12:36:30 There was some that you want remaining, some that you want initial, an unpaid order.
12:36:36 I want to roll over with this following conference: Anything is not This is a fully paid order.
12:36:43 I do not want to roll over at all and and I understand that the business logic as it was set up, and we and Kristen can correct me if I'm wrong about this.
12:36:56 But I think we have a very real need to have receiving check.
12:37:01 The rece receiving required checked, because it facilities the actual receipt of the material in a way that if you don't check that, you have to do a lot more steps to to actually receive something
12:37:19 Check it in in order to get it out of the on order steps So that's not a really sustainable workflow.
12:37:27 So the receiving workflow. works Well, it's just that it's tied to encumbering when you roll over where it's Yeah, it. it I guess the expectation when we went through the use cases was you would
12:37:44 close the order, and in the you know it was cut it was more perfect world.
12:37:51 We didn't really talk about this scenario where you come up to roll over, and you'd have some things that were fully, payfully received that were obviously closed.
12:38:00 Some things that were fully paid, and but not fully received that you wouldn't close, or that you hadn't closed that you would want to roll over slightly differently.
12:38:12 So I think we we could add some logic to look at you know if the order is fully paid.
12:38:16 But it's still open it shouldn't the incumbents shouldn't be it shouldn't be reencumbered like we could get into this nuance but yeah at the moment it's more broad
12:38:32 strokes and that it's just if the orders open, and you've checked that re-encumber box.
12:38:40 It will ringcover if it's closed it won't so, Dennis, if you close that order for item you already pay for it.
12:38:52 Won't affect receiving right you can still receive it correct? Yeah, and I think that that was one of the stipulations.
12:38:57 Was, we need to be able to close in order and still receive against it.
12:39:02 For this scenario Unfortunately, in in retrospect it's It's also difficult to close lots and lots of orders all one time.
12:39:15 It's it's a pretty manual process so I understand the frustration of having thousands of quarters that alright.
12:39:23 And then we need to close. would be time consuming and frustrating.
12:39:31 I would say, make sure it's on the bulk edit use cases if it's not already, and I can dig out that wiki page.
12:39:40 If you need me to let me know
12:39:51 So I did remember my question from before, because so so both Craig and you said that you use Gopi integration rate, or Api ordering, and the the Chicago too.
12:40:08 I forget Kristen or Scott? or did you say the Api?
12:40:13 Yeah, no, we had to turn off the api we used to use it, but we had to stock using it when we went to folio because of the ispan matching problem.
12:40:24 So I think when we get to it's a lotus where that we have the option to turn that off.
12:40:27 So probably after this fiscal year, we will go back to see if we can get that or re-encumber being checked off at the order level or not.
12:40:42 And I was wondering. So craig so is it on the Api gobi api volio worksheet setup side that you say don't do it, or is it amory a thing with how you set it
12:40:58 up somewhere, or Dennis, you set it up somewhere on the Gobi on the folio side to say for goby integration.
12:41:05 Don't check that off or do check that off
12:41:12 I don't have an answer for that sorry Dennis or Amrium hooking.
12:41:20 It was just interesting, because Chicago had it on and I thought they were both using the Gobi Api.
12:41:27 So I was wondering what the difference was. but obviously I have it wrong about Chicago.
12:41:32 Let me just double check this for yeah Well, i'll say that number title.
12:41:38 Yeah, I mean we want to ring from our one time orders If they're open in general, because you know like we order, for example, our East Asian collection.
12:41:50 It might take a long time to get items so we might place the order.
12:41:57 They'll be open for many months. and so we do you know that part is useful to be able to re-cumber, and if we had been using the grocery api i'm pretty sure that that was checked
12:42:08 because we did a little bit of testing with it but it's been a long time
12:42:11 Yeah, it it's essentially just a field that you can map.
12:42:18 Then you're probably not using a local data like you're probably not using custom data from Gobi to map that you probably just so setting a default of either checked or unchecked.
12:42:28 And you might do that for certain order types and not other worker types.
12:42:35 Cause yeah, in the goby configuration you could it's It's basically an option.
12:42:41 So you can say for re-encumber, use the default of checked, you know, for all for all of this type of order.
12:42:52 Or or you could have it be set by some local data field in the in the Gov data.
12:42:59 But I I know I would imagine most folks are just setting a default of either Re-encumber or do not be encumber
12:43:17 Okay,
12:43:34 So i'm not sure if there are no other questions
12:43:47 Back to, or maybe I miss something in chat
12:44:00 I wanted to mention. So we we have one other thing on the agenda here to look at, which relates to this fiscal year roll over conversation. and we sort of been talking about this a little bit absolutely about processing
12:44:18 invoices against previous fiscal years. you know, making payments against your previous years budgets to primarily to balance things up post roll over.
12:44:39 So I want to talk a little bit more about that functionality.
12:44:44 But I also want to mention just about the user acceptance testing that's coming up Monday of next week is Labor Day.
12:44:57 I believe, so at least in the United States is it , , You're a month off i'm labor, Danny in the Us.
12:45:15 I don't know when it is in Canada if you have believe her name. That's in april.
12:45:19 But . September isn't it Okay, but May day in in Europe as Labor day is it in Canada, too, .
12:45:35 I was thinking, Did we get to September already, and I missed my birthday?
12:45:41 No, okay. you're not sure What I was looking at first, So Monday is not a holiday.
12:45:48 I want to go back to that women's day holiday that Europe has.
12:45:58 So Well, maybe That's good news and that is that is that it's not holiday, but good news because i'd like to start the Uat Monday and next week if we can't so I was worried that
12:46:09 that might be a holiday for some but it's not Then this is a lot more straightforward than I thought it might be, and it I think it is probably worth putting all these things together in a in an acceptance.
12:46:31 Testing run. So we have the the updates to managing the voucher export.
12:46:39 The actual export of invoice data. and those 2 things relate to each other.
12:46:45 Obviously you need to have some invoices created to be able to test the batch export.
12:46:53 So the export of invoices and the export of vouchers you're gonna need to create invoices, for so my thinking is at least those 2 will be together.
12:47:06 And maybe we'll have a separate uat for folks that just want to participate in the finance export. so exporting fund and budget information to see csv and I was gonna take a quick poll here But our
12:47:30 our are there people who would like to test all of those things
12:47:41 Maybe just use the thumbs up reaction if you would.
12:47:46 If you would likely test the finance, export and the invoice export
12:47:56 Just wondering. just wanted to get sort of a ballpark of if if for the most part you'd be interested in testing both, maybe we put it all together in one testing session in the chat.
12:48:09 You've got 3 yeah that's all
12:48:22 Okay, So yeah, 4 or 5 people here, at least from different groups that are interested in testing both.
12:48:32 So maybe it makes sense to to just run this testing at the same time.
12:48:41 And a lot of the data is going to be sort of related, because your your invoices you have to pay them.
12:48:48 So you're gonna end up with payments and credits against some of your budgets, and that might make the export information more colorful.
12:48:56 If we kind of string this together, and we have, and we test each export in sequence.
12:49:06 So that's helpful and there was also a question we've been doing some performance testing on exporting invoices exporting around 40,000 invoice lines at a time.
12:49:24 And this might be. Maybe this is maybe a difficult question to answer before you've actually had a chance to work with the invoice export.
12:49:33 But if you know, Ballpark, how what kind of volume of invoices you would be exporting!
12:49:39 It would be helpful to know that, and maybe that you can put that in slack.
12:49:46 And I might add a question to you and just to remind folks how many, how many invoices in voice lines you think you would be exporting to satisfy your use cases.
12:49:59 So at the moment we're testing with about 40,000 which seems like fair number for a specific fiscal year.
12:50:09 But if we're if we're off and we want to test with more, it would be really helpful to know
12:50:23 And if you're you probably I think most are familiar with the format of testing, but there will be a Google form just basically a series of questions that tells you where to go.
12:50:35 To do this testing explains how to log in and how to run the tests, and it'll just ask you for some feedback about what you observe while you're running the tests. and Maybe you know some general feedback about what you think
12:50:48 of that functionality or that workflow, and whether it be useful.
12:50:53 So it's gonna be very it's gonna resemble previous testing sessions.
12:51:00 All discussion around. it will happen. Yeah, in a specific slot channel, Sarah, you had a question. Yeah.
12:51:09 So in Scott also asked, 40,000 invoices or invoice lines.
12:51:17 And then you send in voice lines. so then I was I mean that's how like a lot.
12:51:20 But then, I'm, how does that work then for the 5 colleges?
12:51:25 If we all, is it 40,000 in total for all of us that we should be thinking about?
12:51:29 Or can we think about each individually so I guess it's this would just be a question about how many you would export one time.
12:51:38 So if you're whatever your use case is yeah at 5 colleges, you might filter down using the ac unit first.
12:51:46 So you would filter down to your invoices and then export them.
12:51:51 Maybe you would want to export all of them at the same time.
12:51:55 In which case, Yeah, maybe it's much much higher number no, I mean we would each do it individually for ourselves.
12:52:06 But I was just trying to picture how this would work. so like if we couldn't do that right right right? so, and we're just trying to get a gauge of the performance.
12:52:22 It's just the way that this has been implemented X.
12:52:26 Exporting, exporting phone invoice lines is taking about 4 and a half minutes.
12:52:34 I think I have to look back at the test results but it was in that sort of 5 min range that you have to wait for the export to be finished, which, you know, if you're doing this kind of once a year, if
12:52:46 it's if that's all of your invoices for the year, or you know once in a while 5 min seems pretty reasonable for 30 min, would be a lot less reasonable I think but when we know if we know you know in
12:53:00 general, what kind of the the Max amount of invoices would be If it's a 100,000, it might be closer to double that time.
12:53:10 It might be 1012 min that you're waiting for that export to be done, and maybe that's still a reasonable amount of time.
12:53:16 But we should. We can talk about you know the test results as a group and see if that's acceptable.
12:53:25 So yeah, helpful to know
12:53:38 So we've got about 7 min left before the top of our
12:53:43 That is sweet. continue the other genuine i'm not sure. We're gonna have time here with 7 min.
12:53:56 It might not be worth getting into this while we have Greg here, and I don't want to put you on the spot to to find any means.
12:54:07 But the the functionality that we were going to discuss here is about making payments.
12:54:12 After fiscal and roll over is done. So have has.
12:54:18 Have you guys? are you? Are you finished all of the work that has to be done against the previous fiscal year?
12:54:27 Or you know, in your scenario. are you? Are you keeping?
12:54:31 Are you thinking about some way to to correct last year's budgets?
12:54:36 Is that something that you need to be able to do, or view?
12:54:42 Try to avoid that by resolving things before roll over.
12:54:45 Already as much as possible. Yep, and then there's always I guess a little bit of a question like we we can say, like all these canopy and voices that I was chasing down at the end of last year or the end of the
12:54:59 fiscal say technically, you know, for go by the date on the invoice belong to last fiscal, but we'd have to track them down in our in our account payable system to see whether they actually got applied to that
12:55:16 year or not, so it's minimal enough for us that we're just kinda putting it in on that the new year, and assuming that just kind of playing it conservatively.
12:55:30 I guess, but otherwise we don't Have anything else that should be tripling in that we go in put against it the last year.
12:55:39 Great in that case, in a scenario just describe, if your accounts pay will put it against the previous fiscal year.
12:55:45 But you already close. Then what do you do that's a good question. it's, I guess, helpful being a small enough shop that we can kind of make.
12:55:57 Well, I guess yeah, I haven't thought of that no it is the difference of less than $1,500.
12:56:06 Probably so. it is the sort of thing that i'm probably if it was gonna be time intensive to finale and into the last fiscal year.
12:56:17 I would probably just try to keep it in mind rather than open things, and so sort of a an acceptable, acceptable risk that will probably cause you some may be something you may have to deal with in some way download if you have, so, if
12:56:40 you have functionality that allows you to add invoices to last year.
12:56:43 Sounds like It's definitely something you you might use potentially cause it is as much as you try and possibly get yeah, everything that you need.
12:56:55 But just with our ordering structure we do also kind of build in enough time to hopefully, make sure we're not going down to the wire for a lot of those instances.
12:57:09 So so for us we're trying to as I say shut things down ahead of the clothes.
12:57:17 Yeah, Well, thank you so much for Green to come in share with the group here above your experience.
12:57:31 So much Seems like I could well you know it's. We haven't been given the all clear.
12:57:41 But things are working enough, going in and doing things so that's help.
12:57:46 It has been a couple of weeks of again likely it's our down season, so hasn't been too disruptive.
12:57:55 But yeah, yes, thank you so much. I guess. if no one has any further question or comments we can end a couple of minutes early.
12:58:11 Oh, I just remember that. The The app interaction question about feel protected permission.
12:58:19 I mean feel. What was that? gosh! I brand that I was posting yesterday.
12:58:26 Sorry it was Field based permissions. Yes, thank you, Martina Field, based on permission.
12:58:33 So if you would, guys would take think about it and then see what it is, is something that's important and good to have for your work full for your library if you would share if there's enough images we can discuss.
12:58:48 But if you don't feel this apply or important to you I guess you don't have to spend too much boat.
12:58:55 But apple into Action Group is trying to gauge
12:59:00 How important this is to you know, folio by price we've We've got one almost example I think in the vendor records.
12:59:12 And then the user records the the thing that lets you see the passwords or not.
12:59:19 So that's one small one that comes to mind and I Don't know if that could be a model if more is needed in the future.
12:59:29 Every time we talk about adding another layer I just think about how the complexity that the acquisitions units have given us already, and then to have more on top of that But we'll save that for another day
12:59:52 Alright and your there you are. Thanks everybody Well just just keep wondering about this, and then how maybe have some more conversation later on.