12:00:36 just wanted to say, Hi, everybody! let's give it given that another minutes to allow people to join in
12:00:53 Just on the quick reminder that please meet yourself if you're not talking.
12:01:01 That will help cut back on the background noise. Thanks,
12:01:37 And I also mentioned that it's a account of reminder that we have a next meeting is this Friday.
12:01:46 Unless Council I haven't heard any anything else otherwise so we should be on this Friday
12:01:58 Dennis should be here in just a minute. I just finished a meeting with him.
12:02:02 Thank you, Emory
12:02:09 Dennis that he would like to review what we discussed the last Tuesday of creating voice automatically from precious order.
12:02:19 He has, I believe he has new markets, that he would like to share, and then get people's feedback. So that's what That's probably how we will start. and then he has another one that he would like to discuss if
12:02:32 we have time is processing voice against previous previous fiscal years.
12:02:40 That's what we have on today's agenda
12:03:11 I think I just saw Dennis pop on the screen.
12:03:15 Dennis. I just remind everybody about this. This Friday.
12:03:18 We have meeting, and then the 2 attendees we have on the jet agenda.
12:03:26 So whenever you are ready
12:03:38 Sorry I I just joined spelling. Caught the last half of your sentence.
12:03:44 There. We know we. we know that you just came up with another meeting.
12:03:49 So you know. take your time to. I explain. I mean nice point.
12:03:54 I just mentioned that you has new mockups for what we discussed last Tuesday created from the previous I mean, from directly, from pl. that.
12:04:03 You would like this to review. Yeah. So okay, I I think that's probably a good place to start.
12:04:12 I. I wanted to touch on the processing invoice against previous physical years as well as the fiscal year.
12:04:26 Just can roll over no start creating creating invoices automatically from purchased order lines
12:04:39 So those 2 things processing invoices and creating invoices based on purchase order lines.
12:04:46 I wanted to review those 2 things, and I think we start with creating invoices from purchase orders. and i'll start by showing these mock-ups.
12:05:02 I think, because that'll both give us around what we talked about last time, and, might make make this a little bit easier to follow
12:05:24 So there were a few things that came up last week. the made for kind of important changes to this suggested workflow.
12:05:36 One of the major things was the ordering of invoice lines.
12:05:41 Ordering is such a bad word. it's been so frustrating in this getting these markets together.
12:05:49 So the when I say order, I mean the the sequence of invoice lines, so which one is the line, one which one is land, 2 which one is line, 3 etc.
12:06:04 So we've got a a mock up here also it was very clear that in our discussions last week oftentimes when you're creating invoices, you're creating invoices based on more than one purchase order,
12:06:18 So there there are definitely gonna be situations. where it's it's one purchase order, and you're just creating an invoice for that purchase order.
12:06:26 But there will also be a number of circumstances which tend to be a lot of work.
12:06:34 If you have to create these things, manually, where you'll be basically creating an invoice based on a handful of different purse orders.
12:06:48 So this workflow, specifically demonstrated, demonstrates creating an invoice based on multiple orators.
12:06:59 So imagine we're in the search and filter area here
12:07:08 This is a similar pattern in inventory that allows you to select different results from the search.
12:07:14 So. but we also talked about this. Could it just be all of the orders that appear in your search?
12:07:20 That might be very difficult, or it might be somewhat difficult to filter down to exactly the orders that you're looking for and keep me.
12:07:32 Wanted me apologize in advance about the data that shows here.
12:07:36 So if some of this data doesn't really make sense please forgive us, we did not have a lot of time to put these together.
12:07:42 So there are gonna be some little mistakes in the data that you see.
12:07:47 But let me back to this. So you start in the search and filter area.
12:07:55 You would select potentially one or more purchase orders from your result list, and then the result list.
12:08:06 Actually, then you shows a handful of different options. One of those options would be new.
12:08:13 Invoice. So this is somewhat different from actually selecting a specific order, and then clicking new invoice for a specific order. Right?
12:08:25 If you only checked one row in the table, you basically end up with the same result.
12:08:30 But this way you are also able to select multiple orders.
12:08:38 Click, new invoice, and that's going to take you to the invoice header form.
12:08:45 So we still have to populate an invoice header.
12:08:49 You have some options here. we pre-populate as much as that as much of this information as we can.
12:08:54 So you know the vendor, and maybe some details of vendor.
12:09:00 You complete this form the required fields, and then rather than saving close here.
12:09:08 You're clicking save and continue there's some debate around that.
12:09:12 But you're not actually closing the workflow here you're not ending the workflow here.
12:09:18 You're actually moving onto the next step so because we selected more than one purchase order line.
12:09:23 We see saving continue if if we had one order but more specifically just one purchase order line. Then we wouldn't see saving continue, because we're gonna end up with just one invoice.
12:09:39 Line. So there's no sequencing to work on however, here we have.
12:09:46 We're imagining we have more than one purchase order line based on what we selected in the orders app.
12:09:54 So it's gonna present. us. with a screen where we confirm the sequence of these lines, and this is just to help you get everything in the correct sequence.
12:10:10 So the invoice line one on your invoice matches invoice line, one on the the you know electronic or Pdf for print version that you have from the vendor that you're looking at so you can organize the
12:10:27 lines as they will be created in this area and i'm not sure any of you have worked in Requests portfolio.
12:10:41 But this is borrowed from the requests queue.
12:10:46 In this area. nothing is hyperlinked, because you have these dots here that are intended to indicate that you can grab any of these lines in the table, and you can just drag and drop these into the order that you want
12:11:01 them to be in. So you don't have to change the order. Maybe Maybe they're already in the correct or are the correct sequence.
12:11:15 But you have the ability to do that before you click save and close. so it's a it's a quick review, and gives you the ability to to change the sequence of things.
12:11:27 And then you click, click, and close. stay which we take you to the invoice display.
12:11:43 So once you presumably once you've created the invoice you want to be looking at the invoice.
12:11:56 And it's possible there now in theory to edit the sequence of invoice lines as well.
12:12:03 So in the action menu for for the invoice lines you would have an a number for edit sequence of invoice lines which would bring you back to this screen here, where you can drag and drop things and then click save and close
12:12:38 It's a little confusing
12:12:44 So i'm just gonna pause here and see if there are some impressions.
12:12:48 I see something in the chat already here
12:12:58 Is there? Is there a maximum number of of orders that can display the time?
12:13:07 I almost wanna go back and just confirm this. But
12:13:13 There was a point in time where there was a limit on the number of results that would appear in a list.
12:13:21 But I believe when we moved to the patchenated list that you you basically could have as many orders you could.
12:13:33 You could use all of the orders in your system to create an invoice.
12:13:36 If you wanted to. it might be very slow if you were trying to create an invoice with a 100,000 invoice lines or something.
12:13:51 But yeah, and and we should probably talk about the Max number of orders that you you might see this happening with.
12:14:00 But currently There's a there's a limit on the number of in voice lines that you can have on an invoice, So that would probably be your. That would probably be the limit.
12:14:13 999 lines. we have Kimberly.
12:14:19 So yeah, So I was just looking at the screen.
12:14:23 Are you selecting from orders or from purchase order lines to build it?
12:14:29 So you're supposed to be selecting from purchase orders here. So so it would bring up every line lines.
12:14:40 Yeah, your order could have. Each of these orders might have 4 or 5 lines in the example.
12:14:46 Here. Each of the orders has one line but it it wouldn't matter once you get to this stage, you're looking at you're looking at invoice lines. quote unquote right Yeah, which is also purchase order lines so to speak
12:15:05 So you'd be seeing an invoice line here for every purchase order line associated with the purchase orders that you have selected.
12:15:15 If You're dealing with multi-line stuff. so and this may just be not a great way that we've set things up.
12:15:23 I'm still trying to figure out what the best way for it. but we have ones, for instance, that will have multiple lines on a purchase order, but are only paid on one of those lines.
12:15:33 And so I just wanted to make sure. so if I choose the purchase order. It's gonna load all of those lines like if there's 8 yeah, Okay, would there be any way, maybe on that edit
12:15:48 sequence to delete lines. I guess I could just delete them sorry sorry I don't know here, but I mean no I think that's an interesting point or could you search by dol not
12:16:06 by Po,
12:16:14 Or would it be complicated to have it from either one like either a poly search or a I?
12:16:20 I don't know how no it certainly could be done.
12:16:25 It certainly could be done. Hi! kiss what you're getting on this scenario.
12:16:31 You might end up with you know if you're dealing with multiple line orders, and you have 10 orders or 10 lines per order or more.
12:16:41 That it would be a bit tedious to go through and select all those things.
12:16:45 You would probably prefer to start, you know. purchase, order, search, and maybe remove some of them.
12:16:54 Removing or deleting invoice lines is a little clunky at the moment, because you have to.
12:17:06 You have to navigate to the view, and then click actions.
12:17:10 Delete, so that might be argument for allowing you to kind of weed things out at this stage.
12:17:25 To have a to have an x or something in this tail you could click on and remove that purchase.
12:17:32 Order for sort of line, or to just start from on the first order lines and select exactly what you want.
12:17:42 We have several comments in the chat. I agree with Scott.
12:17:47 This scenario. Dennis, you just showed us works very well for a single pio live for particular firm orders.
12:17:55 I mean one time owners, however, for libraries to multi-p online pl for ongoing on one time motors this.
12:18:09 This approach by choose. Polymer will Well, now work if it's gonna load every single line on that P.
12:18:18 That's still open right, so that would be my concern but I agree.
12:18:24 And then there's a question about What would it be possible to add another order to the invoice in case you have forgotten one.
12:18:33 In the first place, I guess as soon as you are not. .
12:18:39 Yeah, approve that you can add it yeah you're just you're.
12:18:44 Essentially, this is helping you create an endless so you could still edit it.
12:18:48 You can delete lines. you can add more lines at the moment there's no add to existing in voice option here.
12:19:02 I think you know, similar to what we were what we're our plan was to do with building orders from inventory.
12:19:09 We allowed you to choose an existing order to add to Add your order lines to that hasn't been included here, and I guess it didn't seem like that was a common scenario, but maybe that we didn't really talk
12:19:30 about whether that was common scenario or not. where you might already have an invoice half created, or something, and just be looking for a handful of orders or a handful of order lines that you want to add to that invoice again
12:19:49 you could always use the add in voice lines from Poly
12:20:24 Dennis, I guess i'll i'll go back to my earlier comments.
12:20:27 So this this this sequence workful that you just show us.
12:20:31 I think we works very well for single pel feels when you're invoicing.
12:20:38 You can then select multiple and then do it the full vibr who does multiple prices.
12:20:46 This won't work exactly right or not without any kind of you know moving the lines that you're not trying to add to, because for libraries when we are invoicing most of the time we either have a print invoice
12:21:07 in him within the package that we're trying to invoice. So look at invoice trying to line by line to match what shows on the print, or it could be a pdf invoice, or it could be a edi invoice,
12:21:19 But we are working. Based on a invoice that we get from vendor that we're trying to, you know, analyze you, to add everything total match.
12:21:31 What's being invoice. So we can pay so that's basically how I mean at least that's how our library works.
12:21:47 So
12:21:49 So I I guess this is an interesting How how many of you think that you would use this workflow over the current?
12:22:05 Add P. O. L. modal. If you were gonna create a multi line, invoice
12:22:17 Okay, is it starting from the purchase order in this way?
12:22:26 Actually adding any benefit for you, now that you see it kind of laid out in front of you,
12:22:40 We had comments that people can see that we works for both single and multi-lay invoice as long as we are paying the invoice for each one.
12:22:50 Yeah, I mean, if we if this multi say I have a po 5 poly, and if the vendors send us invoice, including all this 5 pl to be on that invoice, then I would choose that invite choose the appeal and then
12:23:06 low 5 poly line to the English that works perfectly but in reality our vendors supply.
12:23:13 I'm talking about one time from mona by for us they supply, when they receive the books in their warehouse name voice for for us.
12:23:23 We is invoice could have one lie on this po 2 lines on the other.
12:23:29 Po, you know it will always different. I just want to explain what I was saying.
12:23:40 Yeah. I I think that's really it to me. i'm wondering how like how much time does this save and the reason i'm asking that is is for 2 if i'm doing single line purchase
12:23:51 orders and entering a paper invoice or a pdf invoice.
12:23:57 I i'm not getting electronic invoicing then whether i'm looking up po's or polys I'm, you know i'm doing a search for the same number of things.
12:24:08 It seems like if it's single line purchase orders, if it's multi line purchase orders, and it happens that you know 6 out of 10 that are on the that are on the same invoice then I could I can
12:24:28 see it saving several I guess I Scott just said it saves a lot of clicks, and I guess i'm not totally seeing it.
12:24:41 I'm not totally seeing how it is a bunch of clicks, but it may just be because I I tuned out a little bit
12:24:48 The other thing that I I am going to keep harping on is any vendor that you can, that you're getting significant volume from you.
12:24:58 The best way to get invoice data to get it linked up to your purchase, order lines and to get the final prices.
12:25:07 Because a lot of times you have the estimated price in your pols would be to be getting electronic invoicing, if at all possible.
12:25:14 But there's something about the single line po's that i'm clearly missing, because i'm i'm not quite understanding how this is more efficient, but i'll be quiet now so for a single line po
12:25:35 sorry. Yeah, for a single line Po: The alternative is creating the invoice, and then, clicking, add line from Poly, searching for the pol.
12:25:48 Selecting the P. ol and click, and save which then adds the line to your invoice.
12:25:56 So it would be sort of 4 or 5 clicks versus 1, 2, 3,
12:26:28 It is very similar
12:27:09 Reading through some of the chat. Here
12:27:31 If I may again, I think this process that dennis you just described, showed us It's grave, i'm totally grateful.
12:27:42 A single line for a library. who does single line p ol there's no multi lines, because you can choose you know, in one shot multiple lines, and then prop them.
12:27:53 Oh, appended to the invoice that way, instead of doing one by one, by one, by one.
12:27:59 Bye I think this is great so but i'm just trying to say that it for library, who does the multi-poll This process doesn't work exactly as well for single poly So that's back But I think this is
12:28:12 great. so I wanna capture this requirement, the or the use case.
12:28:21 It seems to be quite common that if you're if you're working with multi-line orders that the invoice may only reference some of the purchased order lines on that order am I hearing that correctly and and does
12:28:44 someone have a specific order example of that for me Kimberley's got her hand up.
12:28:55 So we're still part of this is we're still trying to kind of figure out how to handle small packages, not license packages, but small packages and memberships, and how to account for all the titles
12:29:05 within it. And one of the ways that we have considered doing it is to have a po with one purchase order line for the membership or the package, and that gets paid on
12:29:18 And then all of the other pols are for the titles that's included.
12:29:22 So that's a way that we're kind of working on setting it up.
12:29:26 But again, that might just be. We may need to rethink how to do that.
12:29:31 So I'm just trying to under make sure I understand how how this would work
12:29:41 So there is. i'm gonna describe your question about mounting line.
12:29:47 Po: How so? So So, for example. you know hypothetical.
12:29:53 Today we go into our vendor, aligned, did this, and order 5 books.
12:29:57 So those 5 books in our library we create, we we create 5 lines in this Pl: So line 1, 2, 3, 4, 5 under a po number.
12:30:09 So this is to today, and then say next week, vendor supply line, 2 and 3 of this pole.
12:30:17 So they send us the invoice who is just line 2 and 3 in the 1, 4 line, one and 4 5.
12:30:23 They don't have it yet so they won't invoice until they have it.
12:30:29 So this will be appear on the later invoice when they ship.
12:30:32 Does that make sense? So this kind of scenario I mean for us?
12:30:37 This is already i'm talking about one time promoted for continuation.
12:30:43 So we have similar to what Kimball just described. We pay our membership.
12:30:48 To a society. But we get something. We get something out in print, something electronic.
12:30:54 We create a line, 2 or 3 of what we actually adding. But the line we used to pay is the membership.
12:31:02 Just just example, so that Peel could have multiple lines but we actually just pay one line.
12:31:09 But that's a continuation that's similar to package titles?
12:31:12 Does that make sense? So that would be example.
12:31:51 So i'm just gonna share other
12:31:57 I apologize for my coughing because
12:32:09 So
12:32:10 So I think what i'm hearing is when ordering a membership we generally pay for the membership on a single pursuit line. but the order may have other pls representing additional things included with that membership maybe they're
12:32:28 specifically print. I mean we've talked about this multiple times in the past part of the reason why fully orders were built the way that they were built to accommodate this and have a you know, have a format of other and things
12:32:41 like that to accommodate memberships and what not.
12:32:44 So very much makes sense. But is that am I capturing the use case reasonably?
12:32:50 Well here
12:32:56 I think that's yes again this is actually This is this is not what we actually did in our system before.
12:33:07 It's something we've been looking at with folio and we're still trying to figure out whether that's even how we want to proceed so i'm not i'm not as definite I guess on
12:33:19 it, as it seems like there's a lot. of possible options for how some of these smaller packages can be handled, and I I haven't quite figured out what Maybe it looks like the best route what was the firm
12:33:34 order scenario. So you received, you know you receive one or 2 of those titles, I mean, we but the other titles still have an Iraq.
12:33:56 Yeah, Sorry to tell you. I mean we historically our library has been from the previous system. We've been doing multi line Ps.
12:33:59 For firm. a one time orders basically. I mean, we can try to do just single pl for firm order to. Are we gonna accommodate that to take advantage of this this workflow?
12:34:12 It's just we will have gazillion firm orders instead of we have a relative small, I mean there's a different way of doing things.
12:34:23 But what I was trying to say is this workflow that you describe works very well for a single line firm ongoing or continuous report is because you don't have you know it won't be loading additional lines to that
12:34:38 invoice that may or may not be what you're actually trying to invoice was what i'm trying to say.
12:34:47 But if we we want to account for a library who are doing multiple pl or ongoing, or one time putting it for one time. it gets our invoicing quality, You know, firmware.
12:35:03 One time is many work, so that would be something. if we want to achieve the same.
12:35:11 Go. this. This needs to be adjusted all the different words where there are different workflow to to accommodate.
12:35:18 That was what I was trying to say. but I but I think any kind of efficiency that put in place to help people cut back on clicking.
12:35:28 It's all good, I I think this is we can all agree up
12:35:48 This is very helpful,
12:36:03 The more the more we kind of talk through this I mean.
12:36:09 The conversation started with select and order, and then in the action menu click, you know, create, invoice, or new invoice for a specific order.
12:36:20 And it seems like that, like many people have mentioned today already. you know single single or single lion that's going to be a much faster way.
12:36:31 I don't know about much faster but a faster way of creating an invoice, because all you would have to do is new invoice, you know, save the header, and you're done the system will Add the invoice line for you so
12:36:50 there's no searching again to find the pdol there's no you don't have to worry about changing the sequence of the lines and things like that you're just eliminating some clicks when it
12:37:08 comes to multi when it i'm gonna say when it comes to multi-line invoices
12:37:21 The search. pol
12:37:29 The search pol already is targeting that some of the requirements that we discussed right that seem to be a higher priority.
12:37:41 The idea that maybe not all purchase order lines from a purchase order with appear on the invoice.
12:37:50 The the the fine poly obviously gives you the choice Exactly.
12:37:55 Which purchase order lines. You want to add to this invoice, and you can select multiples.
12:38:03 And you can select, and what you know per sort of lines from different in from different purchase orders, and you can add them all at the same time.
12:38:12 The problem. There is more about how you determine that the sequence which we obviously talked about. That was one of the problems that was identified right?
12:38:24 When you're using that modal not knowing what's been selected.
12:38:29 It's kind of confusing it just tells you like the total number right?
12:38:33 So that's so that's not ideal and she needs the sequence, and which they're going to be added another problem.
12:38:43 It's unclear in what order they'll be added and whether you can actually make adjustments to that down the road.
12:38:52 Pretty much Amazon
12:38:57 So I think maybe it's worth looking at something that improves on that existing workflow for multi-line orders.
12:39:13 So to keep in mind these requirements for single line orders for creating for disorder.
12:39:19 Sorry, creating an invoice from a purchase order, and to look at some specific ways of improving the the fine pol mechanism that specifically target multi line orders.
12:39:39 Because I think a lot of what we need, maybe already appears there.
12:39:42 So let me let me take that away for a minute and see if there's a a second option here the
12:39:59 Might provide
12:40:07 Ultimately you might provide a better experience. cause I think there are 2 ways you could do it.
12:40:16 You could do it from the the appeal line search in New York's app rather than using the perch disorder search.
12:40:24 We just do this from the purchase order line area and you'd be selecting all your lines there, and maybe it's helpful to be able to review the full details of the purchase order line as you're
12:40:40 choosing, which ones you want to select maybe that's tough And the other way would be to use that current find instance Plug-in, and augmented a bit, so that there's at least a step there where you're looking
12:40:54 at the sequence that things will be in and maybe reviewing all the ones that you've selected like we talked about before.
12:41:03 So that that's a lot of talking to Say I think I think we need to review the options here for this workflow one more time.
12:41:14 So appreciate, really appreciate the extra detail here, and I think we should maybe put this one aside unless others have car
12:41:29 And Dennis like I said, I don't know how many other libraries are actually doing multi line pel multi-poll ,
12:41:44 I don't know if it's worth spending a time just to tweak the process to accommodate a very small group of library, because, like I said this, we can easily do single prl for all our ongoing
12:41:57 it's just something we can switch to and then to take advantage of this new process. I don't I don't think you're I I don't think you're alone in having conversations about single line versus
12:42:14 multi-line It seems like in some cases it's what you're used to the innovative libraries tend to come from a multi-line point of view.
12:42:25 The the circuit libraries and the voyager tend to sometimes come from more more of a multi line point of view.
12:42:34 But the reality is it's It seems like there are libraries that want one or the other, and sometimes they want both.
12:42:40 So we've heard like for my approval purchase order.
12:42:44 I want to use a multi-line for my firm orders or for my continuations.
12:42:49 I want to use single line. so I I don't think there's a firm press that we should deemphasize one or the other.
12:43:01 I would be hesitant to do that so that's just say in from from my conversations with the Leo libraries
12:43:13 Yeah, and and it looks like in chat there's some others that are saying it could be dependent on the type of order are the category of order within the type of order.
12:43:26 And maybe it's a mix for for other institutions as well, so
12:43:36 Like, I say, I think we need to update this workflow slightly based on this these new.
12:43:50 These 2 new use cases and some of the feedback around.
12:43:58 You know whether we need to actually remove some of the pls
12:44:05 I think it's just it just calls and question whether this is the appropriate starting point
12:44:18 So we'll come back to this
12:44:30 We have about 16 min, not
12:45:05 Okay, I wanted to get some reactions to this as well
12:45:19 So i'm changing my screen again
12:45:30 This is about processing, and what is against previous fiscal years, and I think we've been through this workflow before.
12:45:42 But essentially the idea is that the user selects an open or viewing invoice.
12:45:51 They click the action menu. they click approve or a proven pay.
12:45:58 If you're using that setting, doing those 2 things same time confirmation, modal appears, and this is consistent with what currently happens.
12:46:10 Basically confirmation model appears, and it just asks you, Are you sure you want to approve or not?
12:46:17 The idea would be that potentially we're adding a higher level of permission here, where
12:46:30 You could provide some users with the ability to choose a fiscal year when they're approving an invoice.
12:46:40 So me. Do you get everybody this permission? Maybe you only give a few people this permission.
12:46:46 But it would be a separate permission rather than a separate world workflow, and we could have some discussion around that.
12:46:55 But if you have this permission, then you would. You would have the option to choose last year.
12:47:09 By default. The current year would be selected so if you have this permission. Then you're just approving invoices.
12:47:16 And you don't touch that by default you're just proving as the current fiscal year.
12:47:24 If you wanted to change it, you hit the select list, and you choose a different fiscal year.
12:47:32 Yeah. and you pay that particular thing. So you got confirm or cancel.
12:47:39 Then we have budget restrictions that need to be met.
12:47:41 So we in the requirements we defined on the Wiki page.
12:47:43 This is an important step. People had mentioned even though we're paying against last year.
12:47:49 We still have to meet the requirements for the restrictions for those budgets.
12:47:53 So they they they need to be active again where they need to still be active.
12:48:01 And and you're allowable in conference in your allowable expenditure.
12:48:05 If you have those restrictions in place, in the first place, they would still be enforced.
12:48:11 So you you know there was not enough money in that budget, and you would be able to pay it unless you went back to that budget.
12:48:17 And you edited the allowable in conference, or, you know, make some kind of transfer.
12:48:25 Do something to put money there. So the budget restrictions would still apply and voices approved. The related encumbrance, for that fiscal year is potentially updated.
12:48:38 If there is an encumbrance or wasn't in conference, that that is relevant, and then payments are credits are created for the for the current for the fiscal year, you've chosen So yeah we're thinking
12:48:57 about it as we're paying against last year so if there's an encumbrance It needs to be updated. possibly is released.
12:49:04 That's really your choice, and in with settings might already be released.
12:49:10 And so this, that really much beneath anything happening to the incumbents
12:49:15 And then we're creating payment or you're creating pending payments, and then ultimately, you're creating payments when the thing is moved to.
12:49:26 Paid. so invoices approved, pending payments are created as per usual. but restrictions need to be mad again.
12:49:33 If you're paying the end was at which point in covers is updated again, and the payments or credits are created.
12:49:41 So this is all essentially what happens when you pay against current fiscal year, and we would be honoring that for paying against the previous fiscal year as well.
12:49:54 So what it looks like in the interface there's 2 possibilities.
12:50:04 Yes, I's either just one action for approve or pay or approve and pay right this top one, and you click that and you end up at this modal, and the determining factor is whether you have the permission or not so do I
12:50:24 have permission to select a fiscal year if yes, then I see the option.
12:50:31 If no, then i'm always paying against the current fiscal year, the other possibility is, we make this a a specific action approved for alternate fiscal years.
12:50:46 So you would again. You probably need permission to see this option in the actions menu.
12:50:52 But if you had that option, then you would click for alternate fiscal year.
12:50:59 Maybe the wording is not great, but you then see this special kind of mobile, whether it's approved or it's pay, or it's approved and pay you'd be able to choose your fiscal year
12:51:19 actually you know a complicated thing. So i'm gonna pause there
12:51:44 I can clarify a few things here if it's if it's relevant.
12:51:49 We've already decided in our previous discussion that you would be limited to selecting last year.
12:51:59 So you can't. pay an invoice against 5 years ago, or 3 years ago, or even 2 years ago, you're just paying in witnesses against the last year.
12:52:13 So you have a limited number of options here.
12:52:25 The timestamps of these transactions will be I don't know that's pretty describe that natural time stamp.
12:52:37 So if you, you know you approve this, you prove this invoice.
12:52:43 On April eleventh, even though last year ended April first.
12:52:50 The timestamp of this transaction the payment or the credit is April eleventh, because that's the day that you're actually, you know, approving it. paying it.
12:53:07 So it's counted against last year. but it represents whatever day that you actually took this action that was discussed a few months ago.
12:53:22 I think
12:53:40 I wanna I want to stop there. And are there. Are there any reactions to this?
12:53:45 So far Does anyone have a preference either way, do you?
12:53:50 Do you think that a user that has this permission should always see a fiscal year selection?
12:54:01 Or would it be better to keep this separate so that when you're just doing your day to day invoice approval?
12:54:13 You don't have the temptation or you just don't have the possibility of clicking something on unintentionally
12:54:29 Dennis to answer the the questions just have I agree to keep it separately.
12:54:36 So it doesn't. 10 people are accidentally click on it, or but if you don't have the permission you won't even see it right so you won't be correct.
12:54:48 I guess I I can quickly describe our college cons payable usually at the beginning of a new physical year.
12:54:57 They give a small window of opportunity for us to submit.
12:55:07 Any invoice that should have pave against was previously E.
12:55:11 But for somehow it missed it didn't it get down so that is very small enough opportunity past that time period.
12:55:20 They just won't allow the there's no going back So once we pass that we can only pay with current phone.
12:55:27 So. yeah. Now, in my, in our case, in the past previous years, I had a occasionally have to add it up.
12:55:37 Invoice for previous fiscal year for our internal book keeping purpose because there was the invoice.
12:55:44 It was paid for some reason, but somehow missed, invoiced in the the library system.
12:55:50 But it should have been so. That would be a for to match our internal record, to match with what accounts people should pay, not necessarily to go back.
12:55:59 To have them pay with previous miscaliers and then that's only limited.
12:56:06 So if this passage has last since the previous year 2 3 4, 5 out, there's no possibility, and then if we have to make that kind of Adjustments mostly for to keep our record straight, to make sure that Oh, this this this
12:56:20 title we renew 2 years ago. it's with that amount We want to have that in there, just so we can continue to look at the review increase.
12:56:29 I mean renewal. increase a year over year that for that kind of continuation and audit purpose does that make sense? so?
12:56:38 So I don't think we need to go back in multiple years.
12:56:42 But maybe last year, if this is going to be added, if that makes sense
12:56:59 Like, I said, that makes sense. And I mean this permission could be assigned for a limited period of time as well.
12:57:04 Although that kind of yeah, it's a bit of work for administrators today and remove missions like that
12:57:21 I think this is a function great If it's not too complicated to just to make particular acquisition.
12:57:31 Manager have it for flexibility to make some change to something in the past that should have been there, or or you know something like that to that.
12:57:42 If so, yeah, the other interesting thing you're mentioning you know it's possible that this was already paid.
12:57:58 But the invoice somehow wasn't created in your system and we answered the question last time that about what would be done with vouchers, with the system export a voucher, and we still have that setting so this would essentially still be controlled the same
12:58:20 way. If you indicate that the things should be exported to accounting, it would be export to accounting.
12:58:30 If you had an indicated that it should be export to county it wouldn't be export to accounting. so.
12:58:38 Yes, I can explain that, because right now ours our accounts people I mean they don't the 2 season.
12:58:45 They don't speak to each other years ago. I tried they just won't, don't want to do it.
12:58:51 So they are accountable, payable. They have the oracle process.
12:58:54 They want us to do so many invoice attached so in voyager.
12:58:59 We don't use that voucher function to send our pay invoicing information for them to pay
12:59:06 So I guess we are still kind of backwards. Oh, fashion way
12:59:12 So that's how this would that's how this scenario.
12:59:17 I describe, You know we send invoice to them for some reason.
12:59:19 Like, for example, during pandemic, when we were doing remote work, a lot of the things we have to do electronically, and then some would stop.
12:59:26 I was like, Okay, I'm, gonna do this when I go back to my office, or whatever somehow got overlooked that a couple invoice that had happened.
12:59:38 But I don't think if you are doing if you use info about your you know, or the workflow then you wouldn't have this kind because you have to console i'm not sure you wouldn't have been
12:59:48 paid, and somehow it was not info, so that would be one off thing that I was described
13:00:05 Just a few comments coming through in the chat. Here
13:00:29 Okay, I think I I think the the need to pay against previous year we've now talked about you know, in pretty great length, but it might be important before actually getting started any kind of implementation for this we're finalizing our plan for
13:01:00 implementing this that we talk a little about what what what requirements there are for paying in against a future fiscal year.
13:01:14 And if that's ever possible or ever necessary because it has come up a few times
13:01:23 But being able to be understanding a little bit, more about how you might need or want to pay against the future fiscal year. whether that's something that we actually need to be considering might impact, how we implement this functionality because
13:01:39 ultimately you're just paying an invoice so maybe there's an argument to be made if you're going to be able to pay against upcoming years that this would be similar workflow like you would need this permission
13:01:56 you could just choose the next fiscal year rather than the past fiscal year.
13:02:00 So I know we're out of time for today, but before we kind of close the lid on this bit of functionality.
13:02:08 I think we do need to have some discussion around paying against future fiscal years, and understand that more commonly.
13:02:16 That's probably just planning to pay like encumbering against future fiscal years.
13:02:23 Which probably not all of you do and all you do is slightly different ways.
13:02:30 But I'm hoping we can have a little discussion around that to make sure that nothing's being missed here
13:02:42 Yeah, , Yeah. and covering would be nice so I know we're at a time already.
13:02:51 But I have. I have some open questions here about paying and future fiscal years, and covering a future fiscal years.
13:02:58 I want to talk about that in our next meeting if we're able to just before we move on from this.