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Resource Management/Acquisitions implementation topics, questions or issues
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|#||Topic||Status||Description/ use case||Date added|
Has been discussed in meeting:
Link to agenda/ minutes
|18||Print Journal Routing Lists|
The Duke Law library uses functionality in Aleph to manage lists to route print journal subscription issues to faculty and staff. Do other institutions do this and if so, would it be possible to add a JIRA so this could be considered for future development? This isn't a high priority request, but it is functionality that exists in our current system.
GBV also using a similar function in their system. Is being used less and less just because many journals are available electronically.
Dennis Bridges Need to create JIRA for prioritization. This is a lower priority at the moment. Would need to be visible at point of receipt. Users generally want to print the list of people this would be routed to.
Joe Reimers is evaluating requirements for creating a feature in JIRA.
|24||Invoices: Export to Accounting checkbox default value|
Would it be possible to discuss design improvements for the "Export to accounting" checkbox? There are no templates available for Invoices to help guide users and this checkbox is not prominent, yet significant headaches are caused if it is overlooked. If a user forgets/overlooks this checkbox for invoices that need to be sent to an external AP system how do they fix that mistake? Once the invoice is paid it doesn't seem possible to edit the checkbox value to "on", so would we need to cancel that invoice and create a new one in order to create a voucher for export to AP?
A preferred workflow could be to allow institutions to configure the default value of the "Export to accounting" checkbox in Settings > Invoices based on the Payment type since that typically drives whether an invoice is sent to an AP system for payment processing or not. Example default settings below:
Note added 1/14/22: There is an "Export to accounting" checkbox in Organizations >Vendor information section. The setting of this flag determines the default value when an invoice is created for that vendor, so a workaround for libraries that are concerned about missing this flag during invoice creation would be to turn it on for all vendors.
Allow user to configure which payment types trigger export to accounting by default - need to create feature Dennis Bridges
Discussed 2022-02-25 Acquisitions Meeting notes
|30||Organizations: Add "note" column to Contact People accordion|
Our ERM staff at Duke have asked whether the Organization app Contact people "note" field could be added as a column on the detail pane. They don't need to see the phone info there (since contact is by email). The notes help them to identify which person in the Sales category, for instance, to contact for databases and stores other useful info about the contact. They'd prefer not to have extra clicks to open the full record for each contact to see that note, if possible.
Need story for adding notes filed as column at the end of contact person view MCL Dennis Bridges
Discussed 2022-03-08 Acquisitions Meeting notes
|32||Invoices: Lock total checkbox|
Invoices: We'd expect the lock total checkbox to default as checked rather than unchecked. Would it be possible to make the default value configurable in Settings so that institutions can decide which approach works best for them?
Default value of lock total should be "True" as generally users input the total amount of the invoice first and proceed to fill in the lines after. Helpful to have the system check your work. If not needed it can always be unchecked. If possible would also be helpful to have this default be configurable. Dennis Bridges need to create story.
Discussed 2022-03-08 Acquisitions Meeting notes
Update by Joe Reimers :
|33||Invoices: Add POL "Select order lines" - show all before save|
Invoices app > Invoice lines > Add > Search by POL number, select the POL, repeat.
We are glad that the "Select order lines" process allows us to search for and select multiple POLs before clicking "Save" and we see the total number selected at the bottom; however, we can't see the list of selected POLs before we save. The user is likely to search by POL number, not by vendor since there would be too many results to scroll through. As they search one-by-one for each POL and select each one, it would be helpful to see the list of POLs that they've already selected and have the opportunity to unselect any mistakes before clicking "Save." The current flow leaves the user feeling unsure since they can't see which lines they've selected already.
Need to explore possible design solutions Dennis Bridges to reach out to Kimie about design
|35||Order and Invoice: Link to vendor Organization record|
Low-priority request: On the order and invoice could the vendor field be upgraded from static text of the vendor name to an active link so that the user can easily click through to view the full organization record for the vendor? This type of linking is very helpful in other fields on the order such as the Fund, Title, and Related invoices.
Need to create enhancement Dennis Bridges consider what to do in the header with previous story re displaying vendor code rather than name.
|36||Invoices: Add adjustment - Release encumbrance defaults to "unchecked"|
Invoices >Invoice lines > New: The default value for the "Release encumbrance" checkbox is unchecked on the create vendor invoice line screen (which is used when the user is not linking to an existing POL). Could we discuss reversing the default value to "checked" since this could trip up users who don't check it and then have dangling encumbrances. The original thinking for leaving it unchecked was to ensure that ongoing orders didn't get automatically closed by the system. Now that we have the "Ongoing" order payment status and no longer have that issue maybe we could revisit this to set to "checked."
It is standing orders not subscriptions that should default to false because they often have multiple invoices. for subscriptions more often there is one invoice for the year.
The default may not be as important than making clear what this toggle will do in documentation.
We will have some additional discussion after libraries have had a chance to review.
|37||on POL: re: Related invoices|
I am confused by what is displayed in the Piece(s) field of the Related invoices for POLs. In my test example here, the pieces listed are not necessarily specific or related to the invoice/invoice line, but seeming just bucket-displaying all the pieces created related to the POL, which is not helpful. I would rather see specific Invoice LINE note info displayed, like: "Renewal. New subscription ; Invoicing period:20220101-20221231 (86-86)" in this case vendor provided and included in the EDI invoice, OR, something I manually enter like: 2022 Hathitrust Membership: Public Domain, versus, another Invoice line for: 2022 Hathitrust Membership: In-Copyright, each with their respective amounts, to help me understand what I just paid for.
As piece information is actually no longer shown in this area it would be helpful to show subscription information in a column here. User may identify in more detail in this field what the sub is for.
Also ideally the sub date start and end are shown in the related info. worth scrolling to have this information on hand.
This should apply to related invoice information shown on the POL and on the Invoice line
See Example in agreements of combined columns in MCL. This could be a way to decrease the width of some of our tables
Need to create a story Dennis Bridges
At Chicago, we're continuing to struggle with identifier matches when creating POs. We want to be creating new instances in Inventory, but instead matches are occurring and the new item is being attached to the wrong instance record in Inventory. This is on our test system (running Juniper). We are getting matches when the publisher provides an ISBN in the 024 or a publisher/distributor number in the 028. This is really common for Harrassowitz with music scores. So a short, non-unique publisher number, like "8021" matches multiple records already in Inventory, and then FOLIO picks the first one it finds and attached the new holdings/item. These aren't even the same title, different format - these are two very distinct publications. If you want to see this in action, here's a short video: https://drive.google.com/file/d/1MOnMnF7u-RKb0pmFy80wulCjIfBmnwJ8/view?usp=sharing. One interim solution is to remove any identifiers (which is kind of a bummer, since these can be useful to identifying the material). Lotus will bring the ability to turn off identifier matching.
Orders will use all "Product identifier types". These match up to "Resource identifier types" in instance records
It would be good to discuss how we might want matching to work since the current process is way too broad.
Perhaps rather than increasing the detail of matching FOLIO could report on the matches that were made? Perhaps specific to source. ie. GOBI.
Need to identify specific situations were the matching is failing in order to improve accuracy. Otherwise it might make more sense to focus on improving the visibility of incorrect matches.
Dennis Bridges to add detail to Wiki page. https://wiki.folio.org/x/z__8B
|39||Organizations: Add field for contact person on contact information|
Add a field for the mail address of a direct contact person to the cards in the accordion "contact information". If I need to contact an organization on e.g. shipments I rarely use general mail addresses but rather direct contact people.
Primary issue is understanding who to add as attention to when you are just sending a communication to an address. Address 1 and 2 are used for many things.
Alternative: use the categories for contact people in the same way as for the general contatct information
Need to create story for adding an "Attention to" field to the address field set. Free text would suffice Dennis Bridges to create JIRA for review
|40||Organizations: Add "Name" field on contact information|
|This is somewhat related to issue #39 above. When migrating our vendor address information from our current system we noticed that there isn't a data element on the contact information address for the "name." We've mapped the various address names to the alternate/alias name in FOLIO just to store them somewhere. Similar to #39 above, we need to store the first line of the address (the name) since it is usually more specific or slightly different than the organization name we store in FOLIO and isn't necessarily the same for shipments vs. payment vs. claims.|
Multiple organizations had to be creative with migration because of the lack of fields for address info. The additional field for address details could be an "Attention" or "Department". It might be helpful to have an additional Address field and a separate name field. Dennis Bridges to create story
|43||Invoices: "Pay immediately" flag|
Would other institutions find it helpful to flag invoices that need special "pay immediately" handling by their AP system? At Duke, we sometimes need to process payment more quickly than the standard processing time and we need a way to communicate that in the voucher extract to alert AP staff. In our current system (Aleph), we use a defined string of text in a note field, but it would be preferable to have a distinct data element.
This would essentially be a rush flag for invoices that need to be paid more quickly than the standard Net 30. It doesn't not specifically mean this needs to be paid in X number of days just that AP should not hold payment for any length of time.
No use cases that the group could think of for partial "Immediate payment"
Dennis Bridges to create story to capture design and implementation detail. Suggestions is to use a simple flag on the invoice.
|44||Orders: Add order POL Receipt date - why editable?|
Orders > add PO line: Why is the "Receipt date" an editable field when creating a new PO line? If the user enters a receipt date this could cause confusion since the order hasn't actually been received through the Receiving app. Unless there are use cases for editing this field during PO line creation, could it be changed to an inactive field on this form to avoid mistakes and confusion?
Screenshot to show that the "Receipt date" is editable on the Add PO line form:
Screenshot showing the PO Line details window after saving a new PO line with the receipt date populated and Receipt status showing "Awaiting Receipt" since the order hasn't been received yet through the Receiving app.
Dennis Bridges to review logic for updating POL receipt date based on receiving actions. Review how this setting affects receipt status.
For approval orders, a user may actually want to set the receipt date for the POL when creating the order.
Clarify and discuss results of review with SIG.
|45||POLs and Invoice lines: subscription dates.|
Prompted by a question from Kimberly Pamplin at Texas A&M in slack on 1/12/22: "I notice that the "renewal date" and "subscription to" dates cannot be edited once an order is opened. Is it intended that these dates will update automatically? If so, what triggers them? I notice for example that filling in the subscription to and from fields will then populate them for invoice line creation, but I'm not sure how they are supposed to be updated once a subscription year is paid for."
Also from Julie Brannon at Duke: The field labels are inconsistent between orders and invoices for these dates even though data flows from the order line to the invoice line. Is there a reason they're different, because if not, we should probably keep them consistent between apps:
Order line: Subscription from, Subscription to
Dennis Bridges create story for allowing user to edit order subscription to date.
|Control default values in Settings|
Prompted by Slack discussion on 1/15/22. Request to control default values in settings. This relates to topics #24, #32, and #36 on this page. The ability to control default values for key fields in the Orders and Invoices apps would enable libraries to align the UI with their needs and improve the user experience.
Eg. Checking the re-encumber checkbox. The library does a lot more orders that do not encumber and this was taking time and effort when creating orders. it can also be error-prone. Not using order templates for all orders.
Eg. In invoices, we consistently have to remember to check "Lock Total" and uncheck "check subscription overlap" for different orders.
Eg. Also need to remember to adjust "Export to accounting" checkbox and new Invoice line > "Release encumbrance".
John Ballestro Julie Brannon, Duke
Dennis Bridges to create wiki page for collecting use cases for additional default settings. Users will add more detail to the description here.
|49||Organization Delete Behavior|
Currently, an organization record can be deleted even if the organization is in use on other records. No warning is given to the user that the organization is linked to exisitng records. This behavior seems inconsistent with other delete actions in FOLIO and could lead to unanticipated impacts if a user unknowingly deletes an organization that is in use elsewhere. After deletion of an organization, an order (for example) will display "Invalid reference" in the vendor code field.
Julie Brannon, Duke
Are there use cases for deleting an org for which you have active invoices or orders? Group: no other than a user having made a mistake creating a new vendor and processing a record against it there are no valid reasons for allowing deletion.
Dennis Bridges to create a story that prevents deletion of organization record that are referenced by orders (Open or Closed) and Invoices (Approved or Paid, Canceled)
Update by Joe Reimers
|Julie Brannon Please confirm the JIRA is accurate as written.|
|Invoice approve/pay with pending Order|
The approvement/payment of an Invoice should not be allowed if the linked Order is pending since transactions will not behave as expected. Opening the Order after approval/paying creates new encumbrance transaction for current FY with values for Awaiting payment resp. Expended = $0.00 even though the Invoice is already processed. For this reason, the encumbrance/expended amount is not taken into account during FYRO. Right, it's the wrong workflow.But a warning would definitely help to address this issue. For my liking I would prefer a modal warning when approving and paying an Invoice with pending Order (with options Cancel/Proceed). Or even more restrictive just present an error message and not let it happen. I would really appreciate a solution for that since it caused a lot problems with us. Thanks for your consideration.
Addendum: After fixing transactions on database level and bringing it to the attention of colleagues, this workflow error occurs again and again.
Please contact Björn Muschall when this topic comes to agenda. Thanks!
Björn Muschall, Leipzig
Group consensus is that we would should prevent approval and payment of invoices when they are related to one or more orders in the workflow state "Pending". Dennis Bridges to create story for implementing this.
Björn Muschall and Sara Colglazier please confirm the JIRA is accurate as written.
|51||Create Contact person or interface on organizations|
When a user creates a new organization record and wants to add a new contact person or interface, the user needs to save the organization record first. In a second step the user needs to edit the organization record again, click on "add contact" to then create and link the new contact person (or interface).
For a more fluent workflow with less clicking it would be helpful to be able to create a new contact or interface without needing to save the organization record first.
Dennis Bridges to review with development team to see if it is possible to implement a save and continue when you have a "dirty form".
Option 2 would be separating the contact people and interface creation and assignment from the editing organization. Argument for is that often times reassigning a person involves editing their email etc.
|52||Receiving and closing POs|
|Can we change the business logic for automatically closing POs so once a one-time PO has all POLs listed as "Fully Paid" the PO will close regardless of the Receipt Status? As we get toward fiscal year close, we are facing a situation where we have a lot of POs (around 5000) that are open and will re-encumber because we have paid in advance of receiving. We are going to have to manually close all of these POs, which is obviously going to take away time from actually receiving. If there are use cases for wanting a PO to stay open, if paid, but not received, then can libraries be given the option to have paid POs closed regardless of receipt status?|
It seems this is a good use case for bulk edit functionality. Being able to bulk edit order line receipt and Payment statuses. Also being able to bulk edit order workflow status. Dennis Bridges to share this use case with Magda Zacharska
Dennis Bridges to Create an enhancement story/feature for "Long term, maybe we could eventually move toward enabling each institution to locally configure their business logic for automatically closing orders. In settings they could indicate what criteria should be met before an order is automatically closed by the system (receipt status, payment status)..."
|POL able to be deleted off of OPEN One-Time Order|
|[in Kiwi, hotfix 2] Is the following expected behavior? Scenario: I set up a One-Time Order, with one POL, Receiving Workflow: Sync ... & Create inventory: Instance, Holding, Item. ... I open the Order. Now in Inventory, I have an Instance with Marc as Source (previously imported to link Title to), a Holdings record, and an Item with Status OO. All good so far. ... Now I receive the item via the Receiving App. I check off: Display on holding. ... All good still. & Inventory the Item now shows status In Process, and the Holdings shows the Receiving history and Acquisition info. Just as I want: great. ... Now I go to Check-in, and check-in the Item, and in Inventory now the Item shows as Available. .... ... Now here is the thing I am really asking about: I go back to the OPEN Order Record, then to the POL--Fully Received, but not Fully Paid at this point--and I am able to Delete the POL--even without first having to UNopen the PO. And when I do that, the POL is gone, the Receiving record is gone, the Piece is gone, the Acquisitions and Receiving history info disappears from the Holdings record. .... The Item remains because Available (I assume) .... When the Item is In process, it also remains; but if On Order, it disappears. ... The Open PO also remains open, but has no POL, and so it a bit of a mystery thing. .... Once I have linked an Invoice (even if only Approved but not yet Paid) then the POL won't delete off an Open Order. .... Still, this does not seem like good behavior to me. I can see if I UNopen the PO then I should be able to delete the POL, but NOT if it is Open. |
If there is some reason for being able to do this, then at the very least there needs to be a pop-up modal that asks me to confirm that I want to do delete the POL EVEN THOUGH there is a Receiving Piece already received etc.
|28 April 2022||Sara Colglazier|
Dennis Bridges to create a story for preventing the deletion of POLs from Open or Closed one-time orders.
There are use cases for removing a POL from an ongoing order so this logic needs to be more specific.
|54||Capturing binding information for order and receiving so records can be filtered by this data|
We would like to have a way of identifying Titles that represent material that will be sent for binding at a given point in the year–for example, in Receiving if there were a check box at the Receiving Title Record level for To be Bound or Bindery that one could then Filter on. We now include information in the Receiving Note that indicates that the title is a Bindery title, but one cannot search on the Receiving Note in the Receiving App. (I suppose we could use a Tag, but ...) It would be better if what indicates that the Title is a Bindery Title could be seen and filtered on from both the POL and Receiving Title record. ... Something more like the Rush or ??
I have a monthly magazine that I receive and at a certain point of the year when I have all issues for the year they will be sent to the bindery.
What we plan to bind is revisited over time as the budget fluctuates. Some titles may no longer be bound to say money. Understanding what is being bound in orders in helpful for making purchase decisions. The information may also change over time so ideally these are editable at any stage of the orders lifecycle.
Users that actually carry out the binding need this information in the receiving area to gather materials that need to be bound. Users need to access receiving to identify what needs to be bound. They also need information about how to bind and when (how long to retain issues before binding, how many issues to bind in a volume, whether to bind or discard etc.).
Need to know a little more about how the user finds what needs to be bound and what historical information they need about this activity in receiving.
The limitation of tags for this use case is that they need to be applied in Orders and Receiving separately. More work and more prone to error.
Dennis Bridges Create wiki page with use cases. Need feature for Capturing Binding information for order and receiving.
Joe Reimers Created wiki page with workflow description
|55||Add invoice payment method to voucher extract file|
Invoices > Voucher export: We've noticed that the invoice payment method is missing from the voucher extract file output. Until the feature requested in #24 above is implemented (control export to accounting behavior based on payment method), we need a way to prevent credit card payment method invoices from being sent to our university Accounts Payable system. The user might forget to uncheck the export to accounting checkbox and we need a way to filter out those records as we extract/transform/load the FOLIO export file to our AP system.
Looks like a JIRA exists for this request:
JIRA issue create for including payment method
Related to topic #24 that still has no JIRA issue.
|56||Display vendor invoice # on invoice line|
Invoices > Invoice line: The screenshot below shows the detail pane for an invoice line. We've noticed that the vendor invoice number isn't displayed anywhere on this screen and it would be helpful for the user to know which vendor invoice they're reviewing (especially if they get distracted by another task and then return to their FOLIO work).
Concern shared by a number of other members of the SIG group. Need to create a JIRA story to implement a solution.
Update by Joe Reimers :
Julie Brannon Please confirm the JIRA is accurate as written.
|57||Finance: Currency setting for fund|
The Finance > Fund displays a currency value which isn't editable during fund creation and is set to the primary currency set in Settings > Tenant > Language and localisation. Do any institutions need to have some funds desingated as a different currency than the tenant? I'm thinking through how to handle funds for Duke's campus in China and they would likely prefer to set up their funds with ¥/CNY/yuan as the basis rather than $USD.
Update 8/17/22: Duke's campus in China will operate using their own instance of FOLIO, so this question is no longer relevant for Duke.
A logical approach here would be to expose the currency setting at the fiscal year level such that users could explicitly set it when creating a fiscal year. Dennis Bridges Need to create a JIRA.
|58||Action performed on record bounces user to the top.|
In invoices when you access an invoice line to review or edit and close out of the invoice line, it will bounce you back to the top of the invoice.
PLEASE ADD MORE INFORMATION AND INCLUDE YOUR NAME SO WE KNOW WHO TO ASK FOR DETAILS. THX!
|59||Orders: Link to existing holding and item|
Add ability to link an order with an existing item (not only with an instance).
When material is purchased and the user creates a POL, holdings and items can be created in Inventory. But there are workflows - when working with a third party system for cataloguing -, where on order items are imported to Inventory. Those items cannot be linked to orders currently, the user can only create a link between order and instance. As a user, I need to indicate which item I have ordered. And what would happen if the item is moved in this scenario?
Primary use case would be when items are created independently of the order records we would like users or third party tools to have the ability to connect the items to the order and update the order<>inventory links such that acq data is displayed appropriately in inventory. This is needed for both order types and receiving workflows.
Dennis Bridges need to create a feature.
|60||Orders: Move PO line accordion|
Orders UI: For ongoing orders we usually have to scroll down while viewing the PO Details screen to see the title information since there is an additional accordion section for ongoing orders. Could we discuss whether the layout could accommodate seeing the PO line titles further up since titles are such a critical data element when looking at orders? Maybe this is more challenging for institutions that have multiple PO lines, but for those with one PO line per order this could be a valuable user experience improvement.
Title sometimes appears below the fold which makes it difficult to find. Adding multiple notes to the PO accordion pushes the POL accordion down even further. Some users will increase font size (Zoom in) which also pushes the POL accordion off of the screen.
If the notes were to be collapsed by default with only one showing it would be helpful to include a bubble that shows how many there are.
Bill to and Ship to can also be very long and could be truncated by default or something like that.
On-going order information could potentially be shifted down. The subscription field would need to be kept near the top. It is key information for ongoing orders and should not appear below POLs
PO summary could be collapsed into the PO accordion to save space.
Dennis Bridges need to review with Kimie Kester
|61||Receiving: Receiving title are not removed when package POL instance links are changed|
The only way to remove Receiving titles is to delete the POL. With Package POLs you may need to clean up the receiving titles but not want to remove the POL.
Titles can even be linked in error and there is no way to correct that without deleting the entire POL.
There are circumstances where we want to keep the receiving record and some when the user does not want to keep it.
May have originally ordered a specific version from Amazon as a rush. Circumstances change but user wants to keep the order history so it can be communicated to the requester. In this case the Receiving title would need to be removed and the more relevant instance connected.
|July 15, 2022||Sara Colglazier|
Dennis Bridges to create JIRA for review. need to consult devs about ability to remove R Titles.
To speed up order template creation, it would be helpful to have these two options:
Group offered a number of use cases for making small changes to templates. Duplicate was the preferred approach.
Dennis Bridges to create JIRA for Duplicate template and separate JIRA for create template from order at lower priority.
|63||Receipt status for withdrawn items|
When libraries withdraw and delete resources from the library system, they will delete items/holdings/instances in Inventory. The order and receiving record will stay in the system, but needs a status "withdrawn" (or similar), so that the system user knows this has been part of the libraries holdings, but is no more.
Dennis Bridges to create JIRA for capturing item has been withdrawn in piece record. There is a status in inventory for item, this should potentially update the piece data point. Allow piece/order to be filterable.
|64||Receiving against closed POs.|
Prior to the end of our fiscal year, we closed all paid POs, so that they wouldn't re-encumber on rollover. Now we are receiving the pieces. For our monographs, this is working fine. The POL Receiving workflow was set to "Synchronized order and receipt quantity" and when the item is received, the POL Receipt Status does get updated to "Fully Received" and the PO remains closed. But for some individual series volume orders (which are one-time orders), the orders staff coded them as "Independent order and receipt quantity." Now staff are creating the piece(s) to be received and receiving it (them). This is creating two problems: 1.--the Receipt Status becomes "Partially Received" but there is nothing else to be received. 2.--the PO reopens (ack, ack, ack)! We can go to the POL, edit and change the status to "Fully Received" and this will close the PO again, but we would prefer to have the PO remain in a closed state.
Dennis suggested on Slack: It’s the change in status that triggers the PO workflow status to change. Perhaps the receipt status should not be updated when receiving pieces against a closed order. OR the only update made should be to “Fully received” which would close the order if it wasn’t already closed. We like the second. We are using the "Awaiting Receipt" Status to track items to be received, so we wouldn't want to leave the POL in an Awaiting Receipt status.
Requirement: The PO does not reopen when receipt continues against a closed PO. This was found in Lotus. We believe it is the Adding and receiving of a new piece after order was closed that confuses the system and changes the receipt status and opens the PO.
Dennis Bridges to retest in current release and create JIRA bug.
|65||Add "Created by" filter to Invoices|
We do not currently use Acquisitions Units, but we do have several departments creating invoices (one-time vs. ongoing). Normally these are all approved by one person, but when that individual is out of the office the invoices are approved within each department. We are looking for a way to filter the invoices so that departmental approvers only see those invoices that are relevant to them. As there are a limited number of users generating invoices, having a "Created by" filter (just like in the orders app) would be of benefit.
As an invoicing users it would be beneficial to be able to filter invoices based on the ones I created
Kimberly Pamplin Texas A&M
Dennis Bridges to create a story for implementing filter by invoice "Created by".
|66||Order templates: View hidden fields while editing an order|
Update 11/1/22: We can now see the Action menu option "Show hidden fields" while in edit mode, so this topic is resolved.
Orders: In Lotus we can't view hidden fields while in Edit mode for an order that was created using a template that hides fields. We're concerned that if we hide a field and later need to adjust the value that was set in the template we won't have a way to edit the value on the order.
|No discussion required - resolved.|
|67||Order templates: Hide tags|
We love the new hidden fields options in Settings > Orders > Order templates. We'd like to hide tags and wondered why the PO Tags and POL Tags and aren't "hideable"? Could we add that functionality in the future?
Note: The tags functionality can be hidden completely across all of FOLIO if it is not needed in any application.
Desire the ability to disable tags in the order and order line such that users are not able to apply them to orders. Tags are currently difficult to manage and we would like to prevent users from making a mess now that could be difficult to clean up in the future.
Question: Are other libraries interested in hiding tags from the orders interface but not other applications?
Create a feature for allowing users to hide tags from orders and order lines. It would be logical to incorporate this into the hidden fields functionality of the order template.
|68||Receiving: Don't display "Receipt not required" orders|
We're wondering why records display in the Receiving app for orders that are created with a Receipt status = "Receipt not required"? We're not seeing anything in the receiving app record to indicate that the order is a "Receipt not required" order, so they wouldn't know from the Receiving app that this order was set to "Receipt not required."
Use cases for packages:
When a POL has a receipt status of "Receipt not required" the Receiving title should be hidden from the result list.
Note: currently this is the only place you can see package POL titles. Not able to search POL by package title.
Dennis Bridges need to create story for not displaying title with POL receipt status "Receipt not required" by default. Package POL titles can be marked as "Receipt not required" but users still want to find them.
|69||Orders: Configure whether material type is required|
Orders: We'd like to make material type required for electronic order types so that users don't accidentally skip that field and it's important for tracking/reporting. Could that be configured by each institution in Settings > Orders so that institutions can decide whether to require material type based on order format (physical, electronic, P/E mix, other)?
Capturing things like annual access fee for reporting purposes only clutter the "Item material type" list.
We have discussed implementing a orders specific material type. If you see that as a more complete solution please comment on this Feature
|Will focus priority on implementing https://issues.folio.org/browse/UXPROD-2455. Please comment on this story regarding your institution's priority so it can move up the queue.|
|70||Orders: API for third party vendors|
|We'd like to explore what other providers we could set up API's for - specifically, Kanopy and Amazon.|
Dennis Bridges to create a page for desired integration in the acquisitions wiki. Reveiw this page as a group and add information about the type of integration, data exchange needed etc. I will make sure Kanopy and Amazon are on that list.
|71||Invoices: Display of fund not always available without scrolling to the right|
When approving invoices if the description is long I need to scroll right to view funds. Far better would be to move the fund next to the POL number or allow for customization of displays.
The description is not something we want to completely remove. However, it can be unnecessarily long and could be truncated or wrapped at 30-50 characters. (group seems to favor truncation)
Allowing users to adjust the order of the columns would be another desirable solution if it persists at least for a session. Ie. it is persisted as you move from one invoice to the next.
Other Fields users are often scrolling to see: Total price, PO status.
Scott Perry UChicago
Dennis Bridges to discuss with design team and create a JIRA issue for proposed solution.
|72||Orders: warning before opening POL with unassigned funds|
It would be nice to have a warning coming up when you want to open a POL and there is still an amount remaining to be distributed in the fund distribution. The warning could be something like: “There is still a remaining amount to be distributed. Do you really want to open this order?”
User can forget to add a Fund code even though they want to add one. Ultimately this is not identified until point of invoice and users need to go back and edit the POL (Which has cause issues with approvals in past).
Suggested approach is to present a confirmation modal when trying to open an order that has one or more POL with no Fund code.
There could be libraries that are not using the finance module and in these circumstances, every order would require extra confirmation. This function should be opt-in and adjustable in settings.
Dennis Bridges to create a JIRA.
|73||Display currency on Fiscal Year and Budget|
Could we consider displaying the currency associated with a Fiscal year record and also display currency on the budget? Currently, we can only see the currency on the Fund detail pane. This came up because Molly Driscoll noticed some odd behavior when the snapshot environment tenant currency was changed from USD to PLN.
Dennis explained that "in some places on the order we show currency based on "currency setting" in tenant settings. However, transactions are converted based on the budget currency. Which is set based on the fiscal year currency. The fiscal year currency is set based on the currency setting when the fiscal year is created." When she looked at the JSON for the fiscal year, I could see that the fiscal year currency was, in fact, USD, which accounted for the converted encumbrance.
Molly brought this to my attention to request that folio.docs.org documentation be updated to explain this expected behavior, but I think it would also help if users could view the currency value assigned to a Fiscal Year and to a budget to help troubleshoot in the event that they change their default currency in Tenant > Settings. Currently, the currency value is displayed only at the Fund level.
Dennis Bridges to create JIRA to add currency setting to UI for all records that store a currency setting OR display currency values.
Could be a bug in UI that allows Budget (FUND) to show currency based on tenant setting rather than fiscal year currency.
|74||Renewals integration (EBSCONET)|
|Could Publisher Cancellation Policy received from the EBSCONET Renewal Integration flow into the e-resource agreement line(s)?|
|Aaron please feel free to add more details regarding a use case here. This was mentioned to me by Anne Campbell and I'd like to discuss with the group.|
|75||Add Accession number during receiving|
An Accession number is not infrequently assigned during the Receiving process. It would be helpful if the accession number could be entered during receiving and this information could be transferred to the item, just like the call number. In this context, we would also like to discuss the implementation of the number generator currently under development, which would also be valuable in Receiving.
UXPROD-144 exists, however, this is linked to Inventory epic at the moment.
Please inform Martina Tumulla and Björn Muschall when topic will be discussed.
Leipzig and hbz
André Hohmann SLUB Dresden
Martina Schildt VZG
|76||Delete connected item when piece is deleted from Receiving app|
When you delete a receiving record for a withdrawn periodical I would also like the option to delete the item record. As it is, I have to delete both separately and it is a lot of clicking. The receiving record says connected but it doesn't delete the connected item record and vice versa.
When deleting a piece in the receiving app it is possible that the user wants to remove item as well. Even when item is in a status other than "On-order" or "Order closed".
For a certain journal the library might only keep issues from the current year. All have items for circulation and all would be deleted at the end of the appropriate year. In this case the item deletion must comply with inventory item deletion rules. The actual error message from inventory should be displayed to the user in receiving. Often times libraries will retain the existing holdings in this scenario but they might also remove the holdings.
I would like to have the choice of deleting a corresponding item, but I can see a time when we would want to delete pieces because of sheer quantity only, but would want to retain items.
Molly Driscoll on behalf of Lisa Hoskins
Lisa Paul Meek Library
Dennis Bridges to create JIRA that allows user to indicate that they want to remove the item even though the status is no longer "on order" or "order closed".
|77||Orders: Spelling inconsistency in UI|
Orders app: The hover text for a cancelled purchase order or order line displays "Canceled"; however, the Reason for closure field uses the spelling "Cancelled." Please change the hover text for consistency with other field labels and values which use double "l" (Examples: "Cancellation restriction", "Cancellation description").
Dennis Bridges need story for updating the spelling of the alt text. to be consistent with the rest of the interface.
|78||Orders: Keyword search orders by instance HRID|
Staff at Duke are accustomed to searching for orders based on a bibliographic record system ID. The equivalent in FOLIO is the instance HRID; however, the Orders app doesn't currently offer instance HRID as a search keyword. We're curious to know whether other institutions would find that useful as well.
Users that do not have order permissions may share an HRID with acq staff. Acq staff are currently forced to start their search in the inventory app. It would be helpful if they could begin with an orders search.
At this time we are comfortable with the options provided by FOLIO for discovering orders via inventory, where a user can search by HRID.
This has brought up some other topics but we can add additional bullets to the topics list to revisit these in the future.
|79||Receiving and Invoices: clicking on "receive" from a POL can bring up more than one POL|
At Chicago, many POs were migrated from earlier systems, so some have very long PO numbers. When clicking on "Receive" from the drop down menu from the POL, a search is initiated by the POL number to bring up the Receiving record. But the search is a keyword string, as opposed to an exact match. As a result, if the string of one POL number is contained in another POL number, this results in multiple results, which is confusing. It would be better to have an exact search to avoid confusion when trying to receive. Example video here: https://drive.google.com/file/d/1YOw9OH1FMFy6aEfzU2Fn6bbVYBewpdnL/view?usp=sharing. The number "54338" bring ups that POL for receiving but also the POL for "454338." The search for a POL to add to an invoice line has the same issues.
Dennis Bridges to create JIRA for updating ID number indexes to be exact match but allow wildcards. Story for updating indexes should be reviewed to make sure there are not certain indexes that users believe should not be exact match.
|80||Provide comparable Invoice line to invoice navigation as POL to PO navigation.|
Recently, I went to look at an invoice in our Chicago FOLIO instance. Our Payments unit is scanning an uploading images directly in FOLIO (so awesome!) under Links & Documents on the Invoice. On the POL, I clicked on the Invoice Line # under "Related Invoice lines. This took me to the invoice line, but not the invoice. When on this page, it's not immediately obvious how to actually view the full invoice (and for me, get to the attached scanned image). I went under the Actions menu, to see if there was a "View Invoice" as there is on the POL to "View PO," but there was nothing. I ended up searching for the invoice to bring it up. My colleague shared with me that if you click the X by invoice line, that will close the line and bring up the invoice, but this isn't at all obvious. Could this have a more intuitive way to navigation from invoice line to invoice (and preferably similar to how it works with PO/POL)?
Dennis Bridges to add JIRA. Invoice should employ the same pattern for navigating between invoice and invoice line as the order app employs on orders tab for order and order line. Invoice should use back arrow. When clicking on invoice hyperlink the invoice should display in result list.
|81||Enabling the deactivation of obsolete parameter values|
At SLUB Dresden, obsolete parameter values are currently deactivated for users to avoid their use. However, the values should still be available for evaluations or administrative tasks. It is proposed that obsolete values of parameters can be deactivated in FOLIO.
Please inform André Hohmann when the topic will be discussed.
André Hohmann, Silvana Kirschner
Identified 2 possible approaches and waiting to hear back from interested parties regarding which approach they feel would be more valuable.
|82||Picklists for country and language|
Is it possible to use the DIN standard (ISO-639)?
For language selection in organizations app
The selection should only contain current (living) languages and country names as a selection option in the UI - e.g. Old English would not be used as default language for an organization
Dennis Bridges to create a JIRA for this. Refining the available languages such that only the living languages are shown in the list. Need to confirm with the development team whether this is a more broadly use component or only relevant to acquisitions.
|83||Export transaction list from Finance|
Finance - Villanova University would like to be able to filter and export transaction details from budgets in the Finance app.
What would be some key use cases for extracting this information?
Would you need transactions for only 1 budget at a time?
What detail from the transaction would you need (ie. Transaction date, Fund code, source, From and To, amount, budget ID, Expense class, Description, tags)?
|Sara Colglazier (for 5C)|
Dennis Bridges Create a feature to represent this work. Using pattern established in Orders, Receiving etc.
|84||Specify credential access at the interface level|
|Organizations - Currently, the ability to view interface credentials is all or nothing with permissions. Villanova University would like to be able specify at the interface level who has access to credentials. For example, for an organization, perhaps everyone can access the reports interface credentials, but only acquisitions managers should be able to access invoice/payment portal interface credentials for that same organization.|
|85||Configuration to enforce entry of lock total|
|Invoices - Villanova University would like a configuration added to Invoice settings to force entry of a lock total amount on all invoice records.|
|Invoices – it would be very helpful to have Invoice Templates like for Orders. We key in far more Invoices than we EDI them in. Templates would save us time, clicking/entry, and help us not forget to toggle on or off certain things.|
|87||Display Vendor Name (Code) (as well as Vendor Invoice # – see above #56 – on Invoice Line|
Invoices – It would be helpful to have the Header on an Invoice Line display not just "View invoice line - 1" etc but also who the Vendor is (Name with Code in paren following) & what the Vendor Invoice Number is. Otherwise one has to click back to the Invoice itself to orient oneself. Or, depending on how one got to the Invoice in the first place, drag the 3rd pane smaller again to maybe see if the info is in the middle/2nd pane, which it is not necessarily, or obviously, available depending. E.g., Not Obvious:
OR just not there (in the middle pane–so one has to X out of the invoice line):
and if I do that I had better remember what my invoice line or title was to be able then to get back to it again:
|88||Display Vendor (Name with Code) in Order Line Header along with POL # (akin to #87 above)|
When I am in the Order Line, I do not know with what Vendor I have placed the/an Order. (The Material supplier in the Physical or Electronic resource detail accordion is not necessarily the same! and even when it is, the info is not where it is needed.) ... So if I do a Order Line Search by Title, I have to X out of my result to see with whom I have the title on order, and in some cases, if my search has multiple results, I have to click on one after the other and each time out from the POL view (not a perfect example, but mostly so):
>>> to the POL view >>> Material Supplier NOT our Vendor Name/Code
and so to see that I need to now Click on Actions & then Click on View PO ... which will take me to the PO, but then I will have lost my initial search & results:
|89||Export organization records to CSV|
In light of other developments to the export of acquisitions information under
It's also been noted that in other apps supporting export to CSV, notes added via the Notes app are not included in export. This may be a larger discussion, but I wanted to at least raise it here to facilitate that conversation wherever it ultimately needs to happen.
|Be able to Filter in Invoices on Batch File Status and with that re: the Date (called Batch File Name)|
I need to be able to distinguish between what invoices have been marked for 'Export to accounting'–which is a filter–with our 'Batch Group'–also able to be filtered on–from those that have already been exported and which ones have not. Once they have been exported then the accordion 'Voucher export details' gets added to the Invoice and includes that it was Uploaded under Batch file status and when that occurred under Batch file name. If I could filter by those two fields then I could figure out what Invoices marked for Export to accounting in my Batch Group had NOT yet been actually exported.
(MHC/5C) (see also #102 below)
|91||Invenvtory: adding additional acquisition data in the item record|
To have a quick overview of frequently needed information and to avoid of "jumping" between multiple apps, it is desired to have additional acquisition data displayed in the "acquisition" accordion of the item record. Requested are:
André Hohmann SLUB Dresden
|92||Invoices: Expended amount minus credits|
We would like to see an amount in Finance that shows what has been expended without the inclusion of credits. For e.g.: We had a fund where we had a large credit of ($161,359.41). We processed a number of payments to spend down this amount. At the end of it, you cannot tell that this even happened from the Budget Summary screen. It only looks like we’ve spent $1,532.10. You must click into “View transactions” to see the individual transaction list. If you wanted to get the total amount of what has been spent (without credits) from there, you would then have to add up all those transactions manually.
Okay Okonkwo & Kimberly Pamplin, Texas A&M
|93||Order Format/Holdings Type|
In the Holdings record, the format can be set. It can be electronic or physical. In the Order line, the Order Format can be set. Can this value be transferred to the Holdings record format (if one is creating a Holdings Record in Inventory using the Create Inventory Function? That way:
Electronic Resource Order Format = Electronic Holdings Type
Physical Resource Order Format = Physical Holdings Type
|94||Editable fields in the open PO/POL|
Could we in general review and understand what fields are editable in a PO that is open and why? Thinking about this list of fields in the Order: Acquisitions Orders Module. Some fields can still be edited in open orders; others can't. Unopening/reopening POs can be problematic, as it impacts Receiving and the connection to Inventory, so we don't like to do that. While we understand that some fields drive workflows and really shouldn't/couldn't be edited on open POs, there are other specific fields in the POL we would like to be able to edit:
Are there other fields other libraries would like to be editable? Happy to make this a broad discussion.
Lafayette College (specifically the Selector field)
Sara Colglazier (MH\5C): at the PO level the Subscription Note & other Ongoing Order Information AND when it is not Linked to Inventory then I should be able to edit any and all Title related info
Kimberly Pamplin - (TAMU) Especially problematic for ongoing orders for us. (Specifically date fields and Vendor Account # for us.)
|95||Update Org search plugin|
|When creating a new PO or adding a new Invoice and doing an 'Organization look-up', the 'Search & filter' options not match those in the Organizations app. Can we update the plugins to sync the too?|
|96||Add option to indicate fund on a preset, not pro-rated adjustment|
When creating a pre-set adjustment in Settings > Invoices > Adjustments, it would be great to be able to specify a default fund for an adjustment that is not pro-rated. An example would be a shipping/postage adjustment that always needs to come out of a specific postage fund.
Currently there is no place to select the fund, so it must be manually applied on each invoice:
Molly Driscoll on behalf of Josh Roberts (University of the Arts)
|97||FOLIO invoice id vs. vendor invoice #|
On Purchase Order screen, under "Related invoices" segment where invoices are listed, the first column is named "Invoice #" when the value displayed is actually FOLIO invoice id, not the actual vendor invoice # which does appear under the fourth column with a precise name "Vendor invoice number" (see attached screenshot). It's a bit misleading the heading of the first column to be "invoice #" when it's not the actual invoice # from vendor that most acquisitions staff refer to and use on regular basis. Wondering if it makes sense to re-label the heading of the first column to something else such as "FOLIO invoice id" or "FOLIO invoice reference #" to convey what the data really represents and to reduce confusion?!
|98||Orders: Add "Receiving workflow" as filter and export to .csv|
The POL "Receiving workflow" field isn't included as a POL filter or included in the Actions > Export results (CSV) file. Troubleshooting and reporting would be easier if this field were included in one or both places within the Orders app..
From Julie at Duke: While we're looking at this, should we also consider adding the "Receiving workflow" as a filter in the Receiving app or is it sufficient to just include it on the POL as a filter?
|99||Building invoices from smaller vendors: embedded MARC|
Viewing a PO in Orders app → looking at related invoice lines accordeon: Would be useful to show start and end of subscription as part of the table; should display the calculation period which is recorded in the Invoice Line
Goal: allocate piece and invoice line
Martina Schildt | VZG
|101||Invoices: View associated budget|
The Finance app has a way to navigate from the budget to an invoice (via the transaction log), but there is no reference in the opposite direction. It would be nice if it were possible to see (and even navigate to) what budget an invoice was paid on to determine what fiscal year the invoice belongs too. It would also be useful to be able to filter on this when searching in the Invoices app.
Note: This would be very similar to the way that Nolana invoice lines link out to encumbrance transactions in Finance.
|102||Invoices: if Voucher Export is run withOUT a server to Upload to then download is possible but Batch file status displays as Error|
With UXPROD3600 (Morning Glory) one can now manage Voucher Export without needing access to Settings–which is great!! BUT since FOLIO is unable to upload to a secure ftp server (just yet?!) and our College will not provide us access to anything but a secure server, we run the Voucher Export and then download the file and "manually" handle the rest ... So far so good as far as being able to get Invoices/Vouchers to our College's AP department to be paid. HOWEVER, the Batch file status displays as Error, which is really confusing, because it makes it seem like we were not able to get the Invoices/Vouchers out to transfer to AP.
Could there be a third option, Error or Failed, for when it truly failed; Uploaded for when it successfully uploaded to a server; and then something (Batched ??) for when a Batch file was created that is available for download/export but not also uploaded anywhere.
Seeing Error in Voucher export details on Invoices is especially confusing.
|103||Invoices: No duplicate warning when set to Approve/Pay|
|When an invoice duplicates on vendor, invoice date, and invoice number, a duplicate modal will pop up. Currently (in Nolana) this occurs when an invoice is created, edited, or approved. When the setting "Approve and pay in one click" is active, however, it seems that this modal is bypassed. Since approve is part of this process, it seems like the behavior should be consistent with approving and cause the modal to appear.|
|104||Invoices: Navigating invoice lines|
When reviewing invoices and needing to see a more detailed view, it would be helpful if one could navigate back and forth between invoice lines without having to close back out to the main invoice page and reselect a new line. So while on line 2 clicking backward (or previous) would take me to line 1 and forward (or next) would take me to line 3. Visually this might resemble the "Previous" and "Next" buttons used to navigate order searches with more than 50 results. This would save clicks and make the review process more efficient.
In addition, it might be useful to have a placeholder indicator to inform you of the line you just closed out of. (Perhaps the line stays highlighted in blue?). Even though closing out of an invoice line will bounce the line to the top (unless you hit back button in browser, in which case this does not work!), a visual clue might be helfpul if possible to remind the user where they are at. This is particularly so on longer invoices.
|105||Orders → Search for POLs in search and filter pane via instance HRID?|
Are there any plans to make the HRID of the linked inventory entity searchable? The POL should be able to easily access this via the UUID link. If the POL is linked to an instance, the search for the instance HRID would be possible automatically. If you also link the Holdings with the POL, you can also search for Holdings-HRID.
Martina Schildt | VZG
|106||Orders/Invoices: Automatic Slashes for Dates|
Is there any way it would be possible to have the slashes in date fields automatically input when typing? This is a very minor thing, but between orders and invoices I find myself putting in a lot of dates. It would make things faster if the markings between were automatically added.
Orders - Renewal date, Subscription from, Subscription to, Using any of the date filters.
Invoices - Invoice date, Subscription start date, Subscription end date, Using any of the date filters.