FOLIO for selectors
Summary: This procedure provides an overview for library selectors in the use of the FOLIO Finance App and Orders App to check funds, view and submit orders, and tips on searching.
Finance App
Checking funds
Once logged into FOLIO, select the Finance App from the black bar at the top of the page.
To check a fund, find the "Search & filter column on the left-hand side of the screen and click on the "Fund" filter. It will turn blue when selected (see image below).
Key in the wanted fund name or code in the search box. Your search results will display to the right of the "Search & Filter" column.
Click on the line of the wanted fund. This will open a third column panel on the right side of the screen (you can resize the panels to make them larger, if you like).
The top section of the new column panel displays the selected fund admin information including, the name, code, and the group to which it belongs (see example in image below).
Scrolling down, under the “Fund information” collapsible accordion is the “Current budget” accordion. This shows the fund details.
Clicking on the grey budget line, will open a “Budget summary” screen with more detailed information on the fund including allocations, transfers, encumbrances, and expenditures. Clicking the x in the upper-right hand corner will close the budget summary.
To view transactions, click the blue “Actions” button in the upper-right hand corner and select “View transactions for current budget” from the dropdown.
You can click on each transactions, to see an “Information” pane. Clicking on the hot-linked “Source” in the information section will open the PO Line details in the FOLIO Orders App.
Checking groups
Once logged into FOLIO, select the Finance App from the black bar at the top of the page.
To look at groups, click on the “Group” filter in the upper left-hand corner in the “Search and filter” panel. Groups were created to match up to the Sierra accounting reports. You can search by fund name or by group name.
It is recommended that selectors look at one-time funds by “New Pubs” group so that the total amounts can be seen together, especially for approval plans.
For example, search the fund “lat” in groups. Click “New Pubs: Latin American & Caribbean.” A “Group information” pane will open, and it contains LATBL, LATMO, and LATNS dollars together in a single pane. You can resize the panel to better see information.
Orders App
Folio splits orders into two parts: the actual purchase order (PO) and the purchase order line (POL).
A purchase order (PO) may have one or more purchase order lines (POLs). To facilitate redirecting orders and cancellations, Acquisitions has set a policy that firm orders and migrated orders will be placed on individual purchase orders (POs). A shipment of approval books could still be processed on a single purchase order.
Organization
When you open the Folio Orders App, the left side panel of the screen contains the search box and filters. The search box allows a person to search for “Orders” (POs) or for “Order Lines” (POLs). Whatever is highlighted in blue is the type of search that will be performed. Dropdown menus allow users to set the search criteria and filters are available to narrow down searches.
Order (Purchase Order - PO)
The purchase order is like an envelope that specifies the vendor and shipping information and links the summaries of one or more purchase order line (POL) records.
The image below shows the result for a search for order #45584916. The summary line shows that this order migrated from Sierra, was sent to Emery-Pratt, its status is closed, and it is a monograph.
Clicking on this line opens the entire order (PO) record for viewing. You can resize the newly opened panel to see more without having to scroll.
The Purchase order (PO) contains the following information
Vendor name
Shipping and billing information
PO lines
These are records for the individual titles.
Number of POLs attached is dependent on the type of order.
Total price
Related invoices
Invoices are paid through POL numbers, so any invoice that a related POL is paid on will appear
Order Line (Purchase order line - POL)
Purchase order line (POL) records define the item we wish to purchase. The summary line for a purchase order line search result shows the POL number, the title, the product ID, the fund that was used for the purchase, and the order status.
Clicking on the grey line box opens the POL record for viewing in a third panel on the right.
Once opened, each POL record is broken down into sections, which are expandable and collapsible.
Item Details section contains the following information:
Bibliographic information such as: title, author, imprint, ISBN/ISSN, volumes ordered (noted in receiving note)
If title has a blue hyperlink, clicking on it will open the FOLIO Inventory App and the Instance Record of the resource (bibliographic record).
The receiving note shows important information for the receiver, such as volume numbers, add information, or patron notification requests.
Subscription information
Sierra bib number listed in FOLIO as a “product identifier” (if there is a corresponding Sierra bib number. New orders in FOLIO may not have one).
Cancellation notes
If an order has been cancelled, a banner will indicate cancellation. The receipt and payment status fields in the purchase order line section (next image) will indicate the cancelled status and notes on why in the cancellation description field.
This record begins with a red note banner at the top of the record showing that the record is closed. In this case, the item has been received, paid and the order is considered complete.
Details about an individual item
Scroll down to see additional sections and information.
Purchase order line and vendor sections (see image below) contains the following info: Purchase order line, format, receipt status and receipt date, requestor, and – if migrated from Sierra – the “vendor reference number” will correspond to the Sierra purchase order.
Cost details, Fund distribution, Location, Physical resource details sections
Contains information regarding physical unit price, fund, name code, and vendor
Clicking on the blue hotlink under “Fund” will open the FOLIO Finance app to view the fund record.
Notes and Related invoices sections
Notes that were migrated from Sierra will have “Sierra…” in the title and the corresponding type.
If an item has been paid, related invoices will be listed just as they would be in the purchase order. Users can click on the invoice number and will brought into the FOLIO Invoice app.
Searching Tips & Tricks
When searching in the Orders app, remember to click what category (order vs order lines) you would like to search. The category highlighted in blue is what is being searched. In the example below, orders are being searched.
Searching orders vs order lines:
When searched are limited to orders, you can search anything that is in the order record such as order number, date ordered, date created, and keyword search. The keyword search in orders only searches order number, date ordered, and date created. After searching, you can filter your search results.
If you are looking for a specific title, then limit your searches to order lines. Most of the information that you put in the order lines can be searched or is used as a filter option.
Overall, searching in order lines allows users to search by more terms and filter the results more. For example, if a selector wanted to see all titles that they have pending, they can search their initials by choosing selector in the drop-down box. After the initial search, users can filter the results by various categories such as “date created”, “vendor”, “location”.
Tips for searching in order lines:
No matter what you search, pay attention to punctuation. When searching in the orders app, even a space in the wrong spot can turn up “no results found” when an item exists.
Different variations
If you are searching for a title such as “300 ways to cook and serve seafood…”, try variations of the title. For example, “three hundred ways to cook and serve” or “300 ways to cook & serve”.
Typically, we are used to having alternative spellings and punctuations available to search from the Sierra bib record. However, until the library has fully migrated to FOLIO, alternative titles listed in MARC records will not be searchable in the Orders app.
Reset button
Get into the habit of clicking the “reset button” whenever you have a new search. FOLIO is very sticky and maintains searches and applied filters even after jumping between different apps.
Agreements App
The Folio Agreement record links the order, the license, and the eHoldings information together for online resources.
Selectors may go to the Agreement record to see the license terms for ejournals, ebooks, and databases.
At this time, we have the terms migrated from Sierra in place. We added more useful license term fields, such as course pack use, accessibility terms, etc., but those terms will be gradually filled in as we move forward with Folio.
In the Agreement record, the purchase order numbers appear in the Agreement lines section. Clicking on the PO number to go to the order.
The name of the eHolding package linked to the Agreement also appears in the record. If you click the blue link text, it will bring you to the agreement’s app with information for orders with the agreement, content, license and business terms.
In agreement lines, you can view PO lines linked to the agreement. If you hover over the PO Line number, the title of the item will appear in a black box.
Contact | Lisa Smith |
Team | Acquisitions |
Updated | September 2021 |
Created | September 2021 |