The Organizations app allows you to manage organizations with which your library interacts. Organization records are a place where you can store information about an organization, including contact information, websites, interfaces, and accounts. The organizations you create are shared with the acquisitions and electronic resources management areas of FOLIO in the following apps: Orders, Invoices, Receiving, Agreements, Licenses, and eUsage.Definition of terms related to the Organizations app:
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Key terms
Acquisition units. The Five Colleges use Acquisitions units in the form of 2 letter codes (AC, HC, MH, SC, UM) that will allow staff to create and edit orders and perform other acquisitions-related functions for their home libraries. View access will be available for records in the other Acquisitions units. Acquisition units are assigned in the Settings app. See Settings > Acquisition units for more information.
Organization. Any institution with whom your library interacts (this may or may not be an institution from whom you purchase materials).
Vendor. Any institution from whom your library purchases materials.
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Create an Organization
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Permissions
FOLIO community documentation for Organizations includes the permissions required to interact with the app, and that determine what you can or cannot do within the app.
You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, then they will be unable to see the Organizations app or any related information.
Creating an organization
When creating an organization, you either create it as a general organization or specifically as a vendor. If you create the organization as a vendor, you can add additional vendor-related information. For more information on creating a vendor, see Creating a vendor.
In the Organizations pane, click New.
In the Create organization window, fill in the Summary, Contact information, Contact people, and Interface sections. For more information on the fields and actions available in these sections, see the section descriptions below.
Once you have included all of the information you want about the organization, click Save & close. The organization is saved and added to the Organizations pane.
Summary
Name (required). The name of the organization. IMPORTANT: Remember to prefix with the two letter code.
Code (required). A unique identifier for the organization. IMPORTANT: Remember to prefix with the two letter code. Note: You cannot have duplicate vendor codes. The codes for each organization must be different.
Accounting code. The accounting code used by your library in your payment system in reference to the organization.
Organization status (required). Select an organization status: Active, Inactive, or Pending. The status you select here is evaluated by the Orders and Invoices apps. Orders can only be opened and invoices can only be paid if the organization is a vendor with an Active status. You may want to use the Pending status to signify that the organization record is a draft.
Default language. Select the organization’s default language.
Vendor. If you are creating a vendor organization, select the Vendor checkbox . See Creating a vendor for more information.
Acquisition unit. Select the Acquisition units for your library. See Settings > Acquisition units for more information.
Description. Enter a description of the organization.
Alternative names. Alternative names used by the organization, such as abbreviations or prior names. Including alternative names can facilitate searching,
Adding an alternative name
Note: Adding an alternative name is optional, but if you click Add alternative names, you must enter an Alias or delete the alternative name in order to save the organization record.
Click Add alternative names.
Enter the organization’s Alias in the box.
Optional: Enter a Description about the alias in the box.
Repeat as needed. The alternative name saves once you save the organization.
Deleting an alternative name
Find the Alternative name you want to delete.
Click the trash can icon. The alternative name is deleted and is removed from the record once you save the organization.
Contact information
The Contact information section stores organizational contact information that is not specific to individual people at the organization. You can add contact information for specific individuals in the Contact people section, which is described below.
Categories for contact information are configured in the Settings app. If you assign a category to any type of contact information you enter in this section, the contact information is then sorted by that category when you view the organization.
Address. The addresses associated with the organization. You can add multiple addresses.
Phone numbers. The phone numbers associated with the organization. You can add multiple phone numbers.
Email address. The email addresses associated with the organization. You can add multiple email addresses.
URLs. The URLs associated with the organization. You can add multiple websites or FTP connections.
Adding an address
Click Add address.
Fill in the address information.
Repeat as needed. The address saves once you save the organization. Note: If you are adding multiple addresses, select the Use as primary address checkbox at the top of the organization’s primary address.
Deleting an address
Find the address you want to delete.
Click the trash can icon. The address is deleted and is removed from the record once you save the organization.
Adding a phone number
Click Add phone number.
Enter the Phone number in the box.
Optional: Select the Type of number it is from the drop-down list: Office, Mobile, Fax, or Other.
Optional: Select the Language spoken at that number from the drop-down list.
Optional: Select any Categories from the drop-down list that describe the email address.
Repeat steps 1-5 as needed. The phone number saves once you save the organization. Note: If you are adding multiple numbers, select the Use as primary phone checkbox at the top of the organization’s primary number.
Deleting a phone number
Find the phone number you want to delete.
Click the trash can icon. The phone number is removed and is deleted once you save the organization.
Adding an email address
Click Add email.
Enter the Email address in the box.
Optional: Enter a Description of the email in the box.
Optional: Select a Language from the drop-down list.
Optional: Select any Categories from the drop-down list that describe the email address.
Repeat steps 1-5 as needed.The email address saves once you save the organization. Note: If you are adding multiple email addresses, select the Use as primary email checkbox at the top of the organization’s primary email address.
Deleting an email address
Find the email address you want to delete.
Click the trash can icon. The email address is removed and is deleted once you save the organization.
Adding a URL
The URL can be a website or FTP link.
Click Add URL.
Enter the URL in the box.
Optional: Enter a Description of the URL in the box.
Optional: Select a Language from the drop-down list.
Optional: Select any Categories from the drop-down list that describe the URL.
Repeat steps 1-5 as needed. The URL saves once you save the organization. Note: If you are adding multiple URLs, select the Use as primary URL checkbox at the top of the organization’s primary URL.
Deleting a URL
Find the URL you want to delete.
Click the trash can icon. The URL is removed and is deleted once you save the organization.
Contact people
Creating a new contact
If you need to create a new contact, see Creating a contact person.
Adding an existing contact
Click Add contact.
In the Add contacts dialog, search for the contact you want to add.
In the Search results, select the checkbox next to the contact(s) you want to add. You can add multiple contacts at a time.
Click Save. The contact(s) appear under the Contact people section.
Deleting a contact
Find the contact you want to delete.
Click the x. The contact is deleted and is removed from the record once you save the organization.
Interface
An interface is a website, software, or portal that you use to manage orders or gather statistics from the organization.
Creating a new interface
For more information, see Creating an interface.
Adding an existing interface
Click Add interface.
In the Add interfaces dialog, search for the interface you want to add.
In the Search results, select the checkbox next to the interface(s) you want to add. You can add multiple interfaces at a time.
Click Save. The interface(s) appear under the Interface section.
Removing an interface from the organization record
Find the interface you want to delete.
Click the x. The interface is deleted and is removed from the record once you save the organization.
Creating a vendor
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In the Organizations pane, click New.
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In the Create organization window, in the Summary section, select the Vendor checkbox. Vendor sections appear.
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Continue filling in the Summary section. Fill in the Contact information, Contact people, Interface, Vendor information, Vendor terms, EDI information, and Accounts sections. For more information on the fields and actions available in these sections, see the section descriptions below.
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Summary
For more information, see Summary.
Contact information
For more information, see Contact information.
Contact people
For more information, see Contact people.
Interface
For more information, see Interface.
Vendor information
The information that you enter under Vendor information sets some of the defaults that appear when you apply the vendor to an order or invoice.
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Vendor currencies. The currencies accepted by the vendor.
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Expected activation interval. The standard activation period for the vendor, in days. Note: The interval you enter here is used in the Activation due field in the E-resources details section of an order line associated with the vendor. For example, if you set the interval to 365, the Activation due field is populated with the date that falls one year from the date the order line is created.
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Expected invoice interval. The standard invoice interval for the vendor, in days. Currently, this information does not display on invoices.
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Claiming interval. The standard claim period for the vendor, in days.
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Expected receipt interval. The standard period during which ordered items are received from the vendor, in days.
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Renewal activation interval. The standard renewal activation period for this vendor, in days.
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Subscription interval. The standard subscription period for the vendor, in days.
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Export to accounting. To indicate that invoices for the vendor should create voucher records for export to an external accounts payable system, select the Export to accounting checkbox. When creating an invoice for the vendor, the value on the Organization record sets the default value for the invoice Export to accounting field.
Tax
The information that you enter under Tax sets the defaults that appear when you apply the vendor to an order.
Tax ID. The Federal Tax Identification Number for the vendor. This is also known as an Employer Identification Number (EIN) and is used to identify a business entity.
Tax percentage. The standard tax rate for the vendor. For vendors liable for a value added tax (VAT), the percentage value can be stored here for reference.
Liable for VAT. To indicate that the vendor is liable for value-added tax (VAT), select the Liable for VAT checkbox.
Vendor terms
Vendor terms are the summary of an agreement with the vendor. The agreements may be acquisitions/fulfillment-related or e-resource-related. The values entered here do not appear on orders or invoice records.
Note: Adding vendor terms is optional, but if you click Add, you must add a Name or delete the vendor term in order to save the organization record.
Adding a vendor term
Click Add.
Enter the Name of the term in the box.
Optional: Enter or select the Discount % in the box.
Optional: Enter a Reference URL in the box.
Optional: Enter any Notes about the agreement in the box.
Repeat steps 1-5 as needed. Terms are saved once you save the vendor.
Deleting a vendor term
Find the vendor term you want to delete.
Select the trash can icon. The term is removed and is deleted once you save the vendor.
EDI information
EDI (electronic data interchange) information is the information you use when sending or receiving orders or receiving invoices. Note: FOLIO and EDI functionality is currently under development and any information you enter in this section is for reference purposes only.
EDI basic
Vendor EDI code. The vendor identifier for EDI transactions
Vendor EDI type. Select one of the Vendor EDI types, which designates the type of identifier used as the vendor identifier: 014/EAN, 31B/US-SAN, 091/Vendor-assigned, or 092/Customer-assigned.
Library EDI code. The library identifier for EDI transactions
Library EDI type. Select one of the Library EDI types, which designates the type of identifier used as the library identifier: 014/EAN, 31B/US-SAN, 091/Vendor-assigned, or 092/Customer-assigned.
Prorate tax. If the tax is prorated on orders or invoices, select the Prorate tax checkbox. This indicates that the library expects to prorate summary tax on invoices from the vendor across all invoice lines as a percentage by value.
Prorate fees. If fees are prorated on orders or invoices, select the Prorate fees checkbox. This indicates that the library expects to prorate fees on invoices from the vendor across all invoice lines as a percentage by value.
EDI naming convention. The naming convention that sets the expected structure to be used for outgoing FOLIO EDI files, such as the prefix or file extension. Example: .edu
Send account number. If you send your account number with orders or invoices, select the Send account number checkbox. If selected, the account number will be required for the PO/POL and output in the EDI order file.
What messages are expected for this vendor? If your library expects to send EDI orders to the vendor, select the Orders checkbox. If your library expects to receive EDI invoices from the vendor, select the Invoices checkbox.
Notes. Enter any notes about the EDI information for this vendor.
FTP details
EDI FTP. Select FTP format in which the library expects to transact with the vendor: SFTP or FTP.
FTP mode. Select the transmission mode the library expects to use with the vendor: ASCII or Binary.
Server address. The address for the vendor’s FTP server.
FTP connection mode. Select the connection mode: Active or Passive.
Username. The username for the FTP, if a login username is required for this vendor.
Password. The password for the FTP, if a login password is required for this vendor. The password is automatically hidden. Click Show to display the password. Click Hide to stop displaying the password.
FTP port. The FTP port number.
Order directory. The subdirectory where orders should be placed, if different from the main FTP directory for this vendor. Ex: /directory.
Invoice directory. The subdirectory where invoices should be retrieved, if different from the main FTP directory for this vendor. Ex: /directory.
Notes. Any notes about the FTP details for this vendor.
Scheduling
Schedule EDI. If you want to schedule the EDI, select the Schedule EDI checkbox.
Date. Select the date you want to begin the scheduled EDI.
Time. Select the time for the scheduled EDI.
Weekly. Select the days on which the EDI will run.
Send to emails. A comma-separated list of emails to which vendor EDI notifications will be sent. Ex: jane.doe@example.edu, library.staff@example.edu
Notify all EDI. If you want to notify the email addresses about any kind of EDI transaction, select the Notify all EDI checkbox.
Notify invoice only. If you want to notify the email addresses about invoices only, select the Notify invoice only checkbox.
Notify error only. If you want to notify the email addresses only if an EDI error occurs, select the Notify error only checkbox.
Check now. To verify the EDI connection, click Check now. Note: This feature is currently in development.
Notes. Enter any notes about the EDI schedule.
Accounts
Accounts are the accounts you have with a vendor that you use for ordering materials.
Note: Adding an account is optional, but if you click Add, you must fill in the required fields or delete the account in order to save the organization record.
Adding an account
Click Add.
Enter the account Name in the box.
Enter the Account number in the box. This number is usually assigned by the vendor. Note: The account number entered here appears as a default value on any orders or invoices for the vendor. If you have multiple accounts set up in this section, the first account number displays as the default on orders and invoices, but you can select the appropriate number from a drop-down list that contains all the account numbers associated with the vendor.
Optional: Enter a Description of the account in the box.
Optional: Enter the Accounting code in the box.
Select the Payment method from the drop-down list.
Select the Account status from the drop-down list.
Optional: Enter Contact info in the box.
Enter the Library code in the box. This is the library-supplied code for the account with the vendor.
Enter the Library EDI code in the box.
Optional: Enter any Notes about the account in the box.
Optional: Select any Acquisition units from the drop-down list. For more information on acquisition units, see Settings > Acquisition units.
Repeat steps 1-13 as needed. Accounts are saved once you save the vendor.
Deleting an account
Find the account you want to delete.
Click the trash can icon. The account is removed and is deleted once you save the vendor.
Searching for an organization
You can search for organizations in the Search & filter pane. To search for an organization, enter your search terms into the box. Select the All drop-down list to search through one of the following fields:
All. All fields. This is the default search.
Name. The name of the organization.
Code. A unique identifier for the organization.
Language. The default language of the organization.
Alias. Alternative names used by the organization, such as abbreviations or prior names.
Accounting code. The accounting code used by your library in your payment system in reference to the organization.
Tax ID. Your library’s tax ID?
You can also search for organizations by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. See the sections below for more information.
Organization status
To filter organizations by their status, select one of the following:
Active. Organizations currently used by your library.
Inactive. Organizations previously used by your library.
Pending. Organizations that are not yet available for use. Pending could indicate that the organization record is not yet complete.
Tags
To search for organizations assigned with specific tags, follow these steps:
In the Search & filter pane, click Tags.
Select the tag(s) from the drop-down list. Your results appear in the Organizations pane.
Is vendor
To filter organizations by whether or not they are a vendor, select one of the following:
Yes. Organizations that are vendors (have the Vendor checkbox selected).
No. Organizations that are not vendors.
Country
To search for organizations with offices in a specific country, follow these steps:
In the Search & filter pane, click Country.
Select the country from the drop-down list. Your search results appear in the Organizations pane.
Languages
To search for organizations that communicate in a specific language, follow these steps:
In the Search & filter pane, click Languages.
Select the language from the drop-down list. Your search results appear in the Organizations pane.
Payment method
To filter organizations by their default payment method, as indicated in the Vendor information section of a vendor record, select one of the following options:
Cash. Default payment method of cash.
Credit card. Default payment method of credit card.
EFT. Default payment method of electronic funds transfer.
Deposit account. Default payment method of deposit account.
Physical check. Default payment method of physical check.
Bank draft. Default payment method of bank draft.
Internal transfer. Default payment method of internal transfer.
Other. Default payment method of other.
Acquisitions unit
To search for organizations to which one or more acquisitions units have been assigned, follow these steps:
In the Search & filter pane, click Acquisitions unit.
Select the acquisitions unit from the drop-down list. The search results appear in the Organizations pane.
Viewing organization details
Once you search for an organization, the following information appears in the Organizations pane:
Name. The name of the organization.
Code. A unique identifier for the organization.
Description. A description of the organization.
Organization status. The status of the organization: Active, Inactive, or Pending.
Vendor. Whether the organization is a vendor or not.
In the search results, click on an organization to view it. The Organization details pane displays with additional information about the organization.
Editing an organization
Find the organization you want to edit and select it.
In the Organization details pane, click Actions > Edit.
Edit the organization.
Click Save & close. The organization is saved and updated.
Changing a vendor to an organization
Note: Changing a vendor to an organization removes all Vendor information, Vendor terms, EDI information, and Accounts from the record.
Find the organization you want to edit and select it.
In the Organization details pane, clear the Vendor checkbox.
In the Confirm vendor data deletion dialog, click Confirm. The Vendor information, Vendor terms, EDI information, and Accounts sections are removed.
Make any additional changes to the organization.
Click Save & close. The organization is saved and updated.
Deleting an organization
Find the organization you want to delete and select it.
In the Organization details pane, click Actions > Delete.
In the Delete organization dialog, click Delete. The organization is deleted and a confirmation message appears.
Adding a tag to an organization
Find the organization you want to tag and select it.
In the Organization details pane, click the tag icon.
In the Tags pane, either select a tag from the box or enter a tag.
Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the organization.
Adding a note to an organization
Find the organization to which you want to add a note and select it.
In the Organization details pane, click Notes > New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section in the Organization details pane.
Creating a contact person
Note: If you need to create a new contact, you should save your progress on the organization you are creating or wait until you have completed entering all organization information before you start the new contact process. Creating a new contact takes you out of the organization window.
Click Add contact.
In the Add contacts dialog, click New. If you have not saved your organization information, you are prompted to do so before continuing.
In the Create contact window, fill in the fields in the Name, Emails, Phone numbers, URLs, and Addresses sections. See below for more information.
Click Save & close. A confirmation message appears and the contact is saved.
Name
Prefix. Title of the contact.
Last name. The surname of the contact.
First name. The given name of the contact.
Status. Select the status of the contact from the drop-down list: Active or Inactive.
Language. The primary language spoken by the contact.
Categories. Select any categories from the drop-down list that describe the contact. Categories are configured in the Settings app. See Settings > Organizations for more information.
Notes. Any notes related to the contact.
Emails
Adding an email address
Click Add email.
Enter the Email address in the box.
Optional: Enter a Description of the email in the box.
Optional: Select a Language from the drop-down list.
Optional: Select any Categories from the drop-down list that describe the email address.
Repeat steps 1-5 as needed.The email address saves once you save the contact. Note: If you are adding multiple emails, click Primary to indicate the contact’s primary email address.
Deleting an email address
Find the email address you want to delete.
Click the trash can icon. The email address is removed and is deleted once you save the contact.
Phone numbers
Adding a phone number
Click Add phone number.
Enter the Phone number in the box.
Optional: Select the Type of number it is from the drop-down list: Office, Mobile, Fax, or Other.
Optional: Select the Language spoken at that number from the drop-down list.
Optional: Select any Categories from the drop-down list that describe the email address.
Repeat steps 1-5 as needed. The phone number saves once you save the contact. Note: If you are adding multiple phone numbers, click Primary to indicate the contact’s primary phone number.
Deleting a phone number
Find the phone number you want to delete.
Click the trash can icon. The phone number is removed and is deleted once you save the contact.
URLs
Adding a URL
The URL can be a website or FTP link.
Click Add URL.
Enter the URL in the box.
Optional: Enter a Description of the URL in the box.
Optional: Select a Language from the drop-down list.
Optional: Select any Categories from the drop-down list that describe the URL.
Repeat steps 1-5 as needed. The URL saves once you save the contact. Note: If you are adding multiple URLs, click Primary to indicate the contact’s primary URL.
Deleting a URL
Find the URL you want to delete.
Click the trash can icon. The URL is removed and is deleted once you save the contact.
Addresses
Adding an address
Click Add address.
Fill in the address information.
Repeat steps 1-2 as needed. The address saves once you save the contact. Note: If you are adding multiple addresses, click Primary to indicate the contact’s primary address.
Deleting an address
Find the address you want to delete.
Click the trash can icon. The address is deleted and is removed from the record once you save the contact.
Editing a contact person
Note: If you need to edit a contact, you should save your progress on the organization you are creating or wait until you have completed entering all organization information before you start the new contact process. Editing contact takes you out of the organization window.
Add the contact you want to edit to Contact people if you have not already.
Click the contact you want to edit. If you have not saved your organization information, you are prompted to do so before continuing.
In the contact window, click Actions > Edit.
Edit the contact.
Click Save & close. A confirmation message appears and the contact is updated.
Copying a contact person
Although it appears in the user interface, copying a contact is not available.
Unassigning a contact person
See Deleting a contact for an alternate way to remove a contact from an organization.
Add the contact you want to unassign to Contact people if you have not already.
Click the contact you want to unassign. If you have not saved your organization information, you will be prompted to do so before continuing.
In the contact window, click Actions > Unassign.
In the Unassign from organization dialog, click Confirm. A confirmation message appears, the contact is removed from the organization, and the organization window appears.
Deleting a contact person
Deleting a contact person removes that person from your library’s list of contacts. If you only need to remove a contact from an organization record, see Deleting a contact.
Add the contact you want to delete to Contact people if you have not already.
Click the contact you want to delete. If you have not saved your organization information, you will be prompted to do so before continuing.
In the contact window, click Actions > Delete.
In the Delete contact dialog, click Confirm. The contact is deleted and the organization window appears.
Creating an interface
Note: If you need to create a new interface, you should save your progress on the organization you are creating or wait until you have completed entering all organization information before you start the new interface process. Creating an interface takes you out of the organization window.
Click Add interface.
In the Add interfaces dialog, click New. If you have not saved your organization information, you will be prompted to do so before continuing.
In the Create interface window, fill in the fields. See below for more information.
Click Save. A confirmation message appears and the interface is saved.
Fields
Type. The type of interface you are adding: Admin, End user, Reports, Orders, Invoices, or Other.
Name. The name of the interface.
URI. The URI of the interface.
Username. The username needed to log into the interface.
Password. The password needed to log into the interface. Click Show to display the password. Click Hide to stop displaying the password.
Notes. Any notes about the interface.
Available. Select the Available checkbox to indicate whether statistics are available through this interface.
Delivery method. Select the statistics’ Delivery method from the drop-down list: Online, FTP, Email, or Other.
Statistics format. Select the statistics’ Statistics format from the drop-down list: Counter, Delimited, Excel, PDF, ASCII, HTML, or Other.
Locally stored. The location of the statistics if they are locally stored?
Online location. The online location of the statistics. For example, a website?
Statistics notes. Any notes about the statistics.
Editing an interface
Note: If you need to edit an interface, you should save your progress on the organization you are creating or wait until you have completed entering all organization information before you start the new interface process. Editing an interface takes you out of the organization window.
Add the interface you want to edit to the Interface section if you have not already.
Click the interface you want to edit. If you have not saved your organization information, you will be prompted to do so before continuing.
In the contact window, click Actions > Edit.
Edit the interface.
Click Save. A confirmation message appears and the interface is updated.
Copying an interface
Although it appears in the user interface, copying an interface is not available.
Unassigning an interface
See Deleting an interface for an alternate way to remove an interface from an organization.
Add the interface you want to unassign to the Interface section if you have not already.
Click the interface you want to unassign. If you have not saved your organization information, you will be prompted to do so before continuing.
In the contact window, click Actions > Unassign.
In the Unassign from organization dialog, click Confirm. A confirmation message appears, the contact is removed from the organization, and the organization window appears.
Deleting an interface
Deleting an interface removes it from your library’s list of interfaces. If you only need to remove an interface from an organization record, see Deleting an interface.
Add the interface you want to delete to the Interface section if you have not already.
Click the interface you want to delete. If you have not saved your organization information, you will be prompted to do so before continuing.
In the contact window, click Actions > Delete.
In the Delete interface dialog, click Confirm. The contact is deleted and the organization window appears.
See the IO community documentation here.