Release: Kiwi, Hotfix 2
Updated 2022-04-12
Added to Confluence: 2023-08-30
Description
FOLIO Organizations can serve multiple functions. Organizations may serve as vendors to which libraries pay for subscriptions or one-time purchases. An Organization can also be the platform for the delivery of content and the collection of usage statistics. Some Organizations have administrative modules where libraries record information about how content is accessed and delivered to users . An Organization can be the consortia which negotiates licenses and subscription/purchase costs.
FOLIO Modules Used
Agreements
Orders
Invoices
Inventory
Trigger
Request for a new purchase from a new vendor or content provider. A vendor is the organization or individual that receives payment for resources and/or services. A content provider may serve as the vendor for the new subscription or provide the platform for the delivery of content and the collection of usage statistics.
Output
Creation of an entry that allows staff:
to contact a vendor or content provider about the acquisition of new resources (print & online);
to contact a vendor or content provider about access issue problems;
to contact a vendor or content provider about usage statistics information;
to contact a vendor or content provider about payment issues;
To record institutional specific account information, including EDI information, discounts, etc.
Steps
Open Organizations, click New
Summary
Enter organization Name, beginning with the appropriate 5C two letter prefix for your library: AC, HC, MH, SC, UM.
Enter organization Code, beginning with the 2 letter prefix. The code cannot include spaces, ampersands, or other non-latin alphabet characters.
Organization code is required regardless of whether or not the organization is a vendor
Vendor codes must be unique.
Click the Vendor box to indicate that the Organization is a vendor.
In Acquisitions most (all?) organizations are also vendors. (This is not the case in ERM, where an Organization may be a platform or content provider.)
Contact your Accounts Payable office to create a vendor code for campus systems and record in Accounting code in FOLIO.
Set Organization status to Active (required field)
Select the Acquisitions unit for your library.
Add any relevant Alternative names for the organization to facilitate searching.
Contact information
Fill in fields as appropriate
Contact People
Fill in fields as appropriate
Interfaces
Fill in fields as appropriate
Vendor information
If Vendor box is checked above, the Vendor Information (on docs.folio.org) and accordions will display.
Accounts
Adding an account is optional, but if you click Add, you must fill in the required fields or delete the account (select the trash can icon) in order to save the organization record.
Save & Close
Notes:
Organizations are closely shared between Acquisitions & ERM but each group might have a different reason for creating or accessing the record.
Organization and contact records are managed individually by each campus. Do not edit or link to records that do not belong to your organization. See Handshakes documentation for details and related agreements.