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Organizations App: Vendor Management
The Organizations App in FOLIO helps OSU A&M Libraries handle vendor records for ordering, receiving, invoicing, and managing e-resources. We work with a vendor records like GOBI, EBSCO, or ProQuest to document and track payments, and manage subscriptions and expenses.
This guide walks you through the process of creating and maintaining vendor records, including:
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Sub-account setup (like GOBI folders)
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Donor fund connections
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EDI setup (for sending/receiving electronic orders or invoices)
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Internal notes for vendor preferences or quirks
This table outlines each element required to successfully create or edit a vendor record in FOLIO. Follow these steps before using a vendor in the Orders or Invoices apps.
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Element
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Description
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Instructions
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Search for Vendor
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Check if the vendor already exists in FOLIO.
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Use a keyword or vendor code in the search bar before creating anything new.
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Create Vendor Record
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Start a new profile if no match is found.
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Click the New button in the Organizations App.
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Vendor Name
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Full legal/vendor name for invoicing and orders.
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Enter the official name from the invoice or GOBI record. Avoid abbreviations.
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Vendor Code
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Short, consistent identifier.
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Use lowercase with a prefix like
oks- for Stillwater or ouj- for Tulsa. Example: oks-ebsco. |
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Accounting Code
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Internal accounting reference (optional).
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Leave blank unless instructed by Acquisitions.
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Organization Status
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Indicates if the vendor is active or inactive.
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Set to
Active for any vendor currently in use. |
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Organization Type
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Describes the vendor’s role in our workflow.
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Select at least one:
Vendor, Publisher, Donor, etc. |
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Acquisitions Unit
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Ties the vendor to a specific library or department.
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Choose
OSU-Stillwater, OUJ, or the relevant acquisitions unit. |
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Default Language
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Language communications (optional).
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ENGLISH
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Description
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Internal guidance or tips.
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Use for notes like “EDI-only invoicing” or “Contact rep directly for usage stats.”
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Contact Info
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Mailing address, phone number, email, etc.
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Enter all relevant data, especially a general support email and billing address.
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Alternative Names
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Acronyms or shorthand are used by the vendor.
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Example: Add
EBSCO as an alternate name for EBSCO Information Services. |
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Contact People
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Vendor staff you regularly communicate with.
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Click Add Contact > New, then fill in name, role, email, and phone.
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Interface Info
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Admin platforms or usage statistics portals.
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Click Add Interface > New, choose type (e.g., Admin), add login URL, username, and helpful notes.
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Accounts
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Sub-accounts for billing, approval plans, or special orders.
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Click Add Account, then clearly label (e.g.,
GOBI DDA 5679-01). |
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Link Fund Codes
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Assign budgets to specific sub-accounts or vendor types.
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If known, assign fund codes at the account level to automate pre-loaded orders or invoices.
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EDI Setup
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Enables FOLIO to automatically import invoices/orders from vendor systems.
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Confirm EDI credentials from the Vendor
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Notes Tab
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Internal reference notes.
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Add reminders, login quirks, known MARC bugs, admin site URLs, or tips from previous orders.
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Final Review
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Wrap-up before saving.
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Double-check spelling, metadata fields, and formatting. Click Save, then confirm that the vendor appears correctly in the list view.
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Notes Tab: For Your Future Self
This tab isn’t searchable or connected to other parts of FOLIO, but it’s useful for documentation and continuity.
Use it to remind yourself of:
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Invoice contact details or email templates
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Claim follow-up instructions
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Vendor quirks (“Don’t use EDI for kits, causes errors”)
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URLs for admin dashboards
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Known MARC mapping bugs
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Workflow tips and reminders
🛠️ Gala’s Hack: Think of this as your personal metadata post-it wall. Leave breadcrumbs for yourself and others—your future self will be grateful.
