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Data Dictionary
Data Dictionary
This table provides field-level definitions, required usage guidance, and practical notes used across FOLIO apps (Organizations, Finance, Orders, Receiving, Invoices) and integrated systems like EDS and GOBI. Cross-reference with the Glossary for term definitions.
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Field Name
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App
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Definition
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Required
|
OSU Practices
|
|---|---|---|---|---|
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Vendor Code
|
Organizations
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Short, campus-prefixed code identifying the vendor. Used in POs and invoice routing.
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✅ Yes
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Format: OKS-EBSCO, OUJ-GOBI. Must include the OCLC symbol prefix for integration.
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Vendor Name
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Organizations
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Official business name of vendor or supplier as it appears on invoices and contracts.
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✅ Yes
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Match the invoice for legal and fiscal compliance.
|
|
Fund Code
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Finance
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Unique identifier for a financial line item. Used for encumbrance, invoice tracking, and reports.
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✅ Yes
|
Must match exactly in FOLIO and GOBI for successful API ordering.
|
|
Ledger Name
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Finance
|
Funding source grouping (e.g., State, Endowment, Foundation) that contains one or more funds.
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✅ Yes
|
Each campus should use consistent naming. Example: Foundation-FY2025.
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|
Fiscal Year
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Finance
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Budget period for expenditures and rollover. Linked to ledgers.
|
✅ Yes
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Format: FY2025. Configure rollover rules before closing.
|
|
Expense Class
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Finance
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Category used to track material types (e.g., eBooks, serials, media) across all funds.
|
✅ Yes
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Must be defined in Settings > Finance. Use consistent controlled values.
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|
POL Number
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Orders
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Unique identifier for each Purchase Order Line tied to a specific resource.
|
✅ Yes
|
Generated automatically or manually; links funds and resources.
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|
PO Number
|
Orders
|
Identifier for the Purchase Order container that holds one or more POLs.
|
✅ Yes
|
Can be generated or manually assigned using local naming conventions.
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|
Order Format
|
Orders
|
Declares if the resource is Physical, Electronic, or Mixed.
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✅ Yes
|
Triggers downstream workflows such as receiving or activation.
|
|
Material Type
|
Orders / Inventory
|
Controlled value indicating the content format: Book, eBook, DVD, Serial, Database, etc.
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✅ Yes
|
Used in discovery layer filtering and cataloging. Refer to the controlled vocab list.
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|
Acquisition Method
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Orders
|
Describes how the resource was obtained: Purchase, Gift, DDA, Approval Plan, etc.
|
✅ Yes
|
Typically corresponds to vendor-side method in GOBI or manual entry.
|
|
Receiving Note
|
Orders / Receiving
|
An optional note that guides physical check-in and handling (e.g., RESERVE, Reference, Do Not Discard).
|
❌ No
|
Supports internal routing, shelf location, or special conditions.
|
|
Barcode
|
Receiving / Inventory
|
Physical identifier applied to individual print items.
|
✅ Yes (print)
|
Required for circulation and inventory tracking.
|
|
Invoice Number
|
Invoices
|
Vendor-assigned unique number for billing.
|
✅ Yes
|
Must be unique per fiscal year. Format and length can vary by vendor.
|
|
Invoice Line Description
|
Invoices
|
Descriptive text identifying the invoiced item, title, or service.
|
✅ Yes
|
Include title, volume/edition, platform, or service period for clarity.
|
|
Unit Price
|
Invoices
|
Cost of a single item or subscription before tax, shipping, or other adjustments.
|
✅ Yes
|
Match expected POL estimate. Record discount or pricing notes if needed.
|
|
Adjustment Type
|
Invoices
|
Category for invoice add-ons such as Shipping, Tax, or Service Fees.
|
❌ No
|
Use FOLIO’s standard adjustment categories. Can be prorated across invoice lines.
|
|
Lock Total
|
Invoices
|
Final expected total for the invoice. All lines + adjustments must equal this value.
|
✅ Yes
|
Required for approval. Avoid errors by entering invoice lines before editing Lock Total.
|
|
Notes (Vendor)
|
Organizations
|
Internal documentation of vendor practices, contact quirks, admin portal links, and exceptions.
|
❌ No
|
Use for routing tips, DDA carve-outs, or known delays. Helpful for training and shared workflows.
|
|
FTP/SFTP Credentials
|
Organizations / Invoices
|
Required for vendors using EDI (Electronic Data Interchange) for invoice delivery.
|
❌ No
|
Must be filled in for automated invoice ingestion. Work with the vendor to test the configuration.
|
|
Encumbrance Status
|
Finance / Orders
|
Indicates whether funds have been reserved after the PO is opened.
|
✅ Yes
|
Visible in Finance App > Fund > Transactions. Must be active for the invoice to post.
|
|
Template Name
|
Orders
|
Saved configuration for PO or POL creation, used to streamline routine workflows.
|
❌ No
|
Use clear, standardized naming (e.g., OKS-eBook) for reuse across staff.
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