Vendor Code
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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.
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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
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Must match exactly in FOLIO and GOBI for successful API ordering.
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Ledger Name
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Finance
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Funding source grouping (e.g., State, Endowment, Foundation) that contains one or more funds.
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✅ Yes
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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.
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✅ Yes
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Format: FY2025. Configure rollover rules before closing.
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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.
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✅ 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.
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✅ Yes
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Generated automatically or manually; links funds and resources.
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PO Number
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Orders
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Identifier for the Purchase Order container that holds one or more POLs.
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✅ Yes
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Can be generated or manually assigned using local naming conventions.
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Order Format
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Orders
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Declares if the resource is Physical, Electronic, or Mixed.
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✅ Yes
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Triggers downstream workflows such as receiving or activation.
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Material Type
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Orders / Inventory
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Controlled value indicating the content format: Book, eBook, DVD, Serial, Database, etc.
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✅ Yes
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Used in discovery layer filtering and cataloging. Refer to the controlled vocab list.
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Acquisition Method
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Orders
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Describes how the resource was obtained: Purchase, Gift, DDA, Approval Plan, etc.
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✅ Yes
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Typically corresponds to vendor-side method in GOBI or manual entry.
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Receiving Note
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Orders / Receiving
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An optional note that guides physical check-in and handling (e.g., RESERVE, Reference, Do Not Discard).
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❌ No
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Supports internal routing, shelf location, or special conditions.
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Barcode
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Receiving / Inventory
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Physical identifier applied to individual print items.
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✅ Yes (print)
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Required for circulation and inventory tracking.
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Invoice Number
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Invoices
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Vendor-assigned unique number for billing.
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✅ Yes
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Must be unique per fiscal year. Format and length can vary by vendor.
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Invoice Line Description
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Invoices
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Descriptive text identifying the invoiced item, title, or service.
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✅ Yes
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Include title, volume/edition, platform, or service period for clarity.
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Unit Price
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Invoices
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Cost of a single item or subscription before tax, shipping, or other adjustments.
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✅ Yes
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Match expected POL estimate. Record discount or pricing notes if needed.
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Adjustment Type
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Invoices
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Category for invoice add-ons such as Shipping, Tax, or Service Fees.
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❌ No
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Use FOLIO’s standard adjustment categories. Can be prorated across invoice lines.
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Lock Total
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Invoices
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Final expected total for the invoice. All lines + adjustments must equal this value.
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✅ Yes
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Required for approval. Avoid errors by entering invoice lines before editing Lock Total.
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Notes (Vendor)
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Organizations
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Internal documentation of vendor practices, contact quirks, admin portal links, and exceptions.
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❌ No
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Use for routing tips, DDA carve-outs, or known delays. Helpful for training and shared workflows.
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FTP/SFTP Credentials
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Organizations / Invoices
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Required for vendors using EDI (Electronic Data Interchange) for invoice delivery.
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❌ No
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Must be filled in for automated invoice ingestion. Work with the vendor to test the configuration.
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Encumbrance Status
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Finance / Orders
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Indicates whether funds have been reserved after the PO is opened.
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✅ Yes
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Visible in Finance App > Fund > Transactions. Must be active for the invoice to post.
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Template Name
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Orders
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Saved configuration for PO or POL creation, used to streamline routine workflows.
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❌ No
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Use clear, standardized naming (e.g., OKS-eBook) for reuse across staff.
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