FOLIO Documentation – Additional topics (Acquisitions)

Docs: Central ordering

Wed, 04 Dec 2024 00:00:00 +0000

FOLIO environments with Enhanced Consortial Support (ECS) enabled can be configured to support ordering actvities within the central tenant, while allowing authorized staff at member libraries to receive corresponding materials within their member library tenants. With this feature enabled, libraries may still create local orders, while also benefiting from central or network ordering programs that may be in use by their consortium.

Enabling central ordering

Within the Central tenant of an ECS-enabled FOLIO environment:

Navigate to Settings > Consortium manager.
Click on Central ordering, listed under Network ordering.
Check the box next to Allow user to select locations from other affiliations for central orders.
Click Confirm in the modal that appears. Please note: This feature cannot be disabled once this action is confirmed.
Click Save. In the current version of FOLIO, a note will appear notifying administrators that the setting can no longer be disabled.

Configuring Receiving app behavior

When Central ordering is activated in the Central tenant, the Receiving app in the corresponding member tenants provides visibility into both central orders - those created in the Central tenant - and local orders - those created in the member library tenant. Member libraries can establish default search behavior for the Receiving app.

Within each member tenant in an ECS-enabled FOLIO environment:

Navigate to Settings > Orders.
Click on Central ordering, listed under Network ordering.
In the Set default for receiving search dropdown, select the desired option: Active affiliation only indicates that a library will only be able to access receiving records for the current member library tenant. Central only indicates that a library will only be able to access receiving records for orders placed in the Central tenant. Central default indicates that a library will have the ‘Central’ tab selected by default in the Search & Filter pane of Receiving app, but will be able to switch tabs and view local orders' receiving records, as well. Active affiliation default indicates that a library will have the ‘Local’ tab selected by default in the Search & Filter pane of Receiving app, but will be able to switch tabs and view central orders' receiving records, as well.
Click Save.

Central ordering workflow

Central orders must originate in the Central tenant affiliation. Creating a central order largely mimics the workflow for creating an order record in any FOLIO tenant. The variation emerges when specifying location information on the purchase order line (POL).

With the active affiliation set to the Central tenant:

Open the Orders app.
Create a new order record. See Creating an order for instructions.
Add a POL. See Adding an order line to an order for instructions. Please note: Central orders associated with an instance record may only be associated with a shared instance record.
In the Location accordion, select an Affiliation. A user will only see the affiliations for which they have associated capabilities.
In the Select holdings dropdown, select a pre-existing holdings record to associate the quantity with, or use the Create new holdings for location link to lookup a location to which this quantity will be associated. Please note: The Select locations modal will be pre-limited to the locations within the selected affiliation.
Enter the appropriate quantity information.
Once all required and desired information is entered, Save & close.
Open the order. See Opening an order for instructions.

Please note: For POL with a quantity greater than 1, staff may select multiple affiliations and locations within the Location accordion. If Receiving workflow is set to ‘Synchronized order and receipt quantity’ and Create inventory is set to create holdings and/or items, those Inventory records will be created within the selected affiliation(s) from the Location accordion.

Receiving central orders

Central orders may be received from the Central tenant affiliation or within the applicable member tenants, if configured.

In the Central tenant affiliation:

Open the Receiving app.
Use the Search & filter options to locate the receiving title record.
Open the receiving title record. For POL with a Receiving workflow set to ‘Synchronized order and receipt quantity’, all the pieces that are associated with the order record and with the staff user’s authorized affiliations will be displayed in the Expected accordion. For POL with a Receiving workflow set to ‘Independent order and receipt quantity’, pieces may be added. See Adding an expected piece for instructions. Please note: When creating pieces in the Central tenant, you must specify the affiliation for the piece in addition to its location within the affiliation.
Receive materials as needed. See Receiving a piece for instructions.

In the member tenant affiliation:

Open the Receiving app.
Use the Search & filter options to locate the receiving title record. Please note: The Receiving app must be configured to include central orders to view this receiving title.
Open the receiving title record. For POL with a Receiving workflow set to ‘Synchronized order and receipt quantity’, only the pieces that are associated with the order record and with the active tenant affiliations will be displayed in the Expected accordion. For POL with a Receiving workflow set to ‘Independent order and receipt quantity’, pieces may be added. See Adding an expected piece for instructions.
Receive materials as needed. See Receiving a piece for instructions.

Docs: EDIFACT

Fri, 12 Dec 2025 00:00:00 +0000

This section of the documentation contains links to external sites. Please be advised that these sites are not maintained by the FOLIO Documentation Group and may be aligned with a different FOLIO release.

FOLIO supports electronic ordering, claiming, and invoicing using the EDIFACT standard. More information about the EDIFACT standard is available on the FOLIO Wiki. It is recommended that libraries contact their vendors to notify them when they plan to use FOLIO for EDIFACT ordering, claiming, and/or invoicing so that the vendor can provide all required infromation and additional testing support, as needed.

Setup for EDIFACT ordering, claiming, and invoicing spans multiple FOLIO apps. A library may choose to configure only those areas that are relevent to local institutional procedures. The sections below cover relevant setup for each area and information related to corresponding workflows.

EDIFACT Ordering

FOLIO allows a user to initiate an order within the Orders app, then transmit that order to a vendor in EDIFACT format. Please note: FOLIO does not support importing orders in EDIFACT format.

Setup

Initial setup for EDIFACT ordering occurs within the Organizations app. An organization record must be created and configured with an Active status and a Vendor designation. Once created and saved, the record must have integration details configured.

Ensure the integration type is set to Ordering and contact the vendor to request the following information:

Vendor EDI code
Vendor EDI type
Library EDI code
Library EDI type
EDI FTP
FTP mode
FTP address
FTP connection mode
FTP username and password, if needed
FTP port
Order directory

Ensure that:

the accounts you wish to apply automatic export to are selected or, in the absence of account numbers on organization records, that the default integration is selected.
the acquisition methods that are subject to EDIFACT export are selected.
the schedule is set to when the library wishes to have the EDIFACT orders file created and transmitted to the vendor.

Once all required and desired information is entered into the Create integration page, save the integration.

Initiating EDIFACT Orders

Order records are created within the Orders app. When creating a purchase order line (POL), the Automatic export checkbox will be selected if the POL is assigned to an acquisition method and account number that has designated for EDIFACT export within the organization record’s integration details.

After the order is opened, it will be eligible for export and the EDIFACT file will be generated according to the schedule set up within the organization record’s integration details.

Please note:

A vendor’s EDIFACT exports may be viewed by navigating to the vendor record in the Organizations app and clicking Actions > View export log. This will route a user to the Export manager app’s Organizations tab, pre-filtered to the selected vendor. The results may be further filtered within the app.
POLs that have been exported in EDIFACT format may be filtered by Export date within the Orders app, on the Order lines segment. The export job may be accessed from the Export details accordion.
The EDIFACT file may be downloaded from the Export manager app.

EDIFACT Claiming

FOLIO allows a user to initiate an claim for unreceived materials within the Claiming or Receiving apps, then transmit that order to a vendor in EDIFACT format. FOLIO also supports producing a CSV file for claims if vendors do not support EDIFACT claiming.

Setup

Initial setup for EDIFACT claiming occurs within the Organizations app. An organization record must be created and configured with an Active status and a Vendor designation. Once created and saved, the record must have integration details configured.

Ensure the integration type is set to Claiming and contact the vendor to request the following information:

Vendor EDI code
Vendor EDI type
Library EDI code
Library EDI type
EDI FTP
FTP mode
FTP address
FTP connection mode
FTP username and password, if needed
FTP port

Please note: If a library wishes to use File download as the Transmission method for claims, the FTP information is not required.

Once all required and desired information is entered into the Create integration page, save the integration.

In addition to the setup of the claiming integration on the vendor record, the following must be configured on the POL in the Orders app:

Claiming active must be selected.
The Claiming interval must be entered. This will be inherited from the vendor record, if entered in the Vendor information accordion.
An Expected receipt date must be entered on the piece record in the Receiving app.

Initiating EDIFACT Claims

Claims can be initiated from within the Claiming app or the Receiving app.

Please note:

A vendor’s EDIFACT exports may be viewed by navigating to the vendor record in the Organizations app and clicking Actions > View export log. This will route a user to the Export manager app’s Organizations tab, pre-filtered to the selected vendor. The results may be further filtered within the app.
The EDIFACT file may be downloaded from the Export manager app.

EDIFACT Invoicing

FOLIO allows a user to import an electronic invoice in EDIFACT format using the Data import app, resulting in a new invoice record within the Invoices app.

Setup

Initial setup for EDIFACT invoicing occurs within the Settings app, under Data import settings. Each vendor requires a separate data import job profile, which will consist of both a field mapping and an action profile. The FOLIO community has worked with several common industry vendors to create default field mapping profiles that adhere to the mapping decisions used by each vendor. It is recommended that FOLIO libraries duplicate the default field mapping profiles to retain the originals in case mistakes are made with configuration or a vendor requires multiple job profiles.

Within Settings > Data import > Field mapping profiles:

Locate the default profile for the relevant vendor. If the vendor is not listed, it is recommended to contact the FOLIO Community Data Import SIG for assistance.
Duplicate the default profile.
In the duplicated profile:
- Update the profile name.
- Update the profile description.
- Assign an acquisition unit, if desired. Please note: if the profile uses an acquisition unit, the FOLIO user that initiates the Data import job must be a member of the assigned acquisition unit.
- Assign a batch group.
- Assign a vendor.
- Assign a payment method.
- Verify the remaining default mapping values are correct based on the data included within an EDIFACT invoice file from your vendor.
- Configure optional fields as desired.
- Save as profile & Close.

Within Settings > Data import > Action profiles:

Create a new action profile.
Within the new action profile:
- Name the action profile.
- Add a description if desired.
- Select Create as the Action.
- Select Invoice as the FOLIO record type.
- Link the field mapping profile created using the steps listed above.
- Save as profile & Close.

Within Settings > Data import > Job profiles:

Create a new job profile.
Within the new job profile:
- Name the job profile.
- Add a description, if desired.
- Add the action profile created using the steps listed above.
- Save as profile & Close.

This process may be repeated for each vendor with whom a library wishes to participate in EDIFACT invoicing.

Initiating EDIFACT Invoicing

After Data import job profiles are configured in the Settings app, imports can be initiated within the Data import app using a file received from the vendor. Please note that the file from the vendor must have one of the following file extensions:

.edi
.inv

Upload the file from the vendor by locating it within the file explorer or dragging and dropping the file into the app.
Select the appropriate job profile.
Click Actions > Run.

When the job completes, the resulting job log will provide a link to the created invoice line(s). If the job results in errors, the error messages may be viewed within the log.

Imported invoices can be located in the Invoices app by using the Source filter and selecting EDI. All invoices created using Data import will have an Open status, so that they can be reviewed and edited, if desired, prior to approval and payment. They may also be deleted without any impact to your financial transactions in FOLIO since the transaction does not begin until the invoice is approved.

Please note: FOLIO uses the FOLIO POL number and the vendor reference number as matchpoints to link purchase order lines to invoice lines. If the link is not created on import, this typically indicates one of the following:

No matching POL exists within the FOLIO Orders app,
The field mapping profile used within the job profile contains an incorrect mapping for one or both of these fields, or
The file from the vendor omits these fields or contains inaccurate values.

FOLIO users may manually link POLs to invoice lines after import or may delete the originally imported invoice, correct the error, and re-import.

Docs: Invoice adjustments

Wed, 04 Dec 2024 00:00:00 +0000

Adjustments are an optional feature within the Invoices app in FOLIO.

What is an invoice adjustment?

An adjustment is an addition to an invoice record that accounts for charges that are supplemental to the cost of acquired materials, like shipping or tax.

How do I add an adjustment to an invoice?

An adjustment can be added at the invoice level or to an individual invoice line.

To add an adjustment to the invoice level, see Adjustments for instructions.

To add an adjustment to an invoice line, see Adjustments for instructions.

How do I select the correct pro-rate option?

When adding an adjustment to an invoice, staff must select one of the following options for Pro rate:

By line
By amount
By quantity
Not prorated

By line will distribute the cost of the adjustment equally across all invoice lines, so each line absorbs an equal amount within its total. For example: An invoice has two invoice lines: line 1 has a quantity of 5 and subtotal of $50, line 2 has a quantity of 4 and a subtotal of $100.

A $10 adjustment is applied and prorated by line.
Each line absorbs $5 of the adjustment.

By amount will distribute the cost of the adjustment proportionally across all invoice lines, so lines with a higher subtotal will absorb more of the adjustment than those with lower subtotals. For example: An invoice has two invoice lines: line 1 has a quantity of 5 and subtotal of $50, line 2 has a quantity of 4 and a subtotal of $100.

A $10 adjustment is applied and prorated by amount.
Line 1 absorbs $3.33.
Line 2 absorbs $6.67, since the subtotal of this line is twice the subtotal of line 1.

By quantity will distribute the cost of the adjustment proportionally across all invoice lines, so lines with a higher quanity will absorb more of the adjustment than those paying for lower quantities of material. For example: An invoice has two invoice lines: line 1 has a quantity of 5 and subtotal of $50, line 2 has a quantity of 4 and a subtotal of $100.

A $10 adjustment is applied and prorated by quantity.
Line 1 absorbs $5.56.
Line 2 absorbs $4.44, since this line is paying for a lower quantity of material.

Not prorated indicates that the adjustment will not be absorbed by any invoice line. Instead, staff must select a fund to use for payment of the adjustment.

How do I select to correct ‘Relation to total’ for an invoice adjustment?

When adding an adjustment, staff must select one of the following options for Relation to total:

In addition to
Included in
Separate from

Each option has a separate use case, so please use the definitions and examples below to select the appropriate option for your use case.

In addition to indicates that the amount of the adjustment should be added to the subtotal of the invoice or invoice line. A use case would be if a library wishes to break out a shipping cost that must be paid on top of the cost of materials. For example: if the entered subtotal is $10 and a 10% adjustment is added with the selection of In addition to:

The entered subtotal will be used to calculate the adjustment amount.
The adjustment will be $1 (10% of $10).
The subtotal will remain $10.
The adjustment will be added to the subtotal and the calculated total amount will be $11.

Included in indicates that the amount of the adjustment is already bundled within the subtotal, so the specified subtotal already includes material cost, plus the adjustment. A use case would be when the material cost includes the cost of the item’s associated sales tax. For example: if the entered subtotal is $10 and a 10% adjustment is added with the selection of Included in:

The entered subtotal will be used to calculate the adjustment amount.
The adjustment will be $0.91 (10% of the material cost, rounded to the nearest cent).
The subtotal will decrease to $9.09 (the cost of the material, minus the calculated adjustment for tax).
The new subtotal plus the calculated adjustment will combine to equal the original $10 subtotal.

Separate from indicates that the adjustment amount should not impact the calculated total amount of the invoice. A use case may be import duties that need to be reported on the invoice, but not paid as part of the invoice because another entity is responsible for payment. For example: if the entered subtotal is $10 and a 10% adjustment is added with the selection of Separate from:

The entered subtotal will be used to calculate the adjustment amount.
The adjustment will be $1 (10% of $10).
The subtotal will remain $10.
The adjustment will not impact the subtotal and the calculated total amount will be $10.

Is there a way to save adjustments that are commonly applied to invoices?

Yes, for commonly used adjustments, it is recommended that these be added to Settings > Invoices as preset adjustments, which can be applied to relevant invoices. If a library wishes to apply a preset adjustment to every invoice, check the Always show box. The adjustment will be proactively applied to every newly created invoice, but may be edited or deleted on each individual invoice, as needed.

Docs: Order status

Wed, 20 May 2026 00:00:00 +0000

The status of an order record impacts downstream workflows related to Receiving, Invoices, and aspects of Metadata Management.

What is workflow status and why is it significant?

Workflow status is the overall status of the order record: Pending, Open, or Closed. When an order record is created, it is saved in a ‘Pending’ status and cannot be opened until at least one purchase order line (POL) is associated with the order.

When an order is opened, several different events occur. See Opening an Order for more information. The act of opening an order also impacts editability of select fields on the order and POL (see below).

An order can be closed automatically by the system (see below) or can be manually closed by a staff user in FOLIO. See Closing an Order for more information.

Which fields are editable when an order is open?

A library may need to edit fields on an order record with an ‘Open’ status. This is especially common on Ongoing and Ongoing subscription orders. Use the table below to determine if a field is editable. If the field is not listed in the table below, an order must be unopened to edit the field. See Unopening an Order for more information.

Exceptions include:

Editing a POL title: This may be achieved via the POL action of changing an instance connection.
Location and quantity: For POLs with synchronized order and receipt quantity, this may be achieved by editing the corresponing receiving record.

Note: some fields listed are editable for specific formats or receiving workflows and will only appear editable when the supported order format or receiving workflow is selected.

Order fields

One-Time	Ongoing	Ongoing Subscription
Vendor	Vendor	Vendor
Acquisition unit	Acquisition unit	Acquisition unit
Assigned to	Assigned to	Assigned to
Bill to	Bill to	Bill to
Ship to	Ship to	Ship to
Tags	Tags	Tags
Note	Note	Note
Custom fields	Review date	Renewal interval
	Notes	Renewal date
	Custom fields	Review period
		Notes
		Custom fields

Order line fields

One-Time	Ongoing	Ongoing Subscription
Receiving note	Receiving note	Receiving note
Subsciption from	Subsciption from	Subsciption from
Subscription to	Subscription to	Subscription to
Linked package	Linked package	Linked package
Internal note	Internal note	Internal note
Receipt date	Receipt date	Receipt date
Receipt status	Receipt status	Receipt status
Payment status	Payment status	Payment status
Claiming active	Claiming active	Claiming active
Claiming interval	Claiming interval	Claiming interval
Bindery active	Bindery active	Bindery active
Cancellation restriction	Cancellation restriction	Cancellation restriction
Cancellation description	Cancellation description	Cancellation description
Line description	Line description	Line description
Tags	Tags	Tags
Receiving workflow	Receiving workflow	Receiving workflow
Donor information	Donor information	Donor information
Vendor reference number and type	Renewal note	Renewal note
Unit price (physical and electronic)	Vendor reference number and type	Vendor reference number and type
Additional cost	Unit price (physical and electronic)	Unit price (physical and electronic)
Currency	Additional cost	Additional cost
(Use) Set exchange rate	Currency	Currency
Discount	(Use) Set exchange rate	(Use) Set exchange rate
Fund distribution	Discount	Discount
Quantity (physical and electronic)	Fund distribution	Fund distribution
Material supplier/access provider	Quantity (physical and electronic)	Quantity (physical and electronic)
Activation status	Material supplier/access provider	Material supplier/access provider
Receipt/Activation due	Activation status	Activation status
Expected activation/receipt date	Receipt/Activation due	Receipt/Activation due
URL	Expected activation/receipt date	Expected activation/receipt date
Custom fields	URL	URL
	Custom fields	Custom fields

How does FOLIO know when to close an order as ‘Complete’?

An order will automatically close with a ‘Reason for closure’ of Complete if all POL associated with the order achieve one of the following:

Receiving status	Payment status
Fully Received	Fully Paid
Fully Received	Payment Not Required
Receipt Not Required	Fully Paid
Receipt Not Required	Payment Not Required
Cancelled	Cancelled