Increase Invoice Limit for Downloaded Invoices
This is a resubmission of a just-expired idea that had come close to being selected in previous rounds of voting. I feel like it's needed even more now that we're using Amazon Business.
The current cap of 99 invoices downloadable per day can impede & dictate staff workflows.
Because of this, our Acquisitions staff must also set limits with vendors like Baker & Taylor, as we can receive more than 99 in a day. It would be optimal if they could download at will up to invoice limit.
Not all shipments are dealt with sequentially, which further complicates matters.
We do not know the number of invoices in each file. If the system hits the limit during the load, some of the invoices are not loaded as the system stops before completely loading the file. We have no way of knowing what was missed until we manually check the file against the vendor’s emails. If invoices are missing and we reload, the system loads duplicates that will count against the limit on the day that it is reloaded. If we do not catch a missed invoice while it is on the vendor’s site, we will have to load it manually. In some cases, the vendor sends multiple small invoices and, when these load, the limit prevents us from loading larger invoices. Several staff members are loading invoices each day and have reported not being able to load 99 invoices if other staff have hit the limit.
-I want to be able to load the entire invoice file.
-I would like to know how many invoices are in a file. If there is an issue, I would like to know which invoices did not load.
-I want staff to be able to load invoices reliably before they are removed from the vendor's site so that we do not have to input them manually.
This limit slows down processing of invoices for us as we have several staff members who need to load invoices every day and as a result of the limit, we need to balance when they can do so. Quickly importing invoices is critical with several of our vendors as they only leave our invoice files on their site for a short time - in some cases only one week, making this a more complicated and slower process if we miss that window.
Shawn P. Farrell
shared this idea
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MEEP candidate for the Sierra 7.1 release
Functional Requirements (what does it need to do?)
● The system allows more than 99 invoice files to be downloaded per day.
● Staff can initiate downloads without receiving a limit-related error.
● The expanded limit does not negatively impact system performance or data integrity. -
MEEP candidate for the Sierra 6.7 release
Functional Requirements (what does it need to do?)
● The system allows more than 99 invoice files to be downloaded per day.
● Staff can initiate downloads without receiving a limit-related error.
● The expanded limit does not negatively impact system performance or data integrity.(Edited by admin) -
Shawn P. Farrell
commented
Further refinements, as requested by NYPL/BookOps:
We do not know the number of invoices in each file. If the system hits the limit during the load, some of the invoices are not loaded as the system stops before completely loading the file. We have no way of knowing what was missed until we manually check the file against the vendor’s emails. If invoices are missing and we reload, the system loads duplicates that will count against the limit on the day that it is reloaded. If we do not catch a missed invoice while it is on the vendor’s site, we will have to load it manually. In some cases, the vendor sends multiple small invoices and, when these load, the limit prevents us from loading larger invoices. Several staff members are loading invoices each day and have reported not being able to load 99 invoices if other staff have hit the limit.
-I want to be able to load the entire invoice file.
-I would like to know how many invoices are in a file. If there is an issue, I would like to know which invoices did not load.
-I want staff to be able to load invoices reliably before they are removed from the vendor's site so that we do not have to input them manually. -
Marilin
commented
Having a 99 invoice limit not only hinders the amount of invoices that can be added to Sierra in a day, but also causes repeat work, as some of the vendor files are quite large, and if we hit the limit, not all of the invoices are uploaded. This adds to missing invoices, which means we might need to re-upload the same file to ensure that all of the invoices are uploaded on a different day. Also, no warning windows are letting us know we are about to hit a limit, or that we have exceeded the limit for the day.
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Jeremy Goldstein
commented
I've been communicating with III around this as we had not encountered this problem ourselves and I was curious. This limit was never listed in the customer facing documentation but there was at least an internal note about it for III staff.
Clearly it's a real limit impacting multiple libraries, but I can also confirm our heaviest acquisitions user doesn't seem to impacted and loads 100+ records in a day at least once a month.
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jeannerobertson@bookops.org
commented
This limit slows down processing of invoices for us as we have several staff members who need to load invoices every day and as a result of the limit, we need to balance when they can do so. Quickly importing invoices is critical with several of our vendors as they only leave our invoice files on their site for a short time - in some cases only one week, making this a more complicated and slower process if we miss that window.
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Kimberly Allen
commented
At the moment we are not nearing our cap. However, we are adding more vendors to electronic invoicing. So this could be useful to us in the future.
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Shawn P. Farrell
commented
The current cap of 99 invoices downloadable per day can impede & dictate staff workflows.
Because of this, our Acquisitions staff must also set limits with vendors like Baker & Taylor, as we can receive more than 99 in a day. It would be optimal if they could download at will up to invoice limit.
Not all shipments are dealt with sequentially, which further complicates matters.
