[Eril-l] Spreadsheet for database renewals - Samples

Fri Nov 17 13:16:52 PST 2023

Hi Maribel,

At UCF we use an Access database to track all incoming eResources invoices and their processing status. The main table in the database records info for incoming invoices including invoice number, vendor, main product, date entered, date on invoice, and date due, and payment status (sample export attached with prices obfuscated).  It helps us keep track of invoices as we process them and is great for producing year end reports, yet-to-pay lists, and so on.

I also save a copy of each incoming invoice in a shared folder for each fiscal year with a consistent file name (Vendor paid, Product Name, invoice number).  As they are processed, they are moved into a Paid folder.  I've often used these to check the details from year to year. Screenshot of the folders/files below.

[A screenshot of a computer screen  Description automatically generated]

Athena

Athena Hoeppner (she/her/hers)
Discovery Services Librarian | University Librarian
University of Central Florida | athena at ucf.edu<mailto:athena at ucf.edu>

Schedule Appointment<https://outlook.office.com/bookwithme/user/e7ed510b338643a092fb237960b6be17@ucf.edu/meetingtype/V46-JYn9vEWmqVPIUyuevA2?anonymous>

From: Eril-l <eril-l-bounces at lists.eril-l.org> On Behalf Of Electronic Resources in Libraries discussion list via Eril-l
Sent: Friday, November 17, 2023 12:57 PM
To: eril-l at lists.eril-l.org
Subject: Re: [Eril-l] Spreadsheet for database renewals - Samples

I can't easily share the spreadsheet, because it's our entire acquisitions budget tracking system, not just for the one purpose of subscription dates.
We also use Google Sheets, not Excel, so our team can share it in real time.

But what we do is at the start of every fiscal year, we copy the old spreadsheet file over to a new file, and then move all of the subscription columns to the right (inserting new columns for the current fiscal year).
That way we have the complete history (including the date we processed the invoice last year, and the total cost) from the previous year or two right in the same rows. For awhile I had tried to keep many years together, but it got to be too much, so now we just keep one year back.

I had also at one point written a Google Sheet script that would send an email to the appropriate person if the renewal reminder column in any of the subscription rows had a date that was older than "today". We stopped using that as our subscription list got short enough for the technician to monitor manually, but that's another way to go with this.

If anyone is interested in seeing our Google Sheet script code, I'm happy to share it offline. Unfortunately, one of the few aspects of Google Sheets that is not compatible with MS Excel is the scripting language, so our code would only be relevant to other Google Sheet users.

Melissa Belvadi
mbelvadi at upei.ca<mailto:mbelvadi at upei.ca>
Make an appointment: https://mbelvadi.youcanbook.me/
________________________________
From: Eril-l <eril-l-bounces at lists.eril-l.org<mailto:eril-l-bounces at lists.eril-l.org>> on behalf of Electronic Resources in Libraries discussion list via Eril-l <eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>>
Sent: Friday, November 17, 2023 12:01 PM
To: eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org> <eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>>
Subject: [Eril-l] Spreadsheet for database renewals - Samples

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All:

I inherited the spreadsheet for all our subscription databases from the former ERL. I am now starting to create one for fiscal year 7/1/24 -6/30/25.  If you are okay with sharing your spreadsheet(s),  I would love to see how you keep track of your database subscription renewals.

Thank you for considering!

Maribel Castro, E-Resources Management Librarian
mcastro at excelsior.edu<mailto:mcastro at excelsior.edu> | (518) 608-8368
Excelsior University Library<https://library.excelsior.edu/>
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