<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<!--[if !mso]><style>v\:* {behavior:url(#default#VML);}
o\:* {behavior:url(#default#VML);}
w\:* {behavior:url(#default#VML);}
.shape {behavior:url(#default#VML);}
</style><![endif]--><style><!--
/* Font Definitions */
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:Verdana;
panose-1:2 11 6 4 3 5 4 4 2 4;}
@font-face
{font-family:Aptos;}
@font-face
{font-family:Montserrat;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
span.EmailStyle18
{mso-style-type:personal-reply;
font-family:"Calibri",sans-serif;
color:windowtext;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;
mso-ligatures:none;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="blue" vlink="purple" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal">Hi Maribel,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="820" height="482" style="width:8.5416in;height:5.0208in" id="Picture_x0020_1" src="cid:image006.png@01DA1971.78243A90" alt="A screenshot of a computer screen
Description automatically generated"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Athena<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal" style="background:white"><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#242424">Athena Hoeppner </span></i></b><i><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#242424">(she/her/hers)</span></i><span style="color:#242424"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.2in;background:white"><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#242424">Discovery Services Librarian | University Librarian</span><span style="color:#242424"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.2in;background:white"><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#242424">University of Central Florida | </span><span style="color:black"><a href="mailto:athena@ucf.edu"><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#0563C1">athena@ucf.edu</span></a></span><span style="color:#242424"><o:p></o:p></span></p>
<p style="margin-left:.2in;background:white"><span style="color:black"><a href="https://outlook.office.com/bookwithme/user/e7ed510b338643a092fb237960b6be17@ucf.edu/meetingtype/V46-JYn9vEWmqVPIUyuevA2?anonymous" target="_blank" title="Original URL: https://outlook.office.com/bookwithme/user/e7ed510b338643a092fb237960b6be17@ucf.edu/meetingtype/V46-JYn9vEWmqVPIUyuevA2?anonymous. Click or tap if you trust this link."><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#9900FF">Schedule
Appointment</span></a></span><o:p></o:p></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Eril-l <eril-l-bounces@lists.eril-l.org> <b>On Behalf Of
</b>Electronic Resources in Libraries discussion list via Eril-l<br>
<b>Sent:</b> Friday, November 17, 2023 12:57 PM<br>
<b>To:</b> eril-l@lists.eril-l.org<br>
<b>Subject:</b> Re: [Eril-l] Spreadsheet for database renewals - Samples<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">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.<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">We also use Google Sheets, not Excel, so our team can share it in real time.<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">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).<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">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.<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">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.<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">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.<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
</div>
<div id="Signature">
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black;background:white">Melissa Belvadi</span><o:p></o:p></p>
</div>
<p class="MsoNormal" style="background:white"><span style="color:black"><a href="mailto:mbelvadi@upei.ca"><span style="font-size:12.0pt">mbelvadi@upei.ca</span></a></span><o:p></o:p></p>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">Make an appointment: </span><a href="https://mbelvadi.youcanbook.me/"><span style="font-size:12.0pt">https://mbelvadi.youcanbook.me/</span></a><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
</div>
</div>
<div class="MsoNormal" align="center" style="text-align:center">
<hr size="2" width="98%" align="center">
</div>
<div id="divRplyFwdMsg">
<p class="MsoNormal"><b><span style="color:black">From:</span></b><span style="color:black"> Eril-l <</span><a href="mailto:eril-l-bounces@lists.eril-l.org">eril-l-bounces@lists.eril-l.org</a><span style="color:black">> on behalf of Electronic Resources in
Libraries discussion list via Eril-l <</span><a href="mailto:eril-l@lists.eril-l.org">eril-l@lists.eril-l.org</a><span style="color:black">><br>
<b>Sent:</b> Friday, November 17, 2023 12:01 PM<br>
<b>To:</b> </span><a href="mailto:eril-l@lists.eril-l.org">eril-l@lists.eril-l.org</a><span style="color:black"> <</span><a href="mailto:eril-l@lists.eril-l.org">eril-l@lists.eril-l.org</a><span style="color:black">><br>
<b>Subject:</b> [Eril-l] Spreadsheet for database renewals - Samples</span> <o:p>
</o:p></p>
<div>
<p class="MsoNormal"> <o:p></o:p></p>
</div>
</div>
<div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal" style="line-height:10.0pt;background:#FFE599"><b><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#17202A">CAUTION:</span></b><span style="color:black">
</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#17202A">This email originated from outside of UPEI. Do not click links or open attachments unless you recognize the sender and know the content is safe. If you are uncertain, please forward
to </span><span style="color:black"><a href="mailto:phishing@upei.ca"><span style="font-size:9.0pt;font-family:"Arial",sans-serif">phishing@upei.ca</span></a></span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#17202A"> and delete this
email. <o:p></o:p></span></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal" style="line-height:10.0pt;background:#FF9999"><b><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#17202A">WARNING:</span></b><span style="color:black">
</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#17202A">The sender of this email could not be verified and may not match the person in the 'FROM' field. Do not click links or open attachments unless you recognize the sender and know
the content is safe. If you are uncertain, please forward to </span><span style="color:black"><a href="mailto:phishing@upei.ca"><span style="font-size:9.0pt;font-family:"Arial",sans-serif">phishing@upei.ca</span></a></span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#17202A">
and delete this email. <o:p></o:p></span></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif;color:black">All:<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif;color:black"><o:p> </o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif;color:black">I inherited the spreadsheet for all our subscription databases from the former ERL. I am now starting to create one for fiscal year
<span style="background:white">7/1/24 -6/30/25</span>. If you are okay with sharing your spreadsheet(s), I would love to see how you keep track of your database subscription renewals.</span><o:p></o:p></p>
</div>
<div>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
<div>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif;color:black">Thank you for considering!</span><o:p></o:p></p>
</div>
<div>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif;color:black"><o:p> </o:p></span></p>
</div>
<div id="x_Signature">
<div>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Aptos",sans-serif;color:#642667;background:white">Maribel Castro, E-Resources Management Librarian</span></b><span style="font-family:"Aptos",sans-serif;color:black"><o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal" style="background:white"><span style="color:black"><a href="mailto:mcastro@excelsior.edu" title="mailto:mcastro@excelsior.edu"><span style="font-size:10.0pt">mcastro@excelsior.edu</span></a></span><span style="font-size:10.0pt;color:#201F1E"> </span><span style="font-size:10.0pt;color:#642667">|
(518) 608-8368</span><span style="font-size:11.5pt;color:#201F1E"><br>
</span><span style="color:black"><a href="https://library.excelsior.edu/" title="https://library.excelsior.edu/"><span style="font-size:10.0pt">Excelsior University Library</span></a></span><span style="font-size:12.0pt;color:black"><br>
</span><span style="color:black"><a href="https://libanswers.excelsior.edu/" title="https://libanswers.excelsior.edu/"><span style="font-size:10.0pt">Library FAQs</span></a></span><o:p></o:p></p>
</div>
<p style="background:white"><span style="color:black"><a href="http://www.excelsior.edu/" target="_blank"><span style="font-size:10.0pt;font-family:Montserrat;color:#0563C1;text-decoration:none"><img border="0" width="295" height="76" style="width:3.0729in;height:.7916in" id="Picture_x0020_2" src="cid:image001.png@01DA195A.14D782B0" alt="Excelsior University link to website"></span></a></span><span style="font-size:12.0pt"><o:p></o:p></span></p>
<p style="background:white"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:black"> </span><span style="font-size:12.0pt"><o:p></o:p></span></p>
<p style="background:white"><span style="color:black"><a href="https://www.facebook.com/ExcelsiorU"><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;text-decoration:none"><img border="0" width="44" height="44" style="width:.4583in;height:.4583in" id="Picture_x0020_3" src="cid:image002.png@01DA195A.14D782B0" alt="Excelsior Facebook link"></span></a></span><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:black">
</span><span style="color:black"><a href="https://www.linkedin.com/school/excelsioru"><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;text-decoration:none"><img border="0" width="44" height="44" style="width:.4583in;height:.4583in" id="Picture_x0020_4" src="cid:image003.png@01DA195A.14D782B0" alt="Excelsior LinkedIn link"></span></a></span><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:black">
</span><span style="color:black"><a href="https://twitter.com/ExcelsiorUniv"><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;text-decoration:none"><img border="0" width="44" height="44" style="width:.4583in;height:.4583in" id="Picture_x0020_5" src="cid:image004.png@01DA195A.14D782B0" alt="Excelsior Twitter link"></span></a></span><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:black">
</span><span style="color:black"><a href="https://www.instagram.com/excelsioruniv"><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;text-decoration:none"><img border="0" width="44" height="44" style="width:.4583in;height:.4583in" id="Picture_x0020_6" src="cid:image005.png@01DA195A.14D782B0" alt="Excelsior Instagram link"></span></a></span><span style="font-size:12.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
<p class="MsoNormal">This message and any attachments contain confidential Excelsior University information intended for the specific individual and purpose. If you are not the intended recipient, you should notify the University and delete this message. Any
disclosure, copying, distribution or inappropriate use of this message is strictly prohibited.
<o:p></o:p></p>
</div>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
</body>
</html>