Renew subscriptions

Available Send to Renewal List filters

Send to Renewal List filters - Table

Filter	說明
Renewal List Name	The name of the renewal list.
Renewal List Number	System-generated number assigned to a renewal list.
說明	The description you provided for the renewal list.

Available Send to Renewal List columns

Send to Renewal List columns - Table

欄	說明
Renewal List Number	System-generated number assigned to a renewal list.
Renewal List Name	The name of the renewal list.
說明	The description you provided for the renewal list.
Current Order Item(s) in List	The number of order items currently in the renewal list. A renewal list can contain up to 3,000 order items.
Date Created	Date the renewal list was created.

1. Open a renewal list

1. On the left navigation, click Orders > Renewal Lists. All renewal lists appear.
2. Search for or navigate to the renewal list for which you want to renew order items.
3. Click the Renewal List Name to open the Renewal List screen.
   • From the Renewal List screen, you can:
     • Edit the list name in the Renewal List Name text field.
     • Enter a description for the list in the Description text field.
     Click Save if you edit the list name or enter a description to save your changes.

2. Complete the Renewal List Settings accordion

The Renewal List Settings accordion allows you to select how you want to renew items in the renewal list. Renewal list settings are saved when you click Save or when you renew the renewal list (Actions > Renew Order Item(s)).

1. From the Renewal List screen, click Renewal List Settings to open the accordion.
2. From the Order Creation drop-down list, select how you want to create order groupings.
   • Create new orders based on previous orders (default) - The system uses the same structure, naming, and order types as was previously used for the orders and order item groupings. Use this option when you have already grouped your subscription items efficiently and logically between the various orders.
   • Add all items to one order - The system places all new order items on a single order that you created. If you select this grouping, you'll need to:
     1. Click Select Order. The Add New Order dialog opens.
     2. Select the radio button for the order that you want to use and then click Select. The order you selected will appear below the Order Creation drop-down list.
        Or
        Click New Order. If you select this option, you will need to follow the steps to create a new order.
     3. Click Save. When you renew the renewal list, it will place all new order items on this order.
         Caution: All new items will be placed on a single order for a single vendor. If items on the renewal list are from multiple vendors, you will receive a warning. Consider selecting Create one order per vendor if you receive this warning.
   • Create one order per vendor - The system places all new order items on new order per vendor. This option is useful when subscription items are organized randomly among multiple orders per vendor or one item per order. Orders created using this method use the following naming convention: Subscription order - [Vendor Name] - [Date]
3. Select the Apply current exchange rate (for foreign orders) check box to automatically apply the current exchange rate after renewal. This is useful if the currency of the order differs from your institution's currency. By default, this check box is deselected.
4. In the Price Increase section:
   1. For Increase Based on this Source Price, select one of the following options from the drop-down list:
      • Payment Price (default) - The amount of increase will be based on the payment price that appears in the original invoice. If there are no paid invoices for an item, the system will use the order price of the item being renewed as the price of the new item.
      • Order Price - The amount of increase will be based on the order price that appears in the original order.
   2. Enter a number (0-100) in the Amount of Increase text field if you anticipate the renewal price will exceed the original payment price.
      • You can assign a percentage value up to two decimal places (e.g., 8.75%).
      • Use the up and down arrows to increase or decrease the percentage by .01 at a time.
      • By default, the Amount of Increase is set to zero percent (0%).
   3. For Service charges, select the Apply percentage increase to service charges check box if you would like to apply the percentage increase used during the renewal of items to the service charge as well. This allows you to predict a more accurate price for your renewal items.
5. (Optional) In the Order Placement section, select the Place the order(s) after renewal checkbox to have the system automatically place the order(s) after the item(s) are renewed.
    Note: Orders must be placed for the renewal to be complete. If you do not select this check box, you must place your order(s) manually.
6. In the Receipt Status section, select the receipt status for the new order items after renewal. This option is only available if you have enabled the Place order(s) after renewal check box from step 5.
   • Inherit from Previous Item - This sets the receipt status of the item to the same status as the item being renewed. This status may be useful when you have set the previous year's subscription items to Not Tracked or Received based on preferred settings that you would like to use for subsequent years.
   • Not Received
   • Not Tracked
   • Partially Received
   • Received
7. In the Encumbrances section, select the Clear any remaining encumbrances checkbox to clear any remaining encumbrance for the subscription items being renewed provided that the items are both Pay by the amount and have at least one invoice.

    Note: You may want to use this setting when you know you have received all invoices for the year for any partially paid order items invoiced by amount.

8. In the Monographic Series section, select the Complete monographic series checkbox to complete any monographic series among the subscription items being renewed provided that all added volumes for the monographic series have been received.

    Note: Only use this setting if you are sure all monographic series items you are renewing have been completely received for the year and no more volumes are expected.

3. Complete the Fund Mappings accordion

The Fund Mappings accordion allows you to map fund(s) used by the order item(s) being renewed to funds in the next budget period. You must have a target fund selected for each source fund in order to renew the renewal list.

1. From the Renewal List screen, click Fund Mappings to open the accordion.
2. Select a Target Fund from the drop-down list. You can also enter the name of a target fund in the text field. The default target fund will be the fund with the same fund code as the source fund but in the next budget period.
    Note: This is an auto-suggested text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field.
3. (Optional) By default, the Target Budget Period for each order item being renewed is mapped to the earliest budget period after the source budget period is enabled for use. To update the target budget period:
   1. Click Update Target Budget Periods. The Update Target Budget Periods dialog opens.
   2. From the Update Target Budget Periods dialog, select a target budget period to which you want to map the source budget period from the Target Budget Period drop-down list.
   3. Click  Update once you have finished updating the target budget period(s). The Fund Mapping table will refresh with your new budget period mapping. Confirm that a target fund is selected in the Target Fund column. If the column is empty, (re)select a target fund.
       Note: If you add items to an open renewal list, the Fund Mapping table will automatically refresh when you return to the renewal list.

4. Complete the Order Items Being Renewed accordion

The Order Items Being Renewed accordion allows you to view, search, and filter the items that have been added to the renewal list and whether they will be renewed or renewed.

1. From the Renewal List screen, click Order Items Being Renewed to open the accordion.
2. View all order items currently in the renewal list in the Order Items Being Renewed table.
   • Order items are sorted alphabetically by title. To change the sort order, click one of the following column headings: Title, Vendor, Start Date, End Date, and Processing Status.
   • By default, all Order Items Being Renewed column headings are visible. You can show/hide them.

     Order Items Being Renewed columns - Table

     欄	說明
     標題	The title of the order item added to the renewal list. Click the title to view the order item.
     Vendor	The vendor from whom you ordered the order item.
     Processing Status	Status 說明 Added The order item has been added to the renewal list but has not yet been renewed. Not Renewed The order item was unable to be renewed by the system due to an issue. See the Status Reason column for more information. You can also click the Title link for the item to view the order item screen. Renewed The order item was renewed by the system without issues. Renewed with Problems The order item was renewed by the system with an issue (e.g., the currency of the target order is different than the currency of the payment). You can review items with this processing status and update them as needed.  Note: You can filter the order items in a renewal list by any of these statuses.
     Status Reason	The reason an order item was unable to be renewed or was renewed with problems by the system. This column will be blank for a list that has not been renewed.   Reason 說明 Target currency does not match the source currency. The currency of the target fund for the order item does not match the currency of the source fund. Items with this status will be renewed even though they generate an error. You can review the order item and change the price to the new currency to resolve the issue. Already Renewed The order item has been renewed and has a renewal status of Renewed. An order item must have a renewal status of Not Renewed in order to be renewed. Use the Renewal Status filter to limit your search. Not a Subscription The Acquisition Type for the order item is One-Time. An order item must have an Acquisition Type of Subscription in order to be renewed. Use the Acquisition Type filter to limit your search. On Open Order(s) The order status for the order item is Open. An order item must have an order status of Ordered in order to be renewed. No Fund(s) for Order Item The order item does not have a fund assigned. An order item must have at least one fund assigned in order to be renewed. Marked as Do Not Renew (Canceled) The order item cannot be renewed as it has been marked for cancellation (Do Not Renew (Canceled)). An order item must have a renewal status of Renew in order to be renewed. Marked as Do Not Renew (Waiting for Review) The order item cannot be renewed as it is currently under review and may be canceled (Do Not Renew (Waiting for Review)). All Copies Cancelled All copies of the order item have been canceled in the system. You can undo the cancellation if the item(s) were not meant to be canceled. System Error An unexpected system error occurred while renewing the order item.
     Renewal Order	The renewal order name. This column will be blank for a list that has not been renewed. Once an item has been renewed, click the renewal order name to view the new order that was created.
     Renewal Order Item	The system-assigned renewal order item number. This column will be blank for a list that has not been renewed. Once an item has been renewed, click the renewal order item name to view the new order item that was created.
     Start Date	The date the subscription starts.
     End Date	The date the subscription ends.

3. Enter part of or an entire title name in the Search by Title text field and then click Search to search for a specific item.
4. Click a filter name (Vendor, Start Date, End Date, Processing Status, and/or Status Reason), select the value(s) you want to apply from the filter, and then click Apply to filter the list of order items being renewed. To a filter, click Reset.
   • If you choose to filter by Start Date or End Date, select one of the following options:
     • More than __ days ago - Enter a number in the text field.
     • More than __ days from now - Enter a number in the text field.
     • Within the next __ days - Enter a number in the text field.
     • Custom date range - Enter a number range in the From and To fields or use the calendar button ().
5. Remove order items from the renewal list.

    Note: If you add items to an open renewal list, the Order Items Being Renewed table will automatically refresh when you return to the renewal list.

5. Renew the order item or items in the renewal list

Once you have chosen your renewal list settings, mapped your funds, and verified that you are renewing the correct items, click Actions > Renew Order Item(s). The processing status will change to In Progress as the system begins to renew the item(s) in the renewal list.

When the system is done renewing the item(s) in the renewal list, a confirmation message appears displaying the:

• Date and time the renewal was completed.
• Total number of renewal orders used.
• Total number of order items processed.
• Number of order items renewed.
• Number of order items renewed with problems along with the reason.
• Number of order items not renewed along with the reason.

If the renewal list contains any items where the source currency is different than your target currency, the system will automatically apply the exchange rate to these items as part of the renewal process.

 Caution: If a disabled fund is used as a target fund in the Fund Mappings table, an error message will display and:

• The renewal list will not be renewed.
• The target fund will be removed from the Fund Mappings table.

You will need to select a new target fund in the Fund Mappings table in order to renew the list successfully.

View all renewal lists

1. On the left navigation, click Orders > Renewal Lists. All renewal lists appear.
   • Results are sorted alphabetically by renewal list name.
   • To change the sort order, click any column heading.
   • To customize the column headings that appear, see Show/hide columns. By default, all column headings are visible.
2. Click the Renewal List Name to view or edit the renewal list.

Search renewal lists

1. From the list, select an index to search and type the search term in the box. Available indexes include:
   • Renewal List Name
   • Renewal List Number
   • 說明
2. Click Search or press <Enter>.