Retrospective Cost Loads for Ebook Purchases

Describes process for doing retrospective cost loads for past ebook purchases.  These are done by platform (Ebrary, EBL, etc.) and involve pulling data from both Intota and Sierra and matching them up, it's labor intensive since most of the ISBN's won't match.

Matching Intota tab to Sierra tab

Here are steps you take to check that everything in your tab(s) for the Intota database match up with Sierra records.

1. Add new Column A and use the VLOOKUP function to match your Column B to Column A in your Sierra tab 
   1. Example: =VLOOKUP(B2,Sierra!$A$2:$O$2643,1,FALSE)
2. Not many of these are going to match, sorry that's the way it is and I don't see any way around it.
3. Now you'll go through the list and search for the ones that didn't match by title (make sure you are searching the whole Workbook)
   
4. And if you can't find a match you'll highlight that row
5. When you do find a match on the Sierra tab you'll take the ISBN from the Intota tab and paste it into the Sierra tab
   
6. As you do this it should add the ISBN match to the Intota tab so you can see where you are. 
7. Once you do that save it to the Review (ALQ) folder in Box
8. I'll review the highlighted items then send it back.

Matching Sierra to Intota

Now you have to double check that all the Sierra records match up to an access point in Intota, but this should work better since you did all the corrections earlier.

1. If you have more than 1 Intota tab you'll have to do this multiple times, I would start with the larger tab.
2. Use the VLOOKUP function to match ISBN's between your Sierra and larger Intota set of records
   1. Example: =VLOOKUP(B5,OxScholar!$A$2:$P$42,1,FALSE)
3. If you have only 1 Intota tab you'll do the following:
   1. Now go down the list and check the ones that didn't match (#N/A), you can use the title search again (make sure you are searching the entire Workbook)
      
   2. Mark anything that does match but should have as ok, and highlight the ones that really don't have something that matches
4. If you have 2 Intota tabs do the following:
   1. Highlight all the rows that don't match your first sheet
   2. Change the formula in Column A to search the 2nd Intota tab
   3. Now look at the highlighted rows only and see if now they match
      
   4. You will unhighlight the rows that now match and double check anything that's still highlighted (the whole row)
      
      1. Anything that does match one of the Intota tabs you can unhighlight
      2. Anything that doesn't you leave highlighted
5. Now remove Column A and save in the Reveiw (ALQ) folder on Box
   
   

Doing Cost Match/Upload

When you get the spreadsheet back from me (along with the cost upload templates needed) you'll do the usual to match up the Sierra tab with each Cost Template and then load the data into Intota

Here are the columns on the Cost template that should have data:

1. Fiscal Year (Column L): use the Paid Date Column on your Sierra tab (should be Column J)

2. Use Itemized Total (Column M): yes

3. Payment Type (Column O): One Time Purchase
4. Payment Amount (Local Currency) (Column Q): match to Column M in Sierra
5. Transaction Currency Code (Column R): USD
6. Payment Amount (Transaction Currency) (Column S): match to Column M in Sierra
7. Include in Total for Year (Column T): yes
8. Order Number (Column W): match to Column F in Sierra 
9. Note (Column AP): match to Column H in Sierra
10. Fund Name (Column AQ): match to Column I in Sierra
11. Fund Amount (Column AR): match to Column M in Sierra