GOBI Invoice Reports

Scope: How to pull a GOBI invoice report and how to use that report to search for and activate recently purchased titles in Ex Libris.

Contact: Alaina Deane

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 06/07/2022

Date of next review:

Once a week (usually Friday mornings) we pull an invoice report to track single titles purchased via GOBI that need to be activated in Ex Libris. More information about the process of GOBI purchases listed here: https://duke.atlassian.net/wiki/display/DTSP/Single-Title+Ebook+Purchases+via+GOBI

Pull GOBI Invoice Report

• Log into GOBI (talk to head of Monographic Acquisitions if you need a GOBI log-in)
• Under Search tab > Select Library Activity
• Deselect Open orders > Select Invoiced
• Select all of the following Subaccounts (hold CTRL key while clicking to select multiple):
  • 1370-50 US Ebook SL CL
  • 1370-51 US E-Collections
  • 1370-52 US Approval E-Books
  • 1370-54 E-Book Rush
• Select Invoice Date Dropdown box and change ">=" to Range, then select dates needed (the date the last invoice left off up until the day before you're pulling this report)

• Example: If the last report says 20210702 thru 20210708 you will want the new invoice to start 20210709 and pull everything up until the day before the current date. [Examples in GOBI Invoice Reports folder at ERSA>Alaina>GOBI]
• Click Search
• After the file processes, Select "Mark all items on this page" in the top left corner

• Then select "save marked items" on the top right corner

• • In the pop-up window, 'File Type' should be 'Tab Delimited' and 'Save As' should be 'Brief'.
  • Click Save to Disk

• Open the downloaded file. Copy all the text and paste into an Excel spreadsheet.
  • Here is a list of all the columns you'll want to see. Hide all the other columns.
  • Columns: A / G-M / FC / FD / FI-FP / FZ
  • Column FM is where the orders will state if the item is a Rush item or not. Change column name from "Local_Data_3" to "RUSH?"
  • Format the cells as appropriate (wrap text, change ISBNs to numbers, add filter to all columns)
• Go through Rush items first to see if these have been resolved already through the Rush Ebook process (NOTE: Always check that we have access before activating a title.)
  • Filter the column FM to only show "Yes"
  • Column FL will show notes pertaining to the order left by CS staff (like whom to notify after activation)

Searching in Ex Libris
 Search for the title in Alma, by Electronic Portfolios and ISBN in the Institutional Zone. If you find the title needed, test our access and activate it. 

If our access is not available yet, do not activate the portfolio. Continue to check back regularly for available access and contact our GOBI rep as necessary.

If the title is not found in the Institutional Zone, you'll want to search for Electronic Portfolios in the Community Zone using the same ISBN. You will have to scroll through your options or limit the Interface Facets on the left to only show the provider you need.

To make sure you are choosing the correct collections, refer to the "Vendors and Platforms used for Single-Title Ebook Purchases via GOBI" list on the Single Title Ebook Purchases page, as needed.

Once you have found the title you need in the correct collection, click on Linking Information to test access. If our access is unlocked, click Activate.

Color coding
Keeping up with all of these titles and their progress can be difficult (especially since some issues may not be resolved until weeks later) so color coding the GOBI Invoice Report spreadsheet is necessary. See legend below to help keep track of a title's progress.

Green Cell Style = You tracked the title in Ex Libris and counted in your monthly departmental stats

Orange Cell Style = This title has already been tracked (whether by you or automatically by Ex Libris)

Red Cell Style = Not available in the appropriate database

Blue Cell Style = emailed a URL of the RUSH item to the patron but has not been added to Ex Libris

Yellow Cell Style = This title has a concern that needs to be resolved (example: item is available in the database we need to track it in but our access is locked)

Gray Cell Style = duplicate purchase - Alert Bill and/or the Orderer immediately to see if a refund is available

• Save document with all the other GOBI invoice reports here: ERSA> Alaina> GOBI > GOBI Invoice Report
• Reports named "Date thru Date - complete" are invoices where all items have been accounted for. 
• Titles purchased through GOBI should be accessible within a few days to a week (if the title is published). If access hasn't been granted (and the title is published) contact our GOBI representative to handle communication with the publisher. Send a full screen shot (uncropped – all four corners of the screen including the URL in the address bar) of the title experiencing locked access along with the title of the ebook, the ISBN, and the URL.
• If there is a large number of titles that are still not available in their appropriate databases (but we have access), organize the titles and ISBNs into a spreadsheet and submit an Ex Libris ticket to have them added.