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: 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