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Recording cost data for an E-Journals / Databases (COUNTER r4) dataset

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Getting there

Via the command bar

To record data to a dataset, click on  Record Data in the command bar. This will take you to the default dataset selected in your account's settings. If you are currently viewing the Analyze page for a dataset, however, it will take you to that same dataset's Record Data page instead.

Navigating to the Record Data page from the command bar


Via the homepage

In the Shortcuts box, select a dataset from the  Record Data To dropdown.

Navigating to the Record Data page via the homepage shortcuts


Via the Datasets page

Click on a dataset's Record Data () button in the Actions column.

Navigating to the Record Data page via the Datasets page


Selecting a platform

All of the data for your e-resources are managed at the platform level.

  1. To begin adding or managing your usage and cost data, click on the platform's Add Records () button in the Actions column.
  2. If you would like to clear out all of the data for a platform, click on its Empty this Platform () button in the Actions column. This will completely delete all data from the platform, so be careful!

Options for adding data or empty a platform


Entering aggregate annual cost data

When you provide cost data for a platform, you will be able to analyze cost-per-use statistics when analyzing your dataset. There are two ways you can add cost data, the first of which is to enter an annual total. When entering data with this method, data is organized by calendar year. For accurate statistics, be sure to enter calendar year totals for each platform.

  1. Click on the Cost Data tab.
  2. In the Enter Annual Cost panel, use the Select Year field to select a different year and click the Apply button.
    • By default, the previous 10 years will display.
  3. Click on an empty to field to enter your cost data.
    • Enter only numbers and decimals.
    • Do not include currency symbols or commas.
  4. Click Save or press Enter to save it.

adding annual cost data


Adding individual invoices

As an alternative to entering yearly totals, you can add your cost data by entering individual invoices. With each invoice, you can define the coverage and the total invoice amount. If your invoice is broken down by resource, then you can also record the cost for each one individually.

Adding a new invoice

  1. Click on the Manage Invoices panel to expand it.
  2. Click on the  Add New button.

Screenshot of the Add New button

  1. Enter the invoice date.
  2. For the Invoice Coverage field, select the start and end dates for subscription.
  3. In the Unique Identifier field, enter a unique reference for the invoice. This could be something like an invoice number, purchase order number, etc.
  4. Enter the invoice amount (using numbers and decimals only).

Adding the invoice date, coverage, identifier, and amount

  1. Optionally, you can record the company or organization you purchased the resource from in the Purchased From field.
  2. You can also include optional notes about this invoice, as well.
  3. If you have a digital copy of the invoice or any accompanying files, you can upload those as attachments. (Each file must be 18 MB or less.)

Example of adding optional invoice information

  1. Click the Save button. See the next section for info on adding invoice details for individual titles.

Example of saving an invoice

Adding & removing invoice details

  1. In the Search Title field, enter the title of the journal or database that you want to record.
    • This will search for titles that were added to the platform when uploading JR1 and DB1 reports. 
    • An auto-suggest list will appear as you type, providing the first 25 results that match all of your search terms.
    • Click on a title in the auto-suggest list to use it. Otherwise, continue typing to add a new title.
  2. In the Add Cost field, enter the line item cost for that title (use numbers and decimals only).
    • Note: individual databases costs will allow you to run cost-per-use stats for each database. However, please note that cost-per-use stats are not available for individual journal titles -- it is only available at an aggregate level.
  3. Click the Add Details to Invoice button.
    1. To edit the cost of an invoice detail, click on its current cost, enter the new value, and press Enter or click Save.
    2. If you need to remove an invoice detail, click on its Delete Invoice Detail () button in the Actions column.

Example of searching for a title

Example of options for editing and deleting invoice details 


Managing invoices

  1. To add an attachment to an invoice (such as a PDF copy), click on the Add link in the Attachment column. (Maximum file size is 18 MB.)
    • This will take you to the Edit Invoice page, where you can upload the attachment.
  2. To edit an invoice and its invoice details, click on the Edit Invoice () button in the Actions column.
  3. To create a copy of an invoice, click on the Copy Invoice () button in the Actions column. This can be a real time saver if your invoices have the same basic info year after year.
    • Note: this will only copy the invoice information -- not the invoice details for specific titles.
  4. To delete an invoice, click on the Delete Invoice () button in the Actions column. This will permanently delete the invoice, its invoice details, and its attachments, so be careful!

Example of options for managing invoices