List all current subscriptions and future renewals

Owned by Michelle Ng (Unlicensed)
Last updated: Oct 19, 2023 by Aura Hill
3 min read

Objective: To export a spreadsheet of all current subscriptions, and upcoming renewals

This will not include Deposit Account metadata.

Steps

  1. Go to the Reports Module

  1. In the top navigation bar, hover over MORE

  2. In the drop down, click on REPORTS

 

  1. In the main menu, copy the report titled “Current and future renewals template”

  2. In the “Edit the report” interface, you can further customize this report

  3. Expand the PRICES box in the left navigation bar

  4. [MANDATORY] Select the calendar years you want to export
    e.g. you want to see current subscriptions for FY23/24 and upcoming renewals for the rest of FY 23/24 and FY 24/25

You can check past calendar years to export past data too. This will require more data cleaning.

  1. Click the REFRESH button to preview

  2. Click SAVE REPORT & GENERATE

You should receive a spreadsheet in your email shortly.

In Excel

After downloading and opening your spreadsheet, you will have to do a little data cleaning.

Filter to just the months in your desired reporting period.

  1. Select all cells with data

  2. Apply a filter

  3. Click on the grey square button in the “Start Date” column header

  4. In the drop down, click on the + sign expand the start and end years of your reporting period

  1. Uncheck the months that fall outside the fiscal year. For example, if the reporting period is FY22/23 and FY 23/24, I will uncheck all months after March 2024.

  1. Click Ok to close the drop down and see your filtered results.

Alternatively, to delete all unwanted records:

  1. Follow steps 1-3 above

  2. Click the box next to the year to unselect everything

  3. Expand the start and end years of your reporting period

  4. Check all the months that you don’t want

  5. Click ok

  6. Select all displayed rows and delete them

  1. Clear the filter

 

Only the subscription records that fall within your reporting period should remain.

Delete irrelevant price records

A record = a row.

The exported data includes price records for products you don’t subscribe to in the present and future. These have to be deleted.

  1. Select the whole table and apply filter

  2. Filter for rows fulfilling these criteria:

    1. Price type = new

    2. Price status = not sent + waiting

  3. Delete the resultant rows

You should have only new + accepted (if any), and renewal + accepted, renewal + waiting, renewal + not sent rows left.