Overview: Best practices for renewing subscriptions

Overview

In WorldShare Acquisitions you can renew subscriptions that you would like to continue receiving. The recommended method of renewing is by using the Renewal List functionality. Renewal lists allow you to renew order items from multiple vendors and on multiple pages at one time. Renewal lists also allow you to use the payment price as the basis of the new price for a renewed subscription item. Although there is currently no way to automate renewals in WorldShare Acquisitions, the renewal list functionality helps to streamline manual renewing.

You can renew up to 3,000 order items at a time using a renewal list.  A subscription is an order for an item that is published in an ongoing manner (no end date) but typically purchased by period. It usually requires renewal by the purchaser at the end of the period.

Important information about the Renewal List functionality

• Renewal by renewal list creates a new order and order items for the new year's subscriptions and links the old order items to the new order items
• Set the Renewal Setting of any subscriptions that you plan to cancel to:
  • Do Not Renew (Cancelled) - if you have decided to cancel
  • Do Not Renew (Waiting for Review) - if you are considering whether to renew or not

When to renew subscriptions

When you choose to renew subscriptions, and how frequently, may depend on the needs and processes of your library.

• If your library makes renewal decisions once per year (e.g. during a budget planning period), you can renew everything at once by using the All Filtered Order Items option when sending to a renewal list. For more information, see Add order items to a renewal list.
• If your library makes renewal decisions more frequently throughout the year (e.g. twice per year, or monthly when subscriptions are about to expire), you can renew as you go.

 Note: You can also renew subscriptions using a simple bulk method that only allows for items to be renewed in bulk if they are from the same vendor and budget period. For more information about that method, see Renew subscriptions.