About this List
What is this list used for:
This list is used to help with accounting and human resource tasks.
It helps accounting by:
Providing a source of truth for all vendor and software usage across Stellium
Allows for accounting to bill each planet by usage
Shows the account holder and open licenses for software
Provides a way to calculate the cost per role
It helps HR by:
Showing which employees have access to what vendors or software so that onboarding similar roles or off-boarding becomes clear and easy(er)
What is this list NOT used for:
Notes on software
Notes on vendors
Create or Update the Following
Automations are triggered off status, so any items on the list in any Active status ( Active, Missing Info, Needs Review, Needs Update, Canceled, or Suspended) will not trigger most automation.
New column for all fields
Updating AG Users, DV Users, JF Users formula columns with this person
Updating the following Automations:
Planet Billed - JF only
Planet Billed - DV only
Planet Billed - AG Only
Planet Billed - AG and JF
Planet Billed - AG and DV
Planet Billed - DV and JF
If you are off boarding a user - delete their "User - [name]" column as well as the automations for them
Details and Definitions
| Status | Definition | Triggers Automation |
|---|---|---|
| Draft | Everything starts here, All items should begin as Drafts. Add all the information, and take as much time as you need. | yes |
| Pending Approval | New software or item has its information and is ready to be approved before becoming active. | yes |
| Active | Software and Vendor is in use. | yes |
| Missing Info | An active item that is missing required information | yes |
| Needs Review | The renewal date is coming up. This item needs to be reviewed prior to being billed again | yes |
| Needs Update | Information is out of date | yes |
| Cancel | The item should be canceled | |
| Suspended | This item is suspended | |
| Inactive | We are no longer using this software of the vendor. | yes |
Automation Details.
This is also the order in which the automations are in within Clickup and how making changes can effect the list and your usefulness of it.
| Automation | Definition | Trigger |
|---|---|---|
| Renewal Template | Automation to append a renewal checklist to the item and co-locates this to the Accounting backlog | When the status changes from Any to Needs Review |
| Task Creation | When a task is created Apple the "Software Template - Basic" | When a task is created |
| Due Date | When the due date changes updated the Renewal Date field | Due Date - only found on "All Fields View" |
| Update the Multiplier field - Annually | When an item changes from Draft or Pending Approval, update the Multiplier field to "12" if the Billing Frequency field is set to "Annually" |
Moves from Draft or Pending Approval to any of the Active Statuses |
| Update the Multiplier field - Monthly | When an item changes from Draft or Pending Approval, update the Multiplier field to "1" if the Billing Frequency field is set to "Monthly" | Moves from Draft or Pending Approval to any of the Active Statuses |
| Cancel | When an item moves from any of the Active statuses to "Cancel" or "Inactive": Change the due date, move it to Accounting's Backlog, add a "S/V" Tag and add a comment | Moves form any of the Active Statuses to "Cancel" or "Inactive" |
| Planet Billed - JF only | On Draft Status change to any active status AND a JF employee in the User field AND is not any of the other user - change the Planets Billed to Johnson Firm | The User field has any of the following people: And NOT anyone else |
| Planet Billed - DV only | On Draft Status change to any active status AND a DV employee in the User field AND is not any of the other user - change the Planets Billed to Datavative | The User field has any of the following people: And NOT anyone else |
| Planet Billed - AG only | On Draft Status change to any active status AND an AG employee in the User field AND is not any of the other users - change the Planets Billed to Attorney Group | The User field has any of the following people: And NOT anyone else |
| Planet Billed - AG and JF | On Draft Status change to any active status AND an AG employee in the User field Or JF employee AND is not any of the other users - change the Planets Billed to Attorney Group and Johnson Firm | The User field has any of the following people: And NOT anyone else |
| Planet Billed - AG and DV | On Draft Status change to any active status AND an AG employee in the User field Or DV employee AND is not any of the other users - change the Planets Billed to Attorney Group and Datavative | The User field has any of the following people: And NOT anyone else |
| Planet Billed - JF and DV | On Draft Status change to any active status AND a JF employee in the User field Or DV employee AND is not any of the other user - change the Planets Billed to Johnson Firm and Datavative | The User field has any of the following people: And NOT anyone else |
| Planet Billed - AG, DV, and JF | Must be all users, miss one and this won't trigger. (ask me how I know) | The User field has ALL of the following people: |
| Accounting Automation (in the Accounting Space) | Created a task back into the software list | |
| ACJ user count update to 1 | On any status change - If Anthony is a User set "User - ACJ" field to 1 | Adds 1 to JF User Count |
| ACJ user count update to 0 | On any status change - If Anthony is not a User and set "User - ACJ" field to 0 | Update User field to 0 |
| Ashley user count update to 1 | On any status change - If Ashley is a User set "User - Ashley J" field to 1 | Adds 1 to DV User Count |
| Ashley user count update to 0 | On any status change - If Ashley is not a User and set "User - Ashley J" field to 0 | Update User field to 0 |
| Ben user count update to 1 | On any status change - If Ben is a User set "User - Ben C" field to 1 | Adds 1 to AG User Count |
| Ben user count update to 0 | On any status change - If Ben is not a User and set "User - Ben C" field to 0 | Update User field to 0 |
| Bill user count update to 1 | On any status change - If Bill is a User set "User - Bill D" field to 1 | Adds 1 to DV User Count |
| Bill user count update to 0 | On any status change - If Bill is not a User and set "User - Bill D" field to 0 | Update User field to 0 |
| Brandon user count update to 1 | On any status change - If Brandon is a User set "User - Brandon C" field to 1 | Adds 1 to AG User Count |
| Brandon user count update to 0 | On any status change - If Brandon is not a User and set "User - Brandon C" field to 0 | Update User field to 0 |
| Chris C user count update to 1 | On any status change - If Chris Collins is a User set "User - Chris C" field to 1 | Adds 1 to AG User Count |
| Chris C user count update to 0 | On any status change - If Chris Collins is not a User and set "User - Chris C" field to 0 | Update User field to 0 |
| Chris J user count update to 1 | On any status change - If Chris Jennings is a User set "User - Chris J" field to 1 | Adds 1 to JF User Count |
| Chris J user count update to 0 | On any status change - If Chris Jennings is not a User and set "User - Chris J" field to 0 | Update User field to 0 |
| Cliff S user count update to 1 | On any status change - If Cliff is a User set "User - Cliff S" field to 1 | Adds 1 to AG User Count |
| Cliff S user count update to 0 | On any status change - If Cliff is not a User and set "User - Cliff S" field to 0 | Update User field to 0 |
| Dillon R user count update to 1 | On any status change - If Dillon is a User set "User - Dillon R" field to 1 | Adds 1 to JF User Count |
| Dillon R user count update to 0 | On any status change - If Dillon is not a User and set "User - Dillon R" field to 0 | Update User field to 0 |
| Dan user count update to 1 | On any status change - If Dan is a User set "User - Dan E" field to 1 | Adds 1 to AG User Count |
| Dan user count update to 0 | On any status change - If Dan is not a User and set "User - Dan E" field to 0 | Update User field to 0 |
| Erin user count update to 1 | On any status change - If Erin is a User set "User - Erin L" field to 1 | Adds 1 to JF User Count |
| Erin user count update to 0 | On any status change - If Erin is not a User and set "User - Erin L" field to 0 | Update User field to 0 |
| Honey user count update to 1 | On any status change - If Honey is a User set "User - Honey M" field to 1 | Adds 1 to JF User Count |
| Honey user count update to 0 | On any status change - If Honey is not a User and set "User - Honey M" field to 0 | Update User field to 0 |
| Ian user count update to 1 | On any status change - If Ian is a User set "User - Ian D" field to 1 | Adds 1 to DV User Count |
| Ian user count update to 0 | On any status change - If Ian is not a User and set "User - Ian D" field to 0 | Update User field to 0 |
| Jaclyn user count update to 1 | On any status change - If Jaclyn is a User set "User - Jaclyn H" field to 1 | Adds 1 to DV User Count |
| Jaclyn user count update to 0 | On any status change - If Jaclyn is not a User and set "User - Jaclyn H" field to 0 | Update User field to 0 |
| James user count update to 1 | On any status change - If James is a User set "User - James C" field to 1 | Adds 1 to DV User Count |
| James user count update to 0 | On any status change - If James is not a User and set "User - James C" field to 0 | Update User field to 0 |
| Jenifer user count update to 1 | On any status change - If Jenifer is a User set "User - Jenifer T" field to 1 | Adds 1 to JF User Count |
| Jenifer user count update to 0 | On any status change - If Jenifer is not a User and set "User - Jenifer T" field to 0 | Update User field to 0 |
| John user count update to 1 | On any status change - If John is a User set "User - John N" field to 1 | Adds 1 to JF User Count |
| John user count update to 0 | On any status change - If John is not a User and set "User - John N" field to 0 | Update User field to 0 |
| Justin user count update to 1 | On any status change - If Justin is a User set "User - Justin O" field to 1 | Adds 1 to DV User Count |
| Justin user count update to 0 | On any status change - If Justin is not a User and set "User - Justin" field to 0 | Update User field to 0 |
| Kevin user count update to 1 | On any status change - If Kevin is a User set "User - Kevin W" field to 1 | Adds 1 to DV User Count |
| Kevin user count update to 0 | On any status change - If Kevin is not a User and set "User - Kevin W" field to 0 | Update User field to 0 |
| Kim user count update to 1 | On any status change - If Kim is a User set "User - Kim C" field to 1 | Adds 1 to DV User Count |
| Kim user count update to 0 | On any status change - If Kim is not a User and set "User - Kim C" field to 0 | Update User field to 0 |
| Kristen W user count update to 1 | On any status change - If Kristen is a User set "User - Kristen W" field to 1 | Adds 1 to AG User Count |
| Kristen W user count update to 0 | On any status change - If Kristen is not a User and set "User - Kristen W" field to 0 | Update User field to 0 |
| Kristin C user count update to 1 | On any status change - If Kristin is a User set "User - Kristin C" field to 1 | Adds 1 to DV User Count |
| Kristin C user count update to 0 | On any status change - If Kristin is not a User and set "User - Kristin C" field to 0 | Update User field to 0 |
| Laura user count update to 1 | On any status change - If Laura is a User set "User - Laura W" field to 1 | Adds 1 to JF User Count |
| Laura user count update to 0 | On any status change - If Laura is not a User and set "User - Laura W" field to 0 | Update User field to 0 |
| Mary user count update to 1 | On any status change - If Mary is a User set "User - Mary J" field to 1 | Adds 1 to JF User Count |
| Mary user count update to 0 | On any status change - If Mary is not a User and set "User - Mary J" field to 0 | Update User field to 0 |
| Matt user count update to 1 | On any status change - If Matt is a User set "User - Matt S" field to 1 | Adds 1 to DV User Count |
| Matt user count update to 0 | On any status change - If Matt is not a User and set "User - Matt S" field to 0 | Update User field to 0 |
| Nathan user count update to 1 | On any status change - If Nathan is a User set "User - Nathan R" field to 1 | Adds 1 to JF User Count |
| Nathan user count update to 0 | On any status change - If Nathan is not a User and set "User - Nathan R" field to 0 | Update User field to 0 |
| Philip user count update to 1 | On any status change - If Philip is a User set "User - Philip W" field to 1 | Adds 1 to AG User Count |
| Philip user count update to 0 | On any status change - If Philip is not a User and set "User - Philip W" field to 0 | Update User field to 0 |
| Steven user count update to 1 | On any status change - If Steven is a User set "User - Steven S" field to 1 | Adds 1 to AG User Count |
| Steven user count update to 0 | On any status change - If Steven is not a User and set "User - Steven S" field to 0 | Update User field to 0 |
| Tim user count update to 1 | On any status change - If Tim is a User set "User - Tim H" field to 1 | Adds 1 to DV User Count |
| Tim user count update to 0 | On any status change - If Tim is not a User and set "User - Tim H" field to 0 | Update User field to 0 |
| Yehia user count update to 1 | On any status change - If Yehia is a User set "User - Yehia S" field to 1 | Adds 1 to DV User Count |
| Yehia user count update to 0 | On any status change - If Yehia is not a User and set "User - Yehia S" field to 0 | Update User field to 0 |