Core Facilities Usage & Invoicing System

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Core Facilities Usage & Invoicing System

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Facts First Order: 10/15/01

Total Number of Cores: 54

Total Number of VUMC Customers: 563 Total Number of Non-VUMC Customers: 113

Total FY05 Sales: Over $13 million

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Core Facilities Usage and Invoicing

System UpdatesEffective Date: September 9, 2005

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Changes for September 2005

New System Name VUNet ID & e-Password Order Entry Consolidation Purchaser Last Name Rejection Reasons Refund Reasons Added Query Functionality Center Number Correction/Distribution

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New System Name

Core Facilities Usage and Invoicing System (CFUIS) is now….

C.O.R.E.S.Core Ordering & Reporting Enterprise System

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VU NetID &

e-Password

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VUNet ID & e-Password You will no longer have to remember a

different user id and password.

CORES will now accept your VUNet ID and e-password.

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VUNet ID & e-Password

All users will now enter their own VUNet ID and e-password to log in.

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Order Entry

Changes

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Order Entry Changes The “Category” screen has been combined.

Buttons have been added to the bottom of the screen.

The comments field always displays.

Benefits: Order Entry is more streamlined Fewer screens Quicker and easier order entry

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Order Entry – Consolidated

These buttons are now available at the top and bottom.

The Category field is now included on this screen.

The Comments field always displays now.

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Query: Export to

Excel or PDF

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Export to Excel or PDF

After running the Query, you can now export the data to an Excel spreadsheet or a PDF document.

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Query: New

Options

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Query – new options

Several new helpful features have been added to the Query screen.

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Purchaser Last Name

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Purchaser Last Name

Purchaser Last Name: If the PI chooses, Core Managers will be

prompted to enter the Purchaser’s Last Name during order entry.

Benefit: The PIs will know who made each purchase.

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User Maintenance - PI

This box must be checked on the PI’s User Maintenance screen.

NOTE: Either the PI or Paula Bowers can check the box.

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Purchaser: Order Entry

The Core Manager will enter the Purchaser’s Last Name on each order.

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Purchaser: Invoice/Reports

The Purchaser’s Name will appear on the Invoices and reports.

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Purchaser: Query

The Purchaser Last Name is a selectable option when running a Query.

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Refund & Rejection Reasons

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Rejection Reason

Rejection Reason: PIs will be prompted to select the

reason for rejecting invoices.

Benefit: The PIs and the OOR will know why the

invoice was Rejected.

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Refund/Rejection Reasons1. Incorrect Center Number

2. Incorrect Quantity

3. Incorrect Price

4. Incorrect Item/Service

5. Unsatisfactory Quality

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Rejection Reason (for PIs)

The PIs will be prompted to select the Rejection Reason at a line-item level.

The selected reason will be included in the auto-generated e-mail to the Core Manager.

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Refund Reason: Query

The Rejection Reason is a selectable option when running a Query.

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Refund Reason

Refund Reason: Core Managers will be prompted to

select the reason for the refund.

Benefit: The PIs and the OOR will know why the

Refund was keyed.

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Refund Reasons

Core Managers will be prompted to select a Refund Reason on Refund transactions

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Rejection Reason: Query

The Refund Reason is a selectable option when running a Query.

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AutomaticOrder

Upload

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Did you know?You can automatically upload a file

from another system.

No more keying ordersOrders are invoiced as usualUse MS Excel formatContact Keith Dance for details

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Templates

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Did you know?You can use a template.

Eliminates keying the same order each month

One template per center number per core

Select Core Maintenance Select Use Templates

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Templates – 3 steps

1. Check box in Core Maintenance

2. Check box in Order Entry

3. Select Center Number in Order Entry

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Templates – Core Maint. (1)

Check this box.

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Templates - Order Entry (2)

Click here

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Templates – Order Entry (3)

Notice the check-box

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Center Number

Correction &

Distribution

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Investigators: Center Number Correction & Distribution What: Investigators will now be able to

correct or distribute center numbers When: Anytime after the orders have been

entered and before the monthly upload process runs

How: See the new selection on the PI Main Menu

Benefit: Eliminates the need for Journal Entries

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Investigators: Center Number Correction & Distribution

View Training Demos here. Correct or

Distribute Ctr. Numbers here.

Select options here.

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Questions?Please contact us with any questions:

Paula Bowers

(paula.bowers@vanderbilt.edu)

Keith Dance (keith.dance@vanderbilt.edu)

John Manning (john.manning@vanderbilt.edu)