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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
Keith Dance ([email protected])
John Manning ([email protected])
