1 Core Facilities Usage & Invoicing System

2 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

3 Core Facilities Usage and Invoicing System Updates Effective Date: September 9, 2005

4 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

5 New System Name Core Facilities Usage and Invoicing System (CFUIS) is now…. C.O.R.E.S. Core Ordering & Reporting Enterprise System

6 VU NetID & e-Password

7 You will no longer have to remember a different user id and password. CORES will now accept your VUNet ID and e-password.

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

9 Order Entry Changes

10 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

11 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.

12 Query: Export to Excel or PDF

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

14 Query: New Options

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

16 Purchaser Last Name

17 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.

18 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.

19 Purchaser: Order Entry The Core Manager will enter the Purchaser’s Last Name on each order.

20 Purchaser: Invoice/Reports The Purchaser’s Name will appear on the Invoices and reports.

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

22 Refund & Rejection Reasons

23 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.

24 Refund/Rejection Reasons 1. Incorrect Center Number 2. Incorrect Quantity 3. Incorrect Price 4. Incorrect Item/Service 5. Unsatisfactory Quality

25 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 to the Core Manager.

26 Refund Reason: Query The Rejection Reason is a selectable option when running a Query.

27 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.

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

29 Rejection Reason: Query The Refund Reason is a selectable option when running a Query.

30 Automatic Order Upload

31 Did you know? You can automatically upload a file from another system.  No more keying orders  Orders are invoiced as usual  Use MS Excel format  Contact Keith Dance for details

32 Templates

33 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

34 Templates – 3 steps 1. Check box in Core Maintenance 2. Check box in Order Entry 3. Select Center Number in Order Entry

35 Templates – Core Maint. (1) Check this box.

36 Templates - Order Entry (2) Click here

37 Templates – Order Entry (3) Notice the check-box

38 Center Number Correction & Distribution

39 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

40 Investigators: Center Number Correction & Distribution View Training Demos here. Correct or Distribute Ctr. Numbers here. Select options here.

41 Questions? Please contact us with any questions:  Paula Bowers  Keith Dance  John Manning