Viral Vector Core Cincinnati Children’s Research Foundation

How do I use the system? Log in to CORES Billing Select your role Place an order for the Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

How do I use the system? Log in to CORES Billing Select your role Place an order for the Viral Vector Core: Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

Logging in to CORES Billing Log in to CORES Billing using your CCHMC, UC or external* credentials:  External users: *log-in credentials will be ed to you when your account is created.  If you need to request an account or have trouble logging in, please contact CORES Billing: User Training

CCHMC & External (non-UC) users enter credentials here UC users click here

How do I use the system? Log in to CORES Billing Select your role Place an order for the Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

Selecting your role Proxy to the PI Lab member: Technician Grad student Postdoc CORES Billing: User Training PI

If you need to:Choose the following CORES Billing role: Place an order or reservation from a Shared Facility Principal Investigator, Lab Manager/Assistant, Resource User Monitor order statusPrincipal Investigator, Lab Manager/Assistant, Resource User Grant a “Resource User” (lab member) access to a specific budget number Principal Investigator, Lab Manager/Assistant Budget number correctionsPrincipal Investigator, Lab Manager/Assistant, Business Director Approve/dispute invoiced chargesPrincipal Investigator, Lab Manager/Assistant, Business Director Pull reports on all Shared Facility usagePrincipal Investigator, Lab Manager/Assistant, Business Director Ask a question, or address other issuesPlease contact What role do I choose? CORES Billing: User Training

How do I use the system? Log in to CORES Billing Select your role Place an order from the Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

How to place an order: Viral Vector Core CORES Billing: User Training Log in to CORES Billing Enter your vector order directly in the system

Log in to CORES Billing CORES Billing: User Training

Quick Links: Order Entry CORES Billing: User Training

Select a Budget Number CORES Billing: User Training

Select a Budget Number CORES Billing: User Training Please ask your PI which budget number you should use for each transaction.

Select a Budget Number CORES Billing: User Training If your budget number is not listed, please contact

Select a Budget Number CORES Billing: User Training CCHMC Budget Number format: BUS UNIT  FUND  DEPT  (PROJ  BUDG REF)  CORES Example: ( ).ABCD

Select a Budget Number CORES Billing: User Training External Account Number format: Generic, 10-digit number for all of your CORES purchases Example:

CORES Billing: User Training Select a Template

CORES Billing: User Training Select a Template

Customize your order using the dropdown menus CORES Billing: User Training

Customize your order using the dropdown menus CORES Billing: User Training

Customize your order using the dropdown menus CORES Billing: User Training

Delete line items not needed CORES Billing: User Training

Add any additional items CORES Billing: User Training

Add any additional items CORES Billing: User Training

Customize using the dropdown menus CORES Billing: User Training

Customize using the dropdown menus CORES Billing: User Training

Follow instructions in the Comments CORES Billing: User Training Please add: IBC Number Plasmid Name DNA Concentration FedEx Number (if applicable)

Adjust unit quantities CORES Billing: User Training

Select (single unit) versus (multi-unit) CORES Billing: User Training If quantity is 2 or more, select (multi-unit) instead of (single unit) to obtain multi-unit discount

Attach your Plasmid Map CORES Billing: User Training

Submit Order Request CORES Billing: User Training

How to place an order: Viral Vector Core To review: –Log in to CORES Billing –Quick Links: Order Entry –Select a budget number –Select a Template –Customize order using dropdown menus –Add items if necessary –Follow instructions in Comments: add IBC number and DNA concentration –Attach plasmid map –Submit order request CORES Billing: User Training

Comparison to previous VVC Request Form CORES Billing: User Training

PI and lab contact information: CORES Billing: User Training

PI Lab contact (person logged in to CORES Billing, placing the order) PI and lab contact information: is automatically loaded

Previously: enter up to 4 vector requests CORES Billing: User Training

CORES Billing: 1 vector/order request CORES Billing: User Training 1

CORES Billing: 1 vector/order request CORES Billing: User Training 1 Add details

CORES Billing: 1 vector/order request CORES Billing: User Training 1 Attach plasmid map

CORES Billing: 1 vector/order request CORES Billing: User Training 1 Submit the request for Vector #1

Additional Order Details: CORES Billing: User Training

Plasmid Details: Comments and Plasmid map CORES Billing: User Training To Comments add: Name/Identification DNA Concentration Add Annotated Plasmid Map that indicates plasmid size

CORES Billing: 1 vector/order request CORES Billing: User Training 2 Repeat the process for any additional vectors preps.

Vector Details: Category & Description CORES Billing: User Training Use Category & Description dropdown menus to indicate: Virus type (+ pseudotype) Titration Purification

Add Items: Category & Description CORES Billing: User Training Click “Add Item” to request additional items or services:

Add Items: Category & Description CORES Billing: User Training Click “Add Item” to request additional items or services:

Add Items: Category & Description CORES Billing: User Training Click “Add Item” to request additional items or services: Vector Concentration

Add Items: Category & Description CORES Billing: User Training Click “Add Item” to request additional items or services: Vector Concentration Plasmid Prep

Add Items: Category & Description CORES Billing: User Training Click “Add Item” to request additional items or services: Vector Concentration Plasmid Prep Safety Testing

Add Items: Category & Description CORES Billing: User Training Click “Add Item” to request additional items or services: Vector Concentration Plasmid Prep Safety Testing Shipping

Add Items: Category & Description CORES Billing: User Training Once you’ve selected an additional Category, the related Description dropdown menu will populate

Special Requests: in Comments CORES Billing: User Training If applicable, include in Comments: Non-standard medium Special dispensing Shipping FedEx Number

> 1 plate of the same prep: multi-unit discount CORES Billing: User Training Step 1: Increase number of plates (quantity)

> 1 plate of the same prep: multi-unit discount CORES Billing: User Training Step 2: Change to “multi-unit” Description.

> 1 plate of the same prep: multi-unit discount CORES Billing: User Training Step 2: Change to “multi-unit” Description.

> 1 plate of the same prep: multi-unit discount CORES Billing: User Training If you order > 1 plate of the same vector prep, you qualify for a multi-unit discount.

IBC Protocol number: in Comments CORES Billing: User Training

DNA Concentration: in Comments CORES Billing: User Training Also include your DNA concentration in the Comments field.

Budget Number: selected before order entry CORES Billing: User Training

Budget Number: selected before order entry CORES Billing: User Training You can also change budget number on order entry screen before you submit order request

How do I use the system? Log in to CORES Billing Select your role Place an order or reservation from Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

Quick Links: Open Orders Status CORES Billing: User Training

Monitor Order Status CORES Billing: User Training Open = still in process Submitted for invoice = order is completed

CORES Billing: User Training Monitor Order Status

How do I use the system? Log in to CORES Billing Select your role Place an order or reservation from Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

Maintenance Menu: Resource User CORES Billing: User Training

See current budget number assignments CORES Billing: User Training

Select/Deselect All or set individually CORES Billing: User Training

Customize budget number access for each lab member CORES Billing: User Training

This can be updated and/or monitored by: –Principal Investigator –Lab Manager/Assistant (proxy role) –Business Director of your Division (LMA role) –Research Administration Investigators: if members of your lab use the RFCC, CIC or VVC, please check this in January. –Or send a list to CORES Billing: User Training Assigning budget numbers to your lab members

How do I use the system? Log in to CORES Billing Select your role Place an order or reservation from Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

Entry: Budget Number Correction CORES Billing: User Training

Entry: Budget Number Correction CORES Billing: User Training

How do I use the system? Log in to CORES Billing Select your role Place an order or reservation from Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

How to Dispute Invoices CCHMC customers can dispute directly in CORES (see following slides). External customers: to dispute an order, please contact CORES Billing: User Training

How to Dispute Invoices CCHMC customers can dispute directly in CORES (see following slides). External customers: to dispute an order, please contact CORES Billing: User Training

Invoice Menu: Approve/Dispute Invoices – CCHMC only

CORES Billing: User Training Invoice Menu: Approve/Dispute Invoices – CCHMC only

CORES Billing: User Training

How do I use the system? Log in to CORES Billing Select your role Place an order or reservation from Viral Vector Core Monitor the status of your order Assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

Reporting Features CORES Billing: User Training

Reporting: Invoice Report CORES Billing: User Training

Reporting: Active Budget Numbers CORES Billing: User Training

Reporting: Budget Number Summary CORES Billing: User Training

Reporting: Usage Report -Order Number -Shared Facility -Budget Number -P30 Center CORES Billing: User Training

Reporting: Query Function CORES Billing: User Training

Options available to you in CORES Billing: Log in to CORES Billing Select your role Place an order or reservation from Viral Vector Core Monitor the status of your order Investigators: assign lab members to a particular budget number Issue budget number corrections Dispute invoices Pull reports CORES Billing: User Training

We are here to help! Please contact us at: Find more information on Centerlink (CCHMC only) at: CORES Billing: User Training