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Core Facilities Usage & Invoicing System. 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. Core Facilities Usage and Invoicing System Updates.
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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
Core Facilities Usage and Invoicing SystemUpdates Effective Date: September 9, 2005
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
New System Name Core Facilities Usage and Invoicing System (CFUIS) is now…. C.O.R.E.S. Core Ordering & Reporting Enterprise System
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.
VUNet ID & e-Password All users will now enter their own VUNet ID and e-password to log in.
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
Order Entry – Consolidated The Category field is now included on this screen. The Comments field always displays now. These buttons are now available at the top and bottom.
Export to Excel or PDF After running the Query, you can now export the data to an Excel spreadsheet or a PDF document.
Query – new options Several new helpful features have been added to the Query screen.
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.
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.
Purchaser: Order Entry The Core Manager will enter the Purchaser’s Last Name on each order.
Purchaser: Invoice/Reports The Purchaser’s Name will appear on the Invoices and reports.
Purchaser: Query The Purchaser Last Name is a selectable option when running a Query.
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.
Refund/Rejection Reasons • Incorrect Center Number • Incorrect Quantity • Incorrect Price • Incorrect Item/Service • Unsatisfactory Quality
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.
Refund Reason: Query The Rejection Reason is a selectable option when running a Query.
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.
Refund Reasons Core Managers will be prompted to select a Refund Reason on Refund transactions
Rejection Reason: Query The Refund Reason is a selectable option when running a Query.
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
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
Templates – 3 steps • Check box in Core Maintenance • Check box in Order Entry • Select Center Number in Order Entry
Templates – Core Maint. (1) Check this box.
Templates - Order Entry (2) Click here
Templates – Order Entry (3) Notice the check-box
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
Investigators: Center Number Correction & Distribution Select options here. View Training Demos here. Correct or Distribute Ctr. Numbers here.
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)