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Core Facilities Usage & Invoicing System

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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Core Facilities Usage & Invoicing System

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  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 SystemUpdates 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. 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.

  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 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.

  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 • Incorrect Center Number • Incorrect Quantity • Incorrect Price • Incorrect Item/Service • 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 e-mail 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. AutomaticOrderUpload

  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 • Check box in Core Maintenance • Check box in Order Entry • 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 Select options here. View Training Demos here. Correct or Distribute Ctr. Numbers here.

  41. 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)

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