Download CORES User Manual - Vanderbilt University School of Medicine

C.O.R.E.S.ǦǦCoreOrderingandReportingEnterpriseSystem
UserGuideǦGettingstarted
ToaccessCORES,gotohttps://cfuis.mc.vanderbilt.edu/login.cfmandloginusingyourVUnet
IDandePassword.
SetupnewuserinCORES
TheonlyrequirementforaccesstoCORESisthatyouhaveaVanderbiltemployeeIDand
VUnetID.Torequestauseraccount,filloutandsubmittheNewUserAccountrequestform
availableatwww.mc.vanderbilt.edu/CFUIS.Userroledescriptionsareavailablebelow.
UserRolesinCORES
YouruserroleinCORESisdeterminedbythetypeofinformationyouwillneedtoaccessinthe
system;therefore,itmaynotnecessarilybesynonymouswithyourjobtitle.Inordertohave
accesstoalltheinformationyouneed,youmaybeassignedoneormoreofthefollowingroles:
PrincipalInvestigator(PI)
ThePrincipalInvestigator(PI)isgenerallythepersontowhomthefundshavebeenassigned.API
canhavemultiplecostcenternumberslistedundertheirname,aswellasmultiplelab
managers/assistants.ThePIcanreviewchargesandinvoices,makecenternumbercorrectionsand
generatereportsforanycostcenterassignedtohim/herinthesystem.
NOTE:EachcostcenternumbercanonlybeassignedtoasinglePrincipalInvestigator.
PIRolesandResponsibilities:
x Purchasesproducts/servicesfromcorefacilities
o Productscanbeordered/delivereddirectly:
http://thecore.vanderbilt.edu/
x Ensureslabmembersuseappropriatecostcenters
x ReservestimeoncoreinstrumentsinCORES
o MainMenu>>ResourceReservations
x ReviewsandapprovescorechargesinCORES
o MainMenu>>Reports>>PreǦInvoiceReport(priortomonthlyupload)
o MainMenu>>Approve/DisputeInvoices(aftermonthlyupload)
o MainMenu>>Reports>>UsageReportorQuery
x ReǦdistributeschargesamongtheiractiveCOREScostcenters(priorto
monthlyupload)
o MainMenu>>CenterNumberCorrection/Distribution
CORESUsersManual
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DepartmentalAdministrator
DepartmentAdministratorshaveaccesstoinformationforallactivecentersnumbersassociatedto
theirdepartment.Theadministratorcanreviewchargesandinvoices,makecenternumber
correctionsandgeneratereportsforanycostcenterassociatedtohis/herdepartment.
DepartmentalAdministratorRolesandResponsibilities:
x EnsurescostcentersinCORESareopenforbilling
o MainMenu>>Reports>>PI/CenterNumberReport
x ReviewscorechargesinCORES
o MainMenu>>Reports>>PreǦInvoiceReport(priortoupload)
o MainMenu>>Reports>>UsageReportorQuery
x ReǦdistributeschargesamongaPI’sactiveCOREScostcenters(priorto
monthlyupload)
o MainMenu>>CenterNumberCorrection/Distribution
NOTE:ADepartmentalAdministratormaynottransfer
chargesbetweendifferentPIs
x Submitsjournalentriestotransfercharges(aftermonthlyupload)
LabManager/Assistant
ALabManager/AssistantbasicallyoperatesasadelegateofeitheraPIoraDepartment
Administrator.Forexample,aLabManager/AssistanttoDr.Joneswillbeabletosee/doanything
inCORESthatDr.Jonescando.
ResourceUser
AResourceUseronlyusesCOREStoselfǦscheduleresourcereservations.Theymustbeassociated
toaPIwithactivecostcentersinCORES.
ServiceCoreManager
TheServiceCoreManagerisresponsibleforallofthebilling,budgeting,andinvoicinginvolvedin
managinganindividualservicecore.
ServiceCoreAssociate
AServiceCoreAssociateactsasanassistanttotheServiceCoreManager.Theymayassistwith
billing,reports,budgeting,orothermanagerfunctions.
CORESUsersManual
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CenterNumberMaintenance
Add/deletecenternumbersinCORES
TomanagecenternumbersinCORES,ensurethatyouareloggedintoCORESasa“Department
Administrator”(ordesignee).
1. FromtheMainMenu,selectMaintenanceMenu,thenCenterNumberMaintenance,then
Add/Edit/DeleteCenterNumbers.
2. TypethecenternumberinthesearchfieldandclickSearch.Ifthecenterisnotactivein
CORES,youwillbepromptedtocreateacenternumber.ClickYes.
3. Toaddthecenter,selecttheresponsiblePIfromthedropǦdownmenu.Ifapplicable,select
theresponsibledepartmentfromthedropǦdownmenu.Assignatitle/descriptionforthe
center,anddesignatebegin/enddates(optional).ClickAddCenterNumbertoactivatethe
center.
4. TodeletethecenterfromCORES,clickDelete.
NOTE:Ifthecenteris“INUSE”andunabletobedeleted,pleasecontactthecore
managerdirectlytohavethependingchargeseithercancelledorchangedtoadifferent
costcenter.Oncethependingchargesareremoved,thecenterwillbeavailabletobe
deleted.
CenterNumberCards
OnceacostcenternumberisactiveinCORES,acenternumbercard(withscannablebarcode)can
beusedattheMCBResourceProductCore,oratselectedservicecores.
Requestcenternumbercards
CardscanbeprintedattheProductCore(834LightHall);contactKrisEllisat2Ǧ7238.Alternatively,
youmaysubmitacardrequestatanytimeviaCORES.
1. FromtheMainMenu,clickRequestCenterNumberCards.
2. SelectthePIthatisassociatedwiththecenter.(IfyouarethePI,CORESwillskipthisstep).
3. AcompletelistofallcenternumbersassociatedwiththatPIwillbedisplayed.Inthe“Cards
Requested”column,selectthenumberofcardsyouwouldliketorequestforeachcenter.
4. Confirmtheemailaddressofthepersonwhoshouldreceiveconfirmationthatthecards
havebeensent.Theywillbesentouttoyouviacampusmail.
5. ClickSubmit.
CORESUsersManual
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TransferringCharges
Oncechargeshavebeenenteredbythecoremanager,PIsandDepartmentAdministrators(or
theirLabManager/Assistants)cantransferordistributethechargesamongtheirvalidcenter
numbers.
FromtheMainMenu,selectEntry,thenCenterNumberCorrection/Distribution.(ForDepartment
AdministratorsorLabManager/Assistants,alistofprincipalinvestigatorswillbedisplayed.Select
theappropriatePIbyclickingonthename).Anitemizedlistofproductsand/orservicesthathave
beenpurchasedusingyourcostcenternumberswillbedisplayed.Usethedropdownmenunextto
eachlineitemtochangethecenternumberchargedortodistributethechargeacrossmultiple
centernumbers.
NOTE:Thisshouldbedonebeforethethirdworkingdayofeachnewmonthinorderto
correctorredistributechargesfromthepreviousmonthbeforetheyposttothegeneral
ledger.
CORESUsersManual
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Reports
PIs,DepartmentAdministrators,andtheirLabManager/AssistantscanreviewchargesinCORESat
anytimethroughoutthemonthusingavarietyofavailablereports.Additionally,thesereportscan
alsobeprintedorexportedtoExcelorPDFforyourrecords.
FromtheMainMenu,selectReports:
x PreǦInvoiceReportwilldisplaychargesthathavebeenenteredinthesystemduringthe30
dayspriortoinvoicing.
x UsageReportwillprovidesummaryordetailinformationonallhistoricalinvoices.
x InvoiceReportwillprovidesummaryinformationoninvoicesbymonth.
x PI/CenterNumberReportshowsacompletelistofcenternumbersavailableforyour
department
o Note:ThisreportisavailabletotheDepartmentAdministratorrole
x Queryallowsacustomizedsearchforcurrentchargesorhistoricalinvoices.
Invoicecopies
FromtheReportsMenu,usetheQueryoptiontoobtaincopiesofinvoices.Chooseasearchperiod
atthetopofthepage,andentertheinvoicenumber,centernumberand/orPInameinthe
appropriatefields.ClickSearch.Adetailedreportwillbegeneratedshowingeachitem/service
purchased,thePI’sname,costcenternumbercharged,dateoftransactionandtotalamounts
charged.InvoicescanbedownloadedandsavedinPDForExcelformatbyclickingonthe
hyperlinksinthetoprightcorneroftheresultspage.
CORESUsersManual
rev.15February2012ȱ
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MonthlyBillingandUploadSchedule
Finalbillingmustbecompletebynoononthesecondbusinessdayofeachnewmonth.AllCORES
chargesareuploadedmonthlytothegeneralledger,onthethirdworkingdayofeachnewmonth.
Pleasenotethattheregularuploadschedulemaybechangedtoaccommodatefiscalyearendor
holidays.
Invoicesaregeneratedandemailedoncemonthly,aspartoftheuploadprocess(onthethird
workingdayofthemonth).ThePrincipalInvestigator(anduptothreeotherPIǦdesignated
recipients)willreceiveoneemailsummarylistingthemonthlytotalsforeachoftheircostcenters.
Uponreceipt,thePI(ortheirLabManager/Assistant)shouldreviewandapprovethedetailed
chargesbyfollowingtheinstructionsintheemailsummary.Invoiceswillbeavailablefor
Approval/Disputefor30days,afterwhichtimeallunǦreviewedinvoiceswilldefaultto“Approve”
andwillnolongerbeavailablefordispute.
NOTE:Allinvoicesdefaultto“Approved”untilmanuallydisputedbythePI.
Oncetheuploadiscompleteandinvoiceshavebeengenerated,refundsandcorrectionsmustbe
madebycontactingtheappropriatecoremanagerdirectly.Alternatively,thePImaypreparea
journalentrytotransferchargestoadifferentcenternumber.
Asampleinvoicemessageisshownbelow:
A Vanderbilt University Medical Center invoice summary has been created for your review.
For more information, and to approve or dispute these invoices, log in to C.O.R.E.S. at
https://cfuis.mc.vanderbilt.edu
Select Invoice Menu, then Approve/Dispute Invoices and follow the invoice number link(s) to view details.
Invoice Number
Center Number
Principal Investigator
Transaction Type
CA10555555
1234567890
Jane Doe
Charge:$180.00
CA10555237
4209876543
Jane Doe
Charge:$372.51
CA10556192
4207656543
Jane
Doe
Charge:$372.51
For further assistance, contact the core manager(s), r send an email to [email protected]
ReceiptscanbeautomaticallygeneratedforeachtransactionattheMCBResourceProductcores
andselectedservicecores.Toautomaticallyreceivereceiptsviaemail,thePImustdesignatean
emailaddressintheiruserprofile.(See“EmailNotifications”below).Pleasenotethatreceiptscan
currentlybesenttoasingleindividualonly.Itisnotpossibletosendreceiptstomultiplerecipients
forasinglePI.
CORESUsersManual
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AccountBilling
VUMCresearchcorefacilitiesusethefollowingdebitcode:
60425 RESEARCH
Usedonlyfor
Usedtorecordinternalactivityforchargesrelatedto
CORE
rechargecenter
rechargecenters.Adebittothisaccountmustbeoffset
CHARGES
relatedactivity.
byacredittoaccount80425ResearchCoreChargesǦ
Credit.
Therearesomeexceptions;contacttheOfficeofResearchifyouhavequestionsaboutaccounts.
Emailnotifications
CORESrelatedemailnotifications(invoices,receipts,etc)areautomaticallysenttotherecipients
designatedinthePrincipalInvestigator’suserprofile.ThePI(ortheirLabManager/Assistant)can
editthesepreferencesatanytimebyclickingonMaintenanceMenuÆUserMaintenance.
ToreceiveinformativeemailsfromtheOfficeofResearchregardingCORESmeetings,updates
andpolicies,etc.,[email protected]
CORESUsersManual
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FrequentlyAskedQuestions
HowdoIgetauserIDandpasswordtouseCORES?
PleasesubmittheNewUserAccountrequestformat
http://www.mc.vanderbilt.edu/root/vumc.php?site=CFUIS&doc=13512
Onceyouhavebeensetup,youcanuseyourVUnetIDandeǦpasswordtoaccessCORES.
Howdocorefacilitiesandsharedresourcesbillmycenternumbers?
CoremanagersenterchargesforproductsandservicesinCORES,usingcenternumbersvalidated
byyourdepartmentaladministrator.Invoicesaregeneratedonceeachmonth,andallchargesfor
themonthareuploadedtoFinanceonthethirdworkingdayofeachmonth.PIsandtheir
designatedassistantsreceiveemailnotificationofinvoiceseachmonth.
CanIseethedetailsofthechargesmadeagainstmycenternumbers?
Yes!CORESwasdesignedtomakegettingthisinformationeasy.Youcanuseanumberofreport
functionstoobtaineddetailedinformationaboutcoreproductsandservicespurchasedonyour
centernumbers.
HowdoIgetanincorrectchargeremovedfrommycenternumber?
ThisiseasytodobeforechargeshavebeenuploadedtoFinance.YoucanusetheCenterNumber
Correction/DistributionfunctioninCOREStomakethesechanges.Oncechargeshavebeen
uploadedtoFinance,seeyourdepartmentaladministratorforassistanceinpreparingajournal
entrytotransferthecharge.Ifthechargeisentirelyincorrect,contacttheappropriatecore
managerforarefund.
WhathappenswhenI“dispute”aCORESinvoice?
Anemailisautomaticallysenttothecoremanager,andtotheOfficeofResearchtonotifythemof
youraction.However,thechargeswillstillposttothegeneralledger.Contactthecoremanager
forarefund,orinitiateajournalentrytotransferthechargetoadifferentcostcenter.
HowdoImakeapurchaseinaServiceCore?
Verifyyourcenternumber(s)withyourdepartmentaladministratororlabmanager.Youwillbe
askedtoprovideavalidcenternumberforpaymentatthetimeoftheservice.
HowdoImakeapurchaseinaProductCore?
YoumusthaveaCenterNumberCardtomakeapurchaseinaproductcore.Thesecardscontain
yourcenternumberinformationinbarcodeformat.Youwillbeaskedtoscanyourcardbefore
makingyourpurchase(s).
HowdoIgetaCenterNumberCard?
AskyourdepartmentaladministratortorequestacardviaCORES.Cardswillbedeliveredvia
campusmail.Alternatively,cardscanbeprintedandpickedupimmediatelyintheMCBResource
SupplyCorein834LightHall.
CORESUsersManual
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HowdoestheproductcoreselfǦserviceterminalwork?
x ScanyourcenternumbercardǦHoldyourcardabout4Ǧ6inchesfromthescannersothat
theredlinesfromthescannercrossthebarcodeontheback.Thesystemwilldisplaythe
CenterNumberandPIName.
x YourPIhastheoptiontorequestthatyournamebeenteredforeachtransaction.If
prompted,enteryournameusingthetouchscreenkeypad.
x Scanyouritem(s).Asyouscaneachitem,thesystemwilldisplaythedescriptionandprice.
x Touchthe‘Submit’button.Thisisthelaststepafteryouhavescannedallofyouritems.
Thesystemwillnotifyyouthattheorderiscomplete.
x CORESwillautomaticallygenerateareceiptbyeǦmailtothelabmanagerordesignated
personforeachPI.CORESwillalsogenerateamonthlyinvoicecontainingallordersforthe
month.ThelabmanagercanreviewandapproveordisputethemonthlyinvoiceonǦline.
IstheretrainingavailableforCORES?
Yes.WecancometoyourofficeforsmallgrouporoneǦonǦonesessions.CoreManagersand
DepartmentAdministrators(andtheirLabManager/Assistants)mayalsofindourquarterly
meetingstobehelpfulinnavigatingsystemupdatesandchanges.Torequesttraining,sendan
[email protected]
Formeetingschedulesandotherinformation,visitourwebsite:
http://www.mc.vanderbilt.edu/CFUIS.
AcomprehensivelistofallVUMCresearchcorefacilitiesisavailableonlineat
http://www.mc.vanderbilt.edu/root/vumc.php?site=CFUISorbyclickingonthe“MoreInformation”
linkatthebottomrightoftheCORESlogǦinpage.
CORESUsersManual
rev.15February2012ȱ
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