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Viral Vector Core. Cincinnati Children’s Research Foundation h [email protected] ™. 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

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Viral Vector Core

Cincinnati Children’s Research Foundation

[email protected]


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

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:

https://cores-cchmc.mis.vanderbilt.edu

  • External users: *log-in credentials will be emailed to you when your account is created.

  • If you need to request an account or have trouble logging in, please contact [email protected]


CORES Billing: User Training

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

UC users click here


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

Selecting your role

Proxy to the PI

PI

  • Lab member:

  • Technician

  • Grad student

  • Postdoc


CORES Billing: User Training

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

Log in to CORES Billing

Enter your vector order directly in

the system


CORES Billing: User Training

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

Please ask your PI which budget number you should use for each transaction.


CORES Billing: User Training

Select a Budget Number

If your budget number is not listed, please contact [email protected]


CORES Billing: User Training

Select a Budget Number

CCHMC Budget Number format:

BUS UNIT  FUND  DEPT  (PROJ  BUDG REF)  CORES

Example: 31.90000.590000.(123456.00).ABCD


CORES Billing: User Training

Select a Budget Number

External Account Number format:

Generic, 10-digit number for all of your CORES purchases

Example: 9999999892


CORES Billing: User Training

Select a Template


CORES Billing: User Training

Select a Template


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

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

  • Please add:

  • IBC Number

  • Plasmid Name

  • DNA Concentration

  • FedEx Number (if applicable)


CORES Billing: User Training

Adjust unit quantities


CORES Billing: User Training

Select (single unit) versus (multi-unit)

If quantity is 2 or more, select (multi-unit) instead of (single unit) to obtain multi-unit discount


CORES Billing: User Training

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 and lab contact information:is automatically loaded

PI

Lab contact

(person logged in to CORES Billing, placing the order)


CORES Billing: User Training

Previously: enter up to 4 vector requests

1 2 3 4


CORES Billing: User Training

CORES Billing: 1 vector/order request

1


CORES Billing: User Training

CORES Billing: 1 vector/order request

1

Add details


CORES Billing: User Training

CORES Billing: 1 vector/order request

1

Attach plasmid map


CORES Billing: User Training

CORES Billing: 1 vector/order request

1

Submit the request

for Vector #1


CORES Billing: User Training

Additional Order Details:


CORES Billing: User Training

Plasmid Details: Comments and Plasmid map

  • To Comments add:

  • Name/Identification

  • DNA Concentration

Add Annotated Plasmid Map that indicates plasmid size


CORES Billing: User Training

CORES Billing: 1 vector/order request

2

Repeat the process for any additional vectors preps.


CORES Billing: User Training

Vector Details: Category & Description

  • Use Category & Description dropdown menus to indicate:

  • Virus type (+ pseudotype)

  • Titration

  • Purification


CORES Billing: User Training

Add Items: Category & Description

Click “Add Item” to request additional items or services:


CORES Billing: User Training

Add Items: Category & Description

Click “Add Item” to request additional items or services:


CORES Billing: User Training

Add Items: Category & Description

  • Click “Add Item” to request additional items or services:

  • Vector Concentration


CORES Billing: User Training

Add Items: Category & Description

  • Click “Add Item” to request additional items or services:

  • Vector Concentration

  • Plasmid Prep


CORES Billing: User Training

Add Items: Category & Description

  • Click “Add Item” to request additional items or services:

  • Vector Concentration

  • Plasmid Prep

  • Safety Testing


CORES Billing: User Training

Add Items: Category & Description

  • Click “Add Item” to request additional items or services:

  • Vector Concentration

  • Plasmid Prep

  • Safety Testing

  • Shipping


CORES Billing: User Training

Add Items: Category & Description

Once you’ve selected an additional Category, the related Description dropdown menu will populate


CORES Billing: User Training

Special Requests: in Comments

  • If applicable, include in Comments:

  • Non-standard medium

  • Special dispensing

  • Shipping FedEx Number


CORES Billing: User Training

> 1 plate of the same prep: multi-unit discount

  • Step 1:

  • Increase number of plates (quantity)


CORES Billing: User Training

> 1 plate of the same prep: multi-unit discount

  • Step 2:

  • Change to “multi-unit” Description.


CORES Billing: User Training

> 1 plate of the same prep: multi-unit discount

  • Step 2:

  • Change to “multi-unit” Description.


CORES Billing: User Training

> 1 plate of the same prep: multi-unit discount

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


CORES Billing: User Training

IBC Protocol number: in Comments


CORES Billing: User Training

DNA Concentration: in Comments

Also include your

DNA concentration in

the Comments field.


CORES Billing: User Training

Budget Number: selected before order entry


CORES Billing: User Training

Budget Number: selected before order entry

You can also change budget number on order entry screen before you submit order request


CORES Billing: User Training

How do I use the system?

  • Log in to CORES Billing

  • Select your role

  • Place an order or reservation fromViral 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

Open = still in process

Submitted for invoice = order is completed


CORES Billing: User Training

Monitor Order Status


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

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

Assigning budget numbers to your lab members

  • This can be updated and/or monitored by:

    • Principal Investigator

    • Lab Manager/Assistant (proxy role)

    • Business Director of your Division (LMA role)

    • Research Administration ([email protected])

  • Investigators: if members of your lab use the RFCC, CIC or VVC, please check this in January.

    • Or send a list to [email protected]


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

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 [email protected]


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 [email protected]


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

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:

[email protected]

Find more information on Centerlink (CCHMC only) at:

http://centerlink.cchmc.org/content1/110696/


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