Core setup items

Core setup items

Adding, changing services, setup of CORES for a core laboratory.

To print these instructions, use the print icon print-icon at the bottom of the page.
With appropriate software, you can print to a pdf file.
You can also copy this page to a program like Microsoft Office to save and edit it.

A core service manager can change some items affecting how their core operates in the CORES program. If there are features you may want to experiment with, ORCA can arrange a session in the Test CORES installation where you do things for testing purposes.

Normally someone listed as a service core associate has the same permissions as the core manager, but ORCA can restrict permissions. Also ORCA can make former employees listed as inactive, so that they do not show on some lists.

You should enable pop ups in your browser for CORES. In Internet Explorer, under Tools-pop-up blocker, add *.web.virginia.edu to the Allowed sites list. In Firefox, go to Tools-Options-Block pop-up windows-Exceptions and add core.web.virginia.edu to the allowed sites list.

From the menu bar at top of page, Maintenance Menu-Core maintenance

The main page shows contact information.

In the Functionality Controls are some features you may want:

Open Orders Logic-allows you to start an order and add items later, useful for long projects.

Print Receipts when placing Orders? (4th item) If on, you will see a dialog to print a receipt after entering an order. Some find this annoying.

Use Core Manager Notes Logic; (6th item) allows core manager to enter comments which users do not see. To see notes, in Reports Menu-Query, towards the bottom of the page, click the box for  Core Manager Notes.
To see notes in a report, click box for Core Manager Notes.
These notes do not appear if you export a query to Excel.

Use Line Item Comments; (8th item) allows comments for individual items in a multi-item order. When entering an order,near the end of the line is a white on pale green C  Line comment icon: click it to enter a comment.
If running a Reports Menu-Query, towards the bottom of the page, click the box for Line Item Comments. These comments will show if the query is exported to Excel.

Use split payments; (15th item) allows an order to be paid for by more than 1 PTAO, useful but requires care when using multiple PTAO. This only works if all PTAO are in the name of one PI.

Use Order Upload Logic: (17th item) allows you to upload a spreadsheet containing billing. This is used by DNA Sciences and Flow Cytometry cores. It requires setup by the people who write the CORES program and some effort creating a suitable file format. It is intended for systems which automatically create an output file containing billing information.

Items listed without a check box can be set by ORCA, but if not described above, are not used here.

Item maintenance

Used to change prices, add services, or make services inactive so they do not appear on the Order Entry page.

Double click on a service to edit it.

Prices

You can find and print a price list, with external prices on Reports-Item Master on the top menu. Note that the for members of the Cancer Center, the price charged is set by the co-pay percent which is entered by ORCA.

Co-Pay

You can see which centers are giving a co-pay, and the amount under Maintenance Menu-Core Maintenance-Contributing Centers.

ORCA sets which centers have co-pays, the percent, and the period for which the co-pay is active. The co-pay percent determines the price for center members, not the Cancer center price set in item maintenance.

Note that there are reports on co-pays under Report Menu

Message Center Maintenance- Used to send messages. We are currently not using this functionality.

File upload for entering orders

Instead of entering orders one at a time within CORES, you can upload a .CSV file. As on February 2011, two cores are using this process.
File upload is intended for situations where a program generates a file that is easily converted to a .csv file of acceptable format. The advantages are fairly obvious, but there are some hurdles.
If you want to use this feature, we need to ask the developers at Vanderbilt to configure your account.

In the cores where file upload is active, the Core manager and Core associates can perform file upload. The core manager can control if a core associate can upload files or not. Note that CORES is currently configured so that core associates can perform upload, but not a lab manager.

To control if a core associate can upload files, go to Maintenance Menu-User Permissions. If User Type is something other than Service Core Associate, use the drop down list to find Service Core Associate, select the user, and click edit. About middle of the page is a heading Order File Upload Menu where the manager can set permissions.

Data must be entered in a format recognized by CORES. with service names exactly as listed in CORES. One way to do this is to go the the Search for Services feature on the main menu, and copy and paste from them. On other screens, you may be copying a hyperlink in addition to the text.

 

After creating the file, there is a feature to validate the file, which flags some errors. Some errors are:

  • A PI LAST NAME NOT CONSISTENT message shows if the PI name you entered is different from that PI name associated with the PTAO in CORES (the second name in the message). The name listed in CORES is stored when data is uploaded.
  • Refund not allowed, occurs with negative quantities (use refund feature on main menu)
  • invalid PTAO-if you find the PTAO by PTAO search, report the problem to ORCA office for investigation. Manual entry of the transaction may be a short term fix
  • non existent services, usually caused by description in the file being different from description in CORES, which may be be as minor as a change of case in one word in the service description, e.g. Plate instead of plate, or an extra space in a service description. One solution is to go to Item Maintenance-Edit and copy the description, ensuring you get the whole description which may not be obvious in the box where it is written.
  • missing data, such as a field where there should be "" if there is no data.

 

Transactions with incorrect PTAO or descriptions or negative quantities are not loaded,  but other entries in file are.

Some data errors in the upload file are ignored and overwritten by data taken from CORES:
  • incorrect PI name-the entry in COES will have name of PI in CORES associated with PTAO
  • incorrect price-the entry in CORES will have the price, including co-pay, taken from CORES associated with the item description and PTAO used for the entry.