Darwin manual for Principal Investigators -Invoicing/Financials-

Transcription

1 Darwin manual for Principal Investigators -Invoicing/Financials- McGill University Updated: August 20, 2013 Page 0 of 27

2 Table of Contents Introduction...2 Login to Darwin Web-based application...3 Home Page...4 Home Page Sections... 5 Grey Information Bar... 5 Table of Contents (TOC)... 5 Applications and Options Area... 7 Introduction to Shared Housing...8 Financials...9 Definition of Terms... 9 Setup Account... 9 Buttons used in Financial Applications Online Invoices Invoice Search Online Invoices Invoice Alerts Trial Close Invoices Alert Period Close Invoice Alerts Invoicing for Shared Housing Expiring Accounts Appendix A: Financials Alerts Appendix B: Search Filters Page 1 of 27

3 Introduction The Darwin Financials application is designed for Principal Investigators, Principal Investigator Business Managers, and Business Office Managers. This manual was developed for users with the role of Principal Investigator (PI) and/ or PI Accounting (PIACCNT). Within this application, The PI and PIACCNT can manage account transactions with the use of the following attributes of the Financial module: View invoice summary and details; Receiving fees for animals, services/ supplies charges and care-day (Census) charges Request assignment of authorized users to an account Page 2 of 27

4 Login to Darwin Web-based application To login to Darwin web-based application: 1. Open your web browser (i.e. Internet Explorer, Google Chrome, Firefox or Safari) and type the following URL: darwin.research.mcgill.ca. 2. The Darwin login screen opens. Enter your *McGill Short Username and McGill Password in the corresponding fields. 3. Click the Login to Darwin button *McGill Short Username and McGill Password: for more information, go to For those who do not already have McGill credentials (such as non-mcgill Staff): please submit a request by completing the Web form at: Can t login? Contact Darwin Support by sending an to Darwin@mcgill.ca. Page 3 of 27

5 Home Page Upon successful login, the Darwin Home Page opens. In the following example, the Investigator, Principal user s home page is displayed. If you are assigned to another security role, the home page may differ depending on options that are assigned to your security role. If you have more than one security role, or are the group member of multiple PIs, please ensure Tip that you are in the appropriate role/group. Page 4 of 27

6 Home Page Sections The Darwin Web Application Home Page consists of the following sections; Grey stripe across the top of the window; Table of contents, at the left of the home page Applications and Options area. Grey Information Bar In the grey-colored bar across the top of the window, you will see your current page location in Darwin, your name (if you are not the PI, it will show your name followed by your PI s name), your role, the SIGN OUT and the REFRESH link buttons and the current date. The date is always in the form of mm/dd/yyyy. In the example given, the current location is Home Page, the user s name is Member Group and the PI is Investigator, Principal, the security role is PI, and the current date is August 22, Table of Contents (TOC) The Table of Contents (TOC) is on the left of the Home page. Clicking an item in the TOC takes you to the corresponding portion of your Home page. Page 5 of 27

7 The TOC consists of 2 main sections: Alerts: Options: Alerts for actions needed on your part, pending matters or ordering status. For example an un-finished protocol will show in the ALERTS--UN FINISHED alerts box. In the example given above, on Group Member s home page, the following alerts are displayed: Alerts UNFINISHED PROTOCOLS Alerts NEW ANIMAL ORDERS Alerts UNFINISHED AMENDMENTS Alerts NEW ANIMAL ORDERS Alerts NEW STANDING ORDERS Protocols Animal Orders Online Invoices Animal Husbandry (Census) Roles: section appears if you have permissions to more than one role. It displays all roles assigned to you. If you are assigned only one role, you will not see the Roles in the TOC. If you have more than one role such as Principal Investigator (PI) and Committee Member (IMBR), select the appropriate role in the Roles section of the TOC. The role will determine what you will see in your homepage. Change Password: This is an inactive function. For more information about the McGill short username and McGill Password, go to Page 6 of 27

8 Applications and Options Area The image illustrates what the Applications and Options area looks like. The blue stripes Protocols, Animal Orders, Online Invoices, and Animal Husbandry (Census) are the various applications, under which a user can have some or all of the related options assigned by the Darwin Web Application administrator in the Darwin Web Expert application. Page 7 of 27

9 Introduction to Shared Housing Shared housing occurs when a PI belongs to a Home FACC (Site) and wants to house animal in a Host(s) facilities. The shared housing process involves many people in this order; Note Defining Home and Host role in this document: Home is where the protocol originates. Host refers to the shared housing. Home Animal Buyer Sets up the order preference (only for ACO) Sets up the Host facilities (add facility, room and contacts) Home PI Choose the Host facility in Home protocol Creates an order from the approved protocol in Home FACC to the Host facility Host facility Supervisor Adds room number Approves the order request made by the Home PI Submits the approved order to the Host Animal Buyer Host Animal Buyer Places and receives the order made by the Home PI Host Census Coordinator Creates quick card for the animals in the Host facility Manages census in the Host facility Host Business Officer Generates services for the Home PI in the Host facility Invoices the Home PI in the Host facility Shared Housing is a customized function. Certain applications may differ from the usual Darwin process. Customized instructions are specified in the applicable sections. Page 8 of 27

10 Financials Definition of Terms Responsible Person: The person administrating the account (s). This is typically the Principal Investigator. Authorized User: Persons which are not part of the Research group yet have the authority to use the accounts. (E.g. Collaborator) Financials for PI role: Only the transactions executed by the PI will be detailed on these invoices. For example; Dr. Smith (protocol # 1234) and Dr. Jones (protocol #6543) are authorized users for Dr. Smith s Account # Each will see the transaction for their respective activities, even though the account belongs to Dr. Smith. To view ALL the transactions for his account, Dr. Smith must switch to the PIACCNT Role. PIACCNT role: Typically, the Responsible Person (administrator) of the account is assigned the PIACCNT role. The invoices will illustrate a summary of transactions for all the authorized users assigned to that account. Setup Account For account setups, transfers, and user authorization, please contact your animal facility business office. Internal Account Types: Internal Account types are used when the fund is within the institutional jurisdiction with respect to the FACC site. External Account Types: External Account types are used when the PI s account is under another institutional jurisdiction, including 3 rd party billing. For example, Principal Investigators who are at a hospital site, but who pay out of a McGill account or out of another hospital s account; For users at a McGill site, but who pay out of a hospital account; For users paying out of an account administered outside McGill or its affiliated hospitals Account Types for Shared Housing: This applies to Principal Investigators who have animals in two different sites. Their account MUST be set up in both the home and the host FACC sites. Exceptions apply only to FACC sites where Shared Housing occurs within the same supersite (MUHC supersite) since accounts are global within a supersite. Page 9 of 27

11 Buttons used in Financial Applications There are some buttons in Financials application that are common for all pages. Below you can see the description of such buttons: Button Description Discards all changes made on current page and returns you to the prior page. Does not save any entered data and returns you to the Home Page. Discards any changes you made on a page since it was last saved. Edited fields with certain values return to their default values. Appears on the remove confirmation page and deletes selected objects. Saves all data you entered already, allowing you to finish this process later, and returns you to the Home Page. Takes you to the next option in the TOC. Returns you to the Home Page without saving any data entered. Saves all changes made on the current page and returns you to the Home Page. Saves the data you entered and redirects you to the page where you have started. Page 10 of 27

12 Online Invoices The Online Invoices application consists of the invoice search, online invoices and invoice alerts. Invoices viewed under the PI role are associated to the Transaction of other Authorized users will not be indicated on the invoices. To view all account transaction, you must view the invoices in the PIACCNT Role. PIACCNT role: will see the transaction summary for all the authorized users assigned to that account. Note PI role: Only the transactions executed by the PI will be detailed on these invoices. If the PI is the owner or Responsible Person for that account, the PI must switch to the PI Accounting (PIACCNT) role. Invoice Search Within the Invoice Search option you can search for invoices that exist in the system according to different search criteria. To perform invoice search: 1. Click the Invoice Search link in the Online Invoices section of your home page. 2. The Invoice Search Filters page opens. Enter the Search Filters for the required information (see Appendix A Search Filters) Page 11 of 27

13 You can perform a search according to the following criteria: Invoice Filters Allows you to perform search by the researcher name, invoice number or reference, and by the period end date. End dates only of the closed accounting periods will be available for selection from the drop-down list Item Filters Allows you to perform search by the number of account, responsible person, billing contact, account expiration date, by the service group, protocol number, facility and room, by the species and per diem, and by card ID. 3. Depending on the Search Filters you enter, the Invoice Search Results page appears. 4. Click an invoice number link to view the information about the selected invoice. The Invoice Detail page opens and you can view detailed information about the costs spent for the invoice. Page 12 of 27

14 On this page, the general information about the invoice is displayed: invoice number, customer name and account address, account number, total amount of costs for this invoice, dates when the invoice was created and invoice account expiration date. On the Invoice Detail page you cannot edit any of the fields; it s only a page for your information. Note Page 13 of 27

15 The information about the invoices is in the following sections: Animal Purchases In this section, the information about animal purchases is displayed: Name Order Number: Description: Date Received: Quantity: Input Units: Rate: Price: Total: Animal Purchase Sub-Total: Description The animal order number and line item number are separated by the colon. The description of the animal purchase is taken from the Create New Animal Order > Order Line Detail page and includes strain, age, weight, and sex of the animal you ve ordered. If strain is not specified, the species name will be shown instead of strain. In the example above, only strain and sex of the animal was specified, that is why description contains these data: Species Strain_2/M. The date when the animal shipment was received Quantity of animals that were ordered Input units according to which the calculation of the invoice sum will be performed The sum of all purchase items divided by quantity The cost per one animal Total costs spent for the order that is calculated as a sum of all billable items included into the animal order The subtotal amount of costs for the animal purchases within the current accounting period. Page 14 of 27

16 Animal Care Days In this section, the information about the animal care days Name Facility name: Room Number: Per Diem Description: Quantity Units: Rate: Cost: Total: Animal Care Days Sub-Total: Services: Request Number: Service Request: Description: Service date: Quantity: Units: Rate: Cost: Total: Service Sub-Total: Description The name of the facility where the animals were housed. The room number of the facility where the animals were housed. Name of per diem specified during animal order submission. Number of days when the animals were housed in the facility. Input units according to which the calculation of the animal care days sum will be performed in the out-of-the-box version, the input units are care days. Per diem rate for animal care days. The per diem rate usually specified manually during species setup in Animal Orders application. The number of care days multiplied by per diem rate. Total costs spent for care days within the current accounting period. The subtotal amount of costs for the animal care days. In this section, the information about services purchases is displayed: Service Request transaction ID that is generated automatically during service request submission Service request group name indicating the service being provided. The description of the service request includes service group and group item separated by the colon. The date when the service request was completed. Number of service items that were ordered Input units according to which the calculation of the invoice sum will be performed. Rate according to which the service will be paid for. The quantity of service items multiplied by service rate. Total costs spent for service items within the current accounting period The subtotal amount of costs for the service requests. Page 15 of 27

17 Census Activities In this section, the information about census activities is displayed: Name Facility name: Room Number: Per Diem Description: Census beginning Number: Number Received Through Vendor: Number Weaned: Number Moved out of the Facility Number Used on Research Number Transferred In: Number Transferred Out: Census End Number: Description The name of the facility where the animals were housed. The room number of the facility where the animals were housed. Name of per diem The number of animals at the beginning of the current accounting period The number of animals received through vendor purchases within the current accounting The number of weaned animals within the current accounting period. The number of animals that were moved out of the facility within the current accounting period The number of animals used on research within the current accounting period The number of animals that were transferred to the facility within the current accounting period. The number of animals that were transferred out of the facility within the current accounting period. The number of animals at the end of all transactions in the current accounting period. Page 16 of 27

18 Online Invoices With the Online Invoices option, you can view all the invoices that are billed and belong to the current closed accounting period. The security roles that apply to this page include the PI (Authorized user) and the PIACCTG (Researcher Accounting Staff/ Responsible Person) roles. With the Online Invoices option, you can view all invoices that are billed and belong to the current closed accounting period of the year. 1. To get to the Online Invoices option, click the Online Invoices link in the Online Invoices section of your home page. 2. The Invoice Summary page appears featuring a list of invoices pertaining to the last closed accounting period. 3. Click an invoice number link to view the information about the selected invoice. The Invoice Detail page opens and you can view detailed information featuring detailed order descriptions and prices for individual items. Page 17 of 27

19 The following columns are displayed on this page: Name Invoice Number Customer Name Invoice Date Account No Expired On Invoice Amount Description Number of the invoice that is generated automatically during the period closing process. Name of the Principal Investigator who is authorized user on the corresponding account End date of the accounting period to which the invoice belongs. Invoice account number. Date of the expiration of the account. Total amount of costs spent for the following account in the current accounting period. Page 18 of 27

20 Invoice Alerts Invoice alerts are notifications about the successful completion of a given trial or close accounting period. The alerts are triggered during the Trial or Period Close execution and are displayed in the order of completion of either one of these processes. Theses alerts notify the authorized Users (PI role), Responsible Person (PIACCTG role) and Business Managers (BOFC role) that invoices are ready for printing. Trial close alert disappears when the close period process starts. Each invoice is listed in the alert, showing the invoice number, PI, account number, and invoice total amount. You can click the invoice number to print the summary or detail for the selected invoice. Trial Close Invoices Alert The Trail Close Invoice provides a preliminary view of the invoices for the validation of the account transactions with the possibility of applying any adjustments effective within the current financial period. The Animal Business Officer must be contacted to apply account adjustments. Trial Close alerts appears on the home page after the trial run process. Invoices appearing after a trial run will not be saved in the system at all. Users will not be able to find them using the Search function or see them in the Online Invoices option. Generated once, they immediately disappear once the period is closed or if the trial run was cancelled or run for a second time; in the latter case, new invoices appear in this alert Responsible Person: can view the detailed transaction for all authorized users on the account. The Responsible person must be logged in as the PIACCTG role. Note If the Principal investigator is both the Responsible Person and the authorized user on the account, he must switch to the PIACCTG role to view transactions made by all the authorized users on that account. Authorized User: can view the detailed transactions of his respective activities on that account. The Authorized User must be logged in as the PI security role. Business Officer: can view the invoices of all the Authorized Users 1. To view the trial close alert, click the ending date link in the Alerts Trial Close Invoices section of your home page. Page 19 of 27

21 2. The Invoice Summary page appears where all the invoices of the trial close period are displayed. 3. Click an invoice number link to view the information about the selected invoice. The Invoice Detail page opens showing the detailed description of invoice items. Page 20 of 27

22 Generated once, the Trial Close Invoices immediately disappears after the period is closed or the trial run is either cancelled or run for the second time; in this case, new invoices appear in this alert. Note After validating data in the current period, adjustment (changes of accounts, corrections, reconciliation, etc.) can be made to census, purchases and services data for the current period. Note Contact the Animal Business Officer in order to apply adjustments to the account. Page 21 of 27

23 The following columns are displayed on this page: Name Invoice Number Customer Name Invoice Date Account No Expired On Invoice Amount Description Linked number of the invoice that is generated automatically when the period close process is performed Name of the researcher responsible for the invoice. The period closing end date for the period in trial run Number of the account in which the services, animal purchases and care days were charged in the accounting period being closed. Date of the expiration of the account. Total amount of costs spent for the account in the accounting period being closed. Period Close Invoice Alerts The period close alert appears after the period close process is completed. The Period Close Invoices alert will disappear after you run a trial close for the next period. After this, Period Close Invoices will only be available through the Invoice Search and Online Invoices links in the Darwin Web Application. At this stage, it is possible to view information about the invoices of the closed period. The Invoice Summary page appears where all the invoices of the closed period are displayed. The Period Close invoice numbers do not correspond with the Trail Close Invoice numbers. The reference numbers are refreshed each time the invoice run is performed. Note Page 22 of 27

24 Note After period Close, retroactive corrections, adjustments can only be done through an administrative Service charge, debit or credit. 1. To view the Period Close alert, click the ending date link in the Alerts Period Close Invoices section of your home page. 2. The Invoice Summary page appears where all the invoices of the trial close period are displayed. 3. Click an invoice number link to view the information about the selected invoice. The Invoice Detail page opens containing a detailed description of invoice items. Page 23 of 27

25 The following columns are displayed on this page: Name Invoice Number Customer Name Invoice Date Account No Expired On Invoice Amount Description Linked number of the invoice that is generated automatically when the period close process is performed Name of the researcher responsible for the invoice. The period closing end date for the period being closed. Number of the account in which the services, animal purchases and care days were charged in the accounting period being closed. Date of the expiration of the account. Total amount of costs spent for the account in the accounting period being closed. Page 24 of 27

26 Invoicing for Shared Housing The Online Invoices application allows the Host Business Officers to generate an invoice for the Home PI. Between different supersites: The invoice is generated by the Host Business Officer as per regular process. The home PI will not be able to view the invoice BOFC must submit the invoice to the financial office to process as an external invoice. Within the same supersite: The invoice is generated by the host BOFC. The Home PI will be able to view the invoices for each supersite related FACC. Expiring Accounts The PI, PIACCNT and the Business Office staff will be notified on expired or due to expire accounts in the Alerts Expiring Accounts on the Home Page. Page 25 of 27

27 Appendix A: Financials Alerts The following table defines the Financials alerts: Alert Definition Role Trial Close Period Close Expiring Accounts Alert appears after the Trial Run process. Preliminary view of invoices for validation of the account transactions. Appears after the period close process is complete. View the invoices of the period Close Notification of expired or due to expire accounts Business Officer PI Accounting PI Business Officer PI Accounting PI Business Officer PI Accounting PI Page 26 of 27

28 Appendix B: Search Filters Search filters provide you with the following operators, which you can select to get the searching result you need. Equals Search results contain all groups from the first browser window with exactly the same value of the field set on the filters page. Not Equal To Search results do not contain groups from the first browser window with exactly the same value of the field set on the filters page Like Search results contain all groups from the first browser window, which contain value that was set on the filters page, in the field (it is part of the field value). Contains Search results contain only groups from the first browser window which contain value that was set on the filters page, in the field (it is part of the field value). Starts With Search results contain all groups from the first browser window with field value that starts exactly with the same value that was set on the filters page. Sounds Like Search results contain all groups from the first browser window with the value of field that is nearly to the value set on the filters page (only some symbols in the field could be mistaken). Blank Search results contain all groups from the first browser window with empty value of set field. And/Or Enables you to refine or expand the scope of your search And Show results containing all of the chosen parameters. Or Show results containing one of the chosen parameters. Page 27 of 27