How do I get a user ID and password to use CORES?
Get set up as a CORES user by emailing CoresEmail@vanderbilt.edu. Once you have been set up, you can use your VUnet ID and e-password to access CORES.
How do I use the system?
Check out the Cores User Guide, or contact us at CoresEmail@vanderbilt.edu to schedule a brief training session.
How do core facilities and shared resources bill my center numbers?
Core managers enter charges for products and services in CORES, using center numbers validated by your departmental administrator. Invoices are generated once each month, and all charges for the month are uploaded to Finance on the third working day of each month. PIs and their designated assistants receive email notification of invoices each month.
Can I see the details of the charges made against my center numbers?
Yes! CORES was designed to make getting this information easy. You can use a number of report functions to obtained detailed information about core products and services purchased on your center numbers.
How do I get an incorrect charge removed from my center number?
This is easy to do before charges have been uploaded to Finance. You can use the Center Number Correction/Distribution function in CORES to make these changes. Once charges have been uploaded to Finance, see your departmental administrator for assistance in preparing a journal entry to transfer the charge. If the charge is entirely incorrect, see the appropriate core manager for a refund.
How do I make a purchase in a Service Core?
Verify your center number(s) with your departmental administrator or lab manager. You will be asked to provide a valid center number when you use core services.
How do I make a purchase in a Product Core?
You must have a Center Number Card to make a purchase in a product core. These cards contain your center number information in barcode format. You will be asked to scan your card before making your purchase(s).
How do I get a Center Number Card?
Departmental Administrators, Principal Investigators and their assistants can use the Request Center Number Cards function for any cost center already in CORES. This option is available on the Main Menu page when you log in to CORES. The requests will be automatically submitted for processing in the Office of Research.
How does the product core self-service terminal work?
Scan your center number card – Hold your card about 4-6 inches from the scanner so that the red lines from the scanner cross the barcode on the back. The system will display the Center Number and PI Name.
Your PI has the option to request that your name be entered for each transaction. If prompted, enter your name using the touch screen keypad.
Scan your item(s). As you scan each item, the system will display the description and price.
Touch the ‘Submit’ button. This is the last step after you have scanned all of your items. The system will notify you that the order is complete.
CORES will automatically generate a receipt by e-mail to the lab manager or designated person for each PI. CORES will also generate a monthly invoice containing all orders for the month. The lab manager can review and approve or reject the monthly invoice on-line.