This page is intended to give an overview of the Cost Recovery process for lab managermanagers, i.e. those who have direct knowledge of the use of one or more lab areas and who are responsible for reviewing charges those areas.
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- Override: Text in the override column for a given charge indicates that some property of the charge was modified during the cost recovery review process -- as lab manager most likely a change you made. The text should provide an explanation as to the nature of the change. You might make changes because of some specific knowledge regarding a specific charge. This could include:
- Information gathered from the comments entered by the user when the charge was incurred. These comments also appear in the charges table.
- Information communicated directly to the you from the user.
- Knowledge of lab procedures that allow the you to spot errors in entering charge information.
- Action Required: Text in this field column indicates that there is an action required record created for this a charge, which means that the fiscal staff need to take some action regarding the charge. As lab manager, you might create such a record if you know adjustments need to be made to a charge, but you don't have all of the information required to complete the change.
- Action Completed: Text in this column indicates that the required action has been completed. This would usually be entered by the fiscal staff officer once they have resolved the issue specified in the action required Action Required column and would not normally be filled in during the facility review.
To make changes or create an action required record for a charge, click on the arrow at the start of that row. That will open the following dialog box.
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You can provide new values for Process Units (process units reflect the cost of a charge, for your department there will be a specific value by which this number is multiplied to determine the final dollar cost), Wafers, Member, Organization, and Cost Object Number. These values will be saved and used when charges are actually billed. The original values are still saved and a record of your change is created in the database. If you wish to have fiscal staff take action on the charge, enter text in the Action Required field. As a lab manager you would not normally enter any value for Action Completed. As another option, Coral charge data can be downloaded (Download to Excel) and changes can be made within Excel. Then these changes can be uploaded (Upload Changes). Review the upload page before starting changes in Excel as there are special instructions on that page regarding how to make edits. See the screenshot below which shows the upload form and the conditions that apply when uploaded changes from Excel.
Completing the Review
Once you have completed your review, you should click on Finish Lab Area Review. You will see a form that looks something like this:
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You can select one or more lab areas to mark as completed. Once you have done this for a lab area, the fiscal staff can go in to deal with any action required records you have created. And once all lab areas have been completed, they can complete the billing period (i.e. submit charges to SAP, send out invoices, etc.). Once As a lab manager, once you have completed reviewing all lab areas for which you are authorized, you are done with your responsibilities for that billing period.
Reports
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The other reports are in Excel or PDF format and provide information about charges imported from Coral (available after the billing period is over, i.e. the first day of the month after that billing period) and final charges billed to MIT cost objects or external purchase orders (available once processing of charges is complete).