InfoPorte Administrators

Create Groups
Click “New Group” at the top left of the Groups tab.

 

Fill out the information in the New Group tab.

 

To help you research what Groups currently exist and what users are in particular groups, use the Groups Users page.

 

 

 

Manage A Core 

The Manage Cores screen lists all available cores. To choose a core, click on the Core title. 

• To choose a core, click on the title(#1 above). 
• To create a core, click on the New Core button(#2 above). 

Note: You will only see cores you create or have access to. 

Creating a Core 

The Create Core screen enables you to create cores. To create a core, fill out the required fields (* above). And we strongly suggest that you enter a Core Contact – this information appears on the invoices. Enter the Peoplesoft Chartfield where funds will be deposited from internal sales for your core. When all your core data has been entered  click on the ‘Create Core’ button (#4 above). 

Although not required to create a core, but definitely required for core sales to happen, the Route Name (#1 above) is needed to facilitate sales. See Routing for more information on how to set up a Recharge route. 

If you would like to collect Grant information click the ‘Collect Grant Reporting’ checkbox (#2). You can then select one or all of the following to collect: Title, Principal Investigator, Agency, Institution, and Grant. 

If your product is shipped you can specify shipping charges on this page, both domestic and international (#3). 

Some cores require an agreement to be read and agreed to before an order can be placed. If this is true for your core, then select the ‘Add Required Agreement at Checkout’ checkbox (#4). You will then be able to enter the text of the agreement. 

The Sales Report lets you see the first past of each order’s Receipt Note if you want. Some cores keep internal reference numbers in the Receipt Note and want to see them on their Sales Report. If you want to see the first part of the Receipt Note, tell us how many characters 1-12 you would like to see on the Sales Report (#5). 

If you are Importing Orders into Infoporte Cores (see below), you can opt to make all the imported orders immediately go to ‘Complete’ status (#6). Before you set this option, please discuss the implications of this with your Infoporte Administrator. 

Marking a core ‘Private’ assures that customers external to UNC cannot see or purchase from your core. If your orders will all be internal (UNC customers using a Chartfield), then click this checkbox (#7). 

Remember to check the ‘Return to List’ checkbox (#8), or the page will reload and allow you to adjust your core. See Editing Cores for more information. 

When all your core data has been entered then click on the ‘Create Core’ button (#9 above). 

Choosing ‘Cancel’ (#10) will return you to the Manage Cores page 

Editing a Core 

The Edit Core screen is the same as the Cores Create screen, it enables you to change core information. To edit a core, simply add/edit your information and click on the ‘Save Changes’ button (in the same screen location as #9 above). Make sure that all required fields (* above) contain data. 

Although not required to create a core, the Route Name (#1 above) is needed to facilitate sales. See Routing for more information on how to set up a Recharge route. 

Remember to check the ‘Return to List’ checkbox (#8 above), or the page will reload and allow you to further adjust your core. 

Choosing ‘Cancel’ (#10 above) will return you to the Active Items page.

Active Items 

The Active Items screen lists all available items/services for sale for the core chosen. 

To create a new item click on ‘New Item’ button. (#1 above). 

To create a new component click on ‘New Component’ button. (#2 above). Note: Components are item specific. 

To edit the item click on the item’s name (#3 above). 

To remove the item, click on the item’s checkbox (#4 above) Once the desired items are selected, click on the ‘Delete Selected Items’ button (#9 above). 

To remove a component, click on the component’s checkbox (#5 above). Once the desired components are selected, click on the ‘Delete Selected Components’ (#6 above). 

To set a Discount on a component, click the words ‘Set’ next to the component (#7 above) 

To move a component up and down on the list of components, click on the component’s move icon (the cross-hair icon #8 above) and move to the desired position. These changes are reflected immediately on the buy page.

Setting a Route for a Core 

To sell items, a core must have a route set up. (Without a route, there would be no way to approve the sale). Once the core has a route, the core will be displayed in the available cores list. 

To set up a route for a core, Click on Inbox, then Routes. If you do not have the Routes tab under Inbox then you are not authorized to set up routes, find someone who is or ask your ARC to do this for you. 

If the route that you are setting up is new, click the New Route button (#1 above). 

If you want to Edit a Route, enter the Department (#2 above) that the route is under and select Recharge as the category (#3 above) and click Search (#4 above). Click on the Route Name (#5 above) to select the route to edit it. 

To Delete a route, click the checkbox next to the Route (#6 above) and click Delete Selected (#7 above). 

Edit a Route 

A route consists of a number of stops from 1 to 5 and a list of people who have approval or FYI access at each stop on the route. Every route must have at least one stop and the process for creating each stop is identical. Business practices of each Core determine how many approval stops an order goes through. 

From Inbox > Routes select a route to edit it (#1 above).  

Make sure that the Route name is correct (#2 above). You can change the name here if you would like to. 

The Department (#3 above) must be exactly the same as the one in the Chartfield that was entered on the Edit Core Details page. This assures that the Route will be able to be selected when you are back on the Edit Core Details page. 

Make sure that the Route Category (#4 above) is ‘Recharge’. 

Start with Stop 1 (#5 above) and put in all approvers for that stop. 

For each person selected to be on the current stop decide if they should receive an email notification when there is an order for them to approve. Check the checkbox (#6 above) if they should receive emails. 

Enter one of the approver’s names or a group name in the User or Group field (#7 above). If the person is not an approver but should only be informed when an order has reached the current stop, then check the FYI checkbox (#8 above). 

To add the user or group that you entered to the current stop of the route click the Add button (#9 above). The user will then show up in the Current Stops (#11 above) list of people. 

If you would like to remove a person from a stop, select their name in the Current Stops (#11 above) and then click on the Remove button (#10 above). 

We recommend that there be at least two people on each stop of a route. In case one person is out, then the other can approve the order. 

Keep adding people to the current stop until all that should be on the stop have been added. 

If another stop needs to be added to the route, then change the Stop (#5 above) and add people until you are satisfied. 

After you have made all of your changes and additions to your Core’s route, make sure to click the Save Changes button (#12 above). 

Or if you don’t want to make updates to the route, click the Cancel button (#13 above). 

Inactive Items 

The Inactive Items screen lists all available items/services NOT for sale for the core chosen. 

To change the status of the item, click on the item’s name (#1 above), check the active checkbox, and save the changes. see Editing an Item for more information. 

To remove the item, click on the item’s checkbox (#2 above). Once the desired items are selected, click on the ‘Delete Selected Items’ button(#5 above). 

To remove a component, click on the component’s checkbox (#4 above). Once the desired components are selected, click on the ‘Delete Selected Components’ (#5 above).  

Creating a New Item 

The New Item screen enables you to create items. To create an item, fill out the required fields (* above) and click on the ‘Create Type’ button (#2 above). 

Checking the active checkbox (#1 above) will enable the item, allowing it to be available to sell. If unchecked, the item will appear in the Inactive Items listing. 

If components under this item need to have options associated with them, add Custom Fields as needed. Custom Fields can be a selectable list of options or an editable text field. 

Remember to check the ‘Return to List’ checkbox, or the page will reload and allow you to adjust your item. See Editing Items for more information. 

Choosing ‘Cancel’ (#3 above) will return you to the Active Items page 

Editing an Item 

The Edit Item screen enables you to edit items. To edit an item, simply add/edit your information and click on the ‘Save Changes’ button (#5 above). Make sure that all required fields (* above) contain data. 

Checking the active checkbox (#1 above) will enable the item, allowing it to be available to sell. If unchecked, the item will appear in the Inactive Items listing. 

To add options to the Components under this item update the list of Custom Fields by naming a Custom Field (#2 above), selecting a Custom Field Type (Text or List #3 above). If the Custom Field Type is List, enter options, one per line in Possible Values (#4 above). 

Remember to check the ‘Return to List’ checkbox, or the page will reload and allow you to adjust your item. 

Choosing ‘Cancel’ (#6 above) will return you to the Active Items page  

Creating a New Component 

Creating a New Component (Services & Products) 

 

The Add Component Item screen enables you to create components. To create a component, add a component name, price and click on the ‘Create Components’ button (#4 above). Note: Once a name is added, the price fields become required. 

Checking the Allow Overrides checkbox (#1 above) will enable price/quanitity overides. 

To add option fields to the component select the ones that have been defined in Create/Edit Items from the Custom Fields dropdown (#2 above). 

Remember to check the ‘Return to List’ checkbox (#3 above), or the page will reload and allow you to create more components. 

Choosing ‘Cancel’ (#5 above) will return you to the Active Items page 

Creating a New Component (Timeshares)

 

The Add Component Item screen enables you to create components. To create a component, add a component name, price and click on the ‘Create Components’ button (#6 above). Note: Once a name is added, the price fields become required. 

Timeshares require a rate. Add your numeric rate (#1 above) and unit (#2 above). 

Checking the Allow Overrides checkbox (#3 above) will enable price/quanitity overides. 

If this timeshare has options enter the option on the Item Edit page that this component belongs to (#4 above). 

Remember to check the ‘Return to List’ checkbox (#5 above), or the page will reload and allow you to create more components. 

Choosing ‘Cancel’ (#7 above) will return you to the Active Items page

Discounts 

The Discounts screen allows you to set discount and lists all available discounts and groups associated with those discounts. 

To create a discount a group must exist first. If your core has no groups set yet, click #2 above to create one. 

To create a new discount click the New Discount button (#1 above). 

Create Discount Group 

The Create Group screen enables you to create discount groups. Discount groups are required to create discounts. To create a discount group, enter the Group Name and Department and click on the Update button (#3 above). 

To add an employee, type a name or PID into the Name box (#1 above). When you select an employee from the autocomplete list, the fields below (name, PID, etc) will be automatically populated. On rare occasions an employee may not be found by the lookup service, or the employee may be found but lack an onyen. If this occurs, you can still create the user if he/she has a valid PID and onyen by manually providing the missing fields. 

To Add the employee that you found click the Add>> link (#2 above). 

If you have added an employee in error use the Delete<< link to remove them from the Group. 

Choosing ‘Cancel’ (#5 above) will return you to the Discount listings page.

Edit Discount Group 

The Edit Group screen enables you to add additional people to discount groups. To add an employee, type a name or PID into the empty Person box (#1 above). When you select an employee from the autocomplete list, the fields below (name, PID, etc) will be automatically populated. On rare occasions an employee may not be found by the lookup service, or the employee may be found but lack an onyen. If this occurs, you can still create the user if he/she has a valid PID and onyen by manually providing the missing fields. Click on the ‘Add>>’ button (#2 above) to add the person the the group. 

To remove a person from the group click on the selection box (#4 above) and the ‘Delete<<’ button (#4 above).  

Sales Report 

The Sales Report screen lists all recent sales  

This listing will display the status of the Sales for your Core. and allow you to view the Receipt for each order. by clicking the ‘View Receipt’ button (#5 above, See Receipt) 

The top of the page allows you to refine the search for orders by Status, Originator, Date, Payment Type, Principal Investigator, ProjectID, Order Number, External PI, or Institution. Click Search (#1 above) to apply your search criteria to find orders that match your selections. 

To get an Excel or PDF version of the report click the appropriate icon (#2 above). 

You can see totals for the report by clicking the Show Totals button (#3 above). 

Each order displays its current status (#4 above), which will take you to the Infoporte Inbox to view the order’s Request, and allow you to view the Receipt for each order. by clicking the ‘View Receipt’ button (#5 above, See Receipt). 

Consolidated Sales Report 

The Consolidated Sales Reports lists sales for more than one Core. 

To refine the Consolidated Sales report use the search criteria for Department, Payment Type, Order Number, Core(s), Begin and End Dates, Status, Originator, and PI (#1 above). Click Search to get orders that meet your criteria (#2 above). 

To get an Excel or PDF version of the report click on the proper icon for a file to be downloaded (#3 above).  

A few items to note on the Consolidated Sales report are the payment type (#4 above), adjustments made (#5 above), ‘Rejected’ as a total if the order was canceled (#6 above), and the current order status (#7 above). 

Move from page to page of the report by clicking on the report page navigation (#8 above). 

NIH Report 

The NIH Report is similar to the Sales Report and Consolidated Sales report but also includes account information. 

This report has many columns so it spans two screens wide. The left side of the page: 

A core or multiple cores can be selected (#1 above), as well as Begin and End Dates (#2 and #3 above). When the page first loads only the most recent orders are shown. Change the dates to see more orders.
Click Search (#4 above) when you are happy with your Core and Date selections. 

The “Account Info >” button (#5 above) gets you to the right side of the report with all of the Account information on it (see next screen image below). 

If you want the data in Excel format click the Excel icon (#6 above) to download the data. 

The columns on the left side of the report are similar to those on the Sales Report with the exception of each component that was on the order is listed under the order total line (#7 and #8 above). 

The right side of the NIH Report contains Account related information (#9 above). 

To see the left side – the part of the report that you see first, click the “<Order Info” button (#10 above). 

Core Report Dashboard 

The Core Report Dashboard is an interactive report that lets you select many search criteria to explore one or more Cores. 

The Core Report Dashboard can be found under Manage Cores, to the right of the Cores List (#1 above). 

This is a tableau report, so you must login to Tableau before any data can be displayed. 

After signing into Tableau you will be presented with the default Trends report that lists All of everything for all time. To refine the report to what you are interested in, use the Trends selectors at the top of the page (#2 above). As you change the criteria you the data below will change.  

The graphs (#3 above) and detailed data (#4 above) show the data that you selected in #2. 

All the data displayed can be further manipulated and downloaded using the Tableau tool bar (#5 above).  

The Order Details tab changes the screen to display only order details, no graphs. 

The Order Detail page is the second page of the Core Report Dashboard Tableau report. 

It shows the Order Details (#7 above) using the data selection criteria (#6 above) that you can change and watch the data change on the fly. 

There are standard emails that Cores sends out to customers and cores at different times of an order’s life cycle. These standard emails can be customized to some extent by each Core that wishes to put a more core-centric message in with the emails. 

The Custom Email tab is under the Manage Cores tab. 

First, select the Email Type that you would like to change (#1 above). Your choices are: 

• new order 

• adjusted order 
• completed order 
• rejected order 
• payment overdue 
• new order account 

• new order purchase order 
• new order credit card 
• completed order account 
• completed order purchase order 
• completed order credit card 

• timeshare reminder 

The text for the default email appears in each editable space and also on the sample email that is on the right side of the page.  

When you want to put Order Specific information in your text, you can use the following (please type them exactly as shown) that will be filled in with the actual values: 

• [ORDER_NUMBER] for order number
  
• [BILLING_NAME] for Core billing contact 

• [COMMENTS] for order adjustment comments 

The Subject of the email (#2 above) can be changed as you like, and as you change it the text at the top of the sample email will change, as will anything that you can change on the left side of the page. 

The body of the email can be changed as you like in “Your Custom Email Text” (#3 above). 

There is always a link included in the email. If you would like to change the standard text you can do that in the Link Text area. (#4 above). 

If you would like a special footer message on your Core’s emails then include it in the option Footer Text area (#5 above). The email sample above has no footer text, which is the default. 

The monthly feed process for internal order leaves behind a log of the orders that were processed. If you have access to view this data it can be seen under the Peoplesoft Journal tab (#1 below). 

The Peoplesoft Journal page shows each month’s feed date and total. It also allows you to look at detailed data for the month by clicking on the View Feed link (#2 above).  

Note that the Feed Data shows pre-edited transactions – if there were Chartfield string errors or Budget problems and an order was put into Suspense (see Billing Processes for Cores above), then the Feed Details showing Chartfield String may not be all correct. 

Some Cores find that they have many similar orders to put into Infoporte and want to automate the administration and reduce the time needed to enter their orders. The Core Order Import process provides this capability. A specifically formatted CSV file can be prepared and uploaded into Infoporte Cores that generates multiple orders at once. 

Core Import access is granted on an individual basis. You must request and be granted Core Import access to begin this process. 

Start the import process by going to the Core Import page (#1 below), under Manage Cores after you select a Core to manage. 

The format of your import file is specific, with some information not needed. Click the Download New Orders Template (#2 above). Accept the downloaded file that has the CSV format for your import file. 

Each line of the Import file needs to have the Item# and Component# that are being ordered. These numbers are internal reference numbers to Infoporte Cores and can be found for your Core by clicking the Generate Components Mapping button (#3 above). Accept the downloaded file that shows all of the Item numbers and Component numbers for the core that you are viewing. 

The first time that you try to import orders will be the most difficult. There are many and various data validation checks made to each file imported and you are likely to get errors back. We strongly recommend that you use Infoporte’s test system https://tst.infoporte.unc.edu to get your import file correct before trying to import a file into production. Ask the ERDS team for help with importing your orders. 

To import a file click on the Browse… button (#4 above) to find your import csv file on your computer. 

After your file has been uploaded click the Submit button (#5 above).  

To import a different file than the one uploaded, click the Clear button (#6 above). 

Be patient while orders are being imported. If you are importing hundreds of orders it may take several minutes before you see the results. If the imported data doesn’t pass validation checks you will see error messages that will help you to make corrections. 

When your file is imported you will get a summary of how many orders were imported and the total amount of all the orders that were imported. 

Note that orders that are imported still have to be approved one by one – unless the Import Orders to Complete (#6 in the Creating a Core section above) flag is checked on your Manage Cores page. 

One of the most frustrating problems with placing Infoporte Cores orders is getting the Chartfield String correct. When a Chartfield string is entered incorrectly it results in the order being placed into suspense. This means that the order was paid for using a department ‘suspense’ fund instead of a specific Chartfield string. 

PI Chartfields were added to Cores to help buyers use correct and valid Chartfield strings for the Principal Investigator (PI) that they are purchasing for. 

The Cores PI Chartfields process allows both Setting and Using PI Chartfields. 

Setting PI Chartfields 

To begin setting up PI Chartfields, go to the Cores Utilities Tab. PI Chartfields can be found there (#2 below). 

Enter a PI’s name and you will see if any Chartfield Strings have been assigned to that PI (#2 above) 

Chartfield Strings that have been approved and active for a PI are listed under Approved Chartfield Strings for PI (#4 above). 

Expired or Deleted Chartfields, if any, are shown under the Approved Chartfields for reference (#5 above). 

Any orders previously placed are listed under Previous Orders for PI (#6 above). If a Chartfield is listed here and is not Approved, it may be a candidate to add to the Approved Chartfield list. 

If you are entering a new Chartfield for a PI, then complete the entire Chartfield String, including beginning and ending dates that the Chartfield String should be used (#7 above), then click the Save button. 

If any changes have been made on this page click the Save button (#9 above) to save them for use by others that are placing orders for this PI. 

Or if changes have been made that you don’t want to save, click the Cancel button (#8 above). 

Using PI Chartfields 

The Approved Chartfields appear on the checkout page when it is time to place an order – on the Order Confirmation page.

When a PI is entered on the Order Confirmation page that has some Approved Chartfields, a list of the Approved Chartfields (#1 above) shows up above the Account Information (#2 above) on the page. 

If you see a Chartfield that you would like to use under the Approved Chartfields for PI, simply click on the radio button to the left of that Chartfield (#3 above) and the Chartfield will be filled in as the Account information (#4 above).  

Please note the End Date of the Approved Chartfield that you select to use. Make sure that the End Date goes into the next month on the calendar, or it is possible that your transaction will not pass Chartfield validation if funds have run out or if the budget for the Chartfield has expired.