Please note: A PDF version of this guide is available for download at the bottom of the article.

The Animal Resource Center (ARC) module provides tools for processing and tracking two general types of orders: orders for items related to acquiring and exporting animals, covered in the Orders section of this manual, and orders for items used in the maintenance of those populations, covered in the Material Orders section of this manual.

The primary difference between the two types of order is that iRIS™ pages and forms used for processing material orders do not include fields specific to animal orders, such as species, genotype, age, cage details and breeding status. Providing two different types of ordering allows for streamlining system pages and forms used in material ordering.

Navigation in iRIS™

iRIS™ includes two standard navigation tools on all pages nested one or more levels beneath the primary Workspace page of the module currently in use (e.g., Study Assistant, Conflict of Interest Assistant, Animal Resource Center, etc.): a Path directory tree, and Back buttons.

Path Directory Tree

The Path item at the upper left of iRIS™ pages provides a hyperlinked menu directory tree, allowing the user to quickly navigate back through the path they followed to get to their current location. Path appears on all pages nested at least one level beneath the main workspace

In the example shown the user is viewing the Broadcast Notice Add a new notice page. This page is nested three levels beneath the main workspace page, as indicated by the three links available in the Path directory tree: Home, board admin and broadcast notice.

Click on broadcast notice in the Path to navigate up one level in the directory tree, to the main Broadcast Notice page. There are now two levels in the Path directory tree: board admin and Home.

Click on board admin in the Path to navigate up one level in the directory tree, to the Board Administration page. There is now one level in the Path: Home.

Click on Home in the Path to navigate up one level in the directory tree, to the main Workspace page. No Path item is displayed here because the user is now at the top-most level of the directory tree.

Back Button

The second navigation tool is the Back button, which appears on all pages nested at least one level beneath the main workspace. The Back button takes the user to the same location as the last link shown in the Path.

In the example shown above, both the Back button and the broadcast notice link in the Path return the user to the Broadcast Notice page:

Clicking the Back button on the Broadcast Notice page returns the user to the Board Administration page, as indicated by the last link in the Path directory tree shown in the screenshot above.

Note that where the Back button appears on a page with editable fields or document upload controls, clicking the button before saving changes returns the user to the same location as the last link shown in the Path without saving changes.

Charge Ticket

Navigate to ARC > ARC Workspace and click the Charge Ticket icon, shown below.

Note that because the user has the option to rearrange icons on this page, the Charge Ticket icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Charge Ticket page opens.

Use the search form at top to filter charge tickets by Account Number, Account Name, Account Owner, Billing Period, Ticket ID, Facility or Service Date Between range. Note that the Billing Period field defaults to the current month.

Click the Find … button to apply filters. Click the Reset Find Options button to clear the search form.

Click the Create Charge Ticket button to create a new charge ticket. As shown below, the Charge Ticket popup opens for creation of the new charge ticket.

Click the calendar widget for Service Date, navigate to the desired date and click to select it.

Click in the Facility field to open a drop down list of facilities configured in the system. Note that this list is maintained under Review Board Administration > System Setup > List Configuration. See the ARC Facilities manual for more information about configuration of facility records.

Enter the desired Other REF #, Internal Notes and Customer Notes.

In the Payment Information section, complete the Account Number field to populate the picklists of the Received By field, then click in the Received By field to open the list and click an item in the list to select it. Alternatively, enter the Cage ID and click the Search by Cage ID button to pull in the values for these fields previously associated with a specific cage.

Enter the applicable IACUC Number.

In the charge item list at the bottom of the page, for each item:

Click in the Charge Type field and click to select a type from the list. This selection populates the list for the next data field, Charge Item, limiting the list to items associated with the selected type.

Click in the Charge Item field and click to select an item from the list.

Note that the lists for Charge Type and Charge Item are configured under Review Board Administration > System Setup > List Maintenance. See the ARC Orders and Billing manual for more information about setup of configuration lists for ordering and billing.

Enter the applicable Item Price, Quantity and Item Notes. Note that the Item Notes field is required, an error will display if the Charge Ticket is saved with a blank Item Notes field.

The Item Total and Ticket Total fields automatically calculate based on Item Price and Quantity field entries.

An example of the completed popup is shown below. Click the Save button to save the Charge Ticket and close the popup.

As shown below, the Charge Ticket record is added under the applicable Billing Period.

Click the number in the Ticket ID column to open the Charge Ticket for editing. The ticket is opened in the same Charge Ticket popup as that shown in the Charge Ticket popup screenshot shown previously.

Click the plus sign in the plus sign column (to the left of the Account Number column) to expand details of charges included on the corresponding ticket, as shown below.

Orders

Navigate to ARC > ARC Workspace and click the Orders icon, shown below.

Note that because the user has the option to rearrange icons on this page, the Orders icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Orders page opens.

This page is where animal orders are managed, tracked and reconciled. Each tab on the page encompasses a different stage of order processing, and order records move through the various tabs as their processing statuses are updated.

The lower part of the page displays a queue of Orders that correspond to the processing stage encompassed by the active tab. Click the Print Friendly button (shown below) to open a simplified view of the displayed queue in a separate window.

Click the Print button in the print friendly window to print a copy of the queue. Click the Close button to close the print friendly window.

Back on the Orders page, the Approved for Ordering, Pending Approval, In Progress Orders, Quarantine and Completed tabs are displayed by default.

Note that the user’s role and rights as assigned by the System Administrator can dictate which tabs are available on the Orders page, and which fields on all related pages and forms are editable or set to read-only.

A Pending Orders to Vendor tab is included when the system.use_merge_vendor_orders property under iRIS™ System Administration > System Configuration > Animal Resource Center link (shown below) is set to “Yes”.

Received Orders and Reconciled tabs are included when the system.use_received_reconciled_orders property under iRIS™ System Administration > System Configuration > Animal Resource Center link (shown below) is set to “Yes”.

Animal Ordering Process Overview

The process of obtaining study animals and allocating them to the study involves steps on both the study side and the board side. The following subsections outline these general steps, in order, for a typical animal study application with a standard animal ordering and approval process. More detailed order processing information is provided in subsections following this overview.

Add Species to Application (Study Side / Role)

Study side personnel create an IACUC study application, including animals in the Species section of the application (shown below).

Note that the study application form is configurable by the institution. Form section names and numbering may vary from those shown in this manual.

Where any of the requested study animals are of a specific strain, the strain(s) must also be specified during the application process to make strain-dependent fields available during study management.

Where study personnel will interact with study animals in any way (as opposed to observation only, USDA Pain and Distress classification “A” studies), at least one procedure or treatment must be added in the appropriate section of the application in order to enable assignment of treatment tasks and plans during study management.

When the application is complete and submitted, it enters a Pending – Submitted for Initial Review status.

Approve the Submission (Board Side/Role)

The board representative sets a review process and assigns the reviewer(s) on the Pre-review Screening tab (shown below) and reviews study information provided via the other sidebar tabs, including species information.

The board representative completes the Outcome tab, entering all required approval/review/renewal dates, and saves changes. Important note: the Coordinator must verify Study Species - Currently Approved before completing the submission.

The application submission now enters an Approved status.

The board representative completes the submission approval on the Submission Complete tab.

The submission is now ready for further processing by study side personnel, who can now place their animal order(s).

Place the Animal Order (Study Side / Role)

Applicable study personnel navigate to the Animal Management tab of the desired study to view details of animals approved for ordering by the IACUC board, and to place their animal orders.

Order details are entered and saved on the order form page, including animal, vendor and intended animal location details. Note that where applicable, accurate details of any species strain(s) approved for use in the study must be included in the order form to ensure strain-related data fields are made available during study management, strain details cannot be added or changed later.

On the order confirmation page, the study representative clicks the Signoff and Submit button to submit the order.

The study side representative then completes submission routing signoff, which sends animal order details back to the board side for review and approval.

Approve and Place the Animal Order (Board Side / Role)

The board side representative looks up and opens the animal order for the applicable study, completes the Order Information tab and processes the order.

The order is sent to the vendor. Status of the order is updated to “In Progress” on both the board and study side.

Process Receipt of the Animal Order (Board Side Role)

When the livestock shipment arrives the responsible Coordinator or board representative looks up the applicable order, completes the Receiving Information tab (the tab appears when an animal order is approved per the previous step in this process) and marks the order received.

A Received Orders tab appears for entry of study charge item details. This is where costs associated with animal orders are allocated to the study. The board representative enters all charge items for the received order and clicks the Mark Order as Completed button. The day that the order is marked complete is the applicable date for when the order appears in the billing invoice month.

With this action, the board representative releases control of the animals to study side personnel. The order status is updated to either “Quarantine” (if the animals are released into quarantine) or “Completed” (if the animals are released directly to the study).

Animal Management (Study Side / Role)

When animals are released to the study, the applicable study side representative opens the study and navigates to the Animal Management tab, as shown below.

Animal Ordering details are shown on the right-hand side of the page. Study personnel can click the icon in the Edit/View column (red arrow in screenshot above) for any orders shown here to view order details.

When the Animal Details sidebar tab is clicked it expands to reveal an Animal Records link (shown in screenshot below). Study personnel click this link to access the Animal Records panel, which includes a list of all animals released to the study (shown in screenshot below).

Clicking the icon in the Edit column (shown in screenshot above) for any animal record listed opens the record for the corresponding animal. See the Animal Resource Center Livestock Management manual for information about subject animal management and tracking.

Animal Transfer Processing

An animal transfer request is typically used to distribute the offspring of breeding animals on a study, or to move animals from one study to another.

The Primary Investigator (PI) on each of the two studies involved in the transfer must sign off to approve or deny the request, and transfer processing allows for rounds of revision and review of the request between the PIs.

Two types of animal transfer requests can be made from the study side: internal and external.

internal — this type is used to transfer animals allocated to the study currently open in the Animal Management tab (the originating study) OUT to on a different (receiving) study; when this type of request is approved by the receiving PI, the animals are automatically transferred to the receiving study with no further rounds of approval

external — this type is used to request the transfer of animals allocated to a different study INTO the study currently open in the Animal Management tab; this type of request requires approval from both the sending study PI and the Transfer Coordinator from the board of the sending study before the animals are released to the requesting study

The difference between an external transfer request and a direct vendor order is that in a transfer request animals are being moved from one study/protocol to another within the same institution or institutional network, meaning that the animal records already exist in the iRIS™ system and are only being reassigned from one study to another. In contrast, animals purchased from an outside supplier must be entered into the iRIS™ system following an ordering, receiving and inspection process.

Important Note: When transfers are completed in the system, cage cards must be updated to ensure an accurate census.

See the Order Processing section of this manual for more information about direct vendor orders.

Internal Transfer Order

Internal transfer order requests are used to move surplus animals allocated to a study (the originating/sending study) OUT to a Primary Investigator (PI) on a different (external/receiving) study.

The receiving study PI reviews the request and takes one of the following actions:

denied — the receiving study PI denies the animal transfer request; applicable animal records remain with the sending study; note that only the transfer request is denied in this case, the study submission remains active

approved with no changes — the receiving study PI grants permission for the animal transfer to proceed without changes; applicable animal records are immediately transferred from the Animal Management tab of the sending study to the same tab of the receiving study

approved with changes — the receiving study PI grants permission for the animal transfer to proceed with specified changes; applicable animal records remain with the sending study, whose PI must review and optionally approve the changes proposed by the receiving PI; if the sending study PI approves the changes, applicable animal records are immediately transferred from the Animal Management tab of the sending study to the same tab of the receiving study

Where the receiving PI returns the request as approved with changes, the sending PI has the option to make further revisions to the request and send it back to the receiving PI in another round of approvals. At that point the receiving PI has the same three response options listed above.

Sending Study Transfer Request

With the study open on the study side (Find a Study > [open]), click the Animal Management tab (shown below).

In the left hand sidebar (shown above), the Animal Ordering tab is selected by default. Click the Animal Transfer tab to open the Animal Transfer panel, shown below.

Click the Add a New Transfer button (red box in screenshot above). The Transfer Type Selection popup loads, as shown below.

Notice that neither transfer type is selected by default. Click to select the radio button for Internal Transfer and click the Continue button.

The Internal Transfer Form page opens, as shown below.

Request Date defaults to the current date, but the field is editable. To change the date, click the calendar icon to open the calendar widget. Navigate to the desired date and click to select it.

Click the calendar icon for Date of Proposed Transfer to open the calendar widget. Navigate to the desired date and click to select it.

Notice that the Source field defaults to “Internal”, and that this field is not editable.

This section of the page is shown completed and in isolation below.

Complete the Requested Animal Transfer section, shown in isolation below, as demonstrated.

Dropdown pick lists are provided for selection of Species and Strain. Note that the Strain picklist does not populate until a Species is selected. Only the approved strain for the species is available for selection. These lists are maintained under Review Board Administration > List Maintenance. See the ARC List Maintenance Manual for more information.

Enter the applicable Stock # / Order Code, Age / Size and any desired Special Conditions comments.

In the Study Transfer section, complete the Transfer Animals FROM: panel as demonstrated in the example below.

The Original PI and Original Study Number fields automatically populate as read-only.

Dropdown picklists are provided for selection of Order Charge Account and Original Animal Order Number.

Enter the Lab Contact Person name, Phone Number and Email.

Under Current Location, dropdown picklists are provided for selection of the Current Building and Current Room where the animal(s) to be transferred is/are currently located.

Specific animals from the specified location can be selected for transfer by animal tracking number or cage.

To locate animals by tracking number, click the Search Animals button. If selections have previously been made via the Search Cages function, the popup shown below displays.

Click the CANCEL button to retain any previous selections and close the popup without making any changes. Click the CONFIRM button to continue.

The Animals be Transfered: Search Options popup opens for animal selection, as shown below. Note that only the animals listed in the table in the popup are available for transfer.

Notice that the Species, Original Order Number and Strain fields auto-populate as read only, and that the Select Specific Animals radio button is selected by default. While this radio button is selected, the Number of Animals and Specify Sex fields are disabled.

Please note the Instructions box (yellow highlighted box in screenshot above).

To select a specific animal or animals, with the Select Specific Animals radio button selected, click the applicable checkbox(es) in the Select Animal column and click the Apply Animals button (beneath the Instructions box in screenshot above) to close the popup and save selections.

To let the system choose the specific animals at random, click to select the Auto Select Animals radio button. If animal sex need not be specified, enter the desired Number of Animals and click the Apply Animals button to save selections and close the popup.

To let the system choose the specific animals but limit selections by sex, click to select the Specify Sex checkbox. As shown below, a section for entry of quantity of animals of each sex populates. Enter the desired number of Males and Females. If any quantity of the transferred animals can be of either sex, enter that quantity in the Unknown field.

To close the popup without saving selections, click the red X in the upper right corner of the popup. Click the Apply Animals button to save selections and close the popup.

Back on the Internal Transfer Form page, to locate animals by cage, click the Search Cages button (shown below).

If selections have previously been made via the Search Animals function, the popup shown below displays.

Click the CANCEL button to retain any previous selections and close the popup without making any changes. Click the CONFIRM button to continue.

The Animals be Transfered: Search Options popup opens for animal selection, as shown below. Note that only the animals listed in the table in the popup are available for transfer.

Note that only the animals listed in the table in the popup are available for transfer. In the example shown above animals for the study have not yet been assigned to cages, so it is not possible to search by cage. Study personnel must use the Search Animals function as previously described to find animals for transfer in this situation.

To select a specific cage or cages, with the Select Specific Cages radio button selected (notice that it is automatically selected by default), click the applicable checkbox(es) in the Select Cage column and click the Apply Cages button (beneath the Instructions box in screenshot above) to close the popup and save selections.

To close the popup without saving selections, click the red X in the upper right corner of the popup.

As shown below, the selected animal(s) is/are added to the table at the bottom left of the Internal Transfer Form page.

To select a destination study for the animal(s) to be transferred, click the Search Studies button in the Transfer Animals TO panel (red arrow in screenshot above).

As shown below, the Find A Study: Search Options popup opens for lookup and selection of the desired study.

Enter desired search criteria in the fields at top and click the Find Studies button.

Click the icon in the Select Study column (red box in screenshot above) for the applicable study to select it. As shown below, the popup closes and the Study Number and PI fields populate with data from the selected study.

In the example above the sending and receiving PIs are the same. In a case where they are different, a Search PI button populates in the Transfer Animals TO panel (shown below). Click the button to open a search form for lookup and selection of the applicable study from a list of all studies assigned to the PI shown. When a study is selected in this manner the Study Number and Order Charge Account fields populate automatically.

Complete the rest of the Transfer Animals TO panel as follows.

A dropdown pick list is provided for selection of Order Charge Account.

Enter the applicable Lab Contact Person name, Phone Number and Email (for the receiving study).

A dropdown pick list is provided for selection of Cage Type.

Dropdown picklists are provided for selection of the Requesting Location fields, Transfer to Building and Transfer to Room.

When the Transfer Animals TO panel is complete (as demonstrated below), click the Save Form button to continue processing.

As shown below, the Form Has Been Completed Screen opens.

Click the Exit Form button to close the page to save the transfer request as a draft, with no signoff or submission.

Click the Return to Form button to close the page and return to the Internal Transfer Form page to make revisions to the transfer request.

Click the Signoff and Submit button to continue processing of the transfer request. As shown below, a countdown popup displays to warn that signoff is required to continue processing.

When the countdown popup closes, the Submission Routing Signoff page opens, as shown below.

Click to select the Approve radio button and click the Save Signoff button to complete submission of the transfer request.

Back on the Animal Transfer tab of the study, an entry for the transfer request is added in the Animal Transfer section.

Click the icon in the Edit/View column to open a read only copy of the request.

Click the icon in the Copy Transfer column to open a copy of the request for editing, in order to create a new transfer request based on the existing one.

Click the icon in the Track Location column to view tracking location details, as shown below.

At this stage of processing, before the receiving PI has approved and signed off on the transfer request, a Retract Submission button is available (red box in screenshot above). Click the button to retract the submission, thereby withdrawing the transfer request. As shown below, back on the Animal Transfer tab, the transfer request record is reverted to draft. Click the icon in the Edit/View column to open the draft request for revision and further processing.

There is no longer an icon in the Track Location column, and an icon is populated in the Delete Transfer column. Click the icon in the Delete Transfer column to delete the draft transfer request. As shown below, a confirmation popup displays.

Click the CANCEL button to close the popup without deleting the request.

Click the CONFIRM button to delete the request and close the popup.

Receiving Study Signoff and Approval

The PI on the study to which the selected animal(s) are to be transferred receives a home page task to either accept or deny the transfer request.

From here the receiving PI can view transfer request tracking and status information by expanding the task, as shown above.

The receiving PI clicks the icon in the Click to open Study Dashboard column to open the request and indicate approval or denial. The receiving PI can deny the request, approve the request with proposed changes, or approve the request as-is.

If the receiving PI denies the internal transfer request, the requesting study is notified of the denial and the request is moved back to a Draft status so that the study can make changes to the request and resubmit it, if desired

If the receiving PI approves the internal transfer request as-is, the animals specified in the request are immediately removed from the Animal Management tab of the sending study and added to the receiving study’s Animal Management tab, with the location specified in the request, as demonstrated in the screenshot below

If the receiving PI approves the internal transfer request with proposed changes, the request goes back to the sending PI, who receives a home screen task to review and optionally accept the proposed changes

The sending PI can retract the submission, make further revisions and resubmit the request to the receiving PI, or signoff to approve the proposed changes. Note that the request can be routed back and forth between the sending and receiving PI for numerous rounds of revision from each side before receiving final approval or denial.

If the sending PI signs off to approve the receiving PI’s proposed changes, the animals specified in the request are immediately removed from the Animal Management tab of the sending study and added to the receiving study’s Animal Management tab, with the location specified in the request, as demonstrated in the screenshot below.

External Transfer Order

The study PI uses an external transfer order request to order subject animals for their own study from among the animals allocated to a different (external/sending) study. This type of request requires approval from both the internal/requesting study PI and the Transfer Coordinator for the applicable board of the external/sending study before the animals are released to the requesting study.

When the request is approved, this type of animal order is managed and tracked via the board side Orders page (Animal Resource Center > Orders) in the same manner as for animals ordered from an outside vendor, though the “vendor” in this case is another study.

Receiving Study Transfer Request

With the study that is requesting the animals (the receiving study) open on the study side (Find a Study > [open]), click the Animal Management tab (shown below).

In the left hand sidebar (shown above), the Animal Ordering tab is selected by default. Click the Animal Transfer tab to open the Animal Transfer panel, shown below.

Click the Add a New Transfer button (red box in screenshot above). The Transfer Type Selection popup loads, as shown below.

Click to select the radio button for External Transfer and click the Continue button.

The Processing Animal Order Request page appears as shown on the following page of this manual when initially opened.

Because the page is lengthy, for the remainder of this manual section portions of the page are shown in isolation.

The top section of the page is shown below.

Complete the top section as follows.

Request Date defaults to the current date, but the field is editable. To change the date, click the calendar icon to open the calendar widget. Navigate to the desired date and click to select it.

Click the calendar icon for Date of Proposed Transfer to open the calendar widget. Navigate to the desired date and click to select it.

Dropdown pick lists are provided for selection of Species and Strain. Note that the Strain picklist does not populate until a Species is selected, and only approved Species are available for selection. These lists are maintained under Review Board Administration > List Maintenance. See the ARC List Maintenance Manual for more information.

Total Approved Animals and total Available Animals fields populate automatically based on Species and Strain selections, and are read only.

Enter the applicable Stock # / Order Code and Age / Size.

Click the applicable radio button to select the desired Health Status.

Enter Unique Anatomical Features / Phenotype, Special Care and Special Conditions details.

Click the “Yes” or “No” radio button to specify the desired Breeding status of the animals being requested.

Enter the Number of Requested Males and Number of Requested Females. Note that the sum of the two numbers must not exceed either the Number of Approved Animals or the Number of Available Animals.

Enter the Number of Animals per Approved Pain Category in the grid at the bottom of the section. Note that the sum of the four field entries must exactly match the sum of Number of Requested Males and Number of Requested Females.

The next section is Originating Facility, shown below.

No default values are pre-filled in this section. Complete the section as follows, bearing in mind that all items pertain to the facility from which animals are being requested.

In the Animal Transfer Coordinator area, enter the Name, Phone Number, FAX Number (if any) and Email address of the Coordinator.

In the Investigator Information area, enter the Name, Phone Number, FAX Number (if any) and Email address of the Investigator. Enter the Protocol Number/Title.

Click the calendar icon for Approval Date to open the calendar widget. Navigate to the desired date and click to select it. Repeat this process for Expiration Date.

Enter the Contact(Lab/Project/Vivarium/Co-PI, etc.) name.

In the Veterinarian Information area, enter the Name, Phone Number, FAX Number (if any) and Email address of the Veterinarian, as well as the Originating Facility Mailing Address.

The next section is Destination Facility, shown below.

Complete the section as follows, bearing in mind that all items pertain to the facility which is requesting the animals.

In the Veterinarian Information area, enter the Name, Phone Number, FAX Number (if any) and Email address of the Veterinarian. Note that these fields default to Veterinarian details previously entered for the requesting study (if any), but all fields remain editable.

In the Animal Transfer Coordinator area, enter the Name, Phone Number, FAX Number (if any) and Email address of the Coordinator, as well as the Destination Facility Mailing Address and Number of Cages.

The Proposed Location table is where the study specifies where it intends to house the animals being requests. Table fields are unlocked when a Number of Cages is entered.

An All button populates in the column headers for Cage Type and Facility, as demonstrated in the screenshot below. These buttons are used to apply the same selection for the indicated item to all records listed in the table, but individual selections can be made in the table fields below as well.

Click the All button for Cage Type to open the Define Cage Type for all Cages popup, as shown below. Click in the Cage Type field to open a dropdown pick list and click an item in the list to select it.

Click the Apply to All button to save the selection. As shown below, the selection is applied to all records in the table.

Click the All button for Facility to open the Define Cage Facility for all Cages popup, as shown above. Click in the Facility field to open a dropdown pick list and click an item in the list to select it. Click the Apply to All button to save the selection.

As shown below, the selection is applied to all records in the table and an All button populates in the Building column.

Repeat the selection process for Floor and Room. An example of the completed table is shown below.

Notice that the values in the % Available Rooms Space and % Available after receipt fields auto-populate as cage details are entered or revised.

As demonstrated below, the Total column auto-populates when Number of Males and Number of Females values are entered or revised.

The next section is Funding, shown below.

Note that the Requisition, Order Charge Account and Housing Charge Account fields are required. An error message will display if the record is saved with any data missing.

Complete the Federal PO #, Foundation (Enter PO #) and Requisition (Enter Requisition #) fields.

To upload supporting documentation click in the Federal (Upload Document) dotted line box, or drag the desired file (in MS Word, Rich Text or PDF format) from the computer desktop or file manager to the dotted line box, and follow the provided prompts to complete the upload. Details of any uploaded documents are added to the list beneath the upload field. Each item added has an associated icon in the Delete column. If any documents are uploaded in error, click the applicable Delete icon to delete.

Dropdown picklists are provided for selection of Order Charge Account and Housing Charge Account. Note that these are required fields, the form cannot be saved if they are left blank.

Select “Yes” or “No” for Do you want to accept any additional animals that may be received (over the amount ordered)?

When all data is entered, scroll back to the top of the page and click the Save Form button (shown below).

An example of the filled form is demonstrated on the next page of this manual.

As shown below, the Form Has Been Completed Screen opens.

Click the Exit Form button to close the page to save the transfer request as a draft.

Click the Return to Form button to close the page and return to the External Transfer Form page to make revisions to the transfer request.

Click the Signoff and Submit button to continue processing of the transfer request. As shown below, a countdown popup displays to warn that signoff is required to continue processing.

When the countdown popup closes, the Submission Routing Signoff page opens, as shown below.

Click to select the Approve radio button and click the Save Signoff button to complete submission of the transfer request.

Back on the Animal Transfer tab of the study, an entry for the transfer request is added in the Animal Transfer section.

Click the icon in the Edit/View column to open a read only copy of the request.

Click the icon in the Copy Transfer column to open a copy of the request for editing, in order to create a new transfer request based on the existing one.

Click the icon in the Track Location column to view tracking location details, as shown below.

At this stage of processing, before the external Transfer Coordinator has approved and signed off on the transfer request, a Retract Submission button is available (red box in screenshot above). Click the button to retract the submission, thereby withdrawing the transfer request. As shown below, back on the Animal Transfer tab, the transfer request record is reverted to draft. Click the icon in the Edit/View column to open the draft request for revision and further processing.

Click the CANCEL button to close the popup without deleting the request.

Click the CONFIRM button to delete the request and close the popup.

External Transfer Coordinator Signoff and Approval

The Transfer Coordinator for the study from which the selected animal(s) are to be transferred receives a home page task to either accept or deny the transfer request, as shown below.

The Transfer Coordinator clicks the icon in the Click to open column to open the request in the Submission Routing Signoff page (shown below) and indicate approval or denial.

The Transfer Coordinator can review full Request Information details by clicking the plus sign icon for that item (indicated by the red arrow in the screenshot above).

Full Request Information displays as shown below. Note that the information shown is read-only, the Transfer Coordinator cannot change details of the request before approving it.

The Transfer Coordinator completes the signoff panel (shown in screenshot below) as follows:

Click to select applicable checkboxes for any desired Special Conditions for Approval. If the Other checkbox is selected, complete the Describe other choice field.

Click to select the “Yes” or “No” radio button for Will Use of Animals be Experimental? If “Yes” is selected, complete the If yes, How long will they be Housed? field.

Click to select the “Yes” or “No” radio button for If Terminal, Will Use be Terminal?

Click to select the “Yes” or “No” radio button for If Terminal, Have Personnel been Trained?

Click in the dotted line box, or drag any desired supporting Health Information document in MS Word, Rich Text or PDF format from the computer desktop or file manager into the dotted line box, and follow the prompts to upload the file. Details of any uploaded documents are added to the list beneath the upload field. Each item added has an associated icon in the Delete column. If any documents are uploaded in error, click the applicable Delete icon to delete.

When the signoff panel fields are complete, the Transfer Coordinator clicks the applicable radio button to Approve or Deny the request, then clicks the Save Signoff button to save the signoff.

If the Transfer Coordinator denies the request, the requesting study is notified of the decision and the request status is changed to Denied in the Animal Transfer tab of the requesting study. No further processing can occur on a Denied transfer request.

If the Transfer Coordinator approves the request, a draft order is generated for the requested animals. In the requesting study, status of the request on the Animal Management > Animal Transfer tab is unchanged (demonstrated in the screenshot below).

This is because the order has not yet been placed, though approval to place the order has been given by the Transfer Coordinator.

Animal Order Processing

The draft order is processed under ARC > Orders (red box in screenshot below).

Click the icon in the Open column for the applicable transfer request to open it in the Processing Animal Order Request page (shown in screenshot below).

Read-only versions of the original Request Information, Approval for [requester name] with the role of Submitter approval details, and Approval for [Transfer Coordinator name] with the role of Transfer Coordinator details can be expanded by clicking the respective plus sign icons to the left of each section.

Click the icon for Order Date to open the calendar widget for that field. Navigate to the desired date in the widget and click to select it.

Click the icon for Expected Delivery Date to open the calendar widget for that field. Navigate to the desired date in the widget and click to select it.

Enter any applicable Confirmation Number and Requisition Number.

Notice that information from the request auto-populates in the Order Animals and Approved Location sections of the page, but these fields are editable.

In the screenshot below, the signoff panel is complete.

Click the Save Order button to save the order in a draft status without processing it.

Click the Deny Order button to deny the order. The requesting study PI receives a notification of this action and the status of the request is changed to “Denied” in the Animal Transfer tab requesting study.

Click the Process Order button to proceed approve and send the order. The external study receives a notification that the transfer request is approved and the animals are to be sent to the requesting study. As shown below, a Receiving Information tab populates for the order. This is where details of the animal order (e.g., quantity and condition of animals) are entered when the animals are received.

On the study side, status of the order is updated to “Ordered-Pending Receipt” on the Animal Management > Animal Transfer tab (red box in screenshot below).

Animal Order Receipt

When the animals are received, receiving processing begins by looking up the associated order under Animal Resource Center > Orders.

As shown below, Physical Exam section options all default to “Yes”, indicating that all items were inspected on the subject animals and found to be acceptable, but any of the values can be changed to “No” if applicable.

Click the calendar icon for Date Received to open the calendar widget. Navigate to the desired date and click to select it.

Enter the applicable Purchase Cost and Service Cost.

Click the applicable radio button to select “Yes” or “No” for Container OK? If “No” is selected, complete the If No, Explain field.

Enter desired details in the Describe all abnormalities; Report any sign of infectious disease to Animal Health Staff immediately and Comments fields.

Notice that information from the request auto-populates in the Order Animals and Approved Location sections of the page, but these fields are editable. Make any applicable changes to the fields according to the quantity of subject animals received.

Click to select the “Yes” or “No” radio button for Quarantine Required? If “Yes” is selected, date fields for entry of the quarantine term populate. The animals will be held in quarantine for the indicated period, and the animal order will remain in a Quarantine status during that period.

Click the Save Order button to save the order without completing it. Note that animals are not released to the requesting study until the order is processed.

Click the Process Order button to move the animals out of quarantine and release them to the requesting study.On the study side the order status updates to “Completed” on the Animal Management > Animal Transfer tab. Notice that the Order Tally panel and Received Amount field update, and no Delete or Retract icons are provided for the completed order (red arrows in screenshot below).

As shown below, individual animal records for the completed order are added to the Animal Records tab.

Order Processing

Following initial submission packet approval, animal orders go through a series of order request, review, processing and accounting steps, with some steps completed on the study side and others on the board side. See the Animal Ordering Process Overview section of this manual for a summary of the entire processing cycle.

Approved for Ordering

Navigate to Animal Resource Center > Orders. The page opens to the Approved for Ordering tab by default, as shown below.

“Approved for Ordering” means that the PI has initiated and approved the order. At this stage of processing a decision is being made as to whether or not the study is allowed to place an animal order. If the answer is no, the request is denied and the study is notified that no animals can be ordered. If the answer is yes, the request is approved and the study is notified it may submit an animal order.

Note that at this stage no animal order exists yet, only a request to place an animal order.

The designated board member performs a preliminary review of each request and takes one of the following actions:

approved with no changes — the board grants permission for the animal order to proceed without changes; animal management and tracking fields are unlocked on the study side

approved with changes — the board grants permission for the animal order to proceed with changes specified by the board (e.g., changes to requested quantity, sex, breeding status, etc.); animal management and tracking fields are unlocked on the study side, but the study can only proceed with the revised version of the order

denied — the board denies the animal order request; animal management and tracking fields remain locked on the study side but the study submission itself remains active

Approved requests, whether approved as is or with changes, move to the Pending Approval tab of the Orders page on the board side. The study side is notified of the change in processing status.

Denied animal order requests move to the Completed tab of the Orders page on the board side, with an assigned status of Denied. The study side is automatically notified of the decision.

Study Side

When the board approves a study animal order request, the Animal Management tab is unlocked on the study side. This is where animal orders and details of received animals are tracked.

Navigate to Study Assistant > Find a Submission / My Submissions > [submission opened] > Animal Management tab. The tab opens to the Animal Ordering area (gray tab in left-hand sidebar menu below) by default.

Graphical user interface, text, application

Description automatically generated

As shown above, at this stage the study’s initial submission packet is approved by the board but no animal orders have yet been requested or processed. The study can now place an animal order request or animal transfer request.

In this example the study is placing an animal order request for animals from a vendor. See the Animal Transfer Processing section of this manual for information about animal transfer request processing.

Click the Add a New Order button. As shown below, the order form opens.

The top section of the order form is shown in isolation below.

The Order Number and Order Status fields are read only.

Select the applicable Order Date and Preferred Delivery Date by clicking the applicable calendar widget to the right of each field, navigating to the desired date and clicking it to select. Note that these fields can be backdated.

Click in the Preferred Vendor field and click to select a vendor. Note that available Vendor names are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Business Associate List link.

Enter any desired Vendor Notes.

The Requested Animals section of the order form is shown below in isolation. Note that because order forms are configurable by the institution, field and page content in this section of the form can vary by institution.

Click in the Requested Species field to open it and click to select a species from the list. Note that this list is configured under Animal Resource Center > Review Board Administration > List Maintenance Setup tab > Setup Animal Species Configuration List link.

Where applicable, click in the Requested Strain field to open it and click to select a strain from the list. The list is pre-filtered to include strains applicable to the requested species only. Note that this list is configured under Animal Resource Center > Review Board Administration > List Maintenance Setup tab > Strain Configuration List link.

The Total Approved Animals and Total Available Animals fields are read only. If this is the first animal order placed for the study the fields are set to zero because no animal orders have yet been processed for the study. If this is a subsequent order, the fields display the total number of animals approved for ordering on the study and the remaining number of animals approved for ordering but not yet ordered, respectively.

Enter the Stock # / Order Code. This is a text entry field.

Enter the Age/Size of the requested animals in the provided format (e.g., 1 week / 100g). This is a text entry field.

Click to select the desired Health Status of the animals in the order.

Enter any applicable Unique Anatomical Features/Phenotype requirements for the animals in the order. This is a text entry field.

Enter any Special Care and Special Conditions details for the vendor and anyone else who might handle the animals in the provided text boxes.

Select “Yes” or “No” for Breeding.

Enter Number of Requested Males and Number of Requested Females. These are text entry fields that only accept a numeric value.

Enter the Number of Animals per Approved Pain Category. These are text entry fields that only accept a numeric value. Note that the total number of animals entered here must match the sum of numbers entered in the Number of Requested Males and Number of Requested Females fields. If the form is saved and the totals do not match, an error message will display and the form is not saved.

The Proposed Location section of the order form is shown in isolation below.

Enter the required Number of Cages. This is a text entry field that only accepts a numeric value.

The Cage Locations table populates with select list and text entry fields, as shown below. One row (red box in screenshot below) is provided in the table for each cage specified by the Number of Cages field. In the example below two cages are specified, so there are two rows.

A dropdown select list (blue box in screenshot above) is provided for Cage Type, Facility, Building, Floor and Room fields, as shown above. Click in each field in turn to open it and click to select the desired item in each list.

Use the All button at the top of each column to open a popup form that allows for selection and assignment of the same select list value for ALL cages in the table.

Note that the lists for these fields are configured via Animal Resource Center > Review Board Administration > System Setup tab > Setup Cage Types, and [module] > Review Board Administration > System Setup tab > Setup Facilities/Buildings/Floors/Room, respectively.

The Funding section of the orders form is shown in isolation below.

Enter the Federal PO #, if applicable. If adding a Federal PO #, it is also possible to upload any associated document file in the Federal Document: (Upload File) field by dragging the file from the desktop into the designated area shown in the screenshot above, or by clicking in the same area to open an upload popup box.

Enter the foundation purchase order (PO) number in the Foundation (Enter PO #) field.

Enter the requisition number in the Requisition (Enter Requistion #) field.

Click in the Order Charge Account field to open a drop down list of options; click the desired item in the list to select it. Select the account to which all order items not related to housing should be charged.

Click in the Housing Charge Account field to open a drop down list of options; click the desired item in the list to select it. Select the account to which all order items related to housing should be charged.

Note that charge account lists are impacted by certain system property settings under ARC > System Administration > System Configuration > Animal Resource Center section. Where the property system.arc_cost_center_required is set to “Yes”, a cost center dedicated to ARC expenses is established and deployed in the system as a required field. Where the property system.use_arc_cost_center_user_access is set to “Yes” a cost center is automatically associated with each PI.

Also note that charge account lists are configured under ARC > Review Board Administration > List Maintenance Setup tab > Account List link.

Scroll back to the top of the page and click the Save Form button.

The order is now routed to the order processing area on the board side of the iRIS™ system.

Board Side

Navigate to ARC > Orders. The Approved for Ordering tab displays the queue of animal order requests submitted from the study side.

As shown in the screenshot above, the Pending Approval tab queue includes ten (10) columns of order detail:

Open — click the icon in this column to open the record for review and further processing

Order Status — current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status; note that available Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link

IACUC Number / Study Title: Study Title — shown in a colored ribbon at the top of the record row; IACUC Number is shown in a field beneath the ribbon, directly to the right of the Order Status column

Order Number — Order Number assigned to the order; note that the Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

Form Type — type of form used to request the animals

Facility — approved location for receipt of the animal order

Principal Investigator — originating PI on the order request

Requested Item — species and strain (if applicable) of animal(s) requested

Total Requested — total count of animals requested in the order

Date Board Received — date the order request was received by the board for further review and processing

Click the applicable icon in the Open column to open the corresponding order in the Processing Animal Order Request page for processing. As shown in the screenshot below, the page opens to the Order Information tab by default. Additional tabs populate here as the order progresses through further stages of processing.

The read-only Request Information and Approval for [PI name] sections (red boxes in screenshot above) are collapsed by default. Click the respective plus sign to the left of the boldface section heading to expand it.

Details from the approved order request pre-populate in the Order Animals section (orange box in screenshot above). Notice that all fields in this section of the page are unlocked and can be edited. Make any desired changes in the Order Animals section of the page.

The upper section of the page is shown in isolation in the screenshot below. Notice that the Vendor field defaults to the study side’s requested vendor, but a different vendor can be selected from the provided drop down list if desired.

Click the Find Contact button (red box in screenshot above) to look up and assign a vendor contact. As shown below, the Find a Sponsor Contact: Select popup dialog opens, containing a list of available contacts for the vendor.

Click the icon in the Select column at the far left to assign a contact.

Click the Add a new Contact to the Master List button to add a new contact. Clicking this button opens the System Setup of Business Associate List configuration page. See the ARC > Business Associate List manual for more information about setting up business associate records.

The popup closes automatically when the contact is either selected or created. Contact details are populated in the order form (red box in screenshot below).

To upload a vendor confirmation document, either drag the document into the Vendor Confirmation Document area (red arrow in screenshot above) or click in the area. As shown below, an upload dialog box opens.

Click the Choose File button (red box in screenshot above) and follow the usual prompts to navigate to the file on your computer and select it. When the applicable file name is displayed to the right of Document Location in the popup, click the Save selected file button to complete the upload.

When the Order Information tab is complete the reviewer has up to four options, as shown in the screenshot below.

Save the order request as a draft with no further processing at this time — with the Email Vendor checkbox UNSELECTED (green arrow and box in screenshot above) click the Save Order button (blue box/arrow in screenshot above) to save all entered order details but keep the order in the Approved for Ordering tab; there is no change in order status and no notification is sent to the study side.

CAUTION: IF THE Email Vendor CHECKBOX IS SELECTED AND THE Process Order BUTTON IS MISTAKENLY CLICKED INSTEAD OF THE Save Order BUTTON, THE ORDER IS IMMEDIATELY SENT TO THE VENDOR.

Deny the order request — click the Deny Order button (red box/arrow in the screenshot above); on the board side the order moves to the Completed tab on the Orders page with a status of denied, and the applicable study side personnel are automatically notified of the status change
Approve the order request — with the Email Vendor checkbox UNSELECTED (orange arrow and box in previous screenshot) click the Process Order button; this process is typically used at institutions where multiple levels of order review are required
Save the order and immediately send it to the vendor for processing — select the Email Vendor checkbox (orange box/arrow in previous screenshot), then click the Process Order button at the top right of the Processing Animal Order Request page; a Receiving Information tab populates to the right of the Order Information tab for entry of order receipt details when the order is received from the vendor; the order moves to the Pending Orders to Vendor tab on the Orders page on the board side

When either of the last two options is exercised, meaning that the board has approved the requested animal order, on the study side the Animal Management tab updates (see screenshot below) to show the total number of animals approved for ordering (green bar in Order Tally box to the right) and how many are approved for ordering but have not yet been ordered (blue bar in Order Tally box). Details of the approved animals appear in an Approved Animals box to the left of the Order Tally box.

As demonstrated in the screenshot above, the pending column in the Order Tally box shows a value of “0” if the order is in a Pending Approval status on the Orders page on the board side, meaning that the order has not yet been sent to the vendor.

If the order was sent directly to the vendor (option 4 in the preceding numbered list), the order is listed in the Animal Ordering section of the Animal Management tab with a status of Pending Orders to Vendor (shown in screenshot below) and the Pending column reflects the number of animals specified in the order that was sent to the vendor.

On the study side, regardless of whether or not the order has been sent to the vendor, once the board has completed the Approved for Ordering processing step by granting its initial approval for the order an Animal Records tab is added beneath the Animal Details tab in the left hand sidebar, as shown in the screenshot below. The tab is empty at this stage of processing because no animals have yet been received.

On the board side, the order request is cleared from the Approved for Ordering tab.

Orders Pending Approval

Navigate to Animal Resource Center > Orders and click to select the Pending Approval tab. This tab displays the queue of animal orders from the study side that are awaiting board review and order submission to a vendor.

Note that a Pending Orders to Vendor tab, shown in the screenshot below, is only included on the Orders page when the system.use_merge_vendor_orders property is set to “Yes”. In that configuration, the institution requires an additional round of review and approval before the order is sent to the vendor. When this tab is turned off (default behavior), orders are sent directly to vendors from the Pending Approval tab, and then move to the In Progress Orders tab. See the Pending Orders to Vendor section of this manual for more information.

As shown in the screenshot above, the Pending Approval tab queue includes ten (10) columns of order detail:

Open — click the icon in this column to open the order for review and further processing

Form Type — type of form used to request the animals

Facility — approved location for receipt of the animal order

Principal Investigator — originating PI on the order request

Requested Item — species and strain (if applicable) of animal(s) requested

Total Requested — total count of animals requested in the order

Date Board Received — date the order request was received by the board for further review and processing

Click the icon in the Open column for the applicable study. The Processing Animal Order Request page opens, as shown below.

Data entry fields for the order are unlocked and editable, allowing for revisions prior to sending the order to the vendor.

To deny the order, click the Deny Order button (red box and arrow in screenshot above). On the board side the order moves to the Completed tab on the Orders page with a status of denied, and applicable study side personnel are automatically notified of the status change.

To proceed with processing the order, review order details and make any desired changes in the Order Animals and Approved Location sections of the page. The reviewer has up to four processing options, as shown in the screenshot below.

Save the order request as a draft with no further processing at this time — with the Email Vendor checkbox UNSELECTED (orange arrow and box in screenshot above) click the Save Order button (red box/arrow in screenshot above) to save all entered order details but keep the order in the Pending Approval tab; there is no change in order status and no notification is sent to the study side

CAUTION: IF THE Email Vendor CHECKBOX IS SELECTED AND THE Process Order BUTTON IS MISTAKENLY CLICKED INSTEAD OF THE Save Order BUTTON, THE ORDER IS IMMEDIATELY SENT TO THE VENDOR.

Deny the order — click the Deny Order button (red box/arrow in the screenshot above); on the board side the order moves to the Completed tab on the Orders page with a status of denied, and applicable study side personnel are automatically notified of the status change
Save the order and move it to the Pending Orders to Vendor tab on the Orders page (demonstrated in screenshot below) for final review and processing in a separate step — with the Email Vendor checkbox UNSELECTED (orange arrow and box in previous screenshot) click the Process Order button; this process is typically used at institutions where multiple levels of order review are required

Note that the order has not yet been sent to the vendor with this processing option. A final level of review and processing is managed from within the Pending Orders to Vendor tab, which allows for bulk order processing also. Visibility of the Pending Orders to Vendor tab is property controlled. See the Animal Ordering Process Overview section of this manual for more information.

Save the order and immediately send it to the vendor for processing — select the Email Vendor checkbox and click the Process Order button at the top right of the Processing Animal Order Request page; a Receiving Information tab populates to the right of the Order Information tab for entry of order receipt details when the order is received from the vendor; the order moves to the Pending Orders to Vendor tab on the Orders page on the board side

Unless the animal order is denied, the Animal Management tab is unchanged on the study side (see screenshot below) because while the order is still in process, no animals have yet been ordered.

Pending Orders to Vendor

Navigate to Animal Resource Center > Orders and click to select the Pending Orders to Vendor tab. This displays the queue of animal orders approved for processing that have not yet been sent to vendors. From here, orders can be sent to vendors in bulk following processing.

Note that the Pending Orders to Vendor tab, shown in the screenshot below, is only included on the Orders page when the system.use_merge_vendor_orders property is set to “Yes”. In that configuration, the institution requires an additional round of review and approval before the order is sent to the vendor. When this tab is turned off (default behavior), orders are sent directly to vendors from the Pending Approval tab, and then move to the In Progress Orders tab. See the Pending Orders to Vendor section of this manual for more information.

As shown in the screenshot above, the Pending Orders to Vendor tab queue includes twelve (12) columns of order detail:

— select (far left, no text label): select checkboxes for compiling multiple orders (see Pending Orders to Vendor subsection of this manual)

— Open: click the icon in this column to open the order for review and further processing (see Pending Orders to Vendor subsection of this manual)

— Order Status: current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status

Note that available Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

— IACUC Number / Study Title: Study Title is shown in a colored ribbon at the top of the record row; IACUC Number is shown in a field beneath the ribbon, directly to the right of the Order Status column

— Order Number: Order Number assigned to the order

Note that the Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

— Form Type: type of form used to request the animals

— Facility: approved location for receipt of the animal order

— Principal Investigator: originating PI on the order request

— Requested Item: species and strain (if applicable) of animal(s) requested

— Vendor / Vendor Contact Name: company name of the vendor appears above the line in this column, name of the contact person at the vendor company appears below the line

— Total Requested: total count of animals requested in the order

— Date Board Received: date the order request was received by the board for further review and processing

Click the applicable icon in the Open column (red box in screenshot below) to review order details.

The order is opened as read-only in the Processing Animal Order Request page, as shown below.

Notice that cage cards can be generated via the Generate buttons in the Approved Location section of the page.

Click the Back link at the upper right to close the Processing Animal Order Request page

Back on the Pending Orders to Vendor tab of the Orders page, click to select the checkbox(es) of orders to be sent (far-left column), then click the Compile/Send Processed Vendor Orders button.

As shown below, the first selected order is opened in the Create Vendor Order popup. Here, a cover email can be composed for inclusion with the animal order(s).

Click the Generate and Download PDF button (upper right corner of the popup) to save a PDF copy of the order. The PDF opens in a separate window, from which it can be saved/downloaded or printed in hard copy.

Make any desired changes to vendor details in the upper part of the popup, then click to select the Email Vendor checkbox at the bottom of the popup (red box in screenshot above).

As shown in the screenshot below, the popup expands to include a text editor for creation of the cover email to be sent to the vendor with the order(s).

Enter the desired Subject for the email.

If templates have been created for vendor orders, they can be accessed via the Template field. Click in the field to open a dropdown list of available templates. Click to select the desired template, then click the Import Template button to apply it to the body of the email message.

Add any desired text to the body of the email message.

Click the Send Email to Vendor button. The button is replaced with text indicating “Delivery in progress”.

The order record is cleared from the Pending Orders to Vendor tab, as shown in the screenshot below.

The order record is moved to the In Progress Orders tab, as shown in the screenshot below. This is where sent orders remain until the shipment of animals is received.

As shown below, a Receiving Information tab is added to the Processing Animal Order Request page. When the animal order arrives, this tab is where details of the shipment and condition of the animals are entered.

On the study side Animal Management tab, status is updated to Pending Orders to Vendor (red arrow in screenshot below). If the Pending Orders to Vendor tab is not in use at the institution, status updates to “In Progress”.

Notice that the Order Tally graph (red box in screenshot above) updates to list the ordered animals as “Pending”.

Recurring Orders

If the study has not yet ordered all of its approved animals, a recurring order can be added by clicking the icon in the Recurring Order column for the applicable order, as demonstrated in the screenshot below.

Enter a Recurring Pattern Name. This identifier is used to distinguish the recurring order pattern (e.g., how frequently and on what day the order is to be sent to the vendor, and for how long) from any others in the system.

The Effective Date field is read-only and defaults to the current date.

Click on the calendar widget to open it and select a Recurring Order Expiration Date. No further recurring orders will be processed after that date.

Recurring orders default to weekly, on Mondays. Click in the Change Recurrence Pattern field to open a dropdown list with a second, “Monthly” option. Click to select the desired option. Where applicable, new fields populate for specific

In Progress Orders

Navigate to Animal Resource Center > Orders and click the In Progress Orders tab. This tab displays the queue of animal orders placed for which the animals have not yet been received. When livestock is received the order can be opened from this tab to process receipt of the order.

Note that a Received Orders tab and Reconciled tab are included on the Orders page (shown in screenshot above) when the system.use_received_reconciled_orders property is set to “Yes”. In that configuration, the order record moves from the In Progress Orders tab to the Received Orders tab. See the Received Orders section of this manual for more information.

As shown in the screenshot above, the In Progress Orders tab queue includes twelve (12) columns of order detail:

— Open: click the icon in this column to open the order for review and further processing (see In Progress Orders subsection of this manual)

— Order Status: current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status

Note that available Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

— Requisition Number: Requisition Number assigned to the order

— Order Number: Order Number assigned to the order

Note that the Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

— Form Type: type of form used to request the animals

— Facility: approved location for receipt of the animal order

— Principal Investigator: originating PI on the order request

— Requested Item: species and strain (if applicable) of animal(s) requested

— Vendor: company name of the vendor

— Total Ordered: total count of animals ordered

— Date Board Received: date the order request was received by the board for further review and processing

Use the search form at the top of the page to look up orders.

On the study side, at this stage of processing the order status is set to “Ordered – Pending Receipt”, as shown in the screenshot below.

As shown below, at this stage of order processing no animals are released to the study.

Received Orders

Turning the property on inserts an extra step of animal order tracking and review. This option is typically employed by institutions where one person has responsibility for receiving and inspecting the animal shipment and a different person is responsible for assigning the animals to their housing locations on the study.

Where the Received Orders and Reconciled tabs are not in use, received order records remain in the In Progress Orders tab until received and go directly to the Completed tab of the Orders page following processing, where they remain for historical reference purposes until archived.

When in use, the Received Orders tab displays the queue of received animal orders awaiting review and/or cage assignment. When the PI’s review is complete and animals have been assigned to cages the order moves to either the Quarantine or Completed tab, depending on whether the animals are released to quarantine.

As shown in the screenshot above, the Received Orders tab queue includes twelve (12) columns of order detail:

— Open: click the icon in this column to open the order for review and further processing (see Received Orders subsection of this manual)

— Order Status: current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status

Note that available Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

— Requisition Number: Requisition Number assigned to the order

— Order Number: Order Number assigned to the order

Note that the Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

— Form Type: type of form used to request the animals

— Facility: approved location for receipt of the animal order

— Principal Investigator: originating PI on the order request

— Requested Item: species and strain (if applicable) of animal(s) requested

— Vendor: company name of the vendor

— Total Received: total count of animals received in the order

— Date Board Completed: date the order request was approved by the board

Use the search fields at the top of the page to look up the received order. Click the corresponding icon in the Open column to open it.

The order is opened for receiving processing in the Processing Animal Order Request page, with the Order Information tab open by default. Click the Receiving Information tab (blue arrow in screenshot below).

As shown below, the tab opens for entry of receiving details. Notice the Save Order and Mark Order as Received (red box in screenshot below) buttons in the upper right corner of the tab.

Click the Save Order button to save receiving information for the order in draft form while keeping the order in a Pending Orders to Vendor status.

The read-only Request Information and Approval for [PI name] sections at the top of the tab are collapsed by default. Click the respective plus sign to the left of the boldface section heading to expand it.

Enter details of study animals received as follows:

Date Animals Were Received — click in the calendar widget to open it, navigate to the date the animals were received and click to select it

Container OK — click to select “Yes” if the container was intact and in good condition, otherwise select “No”; use the If No Explain field to enter the reason for an answer of “No” here

Physical Exam section — Click to select “Yes” or “No” for each of the following inspected areas, where “Yes” indicates good condition and “No” indicates abnormality: General Appearance; Eyes, Ears, Nose, Mouth; Urogenital, Anus; Respiratory; Hydration; use the Describe all abnormalities; Report any sign of infectious disease to Animal Health Staff Immediately field to enter the reason for any answers of “No” here

Comments — enter any additional remarks about the shipment

Make any desired changes to the following fields in the Order Animals section

Number of Males Received — enter the total count of male animals received in this shipment

Number of Females Received — enter the total count of female animals received in this shipment

Quarantine Required? — click to select “Yes” if the animals are being released into quarantine, “No” if being released into general population facilities

Number of Cages — number of cages among which the animals will be divided for housing

Make any desired changes to the Approved Location section.

An example of the filled form is shown in the screenshot below. Click the Mark Order as Received button to save receiving details.

Receiving Information is saved and a Received Orders tab populates (red arrow in screenshot below). Notice that the Save Order and Mark Order as Received buttons no longer appear on the Receiving Information tab (gray box and arrow in screenshot below).

As shown below, on the study side order status is updated to “Received Orders” (red box) on the Animal Management tab.

The Order Tally table (blue box in screenshot above) is unchanged because the animals have not yet been released to the study. In the example shown above the “50 Available” animals are from “Completed” Order Number “ORD-20-801”, for fifty (50) animals. The “50 Pending” animals are in Order Number ORD-20-802, which is still in a “Received Orders” status.

As demonstrated by the screenshots below, on the board side under Animal Resource Center > Orders, the order moves from the In Progress tab to the Received Orders tab.

Click the icon in the Open column to open the order for further processing. As shown in the screenshot below, the order opens in the Processing Animal Order Request page. Notice that the page opens to the Order Information tab (red box) by default. Click the Received Orders tab (red arrow) to select it.

As shown in the screenshot below, the Received Orders tab opens for entry of charge items from the order.

Enter the Vendor Invoice Number.

At least one charge item must be entered in the Add Costs to Order section in order to release the animals from the order to the study side. By default, three (3) blank rows are provided for entry of invoice line items.

Beginning with the first empty row, enter details of each line item from the vendor invoice as follows. Only charges that are active are available for selection.

Charge Type — click in the field to open a dropdown list of available charge types and click one to select it

Charge Item — the selection made for Charge Type populates the dropdown list for this field with applicable items; click in the field to open the list and click an item in the list to select it

Item Price — the default price for the selected item automatically populates but can be edited; to change the default value, enter the cost per item for the line item in dollars and cents (e.g., if each item costs five dollars, enter 5.00)

Item Quantity — enter the quantity of the specified item received in the order

Item Total — this field automatically calculates, multiplying Item Price by Item Quantity to return a total cost for the line item

An example of the filled tab is shown below.

If the vendor invoice includes more than three (3) invoice line items click the Add Charge Item button (green arrow in screenshot above) to add a blank row.

If any line item is entered in error, click to select its checkbox in the far-left column and click the Delete Charge Item button to delete that line item.

When all line items from the vendor invoice are entered click the Mark Order as Completed button (red box at upper right corner in screenshot above).

CAUTION: clicking the Mark Order as Completed button releases the animals to the study, or to quarantine when specified for the order.

As shown in the screenshot below, the Mark Order as Completed button is replaced by a Mark as Reconciled button. The Vendor Invoice Number field and Add Costs to Order section are locked against further editing (red box) and a line is added to the Order Modification Log section at the bottom of the tab (blue box) to track the order status change.

As shown below, on the study side order status is updated to “Completed” (red box) on the Animal Management tab.

The Order Tally area (blue box in screenshot above) updates. The 50 (fifty) animals that were previously in a “Pending” status have now been added to the “Available” column.

Click the icon in the Recurring Order column to create another order of the same type, as shown below. Note that no signoffs from the Study side are required for recurring orders, and orders enter the workflow immediately.

Records for animals released to the study are now populated on the study side. Click the Animal Records tab in the left-hand sidebar menu to access the individual animal records, as shown below.

See the Animal Resource Center > Livestock Management manual for more information about managing study animals.

Quarantined Orders

The Quarantine tab displays the queue of received quarantined animal orders awaitin review and/or cage assignment. When the review is complete and animals have been assigned to cages the order moves to the Completed tab.

As shown in the screenshot above, the Quarantine tab queue includes twelve (12) columns of order detail:

— Open: click the icon in this column to open the order for review and further processing (see Quarantined Orders subsection of this manual)

— Order Status: current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status

Note: Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

— Requisition Number: Requisition Number assigned to the order

— Order Number: Order Number assigned to the order

Note: Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

— Form Type: type of form used to request the animals

— Facility: approved location for receipt of the animal order

— Principal Investigator: originating PI on the order request

— Requested Item: species and strain (if applicable) of animal(s) requested

— Vendor: company name of the vendor

— Total Received: total count of animals received in the order

— Date Board Received: date the order request was received by the board for further review and processing

Click the icon in the Open column for the applicable order to enter quarantine details. The order is opened in the Order Information tab by default. Click the Quarantine tab (example shown below).

Note that all fields on the page are locked as read only, except for fields in the Quarantine section.

When the animals are received the following fields are completed:

Click to open the calendar widget for Date Expected out of Quarantine. Navigate to the desired date and click to select it.

Click the applicable radio button to select “Yes” or “No” for Animals due out for testing? If the answer is “Yes”, click to open the calendar widget for Date due out for testing. Navigate to the desired date and click to select it.

Important note: verify that the default selection of “No” is in place for Move to Approved Location? before saving changes. When “Yes” is selected for this field and changes are saved, the animals are immediately released to the requesting study’s approved location and their corresponding records are added to the Animal Details tab of the Animal Management area of the requesting study.

Click the Save Record button to save changes. Note that the animals remain in quarantine.

If the animals have gone out for testing and testing documentation is provided, that documentation can be uploaded and added to the file. Click in the dotted line box, or drag the desired file from the computer desktop or file manager window to the dotted line box, and follow the prompts to complete the upload.

Documents added in this manner are added to the table beneath the dotted line box. A Delete icon is provided for each document uploaded. If a document is uploaded in error, click the icon for the applicable document to delete it.

Click the Save Record button to save changes. Note that the animals remain in quarantine.

When quarantine is completed, the Actual Date out of Quarantine date is entered and the animals are released to the applicable study.

Click to open the calendar widget for Actual Date out of Quarantine. Navigate to the desired date and click to select it.

Click the radio button to select “Yes” for Move to Approved Location? Notice that this field defaults to “No”. When “Yes” is selected for this field and changes are saved, the animal records are immediately released to the study’s approved location.

Click the Save Record button to save changes. If “Yes” is selected for Move to Approved Location?, the animals are moved out of the quarantine facility and into the approved location. If “No” is selected, the animals remain in quarantine and the PI is notified

Regardless of whether or not the animals are physically moved out of quarantine facilities, the animal order record is moved to the Completed tab under ARC > Orders, and status for the Order is updated to “Complete” wherever that status appears.

Completed Orders

The Completed tab displays the queue of animal orders completed and released to studies.

As shown in the screenshot above, the Completed tab queue includes twelve (12) columns of order detail:

— select (far left, no text label): select checkboxes for marking orders as Reconciled (see Completed Orders subsection of this manual)

— Open: click the icon in this column to open the order for review and further processing (see Completed Orders subsection of this manual)

— Order Status: current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status

Note that available Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

— Requisition Number: Requisition Number assigned to the order

— Order Number: Order Number assigned to the order

Note: Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

— Form Type: type of form used to request the animals

— Facility: approved location for receipt of the animal order

— Principal Investigator: originating PI on the order request

— Requested Item: species and strain (if applicable) of animal(s) requested

— Vendor: company name of the vendor

— Total Received: total count of animals received in the order

— Date Board Completed: date the order request was approved by the board

As shown in the screenshot below, a date range filter is provided on the Completed tab.

Enter the desired date range using the provided calendar widgets and click the Refresh button to limit results shown to those within the specified date range.

Click the icon in the Open column to open an order (as read-only).

Order Billing

See the Billing Dashboard section of this manual for Order Billing processing details.

Order Reconciliation

The Reconciled tab displays the queue of received animal orders that have been reconciled against the Charge Master (see the ARC Orders and Billing Manual for Charge Master details).

As shown in the screenshot above, the Reconciled tab queue includes twelve (12) columns of order detail:

— Open: click the icon in this column to open the order for review and further processing (see Order Reconciliation subsection of this manual)

— Order Status: current status of the order; click the title header on this column to sort records in ascending or descending order by Order Status

Note: Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

— Requisition Number: Requisition Number assigned to the order

— Order Number: Order Number assigned to the order

Note: Order Number is configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Numbering link

— Form Type: type of form used to request the animals

— Facility: approved location for receipt of the animal order

— Principal Investigator: originating PI on the order request

— Requested Item: species and strain (if applicable) of animal(s) requested

— Vendor: company name of the vendor

— Total Received: total count of animals received in the order

— Date Board Completed: date the order approval was completed by the board

Click the icon in the Open column to open a read-only version of the associated order.

Orders Page Find an Order Filters

As shown in the screenshot below, a Find an Order Filters search form is provided at the top of the Orders page and remains active for all available tabs. Enter desired search criteria and click the Find… button to limit orders shown in the results queue to those matching the specified search criteria.

Available fields in the Find an Order Filters form vary, depending on the selected tab.

Search by Form Types

The Form Types field allows for searching by order/transfer form type and provides a dropdown picklists of options. Click the desired item to select it.

Search by Species

To search by species, enter the species name exactly as it appears in the applicable order request(s). As shown below a dynamic search list of recently entered species names populates as characters are typed into the field.

Click on an item in the dynamic search list to select it or type the full, desired Species name in the field.

Note: text manually entered in the Species field must exactly match the full species name entered in the applicable order request(s), though the field is not case-sensitive.

Search by Vendor Name

The Display Orders by Vendor field allows for searching by order/transfer form type and provides a dropdown picklists of options. Click the desired item to select it.

Note: this search option does not appear for all tabs on the Orders page.

Search by Vendor Invoice Number

To search by Vendor Invoice Number, enter the invoice number exactly as it appears in the applicable order request(s). As shown below a dynamic search list of recently entered invoice numbers populates as characters are typed into the field.

Click on an item in the dynamic search list to select it or type the full, desired Vendor Invoice Number in the field.

Note: text manually entered in the Vendor Invoice Number field must exactly match the full invoice number entered in the applicable order request(s).

Note also that this search option does not appear for all tabs on the Orders page.

Search by Principal Investigator

To search by Principal Investigator (PI) name, enter the PI name exactly as it appears in the Principal Investigator field in the applicable order/transfer request(s). As shown below a dynamic search list of recently entered PI names populates as characters are typed into the field.

Click on an item in the dynamic search list to select it or type the full, desired PI name in the field.

Note: text manually entered in the Principal Investigator field must exactly match the full PI name entered in the applicable order request(s), though the field is not case-sensitive. As demonstrated in the screenshot below, an error message will display when no matches are located.

Search by Facility Name

The Display Orders by Facility field allows for searching by facility name and provides a dropdown picklists of all Facility records configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Facilities/Buildings/Floors/Room link. Click the desired item to select it.

Find an Order Page

Navigate to ARC > ARC Workspace and click the Find an Order icon, shown below.

Note: the user has the option to rearrange icons on this page, the Find an Order icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Find an Order page opens.

Orders in all statuses can be accessed from this page.

As shown below an Open column is provided to open orders for viewing or processing (see the Orders > [order status] Tab > [order status] subsections of this manual for order processing details), and a Find an Order Filters form is provided at the top of the page for entry of search criteria.

The Find an Order Filters form is shown in isolation for the remainder of this section.

Orders can be searched by any combination of the fields in the Find an Order Filters section. Enter desired criteria (see details, following screenshot below) and click the Find button.

Text entry fields are provided to search by full or partial Requisition Number, Order Number, IACUC Number and/or Study / Protocol Number.

The Principal Investigator (PI) text entry field can be used to search by full or partial PI name and includes a button to toggle the search between Active or Inactive PIs. As shown below, the button is toggled to Active by default.

Click the Active button to toggle it to Inactive, as shown below.

Note that it is not possible to search by both Active and Inactive PIs simultaneously.

As shown below, the Vendor dropdown provides a picklists to filter the search by vendor name. Click an item in the list to select it.

Note: available Vendor names are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Business Associate List link.

As shown below, the Order Status dropdown provides a pick lists to filter the search by order status. Click an item in the list to select it.

Note: available Order Statuses are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Order Status link.

As shown below, two options are provided for searching by date: Date Order Placed and Expected Delivery Placed (expected delivery date). Functionality is the same for both.

Click in the first field to open a dropdown list of months. Click the applicable month to select it.

To search for orders placed on a specific day, enter the desired day of the month in the second field and the four-digit year in the last field. To search for orders placed on any day in a certain month, leave the center (day) field blank and enter the desired four-digit year in the last field, as shown below.

After all desired criteria are entered click the Find button to load results in the lower part of the Find an Order page.

Clear all Find an Order Filters fields and click the Find button again to clear search criteria.

Material Order

Orders for materials, as opposed to animal orders, are entered, tracked and managed on the Manage Material Order page. To access the page, navigate to ARC > ARC Workspace and click the Material Order icon, shown below.

Note that because the user has the option to rearrange icons on this page, the Material Order icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Manage Material Order page opens.

Click the plus sign icon in the column to the immediate left of the Status column to view read-only line item details for the corresponding order, as demonstrated below.

Add Material Order

Navigate to ARC > ARC Workspace and click the Material Order icon, shown below.

As shown below, the Manage Material Order page opens.

Click the Create Material Order button. As shown below, a Material Order popup opens for entry of order details.

Click the calendar widget for Date Ordered. Navigate to the desired date and click to select it.

Click in the Payment Options field and click to select the desired item from the list.

Enter the name of the requestor in the Requested by field.

Click in the Order Method field and click to select the desired item from the list. Note: this list is maintained under Review Board Administration > System Setup tab. See the Setup Material Order List section of the ARC Orders and Billing manual for more information about material order configuration list setup and maintenance.

Click in the Order Status field and click to select the desired item from the list. Note: this list is maintained under Review Board Administration > System Setup tab. See the Setup Order Status section of the ARC Orders and Billing manual for more information about material order configuration list setup and maintenance.

Click the calendar widget for Order Status. Navigate to the desired date and click to select it.

Click in the Next Action field and click to select the desired item from the list. Note: this list is maintained under Review Board Administration > System Setup tab. See the Setup Material Order List section of the ARC Orders and Billing manual for more information about material order configuration list setup and maintenance.

Click in the Vendor field and click to select the desired item from the list. If applicable, click the Find Contact button and follow the prompts to specify a contact person for the selected vendor. Note: this list is maintained under Review Board Administration > System Setup tab. See the ARC Business Associate List manual for more information about vendor configuration list setup and maintenance.

The Vendor Information field automatically populates with read-only information based on selections in the Vendor field.

At the upper right, a Reason field is provided for entry of order justification notes.

Four blank line items are provided for material items to be included in the order. For each item, enter a name in the Item column, a dollar amount in the Cost column and a number in the Quantity column. The Total Cost column and Grand Total fields auto-calculate.

To add more line items, click the Add Item button once for each line to be added.

When all line items are added click the Save button to close the popup and add the Material Order to the Manage Material Order page.

Edit Material Order

Navigate to ARC > ARC Workspace and click the Material Order icon, shown below.

As shown below, the Manage Material Order page opens.

Click the icon in the Edit column for the applicable material order, as shown above. As shown below, the order is opened in a Material Order popup for editing.

Make desired changes to the order details at the top of the popup and individual order line items at the bottom.

To add a line item to the bottom section, click the Add Item button as shown below.

Note: the Total Cost and Grand Total fields dynamically update as changes are entered or items are added in the line item detail section.

When changes are complete click the Save button to close the popup and return to the Manage Material Order page.

Delete Material Order

Navigate to ARC > ARC Workspace and click the Material Order icon, shown below.

As shown below, the Manage Material Order page opens.

Click to select the checkbox for the material order to be deleted in the far left column and click the Delete Material Order button (see red boxes in screenshot above).

A confirmation popup window displays.

Click CANCEL to return to the Manage Material Order page without deleting the record.

Click CONFIRM to delete the record and close the popup. The item is deleted on the Manage Material Order page.

Per Diem Collection

Dates for per diem, or daily, charges for cages and related facilities are entered and managed on the Per Diem Collection Dates page. To access the page, navigate to ARC > ARC Workspace and click the Per Diem Collection icon, shown below.

Note: the user has the option to rearrange icons on this page, the Per Diem Collection icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Per Diem Collection Dates page opens.

Only Per Diem Date entries for future dates (screenshot above taken prior to 2/26/2021) have an icon in the Delete column because Per Diem Date entries from the past have per diem payment entries associated with them and cannot be deleted.

The entries shown in the screenshot above do not have in icon in the View column however, because no per diem payments have yet been entered for these entries.

Conversely, as shown in the example below, Per Diem Date entries from the current date (screenshot taken 10/4/20) extending into the past have an icon in the View column but do not have an icon in the Delete column. This is because once per diem payments have been entered for a given per diem date, the Per Diem Date record cannot be deleted.

A search form is provided at top with fields for Per Diem Collection Dates from [date] to [date] and Filter Dates by. Enter desired search criteria and click the Find … button to filter results.

Click the icon in the View column for a past Per Diem Date to view the Per Diem Collection for [date] page (shown below) for the selected date. Information shown on this page is read-only.

Click the Cancel – Return to List button (shown in screenshot above) to close the Pier Diem Collection for [date] page and return to the Per Diem Collection Dates page.

Add a New Per Diem Date

Navigate to ARC > ARC Workspace and click the Per Diem Collection icon, shown below.

Note: the user has the option to rearrange icons on this page, the Per Diem Collection icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Per Diem Collection Dates page opens.

Click the Add a New Per Diem Date button to add a new per diem date. As shown below, the Add Per Diem Date popup opens for creation of the new record.

Click the calendar widget for Per Diem Date. Navigate to the desired date and click to select it.

Click the Save button to close the popup, save the new Per Diem Date and return to the Per Diem Dates page. The new date is added to list on that page.

Delete a Per Diem Date

Navigate to ARC > ARC Workspace and click the Per Diem Collection icon, shown below.

Note: the user has the option to rearrange icons on this page, the Per Diem Collection icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Per Diem Collection Dates page opens.

Click the icon in the Delete column for the applicable Per Diem Date.

A confirmation popup window displays.

Click CANCEL to return to the Per Diem Collection Dates page without deleting the record.

Click CONFIRM to delete the record and close the popup. The item is deleted on the Per Diem Collection Dates page.

Add a New Per Diem Recurring Pattern

Navigate to ARC > ARC Workspace and click the Per Diem Collection icon, shown below.

Note: the user has the option to rearrange icons on this page, the Per Diem Collection icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Per Diem Collection Dates page opens.

Click the Add Per Diem Recurrence Pattern button to add a new recurring per diem charge pattern. As shown below, the Per Diem Recurrence Schedule page opens.

As shown above, any pre-existing per diem recurrence patterns are listed in a table on the page. To add a new pattern, click the Add a New Recurring button.

As shown below, the Add Per Diem Recurring Schedule popup opens for creation of the new record.

Enter the desired Recurring Pattern Name.

Click the calendar widget for Start Date. Navigate to the desired date and click to select it.

Enter any desired Comments.

Click in the Change Recurrence Pattern field to open a drop down list containing a “Weekly” and “Monthly” option. Click the desired option to select it. The selection made here updates the following field, which defaults to Weekly Pattern but dynamically updates to Monthly Pattern if “Monthly” is selected for Change Recurrence Pattern, as demonstrated below.

Per the selection made in the Change Recurrence Pattern field, enter Weekly Pattern or Monthly Pattern details. Note that when configuring a weekly pattern, multiple weekday selections can be made by clicking the respective checkboxes (see screenshot below).

Click the Save button to close the popup, save the new Per Diem Recurring Schedule and return to the Per Diem Recurrence Schedule page. The new pattern is added to the table on that page.

Edit a Per Diem Recurring Pattern

Navigate to ARC > ARC Workspace and click the Per Diem Collection icon, shown below.

Note: the user has the option to rearrange icons on this page, the Per Diem Collection icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Per Diem Collection Dates page opens.

Click the Add Per Diem Recurrence Pattern button. As shown below, the Per Diem Recurrence Schedule page opens.

As shown above, any pre-existing per diem recurrence patterns are listed in a table on the page.

Click the icon in the Edit column for the applicable Recurring Pattern Name. As shown below, the item is opened in the popup window for editing.

Make desired changes to the Recurring Pattern Name.

Click the calendar widget for Start Date. Navigate to the desired date and click to select it.

Enter or revise Comments as desired.

Per the selection made in the Change Recurrence Pattern field, enter or revise the Weekly Pattern or Monthly Pattern details. Note that when configuring a weekly pattern, multiple weekday selections can be made by clicking the respective checkboxes (see screenshot below).

Click the Save button to close the popup, save changes to the Per Diem Recurring Schedule and return to the Per Diem Recurrence Schedule page.

Delete a Per Diem Recurring Pattern

Navigate to ARC > ARC Workspace and click the Per Diem Collection icon, shown below.

Note: the user has the option to rearrange icons on this page, the Per Diem Collection icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Per Diem Collection Dates page opens.

Click the Add Per Diem Recurrence Pattern button. As shown below, the Per Diem Recurrence Schedule page opens.

As shown above, any pre-existing per diem recurrence patterns are listed in a table on the page.

Click the icon in the Delete column for the applicable Recurring Pattern Name.

A confirmation popup window displays.

Click CANCEL to return to the Per Diem Recurrence Schedule page without deleting the record.

Click CONFIRM to delete the record and close the popup. The item is deleted on the Manage Material Order page.

Billing Dashboard

The Billing Dashboard area is where billing, invoice and payment items are processed and tracked.

Navigate to ARC > ARC Workspace and click the Billing Dashboard icon, shown below.

Note: the user has the option to rearrange icons on this page, the Billing Dashboard icon may not appear in the same location on every user’s ARC Workspace page.

As shown below, the Billing Dashboard page opens.

The page opens to the Unbilled Charges tab by default. The Invoiced Charges tab, shown below, is where items for which invoices have been generated are processed and tracked.

View Billing Item Charge Details

Where a billing item is listed in the Billing Dashboard page, a plus sign icon is provided to the immediate left of the Create Invoice column, as shown below, for drilling down to view billing item details.

Click the plus sign icon to open the Charges on this Account by Protocol panel for the item, as shown below.

Notice that the Charges on this Account by Protocol item(s) has/have a plus sign icon in the View Details column. Click this plus sign icon to expand a list of Orders associated with the applicable Charges on this Account by Protocol item, as shown below.

Click an item in the Order Number column to view the associated order record.

Note that where the plus sign icon appears next to a billing item elsewhere in the billing dashboard area, the same details as described above are available for viewing and are accessed in the same manner.

Create an Invoice

On the Unbilled Charges tab, click the icon in the Create Invoice column for the applicable item.

As shown below, the Study Invoice page opens for creation of an invoice. Read-only details of billing items already added to the invoice are shown in the Charges on Account by protocol section.

To add a new billing item to the invoice, select the Calculate Amount From Associated Items checkbox if the new item is to be included in bill calculation, then click the Add User Define Item button in the Associated Items section. As shown below, the User Define Item Details popup opens for entry of billing item details.

Enter the desired Item Name, Item Amount and Comments. Click in the Expense Category field to open a drop down list of categories and click on the desired item to select it. Note that the Expense Category configuration list is maintained under Review Board Administration > System Setup.

Click the Save Item button to save the billing item to the invoice. Items added via the popup are added to the Associated Items table beneath the Add User Define Item button.

Click the Generate Invoices button to immediately generate an invoice for the billing item that is currently open.

To generate multiple invoices, on the main Billing Dashboard page, Unbilled Charges tab, click to select the applicable Billing Period (red arrow in screenshot below). Billing items for the selected period load in the table below. Click to select the checkboxes for applicable billing items in the far left column (red box in screenshot below), then click the Generate Invoices button.

Whether an individual invoice is generated or invoices are generated in bulk, a countdown popup briefly appears to confirm invoices are generated.

As shown below, when the countdown popup closes the selected items are removed from the Unbilled Charges tab and populate in the Not Finalized section of the Invoiced Charges tab for the applicable Billing Period.

Click the Print Friendly button to open a print-friendly version of the table of invoices in a new tab or window. From there, the list can be printed in PDF format.

If a billing item is invoiced in error, click to select its checkbox (shown in screenshot above) and click the Reset Billing button to reset the item to an unbilled status and move it back to the Unbilled Charges tab.

Finalize Invoices

On the Invoiced Charges tab of the Billing Dashboard, click in the Billing Period field and click in the drop down list to select the desired period (red arrow in screenshot below). Invoices associated with that period populate in the table beneath the search form.

Use the search form at top to limit invoices shown by Account Number, Principal Investigator name, Account Name, IACUC Number, Account Owner and/or Billing Period. Click the Find … button to apply filters. Click the Reset Filters button to clear the search form.

To finalize one or more invoices shown in the table, click to select the applicable checkbox(es) and click the Finalize Invoices button, as shown below.

A countdown popup window briefly appears to confirm invoices are finalized. When the popup closes, finalized invoices are removed from the Not Finalized tab (shown below).

Finalized invoices populate in the Finalized tab (shown below) when the applicable Billing Period is selected.

To send one of the invoices shown in the table, click to select the applicable checkbox(es) and click the Send Invoices button, as shown below.

A popup window opens for selection of an Invoice Template. Note that this list is maintained under Review Board Administration > System Setup.

Click in the Invoice Template field to open a drop down list of available invoice templates. Click the desired item to select it, and click the Create Invoice button.

As shown below, the template is opened in a text editor.

Make desired changes to the template and click the Save Template button to save and send the invoice.

A countdown popup briefly appears to confirm the invoice is sent. As shown below, the invoice is removed from the Finalized tab.

The invoice now populates in the Sent – Balance Remaining tab, as shown below, awaiting entry of payments.

Apply Payments to Invoices

Sent invoices for which payments are pending populate in the Sent – Balance Remaining tab, as shown below.

Notice the plus sign icon to the left of the View Invoice column. Click the icon to view read-only details of the associated Charges on this Account by Protocol and Orders associated with those charges (see View Billing Item Charge Details section of this manual).

To enter payments for a billing item, click the icon in the View Invoice column. The invoice is opened in the Study Invoice page, as shown below.

Notice that most of the items in the page are read-only, with the exception of the Edit/View icon(s) in the Associated Items section and the Add a New Payment button.

Edit Associated Item Billing

Click the applicable icon in the Edit/View column to open an Associated Items record for editing. As shown below, the item is opened for revision in the User Define Item Details popup.

Make desired changes to the Item Name, Item Amount and Comments fields. Click in the Expense Category field to open a drop down list of categories and click on the desired item to select it. Click the Save Item button to save changes and return to the Study Invoice page.

Enter a Payment

Back on the Study Invoice page, click the Add a New Payment button.

As shown below, the Invoice Payment Details popup opens for entry of payment details.

Enter the Amount Received.

Click the calendar widget for Date Received and click the applicable date to select it.

Click in the Payment Type field to open it (shown above) and click to select the applicable item.

Enter the desired Ref # (reference number).

The Date Posted field defaults to the current date.

To add documentation of the payment, click the Upload button and follow the prompts to upload a document from the computer desktop or file manager.

An example of the filled popup is shown below.

Click the Save Payment button to apply the payment. As shown below, the payment is added in the Invoice Payments section of the Study Invoice page.

If a payment is posted in error, click the applicable icon in the Delete column of the Invoice Payments section to delete it. Note that audit log entries will reflect this change.

To edit a payment, click the applicable icon in the Edit column of the Invoice Payments section of the Study Invoice page.

As shown below, the payment is opened for revision in the Invoice Payment Details popup.

Make desired changes and click the Save Payment button to save changes and close the popup.

Notice that payments entered are added to the Amount Received column for the applicable invoice on the Sent – Balance Remaining tab, as shown below.

Complete and Close Invoices

When the final payment is entered on an invoice, scroll back to the top of the Study Invoice page (shown below) to close out the invoice and move it to the Paid tab. Click the radio button to select “Yes” for Complete, click the calendar widget for Date Completed and navigate to the current date to select it, then click the Save Invoice button to save changes.

When the final payment is applied to an invoice and it is marked Complete, the invoice moves from the Sent – Balance Remaining tab to the Paid tab (example shown below).

Invoices in the Paid tab can be opened as read-only, but cannot be revised.

ARC Orders _ Billing Processing 11.02.01 P-1.pdf
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Navigation in iRIS™

Path Directory Tree

Back Button

Charge Ticket

Orders

Animal Ordering Process Overview

Add Species to Application (Study Side / Role)

Approve the Submission (Board Side/Role)

Place the Animal Order (Study Side / Role)

Approve and Place the Animal Order (Board Side / Role)

Process Receipt of the Animal Order (Board Side Role)

Animal Management (Study Side / Role)

Animal Transfer Processing

Internal Transfer Order

Sending Study Transfer Request

Receiving Study Signoff and Approval

External Transfer Order

Receiving Study Transfer Request

External Transfer Coordinator Signoff and Approval

Animal Order Processing

Animal Order Receipt

Order Processing

Approved for Ordering

Study Side

Board Side

Orders Pending Approval

Pending Orders to Vendor

Recurring Orders

In Progress Orders

Received Orders

Quarantined Orders

Completed Orders

Order Billing

Order Reconciliation

Orders Page Find an Order Filters

Search by Form Types

Search by Species

Search by Vendor Name

Search by Vendor Invoice Number

Search by Principal Investigator

Search by Facility Name

Find an Order Page

Material Order

Add Material Order

Edit Material Order

Delete Material Order

Per Diem Collection

Add a New Per Diem Date

Delete a Per Diem Date

Add a New Per Diem Recurring Pattern

Edit a Per Diem Recurring Pattern

Delete a Per Diem Recurring Pattern

Billing Dashboard

View Billing Item Charge Details

Create an Invoice

Finalize Invoices

Apply Payments to Invoices

Edit Associated Item Billing

Enter a Payment

Complete and Close Invoices

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