Many PIs choose may need to grant lab managers the ability to also serve as a financial manager for their lab within iLab. Once a PI designates a Lab Manager as a Financial Manager, the Financial Manager will then have all of the same capbilities with the lab as the PI and also have
- The ability to set and approve budgets
- Approve research requests that exceed the auto-approval threshold amount
- Be able to be the primary contact to receive invoices sent from core facilities.
The video below will give you a quick overview of Designating a Financial Manager. Below the video, you will find step by step instructions for designating a financial manager for your lab.
Please expand the video transcript for more information
Welcome!
In this video, we will walk through designating a financial manager to help you manage your group within iLab.
As a PI, you may want to designate a financial manager for your lab. A financial manager has additional abilities to be set as a primary lab contact which means that they will receive lab invoices in their mail. Lab Financial Managers have the ability to set and approve budgets and approve research requests that exceed the auto-approval threshold amount for the requesting member.
We will again be the PI, Jane Smith for this example.
Designating a financial lab manager is a two-step process. First, we need to make the user a financial contact under member settings, and Second, we need to go to the Group Settings tab to set the Lab Primary Contact. We will start by making Fred Nerk a financial contact.
On the Members tab, under Lab Members and Settings, find the member to which you wish to add the ability to be a financial contact. We are using Fred Nerk.
To the far right of Fred’s name, click on the pencil icon to edit this user’s Membership.
This opens up settings for Fred Nerk. Under the ERP ID column, just below the Can Order? checkbox is a box allowing us to designate Fred as a Financial Contact. Check this box and then click SAVE on the right.
We can see from the dollar sign icon to the right of Fred Nerk’s member listing that he is now designated as a Financial Contact.
Next, select the Group Setting tab.
On the Group Settings tab, under Communications Settings, you can set the Lab Primary Contact.
If you hover over the current lab primary contact, the field will turn to gray. Click on the name and a drop-down will appear.
In the drop-down are the names of all of the lab’s financial contacts. You added Fred Nerk in the previous step. If you do not see his name, refresh the screen and click on the drop-down again.
Here, you want to select the financial contact that you want to receive invoices in their email. While only the selected member will receive the email invoices, all financial managers are able to view them within iLab.
Jane wants Fred to receive the emails as she has limited access to email. Select Fred from the drop down list and click on the Save preferences button at the bottom left of the page.
A brief screen indicator will appear stating that your preferences have been saved.
Jane now has two lab managers and she has chosen for her invoices to be sent to her lab financial contact, Fred Nerk.
For more information, please see iLab Support at help.ilab.agilent.com or you may visit the PennState Training Site at ilabtraining.psu.edu.
Thank you for Watching!
To add a lab member as a lab manager (they are not already part of your lab):
- Navigate to your lab within iLab.
- Go to the Members tab.
- Under the Lab members and settings section, click the pencil icon at the end of the user’s row for the lab manager you want to also make a financial manager.
- In the now editable user line, under the ERP ID column in the user’s row, check the Financial Contact checkbox.