Consumable and Capital Item Groups - CPT

1. Click Add above the Consumable and Capital Items Groups grid. The Create Consumable and Capital Item Groups popup displays.

2. Enter a name for the group of similar items in the Name field (mandatory). Examples: Travel, Facilities/Buildings

3. In the Display Order field, enter a number to indicate the sort order of the group in the grid. 1 is at the top.

4. For the Outward Expenses? slider, indicate if the new group is for expenses that are related to sub-contract work, other services or costs that will be paid out for the project. Any costs for items in this group will be deducted from the total price received from an external funder (not including: a) salary of externals, b) cash consumable and capital items identified as outward expenses, and c) disbursements to external organisations)  to calculate the amount of funding remaining with the institution in a Staying with the Institution field in an RPR eForm used for CPT.

5. In the Items field, click the down arrow to display a list of items. Select one or more items to add to the group, then click Close to close the list. Source

6. If you want to create a new group after saving, click the Create another checkbox.

7. Click Save. If creating another group, repeat steps 2 to 4 above. At any time if you change your mind and no longer want to create a group, click Close.

Edit a group

You can edit a group however changes will not be applied to existing projects that have had a costing initiated.

•        To delete an entire group, go to the Consumable and Capital Items Groups grid, select the checkbox to the left of the item and click Delete at the top right of the grid.

To change the details for a group, click the linked item in the first column in the grid for the group to open the group and make one of the following changes:

•        To change the group name, place your cursor in the field and edit it directly.

•        To change the order of the group in the grid, place your cursor in the field and edit it directly.

•        To remove an item from the group, click the cross (x) at the top right of the item.

•        To add items to the group in the Items field, click the down arrow to display a list of items. Select one or more items to add to the group, then click Close to close the list.

•        To re-name or add new items that do not appear in the Items field list, go to the Finance Category Types category under RME > Setup > Categories > Common Categories > Finance Category Types.

•        You can enter guidelines for an item that display in an eForm from the Help icon (?). See: Consumable and Capital Item Guidelines.

Change funding rules

When you configure funding rules, they are stored as a master copy in RME. When a costing record is created for a project, the system determines the applicable rules based on the project details, AOU, project type and/or fund scheme, as relevant. The rules that are applicable are collated and copied as a kind of “snapshot” from the RME master and saved as an internal copy to that individual costing record in CPT. The saved internal rules are then used for all costing and pricing calculations for that project.

Once a costing has been initiated for an existing project in CPT, changes to the master funding rules are not updated in the internal copy in the record unless new rules are applied to a project in the Funding Rules page in CPT, or the Primary AOU field, Project Type field and/or Primary Fund Scheme field has been changed, for which  different funding rules may now apply.

•        If new funding rules are applied to a project in the Funding Rules page in CPT, previous funding rule values will be replaced with new values noted in the page. The project costing and pricing is recalculated based on the new rules, which is confirmed with a message.

•        If a primary AOU, Project Type or primary Fund Scheme field is changed, internal funding rules are updated and changes are applied to all existing records, except for changes to Consumable and Capital Items.

•        Changes to the configuration of the Consumable and Capital Items in RME (rename a group, add a new group or item, delete a group or item) will not be updated for existing costing records in CPT.

•        If there are no changes to the Primary AOU, Project Type or Primary Fund Scheme fields, changed funding rules will only be applied to newly-created Project records in CPT.