Transcript CSU Kuali Days - Colorado State University

CSU Kuali Days
Welcome to CSU Kuali Days!
Internal Order
Internal Billing
Work Order Authorization
April-May, 2009
Internal Order, Internal
Billing, WOA
Training Team Members
Bev Burton
Morgan Library
John Hunter
Financial Systems Services
Connie MacNaughton Financial Systems Services
Laura Streit
Business & Financial Services
491-1885
491-1956
491-2099
491-7099
Accessing the Kuali
Financial System
• A link to the test site of KFS is provided on the
B&FS website.
• Effective July 1, 2009 access to KFS will be
through the Campus Administrative Portal at
https://cap.is.colostate.edu
• Log in using your eID (name)
• Log out using the X
Important Reminders
• KFS goes live on July 1st for FY 2010
• Training materials are available at
http://kuali.colostate.edu and http://busfin.colostate.edu
• Virtual Kuali Help Desks can be accessed by
going to the CAP at https://cap.is.colostate.edu
OR by clicking on the “Provide Feedback” found
on most Kuali screens
Important Reminders
(cont.)
• Please contact any training team member for
assistance regarding this session
• Registration for current Kuali training sessions is
open until filled or completed
• Hands-on training labs are scheduled June 1st 5th and June 8th – 12th (additional information will
be provided soon)
Evaluations
Please complete the evaluation survey
- drop off in the session evaluation box
or
- with your training team member for this session
or
- return to Valerie Monahan: 6003 Campus Delivery
Overview - Internal Order
• Similar to our current IMO document
• “one-time” order between departments
• Used for pre-authorized orders
Transactions Group,
Financial Processing Section
Internal Order-Buyer
• Buyer selects supplier from drop down list
• Buyer inputs items, quantities, account, object,
amount
• Expense Object code must be a valid services,
supplies, inventory code (same as CIS IMO)
• Attach Who/What/Where/etc. form for hospitality
Internal Order-Buyer
• 20% Tolerance – supplier may (if necessary) bill
you for your estimated cost + 20%
• If Supplier bills over 20% - document re-routed for
additional approval (same as CIS IMO)
• Document not encumbered, but included in
pending entries
Internal Order-Buyer Side
Description
appears on
reports and on
approvers
action list
Add a detailed
explanation for
your entry
Internal Order-Supplier
• After buyer has approved the document, it will appear on
sellers action list
• Seller inputs their revenue account, object code, amount
• Revenue Object code must be a valid on-campus revenue
or deferred revenue object code (same as CIS IMO)
o FRS subcode 0800 = KFS object code 4800
o FRS subcode 0900 = KFS object code 4900
• 20% Tolerance – supplier may (if necessary) bill for your
estimated cost + 20%
Internal Order-Supplier
Side
Overview-Internal Billing
• Used by units who are providing goods/services to other
units
• Method to bill, with a pre-arranged agreement
• Record billings within your own unit
• Document creator (seller) needs to know both income and
expense accounts & object codes
• Examples:
o billing within the same unit between a 21 and 53 account
o allocate internal charges (copier usage)
o Allocations between a 21 and 22 account
Main Menu
Transactions Group,
Financial Processing Section
Document Overview
• Add a description for your billing entry
• Add an explanation for your document
• Total Amount is calculated as you add items
Description
appears on reports
and on approvers
action list
Add a detailed
explanation for
your entry
Accounting Lines-Billing
•
•
•
•
Income – enter the account receiving the income (credit)
Expense – enter the account to be charged for the expense (debit)
Org Ref ID – optional - similar to FRS field Reference 2
Enter a work order #, ticket #, or text to further describe your transaction
Enter the amount as a positive amount
Items Tab
• This Tab is optional
• Used infrequently
• Doesn’t impact or need to balance to the accounting line
Capital Edit (Assets)
• This Tab is optional
• Used rarely
• It is extremely unusual for a billing entry to be tied to an
asset
Additional Tabs
•
•
•
•
•
Review Pending Entries, if you wish
Add notes or attachments, as necessary
Add Ad Hoc Recipients, if you wish
Review Route Log, as necessary
Refer to the KFS Basics Training for more information on
these tabs
Accounting LinesReturn/Adjustment
• Income – enter the income account (reducing revenue – debit)
• Expense – enter the expense account (reducing expense – credit)
• Enter the amount as a negative
Overview – Work Order
Authorizations
• Similar to our current WOA document
o Fixed cost jobs (bids)
o Actual time & materials
• Used for pre-authorized Work Orders (primarily
Facilities)
• Plant fund transfers moved to the Transfer of Funds
document
Lab Exercises
• Create an Internal Order
• Create an Internal Billing
• Create a Work Order Authorization
QUESTIONS ???