Transcript Account Create & Maintenance Training

CSU Kuali Days
Welcome to CSU Kuali Days!
Overview Session for:
Kuali Basics
April-May, 2009
Kuali Basics
Training Team Members
•
•
•
•
•
•
•
•
Mary Atella, CSFS 1-3850
Jennifer Daniel, Campus Recreation 1-1599
Nancy Grice, CO Water Institute 1-6724
Lynn Johnson, B&FS 1-1550
Carolyn Kasdorf, Engineering 1-3965
Valerie Monahan, B&FS 1-3001
Kathy Reese, College of Liberal Arts 1-0210
Genevra Scott, Budget Office 1-1359
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-Kuali Basics
System Benefits
• KFS – Developed by and for Higher Education
• Consolidated financial system – REPLACES FRS and
CIS
• Workflow - electronic routing approval process
• Built in checks and balances thus reducing mistakes
• Creates audit trail
Training Sessions
•
•
•
•
•
•
•
•
•
Basics
Journal Entries
Budget Adjustments
Cash Receipts/Credit Card Receipt/Advance Deposit
Purchasing and Accounts Payable
Internal Order (IMO), Internal Billing and WOA’s
Account Create
Capital Asset Management (CAM)
Research Operations
Terminology
•
Financial Records System Term
Kuali Financial System Term
• FRS
KFS
• No equivalent FRS code
Chart code (CO)
• General Ledger (GL) Acct
(022376)
Account (2237600)
• Sub Ledger (SL) Acct
(223760)
• Account Control (GL)
(1437, 2020)
• Subcode (SL)
(0600, 4000)
Object Code (1437,2020)
(4380,6600)
Terminology
Financial Records System Term
Kuali Financial System Term
• Authorization for Expenditure Disbursement Voucher (DV)
(AFE)
• Intramural Order (IMO)
Internal Order (IO)
• Acquisition Card (Acard)
Procurement Card (Pcard)
Kuali Discovery Project
• Kuali Implementation – CSU Kuali login, Tip of the
Day, Guides and Documentation
• Discovery Process – Schedules & Planning, Kuali
Updates, Guides and Documentation
• Archive – Tip of the Day Archives
• Conversions – FRS to Kuali Conversions
Tip ofLog
the In
Day
http://kuali.colostate.edu/
Kuali Tips
• 4/10/2009 - Fund & SubFund Structure (Ver 1.2)
• 3/30/2009 - Object Codes Attributes (Ver 1.0)
• 3/18/2009 - Object Codes Conversion (Ver 1.0)
• 2/5/2009 - Account Structure (Ver 1.0)
Helpful Tools
Guides and Documentation
Fiscal
Roles/Responsibilities
• Fiscal Officer
-Fiscal Managerial Staff
• Account Manager (fiscal)
-College Business Officers, Departmental
Administrators or equivalents
• Account Supervisor (programmatic)
-Directors, Department Heads (Chairs) Principal
Investigators
Fiscal
Roles/ Responsibilities
• Fiscal Officer
-account level oversight role
-individual (not a group)
-each e-doc requires Fiscal Officer approval
-authority can be delegated – check with your
College Business Officer for details
Fiscal
Roles/Responsibilities
• Account Manager (fiscal)
-ensures the accomplishment of financial
objectives
-funds are spent according to plan and allocation
of expenses is appropriate
-no transaction approval
Fiscal
Roles/Responsibilities
• Account Supervisor (programmatic)
-Provides a leadership role as a supervisor
providing oversight for account management
-Account Supervisor cannot be the same as the
fiscal officer or account manager
Kuali Approval Matrix
Typical Transaction Approval Routing
Fiscal Officer
Up to $1,000
Dept Group App
Div Group App
Up to $10,000
$10,000 +
Other approvals may be necessary either based upon the nature or $
amount of the transaction - examples
-purchase of live animals
-new account creates
Authentication- EID (name)
Log off by clicking the close the window or the web browser
Feedback Link
Menu Tabs
Main Menu
Workflow Menu
Buttons
Current User
Message of
the Day
Menu
Group
Sub-menu
Group
E-Doc Screen Layout
• Each option on the main menu is setup virtually the same
• Document Header – document number, initiator, created, status
• Document Body – layered stack of tabs, each tab will be tailored to
the individual tasks to be performed
Help
Document
Type Name
Document
Header
Tabs
“expand
all/collapse
all” Buttons
“show/hide”
Buttons
Workflow
Action
Buttons
Document
Body
Standard Transaction
Tabs
• Document Overview – Description, Explanation, Org Doc
• Accounting Lines – enter details of transaction including account
number, object code, amount
• General Ledger Pending Entries –pending entries display after saving
or submitting the document
Standard Tabs
• Notes and Attachments – additional notes and documentation, or
system generated remarks
• Ad Hoc Recipients – allows the user to interrupt the normal workflow
routing to include additional individuals not in the routing path
• Route Log – displays workflow status details
Document Overview
• Required fields marked with an asterisk * for most
documents
• Description – appears in the action list and in doc search,
maximum 40 characters
• Explanation – enter detailed purpose or justification,
maximum of 400 characters
• Org. Doc. # - optional user-defined document number
• Total Amount – this field populates after the document has
been saved or submitted
Accounting Lines
• Chart Code - defaults to CO
• Account Number - enter account number (current
account numbers need a zero added to the end) or do
a search
• Object Code - enter object code (FRS= subcode)
• Current Amt - negative amounts are not allowed
(exceptions to this rule are Cash Receipts and Internal
Billing)
Accounting Lines
• Add – click button and required fields will populate, a
blank accounting line will appear above the added entry
• Balance Inquiry – this gives available balance for
account (this is not available in all types of documents)
• Important Note - the total adjustments must net to zero
or error message will appear when clicking add or
submit
Sub Accounts/Sub
Objects/ Projects
Optional user defined fields
• Sub Account – allows tracking of activity within a
particular account at a finer level of detail
• Sub Object Code – finer distinction within a particular
object code on an account
• Project Code – assigns an identifier to transactions
that may span multiple accounts
Consult with your Business Officer
Help Icon
• Help Feature - access to help navigation is available by
clicking on the Help Icon, a description of the screen you are
in will appear
Field Lookup
• Field Lookup – allows you to lookup reference table information
and displays a list of valid values for you to select from
Field
Lookup
1. Fill in one or more search criteria, or leave blank to retrieve all
data
2. Symbols * and % may be used as wildcards
3. Click Search
Field Lookup (cont.)
• List of applicable values displays, you may do one of
the following:
• Return value – returns line information to the main
document
• Return with no value – directed back to main document
• Sort - click name of column to sort retrieved values
General Ledger
Pending Entries
• Displays actual line items in the entry that will be posted to the
General Ledger once the document has been saved.
• Prior to saving the document, this tab contains the message
“There are currently no General Ledger Pending Entries
associated with the Transaction Processing Document”
Notes and Attachments
• Displays user notes, attachments, or system-generated
remarks about the document
• Posted Timestamp and Author - display only
• Note Text – required if adding to this tab
• Attached File – optional, similar to attaching a file in email
• Click add to include your notes to the document
Ad-Hoc Recipients
• Allows interruption of the normal workflow routing of document to include
additional individuals or workgroups in routing path
• Action Requested –
Acknowledge- allows entry to process and post if ad hoc recipient does
not acknowledge
Approve- holds up entry before posting
FYI - allows entry to process and post if ad hoc recipient does not FYI
Ad-Hoc Recipients
• Person Requests: click magnifying glass to enter Person Lookup
screen, click search after entering criteria and click return value link for
person/workgroup desired.
• Click add in the Actions column to add the current line
• Ad Hoc Groups:
Namespace Code - automatically populates after a group is selected
Name – enter workgroup name or click magnifying glass to search for a
specific workgroup
• Click add in the Actions column to add the current line
Route Log
• Route Log tab displays details on workflow status and
actions taken
Document Actions
Select document link from main menu, complete
required tabs then choose the appropriate action as
listed below:
• Copy – retrieve the document you want to copy, click
copy and a duplicate document with a new document
ID is created (this is helpful when creating similar
entries)
• Save – after entering the Description field (at minimum)
click save to work on the document later, a message
will appear in the upper left corner- “Document was
successfully saved.”
Basic Operations (cont.)
• Submit – message will appear in top left of screen
indicating successful submission, additionallyautomatic error checking prevents inaccurate or
incomplete documents from being submitted and a
message will appear indicating problem(s)
• Cancel – click the cancel button if you wish to delete
the document, click yes when prompted “Are you sure
you want to cancel?”
• Close – click close to return to the main menu, you will
be prompted to save the document before exiting
Main Menu – Action List
Action List
• Action List – view and act on the documents currently
pending your completion, acknowledgement, approval, and
FYI
Action List Preferences
• Preferences – enter personal preferences for Kuali such as
automatic refresh rate, action list page size, email
notification, row colors based on the status of the document
Action List Preferences
cont’d
Main Menu – Doc Search
Doc Search
• Doc Search – allows user to search for a document (the
asterisk * is the wildcard)
• Initiator Network id – user id of document initiator
• Document/Notification id – document number for transaction
• Date Created From/To – enter date or range of dates to
search
• A list of transactions that meet the criteria will populate below
the doc search menu
Search Results
• Links or icons associated with retrieved data allow you to
drill down for more detail
• Document /Notification Id Drilldown – click link to open
document
• Route Log Lookup – click route log icon to see where the
document is in the routing process
• Results may be exported into CSV (comma separated value), a
spreadsheet (excel), or XML formats
Balance Inquiry
• Found in two places:
1. Main Menu
2. Accounting Lines within document
Balance InquiryAccounting Lines
• Accounting Lines – once an accounting line has been filled
in, click add. The bal inquiry button appears above the
delete button
Balance Inquiry
Report Menu
• Available Balances - cumulative by object code
• Balances by Consolidation – highest reporting level
• Cash Balances - beginning, year-to-date, and avail cash
• General Ledger Balance - object code bal. by month
• General Ledger Entry Inquiry - transactions that make up
balance
• General Ledger Pending Entry - pending transactions that
make up balance
• Open Encumbrances Inquiry - detail for open encumbrances
Balance Inquiry
Example
• Balances by Consolidation – click the second option from
the Balance Inquiry menu and you will be taken to a lookup
criteria screen
• Enter fiscal year, chart code, and account number, then
click search
Balance Inquiry
Example (cont.)
• A list of account information will appear including: original
budget, actuals, encumbrances, and account balance
• Drilldown further by clicking on underlined items
HELP
• Training team members
• Help Desks
• Training materials located on B&FS website
• Taped sessions will be available on the
B&FS website
• Upcoming hands-on training labs in June
QUESTIONS???