Transcript Account Create & Maintenance Training

CSU Kuali Days
Welcome to CSU Kuali Days!
Overview Session for:
Budget Adjustment
April-May, 2009
Name
Training Team Members
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•
•
•
•
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Susan Becker, LSC 1-0419
Janice Inman, B&FS 1-6752
Nancy McDonald, HDS Admin 1-4713
Angie Nielsen, Office of Budgets 1-1689
Nora Oakson, Student Affairs 1-3374
Genevra Scott, Office of Budgets 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-Budget
Adjustment
• Reallocate current budget
• Transfer budget from one account to another within the
same fund group
• Establish budget lines in new accounts after FY begins
• Error Correction for Budget Adjustment document
Main Menu
Transactions Menu Group
Getting Started
Document Overview
• Description - add a description for your budget adjustment
• Explanation - enter detailed explanation for budget
adjustment
• Org Doc # - not required, user defined number
• Year - defaults to current fiscal year
• Total Amount - populates automatically after amounts are
entered in the Accounting Lines fields
Accounting Lines
• From/Decrease - account transferring budget from
• To/Increase - account transferring budget into
Mandatory Fields
• Chart Code - defaults to CO
• Account Number - enter account number budget is being
transferred From/Decrease (current account numbers need a
zero added to the end)
• Object Code - enter object code (previously known as budget
pool/subcode)
• Current Amt - enter amount of budget adjustment, negative
amounts are not allowed (watch extra zero in this field)
Mandatory Fields cont.
• Add - select the add button to enter the mandatory fields
into the accounting lines
• Balance Inquiry – this gives available balance for account
• Repeat steps from previous slide for the To/Increase side of
the transaction
• Important Note - the total adjustments must net to zero
Monthly Lines - Optional
• Click Monthly Lines button to expand months 1-12
• This function allows a breakdown of amounts to be adjusted
for each month
• Important Note: Month 1 = July
Additional Tabs
• The remaining tabs are optional
• Review budget adjustment entries carefully
• Select the Submit button if you are ready to send the BA out
for approvals
• Select the Save button if you are not finished with, or ready
to release the BA
• Select Close or Cancel if you do not want to save the
information you have entered
Submit
• After clicking the submit button, you will see at the top of
your screen either “Document was successfully submitted”
or a message in red describing the error to be resolved
• Three buttons will appear in the lower portion of the screen:
• Reload - refreshes screen to show most recently saved
information
• Close - you will be prompted to save before closing
• Copy - a copy of your budget adjustment will be loaded into a
new form
Error Correction
• Automatically corrects a document by creating a new
document that reverses the original transaction
• Used on documents that have completed the routing
process and have been fully approved
• Button is only available after the original document has been
reloaded
Import Lines - Optional
• Open Excel import template
• Required fields:
• Chart - will always be CO
• Account - account number
• Object - enter object code (previously known as budget
pool/subcode)
• Cur Budg Adj Amt - dollar amount
• Save as .csv file
Must create separate templates for From/Decrease and To/Increase lines
Import Lines
From/Decrease
& To/Increase
• Click Import Lines button in the From/Decrease or
To/Increase section
• Select Browse, navigate to the location of your .csv file, then
click the Add button
• Your template will load into the appropriate section of the
BA form
Lab Exercises
• Reallocate current budget
• Transfer budget from one account to another
within the same fund group
• Establish budget lines in new accounts after FY
begins
• Create one sided entries
• How to import lines
• How to use error correction
QUESTIONS ???