FINANCIAL DOCUMENTS: PURCHASING CAPITAL EQUIPMENT

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Presentation transcript:

FINANCIAL DOCUMENTS: PURCHASING CAPITAL EQUIPMENT KUALI CAPITAL ASSET MANAGEMENT (CAM) FINANCIAL DOCUMENTS: PURCHASING CAPITAL EQUIPMENT Business and Financial Services, Property Management Presenter: Debra Ellison

Log-On to the CSU Home Page

Sign into the Training Site

Sign into the Training Site Choose your campus Enter your EID and password Click on “Login” Type in the HTTP to get to the training site log in. Also, before you leave, make sure you log out. (click through instructions)

MAIN MENU Make sure you are in the training environment and you are on the Main Menu tab.

AGENDA Requisition Document Document Overview Tab Delivery Tab Vendor Tab Items Tab Entering Line Items Costs to Include Costs to Expense Entering Accounting Lines Editing Split Funding Capital Asset Tab Account Summary Tab Making Changes Payment Info Tab Additional Institutional Info Tab Notes and Attachments Tab

Requisition document Make sure you are in the training environment and you are on the Main Menu tab.

Collapse all button

Document overview tab The Document Overview Tab provides a place for the description, organization document number, and explanation regarding the purchase.

Document overview tab Description: Enter “Test”. Organization Document Number: Enter any necessary information or leave blank. Explanation: Enter any necessary information or leave blank.

Delivery TAB The Deliver To name will become the Asset Rep Principal Name. The Delivery Tab states where to deliver the item and to whom.

Delivery TAB The Deliver To name will become the Asset Rep Principal Name. Delivery Campus: Defaults to MC – CSU Main Campus Building: Click on the magnifying glass.

BUILDING LOOKUP Enter Building Code 0926 Click on “search”. Click on “return value”.

Delivery TAB Once returned, you can click on “set as default building” and it will use this building information on future requisitions. Room: Enter 308 Delivery To: It should auto fill the “Delivery To” with your name. Delivery Instructions: Used for internal purposes only.

Vendor TAB The Vendor Tab is the seller. If you can’t find your vendor, you may need to create a vendor. Please contact AP for assistance with creating a vendor. If it will go out to bid, you can put “out to bid” in the vendor name. Also, if you are using a shop catalog vendor, you will need to upload the quote from the shop catalog site and not manually enter it in the requisition. If you have questions on this, you can contact procurement for assistance. The Vendor Tab is the seller.

Vendor TAB Vendor: Click on the magnifying glass. If you can’t find your vendor, you may need to create a vendor. Please contact AP for assistance with creating a vendor. If it will go out to bid, you can put “out to bid” in the vendor name. Also, if you are using a shop catalog vendor, you will need to upload the quote from the shop catalog site and not manually enter it in the requisition. If you have questions on this, you can contact procurement for assistance. Vendor: Click on the magnifying glass.

Vendor LOOKUP Enter “D C S PHOTO INC” Click on “search” Click on “return selected”

Items TAB The Items Tab identifies what is being purchased and the account(s) used to pay for the purchase.

Items TAB The Items Tab should be lined out to match the quote. If the quote has a price next to an item, that item should have a line on the requisition. This allows AP to process payments and/or credits correctly. If you need to use a template to import lines, contact Procurement.

Items TAB Quantities are required for capital assets, unless it is a service. Receiving is required on capital assets. Services will be coded differently in the Capital Asset Tab to allow for a “no quantity”.

Items TAB Upload quotes from Shop Catalog sites. Shop Catalog items should not be entered manually. If you have a special quote, contact Procurement. If uploaded, you won’t be able to edit the unit cost.

Entering line items When entering line items, consider the following: How many assets are being created? If more than one asset, are they identical or different? Is the line item a stand-alone item or an item that will be combined with other line items? (this will help determine the object code) COSTS THAT ARE ADDED TO THE VALUE OF THE ASSET: Shipping or Freight Transportation or In-Transit Insurance Installation Cost of Assembling the Asset Preparing the Site and Asset for its intended use Attachments, Accessories or Auxiliary Apparatus that are necessary to make the property useable for the purpose of which it was acquired. If these added costs create a value of $5,000.00 or more, a capital asset object code should be used. Upgrades or Betterments, $1,000.00 or more for same FY, $5,000.00 or more for items purchased in a prior FY. Assets are recorded net of cash and other earned discounts. Two for one (BOGO). For trade-ins, the BV of the asset being released is added back to the cost of the new asset.

Entering line items The following are expensed regardless of cost: Repair or replacement parts that are not considered a betterment or upgrade (use 6202-Repair Parts). An item or substance that has no shape or identity, or loses that shape or identity upon detachment or removal from its original location (i.e. Materials/Consumables). Demolishing or dismantling, reassembling or reinstalling due to movement or rearrangement of equipment. Maintenance*, Warranty* or Service Agreements* (6602- Maintenance Services or 6802-Repair Services). Training* Support Agreements* *If these items are lumped into the asset cost without a separate amount, then they are capitalized. Any item that does not meet the one year capital criteria.

Items TAB Line 1 Item Type: Quantity Quantity: 1 Unit of Measure (UOM): EA (each) Description: TV Video Camera Unit Cost: $10,000.00 Click on: “add” Should this line be capitalized?

Items TAB Line 2 Item Type: Quantity Quantity: 1 Unit of Measure (UOM): EA (each) Description: Video Editor Unit Cost: $3,000.00 Click on: “add” Should this line be capitalized?

Items TAB Line 3 Item Type: No Quantity Quantity: Blank Unit of Measure (UOM): Blank Description: Maintenance Package Unit Cost: $500.00 Click on: “add” Should this line be capitalized?

Items TAB Line 4 Item Type: No Quantity Quantity: Blank Unit of Measure (UOM): Blank Description: Training including travel Unit Cost: $900.00 Click on: “add” Should this line be capitalized?

ENTERING ACCOUNTING LINES Once you have entered the line items, you will need to enter the accounting lines. You will have the following options in the Items Tab: Setup Distribution. This will distribute the funding to all lines that do not have any Accounting Lines information. NOTE: You may need to edit the Accounting Lines if you use this method. Remove Accounts From All Items. This will delete all Accounting Lines from each line item. Remove Commodity Codes From All Items. This will delete all commodity codes from each line item. Expand All Accounts. This will show all Accounting Lines for each line item. Collapse All Accounts. This will hide all Accounting Lines for each line item. Click on: “expand all accounts”.

ENTERING ACCOUNTING LINES Entering accounting lines individually.

ENTERING ACCOUNTING LINES INDIVIDUALLY Find the line you want to add the accounting lines to. Account Number: 1356580 (if needed, you can use the magnifying glass to lookup an account). Object Code: Enter the appropriate object code (HINT: CSU title, fund source code 61, asset type code 00004SI). Enter: 8210 Click on: “add”

Entering Accounting Lines using SETUP DISTRIBUTION Click on “setup distribution”

Entering Accounting Lines using SETUP DISTRIBUTION Account Number: Enter 1356580 Object Code: Enter 6201 NOTE: Whatever object code is entered will be applied to all lines. Click on “add”.

Entering Accounting Lines using SETUP DISTRIBUTION Click on “distribute to items”.

EDITING THE ITEMS TAB Adding Lines To add a line, in the Items Tab, go to the “Add Item” section.

EDITING THE ITEMS TAB Adding Lines Add the following Line (Line 5) Item Type: No Quantity Quantity: Blank Unit of Measure (UOM): Blank Description: Shipping Unit Cost: $100.00 Click on: “add”

EDITING THE ITEMS TAB Adding Lines This will add the line.

EDITING THE ITEMS TAB After you added the line, you will still need to add the Accounting Lines. Click on: “show”. Account Number: Enter 1356580 Object Code: Enter the appropriate object code Enter: 8210 Click on: “add” Should this line be capitalized? Once an accounting line has been added, you can add additional accounting lines (for split funding). Change the account and/or object code. Or delete accounting lines.

SPLIT FUNDING SPLIT FUNDING LINE 1 Change the quantity to: 2 Account Number: Enter 5370990 Object Code: Enter the appropriate object code (HINT: CSU title, fund source code 21, asset type code 00004SI) Enter: 8230 Change the Percent on both lines to: 50 Enter the amount: $10,000.00 Click on: “add”

SPLIT FUNDING When split funding is used to purchase multiple assets, Kuali splits the funds based upon the way the line items were set up. If you are wanting to purchase identical items on separate accounts, (i.e. one item on one account and a duplicate item on another account), do not split fund the line item. Create a separate line item for each account or create a separate requisition.

EDITING THE ITEMS TAB To delete an account, select the account. Click on: “delete”. This will delete the account from the line. Change the percent back to:100 Change the Quantity back to: 1

EDITING THE ITEMS TAB If you used “setup distribution”, you may need to change the object code on some lines. Line 1 is capital, object code 8210 (capital equipment).

EDITING THE ITEMS TAB Line 2 is non-capital, object code 6201 (general supplies).

EDITING THE ITEMS TAB Line 3 is a service, object code 6602 (maintenance). Change the object code to: 6602

EDITING THE ITEMS TAB Line 4 is a service, object code 6601 (general services). Change the object code to: 6601

EDITING THE ITEMS TAB Line 5 is a service, object code 8210 (capital).

EDITING THE ITEMS TAB If you need to delete a line, select the line you want to delete (Line 5). Click on “delete” This will delete the entire line, including the accounting lines. NOTE: Deleting lines may also delete information in the capital asset tab.

EDITING THE ITEMS TAB Other edits: Edit Line Items Change from “quantity” to “no quantity” or “no quantity” to “quantity” Change the quantity amount Change the unit of measure (UOM) Change the catalog number Change the commodity code Change the description Change the unit cost NOTE: If uploaded from Shop Catalog, these options may not be available. NOTE: It is best to do all editing prior to completing the capital asset tab and/or saving your document.

CAPITAL ASSET TAB The Capital Asset Tab is used to provide the asset processor with the necessary information to create assets and only brings in lines that used a capital asset object code.

ENTERING SYSTEM SELECTION Capital Asset System Type: Defines how line items are to be combined, not how many assets are being created. Individual Assets: Used when none of the lines on the requisition will be combined in any manner. Any lines using a capital object code will create an individual asset (or assets based on the quantity ordered on that line). (EACH LINE ITEM STANDS ALONE) Multiple Systems: Used when capital line items are combined in different ways to create an asset or multiple assets with different costs. It is also used when modifying an existing asset or when combining multiple requisitions to create an asset or assets. (MULTIPLE LINE COMBINATIONS) One System: Used when you are combining all of the lines together to make an asset or identical assets with identical costs. All lines must have a capital object code. (ALL LINES ARE COMBINED)

ENTERING SYSTEM SELECTION Select: Individual Assets

ENTERING SYSTEM SELECTION Capital Asset System State: Defines if you are creating a new asset, upgrading/modifying an existing asset. Modify Existing System: Used to add costs to an existing active asset. New System: Used to create a new capital asset or assets.

ENTERING SYSTEM SELECTION Select: New System

ENTERING SYSTEM SELECTION Click on: “select”.

INDIVIDUAL ASSETS Click on: “New”.

INDIVIDUAL ASSETS Capital Asset Note Text: Enter “Only line one is capital”. Manufacturer: Enter or click on “same as vendor” Model: Enter “TV100” Asset Type: Enter “00004SI” or click on the magnifying glass to lookup Location: Not required. Leave blank or enter, if known. However, if you use the location, you will need to match the quantities. Click on “save” at the bottom of your requisition.

Account summary tab The Account Summary Tab provides a summary of accounts, object codes, and amounts used in the Line Items Tab.

Account summary tab The Account Summary Tab can be populated by clicking on: “refresh account summary”.

Making changes If you need to make line item changes after you have completed the Capital Asset tab or after you have saved your document, it is important to know how changes will affect the Capital Asset Tab and the Account Summary Tab. The below changes will require updating the Capital Asset Tab and/or Account Summary Tab: Account changes Object code changes Quantity changes Description changes Unit Cost changes Adding a line Deleting a line

MAKING CHANGES Change the object code on line 2 to: 8210.

MAKING CHANGES In the Account Summary Tab, click on: “refresh account summary”. The Account Summary should now reflect the change.

MAKING CHANGES Determine how the change affected the Capital Asset tab. Does the line need to be brought in or removed? When changing the object code from non-capital to capital, the line will need to be brought in. When changing the object code from capital to non-capital, the line will need to be removed. Does the Capital Asset System Type need to be changed? How will the lines need to be combined or separated after the change? If you deleted a line, did it delete the capital asset tab information too?

EDITING THE CAPITAL ASSET TAB There are two actions to select from to edit the Capital Asset Tab. Change “change” will erase all entered data in the capital asset tab. Update View “update view” will update line item changes involving capital asset object codes. Lines will either be brought in or removed.

EDITING THE CAPITAL ASSET TAB Click on: “update view”. Line 2 is now brought into the Capital Asset Tab. Is the Capital Asset System Type correct?

EDITING THE CAPITAL ASSET TAB Click on: “change”. Click on: “yes”.

ENTERING SYSTEM SELECTION Select: “Multiple Systems”

ENTERING SYSTEM SELECTION Select: ”New System”

ENTERING SYSTEM SELECTION Click on: “select”.

MULTIPLE SYSTEMS Multiple Systems differs from Individual Assets and One System. You will not be asked for the Manufacturer, Model, Asset Type Code, or Location. It is important to provide how lines are to be combined and how many assets will be created, as well as the description of the asset or assets. The Capital Asset Note Text and Capital Asset System Description boxes are used to provide all necessary information to the asset processor.

MULTIPLE SYSTEMS Capital Asset Note Text: Enter “Combine lines 1 & 2 for one asset” Capital Asset System Description: Enter “TV Video Camera w/ Editor” Capital Asset Transaction Type: Enter “NEW” for both lines Click on: “save” at the bottom of your requisition.

MODIFY EXISTING Multiple Systems is also used when modifying an existing asset. Modify Existing is used to add costs to existing assets or when setting up a direct vendor lease (a lease not going through CSURF). Additional costs include: Betterments/Upgrades The threshold for current FY additions is $1,000 The threshold for previous FY additions is $5,000 When setting up a Direct Vendor Lease, a lease payment object code is used. Do not use a lease payment object code for down payments on leases. The Payment Info Tab will also need to be completed.

MODIFY EXISTING Click on: “change” Click on: “yes”

MODIFY EXISTING

MODIFY EXISTING Add Asset Number: This is the Asset Number (not the decal number) of the asset you are adding the costs to or making the lease payment on. If you only have the decal number, click on the magnifying glass to look up the asset number using the decal number. Enter Tag (decal) number: 323137 Click on: “search” Click on: “return value” Click on: “add”

MODIFY EXISTING You will have the option to add additional asset numbers. You will also be able to delete and replace any entered asset numbers. The Capital Asset Note Text is used to provide information. Especially when multiple asset are being modified. Capital Asset Note Text: Enter “This is an upgrade to decal 323137”.

MODIFY EXISTING Capital Asset Transaction Type: Enter “Modify Existing” for both lines If this was for a Lease Payment, your line must have “no quantity” and you would select “Capital Lease”.

MODIFY EXISTING Click on: “save” at the bottom of your requisition. NOTE: Currently, “change” is not working when Modify Existing System information has been entered. Click on: “copy” at the bottom of your requisition.

One system On your copied document, edit the line items as follows: Delete line 4 Change the description on Line 3 to “Shipping” Change the object code on line 3 to 8210

One system Review: A line was deleted A description was changed An object code was changed How do the changes impact the Account Summary Tab? Click on: “refresh account summary” Review the Capital Asset Tab.

ONE SYSTEM

One system Capital Asset Note Text: Combine all lines for one asset Capital Asset System Description: TV Video Camera System Manufacturer: Enter if different from Vendor, or click on “same as vendor” Model: TV100 Asset Type: Enter 00004SI or do a magnifying glass lookup How Many Assets?: 1 Capital Asset Transaction Type: L1: New; L2: New; L3: Other Service

One system This is what your completed Capital Asset Tab will look like: Click on: “save” at the bottom of your requisition.

Payment Info tab The Payment Info Tab is used when a department is leasing equipment directly from a vendor.

Additional Institutional Information tab If it didn’t pre-populate, enter all asterisked items. Note here, the Requestor’s name is the person typing the doc or you could put the responsible person…it will fill in as the Organization’s inventory name. Add the phone number and email. The Additional Institutional Information Tab provides the requestor’s name and contact information. You may need to add the phone number and email. This information will fill in as the Organization’s Inventory Name on the asset record.

Notes and Attachments tab The Notes and Attachments Tab is used provide backup information and attach backup documents; including quotes, equipment release documents, equipment authorization requests (EAR’s), etc.

DOCUMENT OPTIONS Your document will have the following options: Calculate. This will calculate the line items. Submit. This will submit the document for routing. Save. This will save the document and check for errors. Reload. This will return to information prior to editing. NOTE: Once you save your document, it will not reload to the original state. Close. This will close out of the document. Cancel. This will cancel the document. Copy. This will make a copy of the document. NOTE: The capital asset tab will not copy. Click on: “submit”.

Questions?

FORMS REPORTS TRAINING You can find a lot of information from the Property Management site. From CSU’s main webpage select P from the A-Z lookup, then click Property Management To add CAM Processor role for a user go to BFS webpage, Forms, Access Applications and Signature Forms, “Application for Kuali Financial System”; be sure to check the KFS Capital Assets KFS-CAM Processor checkbox TRAINING REFERENCE

Capital Asset Management (CAM) Financial Documents Thank you for watching this presentation by the Property Management Office 491-2899 Jacque Clark – Property Administrator / Cost Accountant 491-6513 Laila Dillsi - Leases / Accounting 491-7362 Cheri Richardson – Accounting 491- 2270 Debra Ellison – Admin Asst / Acct Tech III 491-1045 Rachel Drenth – Inventory Specialist / Data Entry 491-1358 Michelle Miller - Inventory Specialist / Data Entry We are available to help Capital Asset Management (CAM) Financial Documents