CSU Kuali Days Welcome to CSU Kuali Days! Overview Session for: Kuali Basics April-May, 2009

Kuali Basics Training Team Members Mary Atella, CSFS Jennifer Daniel, Campus Recreation Nancy Grice, CO Water Institute Lynn Johnson, B&FS Carolyn Kasdorf, Engineering Valerie Monahan, B&FS Kathy Reese, College of Liberal Arts Genevra Scott, Budget Office

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 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 and Virtual Kuali Help Desks can be accessed by going to the CAP at OR by clicking on the “Provide Feedback” found on most Kuali screenshttps://cap.is.colostate.edu

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 1 st - 5 th and June 8 th – 12 th (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 TermKuali Financial System Term FRSKFS No equivalent FRS codeChart code (CO) General Ledger (GL) Acct (022376) Account ( ) Sub Ledger (SL) Acct (223760) Account Control(GL) (1437, 2020) Object Code (1437,2020) Subcode(SL) (4380,6600) (0600, 4000)

Terminology Financial Records System TermKuali Financial System Term Authorization for ExpenditureDisbursement Voucher (DV) (AFE) Intramural Order (IMO)Internal Order (IO) Acquisition Card (Acard)Procurement Card (Pcard)

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 Kuali Discovery Project

Log In Tip of the Day

Kuali Tips 4/10/ Fund & SubFund Structure (Ver 1.2) 3/30/ Object Codes Attributes (Ver 1.0) 3/18/ Object Codes Conversion (Ver 1.0) 2/5/ Account Structure (Ver 1.0)

Guides and Documentation Helpful Tools

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

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 Fiscal Roles/Responsibilities

Kuali Approval Matrix Typical Transaction Approval Routing Up to $1,000$10,000 +Up to $10,000 Fiscal OfficerDept Group App Div Group App 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

Sub-menu Group Menu Group Message of the Day Current User Workflow Menu Buttons Feedback Link Menu Tabs Main Menu

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 Document Header “expand all/collapse all” Buttons Tabs “ show/hide” Buttons Document Type Name Workflow Action Buttons Document Body Help

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 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

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 na me 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 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, additionally- automatic 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, 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 Inquiry- Accounting 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???