CSU Kuali Days Welcome to CSU Kuali Days! Overview Session for: Account Create & Maintenance April-May, 2009

Account Create and Maintenance Training Team Members John Hunter Financial Systems Services Kevin McHenry Information Systems Valerie MonahanBusiness & Financial Services Angie Nielsen Office of Budgets

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-Account Edoc Replaces EdocLite Create new accounts the creation of 53, 64, 88 and cost share accounts will continue to be facilitated through Sponsored Programs. Edit attributes on existing accounts o attribute changes on 53 accounts will continue to be processed by Sponsored Programs. o Maintenance for all other accounts will be done on KFS.

Main Menu

Lookup and Maintenance Menu Group

Getting Started Use the copy feature Search for an existing account that is similar to your new account

Copy an Account

Account Create Tabs

Document Overview Add a description for your account create This is NOT the account title This is what your approver sees on their action list

Account Maintenance Left side – existing account, what you’re copying from Right side – new account, what you’re copying to Change data on the right side as appropriate for your new account Account title

Account Numbering An account number must be input Format 0department #nn ( temporary number) Input a zero with your department number with any number between 00 and 99 Example for dept 6003 – A central user (Budgets or BFS) will assign this to the permanent number

Account Responsibility Change data on the right side as appropriate for your new account day to day person Director, Department Head, Principal Investigators College Business Officers, Departmental Administrators or equivalents CSU not using Income Stream

Contracts & Grants The data on this tab will be blank for most non-53 accounts Contracts & Grants will complete this tab, if necessary

Guidelines & Purpose Input the type of expenses to be charged, source of income and overall justification (purpose) for your new account. These are each 400 character fields. incorrect, too vague Input detailed descriptions

Account Description A usage for the codes on this tab hasn’t been determined at CSU – leave these blank.

Central Administration Data on this tab will be input by the Budget Office, Business & Financial Services or Sponsored Programs.

Additional Tabs 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 Submit document for approval

Account Maintenance Change attributes on an account Search and edit (update)

Update Account Update appropriate values An asterisk denotes the tab and field that was changed

Other A global feature allows you to make the same change to a group of accounts (change fiscal officer on 20 accounts)

Expire (Freeze) an Account The FRS freeze flag most closely matches up with an expired date in KFS. Enter an expiration date Enter a continuation account If there isn’t a true continuation account, Use 200xxxx – where xxxx = your department #

Expire an Account

Close (Delete) an Account Close an account to inactivate it Enter an expiration date Enter a continuation account If there isn’t a true continuation account, Use 200xxxx – where xxxx = your department # Select the closed indicator

Close (Delete) an Account

Lab Exercises Account Inquiries Create an account using the copy feature Create an account from scratch Modify an attribute on an account Make a global change to multiple accounts