Kuali Days VI KFS Functional Track 1 Tuesday 2:15 – 3:15 PM Purchasing/Payables

Welcome Cathy Salino, Cornell University Marilyn Kisters, Indiana University Charlie Sinex, Indiana University

Agenda Overview Collaboration General Functionality Release 2 Functionality (Kuali Test Drive) Release 3 Functionality Future Enhancements Questions & Answers (please hold until the end)

Overview Based on IU’s EPIC Procurement System KFS Partnership defined initial scope of work Agreed on essential enhancements

Collaboration Scope of Work Design Specifications Testing Documentation

General Functionality Related Documents Notes & Attachments Internal Controls No Purchase Order (PO) without an approved requisition No Payment Requests (to pay invoices) without an approved and open PO

Vendor Documents

DV & PO Type Vendors

Vendor Documents Routing

Vendor Corporate/Division Structure

Reducing Duplicate Entries

Many Types of Addresses

Default Addresses for Campus Locations

Business Diversity

Requisition Documents

Requistion Routing

Tracking Progress of a Requisiton

Content Route Level

No Accounting – Before Content

Automatic Purchase Order-APO

APO

Purchasing Sets $ Limits-APO

Additional $ Limit Control

Line Item Accounting

Notes to Vendor

Custom Search

Purchase Order Documents

Completed Requisitions go into a Queue

Requisition Populates PO

Document Overview - Populated

Vendor - Populated

Items - Populated

Payment Info - Populated

Delivery/Additional - Populated

PO Stipulations

Stipulations Library

Purchase Order Routing

PO Transmission

Purchase Order - PDF

Encumbering Funds

Balance Inquiries

Open Encumbrances

PO Amendment

PO – History

Purchase Order Statuses

PO Custom Search

Payment Request Documents Invoice Processing

Overview Payment document is called the “Payment Request” aka “PREQ” System designed for processing invoices against Purchase Orders EDI processing, auxiliary payment files are not part of the module design Line items populate the payment request from the Purchase Order

PREQ Features Sophisticated validation rules Pay date calculation Accounting populates from PO accounting PREQ routes for Fiscal Officer approval FO routing allows editing of accounts

PREQ Statuses and Routing AP User statuses  In Process  Void  Cancelled – In Process  Awaiting AP Review

Statuses and Routing - continued Fiscal Officer (FO) Routing  Awaiting Sub-Account Manager Approval  Awaiting Fiscal Officer Approval  Awaiting Chart Review

Statuses and Routing - continued Tax department routing  Awaiting Tax Approval

Final statuses - approved PREQ approved statuses  Department-Approved  Auto-Approved

Final statuses - cancelled PREQ cancelled status  Cancelled

General Ledger AP Fiscal Officer Payment disbursement

Credit Memo Documents

Credit Memo Characteristics Credit memos can be processed against Payment request (PREQ); or Purchase order (PO); or Vendor Credit memo routes as an FYI document to Fiscal Officer or FO delegate

Characteristics - continued Credit memo GL AP submit Credit memos bundling for disbursement

Payment Request Video Demo Click here to start movie

Release 3 (12/2008) Functionality Import line items and commodity codes B2B integration point (cXML) e-Invoicing (cXML) Receiving module

Release 3 Functionality (cont) Quotes: generate from a list of vendors on a PO Commodity codes at Vendor and line item level Sales tax calculation Automatically fax PO’s integration point Generate multiple PO’s from a single requisition CAMS integration and asset data collection

Future Functionality Keep track of enhancements requests Vote & prioritize Present results to the Kuali Foundation

Questions & Answers