KUALI CAPITAL ASSET MANAGEMENT (CAM) FINANCIAL DOCUMENTS Business and Financial Services, Property Management Presenters: Genevra Scott and Debra Ellison

AGENDA Lookup and Maintenance Asset Payment Lookup Requisition Document Tabs Capital Asset Tab Individual Asset Multiple Systems One System General Error Correction Document Create an Asset Modify an Asset

Sign on to the Computer USC training room 101 Sign into the computer with: user id:_islab and password: TrainingIsFun!

LINK: CSU CAP (CAMPUS ADMINISTRATION PORTAL) Sign into CAP with your EID and password Non-production Applications: Training Kuali Financial System (KFS) Choose your campus Sign on to the Training Site

LOOKUP AND MAINTENANCE

ASSET PAYMENT LOOKUP From the Lookup and Maintenance box on the Main Menu of Kuali, select the Asset Payment option to lookup financial transactions associated with an asset

THIS ASSET HAS TWO FINANCIAL TRANSACTIONS POSTED TO IT. Enter your search criteria then click search Search options include: Purchase Order Number Account Number Object Code And more… You will see the following result: From a quick glance the user can see the account number, object code, purchase order number, document number, document type, posting date and amount.

EXERCISES Lookup what account(s) were used to purchase an asset from PO ? How much did each account pay? How many “Active” assets were purchased on account ? How many assets did Department 6030 purchase from (in service dates) 09/01/2014 to 09/05/2014?

ANSWERS 1) & )$12, (53) & $ (13) 3)3 (active/watch for duplicate asset numbers) 4)6 (watch for duplicate asset numbers)

REQUISITION

COLLAPSE ALL BUTTON

THE “DOCUMENT OVERVIEW” TAB IS THE EXPLANATION OF YOUR DOCUMENT, IT INFORMS OTHERS IN THE ROUTE LOG WHAT YOU ARE REQUESTING.

DELIVERY TAB The Delivery Tab states where to deliver the item.

VENDOR TAB The Vendor Tab is the seller.

ITEMS TAB The Items Tab should be lined out to match the quote.

Example 1: Line 1 has a capital object code. Lines 2, 3 and 4 have non-cap object codes because maintenance and training are not included in the cost of a capital asset.

Example 2: UNIT COST: (L#1) $1, (L#2) $ = $1, EA (NON-CAP) OR EXTENDED COST: $14, (L#1) + $3, (L#2) = $17,351.30/10 ASSETS = $1, EA (NON-CAP) UNIT COST: (L#3) $32, (L#4) $2, = $35, (CAP as ONE ASSET)

CAPITAL ASSET TAB

Capital Asset System Type Individual Assets is used when none of the lines on the requisition will be combined with any other line. Any lines using a capital object code will create an individual asset based on the quantity ordered on that line. (each line item stands-alone) Multiple Systems is used when you have mixed object codes (capital and non-capital). Capital line items will be combined in different ways to create multiple assets with different costs. It is also used when modifying an existing asset or when combining multiple requisitions for a purchase. (any combination of lines) One System is 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 combined as one) The Capital Asset Tab will need to be completed when capital object codes are used in the line items.

Capital Asset System State Modify Existing System (adding to a current asset) New System (create a new capital asset)

INDIVIDUAL ASSETS Notice the object codes for maintenance and training are non-cap, because they are not included in the cost of a capital asset. This is what your items tab will look like:

INDIVIDUAL ASSETS

THIS IS WHAT YOUR CAPITAL ASSET TAB WILL LOOK LIKE: INDIVIDUAL ASSETS

MULTIPLE SYSTEMS This is what your items tab will look like:

MULTIPLE SYSTEMS This is what your Capital Asset Tab will look like:

MULTIPLE SYSTEMS (MODIFY EXISTING) This is what your items tab will look like:

MULTIPLE SYSTEMS (MODIFY EXISTING) This is what your Capital Asset Tab will look like:

ONE SYSTEM This is what your items tab look like:

ONE SYSTEM This is what your Capital Asset Tab will look like:

Individual Assets is used when none of the lines will be combined in any manner. So, if shipping costs should be capitalized with another line item, do not use Individual Assets. The requisition can have mixed object codes, however, any items with a capital object code should cost $5, or more and will get its own decal. Multiple Assets is used when line items do not meet One System (all lines are combined) or Individual Assets (each line is treated separately) definitions. The requisition can have mixed object codes or not. However, there is some type of combination involved. Multiple Assets is used when selecting Modify Existing or when combining a requisition with another requisition. Multiple Assets does not ask for Manufacturer, Model Number or Asset Type so it is important to describe how the lines will be combined in the Capital Asset Note Text and how many assets are being purchased. It is also important to list the asset description(s). One System should only be used if all of the lines have a capital asset object code and are being combined to create a system or systems. If the requisition has mixed capital and non-capital object codes, do not use One System. TIPS

ADDITIONAL INSTITUTIONAL INFORMATION TAB

NOTES AND ATTACHMENTS TAB

Create a requisition and complete the capital asset tab for the following order (create 2 assets, use your department address and C and B Plumbing as the vendor): EXERCISE

ANSWER

GENERAL ERROR CORRECTION DOC * Changing object codes from non-capital to capital. (Create Asset or Modify Existing) * Changing object codes from capital to non-capital. (Modify Existing)

GEC

COLLAPSE ALL

DOCUMENT OVERVIEW TAB

ACCOUNTING LINES

After the accounting lines have been added, in order to process the accounting lines for capitalization click on “select line” and then select either “Distribute cost evenly” or “Distribute cost by amount.”

If there is an existing active asset click on “modify asset.” If there isn’t an existing asset click on “create asset.”

CREATING AN ASSET Enter the Asset Quantity, Asset Type, Vendor Name, Manufacturer, Model, Asset Description then click on “add tag/location”.

Next enter the tag/decal number (if you have one), Serial Number (if you have one), Campus Code, Building Code and Room Number. Click on “redistribute total amount,” and then the document can be submitted.

MODIFY ASSET Enter the Asset Number (you can do a search). Then click on “redistribute total amount”, and then the document can be submitted.

EXERCISES Do a GEC to move $ from TO ; modify asset , Purchase Order number Do a GEC to create an asset. Cap WIP ; From To ; amount “$23,000.00; quantity “1”; asset type code “50735SI”; vendor “C S U fabrication”; manufacturer “LOCAL FAB”; model “CUSTOM”; decal ; MC; building “1101”; room “B312”; description “LASER”.

ANSWERS

FORMS REPORTS TRAINING REFERENCE

Capital Asset Management (CAM) Financial Documents Thank you for watching this presentation by the Property Management Office Genevra Scott – Administrator / Accounting Debra Ellison – Admin Asst / Acct Tech III Linda Brucker – Lease / Accounting Mack Freestone – Inventory Specialist / Data Entry Rachel Drenth – Inventory Specialist / Data Entry We are available to help