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

2. Log-On to the CSU Home Page

3. Sign into the Training Site

4. 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)

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

6. 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

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

8. Collapse all button

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

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

11. 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.

12. 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.

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

14. 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.

15. 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.

16. 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.

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

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

19. 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.

20. 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”.

21. 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.

22. 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, or more, a capital asset object code should be used.
Upgrades or Betterments, $1, or more for same FY, $5, 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.

23. 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.

24. 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?

25. 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?

26. 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?

27. 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?

28. 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”.

29. ENTERING ACCOUNTING LINES
Entering accounting lines individually.

30. ENTERING ACCOUNTING LINES INDIVIDUALLY
Find the line you want to add the accounting lines to.
Account Number: (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”

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

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

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

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

35. 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”

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

37. EDITING THE ITEMS TAB
After you added the line, you will still need to add the Accounting Lines.
Click on: “show”.
Account Number: Enter
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.

38. SPLIT FUNDING SPLIT FUNDING LINE 1 Change the quantity to: 2
Account Number: Enter
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”

39. 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.

40. 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

41. 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).

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

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

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

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

46. 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.

47. 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.

48. 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.

49. 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)

50. ENTERING SYSTEM SELECTION
Select: Individual Assets

51. 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.

52. ENTERING SYSTEM SELECTION
Select: New System

53. ENTERING SYSTEM SELECTION
Click on: “select”.

54. INDIVIDUAL ASSETS
Click on: “New”.

55. 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.

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

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

58. 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

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

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

61. 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?

62. 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.

63. 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?

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

65. ENTERING SYSTEM SELECTION
Select: “Multiple Systems”

66. ENTERING SYSTEM SELECTION
Select: ”New System”

67. ENTERING SYSTEM SELECTION
Click on: “select”.

68. 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.

69. 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.

70. 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.

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

72. MODIFY EXISTING

73. 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:
Click on: “search”
Click on: “return value”
Click on: “add”

74. 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 ”.

75. 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”.

76. 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.

77. 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

78. 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.

79. ONE SYSTEM

80. 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

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

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

83. 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 .
The Additional Institutional Information Tab provides the requestor’s name and contact information. You may need to add the phone number and . This information will fill in as the Organization’s Inventory Name on the asset record.

84. 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.

85. 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”.

86. Questions?

87. 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

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