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

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

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

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

5. Collaboration Scope of Work Design Specifications Testing Documentation

6. 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

7. Vendor Documents

8. DV & PO Type Vendors

9. Vendor Documents Routing

10. Vendor Corporate/Division Structure

11. Reducing Duplicate Entries

12. Many Types of Addresses

13. Default Addresses for Campus Locations

14. Business Diversity

15. Requisition Documents

16. Requistion Routing

17. Tracking Progress of a Requisiton

18. Content Route Level

19. No Accounting – Before Content

20. Automatic Purchase Order-APO

21. APO

22. Purchasing Sets $ Limits-APO

23. Additional $ Limit Control

24. Line Item Accounting

25. Notes to Vendor

26. Custom Search

27. Purchase Order Documents

28. Completed Requisitions go into a Queue

29. Requisition Populates PO

30. Document Overview - Populated

31. Vendor - Populated

32. Items - Populated

33. Payment Info - Populated

34. Delivery/Additional - Populated

35. PO Stipulations

36. Stipulations Library

37. Purchase Order Routing

38. PO Transmission

39. Purchase Order - PDF

40. Encumbering Funds

41. Balance Inquiries

42. Open Encumbrances

43. PO Amendment

44. PO – History

45. Purchase Order Statuses

46. PO Custom Search

47. Payment Request Documents Invoice Processing

48. 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

49. 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

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

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

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

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

54. Final statuses - cancelled PREQ cancelled status  Cancelled

55. General Ledger Entries @ AP Submit @ Fiscal Officer edit @ Payment disbursement

56. Credit Memo Documents

57. 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

58. Characteristics - continued Credit memo GL entries @ AP submit Credit memos bundling for disbursement

59. Payment Request Video Demo Click here to start movie

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

61. 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

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

63. Questions & Answers