1. KUALI CAPITAL ASSET MANAGEMENT (CAM) Business and Financial Services, Property Management

2. Kuali CAM Presenters: Genevra Scott491-2040 Rachel Drenth491-1045

3. Sign On to the Training Site Link: CSU CAP (CAMPUS ADMINISTRATION PORTAL) http://padroni.is.colostate.edu:7778/portal/page/portal/ CSUCAP Non-production Applications: Training Kuali Financial System (KFS)

4. DEFINITIONS - GENERAL CAP: Campus Administrative Portal KFS: Kuali Financial System CAM: Capital Asset Management Organization Owner Organization Code: Department number Organization Owner Account Number: The Departments default account number which assigns the Organization Owner Organization Code Owner: The name of the agency or company who has title to the asset (CSU, FED, SPONSOR or CONDITIONAL) Asset Type Code: Used to classify the type of assets by categories, it also assigns the depreciable life of the asset

5. DEFINITIONS - GENERAL Government Tag number: Federally furnished assets with a government tracking number Asset Representative Principal Name: (Responsible party) a person who regularly uses the equipment and has the best knowledge of its location Payment: The Financial Transactions making up the dollar value of the asset Asset Object Code: Used to classify the transaction and to identify asset categories such as moveable equipment, art, buildings. ACTIVE: is an Asset currently in use and being tracked RETIRED: is an asset no longer in use or below the $5000 threshold WIP: Work In Progress indicates an ongoing project where assets are not yet fully paid

6. One System: all line items will be combined to create an asset or you are ordering multiples of the same item (example:3 microscopes) Multiple Systems: some line items will be combined to make one asset while others will create individual assets Individual Asset: every line item will create an independent asset Modify Existing System: any or all line items will be added to an existing asset WIP: Work In Progress DEFINITIONS – CAPITAL ASSET DOCUMENT

7. TAG NUMBER VS. ASSET NUMBER TAG NUMBER (DECAL): THE CSU TRACKING NUMBER ON THE BARCODE LABEL AFFIXED TO THE ASSET ASSET NUMBER: A SYSTEM ASSIGNED UNIQUE IDENTIFIER FOR THE PROPERTY RECORD.

8. CAP MAIN PAGE

9. ASSET LOOKUP To go to the Asset Lookup Screen – Press the Asset button in the middle of the screen.

10. ASSET LOOKUP Any of these fields can be used to search for assets. To edit an asset click on edit after you have searched for an asset. Note: you must have the CAM Processor role in order to be able to make any changes to a capital asset. A = Active Assets Wild Card Search use *

11. ACTIONS Whenever you look up an asset you have the ability to take certain actions depending on the asset. For example, a retired asset you can only view: For an active asset you are able to edit or loan: For an active asset that is already on loan you are able to edit, renew, or return:

12. ASSET EDIT These are the tabs that make up the Asset Record – Many fields in each of these tabs can be used to manage the asset. We have highlighted the Asset Detail Information as a good place to start.

13. Put in Surplus Dept. Account # 2288400 and the Asset Condition ASSET EDIT – Asset Detail Information A popular reason to use the Asset Edit doc is to transfer an asset to surplus. In order to change the Organization Owner Organization Code you must change the Organization Owner Account Number.

14. Asset Edit documents can be used to change location or the Asset Representative the asset is assigned to. ASSET EDIT – Asset Location Tab

15. ASSET PAYMENT LOOKUP To go to the Asset Payment Lookup– Press the Asset Payment button in the middle of the screen. This lookup will list all the financial transactions associated with the asset.

16. ASSET PAYMENT LOOKUP This asset had two financial transactions posted to it. Also notice the information on both the Asset and Asset Payment can be converted to a spreadsheet.

17. REQUISITION – CAPITAL ASSET TAB

18. Items Ordered, Object Codes and Costs REQUISITION – CAPITAL ASSET TAB

19. When you use a capital object code for an item, the document will require you to fill out the Capital Asset Tab where you have the ability to choose One System, Multiple Systems, or Individual Assets. REQUISITION – CAPITAL ASSET TAB

20. One System: ALL lines are combined. REQUISITION – CAPITAL ASSET TAB

21. Multiple Systems: SOME lines combined OR Modify Existing asset. REQUISITION – CAPITAL ASSET TAB

22. Individual Assets : NO lines are combined. REQUISITION – CAPITAL ASSET TAB

23. Modify Existing System: Adding To, Enhancing or Significantly Extending the Life of an asset. REQUISITION – CAPITAL ASSET TAB

24. First you will need to click on General Error Correction found on the Main Menu Screen. GENERAL ERROR CORRECTION (GEC)

25. These are the tabs that make up the General Error Correction document.

26. You will see the following document where you will fill in the Description and Accounting Line information. You will need to click on “add” for each line entered. GENERAL ERROR CORRECTION (GEC)

27. After you enter the Accounting Lines you will enter the Capital Edit information. If an asset already exists, enter the Asset Number. GENERAL ERROR CORRECTION (GEC) – CAPITAL EDIT TAB

28. If there is no existing asset, you will complete the Create New Assets section. This is usually used for WIP’s (88 accounts) and Object Code corrections. GENERAL ERROR CORRECTION (GEC) – CAPITAL EDIT TAB

29. THANK YOU! Please fill out the evaluation forms, we appreciate your feedback. Business & Financial Services – Property Management Genevra Scott491-2040 Debra Ellison491-2270 Rachel Drenth491-1045 Mack Freestone491-1358