KFS Training Manual KFS Chart of Accounts

Transcription

1 KFS Training Manual KFS Chart of Accounts

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3 Table of Contents University of Maryland Objectives... 1 Resources... 1 Kuali Financial Systems... 3 Chart of Accounts... 3 Searching for Accounts... 3 Exercise 1: Searching for Accounts... 7 Determining Organizational Hierarchy on an Account... 8 Creating a Non-Sponsored Account Creating Accounts using Account Copy Editing an Account Using the Account Global Document Viewing Available Balances by Account Number Assigning an Account Delegate Adding Account Delegates on Multiple Accounts Deactivating an Account Delegate Viewing Items in the List as a Primary or Secondary Delegate Appendix A: Supporting Documentation Document Hiercy Guide Sub-Fund Group Code Chart Business Process Flow - Campus Business Process Flow - Campus 04, 07, Glossary Page iii

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5 Objectives Understand the chart of accounts structure Learn how to conduct a search for accounts Understand how to view balances by account number Learn how to create a non-sponsored account Learn how to copy an account Learn how to determine the organizational hierarchy of an account Understand how to assign a primary and secondary delegate to an account Learn how to edit a delegate on multiple accounts View items in the action list as a primary and secondary delegate Resources All of the materials covered in this workshop are also covered in the online tutorials found here: The online tutorials can be useful before or after training in case you want to get a head start on training or just need a quick refresher. your questions to kfs@umd.edu. The Kuali Financial Website has pages to assist you with using Kuali Financial Systems. KFS Training Registration: Helpful Resources: UMD Policies and Procedures: * In order to connect to the Kuali Financial System (KFS) users MUST already be connected to the campus VPN with the UMapps profile/group BEFORE trying to connect to the KFS. VPN Software is available via the IT Service Center and includes the download and software installation instructions. You can click on the VPN Software link above or copy and paste the VPN Software link into a browser. ( MR=33566) Page 1

6 REVISION LOG This document is under version control. Version Date Description 1.0 3/4/14 Document Creation 1.1 3/11/14 Added Glossary 1.2 3/12/14 Added Global Account Doc to manual Page 2

7 Kuali Financial Systems Chart of Accounts Searching for Accounts Procedure To find your accounts in KFS you will need to conduct a search for those accounts. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account 1. To scroll down, click the scrollbar. Page 3

8 2. Click the Account link. 3. The Account Lookup page will be displayed with various search parameters. You may enter any of the search parameters associated with your account. 4. Enter "01" in the Chart Code: field. Page 4

9 5. If part of the Account Number is known you can enter the desired value(s) followed by an asterisk. This will search for all accounts that start with the value entered. Enter "876*" in the Account Number: field. 6. Click the search button. Page 5

10 7. Depending on your screen resolution you may need to scroll down to see your search results. To scroll down, click the scrollbar. Page 6

11 8. If more than one account matches your search results they will be displayed. Note: Depending on the type of search you are conducting you may have different s available to you. 9. If you need to find out more information about an Account you may click on any of the account attributes that are underlined. Click on from the Organization Code field. 10. This Organization Belongs to VPSA-DS-Admin General. Click the [X] to close the window. 11. You have successfully completed the tutorial on Searching for Accounts in KFS. For more information on searching for values in KFS view the Using the Magnifying Glass and Wildcard's to Conduct a Value Lookup tutorial. End of Procedure. Exercise 1: Searching for Accounts Procedure In this exercise you will search for account number Please answer the questions below: 1. What is the Account Name? 2. What is the name of the Organization this account belongs to? 3. Who is the Account Supervisor? 4. When does this account expire? 5. Is this account closed? YES or NO Page 7

12 Determining Organizational Hierarchy on an Account Procedure This tutorial walks you through the steps of determining the Organizational Hierarchy of an account. 1. On the Main Menu Tab, click the Account link to view account attributes. 2. Select the appropriate Chart Code. Enter "01" in the Chart Code: field. 3. To search for a specific account, enter the Account Number. Enter " " in the Account Number: field. Page 8

13 4. To display the Account, click the search button. Page 9

14 5. The Organization Code shown is assigned to the Account in the example. Click the Organization Code link. 6. Click the collapse all button. 7. To open the Organization Details tab, click the show button. Page 10

15 8. The Organization Details tab displays the Chart Code, Organization Code, Organization Name, Organization Manager Name, and other valuable information. 9. View the Organization Type Code T - Department_Sub Department. All Accounts will be assigned to Organization Type "T - Department _Sub Department." 10. View the Organization that the Organization Type "T - Department _Sub Department" reports to. Organization Type "T - Department_Subdepartment" reports to Organization Type "P-Department." 11. The Payroll Human Resource (PHR) Unit Code is a 15-digit code and in KFS, all Department_Sub Department Orgs have one PHR Unit Code associated with it. In Chart of Accounts, each account has an organization which is a Department_Sub Department associated with it. Page 11

16 12. The Payroll Human Resource (PHR) Unit Code can be deciphered. For example, you will use The first two digits represent the Campus (e.g., 01). Digits 3 & 4 represent Executive level (e.g., 15). Digits 5 & 6 represent Division (e.g., 15). Digits 7 & 8 represent School (e.g., 00). Digits 9 to 15 represent Department and Sub Department (e.g., ). Digits 9 to 13 represent the Department. 13. To close the Organization Details tab, click the hide button. 14. To open the Organization Hierarchy tab, click the show button. 15. Organization Hierarchy shows the complete organizational structure that the Department_Sub Department Organization reports to. More information can be found in the Chart Of Accounts Fundamentals tutorials. 16. You have completed the Determining Organizational Hierarchy of an Account tutorial. For more information on accounts please view the Searching for Accounts tutorial. End of Procedure. Page 12

17 Creating a Non-Sponsored Account Procedure KFS allows users to request new accounts using the Account edoc. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account 1. To scroll down, click the scrollbar. Page 13

18 2. Click the Account link on the Main Menu. Page 14

19 3. The Account Lookup screen can be used to search for existing accounts. For help editing or copying an existing account see the Editing an Account and/or Creating Accounts Using Account Copy tutorials. 4. In this example, you want to create a new account. Click the create new button. Page 15

20 5. To minimize scrolling and tab details click the collapse all button. Click the collapse all button. 6. The Document Header is found on every document in KFS. It is located on the upper right hand corner of the document. 7. The Doc Nbr field contains a unique, sequential, system-generated number for the specific document. 8. The Initiator field displays the creator's users Directory ID for the University of Maryland. 9. The Status field displays the current location of the document in its routing path. You may see several different routing paths in the Status field. 10. The Created field shows a Time and Date stamp when the document was created. 11. To open the Document Overview tab, click the show button. 12. Enter a description for your new account into the Description field. Note: The Description field can only contain 40 spaces of data. For example, typing A space B, will take three spaces. 13. To close the Document Overview tab, click the hide button. Page 16

21 14.sa To open the Account Maintenance tab, click the show button. Page 17

22 15. The Chart Code field is required. Enter the appropriate Chart Code. Enter "01" in the Chart Code field. 16. Account Numbers in KFS are 7 digits long and need to be assigned when requesting the account. Note: The following format should be used for the temporary Account Number: one digit ledger code, three to four digit school code and a two to three digit random number series. For example, 1ENG003. If you know the next number in the sequence (i.e. for state accounts), you can enter it here. *For training/demo purposes please enter a random number followed by your initials and then 3 digit random number series. For example, 2BLB345. Page 18

23 17. When Central Administration reviews the account, the correct account number will be assigned. Enter the new account number into the Account Number field. For example, enter "1ENGR01" in the Account Number field. Page 19

24 18. Enter an account name into the Account Name field. For example, enter "Brand New Account" in the Account Name field. Page 20

25 19. Enter the department sub-department that owns the account in the Organization Code field. If you are unsure of the appropriate Organization Code, you can always search for it. For help using lookups, see the Using the Magnifying Glass and Wildcards to Conduct a Lookup tutorial. Note: E-docs use the term Organization instead of Department. Enter " " in the Organization Code: field. 20. The Account Effective Date will default to today's date, but can be changed to a date in the future. Transactions will be allowed to post to an account as long as the transaction date is within the Account Effective Date and Account Expiration Date. After the Account Expiration Date is reached, most transactions will be posted to the Account's Continuation Account (defined later). Page 21

26 21. Enter the Account Postal Code associated with the Organization using the account. Default to postal code for the University of Maryland- College Park campus. Enter "20742" in the Account Postal Code field. 22. Enter the Account City Name associated with the Organization using the account. Default to the city of College Park for the University of Maryland - College Park campus. Enter "College Park" in the Account City Name field. Page 22

27 23. Enter "MD" in the Account State Code field. Page 23

28 24. Use University of Maryland as the default Account Street Address. Enter "University of Maryland" in the Account Street Address field. 25. Central Administration will use the Account Off Campus Indicator and Closed fields when necessary. Page 24

29 26. Click the Account Type Code drop-down arrow button. Page 25

30 27. Select 00 - Undefined and the appropriate value will be assigned by Central Administration. Click the 00 - Undefined option from the Account Type Code field. 28. Selecting the appropriate Sub-Fund Group Code is very important as it controls which Central Administration group your account will route to. Refer to the Sub-Fund Group Code chart on page 142, for information on how to select the appropriate Sub-Fund Group Code. Enter "401100" in the Sub-Fund Group Code field. Page 26

31 29. To scroll down, click the scrollbar. 30. The Account Fringe Benefit indicator, Account Fringe Benefit Chart of Accounts Code, and Account Fringe Benefit Account Number will be completed by central administration as appropriate. Page 27

32 31. Enter 0000 and Central Administration will assign the appropriate value. Enter "0000" in the Higher Education Function Code field. 32. Account Restricted Status Code will default based on the Sub- Fund Group Code that is selected. It should not be changed. Account Restricted Status Date, Endowment Chart of Accounts Code and Endowment Account Number should remain blank. Capital Project Number and Labor Benefit Rate Category Code will be populated by Central Administration when appropriate. Page 28

33 33. To close the Account Maintenance tab, click the hide button. Page 29

34 34. To open the Account Responsibility tab, click the show button. 35. Enter the Directory ID of the Fiscal Officer. This is the person who will be fiscally responsible for the account and will approve all transactions. This may be the Business Manager. Enter "jfarley" in the Fiscal Officer Principal Name field. Page 30

35 36. The Account Supervisor oversees the management of the account at a higher-level than the Fiscal Officer, but rarely receives any direct requests for approval. The Account Supervisor cannot be the same as the Fiscal Officer or the Account Manager. There is no workflow responsibility assigned to this role in KFS. Enter the Directory ID of the person. Enter "tannert" in the Account Supervisor Principal Name field. Page 31

36 37. The Account Manager is responsible for ensuring that funds are spent and managed according to the goals, objectives, and mission of the organization, to ensure that the funds are being spent according to a budgeted plan and that the allocation of expenditures is appropriate to the function identified for the account. The Account Manager and Fiscal Officer can be the same person. Note: The Account Manager and Fiscal Officer can be the same person. Enter "jfarley" in the Account Manager Principal Name field. 38. Click the Continuation Chart Of Accounts Code drop-down arrow button. 39. Continuation Chart of Accounts Code and Continuation Account Number are required for all non-state accounts. This account will cover deficit balances. Select the appropriate Chart Code that corresponds to your Continuation Account. Click the 01 - College Park (UM) cell. Page 32

37 40. When a transaction is completed on an account past its Expiration Date, it will generally be posted to the Continuation Account Number that is listed here. Enter the appropriate account number. Enter " " in the Continuation Account Number field. 41. Income Stream Chart of Accounts Code and Income Stream Account Number will be populated by Central Administration when appropriate. 42. Click the Budget Record Level Code drop-down arrow button. Page 33

38 43. Select the value N - No Budget; Central Administration will update this field as appropriate. Click the N - No Budget checkbox. Page 34

39 44. Click the Account Sufficient Funds Code drop-down arrow button. Page 35

40 45. You will always select N- No Checking. Click the N - No Checking drop-down option. 46. To close the Account Responsibility tab, click the hide button. Page 36

41 47. To open the Guidelines and Purpose tab, click the show button. Page 37

42 48. Enter the estimated expense budget for the requested account. You can also attach any supporting documentation in the Notes and Attachments tab. For help with adding an attachment, see the Adding Notes and Attachments tutorial. Enter "The estimated expense budget for this account is $90,000." in the Account Expense Guideline Text field. 49. Enter the expected revenue budget for the requested account. You can also attach any supporting documentation in the Notes and Attachments tab. For help with adding an attachment, see the Adding Notes and Attachments tutorial. Enter "The estimated revenue budget for this account is $90,000." in the Account Income Guideline Text field. Page 38

43 50. Enter a description of what activities will be associated with the account and how they fit within the University's mission. Enter the description of activities into the Account Purpose Text field. For example, enter "The purpose of this account is to support the new Cyber Security program within the College of Computer Science." in the Account Purpose Text field. Page 39

44 51. To close the Guidelines and Purpose tab, click the hide button. Page 40

45 52. To open the Account Description tab, click the show button. 53. Always enter 00 as a default for the Element field. Central Administration will update the value as appropriate. Enter "00" in the Element field. Page 41

46 54. Always enter 00 as a default for Sub-Element field. Central Administration will update the value as appropriate. Enter "00" in the Sub-Element field. Page 42

47 55. Click the Year End Process Code drop-down arrow button. 56. Select F- Fiscal Year to date from the Year End Process Code drop-down menu. 57. Click the A21 Report Code list. 58. Select D-State Sources of Pay as the default value. Central Administration will update this value as necessary. Click the D - State Sources of Pay cell. Page 43

48 59. To close the Account Description tab, click the hide button. Page 44

49 60. The Contracts And Grants and Indirect Cost Recovery Accounts tab will only be used for sponsored projects. Sponsored project accounts on the College Park campus are initiated through the Office of Research Administration. For users on other campuses, see the Completing the Contracts and Grants tab tutorial. 61. You can now submit the account document for approval. Upon the submission of the account document, the document will be routed to the appropriate Fund Accountant and Department Head for approval. If approved, the new account will be routed to the appropriate Central Administration department for finalization. End of Procedure. Page 45

50 Creating Accounts using Account Copy Procedure Often times, you will have the need to create an account that is very similar to an existing account. In that case, the easiest thing to do is to copy the existing account and update the relevant values. This tutorial will show you how to create a new account by copying an existing account. 1. To scroll down, click the scrollbar. Page 46

51 2. Click the Account link on the Main Menu. 3. The Account Lookup screen gives you the ability to search by a variety of different attributes. If you need help using the search feature, see the Using the Magnifying Glass and wildcards to Conduct a Lookup tutorial. 4. You can further limit your search by entering multiple criteria, such as Chart Code and Account Name. In this example, because you are not defining the Chart Code, your search results would contain this Account Number in any Chart Code. Enter " " in the Account Number field. Page 47

52 5. Click the search button. Page 48

53 6. You are given the option of opening the account to make changes by clicking the edit link or creating a new identical account by clicking the copy link. Click the copy link. 7. Before you begin, you can choose to click the collapse all button in the upper right hand corner. This document contains eight tabs; you will be reviewing four of the main tabs needed to successfully complete to create a new Account. Click the collapse all button. 8. To open the Document Overview tab, click the show button. 9. Enter a description for your new account into the Description field. Note: The Description field can only contain 40 spaces of data. For example, typing A space B, will take three spaces. 10. To close the Document Overview tab, click the hide button. 11. To open the Account Maintenance tab, click the show button. Page 49

54 12. The two fields that are not copied forward from the original account are the Chart Code and Account Number fields. This is because an Account Number must be unique within each Chart Code (campus). Enter "01" in the Chart Code field. 13. Account Numbers in KFS are 7 digits long and need to be assigned when requesting the account. Note: The following format should be used for the temporary Account Number: one digit ledger code, three to four digit school code and a two to three digit random number series. If you know the next number in the sequence (i.e. for state accounts), you can enter it here. Central Administration will assign the correct account number. Enter the new Account Number in the Account Number field. For example, enter: "1ENG003" in the Account Number field. *For training/demo purposes please enter a random number followed by your initials and then 3 digit random number series. For example, 3KKB345. Page 50

55 14. The Account Name field is prepopulated with the Account Name of the original account. Update this field as necessary. Enter a new Account Name into the Account Name field. For example, enter: "New Account" in the Account Number field. 15. Update Organization Code and/or Account Effective Date as necessary. Remember that the Account Effective Date will default to today's date, but can be changed to a date in the future. Transactions will be allowed to post to an account as long as the transaction date is within the Account Effective Date and Account Expiration Date. After the Account Expiration Date is reached, most transactions will be posted to the Account's Continuation Account (defined later). Page 51

56 16. The Account Type Code is prepopulated with the value from the original account. Remember that you need to select 00 - Undefined when requesting a new account. The appropriate value will be assigned by central administration. Click the Account Type Code list. 17. Select '00 - Underfined' from the Account Type Code drop-down menu. 18. To scroll down, click the scrollbar. Page 52

57 19. Selecting the appropriate Sub-Fund Group Code is very important as it controls which Central Administration group your account will route to. Refer to the Sub-Fund Group Code Chart on page 142, for information on how to select the appropriate Sub-Fund Group Code. Note: Be sure to verify the Sub-Fund Group that is prepopulated on your account is the correct one. Enter into the Sub-Fund Group Code field. 20. The Account Fringe Benefit indicator, Account Fringe Benefit Chart of Accounts Code, and Account Fringe Benefit Account Number will be completed by central administration as appropriate. Page 53

58 21. The Higher Education Function Code is prepopulated with the value from the original account. Central Administration will assign the appropriate value. Note: Remember to enter Enter "0000" in the Higher Education Function Code field. Page 54

59 22. To scroll down, click the scrollbar. Page 55

60 23. To close the Account Maintenance tab, click the hide button. 24. To open the Account Responsibility tab, click the show button. 25. The data on this tab is prepopulated with the values from the original account, and may not need to be changed. Be sure to review for accuracy. 26. The Fiscal Officer is the person who will be fiscally responsible for the account and will approve all transactions. 27. The Account Supervisor oversees the management of the account at a higher-level than the Fiscal Officer, but rarely receives any direct requests for approval. There is no workflow responsibility assigned to this role in KFS. Page 56

61 28. The Account Manager is responsible for ensuring that funds are spent and managed according to the goals, objectives and mission of the organization, to ensure that the funds are being spent according to a budgeted plan, and that the allocation of expenditures is appropriate to the function identified for the account. The Account Manager and Fiscal Officer can be the same person. 29. To close the Account Responsibility tab, click the hide button. 30. To open the Guidelines and Purpose tab, click the show button. Page 57

62 31. The Account Expense Guideline Text is prepopulated with the value from the original account. Remember to update the text with the estimated expense budget for the requested account. You can also attach any supporting documentation in the Notes and Attachments tab. Supporting documents might include MOU's, Excel spreadsheets, budgets, s, etc. For help with adding an attachment, see the Adding Notes and Attachments tutorial. Enter "The estimated expense budget for this account is $120,000" in the Account Expense Guideline Text field. 32. The Account Revenue Guideline Text is prepopulated with the value from the original account. Remember to update the text with the estimated revenue budget for the requested account. You can also attach any supporting documentation in the Notes and Attachments tab. For help with adding an attachment, see the Adding Notes and Attachments tutorial. Enter "The estimated expense budget for this account is $120,000." in the Account Income Guideline Text field. Page 58

63 33. The Account Purpose Text is prepopulated with the value from the original account. Remember to update the text with a description of what activities will be associated with the account and how they fit within the University's mission. Enter the description of activities into the Account Purpose Text. For example, enter "The purpose of this account is to support the new Renewable Website Hosting Program within the College of Computer Science." in the Account Purpose Text field. 34. To close the Guidelines and Purpose tab, click the hide button. 35. To open the Account Description tab, click the show button. Page 59

64 36. The Element is prepopulated with the value from the original account. Note: Remember to enter 00 as a default for Element. Central Administration will update the value as appropriate. Enter "00" in the Element field. 37. The Sub-Element is prepopulated with the value from the original account. Remember to enter 00 as a default for Sub-Element. Central Administration will update the value as appropriate. Enter "00" in the Sub-Element field. Page 60

65 38. Review Year End Process Code and A21 Report Code for accuracy and update if necessary. Please Select F- Fiscal Year to Date from the Year End Process Code field. 39. To close the Account Description tab, click the hide button. 40. The Contracts And Grants and Indirect Cost Recovery Accounts tab will only be used for sponsored projects. Sponsored Project accounts on the College Park campus are initiated through the Office of Research Administration. For users on other campuses, see the Completing the Contracts and Grants tab tutorial. Page 61

66 41. If you would like more information on any of the undefined fields that will be assigned by Central Administration (those marked with 00's), please contact the Comptroller's Office. 42. You can now submit the account document for approval. Upon the submission of the account document, the document will be routed to the appropriate Fund Accountant and Department Head for approval. If approved, the new account will be routed to the appropriate central administration department for finalization. Note: Once the account has been created you will receive an FYI or an Acknowledgement in your List notifying you the account was created. End of Procedure. Page 62

67 Editing an Account Using the Account Global Document Procedure Sometimes, you have the need to edit a particular field to the same value on multiple accounts. Fields available to change on this document include Account Responsibilities (such as Fiscal Officer) and expiration date. The fastest thing to do is to use the Account Global document and update the relevant values. This tutorial will show you how to edit a field on multiple accounts simultaneously. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Global 1. To scroll down, click the scrollbar. Page 63

68 2. Click the Account Global link on the Main Menu tab. Page 64

69 3. Before you begin, you can choose to click the collapse all button in the upper right hand corner. This document contains six tabs; you will be reviewing two of the main tabs needed to successfully complete the tutorial. Click the collapse all button. 4. For the purposes of this tutorial, the Document Overview tab has already been completed for you. To learn more about completing the Document Overview tab view the Understanding the Document Overview Tab tutorial. Note: The Description field can only contain 40 spaces of data. For example, typing A space B," will take three spaces. Page 65

70 5. To open the Global Account Maintenance tab, click the show button. Page 66

71 6. This tab contains the fields that are eligible for updating using the Account Global document. You can complete one or many of the fields, keep in mind your updates will take place on every account included below, regardless of what the original value was. 7. Enter the value you would like to update in the field(s) of your choice. In this example, let's use the case of updating the fiscal officer from one person to another on several accounts. Enter "mcasell1" in the Fiscal Officer Principal Name field. Note: For training purposes please enter a Fiscal Officer from your department. Page 67

72 8. To close the Global Account Maintenance tab, click the hide button. Page 68

73 9. To open the Edit List of Accounts tab, click the show button. 10. You can add accounts one at a time, or you can add them all at once by using the Lookup/Add Multiple Account Lines magnifying glass. Note: In this tutorial you will be looking up multiple accounts. Click the Look Up/ Add Multiple Account Lines button. Page 69

74 11. To find all accounts belonging to a specific Fiscal Officer, enter that Fiscal Officer's Directory ID in the Fiscal Officer Principal Name field. Enter "tannert" in the Fiscal Officer Principal Name field. Page 70

75 12. Click the search button. Page 71

76 13. For more help on using this search screen, view the Using Wildcard's to Conduct a Search tutorial. 14. Click the select all rows from all pages button. Page 72

77 15. Click the Return selected button. Page 73

78 16. You can see that all the accounts belonging to that Fiscal Officer have been returned to the screen. You have the opportunity to delete these, or add more until all of the accounts have been captured. Click the delete button. 17. To close the Edit List of Accounts tab, click the hide button. Page 74

79 18. All that is left now is to submit the document. Unlike the regular Account document, this edoc does not route to the Fiscal Officer for approval. As a result of this, Central Administration asks that you Ad-Hoc Route this document to a supervisor for approval. For help sending an ad-hoc request, see the Reviewing Ad Hoc Recipients Tab tutorial in the KFS Basics section. If the document is not routed to a Supervisor, Central Administration or Chart Manager may disapprove. End of Procedure. Page 75

80 Viewing Available Balances by Account Number Procedure The Available Balances Lookup shows the budget, actual amounts, and encumbrances for an account, summarized by Object Code. Note: Your ability to see balances and transactions within All General Ledger Balance Inquires is limited to accounts you have access to. If you do not have access to an account, you will see the following messages: "The copy button has been suppressed due to the document s restricted accounting lines and One or more accounting lines are not being shown due to access security restrictions" upon searching. 1. Click the Available Balances link on the Main Menu. Page 76

81 2. The Fiscal Year will default to the current year, but you can change it if needed. 3. Enter the appropriate Chart Code for the account you will be querying. Enter "01" in the Chart Code field. 4. Enter the appropriate Account Number. Enter " " in the Account Number field. *For training and demo purposes please use account number You can narrow your search further by specifying an Object Code. In this example, you are looking at the entire account so leave this field blank. 6. The other options are related to the use of sub-accounts. The University is not currently utilizing this functionality. Page 77

82 7. Change the Include Pending Ledger Entry option to see how transactions that have not yet posted to the General Ledger will affect your account balances. The Approved option will include transactions that have been fully approved and will post tonight. The All option will include transactions that are still ENROUTE and have not been fully approved or that have only been saved, not submitted. 8. You will try the No option first. Click the search button. Page 78

83 9. All Object Codes with posted activity (budget, actual expenditures, or encumbrances) on that account would be displayed if the entries had posted to the General Ledger. 10. Let's see what the account looks like when we include All Pending Ledger Entries. Click the All radio button. 11. Click the search button. 12. Now, all Object Codes with ANY activity (budget, actual expenditures, or encumbrances) on that account are displayed. Note: Selecting All Pending Ledger Entries will return transactions related to items that are in SAVED, ENROUTE or FINAL status. Page 79

84 13. A variance is provided for each Object Code and is calculated as follows: Budget Amount - Actuals Amount - Encumbrance Amount = Variance. Even though many Object Codes are not budgeted, they could have actuals and encumbrances posted to them. Therefore, most of the Object Code variances will be negative. Negative numbers are in parenthesis. 14. You can drill down into the details of the value by clicking on any value that is underlined. Click the link. 15. A second window opens. In this case details about Account are shown. Note: Depending on your browser settings, a new window or a new tab may open to display the information. Page 80

85 16. You can also click on links in this window for even more detail. Click on any of the links that are underlined. 17. Click the [X] button on the window that was just opened. Page 81

86 18. Click the [X] button on the Account window or on the KFS: Inquiry tab. Page 82

87 19. For more information on the Actuals Amount, click on it. Click the 72, link. 20. You have opened the General Ledger Balance Lookup screen. You can see some monthly details for the account. You can navigate directly to this screen by going to Main Menu > Balance Inquiries > General Ledger > General Ledger Balance. For more information on how to use this screen, see the Account Balances by Month, Account, and Object Code tutorial. 21. You can drill down further to get details about what makes up the balance in each month. Click on the 72, link. Page 83

88 22. The General Ledger Entry screen is now displayed. You could have gone directly to this screen by going to Main Menu > Balance Inquiries > General Ledger > General Ledger Entry. For more information on how to use this screen, see the Viewing Transactions tutorial. 23. Use the horizontal scrollbar to view the entire General Ledger Entry Lookup window. Click the scrollbar. Page 84

89 24. If any of the entries are pending and not posted to the General Ledger, you will see those items have details in the Pending Entry Approved Indicator field. Items with a Pending Entry Approved Indicator of APPROVED mean the document is in a status of FINAL or PROCESSED and will post tonight. Items with a Pending Ledger Entry Approved Indicator of PENDING are documents that are either SAVED or ENROUTE. Items with no Pending Entry Approved Indicator have already posted to the General Ledger. Page 85

90 25. Click the [X] button. Page 86

91 26. You have the option to export this data for further analysis. This option is also available on the drill down screens. 27. The Available Balances screen is best when you need to look up account information summarized by Object Codes. You have successfully completed the Viewing Available Balances by Account Number tutorial. End of Procedure. Page 87

92 Assigning an Account Delegate Procedure Kuali Financial System allows Fiscal Officers to delegate their work. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Scenario: A Fiscal Officer is going on vacation and needs to delegate his/her work to a colleague while away from the office. 1. To scroll down, click the scrollbar. Page 88

93 2. Click the Account Delegate link. Page 89

94 3. Clicking the Account Delegate link takes you to the Account Delegate Lookup screen. This screen can be used to search for existing delegates. For help editing an existing delegate see the Editing an Account Delegate tutorial. 4. In this tutorial, you are adding a new Account Delegate. Click the create new button. 5. To minimize scrolling and tab details click the collapse all button. Click the collapse all button. 6. To open the Document Overview tab, click the show button. 7. Enter a description for your new account into the Description field. Note: The Description field can only contain 40 spaces of data. For example, typing A space B will take three spaces. 8. To close the Document Overview tab, click the hide button. Page 90

95 9. To open the Edit Account Delegate tab, click the show button. Page 91

96 10. This tutorial will show you how to delegate the transactions related to one account belonging to a fiscal officer. For help delegating multiple accounts, see the Using the Account Delegate Global edoc tutorial. 11. Enter the appropriate Chart Code for the Account you are delegating. Enter "01" in the Chart Code field. 12. Enter the Account Number to be delegated to the temporary Fiscal Officer. Enter " " in the Account Number field. *For training/demonstration purposes you may use an account you are familiar with. If you do not know an account you may conduct a search for the account using the search magnifying glass. Page 92

97 13. KFS has a hierarchical document structure that allows you to set up delegates at document and dollar levels. For example, if you set up a delegate for Disbursement Voucher (DV), the delegate will only be able to approve Disbursement Vouchers. But, if you set up a delegate for Kuali Financial System Transactional Documents (KFST), then the delegate will be able to approve Disbursement Voucher (DV), Distribution of Income and Expense (DI), Requisitions (REQS) and any other e-doc. The Document Hierarchy guide will help you understand both the relationship between documents and their "parents" and the abbreviations that serve as Document Type Names. Note: The Document Hierarchy Guide only includes documents that can be delegated; it is not a complete listing of documents for each module. See page 141 for a list of Document Types. Page 93

98 14. In this case you are setting up delegates for the Distribution of Income and Expense edoc, which has a Document Type Name of DI. Note: You can always search for the Document Type Name if you are not sure what to enter. Enter "DI" in the Document Type Name field. Page 94

99 15. You can enter the Directory ID of the person into the Account Delegate Principal Name field. Either type the Directory ID of the person you want to assign as a delegate or search for the value. Enter "clbarnes" in the Account Delegate Principal Name field. Page 95

100 16. You can assign a range of amounts that this Delegate is able to approve. For example, you can limit this delegate to approving transactions up to $ Note: If the fields are left blank, there are no restrictions on what they can approve. Use the Approval From This Amount and Approval To This Amount fields to set the range. Page 96

101 17. Select the Account Delegate Primary Route box if you want to set the delegate as Primary, meaning documents are sent directly to that person's List. If this box is not selected, the person will be a Secondary Delegate, which means an List filter must be used to see documents awaiting approval. For help managing your action list as a delegate, see the Acting on Items in Your List as a Primary or Secondary Delegate tutorial. Note: Only one primary delegate is allowed per account. Page 97

102 18. Uncheck the Account Delegate Active box if you want to make the delegate inactive. 19. By default, the Account Delegate Start Date will populate with today's date. You may not want the delegate to start right away, in which case you can set a Start Date in the future. Page 98

103 20. To close the Edit Account Delegate tab, click the hide button. Page 99

104 21. The next step is to submit the edoc, at which point it will route for the appropriate approvals. Once it is approved and the Start Date rolls around, the delegate's List will start showing notifications. For more information on working with Account Delegation view the Viewing the List as a Primary or Secondary Delegate tutorial. End of Procedure. Page 100

105 Adding Account Delegates on Multiple Accounts Procedure If you have reviewed the Adding an Account Delegate tutorial in the Chart of Accounts section, you have already been introduced to creating individual Primary and Secondary Delegates. This tutorial shows you how to set up Primary and Secondary Delegates for multiple edocs and accounts simultaneously using the Account Delegate Global e-doc. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Global Scenario: A Fiscal Officer has the need to delegate work for multiple accounts and/or to multiple people. 1. To scroll down, click the scrollbar. Page 101

106 2. Click the Account Delegate Global link. Page 102

107 3. Before you begin, you can choose to click the collapse all button in the upper right hand corner. Click the collapse all button. 4. Important! Adding delegates with this edoc overwrites any existing delegates. If you want to retain existing delegates, you must include them on this edoc, in addition to any new ones you want to add. If you want to add a delegate without deleting (or re-entering) preexisting delegates, you should use the Account Delegate edoc, not the Account Delegate Global edoc. Page 103

108 5. Enter a description for your new edoc into the Description field on the Document Overview tab. To learn more about completing the Document Overview tab view the Understanding the Document Overview Tab tutorial. Page 104

109 6. To open the Edit Global Delegate tab, click the show button. 7. Enter the Document Type that you want the delegate to approve. In this case you are setting up a Secondary Delegate for the Distribution of Income and Expense (DI) document. Note: As mentioned in the Chart of Accounts > Adding an Account Delegate tutorial, documents are hierarchical. You can assign delegates at different levels. See page 141 for the Document Hierarchy Guide. Enter "DI" in the Document Type Name field. Page 105

110 8. By checking the Account Delegate Primary Route box, you are identifying the delegate as a Primary Delegate. Leaving it unchecked assigns the delegate as a Secondary Delegate. In this example you are setting up a Secondary Delegate, so leave it unchecked. Page 106

111 9. You can leave the current date as the Account Delegate Start Date, or you can set the delegate to begin on a future date. In this case, you want the delegation to begin immediately, so you would leave today's date in field. Page 107

112 10. Enter the Directory ID of the person you are delegating the work to. Enter "jfarley" in the Account Delegate Principal Name field. Note: For training purposes please select an individual from your department to use as the Primary Account Delegate. Page 108

113 11. You can enter a value in the Approval From This Amount and/or Approval To This Amount fields. If you leave the fields blank, there are no limits to the transactions that the delegate approves. Page 109

114 12. Click the add button. 13. Use this document to add more account delegates. Note: In this tutorial you're also adding another Secondary Delegate for the Distribution of Income and Expense edoc and a Secondary Delegate for the Disbursement Voucher edoc. Page 110

115 14. Set up the other delegate for the Distribution of Income and Expense. Enter "DI" in the Document Type Name field. Page 111

116 15. This is a Secondary Delegate, so leave the Account Delegate Primary Route box unchecked. 16. Enter "schastai" in the Account Delegate Principal Name field. Note: For training purposes please select an individual from your department to use as the Secondary Account Delegate. Page 112

117 17. We will restrict this delegate s approval authority to transactions under $5,000. Enter "5000" in the Approval To This Amount field. Page 113

118 18. Click the add button. 19. Now you will set up our Disbursement Voucher delegate. Note: You can always use the lookup icon next to the field to search for the Document Type Name if you don't know it. Enter "DV" in the Document Type Name field. Page 114

119 20. Enter "schastai" in the Account Delegate Principal Name: field. Page 115

120 21. Click the add button. 22. To scroll down, click the scrollbar. Page 116

121 23. You can see we have added two delegates for the Distribution of Income and Expense edoc and one for the Disbursement Voucher edoc. Page 117

122 24. This is very important: Once this document is finalized, the delegates you see here will be the only delegates for the accounts you choose. If you have a pre-existing delegate on the account(s), that delegate will be deleted. 25. To scroll down, click the scrollbar. Page 118

123 26. To close the Edit Global Delegate tab, click the hide button. Page 119

124 27. Now you need to identify which account(s) you want the delegate to approve documents for. Click the show button. 28. You can add accounts one at a time, or you can add them all at once by using the Lookup/Add Multiple Account Lines magnifying glass. Click the Look Up/Add Multiple Account Lines button. Page 120

125 29. To find all accounts belonging to a specific Fiscal Officer, enter that Fiscal Officer's Directory ID in the Fiscal Officer Principal Name field. Enter "kkeithly" in the Fiscal Officer Principal Name field. Page 121

126 30. Click the search button. Page 122

127 31. For more help on using this search screen, view the Using Wildcards to Conduct a Search tutorial. Click the select all rows from all pages button. 32. Click the return selected button. Page 123

128 33. To scroll down, click the scrollbar. Page 124

129 34. You can see all six accounts belonging to that Fiscal Officer have been returned to the screen. You have the opportunity to delete these, or add more until all of the accounts have been captured. 35. To scroll up, click the scrollbar. Page 125

130 36. To close the Edit List of Accounts tab, click the hide button. Page 126

131 37. All that is left is submitting the document. Once it has gone through the appropriate approvals, your delegates will be able to start approving documents on the start dates you identified. 38. You can enter multiple document types, delegates, and accounts using Account Delegate Global. It's a quick way to get all of your delegations set up. Note: Make sure that you don't over-write pre-existing delegates that you want to retain! End of Procedure. Page 127

132 Deactivating an Account Delegate Procedure Account Delegates in KFS can be edited and deactivated. An Account Delegate is a person who is given permission to act as a proxy in the absence of the Fiscal Officer on an account. In this tutorial you will learn how to edit and deactivate an Account Delegate. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate 1. Depending on your screen resolution you may need to use the horizontal scrollbar. To scroll down, click the scrollbar. Page 128

133 2. Click the Account Delegate link. 3. Enter "01" in the Chart Code field. 4. Enter "1*" in the Account Number field. Note: In this example you are searching for an account number starting with one. In the live application you would be searching for the account the delegate has been assigned to. 5. You may use any of the search fields to narrow down the search results. Note: The most specific way to search for an Account Delegate is to search using the Account Delegate Principal Name field. This would be the delegates Directory ID. Page 129

134 6. Click the search button. Page 130

135 7. To scroll down, click the scrollbar. 8. The search you conducted will populate all of the Account Delegates that belong to Chart Code 01 and are assigned to an account that starts with the number one. Page 131

136 9. Locate the Account Delegate you wish to make a change to. Click the edit link. Page 132

137 10. The Description field is a required on every edoc found in KFS. Enter "Update Account Delegate" in the Description field. 11. To close the Document Overview tab, click the hide button. 12. The Edit Account Delegate tab displays both Old and New information. The New section is where you will make the changes to the delegate. 13. In this example you will be editing the Approval To Amount from 5,000 to 10,000. Enter "10,000.00" in the Approval To This Amount field. Page 133

138 14. To change the delegate from Primary Delegate to Secondary Delegate uncheck the Account Delegate Primary Route checkbox. Note: If this person was a Secondary Delegate and you wanted to make them the Primary Delegate on the account, you would select the Account Delegate Primary Route checkbox. 15. To deactivate an Account Delegate you simple uncheck the Account Delegate Active box. Once the document has been approved the delegate will be inactive and will no longer receive action items in their List as a delegate for the referenced account. Page 134

139 16. You may also change the start date of when you want the Account Delegate to be active. 17. Click the submit button. Page 135

140 18. Click the close button. 19. You have successful completed the tutorial on Edit and Deactivating an Account Delegate. For more information on creating an Account Delegate please review the Assigning an Account Delegate tutorial. End of Procedure. Page 136

141 Viewing Items in the List as a Primary or Secondary Delegate Procedure The Account Primary and Secondary Delegate function allows users that are authorized under certain circumstances to take workflow actions on an edoc in place of an account's Fiscal Officer. Navigation: Main Menu > List. 1. Click the action list button. 2. There are two types of delegates that can be established: primary and secondary. 3. Documents route directly to the Primary Delegate's action list. The edocs do not appear in the Fiscal Officer's action list. Note: A Fiscal Officer may apply a special filter to their action list allowing them to view the documents routed to the Primary Delegate. Page 137

142 4. The Delegator field displays the name of the person who delegated the authority to you. 5. Secondary delegates do not automatically see the documents in their action list, edocs do not automatically route directly to the Secondary Delegates' action list. Instead, Secondary Delegates and must apply a special filter to their action list to see the edoc routed to them on behalf of the Fiscal Officer. Note: This box will only appear when you have an item to take action on as a Secondary Delegate. 6. Click the drop-down arrow button. Page 138

143 7. When applying the Secondary Delegate view you have two choices: All Secondary Delegation option and the individual Delegator. 8. The All Secondary Delegation option allows you to view all documents routed to you as a secondary delegate regardless of who the delegator is. 9. In this example, you only see one name listed. If you were listed as a secondary delegate for more than one account you would see multiple Fiscal Officers' names if you had items to take action on. 10. Select the All Secondary Delegations option from the drop-down menu. 11. The All Secondary Delegations view will show you all of the items you have to take action on as a secondary delegate. In this example, there is only one edoc that needs your attention. 12. Click the drop-down arrow button. 13. Click Tanner, Trina from the drop-down menu list. Page 139

144 14. The Individual Name view will show you the edoc(s) that are in your action list as a secondary delegator for that individual. At this time you would want to review the document and take the appropriate action. Note: If you had multiple names listed in the drop-down menu you would select each person separately to view the action items for that individual. 15. In order to clear the filter you need to select the Choose Secondary Delegation option from the drop-down menu. Note: You may also clear the filter by selecting the Clear Filter button next to the drop-down menu. Click the Choose Secondary Delegation option from the dropdown menu. 16. You have successfully completed the tutorial on Viewing Items in your List as a Primary or Secondary Delegate. To learn more about taking actions on edocs in you action list please view the Acting on Items in the List tutorial. End of Procedure. Page 140

145 Appendix A: Supporting Documentation Document Hiercy Guide KFST Transactional Documents KFSM Maintenance Documents FP Financial Processing PRAP Purchasing Accounts Payable LD Labor Distribution EC Effort CertiLication CAM Capital Asset Management COA Chart of Accounts CAMM Capital Asset Management Maintenance DI Distribution of Income & Expense DV Disbursement Voucher REQS Requisition ST Salary Transfer ECD Effort CertiLication AT Asset Transfer ACCT Account ALOC Asset Location Global TF Transfer of Funds GEC General Error Correction POA Purchase Amendment BT BeneLit Transfer ELP Equipment Loan/ Return GACC Account Global CASM Asset SB/IB Service/Internal Billing AV Auxiliary Voucher PREQ Payment Request LLJV Labor Ledger Journal Voucher Page 141

146 Sub-Fund Group Code Chart The Sub-Fund Group is a six-digit field and is made up of three FRS attributes. The first and second digit is the FRS Fund Group (40- Unrestricted, 43-Restricted, 46-Loan, 48-Plant, 49-Agency). The third digit is the FRS Support Indicator (1-State, 2-Self Support, 3-Dedicated, 4-Nonbudgeted). The fourth digit is the FRS Campus Code (UMCP-1). The last two digits are sequential numbers used to further break down the sub fund groups. KFS Sub-fund Group FRS Ledger XXXXX , XXX, 115XXX 22XXXX, 23XXXX XXXX XXX XXX XXX, 295XXX XXXXX , XXXXX Name for Accounts State Supported Summer School Cost Share Self- Support Maryland Industrial Partnership (MIPS) Designated Research Initiative Funds (DRIF) E&G- Designated Auxiliary Services State and Private Contracts and Grants Description State-supported accounts are activities that are supported by tuition from for-credit programs and state general funds. Restricted for Summer Program Use Only Accounts set up to show matching funds from the university related to a contract or grant. Activities that are fully supported by user fees and that are education-related. Examples Shady Gove, Wind Tunnel. State-support that is earmarked for a specific State of Maryland initiative Funds provided to colleges, etc. to provide incentive for research that may not have a C&G sponsor. The source of the funding is indirect costs from contracts and grants. Accounts that are generally self-supporting from sales and services of educational activities. These generally have multiple types of funding or are set up to make use of FRS s capability to track carryover funding at the account level. Examples include revolving funds, faculty start-up accounts, conferences, consortiums, publications, and Study Abroad. Business like activities that are supported by user fees. Examples: Dining, Dorms. Restricted contract and grant activity that has sponsorship from the state and local government organizations. Includes 445XXX which are state contracts and grants for the Agriculture Experiment Station and the University of Maryland Account Request Goes To: Budget Office Budget Office Comptroller-C&G Accounting Budget Office Budget Office Budget Office Comptroller-General Accounting. Accounts with over $100,000 of anticipated activity are sent by GAD to Budget Office for approval. Budget Office Comptroller-C&G Accounting Page 142

147 Extension.) XXXX Gifts XXXX XX, 444XXX XXXXX , XXXXX, 8XXXXX 90XXXX, 013XXX XXXX Restricted, Other Restricted, Other Federal Contracts and Grants Plant Accounts E&G Non- Budgeted Agency Accounts Restricted gift and endowment activity from private sources. Restricted contract and grant activity that has sponsorship from Foundations, Corporations, Private Organizations Restricted State Agency Funds for Scholarships, Departmental Federal Work Study accounts. Restricted contract and grant activity that has sponsorship from the federal government. Restricted for Plant Use Only 90XXXX accounts are used primarily by Student Affairs for Student Activity accounts. 013XXX accounts are used as clearing accounts. Funds that belong to an organization outside, not legally UM, but UM administers the accounting of the funds. Comptroller-C&G Accounting Comptroller-C&G Accounting Comptroller-C&G Accounting Comptroller-C&G Accounting Comptroller-Plant Accounting Comptroller-General Accounting Comptroller-General Accounting XXXX Loan Restricted for Bursar Use Only Comptroller-General Accounting Page 143

148 Business Process Flow - Campus 01 Page 144