Kuali Financial System Training Guide. University of Hawaii. Account Global/Account Delegates. Version 3.05

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1 University of Hawaii Account Global/Account Delegates Version 3.05

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3 Table of Contents Resources... 4 Objectives... 5 Process an Account Global e-document... 6 Exercise Add an Account Delegate Primary and Secondary Add and Change Delegates Using Account Delegate Global Add an Account Supervisor Delegate Add and Change Supervisor Delegates Using Account Supervisor Delegate Global Add an Account Delegate Model Using the Account Delegate Global From Model edoc Configure the Action List for Delegates ethority Reports for Accounts Quick Tips: Notes: Changes To Previous Training Manual Last Updated: 03/28/2016 Account Global/Account Delegates Page iii

4 Resources The FMO website has a Financial Systems page at that focuses on specific material related to the systems with the following dedicated tabs Overview, FAQs, Contact Us, Policies and Guidelines, Forms and Training. Click on for access to our webpage and then click on the pertinent tab for assistance with your topic of interest. The screenshot below shows the layout of the website. A description of the tabs is provided beneath the screenshot. Overview: This tab provides you with a brief overview and live links to KFS or ethority. Just click on the respective logo to begin the log in process. FAQs: This tab provides frequently asked questions by topic. Contact Us: In the event you need to contact a member of the Kuali Financial Project team you can view their name, area of responsibility, phone number, and a live link to their address. The Contact Us tab also provides the live link to submit a trouble ticket: Submit a Trouble Ticket. Policies and Guidelines: You can review the Process Documents for each business process to get a finer level of details related to each topic. Forms: This tab provides you with links to forms related to KFS access used by UH employees. Training: The KFS Training Team has developed training manuals and On-Line tutorials for KFS. There are training manuals for each of the sessions as well as On-Line tutorials for each topic within the session(s). If you want to attend in-person training refer to the Training Calendar found on the Training Calendars & Other Schedules tab on the FMO Website homepage. Additionally, notification of upcoming training is sent to the KFS-USERS listserv. Register for training by clicking on the registration links provided. There are also Tips of the Week for commonly asked questions. Each of the Service Areas within the FMO website has similar tabs related to the specific areas. For example, for forms related to payments and reimbursements, go to the Forms tab of the Payment/Reimbursement page. Last Updated: 03/28/2016 Account Global/Account Delegates Page 4

5 Objectives Process an Account Global change for an Account Supervisor Process an Account Global change for a Fiscal Administrator/Officer Add an Account Primary and Secondary Delegates o o Account Delegate Account Delegate Global Add an Account Supervisor Delegates o o Account Supervisor Delegate Account Supervisor Delegate Global Add an Account Delegate Model o Using Account Delegate Model Set Delegate Preferences in Action List ethority Reports for Account Global changes and Account Delegates Last Updated: 03/28/2016 Account Global/Account Delegates Page 5

6 Process an Account Global e-document Process In this tutorial, you will learn how to Process an Account Global edoc. The Account Global document is used to assign identical attributes to multiple accounts; such as, Fiscal Administrator/Officer and/or Account Supervisor on a single document. If single account changes are necessary you could use the edit function on the Account edoc. For this scenario, an Account Supervisor global change will be made. Note: There are ethority reports that can be used to get a list of all accounts assigned to a particular Account Supervisor, Fiscal Officer (Fiscal Administrator), etc. Refer to the ethority section of this manual on page 81 for more information regarding the Account Global reports. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Global Step # Procedure 1. Click the Account Global link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 6

7 2. In this sample Account Global edoc you will update the Account Supervisor (Account Supervisor Principal Name) on multiple accounts, for this example. 3. Click in the Description field. Note: Verify with your department the standard format for entering the Description for this edoc. At minimum, the Description must begin with the 3 digit FO (Fiscal Office) code. 4. Enter 055-Update AS for Multiple Accounts in the Description field. 5. Click in the Explanation field. Note: Although it is not a system required field, UH recommends using the Explanation field to further explain the description. 6. Enter Changing Account Supervisor for multiple accounts in the Explanation field. 7. The Organization Document Number field is Optional and used for departmental purposes. 8. Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 7

8 9. The Global Account Maintenance tab contains multiple field attributes for an account that can be modified. There are no required fields, only the fields that are to be updated on the account need to be entered. If an account attribute does not need to be updated, leave that field blank. 10. Note: When editing or creating this edoc it is important to remember that the Account Supervisor cannot be the same person as the Fiscal Administrator/Officer or Account Manager. 11. Click in the Account Supervisor Principal Name field and enter the new Account Supervisor that will be assigned to the accounts. For this scenario, enter Train020. If you do not know the Account Supervisor Principal Name (UH Username) you can click on the magnifying glass to perform a search. Note: If other attributes are to be updated you would enter those fields as well. 12. Click the hide button on the Global Account Maintenance tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 8

9 13. On the Edit List of Accounts tab, there are two ways to populate the accounts that you want to update globally. One is by manually entering or selecting one Account Number at a time from the normal lookup, the other is by using a multiple value lookup called the Look Up / Add Multiple Account Lines to select multiple accounts at once. If you only have a couple of accounts you may wish to use the first option to just add accounts one at a time; however, you will have to click the add button each time you add another account. If you have many accounts and want to select them in bulk the Look Up / Add Multiple Account Lines option may be more preferable. For this scenario, click on the magnifying glass for the Look Up / Add Multiple Account Lines function. 14. The Account Lookup search page will display. 15. Enter all applicable search parameters which will return the accounts that will be updated with the Account Supervisor change. Note: To get a list by Account Supervisor or Account Manager you must run the applicable ethority report listed on page 81 of this manual. Last Updated: 03/28/2016 Account Global/Account Delegates Page 9

10 16. For this scenario, click in the Chart Code field, and enter HO. 17. Click in the Organization Code field, and enter BUSO. 18. Click the search button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 10

11 19. Select the applicable accounts that are to be changed / updated by clicking the checkbox in the Select? column. 20. Click the return selected button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 11

12 21. Note: All of the accounts selected will display on the Edit List of Accounts tab. If any were selected in error, simply click the delete button for that account. If more accounts are to be added you can add one at a time in the New Account section or the Look Up / Add Multiple Account Lines magnifying glass. 22. Click the hide button on the Edit List of Accounts tab. 23. Click the show button on the Notes and Attachments tab. Enter any notes and attach all supporting documents for the account change(s) on the Notes and Attachments tab. 24. Click the hide button on the Notes and Attachments tab. 25. Click the save button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 12

13 26. Click the show button on the Route Log tab. 27. Click the show button on the Future Action Requests tab. Note: The Account Global edoc routes first to the Campus Chart Manager, and then to the University Chart Manager on each account for approval. If someone that is not part of the original workflow is to receive this edoc you will use the Ad Hoc Recipients tab to add the additional recipient(s). Last Updated: 03/28/2016 Account Global/Account Delegates Page 13

14 Step # Procedure 28. Click the submit button. 29. IMPORTANT: All edocs which include any of the account(s) that were changed, and are already in process and routed for approval, will not be affected by changes to the Fiscal Administrator/Officer and/or Account Supervisor. For any enroute edocs you will either need to request to have those routed edocs re-queued in order for the new person to approve, or have the original approver approve the edocs. If the original approver is not available, submit a trouble ticket to request a re-queue of the edocs. Note: The Account Global edoc may also be used to change other attributes on multiple accounts. The effect on the approvers and the need to re-queue documents would only matter if the Account Supervisor or Fiscal Administrator/Officer is changed. 30. You have successfully completed the Process an Account Global edoc tutorial. End of Procedure Last Updated: 03/28/2016 Account Global/Account Delegates Page 14

15 Exercise 1 Process a Fiscal Officer Account Global Change Scenario 1: Your department just hired a new Fiscal Administrator (FA) to replace the existing FA that will be leaving the University. You were given the task to update each of the accounts that the current FA is assigned to with the new FA. Navigate to the Account Global edoc. o Complete the edoc where applicable. On the Global Accounts Maintenance tab, enter the new Fiscal Administrator s Principal Name (UH Username) in the Fiscal Officer Principal Name field. On the Edit List of Accounts tab, select the Look Up/Add Multiple Account Lines icon. Enter your Chart Code and FO Code in the corresponding fields, and click search. o o Select the accounts that are to be updated with the FA change. Click the return selected button. Add any applicable Notes/Attachments. View the Route Log. Click the submit button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 15

16 Add an Account Delegate Primary and Secondary Process In this tutorial, you will learn how to Add an Account Delegate Primary and Secondary. Account Delegates are KFS users that are authorized under certain circumstances to take workflow actions on a document in the place of an account s Fiscal Administrator/Officer (FA/FO). An authorized Delegate can take any action that is available to an FA/FO, including the power to approve and disapprove transactions. Refer to AP A8.025 Fiscal Responsibilities within the University for a description of the Fiscal Administrator responsibilities. By taking the system actions for the Fiscal Administrator, the Account Delegate must follow the same fiscal responsibilities. Account delegation is specific to an account and a document type and may also be limited based on the dollar amount of the document. Delegation only allows a user to approve on behalf of the FA/FO, when a document is at the account routing node. If for example, a document is routed to an account s FA/FO as part of an Ad Hoc Routing, the Delegate would not be authorized to approve that action request. Note: There is an ethority report that can be used to get a list of all delegates assigned to a particular Account, Org or FA/FO, etc. Refer to the ethority section of this manual on page 81 for more information regarding the Account Delegate report. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Step # Procedure 31. Click the Account Delegate link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 16

17 Step # Procedure 32. There are two types of delegates that can be established: Primary and Secondary. Documents route directly to a Primary Delegate's Action List. These documents do not appear in the FA s/fo s Action List unless a special filter is applied to their Action List allowing them to view the documents routed to the Primary Delegate. Documents do not route directly to a Secondary Delegate's Action List. Instead, the documents route to the FA s/fo s Action List (or the Primary Delegate, if applicable) and the Secondary Delegate must apply a special filter to their Action List to see and take action on these documents. 33. Click the create new button in the upper right hand corner of the Account Delegate Lookup page. Last Updated: 03/28/2016 Account Global/Account Delegates Page 17

18 34. Click in the Description field. Note: Please refer to Step # 3 page 7 for additional details. 35. Enter 023-Establish Delegate for Acct in the Description field. 36. Click in the Explanation field. Note: Please refer to Step # 5 page 7 for additional details. 37. Enter To assign delegate to account in the Explanation field 38. The Organization Document Number field is Optional and used for departmental purposes. 39. Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 18

19 40. On the Edit Account Delegate tab, enter (or lookup) the applicable Chart Code for your campus associated to the Account Number for which authority is being delegated. Click in the Chart Code field and enter MA for this example. 41. Enter the Account Number for which authority is being delegated in the Account Number field. Click in the Account Number field and enter Documents are related to one another in a hierarchical structure. For example, the Financial Processing Transactional Document (FP) is the parent of several child edocs, including the Disbursement Voucher (DV), Distribution of Income and Expense (DI), and General Error Correction (GEC) edoc, etc. The hierarchical document structure means that you can set up Delegates at different 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 Financial Processing Transaction Documents (FP), then the Delegate will be able to approve Disbursement Voucher (DV), Distribution of Income and Expense (DI), and General Error Correction (GEC) edocs, and all child document types. Note: There is a Document Matrix on the FMO website that has a list of the KFS document types and their parent document at: Last Updated: 03/28/2016 Account Global/Account Delegates Page 19

20 43. Enter the document type code for the KFS transaction for which authority is being delegated. Parent document types may also be used (e.g., KFS for all KFS document types). Click in the Document Type Name field and enter KFS 44. Enter the Principal Name (UH Username) of the person to which authority is being delegated in the Account Delegate Principal Name field. Click in the Account Delegate Principal Name field and enter Train Enter the minimum dollar amount of a transaction for which the delegate is authorized in the Approval From This Amount field. For example, if a delegate is established with a From amount of $1,000 then a transaction for $500 is not eligible for the delegate's action. Note that not all KFS documents have a dollar amount associated with them. Note: Leaving the Approval From This Amount field blank assumes there is no minimum limit. Last Updated: 03/28/2016 Account Global/Account Delegates Page 20

21 46. Enter the maximum dollar amount of a transaction for which the delegate is authorized in the Approval To This Amount field. For example, if a delegate is established with a To amount of $1,000, a transaction for $1,500 is not eligible for the delegate's action. Note: Leaving the Approval To This Amount field blank assumes there is no maximum limit. 47. When you create a Primary Delegate, you check the Account Delegate Primary Route checkbox to indicate that the delegate is Primary. To designate the Delegate as Secondary leave the checkbox unchecked. Note: Secondary Delegates must use an Action List Filter to see documents awaiting approval. 48. For this example, click the Account Delegate Primary Route checkbox to designate the Delegate as Primary. Last Updated: 03/28/2016 Account Global/Account Delegates Page 21

22 49. The Account Delegate Active checkbox defaults to checked. If the Delegate is active and can take action on authorized documents leave the box checked. Uncheck the checkbox to inactivate an existing Delegate. 50. The Account Delegate Start Date field determines the date on which the delegation is to become effective. This field defaults to the current date. This date can be future dated if the Delegate is not to begin on the current date. 51. On the Notes and Attachments tab, be sure to add any notes and/or attachments that support the delegation(s). 52. Click the save button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 22

23 53. Click the show button on the Route Log tab. 54. Click the show button on the Future Action Requests tab. Note: The Account Delegate edoc routes to the FA/FO on the account for approval. If someone that is not part of the original workflow is to receive this edoc you will use the Ad Hoc Recipients tab to add the additional recipient(s). 55. Click the submit button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 23

24 56. Be sure you receive a Document was successfully submitted message at the top of the page. Note: If there are errors on the document it will not submit successfully. You will receive a message in red text of the issues with the document. You will need to make the changes and then resubmit the document at the bottom of the page until you receive the success message. 57. You have successfully completed the Add Account Delegate Primary and Secondary tutorial. End of Procedure 58. Note: Changes to existing or inactive delegations should be done by editing the delegation record. For example, if a person was established as a delegate and the delegation expired or was inactivated, that person can be reactivated by editing the delegation, not by initiating a new delegation. KFS will return the following error message if there is an existing or inactive delegation for the account: Use the Account Delegate Lookup to find the existing delegation and click on the edit link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 24

25 Add and Change Delegates Using Account Delegate Global Process In this tutorial, you will learn how to Add a Delegate and Change a current Delegate Using an Account Delegate Global edoc. The Account Delegate Global edoc allows you to create/change delegates for single or multiple edoc types on one or more accounts simultaneously. It replaces all existing delegation for an account. IMPORTANT: The Account Delegate Global edoc does not update existing records it creates new records (which replace any existing records). Example: an account has a PCDO (Procurement Card) Delegate, and an Account Delegate Global edoc is then submitted to create a delegate for TF (Transfer of Funds) and DV (Disbursement Voucher) on that account. If a PCDO Delegate is not also specified when the TF and DV delegation is added, the existing PCDO Delegation is inactivated. The same holds true for the individual Delegates. If an existing Delegate is to be changed or a new one is to be added, the original Delegate(s) that will remain must also be added to this new edoc. Example: Current Delegation on a PCDO includes Train001 as the Primary Delegate and Train002 as the Secondary Delegate. An Account Delegate Global edoc is submitted to change the Primary Delegate to Train003 and add Train004 as an additional Secondary Delegate. If the existing Secondary Delegate (Train002) is not included in this new edoc as a Secondary Delegate, the Secondary Delegation for Train002 will be inactivated when the new edoc is submitted and approved. Last Updated: 03/28/2016 Account Global/Account Delegates Page 25

26 Note: There is an ethority report that can be used to get a list of all delegates assigned to a particular Account, Org or FA, etc. Refer to the ethority section of this manual on page 81 for more information regarding the Account Delegate Listing report. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Global Step # Procedure 59. Click the Account Delegate Global link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 26

27 60. Click in the Description field. Note: Please refer to Step # 3 page 7 for additional details. 61. Enter 023-Update Delegate in the Description field. 62. Click in the Explanation field. Note: Please refer to Step # 5 page 7 for additional details. 63. Enter To change an existing primary delegate with a new delegate, and add an additional secondary delegate; for backup of REQS and DV edocs for accounts under the OPSH Organization. in the Explanation field. 64. The Organization Document Number field is Optional and used for departmental purposes. 65. Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 27

28 66. On the Edit Global Delegate tab, enter the document type code for the KFS transaction for which authority is being delegated. Parent document types may also be used (e.g., KFS for all KFS document types). For this example, click in the Document Type Name field and enter REQS 67. Documents are related to one another in a hierarchical structure. Note: Please refer to Step # 42 page 19 for additional details. 68. When creating a Primary Delegate check the Account Delegate Primary Route checkbox to indicate that the delegate is Primary. To designate the Delegate as Secondary leave the checkbox unchecked. Note: Secondary Delegates must use an Action List Filter to see documents awaiting approval. 69. For this example, click the Account Delegate Primary Route checkbox to designate the Delegate as Primary. Last Updated: 03/28/2016 Account Global/Account Delegates Page 28

29 70. The Account Delegate Start Date field determines the date on which the delegation is to become effective. Note: Please refer to Step # 50 page 22 for additional details. 71. Enter the Principal Name (UH Username) of the person to which authority is being delegated in the Account Delegate Principal Name field. 72. Click in the Account Delegate Principal Name field and enter Train Enter the minimum dollar amount of a transaction for which the delegate is authorized in the Approval From This Amount field. For this example leave blank. Note: Please refer to Step # 45 page 20 for additional details. 74. Enter the maximum dollar amount of a transaction for which the Delegate is authorized in the Approval To This Amount field. For this example leave blank. Note: Please refer to Step # 46 page 21 for additional details. 75. Click the add button on the New Account Delegate section. Last Updated: 03/28/2016 Account Global/Account Delegates Page 29

30 76. If necessary, select another Document Type Name and complete the applicable fields to add another Document Type for the Delegation. Do not forget to click the add button to submit the addition to the document. For this example, follow the previous steps to add an additional Document Type of DV; however, make this one the Secondary Delegate. 77. You can choose to hide the Edit Global Delegate tab, or you can hide individual Delegate rows. For this example, you will close the individual Delegate rows. Click the hide button on the Account Delegate row one section. 78. Click the hide button on the Account Delegate row two section. Last Updated: 03/28/2016 Account Global/Account Delegates Page 30

31 79. On the Edit List of Accounts tab you populate the accounts you want to update. For this example, we will select the accounts one at a time. Note: Please refer to Step # 13 page 9 for additional information. Click in the Chart Code field and enter MA for this example. 80. Click on the magnifying glass next to the Account Number field to open the New Account Lookup window. Last Updated: 03/28/2016 Account Global/Account Delegates Page 31

32 81. There are multiple search parameters on the Account Lookup page that you can use to find the Accounts that you want added for the Delegation. 82. Click in the Organization Code field and enter *OPSH, for this example, to search for all Accounts for the specified Organization. 83. Click in the FO Code field and enter 023 for this example. 84. Click the search button. 85. Click the return value link for the correct Account row. For this example, select the Account Number value. Last Updated: 03/28/2016 Account Global/Account Delegates Page 32

33 86. The Account information will auto populate into the Chart Code, Account Number and Account Name fields. 87. Click the add button to submit the addition to the document. 88. If necessary, select another Account Number and complete the applicable fields to add another Account for the Delegation. Do not forget to click the add button to submit the addition to the document. For this example, follow the previous steps to add an additional Account and select the value for Account Number = Last Updated: 03/28/2016 Account Global/Account Delegates Page 33

34 89. The New Account rows are populated with the Accounts that were selected one at a time from the Search page and added individually. Note: Each row can be deleted by clicking on the delete button, if necessary. 90. Click the hide button on the Edit Global Delegate tab. 91. Click the hide button on the Edit List of Accounts tab. 92. Click the show button on the Notes and Attachments tab. Add any notes and/or attachments that support the delegation. 93. Click the hide button on the Notes and Attachments tab. 94. Click the save button at the bottom of the edoc. Last Updated: 03/28/2016 Account Global/Account Delegates Page 34

35 Step # Procedure 95. Click the show button on the Route Log tab. Note: The Account Delegate Global edoc routes first to the Campus Chart Manager, and then to the University Chart Manager on each account for approval. Once the edoc is approved an FYI is sent to the FA/FO. If someone that is not part of the original workflow is to receive this edoc you will use the Ad Hoc Recipients tab to add the additional recipient(s). 96. Click the submit button. 97. You have successfully completed the Change Delegate Using Account Delegate Global tutorial. End of Procedure Last Updated: 03/28/2016 Account Global/Account Delegates Page 35

36 Add an Account Supervisor Delegate Process In this tutorial, you will learn how to Add an Account Supervisor Delegate. Account Supervisor Delegates are KFS users that are authorized under certain circumstances to take workflow actions on a document in the place of an account s Account Supervisor (Approving Authority). An authorized Account Supervisor Delegate can take any action that is available to an Account Supervisor, including the power to approve and disapprove transactions when a document is at the Account Supervisor route node. If a document is routed to the Account Supervisor as part of an Ad Hoc routing, the Account Supervisor Delegate would not be authorized to approve that action request. Generally Program Heads, Principal Investigators or Project Directors serve as Account Supervisors. Refer to AP A8.025 Fiscal Responsibilities within the University for a description of these responsibilities. By taking the system actions for the Program Head/Principal Investigator/Project Director, the Account Supervisor Delegate must follow the same fiscal responsibilities. Similar to the Account Delegate edoc which delegates Fiscal Administrator/Officer approvals, the Account Supervisor Delegate edoc will allow you to delegate the Account Supervisor role to an appropriate substitute. However, the Account Supervisor delegation is temporary and may only be for 30 days or less and may only be set up as a secondary delegate. Additionally, delegation should only be given to a responsible official who may certify that the transaction supports the applicable program on behalf of the Account Supervisor. Account Supervisor Delegates should not also be assigned as the Fiscal Administrator/Officer, Account Delegate or Account Manager on the same account. Last Updated: 03/28/2016 Account Global/Account Delegates Page 36

37 Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Supervisor Delegate Step # Procedure 98. Click the Account Supervisor Delegate link. 99. The Account Supervisor Delegate edoc will allow you to temporarily delegate the Account Supervisor role to an appropriate substitute. Note: The Account Supervisor Delegate will be a secondary delegation so the documents will not route directly to the Account Supervisor Delegate's Action List. Instead, the documents route to the Account Supervisor s Action List and the Secondary Delegate must apply a special filter to their Action List to see and take action on these documents Click the create new button in the upper right hand corner of the Account Supervisor Delegate Lookup page. Last Updated: 03/28/2016 Account Global/Account Delegates Page 37

38 101. Click in the Description field. Note: Please refer to Step # 3 page 7 for additional details 102. Enter 068-Supervisor Delegate for Acct in the Description field Click in the Explanation field. Note: Please refer to Step # 5 page 7 for additional details Enter To assign supervisor delegate to account in the Explanation field 105. The Organization Document Number field is Optional and used for departmental purposes Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 38

39 107. Enter (or lookup) the applicable Chart Code for your campus associated to the Account Number for which authority is being delegated. Click in the Chart Code field and enter SW for this example Enter the Account Number for which authority is being delegated in the Account Number field. Click in the Account Number field and enter Documents are related to one another in a hierarchical structure. For example, the Financial Processing Transactional Document (FP) is the parent of several child edocs, including the Disbursement Voucher (DV), Distribution of Income and Expense (DI), and General Error Correction (GEC) edoc, etc. Currently, the only documents that route to the Account Supervisor for approval are the Account Maintenance (ACCT), Disbursement Voucher (DV), Requisition (REQS) and Procurement Card Document (PCDO). Note: Please refer to Step # 42 page 19 for additional details. Last Updated: 03/28/2016 Account Global/Account Delegates Page 39

40 110. Enter the document type code for the KFS transaction for which authority is being delegated. Parent document types may also be used (e.g., KFS for all KFS document types). Click in the Document Type Name field and enter KFS Enter the Principal Name (UH Username) of the person to which authority is being delegated in the Account Supervisor Delegate Principal Name field. Click in the Account Supervisor Delegate Principal Name field and enter train Enter the minimum dollar amount of a transaction for which the delegate is authorized in the Approval From This Amount field. Note: Please refer to Step # 45 page 20 for additional details Enter the maximum dollar amount of a transaction for which the delegate is authorized in the Approval To This Amount field Note: Please refer to Step # 46 page 21 for additional details. Last Updated: 03/28/2016 Account Global/Account Delegates Page 40

41 114. The Account Supervisor Delegate Active checkbox defaults to checked. If the Delegate is active and can take action on authorized documents leave the box checked. Uncheck the checkbox to inactivate an existing Account Supervisor Delegate The Account Supervisor Delegate Start Date field determines the date on which the delegation is to become effective. This field defaults to the current date. This date can be future dated if the Delegate is not to begin on the current date The Account Supervisor Delegate End Date field determines the date on which the delegation is no longer effective. This field defaults to the current date. Note: The delegation may only be for 30 days or less. Click in the Account Supervisor Delegate End Date and enter a date in xx/xx/xxxx format (or select a date in the following week using the Date Selector ) On the Notes and Attachments tab, be sure to add any notes and/or attachments that support the delegation(s) Click the save button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 41

42 119. Click the show button on the Route Log tab Click the show button on the Future Action Requests tab. Note: The Account Supervisor Delegate edoc routes to the FA/FO on the account for approval. Once the edoc is approved an FYI is sent to the Account Supervisor. If someone that is not part of the original workflow is to receive this edoc you will use the Ad Hoc Recipients tab to add the additional recipient(s) Click the submit button Be sure you receive a Document was successfully submitted message at the top of the page. Note: Please refer to Step # 56 page 24 for additional details You have successfully completed the Add Account Supervisor Delegate tutorial. End of Procedure 124. Note: Changes to existing or inactive delegations should be done by editing the delegation record. For example, if a person was established as a delegate and the delegation expired or was inactivated, that person can be reactivated by editing the delegation, not by initiating a new delegation. KFS will return the following error message if there is an existing or inactive delegation for the account: Use the Account Supervisor Delegate Lookup to find the existing delegation and click on the edit link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 42

43 Add and Change Supervisor Delegates Using Account Supervisor Delegate Global Process In this tutorial, you will learn how to Add an Account Supervisor Delegate and Change a current Supervisor Delegate Using an Account Supervisor Delegate Global edoc. Similar to the Account Delegate Global edoc the Account Supervisor Delegate Global edoc allows you to create delegates for single or multiple edoc types on one or more accounts simultaneously. It replaces all existing delegation for an account. IMPORTANT: The Account Supervisor Delegate Global edoc updates existing records. Example: An account has a PCDO (Procurement Card) and DV (Disbursement Voucher) Delegate and an Account Supervisor Delegate Global edoc is then submitted to create a delegate for the REQS (Requisition) on that account. If the PCDO and DV delegation is not also specified when the REQS delegation is added, the existing PCDO and DV delegation will be inactivated when the new edoc is submitted and approved. The same holds true for the individual Delegate(s) specified. Example: a DV Delegation exists to include Train001. Then an Account Supervisor Delegate Global edoc is submitted to add Train004 as an Account Supervisor Delegate. If Train001 is not also specified when Train004 is added, the existing delegation to Train001 will be inactivated when the new edoc is submitted and approved. Note: The Account Supervisor Delegate Global edoc routes first to the FA/FO on each account for approval, then to the Campus Chart Manager and then to the University Chart Manager. Once the edoc is approved an FYI is sent to the Account Supervisor on each account. If someone that is not part of the original workflow is to receive this edoc you will use the Ad Hoc Recipients tab to add the additional recipient(s). Last Updated: 03/28/2016 Account Global/Account Delegates Page 43

44 Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Supervisor Delegate Global Step # Procedure 125. Click the Account Supervisor Delegate Global link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 44

45 126. Click in the Description field. Note: Please refer to Step # 3 page 7 for additional details Enter 068-Acct Supvr Deleg Global Multiple in the Description field Click in the Explanation field. Note: Please refer to Step # 5 page 7 for additional details Enter To add Supervisor Delegate for backup of DVs for accounts under the BOND Organization. in the Explanation field The Organization Document Number field is Optional and used for departmental purposes Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 45

46 132. On the Edit Supervisor Global Delegate tab, enter the document type code for the DV transaction for which authority is being delegated. Parent document types may also be used (e.g., KFS for all KFS document types). For this example, click in the Document Type Name field and enter DV 133. Documents are related to one another in a hierarchical structure. Note: Please refer to Step # 42 page 19 for additional details The Account Supervisor Delegate Start Date field determines the date on which the delegation is to become effective. Note: Please refer to Step # 115 page 41 for additional details The Account Supervisor Delegate End Date field determines the date on which the delegation is no longer effective.. Click in the Account Supervisor Delegate End Date, and using the date icon, select a date that is 2 weeks from the current date. Note: Please refer to Step # 116 page 41 for additional details Enter the Principal Name (UH Username) of the person to which authority is being delegated in the Account Supervisor Delegate Principal Name field Click in the Account Supervisor Delegate Principal Name field and enter train021. Last Updated: 03/28/2016 Account Global/Account Delegates Page 46

47 138. Enter the minimum dollar amount of a transaction for which the delegate is authorized in the Approval From This Amount field. Note: Please refer to Step # 45 page 20 for additional details Enter the maximum dollar amount of a transaction for which the Supervisor Delegate is authorized in the Approval To This Amount field. Note: Please refer to Step # 46 page 21 for additional details Click the add button on the New Account Supervisor Delegate section. Last Updated: 03/28/2016 Account Global/Account Delegates Page 47

48 141. If necessary, select another Document Type Name and complete the applicable fields to add another Document Type for the Delegation. Do not forget to click the add button to submit the addition to the document. For this example, no additional Document Types will be added You can choose to hide the Edit Supervisor Global Delegate tab, or you can hide individual Delegate rows. For this example, click the hide button on the Edit Supervisor Global Delegate tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 48

49 143. On the Edit List of Accounts tab you populate the accounts you want to update. Note: Please refer to Step # 13 page 9 for additional information. For this example, click the Look Up/Add Multiple Account Lines search button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 49

50 144. There are multiple search parameters on the Account Lookup page that you can use to find the Accounts that you want added for the Delegation Click in the Chart Code field and enter SW for this example Click in the Organization Code field and enter *BOND, for this example, to search for all Accounts for the specified Organization Click in the FO Code field and enter 068 for this example Click the search button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 50

51 149. Review the search results and select the applicable accounts For this example, select the checkbox for Account Number = then Select the checkboxes for Account Number = and Account Number = You may also use the select all / deselect all button options at the top of the search results page, if applicable Click the return selected button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 51

52 153. The New Account rows are populated with the Accounts that were selected from the Search page. Note: Each row can be deleted by clicking on the delete button, if necessary Click the hide button on the Edit List of Accounts tab Click the show button on the Notes and Attachments tab. Add any notes and/or attachments that support the delegation Click the save button at the bottom of the edoc. Last Updated: 03/28/2016 Account Global/Account Delegates Page 52

53 157. Click the show button on the Route Log tab. Click the show button of the Future Actions tab. Note: The Account Supervisor Delegate Global edoc routes to the FA/FO on each account for approval, then to the Campus Chart Manager and then to the University Chart Manager. Once the edoc is approved an FYI is sent to the Account Supervisor on each account. If someone that is not part of the original workflow is to receive this edoc you will use the Ad Hoc Recipients tab to add the additional recipient(s) Click the submit button You have successfully completed the Add Supervisor Delegate Using Account Supervisor Delegate Global tutorial. End of Procedure Last Updated: 03/28/2016 Account Global/Account Delegates Page 53

54 Add an Account Delegate Model Process The Account Delegate Model edoc is used to establish delegation model(s) that can be applied to one or more account(s). By creating a model for the Account Global Documents, you can define a common delegation structure for a group of accounts easily. The use of a model document is not a requirement, it is a convenient way of initiating the Account Delegate Global document when you have many delegates to define. The Account Delegate Model edoc will route to the campus and university chart managers. Once the Account Delegate Model is approved, you can apply the model to one or more accounts using the Account Delegate Global From Model edoc. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Model Step # Procedure 160. Click the Account Delegate Model link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 54

55 Step # Procedure 161. Click on the create new button to create a new model There are 6 tabs on the Account Delegate Model edoc On the Document Overview Tab enter a description and an explanation. Last Updated: 03/28/2016 Account Global/Account Delegates Page 55

56 164. Click in the Description field. Note: Please refer to Step # 3 page 7 for additional details Enter 017-Establish Account Delegate Model in the Description field Click in the Explanation field. Note: Please refer to Step # 5 page 7 for additional details Enter To establish an account delegate model for SOEST Accounts. in the Explanation field The Organization Document Number field is Optional and used for departmental purposes Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 56

57 170. On the Edit Account Delegate Model tab, the Chart of Accounts Code and Organization Code will default to the primary department code of the user. The Chart of Accounts Code and Organization Code is used to identify the organization that established/owns the model. For this example, change the Chart of Accounts Code field to MA and the Organization Code field to OEST. Note: Required fields are indicated with an asterisk (*) To assign a model name, enter the name in the Account Delegate Model Name field. For this example, enter SOEST in the Account Delegate Model Name field. Note: The Account Delegate Model Active Indicator checkbox defaults to checked or Active Click the hide button on the Edit Account Delegate Model tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 57

58 173. Click the show button on the Edit Delegates for Model tab On the Edit Delegates for Model tab, create a delegation for every document type and/or person. In this example we will create three delegations 1) Train021 as a Secondary Account Delegate for PCDO edocs 2) Train022 as Secondary Account Delegate for REQS edocs and 3) Train023 as Primary Account Delegate for KFS edocs Enter the document type code for the Document type name for which authority is being delegated. For the first example, click in the Document Type Name field and enter PCDO. Note: Please refer to Step # 42 page 19 for additional details When creating a Primary Delegate check the Account Delegate Primary Route checkbox to indicate that the delegate is Primary. For this example, leave the checkbox unchecked to designate the Delegate as Secondary. Note: Please refer to Step # 47 page 21 for additional details Last Updated: 03/28/2016 Account Global/Account Delegates Page 58

59 177. The Account Delegate Start Date field determines the date on which the delegation is to become effective. Note: Please refer to Step # 50 page 22 for additional details The Approval From This Amount field specifies the minimum dollar amount of a transaction for which the delegate is authorized. For this example, leave blank. Note: Please refer to Step # 45 page 20 for additional details The Approval To This Amount field specifies the maximum dollar amount of a transaction for which the delegate is authorized. For this example, leave blank. Note: Please refer to Step # 46 page 21 for additional details Enter the Principal Name (UH Username) of the person to which authority is being delegated in the Account Delegate Principal Name field. For the first example click in the Account Delegate Principal Name field and enter train Click the add button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 59

60 182. Follow the previous steps to add the following delegation details and click the add button after each delegation: Add an additional Document Type of REQS; Train022 as a Secondary Delegate and Document Type of KFS; Train023 as a Primary Delegate. Note: Each delegation can be deleted by clicking on the delete button, if necessary You can choose to hide the Edit Delegates for Model tab, or you can hide individual Delegate Model rows. For this example, you will not close the individual Delegate rows Click the hide button on the Edit Delegates for Model tab Click the show button on the Notes and Attachments tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 60

61 186. Click the save button at the bottom of the edoc Click the show button on the Route Log tab Click the show button on the Future Action Requests tab. The Account Delegate Model edoc will route to the campus and university chart managers. Once the Account Delegate Model is approved, you can apply the model to one or more accounts using the Account Delegate Global From Model edoc Click the submit button Be sure you receive a Document was successfully submitted message at the top of the page. Note: Please refer to Step # 56 page 24 for additional details You have successfully completed the Add Account Delegate Model tutorial. End of Procedure Last Updated: 03/28/2016 Account Global/Account Delegates Page 61

62 Using the Account Delegate Global From Model edoc Process The Account Delegate Global From Model edoc is used to apply an established delegation model to one or more account(s). Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Global From Model Step # Procedure 192. Click the Account Delegate Global From Model link. Last Updated: 03/28/2016 Account Global/Account Delegates Page 62

63 193. On the Account Delegate Model Lookup page, click the search button to get a list of defined models. Click on the return value to select the model The Account Delegate Global edoc will be pre-filled with the defined model. Note: You can delete or add other delegations for the update but that will not update the model. Last Updated: 03/28/2016 Account Global/Account Delegates Page 63

64 195. On the Document Overview tab enter a description and an explanation for the Account Delegate Global edoc. For this example enter in the Description field 017- SOEST Delegate Model Acct Note: Please refer to Step # 3 page 7 for additional details For this example enter in the Explanation field To apply SOEST Delegate Model to Account Note: Please refer to Step # 5 page 7 for additional details The Organization Document Number field is Optional and used for departmental purposes Click the hide button on the Document Overview tab. Last Updated: 03/28/2016 Account Global/Account Delegates Page 64

65 199. On the Edit List of Accounts tab enter the Chart code and Account Number(s) that you want to apply the Delegate Model to. For this example, in the Chart Code field enter MA and in the Account Number field enter Note: Please refer to Step # 13 page 9 for additional details Click the Add button to record the addition to the document Click the hide button on the Edit List of Accounts tab On the Notes and Attachments tab, be sure to add any notes and/or attachments that support the delegation(s) Click the save button Click the show button on the Route Log tab. Note: The Account Delegate Global From Model edoc routes first to the Campus Chart Manager, and then to the University Chart Manager on each account for approval. Once the edoc is approved an FYI is sent to the FA/FO Click the submit button. Be sure you receive a Document was successfully submitted message at the top of the page. Note: Please refer to Step # 56 page 24 for additional details. Last Updated: 03/28/2016 Account Global/Account Delegates Page 65

66 206. From the main menu click the Account Delegate link to lookup the delegation for the newly added account Specific document type delegation ( i.e., REQS, DV, AD, etc.) will be in addition to KFS document type delegation if delegation is not primary. Note: In this example a REQ with an accounting line that includes MA / will route to Train023 as Primary Delegate and will also route to Train022 as Secondary Delegate. Last Updated: 03/28/2016 Account Global/Account Delegates Page 66

67 208. The SOEST Delegate Model was set up with Train 023 as a Primary Delegate for KFS Document Types and Train 022 as a Secondary Delegate for REQS. Last Updated: 03/28/2016 Account Global/Account Delegates Page 67

68 Configure the Action List for Delegates Process The Action List can be configured for each individual user. This tutorial will focus on the fields used to setup your Action List as a Delegator and/or a Delegate. Navigation: action list (upper left hand corner on any screen/ edoc) Step # Procedure 209. Click the action list button. Last Updated: 03/28/2016 Account Global/Account Delegates Page 68

69 210. This Action List displays Id, Type, Title, Route Status, Action Requested, Initiator, Delegator, Date Created, Group Request, Actions and Log fields. Click the preferences button to configure your Action List. Last Updated: 03/28/2016 Account Global/Account Delegates Page 69

70 211. The General data box provides options to control your and action list filters as Delegate/Delegator: The Receive Primary Delegate s field allows you to control whether or not to receive notifications of action list items routed to you as a Primary Delegate. The Receive Secondary Delegate s field allows you to control whether or not to receive notifications of action list items routed to you as a Secondary Delegate. Last Updated: 03/28/2016 Account Global/Account Delegates Page 70

71 212. The Delegator Filter field is used by Secondary Delegates to select whether action list items for which they are a Delegate will display on his/her action list page amongst their own items, or use the filter option to search for the delegate action items. Secondary Delegators on Action List Page This is the default selection. This selection will provide a dropdown list box on the action list page, but it is only available when there are edocs pending action as a Secondary Delegate. Secondary Delegators only on Filter Page When this option is selected the Secondary Delegate will use the filter button (located on the main action list page) to search for edocs pending action as a Secondary Delegate Click on the Delegator Filter field drop down arrow to change the selection from Secondary Delegators only on Filter Page to Secondary Delegators on Action List page. Last Updated: 03/28/2016 Account Global/Account Delegates Page 71

72 214. The Primary Delegate Filter field is used by FA/FO to select whether their Primary Delegates are available in a dropdown list box on their action list page, or to use the filter option to search for their delegates action items. Primary Delegates on Action List Page This is the default selection. This selection will provide a dropdown list box on the action list page, but it is only available when there are edocs pending action for the FA s/fo s Primary Delegate(s). Primary Delegates only on Filter Page When this option is selected the FA/FO will use the filter button (located on the main action list page) to search for edocs pending action by their Primary Delegate(s). Last Updated: 03/28/2016 Account Global/Account Delegates Page 72

73 215. The Fields Displayed in Action List data box lists all the fields that are available to display on your Action List. A check in the box will display the field on your Action List. To remove or add a field, click on the related Check Box to add or remove the check. Delegator field - If you are a Primary or Secondary Delegate it is suggested to check the checkbox so that when you receive edocs as a delegate you will know for whom you are carrying out the delegation Click the save button at the bottom of the preferences page. Note: Your action list will display with any changes that were made on the preferences page. Please review the changes and update, if necessary. Last Updated: 03/28/2016 Account Global/Account Delegates Page 73

74 217. The drop down option now appears on the action list page that will allow the user to select the edocs in their action list that have delegations. Click the drop down arrow and select All Secondary Delegations. Last Updated: 03/28/2016 Account Global/Account Delegates Page 74

75 Step # Procedure 218. All edocs that have been delegated can now be seen directly in the action list. Note: The Delegator field is now visible so the user can see for whom they are carrying out the delegation Click on the route log icon for Doc Id Last Updated: 03/28/2016 Account Global/Account Delegates Page 75

76 Step # Procedure 220. Click the first show button in the Pending Action Requests tab of the Route Log. Note: The two show buttons indicate there are two lists of approvers. In each list, the approvers will simultaneously receive the edoc in their action list. Only one person in the first list will need to approve the edoc before it moves in the electronic workflow to the second list of approvers. Similarly, only one person in the second list will need to approve the edoc. Last Updated: 03/28/2016 Account Global/Account Delegates Page 76

77 221. The logged in user is shown as a Secondary Delegate in the list of approvers who simultaneously receive the edoc in their action list. From the Action list page you can also view Primary and Secondary Delegates by using the filter option. Click on the action list button Click the preferences button to configure your Action List Click on the Delegator Filter field drop down arrow to change the selection from Secondary Delegators only on Action List Page to Secondary Delegators on Filter Page Click the save button at the bottom pf the page Last Updated: 03/28/2016 Account Global/Account Delegates Page 77

78 Step # Procedure 225. Click the filter button to configure your Action List The Action List filter page allows the user to select the filter by the Secondary Delegator Id field or the Primary Delegate Id field. Last Updated: 03/28/2016 Account Global/Account Delegates Page 78

79 227. Click on the drop down arrow beside the Secondary Delegator Id and select All and then click the filter button at the bottom of the page. Last Updated: 03/28/2016 Account Global/Account Delegates Page 79

80 228. The action list is now filtered to show the items delegated to the user as a Secondary Delegate. Note: Clicking on clear filter button, clears this filtering of the action list You have successfully completed the Configure the Action List for Delegates tutorial. End of Procedure Last Updated: 03/28/2016 Account Global/Account Delegates Page 80