KFS Training Manual Vendor, DV, and Purchasing

Transcription

1 KFS Training Manual Vendor, DV, and Purchasing

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3 Table of Contents University of Maryland Objectives... v Resources... v Kuali Financial Systems... 1 Logging into KFS... 1 Creating a Vendor... 4 Exercise One: Searching for edocs Searching and Modifying a Vendor Creating a Disbursement Voucher Creating a Requisition Reviewing the Notes and Attachments Tab Reviewing Ad- Hoc Recipients Tab Reviewing the Route Log Tab Printing and Reprinting a Purchase Order Requesting a Change Order or Modification for an existing Purchase Order Receiving Goods (Qty Line Items) Closing a Purchase Order Searching for a Payment Request Exercise Two: Create a Requisition using the new Vendor you created. 161 Creating a Requisition for an Asset Exercise Three: Creating a Requisition with the Capital Asset Transaction Type Code of NEW Exercise Four: Creating a Requisition with Capital Asset Transaction Type Code of MDEX (Modify Existing) Logging Out of KFS Appendix A: Supporting Documentation Vendor Maintenance Workflow DV Payment Reason Codes Requisition Workflow Purchase Order Workflow Glossary Page iii

4 REVISION LOG This document is under version control. Version Date Description /19/13 Document Creation 1.1 3/10/14 Added Glossary 1.2 3/13/14 Update screen shots 1.3 4/29/14 Updated screen shots to reflect changes to productions Page iv

5 Objectives Learn how to search for a Vendor Understand how to create a Vendor record in KFS Understand how to create and submit a Disbursement Voucher Review Disbursement Voucher Payment Reason Codes Learn how to create and submit a Requisition Learn how to print and reprint a Purchase Order Understand how Request a Change Order or Modification for an existing Purchase Order Understand how to close a Purchase Order Understand how to receive goods using the Receiving edoc Learn how to search for a Payment Request Edit an existing vendor in KFS Understand how to create and submit a Disbursement Voucher Understand how to create a Requisition using a Capital Asset Object Code in KFS. Understand how to use different Capital Asset Transaction Type Codes. 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. The Kuali Financial Website has pages to assist you with using Kuali Financial Systems. KFS Training Registration: Helpful Resources: UMD Policies and Procedures: 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 v

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7 Kuali Financial Systems Logging into KFS Procedure This tutorial walks you through logging into the University of Maryland's Kuali Financial System also known as KFS. 1. The Kuali Financial System is a web-based application, which can be accessed from any computer. Note: You will need the VPN to access the Kuali Financial System. To download the VPN client click on the link below. OJECTID=1&MR= 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. Page 1

8 2. You will be required to log into KFS each time you access it. You can click on any of the tabs at the top of the page or any of the links found on the Main Menu. Note: The system will automatically sign you out after 30 minutes of no activity. 3. After accessing the URL for KFS, you arrive at the Main Menu. This is where you will access most of your electronic documents or transactions. Click the Main Menu tab. 4. The CAS log in screen will ask you for two pieces of information, your Directory ID and password. In this example, you will be signing into KFS using a training ID and Password. Enter "kfstrain##" in the Directory ID: field. Page 2

9 5. Enter "tstpwd##" in the password: field. 6. If you have forgotten your Directory ID, you can click on the Identification Verification page or Password Change page if you have forgotten your password. 7. Click on the LOGIN field. 8. You are now logged in to Kuali Financial Systems. End of Procedure. Page 3

10 Creating a Vendor Procedure Kuali Financial System allows the University staff to add vendors to the Vendor File. Please view the Vendor Maintenance Workflow on Page 203. Navigation: Main Menu > Lookup and Maintenance > Vendor Scenario: A user needs to assign a vendor for the creation of a Disbursement Voucher or Purchase Order. 1. To scroll down, click the scrollbar. Page 4

11 2. Click the Vendor link. 3. Prior to creating a new Vendor, you should always conduct a search to verify the vendor you are creating does not already exist in the system. Page 5

12 4. Click the create new button. 5. To open the Document Overview tab, click the show button. 6. Enter the description for this document 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. 7. To close the Document Overview tab, click the hide button. 8. To open the Vendor tab, click the show button. 9. The Vendor # field is display only. The field is populated with the unique, system generated number that identifies the vendor after the document is submitted, and the new vendor is created and approved. Page 6

13 10. If you are creating a vendor record for a company, enter the company name in the Vendor Name field. Use the Vendor Last Name and Vendor First Name fields if you are creating a vendor for an individual. Note: The Vendor Name field is limited to 45 characters. 11. Enter "HENDERSON" into the Vendor Last Name field. Page 7

14 12. Enter "SHELLEY" into the Vendor First Name field. Page 8

15 13. Click the Vendor Type drop-down menu button. 14. In most cases you will choose Disbursement Voucher as the Vendor Type. Choose the Purchase Order Vendor Type when using a vendor on a Requisition. Select the Disbursement Voucher option from the drop-down menu. Page 9

16 15. Enter " " into the Tax Number field. Page 10

17 16. The Tax Number Type field is a required field. The FEIN option should be selected for companies, for which an employer identification number is provided on the form W The SSN option should be selected for individuals, for which a social security number is provided on the form W Select the SSN radio button option from the Tax Number Type field. 19. Ownership Type: If a vendor is incorporated, CORPORATION should be selected from the drop-down menu. If not, 1099 should be selected. Click the Ownership Type drop-down menu button. Page 11

18 20. Click the Ownership Type 1099 item from the drop-down menu. 21. There are three options to populate the Ownership Type Category field. - Employee Reimbursement: To be used when creating a UM employee as a vendor for reimbursement of out-of-pocket expenses. - Student Reimbursement: To be used when creating a UM student as a vendor for reimbursement of out-of-pocket expenses. - Vendor: To be used when creating any other vendor that is not a UM employee or student. Do not use the Ownership Type Category of McKeldin Library Only or your request for the Vendor to be created will be disapproved. 22. Click the Ownership Type Category from the drop-down menu. Page 12

19 23. For all vendors with an Ownership Type Category of Vendor, a completed and signed W-9 form is required to be attached to the document before it is submitted. For Honorarium presenters, the signed offer and acceptance letter is the substitute W-9 form. KFS will display an error message if the W-9 form is not attached to the Vendor edoc. Click the Vendor option from the drop-down menu. Page 13

20 24. Click the W-9 Received drop-down menu button. 25. Click the Yes item from the drop-down menu. Page 14

21 26. To scroll down, click the scrollbar. 27. The Payment Distribution Type indicates how the payment should be sent to the Vendor. The following Payment Distribution Types require approval from the GAD before it can be used on a Vendor record: - Foreign address with attachment - Domestic address with attachment - GAD Register Vendors - Domestic EFT Payment - Electronic Funds Transfer Use Domestic Mail (default) option if you do not know what Payment Distribution Type to select. 28. Verify that the Active Indicator box is checked. This is a mandatory field. 29. To scroll down, click the scrollbar. Page 15

22 30. To close the Vendor tab, click the hide button. 31. To open the Address tab, click the show button. Page 16

23 32. Click the Address Type drop-down menu button. Page 17

24 33. If the vendor address you are entering is going to be used on a Purchase Order, select the Address Type of PURCHASE ORDER. If the vendor address you are entering is going to be used on a Disbursement Voucher, select the Address Type of REMIT. Select the REMIT option from the drop-down menu for the purpose of this tutorial. 34. Enter the street address for the Vendor. Enter "2175 BELCREST RD" into the Address 1 field. Page 18

25 35. Enter to the City for the Vendor's address. Enter "HYATTSVILLE" into the City field. Page 19

26 36. Enter the State for the Vendor's address. Enter "MD" into the State field. 37. Enter the postal code for the Vendor's address. Enter "20782" into the Postal Code field. Page 20

27 38. Click the Country drop-down menu button. Page 21

28 39. Select the United States option from the drop-down menu. 40. Set as Default Address allows you to specify whether the address being entered should be used as default address for vendor. Note: Every Vendor must have one default address on file. Click the Set as Default Address drop-down menu. Page 22

29 41. Select the Yes option from the drop-down menu. Page 23

30 42. Click the add button. 43. To scroll down, click the scrollbar. Page 24

31 44. For each remit to Address Type added to a Vendor record, KFS generates a Mail Code starting with 000. Note: This is a State requirement for payment distribution. 45. To scroll down, click the scrollbar. Page 25

32 46. To close the Address tab, click the hide button. 47. To open the Notes and Attachments tab, click the show button 48. Notes and Attachments tab will be used to attach the form W-9 to the Vendor edoc. Reminder: For all vendors with an Ownership Type Category of Vendor, a completed and signed W-9 form is required to be attached to the document before it is submitted. For Honorarium presenters, the signed offer and acceptance letter is the substitute W-9 form. KFS will display an error message if the W-9 form is not attached to the Vendor edoc. To learn more about completing the Notes and Attachments tab, review the Reviewing the Notes and Attachments Tab tutorial. To close the Notes and Attachments tab, click the hide button. Page 26

33 49. You have completed the tutorial on Creating a New Vendor. Upon clicking the submit button, the document will be routed to one of the two groups listed below for approval. Vendor Type of Disbursement Voucher will route to the UMCP Central Accounts Payable group for approval. Vendor Type of Purchase Order will route to the UMCP Procurement Vendor Reviewers group for approval. End of Procedure. Exercise One: Searching for edocs In this exercise you will conduct a search for document number Please answer the questions below: 1. Who created the document: 2. When was the document created: 3. What type of document is it: 4. Is the document a transactional document or a maintenance document? Transactional or Maintenance Page 27

34 Searching and Modifying a Vendor Procedure Kuali Financial System allows University staff to electronically generate a Vendor edoc to request the changes be made to an existing Vendor. Navigation: Main Menu > Lookup and Maintenance > Vendor Scenario: A vendor provides remittance information for an additional location to which payments should be submitted. 1. To scroll down, click the scrollbar. Page 28

35 2. Click the Vendor link. Page 29

36 3. You can use the fields on the Vendor Lookup screen to enter search criteria. This will narrow down your search for the vendor you would like to modify. Please refer to the tutorial Conducting a Basic Document Search under KFS Fundamentals to review how to use wildcards for searching. Enter "*ricoh*" into the Vendor Name field. 4. Click the search button. Page 30

37 5. Click the edit link for the Vendor you would like to modify. Page 31

38 6. Before you begin, you can choose to click the collapse all button in the upper right hand corner. This document contains 14 tabs; you will be reviewing two of the main tabs you will need to successfully complete a request to modify the Vendor. 7. To open the Document Overview tab, click the show button. 8. Enter the description for this document 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. 9. To close the Document Overview tab, click the hide button. 10. To open the Address tab, click the show button. Page 32

39 11. Click the Address Type list. Page 33

40 12. Select the REMIT option from the drop-down menu. 13. Enter "1010 E Broadway Blvd" into the Address 1 field. 14. Enter "Boulder" into the *City field. Page 34

41 15. Enter "CO" into the State field. 16. Enter "80301" into the Postal Code field. Page 35

42 17. Click the Country drop-down menu button. Page 36

43 18. Select United States from the drop-down list menu. 19. Click the add button. 20. The address you added will be displayed below the existing addresses on the Vendor record. Page 37

44 21. To scroll down, click the scrollbar. 22. The gold asterisks (*) represent the changes that were entered. Page 38

45 23. To scroll down, click the scrollbar. 24. To close the Address tab, click the hide button. Page 39

46 25. You can now click the submit button at the bottom of the document and the document will be routed for approval. You have completed the tutorial for Searching and Modifying a Vendor. End of Procedure. Page 40

47 Creating a Disbursement Voucher Procedure The Disbursement Voucher will replace the ELF Miscellaneous Payment Request (MPR) form. The policies and procedures will remain the same; only the method, DV instead of MPR, has changed. Navigation: Main Menu > Transactions > Financial Processing > Disbursement Voucher 1. Click the Disbursement Voucher link. Page 41

48 2. Before you begin you may choose to click the collapse all button in the upper right hand corner. This document contains 8 tabs. You will be reviewing 3 of the main tabs; you will need to successfully complete a request for a new Disbursement Voucher. Click the collapse all button. Page 42

49 3. To open the Document Overview tab, click the show button. Page 43

50 4. Any field that has an asterisk (*) next to the field is mandatory. Enter "VP Research Legal Services - June 2013" in the Description field. 5. To close the Document Overview tab, click the hide button. 6. To open the Payment Information tab, click the show button. Page 44

51 7. The Payment Reason Code is blank and will be populated once you return the value in the Payee ID field. Click the magnifying glass button. Page 45

52 8. Click the Payment Reason Code drop-down arrow button. 9. A list of the Payment Reason Codes is displayed in the drop-down menu. Choose the correct option for the Disbursement Voucher. Select the L - Payments for Contractual Agreements option from the drop-down menu. Note: View page 204 for a list of the different Payment Reason Codes. Page 46

53 10. Enter "*auerbach*" in the Vendor Name field. Page 47

54 11. Click the search button. 12. To select AUERBACH LAW FIRM LLC, click the return value link. Page 48

55 13. Always return the value for the REMIT Address Type. Click the return value link. Page 49

56 14. Verify the address you have chosen has an assigned Mail Code. The Mail Code field will be blank if you have chosen an invalid address. 15. The Invoice Number field is mandatory. Therefore, before you submit a DV you must populate the Invoice Number field. In the instance where you do not have an invoice number, you may use the Disbursement Voucher (DV) "Doc Nbr" as the invoice number. For example, if you are reimbursing an employee for out of pocket expenses, you will not have an invoice number for the payment. This is an instance when you would use the "Doc Nbr" as the invoice number. Enter "M143635" in the Invoice Number field. 16. Enter "02/30/2014" in the Invoice Date field. 17. KFS will default to the next day s date for the Due Date; however, this date will be updated by Accounts Payable based on the State of Maryland policies. Page 50

57 18. Enter " " in the Check Amount field. Note: If unsure about the total check amount enter the accounting lines first. 19. The Payment Distribution Type will default to the method of payment listed on the Vendor record. Page 51

58 20. The Received Date represents the date the invoice was received on campus. Enter "02/30/2014" in the Received Date field. Page 52

59 21. Click the Payment Method drop-down arrow button. Page 53

60 22. UM Central AP processes payments for all UM departments, as well as, payments for Campus 07 (UMCES) and Campus 08 (UMSO), except the following Delegated AP Units and the Working Fund: - Bursar's Office (out-of-pocket reimbursement for students) - Facilities Management - Dining Services - Freight Petty Cash is to be selected only by Petty Cash Custodians for their reimbursement. Travel is to be selected by Central AP only. The processing of Travel forms has not changed. UMES AP is to be selected only by the University of Maryland, Eastern Shore (UMES) Select the A - UM Central AP option from the drop-down menu. Page 54

61 23. Click the Documentation Location Code drop-down arrow button. 24. Use the Documentation Location Code drop-down to select the appropriate AP Unit where the supporting documentation will be submitted for processing. The Documentation Location Code is to correspond with the Payment Method (step 22) for the Delegated AP Units. The Documentation Location Code A - UMCP Central AP should be selected for all Disbursement Vouchers initiated by UMCP, UMCES and UMSO campus users. Select the A - UMCP Central AP option from the drop-down menu. Page 55

62 25. Enter "Legal Fees/Services for June 01, 2013 through June 30, 2013." in the Comments/Explanation field. 26. To close the Payment Information tab, click the hide button. Page 56

63 27. To open the Accounting Lines tab, click the show button. 28. Click the Chart drop-down arrow button. 29. Each Campus has an associated Chart Code. Select the 01 option from the drop-down menu. 30. Enter " " in the Account field. 31. Enter "3727" in the Object field. 32. Enter " " in the Amount field. 33. In this example the Line Description has been entered, however this field is optional. Enter "PS " in the Line Description field. Page 57

64 34. Click the add button. Page 58

65 35. After you have added the Accounting Line, it was assigned a number and there is now a blank Accounting Line above it. Use the blank line to add another Accounting Line, if needed. 36. Enter 01 into the Chart Code field. 37. Enter " " in the Account field. 38. Enter "3727" in the Object field. 39. Enter " " in the Amount field. 40. In this example the Line Description has been entered, however this field is optional. Enter "PS " in the Line Description field. 41. Notice the Total is calculated. This Total must equal the Check Amount entered on the Payment Information tab in order to successfully submit the document. Note: If the check amount has been entered and you have saved the document and the total amount on the accounting lines does not match the check amount field, you will not be able to change the check amount. Therefore, a new DV will need to be created. Page 59

66 42. To close the Account Lines tab, click the hide button. 43. To open the Contact Information tab, click the show button. 44. The Contact Information tab is pre-populated based on your login. Populate or edit fields if necessary. To close the Contact Information tab, click the hide button. Page 60

67 45. You can now successfully submit the Disbursement Voucher. Once submitted, the document will be routed to the Fiscal Officer(s) of the Account(s) used on the document for payment. After the Fiscal Officer approvals have taken place, the document will be routed to the appropriate AP Unit for approval depending on the Payment Method selected. The AP Unit will not approve the document until the original supporting documentation has been received and reviewed. After the Disbursement Voucher has been submitted, a link will be available that will allow the user to print the PDF of the Disbursement Voucher Coversheet. 46. Click on the Disbursement Voucher Coversheet link. 47. Please attach all supporting documentation to the Disbursement Voucher Coversheet and submit to the appropriate AP unit. 48. Click the [X] to close the Disbursement Voucher Coversheet tab. 49. You have successfully completed the tutorial on Creating a Disbursement Voucher. End of Procedure. Page 61

68 Creating a Requisition Procedure The Requisition edoc is used to order goods and services. The Requisition also provides procurement units with the authority to use funds from the accounts specified. In this tutorial you will use a Requisition to purchase jackhammers from Grainer Industrial Supply. Navigation: Main Menu > Transactions > Purchasing/Accounts Payable > Requisition See the Requisition Workflow document on page Click the Requisition link. 2. The Requisition edoc may require the use of the horizontal scroll bar. To minimize scrolling you may want to collapse all the tabs. Click the collapse all button. Page 62

69 3. The Document Header is found on every document in KFS. It is located on the upper right hand corner of the document. 4. The Doc Nbr field contains a unique, sequential, system-generated number for the specific document. 5. The Initiator field displays the creator's users Directory ID for the University of Maryland. 6. 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. Page 63

70 7. The different Status include: 1. Initiated- Document has been created by the author prior to routing. 2. Cancelled- Document has been cancelled by the author prior to routing or by the reviewer during the workflow. 3. Saved- Document has been saved by the author or reviewer prior to action. 4. Enroute- Document is being routed. 5. Processed- Document has been approved by all reviewers and will post to the General Ledger. 6. Disapproved- Document has been disapproved by a reviewer, and the routing has stopped. 7. Exception- Document requires intervention by a user with the Exception role. 8. The Created field shows a Time and Date stamp when the document was created. 9. The Copied from Document ID is only displayed when the original document has been copied to create a new edoc. 10. The Requisition and Purchase Order documents contain additional fields that reference either the Requisition Number or Purchase Order Number. 11. The Requisition and Purchase Order documents contain additional fields that reference either the Requisition document status or Purchase Order document status. 12. The Requisition edoc has a different page formatting than the other edocs. When in the Requisition edoc, you may find it useful to collapse all the tabs to minimize the need to scroll. Click the collapse all button. Page 64

71 13. To open the Document Overview tab, click the show button. 14. The Description field is the one field you must fill out in order to save the edoc. This applies to all edocs found in KFS. The asterisk next to the field indicates the field is required. Note: The Description field may only contain 40 characters or spaces. For example, if you were to type in an 'a,' a space and a 'b,' that would leave 37 characters remaining. 15. Enter "Jackhammers for Building Construction" in the Description field. 16. The Explanation field is used to provide additional details about the purpose of the edoc. 17. The Organization Document Number field is an optional field that any department can use as an additional identifier for documents. Note: This field is alphanumeric and can contain up to 10 spaces. 18. The Total Amounts field displays the total amount of the accounting lines when the document is submitted successfully. Page 65

72 19. The Financial Document Detail field will default to the current fiscal year. Thirty days prior to fiscal year end, usually June 1st, the field will be selectable and the user will be able to select whether the purchase should be created for the current fiscal year or for the following fiscal year. Click the Year list. 20. If the next fiscal year is selected, i.e. on June 3, 2014 the user selects FY2015, keep in mind that the new budget is not available until July 1, This means the Procurement Department will not issue the Purchase Order for FY2014 until the new budget year begins on July 1st. If delivery or placement of the order is required before July 1st, the user should select the current fiscal year. 21. For this tutorial 2014 has been auto-populated in the Year field for the current fiscal year. 22. To close the Document Overview tab, click the hide button. Page 66

73 23. To open the Procurement Address tab, click the show button. 24. To select the Procurement addresses associated with the order click the magnifying glass button next to the Procurement Campus Code field. Page 67

74 25. Do not enter any search criteria into the search fields. This will allow for the system to return all possible procurement address values available for selection. Click the search button. Page 68

75 26. The Commodities and Services procurement office at UMCP should be selected if you are purchasing non-it related equipment, supplies, or non-construction/non-it related services. Note: This applies to all campuses except UM Eastern Shore. 27. The Eastern Shore Procurement Office should be selected if you are affiliated with the UM Eastern Shore campus. This Procurement Office applies to all purchases for Eastern Shore users. 28. The Construction and Facilities Procurement Office at UMCP should be selected if you are purchasing facilities or construction related equipment, supplies or services. Examples include installations to building walls/floors, painting, electrician services, plumbing services, etc. Along with using this Procurement Office, you must also follow the Facilities Management policy. You can review the policy at E%20PROCEDURE.pdf Note: This applies to all campuses except UM Eastern Shore. Page 69

76 29. The Information Technology Procurement Office at UMCP should be selected if you are purchasing any Information Technology (IT) related equipment, supplies or services. Examples include computers, servers, network devices, IT consulting, web design, etc. Note: This applies to all campuses except UM Eastern Shore. 30. The ORA Subaward will only be used by the UMCP Office of Research Administration for Sponsored Program Subaward requests. You should never use this Procurement Office to complete a Requisition. To request a Subaward, please complete the Subaward Request Form located at Note: ORA will review the submitted Subaward Request Forms and if approved, will process the Subaward Requisition in KFS. 31. The UMCES Subaward will only be used to request a Subaward from the UMCES Office of Research Administration and Advancement. Before using this Procurement Address, please review the UMCES ORAA Create a Requisition for a Subaward tutorial. Page 70

77 32. In this tutorial, you are jackhammers for College Park. Click the return value link for Construction and Facilities. 33. To close the Procurement Address tab, click the hide button. 34. To open the Delivery tab, click the show button. Page 71

78 35. The Delivery Campus will automatically be populated based on the campus you are assigned to. Page 72

79 36. To select a Building, click the magnifying glass button. 37. In KFS, the Campus Code on a Building is directly tied to a Billing Address. Each building located on the UMCP campus has been duplicated for different Campus Codes. In order to ensure the correct Billing Address is printed on the Purchase Order to the Vendor, you may need to select a different Campus Code depending on the Accounts Payable office associated with your order. Page 73

80 38. Enter one of the Campus Codes listed below to have the appropriate Accounts Payable Billing Address listed on the PO. DS - Use this Campus Code if Dining Services AP should receive the invoice(s) for your order. FM - Use this Campus Code if Facilities Management AP should receive the invoice(s) for your order. FT - Use this Campus Code if Freight should receive the invoice(s) for your order. If your order is not related to any of the above Accounts Payable offices, leave the Campus Code as defaulted. 39. Since you are performing a construction related purchase in this tutorial, you will select a Building on the Campus Code of FM to ensure the correct Billing Address for Facilities Management AP is printed on the Purchase Order to the Vendor. Enter "FM" in the Campus Code field. 40. For this tutorial, you would like the jackhammers to be delivered to Van Munching Hall. To find the building, enter "*van*" in the Building Name field. Page 74

81 41. Click the search button. 42. To populate the Building on the Requisition click the return value link for Van Munching Hall. Page 75

82 43. If you would like to have your order delivered to a building off-campus or to a building not listed in the system, you can use the building not found button. This button will allow you to enter the delivery address information. Note: Off-Campus deliveries will require additional approval(s) from a Procurement Unit. 44. The Room field is required to be populated. If you know the room number you may enter it into the field. If a room number is not applicable for your order, you can enter NO_ROOM into the Room field. To search for a valid room number within the Building you have selected, click the magnifying glass button. Page 76

83 45. Click the search button. Page 77

84 46. Click the return value link for room The set as default building button allows you to set the entered address as your profile's default and the next time you open a Requisition you will not need to enter the Delivery address. You can set a new default building address anytime by clicking this button. Click the set as default building button. 48. If applicable, indicate a required delivery date. Enter the date i.e., "12/28/2013" in the Date Required field. 49. If a Date Required is indicated you must provide a reason this date is required. Click the Date Required Reason drop-down arrow. Page 78

85 50. For this tutorial, the jackhammers are needed on a specific date in order to start construction. Note: It would be good practice for you to click the save button at the bottom of the Requisition often throughout the process. Select the MUST RECEIVE option from the drop-down menu. 51. List any specific instructions for delivery in the Delivery Instructions field. Enter "Please call 48 hours prior to delivery to schedule an appointment." in the Delivery Instructions field. 52. If the Delivery should be made to a central receiving location before it is delivered to the Final Delivery address, you can click on the magnifying glass button to search for the correct Receiving Address. For example, Central Receiving, Severn Building, Physics Highbay, etc. Page 79

86 53. To close the Delivery tab, click the hide button. Page 80

87 54. To open the Vendor tab, click the show button. 55. If the Requisition needs to go out for bid to multiple vendors, you should leave the Suggested Vendor field blank and enter suggested vendors in the Additional Suggested Vendor Names section or attach a list of suggested vendors to the edoc using the Notes and Attachments tab. 56. In this tutorial, you will be selecting a specific vendor from the Vendor file in KFS. Click the magnifying glass button. 57. To create a requisition using Master Contract, you will select the Search Magnifying Glass next to the Contract Name field. Then you will conduct a search for the desired Vendor in the Vendor Contract Lookup screen. In this example, you are creating a basic requisition. Page 81

88 58. Enter "*grainger*" in the Vendor Name field. 59. Click the search button. Page 82

89 60. Select the appropriate Vendor. Click the return value link for GRAINGER. 61. To close the Vendor tab, click the hide button. 62. To open the Items tab, click the show button. 63. To select the Item Type, click the Item Type drop-down arrow. Page 83

90 64. In FRS, you have the ability to enter a line item with the quantity of 1 and a unit of measurement of lot or fee and have the ability to pay multiple invoices against the line. In KFS, multiple invoices cannot be paid against a line with the quantity of 1. Please select the Item Type that best describes the procurement you are performing. The Item Type 'Qty' should be used for procuring goods and/or services with a quantifiable unit of measure i.e., cases, each, boxes, pounds, hours and days. The Item Type 'No Qty' should be used for procuring a service where a quantifiable unit of measure cannot be assigned to a line item i.e., jobs, work orders, maintenance, construction and renovations. 65. In this tutorial, the GRAINGER quote is attached as one lot and multiple invoices may be received. Select the Qty option from the drop-down menu. 66. If 'Qty' is selected, you will be required to enter the number of items being ordered into the Quantity field. Enter 12 into the Quantity field. Page 84

91 67. You will also be required to enter a Unit of Measurement into the UOM field. If you do not know the value you may click the magnifying glass button to lookup valid UOM values. Enter EA into the Unit of Measurement field. 68. Commodity Code is a required field for both 'Qty' and 'No Qty' Item Types. If you know the Commodity Code you may enter it into the field. Click the magnifying glass button. Page 85

92 69. Enter "*paving*" in the Commodity Description field. 70. Click the search button. Page 86

93 71. To scroll down, click the scrollbar. 72. Find a Commodity Code that is related to the items or services being purchased. Click the return value link for Commodity Code Description is a required field. The description should contain as much information as possible to accurately describe what is being requested. Enter Reference GRAINGER PRICE QUOTE #M2149P. GRAINGER will deliver jackhammers and related equipment as stated in quote." in the Description field Page 87

94 74. Enter the cost in the Unit Cost field. Enter "296.00" in the Unit Cost field. 75. Click the add button. Page 88

95 76. After the Item(s) has been added, the Accounting Lines will need to be completed. Click the show button. 77. Click the Chart drop-down arrow button. 78. Select the "01" option from the drop-down menu. 79. Enter " " in the Account Number field. 80. If you are purchasing Capital Equipment and need to use a Capital Object Code, please refer to the tutorial Creating a Requisition to purchase a Capital Asset. Enter "5500" in the Object field. 81. Enter "100" in the Percent field. Page 89

96 82. Once the Accounting Line information has been entered you will need to add the accounting line to the edoc. To learn more about adding Accounting Lines view the Working with Accounting Lines tutorial. Click the add button. Page 90

97 83. To close the Items tab, click the hide button. 84. To open the Payment Info tab, click the show button. Page 91

98 85. The Billing Address listed will print on the Purchase Order. Users must verify that this is the correct address for invoices for each Requisition. This information is critical; verifying that the Billing Address is correct will avoid delays in processing and payment of invoices. To close the Payment Info tab, click the hide button. 86. To open the Additional Institutional Info tab, click the show button. Page 92

99 87. The Requestor Name, Requestor Phone and Requestor fields are pre-populated based on the user initiating the Requisition document. If the requestor is someone other than yourself, you can change the information by using the magnifying glass to search for the Requestor's profile or by manually entering the Requestor's information into the fields. If there is a technical point of contact you would like printed on the Purchase Order other than the Requestor, add the person's information into the Contact Name, Contact Phone and Contact fields. 88. To close the Additional Institutional Info tab, click the hide button. 89. To open the Account Summary tab, click the show button. 90. Click the refresh account summary button. Page 93

100 91. The Account Summary tab will display a summary of the line items and accounts entered on the Requisition. To close the Account Summary tab, click the hide button. 92. Please attach any required supporting documentation using the Notes and Attachments tab including sole source requirements, scope of work and specifications. Note: If needed, review the Adding Notes and Attachments tutorial. 93. It is mandatory to click the calculate button before submitting the document. If you forget to click the calculate button you will receive an error message. Note: It would be good practice for you to click the save button at the bottom of the Requisition often throughout the process. Page 94

101 Reviewing the Notes and Attachments Tab Procedure The Notes and Attachments tab displays user notes and attachments or system generated information about the document. 1. To open the Notes and Attachments tab, click the show button. 2. The number of the notes or attachments is indicated on the tab in the parenthesis. In this example no notes or attachments have been added to this edoc. Page 95

102 3. To open the Notes and Attachments tab, click the show button. 4. You may enter text in the Notes Text field. Click in the * Note Text field. 5. Enter "Ad Hoc Route edoc to cloud." in the * Note Text field. 6. Always click the 'add' button, or your notes or attachments will not be added to the edoc. Click the add button. 7. The Posted Timestamp displays the time and date when the note or attachment was posted. 8. The Author field displays the full name of the user who added the notes or attachments. 9. The Note Text field displays the note entered into the edoc. Page 96

103 10. In this example you will see how to add an attachment to an edoc. Note: The Note Text field is a required field when adding an attachment. Click in the Note Text field. 11. Enter "See attached invoice." in the Note Text field. 12. To add an attachment a few extra steps are needed. Click the Browse button. 13. Navigate to where the attachment (file) is located on your computer. Note: You may add PDF files, Word files, Excel files, and images files. Click on the file field. 14. Click the Open button. 15. The Notification Recipient field allows users to send a notification to anyone in the system. To send a notification, add the recipient's User ID into the field and click the send button. Note: When a Notification is sent to a recipient to read notes in the List on a KFS document, the route log will record the notification as a Pending Request until the note is read. When the recipient opens their List and reads the note, it displays in the route log as s Taken. Page 97

104 16. The add button must be clicked in order to save the notes and attachments to this edoc. Click the add button. 17. The file is now attached to the edoc and the Notes and Attachments tab shows two notes or attachments have been added. 18. To close the Notes and Attachments tab, click the hide button. Page 98

105 Reviewing Ad- Hoc Recipients Tab Procedure The Ad Hoc Recipients tab allows you to insert individuals or groups into the normal workflow routing path of the document. The Ad Hoc Recipients tab is one of the five most common tabs found on every edoc in KFS. 1. To open the Ad Hoc Recipients, click the show button. Page 99

106 2. To scroll down, click the scrollbar. 3. The Ad Hoc Recipients tab is divided up into two sections: Person Requests and Ad Hoc Group Requests. Page 100

107 4. Click the Requested drop-down arrow button. 5. The requested allows users to select from three different action requests of Approve, FYI, and Acknowledge. Approve: A workflow action button, which signifies that the document represents a valid business transaction. The edoc will not move to Final Status until all the approvals have happened, nor will it move on to other approvers until the action takes place. This will only be available if the document has not been submitted. FYI: A workflow request that can be cleared from a user's action list without opening and viewing the document. An action request of FYI does not stop the routing process. Acknowledge: A workflow action requesting the user to open a document and acknowledge having viewed the edoc before it can be removed from the user's action list. Select the FYI option from the drop-down menu. Page 101

108 6. The Person field is required when routing the desired action to an individual. You may enter the user's Directory ID or click the magnifying glass to lookup the user's ID. Click in the Person field. 7. Enter "cmayo" in the Person field. 8. The add button in the s column adds the information on the current line into the edoc. Click the add button. 9. The Ad Hoc Group Requests allows you to insert a group into the edocs workflow. A group is a selection of predefined KFS users who share the collective responsibility of reviewing and/or approving documents. Note: Any member of a group can review or approve an edoc. Once one of the users from the group takes action on the edoc, the desired action would be deleted from the other members' List. Page 102

109 10. In this example, you will be sending an Ad Hoc Request of Approve to the KFS-Training Group. When sending a group an Ad Hoc Request you may find it easier to search for the name rather than entering the data into the Namespace Code and Name fields. Click the Search magnifying glass. 11. The Group Lookup screen allows you to enter data to find the group. In this example, you will search for the group using the Group Namespace field. Click the Group Namespace: list. 12. You may need to scroll down through the Groupname Space field to locate the correct option. Click the scrollbar. 13. Select the KFS-SYS - Financial System option from the drop-down menu. 14. Click the search button. 15. The search result will appear at the bottom of the screen. Page 103

110 16. You may need to scroll down in order to see all the search results. To scroll down, click the scrollbar. 17. The return value link is used to pull the selected value into the previous screen. Click the return value link. 18. The values have been added into the Ad Hoc Group Request fields. Note: The Ad Hoc Group Request has the same Requests of Approve, FYI, and Acknowledge. Click the add button. 19. The Ad Hoc Requests will be added to the Route Log tab once the document is saved or submitted. Page 104

111 20. You have successfully completed the tutorial on Reviewing the Ad- Hoc Recipients tab. For more information on the other common tabs found in KFS, please review the KFS Fundamental tutorials. To close the Ad Hoc Recipients tab, click the hide button. Reviewing the Route Log Tab Procedure Most financial documents require one or more approvals before they impact the General Ledger (GL). The process usually begins with the workflow identifying all account numbers used on the document and requesting the approval of the fiscal officers associated with these accounts. The applicable routing information for each edoc can be found in its Route Log tab. You may want to check the Route Log to see whose List the edoc is in or where the document is going next. Note: The Route Log tab is one of the five most common tabs found in every KFS edoc. Page 105

112 1. In this tutorial you will be looking at the Route Log of a document that has already been submitted for approval. The Route Log tab will not be populated with information until the document has been saved or submitted. To open the Route Log tab, click the show button. 2. To scroll down, click the scrollbar. 3. The Route Log is divided into five sub-tabs Document ID, s Taken, Pending Requests, Future Requests and Log Message. 4. ID: This tab contains information about the document. Title: A combination of the document type, description, and the organization document number. Type: Displays the document type. This is the full name of the transaction used to identify this document type in the workflow. Initiator: Displays the name of the individual who creates the edoc. Page 106

113 5. The next three fields include information about the documents status. Route Status: Displays the current Route Status for the edoc. Document Status: Displays the current document status for the edoc. Node(s): Displays where the document is at within its current routing path. 6. The next five fields display the time and date information for the edoc: Created: Displays the time and Date the document was created. Last Modified: Displays the time and date the document was last modified. Last Approved: Shows the time and date of the last approval. If the document has not been approved this field will be blank. Document Status Modified: Displays the time and date the document was modified last. Finalized: Displays the time and date the document reached 'Final,' 'Canceled,' or 'Disapproved' status. 7. The s Taken tab displays the history of the workflow actions taken on the edoc. This tab lists each action taken, the name of the person who took this action, and the time and date the action was taken. 8. The For Delegator field displays the name of a delegate that took action on someone else's behalf. Page 107

114 9. The show button allows you to drill down into the details of each action. Click the show button. 10. The system displays the additional information for the action taken. In this example, the action taken was David Garcia entered a LOG MESSAGE into the Route Log. Click the hide button. Page 108

115 11. The Pending Requested tab displays the next action to be taken and shows more detailed routing information about this request. Only the action requests at the current route node are displayed. In this example, the pending actions were added to the edoc using the Ad Hoc Routing feature. 12. The show button allows you to drill down into the details of each action. Click the show button. 13. The additional information displays the current route node, the Priority, Approval Policy, and the Forced. Page 109

116 14. If multiple users are identified as the recipients of a single action requested, the number of actions required is controlled by the action policy code associated with the responsibility that generated the request. - If this code is set to 'All,' all users specified must take the required action on the document before the request will be cleared. - If the action policy code is 'First,' the first of the specified users to take the action will cause the system to clear the action request for all other users with the same request. Click the hide button. 15. When a document's status is Saved or Enroute, the Future s Requests tab on the Route Log shows the action requests that workflow will generate in the future based on the information currently on the document. Click the show button. 16. As documents route and users take action on it, the system updates the contents of the Future Requests tab to show only those requests that have not been made by the workflow. When a document reaches 'Final' or 'Processed' status in the Workflow, the Future Requests tab becomes empty because there will be no future requests to display. 17. The Annotation field is a message that is generated based on the Kuali Identity Management (KIM) responsibilities being referenced by the Workflow. 18. The show button allows you to drill down into the details of each action. Click the show button. Page 110

117 19. To scroll down, click the scrollbar. 20. The system displays the additional information for the Future Requests tab that includes Node, Priority, Approval Policy, and Forced. 21. The Node field displays the route node at which this request was generated. 22. The Priority field displays the assigned workflow for this request. If multiple requests are generated at the same workflow node, the system generates requests with low priority numbers before requests with higher priority numbers. 23. The Approval Policy field displays a value indicating whether members of a role receiving this request must each take action to fulfill the requests or if only a single role member must take the action. In this example, it is a single user who needs to take the action. 24. The Forced field displays a True/False indicator specifying whether a user must take action on this document even if he/she has acted on it previously. If True, then the user must take action on the additional action. If False, then the previous action will automatically fulfill this request. Page 111

118 25. Click the hide button. 26. The Log Message tab provides a place to log additional comments. Click in the Message field. 27. Enter "Please see attached documents" in the field. 28. Click the log button. 29. The Message is now added to the Route Log tab. Note: When a Notification is sent to a recipient to read notes in the List on a KFS document, the route log will record the notification as a Pending Request until the note is read. When the recipient opens their List and reads the note, it displays in the route log as s Taken." 30. To scroll down, click the scrollbar. 31. To close the Route Log tab, click the hide button. Page 112

119 32. It is mandatory to click the calculate button before submitting the document. If you forget to click the calculate button you will receive an error message. Note: It would be good practice for you to click the save button at the bottom of the Requisition often throughout the process. Click the calculate button. 33. Click the submit button. 34. Once the document is submitted, the system will display a message at the top of the document. Note: If you did not receive a message at the top of the edoc stating the 'Document was successfully submitted' you did not click the submit button correctly. You may need to correct the errors and click the submit button until the document displays the 'Document was successfully submitted' message. 35. You have successfully completed the tutorial on Creating a Requisition. End of Procedure. Page 113

120 Printing and Reprinting a Purchase Order University of Maryland Procedure If a Procurement Office did not process the Purchase Order, KFS will notify the initiator of the Requisition when the Purchase Order is ready to be printed. For example, most purchases under $5,000. Please view the Purchase Order Creation Process Workflow on page 209. Navigation: Main Menu > List 1. Click the action list button. 2. Select the document you would like to print. You can see here the Requested is PRINT. Click the 3512 link. Page 114

121 3. Notice the Purchase Order Doc Status on the document header is Pending Print. No action can be taken on a Purchase Order until the Purchase Order Doc Status states Open. 4. Click the collapse all button. 5. To open the General Ledger Pending Entries tab, click on the show button. Page 115

122 6. The General Ledger Pending Entries (GLPE's) shows the accounting transactions that will post when the daily cycle is run. Seq #1 - Increases the encumbered expense Seq #2 - Increases the reserves for open encumbrances as a result of the disencumbered expense The entries will be displayed on this tab ONLY if the document has not yet posted to the General Ledger. Once posted you can review the entries by using the General Ledger Entry link on the Main Menu of KFS. To close the General Ledger Pending Entries tab, click the hide button. Page 116

123 7. Click the Print button at the bottom of the screen to generate the Purchase Order document. The file format is a PDF. It is recommended that you save the document to your desktop before closing this screen. Once the Purchase Order PDF is saved to your computer you can it to the Vendor directly. NOTE: If the Purchase Order appears as "PRINT" in your List, then you are responsible for sending a copy of the Purchase Order to the selected Vendor. An order is not officially placed until the Vendor receives a copy of the Purchase Order. If the Purchase Order was processed by Procurement, then they will send a copy of the Purchase Order to the selected Vendor. 8. You have successfully printed a Purchase Order. Notice in the document header the Purchase Order Doc Status is now Open. Accounts Payable now has the ability to make invoice payments against this order. 9. The next steps will show you how to retransmit a Purchase Order. This will generate another PDF that can be saved and submitted to the Vendor. Note: The functionality of retransmit is the same as reprint. Page 117

124 10. Click the collapse all button. 11. Click the retransmit button. Page 118

125 12. Click the PO Header drop-down arrow button. 13. Select the Retransmission of Purchase Order option from the dropdown menu. 14. Select the Items you would like to print on the Purchase Order. Click the checkbox. 15. Note: If there are multiple line items on a Purchase Order each line will be listed. If all items need to be printed, use the button. 16. * For training purposes please make note of the current PO number, you will need this number to complete the receiving edoc. 17. Click the retransmit button. 18. Notice the PO Header prints as "Retransmission of Purchase Order." This indicates that this is a reprinted copy of a Purchase Order. 19. You have successfully completed the tutorial Printing and Reprinting a Purchase Order. End of Procedure. Page 119

126 Requesting a Change Order or Modification for an existing Purchase Order Procedure When requesting any change or modification to an existing Purchase Order you can submit the request electronically using KFS. Navigation: Main Menu > Custom Document Searches > Purchasing/Accounts Payable > Purchase Orders 1. To search for an existing Purchase Order, click the Purchase Orders link. 2. Enter the Purchase Order # for the request for a change or modification. For this tutorial, enter "1239" in the Purchase Order # field. 3. To scroll down, click the scrollbar. Page 120

127 4. To complete the search, click the search button. Page 121

128 5. To look at a specific Purchase Order, click on the Document Id link. For this tutorial, click the link. 6. To close all tabs, click the collapse all button. 7. The request form needs to be attached to the Purchase Order in the Notes and Attachments tab. To open the Notes and Attachments tab, click the show button. 8. To attach the request form, first enter a Note in the Note Text field. For this tutorial enter "Renew the software for an additional year. See the attached PO Amendment request form." in the Note Text field. 9. Next, attach the required form. To attach a file, click in the Browse button. 10. Attaching a file in KFS works the same was as attaching a file to an . A lookup window will appear once the Browse button is selected. Page 122

129 11. After the file has been selected click the Open button to attach the file to the Purchase Order. 12. A Purchase Order Amendment Request Form needs to be submitted for any request to change or modify an existing Purchase Order. This form is available online at: Select an Attachment Type. To select an Attachment Type click the drop-down menu. 14. Select the Other option from the drop-down menu. Note: The Attachment Type of Other should always be used when requesting a change to a Purchase Order. Page 123

130 15. To add the note and/or attachment click the add button. 16. You will need to send a notification to the Buyer (Contract Manager) that you have attached the requested documentation. Send the notification to the Contract Manager (Buyer) listed on the Purchase Order. In this example the Contract Manager is April Weimer. Note: The Contract Manager is listed on the Document Overview tab of the Purchase Order. Page 124

131 17. To scroll right, click the scrollbar. 18. The Contract Mangers (Buyers) Directory ID will need to be entered in the Notification Recipient field. If you need to look up a Directory ID, use the magnifying glass icon to complete a search. To learn how to complete a search, review the tutorial Using the Magnifying Glass and Wildcard's to Conduct a Lookup. 19. For this tutorial enter "aweimer" in the Directory ID field. 20. To send the notification to the Buyer, click the send button. Note: If you do not send a notification to the Contract Manger (Buyer) they may not realize there is a pending Purchase Order Amendment Request and they will not be able to complete the Purchase Order Amendment. 21. Once the notification has been sent, the system will display a message at the top of the document. The message at the top of the edoc will state the 'Note notification was successfully sent'. Note: For training/demo purposes write down the PO Number, as it will be used in the next exercise. Page 125

132 22. To return to the Main Menu click the close button. 23. You have completed the Requesting a Change Order or Modification for an existing Purchase Order tutorial. End of Procedure. Page 126

133 Receiving Goods (Qty Line Items) Procedure Kuali Financial System allows users to record the receiving goods ordered using a Purchase Order. Navigation: Main Menu > Transactions > Purchasing/Accounts Payable > Receiving Note: This document cannot be used to receive services (only quantity line items). 1. For specific information regarding receiving including delivery point options and guidance on how to receive a shipment are available at: Page 127

134 2. Click the Receiving link. Page 128

135 3. Enter "1013" in the Purchase Order # field. Note: For this tutorial PO # 1013 is used, however, when receiving goods in KFS the user would enter the appropriate PO # for the purchase of the goods being received. 4. To populate the Date Received, click the Date selector icon. 5. Select the date the goods were received. Click the 17 for the month of Jan Click the Carrier drop-down arrow button. 7. In this tutorial, the Carrier drop-down scrollbar has been used to scroll to the bottom of the drop-down list. 8. Select the UPS option from the Carrier drop-down menu. 9. Click the continue button. Page 129

136 10. Before you begin, you can choose to click the collapse all button in the upper right hand corner. This document contains 8 tabs. We will be reviewing 4 of the main tabs you will need to successfully complete a Line Item Receiving document. Page 130

137 11. To open the Document Overview tab, click the show button. Page 131

138 12. Verify the Description field includes the PO Number and Vendor. 13. Verify the Organization Document Number field remains the same alphanumeric value that was entered on the Requisition or Purchase Order. 14. To close the Document Overview tab, click the hide button. 15. To open the Vendor tab, click the show button. Page 132

139 16. To change the Date Received, first delete the date populated in the field. 17. Enter "10/17/2013" in the Date Received field. 18. If you would like to change the Carrier selected, click the Carrier dropdown arrow button. 19. Note: You may change the Carrier by selecting the FEDEX option from the Carrier drop-down menu. Page 133

140 20. To close the Vendor tab, click the hide button. Page 134

141 21. To open the Items tab, click the show button. 22. To record an item(s) have been received, enter the quantity into the Qty Received field. Enter "6" in the Qty Received field for Item # To indicate items have been returned to the Vendor, enter the quantity in the Qty Returned field. Enter "4" in the Qty Returned field for Item # To indicate that items received were damaged and thus were returned to the Vendor, enter the quantity into the Qty Received field. Note: Do not use this field if you will be receiving a replacement for the damaged item. Initiate a new Receiving document when the replacement item is received. Enter "2" in the Qty Damaged field for Item # 1. Page 135

142 25. To close the Items tab, click the hide button. Page 136

143 26. To open the Delivery tab, click the show button. 27. The Delivery tab is for information purposes only. 28. To close the Delivery tab, click the hide button. Page 137

144 29. You can now successfully submit the Line Item Receiving document. Click the submit button. 30. Once the document has been submitted, the message "Document was successfully submitted." will appear at the top of the document. Page 138

145 31. You have successfully completed the tutorial Receiving Goods. End of Procedure. Page 139

146 Closing a Purchase Order Procedure Kuali Financial System will allow the user to close a Purchase Order. When the Purchase Order is closed, all encumbrances associated with any remaining items are disencumbered. Users will now remove outstanding encumbrances for Purchase Orders using the Purchase Order Close process. Navigation: Main Menu > Custom Document Searches > Purchasing/Accounts Payable > Purchase Orders 1. For this tutorial, the Purchase Order has been issued to the Vendor, the goods and/or services have been delivered and/or completed, and a payment has been made. Page 140

147 2. To close a Purchase Order start by searching for the Purchase Order. Click the Purchase Orders link. 3. For this tutorial enter "1019" in the Purchase Order # field. 4. To scroll down, click the scrollbar. Page 141

148 5. To complete the search, click the search button. Page 142

149 6. To open the Purchase Order click the 3898 link. 7. To close all tabs, click the collapse all button. Page 143

150 8. The close order button is located at the bottom of the Purchase Order edoc. Note: This button only appears after payments have been made against a Purchase Order. 9. To Close the Purchase Order click the close order button. Page 144

151 10. You must enter a reason when Closing a Purchase Order. For this tutorial enter "All items received, closing PO." in the field. 11. To complete the Purchase Order Close, click the yes button. Page 145

152 12. Once the document has been closed the message "Your Purchase Order Close request was successfully submitted." will appear. To return to the Main Menu click the ok button. 13. You have successfully completed the tutorial Closing a Purchase Order. End of Procedure. Page 146

153 Searching for a Payment Request Procedure When using ProWeb, you were able to search for Vendor Payments using the Purchase Order Number, Invoice Number or Vendor Number. In the Kuali Financial System, you can use a more extensive list of payment attributes to search for a Payment Request. Navigation: Main Menu > Custom Document Searches > Payment Requests 1. Click the Payment Requests link. Page 147

154 2. Enter the Payment Request # you would like to lookup payments for. Enter "PREQ" in the Document Type field. 3. Enter "10/01/13" in the Date Created From: field. Note: You can click on the Calendar Icon and select a date from there. 4. To scroll down, click the scrollbar. Page 148

155 5. Click the search button. 6. To scroll down, click the scrollbar. Page 149

156 7. There are two payments listed for the Purchase Order # entered. To look at a specific payment, click on the Document ID link. Click the 5134 link. 8. It can be easier to navigate the Payment Request when the tabs are collapsed. Click the collapse all button. Page 150

157 9. To open the Invoice Info tab, click the show button. Page 151

158 10. On this tab you can see the invoice information entered by the Accounts Payable Processor. 11. To close the Invoice Info tab, click the hide button. 12. To open the Process Items tab, click the show button. Page 152

159 13. On this tab, you can look at the Qty Invoiced field and see two items were invoiced on this payment. Furthermore, you can see that $ of the Purchase Order encumbrance has been relieved specifically on this payment. 14. To close the Process Items tab, click the hide button. Page 153

160 15. To open the Account Summary button, click the show button. Page 154

161 16. On this tab, you can see the accounting information related to this payment. 17. To close the Account Summary tab, click the hide button. 18. To open the View Related Documents tab, click the show button. Page 155

162 19. On this tab, you can see ALL the documents that are related to the Payment Request including the Requisition, Purchase Order, and other Payment Requests, as well as other documents not shown in this tutorial such as Line Item Receiving, Purchase Order Amendment and Purchase Order Close. 20. To close the View Related Documents tab, click the hide button. Page 156

163 21. To open the View Payment History tab, click the show button. Page 157

164 22. On this tab you can see all the Payment Requests made against the Purchase Order including the Payment Request you are currently viewing. 23. To close the View Payment History tab, click the hide button. 24. To open the General Ledger Pending Entries tab, click the show button. Page 158

165 25. The General Ledger Pending Entries (GLPE's) shows the accounting transactions that will post when the daily cycle is run. Seq #1 - Reduces the encumbered expense. Seq #2 - Decreases the reserves for open encumbrances as a result of the disencumbered expense. Seq #3 - Increases the expense as a result of the payment of the invoice. Seq #4 - Reduces cash as a result of the payment of the invoice. The entries will be displayed on this tab ONLY if the document has not yet posted to the General Ledger. Once posted, you can review the entries by using the General Ledger Entry link on the Main Menu of KFS. 26. To close the General Ledger Pending Entries tab, click the hide button. Page 159

166 27. You have completed the tutorial Searching for a Payment Request. End of Procedure. Page 160

167 Exercise Two: Create a Requisition using the new Vendor you created In this exercise you create a Requisition using the Vendor you created. Use account number and an Object Code that match the item(s) that you are purchasing. When completing the requisition. Keep the purchase of this under $ Note: Use the Quantity (QTY) as the Item Type, Quantity of 1, Each (EA) for the UOM, and the Commodity Code that is associated with the items that are being purchased. Once you have completed the required fields, click the Calculate button, and then submit your edoc. 1. What is the message you received at the top left of the page? 2.What is the name of the account you used? 3. What is the Document Number? 4. What status is the document in? 5. Who needs to take the next action on the document? 6.What is the current Route Status? 7. What is the name of the Commodity Code used? Page 161

168 Creating a Requisition for an Asset Procedure Before starting this tutorial, please review the Creating a Requisition tutorial. Kuali Financial System allows users to enter asset information onto the Requisition. This enhances the ability to collect accurate attributes and track the asset throughout its useful life. Please view the Requisition Workflow Chart on page 208. Navigation: Main Menu > Transactions > Purchasing/Accounts Payable > Requisition 1. Click the Requisition link from the Transactions section on the Main Menu. Page 162

169 2. Click the Requisition link. 3. The Requisition edoc may require the use of the horizontal scroll bar. To minimize scrolling you may want to collapse all the tabs. Click the collapse all button. Page 163

170 4. To open the Document Overview tab, click the show button. Page 164

171 5. Enter "Labculture Class II Bio Cabinet" in the Description field. 6. The Financial Document Detail field will default to the current fiscal year. Thirty days prior to fiscal year end, usually June 1st, the field will be selectable and the user will be able to select whether the purchase should be created for the current fiscal year or for the following fiscal year. Click the Year list. 7. If the next fiscal year is selected, i.e. on June 3, 2014, the user selects FY2015. Keep in mind that the new budget is not available until July 1, This means the Procurement Department will not issue the Purchase Order for FY2015 until the new budget year begins on July 1st. If delivery or placement of the order is required before July 1st, the user should select the current fiscal year. 8. For this tutorial 2014 has been auto-populated in the Year field for the current fiscal year. Page 165

172 9. To close the Document Overview tab, click the hide button. 10. To open the Procurement Address tab, click the show button. 11. To select the Procurement addresses associated with the order, click the magnifying glass button next to the Procurement Campus Code field. Page 166

173 12. Do not enter any search criteria into the search fields. This will allow for the system to return all possible procurement address values available for selection. Click the search button. Page 167

174 13. The Commodities and Services procurement office at UMCP should be selected if you are purchasing non-it related equipment, supplies, or non-construction/non-it related services. Note: This applies to all campuses except UM Eastern Shore. 14. The Eastern Shore Procurement Office should be selected if you are affiliated with the UM Eastern Shore campus. This Procurement Office applies to all purchases for Eastern Shore users. 15. The Construction and Facilities Procurement Office at UMCP should be selected if you are purchasing facilities or construction related equipment, supplies or services. Examples include installations to building walls/floors, painting, electrician services, plumbing services, etc. Along with using this Procurement Office, you must also follow the Facilities Management policy. You can review the policy at: VE%20PROCEDURE.pdf Note: This applies to all campuses except UM Eastern Shore. Page 168

175 16. The Information Technology Procurement Office at UMCP should be selected if you are purchasing any Information Technology (IT) related equipment, supplies or services. Examples include computers, servers, network devices, IT consulting, web design, etc. Note: This applies to all campuses except UM Eastern Shore. 17. The ORA Subaward will only be used by the UMCP Office of Research Administration for Sponsored Program Subaward requests. You should never use this Procurement Office to complete a Requisition. To request a Subaward, please complete the Subaward Request Form located at Note: ORA will review the submitted Subaward Request Forms and if approved, will process the Subaward Requisition in KFS. 18. The UMCES Subaward will only be used to request a Subaward from the UMCES Office of Research Administration and Advancement. Before using this Procurement Address, please review the UMCES ORAA Create a Requisition for a Subaward tutorial. Page 169

176 19. In this tutorial, you are purchasing Lab Equipment for College Park. Click the return value link for Commodities and Services with the campus code of To close the Procurement Address tab, click the hide button. 21. To open the Delivery tab, click the show button. Page 170

177 22. The Delivery Campus will automatically be populated based on the campus you are assigned to. Page 171

178 23. To select a Building, click the magnifying glass button. 24. In KFS, the Campus Code on a Building is directly tied to a Billing Address. Each building located on the UMCP campus has been duplicated for different Campus Codes. In order to ensure the correct Billing Address is printed on the Purchase Order to the Vendor, you may need to select a different Campus Code depending on the Accounts Payable office associated with your order. Page 172

179 25. Enter one of the Campus Codes listed below to have the appropriate Accounts Payable Billing Address listed on the PO: DS - Use this Campus Code if Dining Services AP should receive the invoice(s) for your order. FM - Use this Campus Code if Facilities Management AP should receive the invoice(s) for your order. FT - Use this Campus Code if Freight should receive the invoice(s) for your order. If your order is not related to any of the above Accounts Payable offices, leave the Campus Code as defaulted. 26. In this tutorial, you are purchasing a Lab Cabinet for a new lab being used by students. You will select a Building on the Campus Code of 01 to ensure the correct Billing Address for Commodities and Services AP is printed on the purchase order to the Vendor. Enter "01" in the Campus Code field. 27. To open the Delivery tab, click the show button. 28. To search for the Building, click the search magnifying glass. Note: If you know the Building Code you may enter it into the Building field. 29. To find the building, enter "*harr*" in the Building Name field. Page 173

180 30. Click the search button. Page 174

181 31. To populate the Building on the Requisition, click the return value link for Harris Laboratory. 32. If you would like to have your order delivered to a building off-campus or to a building not listed in the system, you can use the building not found button. This button will allow you to enter the delivery address information. Note: Off campus deliveries will require additional approval(s) from a Procurement Unit. 33. The Room field is required to be populated. If you know the room number, you may enter it into the field. Enter 1100 into the Room field. Note: If a room number is not applicable for your order, you can enter NO_ROOM into the Room field. Page 175

182 34. The set as default building button allows you to set the entered address as your profile's default and the next time you open a Requisition you will not need to enter the Delivery address. You can set a new default building address anytime by clicking this button. Click the set as default building button. 35. If applicable, indicate a required delivery date. Enter the date i.e., "09/28/2013" in the Date Required field. Page 176

183 36. If a Date Required is indicated, you must provide a reason this date is required. Click the Date Required Reason drop-down arrow. Page 177

184 37. For this tutorial, the cabinet is needed before students can use the new lab. Note: It would be good practice for you to click the save button at the bottom of the Requisition often throughout the process. Select the MUST RECEIVE option from the drop-down menu. 38. List any specific instructions for delivery in the Delivery Instructions field. Enter "Please call 48 hours prior to delivery to schedule an appointment." in the Delivery Instructions field. 39. If the Delivery should be made to a central receiving location before it is delivered to the Final Delivery address, you can click on the magnifying glass button to search for the correct Receiving Address. For example, Central Receiving, Severn Building, Physics Highbay, etc. Page 178

185 40. To close the Delivery tab, click the hide button. 41. To open the Vendor tab, click the show button. Page 179

186 42. If the Requisition needs to go out for bid to multiple vendors, you should leave the Suggested Vendor field blank and enter suggested vendors in the Additional Suggested Vendor Names section or attach a list of suggested vendors to the edoc using the Notes and Attachments tab. Note: If you do not select a vendor or enter suggested vendors the document will route to the Procurement Office. 43. In this tutorial, you will be selecting a specific vendor from the Vendor file in KFS. Click the magnifying glass button. Page 180

187 44. Enter "*vwr international * in the Vendor Name field. 45. Click the search button. Page 181

188 46. Select the appropriate Vendor. Click the return value link for VWR INTERNTIONAL (TEXAS). 47. To close the Vendor tab, click the hide button. 48. To open the Items tab, click the show button. 49. Note: To purchase an asset, the Item Type must be Qty. 50. Enter the quantity of assets being purchased. Enter "2" in the Quantity field. Page 182

189 51. Enter the Unit of Measurement for the asset(s) being purchased. Enter "EA" in the UOM field. 52. Enter the Commodity Code for the asset(s) being purchased. Enter "41552" in the Commodity Code field. 53. Enter the Description of the asset(s) being purchased. This Description will be used by Inventory Control to create the asset(s) in the KFS Capital Asset Maintenance (CAM) module. Enter "Labculture Class II Type B2 Biosafety Cabinet 203x81.5x156.8 cm" in the Description field. 54. Enter the amount for each asset being purchased in the Unit Cost field. Enter " " in the Unit Cost field. Page 183

190 55. Click the add button. 56. Notice the Item Line has been added to the Current Items section and has been assigned as Item You can use the Add Item section if you need to add another Item Line to the Requisition. For the purpose of this tutorial, you will only enter one Item Line. 58. To open the Accounting Line section, click the show button. Page 184

191 59. To scroll down, click on the scrollbar. Page 185

192 60. Click the Chart drop-down arrow button. 61. Select the 01 option from the drop-down menu. 62. Enter " " in the Account Number field. 63. Enter in the asset Object code appropriate for the asset(s) being purchased on the related Item Line. Using the correct asset object code will indicate to Inventory Control how the asset needs to be processed into the CAM module. Click the Asset Object Codes link to view the document. Enter "4090" in the Object field. 64. Enter "100.00" in the Percent field. 65. Click the add button. Page 186

193 66. To close the Items tab, click the hide button. 67. You will be required to fill in the Asset tab if you are purchasing an asset(s). To open the Asset tab, click the show button. 68. Click the Asset System Type drop-down arrow button. Page 187

194 69. You will select the appropriate option for Asset System Type using the following criteria: Individual Assets option should be selected if an asset should be created for each quantity line item. An Asset Number and Tag Number will be assigned to each asset. Multiple Systems option should be selected if more than one quantity line item should be combined to create one asset. For example, you order two centrifuges and two rotors, but you want to combine one centrifuge and rotor to create one asset and the other centrifuge and rotor to create another asset. One System option should be selected if all quantity line items being purchased should be combined into one asset. For example, you are purchasing a computer, a centrifuge and a rotor, but you would like to combine all three items into one asset. 70. For this tutorial, you will select Individual Assets. Select the Individual Assets option from the drop-down menu. Page 188

195 71. Click the Asset System State drop-down arrow button. 72. You will select the appropriate option for Asset System State using the following criteria: * Modify Existing System option should be selected if you would like to add the quantity item lines being purchased to an existing asset. If you select this option, you will be required to specify the Asset Number the items should be added to. An example is an asset fabrication. * New System option should be selected if a new asset should be created for the quantity item lines being purchased. 73. For this tutorial, you will be requesting the creation of a new asset. Select the New System option from the drop-down menu. 74. Click the select button. 75. To scroll down, click on the scrollbar. Page 189

196 76. Click the Asset Transaction Type drop-down arrow button. Page 190

197 77. Select the NEW option from the drop-down menu. 78. In the Asset Note Text field you can enter a note to Inventory Control about how the asset should be created. This note will not be included on the asset record. Enter "Purchased for use in the Smith lab" in the Asset Note Text field. 79. Use the same as vendor button to pull the Vendor selected on the Requisition into the Manufacturer field. If the Vendor is not the Manufacturer, enter the Manufacturer by typing directly into the field. 80. Click the search magnifying glass icon for Asset Type. Page 191

198 81. The Asset Type is associated with the object code used to purchase the asset. To appropriately search for an Asset Type, use the Asset Type Description field and enter the brief description of the equipment type using a wildcard (*) before and after the information entered. 82. Enter "*lab*" in the Asset Type Description field. 83. Click the search button. Page 192

199 84. Two options will be displayed for most Asset Types. One to be selected for University-Owned assets and the other to be selected for Federally- Owned assets. For this tutorial, you will select E00090 for University-Owned LABORATORY EQUIPMENT. Click the return value link. Page 193

200 85. Enter "LB2-6B2" in the Model Number field. 86. Enter the quantity of the Item Line that will be housed in the Location to be entered in the following steps. Enter "2" in the Item Quantity field. 87. Click the search magnifying glass icon for the Building field. Page 194

201 88. Search for the building the asset(s) will be housed in by typing in a partial Building Name adding a wildcard (*) before and after the information entered. Enter "*harrison*" in the Building Name field. 89. Click the search button. Page 195

202 90. Click the return value link. Page 196

203 91. Enter the room number the asset(s) will be housed in within the building selected. Enter "1100" in the Room field. 92. Click the add button. 93. The Location you entered has been added and has been assigned as Address 1. Page 197

204 94. Note: The Quantity on the Item Line must match the Item Quantity on the Location section. If you have more than one asset and the assets will be housed at different locations, you can use the Location section to add another Address line. 95. To close the Asset tab, click the hide button. Page 198

205 96. You have completed the tutorial Creating a Requisition for an Asset. Upon submission, Inventory Control will be a part of the approval process. If an incorrect object code is used to purchase an asset, Inventory Control may correct object code used or may disapprove the Requisition if the Asset tab is not populated correctly. End of Procedure. Page 199

206 Exercise Three: Creating a Requisition with the Capital Asset Transaction Type Code of NEW. In this exercise you will create a Requisition to purchase a new asset that is not in the system. You will purchase a Tractor from Gateway Tractor & Equipment Co. Use the information below to help you complete the Requisitions: Procurement Address Tab Procurement Campus Code: 01- College Park Delivery Tab Building: AGRICULTURE SHED Room: NO_ROOM Vendor Tab Suggested Vendor: Gateway Tractor & Equipment Co. ( ) Item Lines: Item Type: QTY Unit Quantity: 1 UOM: Each (EA) Commodity Code: Description: Enter New Tractor 60HP 4wd NOR Unit Cost: 37, Accounting Lines Chart: 01 Account Number: Object Code: 4010 Percent: 100 Asset Tab Asset System Type: Individual Asset Asset System State: New System Asset Transaction Type: NEW Asset Note Text: Enter Tractor 60HP 4wd with/loader, Plow and Agriculture Tires. Manufacturer: Click the same as vendor button Asset Type: E00170 Model: NOR Location Section Item Quantity: 1 Campus: 01 (Leave as 01 for training purposes) Building: Agriculture Shed Room: NO_ROOM Page 200

207 Exercise Four: Creating a Requisition with Capital Asset Transaction Type Code of MDEX (Modify Existing). In this exercise you will create a Requisition to purchase a new motor for an existing tractor with the Asset Tag number of You will purchase the engine from Gateway Tractor & Equipment Co. Use the information below to help you complete the Requisitions: Procurement Address Tab Procurement Campus Code: 01- College Park Delivery Tab Building: AGRICULTURE SHED Room: NO_ROOM Vendor Tab Suggested Vendor: Gateway Tractor & Equipment Co. ( ) Item Lines: Item Type: QTY Unit Quantity: 1 UOM: Carton (CT) Commodity Code: Description: Replacement engine for Tractor Asset Tag Unit Cost: Accounting Lines Chart: 01 Account Number: Object Code: 4010 Amount: Asset Tab Asset System Type: Individual Asset Asset System State: MDEX (Modify Existing) Asset Transaction Type: Modifying Existing Add Asset Number: 1063 Asset Note Text: Enter Purchase for JD Tractor engine replacement for Asset Tag Page 201

208 Logging Out of KFS Procedure This tutorial walks you through logging out of the University of Maryland's Kuali Financial System also known as KFS. 97. You may log out of KFS using the 'X' on the top right side of your window. Click the [X] button to close the application. 98. You can also log out of KFS by simply clicking the Logout button, which logs you out of the application. Note: If you are on a public or shared computer, you should also exit and close the browser. Click in the Logout field. 99. You have successfully logged out of the Kuali Financial System. End of Procedure. Page 202