CSU Kuali Days Welcome to CSU Kuali Days! Internal Order Internal Billing Work Order Authorization April-May, 2009

Internal Order, Internal Billing, WOA Training Team Members Bev BurtonMorgan Library John Hunter Financial Systems Services Connie MacNaughtonFinancial Systems Services Laura StreitBusiness & Financial Services

Accessing the Kuali Financial System A link to the test site of KFS is provided on the B&FS website. Effective July 1, 2009 access to KFS will be through the Campus Administrative Portal at Log in using your eID (name) Log out using the X

Important Reminders KFS goes live on July 1st for FY 2010 Training materials are available at and Virtual Kuali Help Desks can be accessed by going to the CAP at OR by clicking on the Provide Feedback found on most Kuali screenshttps://cap.is.colostate.edu

Important Reminders (cont.) Please contact any training team member for assistance regarding this session Registration for current Kuali training sessions is open until filled or completed Hands-on training labs are scheduled June 1 st - 5 th and June 8 th – 12 th (additional information will be provided soon)

Evaluations Please complete the evaluation survey - drop off in the session evaluation box or - with your training team member for this session or - return to Valerie Monahan: 6003 Campus Delivery

Overview - Internal Order Similar to our current IMO document one-time order between departments Used for pre-authorized orders

Transactions Group, Financial Processing Section

Internal Order-Buyer Buyer selects supplier from drop down list Buyer inputs items, quantities, account, object, amount Expense Object code must be a valid services, supplies, inventory code (same as CIS IMO) Attach Who/What/Where/etc. form for hospitality

Internal Order-Buyer 20% Tolerance – supplier may (if necessary) bill you for your estimated cost + 20% If Supplier bills over 20% - document re-routed for additional approval (same as CIS IMO) Document not encumbered, but included in pending entries

Internal Order-Buyer Side Add a detailed explanation for your entry Description appears on reports and on approvers action list

Internal Order-Supplier After buyer has approved the document, it will appear on sellers action list Seller inputs their revenue account, object code, amount Revenue Object code must be a valid on-campus revenue or deferred revenue object code (same as CIS IMO) o FRS subcode 0800 = KFS object code 4800 o FRS subcode 0900 = KFS object code % Tolerance – supplier may (if necessary) bill for your estimated cost + 20%

Internal Order-Supplier Side

Overview-Internal Billing Used by units who are providing goods/services to other units Method to bill, with a pre-arranged agreement Record billings within your own unit Document creator (seller) needs to know both income and expense accounts & object codes Examples: o billing within the same unit between a 21 and 53 account o allocate internal charges (copier usage) o Allocations between a 21 and 22 account

Main Menu

Transactions Group, Financial Processing Section

Document Overview Add a description for your billing entry Add an explanation for your document Total Amount is calculated as you add items Description appears on reports and on approvers action list Add a detailed explanation for your entry

Accounting Lines-Billing Income – enter the account receiving the income (credit) Expense – enter the account to be charged for the expense (debit) Org Ref ID – optional - similar to FRS field Reference 2 Enter a work order #, ticket #, or text to further describe your transaction Enter the amount as a positive amount

Items Tab This Tab is optional Used infrequently Doesnt impact or need to balance to the accounting line

Capital Edit (Assets) This Tab is optional Used rarely It is extremely unusual for a billing entry to be tied to an asset

Additional Tabs Review Pending Entries, if you wish Add notes or attachments, as necessary Add Ad Hoc Recipients, if you wish Review Route Log, as necessary Refer to the KFS Basics Training for more information on these tabs

Accounting Lines- Return/Adjustment Income – enter the income account (reducing revenue – debit) Expense – enter the expense account (reducing expense – credit) Enter the amount as a negative

Overview – Work Order Authorizations Similar to our current WOA document o Fixed cost jobs (bids) o Actual time & materials Used for pre-authorized Work Orders (primarily Facilities) Plant fund transfers moved to the Transfer of Funds document

Lab Exercises Create an Internal Order Create an Internal Billing Create a Work Order Authorization

QUESTIONS ???