KFS Training Manual Vendor, DV, and Purchasing v2 3... · 2014. 5. 28. · KFS Training Manual...

KFS Training Manual

Vendor, DV, and Purchasing

University of Maryland Training Guide

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Table of Contents Objectives ..................................................................................................................... v

Resources ..................................................................................................................... v

Kuali Financial Systems ....................................................................................... 1 Logging into KFS ........................................................................................................................... 1 Creating a Vendor ......................................................................................................................... 4 Exercise One: Searching for eDocs ................................................................................. 27 Searching and Modifying a Vendor .................................................................................. 28 Creating a Disbursement Voucher .................................................................................... 41 Creating a Requisition .............................................................................................................. 62 Reviewing the Notes and Attachments Tab ................................................................ 95 Reviewing Ad- Hoc Recipients Tab ................................................................................... 99 Reviewing the Route Log Tab ............................................................................................ 105 Printing and Reprinting a Purchase Order ................................................................ 114 Requesting a Change Order or Modification for an existing Purchase Order ................................................................................................................................................ 120 Receiving Goods (Qty Line Items) ................................................................................. 127 Closing a Purchase Order ..................................................................................................... 140 Searching for a Payment Request .................................................................................. 147 Exercise Two: Create a Requisition using the new Vendor you created . 161 Creating a Requisition for an Asset ............................................................................... 162 Exercise Three: Creating a Requisition with the Capital Asset Transaction Type Code of NEW. ....................................................................................... 200 Exercise Four: Creating a Requisition with Capital Asset Transaction Type Code of MDEX (Modify Existing). ........................................................................ 201 Logging Out of KFS .................................................................................................................. 202

Appendix A: Supporting Documentation ................................................ 203 Vendor Maintenance Workflow ........................................................................................ 203 DV Payment Reason Codes ................................................................................................. 204 Requisition Workflow ............................................................................................................. 208 Purchase Order Workflow ................................................................................................... 209 Glossary .......................................................................................................................................... 210

University of Maryland Training Guide

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REVISION LOG This document is under version control. Version Date Description

1.0 02/19/13 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

University of Maryland

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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: http://kualifinancial.umd.edu/UPK/upk_login.html. 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: http://kualifinancial.umd.edu/KFS/kfs-registration-all1.html Helpful Resources: http://kualifinancial.umd.edu/KFS/ UMD Policies and Procedures: http://www.president.umd.edu/policies/Forms 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. (https://www.itsc.umd.edu/MRcgi/MRTicketPage.pl?USER=&MRP=0&PROJECTID=1&MR=33566)


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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.

Step Action 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. https://www.itsc.umd.edu/MRcgi/MRTicketPage.pl?USER=&MRP=0&PROJECTID=1&MR=33566. 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.


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Step Action 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.

Step Action 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.


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Step Action 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.


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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.

Step Action 1. To scroll down, click the scrollbar.


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Step Action 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.


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Step Action

4. Click the create new button.

Step Action 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.


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Step Action 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.


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Step Action 12. Enter "SHELLEY" into the Vendor First Name field.


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Step Action 13. Click the Vendor Type drop-down menu button.

Step Action 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.


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Step Action 15. Enter "601459837" into the Tax Number field.


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Step Action 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-9.

17. The SSN option should be selected for individuals, for which a social security number is provided on the form W-9.

18. Select the SSN radio button option from the Tax Number Type field.

Step Action 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.


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Step Action 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.


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Step Action 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.


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Step Action 24. Click the W-9 Received drop-down menu button.

25. Click the Yes item from the drop-down menu.


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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.


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Step Action 30. To close the Vendor tab, click the hide button.

Step Action 31. To open the Address tab, click the show button.


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Step Action 32. Click the Address Type drop-down menu button.


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Step Action 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.

Step Action 34. Enter the street address for the Vendor.

Enter "2175 BELCREST RD" into the Address 1 field.


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Step Action 35. Enter to the City for the Vendor's address.

Enter "HYATTSVILLE" into the City field.


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Step Action 36. Enter the State for the Vendor's address.

Enter "MD" into the State field.

Step Action 37. Enter the postal code for the Vendor's address.

Enter "20782" into the Postal Code field.


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Step Action 38. Click the Country drop-down menu button.


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Step Action 39. Select the United States option from the drop-down menu.

Step Action 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.


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Step Action 41. Select the Yes option from the drop-down menu.


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Step Action 42. Click the add button.



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Step Action 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.



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Step Action 46. To close the Address tab, click the hide button.

Step Action 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.


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Step Action 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 5007. 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__________


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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.



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Step Action 2. Click the Vendor link.


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Step Action 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.

Step Action 4. Click the search button.


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Step Action 5. Click the edit link for the Vendor you would like to modify.


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Step Action 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.


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.


10. To open the Address tab, click the show button.


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Step Action 11. Click the Address Type list.


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Step Action 12. Select the REMIT option from the drop-down menu.

13. Enter "1010 E Broadway Blvd" into the Address 1 field.

Step Action 14. Enter "Boulder" into the *City field.


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Step Action 15. Enter "CO" into the State field.

Step Action 16. Enter "80301" into the Postal Code field.


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Step Action 17. Click the Country drop-down menu button.


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Step Action 18. Select United States from the drop-down list menu.


20. The address you added will be displayed below the existing addresses

on the Vendor record.


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22. The gold asterisks (*) represent the changes that were entered.


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Step Action 24. To close the Address tab, click the hide button.


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Step Action 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.


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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

Step Action 1. Click the Disbursement Voucher link.


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Step Action 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.


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Step Action 4. Any field that has an asterisk (*) next to the field is mandatory.

Enter "VP Research Legal Services - June 2013" in the Description field.


Step Action 6. To open the Payment Information tab, click the show button.


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Step Action 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.


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Step Action

8. Click the Payment Reason Code drop-down arrow button.

Step Action 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.


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Step Action 10. Enter "*auerbach*" in the Vendor Name field.


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Step Action 12. To select AUERBACH LAW FIRM LLC, click the return value link.


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Step Action 13. Always return the value for the REMIT Address Type.

Click the return value link.


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Step Action 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.

Step Action 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.


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Step Action 18. Enter "6291.00" 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.


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Step Action 20. The Received Date represents the date the invoice was received on

campus. Enter "02/30/2014" in the Received Date field.


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Step Action 21. Click the Payment Method drop-down arrow button.


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Step Action 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.


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Step Action 23. Click the Documentation Location Code drop-down arrow button.

Step Action 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.


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Step Action 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.


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Step Action 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 "2946220" in the Account field.

31. Enter "3727" in the Object field.

32. Enter "3145.50" in the Amount field.

33. In this example the Line Description has been entered, however this field is optional. Enter "PS-2011-091" in the Line Description field.


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Step Action 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.

Step Action 36. Enter “01” into the Chart Code field.

37. Enter "2946220" in the Account field.

38. Enter "3727" in the Object field.

39. Enter "3145.50" in the Amount field.

40. In this example the Line Description has been entered, however this field is optional. Enter "PS-2011-105" 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.


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Step Action 42. To close the Account Lines tab, click the hide button.

43. To open the Contact Information tab, click the show button.

Step Action 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.


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Step Action 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.


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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 208.

Step Action 1. 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.


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Step Action 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.


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Step Action 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.


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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.


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Step Action 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, 2015. 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.

Step Action 21. For this tutorial 2014 has been auto-populated in the Year field for the

current fiscal year.



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Step Action 23. To open the Procurement Address tab, click the show button.

Step Action 24. To select the Procurement addresses associated with the order click

the magnifying glass button next to the Procurement Campus Code field.


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Step Action 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.


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Step Action 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 https://www.facilities.umd.edu/documents/ADMINISTRATIVE%20PROCEDURE.pdf Note: This applies to all campuses except UM Eastern Shore.


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Step Action 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 http://www.umresearch.umd.edu/ORAA/form/um_oraa_forms.html#. 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.


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Step Action 32. In this tutorial, you are jackhammers for College Park.

Click the return value link for Construction and Facilities.

Step Action 33. To close the Procurement Address tab, click the hide button.

34. To open the Delivery tab, click the show button.


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Step Action 35. The Delivery Campus will automatically be populated based on the

campus you are assigned to.


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Step Action 36. To select a Building, click the magnifying glass button.

Step Action 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.


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Step Action 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.


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Step Action 42. To populate the Building on the Requisition click the return

value link for Van Munching Hall.


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Step Action 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.


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Step Action 46. Click the return value link for room 1101.

47. 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.

Step Action 49. If a Date Required is indicated you must provide a reason this date is

required. Click the Date Required Reason drop-down arrow.


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Step Action 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.


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Step Action 53. To close the Delivery tab, click the hide button.


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Step Action 54. To open the Vendor tab, click the show button.

Step Action 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.


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Step Action 58. Enter "*grainger*" in the Vendor Name field.

59. Click the search button.


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Step Action 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.

Step Action 63. To select the Item Type, click the Item Type drop-down arrow.


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Step Action 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.

Step Action 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.


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Step Action 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.

Step Action 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.


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Step Action 69. Enter "*paving*" in the Commodity Description field.



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Step Action 72. Find a Commodity Code that is related to the items or services being

purchased. Click the return value link for Commodity Code 76549.

73. 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


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Step Action 74. Enter the cost in the Unit Cost field.

Enter "296.00" in the Unit Cost field.

75. Click the add button.


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Step Action 76. After the Item(s) has been added, the Accounting Lines will need to

be completed. Click the show button.

Step Action 77. Click the Chart drop-down arrow button.

78. Select the "01" option from the drop-down menu.

79. Enter "1116810" 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.


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Step Action 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.


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Step Action 83. To close the Items tab, click the hide button.

84. To open the Payment Info tab, click the show button.


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Step Action 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.


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Step Action 87. The Requestor Name, Requestor Phone and Requestor Email

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 Email 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.


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Step Action 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.

Step Action 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.


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Reviewing the Notes and Attachments Tab Procedure The Notes and Attachments tab displays user notes and attachments or system generated information about the document.

Step Action 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.


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Step Action 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.


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Step Action 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 Action List on a KFS document, the route log will record the notification as a “Pending Action Request” until the note is read. When the recipient opens their Action List and reads the note, it displays in the route log as “Actions Taken”.


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Step Action 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.


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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.

Step Action 1. To open the Ad Hoc Recipients, click the show button.


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3. The Ad Hoc Recipients tab is divided up into two sections: Person Requests and Ad Hoc Group Requests.


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Step Action 4. Click the Action Requested drop-down arrow button.

5. The Action 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.


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Step Action 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.

Step Action 7. Enter "cmayo" in the Person field.

8. The add button in the Actions 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' Action List.


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Step Action 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.


15. The search result will appear at the bottom of the screen.


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Step Action 16. You may need to scroll down in order to see all the search results.

To scroll down, click the scrollbar.

Step Action 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 Action 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.


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Step Action 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 Action 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.


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Step Action 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.


3. The Route Log is divided into five sub-tabs Document ID, Actions Taken, Pending Action Requests, Future Action Requests and Log Action 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.


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Step Action 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 Actions 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.


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Step Action 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.


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Step Action 11. The Pending Action 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 Action.


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Step Action 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 Actions

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 Action 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 Action 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.


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20. The system displays the additional information for the Future Action Requests tab that includes Node, Priority, Approval Policy, and Forced Action.

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 Action 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.


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Step Action 25. Click the hide button.

26. The Log Action Message tab provides a place to log additional

comments. Click in the Action Message field.

27. Enter "Please see attached documents" in the field.

28. Click the log button.

29. The Action Message is now added to the Route Log tab.

Note: When a Notification is sent to a recipient to “read notes” in the Action List on a KFS document, the route log will record the notification as a “Pending Action Request” until the note is read. When the recipient opens their Action List and reads the note, it displays in the route log as “Actions Taken."


31. To close the Route Log tab, click the “hide” button.


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Step Action 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.


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Printing and Reprinting a Purchase Order

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 > Action List

Step Action 1. Click the action list button.

2. Select the document you would like to print.

You can see here the Action Requested is PRINT. Click the 3512 link.


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Step Action

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.


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Step Action

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.


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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 email it to the Vendor directly. NOTE: If the Purchase Order appears as "PRINT" in your Action 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.

Step Action

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.


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Step Action

10. Click the collapse all button.

11. Click the retransmit button.


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Step Action

12. Click the PO Header drop-down arrow button.

13. Select the Retransmission of Purchase Order option from the drop-down 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.

Step Action

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.


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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

Step Action 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.



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Step Action 4. To complete the search, click the search button.


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Step Action 5. To look at a specific Purchase Order, click on the Document Id link.

For this tutorial, click the 11635 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

email. A lookup window will appear once the Browse button is selected.


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Step Action 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: http://www.purchase.umd.edu/general/forms2.html

13. Select an Attachment Type. To select an Attachment Type click the drop-down menu.

Step Action 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.


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Step Action 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.


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Step Action 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.


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Step Action 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.


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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).

Step Action 1. For specific information regarding receiving including delivery point

options and guidance on how to receive a shipment are available at: http://www.purchase.umd.edu/general/howrec99.htm


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Step Action 2. Click the Receiving link.


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Step Action 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 2014.

6. 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.

Step Action 9. Click the continue button.


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Step Action 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.


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Step Action 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.




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Step Action 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 drop-down arrow button.

19. Note: You may change the Carrier by selecting the FEDEX option from

the Carrier drop-down menu.


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Step Action 20. To close the Vendor tab, click the hide button.


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Step Action 21. To open the Items tab, click the show button.

Step Action 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 # 1.

23. 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 # 1.

24. 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.


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Step Action 26. To open the Delivery tab, click the show button.

Step Action 27. The Delivery tab is for information purposes only.

28. To close the Delivery tab, click the hide button.


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Step Action 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.


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Step Action 31. You have successfully completed the tutorial Receiving Goods.

End of Procedure.


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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

Step Action 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.


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Step Action 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.



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Step Action 5. To complete the search, click the search button.


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Step Action 6. To open the Purchase Order click the 3898 link.

Step Action 7. To close all tabs, click the collapse all button.


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Step Action 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.


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Step Action 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.


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Step Action 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.


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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

Step Action 1. Click the Payment Requests link.


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Step Action 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.



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Step Action 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.

Step Action 8. It can be easier to navigate the Payment Request when the tabs are

collapsed. Click the collapse all button.


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Step Action 9. To open the Invoice Info tab, click the show button.


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Step Action 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.

Step Action 12. To open the Process Items tab, click the show button.


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Step Action 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 $4500.00 of the Purchase Order encumbrance has been relieved specifically on this payment.

14. To close the Process Items tab, click the hide button.


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Step Action 15. To open the Account Summary button, click the show button.


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Step Action 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.

Step Action 18. To open the View Related Documents tab, click the show button.


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Step Action 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.


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Step Action 21. To open the View Payment History tab, click the show button.


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Step Action 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.

Step Action 24. To open the General Ledger Pending Entries tab, click

the show button.


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Step Action 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.


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Step Action 27. You have completed the tutorial Searching for a Payment Request.

End of Procedure.


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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 6543210 and an Object Code that match the item(s) that you are purchasing. When completing the requisition. Keep the purchase of this under $5000.00. 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? ___________________


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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

Step Action 1. Click the Requisition link from the Transactions section on the Main

Menu.


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Step Action 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.


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Step Action 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, 2015. 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.

Step Action 8. For this tutorial 2014 has been auto-populated in the Year field for the

current fiscal year.


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Step Action 9. To close the Document Overview tab, click the hide button.

10. To open the Procurement Address tab, click the show button.

Step Action 11. To select the Procurement addresses associated with the order, click

the magnifying glass button next to the Procurement Campus Code field.


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Step Action 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.


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Step Action 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: https://www.facilities.umd.edu/documents/ADMINISTRATIVE%20PROCEDURE.pdf Note: This applies to all campuses except UM Eastern Shore.


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Step Action 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 http://www.umresearch.umd.edu/ORAA/form/um_oraa_forms.html#. 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.


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Step Action 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 01.

Step Action 20. To close the Procurement Address tab, click the hide button.



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Step Action 22. The Delivery Campus will automatically be populated based on the

campus you are assigned to.


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Step Action 23. To select a Building, click the magnifying glass button.

Step Action 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.


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Step Action 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.


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.


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Step Action 31. To populate the Building on the Requisition, click the return

value link for Harris Laboratory.

Step Action 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.


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Step Action

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.


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Step Action 36. If a Date Required is indicated, you must provide a reason this date is

required. Click the Date Required Reason drop-down arrow.


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Step Action 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.


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Step Action 40. To close the Delivery tab, click the hide button.



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Step Action 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.


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Step Action 44. Enter "*vwr international * in the Vendor Name field.



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Step Action 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.

Step Action 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.


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Step Action 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 "16248.83" in the Unit Cost field.


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56. Notice the Item Line has been added to the Current Items section

and has been assigned as Item 1.

57. 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.


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Step Action 59. To scroll down, click on the scrollbar.


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Step Action 60. Click the Chart drop-down arrow button.

61. Select the 01 option from the drop-down menu.

62. Enter "1128210" 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.



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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.


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Step Action 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.

Step Action 70. For this tutorial, you will select Individual Assets.

Select the Individual Assets option from the drop-down menu.


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Step Action 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.

Step Action 75. To scroll down, click on the scrollbar.


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Step Action 76. Click the Asset Transaction Type drop-down arrow button.


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Step Action 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.


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Step Action 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.

Step Action 82. Enter "*lab*" in the Asset Type Description field.



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Step Action 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.


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Step Action 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.


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Step Action 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.



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Step Action 90. Click the return value link.


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Step Action 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.

Step Action 93. The Location you entered has been added and has been assigned as

Address 1.


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Step Action 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.


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Step Action 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.


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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. (35935-0) Item Lines: Item Type: QTY Unit Quantity: 1 UOM: Each (EA) Commodity Code: 99894 Description: Enter “New Tractor 60HP 4wd NOR-5112222.” Unit Cost: 37,734.31 Accounting Lines Chart: 01 Account Number: 1234567 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-5112222 Location Section Item Quantity: 1 Campus: 01 (Leave as 01 for training purposes) Building: Agriculture Shed Room: NO_ROOM


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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 105433. 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. (35935-0) Item Lines: Item Type: QTY Unit Quantity: 1 UOM: Carton (CT) Commodity Code: 51515 Description: Replacement engine for Tractor Asset Tag 105433 Unit Cost: 7749.00 Accounting Lines Chart: 01 Account Number: 1234567 Object Code: 4010 Amount: 7749.00 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 105433.”


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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.

Step Action 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.


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Appendix A: Supporting Documentation

Vendor Maintenance Workflow


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DV Payment Reason Codes Payment Reason Code

Payment Reason Name

Payment Reason Description FRS Sub Code KFS Object Code or Level

A Prize and/or Award

Payments made for Prizes and Awards must be made to Non-‐employees only. Awards may not include personal services, contest winnings, and scholarship or fellowship payments. These payments are generally for punitive damages and/or settlements. You must enter the fair market value of merchandise that has been won. For payments of Prizes and Awards to University Employees, please contact University Payroll.

3140 and 2470 3140 and 7470

B Reimbursement for Out of Pocket Expense

Reimbursement for Out of Pocket Expenses may be made to University employees. These reimbursements are paid to an individual who incurs out-‐of-‐pocket expenses on behalf of their departmental business operations due to an emergency. This payment reason may not be used in lieu of the procurement process. A reimbursement should not exceed the departments delegated purchasing authority. No travel or personal service payments may not be made using this payment reason.

3210, 3285, 3315, 3914, 3916, 3918, 3922, 3924, 3948, 3950, 3952, 4920,

4930, 4931

3210, 3285, 3315, 3914, 3916, 3918, 3922, 3924, 3948, 3950, 3952, 4920,

4930, 4931

C Payment to Research Participant

Research Participant should be used for payment of services rendered by individuals during the course of their participation in research projects/programs. The object code would be 3130.

3130 3130

D Refund of Academic Services/Aux Fac Fees

Refund for Academic Services or Auxiliary Facilities fees assessed against students for educational purposes

0172 and 0189 0172 and 0189

E Refund Sales/Services & Misc. Sales/Serv.

Refund of Sales or Services that are related to instruction or research Short Course Registration Fees, Lab Services and Fees, Conference Registration Fees, etc. or Short Course Related Services Sales,

0500, 0505, 0507, 0508, 0509, 0562, 0570, 0599, 0901, 0911, 0926, 0938,

0940, 0969

0500, 0505, 0507, 0508, 0509, 0562, 0570, 0599, 0901, 0911, 0926, 0938,

0940, 0969


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Merchandise Sales, Ticket Purchase, etc. Refund of Miscellaneous Sales or Services including, Health Center, Chemistry Breakage Fee, etc.

F Repayment to Agencies

Repayment to Agencies for contract and/or grant funding. This payment reason may not be used for refunds of fees, tuition or residence hall payments.

6323, 6352, 6354, 6440

6323, 6352, 6354, 6440

G Freight Payments for Freight Services 3728, 7470 3728, 7470 H Honorariu

m Payments to non-‐state employees who serve as educational guest speakers/lecturers and advisors for non-‐routine events.

3110 3110

I Insurance Payment of premiums for insurance held by the University against fire, tom accident, death or property damage, forgery, surety, and theft (excludes automobile and postal insurance).

4901 and 4902 4901 and 4902

J Communication

This category includes expenses related to a system (e.g. telephone) for communicating, and the technology of the transmission of information (as by printed telecommunication, or the computer).

3210, 3220, 3230, 3240, 3241, 3250, 3260, 3270, 3280

and 3285

3210, 3220, 3230, 3240, 3241, 3250, 3260, 3270, 3280

and 3285

K Working Fund Check Request

To be used only for the submission of the DV for a Working Fund Check

All COMM, CONT, EQPO, FCHG, GRSD, LNST, OPMA, SUPP, TRAV,TSPF, AUXR

L Payments for Contractual Agreements

Used to make payments required under a contractual agreement.

3710-‐3890 3710-‐3890

M Employee Relocation

Moving Reimbursements are payments to new University employees for relocation/moving expense. These payments are subject to University policy on Moving Expenses.

3770 3770

N Travel Non-‐Employee

Travel for a Non-‐employee reason is used when a reimbursement for travel expenses is to be made to a non-‐employee. This payment reason may not be used for employee travel. ELF Travel form

3311-‐3383 3311-‐3383


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must be completed. This category also includes Business Meals.

O Association Dues and License Fees

Payment of fees paid for membership of various organizations and fees paid for licenses issued in the performance of state related operations.

4930, 4931 4930, 4931

P Operating Leases

Expenses for leased motor vehicles, other land vehicles, aircraft and watercrafts which includes lease, gas & oil, maintenance & repair, etc.

3611-‐3646 3611-‐3646

Q UMES Student Refunds

University of Maryland Eastern Shore Student Refunds. This payment reason is to be used for integration purposes only.

UMES Only UMES Only

R Royalties Compensation for use of property or right based on an agreed portion of the income arising from such use; e.g. the periodic payment to the owner of land for oil, coal or minerals extracted; to an author for sale of his/her book; to a manufacturer for use of its processing equipment. Any payments associated with royalties, rights and permissions should use this payment reason.

3150 3150

S Subscriptions

Payment of subscriptions for magazines, newspapers and periodicals

4920 4920

T Rental Payment

Rents include rental payments for some equipment and space.

4970 4970

U Utilities Payments for Utilities includes fuel, gas, electric and water services for University expenses only.

3510, 3511, 3520, 3530, 3540, 3544, 3550, 3590, 3591,

3592

3510, 3511, 3520, 3530, 3540, 3544, 3550, 3590, 3591,

3592 V UMCP

Library Vendor Payments

University of Maryland College Park Library Vendor Payments. This payment reason is to be used for integration purposes only.

LIBR LIBR

W Working Fund

To be used for by the Accounts Payable Working Fund processors only. This reason will be used when reimbursement from state to replenish the working fund is requested.

2470 7470

X Refund of Sales and/or

Refund of Sales or Services that are related to the operation of auxiliary enterprises including

0771, 0774, 0775, 0781, 0782, 0784, 0794, 0809, 0836,

0771, 0774, 0775, 0781, 0782, 0784, 0794, 0809, 0836,


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Services Aux.

auxiliary facilities and recreational facilities fees. An auxiliary enterprise is an entity that furnishes goods and services to students, faculty, or staff and that charges a fee related to the cost of the goods or services. These include Residence halls, Dining Services, Intercollegiate Athletics, Student Union, Transportation Services, etc.

0841, 0848, 0849, 0869, 0888

0841, 0848, 0849, 0869, 0888

Y Petty Cash Reimbursement

To be used only by the Petty Cash Custodian when requesting reimbursement to the Department Petty Cash

0938, 0969, 3912, 3914, 3916, 3918, 3922, 3924, 3948, 3950, 3952, 3990,

3991, 6332

0938, 0969, 3912, 3914, 3916, 3918, 3922, 3924, 3948, 3950, 3952, 3990,

3991, 6332 Z Claims,

Settlements or Tax Payments

Claims include payments for external insurance claims and payments for worker's compensation.

4831 4831


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Requisition Workflow


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Purchase Order Workflow


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Glossary Account An Account identifies a pool of funds assigned to a specific university

organizational entry for a specific purpose. Account Delegate An Account Delegate is an individual assigned by the Fiscal Officer to approve

documents on their behalf. Acknowledge An Acknowledge is a workflow action requesting that a user opens a document and

acknowledge having viewed it before it can be removed from the user's action lists. Action List An Action List is a list that displays eDocs routed to you for some action (approval,

acknowledge, FYI). E-Docs appear in your action list only when your action is requested, and disappear after you have taken action on them. The Action List also displays the preferences and filters that can be set by the user.

Ad Hoc Recipients

An Ad Hoc Recipients is added to a document in addition to the normal workflow routing. Ad Hoc Recipients can be both persons and/or workgroups. Allowable action requests include Approve, Acknowledge or FYI.

Approve An Approve is a workflow action button. Signifies that the document represents a valid business transaction in accordance with institutional needs and policies in the user's judgment. A single document may require approval from several users, at multiple route levels, before it moves to final status.

Approver An Approver is a KFS user role that allows for document approval at any route level (including Ad Hoc Routing). As a document moves through Workflow, it moves one route level at a time. An approver operates at a particular route level of the document. The first route level for most financial documents is the Fiscal Officer route level (also called the Account Level). The screen view and available action options of a document may vary, depending on whether the document is at that approver's route level, or at some other route level.

Billing Address Each campus location is able to define a Billing Address. The delivery location determines the billing address that will be transmitted to the vendor. Vendors are instructed to send their invoices to the billing address.

Campus Campus identifies the different fiscal and physical operating entities of an institution for use in the KFS.

Chart Code A Chart Code is an alphanumeric value that uniquely identifies a single chart. Chart of Accounts

Chart of Accounts (COA) is the set of controlling tables that define financial information, such as the codes and coding structures within KFS, including attributes like Accounts, Organizations, and Object Codes. The COA module exists primarily to support and validate entries into the General Ledger (G/L).

Close Close is a workflow action available on documents in most statuses. Signifies that the user wishes to exit the document. No changes to Action Requests, Route Logs or document status occur as a result of a Close action. If you initiate a document and close it without saving, it is the same as canceling that document.

Completed Completed is the status resulting from an action taken by a user or workgroup in response to a request in order to finish populating a document with information, as evidenced in the Document Route Log. Also the status in the route log of an eDoc after it has been submitted by the initiator.

Contracts and Grants

Contracts and Grants is a KFS module allows you to record and track information regarding sponsored research program proposals and awards.

Copy Copy allows user to copy another eDoc with out creating one from scratch. Notes and Attachments do not transfer over to the copied document.

Disapprove Disapprove is a workflow action that allows a user to indicate that a document does


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not represent a valid business transaction in that user's judgment. A Disapprove action from any single approver prevents a document from ever posting to the G/L. The initiator and previous approvers will receive Acknowledgment requests indicating the document was disapproved.

Disapproved Disapproved is a status that indicates the document has been disapproved by an approver as a valid financial transaction and it will not generate the originally intended transaction.

Disbursement Voucher

A Disbursement Voucher (DV) is a document is used to reimburse employees and non employees for expenses incurred while conducting university business and to pay other vendors for performing a service, or providing material goods for the university. Most often this payment is in the form of a check although direct deposit and wire transfer options may be available.

Doc Search Doc Search is an option which allows you to search for documents. You may search by a combination of document properties such as Document Type or Document ID, or more specialized properties in Detailed Search. The format of search results is the same as it is in action list.

Document Number

Document Number (Doc Nbr) is a unique, sequential, system-assigned number for a document

Document Type Document Type is used to distinguish between the different types of transactions (e.g., Cash Receipts, Disbursement Vouchers) or maintenance actions (e.g., Account or Fund Group maintenance) possible in the KFS as well as transactions that can be fed from external systems. A separate Workflow Document Type defines the routing behavior of KFS documents.

Enroute Enroute is a workflow routing status indicating that the document has pending approval requests.

Exception Exception is a workflow routing status indicating that the document routed to an exception queue because workflow has encountered a system error when trying to process a rule.

Fiscal Officer Fiscal Officer is an attribute of Account; the individual who is responsible for the financial transactions of a particular account. Most documents will route to the Fiscal Officer for approval.

FYI FYI is a workflow action request that can be cleared from a user's action list with or without opening and viewing the document. A document with no pending approval requests but with pending Acknowledge requests is in Processed status. A document with no pending approval requests but with pending FYI requests is in Final status

General Ledger General Ledger is the official repository for the University's financial and budget information that stores account balance and budget information for multiple fiscal years as well as detailed records of all financial transactions.

Groups A Group has members that can be either Principals keyword=Principal or other Groups (nested). Groups essentially become a way to organize Entities (via Principal relationships) and other Groups within logical categories.

Initiated Initiated is a workflow routing status indicating a document has been created but has not yet been saved or routed. A Document Number is automatically assigned by the system.

Initiator A Initiator is a KFS user role for a person who creates (initiates or authors) a new document for routing. Any Kuali user may initiate most of the document types, however, an Initiator may be required to belong to a Workgroup for certain restricted document types (for example, Journal Voucher).


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Internal Billing An Internal Billing (IB) eDoc is a transactional document used to bill for goods or services provided by one department to another department within the institution, reflecting income to the provider and expense to the customer.

Kuali Kuali is pronounced 'ku-wah-lee'. A partnership organization that produces a suite of community-source, modular administrative software for Carnegie-class higher education institutions. See also Kuali Foundation. (2) (n.) A humble kitchen wok that plays an important role in a successful kitchen.

Object Code An Object Code is a 4- digit code used to identify the nature, purpose or object of each financial transaction.

Organization An Organization refers to a unit within the institution such as department, responsibility center, campus, etc.

Payee Payee defines non-employees that you wish to pay on the DV document. Payment Reason Code

The Payment Reason Code establishes the valid Payment Reasons that may be selected on the DV documents.

Purchase Order A Purchase Order is a written authorization for a vendor to ship goods or provide services based on conditions outline in the purchase order (PO) document which becomes a legally binding contract once the vendor accepts it. Unlike other KFS documents, the PO is not created by initiating and completing a blank document. Instead, the PO is generated automatically from an approved Requisition when a contract manager is assigned from the Assign a Contract Manager document.

Purchase Order Amendment

After a Purchase Order has been approved, it is necessary to record all changes that are made to the purchase order. This is accomplished through the Purchase Order Amendment process. A document ID is assigned however the purchase order number remains the same.

Requisition A Requisition is used to order goods or services. The Requisition also provides purchasing with the authority to use funds from the accounts specified.

Reviewer A KFS user role that refers to a type of KFS user who acts on a document that has arrived in their action list via an Action Request for a document that has been ad-hoc routed to them for 'Acknowledgment' or 'FYI.' See also Ad Hoc Recipients.

Role Roles aggregate Permissions|keyword=Permission. When Roles are given to Entities|keyword=Entity (via their relationship with Principals) or Groups|keyword=Group, an authorization for all associated Permissions|keyword=Permission is granted.

Room Room number to which delivery should be made. Route Log A special workflow function that displays the routing history of a given document

or selected documents. The documents are displayed in a separate window from the action lists, and Documents Searches. The Route Log displays a table of general document information for the document and a detailed list of current Actions Taken and pending Action Requests.

Route Node Represents a point in the routing process of a document. A node can perform any function, but the most common function is to generate Action Requests for approval or acknowledgment.

Route Status The workflow status of a document in the course of its routing. Statuses include: Initiated - document has been created by author prior to routing. Cancelled - document has been cancelled by author prior to routing or by reviewer during routing; routing stops. Saved - document has been saved by author prior to routing, or by reviewer prior to action; sent to his/her action list. Enroute - document is being routed.


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Processed - document has been approved by all reviewers. Final - document has received all of the required approvals and has been acknowledged by all reviewers. Completion of Postprocessor designated business functions. Disapproved - document has been disapproved by reviewer; routing stops. Exception - document requires intervention by Exception Workgroup; sent to action list of each member of Exception Workgroup registered for this Document Type.

Routing The process of progressing a document through its route path as defined in its Document Type for approval and/or review. This process will typically include generating Action Requests and processing actions from the users who receive those requests.

Save A workflow action button that allows the Initiator of a document to save their work and close the document. The document may be retrieved from the initiator's action list for completion and routing at a later time.

Saved A routing status indicating the document has been started but not yet completed or routed. The Save action allows the initiator of a document to save their work and close the document. The document may be retrieved from the initiator's action list for completion and routing at a later time.

Secondary Delegate

A type of KFS delegate. Documents do not route directly to the action list of a Secondary Delegate and must be accessed through the Delegate action list drop-down.

Serial Number Identification number for the asset's manufacturer. Service Billing A document similar in purpose to the Internal Billing but which does not route for

approval. Use of this document is restricted to specified users and only authorized income accounts may be entered on the document. It is used for the billing of goods and services provided by an institution's department to another internal department, reflecting income to the provider and expense to the customer. The servicing department generates these transactions.

Sub-Fund Group An attribute of Account used to designate the type or purpose of funds that are found in that account.

Submit A workflow action button used by the initiator of a document to begin workflow routing for that transaction. It moves the document (through workflow) to the next level of approval. After a document is submitted, it remains in 'ENROUTE' status until all approvals have taken place.

Tag Number An identification number affixed to an asset (for example, a number shown on the individual tag placed on equipment). This differs from the asset number (the permanent Capital Asset number in Capital Assets assigned to the equipment) since the tag number can be changed throughout the equipment's life as tags are replaced.

Transfer of Funds

Funds withdrawn from one account and transferred into a different account. (2) A document used to transfer cash between accounts.

Unit of Measure Gives further definition to the quantity. (Examples: EACH or PACKAGE or DOZEN.)

User Maintains valid users at your institution to the User table in the KFS. Vendor Entity that provides goods or services. Vendor Type Defines the different types of vendors that can be established in the KFS system. View Payment History

Collects information about payment requests and credit memos related documents to this PO.

View Related Documents

Collects information about all related documents to a Purchase Order.


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Wildcard A character that may be substituted for any of a defined subset of all possible characters.

Workflow Electronic document routing, approval and tracking. Also known as Workflow Services or Kuali Enterprise Workflow (KEW). The Kuali infrastructure service that electronically routes an eDoc to its approvers in a prescribed sequence, according to established business rules based on the eDoc content.

KFS Training Manual Vendor, DV, and Purchasing v2 3... · 2014. 5. 28. · KFS Training Manual...

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