KUALI FINANCIAL SYSTEM (KFS) CHART OF ACCOUNTS TRAINING

Transcription

1 KUALI FINANCIAL SYSTEM (KFS) CHART OF ACCOUNTS TRAINING WELCOME! SEPTEMBER 2016 KAREN OLSON ANALYST

2 Introduction Introductions Name Department Experience at UC Davis and/or what you hope to learn today Restroom locations 15-minute break at 10:00

3 Today s Agenda Demo and practice Documents used to update COA attributes, including Organization, Account and Account Global docs Documents used to create/modify workflow, including Account Delegate, Account Delegate Global, Org Review and Group docs Finding information Using FIS Decision Support (DS) reports Where to look on A&FS website More help resources

4 Good to know... Tips you can use Log into Kuali at (Production, the actual, live Kuali) Test Environment at uat.ucdavis.edu/portal.do COA Document names appear on the Main Menu screen in KFS; clicking on those document names will automatically launch the document or a lookup screen Set up new users on a KFS User document (note the create new button) Data fully approved in KFS is generally available immediately in FIS Decision Support Decision Support contains both KFS and older DaFIS data

5 Financial Accounting documents Navigation Many docs start with lookup screen Use the Copy function to make your Kuali processing easier Required fields are identified with an * in KFS documents Wildcard * stands for all other characters/numbers Tabbed sections on doc can be collapsed/expanded Document focus Organization: Process guides to create and deactivate, rules and help on A&FS website Account: Process Guides, info for various types, and to expire Account Global: How it works, tips and DS lookups

6 Chart of Accounts documents

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8 FIS 50 Report: Organization Hierarchy

9 Time for a Demo: Organization document For class demonstrations and exercises, I will log into the Kuali portal in our test environment at uat.ucdavis.edu/portal.do

10 Practice editing and creating COA docs Today you will complete the following tasks: 1. Create a new Organization by finding and copying an existing one. 2. Edit an existing Organization. 3. Create a General Funds Account by copying an existing one. 4. Make changes to several accounts at once on Account Global document. (Here we will discuss as a group before proceeding, to divide up the accounts listed for fiscal officer.) 5. Set up delegates on a new account, using the Account Delegate document. 6. Edit the delegates on a group of accounts, using the Account Delegate Global document. 7. Create or edit Organization Review for the org where your new account is located.

11 Account: Demo and Practice Log into the Kuali portal in our test environment, at uat.ucdavis.edu/portal.do Exercise 3: Create a General Funds Account In this exercise you will learn how together now. to use an existing account to create a new account assigned to general funds. Let s do it Other types of accounts: see Account Document help Rate based Self supporting activities Award: Extramurally Funded Account See optional exercises at the end of handout you can try on your own. Don t forget to look at the Tips and Tricks page!

12 Account Global document: Mass changes

13 Account Global Practice Log into the Kuali portal in our test environment, at uat.ucdavis.edu/portal.do Exercise 4: Making Mass Changes to an Account Here you will update the Fiscal Officer on a group of accounts. Let s go through the process together. Consider this: What is different about this document, compared to others we have worked with today?

14 Routing and Workflow documents There are different levels of routing; some are required and some are optional. Routing and Approvals Resource: Document focus Account Delegate: What, why, how to set up or change Account Delegate Global : How is it different? Organization Review: Optional, additional routing Group: How it works, how to add members

15 Account Delegate Discussion What is a Delegate? The account delegate is an individual who the Fiscal Officer has determined may approve transactions on their behalf. Multiple individuals can be set up as account delegates for one account Delegates can be set up with the ability to approve all document types or only specific document types Delegates can be restricted to approving documents meeting a particular dollar threshold amount Primary Routing: Do I need it? If checked, documents route directly to the Action List of the delegate instead of the Fiscal Officer In general, you will not check the Account Delegate Primary Route

16 Routing: Checking in FIS DS Go to Decision Support, at Use the FIS 167 to look up the current account delegates. Look up by: Organization Code Account Manager ID Delegate User ID Check inactive accounts

17 Account Delegate Practice Use the Account Delegate document to: add a single delegate to an account (it will not override/remove any existing delegations on the account) edit information on an existing delegate (document types that can be approved, dollar amounts, etc.) remove a delegate from an account Use the Account Delegate Global document to: set up multiple account delegate records on one or more accounts that do not have any account delegations previously established. Careful! your changes on an Account Delegate Global (GDLD) document will override any existing delegations. Exercise 5: Account Delegate Practice In this exercise we will discuss the different options for adding or modifying account delegate records in KFS

18 Routing and Workflow documents We only have a couple more things to look at! Document focus Account Delegate: What, why, how to set up or change Account Delegate Global : How is it different? Organization Review: Optional, additional routing Group: How it works, how to add members

19 Routing: More workflow options What is Organization Review? Organization review is used by organizations to customize the routing of documents for approval or review. It adds another level of approval, after fiscal officer routing. It is optional. Organization review routing cannot replace fiscal officer approvals How do groups fit in? Groups are a selection of individuals who share the collective responsibility of reviewing and/or approving documents; after a group is created, an Organization Review document should be processed to establish routing to the group. Exercise 6: Organization Review and Groups

20 Help Resources Accounting website: FIS Help Desk: (530) OR We want to ensure your success in KFS!

21 Thank You for Your Time! Please complete the brief course evaluation at