KFS Account Create, Delegations, and Workflow Routing A Procedural Guide for Kuali Financial Systems E-Docs Kuali Implementation Team

Transcription

1 KFS Account Create, Delegations, and Workflow Routing A Procedural Guide for Kuali Financial Systems E-Docs Kuali Implementation Team 2012

2 Table of Contents E-Doc / Process Page Account Options 4 Account Create New 5 Account Copy 6 Account Edit 12 Global Documents 13 Delegates 15 Delegate Setup 16 Organization / Accounting Reviewer 20 Kuali Approval Matrix 21 2

3 Types of Documents (e-doc) Accounts: Create New Account Copy Account Edit Global Documents Delegations: Create New Organization / Organization Accounting Reviewer 3

4 Accounts ~ Options Create a new account- start with a blank e-doc and complete all information with an asterisk (*) Copy from an existing account- only change information that will be different on the new account Both options contain the same tabs and require the same information Under Lookup and Maintenance, Chart of Accounts, Select Account 4

5 Account ~ Create New Click on create new Typically, you will not use Create New. A faster approach is to copy a similar existing account. 5

6 Account ~ Copy Enter what you know about an account you want to copy and then click search Click copy Enter a Description This description appears in the action list of the approver, and in e- doc searches. 6

7 Account ~ Copy (Account Maintenance Tab) Left Side: original (existing) or copied account Right Side: new copy or new account. Change the data on the right side as appropriate for your new account. 7

8 Chart Code: UC Account Number: enter a suggested account or enter org # and 001, 002 etc. Ex (7 digits) Account Name: new title of account Organization code: department number Campus Code from dropdown Account Effective Date: can be a future date Expiration Date: if an expiration date is chosen, a continuation account will need to be selected in the Account Responsibility tab Postal Code, City Name, State Code can be changed Account Street Address: use Unit Number Closed?: if checked, requesting to close the account and a continuation account needs to be selected (would not close a new account) 8

9 Account Type Code: further identifies the classification of the account Sub-Fund Group Code: similar to Fund Group in FRS Higher Ed Function Code: primarily used for classifying accounts for financial statement purposes Account Restricted: used for identifying restricted, temporarily restricted, and unrestricted accounts For any of these fields, use your best judgment. The fields can be changed or corrected by Central Accounting. Choose N/A when appropriate. UConn Custom Extended Attributes: Bank Code (memo bank) and Fund SID: Required (drop-down list) Department Acct Owner Code / Type Code: Optional (drop-down list) Department Ref 1 and Ref 2: Optional (free form) FRS Ledger and FRS Account (Required for Payroll feed): Leave Blank; Central Accounting will complete when the KFS account number is assigned 9

10 Account ~ Copy (Account Responsibility Tab) Fiscal Officer: A Fiscal Officer has an oversight role for the account. Each transactional document requires Fiscal Officer approval. Fiscal Officers may delegate approval authority. Account Supervisor: Department Heads; Business Officers, Principal Administrators; these individuals usually have Department or Division level Management of the account. Account Manager: Has the responsibility for ensuring that funds are spent and managed according to the goals and objectives of the University. The Fiscal Officer and Account Manager may be the same individual. 10

11 Account ~ Copy (Contracts and Grants/Plant Tab) Plant Tabs and Contracts and Grants tabs are completed by the appropriate offices (do not edit). Account ~ Copy (Guidelines and Purposes Tab) Enter information about the accounts that will be used. These descriptions will help the Central Accounting Office determine certain attributes for financial reporting and for future reference. For current FRS accounts being converted into KFS, standard descriptions are being used (see below). 11

12 Account ~ Copy (Account Description Tab) The Account Description Tab provides information on campus location: each building is identified by the Building Campus Code and a Building Code. This tab is optional. Account ~ Edit To edit an account s attributes, choose edit after searching for the account. Similar to the copy function, the screen will have old on the left, and new on the right. Make changes, then submit. Edit the account 12

13 Global Documents You can choose to change large sets of information using the global function Under Lookup and Maintenance, Chart of Accounts, Select Account Global Example: if a Department Head is retiring, you can change all of the accounts where the Department Head is the Account Supervisor to the new Department Head on one e-doc. 13

14 Enter the New information in the Global Account Maintenance Tab based upon what you want to change. Example: Fiscal Officer Click the search icon next to Look Up/Add Multiple Account Lines. Select return selected for those accounts. 14

15 Delegates The Account Delegate and Account Delegate Global function are used to establish new or copy/edit existing Account Delegates. Delegates are users authorized to take workflow actions on documents. Delegates can be established for Fiscal Officers, Organization/Accounting Reviewer, etc. Under Lookup and Maintenance, Chart of Accounts, Select Account Delegate or Account Delegate Model Tip: Fiscal Officers may want to set up a permanent secondary delegate. Central Accounting recommends delegating up to a supervisor. This secondary delegate can filter their action list to retrieve items that are waiting to be approved by the Fiscal Officer. 15

16 Delegates ~ Setup Enter what you know about a current delegate or to see who is the delegate on a specific account. To create a new delegate, click the create new button. Click create new 16

17 Enter Chart Code (UC) Enter the Account Number of the account that needs delegation Enter the Document Type. Use KFS for all documents. Or use the search icon to look up a specific document type. Enter the Person s NetID for the new delegation. Or use the search icon. Optional: Choose an approval from/to amount. Be careful with the thresholds. If the document is one penny over it will NOT delegate. 17

18 Types of Delegation: Primary Delegation: E-doc appears on primary delegate s action list and FO must filter action list to see it. Click box for Account Delegate Primary Route. Secondary Delegation (recommended): E-doc appears in FO s action list and secondary delegate must filter action list to see it. (See filter information below) Leave Account Delegate Primary Route box unchecked for Secondary Delegation. 18

19 Click on Account Delegate Active to activate the Delegation. The only way to deactivate a delegate is on the Account Delegate Lookup screen. Enter the account number and modify the active status by unchecking the box. Delegate start date should be current date or future date 19

20 Organization Reviewer / Organization Accounting Reviewer Establishes optional / additional workflow action requests for documents Can be based on Organization, Document Type, and/or Dollar Amount Must be set up by Financial Systems using a KFS Departmental Workflow Request form available 6/15/12 This role can be delegated Type of e-docs: Organization Accounting Only includes only financial e-docs Organization Only includes only non-financial e- docs Both includes all e-docs Action Types: Approve Acknowledge FYI More than one person can be set up and can require all to take action, or just the first to take action 20

21 Kuali Approval Matrix Sample Transaction Approval Routing Fiscal Officer (Required) Accounting Reviewer #1 (optional) Accounting Reviewer #2 (optional) Other approvals may be necessary either based upon the nature or $ amount of the transaction (example: purchase of hazardous materials) Approvals beyond the Fiscal Officer can be customized by having the Financial Systems area set up and Organization or Organization Accounting Review Ad hoc routing is also an option on all e-docs 21

22 Questions? Use the help menu function from within e-docs by clicking on the question mark Topic Name Department Phone Account Setup Kerry Doherty Accounting Account Setup Lori-Ann Hansen-Roy Accounting Account Setup Haili Li Lin Accounting Account Setup Kara Palozie Accounting Account Setup, Annette Pavone Accounting Routing/Delegation Account Setup Stephanie Rimoczy Accounting Account Setup Stacy Russolino Accounting Routing/Delegation Brett Paulson Financial Systems Routing/Delegation Mike Virone Financial Systems