KFS Training Manual KFS Chart of Accounts Intermediate

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1 KFS Training Manual KFS Chart of Accounts Intermediate

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3 Table of Contents University of Maryland Objectives... 1 Resources... 1 Kuali Financial Systems... 3 Determining Organizational Hierarchy on an Account... 3 Assigning an Account Delegate... 8 Editing an Account Delegate On Multiple Accounts Page iii

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5 Objectives Learn how to determine the organizational hierarchy of an account Understand how to assign a primary and secondary delegate to an account Learn how to edit a delegate on multiple accounts Resources All of the materials covered in this workshop are also covered in the online tutorials found here: The online tutorials can be useful before or after training in case you want to get a head start on training or just need a quick refresher. your questions to kfs@umd.edu. The Kuali Financial Website has pages to assist you with using Kuali Financial Systems. KFS Training Registration: Helpful Resources: UMD Policies and Procedures: * 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. VPN Software is available via the IT Service Center and includes the download and software installation instructions. You can click on the VPN Software link above or copy and paste the VPN Software link into a browser. ( MR=33566) Page 1

6 REVISION LOG This document is under version control. Version Date Description /12/13 Document Creation Page 2

7 Kuali Financial Systems Chart of Accounts Determining Organizational Hierarchy on an Account Procedure This tutorial walks you through the steps of determining the Organizational Hierarchy of an account. 1. On the Main Menu Tab, click the Account link to view account attributes. 2. Select the appropriate Chart Code. Enter "01" in the Chart Code: field. 3. To search for a specific account, enter the Account Number. Enter " " in the Account Number: field. Page 3

8 4. To display the Account, click the search button. Page 4

9 5. The Organization Code shown is assigned to the Account in the example. Click the Organization Code link. 6. Click the collapse all button. 7. To open the Organization Details tab, click the show button. Page 5

10 8. The Organization Details tab displays the Chart Code, Organization Code, Organization Name, Organization Manager Name, and other valuable information. 9. View the Organization Type Code T - Department_Sub Department. All Accounts will be assigned to Organization Type "T - Department _Sub Department." 10. View the Organization that the Organization Type "T - Department _Sub Department" reports to. Organization Type "T - Department_Subdepartment" reports to Organization Type "P-Department." 11. The Payroll Human Resource (PHR) Unit Code is a 15-digit code and in KFS, all Department_Sub Department Orgs have one PHR Unit Code associated with it. In Chart of Accounts, each account has an organization which is a Department_Sub Department associated with it. 12. The Payroll Human Resource (PHR) Unit Code can be deciphered. For example, you will use The first two digits represent the Campus (e.g., 01). Digits 3 & 4 represent Executive level (e.g., 15). Digits 5 & 6 represent Division (e.g., 15). Digits 7 & 8 represent School (e.g., 00). Digits 9 to 15 represent Department and Sub Department (e.g., ). Digits 9 to 13 represent the Department. Page 6

11 13. To close the Organization Details tab, click the hide button. 14. To open the Organization Hierarchy tab, click the show button. 15. Organization Hierarchy shows the complete organizational structure that the Department_Sub Department Organization reports to. More information can be found in the Chart Of Accounts Fundamentals tutorials. 16. You have completed the Determining Organizational Hierarchy of an Account tutorial. For more information on accounts please view the Searching for Accounts tutorial. End of Procedure. Page 7

12 Assigning an Account Delegate Procedure Kuali Financial System allows Fiscal Officers to delegate their work. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Scenario: A Fiscal Officer is going on vacation and needs to delegate his/her work to a colleague while away from the office. 1. To scroll down, click the scrollbar. Page 8

13 2. Click the Account Delegate link. Page 9

14 3. Clicking the Account Delegate link takes you to the Account Delegate Lookup screen. This screen can be used to search for existing delegates. For help editing an existing delegate see the Editing an Account Delegate tutorial. 4. In this tutorial, you are adding a new Account Delegate. Click the create new button. 5. To minimize scrolling and tab details click the collapse all button. Click the collapse all button. 6. To open the Document Overview tab, click the show button. 7. Enter a description for your new account into the Description field. Note: The Description field can only contain 40 spaces of data. For example, typing A space B will take three spaces. 8. To close the Document Overview tab, click the hide button. Page 10

15 9. To open the Edit Account Delegate tab, click the show button. Page 11

16 10. This tutorial will show you how to delegate the transactions related to one account belonging to a fiscal officer. For help delegating multiple accounts, see the Using the Account Delegate Global edoc tutorial. 11. Enter the appropriate Chart Code for the Account you are delegating. Enter "01" in the Chart Code field. 12. Enter the Account Number to be delegated to the temporary Fiscal Officer. Enter " " in the Account Number field. *For training/demonstration purposes you may use an account you are familiar with. If you do not know an account you may conduct a search for the account using the search magnifying glass. Page 12

17 13. KFS has a hierarchical document structure that allows you to set up delegates at document and dollar levels. For example, if you set up a delegate for Disbursement Voucher (DV), the delegate will only be able to approve Disbursement Vouchers. But, if you set up a delegate for Kuali Financial System Transactional Documents (KFST), then the delegate will be able to approve Disbursement Voucher (DV), Distribution of Income and Expense (DI), Requisitions (REQS) and any other e- doc. The Document Hierarchy guide will help you understand both the relationship between documents and their "parents" and the abbreviations that serve as Document Type Names. Note: The Document Hierarchy Guide only includes documents that can be delegated; it is not a complete listing of documents for each module. Page 13

18 14. In this case you are setting up delegates for the Distribution of Income and Expense edoc, which has a Document Type Name of DI. Note: You can always search for the Document Type Name if you are not sure what to enter. Enter "DI" in the Document Type Name field. Page 14

19 15. You can enter the Directory ID of the person into the Account Delegate Principal Name field. Either type the Directory ID of the person you want to assign as a delegate or search for the value. Enter "clbarnes" in the Account Delegate Principal Name field. Page 15

20 16. You can assign a range of amounts that this Delegate is able to approve. For example, you can limit this delegate to approving transactions up to $ Note: If the fields are left blank, there are no restrictions on what they can approve. Use the Approval From This Amount and Approval To This Amount fields to set the range. Page 16

21 17. Select the Account Delegate Primary Route box if you want to set the delegate as Primary, meaning documents are sent directly to that person's List. If this box is not selected, the person will be a Secondary Delegate, which means an List filter must be used to see documents awaiting approval. For help managing your action list as a delegate, see the Acting on Items in Your List as a Primary or Secondary Delegate tutorial. Note: Only one primary delegate is allowed. Page 17

22 18. Uncheck the Account Delegate Active box if you want to make the delegate inactive. 19. By default, the Account Delegate Start Date will populate with today's date. You may not want the delegate to start right away, in which case you can set a Start Date in the future. Page 18

23 20. To close the Edit Account Delegate tab, click the hide button. 21. The next step is to submit the e-doc, at which point it will route for the appropriate approvals. Once it is approved and the Start Date rolls around, the delegate's List will start showing notifications. For more information on working with Account Delegation view the Viewing the List as a Primary or Secondary Delegate tutorial. End of Procedure. Page 19

24 Editing an Account Delegate on Multiple Accounts Procedure If you have reviewed the Adding an Account Delegate tutorial in the Chart of Accounts section, you have already been introduced to creating individual Primary and Secondary Delegates. This tutorial shows you how to set up Primary and Secondary Delegates for multiple edocs and accounts simultaneously using the Account Delegate Global e-doc. Navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account Delegate Global Scenario: A Fiscal Officer has the need to delegate work for multiple accounts and/or to multiple people. 1. To scroll down, click the scrollbar. Page 20

25 2. Click the Account Delegate Global link. Page 21

26 3. Before you begin, you can choose to click the collapse all button in the upper right hand corner. Click the collapse all button. 4. Important! Adding delegates with this e-doc overwrites any existing delegates. If you want to retain existing delegates, you must include them on this edoc, in addition to any new ones you want to add. If you want to add a delegate without deleting (or re-entering) pre-existing delegates, you should use the Account Delegate edoc, not the Account Delegate Global edoc. Page 22

27 5. Enter a description for your new edoc 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. Page 23

28 6. To open the Edit Global Delegate tab, click the show button. 7. Enter the Document Type that you want the delegate to approve. In this case you are setting up a Secondary Delegate for the Distribution of Income and Expense (DI) document. Note: As mentioned in the Chart of Accounts > Adding an Account Delegate tutorial, documents are hierarchical. You can assign delegates at different levels. See page 44 for the Document Hierarchy Guide. Enter "DI" in the Document Type Name field. Page 24

29 8. By checking the Account Delegate Primary Route box, you are identifying the delegate as a Primary Delegate. Leaving it unchecked assigns the delegate as a Secondary Delegate. In this example you are setting up a Secondary Delegate, so leave it unchecked. Page 25

30 9. You can leave the current date as the Account Delegate Start Date, or you can set the delegate to begin on a future date. In this case, you want the delegation to begin immediately, so you would leave today's date in field. 10. Enter the Directory ID of the person you are delegating the work to. Enter "jfarley" in the Account Delegate Principal Name field. Page 26

31 11. You can enter a value in the Approval From This Amount and/or Approval To This Amount fields. If you leave the fields blank, there are no limits to the transactions that the delegate approves. Page 27

32 12. Click the add button. 13. Use this document to add more account delegates. Note: In this tutorial you're also adding another Secondary Delegate for the Distribution of Income and Expense edoc and a Secondary Delegate for the Disbursement Voucher edoc. Page 28

33 14. Set up the other delegate for the Distribution of Income and Expense. Enter "DI" in the Document Type Name field. Page 29

34 15. This is a Secondary Delegate, so leave the Account Delegate Primary Route box unchecked. 16. Enter "schastai" in the Account Delegate Principal Name field. Page 30

35 17. We will restrict this delegate s approval authority to transactions under $5,000. Enter "5000" in the Approval To This Amount field. Page 31

36 18. Click the add button. 19. Now you will set up our Disbursement Voucher delegate. Note: You can always use the lookup icon next to the field to search for the Document Type Name if you don't know it. Enter "DV" in the Document Type Name field. Page 32

37 20. Enter "schastai" in the Account Delegate Principal Name: field. Page 33

38 21. Click the add button. 22. To scroll down, click the scrollbar. Page 34

39 23. You can see we have added two delegates for the Distribution of Income and Expense edoc and one for the Disbursement Voucher edoc. Page 35

40 24. This is very important: Once this document is finalized, the delegates you see here will be the only delegates for the accounts you choose. If you have a pre-existing delegate on the account(s), that delegate will be deleted. 25. To scroll down, click the scrollbar. Page 36

41 26. To close the Edit Global Delegate tab, click the hide button. Page 37

42 27. Now you need to identify which account(s) you want the delegate to approve documents for. Click the show button. 28. You can add accounts one at a time, or you can add them all at once by using the Lookup/Add Multiple Account Lines magnifying glass. Click the Look Up/Add Multiple Account Lines button. Page 38

43 29. To find all accounts belonging to a specific Fiscal Officer, enter that Fiscal Officer's Directory ID in the Fiscal Officer Principal Name field. Enter "kkeithly" in the Fiscal Officer Principal Name field. Page 39

44 30. Click the search button. 31. For more help on using this search screen, view the Using Wildcards to Conduct a Search tutorial. Click the select all rows from all pages button. Page 40

45 32. Click the return selected button. Page 41

46 33. To scroll down, click the scrollbar. 34. You can see all six accounts belonging to that Fiscal Officer have been returned to the screen. You have the opportunity to delete these, or add more until all of the accounts have been captured. Page 42

47 35. To scroll up, click the scrollbar. Page 43

48 36. To close the Edit List of Accounts tab, click the hide button. 37. All that is left is submitting the document. Once it has gone through the appropriate approvals, your delegates will be able to start approving documents on the start dates you identified. Page 44

49 38. You can enter multiple document types, delegates, and accounts using Account Delegate Global. It's a quick way to get all of your delegations set up. Note: Just make sure that you don't over-write pre-existing delegates that you want to retain! End of Procedure. Page 45

50 KFS Document Hierarchy Guide KFST Transactional Documents KFSM Maintenance Documents FP Financial Processing PRAP Purchasing Accounts Payable LD Labor Distribution EC Effort CertiLication CAM Capital Asset Management COA Chart of Accounts CAMM Capital Asset Management Maintenance DI Distribution of Income & Expense DV Disbursement Voucher REQS Requisition ST Salary Transfer ECD Effort CertiLication AT Asset Transfer ACCT Account ALOC Asset Location Global TF Transfer of Funds GEC General Error Correction POA Purchase Amendment BT BeneLit Transfer ELP Equipment Loan/ Return GACC Account Global CASM Asset SB/IB Service/Internal Billing AV Auxiliary Voucher PREQ Payment Request LLJV Labor Ledger Journal Voucher Page 46