kuali days vi
DESCRIPTION
Kuali Days VI. KFS Functional Track 1 Tuesday 2:15 – 3:15 PM Purchasing/Payables. Welcome. Cathy Salino, Cornell University Marilyn Kisters, Indiana University Charlie Sinex, Indiana University. Agenda. Overview Collaboration General Functionality - PowerPoint PPT PresentationTRANSCRIPT
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Kuali Days VI
KFS Functional Track 1
Tuesday 2:15 – 3:15 PM
Purchasing/Payables
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Welcome
• Cathy Salino, Cornell University
• Marilyn Kisters, Indiana University
• Charlie Sinex, Indiana University
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Agenda
• Overview
• Collaboration
• General Functionality
• Release 2 Functionality (Kuali Test Drive)
• Release 3 Functionality
• Future Enhancements• Questions & Answers (please hold until the end)
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Overview
• Based on IU’s EPIC Procurement System
• KFS Partnership defined initial scope of work
• Agreed on essential enhancements
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Collaboration
• Scope of Work
• Design Specifications
• Testing
• Documentation
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General Functionality
• Related Documents
• Notes & Attachments
• Internal ControlsNo Purchase Order (PO) without an approved
requisition
No Payment Requests (to pay invoices) without an approved and open PO
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Vendor Documents
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DV & PO Type Vendors
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Vendor Documents Routing
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Vendor Corporate/Division Structure
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Reducing Duplicate Entries
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Many Types of Addresses
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Default Addresses for Campus Locations
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Business Diversity
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Requisition Documents
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Requistion Routing
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Tracking Progress of a Requisiton
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Content Route Level
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No Accounting – Before Content
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Automatic Purchase Order-APO
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APO
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Purchasing Sets $ Limits-APO
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Additional $ Limit Control
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Line Item Accounting
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Notes to Vendor
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Custom Search
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Purchase Order Documents
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Completed Requisitions go into a Queue
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Requisition Populates PO
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Document Overview - Populated
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Vendor - Populated
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Items - Populated
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Payment Info - Populated
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Delivery/Additional - Populated
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PO Stipulations
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Stipulations Library
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Purchase Order Routing
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PO Transmission
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Purchase Order - PDF
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Encumbering Funds
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Balance Inquiries
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Open Encumbrances
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PO Amendment
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PO – History
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Purchase Order Statuses
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PO Custom Search
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Payment Request Documents
Invoice Processing
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Overview
• Payment document is called the “Payment Request” aka “PREQ”
• System designed for processing invoices against Purchase Orders
• EDI processing, auxiliary payment files are not part of the module design
• Line items populate the payment request from the Purchase Order
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PREQ Features
• Sophisticated validation rules
• Pay date calculation
• Accounting populates from PO accounting
• PREQ routes for Fiscal Officer approval
• FO routing allows editing of accounts
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PREQ Statuses and Routing
• AP User statuses In Process Void Cancelled – In Process Awaiting AP Review
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Statuses and Routing - continued
• Fiscal Officer (FO) Routing
Awaiting Sub-Account Manager Approval
Awaiting Fiscal Officer Approval
Awaiting Chart Review
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Statuses and Routing - continued
• Tax department routing
Awaiting Tax Approval
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Final statuses - approved
• PREQ approved statuses
Department-Approved
Auto-Approved
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Final statuses - cancelled
• PREQ cancelled status
Cancelled
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General Ledger Entries
• @ AP Submit
• @ Fiscal Officer edit
• @ Payment disbursement
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Credit Memo Documents
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Credit Memo Characteristics
• Credit memos can be processed againstPayment request (PREQ); or
Purchase order (PO); or
Vendor
• Credit memo routes as an FYI document to Fiscal Officer or FO delegate
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Characteristics - continued
• Credit memo GL entries @ AP submit
• Credit memos bundling for disbursement
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Payment Request Video Demo
• Click here to start movie
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Release 3 (12/2008) Functionality
• Import line items and commodity codes
• B2B integration point (cXML)
• e-Invoicing (cXML)
• Receiving module
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Release 3 Functionality (cont)
• Quotes: generate from a list of vendors on a PO• Commodity codes at Vendor and line item level• Sales tax calculation• Automatically fax PO’s integration point• Generate multiple PO’s from a single requisition• CAMS integration and asset data collection
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Future Functionality
• Keep track of enhancements requests
• Vote & prioritize
• Present results to the Kuali Foundation
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Questions & Answers