CSU Kuali Days

Welcome to CSU Kuali Days!

Overview Session for:Account Create & Maintenance

April-May, 2009

Account Create and Maintenance

Training Team MembersJohn Hunter Financial Systems Services 491-1956Kevin McHenry Information Systems 491-1586Valerie Monahan Business & Financial Services 491-3001Angie Nielsen Office of Budgets 491-1689

Accessing the Kuali Financial System

• A link to the test site of KFS is provided on the B&FS website.

• Effective July 1, 2009 access to KFS will be through the Campus Administrative Portal at https://cap.is.colostate.edu

• Log in using your eID (name)

• Log out using the X

Important Reminders

• KFS goes live on July 1st for FY 2010

• Training materials are available at http://kuali.colostate.edu and http://busfin.colostate.edu

• Virtual Kuali Help Desks can be accessed by going to the CAP at https://cap.is.colostate.edu OR by clicking on the “Provide Feedback” found on most Kuali screens

Important Reminders (cont.)

• Please contact any training team member for assistance regarding this session

• Registration for current Kuali training sessions is open until filled or completed

• Hands-on training labs are scheduled June 1st - 5th and June 8th – 12th (additional information will be provided soon)

Evaluations

Please complete the evaluation survey

- drop off in the session evaluation box or

- with your training team member for this session or

- return to Valerie Monahan: 6003 Campus Delivery

Overview-Account Edoc

• Replaces EdocLite

• Create new accountsthe creation of 53, 64, 88 and cost share accounts will continue to be facilitated through Sponsored Programs.

• Edit attributes on existing accountso attribute changes on 53 accounts will continue to be processed by

Sponsored Programs.o Maintenance for all other accounts will be done on KFS.

Main Menu

Lookup and Maintenance Menu Group

Getting Started

• Use the copy feature• Search for an existing account that is similar to your new account

Copy an Account

Account Create Tabs

Document Overview

• Add a description for your account create• This is NOT the account title

This is what your approver sees on their action list

Account Maintenance

• Left side – existing account, what you’re copying from• Right side – new account, what you’re copying to• Change data on the right side as appropriate for your new account

Account title

Account Numbering

• An account number must be input• Format 0department #nn (temporary number)

Input a zero with your department number with any number between 00 and 99

• Example for dept 6003 – 0600301• A central user (Budgets or BFS) will assign

this to the permanent number

Account Responsibility

• Change data on the right side as appropriate for your new account

day to day person

Director, Department Head, Principal Investigators

College Business Officers, Departmental Administrators or equivalents

CSU not using Income Stream

Contracts & Grants

• The data on this tab will be blank for most non-53 accounts• Contracts & Grants will complete this tab, if necessary

Guidelines & Purpose

• Input the type of expenses to be charged, source of income and overall justification (purpose) for your new account.

• These are each 400 character fields.

incorrect, too vague

Input detailed descriptions

Account Description

• A usage for the codes on this tab hasn’t been determined at CSU – leave these blank.

Central Administration

• Data on this tab will be input by the Budget Office, Business & Financial Services or Sponsored Programs.

Additional Tabs

• Add notes or attachments, as necessary• Add Ad Hoc Recipients, if you wish• Review Route Log, as necessary• Refer to the KFS Basics Training for more information on

these tabs

• Submit document for approval

Account Maintenance

• Change attributes on an account• Search and edit (update)

Update Account

• Update appropriate values• An asterisk denotes the tab and field that was changed

Other

• A global feature allows you to make the same change to a group of accounts (change fiscal officer on 20 accounts)

Expire (Freeze) an Account

• The FRS freeze flag most closely matches up with an expired date in KFS.

• Enter an expiration date• Enter a continuation account

If there isn’t a true continuation account,Use 200xxxx – where xxxx = your department #

Expire an Account

Close (Delete) an Account

• Close an account to inactivate it• Enter an expiration date• Enter a continuation account

If there isn’t a true continuation account,Use 200xxxx – where xxxx = your department #

• Select the closed indicator

Close (Delete) an Account

Lab Exercises

• Account Inquiries• Create an account using the copy feature• Create an account from scratch• Modify an attribute on an account• Make a global change to multiple accounts