kuali days vi
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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
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
• Release 2 Functionality (Kuali Test Drive)
• Release 3 Functionality
• Future Enhancements• Questions & Answers (please hold until the end)
Overview
• Based on IU’s EPIC Procurement System
• KFS Partnership defined initial scope of work
• Agreed on essential enhancements
Collaboration
• Scope of Work
• Design Specifications
• Testing
• Documentation
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
Vendor Documents
DV & PO Type Vendors
Vendor Documents Routing
Vendor Corporate/Division Structure
Reducing Duplicate Entries
Many Types of Addresses
Default Addresses for Campus Locations
Business Diversity
Requisition Documents
Requistion Routing
Tracking Progress of a Requisiton
Content Route Level
No Accounting – Before Content
Automatic Purchase Order-APO
APO
Purchasing Sets $ Limits-APO
Additional $ Limit Control
Line Item Accounting
Notes to Vendor
Custom Search
Purchase Order Documents
Completed Requisitions go into a Queue
Requisition Populates PO
Document Overview - Populated
Vendor - Populated
Items - Populated
Payment Info - Populated
Delivery/Additional - Populated
PO Stipulations
Stipulations Library
Purchase Order Routing
PO Transmission
Purchase Order - PDF
Encumbering Funds
Balance Inquiries
Open Encumbrances
PO Amendment
PO – History
Purchase Order Statuses
PO Custom Search
Payment Request Documents
Invoice Processing
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
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
PREQ Statuses and Routing
• AP User statuses In Process Void Cancelled – In Process Awaiting AP Review
Statuses and Routing - continued
• Fiscal Officer (FO) Routing
Awaiting Sub-Account Manager Approval
Awaiting Fiscal Officer Approval
Awaiting Chart Review
Statuses and Routing - continued
• Tax department routing
Awaiting Tax Approval
Final statuses - approved
• PREQ approved statuses
Department-Approved
Auto-Approved
Final statuses - cancelled
• PREQ cancelled status
Cancelled
General Ledger Entries
• @ AP Submit
• @ Fiscal Officer edit
• @ Payment disbursement
Credit Memo Documents
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
Characteristics - continued
• Credit memo GL entries @ AP submit
• Credit memos bundling for disbursement
Payment Request Video Demo
• Click here to start movie
Release 3 (12/2008) Functionality
• Import line items and commodity codes
• B2B integration point (cXML)
• e-Invoicing (cXML)
• Receiving module
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
Future Functionality
• Keep track of enhancements requests
• Vote & prioritize
• Present results to the Kuali Foundation
Questions & Answers