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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

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Kuali Days VI

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Kuali days vi

Kuali Days VI

KFS Functional Track 1

Tuesday 2:15 – 3:15 PM




  • Cathy Salino, Cornell University

  • Marilyn Kisters, Indiana University

  • Charlie Sinex, Indiana University



  • Overview

  • Collaboration

  • General Functionality

  • Release 2 Functionality (Kuali Test Drive)

  • Release 3 Functionality

  • Future Enhancements

  • Questions & Answers (please hold until the end)



  • Based on IU’s EPIC Procurement System

  • KFS Partnership defined initial scope of work

  • Agreed on essential enhancements



  • Scope of Work

  • Design Specifications

  • Testing

  • Documentation

General functionality

General Functionality

  • Related Documents

  • Notes & Attachments

  • Internal Controls

    • No Purchase Order (PO) without an approved requisition

    • No Payment Requests (to pay invoices) without an approved and open PO

Vendor documents

Vendor Documents

Dv po type vendors

DV & PO Type Vendors

Vendor documents routing

Vendor Documents Routing

Vendor corporate division structure

Vendor Corporate/Division Structure

Reducing duplicate entries

Reducing Duplicate Entries

Many types of addresses

Many Types of Addresses

Default addresses for campus locations

Default Addresses for Campus Locations

Business diversity

Business Diversity

Requisition documents

Requisition Documents

Requistion routing

Requistion Routing

Tracking progress of a requisiton

Tracking Progress of a Requisiton

Content route level

Content Route Level

No accounting before content

No Accounting – Before Content

Automatic purchase order apo

Automatic Purchase Order-APO

Kuali days vi


Purchasing sets limits apo

Purchasing Sets $ Limits-APO

Additional limit control

Additional $ Limit Control

Line item accounting

Line Item Accounting

Notes to vendor

Notes to Vendor

Custom search

Custom Search

Purchase order documents

Purchase Order Documents

Completed requisitions go into a queue

Completed Requisitions go into a Queue

Requisition populates po

Requisition Populates PO

Document overview populated

Document Overview - Populated

Vendor populated

Vendor - Populated

Items populated

Items - Populated

Payment info populated

Payment Info - Populated

Delivery additional populated

Delivery/Additional - Populated

Po stipulations

PO Stipulations

Stipulations library

Stipulations Library

Purchase order routing

Purchase Order Routing

Po transmission

PO Transmission

Purchase order pdf

Purchase Order - PDF

Encumbering funds

Encumbering Funds

Balance inquiries

Balance Inquiries

Open encumbrances

Open Encumbrances

Po amendment

PO Amendment

Po history

PO – History

Purchase order statuses

Purchase Order Statuses

Po custom search

PO Custom Search

Payment request documents

Payment Request Documents

Invoice Processing



  • 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

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

PREQ Statuses and Routing

  • AP User statuses

    • In Process

    • Void

    • Cancelled – In Process

    • Awaiting AP Review

Statuses and routing continued

Statuses and Routing - continued

  • Fiscal Officer (FO) Routing

    • Awaiting Sub-Account Manager Approval

    • Awaiting Fiscal Officer Approval

    • Awaiting Chart Review

Statuses and routing continued1

Statuses and Routing - continued

  • Tax department routing

    • Awaiting Tax Approval

Final statuses approved

Final statuses - approved

  • PREQ approved statuses

    • Department-Approved

    • Auto-Approved

Final statuses cancelled

Final statuses - cancelled

  • PREQ cancelled status

    • Cancelled

General ledger entries

General Ledger Entries

  • @ AP Submit

  • @ Fiscal Officer edit

  • @ Payment disbursement

Credit memo documents

Credit Memo Documents

Credit memo characteristics

Credit Memo Characteristics

  • Credit memos can be processed against

    • Payment request (PREQ); or

    • Purchase order (PO); or

    • Vendor

  • Credit memo routes as an FYI document to Fiscal Officer or FO delegate

Characteristics continued

Characteristics - continued

  • Credit memo GL entries @ AP submit

  • Credit memos bundling for disbursement

Payment request video demo

Payment Request Video Demo

  • Click here to start movie

Release 3 12 2008 functionality

Release 3 (12/2008) Functionality

  • Import line items and commodity codes

  • B2B integration point (cXML)

  • e-Invoicing (cXML)

  • Receiving module

Release 3 functionality cont

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

Future Functionality

  • Keep track of enhancements requests

  • Vote & prioritize

  • Present results to the Kuali Foundation

Questions answers

Questions & Answers

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