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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

Kuali Days VI

KFS Functional Track 1

Tuesday 2:15 – 3:15 PM

Purchasing/Payables

welcome
Welcome
  • Cathy Salino, Cornell University
  • Marilyn Kisters, Indiana University
  • Charlie Sinex, Indiana University
agenda
Agenda
  • Overview
  • Collaboration
  • General Functionality
  • Release 2 Functionality (Kuali Test Drive)
  • Release 3 Functionality
  • Future Enhancements
  • Questions & Answers (please hold until the end)
overview
Overview
  • Based on IU’s EPIC Procurement System
  • KFS Partnership defined initial scope of work
  • Agreed on essential enhancements
collaboration
Collaboration
  • 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
payment request documents

Payment Request Documents

Invoice Processing

overview1
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
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 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
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