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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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