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

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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


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

APO


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


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 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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