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