Purchasing Req with Assets 10.24 - UMDkualifinancial.umd.edu/KFS/docs/Purchasing Req with...Training Guide Page 7 Step Action 14. The Construction and Facilities Procurement Office

KFS Training Manual

Purchasing Requisition with Assets Intermediate

University of Maryland Training Guide

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Table of Contents Objectives .......................................................................................................................... iv Resources .......................................................................................................................... iv Kuali Financial Systems ................................................................................................... 1

Creating a Requisition for an Asset .......................................................................................... 1 Exercise One ............................................................................................................................. 37 Exercise Two ............................................................................................................................. 38

University of Maryland

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Objectives • Understand how to create a Requisition using a Capital Asset Object Code in

KFS. • Understand how to use different Capital Asset Transaction Type Codes.

Resources All of the materials covered in this workshop are also covered in the online tutorials found here: http://kualifinancial.umd.edu/UPK/upk_login.html. The online tutorials can be useful before or after training in case you want to get a head start on training or just need a quick refresher. Email your questions to [email protected]. The Kuali Financial Website has pages to assist you with using Kuali Financial Systems. KFS Training Registration: http://kualifinancial.umd.edu/KFS/kfs-registration-all1.html Helpful Resources: http://kualifinancial.umd.edu/KFS/ UMD Policies and Procedures: http://www.president.umd.edu/policies/Forms * In order to connect to the Kuali Financial System (KFS) users MUST already be connected to the campus VPN with the UMapps profile/group BEFORE trying to connect to the KFS. VPN Software is available via the IT Service Center and includes the download and software installation instructions. You can click on the VPN Software link above or copy and paste the VPN Software link into a browser. (https://www.itsc.umd.edu/MRcgi/MRTicketPage.pl?USER=&MRP=0&PROJECTID=1&MR=33566)


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REVISION LOG This document is under version control. Version Date Description

1.0 10/24/13 Updated content on page 4 step 5-6 and added new screenshots to pages 3-19 1.1 10/30/13 Updated Vendor number on page 37 and 38


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Kuali Financial Systems

Creating a Requisition for an Asset

Procedure Before starting this tutorial, please review the Creating a Requisition tutorial. Kuali Financial System allows users to enter asset information onto the Requisition. This enhances the ability to collect accurate attributes and track the asset throughout its useful life. Please view the Requisition Workflow Chart on page 39. Navigation: Main Menu > Transactions > Purchasing/Accounts Payable > Requisition

Step Action 1. Click the Requisition link from the Transactions section on the Main Menu.


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Step Action 1. Click the Requisition link.

2. The Requisition eDoc may require the use of the horizontal scroll bar. To minimize

scrolling you may want to collapse all the tabs. Click the collapse all button.


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Step Action 3. To open the Document Overview tab, click the show button.

Step Action 4. Enter "Labculture Class II Bio Cabinet" in the Description field.


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Step Action 5. The Financial Document Detail field will default to the current fiscal year. Thirty

days prior to fiscal year end, usually June 1st, the field will be selectable and the user will be able to select whether the purchase should be created for the current fiscal year or for the following fiscal year. Click the Year list.

6. If the next fiscal year is selected, i.e. on June 3, 2013, the user selects FY2014. Keep

in mind that the new budget is not available until July 1, 2014. This means the Procurement Department will not issue the Purchase Order for FY2014 until the new budget year begins on July 1st. If delivery or placement of the order is required before July 1st, the user should select the current fiscal year.

Step Action 7. For this tutorial 2014 has been auto-populated in the Year field for the current fiscal

year.

8. To close the Document Overview tab, click the hide button.

9. To open the Procurement Address tab, click the show button.


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Step Action 10. To select the Procurement addresses associated with the order, click the magnifying

glass button next to the Procurement Campus Code field.


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Step Action 11. Do not enter any search criteria into the search fields. This will allow for the system

to return all possible procurement address values available for selection. Click the search button.

Step Action 12. The Commodities and Services procurement office at UMCP should be selected if

you are purchasing non-IT related equipment, supplies, or non-construction/non-IT related services. Note: This applies to all campuses except UM Eastern Shore.

13. The Eastern Shore Procurement Office should be selected if you are affiliated with the UM Eastern Shore campus. This Procurement Office applies to all purchases for Eastern Shore users.


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Step Action 14. The Construction and Facilities Procurement Office at UMCP should be selected if

you are purchasing facilities or construction related equipment, supplies or services. Examples include installations to building walls/floors, painting, electrician services, plumbing services, etc. Along with using this Procurement Office, you must also follow the Facilities Management policy. You can review the policy at: https://www.facilities.umd.edu/documents/ADMINISTRATIVE%20PROCEDURE.pdf Note: This applies to all campuses except UM Eastern Shore.

15. The Information Technology Procurement Office at UMCP should be selected if you are purchasing any Information Technology (IT) related equipment, supplies or services. Examples include computers, servers, network devices, IT consulting, web design, etc. Note: This applies to all campuses except UM Eastern Shore.

16. The ORA Subaward will only be used by the UMCP Office of Research Administration for Sponsored Program Subaward requests. You should never use this Procurement Office to complete a Requisition. To request a Subaward, please complete the Subaward Request Form located at http://www.umresearch.umd.edu/ORAA/form/um_oraa_forms.html#. Note: ORA will review the submitted Subaward Request Forms and if approved, will process the Subaward Requisition in KFS.

17. The UMCES Subaward will only be used to request a Subaward from the UMCES Office of Research Administration and Advancement. Before using this Procurement Address, please review the UMCES ORAA Create a Requisition for a Subaward tutorial.


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Step Action 18. In this tutorial, you are purchasing Lab Equipment for College Park.

Click the return value link for Commodities and Services with the campus code of 01.


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Step Action 19. To close the Procurement Address tab, click the hide button.

20. To open the Delivery tab, click the show button.


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Step Action 21. The Delivery Campus will automatically be populated based on the campus you are

assigned to.

Step Action 22. To select a Building, click the magnifying glass button.


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Step Action 23. In KFS, the Campus Code on a Building is directly tied to a Billing Address. Each

building located on the UMCP campus has been duplicated for different Campus Codes. In order to ensure the correct Billing Address is printed on the Purchase Order to the Vendor, you may need to select a different Campus Code depending on the Accounts Payable office associated with your order.

24. Enter one of the Campus Codes listed below to have the appropriate Accounts Payable Billing Address listed on the PO: DS - Use this Campus Code if Dining Services AP should receive the invoice(s) for your order. FM - Use this Campus Code if Facilities Management AP should receive the invoice(s) for your order. FT - Use this Campus Code if Freight should receive the invoice(s) for your order. If your order is not related to any of the above Accounts Payable offices, leave the Campus Code as defaulted.

25. In this tutorial, you are purchasing a Lab Cabinet for a new lab being used by students. You will select a Building on the Campus Code of 01 to ensure the correct Billing Address for Commodities and Services AP is printed on the purchase order to the Vendor. Enter "01" in the Campus Code field.

26. To open the Delivery tab, click the show button.


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Step Action 27. To search for the Building, click the search magnifying glass.

Note: If you know the Building Code you may enter it into the Building field.

28. To find the building, enter "*harr*" in the Building Name field.

Step Action 29. Click the search button.


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Step Action 30. To populate the Building on the Requisition, click the return value link for Harris

Laboratory.


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Step Action 31. If you would like to have your order delivered to a building off-campus or to a

building not listed in the system, you can use the building not found button. This button will allow you to enter the delivery address information. Note: Off campus deliveries will require additional approval(s) from a Procurement Unit.

32. The Room field is required to be populated. If you know the room number, you may enter it into the field. Enter “1100” into the Room field. Note: If a room number is not applicable for your order, you can enter NO_ROOM into the Room field.

Step Action

33. The set as default building button allows you to set the entered address as your profile's default and the next time you open a Requisition you will not need to enter the Delivery address. You can set a new default building address anytime by clicking this button. Click the set as default building button.


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34. If applicable, indicate a required delivery date. Enter the date i.e., "09/28/2013" in the Date Required field.

Step Action 35. If a Date Required is indicated, you must provide a reason this date is required.

Click the Date Required Reason drop-down arrow.


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Step Action 36. For this tutorial, the cabinet is needed before students can use the new lab.

Note: It would be good practice for you to click the save button at the bottom of the Requisition often throughout the process. Select the MUST RECEIVE option from the drop-down menu.

37. List any specific instructions for delivery in the Delivery Instructions field.

Enter "Please call 48 hours prior to delivery to schedule an appointment." in the Delivery Instructions field.

38. If the Delivery should be made to a central receiving location before it is delivered to the Final Delivery address, you can click on the magnifying glass button to search for the correct Receiving Address. For example, Central Receiving, Severn Building, Physics Highbay, etc.


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Step Action 39. To close the Delivery tab, click the hide button.


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Step Action 40. To open the Vendor tab, click the show button.

Step Action 41. If the Requisition needs to go out for bid to multiple vendors, you should leave the

Suggested Vendor field blank and enter suggested vendors in the Additional Suggested Vendor Names section or attach a list of suggested vendors to the eDoc using the Notes and Attachments tab.

42. In this tutorial, you will be selecting a specific vendor from the Vendor file in KFS. Click the magnifying glass button.


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Step Action 43. Enter "*vwr international * in the Vendor Name field.

44. Click the search button.


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Step Action 45. Select the appropriate Vendor.

Click the return value link for VWR INTERNTIONAL (TEXAS).

46. To close the Vendor tab, click the hide button.

47. To open the Items tab, click the show button.

Step Action 48. Note: To purchase an asset, the Item Type must be Qty.

49. Enter the quantity of assets being purchased. Enter "2" in the Quantity field.


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Step Action 50. Enter the Unit of Measurement for the asset(s) being purchased.

Enter "EA" in the UOM field.

51. Enter the Commodity Code for the asset(s) being purchased. Enter "41552" in the Commodity Code field.

52. Enter the Description of the asset(s) being purchased. This Description will be used by Inventory Control to create the asset(s) in the KFS Capital Asset Maintenance (CAM) module. Enter "Labculture Class II Type B2 Biosafety Cabinet 203x81.5x156.8 cm" in the Description field.

53. Enter the amount for each asset being purchased in the Unit Cost field. Enter "16248.83" in the Unit Cost field.


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Step Action 54. Click the add button.

55. Notice the Item Line has been added to the Current Items section and has been

assigned as Item 1.

56. You can use the Add Item section if you need to add another Item Line to the Requisition. For the purpose of this tutorial, you will only enter one Item Line.

57. To open the Accounting Line section, click the show button.


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Step Action 58. To scroll down, click on the scrollbar.


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Step Action 59. Click the Chart drop-down arrow button.

60. Select the 01 option from the drop-down menu.

61. Enter "1128210" in the Account Number field.

62. Enter in the asset Object code appropriate for the asset(s) being purchased on the related Item Line. Using the correct asset object code will indicate to Inventory Control how the asset needs to be processed into the CAM module. Click the Asset Object Codes link to view the document. Enter "4090" in the Object field.

63. Enter "100.00" in the Percent field.

Step Action 64. Click the add button.


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Step Action 65. To close the Items tab, click the hide button.

66. You will be required to fill in the Asset tab if you are purchasing an asset(s).

To open the Asset tab, click the show button.

67. Click the Asset System Type drop-down arrow button.

68. You will select the appropriate option for Asset System Type using the following

criteria: * Individual Assets option should be selected if an asset should be created for each quantity line item. An Asset Number and Tag Number will be assigned to each asset. * Multiple Systems option should be selected if more than one quantity line item should be combined to create one asset. For example, you order two centrifuges and two rotors, but you want to combine one centrifuge and rotor to create one asset and the other centrifuge and rotor to create another asset. * One System option should be selected if all quantity line items being purchased should be combined into one asset. For example, you are purchasing a computer, a centrifuge and a rotor, but you would like to combine all three items into one asset.


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Step Action 69. For this tutorial, you will select Individual Assets.

Select the Individual Assets option from the drop-down menu.

70. Click the Asset System State drop-down arrow button.

71. You will select the appropriate option for Asset System State using the following

criteria: * Modify Existing System option should be selected if you would like to add the quantity item lines being purchased to an existing asset. If you select this option, you will be required to specify the Asset Number the items should be added to. An example is an asset fabrication. * New System option should be selected if a new asset should be created for the quantity item lines being purchased.

72. For this tutorial, you will be requesting the creation of a new asset. Select the New System option from the drop-down menu.

73. Click the select button.


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Step Action 74. To scroll down, click on the scrollbar.


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Step Action 75. Click the Asset Transaction Type drop-down arrow button.

Step Action 76. Select the NEW option from the drop-down menu.

77. In the Asset Note Text field you can enter a note to Inventory Control about how

the asset should be created. This note will not be included on the asset record. Enter "Purchased for use in the Smith lab" in the Asset Note Text field.

78. Use the same as vendor button to pull the Vendor selected on the Requisition into the Manufacturer field. If the Vendor is not the Manufacturer, enter the Manufacturer by typing directly into the field.

79. Click the search magnifying glass icon for Asset Type.


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Step Action 80. The Asset Type is associated with the object code used to purchase the asset.

To appropriately search for an Asset Type, use the Asset Type Description field and enter the brief description of the equipment type using a wildcard (*) before and after the information entered.


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Step Action 81. Enter "*lab*" in the Asset Type Description field.


Step Action 83. Two options will be displayed for most Asset Types. One to be selected for

University-Owned assets and the other to be selected for Federally-Owned assets. For this tutorial, you will select E00090 for University-Owned LABORATORY EQUIPMENT. Click the return value link.


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Step Action 84. Enter "LB2-6B2" in the Model Number field.

85. Enter the quantity of the Item Line that will be housed in the Location to be entered in the following steps. Enter "2" in the Item Quantity field.

86. Click the search magnifying glass icon for the Building field.


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Step Action 87. Search for the building the asset(s) will be housed in by typing in a partial Building

Name adding a wildcard (*) before and after the information entered. Enter "*harrison*" in the Building Name field.



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Step Action 89. Click the return value link.


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Step Action 90. Enter the room number the asset(s) will be housed in within the building selected.

Enter "1100" in the Room field.

91. Click the add button.

Step Action 92. The Location you entered has been added and has been assigned as Address 1.


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Step Action 93. Note: The Quantity on the Item Line must match the Item Quantity on the

Location section. If you have more than one asset and the assets will be housed at different locations, you can use the Location section to add another Address line.

94. To close the Asset tab, click the hide button.


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Step Action 95. You have completed the tutorial Creating a Requisition for an Asset.

Upon submission, Inventory Control will be a part of the approval process. If an incorrect object code is used to purchase an asset, Inventory Control may correct object code used or may disapprove the Requisition if the Asset tab is not populated correctly. End of Procedure.


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Exercise One Creating a Requisition with the Capital Asset Transaction Type Code of NEW. In this exercise you will create a Requisition to purchase a new asset that is not in the system. You will purchase a Tractor from Gateway Tractor & Equipment Co. Use the information below to help you complete the Requisitions: Procurement Address Tab Procurement Campus Code: 01- College Park Delivery Tab Building: AGRICULTURE SHED Room: NO_ROOM Vendor Tab Suggested Vendor: Gateway Tractor & Equipment Co. (35935-0) Item Lines: Item Type: QTY Unit Quantity: 1 UOM: Each (EA) Commodity Code: 99894 Description: Enter “New Tractor 60HP 4wd NOR-5112222.” Unit Cost: 37,734.31 Accounting Lines Chart: 01 Account Number: 1234567 Object Code: 4010 Percent: 100 Asset Tab Asset System Type: Individual Asset Asset System State: New System Asset Transaction Type: NEW Asset Note Text: Enter “Tractor 60HP 4wd with/loader, Plow and Agriculture Tires.” Manufacturer: Click the “same as vendor” button Asset Type: E00170 Model: NOR-5112222 Location Section Item Quantity: 1 Campus: 01 (Leave as 01 for training purposes) Building: Agriculture Shed Room: NO_ROOM


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Exercise Two Creating a Requisition with the Asset type of Capital Asset Transaction Type Code of MDEX (Modify Existing). In this exercise you will create a Requisition to purchase a new motor for an existing tractor with the Asset Tag number of 105433. You will purchase the engine from Gateway Tractor & Equipment Co. Use the information below to help you complete the Requisitions: Procurement Address Tab Procurement Campus Code: 01- College Park Delivery Tab Building: AGRICULTURE SHED Room: NO_ROOM Vendor Tab Suggested Vendor: Gateway Tractor & Equipment Co. (35935-0) Item Lines: Item Type: QTY Unit Quantity: 1 UOM: Carton (CT) Commodity Code: 51515 Description: Replacement engine for Tractor Asset Tag 105433 Unit Cost: 7749.00 Accounting Lines Chart: 01 Account Number: 1234567 Object Code: 4010 Amount: 7749.00 Asset Tab Asset System Type: Individual Asset Asset System State: MDEX (Modify Existing) Asset Transaction Type: Modifying Existing Add Asset Number: 23808 Asset Note Text: Enter “Purchase for JD Tractor engine replacement for Asset Tag 105433.”


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Documents

Purchasing Req with Assets 10.24 - UMDkualifinancial.umd.edu/KFS/docs/Purchasing Req with...Training Guide Page 7 Step Action 14. The Construction and Facilities Procurement Office