CSU Kuali Days Welcome to CSU Kuali Days

CSU Kuali Days Welcome to CSU Kuali Days! Overview Session for: Budget Adjustment April-May, 2009

Name Training Team Members • • • Susan Becker, LSC 1 -0419 Janice Inman, B&FS 1 -6752 Nancy Mc. Donald, HDS Admin 1 -4713 Angie Nielsen, Office of Budgets 1 -1689 Nora Oakson, Student Affairs 1 -3374 Genevra Scott, Office of Budgets 1 -1359

Accessing the Kuali Financial System • A link to the test site of KFS is provided on the B&FS website. • Effective July 1, 2009 access to KFS will be through the Campus Administrative Portal at https: //cap. is. colostate. edu • Log in using your e. ID (name) • Log out using the X

Important Reminders • KFS goes live on July 1 st for FY 2010 • Training materials are available at http: //kuali. colostate. edu and http: //busfin. colostate. edu • Virtual Kuali Help Desks can be accessed by going to the CAP at https: //cap. is. colostate. edu OR by clicking on the “Provide Feedback” found on most Kuali screens

Important Reminders (cont. ) • Please contact any training team member for assistance regarding this session • Registration for current Kuali training sessions is open until filled or completed • Hands-on training labs are scheduled June 1 st 5 th and June 8 th – 12 th (additional information will be provided soon)

Evaluations Please complete the evaluation survey - drop off in the session evaluation box or - with your training team member for this session or - return to Valerie Monahan: 6003 Campus Delivery

Overview-Budget Adjustment • Reallocate current budget • Transfer budget from one account to another within the same fund group • Establish budget lines in new accounts after FY begins • Error Correction for Budget Adjustment document

Main Menu

Transactions Menu Group

Getting Started

Document Overview • Description - add a description for your budget adjustment • Explanation - enter detailed explanation for budget adjustment • Org Doc # - not required, user defined number • Year - defaults to current fiscal year • Total Amount - populates automatically after amounts are entered in the Accounting Lines fields

Accounting Lines • From/Decrease - account transferring budget from • To/Increase - account transferring budget into

Mandatory Fields • Chart Code - defaults to CO • Account Number - enter account number budget is being transferred From/Decrease (current account numbers need a zero added to the end) • Object Code - enter object code (previously known as budget pool/subcode) • Current Amt - enter amount of budget adjustment, negative amounts are not allowed (watch extra zero in this field)

Mandatory Fields cont. • Add - select the add button to enter the mandatory fields into the accounting lines • Balance Inquiry – this gives available balance for account • Repeat steps from previous slide for the To/Increase side of the transaction • Important Note - the total adjustments must net to zero

Monthly Lines - Optional • Click Monthly Lines button to expand months 1 -12 • This function allows a breakdown of amounts to be adjusted for each month • Important Note: Month 1 = July

Additional Tabs • The remaining tabs are optional • Review budget adjustment entries carefully • Select the Submit button if you are ready to send the BA out for approvals • Select the Save button if you are not finished with, or ready to release the BA • Select Close or Cancel if you do not want to save the information you have entered

Submit • After clicking the submit button, you will see at the top of your screen either “Document was successfully submitted” or a message in red describing the error to be resolved • Three buttons will appear in the lower portion of the screen: • Reload - refreshes screen to show most recently saved information • Close - you will be prompted to save before closing • Copy - a copy of your budget adjustment will be loaded into a new form

Error Correction • Automatically corrects a document by creating a new document that reverses the original transaction • Used on documents that have completed the routing process and have been fully approved • Button is only available after the original document has been reloaded

Import Lines - Optional • Open Excel import template • Required fields: • Chart - will always be CO • Account - account number • Object - enter object code (previously known as budget pool/subcode) • Cur Budg Adj Amt - dollar amount • Save as. csv file Must create separate templates for From/Decrease and To/Increase lines

Import Lines From/Decrease & To/Increase • Click Import Lines button in the From/Decrease or To/Increase section • Select Browse, navigate to the location of your. csv file, then click the Add button • Your template will load into the appropriate section of the BA form

Lab Exercises • Reallocate current budget • Transfer budget from one account to another within the same fund group • Establish budget lines in new accounts after FY begins • Create one sided entries • How to import lines • How to use error correction

QUESTIONS ? ? ?