Kuali Financial System Training Guide - University of Hawaii · Kuali Financial System Training Guide Last Updated: 03/28/2016 KFS Deposits Page 6 Process a Deposit Process The Advance

Kuali Financial System Training Guide

University of Hawaii Deposits

Version 3.06


Last Updated: 03/28/2016 KFS Deposits Page ii


Last Updated: 03/28/2016 KFS Deposits Page iii

Table of Contents

Resources ................................................................................................................... 4

Objectives .................................................................................................................... 5

Process a Deposit ........................................................................................................ 6

Process ..................................................................................................................................................... 6

Process a Credit Card Receipt ................................................................................... 13

Process ................................................................................................................................................... 13

Exercises: .................................................................................................................. 21

Notes: ........................................................................................................................ 22

Changes To Previous Training Manual ....................................................................... 23


Last Updated: 03/28/2016 KFS Deposits Page 4

Resources The FMO website has a Financial Systems page at http://www.fmo.hawaii.edu/financial_systems/index.html that focuses on specific material related to the systems with the following dedicated tabs Overview, FAQs, Contact Us, Policies and Guidelines, Forms and Training.

Click on http://www.fmo.hawaii.edu/financial_systems/index.html for access to our webpage and then click on the pertinent tab for assistance with your topic of interest. The screenshot below shows the layout of the website. A description of the tabs is provided beneath the screenshot.

Overview: This tab provides you with a brief overview and live links to KFS or eThority. Just click on the respective logo to begin the log in process.

FAQs: This tab provides frequently asked questions by topic.

Contact Us: In the event you need to contact a member of the Kuali Financial Project team you can view their name, area of responsibility, phone number, and a live link to their email address. The Contact Us tab also provides the live link to submit a trouble ticket: Submit a Trouble Ticket.

Policies and Guidelines: You can review the Process Documents for each business process to get a finer level of details related to each topic.

Forms: This tab provides you with links to forms related to KFS access used by UH employees.

Training: The KFS Training Team has developed training manuals and On-Line tutorials for KFS. There are training manuals for each of the sessions as well as On-Line tutorials for each topic within the session(s). If you want to attend in-person training refer to the Training Calendar found on the “Training Calendars & Other Schedules” tab on the FMO Website homepage. Additionally, notification of upcoming training is sent to the KFS-USERS listserv. Register for training by clicking on the registration links provided. There are also Tips of the Week for commonly asked questions.

Each of the Service Areas within the FMO website has similar tabs related to the specific areas. For example, for forms related to payments and reimbursements, go to the Forms tab of the Payment/Reimbursement page.

http://www.fmo.hawaii.edu/financial_systems/index.html

http://www.fmo.hawaii.edu/financial_systems/index.html

https://authn.hawaii.edu/cas/login?service=https://www.hawaii.edu/kualifinancial/feedbackForm.php



Objectives • Process a Deposit

• Process a Credit Card Receipt

• Correct a Deposit



Process a Deposit Process The Advance Deposit (AD) eDoc is used to record deposits that go directly to the bank. This

eDoc enables distribution of the amount received to the appropriate accounts in the financial

system. The AD is used when checks, cash, or EFT are received and need to be credited to an

account. The user creating the AD is responsible for ensuring that the actual bank deposit

occurs. The AD eDoc creates the specified accounting entries in KFS including the appropriate

cash offset entries to the department and default bank accounts. In this example we will make

a $2500 wire transfer deposit for KFS training.

Note: Please refer to AP 8.701 and /or contact the Treasury Office (956-8526) for operation questions or any receipting procedures for deposits: http://www.hawaii.edu/policy/ap8.701 Navigation: Main Menu>Transactions>Financial Processing>Advance Deposit

Step # Procedure 1. Click the “Advance Deposit” link.

http://www.hawaii.edu/policy/ap8.701



Step # Procedure 2. Click in the “Description” field.

3. Enter “044-Deposit for Training Services mm/dd” in the Description field. Replace the “mm/dd” with the month and day of your deposit.

Note: It is UH’s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The Description field has a limit of 40 characters. The short description entered here appears in the GL Inquiry, Standard Reports, Action List, and Document Search.

4. Although it is not a system required field, UH is requiring the Explanation field to be entered as a further explanation of the Deposit that is being edited.

5. Enter “Deposit for KFS Training” in the Explanation field.

Note: You will use the Explanation field to provide a more detailed description for the Deposit that you are editing. The field has a maximum of 400 characters.

6. The Organization Document Number is an Optional field used as a department reference when applicable. The field has a maximum of 10 characters.

7. Click the “hide” button on the Document Overview tab.



Step # Procedure 8. On the Advance Deposit tab, the Bank Code field defaults to the UH specified

bank. This can only be changed by users with the Treasury Manager role.

9. Click the “Date” field icon to select the date of deposit. Cash/Check: Date used is the same date as the bank deposit slip. Wire/EFT: Date used is the date on the remittance advice.

Select the current date for this example.

10. Click in the “Reference Number” field.

11. Into the Reference Number field, enter for Cash/Check: 6-digit bank deposit slip number Wire/EFT: 6-digit reference number on the remittance advice

This is required by the Treasury Office for the Deposit Reconciliation process. For this example, enter “324199” in the Reference Number field.

12. Click in the “Description” field and enter “Deposit for KFS Training”.

13. Click the “Type Code” drop down button to select the type of deposit: Cash/Check or Wire/EFT. The default is Cash/Check. For this example, select a Wire/EFT type of deposit. Note: Credit Card deposits are made using the Credit Card Receipt eDoc.

14. Click in the “Amt” field and enter total amount of the deposit. For this example we are depositing $2500 so enter “2500” in the Amt field. Remember, the amounts from the Accounting Lines must match this total.

15. Click the “add” button in the Actions field.

Note: Only one type of deposit and only one deposit should be added per eDoc.

16. Click the “hide” button on the Advance Deposits tab.



Step # Procedure 17. On the Account Lines tab, click the “Chart” drop down button to select the “Chart

Code” for the Account to which the deposit will be made. For this example enter or select MA as the Chart Code..

18. Click in the “Account Number” field and enter the Account Number to which the deposit will be made. Enter “2014583” in the Account Number field for this example.

19. Click in the “Object” field and enter the Object Code for the Account to which the deposit will be made.

Enter “0035” in the Object field..

20. Click in the “Amount” field and enter the amount of “2500” for this example. Note: The amounts from the Accounting Lines must match the total entered on the Advance Deposit tab.



Step # Procedure 21. Reimbursement: When recording a deposit for a reimbursement of expenditures,

the amount in the Accounting Lines tab must be negative. It is a reduction of expenditures. The below example is receiving payment for phones charges that have been paid by UH that has $45 in personal expenses.

Refund: When recording a deposit for a refund, the amount in the Accounting Lines tab must be negative. It is a reduction of expenditures. The example below records a manufacturer rebate check for a previous purchase for $50.00. Tip: Use the same object code that was on the PO used for the purchase.


23. Click the “hide” button on the Accounting Lines tab.

Step # Procedure 24. The Capital Edit tab is required to fill out if you have used a Capital Object Code.

Note: Typically the only time this tab would be used is when receiving a refund from a purchase with a capital asset object code. This scenario happens rarely.

25. Click the “hide” button on the Capital Edit tab.



Step # Procedure 26. Click the “save” button.

27. Note: Be sure to verify you receive a “Document was successfully saved.”

message at top of the page.

28. Click the “show” button on the General Ledger Pending Entries tab.

29. The General Ledger Pending Entries data will display until the document is submitted and the transactions are posted to the General Ledger during the nightly batch process.

30. Click the “hide” button on the General Ledger Pending Entries tab.

31. Enter any Notes and Attachments, and/or add Ad Hoc Recipients as necessary on the corresponding tabs. Attach the bank deposit slip and other supporting documents such as check listing, daily POS summary, or ACH remittance advice.

Note: Do NOT attach documents containing confidential information, i.e. SSN, personal checks.



Step # Procedure 32. The Route Log tab can be reviewed to determine the eDoc workflow. After the

initiator submits the AD, it will route to the respective Fiscal Administrator of the account for approval. After the AD is approved, the document status changes from ENROUTE to FINAL. Note: If you submit the eDoc prior to ad hoc routing, you can ad hoc route the eDoc for FYI or Acknowledge actions.

33. Click the “submit” button.

34. Be sure you receive a “Document was successfully submitted” message at the top of the page. Note: If there are errors on the document it will not submit successfully. You will receive a message in red text of the issues with the document. You will need to make the changes and then resubmit the document at the bottom of the page until you receive the success message.

35. You have successfully completed the tutorial on Processing a Deposit. End of Procedure



Process a Credit Card Receipt Process The Credit Card Receipt (CCR) eDoc is used when credit card payments are received and

need to be credited to an account. The user creating the CCR is responsible for ensuring that

the batches are settled daily. The CCR eDoc creates the specified accounting entries in KFS

including the appropriate cash offset entries to the department and default bank accounts. In

this example we are depositing $80 from ticket sales for a UH Baseball game.

Note: Please refer to the AP 8.710 and /or contact the Treasury Office (956-8526) for

operation questions or any receipting procedures for deposits:

http://www.hawaii.edu/policy/AP 8.710

Navigation: Main Menu>Transactions>Financial Processing>Credit Card Receipt

Step # Procedure 36. Click the “Credit Card Receipt” link.

http://www.hawaii.edu/policy/?action=viewPolicy&policySection=ap&policyChapter=8&policyNumber=710



Step # Procedure 37. Click in the “Description” field.

38. Enter “067-CC Receipt From Ticket Sales mm/dd” in the Description field. Replace the “mm/dd” with the month and date of your deposit.

Note: It is UH’s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The Description field has a limit of 40 characters. This description appears in the GL Inquiry, Standard Reports, Action List, and Document Search.

39. Although it is not a system required field, UH is requiring the Explanation field to be entered as a further explanation of the Deposit that is being recorded.

Click in the “Explanation” field.

40. Enter “Credit Card Deposit from Ticket Sales for UH Baseball Game on mm.dd.yy” in the Explanation field.

Note: You will use the Explanation field to provide a more detailed description for the Deposit that you are editing. The field has a maximum of 400 characters.

41. The Organization Document Number is an Optional field used as a department reference when applicable. The field has a maximum of 10 characters.

42. Enter “8763241” in the Organization Document Number field for this example.

43. Click the “hide” button on the Document Overview tab.



Step # Procedure 44. On the Credit Card Receipts tab click in the Type field and enter “VM” in the Type

field. Note: UH only has one Credit Card Receipt Type code: VM which can be directly entered, however, the “lookup” icon can be used to populate the Type field.

45. Click the “lookup” icon for the Merchant Number field.

Step # Procedure 46. Click the “search” button to search for a Merchant Vendor.

47. Click the “return value” link for the applicable Vendor. For this example, select the “20701995” Vendor Number row for the UH ATHLETIC TICKET OFC. Note: You can also perform a search in the vendor name field using keywords and wildcards, i.e., *athletic*.



Step # Procedure 48. Click on the "Date" icon to select the date of the deposit.

Note: The date selected is the date on the batch settlement report.

49. The Ref Nbr field is populated when the Merchant Number is selected.

50. Click in the “Amount” field.

51. Enter “80” in the Amount field.


53. Click the “hide” button on the Credit Card Receipts tab.



Step # Procedure 54. On the Accounting Lines tab, click the “Chart” drop down button.

55. Enter the “Chart Code” for the Account to which the deposit will be made Select the “MA” option.

56. Click in the “Account Number” field.

57. Enter the “Account Number” to which the deposit will be made. Enter “2300586” in the Account Number field.

58. Click in the “Object” field.

59. Enter the “Object Code” to which the deposit will be made Enter “0650” in the Object field. Note: Object code 0650 is an income –cash object code so it is recorded as a positive, i.e.$80.

60. Click in the “Amount” field.

61. Enter “80” in the Amount field.

Note: Remember the amount total on the Accounting Lines must match the total in the Amount field on the Credit Card Receipts tab.


63. Click the “hide” button on the Accounting Lines tab.



Step # Procedure 64. Click the “show” button on the Capital Edit tab.

65. The Capital Edit tab is required to be completed if a Capital Object Code was used in the Accounting Lines tab.

66. Click the “hide” button on the Capital Edit tab.

67. Click the “save” button.

68. Click the “show” button on the General Ledger Pending Entries tab.

69. The General Ledger Pending Entries data will display until the document is submitted and the transactions are posted to the General Ledger during the nightly batch process.



Step # Procedure 70. Enter any Notes and Attachments, and/or add Ad Hoc Recipients as necessary on

the corresponding tabs. Attach the batch settlement report and other supporting documentation such as the daily point of sale summary or a list of students refunded

71. The Route Log tab can be reviewed to determine the eDoc workflow. After the initiator submits the CCR, it will route to the respective Fiscal Administrator of the account for approval. After the CCR is approved, the document status changes from ENROUTE to FINAL.

72. Click the “submit” button.

73. Be sure you receive a “Document was successfully submitted” message at the top of the page. Note: If there are errors on the document it will not submit successfully. You will receive a message in red text of the issues with the document. You will need to make the changes and then resubmit the document at the bottom of the page until

you receive the success message.

74. You have successfully completed the tutorial on Processing a Credit Card Receipt. End Of Procedure



Correcting a Deposit (Advance Deposit or Credit Card Receipt)

Advance Deposit Type

Correction Document Attachment Required Notes

Corrections when there is a discrepancy with the bank deposit slip

AD for credit adjustments; ND for debit adjustments

Email from Treasury and bank credit/debit memo

Reference original AD number

Corrections for a duplicate AD

AD w/negative amount Email from Treasury Reference original AD number; Correct duplicate deposit

Corrections for an incorrect amount on the AD

AD w/positive or negative amount

None Reference original AD number. Explain discrepancy

Corrections for incorrect chart code, account number, and object code

GEC None Reference original AD number. Explain discrepancy

Corrections when an AD is incorrectly used to record payment to an AR invoice

AD w/negative amount and CTRL and APP

None Submit KFS trouble ticket for assistance. Reference original AD number and invoice number

Wrong reference number is entered

None None Email [email protected] with the correct number

Credit Card Receipt Type

Correction Document Attachment Required Notes

Corrections for a duplicate CCR

CCR w/negative amount Email from Treasury Reference original CCR number; Correct duplicate deposit

Corrections for an incorrect amount on the CCR

CCR w/negative or positive amount

None Reference original CCR number. Explain discrepancy

Corrections for incorrect chart code, account number, and object code

GEC None Reference original CCR number. Explain discrepancy

Net daily settlement total is negative

ND Summary list of transactions

Wrong reference number is entered

None None Email [email protected] with the correct number

mailto:[email protected]








Exercises:

1. Using the AD eDoc you just created (in steps #1 - #35 of this manual) make a copy and

record a correcting deposit adjustment.

a. In this example, assume the deposit is greater than the eDoc you created so

you will enter the difference as a net positive. (refer to Correcting a Deposit #1)

b. Repeat, only this time assume the deposit is less than the eDoc you created so

you will enter the difference as a net negative. (refer to Correcting a Deposit #2)

2. Create a CCR eDoc using steps # 36 - #74 and record a deposit from multiple account numbers. Use Chart Code MA.

a. Merchant Number: 20760991 Amount $ 9,023.50 b. Chart: MA: Account #1: 2300631 Obj 0650 Amount $ 5,322.00 c. Chart: MA: Account #2: 2300708 Obj 0650 Amount $ 641.00 d. Chart: MA Account #3: 9095653 Obj 9230 Amount $ 3,060.50

3. Create an AD eDoc to record a reimbursement of expenditures. In this example we will record a reimbursement for Verizon Wireless for payment made on 02/14/2015. Reimbursement check was made out to UH and was deposited in UH Account.

a. Reference Number: 410704 Amount $22.96 b. Chart SW: Account 6101793 Obj 3800 Amount ($22.96)

4. You are working at the Kapiolani CC Bookstore and had to return resale items to a

vendor and you just received a check for $122.40. Create an AD eDoc to record the refund.

a. Reference Number: 382159 Amount $ 122.40 b. Chart: KA Account : 2262882 Obj 7300 Amount ($122.40)



Notes:



Changes To Previous Training Manual Changes to Version 3.03

Version

Date Section/page Inits Description

3.06 03/28/2016 Resources p 4 tv, lr Replaced Training section 3.05 03/03/2016 Process page 6 wh Updated link to AP 8.701 3.05 03/03/2016 Process page 13 wh Removed Note: Pursuant to….offset. 3.04 09/14/2015 Step 18 lr Revised Account Number 3.04 09/14/2015 Page 9 lr Updated screenshot 3.04 09/14/2015 Pages 13 wh Revised hyperlink for AP 8.710