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 McDonald, 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 eID (name)

• Log out using the X

Important Reminders

• KFS goes live on July 1st 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 1st - 5th and June 8th – 12th (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 fileMust 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 ???