KFS Training Manual Capital Asset Management

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1 KFS Training Manual Capital Asset Management

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3 Table of Contents University of Maryland Objectives... 1 Resources... 1 Kuali Financial System... 3 Logging into KFS... 3 Inputting Tag Information for an Asset... 6 Searching For and Editing an Asset Changing the Location on an Asset Page iii

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5 Objectives Learn how to log into KFS Understand how to search for and edit an Asset Learn to change the location of an Asset Learn how to review Assets as a Global Tag Reviewer Resources All of the materials covered in this workshop are also covered in the online tutorials 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. your questions to [email protected]. The Kuali Financial Website has pages to assist you with using Kuali Financial Systems. KFS Training Registration: Helpful Resources: UMD Policies and Procedures: * 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. Page 1

6 REVISION LOG This document is under version control. Version Date Description /23/13 Document Creation Reorganized manual and updated table of contents. Page 2

7 Kuali Financial System Logging into KFS Procedure This tutorial walks you through logging into the University of Maryland's Kuali Financial System also known as KFS. 1. The Kuali Financial System is a web-based application, which can be accessed from any computer. Note: You will need the VPN to access the Kuali Financial System. To download the VPN client click on the link below. D=1&MR= You will be required to log into KFS each time you access it. You can click on any of the tabs at the top of the page or any of the links found on the Main Menu. Note: The system will automatically sign you out after 30 minutes of no activity. Page 3

8 3. After accessing the URL for KFS, you arrive at the Main Menu. This is where you will access most of your electronic documents or transactions. Click the Main Menu tab. 4. The CAS login screen will ask you for two pieces of information, your Directory ID and password. In this example, you will be signing into KFS using a training ID and Password. Enter "kfstrain###" in the Directory ID: field. Page 4

9 5. Enter "tstpwd###" in the password: field. 6. If you have forgotten your Directory ID you can click on the Identification Verification page or Password Change page if you have forgotten your password. 7. Click in the LOGIN field. 8. You are now logged in to Kuali Financial Systems. End of Procedure. Page 5

10 Inputting Tag Information for an Asset Procedure When an asset is purchased using the Kuali Financial System, asset information is collected on the Requisition. Upon payment of the Purchase Order created from the Requisition, the asset and payment information is sent to the Asset Builder. Within the Asset Builder, Inventory Control processes the transaction and an Asset Global document will be generated to create an asset in the Capital Asset Management module. This process is used for both Non-Capital and Capital equipment. Navigation: Main Menu > list 1. Once the Asset Global document is generated, it will be routed to the Inventory Coordinator of the Organization to populate required fields such as Tag Number. In this tutorial, you will learn how to complete the Asset Global document for the creation of an asset. Page 6

11 1. You will receive an item in your action list requesting you to complete the Asset Global document. Click the action list button. 2. Click the link. Note: For training purposes please locate the correct docment number for the new Asset. This will be the action item that has the title of New AssetGlobal CAB created for Preq####. Page 7

12 3. Before you begin, you can choose to click the collapse all button in the upper right hand corner. The Asset Global document contains 9 tabs; we will be reviewing 2 of the main tabs. You will need to complete these in order to process the document successfully as an Inventory Coordinator. Click the collapse all button. Page 8

13 4. To open the Asset Detail Information tab, click the show button. Page 9

14 5. Most of the information on this tab is read-only. The information provided on the Requisition is used to populate the information displayed. If necessary, you can update the Manufacturer and Model Number fields. 6. Organization Text is not a required field; however, it can be used by the organization to enter notes about the asset. Enter "This asset will be shared by multiple labs. To be used by trained personnel only. Restricted access." in the Organization Text field. 7. To close the Asset Detail Information tab, click the hide button. Page 10

15 8. To open the Location tab, click the show button. Page 11

16 9. Click the show button for the Asset Location ( B ) section. 10. Use the scrollbar to scroll down. Page 12

17 11. Click the show button for Asset Location-Asset Unique Information (23849) section. Page 13

18 12. Use the scrollbar to scroll down. 13. The Serial Number field is not required; however, Inventory Control recommends the field to be populated. If the physical tag placed on the asset was removed, the Serial Number would be the only piece of information that could be used to tie the equipment to the asset record in the system. Enter "C02K204LFFRP" in the Serial Number field. Page 14

19 14. Enter the Tag Number of the physical tag placed on the asset. Enter "913750" in the Tag Number field. Note: For training purposes please enter a unique 6 digit Tag Number. Please write down the Tag Number and Asset Number, as they will be needed later. 15. Use the scrollbar to scroll up. Page 15

20 16. To close the Location tab, click the hide button. Page 16

21 17. Click the approve button. 18. Once approved, you will be returned to your action list screen. The Asset Global document will be routed to Inventory Control to approve. Upon approval, the asset will be created in the Capital Asset Management module. If you need to make edits to an asset record after it is created, please review the tutorial Searching for and Editing an Asset. End of Procedure. Page 17

22 Searching For and Editing an Asset Procedure The Capital Asset Management (CAM) module is where the moveable and non-moveable asset records are created and managed within the Kuali Financial System. As an Inventory Coordinator, you are able to search for and edit any assets within your Organization (Department/Sub-Department). Navigation: Main Menu > Lookup and Maintenance > Capital Asset Management > Asset 19. Click the Asset link. Page 18

23 20. The Asset Lookup screen can be used to search for any asset in the Capital Asset Management module. The five most commonly used fields to search are listed below. Tag Number- The Tag Number is located on the tag physically placed on the asset and is used for inventory purposes. If you only have a partial Tag Number, you can use a wildcard (*) to help you search. If needed, please review the tutorial Using Wildcards to Conduct a Search. Asset Number- An Asset Number is a system-generated number assigned to an asset upon creation. KFS only recognizes the Asset Number when referencing an asset. You will use this field if you are searching for an asset referenced on a KFS edoc. Organization Owner Organization Code- The Organization Owner Organization Code field contains the department/sub-department that owns the asset. Capital Asset Management module derives the Organization Owner Organization Code from the Organization Code listed on the Organization Owner Account Number entered on the asset. The Organization Owner Organization Code field is best used to search for all the assets within your Organization. Page 19

24 21. The Building Code and Building Room Number are best used when you are searching for all the assets assigned to a given location. 22. Serial Number- The Serial Number field is best used when searching for an asset without a Tag Number. One caveat to this search method is the Serial Number for the asset is not a required field. If the Inventory Coordinator did not place the Serial Number on the asset, this search method will not be successful. 23. In this tutorial, you will be using the Tag Number field to search for an asset. Enter "184011" in the Tag Number field. Note: For training purposes, please enter the Tag Number you created earlier. 24. Click the search button. Page 20

25 25. Use the scrollbar to scroll down to view the search results. Page 21

26 26. Click the edit link. 27. Before you begin using the Asset document, you can choose to click the collapse all button in the upper right hand corner. This document contains 16 tabs; we will be reviewing 6 of the main tabs. Click the collapse all button. Page 22

27 28. To open the Document Overview tab, click the show button. Page 23

28 29. Enter a Description for the document. Enter "Edit Asset ######" in the Description field. Note: For training purposes please enter your asset number you wrote down in the previous exercise. 30. To close the Document Overview tab, click the hide button. 31. To open Asset Detail Information tab, click the show button. Page 24

29 32. The Asset document has been locked down to where only certain fields are editable for Inventory Coordinators. Please contact Inventory Control if an update needs to be made to a read-only field. 33. Notice the Asset Detail Information tab is divided into two sections. The Old section is read-only. You will perform updates using the New section. 34. In this tutorial, you will update the Serial Number on the asset and the location. Enter " " in the Serial Number field. 35. Use the scrollbar to scroll down. Page 25

30 36. The bottom portion of the Asset Detail Information tab contains informational data that cannot be updated. Use the scrollbar to scroll up. Page 26

31 37. To close the Asset Detail Information tab, click the close button. 38. To open Asset Location tab, click the show button. Page 27

32 39. You can change the location by changing the Campus, Building Code, and Building Room Number. - Campus 01: UMCP - Campus 04: UMES - Campus 07: UMCES - Campus 08: UMSO - Campus OC: Off Campus For this tutorial, you will be changing the location of the asset to an off campus address. 40. Enter "OC" in the Campus field. Page 28

33 41. Remove the values from the Building Code and Building Room Number fields and leave the fields blank. Page 29

34 42. Enter the responsible person's name and the off campus location. Enter "Nicole Vedilago - Universidad Carlos III de Madrid" in the Name field. 43. Enter the street address of the off campus location. Enter "Avenida de la Universidad, 30" in the Address field. Page 30

35 44. Enter the City of the off campus location. Enter "Leganes, Madrid" in the City field. 45. If the off campus location is domestic, then populate the State and Postal Code fields. For foreign off campus locations, you can leave these fields blank. 46. Click the Country drop-down arrow button. Page 31

36 47. Use the scrollbar to find the Country associated with the off campus address entered. Page 32

37 48. Select the Spain option from the drop-down menu. 49. To close the Asset Location tab, click the hide button. Page 33

38 50. To open the Organization Information tab, click the show button. Page 34

39 51. The Organization Information tab is for departmental use only. Inventory Control will not manage or monitor the data entered on this tab. 52. Note: The Organization Inventory Name field should be populated with the name of the person responsible for the asset. 53. To close the Organization Information tab, click the hide button. 54. To open the Payments tab, click the show button. Page 35

40 55. The Payments tab is for informational purposes only. All payments applied to an asset will be displayed on this tab. To view detailed information about a specific payment, click the show button to the left of the payment header. 56. To close the Payments tab, click the hide button. Page 36

41 57. Click the submit button. 58. You have successfully created the Searching for and Editing an Asset tutorial. Once submitted, the Asset document will be routed to Inventory Control for review and approval. End of Procedure. Page 37

42 Changing the Location on an Asset Procedure The Asset Location Global document allows you to change the Building and Building Room Number listed on an asset. You can use this document to relocate one or many assets at a time. Note: Only the Inventory Coordinator for the department the asset is owned by will be able to change the location of the asset. Navigation: Main Menu > Lookup and Maintenance > Capital Asset Management > Asset Location Global 1. Click the Asset Location Global link. Page 38

43 2. Before you begin, you can choose to click the collapse all button in the upper right hand corner. This document contains 5 tabs; we will be reviewing 2 of the main tabs you will need to successfully complete an asset location change. Click the collapse all button. Page 39

44 3. To open the Document Overview tab, click the show button. Page 40

45 4. Enter "Relocate Assets in Art Dept" in the Description field. 5. To close the Document Overview tab, click the hide button. 6. To open the Edit List of Assets tab, click the show button. 7. There are two ways to pull up an asset to change the location on its record. The next several steps will show you the most efficient way to change the location on a single asset. 8. Enter the Asset Number into the field. If you only have the Tag Number for the asset, you can use the magnifying glass icon to the right of the field to search for the asset's Asset Number. Please review the tutorial Searching for and Editing an Asset if needed. Enter "1715" in the Asset Number field. Note: For training purposes, you will need to enter the asset number you wrote down during the pervious exercise. 9. Click the add button. Page 41

46 10. Change the Building and/or the Building Room Number listed on the asset. In this tutorial, you will just be changing the Building Room Number. Enter "01" in the Campus field. 11. Enter "146" in the Building Code field. 12. Enter "2305" in the Building Room Number field. 13. You have completed the steps to relocate a single asset. You can repeat these steps for each asset you would like to relocate. In the following steps, you will relocate multiple assets to a new location. Page 42

47 14. Click the Look Up/Add Multiple Asset Lines button. Page 43

48 15. In order to use this functionality, all the assets you would like to relocate will need to have the same attribute. In this example, the assets belong to the same department and are located in the same Building and Building Room Number. 16. To search for all assets within a department, enter the Organization into the Organization Owner Organization Code field. Enter " " in the Organization Owner Organization Code field. Note: For Training purposes please enter the Organization Owner Organization Code assigned to your Training ID. 17. You may also enter the Building Code into the Building Code field to narrow down the search. 18. You may also enter the Building Room Number into the Building Room Number field to narrow down your search. 19. Click the search button. 20. To view the search results, use the scrollbar to scroll down. Page 44

49 21. If there were multiple assets listed, you may use the select all from all pages or the select all from this page button to select all the assets listed or you can click the checkbox for the assets you would like to relocate. 22. Click the checkbox for Asset Number Note: For training purposes please select only one asset. This should be the asset you have been working with throughout today s class. 23. Click the checkbox for Asset Number Click the checkbox for Asset Number Page 45

50 25. Click the return selected button. Page 46

51 26. The assets you selected have been populated on the Asset Location Global document and you can change the location appropriately. Note: You could now change the Building Room Number for all the assets that were returned. 27. Use the scrollbar to scroll down. Page 47

52 28. To close Edit List of Assets, click the hide button. Page 48

53 29. Click the submit button. 30. You have completed the tutorial Changing the Location on an Asset. End of Procedure. Page 49