Kuali Financial Systems & eData at Iowa State

Kuali & eData Tips

  • Tip #51: Using the Intramural Purchase Order Form

    September 30, 2013 ▪ Bill Cahill

    The Intramural Purchase Order Form [XLSX] is located on the Controller's Department website. The form is not required centrally, but might be helpful for a selling department that requires an intramural purchase order. There is no equivalent in KFS. Since the form is already electronic, we encourage you to edit/save the form and email the attachment to the selling department as an alternative to printing.

  • Tip #50: View Account Numbers and Balances by PI

    September 26, 2013 ▪ Magann Orth

    As a Principal Investigator (PI), you can view the account numbers and balances associated with your awards. After logging into eData through AccessPlus, click the Financial Link. In the Financial Summary section, click here for Financial Summary Reports. Then, select an Org Department or Org Unit. Next, select the "Account Listing by Role" report and click "Run". Change the bottom filter for account manager to your name. Now, you will see all the accounts that you are listed as the account manager (on SPA and Non-SPA accounts). If you want to view any of these accounts individually, you can choose the account number from the "Account" drop down list and click "Run". This list may not be all-inclusive since it will only show accounts that have had activity in FY14.

    Also, you can generate a list of accounts in which you are the account manager. To do so, after logging into eData through AccessPlus, click the Financial Link. Click Browse Lists for "Accounts" and click "Run". Then, enter the PI last name and click Run. By clicking your name, you will see the associated account numbers. This list will show all accounts regardless of activity in FY14. This list is all inclusive.

  • Tip #49: View All Active Accounts and Sub-Accounts in eData

    September 5, 2013 ▪ Kathy Dobbs

    A new custom report called "All Accounts Summary List" has been put into production. It is a summary of all active accounts and Sub-Accounts, with activity. To access, log into eData, clicking Public Folders at the top, then Custom Reports, University Wide, and "All Accounts Summary List".

  • Tip #48: New Links to KFS eDocs in eData!

    September 5, 2013 ▪ Kathy Dobbs

    There are now links to KFS eDocs in the eData transaction detail reports. The KFS eDoc links are displayed in the Doc Number column, whereas the non-KFS transactions are displayed in the Org Ref Number column.

  • Tip #47: Salary Expense Transfers for Consecutive Months

    September 5, 2013 ▪ Kathy Dobbs

    If you need to correct a Sub-Account on a payroll transaction, you must use the Salary Expense Transfer (ST) eDoc. To prevent errors from occurring in the future, update the PR/PC screen to add Sub-Accounts to payroll going forward. Be sure to do this prior to payroll cutoff.

    Note: the only users affected by the remainder of this tip are those of you who did ST eDocs during August and now need to do corrections for the same people on the same Sub-Accounts for August payroll.

    In this situation, you may find the amount appearing the in ST lookup by account for August does not match your miscode report due to the way KFS displays the amount in the lookup. We are working on a resolution for the August miscodes if the full amount of the August payroll is not showing in ST.

  • Tip #46: Sub-Accounts: Zero and Inactive

    August 22, 2013 ▪ Kathy Dobbs

    If you are trying to zero a Sub-Account balance and then inactivate it, you need to wait until it shows a zero balance in eData to do the Sub-Account edoc to inactivate it. If the Sub-Account is inactivated the same day as the closing transaction is finalized, the transaction will fail in the KFS posting process that night and will need action by the Controller's Department to complete the processing the following day.

  • Tip #45: eData Month End

    August 7, 2013 ▪ Kathy Dobbs

    With eData our month end schedule has changed. The month-end for eData will be complete on the 4th working day when the final month-end balances for July and beginning balances for August are FINAL. Remember, on the 1st through 3rd working days, balances will appear in eData but the month is not yet closed and the balance numbers do not reflect final balances.

  • Tip #44: e-Reports Still Available

    August 7, 2013 ▪ Alicia Duncan

    e-Reports are still available, but will be delayed each month due to the new month end schedule. For more information, on choosing when it is best to use e-Reports and when to use eData, see the article "e-Reports or eData?".

  • Tip #43: Technical Help and Support

    August 7, 2013 ▪ Magann Orth

    If you are having issues with your screen jumping around, not fully loading, or something just doesn't seem right in KFS, please email kuali@iastate.edu with what you were doing, the time it happened, and what web browser you are using. The Kuali Help and Support team will analyze the information and work to improve system performance.

  • Tip #42: Viewing Supporting Documentation for Transactions

    August 7, 2013 ▪ Alicia Duncan

    In eData, you have two options to view supporting images or documentation for transactions (i.e. Payroll Voucher, Deposits Online). The first is to right click the blue link on the Transaction Detail Report and select 'open link in a new tab'. This way, the drill down documents open in a new tab instead of in the same window. Simply close this tab when you are done. The other option is to click on the supporting documentation, but instead of closing the tab after viewing, click the back button to get back to the Transaction Detail Report.

  • Tip #41: Vendor Tip

    August 7, 2013 ▪ Bill Cahill

    Remember to search to see if a vendor exists before creating a new one. If you have to create a new vendor, make sure you are using all CAPS and attaching the necessary documentation, like an IPS form. For other important information about creating a vendor, please see the article "Processing DVs Without Unnecessary Delays".

  • Tip #40: Need Access to Administrative Systems such as eData or KFS?

    August 2, 2013 ▪ Lynette Sherer

    Currently, a user group is working with IT Services to create an automated process for requesting access to Administrative Systems such as eData and KFS. Until August 15, when that form is available for campus use, if you need access to KFS or eData please contact your local approver. A full list of approvers is included in the article "Kuali & eData Help and Support".

  • Tip #39: SDV Decision Tree

    August 2, 2013 ▪ Bill Cahill

    A Simple Disbursment Voucher (SDV) is great for one time check payments, typically for reimbursing non-employees or other non-taxable payments. The SDV can be used for taxable payments, but only if the check payment is under $100. Please use the decision tree on page 2 of the Processing a Payment Job Aid [PDF]. You might get your SDV rejected if not used properly. So remember, you can never do wrong processing a DV for a check payment.

  • Tip #38: Payments on Purchase Orders

    August 2, 2013 ▪ Bill Cahill

    Although processing payments through the Honoraria and Regular Vouchers have changed, payments on Purchase Orders (POs) have not. Payments requiring a purchase order must continue to be made on a VO. In eData, you can drill down to the VO and see the supporting documentation in your transaction detail report. To refresh yourself on what is staying the same, see How your Job Will Change with KFS [PDF].

  • Tip #37: View Budgets for Sponsored Program Awards

    August 2, 2013 ▪ Magann Orth

    When an account number is selected in the SPA Financial Summary portal in eData, the "Budget Browse" option appears (listed below "Transaction Detail"). This is a summary of award budgets that the principal investigator has submitted through the OSPA Budget Form. More information about budgets is available in the Budget Browse Faculty Guide [PDF].

  • Tip #36: eData: New Home Screen

    July 24, 2013 ▪ Alicia Duncan

    When you log into eData, you may notice a few changes. A new "Updates" box has been placed on the eData home page for announcements. This will be the best place to see updates about data, reminders about month end, and other important notices.

  • Tip #35: Need to Correct an FY13 Transaction?

    July 24, 2013 ▪ Kathy Dobbs

    The General Error Correction (GEC) can only be used to correct FY14 transactions. If you need to correct a transaction from last fiscal year, use the Distribution of Income and Expense (DI) and attach a copy of the WebFM Transaction Detail screen annotated with the lines being corrected. For sponsored accounts, use the Notes field on the Notes and Attachments tab to provide a detailed justification for the correction.

  • Tip #34: Managing your Kuali Action List

    July 24, 2013 ▪ Magann Orth

    Getting a lot of FYIs? Clear them all at once!

    In your action list preferences, you can check the "Clear FYI" setting. This allows you to clear all of your FYI's at one timeif you do not want to review the documents. A new drop down will appear so you can instantly clear all FYI actions. You can also turn off the email notification in the Action List preferences to reduce the messages you receive in your email inbox.

    For more preferences, see the Action List Job Aid [PDF].

  • Tip #33: Class to Object to Converted Object (Legacy System Only)

    July 9, 2013 ▪ Kathy Dobbs

    In legacy systems, you must use a converted Object code. This is a combination of the object and sub-object code, if any. Use the most recent Class to Object Crosswalk [XLSX] to see the converted Object codes in the far right column. For more information, view the Controller's Department handouts [PDF].

    Conversion of the Object code will only be necessary for Accounts Receivable, Deposits Online, Employee Reimbursement non-travel, and Intramurals using the IC or IM systems. Other legacy systems will use dropdown menus with the converted Object Codes.

  • Tip #32: Receive Emails on System Outages and Maintenance

    July 15, 2013 ▪ Magann Orth

    Critical Events, such as system outages and maintenance, related to Kuali and eData (and many other systems at Iowa State) are posted on the IT Critical Events Log (CEL). You can subscribe to the CEL to receive immediate email notifications when critical events are posted, updated, or resolved.

  • Tip #31: Never Change the Due Date Field for DVs and SDVs

    July 9, 2013 ▪ Kathy Dobbs

    On the Disbursement Voucher (DV) and Simple Disbursement Voucher (SDV), never change the Due Date field. Changing the date could cause the check to never be written. If you truly do not want payment made until some point in the future, Save the document and Submit when appropriate or just wait to create the document when it is time to pay.

  • Tip #30: Recurring Payments? Use the KFS Copy Feature!

    July 15, 2013 ▪ Magann Orth

    If you have a recurring payment, such as a check to Verizon Wireless, you can use the COPY feature in KFS. This will copy most of the information from the previous payment which will greatly reduce errors but still allow you to edit the information before routing. To do this, find the previous payment through the Doc Search. Then, update the explanation, amount of the check, attach the new invoice, and click "Submit".

  • Tip #29: Organizing Your KFS Attachments

    July 15, 2013 ▪ Magann Orth

    When sending a payment to a vendor, it is important to attach supporting documentation such as an invoice, receipt, or IPS form. To help keep track of the scanned documents on your computer, you might want to start naming the saved PDF as the KFS doc number, which is located in the upper right side of each transaction. This will help you easily find the attachments at a later time. For more information about attachments, see Page 3 of the Processing a Payment Job Aid [PDF].

  • Tip #28: Need to Update People in Roles?

    July 9, 2013 ▪ Kathy Dobbs

    For changes to Fiscal Officer, Account Supervisor, or Account Manager contact Kathy Dobbs or Lana Jarvis.

    For changes to Delegates, users can make the changes themselves. See the Quick Reference Guide: Creating and Editing an Account Delegate for detailed instructions on this process. Coming next week: a simple way to make multiple Delegate changes with the same eDoc.

  • Tip #27: Non-Check Disbursement (ND) Reminder

    July 9, 2013 ▪ Kathy Dobbs

    When completing the Non-Check Disbursement (ND), please remember to include in the Description the vendor name and the payment type. For example, when submitting a ND which is automatically withdrawn from ISU's bank account, the description should be "VENDOR - AUTO PAY". If requesting petty cash, include either petty cash or cash order, such as "VENDOR - CASH ORDER". For more information, view the Quick Reference Guide: Processing a Non-Check Disbursement [PDF].

  • Tip #26: Contracts/Grants Information from SPA

    July 9, 2013 ▪ Magann Orth

    Additional information from Sponsored Programs Accounting (SPA) will help you understand some of the changes that will take effect due to the implementation of Kuali Financial System (KFS). In the Account Notices & Budget eDocs [PDF] document, find answers relating to action list items, new account effective dates, and budget adjustment information.

  • Tip #25: You've Got Mail!

    July 3, 2013 ▪ Magann Orth

    KFS will let you know when you have work to do; you will receive email notifications for the items in your action list. The email preferences can be personalized for frequency and type of notification (Approve, Disapprove, etc.). To view or change your email notifications, see the "Email Notification Preferences" section on page four of the Action List Job Aid [PDF].

  • Tip #24: Delegate Initiating an eDoc

    July 2, 2013 ▪ Kathy Dobbs

    When a fiscal officer delegate initiates any KFS eDoc, the document will not route to the fiscal officer since the system views the delegate is acting on behalf of the fiscal officer. The fiscal officer will receive an email stating they have a document in their action list; however, the eDoc will not be in their action list since the delegate already took action. The fiscal officer can do a doc search for that document if they want to view the eDoc. If the fiscal officer wants to approve an eDoc that their delegate initiates, the delegate must Ad Hoc route approve the eDoc before clicking submit.

  • Tip #23: Have a KFS question? Need an answer?

    July 2, 2013 ▪ Kathy Dobbs

    For answers to frequently asked questions about specific transactions or processes in KFS, visit the KFS FAQs.

  • Tip #22: Faculty Training Available

    June 25, 2013 ▪ Magann Orth

    Online training for faculty is now available. Current modules and training materials include generating investigator proposals and award reports in eData, generating financial reports, and eData reference documentation. These modules, created with faculty input, are designed for those who need access to pending proposal and GoldSheet information, current and past award details, and sponsor summaries.

  • Tip #21: KFS & eData Training Events

    June 25, 2013 ▪ Magann Orth

    View and sign up for new training events for KFS and eData at it.iastate.edu/events/kuali. The "refresher" courses are a new session format to review processing eDocs in KFS and generating reports with eData. The sessions are user focused, so if you would like a topic to be reviewed, contact Magann Orth.

  • Tip #20: Account Manager

    June 25, 2013 ▪ Kathy Dobbs

    The Account Manager for a sponsored program or a PI Incentive account must be the Principal Investigator (PI). Changes to the PI name in KFS accounts must be processed through Sponsored Programs Accounting (SPA) who will then update the Account Manager field. Please note that any changes to the PI on a sponsored program award must be requested through OSPA; PI changes must be approved by sponsors before OSPA or SPA can make changes in KC or KFS. Accordingly, requests for changes to the Account Manager field that were submitted via spreadsheet last month were made only to non-sponsored, non-incentive accounts. Note, changes were made to 497 Foundation accounts as these are not considered sponsored funding.

  • Tip #19: KFS TNG Name Change

    June 25, 2013 ▪ Kathy Dobbs

    The KFS Training link located on the uBusiness Tab under "Business" has been moved and renamed. It is now located on the uBusiness Tab under "General" and has been renamed "Training - KFS".

  • Tip #18: FY2013 Final Balances in eData

    June 25, 2013 ▪ Magann Orth

    After FY2013 is closed, the final balances will be brought into eData. This means all the existing balances, encumbrances, transaction detail, and miscodes will be wiped clean in eData. After the initial load of carry forward balances, eData will be refreshed nightly. Remember, a transaction must be fully approved by all account fiscal officers and central admin staff before it can be posted and appear in eData the following day.

  • Tip #17: New KFS Link and Balance Forwards

    June 25, 2013 ▪ Kathy Dobbs

    KFS will start FY2014 clean of previous year's transactions but will have balance forwards. Starting June 26, you will have a new link in AccessPlus (under the uBusiness tab) called "KFS". This will be the "Go Live!" environment where you will start entering transactions for FY14. Although you are not yet able to create FY14 transactions, feel free to "wander around" in the system. Please also review the roles and delegations on your accounts. If you need any changes to this information, please contact Kathy Dobbs.

  • Tip #16: Allowing Pop-Ups in KFS

    June 25, 2013 ▪ Magann Orth

    In order to use KFS, you will need to enable pop-ups in your browser. Use this helpful guide if you are unable to view KFS at your computer: Allowing Pop-Ups in KFS.

  • Tip #15: Using Internet Explorer with eData?

    June 25, 2013 ▪ Magann Orth

    If you are using Internet Explorer with eData [PDF], some additional configuration steps may be required. Following the steps in the linked quick reference guide will allow you to use Internet Explorer with eData [PDF].

  • Tip #14: Identify Which Lines on a Transaction are Yours

    May 15, 2013 ▪ Kathy Dobbs

    A KFS eDoc will route to all Fiscal Officers on the accounts used on that eDoc. If I receive a document to approve with 50 accounts on it, how would I know which accounts are mine?

    Only the lines using accounts for which you are the Fiscal Officer would be editable by you, so it will be easy to scroll down and identify your transactions. Editable lines have boxes for data entry while non-editable lines do not.

  • Tip #13: VOucher on PO Does not Change

    April 1, 2013 ▪ Kathy Dobbs

    The KFS Disbursement Voucher and Simple Disbursement Voucher will replace the current Honoraria and Regular Vouchers. The existing VOucher on PO that is used to make payment on Purchase Orders will continue after go-live. All existing procurement rules and requirements, as well as documentation required to make payments, will continue next year.

  • Tip #12: Best Practice for the General Error Correction (GEC)

    March 21, 2013 ▪ Kathy Dobbs

    Best practice for the General Error Correction (GEC) is to include the Original Transaction Date plus the Description from the transaction being corrected in both the Original Transaction Date (From side of the entry) and the Line Description (To side of the entry). This will allow you to see this information along with the original Doc Number and Origination Code on both sides of the GEC transaction in eData. This will help you match it back to the original transaction that you are correcting.

  • Tip #11: Balances in Section-Projects in KFS?

    February 9, 2013 ▪ Kathy Dobbs

    Ending FY13 balances in all accounts and section-projects will be loaded into KFS as the beginning balances for the system. In addition, all active section-projects, even those without a balance, will be loaded into KFS as active sub-accounts (new term for section-projects). Accordingly, users should review section-projects between now and year-end and inactivate any that will not be needed in the future.

  • Tip #10: Images Available in eData Transaction Detail

    November 19, 2012 ▪ Kathy Dobbs

    In the eData Transaction Detail report, you can now drill into images of the attachments to the VO and Disbursement Voucher edocs as well as most of the intramurals that are currently available in WebFM. Addition of other current WebFM images such as P-card transactions and Purchase Orders is currently in development.

  • Tip #9: Take a Tour of Proposal and Award Reports

    November 1, 2012 ▪ Lynn Reed

    Sign up for a monthly demo of the new proposal and award reports. These reports will be available through eData after July 1, 2013. Three years (FY11, 12, and 13) historical data will be available, plus new data. Contact Lynn Reed if interested.

  • Tip #8: View Multiple Accounts at One Time

    October 15, 2012 ▪ Kathy Dobbs

    Currently, only one account at a time can be viewed on the Sponsored Programs Financial Report in WebFM. In eData, you can view multiple accounts on a single report enabling the management of multi-account awards do be done more efficiently.

  • Tip #7: Download Flexibility with eData

    September 11, 2012 ▪ Kathy Dobbs

    Currently WebFM enables the download of transactions to Excel one account at a time. With eData, transactions for multiple accounts can be downloaded from a single report. Accounts can be chosen for the report individually, or by selecting all accounts for a given department or unit.

  • Tip #6: Improved Routing with edocs

    August 13, 2012 ▪ Kathy Dobbs

    All transactions created in KFS are called edocs. These edocs route to the Fiscal Officers of all the accounts on the transaction, not just the department creating the transaction, as is done in the existing system. This will eliminate the surprises that sometimes occur today when Correction Vouchers or Transfers impact accounts in different areas. Note: One exception to this is the Service Billing (equivalent of the current intramural) that will not route.

  • Tip #5: What's the difference between KFS, KC, eData, and Cognos?

    July 23, 2012 ▪ Kathy Dobbs

    Financial transactions are created and stored in KFS (Kuali Financial System). Research proposal and award information is created and stored in KC (Kuali Coeus). Data from those two systems is fed to eData, which is ISU's data warehouse where it is changed into a format optimal for reporting. Cognos is the tool that ISU uses for creating reports from eData.

  • Tip #4: Your Job Is Not Changing

    June 29, 2012 ▪ Kathy Dobbs

    Your job is not changing; the way you currently enter and process financial transactions may be. Check out the comparison of how your everyday tasks will be done once KFS goes live on July 1, 2013. How will your job change with KFS? [PDF]

  • Tip #3: Account Numbers Are Not Changing

    June 12, 2012 ▪ Kathy Dobbs

    You may have heard that we are no longer using the current account numbering scheme. Kuali does not rely on embedded intelligence in a numbering scheme but rather establishes attributes to account numbers. That doesn't mean the account numbers are changing, but it does add a better means to improve reporting and analysis. We will continue to use the current numbering patterns as long as available account numbers exist, since users find value in having recognizable numbers.

    For example: currently the fourth and fifth digits of 701-05-01 and 704-23-01 identify these accounts as Vet Med since the 05 and 23 numbers mean Vet Med in the accounting system. In this system, the 05, 23, and other digit combinations meaning Vet Med must be summed to get total Vet Med activity. In KFS, a single attribute called Organization Code, with the value for Vet Med, can be used to aggregate the accounts for reports.

  • Tip #2: Labor Reports

    May 15, 2012 ▪ Kathy Dobbs

    Use of the Kuali Financial System (KFS) will enable ISU users to create reports of salaries and benefits by person by account. This level of detail does not exist in our current accounting system and fulfills a need frequently expressed by campus users.

  • Tip #1: Object Codes Instead of Class Codes

    April 25, 2012 ▪ Kathy Dobbs

    Instead of (~1,500) class codes, there will be (~350) object codes. Users can choose to create sub object codes in order to meet their own reporting needs if greater detail is desired. Class to Object Code Crosswalk [XLSX]