KUALI
CAPITAL ASSET
MANAGEMENT (CAM)
FINANCIAL DOCUMENTS
Business and Financial Services, Property Management
Presenters: Genevra Scott and Debra Ellison
AGENDA
• Lookup and Maintenance
• Asset Payment Lookup
• Requisition Document
• Tabs
• Capital Asset Tab
• Individual Asset
• Multiple Systems
• One System
• General Error Correction Document
• Create an Asset
• Modify an Asset
Sign on to the Computer
USC training room 101
Sign into the computer with: user id:_islab and password: TrainingIsFun!
Sign on to the Training Site
LINK: CSU CAP (CAMPUS ADMINISTRATION PORTAL)
HTTP://PADRONI.IS.COLOSTATE.EDU:7778/PORTAL/PAGE/PORTAL/CAPQA
• Sign into CAP with your EID
and password
• Non-production Applications:
Training Kuali Financial System
(KFS)
• Choose your campus
LOOKUP AND MAINTENANCE
ASSET PAYMENT LOOKUP
• From the Lookup and Maintenance box on the Main
Menu of Kuali, select the Asset Payment option to
lookup financial transactions associated with an asset
Search options
include:
• Purchase Order
Number
• Account
Number
• Object Code
• And more…
Enter your
search
criteria
then click
search
You will see the following result:
THIS ASSET HAS TWO FINANCIAL TRANSACTIONS POSTED TO IT.
From a quick glance the user can see the account number, object code, purchase order
number, document number, document type, posting date and amount.
EXERCISES
• Lookup what account(s) were used to purchase an
asset from PO 413607?
• How much did each account pay?
• How many “Active” assets were purchased on account
1356620?
• How many assets did Department 6030 purchase from
(in service dates) 09/01/2014 to 09/05/2014?
ANSWERS
1) 5378110-8240 & 1313478-8210
2) $12,836.62 (53) & $371.14 (13)
3) 3 (active/watch for duplicate asset numbers)
4) 6 (watch for duplicate asset numbers)
REQUISITION
COLLAPSE ALL BUTTON
THE “DOCUMENT OVERVIEW” TAB IS THE EXPLANATION OF YOUR DOCUMENT, IT
INFORMS OTHERS IN THE ROUTE LOG WHAT YOU ARE REQUESTING.
DELIVERY TAB
The Delivery Tab states where to deliver the item.
VENDOR TAB
The Vendor Tab is the seller.
ITEMS TAB
The Items Tab should be lined out to match the quote.
Example 1:
Line 1 has a capital object code. Lines 2, 3 and 4 have non-cap
object codes because maintenance and training are not included
in the cost of a capital asset.
Example 2:
UNIT COST: (L#3) $32,285.00 + (L#4) $2,741.14 = $35,026.14 (CAP as ONE ASSET)
UNIT COST: (L#1) $1,432.13 + (L#2) $303.00 = $1,735.13 EA (NON-CAP)
OR
EXTENDED COST: $14,321.30 (L#1) + $3,030.00 (L#2) = $17,351.30/10 ASSETS
= $1,735.13 EA (NON-CAP)
CAPITAL ASSET TAB
The Capital Asset Tab will need
to be completed when capital
object codes are used in the line
items.
• Capital Asset System Type
• Individual Assets is used when none of the lines on the requisition will
be combined with any other line. Any lines using a capital object code
will create an individual asset based on the quantity ordered on that
line. (each line item stands-alone)
• Multiple Systems is used when you have mixed object codes (capital
and non-capital). Capital line items will be combined in different ways
to create multiple assets with different costs. It is also used when
modifying an existing asset or when combining multiple requisitions for
a purchase. (any combination of lines)
• One System is used when you are combining all of the lines together
to make an asset or identical assets with identical costs. All lines must
have a capital object code. (all lines combined as one)
• Capital Asset System State
• Modify Existing System (adding to a current asset)
• New System (create a new capital asset)
INDIVIDUAL ASSETS
This is what your items tab will look like:
Notice the object codes for maintenance and training are non-cap,
because they are not included in the cost of a capital asset.
INDIVIDUAL ASSETS
INDIVIDUAL ASSETS
THIS IS WHAT YOUR CAPITAL ASSET TAB WILL LOOK LIKE:
MULTIPLE SYSTEMS
This is what your items tab will look like:
MULTIPLE SYSTEMS
This is what your Capital Asset Tab will look like:
MULTIPLE SYSTEMS (MODIFY
EXISTING)
This is what your items tab will look like:
MULTIPLE SYSTEMS (MODIFY EXISTING)
This is what your Capital Asset Tab will look like:
ONE SYSTEM
This is what your items tab look like:
ONE SYSTEM
This is what your Capital Asset Tab will look like:
TIPS
Individual Assets is used when none of the lines will be combined in any manner. So, if
shipping costs should be capitalized with another line item, do not use Individual Assets.
The requisition can have mixed object codes, however, any items with a capital object
code should cost $5,000.00 or more and will get its own decal.
Multiple Assets is used when line items do not meet One System (all lines are combined)
or Individual Assets (each line is treated separately) definitions. The requisition can have
mixed object codes or not. However, there is some type of combination involved.
Multiple Assets is used when selecting Modify Existing or when combining a requisition
with another requisition.
Multiple Assets does not ask for Manufacturer, Model Number or Asset Type so it is
important to describe how the lines will be combined in the Capital Asset Note Text and
how many assets are being purchased. It is also important to list the asset description(s).
One System should only be used if all of the lines have a capital asset object code and
are being combined to create a system or systems. If the requisition has mixed capital
and non-capital object codes, do not use One System.
ADDITIONAL INSTITUTIONAL
INFORMATION TAB
NOTES AND
ATTACHMENTS TAB
EXERCISE
Create a requisition and complete the capital asset tab for the following
order (create 2 assets, use your department address and C and B
Plumbing as the vendor):
ANSWER
GENERAL ERROR
CORRECTION DOC
* Changing object codes from non-capital to capital.
(Create Asset or Modify Existing)
* Changing object codes from capital to non-capital.
(Modify Existing)
GEC
COLLAPSE ALL
DOCUMENT OVERVIEW
TAB
ACCOUNTING LINES
After the accounting lines have been added, in order to process the
accounting lines for capitalization click on “select line” and then
select either “Distribute cost evenly” or “Distribute cost by amount.”
If there is an existing active asset click on “modify
asset.” If there isn’t an existing asset click on
“create asset.”
CREATING AN ASSET
Enter the Asset Quantity, Asset Type, Vendor Name, Manufacturer, Model,
Asset Description then click on “add tag/location”.
Next enter the tag/decal number (if you have one), Serial Number
(if you have one), Campus Code, Building Code and Room
Number. Click on “redistribute total amount,” and then the
document can be submitted.
MODIFY ASSET
Enter the Asset Number (you can do a search). Then click on “redistribute
total amount”, and then the document can be submitted.
EXERCISES
• Do a GEC to move $995.00 from 1478120-8210 TO
2224600-8210; modify asset 507394, Purchase Order
number 436626.
• Do a GEC to create an asset. Cap WIP 8832120; From
5332120-6224 To 5332120-8240; amount “$23,000.00;
quantity “1”; asset type code “50735SI”; vendor “C S U
fabrication”; manufacturer “LOCAL FAB”; model
“CUSTOM”; decal 324223; MC; building “1101”; room
“B312”; description “LASER”.
ANSWERS
ANSWERS
ANSWERS
ANSWERS
FORMS
REPORTS
TRAINING
REFERENCE
Thank you for watching this presentation by the Property Management Office
491-2040 Genevra Scott – Administrator / Accounting
491- 2270 Debra Ellison – Admin Asst / Acct Tech III
491-6513 Linda Brucker – Lease / Accounting
491-1358 Mack Freestone – Inventory Specialist / Data Entry
491-1045 Rachel Drenth – Inventory Specialist / Data Entry
We are available to help
Capital Asset Management
(CAM) Financial Documents