Frequently Asked Questions (FAQ) from technical staff to help understand how to migrate applications to Kuali and related items
1) How should recharges work within Kuali? What is the KFS equivalent of "sub 09" transaction on specific account/fund today?
You will be feeding recharge transactions, we provided the Origin Code (source system code), Doc Type (equivalent to type entry) for each feeder system in the orientation meeting. The account fund will be crosswalked using our crosswalk table. Sub 09 object codes will be crosswalked on the object code crosswalk. If the users prefer to post on-line, you can use IB and SB documents.
2) How do we determine whether the KFS equivalent of "fund" is rechargeable?
If the user is using the IB document on-line, this is enforced by FUND_GROUPS (grouping of sub-funds) or SUB_FUND_GROUPS (grouping of funds) parameter and we will set up the values. However, this business rule is enforced only on the document. Feeder system will have to enforce the same business rule -- validate against SUB_FUND_GROUP or FUND_GROUP.
3) How do we determine the "overhead" rate and whether there are any restrictions on how money's can be spent on a KFS account or "fund" equivalent?
Subs will be equivalent to the Object Code Consolidation Code so you will be able to identify object codes for Sub 09. The Internal Billing document (equivalent of our type entry 53) has several parameters to
restrict the use of accounts and object codes. You can restrict them by Fund Group, Sub-Fund, Object Type, Object Level, and Object Sub-Type. We have not met with Financial Transactions team to determine which parameter(s) we are going to use to restrict the use of accounting lines.
KFS will determine and calculate any necessary overhead rate. Overhead rates are set up in using the Overhead Rate document and then assigned to Object Codes and Accounts.
4) Some of our recharge programs distinguish between the state fund 19900 and the UCIMC state fund. How should we distinguish UCI from UCIMC state funds going forward?
Med Center will have its own charts and their funds are easily identified based on the chart code.
5) How do we detect contract and grants funds? How do we determine whether the KFS equivalent of "fund" is valid if we don't use the entire FAU DWH API call? Is there an equivalent of fund end dates
KFS distinguishes C&G accounts by Fund Group or Sub-Fund Group (campus choice). We will be able to know fund/sub-fund based on the account number passed from the external system. We have an account expiration date and continuation account feature in KFS for C&G.
6) The Reference field is parsed by many applications for more information. For example, it stores part of the Purchase Order number or could store a student id. How is the Reference field in Kuali going to translate the legacy Reference?
Org Document number field and Org Ref ID fields are for departments to use. KFS Purchase Order number is automatically stored in FDOC_REF_NBR field across REQS (Requisition), PO (PO), CM (Vendor Credit Memo), and PREQ (payment request) transactions.
7) How is the Partial/Full flag on an encumbrance handled in Kuali?
We do not have Partial or Full flag in the encumbrance transactions themselves. You will just pass the amount you are encumbering or disencumbering and the Open Encumbrance Table will track the open and closed amount. In the PURAP Invoice Document, however, you can designate the FINAL payment, that will disencumber the remaining encumbrance.
8) How KFS different in its handling fiscal year end closing? How are carry forwards handled? How do you run the trial balances of the accounting processes?
We don't anticipate any significant difference from the way we currently handle fiscal year end closing, but more testing is needed. How we handle carry forwards are yet to be determined.
9) Who will be the system of record on the UCOP funds for PBS/FMW reporting?
UCOP Funds will be managed within KFS and copied to FMW. The auditors look to KFS for this information.
10) What are the data synchronization interfaces between FMW and Kuali FS supposed to look like?
We don't know anything about FMW but I'd imagine that it will be just like any other feeder system, where FMW will be feeding base or revised budget. You will probably compare the balance table balances for BB (Base Budget) or CB (Current Balance) balance type on a regular basis.
11) Since the gl would have all transactions would the customer be able to get their invoices directly from kuali? That way we can eliminate our
whole invoice generation processes and possibly the Financial Report. We have invoice generation processes for charges coming from FACSERV, utilities and Fleet Billing. If kuali has a centralized piece to generate/view invoices that would be a big help.
We need to discuss this further. Are you wanting to just retrieve GL entries generated off invoices (not the invoice information itself)? If so, the answer is yes. However, any detailed invoice information will not be present, unless you generate your own invoice within KFS.
When you say "Invoice," that is invoices for recharges, right? (In KFS accounts receivables, invoices are usually generated for external customers, not for recharge purposes). Lets talk some more about your needs. I feel that UCI definition of invoice is rather different from the norma invoices. If invoices are something you are just explaining the recharge details, then you can just pass that information through the <detail> element of XML.
We are working on a new screen which will show this detail for our users. Systems could feed the detail to KFS and KFS will allow users to view the details in the system. This could eliminate feeder systems "invoice" report generation.