KUALI CAPITAL ASSET MANAGEMENT (CAM)

1. KUALI • CAPITAL ASSET MANAGEMENT • (CAM) • Business and Financial Services, Property Management

2. Kuali CAM Presenters: Genevra Scott 491-2040 Rachel Drenth 491-1045

3. Sign On to the Training Site • Link: CSU CAP (CAMPUS ADMINISTRATION PORTAL) http://padroni.is.colostate.edu:7778/portal/page/portal/CSUCAP • Non-production Applications: Training Kuali Financial System (KFS)

4. DEFINITIONS - GENERAL • CAP: Campus Administrative Portal • KFS: KualiFinancial System • CAM: Capital Asset Management • Organization Owner Organization Code: Department number • Organization Owner Account Number: The Departments default account number which assigns the Organization Owner Organization Code • Owner: The name of the agency or company who has title to the asset (CSU, FED, SPONSOR or CONDITIONAL) • Asset Type Code: Used to classify the type of assets by categories, it also assigns the depreciable life of the asset

5. DEFINITIONS - GENERAL • Government Tag number: Federally furnished assets with a government tracking number • Asset Representative Principal Name: (Responsible party) a person who regularly uses the equipment and has the best knowledge of its location • Payment: The Financial Transactions making up the dollar value of the asset • Asset Object Code: Used to classify the transaction and to identify asset categories such as moveable equipment, art, buildings. • ACTIVE: is an Asset currently in use and being tracked • RETIRED: is an asset no longer in use or below the $5000 threshold • WIP: Work In Progress indicates an ongoing project where assets are not yet fully paid

6. DEFINITIONS – CAPITAL ASSET DOCUMENT • One System: all line items will be combined to create an asset or you are ordering multiples of the same item (example:3 microscopes) • Multiple Systems: some line items will be combined to make one asset while others will create individual assets • Individual Asset: every line item will create an independent asset • Modify Existing System: any or all line items will be added to an existing asset • WIP: Work In Progress

7. TAG NUMBER VS. ASSET NUMBER • TAG NUMBER (DECAL): THE CSU TRACKING NUMBER ON THE BARCODE LABEL AFFIXED TO THE ASSET • ASSET NUMBER: A SYSTEM ASSIGNED UNIQUE IDENTIFIER FOR THE PROPERTY RECORD.

8. CAP MAIN PAGE

9. ASSET LOOKUP To go to the Asset Lookup Screen – Press the Asset button in the middle of the screen.

10. ASSET LOOKUP Any of these fields can be used to search for assets. To edit an asset click on edit after you have searched for an asset. Note: you must have the CAM Processor role in order to be able to make any changes to a capital asset. A = Active Assets Wild Card Search use *

11. ACTIONS • Whenever you look up an asset you have the ability to take certain actions depending on the asset. For example, a retired asset you can only view: • For an active asset you are able to edit or loan: • For an active asset that is already on loan you are able to edit, renew, or return:

12. ASSET EDIT These are the tabs that make up the Asset Record – Many fields in each of these tabs can be used to manage the asset. We have highlighted the Asset Detail Information as a good place to start.

13. ASSET EDIT – Asset Detail Information Put in Surplus Dept. Account # 2288400 and the Asset Condition A popular reason to use the Asset Edit doc is to transfer an asset to surplus. In order to change the Organization Owner Organization Code you must change the Organization Owner Account Number.

14. ASSET EDIT – Asset Location Tab Asset Edit documents can be used to change location or the Asset Representative the asset is assigned to.

15. ASSET PAYMENT LOOKUP To go to the Asset Payment Lookup– Press the Asset Payment button in the middle of the screen. This lookup will list all the financial transactions associated with the asset.

16. ASSET PAYMENT LOOKUP This asset had two financial transactions posted to it. Also notice the information on both the Asset and Asset Payment can be converted to a spreadsheet.

17. REQUISITION – CAPITAL ASSET TAB

18. REQUISITION – CAPITAL ASSET TAB Items Ordered, Object Codes and Costs

19. REQUISITION – CAPITAL ASSET TAB When you use a capital object code for an item, the document will require you to fill out the Capital Asset Tab where you have the ability to choose One System, Multiple Systems, or Individual Assets.

20. REQUISITION – CAPITAL ASSET TAB One System: ALL lines are combined.

21. REQUISITION – CAPITAL ASSET TAB Multiple Systems: SOME lines combined OR Modify Existing asset.

22. REQUISITION – CAPITAL ASSET TAB Individual Assets: NO lines are combined.

23. REQUISITION – CAPITAL ASSET TAB Modify Existing System: Adding To, Enhancing or Significantly Extending the Life of an asset.

24. GENERAL ERROR CORRECTION (GEC) First you will need to click on General Error Correction found on the Main Menu Screen.

25. GENERAL ERROR CORRECTION (GEC) • These are the tabs that make up the General Error Correction document.

26. GENERAL ERROR CORRECTION (GEC) You will see the following document where you will fill in the Description and Accounting Line information. You will need to click on “add” for each line entered.

27. GENERAL ERROR CORRECTION (GEC) – CAPITAL EDIT TAB After you enter the Accounting Lines you will enter the Capital Edit information. If an asset already exists, enter the Asset Number.

28. GENERAL ERROR CORRECTION (GEC) – CAPITAL EDIT TAB If there is no existing asset, you will complete the Create New Assets section. This is usually used for WIP’s (88 accounts) and Object Code corrections.

29. THANK YOU! Please fill out the evaluation forms, we appreciate your feedback. Business & Financial Services – Property Management Genevra Scott 491-2040 Debra Ellison 491-2270 Rachel Drenth 491-1045 Mack Freestone 491-1358