Kuali Financial Systems Training

1. Kuali Financial Systems Training Procurement Card eStatements Catherine Maddaford, Director of Training Office of the Comptroller

2. What’s New? Former Procedure Kuali eStatement American Express sends the billings electronically to Kuali and Kuali creates the monthly eStatement. Cardholder receives the eStatement in his/her action list in Kuali. Cardholder receives a notification email that there is an item in the action list. Cardholder uses the Kuali eStatement to enter the business purpose and attach receipts, and Kuali sends it to the supervisor. Supervisor receives a notification email, goes to action list, and approves the eStatement within Kuali. • Paper statement arrives in the mail from American Express. • Cardholder attaches receipts and writes in the business purpose for each transaction. • Cardholder’s supervisor signs the statement. • Statement is retained in files within the department. • Auditors come to department to audit statements when necessary.

3. Logging in From Email link Directly in the website Bookmark the website on your browser and go to the site. Pass the USCnet login page. Click on the action list to find your eStatement(s). You will have one eStatement per card. • Use the link in your email that will take you directly to the specific document/statement. • Pass the USCnet login page. • If you have more than one card, the link will take you only to one at a time.

4. Pass first through the USCnet authentication. Log in once with your USCnet ID and password. Stay logged in until you close your browser.

5. Test your USC Net login. Try logging in to webmail. If you can log in to USC Webmail, which uses the same USC Net ID and password as Kuali, then you know that you have the right user name and password for the USCnet login. This is not always the same as you are using to log in to your own computer network or your own email server, so you need to verify and test it by using the USC webmail. If it doesn’t work, then contact ITS customer support at: 213-740-5555.

6. Your Kuali email notification It comes from Kuali any time you have something in your action list that needs your attention. You will get this email when your eStatement is ready for you to view and process.

7. Cardholder’s Action List • Your action list is like your “inbox”. • If you have transactions in this period, you will have an eStatement in your action list to process. • If you have more than one Procurement Card, you will have one eStatement per card. • Once you complete and approve your eStatement, it will “disappear” from your action list. That means you are finished with processing your eStatement.

8. Optional Proxy for Cardholder • Cardholder can authorize an employee to serve as proxy for the cardholder. • Estatement is routed FIRST to the proxy. • Proxy loads receipts and enters the business purposes for the transactions. • Proxy approves the eStatement and it is then routed to the cardholder’s action list and email is sent. • Cardholder still must review and approve the eStatement AFTER the proxy. • The cardholder can make changes or return the eStatement to the proxy for changes. • Supervisor still approves the eStatement.

9. The Supervisor’s Action List • After the cardholder has processed and approved the eStatement, it will be routed automatically to the cardholder’s supervisor. • The supervisor will receive an automatic email, just like the cardholder did, that there is an item in the action list of the supervisor. • The cardholder does not need to notify the supervisor, since that is done by Kuali.

10. Finding your Action List • Click on the action list button beneath the tabs on the Kuali menu.

11. Sample Action List Click here on the underlined ID link to open your eStatement. This is your eStatement document ID number. It is helpful to jot that number down when you are first learning how to do this, so that you can search later and track how it proceeds through the routing.

12. Sample eStatement “edoc” • The “edoc” is the electronic document in Kuali. • In this case, the eStatement is your edoc.

13. Tabs on the edoc • Notice the tabs represent sections of the edoc, much like separate folders fanned out on a desk.

14. Terms in the edoc • The Inititator is KFS, “Kuali Financial System”. The data comes from American Express to Kuali, and Kuali creates the statement, therefore, it is the initiator of the edoc. The Status is Enroute, meaning it is routed to you for approval. • The default account and cardholder name appear in the Description area of the edoc. • The total of all transaction on the statement appears next to the description.

15. Printing a copy, before or after • If you wish to print a copy before you start or after you are finished, use the PDF button at the top of the statement. • You will be taken to a different screen to find the link to generate the PDF report.

16. PDF version of the eStatement • Follow the link to generate the report. • The report will look like a report, not like a screen print. • A printed copy is only for your convenience and is not required.

17. Transactions Tab • Your transactions are listed in the edoc with the transaction numbers. • The box next to the vendor is where you type in your business purpose. • The box will receive as much as you need to type, and will display all of the text when you view it later. • The P-card trans edoc number refers to the reallocation edoc. That is where the data is initially loaded before it comes to the eStatement. Your department may or may not reallocate transactions.

18. Receipts • Receipts need to be added for each transaction on your eStatement. • Receipts are added as attachments to the edoc, so they need to be either scanned from the paper copy, or a copy of the data file needs to be attached. • Smaller receipts can be taped to a single page before scanning. • Multiple receipts can be scanned into one or more files, but the files should not be too big – size limit is 10MB. • Too many pages for one attached file makes it difficult to view receipts later, so keep the attachments small enough to make it easy to review.

19. Allowed Formats - Attachments • Text files – .txt • Word files – .doc, NOT .docx • Use the compatibility format if you have Word 2007 or higher. • You can use save as to save a compatible copy. • PDF files • Web pages – .htm, .html • Excel files are NOT allowed. Print them to PDF or scan them if you wish to attach them. • Image files – .jpeg, .tif

20. Where to attach Receipts • Receipts are added at the bottom of the edoc, not next to the transaction. • The reference to receipts next to the transaction shows whether or not you or the reallocator has already attached a receipt.

21. Missing Receipts • Missing receipt button – use this only if you do not have a receipt and cannot get one. • The button will take you to the MRD form, which you must complete. • All MRD’s require SBO approval and the eStatement will be routed automatically to the SBO for approval.

22. Adding receipts – how to • Receipts must be associated with one or more transactions when you attach them. • Click on the transaction number, which refers to the transactions above on the eStatement. • You may click on more than one for the file that you are attaching, if that file contains receipts for more than one transaction. • Click on browse, and find the file on your computer that you wish to attach. When you click on the file name, it will appear in the box. • Click on the ADD button to complete the attachment process.

23. Other Attachments • Notes and attachments tab (tab beneath transactions notes and attachments.) • For attachments after the eStatement is in final status. • For attachments following audit questions. • For “found” receipts after an MRD was completed. • For items supporting purchases but not specifically a receipt, such as emails.

24. Save, save, save • As you are working, it is always good to save your work periodically. • There is a time-out in Kuali, and your network could also time you out, so it is best to save while you are working. • Saving your edoc will keep it in your action list and you can come back to work on it later. • It will not go to your supervisor until you hit the approve button.

25. Step by Step • Scan your receipts. • Save your receipts in a place on your computer or drive where you can easily find them. • Give the receipt files names that you can easily recognize when you are ready to attach them. • Input the business purpose for each transaction. • Add all receipts to the eStatement. • Save and review. • Correct any errors and save again. • Approve when you are finished. – DONE!

26. Supervisor Approval • The supervisor’s role is to review and either approve or send back the eStatement to the cardholder for modification. • The supervisor receives an action list item to approve the cardholder’s eStatement AFTER the cardholder has completed and approved it. • The supervisor can open and review the edoc, including the business purposes and the receipts. • The supervisor CANNOT change the business purpose or the receipts. • They can return it to the cardholder if they want something changed, and the cardholder can make the change, approve the edoc again, and it then goes back to the supervisor again. • When the supervisor is satisfied, he/she just clicks on approve to finish.

27. Email notifications • What triggers an email notification? • Any item in the action list that remains in the action list, waiting for you to do something. • Incomplete items that you have started and saved, but not approved. • When an edoc is returned to you, it goes back into your action list. • What does NOT trigger an email. • Your supervisor approves your eStatement. • If you want to see what has happened, do a document search for your eStatement and view the route log.

28. Optional – Ad Hoc Routing • Used to send the eStatement for review or approval to someone who is NOT in the normal route nodes. • Do NOT ad hoc route to your supervisor, because he/she is already in the normal route node. • Route options – approval, acknowledge, or FYI. • FYI will not hold up the approval sequence.

29. Route Log - Where is it going? • Use the route log tab to find where the edoc has been and where it is going next, as well as why you received it. • In action list – that is the person who currently needs to take action. • Pending/future actions – these are the people who will next receive it. • Route log appears on action list and when doing doc search.

30. Doc Search • Use to find edocs after they have left your action list. • Search by edoc number, or by description, and by start and end dates. • Use PCS as the type when searching by description. • Use CARDHOLDER NAME with wildcards “*” to find edocs by name.

31. Sample doc search Notice the type must be in caps and the name of the cardholder must be in caps. Use the calendar to be sure that the date is formatted correctly. The created from date must be on or prior to the date that Kuali loaded, or created, the eStatement.

32. More questions? • Refer to the complete Kuali eStatement manual for more detailed instructions and explanations. • Call Cathy at 213-821-1950, or email maddafor@usc.edu for help with the process or logging in. • Call Mary at 213-740-9793, or email at mewilson@usc.edu if you have problems with the card.