KFS: Purchasing System - Colorado State University

KFS: Purchasing System - Colorado State University

KFS: Purchasing System KFS Shop Catalogs Shop Catalogs Training

Profile Set up Catalog Searching Hosted and Punch-out Cart Return information

Population of KFS requisition (Route log,Qnty,Description) Submission of Doc for Approval (route log) PO History look up The KFS PURAP Module (Purchasing/Accounts Payable) is located on the Main Menu page. User

can select Requisition or Shop Catalogs to begin the requisition. When Clicking on Shop Catalog, the user will be directed to the Shop Catalogs environment to shop and purchase supplies. When shopping is complete, the cart is returned to Kuali as a requisition and information is auto populated into the requisition. User is still required to input accounting

information. KFS Shop Catalogs Shop Catalog Suppliers

Hosted Catalogs Punch-out Catalogs Airgas Intermountain

Apple Computer Bio Express Corp

Agilent Ebiosciences Bio-Rad Laboratories

Fisher Scientific B &H Photo

Life Science Products (Colorado) CDWG Interline Brands (Northern Colo Paper)

Gov. Connection OfficeMax Workplace Interiors

CCi Source Office Products CSU Bookstore

VWR International Dell Marketing Fisher Scientific

Fort Collins Winlectric Grainger, Inc. Zunesis (HP Reseller) Hughes Supply Life Technologies

MWI Veterinary Supply MSC Industrial Office Max OfficeScapes Qiagen Inc.

Sigma Aldrich VWR International Workplace Resource KFS Shop Catalogs

Profile Setup Click on your name and then click on View My Profile Click on Default User Settings

and then Default Addresses Click on Select Addresses for Profile Enter your 4-digit campus delivery code in the Nickname/Address Text Box and then click Search

Click the radio button next to the correct address Enter your building name, room number and department name in the appropriate boxes. To select this as your default address, click the box. Click Save upon completion.

The address will appear in the Shipping Addresses box. Follow these steps to create multiple shipping addresses for your profile. KFS Shop Catalogs

Hosted Catalog Searching Users can do simple searches in the search field for hosted catalogs. Click Go. Shop Catalogs will perform a search and return results based on keyword beaker. The result will

include vendors, category, and manufacturer. If part number is known, input the part number in the search engine. Click Go. The search result will filter to known part numbers from the hosted catalog vendors.

Once item has been found, click on order from supplier. User can Proceed to Checkout and complete shopping or continue shopping.

KFS Shop Catalogs Punch-out Catalogs Punch-out Catalogs are listed on the Shop Catalogs Main page. User can click on the vendor logo to go to supplier website to shop.

Once user clicks on the vendor logo User is placed within the supplier website to shop. User has same shopping experience as they would in a regular ecommerce site.

User searches for product listed in the catalog. Once item is found, user updates quantity and adds to cart.

When shopping is complete click checkout. Cart is returned from suppliers website. User may proceed to checkout or click on modify to change. KFS Shop Catalogs

Checkout Process/KFS Requisition When completing the checkout process in Shop Catalogs, information stored as a default (shipping address) will auto populate and will allow user a chance to review their cart before submittal to KFS. User will click on Submit Cart to Kuali to populate requisition in KFS.

The KFS requisition will auto populate all of the required fields except accounting information. User will input account number, object code and percent and click add to save accounting information. Click + to save

accounting information Once accounting information has been saved, click on submit at bottom of page to forward requisition for account approval and additional approval workflow.

Users can review route log to track what approvals are necessary before a purchase order is created and sent to vendor. Non-Catalog Requisitions No Quantity and Quantity Requisitions

No Quantity Requisitions

No Quantity requisitions are used for open and service purchase orders Receiving is not required Multiple payments can be made

Click here to start the process of creating a requisition Upon entering the requisition, a document and

requisition number are created. Make note of the document number for searching later. This is a required field for all requisitions. For requisitions over $10,000, the description will be

changed to reflect the last name of the Purchasing Agents assigned the requisition. The first time you create a requisition, you will need to set your default final delivery address. To do so, click on the magnifying glass next to

Building. This is the screen you will get after clicking on the magnifying glass. Enter your building name using asterisk on both sides of the

building name. In Kuali, less is more. For example, enter *Howes* instead of Howes Street Business Center and click search. Click return value.

Enter your room number and click set as default building. You will not need to set your default address again.

Search for a vendor by clicking on the magnifying glass. For best results, use an asterisk before and after the vendor name. After inputting the vendors name, click search.

Click return value to select your vendor. If you do not see the address you need, click on the magnifying glass.

After clicking on the magnifying glass, this is what you will see if there are multiple addresses for a vendor. Click return value on the address you need. This should be the purchase order address versus the remit address.

This is the vendor with the correct address. No Quantity requisitions are used for open and service purchase orders. Do not input anything in the quantity, UOM, catalog # or commodity code boxes.

Input a thorough description, the unit cost and click the add button. The description cannot be longer than 254 characters. To add accounting at the line, click the show button.

Input your account number, object code, percent or dollar amount and click the add button. If you are using percentages, be sure they add up to 100. To input additional accounting lines, use the top line and repeat the steps on the previous slide.

This is where you can add a quote or note for the vendor or Purchasing Agent. A note must be entered anytime an attachment is added to a requisition. To attach a file, click on choose file and go to the location of where the file is saved. If you want a note or quote to be sent to the vendor, select yes from the drop down menu. The note will accompany the attachment to the vendor.

To see the workflow approvals for your requisition, click the arrow button under the route log tab. Click the submit button to start the workflow approval process for your document.

If your document was not successfully submitted, you will receive a red error message. The errors that need your attention will be marked in red. The errors will need to be corrected before you can resubmit.

Quantity Requisitions

Quantity requisitions are to be used for goods only You must line out each item as it appears on your quote

Receiving is required Multiple payments can be made when partial shipments are received Upon entering the requisition, a document and

requisition number are created. Make note of the document number for searching later. This is a required field for all requisitions. For requisitions over $10,000, the description will be changed to reflect the

last name of the Purchasing Agents assigned the requisition. The first time you create a requisition, you will need to set your default final delivery address. To do so, click on the magnifying glass next to Building.

This is the screen you will get after clicking on the magnifying glass. Enter your building name using an asterisk on both sides of the building name. In Kuali, less is more. For example, enter *Howes* instead of Howes Street Business Center and

click search. Click return value. Enter your room number and click set as default building.

You will not need to set your default address again. Search for a vendor by clicking on the magnifying

glass. For best results, use an asterisk before and after the vendor name. After inputting the vendors name, click search.

Click return value to select your vendor. If you do not see the address you need, click on the magnifying glass.

After clicking on the magnifying glass, this is what you will see if there are multiple addresses for a vendor. Click return value on the address you need. This should be the purchase order address versus the remit address.

This is the vendor with the correct address. You must input a quantity, UOM, description, unit cost and then click add. If you do not know the UOM, click on the magnifying glass in the UOM box.

This is the screen you will see after you click on the magnifying glass in the UOM box. Enter the unit of measure using an asterisk on both sides of the measurement and click search. The search will

populate values, click return value next to the correct unit of measure. For header funding that will be applied to all lines of the requisition, click the setup distribution button. For funding at the line, click the

show button next to Accounting Lines. You will need to do this for each line of the requisition for line item funding. After clicking setup distribution, Accounting Lines will appear. Enter the account number, object code, percent or dollar amount and click add. You can add multiple header accounting

lines but the percent must be equal 100. Click distribute to items when you have added all of your header funding accounting lines. This message will appear after clicking on distribute to items. You will not get this

message with funding at the line. This is where you can add a quote or note for the vendor or Purchasing Agent. A note must be entered anytime an attachment is added to a requisition. To attach a file, click on Browse and go to the location of where the file is saved. If you want a note or quote to be sent to the vendor, select

yes from the drop down menu. The note will accompany the attachment to the vendor. To see the workflow approvals for your requisition, click the open button on the Route Log tab.

Click the submit button to start the workflow approval process for your document. If your document was not successfully submitted, you will receive a red error message. The errors that need your attention will be marked in red. The errors will need to be

corrected before you can resubmit. Importing Quotes Requisitions Quote must be a CSV file.

CSV Import Parameters Note: 1. Be sure CSV file is setup in the format above.

2. Leave the Commodity Code column blank in your CSV file. 3. Do not use dollar sign in Unit Cost field. 4. Remove row with descriptors (i.e., Quantity, UOM, Catalog #, etc.) before uploading Complete the Document overview, Delivery, and

Vendor tabs like any other requisition. To import your quote, click import lines. Click choose file, locate the document on your computer , and then click add. This will import your

itemized quote into the requisition. Fiscal Year Requisitions Between April and June, Initiators need

to select the appropriate fiscal year. Otherwise, the fiscal year will default to the current one. Follow the steps for either a no quantity or quantity requisition.

Data Entry Fields to Avoid in the Requisition Do not include information in the Delivery Instructions field as this information will not appear

on the face of the Purchase Order for a vendor to view. Any instructions to a vendor should be included in the Notes and Attachments area towards the bottom of the Requisition. Including information in the Additional Suggested Vendor Names will cause the requisition to enter an error queue

Selecting the Restricted field will cause the requisition to enter an error queue Using the PO Total Cannot Exceed field will cause the requisition to enter an error queue

Document Approval Limits Department Approvals <=$1000 Fiscal Officer

Department (Doc. Types: AV, BA, DI, GEC, Encumbrance, TF) $100.01-$9999.99 Fiscal Officer Department (organizations-ORG)

(Doc. Type: DV, IB, IO, REQ, WOA) >=$10,000 Fiscal Officer Department (organizations-ORG)

Dean/VP Your PR may require additional approvals (i.e., Separation of Duties, Animal Purchase Review, Property, etc.) before it routes to Procurement. For assistance:

Lynette Brink 491-5105 [email protected]

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