KUALICAPITAL ASSET MANAGEMENT

(CAM)

Business and Financial Services, Property Management

Kuali CAM Presenters:

Genevra Scott 491-2040Rachel Drenth 491-1045

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)

DEFINITIONS - GENERAL

• CAP: Campus Administrative Portal• KFS: Kuali Financial 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

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

• 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

DEFINITIONS – CAPITAL ASSET DOCUMENT

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.

CAP MAIN PAGE

ASSET LOOKUP

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

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 *

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:

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.

Put in Surplus Dept. Account # 2288400 and the Asset Condition

ASSET EDIT – Asset Detail Information

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.

Asset Edit documents can be used to change location or the Asset Representative the asset is assigned to.

ASSET EDIT – Asset Location Tab

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.

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.

REQUISITION – CAPITAL ASSET TAB

Items Ordered, Object Codes and Costs

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.

REQUISITION – CAPITAL ASSET TAB

One System: ALL lines are combined.

REQUISITION – CAPITAL ASSET TAB

Multiple Systems: SOME lines combined OR Modify Existing asset.

REQUISITION – CAPITAL ASSET TAB

Individual Assets: NO lines are combined.

REQUISITION – CAPITAL ASSET TAB

Modify Existing System: Adding To, Enhancing or Significantly Extending the Life of an asset.

REQUISITION – CAPITAL ASSET TAB

First you will need to click on General Error Correction found on the Main Menu Screen.

GENERAL ERROR CORRECTION (GEC)

GENERAL ERROR CORRECTION (GEC)

• These are the tabs that make up the General Error Correction document.

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.

GENERAL ERROR CORRECTION (GEC)

After you enter the Accounting Lines you will enter the Capital Edit information. If an asset already exists, enter the Asset Number.

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.

GENERAL ERROR CORRECTION (GEC) – CAPITAL EDIT TAB

THANK YOU!

Please fill out the evaluation forms, we appreciate your feedback.

Business & Financial Services – Property Management

Genevra Scott 491-2040Debra Ellison 491-2270Rachel Drenth 491-1045Mack Freestone 491-1358