Kuali Financial System

Requisition Special Circumstances

Saving Account Entry Time with the Setup Distribution Functionality

If you are processing a multiple line item Requisition where the same account(s) will be used for each item, you can use the Setup Distribution button in the Items section to save time!  For example, if there are 10 line items where the same account is being used for each item, KFS allows you to apply the information to all the line items at one time rather than entering the information individually to each line item. The steps below describe how to distribute this information.

The Setup Distribution button only applies the account information to the line items where there are no accounts already assigned. This process does not replace the accounts that have already been set up for individual line items. The Setup Distribution button also applies the account information to the Additional Charges section of the Items section.

One way to use the Setup Distribution button is as follows:

1.  In the Items section, add each of the items first without entering the account information for those line items.  Enter any additional charges in the Additional Charges section without completing the account information.

2.  Towards the top of the Items section, click the Setup Distribution button:

set up accounts

3.  An Accounting Lines section will open up on the screen:

accounting lines

4.  Enter the desired chart, account, and percent that the account(s) should be applied to the items on the Requisition.  If only one account will be applied to each item, 100 should be indicated in the Percent field.

5.  Click the Add button at the end of the accounting line to validate the accounting information:

add button

6.  If necessary, you can enter an additional account and repeat the process until all the necessary accounts are indicated.  All the accounting lines should total 100 percent when you have completed the distribution.

7.  Click the Distribute to Items button to apply the account(s) to all item lines that do not already have an accounting distribution specified:

distribute items

Pre-Purchase Interface

The initiator of the document in the Pre-Purchase system will receive a SAVED Requisition document in their KFS Action List; a system note will be automatically added to the document indicating it originated from the Pre-Purchase system; pre-purchase document number will appear in the Description field of the Requisition document. Clicking SUBMIT will process the Requisition document through regular KFS routing.

Special Purchasing Situation: Purchasing Cell Phone Where Tax ONLY is Being Charged

If processing a Requisition for a cell phone purchase where only the tax is being paid on the phone, please follow these instructions in order to ensure that the tax amount correctly calculates on your document.

  1. In the Items tab, enter commodity code 43191501, and enter the pre-tax dollar amount of the phone. For example, if the phone pre-tax amount is $400, enter $400 in the Unit Cost field. Be sure to click the Add button, and complete the accounting line for the item.
  2. In the Additional Charges section, Full Order Discount field (Description), enter the business reason for the discount, such as "Free phone being provided; tax only being paid." In the Extended Cost field, enter the pre-tax amount of the phone in the Full Order Discount field as a NEGATIVE dollar amount; for example, -400.00.
  3. When you click the Calculate button at the bottom of the document, or at the bottom of the Additional Charges section, the system will only calculate the tax amount for the original cost of the phone.

NOTE: Communications Resources is the preferred source for cell phone purchases and service.

Travel Expenses For a Vendor Providing Services

Do you have an independent contractor, consultant, or other vendor providing services who will be billing a component for travel expenses? The proper way to handle it is to add a line to your Requisition (REQS) or Purchase Agreement (PA), using the same commodity code you are using for the service itself, and enter a description indicating that the line item is for travel expenses. This will ensure that all expenses associated with that service get reported appropriately as part of that service. AggieTravel is generally used for employee reimbursements for travel and entertainment, and the TEV or EEV payment reason code on the Disbursement Voucher (DV) can be used for similar expenses paid directly to a vendor (e.g., paying a hotel directly for a conference fee, rather than reimbursing an employee). But, when paying a vendor for general services which includes some component of travel, it is best done on a Requisition (REQS) and paid through the Payment Request (PREQ).

AT&T Agreements: Which One to Use?

There are two active AT&T agreements in KFS: Purchase Agreement numbers A14176 and A10509.  How do you know which one to cite on your  Requisition document?

  • A14176 is the State of California CALNET agreement with AT&T and should be used for paying AT&T invoices for local, long distance and data services that contain the term “CALNET” on the invoice. This is the agreement most commonly used by departments. 
  • If the AT&T  invoices you will be processing are for Wireless services or do not reference the CALNET agreement on the invoice,  Purchase Agreement A10509 should be cited on your Requisition

 Questions should be directed to Michael Morgan (mamorgan@ucdavis.edu) in Contracting Services.

You can also pay for telephone bills using the Procurement Card or a Disbursement Voucher document using the Payment Reason Code of COM.

NOTE: Communications Resources is the preferred source for cell phone purchases and service.

Reimbursements ("Confirming Orders")

Most reimbursements are processed on the Disbursement Voucher document.  There are some exceptions, as noted on the Reimbursements information page.

Supplemental content

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