Using expired accounts on CAB transactions

[Tammy-Lu Vandevender]

Hi All,

In KFS4 we were able to use expired accounts when creating assets from the CAB GL/AP transactions.  We were not able to use expired accounts if using the Asset Global (Add).

In KFS6 we are not able to use expired accounts and get the Invalid Organization Account error.

We want to use the expired account from the originating transaction(s) since the Initiator and approvers indicated it was OK and either overrode the expired account validation or the account expired after the transaction was final and before the asset was processed in CAB.

Was there an edit added to KFS preventing the use of expired accounts?  I found KFSOLD-22207 that seemed to fix the error message for expired accounts.

How do other schools handle these situations?

thanks,

tammy

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Tammy Vandevender | Director | University of Hawaii System  |  Financial Management Office - Fiscal Services Office
1406 Lower Campus Road, Room 43 | Honolulu, HI  96822
phone: 808-956-0383 |  ta...@hawaii.edu

[Cathy Salino]

From our Capital Asset Expert:

 

I usually edit the account to remove the expiration date (temporarily), process the capitalization item and then edit the account again to reinstate the account expiration date.

 

Thanks,

Karen

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[Cathy Salino]

Another response from the Manager of the Cap Assets Group:

 

 

From: Nancy J. Abbott
Sent: Tuesday, April 17, 2018 10:22 AM
To: Cathy Salino <cc...@cornell.edu>
Cc: Karen Pappalardo <kp...@cornell.edu>
Subject: RE: [kfs.user.func] Using expired accounts on CAB transactions

 

Hi Cathy,

 

I believe Janet Strait created a jira at some point for this issue.  It should let us create the asset even if the account has expired.  The payment account should not have anything to do with creating the asset.  It creates additional work on our end for the expiration date on the account to be changed and then added back.  The expiration date is mostly used on sponsored awards. 

 

Nancy

[Tammy-Lu Vandevender]

Cathy,

Thanks for the responses.  It looks like this edit was added (or fixed?) some time after 4.1 since we were able to use the expired account on the asset before.

tammy

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[Kymber Taylor]

Hi - I can't tell, but it almost seems like it may have been a side affect of rice 2.0. I found this JIRA which indicates that new validations were added to the Asset global and some were fixed- perhaps the expired account edit was not fixed, perhaps it wasn't noticed at the time. It also feels like this is a bug based on the feedback and the fact that it was working before and then stopped without any apparent / obvious change to document it. 

https://jira.kuali.org/browse/KFSOLD-22586

Thanks, Kymber

Kymber Taylor  Financials Business Analyst 520-404-6442 kuali.co Best place to work 2016

[Tammy-Lu Vandevender]

Kymber,

Thanks.  I didn't see the JIRA you referenced.  That does seem to be the issue.  In the comments, Theresa mentioned she tested expired accounts and had to change the owner account.  We will try that work around.

tammy

[Nancy J. Abbott]

Hi all,

 

This always seems to be a problem in the GL queue because you do not have the opportunity to change the org owner account.  I would say that this is a bug since the payment has already been made.  This should not stop someone from creating the asset.

 

Nancy

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Tammy Vandevender | Director | University of Hawaii System  |  Financial Management Office - Fiscal Services Office
1406 Lower Campus Road, Room 43 | Honolulu, HI  96822
phone: 808-956-0383 |  ta...@hawaii.edu

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Kymber Taylor  Financials Business Analyst 520-404-6442 kuali.co Best place to work 2016

 

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Tammy Vandevender | Director | University of Hawaii System  |  Financial Management Office - Fiscal Services Office
1406 Lower Campus Road, Room 43 | Honolulu, HI  96822
phone: 808-956-0383 |  ta...@hawaii.edu

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