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Kuali@USC
Division of Financial and Business Services

Top 10 FAQs for Kuali and USC eMarket

Ever wondered which questions Kuali users ask most frequently when they call the ITS Customer Support Center? Well, wonder no more! Here are the Top 10 inquiries for which users need assistance — but in no particular order. 

So the next time you're thinking of calling the support center, save yourself some time and check here first. You might just find the answer to your question.

 How do you receive an invoice in the USC eMarket?
  • You can receive an invoice by creating either a cost or quantity receipt. Please see "Creating and Managing Receipts" on the USC eMarket training page for more information.
 Why do I get a message that my cart or eDoc was returned?
  • In USC eMarket if your cart is returned soon after you submit it, check the history for details. Usually, if it is returned right away, it is due to insufficient funds at the account or object class level. Refer to the Sufficient Funds Validation and Encumbrances page on the USC Business Services website for more information.
  • In both USC eMarket and Kuali, check the accounting information to make sure the account number, object code, organization code and fiscal year are filled in and correct.
  • For any Kuali eDoc (such as a DV/DVQE), open the eDoc and check the Notes and Attachments tab. If an approver has returned the eDoc to you for corrections or cancelation, he or she will have included a note there explaining the reason for routing the eDoc back to you.
 If an eDoc is returned to me for correction, how do I change it and resubmit it to the workflow? 
  • Open the eDoc in question, and look at the Notes and Attachments tab to find out what information you are being asked to add or revise. After you have made the required changes or additions to the information you entered when you originally submitted the eDoc, click the approve button at the bottom of the eDoc to indicate that you are approving your modifications. The eDoc will then be resubmitted for workflow routing.
  • If the eDoc was rejected, it cannot be resubmitted. However, the rejected eDoc can be copied, changed, and then submitted as a new eDoc. To do this, open the rejected eDoc and click the copy button at the bottom. Your browser will then display a new eDoc of the same type as the original, with a new Document ID number in the document header in the upper right-hand corner. The document header will also contain a Copied From field that identifies the Document ID number of the original eDoc from which the new one was copied. (Additionally, a note identifying the original eDoc will appear on the Notes and Attachments tab.) In the new eDoc, make the needed corrections to your original data entries and then submit it to the workflow.
 Suppliers have been requested, but are still not in the system — why?
  • Once you submit the new supplier request form, Supplier Data Management Services (SDMS) issues an email-based invitation requesting the supplier to complete an online application via the USC Supplier Portal. This invitation occurs within one (1) business day of your request. It is then the responsibility of the supplier to complete the application. In most cases, onboarding is delayed due to lack of action on the part of the supplier.
  • Once the supplier completes the online application, SDMS reviews the application within two (2) business days. For select commodities, additional review may be required by Purchasing which is completed within three (3) business days. The supplier is updated on the status of their application during this process. Once a final decision is made regarding the application, an email is sent to both the supplier and the requesting department.
  • If the supplier submitted an application more than five (5) business days ago and has not yet received a response, send an email inquiry to SDMhelp@usc.edu or ask the supplier to send an inquiry to supplier@usc.edu.
 When do I need to create a receipt?
  • Receiving documents are required for any purchase orders in the USC eMarket that totals $5,000 or more. Users also have the option of creating receiving documents for POs totaling less than $5,000 to address any tracking and receiving processes that may be in place for their department or unit. Receiving documents for orders totaling less than $5,000 will not impact payment.
  • How do I know if it’s a cost or quantity receipt?
    • Cost receipts are most commonly used for nontangible items such as services, including independent contractors, subcontracts. Cost receiving also applies to all Standing Orders due to their focus of authorized spending.
    • Quantity receipts are used for any order for which you input a quantity amount, such as catalogs and non-catalog items.
    • Upon creation, the receiving document will indicate which type of receipt is required.
  • How do I create a cost or quantity receipt?
 My DV/DVQE cannot be submitted and I am receiving an error message. What does this mean?
  • Check the eDoc for specific error messages at the top, in the tabs, or at the bottom of the document to see if you can find an error (such as a missing or invalid entry) in one of these locations. If the  document still says there is an error and you cannot find it, send the eDoc number and other details to USCdvqe@usc.edu and request assistance.
 What is the status of my DV/DVQE or other eDoc?
  • Log in to Kuali and open the eDoc in question. (If you do not recall the Doc ID, you can use the "doc search" function to locate it, as explained in the "Searching for Documents" section of the Kuali Basics: Reference and Training Guide.) Clicking on the Route Log tab in the eDoc will provide you with current workflow information. The Route Log identifies the approvers designated for the eDoc and shows who still needs to take action. If the eDoc is in Final status, then the process is complete and no further changes will appear in the Route Log.
  • Once a DV or DVQE has been approved by Disbursement Control, please allow five (5) business days for payment processing.
  • For payment information, you can reference the Cognos Check/Electronic Payment Number Look-Up Report.
 When I search for a supplier in Kuali, why is there no "return value" link in the search results?
  • Return Value links are only applicable when you are searching for a supplier within an active DV or DVQE eDoc. The standard Vendor or Payee search will not contain these values as the search is informational only. If you are conducting this search from within an active DV or DVQE eDoc, the lack of a Return Value link on a supplier record indicates that the supplier cannot be used for that payment type.
  • For example, some supplier records are classified as SP or Special Vendor. These records are highly restricted and can only be used for reimbursements (DVQE) or human subject fees (DV). No other payment type is allowed.
  • If you feel that a vendor has been classified incorrectly, please contact SDMhelp@usc.edu for assistance in changing the classification.
 How do I select a different delivery address? Can I add additional delivery addresses?
  • "Finalizing and Submitting Requisitions" on the USC eMarket training page has information on how to select and edit delivery information, such as a choosing a different address.
  • Delivery addresses in the USC eMarket are maintained by Purchasing in coordination with Space Management. In order to request an alternate delivery address be added to the system, please submit your request to USCeMarket@usc.edu. Your request will be reviewed, and if authorized, the new delivery address will be added to the system.
 Can you tell me the amount of funds in my account(s)?
  • To check account balances, you can use the Balance Inquiries in Kuali. To do so you must have been assigned the General Ledger Viewer role and Kuali permissions for the appropriate accounts and/or organization codes. Business Intelligence (Cognos) access will allow you to view reports that can assist you in reconciliation and analysis, but they do not give you the most up-to-date balances.  
  • Under the Kuali Financial Main Menu tab, you can use any of the active items in the section labeled Balance Inquiries, provided that you have the appropriate user role and permissions mentioned above. All of the inquiries will give you information about account balance, but each one will display the information in a different manner and may include data for all periods or for just one period in a fiscal year. Each inquiry views just one account at a time. When using a balance inquiry, you can select ALL to include pending ledger entries to check both the posted balance and any entries that have not yet posted.

And if you still need assistance, call:

ITS Customer Support Center
Monday through Friday
8:30 am to 5:00 pm
213-740-5857