E-doc examples within KFS:
For E-doc transactions over campuses the following:

Complete the Accounting Line which you have access to.

Ad Hoc route with a “COMPLETE” action to the appropriate staff member to complete his/her complete
Accounting Line.

Normal routing of approval (for the specific E-doc) will follow.

KFS website address: http://www.nwu.ac.za/kfs

The forms are also available on the KFS-website under: General Ledger (GL) > Financial Processing >
Journal Voucher.

Abbreviations within KFS:
o
DI - Distribution of Income and Expense
o
GEC - General Error Correction
o
TF - Transfer of Funds
o
RJV - Journal Voucher
o
BBT - Bursary Transfer
o
SB - Service Billing

KFS Quick Reference Guide:

KFS Navigation:
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Example:
Type of E-doc within KFS:
1
Staff Development Fund

RJV
2
Facilities

RJV
3
Bank Reconciliation

RJV
4
Printing work done by another department and paid on your

DI

JV - Finance (complete the Funds
behalf.
5
Corrections of receipts in another Financial year. The
Transfer Journal Request – object type
corrections must be made on the designated funds.
FB form and sent the original signed
form back to Tanja Badenhorst)
6
Salary corrections

Contact HR (Complete the GL Payroll
Journal Request form and send it back
to Mthobisi Baloyi)
7
Overspending corrections

TF
8
Control account journals

RJV
9
Attorney collection journals

RJV
10
Expenses paid out of the wrong Object or Account, for

GEC (Detail Report as reference)

TF

BBT (use a bursary transfer to the
example:
11

Refreshments (2852) instead of Entertainment (2851)

Account A paid for the expense instead of Account B
Account A paid partly for a computer (Asset) purchase
against Account B. Remember to complete the asset
information!
12

Move bursary expenses paid from Account A to
Account B, because the budget reflects on Account B.

13
If you make a contribution for Bursaries.
Account A reflects only Designated Funds; you need to
Bursary office)

TF

JV - Finance (complete the Funds
journalize the amount to Account B so that Account A is
Transfer Journal Request - object type
zero (0) but should not be closed.
FB form and sent the original signed
form back to Tanja Badenhorst)
14

An expense is paid from the correct Account, but the

GEC (Ad Hoc route with a “COMPLETE”
wrong object code was used, so it must be corrected,
action to André Fourie to complete the
but VAT is involved OR there could be a correction
VAT line on your behalf)
between two (2) accounts with different VAT rules.

When you need to correct only the VAT amount on an

RJV (Ad hoc route with a “COMPLETE”
action to André Fourie to complete the
asset for example, object code 4104, but not the asset.
VAT line on your behalf)
15
Donation funds should be transferred from Account A to

TF
Account B to use for specific projects.
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16
Account A (VTC) paid for an expense, but the expense

should have been paid out of Account B (PC).
17
Account A incurred expenses on behalf of Account B due to
action to the staff member on the PC)

the fact that Account B was not created at that stage.
18

How do we pay for internal services, for example
GEC (Ad Hoc route with a “COMPLETE”
GEC (Ad Hoc route with a “COMPLETE”
action to the responsible staff member)

SB

TF (Remember that funds cannot be
psychometric tests for interviews
OR

19
If a VTC staff member attend a course in PC.
Account A is overspend; you need to correct the
overspending on Account A from Account B.
transferred from a SOF 1 to a 3, but you
can transfer from SOF 3 to a 1)
20
Expenses incurred in Account A (SOF 1), but a portion of

RJV
the expenses was paid by someone else for example the
Chamber. We have to invoice the Chamber, but we cannot
invoice from a SOF 1, so the Invoice can be captured in
SOF 3 Account and when the amount was paid, should the
amount be offset against the income towards the expense.
21
Skills Development funds for staff members.

DI
22
Reimbursement of postage from one Account to another

DI

DI

DI
Account.
23
Half-year journals for example, Replacement Provision
Expense (Jan-Jun 2015).
24
The purchase of air tickets for a professor against the
Deans funds, but should be against the ITUN-Account.
25
Contributions made regarding a prestige function.

DI
26
To close-off one Account to another Account.

DI for expenses and income

GL Payroll Journal Request form for
salaries.

Journal Voucher Finance for internal
interest and reserves.
27
ITEA - Claim form for ITEA funds (object 2804)

code 2804)
IREA - Awards (object 2804)
28
Transfer seed funding to a specific staff member for
DI (funds must be received on object

TF
attending a conference/seminar.
29
Transfer funds for Post-Doctoral awards.

TF
30
Payment for Top Lecturer’s Award marketing process.

TF
31
Transfer funds from Deputy Vice-Chancellor research for

TF

RJV
example to a professor for innovation.
32
To correct a receipt received against the income object
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6003 to the correct expense object, for example object
2053.
33
Payment of a Director’s credit card for expenses incurred.

RJV
34
Petty cash closure.

RJV
35
To finalize an advance, where the reimbursement voucher

RJV

GEC
cannot be used.
36
A Service Billing was created and the Status shows “Final”,
but the Service Billing should no longer occur.
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