Kuali Financial System
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General Journal Voucher
Functional Specification
KFSCPJIRA Number: KFSCP-402
________________________________________________________________________________
April 10, 2015
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KFS Functional Specification Template
Table of Contents
Revision History
Functional Description
Impact
User Story
Assumptions
Requirements
Documents (Transactional, Maintenance, Search/Inquiry Screens)
Parameters
Kuali Identity Management changes (Roles, Permissions, Responsibilities)
Batch Jobs
Integration with other Kuali Applications
Database
Impact to Accounting Entries
Questions/Issues
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KFS Functional Specification Template
Revision History
Version
Date
User
Description
1.0
4/10/15
Barb Sutton
Initial draft
1.1
4/28/2015
Kymber Horn
Addressing Barb’s questions.
1.2
4/28/2015
Kymber Horn
Changed to model after Auxiliary Voucher, which
does not display the Object Type field and includes
the Line Description.
Added requirement that the GJV should use the AV
Import template and the template should be renamed
to AV_GJV_Import.
1.3
5/13/2015
Barb Sutton
Fixed a few typos
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KFS Functional Specification Template
Functional Description
Create a Journal Voucher document that can be used by departments outside of Central
Administration that facilitates entries utilizing debits and credits, generates offset entries and routes
for fiscal officer approval.
Impact
The existing Auxiliary Voucher does not allow crossing sub-funds and is intended for a specific
purpose. A new document similar to the Auxiliary Voucher is needed for department users to make
journal entries. The controls on the new document ensure that transactions are in balance, accounts
and object codes are validated, and fiscal officer approval is required.
Without this new document, only a limited number of central users have the ability to process
transactions that don’t readily fit into one of the other KFS documents.
User Story
as a … (user)
i want...
so that...
Departmental
accounting user
To be able to create a freeform transaction with debits
and credits
I can make the necessary adjusting entries
to my department’s accounts.
Departmental
accounting user
KFS to perform validations
on accounts and object
codes I use on the new
document
I can be made aware of any problems with
my transaction relating to the use of
disallowed accounts and/or object codes.
Fiscal Officer
The new document to route
to me for
approval/disapproval
I can ensure that entries are correct prior to
their posting to the general ledger.
Fiscal Officer
The new document to
create the standard offset
entries
My cash balance reflects these
transactions.
Assumptions
1. The new General Journal Voucher will be developed using the current Auxiliary Voucher as
an example/starting point.
2. Document will utilize existing roles, standard KFS doc permissions and workflow.
3. GJV can only be used to post actual transactions that will generate offsets to cash
consistent with other Financial Processing documents.
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KFS Functional Specification Template
Requirements
Requirements
Short Explanation (i.e. two new batch jobs, changes to
existing vs. new)
Y/N
Transactional Documents
New General Journal Voucher document
Y
Maintenance Documents
N
Search/Inquiry Screens
Parameters
Seven parameters to validate allowable sub-funds, funds
and object codes, types, levels and consolidations
Y
Roles
N
Permissions
N
Responsibilities (workflow)
N
Batch Jobs / Uploads
N
Integration/reliance on other
Kuali Applications (i.e. KC)
N
Database
Addition to Offset Definition table – Master Data Source.
Y
Impact to Accounting
Entries
New document creates accounting entries consistent with
other KFS docs.
Y
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KFS Functional Specification Template
Documents (Transactional, Maintenance, Search/Inquiry Screens)
Create a new GJV (General Journal Voucher) eDoc, based on the AV (Auxiliary Voucher) eDoc.
1. Doc Type Info
a. Parent Name: FP
b. Name: GJV
c. Label: General Journal Voucher
d. Route Nodes: Account, AccountingOrganizationHierarchy, Award, SubFund,
2. Document appears on Main Menu, under Transactions/Financial Processing, between General
Error Correction and Indirect Cost Adjustment.
3. Use same layout as AV:
a. Remove Auxiliary Voucher Details tab.
b. Provide ability to use the Auxiliary Voucher import template.
c. Rename the AV_Import template to AV_GJV_Import
4. Validations:
a. Debits must equal credits, checked on save or submit.
b. Validate Accounting lines when the add button is clicked against the GJV parameters, and
also on save or submit (to catch any errors on existing lines that may have been edited).
Parameters
1. New document validation parameters
a. All utilize the following attributes:
i. Namespace Code: KFS-FP – Financial Processing
ii. Component: GeneralJournalVoucher
iii. Application ID: KFS
iv. Parameter Value: default is null
v. Parameter Type Code: Document Validation
vi. Parameter Constraint Code: Denied
b. Individual Parameter details
i. Parameter Name: SUB_FUND_GROUPS, Parameter Description: Sub Fund
Group(s) restricted from use on the General Journal Voucher document.
ii. Parameter Name: FUND_GROUPS, Parameter Description: Fund Group(s)
restricted from use on the General Journal Voucher document.
iii. Parameter Name: OBJECT_CODES, Parameter Description: Object Code(s)
restricted from use on the General Journal Voucher document.
iv. Parameter Name: OBJECT_CONSOLIDATIONS, Parameter Description: Object
Consolidation(s) restricted from use on the General Journal Voucher document.
v. Parameter Name: OBJECT_LEVELS, Parameter Description: Object Level(s)
restricted from use on the General Journal Voucher document.
vi. Parameter Name: OBJECT_SUB_TYPES, Parameter Description: Object Sub
Type(s) restricted from use on the General Journal Voucher document.
vii. Parameter Name: OBJECT_TYPES, Parameter Description: Object Types(s)
restricted from use on the General Journal Voucher document.
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KFS Functional Specification Template
Kuali Identity Management changes (Roles, Permissions, Responsibilities
(workflow))
N/A
Batch Jobs / Uploads
N/A
Integration with other Kuali Applications
N/A
Database
Master Data Source addition to the Offset Definition table.
For all charts in the current Fiscal Year add the following:
Object Code: 8000
Document Type: GJV
Balance Type Code: AC
Impact to Accounting Entries
The GJV creates accounting entries and posts to the GL in the same way as other standard
KFS document.
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KFS Functional Specification Template
Questions/Issues
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KFS Functional Specification Template