Welcome to UConn KFS Training
Introduction to KFS
2015
• A link to the training site of KFS is provided on
the http://www.financesystems.uconn.edu
website
• Log in using your UConn Net ID
My KFS Landing Page - Demo
KFS Main Menu
Menu Tabs
Workflow
buttons
Current User
Messages
Menu
group
Sub Menu
group
What is an eDoc?
• A KFS eDoc is an electronic document that represents a
business transaction or a maintenance action in KFS. We
use eDocs to do our jobs in KFS.
• Transactional eDocs: Budget Adjustment (BA),
Disbursement Voucher (DV), or Cash Receipt (CR)
• Maintenance eDocs: Vendor (to add a vendor), Account (to
add a new account)
• All eDocs have a similar layout with tabs that look like file
folders. The number and type of tabs depends on the eDoc.
Document
Header
Help
Document
Type Name
“show/hide”
“expand
all/collapse
all” Buttons
Buttons
Tabs
Workflow
Action
Buttons
Help Icon
Help Feature - access to help navigation is available
by clicking on the Help Icon, a description of the screen
you are in will appear
Standard Tabs
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Document Overview
Accounting Lines (Transactional)
Accounting Lines for Capitalization (Transactional)
Create Capital Assets (Transactional)
Modify Capital Assets (Transactional)
General Ledger Pending Entries (Transactional)
Notes and Attachments
Ad Hoc Recipients
Route Log
Document Overview Tab
• Required fields are marked with an asterisk * for most documents
• Description – appears in the action list and in doc search, maximum 40
characters
• Explanation – enter detailed purpose or justification, maximum of 400
characters
• Org. Doc. # - optional user-defined document number
• Total Amount – this field populates after the document has been saved
or submitted
Accounting Lines
• Chart Code – UC is pre-filled
• Account Number - enter KFS account number or do a search
• Object Code - enter object code
• Amount - negative amounts are not allowed (exceptions to this rule are
Cash Receipts and Internal Billing)
• Line Description – Optional field that will appear in the general ledger
Object Code
Structure
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1xxx Assets
2xxx Liabilities
3xxx Fund Balance / Transfers
4xxx Revenues / Fund Additions / Indirect Cost Revenue
5xxx Expenses – Personal Services (Salaries & Fringe)
6000 to 9999
• General and Other Expenses (Including Capital)
• Fund Deductions
• Indirect Cost Expense
Accounting Lines (cont.)
•
Reference Origin and Reference # (On a GEC)- identifies what system the
incorrect eDoc originated from (usually 01 for KFS), and the eDoc number where
the error occurred.
•
Add – click button and required fields will populate, a blank accounting line will
appear above the added entry.(Can also upload accounting lines from a csv file)
Accounting Lines (cont.)
Click on ? For Accounting Line Import Templates
Find the correct template for the eDoc type, add data, and save as a csv.
Click import lines.
Click Choose File to find the csv file, then click add
Optional Fields
• Additional Coding:
Sub-Account – allows tracking of activity within a particular account at
a finer level of detail
Sub-Object Code – finer distinction within a particular object code on
an account
Project Code – assigns an identifier to transactions that may span
multiple accounts
• Balance Inquiry – this gives available balance for account
(this is not available in all types of documents)
Field Lookup
• Field Lookup – allows you to lookup reference table information
and displays a list of valid values for you to select from
Field
Lookup
1. Fill in one or more search criteria, or leave blank to retrieve all
data
2. Symbols * and % may be used as wildcards
3. Click Search
Field Lookup, cont.
In this example, the word *print* was used with an asterisk on each
side. There are five object codes listed. Click “return value” to enter
that value in the Accounting Line.
General Ledger Pending Entries
• Displays actual line items in the entry that will be posted to the General
Ledger.
• To see the entries, save (or submit) the eDoc.
• Prior to saving, or after the entries have been posted, this tab contains
the message “There are currently no General Ledger Pending Entries
associated with the Transaction Processing Document”
Notes and Attachments
• Displays user notes, attachments, or system-generated
remarks about the document
• Posted Timestamp and Author - display only
• Note Text – required if adding to this tab
• Attached File – optional, similar to attaching a file in email
• Click add to include your notes to the document
• After adding the attachment, you may enter a Notification
Recipient to let them know that the document was attached
Ad Hoc Recipients
• Allows interruption of the normal workflow routing of document to include
additional individuals or workgroups in routing path
• Action Requested:
Approve - holds up entry before posting
Acknowledge - allows entry to process and post if ad hoc recipient
does not acknowledge - must open up the eDoc to acknowledge
FYI - allows entry to process and post if ad hoc recipient does not FYI
Complete - sends an incomplete eDoc to another person for them to
complete it. That person can then submit the eDoc.
Ad Hoc Recipients (cont.)
• Person Requests: click magnifying glass to enter Person Lookup
screen, click search after entering criteria and click return value link for
person/workgroup desired.
Click add in the Actions column to add the current line
• Ad Hoc Groups:
Namespace Code - automatically populates after a group is selected
Name – enter workgroup name or click magnifying glass to search for a
specific workgroup
Click add in the Actions column to add the current line
Route Log
• Route Log tab displays details on workflow status and actions taken
Account
Roles/Responsibilities
Fiscal Officer
• Day to Day Responsibilities – Receives workflow requests
Account Supervisor
• On Grant Accounts: Principal Investigator (PI)
• On Non-Grant Accounts: Department Head
Account Manager
• On Grant Accounts: Department Heads
• On Non-Grant Accounts: Deans, Directors
KFS Approval Matrix
Transaction Approval Routing
Fiscal Officer
(Required)
Up to $1,000
Accounting
Reviewer #1
(Optional)
Over $1,000
Accounting
Reviewer #2
(Optional)
Over $10,000
Approvals beyond the fiscal officer can be customized by organization
(department) using the Organization Reviewer role
Use the Organization Review Request form (financesystems.uconn.edu)
Ad hoc routing is also an option on all eDocs.
eDoc Actions
• Copy – retrieve the document you want to copy, click copy
and a duplicate document with a new document ID is
created
• Save – after entering the Description field, click save to
work on the document later, a message will appear in the
upper left corner - “Document was successfully saved”
• Submit – message will appear in top left of screen
indicating successful submission
-
automatic error checking prevents inaccurate or incomplete
documents from being submitted and a message will appear
indicating problem(s)
• Cancel – click the cancel button if you wish to delete the
document, click yes when prompted “Are you sure you want
to cancel?”
eDoc Actions (cont.)
• Close – click close to return to the main menu, you will be
prompted to save the document before exiting
• Error Correction – This will display on certain Financial
Processing eDocs after they are final. If an entire eDoc is
incorrect needs to be reversed, use this button. It will create
another eDoc that is an exact reversal of the incorrect
eDoc. (If an eDoc is only partially incorrect, a GEC can be
used)
• Recall – The Initiator can recall certain FP eDocs back to
their action list for correction, or to recall and cancel. Must
be recalled before any action is taken on it.
eDoc Actions (cont.)
• Disapprove – stops the workflow, and a message is prompted “Are you
sure you want to disapprove this document?” The disapprover must
enter a reason, and the initiator is sent an acknowledgment with the
reason on the Notes tab.
Error Messages
• If there is an error in your eDoc, a message appears at the top of the
eDoc after you click submit, and a red circle appears where the error
occurred along with an explanation.
KFS eDocs
See KFS eDocs Quick Reference Guide
• Transactions
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Financial Processing
PURAP (Purchasing and Accounts Payable)
Labor Distribution
Other (P-Card and Service Billing)
• Lookup and Maintenance
Chart of Accounts
Capital Asset Management
Vendor
Action List
Action List Preferences
Preferences – enter personal preferences for Kuali such as automatic refresh
rate, action list page size, email notification, row colors based on the status of the
document
Doc Search
Doc Search
• Allows user to search for a document (the asterisk * is the wildcard)
• Type - document type ex. DV-Disbursement Voucher etc.
• Initiator– user id of document initiator - use lookup
• Document/Notification id – document number for transaction
• Date Created From/To – enter date or range of dates to search
Search Results
Links or icons associated with retrieved data allow you to drill down for
more detail
Document /Notification Id Drilldown – click link to open document
Route Log Lookup – click route log icon to see where the document is in
the routing process
Results may be exported into CSV (comma separated value), a
spreadsheet (excel), or XML formats
Balance Inquiries
Found in two places:
1. Main Menu
2. Accounting Lines within document
Balance Inquiries (cont.)
Accounting Lines – once an accounting line has been filled
in, click add. The bal inquiry button appears below the
delete button and is available when creating a document
Balance Inquiries (cont.)
Available Balances – displays amounts by object code
Balances by Consolidation – displays total income and expenses by object consolidation
Cash Balances - beginning, year-to-date, and available cash
Current Account Balances - lists Budget Available Balances or Cash Expenditure Authority
for several accounts by Organization, Fiscal Officer, etc.
General Ledger Balance - object code balance by month
General Ledger Entry Inquiry - transactions that make up balance
General Ledger Pending Entry - pending transactions that make up balance
Open Encumbrances Inquiry - detail for open encumbrances
Balance Inquiries ~ Example
KFS vs. KFDM?
• KFS is the system used to record financial
transactions for the entire university. Most
transactions are done in KFS; Others are
fed in from other systems (Peoplesoft
Student, FAMIS, etc.)
• KFDM – Kuali Financial Datamart - is a
repository for all of the KFS data. It gets
updated nightly.
• We use the WebFocus reporting tool to get
financial reports out of KFDM.
HELP
• financesystems.uconn.edu
• FAQ’s (on this site)
• Learning Tools
• Procedure Guides
• Videos
• Drop-in training – contact Annette Pavone
• Specific central department contacts – see
KFS eDocs Quick Reference Guide /
Procedure Guides
You Are Now Kualified!!
Quiz Time!