welcome to uconn kfs training introduction to kfs 2015

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

Menu Tabs

Current User

Messages

Workflow buttons

Menu group

Sub Menu group

KFS Main Menu

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.

Help

Tabs

Document Type Name

Document Header

“expand all/collapse all” Buttons

“show/hide” Buttons

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• 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

• 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 Choose File to find the csv file, then click add

Find the correct template for the eDoc type, add data, and save as a csv.Click import lines.

Click on ? For Accounting Line Import Templates

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 – allows you to lookup reference table information and displays a list of valid values for you to select from

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

Field Lookup

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

Up to $1,000 Over $10,000Over $1,000

Fiscal Officer(Required)

Accounting Reviewer #1(Optional)

Accounting Reviewer #2(Optional)

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• Financial Processing• PURAP (Purchasing and Accounts Payable)• Labor Distribution• Other (P-Card and Service Billing)

• Lookup and MaintenanceChart 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 ResultsLinks or icons associated with retrieved data allow you to drill down for more detailDocument /Notification Id Drilldown – click link to open document Route Log Lookup – click route log icon to see where the document is in the routing processResults may be exported into CSV (comma separated value), a spreadsheet (excel), or XML formats

Balance Inquiries

Found in two places:1. Main Menu2. 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!