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  • The GLT is used to change the account, object code, or other sub-coding (sub-accounts, sub-object codes, project codes) on specific, existing transactions.
  • The GLT should be used when:
    • Specific transactions are being moved.
    • A revenue (4xxx) or expense (6xxx-8xxx) transaction is being adjusted. Transactions that include asset object codes (1xxx) and liability object codes (2xxx) cannot be adjusted on a GLT.
    • The transactions being moved are:
      • In a project account, and are from the current or a prior fiscal year.
      • In a fiscal (non-project) account, and are from the current year. For prior year transactions in a fiscal account, please use the Distribution of Income and Expense (DI) eDoc.






Go to: Accounting ~ Activities ~ General Ledger Transfer





In the Document Overview section, enter a document description. Additional text in the Explanation box is optional:

Look up the Accounting Lines for the transaction(s) that you want to move. You can either:
Enter an account number and object code combination
And / Or
A document number
Click search.



Transactions that have already been moved can't be selected. These will show a GLT Document Number. Results will show all matching general ledger entries:

Select the transaction(s) you would like to move. Then click Return Selected.



This will populate the FROM side of the Accounting Lines:


Click on the Scale icon to perform a balance inquiry for this Accounting Line.
Click on the Refresh icon to refresh the Accounting Line.
Click on the Copy icon to copy the line to the TO side of the Accounting Lines.
Click on the Delete icon to delete the Accounting Line.



Click "COPY ALL" to copy all FROM lines into the TO Accounting Line:

Click on the Split Accounting Lines icon to split the TO Accounting Line into two lines:

You can add additional lines by clicking on the icon again:

Next, adjust the accounting line attributes such as Account, Sub-Account, Object, Amount, etc.




To copy a change to all accounting lines below it, click on the Copy Down icon
You will be prompted to select which attributes you would like to be copied down:

Helpful tips:

The FROM and TO Accounting Lines must have the same total.
The Capital Asset Tabs are required to be completed for capital equipment object codes. See the Capital Asset Tabs section in this guide.

Frequently Asked Questions:

Q-1: I only want to recode a partial amount of a transaction. Is there a way to edit the FROM line?
A-1: The FROM line cannot be edited. If you are moving only a partial amount from the original transaction, the portion that is staying the same must be in one of the TO Accounting lines.
For example, your total transaction is $100, and you want to recode $80 to a different account. You will have 2 lines on the TO side of the transaction: the first line will show the $80 being recoded to the new account, and the second line will show the $20 with the original coding. If you later want to recode the $20 to a different account, you will choose the $20 GLT line in the general ledger.
Q-2: I see a payment request in the general ledger when I do a General Ledger Entry Lookup (from the Accounting menu). How come I can't see it when I search for it within a GLT?
A-2: Although the payment request is in the general ledger, it has not yet been paid. Open up the payment request and look at the "Pay Date" on the Invoice Info tab. If it is a future date, the PREQ has not yet been paid. You will need to wait until it has been paid in order to adjust it with a GLT.


Q-3: Will I still need to do a Cost Transfer if using a GLT?
A-3: The GLT will replace the Cost Transfer process when the account is in the RSTSP or RINTA sub-funds. Initiators will be prompted to complete the Late Adjustment Tab to answer specific questions.
Q-4: How will the GLT route for approval?
A-4: The GLT will route to the fiscal officer, then to either the Accounting Reviewers group or SPS if a grant account. If there are any Organizational Reviews set up, this stop will occur after the fiscal officer.
Q-5: I am moving a negative expense (credit), but it is displaying as a positive number. Is this OK?
A-5: Yes, since the GLT does not show negative numbers, a credit to expense will display within the GLT as a positive number. However, it will correctly post to the general ledger. You can confirm this by saving the GLT eDoc, and looking at the General Ledger Pending Entries tab.
Q-6: I am re-coding transactions requiring the capital asset tabs to be completed. Is there anything I need to do differently on the accounting lines?
A-6: Yes! You will notice that on both the FROM and TO accounting lines, the Org Ref ID is available to be populated. In order for capital asset payments to be processed correctly, it is important that the accounting lines with capital asset object codes are all unique. Please enter "Line 1, Line 2, etc." as seen in the example below:

Capitalization Section of the GLT:

On the General Ledger Transfer (GLT), when a Capital Equipment object code is used in the accounting lines, a capital asset number must be entered, or an asset needs to be created.
There are THREE sections related to capital asset information

  1. Accounting Lines for Capitalization
  2. Create Capital Assets
  3. Modify Capital Assets



Steps to Complete Capitalization Sections

  • First, on each of the lines where a capital asset object code is entered, be sure to enter a unique value in each of the Org Ref ID lines on both the FROM and TO accounting lines (see FAQ #6 above). When a capital object code is entered in the Accounting Lines, a "Generate" button will appear in the Accounting Lines for Capitalization section. Once your accounting lines are complete and accurate, click this button.


  • The next screen will look like this:

    • Each accounting line from the top section that has a capital object code (i.e. 8202, 8215) will populate as an accounting line for Capitalization. From here you have the option to apply each line individually to one or multiple assets, or to create new assets.

Option A: Modify One Asset

  1. In this example, a GLT is applicable to one asset record, moving the payment from one account/object code to another. Both the "From" and the "To" sides of the entry are related to the same asset, and the asset record already exists in KFS. (Note: in this section of the eDoc, the "From" side is listed as Line Type "Source" and the "To" side is listed as Line type "Target").


  1. Select both checkboxes on the right and click "modify asset"

  1. This will open up the following section "Modify Capital Assets"

  1. Add the asset number either by typing it in or searching for it with the lookup tool


If you are not sure what the asset number is, you'll need to look it up:

  1. Search for the purchase order in KFS, and look at the Notes and Attachments tab, or
  2. Go to the Assets menu, click on Asset Payment, and enter the PO number in the Purchase Order Number field, or the Payment Request eDoc number in the Document number field (see highlighted below).
  3. If both of these methods do not provide an asset number, the asset has not yet been tagged. Please contact Inventory Control for an asset number.

  1. Click the button "redistribute total amount" to distribute all line items to the specified assets.


NOTE: The amount distributed will appear as though the amount is doubled. As in this example, the amount of expense being moved from one account to another account is $22,716.66. The total amount distributed will be $45,433.32. But don't worry – the amounts that actually go through the account and the asset record will still be -$22,716.66 and +$22,716.66.

  1. Once the total amount is allocated to an asset, the capitalization sections are complete.

Option B: Modify More than One Asset

  1. In this example, a GLT is moving expenses from one account to another relating to two separate assets. You can enter the asset information for both assets in the GLT and specify which amounts apply to each one. (For information on obtaining asset numbers, see Option A, #1 above).

As shown here: line 1 applies to asset #672922 and line 2 applies to asset #662821 (the asset numbers were entered in the Org Ref ID fields on the TO side).

  1. The accounting lines translate from the top portion of the eDoc to the capitalization section once generated. Note the "Seq #" on the left; this is the line number from the accounting lines above. Select both checkboxes on the right for the first asset, then click "modify asset".





  1. Type in or lookup the asset number, then click "redistribute total amount"


  1. After applying the selected lines to the first asset, the Accounting Lines for Capitalization section will update. The lines that have been applied to the asset are now greyed out.


  1. This leaves the remaining two accounting lines to be applied. Select these checkboxes, then repeat steps 2-3 the same way.


Option C: Create an Asset

  1. In this example, a document incorrectly coded something to non-capital equipment and it should be capital equipment. A GLT would be used to correct the accounting lines, moving the amount from object code 8306 to 8215.

  1. Click "Generate" in the Accounting lines for Capitalization section. Check the checkbox for the accounting line, then select "create asset". This will expand the Create Capital Assets section in the document.


  1. Fill out this section completely: asset quantity, asset type, vendor name, manufacturer, model, and asset description. Some fields allow you to type data directly in the boxes, while others prompt you to use the lookup tool. Once the information is complete, click "redistribute total amount" to distribute the dollar amount from the accounting line to the asset.




  1. Next, click the "add tag/location" button under the Actions section on the right


  1. In this section, only the Campus code, building code and room number are required fields. With most cases – as in this example – the asset will most likely not have a tag number yet. If a serial number is accessible, enter that here as well.

  1. Once this section is complete, the Capital Asset section of the document is finished and ready to be submitted.





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