Kuali Financials eDocs Quick Reference

Distribution
of Income
and Expense

DI

Accounting

To make adjustments to the general ledger when the GLT is not appropriate.

All departments

Use when the transaction amount is calculated, when using an asset or liability object code, or in a fiscal account for prior year transactions. 

General Ledger Transfer

GLT

Accounting / SPS

To make changes in coding (account, object code, sub-account, etc.) on a previous transaction. 

All departments

The initiator is prompted to find the existing transaction that needs re-coding. Cannot be used to correct budget amounts. Only current fiscal year transactions can be re-coded from fiscal accounts. Payment requests need to be paid before they can be moved with a GLT.

Internal Billing

IB

Accounting

To bill for goods or services provided by one university department to another university department.

All departments

Reflects income to the provider and expenses to the customer. Routes for Fiscal Officer approval based on the expense side of the transaction.

Pre-Encumbrance

PE

Accounting

A one-sided entry to set aside future expenses that are not already encumbered.

All departments

All pre-encumbrances need to be disencumbered, either automatically or manually.

Service Billing

SB

Accounting

Regularly bill for goods or services provided by one university department to another university department.

Must have the KFS-FP Service Biller role

Does not route for Fiscal Officer approval; based on a formal pre-agreement between the service provider and the department being billed.

Transfer of Funds

TF

Budget Office / Accounting

To transfer funds (cash) between accounts.

All departments

Transfers are only allowed between similar accounts (rules are sub-fund-based). See Fund Source Table.

Advance Deposit

AD

Bursar

To record deposits forwarded directly to the bank.

All departments

To be used for receipt of wires or ACH payments, as well as RDS check batches.

Cash Control

CTRL

Bursar

To record payments received for relief of an accounts receivable balance. This document assigns the payment to a particular customer.

Billing Orgs / Processing Orgs

To be used in conjunction with APP eDoc and only for receipt of check or wire/ACH payments.  

Note: APP is generated within the CTRL doc and should be completed (not saved) prior to submitting the CTRL.

Cash Receipt

CR

Bursar

To record cash and checks received by departments for subsequent deposit into bank accounts by Bursar's Office.

Cash Receipt Initiator

To be used for cash and/or checks received being brought to Cash Operations for deposit. If the eDoc requires Ad Hoc approval, it must occur prior to delivery to Cash Operations.

Credit Card Receipt

CCR

Bursar

To record the receipt of income via credit card payment.

All departments

A separate CCR eDoc is necessary for each credit card type. Currently, there are two types: American Express and Visa/MasterCard/Other. This document can be used with a negative amount for chargebacks. Timely submission required.

Customer

CUS

Bursar

To create a new customer to be invoiced or to edit an existing customer.

Billing Orgs

Each customer may have up to two Alias IDs for cross-referencing between different billing orgs.

Customer Invoice

INV

Bursar

To create an invoice for a specific customer.

Billing Orgs

Invoices should be created for any goods and/or services provided to non-student customers.

Customer Credit Memo

CRM

Bursar

To credit a customer invoice for a specific quantity or dollar amount.

Billing Orgs

Credit memos are used to cancel an invoice (or portion thereof) based on either a reduction in the unit quantity or dollar amount.

Payment Application

APP

Bursar

To apply funds received in a CTRL eDoc to a particular invoice for an identified customer.

Billing Orgs / Processing Orgs

A CTRL eDoc must be initiated prior to the APP. The APP can be accessed from the CTRL. If CTRL is used and the associated APP applies funds to unapplied, another APP eDoc would be needed to remove the amount from unapplied to a specific customer invoice.

Budget Adjustment

BA

Budget Office

To adjust a budget after the fiscal year begins within an account or between two accounts; establish a budget in a new account.

All departments

May need to be done in
conjunction with a Transfer of Funds. Both sides of the transaction must net to zero, so appropriate if adjusting the budget from one account to another or from one object code to another.

Single-Sided Budget Adjustment

SSBA

Budget Office

To adjust a budget after the fiscal year begins within an account; establish a budget in a new account.

All departments

Both sides of the transaction do not need to net to zero, so appropriate if adjusting the budget on only one account or one object code.

Account

ACCT

Accounting
Chart Managers

To open a new account or to edit account attributes such as fiscal officer.

All departments

A new account may need approval by SPS or the Budget Office. To edit an account, look up the account and click edit.

Account Delegate

ADEL

Accounting
Chart Managers

To set up a single fiscal officer delegation or to inactivate an existing delegation.

All departments

An Account Delegate eDoc will not overwrite any existing delegations.

Account Delegate Global

GDLG

Accounting
Chart Managers

To set up delegations for multiple accounts.

All departments

An Account Delegate Global will overwrite all existing delegations on an account. For complex delegations, set up an Account Delegate Model first; then go to Account Delegate Global from Model to initiate the GDLG.

Account Delegate Inactivation Global

GADI

Accounting Chart Managers

To inactivate delegations on multiple accounts

All departments

Search by KFS account number or by Account Delegate Principal Name. Routes to the fiscal officer for approval.

Project Code

PROJ

Accounting
Chart Managers

To set up a new project code or edit / inactivate an existing project code.

All departments

A project code can be assigned to transactions in any KFS account university-wide.

Sub-Account

SACC

Accounting
Chart Managers

To set up a new sub-account or edit / inactivate an existing sub-account.

All departments

Sub-accounts can be used to divide the activity within a KFS account and can be applied to budgets, actuals, and encumbrances.

Sub-Object Code

SOBJ

Accounting
Chart Managers

To set up a new sub-object code or edit / inactivate an existing sub-object code.

All departments

This document is used to set up one sub-object code for one account and object code.

Sub-Object Code Global

GSOB

Accounting
Chart Managers

To set up a new sub-object code for multiple object codes and/or accounts.

All departments

This document can be used to set up a sub-object code across all accounts in an organization.

Asset Global (Add)

AA

Inventory Control

To record a gift of equipment.

Department
CAM Processors

The account on the payment tab should always be 9077002, and the object code should be the same as if the asset was being purchased.

Asset Fabrication

FR

Inventory Control

To set up an asset that will be built on campus.

Department
CAM Processors

Once an asset is set up, payments can be applied to the asset.

Asset Transfer

AT

Inventory Control

To record the transfer of equipment location and ownership from one department to another. Also used to surplus tagged equipment.

Department
CAM Processors

Use only when the equipment will change departmental ownership. If ownership does not change, use Asset Panda to update the location.

Equipment Loan/ Renew/Return

ELR

Inventory Control

To record the loan of a tagged equipment asset that will be removed from state property. Should also be used to record the return of equipment or to renew a loan. 

Department
CAM Processors / Faculty and Staff

Go to Main Menu > Lookup and Maintenance > Capital Asset Management > Asset to look up the asset. Then click Loan, Renew or Return to initiate the documents.  Routes to Inventory Control for approval. The FO on the ownership account and the Borrower are sent an FYI. 

Salary Expense Transfer

ST

Accounting

To move student salary/fringe expenditures from one account to another.

All departments

ONLY to be used for Student Payroll (object codes 5240, 5245, 5370). Users can only move expenses from accounts they have access to. Most other salary moves require a Smart HR transaction.

P-Card Reallocation

PCDO

Purchasing

This eDoc was previously used to reallocate pro-card transactions prior to FY21. 

n/a

Beginning in FY21: reallocations for P-Cards that are done in Concur will generate automatic journal entries that have the document type PCDO. However, they are not KFS eDocs; they are only entries fed in from Concur. 

Requisition

REQS

Purchasing

To request the purchase of goods/services; once approved, it will become a Purchase Order.

All Departments

This is initiated and approved in HuskyBuy and copied over into KFS as an eDoc.

Purchase Order

PO

Purchasing

The document that is sent to the vendor requesting the purchase of goods/services.

Purchasing

This is created from an approved requisition in HuskyBuy and copied over into KFS as an eDoc.

Payment Request

PREQ

Accounts Payable

Vendor Purchase Order invoices entered by Accounts Payable.

Accounts Payable

Initiated and approved in HuskyBuy and copied over into KFS as an eDoc.

Vendor

VEND

Purchasing

To create a new vendor, or edit an existing vendor.

All Departments

New vendors are added in HuskyBuy, and the Vendor eDoc is copied over into KFS.

Disbursement Voucher

DV

Accounts Payable

To pay an entity outside of UConn when a Purchase Order is not required.

All departments

Initiated in HuskyBuy and copied over into KFS as an eDoc.