Completing a General Ledger Transfer

Owned by Ashley Mattingly
Last updated: Dec 04, 2024 by Annette Pavone
3 min read

Staff can complete the General Ledger Transfer eDoc in Kuali Financial Systems (KFS). 

  1. Navigate to the Accounting section.

  2. Select Activities.

  3. Click on General Ledger Transfer. 

    Accounting menu

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

    Document Overview section

  5. 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 or a document number. NOTE: The University Fiscal Accounting Period will default to the current month. If the transaction occurred in a prior month, be sure to change the fiscal period (July = 01, August = 02, etc.) or enter an asterisk* in this field to retrieve all records for the current fiscal year.

    DEFAULT:

    TO GET ALL RECORDS FOR THE FISCAL YEAR:

     

 

  1. Click Search.

  2. Transactions that have already been moved or re-coded cannot be selected. These will show a GLT Document Number. Results will show all matching general ledger entries:

  3. Select the transaction(s) you would like to move.

  4. Click Return Selected. Doing so will populate the FROM side of the Accounting Lines:

    1. Click on the Scale iconimage-20241204-155312.png to perform a balance inquiry for this Accounting Line.

    2. Click on the Refresh iconimage-20241204-155347.png to refresh the Accounting Line.

    3. Click on the Copy icon image-20241204-155407.png to copy the line to the TO side of the Accounting Lines.

    4. Click on the Delete iconimage-20241204-155426.png to delete the Accounting Line.

  5. Click the COPY ALL button to copy all FROM lines into the TO Accounting Line. 

    1. Click on the Split Accounting Lines icon image-20241204-154418.png to split the TO Accounting Line into two lines. 

    2. To add additional lines, click on the image-20241204-154433.png icon again. 

  6. Adjust the Accounting Line attributes including those for Account, Sub-Account, Object, Amount, etc.

Copy Down

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.

  • 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.

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