Completing a Distribution of Income and Expense (DI))

Staff can complete the Income and Expense (DI) eDoc in Kuali Financial Systems (KFS).  

Use the DI when the General Ledger Transfer (GLT) is not appropriate. On specific, existing transactions, the GLT is used to change the following items:  

• Account 

• Object code 

• Other sub-coding (sub-accounts, sub-object codes, project codes) 

You should use the DI in the following cases:  

• When specific transactions are not being moved – for example, when the amount being moved is based on computation.

• When the amounts being moved are supported by documentation from an outside source. 

• When an asset object code (1xxx) or a liability object code (2xxx) is being used.

• When the transactions being moved are (1) in a fiscal (non-project) account and (2) from a prior year.   

• If one department is providing goods/services to another department (revenue on one side and expense on the other), use the Internal Billing (IB) or Service Billing (SB) eDoc. 

• If you can import multiple lines via CSV file format.

To proceed, 

1. In the Accounting section, select Distribution of Income and Expense from the Activities menu.
   

2. In the Document Overview tab, enter a description in the Description field. 
   

3. In the Accounting Lines tab, complete the following fields: 

   • Chart 

   • Account Number 

   • Object 

   • Amount for both sides 
     Note: The Sub-Account, Sub-Object, Project, and Org Ref ID fields are optional.  

4. Click the green plus sign icon () to add the line. You can import large entries containing several Accounting Lines instead of manually entering them. 

5. Use the Notes and Attachments tab for backup and/or comments. 

6. Click Submit.  

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