KFS Quick Start

Further learning

KFS training on LMS

Includes:

Kuali Financial System KFS 101 – general overview of KFS.

KFS: Financial Transactions – brief overview of General Error Correction and Direct Income/Expense documents.

KFS: Performing Budget Adjustments –good overview of performing budget adjustments. They let you do a practice one as well.

Here are some terms that are useful to know and particular to KFS:

Document: any time you do something in KFS (as opposed to just looking up some information) it generates a document. If you pay an invoice, or another department, it’s wise to make a note of the document number that was generated when you did that.

Chart code: 3. This will always be 3.

Organization code: Your unit's four digit code. Ask Lisa or Jeanene if you are unsure about your unit code.

Accounts: Generally speaking, where money is sitting. There are two main types used within UE; STIP funds and General funds. You will see that STIP fund account names are followed by (69250), and general fund account names by (19900). STIP funds are usually used for catering, entertainment, and travel. General funds, also known as state funds are used for most program operating expenses. You CAN NOT move money from one fund type of account to another, the system will not allow it.  See Jeanene or Lisa if funds need to be swapped or changed.

Sub Object codes: these are standard throughout KFS at UC Davis.

Here is a list of commonly used sub-object codes:

Consolidation code

Object consolidation name

INC0

Income

SB05

Academic salary – academic admin.

SB06

Academic salary – other academics

SB07

Academic salary – research assistant

SB73

Subcontracts

SUBS

Staff salaries

SUBG

General assistance

SB28

Leave assessment and usage

SUB3

Supplies and expense

SUB4

Equipment and facilities

SUB5

Travel

SCHL

Scholarships and fellowships

SUB6

Employee benefits

SUB8

Unallocated

COBL

Committed obligation pre-encumbrance

KOBL

Known obligation pre-encumbrance

Document search:

Located in the top left corner of the screen in most KFS views.  

You’ll probably end up using this function to look up documents you have created processing financial transactions. You can also use your UC Davis ID in the ‘Initiator’ field to look up accounts if you didn’t make a note of the original document number.  Best to enter a date range otherwise you will receive all documents that you have processed beginning September 2015.

Documents you will probably need to create:

Budget Adjustment: This document is used for moving money from one account to another account or unit. This can be used to pay another account outside of your unit, or for balancing the budget at the end of the year (moving money between specific organization accounts). This will be the go-to document to pay other departments for services and such.

Access this document under tab ‘Main Menu’

  •  ‘Financial Transactions’
  • Financial Processing
  • ‘Budget Adjustment’

General Error Correction: This document is used to correct transactions for which an account(s) was inappropriately or erroneously charged. Typically you will use this document if you need to change the account, subaccount or object something was charged to. You will need to know what the original charge or transaction was.  For instance, if you did a budget adjustment to pay linguistics but pulled money out of the wrong subaccount, you can use the general error correction to update the subaccount to the correct one.

Access this document under tab ‘Main Menu’

  • ‘Financial Transactions’
  • Financial Processing
  • ‘General Error Correction’

Pre-encumbrance: if you know an expense ($10,000 or more) is coming up that has not been charged to the account yet. You must remove the encumbrance once the account has been charged.

Access this document under tab ‘Main Menu’

  • ‘Financial Transactions’
  • Financial Processing
  • ‘Pre-Encumbrance’

Lookup functions you might want to use:

Transaction Listing: this is useful for looking up any kind of expense or credit that has occurred within an account  accounts, or subaccounts, depending on what you need to find) during a specified time frame.

Access this function under tab ‘Decision Support’

  • ‘Financial Transactions’
  • ‘Transaction Listing (2)’

Sub/account lookup: this function allows you to look at list of accounts (FIS report 11) or subaccounts (FIS report 6) within a specific organization. It won’t tell you how much money is in those accounts or show you transactions.

Access this function under tab ‘Decision Support’

  • ‘Chart of Accounts’
  • Financial Accounting
  • ‘Account Lookup (11)’ or ‘Sub Account Lookup (6)’

Balance summary: This function will give you an overview of how much money is in each account, subaccount or sub-object. It will show credits, debits and pre-encumbrances. You can decide when you fill out the query form how you want this information organized.

Access this function under tab ‘Decision Support’

  • ‘Financial Transactions’
  • ‘Balance Summary (1)’