KFS General Error Correction and Distribution of Income and Expense A Procedural Guide for Kuali Financial Systems eDocs Office of the Controller

2016

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Table of Contents

eDoc / Process Page General Error Correction (GEC) 3

Distribution of Income and Expense (DI) 6 Importing Accounting Lines 8

Help / Contacts 14 To/From vs. Debit/Credit 15

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General Error Correction (GEC)

• Used to correct a posting error (wrong account number, wrong object code, wrong amount was used etc.)

• Only used for corrections of actual balances for revenues and expenses

• Cannot be used to correct:

• Budget Adjustments (Use another BA, or use the Error Correction button)

• Salary Expense Transfer (Use another ST) • Transfer of Funds / Cash (Use another TF, or use the Error

Correction button)

Should I do a GEC or use the Error Correction button? Certain Financial Processing eDocs (DI, GEC, BA, SSBA, TF) will display an “error correction” button at the bottom of the eDoc once it is in Final status. If an entire eDoc is incorrect, use this button to create a new eDoc which is a complete reversal of the original. Do this instead of using a GEC.

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Go to: Transactions ~ Financial Processing ~ General Error Correction

Enter a Description

This description appears in the

action list of the approver, in

eDoc searches, and often in the

transaction detail.

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Enter: Reference Origin Code 01, or if correcting an Internal Billing, a Service

Billing or a Collector Feed, use code BC Reference Number (eDoc # where error occurred) Line Description. Click “add”. Repeat for the 2nd

line.

Enter Chart (UC), Account Number, Object, Amount

Other / Optional Tabs

If correcting an entry involving a capital asset, you must complete the Capital Asset tabs (Accounting Lines for Capitalization, and either Create Capital Assets or Modify Capital Assets. The asset number can usually be found on the Purchase Order Notes and Attachments tab. Need help? Use the New Capital Asset Tabs Guide,

or contact Inventory Control.

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Distribution of Income and Expense (DI)

• Used when moving expenses or revenue from one or many account(s) to one or many

other account(s)

• Usually used only when either expense on both sides or revenue on both sides (allocation of postage, copier charges)

• 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 moving revenue accumulated on an Internal Billing (IB) or a Service Billing (SB), please use a General Error Correction (GEC) with Reference Origin Code BC.

• Can import multiple lines via CSV file format (see page 8)

Go to: Transactions ~ Financial Processing ~ Distribution of Income and Expense

There must be an actual amount in the “FROM” side balance to move. Use the balance inquiries to check the account, sub-account, object code, etc. (You can’t move something that isn’t there!)

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On the Document Overview tab: Enter a Description. On the Accounting Lines tab: Enter the Chart, Account Number, Object, and Amount for both sides. Sub-Account, Sub-Object, Project, Org Ref ID are optional. Click “Add.” Use the Notes and Attachments tab for backup and/or original eDoc numbers. Click “submit.”

Remember to click “Add” to enter each

of the Accounting Lines. Large entries containing several Accounting Lines can be imported

instead of manually entered. See page 8

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Importing Accounting Lines

Accounting Lines can be imported directly into any eDoc with Accounting Lines

Spreadsheet must be saved as a csv file

If an import is done on both the income and expense sides, then each must have its own import file

On the Accounting Lines tab, click on the Question Mark

You may want to save frequently used

templates on your desktop for easy

access.

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Locate the right template for the eDoc. Many eDocs use the same Standard Import template.

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Enter the Accounting Lines. The columns with red headings are required.

Delete the first three lines of text, and save as a csv file

(Save as type ~ CSV Comma Delimited)

Be sure that the “Amount” column contains no

commas. Change the format to “General” in that column

to remove them.

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Click “Yes” for each of the prompts

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On the eDoc Accounting Lines tab, click “import lines” then “Choose File”

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Find your csv import file, click “Open” ~ then click the “Add” button next to the file name

Your Accounting Lines are now in your eDoc!

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Questions?

Topic Name Department Phone

DI/GEC Stacy Russolino Accounting 486-8109

DI/GEC Haili Li Lin Accounting 486-1452

DI/GEC Annette Pavone Accounting 486-2934

DI/GEC for

Capital Assets

Shayna Beckwith Inventory

Control

486-9596

For Frequently Asked Questions about any of the eDocs in this procedure guide, see KFS FAQs: KFS Tips and FAQs

Use the help menu function from within eDocs by clicking on the question mark

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To/From vs. Debit/Credit For GEC and DI eDocs

Last Updated 2/9/2016

Assets Increase an Asset (debit) (To)

Decrease an Asset (credit) (From)

Liabilities Increase a Liability (credit) (To)

Decrease a Liability (debit) (From)

Revenues Increase revenue (credit) (To)

Decrease revenue (debit) (From)

Expenses Increase an Expense (debit) (To)

Decrease an Expense (credit) (From)