Kuali Financial System - University of Hawaiʻi at …manoa.hawaii.edu/ovcafo/pdf/BudgetInstructionsManoa-Unit...Kuali Financial System Mānoa Budget Instructions: How to Enter Budgets

Kuali Financial System Mānoa Budget Instructions: How to Enter Budgets Using KFS eDocs (BA & SSBA)

Version 2.0 Last Updated: September 18, 2013

Table of Contents Budget Adjustment eDoc (BA) ...................................................................................................................... 3

Budget Adjustment (BA) eDoc Example: .................................................................................................. 4

Single Sided Budget Adjustment (SSBA) eDoc ............................................................................................ 17

Single Sided Budget Adjustment (SSBA) Example ................................................................................... 18

Import Lines Feature on KFS Budget eDocs ................................................................................................ 30

Downloading the Template File from KFS................................................................................................... 31

Entering Budgets into the Import Lines Budget Adjustment Template ................................................. 35

Common Questions .................................................................................................................................... 41

General Funds ......................................................................................................................................... 41

Special & Revolving Funds ...................................................................................................................... 41

Kuali Financial System – Mānoa Budget Instructions Page 2 How To Enter Budgets Using KFS eDocs (BA & SSBA)

Budget Adjustment eDoc (BA) Budget Adjustment eDocs (BA) are used to establish budgets between and within accounts in KFS. This eDoc is sometimes referred to as a Double-Sided Budget Adjustment document.

The BA eDoc requires that the From/Decrease section be in balance with the To/Increase section of the eDoc. This ensures that the Budget Adjustment transaction is consistently moving the budgeted amounts between or within the accounts.

BA eDocs are typically done in the following scenarios:

• Establishing General Fund Expenditure Budgets • Moving budget amounts from a control account to operating accounts. • Adjusting budget entries within an account. (i.e. changing the budget pools or object code

distribution)

The BA eDoc should not be used for establishing expenditure budgets on Non-General Funds unless you are moving a budget amount from another account that already has an established expenditure budget. To establish expenditure budgets on non-General fund accounts, see the instructions for the Single Sided Budget Adjustment (SSBA) eDoc.


Budget Adjustment (BA) eDoc Example: The following is an example of how you would enter a budget on a Budget Adjustment (BA) eDoc. The example demonstrates how to move General Fund budget amounts from a school/college unit level budget plan control account to the departmental spending accounts.

Step # Procedure 1 From the Main Menu, click the Budget Adjustment document link to open the eDoc

Step # Procedure 2 Click on the Collapse All button to make the eDoc easier to manage. 3. After clicking the button, it should look similar to the following picture.


Step # Procedure 4 Click on the Show button on the Document Overview tab to expand it to fill in the

relevant fields.

Step # Procedure 5 In the Description field, enter in descriptive information that identifies the eDoc.

Typically the Description starts with your FO code or initials. 6. In the Explanation field, you can enter in a more detailed reason for the eDoc. 7. The Organization Document Number is optional. In this field, users can enter in their

own identifying information specific to their unit. 8. Ensure that the Fiscal Year is correct. It should be defaulted to the current fiscal

year.

Step # Procedure 9 When completed the tab should look similar to the above 10 Click on the hide button on the Document Overview tab


Step # Procedure 11 Click on the Show button on the Accounting Lines tab to expand the contents of that

tab. It should look like the image above. 12 The Accounting Lines tab is broken into two sections:

• From/Decrease o Entries placed in this section will decrease the budget on the account

specified • To/Increase

o Entries placed in this section will increase the budget on the account specified

Each section has a set of fields that can be completed so that the budget amount is reflected on the account specified.

13 The fields in each section are as follows

Field Name Required? Purpose Chart Code Yes Chart Code of the account specified for

the budget amount Account Number Yes Account number specified for the budget

amount Sub-Account Code No Sub-Account number specified for the

budget amount Object Code Yes Object Code specified for the budget

amount Sub-Object Code No Sub-Object Code specified for the budget

amount Project Code No Project Code specified for the budget

amount Organization Reference Id No User specified value to identify the

budget accounting line transaction Current Amt Yes Current Budget Amount for the budget

transaction Base Amt Yes Base Budget Amount for the budget

transaction


* The Monthly Lines section is currently not being used at this time

Step # Procedure 14 Like other KFS documents, when there is a magnifying glass next to a field, this

indicates that users can search for valid values to be placed into this field. Clicking on the magnifying glass will take the user to a search screen which can be used to “return value”s back to the original eDoc. If you unsure what to put into the field, or want to be sure that the right data is being inserted into the field, the magnifying glass helps to ensure the data is accurate.

Step # Procedure 15 After the fields are filled in with the relevant data, be sure to click on the respective

Add button to ensure that the account line is registered onto the eDoc. There is a corresponding add button on each accounting line in the From and the To section of the Accounting Lines section.


Step # Procedure 16 If a mistake is made such that the entire line needs to be removed, click on the

delete button on the line that you wish to remove. 17 For this example, Arts & Humanities is pushing down the expenditure budgets to the

various departments.

• A&H General Fund Control (MA-1200030) - $2,000,000 o Object Code:

B100 - $2,000,000 • A&H Deans Office (MA-1123342) - $500,000

o Object Codes: B100 - $500,000

• Art (MA-1118822) - $300,000 o Object Codes:

B100 - $300,000 • History (MA-1119012) - $250,000


• Communicology (MA-1119122) - $350,000 o Object Codes:

B100 - $350,000 • Theatre & Dance (MA-1118982) - $200,000


• Academy for Creative Media (MA-1157782) - $400,000 o Object Codes:

B100 - $400,000 The example will go through the process with the assumption that you know the accounts and object codes that you want to use. The instructions that follow will tell you what to enter into the respective fields to get the budget recorded in KFS as intended.


Step # Procedure 18 The following steps involve the From/Decrease section of the Accounting Lines Tab 19 Click on the Chart Code field then select MA. 20 In the Account Number field, enter 1200030, this is the General Fund Control

Account for the unit. 21 Skip the Sub-Account Code field 22 In the Object Code field, enter in B100. This is the object code for personnel

budgets. 23 Skip the Sub-Object Code field 24 Skip the Project Code field 25 Skip the Organization Reference ID field 26 In the Current Amt field enter in 2,000,000 27 In the Base Amt field enter in 2,000,000 28 Since this is an initial budget, the Base and Current budget amounts are entered.

Once the initial allocations are done, only the current budget amount should be updated such that a comparison between the initial budget (base) can be compared against the most current budget (current).

29 Click on the Add button to register your entry. Your screen should look similar to the following.

Step # Procedure 30 Since this example only involves the budget of one unit, the focus now turns to the

To/Increase section of the Accounting Lines Tab. 31 The following steps involve the To/Increase section of the Accounting Lines Tab 32 Refer to the listing in Step 17 to complete the To/Increase section. 33 Once completed, your screen should look similar to the picture on the next page.


Step # Procedure 34 The above picture only contains the first few lines of the To/Increase section. Once

done, you should have a total of 6 completed lines. 35 Once you have entered all of the budget entries for the document, click on the Hide

button on the Accounting Lines tab.

Step # Procedure 36 Click on the Show button on the General Ledger Pending Entries Tab. Since the

document hasn’t been saved yet, there are no entries shown here. 37 Click on the Hide button on the General Ledger Pending Entries Tab

Step # Procedure 38 Click on the Show button for the Notes and Attachments tab 39 Like other KFS eDocs, users can enter in Notes onto a document, and/or attach files

on the document. Be wary of what notes and files that are attached to the document. Sensitive information should NOT be posted here as KFS is an open system. Keep in mind that once a note or attachment is added to the document it cannot be removed except by a system administrator.


40 Click on the Hide button on the Notes and Attachments tab

Step # Procedure 41 Click on the Show button for the Ad Hoc Recipients tab 42 Users can choose to have the document routed outside of the normal workflow of

the budget adjustment document. Typically the document routes to the FOs that are involved in the account.

43 Click on the Hide button for the Ad Hoc Recipients tab

Step # Procedure 44 Click on the Show button for the Route Log tab 45 Expanding all of the sections will show where the document currently is in the

workflow process as well as where it will be going next. However, until the document is saved, the system doesn’t know what the routing will be.

46 Click on the Hide button for the Route Log tab


Step # Procedure 47 Click on the Save button at the bottom of the eDoc

Step # Procedure 48 If all went well, you should see a save confirmation message at the top of the screen.

If there are errors on the document, it will show up where the confirmation message would be, as well as on the relevant tab that the error occurred on.

49 Once the document is saved, the contents of the General Ledger Pending Entries and the Route Log will change since now the system can determine which accounts are affected and how the document should be routed via workflow.


Step # Procedure 50 Click the Show button on the General Ledger Pending Entries to see how the

document affects the general ledger Notice that each budget entry appears multiple times. Since the Base Budget and Current Budget are separate balance types, they have their own distinct general ledger entry in KFS, whereas on the eDoc it was all on one line.

51 Click on the Hide button on the General Ledger Pending Entries tab


Step # Procedure 52 Click the Show button on the Route Log tab.

When the Future Action Requests is expanded, you can now see where the document will route once the Pending Action Request is taken.

Step # Procedure 53 If the document is now complete, hit the Submit button to have the document

routed to the next person in the workflow.


Step # Procedure 54 As with saving, when an eDoc is submitted, it gives a confirmation message. If there

are errors on the document, an error message will be in its place and the document will not be submitted.

55 In this particular example, the document was created by a person that was not the FA, or was not the primary delegate on the account. If the FO on the account prepares the document on accounts where there is a primary delegate assigned, the Budget Adjustment eDoc will route to the primary delegate for approval.

Step # Procedure 56 The FA or primary delegate on the account must review the account at this time. 57 The FA/primary delegate could add Notes and Attachments as needed. 58 The FA/primary delegate can also ad hoc route the document for additional

approvals outside of the normal workflow. 59 If the document is ok to approve, click on the approve button at the bottom of the

eDoc.


Step # Procedure 60 Notice the other actions available on the eDoc.

• Send Ad Hoc Request – If an ad hoc recipient/group is defined, clicking this

button will route the document to the recipient/group without approving the document

• Save – saves changes made to the document • Reload – recovers the last saved version of the document; useful in the event

the user makes many changes to a document, then decides to revert it back to the original

• Approve – approves the document and sends it to the next workflow step, if applicable

• Disapprove – disapproves the document and requires the user to indicate why the document is being disapproved

• Close – closes the current document and returns the user to their action listing

• Copy – creates a copy of the current eDoc 61 Click on the approve button to approve this eDoc. If it’s successful it will just return

you to the action list. If there were errors, there will be message indicating the problems on the document.


Single Sided Budget Adjustment (SSBA) eDoc Single Sided Budget Adjustment (SSBA) eDocs are another way to enter in budget information into KFS.

Unlike the Budget Adjustment (BA) eDoc, there is no requirement for the From/Decrease and To/Increase sections of the eDoc to balance. You can treat this eDoc like a Budget Adjustment (BA) eDoc and utilize the From and To sections, however you must be aware the system will not ensure that the two sections are in balance. If you need that level of confidence, please use the Budget Adjustment (BA) eDoc instead.

SSBA eDocs are typically done in the following scenarios:

• Establishing Expenditure Budgets in non-General Fund accounts • Establishing Revenue Budgets

SSBA eDocs CANNOT be used to establish or change any General Fund budget. Changes to General Fund budgets need to be done on the Budget Adjustment (BA) eDoc.


Single Sided Budget Adjustment (SSBA) Example The following is an example of how to complete a Single Sided Budget Adjustment (SSBA) eDoc. It demonstrates how to establish an expenditure budget on a non-General Fund account.

Step # Procedure 1 Select the Single Sided Budget Adjustment from the main menu.

Step # Procedure 2 Click on the Collapse All button to make the eDoc easier to manage. 3. After clicking the button, it should look similar to the following picture.


Step # Procedure 4 Click on the Show button on the Document Overview tab to expand it to fill in the

relevant fields.

Step # Procedure 5 In the Description field, enter in descriptive information that identifies the eDoc.

Typically the Description starts with your FO code or initials. 6. In the Explanation field, you can enter in a more detailed reason for the eDoc. 7. The Organization Document Number is optional. In this field, users can enter in their

own identifying information specific to their unit. 8. Ensure that the Fiscal Year is correct. It should be defaulted to the current fiscal

year.

Step # Procedure 9 When completed the tab should look similar to the above 10 Click on the hide button on the Document Overview tab


Step # Procedure 11 Click on the Show button on the Accounting Lines tab to expand the contents of that

tab. It should look like the image above. 12 The Accounting Lines tab is broken into two sections:

• From/Decrease o Entries placed in this section will decrease the budget on the account

specified • To/Increase

o Entries placed in this section will increase the budget on the account specified

Each section has a set of fields that can be completed so that the budget amount is reflected on the account specified.

13 The fields in each section are as follows

Field Name Required? Purpose Chart Code Yes Chart Code of the account specified for

the budget amount Account Number Yes Account number specified for the budget

amount Sub-Account Code No Sub-Account number specified for the

budget amount Object Code Yes Object Code specified for the budget

amount Sub-Object Code No Sub-Object Code specified for the budget

amount Project Code No Project Code specified for the budget

amount Organization Reference Id No User specified value to identify the

budget accounting line transaction Current Amt Yes Current Budget Amount for the budget

transaction Base Amt Yes Base Budget Amount for the budget

transaction * The Monthly Lines section is currently not being used at this time


Step # Procedure 14 Like other KFS documents, when there is a magnifying glass next to a field, this

indicates that users can search for valid values to be placed into this field. Clicking on the magnifying glass will take the user to a search screen which can be used to “return value”s back to the original eDoc. If you unsure what to put into the field, or want to be sure that the right data is being inserted into the field, the magnifying glass helps to ensure the data is accurate.

Step # Procedure 15 After the fields are filled in with the relevant data, be sure to click on the respective

Add button to ensure that the account line is registered onto the eDoc. There is a corresponding add button on each accounting line in the From and the To section of the Accounting Lines section.


Step # Procedure 16 If a mistake is made such that the entire line needs to be removed, click on the

delete button on the line that you wish to remove. 17 For this example, IFA is setting up their expenditure budgets at the budget plan ID

level in their assigned TFSF-Regular account of MA-2300200 for the following amounts:

• Regular Employee Payroll (B100) - $300,000 • Student Help Payroll (B400) - $30,000 • Other Current Expense (B600) - $300,000 • Equipment (B700) - $50,000

The example will go through the process with the assumption that you know the accounts and object codes that you want to use. The instructions that follow will tell you what to enter into the respective fields to get the budget recorded in KFS as intended.

18 The following steps involve the To/Increase section of the Accounting Lines Tab since we’re adding a budget to this account.

19 Click on the Chart Code field then select MA. 20 In the Account Number field, enter 2300200, this is the MBO assigned TFSF-Regular

account for IFA. 21 Skip the Sub-Account Code field 22 In the Object Code field, enter in B100. This is the object code for personnel

budgets. 23 Skip the Sub-Object Code field 24 Skip the Project Code field 25 Skip the Organization Reference ID field 26 In the Current Amt field enter in 300,000 27 In the Base Amt field enter in 300,000 28 Since this is an initial budget, the Base and Current budget amounts are entered.

Once the initial allocations are done, only the current budget amount should be updated such that a comparison between the initial budget (base) can be compared against the most current budget (current). Current amount budget adjustments are made by entering the increase/decrease amount in the Current budget amount column (not by entering the new amount).

29 Click on the Add button to register your entry. Your screen should look similar to the following.


Step # Procedure 30 Continue to enter the rest of the budget required by entering the relevant

information on the add: line of the To/Increase section. Essentially this is repeating steps 17-29 for each of the budget object codes that are listed in step 17.

31 Once completed, your screen should resemble the following screenshot.


Step # Procedure 31 Once you have entered all of the budget entries for the document, click on the Hide

button on the Accounting Lines tab. NOTE: Keep in mind that your expenditure budget CANNOT exceed the allocation + carryover budget amount pushed down from MBO for allocation based budget plans. For revenue budget based plans, your expenditure budget cannot exceed the lesser of the revenue budget + carryover OR the revenue budgets + carryover budgets + transfer budgets. KFS does not check this for you, however there are reports that are run at the campus level that will be used to monitor that expenditure budgets do not exceed allocation + carryover budgets

Step # Procedure 32 Click on the Show button on the General Ledger Pending Entries Tab. Since the

document hasn’t been saved yet, there are no entries shown here. 33 Click on the Hide button on the General Ledger Pending Entries Tab

Step # Procedure 34 Click on the Show button for the Notes and Attachments tab 35 Like other KFS eDocs, users can enter in Notes onto a document, and/or attach files

on the document. Be wary of what notes and files that are attached to the document. Sensitive information should NOT be posted here as KFS is an open system. Keep in mind that once a note or attachment is added to the document it cannot be removed except by a system administrator.

36 Click on the Hide button on the Notes and Attachments tab


Step # Procedure 37 Click on the Show button for the Ad Hoc Recipients tab 38 Users can choose to have the document routed outside of the normal workflow of

the budget adjustment document. Typically the document routes to the FOs that are involved in the account.

39 Click on the Hide button for the Ad Hoc Recipients tab

Step # Procedure 40 Click on the Show button for the Route Log tab 41 Expanding all of the sections will show where the document currently is in the

workflow process as well as where it will be going next. However, until the document is saved, the system doesn’t know what the routing will be.

42 Click on the Hide button for the Route Log tab


Step # Procedure 43 Click on the Save button at the bottom of the eDoc

Step # Procedure 44 If all went well, you should see a save confirmation message at the top of the screen.

If there are errors on the document, it will show up where the confirmation message would be, as well as on the relevant tab that the error occurred on.

45 Once the document is saved, the contents of the General Ledger Pending Entries and the Route Log will change since now the system can determine which accounts are affected and how the document should be routed via workflow.


Step # Procedure 46 Click the Show button on the General Ledger Pending Entries to see how the

document affects the general ledger Notice that each budget entry appears multiple times. Since the Base Budget and Current Budget are separate balance types, they have their own distinct general ledger entry in KFS, whereas on the eDoc it was all on one line.

47 Click on the Hide button on the General Ledger Pending Entries tab

Step # Procedure 48 Click the Show button on the Route Log tab.

When the Future Action Requests is expanded, you can now see where the document will route once the Pending Action Request is taken.


Step # Procedure 49 If the document is now complete, hit the Submit button to have the document

routed to the next person in the workflow.

Step # Procedure 50 If there were no errors, you should see a document was submitted successfully

message. 51 In this particular example, since the initiator of the eDoc was the same as the FO

approving the document, the document is now final. You can verify this by checking the Route Log tab.


Step # Procedure 52 Notice the Route Status is FINAL. The entries will be recorded against the General

Ledger in the next batch run for KFS.


Import Lines Feature on KFS Budget eDocs The Import Lines feature on the KFS Budget eDocs allows you to bulk upload your preplanned budgets from a comma separated value (CSV) / Excel file.

There is a template file that you can download from the website that allows users to populate each of the accounting lines sections of the BA and SSBA eDocs. The template is essentially an Excel spreadsheet that users populate, then save as a CSV file for uploading into the eDoc.

The following instructions explains the steps to download the template, how to populate the template and how to import the template into the eDoc. Keep in mind that the upload is for each section of the accounting lines tab of the eDoc; thus you may need one file for the From/Decrease section and one file for the To/Increase section.


Downloading the Template File from KFS The template file for the Import Lines feature on the budget eDocs can be found by doing the following steps.

Step # Procedure 1 From the Main Menu, select either of the Budget Adjustment or Single Sided Budget

Adjustment option.

Step # Procedure 2 On the Accounting Lines tab, click on the ? in the square next to the Account Lines

header as indicated in the screenshot above.


Step # Procedure 3 A new tab should open in your browser and appear like the screenshot below.

Step # Procedure 4 Select the BA_YEBA_Import.xls link


Step # Procedure 5 A page similar to the one above should appear.

Step # Procedure 6 Select the BA_YEBA_Import.xls link


Step # Procedure 7 Depending on your web browser, you may be prompted to open or to save the file.

Save the file in a location where you will be able to remember where to access it. If your browser automatically saves the files in a default location then look for the file in that location.

Step # Procedure 8 Navigate to where the file was downloaded and open the file. It should look similar

to the below.


Entering Budgets into the Import Lines Budget Adjustment Template Once the budget adjustment template is downloaded, you can now start entering your budgets into it to utilize the Import Lines feature.

NOTE: Keep in mind that the data has to be formatted in a very specific way. Not adhering to the strict requirements may cause errors when trying to use the function.

Step # Procedure 1 Navigate to where the file was downloaded and open the file. It should look similar

to the below.

Step # Procedure 2 The column headers that are indicated in red are required fields. 3 The data put in under the column headings are already pre-formatted to work with

the import line function. However, this means that the amounts in Columns H and I will only have decimal points and no comma separators. While you can turn on the formatting to make it easier to read, you are REQUIRED to adjust it back to number without the 1000 separator.


Step # Procedure 4 Fill in the appropriate columns with the values that you would normally would have

put on the BA or SSBA eDoc.

Step # Procedure 5 Keep in mind that each section of the BA/SSBA eDocs have their own respective

Import Lines function. i.e. the From/Decrease section has its own Import Lines button that is separate from the To/Increase section.

Step # Procedure 6 Because of this, you cannot enter in negative amounts in the amount columns. If

you need to decrease a budget, be sure to include it in the file for the From/Decrease section.


Step # Procedure 7 Once you have completed all of the entries needed for a particular section

(From/Decrease or To/Increase) you will need to remove the header rows prior to doing the import.

Step # Procedure 8 After deleting the header rows, the file should look similar to the following


Step # Procedure 9 Save the file as a Comma Separated/Delimited Value (CSV) file. It’s recommended

that you name the file so that you know which accounting section it is for. For example if the file is for the To/Increase section, you could name the file similar to: TFSF_To.csv

Step # Procedure 10 With the CSV file you created, you can now use the Import Lines function on the

BA/SSBA eDoc. Click on the Import Lines button on the section you want to import the lines into.


Step # Procedure 11 After clicking on the Import Line button, the screen will change slightly to appear like

the screenshot below.

Step # Procedure 12 Click on the Browse button and navigate to where your CSV file is saved on your

computer. Then click Open.

Step # Procedure 13 After selecting your file, the screen should display the file name that you picked next

to the browse button.


Step # Procedure 14 At this point you can click the add button to import the lines in your CSV file; or click

on cancel import to prevent the file from importing. Clicking on the add button will insert the contents of your CSV file into the appropriate columns of the eDoc.

Step # Procedure 15 You have successfully imported lines using the import lines template for the budget

eDoc. Once lines are imported they behave as if you had directly inputted the information.


Common Questions The following table provides a quick reference for which eDoc you would use depending on the situation.

General Funds Situation eDoc Notes Establishing a General Fund expenditure budget

Budget Adjustment (BA)

Reallocating an expenditure budget on General Funds


Moving an expenditure budget from one G-Fund account to another


Transferring Budgets between units/General Fund & Tuition Swaps

Budget Adjustment (BA) Use the A300 object code to indicate transfer of allocations.

Special & Revolving Funds Situation eDoc Notes Establishing an expenditure budget on S/R Funds

Single Sided Budget Adjustment (SSBA)

Reallocating an expenditure budget on S/R Funds

Budget Adjustment (BA) or Single Sided Budget Adjustment (SSBA)

While either eDoc could be used; it is recommended to use the Budget Adjustment to ensure the amounts are in balance.

Moving a budget from one S/R-Fund account to another

Budget Adjustment (BA) or Single Sided Budget Adjustment (SSBA)

While either eDoc could be used; it is recommended to use the Budget Adjustment to ensure the amounts are in balance.

Establishing a revenue budget on S/R Funds

Single Sided Budget Adjustment (SSBA)

Transferring Budgets between units/General Fund & Tuition Swaps

Budget Adjustment (BA) Use the A300 object code to indicate transfer of allocations.


Documents

Kuali Financial System - University of Hawaiʻi at …manoa.hawaii.edu/ovcafo/pdf/BudgetInstructionsManoa-Unit...Kuali Financial System Mānoa Budget Instructions: How to Enter Budgets