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Financial Processing e-docs

The Kuali Financial System (KFS) Financial Processing (FP) module replaced the legacy Journal Entry Management System (JEMS), Payment Request application, and forms used to process cash receipts, wires, and manual account payable vouchers. Both central and campus staff use the module, depending on the type of financial transaction to be processed. In KFS, transactions are processed through electronic documents (e-docs).

Blanket Approved e-docs

There are certain institutional e-docs generated by central administrative offices that are considered critical, and need to be approved in the month they are created or by a specific date. To facilitate timely approvals of these documents, General Accounting will be blanket approving these e-docs. A blanket approval means that the fiscal officer and or designee will receive an acknowledgment instead of an approval. In the future, we hope to route the blanket approvals as an FYI instead of an acknowledgment, which will make it easier to clear the fiscal officer approval queue. 

Below is a list of the types of transactions that will be blanket approved. This list is not meant to be exhaustive, because one-time requests could be received periodically.

  • Internal loans and external debit/bond entries (Debt and Plant Accounting)
  • Unidentified cash receipts, investment reconciliations, investment transactions (University Treasurer and Cash Management)
  • Investment realized/unrealized gain entries (General Accounting)
  • Overhead allocation and e-docs as requested (University Budget Office)
  • Annual insurance premium and tax related e-docs (University Business Service Center)
  • Sponsored-related

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General Tips for FP e-docs
  • To clear up the confusion regarding the end of the month and speed production of month-end results, the month-end deadline will be the last day of each month for all e-docs except the Auxiliary Voucher (AV) and the Journal Voucher (JV), which has limited access.
  • The From and To sections work differently in the different e-docs.
  • Rules about the use of negative amounts are specific to each e-doc and are connected to the From and To functionality. 
  • Some FP e-docs require data in both the From and To sections or Income and Expense sections. 
  • Saving the e-doc and looking at the general ledger pending entries helps you see the debits and credits that result from the lines you have entered on the e-doc.
  • An Error Correction button is available on most completed e-docs. The error correction functionality is very restrictive, by design. It creates an exact reversal of the original entry with no ability to edit the e-doc. If there is a problem with an expired account override on the original e-doc, the error correction button cannot be used, and a General Error Correction (GEC) e-doc will be needed to make the correction.

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e-docs in the FP Module
  • YE Budget Adjustment (YEBA)
  • YE Distribution of Income and Expense (YEDI)
  • YE General Error Correction (YEGEC)
  • YE Transfer of Funds (YETF)

All KFS e-docs are based on predefined rules and automated workflow, which guide the staff performing transactions and decrease errors. All KFS users can view most transaction documents, except for sensitive or confidential information like salaries. Maintenance e-docs are administered centrally and do not route for approval.

To learn more, you can watch presentations about the Financial Processing module.

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