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Set Up and Manage Accounts

Viewing, Adding, or Editing an Account

Chart of Accounts Lookup and Maintenance e-docsTo view, add, or edit an account, use the Chart of Accounts Lookup and Maintenance e-docs, located on the Main Menu tab in the Kuali Financial System (KFS).

Click Account, and then "search" to edit or copy an account, or "create new" to add a new account.

For detailed instructions, see the "Account" Standard Operating Procedure.

Log in to KFS

Note: Access to this system is limited to authorized individuals. Get KFS Support.

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KFS Account Attributes Conversion Reference Guides

Conversion guides provide an overview of how legacy fund, function, and source account attributes were translated into KFS account attributes. More conversion and KFS transition tools are available on the KFS Transition Tools page.

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Opening New Accounts

The Account e-doc will help you categorize your new account for university reporting purposes. Review and approval will be done by the appropriate individual in the Division of Financial Affairs (DFA) based upon the account’s characteristics. The status of the Account e-doc will be contained in your KFS action list.

Creating Sponsored Project Accounts

To create Sponsored Project accounts (Fund Group = CG), go to the Sponsored Projects Portal, and use the General Query portal view. Use the search tool to find an award record. At the bottom of the Overview page, click "Request a New Sponsored Account."

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Maintaining Accounts

Changes to account maintenance procedure include adding or changing the account title, the account address, or other account attributes that do not affect university reporting. The account purpose cannot be changed.

To make changes to a Petty Cash/Cash in Drawer account/object, use the correct form on the Petty Cash/Cash in Drawer page.

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Closing Accounts

There is no stop/delete feature in KFS. The KFS equivalent is status CLOSED.

  • Select the Closed check box in the Account e-doc to close the account; clear the check box if it is open.
  • You can neither close an account with pending entries nor post to a closed account (an error message is generated).
  • Closing an account is more permanent than expiring – no transactions can use a closed account, and a closed account can only be reopened by a system supervisor. 
  • Closed accounts require a continuation account.

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Getting Help

Use the following contacts if you have questions about or problems with setting up or maintaining accounts.

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