KFS Payment Processing E-docs (DV, PREQ, PCDO)

The following information relates to transactions that can be processed by units between July 1 and the Year End e-doc completion deadline for departments. 

Note: It is best practice to complete all entries possible before June 30, and complete any accrual transactions before July 6. If you must create these e-docs after July 6, it is best practice to create any required manual reversal at the same time.

Table of Contents

How do I record an expense in the fiscal year that is closing on a Disbursement Voucher (DV) that was not approved before June 30 or a Payment Request (PREQ) was not processed before July 6?

Before or on July 6 After July 6
  1. Create an AV – Accrual Type.
    1. Select June from the accounting period drop-down.
    2. Enter a reversal date of today or July 1, whichever is later.
    3. Debit expense and credit accrued expenses (2999).
Note: The AV will be reversed automatically in the new fiscal year.
  1. Create a YEDI e-doc.
    1. Record the expense in the To section of the e-doc, and use the accrued expenses object code (2999). 
    2. Manually reverse using the From section of an in-year DI e-doc. All amounts will be positive.

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How do I remove an expense from the old fiscal year when a PREQ/DV was processed as a June expense, but the expense is for the new fiscal year?

Before or on July 6 After July 6
  1. Create an AV –Accrual Type.
    1. Select June from the accounting period drop-down.
    2. Enter a reversal date of today or July 1, whichever is later.
    3. Debit prepaid object code (1610), and credit expense used on original transaction.
Note: The AV will be reversed automatically in the new fiscal year.
  1. Create YEDI e-doc.
    1. Use the expense object codes from the original transaction in the From section, and a prepaid object code (1610) in the To section. The amounts will be positive
    2. Manually reverse using an in-year DI e-doc. Use the prepaid object code in the From section, and the expense object code in the To section. The amounts will be positive.

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A PREQ was processed by Accounts Payable on or before July 5 and posted to my accounts. Normally, I would adjust the accounts during fiscal officer approval routing. How do I do this for the fiscal year that is closing?

Before or on July 6 After July 6
  1. Create an AV – Adjustment Type.
    1. Select June from the accounting period drop-down.
    2. Credit the codes used on the original PREQ, and debit the new object codes.  
Note: Do not use the adjustment AV to process accruals.
  1. Create a Year End General Error Correction (YEGEC) e-doc to correct the object codes. The object codes you are correcting will be in the From section of the YEGEC, the codes you are correcting to will be in the To section of the e-doc.  
  2. No reversal is needed for this transaction.

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We were unable to approve a Procurement Card Document (PCDO) e-doc during the PCDO post-back period (July 10) and want to accrue/record the transaction in the fiscal year closing. What e-doc do I use?

Before or on July 10 After July 10
Not applicable before July 10.
  1. Create a YEDI
    1. Use expense object codes and the accrued expenses (2999) object codes in the To section of the e-doc. The amounts will be positive. 
    2. Manually reverse using the From section of an in-year DI. After July 10, the PCDO e-doc will post to the new fiscal year.

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