To All KFS Users:

As you know, the end of fiscal year 2016 is quickly approaching. For an orderly close of KFS, there is a need for all FY16 KFS eDocs to be finalized before the end of June. There are eDocs in KFS that have a status of “enroute” – some of these are several months old.  A document that is “enroute” is waiting for approval by someone. Every KFS User is being asked to do the following:

1. Check your Action List regularly, and look in the “Action Requested” column for items that say “Approve.”  You may also utilize the “My KFS” tab to see eDocs in your action list sorted and filtered by document type. Open up each eDoc, and approve or disapprove it as appropriate. Once you take the action requested, the eDoc will disappear from your Action List, and move on to the next approver or to Final or Processed status. For more information about managing your Action List, and for details on other Route Statuses and other Actions Requested, please see KFS FAQ’s  (Action List) and the Action List Tutorial Video.
2. We also ask that you find eDocs that you have initiated that are still enroute, and have not yet routed to a central department such as Accounts Payable or Accounting.  (Many of you do not initiate eDocs so this does not apply.)  For these eDocs, look at the route log to see whose action list it is in, and contact that person to remind them to take action on the eDoc.
3.  To find your enroute eDocs:

• Click on the “doc search” button
• Click on the “detailed search” button
• Enter your netid in the Initiator box
• In the Route Status box, choose “ENROUTE”
• Optional: Name this search by entering “My enroute eDocs,” for example, in the “Name this search” box. To easily re-create this search in the future, use the Searches dropdown list.
• Click “search”
• To see the route log on an eDoc:
  1. Open up the eDoc and go to the Route Log tab, or
  2. Click on the “Route Log” icon in the far right column. This will open up only the route log.
• In the Pending Action Requests area, look for “IN ACTION LIST APPROVE” – this is where the eDoc is currently waiting for action. If it is a group, you can click on the group name to see the individual members in this group.

If you are unable to approve an eDoc that it is your action list, or if you encounter any other issues, please go to http://financesystems.uconn.edu/ and click on “Help & Support.”  Please provide the eDoc number, and a description of the error that you are receiving.

We thank you in advance for your cooperation.

Annette Pavone, CPA
KFS Functional Coordinator & Accounting Manager
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone: (860) 486-2934
Fax: (860) 486-0570

For Kuali Project Information please visit www.financesystems.uconn.edu

 

To all departments:

Beginning this fiscal year end for 2016, there will no longer be a short period of time after June 30 where Disbursement Vouchers (DV’s) or Payment Requests (PREQ’s) will still post to your accounts. Instead, invoices submitted after June 30 as DV’s or PREQ’s will automatically post to period 1 in fiscal year 2017.

In order to properly record expenditures in the appropriate fiscal year, please review your KFS accounts for completeness and contact vendors as needed. Also, be sure to review contracts for any large invoices that are expected to be received and posted before June 30th.

Please contact Stacy Russolino (6-8109) or Robin Hoagland (6-3780) if you have any questions regarding the cut-off. If you have questions regarding invoice payments, please contact Accounts Payable (6-4137).

Thank you.

Annette Pavone, CPA
KFS Functional Coordinator & Accounting Manager
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone: (860) 486-2934
Fax: (860) 486-0570

From: Kuali Financial System [mailto:KFS-L@LISTSERV.UCONN.EDU] On Behalf Of Pavone, Annette Sent: Friday, February 26, 2016 8:28 AM To: KFS-L@LISTSERV.UCONN.EDU Subject: The Intra-Account Adjustment eDoc (IAA)

Many departments have started to utilize the secondary coding on Accounting lines such as Sub-Account, Sub-Object Code and Project Code. These codes are very useful if you would like to further define General Ledger activity for reporting purposes. With the September 2015 Upgrade of KFS, a new Financial Processing eDoc was introduced that is specifically designed to help add/correct secondary coding on balances: the Intra-Account Adjustment (IAA). Previously, only the General Error Correction or the Distribution of Income and Expense eDoc were used to re-allocate balances for sub-coding purposes. What makes the IIA better?

1. The IAA does not route for central approval (Accounting won’t be reviewing it)
2. It includes both a Reference Number field and an optional Line Description
3. It can be used for payroll object codes*
4. Use it to re-allocate previous activity, or to correct errors in coding

Some other things you should know about the IAA:

It does not allow for changes to the account or object code; only the sub-coding may be changed

1. It cannot be used for Budget Balances; only Actual Balances can be adjusted with the IAA
2. Similar to the GEC or DI, it will not change the original transaction; the Reference Number field can be used to reference the original transaction eDoc number

For a PowerPoint presentation on Sub-Accounts, Sub Object-Codes, and Project Codes, click here.

*Changes to payroll object codes on an IAA eDoc will only be reflected in the General Ledger, the Labor Ledger will remain unchanged.

If you have any questions regarding the Intra-Account Adjustment eDoc, or the use of sub-coding, feel free to contact me.

Annette Pavone, CPA

2/9/2016: Budget Construction is now open for development of FY17 Budgets. Find everything you need to get started at http://budget.uconn.edu/about-budget-construction/lets-get-started/

1/28/16 – Do you have staff changes that require an edit to Fiscal Officer, Account Supervisor, or Account Manager on several accounts? Instead of submitting an Account edit for each account, contact the Accounting Office. Central Accounting staff can initiate an Account Global eDoc to make the changes all at once.