KFS Maintenance Docs Quick Start Guide

Intro

Below are the step-by-step instructions on how to access, create and edit the KFS Maintenance Documents. Along with the steps are brief videos for you to use as well (<4 minutes in length each). When you click the "Watch the Video" link, you will get a full-screen video (with navigation controls along the bottom). Once you are done watching the video, simply hit the Back button in your browser to return to this Guide.

Login to KFS

To access KFS, simply visit https://portal.uci.edu and press the Login link in the upper right-hand corner. On the subsequent screen, enter your UCInetID and password. After you login successfully, you'll be taken into ZotPortal. Once there, select the Faculty/Staff tab in the upper left-hand corner and then on the next screen select the KFS tab.

How to Create an Account

Summary: An account is used to identify a pool of funds assigned to a specific university organizational entity for a specific purpose. Accounts are the fundamental building blocks of Kuali Financial Transactions, and Financial Transactions are always associated with one or more accounts.

Watch the Video (3m:43s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Account Lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Account.
3	Search for an Account based on UC Account and Fund	Lookup an account that you currently use in KFS by searching for its corresponding UC Account and Fund number. As you’ll recall, the UC Account and Fund number are 6 digits for the Account Number and 5 digits for the Fund Number, separated by a dash (-). Make sure you surround this 11-digit number with asterisks (*).
4	Select the Account from your results below	In the left column labeled Actions, select Copy.
5	Edit the Description	Required. Enter a brief description of the account maintenance document, e.g. create a new expense account.
6	Edit the Explanation field	Required (even though there isn’t an ). In the Explanation* field, enter the purpose for creating the new account. You’ll want to follow the requirements listed in the UC Irvine Administrative Policies & Procedures, which can be found in ZotPortal or http://www.policies.uci.edu/
7	Enter the Chart Code	Required. Enter the Chart Code associated with the organization assigned to the project code, or search for it from the Chart lookup by pressing the spyglass icon. IR Campus MC Medical Center
8	Don’t change the Account Number	The Account Number will be automatically populated with the KFS Document Number (located up above). Do not change this number. Later on in the workflow, this will be automatically populated or a new KFS account number will be created by another workflow node.
9	Enter the Account Name	Required. For the Account Name, if the new UC Account and Fund number is known, enter this information before the new Account Name. If the new UC Account and Fund number is not known, enter only the Account Name, and the Chart Manager will enter the new UC Account and Fund numbers.
10	Enter the Organization Code	Required. Enter the KFS Organization Code (at the lowest level) where this account will be mapped in the General Ledger. This is not hierarchical, so for example if you create an account at the 7xxx level, and you have orgs that reports to that org below it in 6xxx, it should be mapped to 6xxx.
11	Enter the Account Effective Date	Required. For the Account Effective Date, enter the date this account will start.
12	Skip to the next tab	You can safely disregard the rest of the fields in this tab.
13	Change those responsible for the Account	Under the Account Responsibility Tab, you can change the UCInetIDs of the Fiscal Officer, Account Supervisor or the Account Manager. One thing to keep in mind is that the Account Supervisor cannot be the same as the Fiscal Officer or the Account Manager.
14	Skip to the next tab	You can safely disregard the rest of the fields in this tab.
15	Provide a Brief Description	Under the Guidelines & Purpose, provide a brief description of the purpose of the account in the Account Purpose text field.
16	Skip the rest of the tabs	The rest of the tabs you can safely disregard. This information will be populated later on by another workflow node or the Chart Manager.
17	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Edit An Account

Summary: An account is used to identify a pool of funds assigned to a specific university organizational entity for a specific purpose. Accounts are the fundamental building blocks of Kuali Financial Transactions, and Financial Transactions are always associated with one or more accounts.

Here's how to Edit an Account, should the need arise.

Watch the Video (0m:48s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Account lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Account.
3	Search for the Account	Search for the account based on any number of different criteria (Account Number, Org Code, etc). Once you find the account in the search results below, press Edit.
4	Make the requisite changes	Change the necessary fields.
5	Enter a Description of what you changed	Required. In the Description field up top, briefly describe what you changed.
6	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Create a Sub-Account

Summary: The Sub-Account is used when you want to track financial activity within a particular account at a finer level of detail. They are often used to help track expenses when several different activities may be funded by the same account.

Watch the Video (2m:41s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Sub-Account lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Sub-Account.
3	Create a New Sub-Account	In the upper-right hand corner, press the Create New button.
4	Enter the Chart Code	Required. Enter the Chart Code associated with the organization assigned to the project code, or search for it from the lookup by pressing the spyglass icon. IR Campus MC Medical Center
5	Enter the Account Number	Required. Enter the Account Number if you know it, or search for it from the lookup by pressing the spyglass icon. NOTE: If you want to use the same sub-account code on several accounts, you need to create a separate document for each additional account on which you want to use that sub-account.
6	Create the new Sub-Account Number	Required. Simply enter whatever you’d like. Keep in mind that you are limited to 5 characters.
7	Create the new Sub-Account Name	Required. Simply enter whatever you’d like. Keep in mind that you are limited to 40 characters.
8	Enable the Active Indicator	Optional. Select the checkbox if the project code is Active. Clear the checkbox if it is Inactive (perhaps if you no longer want to use this sub-account).
9	Select the Sub-Account Type Code:	Required. For the Sub-Account Type Code pulldown menu, your choices are either: EX = Budget & Actual CS = Cost Share (Contracts & Grants Central Office Use Only)
10	Skip the rest of the tabs	The rest of the tabs you can safely disregard. This information is only required if it is a Cost Share Sub-Account which can only be created by C&G Accounting.
11	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Edit a Sub-Account

Summary: The Sub-Account is used when you want to track financial activity within a particular account at a finer level of detail. They are often used to help track expenses when several different activities may be funded by the same account.

Here's how to Edit a Sub-Account, should the need arise.

Watch the Video (0m:54s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Sub-Account lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Sub-Account.
3	Search for the Sub-Account	Search for the sub-account based on Account Number, Sub-Account Number etc. Once you find it below, press Edit.
4	Make the requisite changes	Change the necessary fields.
5	Enter a Description of what you changed	Required. In the Description field up top, briefly describe what you changed.
6	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Create a Project Code

Summary: The Project Code document is used to define an optional part of the accounting string that allows you to assign an identifier to particular transactions that might span multiple accounts. Because a Project Code is not specific to an account it can be used to track project activity that is shared across multiple accounts within an organization or even across multiple organizations.

The use of this code allows individuals to run reports using the code and to get a listing of all revenues and expenditures that have been assigned to the project.

Watch the Video (2m:14s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Project Code Lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Project Code.
3	Create a New Project Code	In the upper-right hand corner, press the Create New button.
4	Enter a new Project Code	Required. Enter the unique code to identify a project. You may elect to use the organization code as the first four letters of the project code. Field Length is 10 characters.
5	Enter the Project Name	Required. Enter the long descriptive name. The name appears on the Accounting Lines tab in financial documents as well as in searches and reports.
6	Enter the Project Manager’s UCInetID	Required. Enter the UCInetID of the person responsible for the project or search for it from the UCInetID lookup by pressing the spyglass icon.
7	Enter the Chart Code	Required. Enter the Chart Code associated with the organization assigned to the project code, or search for it from the Chart lookup by pressing the spyglass icon. IR Campus MC Medical Center
8	Enter the Organization Code	Required. Enter the Org Code associated with the project code, or search for it from the Organization lookup by pressing the spyglass icon. NOTE: While a project code is assigned to a Chart and Organization Code, it can be used in conjunction with accounts from other charts and organizations.
9	Provide a Description of the Project	Required. Enter the text description describing the purpose of the project code.
10	Enable the Active Indicator	Optional. Select the checkbox if the project code is Active. Clear the checkbox if it is Inactive (perhaps if you no longer want to use this project code).
11	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Edit a Project Code

Summary: The Project Code document is used to define an optional part of the accounting string that allows you to assign an identifier to particular transactions that might span multiple accounts. Because a Project Code is not specific to an account it can be used to track project activity that is shared across multiple accounts within an organization or even across multiple organizations.

The use of this code allows individuals to run reports using the code and to get a listing of all revenues and expenditures that have been assigned to the project.

Here’s how to edit a Project Code, should the need arise.

Watch the Video (1m:33s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Project Code Lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Project Code.
3	Lookup the Project Code	You can search for the project code a number of ways: Search by the Project Code itself Search by the Project Manager Search by the Chart Code, Org Code etc
4	Choose the Project Code	In the search results below, select Edit (which is located in the Actions column).
5	Edit the Project Code	All the fields are editable, so please make the necessary changes.
6	Provide a brief description of the changes you made	In the Description field up above, please enter a brief description of the changes you made to the Project Code. If you require more space, feel free to use the optional Explanation field just to the right.
7	Submit your request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Create a Sub-Object Code

Summary: The Sub-Object Code allows you to create finer distinctions within a particular object code on an account. For example, your organization may have an object code for 'in-state travel' but you would like to track travel expenses at a greater level of detail. You could create sub-object codes to reflect 'faculty travel,' 'staff travel,' or any other designation required.

Watch the Video (2m:47s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Sub-Object lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Sub-Object.
3	Create a New Sub-Object	In the upper-right hand corner, press the Create New button.
4	Verify the Fiscal Year	Required. Verify that the Fiscal Year is correct.
5	Enter the Chart Code	Required. Select the Chart Code associated with the organization assigned to the project code, or search for it from the Chart lookup by pressing the spyglass icon. IR Campus MC Medical Center
6	Enter the Account Number	Required. Enter the Account Number if you know it, or search for it from the Account Number lookup by pressing the spyglass icon. NOTE: If you want to use the same sub-object code on several accounts, you need to create a separate document for each additional account on which you want to use that sub-object.
7	Enter the Object Code	Required. Enter the Object Code on which you want to create the sub-object or search for it from the Object Code lookup by pressing the spyglass icon. NOTE: If you want to use the same sub-object code on several accounts, you need to use the Sub-Object Global document (found under the which KFS Lookups & Requests - Adv portlet). It allows you to create multiple sub-objects on multiple accounts at the same time within one document.
8	Create the new Sub-Object Name	Required. Simply enter whatever you’d like. Keep in mind that you are limited to 3 characters.
9	Create the new Sub-Object Number	Required. Simply enter whatever you’d like. Keep in mind that you are limited to 40 characters.
10	Create the new Sub-Object Short Name	Required. Simply enter whatever you’d like. Keep in mind that you are limited to 12 characters.
11	Enable the Active Indicator	Optional. Select the checkbox if the sub-object code is Active. Clear the checkbox if it is Inactive (perhaps if you no longer want to use this sub-object code).
12	Skip the rest of the tabs	The rest of the tabs you can safely disregard.
13	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Edit a Sub-Object Code

Summary: The Sub-Object Code allows you to create finer distinctions within a particular object code on an account. For example, your organization may have an object code for 'in-state travel' but you would like to track travel expenses at a greater level of detail. You could create sub-object codes to reflect 'faculty travel,' 'staff travel,' or any other designation required.

Here's how to Edit a Sub-Object Code, should the need arise.

Watch the Video (0m:54s)

Steps	What to Do	How to Do It
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Access the Sub-Object lookup page	In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Sub-Object.
3	Search for the Sub-Object	Because sub-objects are linked to account numbers, perform a search based on account number. Once you find the sub-object you’re looking for down below, press Edit.
4	Make the requisite changes	Change the necessary fields.
5	Enter a Description of what you changed	Required. In the Description field up top, briefly describe what you changed.
6	Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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How to Set Up a Primary or Secondary Fiscal Officer Delegate For a Single Account

Summary: An Account Delegate is a role in which an individual is assigned by a Fiscal Officer to approve documents on their behalf.

There are two types of Account Delegates:

Primary Delegate (where documents route directly to the Primary Delegate instead of to the Fiscal Officer (used for extended period replacement, e.g. long term absence)
Secondary Delegate (where documents don’t route directly to the Secondary Delegate (used for temporary replacement, e.g. vacation, sick time coverage).

Each Fiscal Officer must have at least one Secondary Delegate assigned on each of their accounts.

Watch the Video (2m:31s)

Steps	What you need to do	How to do it
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Select Account Delegate	In the KFS Lookups & Requests portlet, select Chart of Accounts bullet and then select Account Delegate.
3	Click on the create new button	In the upper right hand corner of the Account Delegate Lookup, select Create New.
4	Complete the Document Overview tab	Enter a brief Description of the transaction, e.g. setting up a Secondary Fiscal Officer. Enter a detailed explanation of the transaction in the Explanation field (recommended).
5	Enter the required fields on the Edit Account Delegate tab	Complete all required fields as indicated with an asterisk () Required. Enter the Chart Code* associated with the organization assigned to the project code, or search for it from the lookup by pressing the spyglass icon. IR Campus MC Medical Center Account Number – KFS account number. If unknown, click on the magnifying glass icon to lookup the account number Document Type Name - Required. Enter the document type code for the KFS transaction for which authority is being delegated, or search for it from the Document Type lookup . The higher on the document type hierarchy the code is, the more access the user will have. For example, you might enter KFST (transaction) and KFSM (maintenance) to route all transactional and maintenance documents with an account number to a delegate. Account Delegate Principal Name - Required. Enter the UCInetID of the person who will be the Secondary Fiscal Officer, or search for it from the User ID lookup . Approval From This Amount – Optional. Enter the minimum dollar amount of a transaction for which the delegate is authorized. For example, if a delegate is established with a From amount of $1,000 then a transaction for $500 is not eligible for the delegate's action. Note that not all KFS transaction documents have a dollar amount associated with them. Approval To This Amount - Optional. Enter the maximum dollar amount of a transaction for which the delegate is authorized. For example, if a delegate is established with a To amount of $1,000, a transaction for $1,500 is not eligible for the delegate's action. Account Delegate Primary Route – Optional. Select the check box if the delegate is to be set as a primary delegate (long term) who will receive documents directly in their workflow action list. If this check box is not selected, it indicates the delegate is a secondary delegate and has to use a filter in their workflow action list to see documents they are authorized to approve. Account Delegate Active - Select the check box if the delegate is active and can take action on authorized documents. Clear the check box to inactivate an existing delegate. Account Delegate Start Date - Required. This will automatically be populated with the current date. Enter a different date, if applicable Note: If both From Amount and To Amount are blank, then the delegate is authorized to take action on the designated documents(s) without any dollar limit.
6	Review and Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

*

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How to Setup a Primary or Secondary Fiscal Officer Delegate for Multiple Accounts

Summary: An Account Delegate is a role in which an individual is assigned by a Fiscal Officer to approve documents on their behalf.

There are two types of Account Delegates:

Primary Delegate (where documents route directly to the Primary Delegate instead of to the Fiscal Officer (used for extended period replacement, e.g. long term absence)
Secondary Delegate (where documents don’t route directly to the Secondary Delegate (used for temporary replacement, e.g. vacation, sick time coverage).

Each Fiscal Officer must have at least one Secondary Delegate assigned on each of their accounts.

Watch the Video (02m:35s)

Steps	What you need to do	How to do it
1	Login to KFS	Log in to ZotPortal with your UCInetID and password. Select the Faculty & Staff tab, and then on the next page select the KFS tab.
2	Select Account Delegate	In the KFS Lookups & Requests portlet, select Chart of Accounts bullet and then select Account Delegate Global.
3	Complete the Document Overview tab	Enter a brief Description of the transaction, e.g. setting up a Secondary Fiscal Officer, multiple accounts Enter a detailed explanation of the transaction in the Explanation field (recommended).
4	Enter the required fields on the Edit Global Delegate tab to Assign a Delegate	Complete all required fields as indicated with an asterisk () Document Type Name* - Required. Enter the document type code for the KFS transaction for which authority is being delegated, or search for it from the Document Type lookup . The higher on the document type hierarchy the code is, the more access the user will have. For example, you might enter KFST (transaction) and KFSM (maintenance) to route all transactional and maintenance documents with an account number to a delegate. Account Delegate Primary Route – Select the check box if the delegate is to be set as a primary delegate (long term) who receives documents directly in their workflow action list. If this check box is not selected, it indicates the delegate is secondary and has to use a filter in their workflow action list to see documents they are authorized to approve. Account Delegate Start Date - Required. This will be automatically populated with the current date. Enter a different date, if applicable. Account Delegate Principal Name - Required. Enter the UCInetID of the person who will be the Primary or Secondary Fiscal Officer, or search for it from the User ID lookup . Account Delegate User Name – Display Only Approval From This Amount – Optional. Enter the minimum dollar amount of a transaction for which the delegate is authorized. For example, if a delegate is established with a From amount of $1,000 then a transaction for $500 is not eligible for the delegate's action. Note that not all KFS transaction documents have a dollar amount associated with them. Approval To This Amount - Optional. Enter the maximum dollar amount of a transaction for which the delegate is authorized. For example, if a delegate is established with a To amount of $1,000, a transaction for $1,500 is not eligible for the delegate's action. Note: If both From Amount and To Amount are blank, then the delegate is authorized to take action on the designated documents(s) without any dollar limit.
5	Add the User	Once you are done with the above, push Add. Feel free to edit the fields above and push Add to add more users.
6	Complete the Edit List of Accounts Tab	Select the Look Up/Add Multiple Account Lines spyglass icon. You may select accounts by a variety of attributes, e.g. organization code, Fiscal Officer Principal Name, account number. After you have entered the search criteria, select all accounts or a group of specific accounts for the new primary or secondary fiscal officer. When you have entered the search criteria, press Search and your results will appear down below. You can assign specific accounts to the delegate by checking the corresponding box on the left. Alternatively, you can use the buttons above the results to select multiple accounts at once:- 'all on all pages' or 'all on this page'. When you've made your selection, press Return Selected.
7	Review and Submit Your Request	Press the Submit button down below. If you’re curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending Action Requests & Future Action Requests tab you will see a list of individuals who will receive this item in their Action Lists.

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