Distribution of Income and Expense (DI)

Description: Reallocate income, expense, assets, and liabilities within IU. Applies to transactions that have posted to the General Ledger as part of the normal business process.

Access: Any KFS user can initiate a Distribution of Income and Expense document.

KFS Module: Financial Processing.

Routing:

  1. Upon submission, the DI document routes to the Fiscal Officer or delegates of all accounts involved.
  2. The document then follows any pre-defined organizational routing.

On This Page: Business Rules | Restricted Object Sub-type Codes | Correcting Errors Related to Capital Assets | Examples

Read about KFS document layout, including standard KFS document components, on the FMS website.


Business Rules

  • Use to change accounts, sub-accounts, object codes, and sub-object codes.
  • "To" and "From" sides of the document must balance.
  • Negative amounts are not allowed.
  • The object code on each side of the DI must be in the same basic accounting category (asset, liability, income, or expense).
  • DIs cannot be used to bill another account.
  • Do not use to distribute salary, wages, or benefits.
  • KFS automatically generates cash object code offset entries.

Restricted Object Sub-type Codes

Sub-type

Description

Alternative

FR Fringe Benefits Use Benefits Expense Transfer document.
SA/HW Salaries and Wages Use Salary Expense Transfer document.
LD Loss on Disposal of Assets Use CAMS documents.
OP Other Provisions Use Auxiliary Voucher (AV) document.
MT Mandatory Transfers Use Transfer of Funds (TF) document.
TF Transfer of Funds Use Transfer of Funds (TF) document.
TN Transfer - Generic Use Transfer of Funds (TF) document.
BU Budget Only Object Codes Use Budget Adjustment (BA) document.
PL/DR Plant and Depreciation Use CAMS documents.
CA Cash Use Journal Voucher (JV) document.*
FB Fund Balance Use Journal Voucher (JV) document.*

*The Journal Voucher document is used by FMS administrative staff only. If this type of transaction needs to be corrected, contact FMS.


Correcting Errors Related to Capital Assets

To use a DI document to change an asset from capital to non-capital:

  1. In the Accounting Lines tab, enter the capital asset object code for the existing asset on the "From" side and enter the new, non-capital object code on the "To" side.
  2. In the Retrieve Asset to be Updated section of the Capital Assets tab, enter the existing capital asset number.

To use a DI document to change an existing expense to a capital asset expense:

  1. In the Accounting Lines tab, enter the non-capital asset object code for the existing asset on the "From" side and enter the new, capital object code on the "To" side.
  2. Use the Create New Assets section of the Capital Assets tab to create a new capital asset.

To use a DI document to move an asset from one account to another:

  1. In the Accounting Lines tab, enter the existing account number for the asset on the "From" side and enter the new account number on the "To" side.
  2. In the Retrieve Asset to be Updated section of the Capital Assets tab, enter the existing capital asset number.

To use a DI document to create a new asset based on an expense that has already hit an account but, for some reason, has no asset data tied to it:

  1. In the Accounting Lines tab, enter the new account number and capital asset object code on the "To" side.
  2. Use the Create New Assets section of the Capital Assets tab to create a new capital asset.

Examples

Example 1: A procurement card charge posts to a department's general fund account and later is distributed out to the appropriate faculty research account.

Example 2: A school has a mail room that meters mail for all departments within the school. The mail charges are initially paid from a general fund account, and later distributed to the departments responsible for the mail charges.

Example 3: A department's credit card revenue posts to object code 1599 (Receipts on Charge Sales). At the end of the month, the revenue is distributed to the appropriate income object codes.