KFS Document Layout
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All KFS documents have a header in the upper right corner of the document screen. The header displays basic, auto-generated information about the document.
The document header will always contain the following information:
- Created: The time and date the document was created.
- Doc Nbr: The unique number used to identify each document.
- Initiator: The user ID of the document initiator.
- Status: A code that identifies the document's routing status.
The header may also contain:
- Copied from Document ID: When the current KFS document was generated by copying another document, the current document will link to the original document.
- Corrects Document ID: When the current KFS document corrects a previous document, the current document will link to the document being corrected.
All KFS documents have a body. A KFS document's body is organized in a stack of labeled tabs, similar to file folders. KFS will display different tabs for different documents. When a new document is generated, the tabs that contain required fields will be open and the tabs that contain only optional fields will be collapsed. Additionally, workflow action buttons (e.g., "Submit," "Save," "Close," etc.) appropriate to a user's role will display at the bottom of the document screen.
While many tabs vary between documents, some tabs are included in nearly all KFS documents.
The Document Overview tab is used to title the document and provide additional descriptive information about the document's purpose. This tab contains three fields:
- Description: The information entered in this searchable field should be detailed and meaningful, to the extent that it would make sense as a single cell in a spreadsheet. Limited to 40 characters. Required.
- Explanation: Use this field to supplement the document's description. Optional.
- Organization Document Number: This searchable field is used by some departments to categorize the transaction (e.g., with a hospitality number or a faculty member's name). Optional.
Additionally, some financial transaction documents display the Total Amount field under the "Final Document Detail" header. The Total Amount is the sum of the values on the document's accounting lines.
The Accounting Lines tab appears on all financial transaction documents and contains input fields for the document's transaction information. Although its appearance varies slightly by document type, the Accounting Lines tab on most documents uses double-sided entries and contains the following required fields:
- Account: The account involved in the transaction.
- Object: The object code used to describe the transaction.
- Amount: The dollar amount involved in the transaction.
The Chart, Sub-Fund, and Org fields will auto-populate when the Account number is entered.
Click the green plus (+) icon to add an accounting line to the document. Note that data entered in the optional Line Description field will overwrite the Description field when the transaction books to the General Ledger. Additionally, enter any alphanumeric characters in the Org Ref ID field to tag or label a specific accounting line.
General Ledger Pending Entries
When a KFS document has been either saved or submitted, the General Ledger Pending Entries tab displays the actual entries that will post to the General Ledger when the document is fully approved. This tab typically displays the transactions listed in the Accounting Lines tab of the document in addition to system-generated offset transactions. System-generated offsets are used to ensure that debits equal credits.
The example below shows the General Ledger Pending Entries for a Distribution of Income and Expense transaction that is moving $50.00 of mail charges (object code 4300) from account 10-362-00 to account 19-126-10.
Notes and Attachments
The optional Notes and Attachments tab may be used to include relevant information about the document or transaction, either to communicate with others on the route log or in preparation for a potential audit. A user might upload a PDF copy of an email chain with communication about the transaction or use the Notes field to respond to questions about the transaction from their fiscal officer. Avoid using acronyms and part numbers in notes, since an external party might not know what you're talking about.
Attachments have a 5MB file limit.
Since the Notes and Attachments tab contains no required fields, this tab will be collapsed when the document is open. The tab title will, however, indicate the number of notes and/or attachments on the document.
Use the Notification Recipient field to send a KFS user an alert that a note or attachment has been added. Enter a KFS user's username (not email) in the Notification Recipient field; use the magnifying glass to search for a user's username. They will receive an FYI in their Action List.
Ad Hoc Recipients
The Ad Hoc Recipients tab allows users to interrupt normal document routing and include individuals or groups in the document's route log. An Ad Hoc Recipient can be added to the route log to Approve, Acknowledge, or FYI the document. See the Ad Hoc Routing section of the Document Routing page for more details.
A document's Route Log tab shows who will review and/or approve the document before it reaches final status. Note that while the Route Log tab is always visible, the actual routing data is not populated until the document is either saved or submitted. See the Route Log section of the Document Routing page for more details.
Workflow action buttons are always visible at the bottom of a document's screen as a user scrolls through a document. The most common buttons on a newly initiated document are: Submit, Save, Close, Cancel, and Copy.
- Submit: Sends the document to approvers along the route log. After a document is submitted, its status remains Enroute until all approvals have been given.
- Save: Allows a document initiator to save their work and close the document. The document can then be retrieved from the user's Action List.
- Close: Allows a user to exit the document. Closing does not change action requests, route logs, or document status. Initiating a document and closing it without saving is the same as canceling a document.
- Cancel: A document that has not been submitted (i.e., has not routed for approval) can be cancelled. A cancelled document cannot be modified and does not display in a user's Action List. It will, however, persist on the KFS servers and can be opened via a Doc Search.
- Copy: Allows a user to create a new document based on the existing document. Not all document types can be copied.
Additional workflow action buttons include:
- Acknowledge: Signifies that the user has responded to the Acknowledgement action request. This button is only available only to users who have been added to a document via Ad Hoc Routing.
- Approve: Signifies that the user has reviewed the document and judged that the transaction represents a valid business transaction that complies with IU policies and procedures.
- Disapprove: Signifies that the user has reviewed the document and judged that the transaction does not represent a valid business transaction or that the transaction does not comply with IU policies and procedures.
- Error Correction: Allows a user to correct a fully approved document by creating a new document that replaces the original transaction. Not all document types are eligible for error correction.
- FYI: Signifies that the user has responded to the FYI action request. FYI action may be taken from the Action List or by opening the document and clicking this button.
- Recall: Allows a document initiator to return to a document they have submitted, as long as the document has not been acted upon by another user.
- Reload: Refreshes the screen and displays the most recently saved information. Changes that are made but not saved prior to reloading a page are not preserved.
- Send AdHoc Requests: Sends an Acknowledge or FYI request to a user after the document has been submitted.