KFS Upgrade Information
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1 Financial Management Office KFS Upgrade Information Fiscal Administrator Town Hall January 18, 2018
2 KFS Upgrade Specifics KFS version Rollout on 1/17/2018 No change to existing URLS: KFS: ethority: PCX: Old bookmarks and links will route to KFS main menu (e.g., action list notifications) Same user interface, no big changes No changes to reporting (ethority or Jasper)
3 General Ad hoc Route for Completion Able to add ad hoc route to person or group for COMPLETE action. Routes for completion when Initiator clicks on SUBMIT. Does not require all field validation when routing for completion. Completer must fill in required fields and click on COMPLETE. Only available when document is SAVED or INITIATED. Default Chart Code on Accounting Line
4 Chart of Accounts New tab on the Account maintenance edoc, Indirect Cost Recovery Accounts Required for CG accounts and sub-accounts
5 Financial Processing (FP) Recall Action New action button Intra-Account Adjustment New FP document Line Description on all FP edocs New Field added in accounting line
6 Financial Processing (continued) Recall Action New action button that allows the initiator to recall a completed/submitted Financial Processing document for editing or for canceling provided it has not been acted upon by any other user Previously, if an initiator discovered an issue with a financial processing document after it was completed/submitted, the initiator would have to contact the next approver to disapprove the document and complete/submit a new document if applicable Refer to website for more details
7 Financial Processing (continued) Intra-Account Adjustment New FP document to be used as follows provided the transactions are within the same account and object code combination: o Add sub-account and/or sub-object information for an existing transaction o Transfer balances between sub-accounts or sub-object codes o Correct errors in sub-account and/or sub-object coding Can be initiated by any user and routes to the Fiscal Officer for approval o If the initiator is also the Fiscal Officer, no secondary Fiscal Officer approval is required Refer to website for more details
8 Financial Processing (continued) Line Description on all FP edocs New Field added in accounting line for FP edocs that did not already include the line description Allows the user to provide more detailed information regarding the specific accounting line Line description displays in the Transaction Ledger Entry Description Limited to 40 characters New Import templates should be used to upload accounting line transactions
9 Capital Assets Changes to Capital Asset tab on FP edocs Capital Edit tab replaced by 3 new tabs in KFS6 Accounting Lines for Capitalization Create Capital Assets Modify Capital Assets
10 Capital Assets Ability to create and modify asset records for each accounting line with equipment object codes ocessing_edoc.pdf
11 Procurement Card (PCDO) Changes to Accounting Lines tab Added Line Description Removed Disputed with Bank, Dispute Info, Dispute Reason fields Removed Goods/Services Received checkbox Renamed Received Date field to Goods/Services Received Date; input field and calendar feature remain unchanged Changes.pdf
12 Purchasing Able to specify account distribution by percentage or dollar PO Number is masked while PO/POA is in process/enroute; UH has unmasked the # to OPOs, Risk Manager, Central Procurement Approvers Printed PO displays Requestor name, phone number and address on output document Open Encumbrance enhancements: Able to view pending PO encumbrance balances by PO # vs edoc #. Excludes accounting lines with zero outstanding amounts as a default
13 Accounts Payable - Vendor New fields under Corporate Information W-9 signed Date W-8 Received W-8 Signed Date W-8 Type Country of Incorporation/Citizenship GIIN Code Foreign Tax ID Date of Birth Chapter 3 Status Code Chapter 4 Status Code Fixed issue with attachments
14 Accounts Receivable Contract and Grants Invoice Report items have moved under Accounts Receivable in the Report section on the Main Menu
15 Accounts Receivable (Cont) Cannot correct/error correct (i.e., reverse) payments. Customer Refunds are not automatically processed from the AR module.
16 Labor Ledger New Error Certification tab for CG accounts Required if ST is beyond 3 fiscal periods Provide details on the expenditures, benefit to the project, why it must be transferred and why it is late cation.pdf
17 Labor Ledger View Labor Ledger View 2 New Query Options Amount View Option: Monthly option aggregates month specific transactions. The Accumulate option is a running total of current month activity plus any prior month transactions. Exclude entries with only CG Beginning Balances: Yes option will NOT display accounts with monthly totals that all equal to zero. The No option will display zero balance accounts.
18 Labor Ledger View Amount View Option: Monthly Amount View Option: Accumulate (same employee as above)
19 Labor Ledger View Exclude entries with only CG Beginning Balances: No (NOTE: ANY zero balance account will be affected by this option, not just CG accounts.)
20 General Ledger Current Account Balances New General Ledger Balance Inquiry Debit/Credit View New General Ledger Entry Lookup display option
21 General Ledger (continued) Current Account Balances Displays summary Expense budget available balance, cash expenditure authority and current fund balance Budget Record Level on the Account determines which balances are displayed Allows user to return summary balances for single or multiple accounts based on search filters Does not provide drilldown capability to view balance details Refer to website for more details
22 General Ledger (continued) Current Account Balances Search Filters available: Organization Code Fiscal Officer Principal Name Account Supervisor Principal Name Account Manager Principal Name
23 General Ledger (continued) Debit/Credit View Include or Exclude the Debit/Credit code associated with the general ledger transaction in the General Ledger Entry Lookup display Include Debit/Credit View displays the Debit/Credit Code o Same as KFS 4 Exclude Debit/Credit View does not display the Debit/Credit Code o Default setting o Designed for non-accountants o Based on Object Type: Positive amount = balance increase Negative amount = balance decrease
24 General Ledger (continued) Debit/Credit View DI General Ledger Entry Lookup display Include Debit/Credit View displays Debit/Credit Code o Same as KFS 4 o Object Type EX=Debit, Balance Increase o Object Type AS=Credit, Balance Decrease
25 General Ledger (continued) Debit/Credit View DI General Ledger Entry Lookup display Exclude Debit/Credit View NOT displayed o Object Type EX=Positive Amt, Balance Increase o Object Type AS=Negative Amt, Balance Decrease
26 Conversion Issues Attachments on Customer and Vendor creates are missing Purchasing Application Document Status is not displaying consistently on document search CG Invoices have incorrect AR Processing Org
27 Reference Information KFS Upgrade Webpage: Powerpoint presentation Release Notes Reference Documents for enhancements Any questions, submit a trouble ticket KFS Trouble Ticket
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