KFS eDoc Layout

KFS eDoc Layout

Although each KFS eDoc is unique, there are some attributes and tabs that can be found in every KFS eDoc.

The Document Type Name is displayed on the top of the eDoc.

doc-type

Information specific to the eDoc appears in the upper right corner.

Name

Description

Doc Nbr 

This is the document number. Each KFS eDoc has its own unique document number.

Initiator

The UCInetID of the user who initiated the eDoc.

Status

The current status of the eDoc

Created

 The time and date that the eDoc was created.  

doc-headder

Expand All and Collapse All

Every document body is organized into sections that resemble a stack of folders with tabs. Each eDoc displays tabs that groups fields that need to be filled out by the user. Pay attention to what tabs and fields are in your document. Some fields and other information will not become available until other required information is completed. 

expand

The EXPAND ALL and COLLAPSE ALL buttons will expand or collapse all tabs on the page.

expandall-collapseall

When a tab is collapsed, clicking anywhere on the tab will expand it.

open-tab

open-overview

Action Buttons and Required Fields

Action buttons appropriate to the logged-in user role are displayed at the bottom of the screen.

action-buttons

All required fields in an eDoc are identified with an asterisk, users cannot submit the eDoc until all required fields contain allowable data.

Although the Explanation Filed is not marked with an asterisk it is a required field and must be completed.
Selecting the Submit button before all required fields are completed will cause an error message to appear.

required-fields

Document Overview

The Document Overview tab identifies the document and includes the following fields: Description, Explanation, and Organization Document Number. This tab is required.

doc-overview

Name

Description

Description

The Description field has a 40-character limit. It is a required field on every eDoc because it is used to identify the document and is included in document search results, action list entries, General Ledger inquiries (for financial transaction eDocs), and standard reports. The text that you enter here should function as a summary description that would be useful in identifying the contents of the eDoc. However, because the contents of this field will be viewable by all other users in document search results, be careful to never enter any sensitive or confidential information here.

Organization Document Number 

Organization Document Number is an optional field that can be used to provide additional detail for users. Data entered here will be included in every entry line on the General Ledger.

Explanation

 The Explanation field is a required field for every KFS document. Any pertinent information in regards to policy, business rules, or other necessary information must be included here to describe the actions and purpose of what the document is intended to do. To avoid delays in the approval process all explanations should be as detailed as possible (who, what, when, where, why). The explanation should make it clear to an outside observer the purpose of the document and why the transaction is necessary. 

Accounting Period

The Accounting Period drop-down menu allows for selection of previous Fiscal Periods when in the 5-working-day monthly closing period. This feature is only available in select documents.


Accounting Lines

UCI uses KFS Accounts and other Full Accounting Unit (FAU) codes to describe the attributes required for every KFS transaction. The FAU is used to classify the type, purpose, and unit being charged. It is used by departments to meet their reporting needs and is used by Accounting and Fiscal Services to run reports and financial statements.

If you're not sure how to complete the Accounting Lines, please contact your department's Finance Office or Fiscal Officer. 

accounting


Notes and Attachments

 The Notes and Attachments tab displays user notes, attachments, or system-generated information about the document. This tab is optional.

The maximum allowable attachment size is 5MB. PDFs or simple Excel document types (.csv, .xls, .xlsx) are allowed.

notes-attachement

(The Remove Attachment button will only remove attachments that have NOT been added yet.) 

Notes and Attachments CANNOT be deleted or edited, because they become part of the original document record. DO NOT attach any sensitive data, private information, TAX ID, or Medical information (HIPPA).

Backup documentation should be attached to the Notes and Attachments tab generally, except if the KFS eDoc has an Image Scanning tab (DV, TEM Transactions, PCDO). All backup must be uploaded into the Image Scanning tab, if the eDoc contains this feature. Be sure to redact any sensitive information before uploading. 

For documents that DO NOT have an image scanning tab:

Backup documentation should be attached in the Notes and Attachments tab. The department is responsible for maintaining and retaining all internal records and logs for audit. This should include detailed information to support all transactions. Records may show the date, full accounting unit, name of user(s), etc.  (but should not show private or identity information).

KFS workflow and Ad Hoc Recipients 

KFS workflow and Ad Hoc Recipients

The workflow of KSF allows eDocs to be reviewed and approved by required approvers. Required approvers vary for different eDocs, but every KFS eDoc starts with an initiator. Once the initiator has completed and submitted an eDoc it will route to the first approver. Once all approvers have taken the required actions the eDoc will become final. For more information on workflow please visit our Workflow page. 

Adhoc Routing 

  • Defining an eDoc's routing path to include specific individuals or groups outside of the normal predefined workflow is called “Ad Hoc routing.”
  • Ad Hoc routing is an optional process.
  • When Ad Hoc routing is used to insert additional users into the workflow route as reviewers or approvers, it does not supersede the existing workflow routing of the document but is used in addition to that routing.

ad-hoc-flow

To use the AD HOC RECIPIENTS tab to add an approver, enter the approver’s UCInetID into the PERSON field. 

adhoc-person

After the approver’s UCInetID has been entered, the ACTION REQUESTED drop down can be used to select APPROVE, FYI, or ACKNOWLEDGE.

Users should keep in mind that not all KFS eDocs have APPROVE as an option. Some eDocs only allow FYI or ACKNOWLEDGE Ad Hoc actions.

Once the ACTION REQUESTED has been selected the ADD button must be selected to successfully add an approver.

adhoc-action

The approver that was added using the AD HOC RECIPIENTS tab will not appear in the route log until after the document has been submitted.

Ad Hoc Approval, FYI, and Acknowledge

Approve: If an eDoc is routed to someone with an Approve request, that eDoc will not route to the next approver or become Final until the requested approval has been obtained.

Ad Hoc of either Acknowledge or FYI will not interrupt the regular routing process, and payments and transactions will post to the ledger. 

  • If an eDoc is routed to someone with an FYI request, that eDoc will progress to “Final” status once it has received all required approvals.
  • If an eDoc is routed to someone with an Acknowledge request, that eDoc will progress to “Processed” status once it has received all required approvals.

 Ad Hoc tips

•   Some eDocs do not allow Ad-Hoc routing as it will delay the routing of the document.

•   Ad-Hoc Routing to a user who is already in the workflow of the document will cause delays in the routing of the document. If someone is already in the workflow of a document DO NOT add them via Ad-Hoc Routing.

•  Ad-Hoc Routing to a Fiscal Officer who is already in the route log will take away the Fiscal Officer’s ability to edit the Document Description and Accounting Lines.

Link to: http://www.accounting.uci.edu/support/fiscalofficers/workflow/ad-hoc.html

Route Log

The Route Log tells users the status of an eDoc, who has taken action on an eDoc, and who needs to take action on an eDoc.

route-log

Route Log Tab 

Route Log Tab Descriptions

Document ID 

Displays the eDoc’s system-assigned ID number plus basic information, such as the document’s name/description, document type, initiator, current status, creation date, and the dates when it was most recently modified, approved, and finalized

Actions Taken 

 Indicates past actions in the eDoc’s history, including the type of action, the name of the user who took the action (if the action was delegated on behalf of another user, the Delegator name is displayed), the time and date when the action was taken, and any routing annotation entered for the eDoc.

Pending Action Requests

 Indicates where the eDoc is currently located in the workflow by displaying the action requested, the user or users in whose Action List the eDoc awaits action, and the time and date when the eDoc went to their Action Lists, as well as any routing annotation entered by a user or the system itself.

 

Future Action Requests

 Indicates routing stops that the eDoc has yet to make. “Pending” means that the document is yet to be delivered to a user’s Action List. Thus, any user listed in the Requested Of column may not yet be aware of the eDoc.

Log Action Message

 Indicates routing stops that the eDoc has yet to make. “Pending” means that the document is yet to be delivered to a user’s Action List. Thus, any user listed in the Requested Of column may not yet be aware of the eDoc.