In order to submit most of the financial documents that have a FROM and TO section, the document has to "balance," with matching entries in the FROM and TO sections.
KFS validates that the dollar amount and object types match up in both sections.
NOTE: The FTE Amount fields on the Budget Adjustment document do NOT need to balance; in other words, you can have an FTE Amount in the FROM section and not in the TO section, or you can have one FTE Amount entry in the TO section and a different one in the FROM section.
- Total Dollar Amounts Must Balance
- Object Types Must Balance
- UC Funds Must Balance
- Multiple Object Types
- Entering One-Sided Transactions on a Budget Adjustment
1. Total Dollar Amounts Must Balance
Dollar amount is easy to verify. In general, the total dollar amount in the FROM section must match the total dollar amount in the TO section. If these amounts do not match up, the document will not route. There is an exception to this rule when working with both income and expense object types on the same BA document.
2. Object Types Must Balance
Every object code is a assigned to an Object Type. The Object Type identifies the type of Object code (income, expenditure, etc). To confirm the Object Type, you can do an Object code lookup in KFS or in FIS Decision Support on the Object Lookup (14).
Object Type balancing can be a little more tricky to verify. Let's start with a basic example.
- FROM Section: Object code 8000 (with an Object Type of EX-expenditure) with an amount of $1000
- TO Section: Object code 2000 (with an Object Type of EX-expenditure) with an amount of $1000
The document "balances" by Object Type.
3. UC Funds Must Balance
Each account in KFS is assigned to a UC Fund, such as 19900 for General Funds. The UC Fund identifies the source of the funding for the account (state support, private agency, federal agency, etc.) and what can or cannot be done with that account.
In order to submit a Budget Adjustment (BA) document, the amount of funding going in and out of each UC fund must balance. In other words, you can only allocate within a fund what is available in that fund. For example, you cannot take funding from a private agency account and transfer it to a state supported account, since the funding sources may have substantially different rules and regulations as to how those funds can/cannot be used. Commingling of funds is not allowed.
For example, if you have one account with UC Fund 19900 with an expense object type in the FROMsection for $100, then you will need to have a corresponding total of $100 (constituting one or more accounts) with UC Fund 19900 with an expense Object Type in the TO section.
You can include MULTIPLE accounts with multiple UC Funds on your BA document, but the totals for each individual UC Fund MUST balance.
4. Multiple Object Types
What do you need to do if you have more than one Object Type on your Budget Adjustment (BA)document? The answer depends on what Object Types are assigned to the Object codes on your document:
- The following object types are treated as the "same:"
- ES: Recharge
- EX: Expense Expenditure
In other words, if you have an Object code with Object Type of ES in the FROM section with amount $100 and an Object code with Object Type of EX in the TO section with amount $100, the Budget Adjustment document will balance.
- The following Object Types are treated as the "same:"
- FB: Fund Balance
- IC: Recharge (formerly code RC)
- IN: Income-Cash
In other words, if you have an Object code with Object Type of IC in the FROM section with amount $100 and an Object code with Object Type of IN in the TO section with amount $100, the Budget Adjustment document will balance.
But, what happens if you are working with Object Types that are not treated as the "same" by the BA document? Let's take a look at an example.
- FROM Section: Object code INCO (object type of IN-Income) with an amount of $1000
- TO Section: Object code SUB3 (object type of EX-expenditure) with an amount of $1000
These entries do not balance, as the Object Types are not the same in the FROM and TO sections. If you tried to submit a BA document with the entries as presented, you would receive an error message stating that "The document is out of balance."
In this case, you would actually need to enter both the Income AND Expenditure Object Type codes in the SAME section! By entering them in the SAME section, the totals for the two Object Types "balance" each other out, since the system treats the one entry as an increase to the budget amount and the other entry as a decrease to the budget amount, with a net total of $0. The BA document "balances" since the other section of the document is left blank (amount $0).
Note: One-Sided entries are ONLY possible on the Budget Adjustment (BA). They are not possible on the other Financial Transactions (FT) documents:
- The Internal Billing and General Error Correction documents require entries in both the FROM and TO sections.
- The Distribution of Income and Expense (DI) only allows one object type to be entered, thus a one-sided transaction would never be possible.
- The Pre-Encumbrance and Auxiliary Voucher documents do not have FROM and TO sections.
5. Entering One-Sided Transactions on a Budget Adjustment
Although you can see how a single-sided entry is possible on the Budget Adjustment (BA) document, how do you decide which side (FROM or TO) to use? Here are a couple of examples:
Example 1: Setting Up Self-Supporting Account
The entries would need to be all entered in the TO Section, since we are setting up the initial funding for the new account. Keep in mind that the TO section is also known as the Increase section, so any entries in this section are increasing the budget for the account.
- TO Section: Object code INCO (Object Type of IN-Income) $1000
- TO Section: Object code SUB9 (Object Typeof IC-Income, not Cash) $1200
- TO Section: Object code SUB3 (Object Type of EX-expenditure) $2200
Can you see why these entries would balance each other out on the BA document? Check the Object Types. In this case, the total of the two income Object types ($1000 + $1200) equals the total of the expenditure Object type ($2200).
Example 2: Decreasing Budget in Income and Expense in Self Supporting Fund
The entries would need to be all entered in the FROM Section, also known as the Decrease section. The budget is being decreased for both the income and expense Object Types so both entries would need to be made in the FROM section:
- FROM Section: Object code INCO (Object Type of IN-Income) $500
- FROM Section: Object code SUB3 (Object Type of EX-expenditure) $500
Can you see why these entries would balance each other out on the BA document? In this case, they balance each other out as the total of the income Object Type ($500) equals the total of the expenditure Object Type ($500).