Procedures for Importing Accounting Lines
- In the Ledger Entry Importing section, click on the Get Accounting Lines lookup icon.
- You will then be on the General Ledger Entry Lookup screen.
- On the General Ledger Entry Lookup screen, the current fiscal year will default (but can be changed as needed and if appropriate). In addition, the Balance Type Code defaults to AC for Actuals (and should NOT be changed). Enter one of the following search criteria combinations and click the Search button.
Note: Entering an OBJECT CODE or Object CONSOLIDATION CODE substantially reduces the search time and returns results more quickly to the screen.
- FISCAL YEAR/CHART/ACCOUNT/OBJECT
- FISCAL YEAR/CHART/ACCOUNT/OBJECT CONSOLIDATION
- FISCAL YEAR/ACCOUNT/ORIGIN CODE/DOCUMENT NUMBER (Include OBJECT CODE in this search for faster search time)
- FISCAL YEAR/CHART/ACCOUNT/FISCAL PERIOD
- Your search results will appear at the bottom of the search screen. You can either check mark the specific transaction lines you wish to transfer and click the Return Selected button, or click the Return All button to return all transaction lines to the front screen of the document. NOTE: Make sure you do not inadvertently move the incorrect type of transaction. There is a Debit Credit Code column in the search results on the General Ledger Entry Lookup screen which indicates if the original transaction was a debit (+) or credit (-) to the specified account. In some cases, you may think you have the correct transaction line based on the dollar amount, but it is important to confirm the data in the Debit Credit Code column and ensure that you are moving the desired transaction correctly.
NOTE: You may need to repeat these steps multiple times if you are processing transactions for multiple fiscal periods/accounts/etc.
4. Click the Copy All button on the right side of the screen to copy the transaction lines to the TO section of the GEC document. You can then modify the information in the To section as needed. Keep in mind that the sequence numbers in the first column of the FROM section match that in the first column of the TO section.
In other words, the information in Line 1 of the FROM section corresponds with Line 1 of the TO section, the information in Line 2 of the FROM section corresponds with Line 2 of the TO section, etc. By checking the number in the first column, you can ensure that you are moving the expense correctly.
If you wish to SAVE a GEC document and complete it later, you will only be able to do so after you have completed the steps above. KFS validates that the information in the FROM and TO sections "match" when the document is saved.
Tips and Tricks
- If you create a GEC for a specific FAU for a specific fiscal period, you won't be able to do another GEC for that same FAU and fiscal period until the previous GEC has reached FINAL status.
- Once a GEC or DI document is approved, the balance left to transfer will be updated. If you want to do a transfer from a transfer, then you will have to wait until the first transfer has posted to the ledger.
- It is not possible to transfer an expense previously moved on a DI. In other words, the GEC will not allow you to retrieve and/or return accounting lines previously moved on a DI document.
- In order to maintain the integrity between the account and the other reference information associated with the selected transaction, the GEC cannot be changed in routing. A GEC should be disapproved if changes need to be made to one or more accounts. The initiator can then repeat the steps above in order to pull the desired transaction(s) for the document.
The maximum number of lines recommended is 200 total, or 100 on each side (from/to). If your document has many more lines than this, it is likely to get stuck when you try to save or submit, or when your approver tries to take action. (Check the General Ledger Pending entries tab after you save your document, and you'll notice there are many more lines there. Each line in your document generates additional lines reflecting processes that take place to complete the transaction.)