Job Aid: Distribution of Income and Expense

Transcription

1 Purpose: The purpose of this job aid is to help you create a Distribution of Income and Expense (DI) edoc within KFS. In this job aid, you will learn about: When to Use a Distribution of Income and Expense (DI)... 1 Steps for Completing a DI... 2 Understanding the DI Description Field... 2 Understanding the DI Accounting Lines... 3 Importing Multiple Accounting Lines... 5 Object Sub-Types to Avoid... 5 When to Use a Distribution of Income and Expense (DI) Use the DI when you want to distribute receipts or expenditures from one Account or Sub- Account to another. The DI should not be used to correct previous transactions; the General Error Correction edoc is the appropriate form for correcting receipt and expenditure transactions. Distribution of Income & Expense Format The table below lists and describes fields of the Distribution of Income and Expense: Note: An asterisk (*) denotes a required field. Field Name Description* Explanation* FROM/TO Chart* Account Number* Sub-Account Object* Sub-Object Project Org Ref Id Amount* Actions Description Document Overview Tab A brief description of the DI. See page 3 for best practices in entering content. An explanation of the business purpose of the transaction. While Explanation is not required in KFS, it is required by the Controller s Department. Accounting Lines Tab IS Iowa State University is the code by default. Must be all CAPS with no punctuation or spaces. Once an Account Number is entered, the Account Name will appear below this field. A 6-character code used to further define the Account; use looking glass to locate a Sub- Account. A 4-character code (with a leading zero) that identifies the nature of the transaction. A 3-digit code that further defines the Object. Created by the unit or department. Not currently used at ISU. An original reference ID can be used. The amount of the expense or income to be moved. Buttons that enable the user to Add or Delete an Accounting Line. See Accounting Lines below. 1 Page

2 Steps for Completing a DI Use the steps below to create a distribution of income or expense transaction. 1. Select Distribution of Income and Expense under Transactions and Financial Processing. 2. Enter a document description in the Description field of the Document Overview tab. Understanding the DI Description Field You are required to enter a document description in the Description field of the Document Overview tab. That description will become the description that appears on the edata Transaction Detail report for both the FROM and TO accounts, UNLESS you enter an optional description in the Line Description field of the Accounting Lines tab for either or both the FROM and TO accounts. You have 40 characters available in KFS to describe your transaction. Some options include: Goal of the Description Description Content Comments Specify the accounts From to Allows you to identify the accounts on both sides of the transaction. Purpose would be obtained from the Object Codes. Describe the purpose Specify the accounts and purpose Distribute special course fees to depts. From to Distribute Fees Allows you to know why the transaction occurred when the actual accounts involved are less important. Provides maximum information, but most keystrokes. 2 Page

3 3. Enter the business purpose in the Explanation field of the Document Overview tab. 4. Complete the required fields (*) in the From row of the Accounting Lines tab to indicate where the receipt/expenditure currently exists. Alternatively, if you have multiple accounting lines to enter, refer to the last section of these instructions for a more efficient way to import multiple accounting lines. Understanding the DI Accounting Lines The Accounting Lines allow you to distribute receipts or expenditures FROM one Account (or Sub-Account) TO another Account (or Sub-Account). For most DI s, both the FROM and TO sides will use either Receipt Object Codes (e.g., 00xx) or Expenditure Object Codes (e.g., 0xxx), and not a mix. In these cases, the FROM transaction Total must equal the TO transaction Total. edoc Distribution of Income and Expense (DI) Accounting Lines FROM: Receipts/Expenditures TO: Receipts/Expenditures Note: Always use positive (+) amounts in KFS when correcting receipts or expenditures. 5. Click Add in the Actions box to record this portion of the transaction. Note: Repeat steps 4 and 5 until all Accounts from which receipts and expenditures need to be distributed are recorded. 3 Page

4 6. Complete the required fields (*) in the To row of the Accounting Lines tab to move the receipt/expenditure to the new account/subaccount/object/sub-object. 7. Click Add in the Actions box to record this portion of the transaction. Note: Repeat steps 6 and 7 until all Accounts to which receipts and expenditures need to be distributed are recorded. 8. Click Submit and check for errors. If there are no errors indicated, the document will route for approval to the Fiscal Officers of all Accounts entered on the edoc. 9. Click Close to return to the Main Menu. 4 Page

5 Importing Multiple Accounting Lines If you are entering multiple accounting lines in KFS and want to expedite your process, you can use the DI Import Setup Sheet to enter your data: The DI Import Setup Sheet includes the required information for the DI edoc in KFS. Note: After you enter all the accounting line information, remember to: 1. Delete the first two rows of text. 2. Save your document in CSV format (i.e. DI_accounting_lines.csv). 3. Return to your DI in KFS to use the import lines function to upload your DI Import Setup Sheet. Note: The import lines function is available on both the FROM and TO sides of the accounting lines. Object Sub-Types to Avoid Some Object Sub-Types cannot be used on the DI. The table below lists and describes prohibited Object Sub-Types and appropriate alternatives: Object Sub-Type Description Alternative BU Budget-only Object Codes Use Budget Adjustment (BA) where Object Name includes the word Budget FR Fringe Benefits Use EPA for Salary or Payroll CV for hourly wages SW Salaries and Wages Use EPA for Salary or Payroll CV for hourly wages TN Transfer of Funds Use Transfer of Funds document KFS prevents the use of the following receipt and expenditure object codes on the DI: 0079 (intra income), 0062 (IDC income) and 0631 (IDC exp) Note: Indirect Cost (Object Code 0631) can be used on Sub-Account changes only. 5 Page