Job Aid: Creating and Editing a Sub-Object

Transcription

1 Purpose: The purpose of this job aid is to help you create and edit a Sub-Object in KFS. A Sub- Object is created by the user to further define a part of the Object and can be used for tracking detailed financial activities. In this job aid, you will learn about: Where Sub-Object Codes Come From... 1 Sub-Object Attributes... 1 Are Sub-Objects Useful for My Department... 2 Creating a New Sub-Object... 3 Editing a Sub-Object... 5 Route Log... 6 Where Sub-Object Codes Come From The Sub-Object is a 3-digit code unique to the unit that creates and uses it. The Sub-Object must be associated with a 4-digit Object Code and an Account Number in KFS. For example: KFS Legacy Systems Object Code: 0699 Class Code: Sub-Object: 012 Note: Transaction details in edata will show the 4-digit Object and 3-digit Sub-Object in separate fields, although a sub-object is not required. Sub-Object Attributes The Sub-Object takes on most of the attributes of the Object to which it belongs, including Fund Group, Sub-Fund Group, and people connected to the Account. The table below lists and describes the properties associated with Creating and Editing a Sub-Account. Required fields are denoted by an asterisk (*) in the table and in KFS: Field Name Description* Explanation* Organization Document Number Field Name Chart Code* Account Number* Description Document Overview tab A brief description of the Sub-Object. The business purpose of this transaction. Although completing the Explanation is not required in KFS, it is required by the Controller s Department. This item is not needed to create a Sub-Object but can be used for departmental reference. Description Edit Sub-Object Code IS Iowa State University is the code by default. Must be all CAPS with no punctuation or spaces. The existing Account Number to which Object and Sub-Object are tied. KFS_Creating_and_Editing_a_Sub-Object 1

2 Object Code* Sub-Object Code* Sub-Object Code Name* Sub-Object Code Short Name* Active Indicator The existing 4-digit Object Code to which the Sub-Object is tied. Must contain a leading zero. The 3-digit code, which defines the Sub-Object. Must contain a leading zero. The name of the Sub-Object Code. Must be written in all CAPS. Up to the first 12 letters of the name of the Sub-Object Code can be used. Must be written in all CAPS. This box is checked by default if the Sub-Object is Active. Are Sub-Objects Useful for My Department The decision whether to create and use a Sub-Object is often based on whether you have adequate control of the Object/Sub-Object that is used in a transaction. The table below lists factors to consider when deciding to use or not to use a Sub-Object. Factors to Consider Sub-Object Useful? Comments Object Type Revenue Yes Users are generally in control of the revenue side of the transaction. Expense Depends on how goods and services are obtained Can be used in Purchasing, P-card, and CyBuy Systems, but CANNOT be used in the Intramural systems. Number of Accounts Managed Accts changing frequently Limited accts; few changes No Yes Maintenance of Sub-Accounts would be labor-intensive. Since the Sub-Object must be tied to both an Account and Object Code, whenever a new Account is created, the Sub- Object would need to be added. This impacts the usefulness of the Sub-Object. Sub-Objects are only used for all-funds reporting in a unit with a limited number of accounts and are never used in institutional reporting. KFS_Creating_and_Editing_a_Sub-Object 2

3 Creating a New Sub-Object Use the following steps to create a Sub-Object Code used for tracking more detailed financial activities. The Sub-Object is optional and defines part of the Object. The sub-object is set up per account. 1. Select Sub-Object Code located in the Chart of Accounts section of the Lookup and Maintenance box. 2. Click the Create New box in the upper right corner of the Sub Object Code Lookup screen. 3. Enter the Description and Explanation in the in the Document Overview Tab (e.g., Create new sub-object for Travel ). Note: While Explanation is not marked with an asterisk (*), this field is required by the Controller s Department. KFS_Creating_and_Editing_a_Sub-Object 3

4 4. Leave Fiscal Year in the Edit Sub Object Code tab set to default fiscal year. 5. Select IS from Chart Code drop-down menu. 6. Enter an Account Number (or use Lookup to find Account Number) to which this Sub-Object Code will be connected. 7. Enter a valid Object Code (must start with 0). 8. Enter a Sub-Object Code (must start with 0 and limited to three characters). 9. Enter Sub-Object Code Name (must be in all CAPS). 10. Enter Sub-Object Code Short Name (limited to 12 characters and must be in all CAPS). 11. Click Save then Submit and check for errors. KFS_Creating_and_Editing_a_Sub-Object 4

5 Editing a Sub-Object When editing sub-objects, only the sub-object code name and short name can be updated. Edit is also used to inactivate a sub-object by unclicking the active indicator. To edit an existing Sub-Object: 1. Select Sub-Object Code located in the Chart of Accounts section of the Lookup and Maintenance box. 2. Enter the account number on the look up page and click search. 3. Click on edit next to the Sub-Object to be modified 4. Enter the Description and Explanation in the Document Overview Tab 5. Edit Sub-Object Code name and/or short name. Note: If inactivating a Sub-Object, unclick active indicator box. 6. Click Save and Submit. KFS_Creating_and_Editing_a_Sub-Object 5

6 Route Log The Route Log is the final tab on the Sub-Object screen. Once a transaction is successfully submitted, it is sent to the assigned Fiscal Officer(s) on the Account. The Route Log allows the user to see the Route Status and where the transaction is in the approval process. KFS_Creating_and_Editing_a_Sub-Object 6