Document Types

Document Type is used to distinguish between the different types of transactions (e.g., General Error Corrections, Disbursement Vouchers) or maintenance actions (e.g., Account or Fund Group maintenance) possible in the KFS as well as transactions that can be fed from external systems.

  • Maintenance Documents are used to establish and maintain a table record (for example, account, sub-account, object code, sub-object code, project, or delegates).
  • Transaction documents are documents that involve financial data (for example, General Error Correction, Disbursement Voucher, and the Budget Adjustment).

Most documents in KFS derive properties from a Parent Document Type. For example, all travel and event management documents have a common Parent Document Type of "TT." Parent Document Types can be used to set up workflow. Listed below are the most common document types used in the Kuali Financial System.

Chart of Accounts (Parent Document Type ‘COA’) – All of these documents are Maintenance Documents

Document Type Code

Document Name

Description

ACCT

Account

The Account document is used to create new accounts or to edit or copy existing accounts.

GACC

Account Global

The Account Global document is used to assign identical attributes to multiple accounts on a single document.

PROJ

Project Code

The Project Code document is used to define an optional part of the accounting string that allows you to assign an identifier to particular transactions that might span multiple accounts.

SACC

Sub-Account

The Sub-Account document is used to define an optional part of the accounting string that allows tracking of financial activity within a particular account at a finer level of detail.

SOBJ

Sub-Object Code

The Sub-Object document is used to define an optional part of the accounting string that allows you to create finer distinctions within a particular object code on an account.

ADEL

Account Delegate

The Account Delegate document is used to establish new Account Delegates or to copy or edit existing Account Delegates. Account Delegates are KFS users that are authorized under certain circumstances to take workflow actions on a document in the place of an account's Fiscal Officer.

GDLG

Account Delegate Global

The Account Delegate Global document allows you to create delegates for multiple document types on one or more accounts on a single document.

GDLM

Account Delegate Model

The Account Delegate Model document allows you to create a model for the Account Global documents so that you can define a common delegation structure for a group of accounts easily.

 

Travel and Event Management (Parent Document Type ‘TT’)

Document Type Code

Document Name

Description

ENT

Entertainment Reimbursement

The Entertainment document allows you to request reimbursements for a particular entertainment event and/or to group expenses together for an event.

RELO

Moving and Relocation Reimbursement

The Moving and Relocation document allows you to record and track moving and relocation expenses and request reimbursement for them.

TA

Travel Authorization

The Travel Authorization document allows you to prepare for a trip by requesting travel authorizations and/or travel advances as needed and by encumbering funds for the trip.

TR

Travel Reimbursement

The Travel Reimbursement document allows you to claim travel reimbursement based on the Travel Authorization document or start the online reimbursement process.

 

Financial Processing (Parent Document Type ‘FP’)

Document Type Code

Document Name

Description

AD

Advance Deposit

The Advance Deposit document is used to record deposits that go directly to the bank.

BA

Budget Adjustment

The Budget Adjustment document is used to record current budget transactions for Inception to Date funds.

BAT

Budget Appropriation Transaction

The Budget Appropriation Transaction document is used to record current budget transactions for Year to Date funds.  Note that the BAT does not fall under the parent document type ‘FP’

CCR

Credit Card Receipt

The Credit Card Receipt document is used to record the receipt of income via credit card payments to the university and distribute the funds received to the appropriate accounts in the financial system.

CR

Cash Receipt

The Cash Receipt document is used to record cash and checks received by units, for subsequent deposit into bank accounts. This document is only used by the Medical Center.

DI

Distribution of Income and Expense

The Distribution of Income and Expense document is used to distribute income or expense from account(s) to another account(s). The use of this document is restricted.

DV

Disbursement Voucher

The Disbursement Voucher document is used to reimburse employees and nonemployees for expenses incurred while conducting university business and to pay other vendors for performing a service, or providing material goods for the university.

Although Disbursement Voucher is under the parent document type ‘FP’, it is primarily an Accounts Payable document.

GEC

General Error Correction

The General Error Correction document is used to correct or modify entries that have been posted to the General Ledger.

IB

Internal Billing

The Internal Billing document is used to bill for goods or services provided by one university department to another university department, reflecting income to the provider and expense to the customer.

ICT

Intercampus Transfer

The Intercampus Transfer document is used to record goods or services provided by/to one UC University to/from UC Irvine.

IE

Internal Encumbrance

The Internal Encumbrance document is a UCI-custom document that will allow users to make adjustments to the internal encumbrance transactions that are fed from feeder system.

PCDO

Procurement Card

The Procurement Card is a document that is used as a reconciliation tool for procurement card transactions. It properly distributes procurement card expenses to the correct account number and object code. Although the Procurement Card Document is under the parent document type ‘FP’, it is primarily a Purchasing document.

PE

Pre-Encumbrance

The Pre-Encumbrance document allows you to add encumbrances using an e-doc. These transactions are for the use of the fiscal officers to earmark funds for which unofficial commitments have already been made, setting aside amounts for future anticipated expenses that might not otherwise be encumbered. The document can also be used to disencumber open encumbrances created with the PE document.

SB

Service Billing

The Service Billing document is a restricted use document. It is used for the billing of goods and services provided by a university department to another internal department without workflow approval. A formal pre-agreement must exist between the service provider and the department being billed.

 

Purchasing (Parent Document Type ‘PUR’)

Document Type Code

Document Name

Description

REQS

Requisition

Creating a requisition is the first step in the procurement process. The Requisition document collects information about the desired items or services, possible vendors to fulfill the order, delivery instructions, contact information, and related accounting details. The approved Requisition document is used to generate the purchase order.

PO

Purchase Order

The approved Purchase Order document serves two purposes. Externally it is a legal contract with a vendor to deliver goods or services. Internally it provides the mechanism to generate documents for payments and receipt of goods.

PCDO

Procurement Card

The Procurement Card is a document that is used as a reconciliation tool for procurement card transactions. It properly distributes procurement card expenses to the correct account number and object code. Although the Procurement Card Document is under the parent document type ‘FP’, it is primarily a Purchasing document.

 

Accounts Payable (Parent Document Type ‘AP’)

Document Type Code

Document Name

Description

PREQ

Payment Request

The Payment Request document is created in response to receiving an invoice for goods or services requested from a vendor on a PO. This document is restricted to Central Accounts Payable.

CM

Credit Memo

The Credit Memo document is used to process credits issued by a vendor for goods or services related to invoices processed on a Purchase Order. This document is restricted to Central Accounts Payable.

DV

Disbursement Voucher

The Disbursement Voucher document is used to reimburse employees and nonemployees for expenses incurred while conducting university business and to pay other vendors for performing a service, or providing material goods for the university.

Although Disbursement Voucher is under the parent document type ‘FP’, and not ‘AP’, it is still primarily an Accounts Payable document.

 

Year-End Transactions

Document Type Code

Document Name

Description

YEDA

Year-End Department Accrual

The Year-End Department Accrual is used to submit Accruals and Deferrals during Fiscal Year End.

 

Central Accounting Restricted Documents

Document Type Code

Document Name

Description

AV

Auxiliary Voucher

The Auxiliary Voucher document is used by Central Accounting to record adjustments or accruals.

GECR

General Error Correction Restricted

The General Error Correction Restricted document is a specialized GEC used by Central Accounting only.

ICA

Indirect Cost Adjustment

The Indirect Cost Adjustment document is used to adjust the amount of indirect cost expense charged to a Contracts and Grants account and automatically adjust the associated amount of indirect cost revenue. Although the Indirect Cost Adjustment is under the parent document type ‘FP’, it is primarily a Contracts & Grants document.

JV

Journal Voucher

The Journal Voucher document is used to perform accounting tasks that cannot be done by any of the other financial transaction documents. This document is heavily restricted.