General Ledger Columns

KFS General Ledger Columns and their Descriptions

Column Name

Description

GEC Document

If a particular Entry is corrected or being corrected by a GEC, the corresponding GEC Document Number would be displayed here.

Fiscal Year

The yearly period used for the purposes of financial reporting. A Fiscal Year actually consists of half of two different calendar years (e.g., Fiscal Year 2013 is July 2012 – June 2013); 

Chart Code

Defines the chart that makes up the high-level structure of the Chart of Accounts. It also defines who has management responsibilities for each chart. Accounts and Object Codes are specific to each chart.

Organization Code

The unique identification code in which the Account for this entry belongs to.

Account Number

The Account identifies a pool of funds assigned to a specific organizational entity for a specific purpose. Accounts are the fundamental building blocks of KFS transactions, since one or more of them are always associated with a transaction.

Sub-Account Number

An optional element of the accounting string that allows you to track financial activity within a particular account at a finer level of detail.

Object Code

A four character code assigned to transactions to classify the transaction as a specific income, expense, asset, liability or fund balance transaction.

Sub-Object Code

Sub-objects codes are an optional part of the accounting string that allows the departments or units to create further distinction within objects on an account.

Balance Type Code

Defines the different types of balances supported by the application.

Object Type Code

An Object Type Code is an attribute of the Object Code that identifies an object code as income, expense, asset, liability or fund balance.

Fiscal Period

Defines the various periods to which General Ledger entries can be posted. Months of the year are the most obvious examples, but other periods include beginning balance, C&G beginning balance and period 13 for closing transactions. Click Here for more info.

Document Type

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

Origin Code

A code indicating the system from which a transaction originates. Typically Origination Codes are established to represent other feeder systems.

Document Number

A unique, sequential, system-assigned number for a document. The Document Number could be a reference number from other systems if the origin code is not ‘01’.

Transaction Ledger Entry Description

A description of the particular entry. This is typically defined in the Accounting Lines, or the title of the document. If there is no description defined in the Accounting Line, this column will be populated with the Document Title (The Description in the Document Overview).

Transaction Ledger Entry Amount

The dollar amount for the particular transaction. When Debits/Credits are excluded, negatives are credits and positives are debits.

Debit Credit Code

Indicates whether the entry is a debit or a credit to the account.

Transaction Date

For KFS documents, the Transaction date is typically the date the document was last approved.

Posting Date

The Posting Date is the day the entry is posted on the ledger.

Organization Document Number

An optional reference identification number assigned by organization.

Project Code

Project Codes are a 10 character optional part of the accounting string that allows you to assign an identifier to a particular transaction that might span multiple accounts or organizations.

Organization Reference ID

An optional organizational reference ID that can be used.

Reference Document Type Code

The Document Type Code used in the source system.

Reference Origin Code

The Origination Code used in the source system.

Reference Document Number

The Document Number of the source system. Typically a Purchase Order Number is included in this field.

Pending Entry Approved Indicator

When the Pending Entry Approved Indicator is set to All or Approved, this field will let you know if the entry is Approved or Pending.

UC Location Code

This field is used for reference UCOP reporting. This represents the campus associated with the Account.

UC Account Number

This field is used for reference UCOP reporting. This represents the UC Account associated with the KFS Account.

UC Fund Number

This field is used for reference UCOP reporting. This represents the fund associated with the KFS Account.

Entry ID

The Entry ID is the unique identification number for an entry on the General Ledger.