Account Global Guide

The Account Global document is similar to the Account document, however it is used to assign identical attributes to multiple accounts on a single document. The Account Global Document is recommended for making simple modifications to a single account, or multiple accounts, as it has a simplified and expedited workflow.

In order to create an Account Global eDoc users must have the Chart of Accounts Maintenance User Role, which can be granted by Department Security Administrators (DSAs) in KSAMS.

Using the Account Global Document:

In KFS, select the Chart of Accounts portlet and click on the Account Global link.

KFS Chart of Accounts portlet with the Account Global link highlighted
The KFS Chart of Accounts portlet. Click the Account Global link to begin creating an Account Global document.

In the Document Overview tab, enter a Description and Explanation.

Account Global document Document Overview tab showing Description and Explanation input fields
The Document Overview tab of the Account Global eDoc. Enter a Description and Explanation of the changes being made.

The Account Global Document has two sections to fill out:

  1. The Global Account Maintenance tab to select the attributes you'd like to apply to the accounts selected.
  2. The List of Accounts section to select the accounts you would like to apply the attributes changes to.

Global Account Maintenance

Enter or Select the account attributes that are going to be changed for the accounts selected.

The most common attributes that department users will change are:

  • Fiscal Officer Principal Name: The UCInetID of the new Fiscal Officer
  • Account Supervisor Principal Name: The UCInetID of the new Account Supervisor
  • Account Manager Principal Name: The UCInetID of the new Account Manager
  • Closed Ind.: Check the closed indicator checkbox if closing the accounts.
  • Organization Code: The new organization code that the accounts should report to. When changing the organization code of an account the user must be a Chart of Accounts Maintenance User for the new organization code as well as the old organization code.
  • Sub-Fund Group Code
  • Account Expiration Date
  • Continuation Chart of Accounts Code and Continuation Account Number

Edit List of Accounts

In this section, you can add the account(s) that you would like updated.

Adding Multiple Accounts to Edit at Once:

To add more than one account at a time, click on the Look Up/Add Multiple Account Lines magnifying glass.

Edit List of Accounts section showing the Look Up/Add Multiple Account Lines magnifying glass icon
The Look Up/Add Multiple Account Lines magnifying glass in the Edit List of Accounts section. Click this icon to search for and add multiple accounts at once.

Search for accounts using Organization Code, Fiscal Officer or Other search criteria. Once the accounts are found, click the check boxes in the Select? column, then click on the Return Selected button.

Account search results table with checkboxes in the Select column and a Return Selected button
Account search results showing the Select? column checkboxes. Check the accounts you want to update and click Return Selected to add them to the document.

Adding Accounts to edit one at a time:

Chart Code: Use the drop down to choose the chart code that the account reports to.

Account Number: Enter the account number.

Click the Add button.

Edit List of Accounts section with Chart Code dropdown, Account Number field, and Add button for adding accounts individually
The Edit List of Accounts section for adding accounts one at a time. Select the Chart Code, enter the Account Number, and click the Add button.

Once an account has been added, new Chart Code and Account Number fields will appear so that more accounts can be added.

Edit List of Accounts section showing an added account row and new empty Chart Code and Account Number fields below it
After clicking Add, the account appears in the list and new Chart Code and Account Number fields display below for adding additional accounts.

Complete the Changes

Once all required information has been entered Save and Submit the eDoc.

Account Global eDoc footer showing the Save and Submit buttons
The Save and Submit buttons at the bottom of the Account Global eDoc. Click Submit to route the document through workflow after entering all required information.