KFS eDoc Layout

KFS eDoc Layout

Although each KFS eDoc is unique, there are some attributes and tabs that can be found in every KFS eDoc.

Contents

The Document Type Name is displayed on the top of the eDoc.

KFS eDoc header showing the document type name displayed at the top of the form
The document type name appears at the top of every KFS eDoc, identifying the type of transaction or document being viewed.

Information specific to the eDoc appears in the upper right corner.

Document Header Fields
Name Description
Doc Nbr This is the document number. Each KFS eDoc has its own unique document number.
Initiator The UCInetID of the user who initiated the eDoc.
Status The current status of the eDoc.
Created The time and date that the eDoc was created.
KFS eDoc upper-right header area with the Doc Nbr, Initiator, Status, and Created fields highlighted
The upper-right corner of every KFS eDoc displays document-specific information including the document number, initiator UCInetID, current status, and creation date and time.

Expand All and Collapse All

Every document body is organized into sections that resemble a stack of folders with tabs. Each eDoc displays tabs that groups fields that need to be filled out by the user. Pay attention to what tabs and fields are in your document. Some fields and other information will not become available until other required information is completed.

KFS eDoc body showing multiple collapsible tab sections stacked vertically, each representing a group of related fields
The KFS eDoc body is organized into collapsible tab sections, each grouping related fields that the user needs to complete.

The EXPAND ALL and COLLAPSE ALL buttons will expand or collapse all tabs on the page.

KFS eDoc toolbar showing the Expand All and Collapse All buttons used to open or close all tab sections at once
The Expand All and Collapse All buttons allow users to quickly open or close every tab section on the eDoc at once, making it easier to navigate long documents.

When a tab is collapsed, clicking anywhere on the tab will expand it.

KFS eDoc with a collapsed tab section shown as a narrow clickable bar with the tab title visible
A collapsed tab appears as a narrow bar displaying the tab name. Clicking anywhere on it will expand the tab to reveal its fields.
KFS eDoc with a tab section fully expanded, displaying its fields and content after being clicked to open
After clicking a collapsed tab, it expands to show all its associated fields and content for the user to complete.

Action Buttons and Required Fields

Action buttons appropriate to the logged-in user role are displayed at the bottom of the screen.

KFS eDoc bottom toolbar showing action buttons such as Submit, Save, Cancel, and Close available to the logged-in user
Action buttons are displayed at the bottom of every KFS eDoc. The buttons available depend on the logged-in user's role and the current state of the document.

All required fields in an eDoc are identified with an asterisk, users cannot submit the eDoc until all required fields contain allowable data.

Although the Explanation Field is not marked with an asterisk it is a required field and must be completed.
Selecting the Submit button before all required fields are completed will cause an error message to appear.

KFS eDoc form showing required fields marked with asterisks and an error message displayed after attempting to submit with incomplete required fields
Required fields are marked with an asterisk throughout the eDoc. Attempting to submit the document before all required fields are completed will trigger an error message identifying what must be corrected.

Document Overview

The Document Overview tab identifies the document and includes the following fields: Description, Explanation, and Organization Document Number. This tab is required.

KFS Document Overview tab showing the Description, Organization Document Number, and Explanation fields
The Document Overview tab is required on every KFS eDoc and contains the Description, Organization Document Number, and Explanation fields used to identify and describe the transaction.
Document Overview Fields
Name Description
Description The Description field has a 40-character limit. It is a required field on every eDoc because it is used to identify the document and is included in document search results, action list entries, General Ledger inquiries (for financial transaction eDocs), and standard reports. The text that you enter here should function as a summary description that would be useful in identifying the contents of the eDoc. However, because the contents of this field will be viewable by all other users in document search results, be careful to never enter any sensitive or confidential information here.
Organization Document Number Organization Document Number is an optional field that can be used to provide additional detail for users. Data entered here will be included in every entry line on the General Ledger.
Explanation The Explanation field is a required field for every KFS document. Any pertinent information in regards to policy, business rules, or other necessary information must be included here to describe the actions and purpose of what the document is intended to do. To avoid delays in the approval process all explanations should be as detailed as possible (who, what, when, where, why). The explanation should make it clear to an outside observer the purpose of the document and why the transaction is necessary.
Accounting Period The Accounting Period drop-down menu allows for selection of previous Fiscal Periods when in the 5-working-day monthly closing period. This feature is only available in select documents.

Accounting Lines

UCI uses KFS Accounts and other Full Accounting Unit (FAU) codes to describe the attributes required for every KFS transaction. The FAU is used to classify the type, purpose, and unit being charged. It is used by departments to meet their reporting needs and is used by Accounting & Fiscal Services to run reports and financial statements.

If you're not sure how to complete the Accounting Lines, please contact your department's Finance Office or Fiscal Officer.

KFS Accounting Lines tab showing FAU code input fields including account number, chart, object code, and other required accounting attributes
The Accounting Lines tab is used to enter the Full Accounting Unit (FAU) codes that classify the type, purpose, and unit being charged for the transaction. Contact your department's Finance Office or Fiscal Officer if you need assistance completing this section.

Notes and Attachments

The Notes and Attachments tab displays user notes, attachments, or system-generated information about the document. This tab is optional.

The maximum allowable attachment size is 5MB. PDFs or simple Excel document types (.csv, .xls, .xlsx) are allowed.

KFS Notes and Attachments tab showing a text field for entering notes, a file upload control for attachments, and a Remove Attachment button
The Notes and Attachments tab allows users to add written notes and upload supporting documents to an eDoc. The Remove Attachment button can only remove attachments that have not yet been saved to the document.

(The Remove Attachment button will only remove attachments that have NOT been added yet.);

Notes and Attachments CANNOT be deleted or edited, because they become part of the original document record. DO NOT attach any sensitive data, private information, TAX ID, or Medical information (HIPPA).

Backup documentation should be attached to the Notes and Attachments tab generally, except if the KFS eDoc has an Image Scanning tab (DV, TEM Transactions, PCDO). All backup must be uploaded into the Image Scanning tab, if the eDoc contains this feature. Be sure to redact any sensitive information before uploading.

For documents that DO NOT have an image scanning tab:

Backup documentation should be attached in the Notes and Attachments tab. The department is responsible for maintaining and retaining all internal records and logs for audit. This should include detailed information to support all transactions. Records may show the date, full accounting unit, name of user(s), etc. (but should not show private or identity information).

KFS Workflow and Ad Hoc Recipients

The workflow of KFS allows eDocs to be reviewed and approved by required approvers. Required approvers vary for different eDocs, but every KFS eDoc starts with an initiator. Once the initiator has completed and submitted an eDoc it will route to the first approver. Once all approvers have taken the required actions the eDoc will become final. Visit Workflow for more information.

Adhoc Routing

  • Defining an eDoc's routing path to include specific individuals or groups outside of the normal predefined workflow is called “Ad Hoc routing.”
  • Ad Hoc routing is an optional process.
  • When Ad Hoc routing is used to insert additional users into the workflow route as reviewers or approvers, it does not supersede the existing workflow routing of the document but is used in addition to that routing.
Diagram showing an eDoc routing workflow with an Ad Hoc recipient inserted as an additional step alongside the standard approval chain
Ad Hoc routing adds specific individuals or groups into the document's workflow in addition to the standard predefined routing path, without replacing any existing approval steps.

To use the AD HOC RECIPIENTS tab to add an approver, enter the approver’s UCInetID into the PERSON field.

KFS Ad Hoc Recipients tab with the Person field highlighted, showing where a UCInetID is entered to add an ad hoc approver
In the Ad Hoc Recipients tab, enter the UCInetID of the person you want to add to the document's routing path in the Person field.

After the approver’s UCInetID has been entered, the ACTION REQUESTED drop down can be used to select APPROVE, FYI, or ACKNOWLEDGE.

Users should keep in mind that not all KFS eDocs have APPROVE as an option. Some eDocs only allow FYI or ACKNOWLEDGE Ad Hoc actions.

Once the ACTION REQUESTED has been selected the ADD button must be selected to successfully add an approver.

KFS Ad Hoc Recipients tab showing the Action Requested dropdown with options for Approve, FYI, and Acknowledge, and the Add button highlighted
After entering a UCInetID, use the Action Requested dropdown to select the type of action (Approve, FYI, or Acknowledge), then click the Add button to include that person in the document's routing path.

The approver that was added using the AD HOC RECIPIENTS tab will not appear in the route log until after the document has been submitted.

Ad Hoc Approval, FYI, and Acknowledge

Approve: If an eDoc is routed to someone with an Approve request, that eDoc will not route to the next approver or become Final until the requested approval has been obtained.

Ad Hoc of either Acknowledge or FYI will not interrupt the regular routing process, and payments and transactions will post to the ledger.

  • If an eDoc is routed to someone with an FYI request, that eDoc will progress to “Final” status once it has received all required approvals.
  • If an eDoc is routed to someone with an Acknowledge request, that eDoc will progress to “Processed” status once it has received all required approvals.

Ad Hoc Tips

  • Some eDocs do not allow Ad-Hoc routing as it will delay the routing of the document.
  • Ad-Hoc Routing to a user who is already in the workflow of the document will cause delays in the routing of the document. If someone is already in the workflow of a document DO NOT add them via Ad-Hoc Routing.
  • Ad-Hoc Routing to a Fiscal Officer who is already in the route log will take away the Fiscal Officer’s ability to edit the Document Description and Accounting Lines.

For more information, visit Ad-Hoc Workflow.

Route Log

The Route Log tells users the status of an eDoc, who has taken action on an eDoc, and who needs to take action on an eDoc.

KFS Route Log tab displaying sections for Document ID, Actions Taken, Pending Action Requests, Future Action Requests, and Log Action Message
The Route Log tab provides a complete history of an eDoc's routing, including past actions taken, current pending action requests, and future routing stops that have yet to be reached.
Route Log Tab Sections
Route Log Tab Route Log Tab Description
Document ID Displays the eDoc’s system-assigned ID number plus basic information, such as the document’s name/description, document type, initiator, current status, creation date, and the dates when it was most recently modified, approved and finalized.
Actions Taken Indicates past actions in the eDoc’s history, including the type of action, the name of the user who took the action (if the action was delegated on behalf of another user, the Delegator name is displayed), the time and date when the action was taken, and any routing annotation entered for the eDoc.
Pending Action Requests Indicates where the eDoc is currently located in the workflow by displaying the action requested, the user or users in whose Action List the eDoc awaits action, and the time and date when the eDoc went to their Action Lists, as well as any routing annotation entered by a user or the system itself.

When the Pending Action Request is "Complete" it means that the document needs to be Completed and Submitted.
Future Action Requests Indicates routing stops that the eDoc has yet to make. “Pending” means that the document is yet to be delivered to a user’s Action List. Thus, any user listed in the Requested Of column may not yet be aware of the eDoc.
Log Action Message Indicates routing stops that the eDoc has yet to make. “Pending” means that the document is yet to be delivered to a user’s Action List. Thus, any user listed in the Requested Of column may not yet be aware of the eDoc.