KFS Help Guides and Instructions

Click a link below to learn more about that topic. If you are new to KFS, it's recommended that you take one of our online or in-person classes.

Getting Started

• KFS Basics
• KFS for New Employees
• Action List Filter
• Importing Accounting Lines from a CSV
• KFS Document Types

Accounts and Sub-Accounts

• Information about Accounts
• Create (Copy) an Account
• Edit an Account
• Look up an Account
• Look up Account Type
• Account Global Document
• Higher Education Function Codes
• Optional FAU Elements
• Sub Fund Group Types and Funds
• Create and Edit Sub-Accounts
• UC Fund Blocks

Accounts Payable

• Disbursement Voucher (DV) eDoc Guide
• Check Enclosures and Special Handling Guide
• Payment Reasons for a Disbursement Voucher (DV)
• Reference Guide to TR/ENT/DV Supporting Documents
• Look up a Disbursement Voucher
• Vendor Onboarding User Guide
• Look up a Vendor
• Purchasing and AP e-Document Workflow Processes
• Use Student ID to Process a DV Reimbursement

Budgeting

• Budgeting Guide
• Budgeting for Income

Capital Asset Management

• KFS Training Guides and Resources for Capital Asset Management (CAM)
• Look up a Tag Number

Document Retention

• Document Retention for Accounting

Financial Reports

• Financial Reports Support Website

Fiscal Close Information

• Fiscal Year-End Close website

Fiscal Officers and Delegates

• Change a Fiscal Officer for a Single Account
• Change a Fiscal Officer for Multiple Accounts
• Information about Fiscal Officer Delegates
• Set up Fiscal Officer Delegates
• Fiscal Officer Resources
• Workflows for Financial Processing e-Documents

General Ledger & Financial Documents

• Balance Types and Variances
• Encumbrances
• General Error Correction (GEC) eDoc Guide
• General Ledger Balance
• General Ledger Column Descriptions
• General Ledger Entry
• General Ledger Pending Entry
• Internal Billing (IB) eDoc Guide
• KFS General Ledger Inquiries
• UCI Fiscal Year and Fiscal Periods

eDoc User Guides

• Budget (BA/BAT) eDoc Guide
• Disbursement Voucher (DV) eDoc Guide
• Entertainment Reimbursement (ENT) eDoc Guide
• General Error Correction (GEC) eDoc Guide
• Intercampus Transfer (ICT) eDoc Guide
• Internal Billing (IB) eDoc Guide
• Travel Reimbursement (TR) eDoc Guide

Look Up and Search

• Document Search
• Searching using special characters
• Look up an Account within an eDoc
• Look up Open Encumbrances
• Look up Asset
• Look up Available Balances
• Look up an Award
• Look up Balances by Consolidation
• Look up a Custodial Code
• Look up a Fund Group
• Look up a Payment Request
• Look up PCDO documents

Object Codes and Sub-Object Codes

• Information about Object Codes
• Look Up an Object Code
• Look up a Sub-Object Code

Organizations

• Create an Organization
• Lookup an Organization

Project Codes

• Create and Edit Project Codes

Purchasing

• KFS Payment Decision Tree
• KFS Purchasing Training Guides and Resources
• Locate Payment and Encumbrance Information
• Look up a Purchase Order
• Purchasing and AP e-Document Workflow Processes
• Purchasing Methods Guide
• KFS SubAward Requisition Instructions (email KFS@uci.edu)

Travel

• TEM Arranger Dashboard Guide
• Create a Travel & Event Management (TEM) Profile
• Add a Profile Arranger to TEM profile
• Adding a Default Account to Your TEM Profile
• Reference Guide to TR/ENT/DV Supporting Documents
• Entertainment Reimbursement (ENT) eDoc Guide
• Travel Reimbursement (TR) eDoc Guide
• Approve a Travel Reimbursement in your Action List
• Additional and Exceptional Approvals for Travel, Business Meeting, and Entertainment Expenses
• TEM e-Document Workflow Processes
• TEM Profile and Arrangers Explained

Workflow/Approval

• KFS Workflow Guide
• Workflow Actions: Approve. Acknowledge, FYI
• Ad-Hoc Routing e-Documents
• Fiscal Officer Role in Workflow
• TEM eDoc Workflows
• Financial Processing eDoc Workflows
• Purchasing/AP eDoc Workflows