Kuali Financial System

Distribution of Income and Expense Document Help

The Distribution of Income and Expense (DI) document reallocates income and expense or assets and liabilities from one central account to several other accounts within the same organization.

This document is often used to split expenses associated with a system, such as UCD Buy, that only allows one account per item. You can use the DI document to move the UCD Buy item expense to multiple accounts.

The DI cannot be used for transfers citing Federal accounts (General Error Correction should be used for Federal account transfers).  Federal accounts are comprised of any accounts assigned to a UC Fund with Sub Fund Group Type Rollup Code FEDWFEDAPP:

  • B: Federal Appropriations
  • C: Federal Contracts
  • F: Federal Grants
  • N: State Government FFT
  • V: Local Government FFT
  • W: Private Grants FFT
  • X: Private Contracts FFT

Entering the Reference Document Number in KFS

The Reference Document Number field reflects the number of the document that the transaction originally appeared on. This can be for a document that originated in KFS, or it can be for a document that originated outside of KFS on a feed.  Note: Accounting lines using object code 72RS for allocating administrative costs will not require the reference document information.  To locate a feed number:

  • Run the Feeder System Transaction Detail (212) in FIS Decision Support for the account and desired time period to locate the expense.
  • On the resulting report, the transactions will be broken down by a two-digit alphanumeric code identifying where they originated (e.g., Facilities, Communication Resources, etc.). Locate the specific expense you are transferring.
  • On your KFS document, the origin code indicated in FIS Decision Support should be entered in the Reference Origin Code field. The document number listed in FIS Decision Support should be entered in the Reference Document Number field. The number must be entered as described, or the system will not recognize the number.

Changing Object Code 0060 (Income)

In order to ensure that financial transactions posting to Object code 0060 (Income) are not incorrectly changed, please follow the instructions below:

  • If moving a transaction from object code 0060 (Income) to another account/sub account etc, but leaving the object code as 0060, you may process a Distribution of Income and Expense (DI) document.
  • If you want to change a transaction object code from 0060 to an expense or expense reimbursement, please contact General Accounting before proceeding

Year End Documents

Note: During fiscal close, there is a Year End version of the Distribution of Income and Expense (DI) document in the Year End Transactions section of the Main Menu. If you need to post a Year End Distribution of Income and Expense during year end fiscal close, please complete the Year End Distribution of Income and Expense document.

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