Kuali Financial System

´╗┐Financial Transactions (FT) Documents

The Financial Transactions (FT) section of the Kuali Financial System (KFS) includes documents that move expenses from one accounting string to another, bill other campus units (authorized recharge units), create and modify current and base budgets, and record receipt of cash and credit cards.

Note: Each FT document has a General Ledger Pending Entries section. After saving or submitting a FT document, you can view this section to see how the entries will appear once the document is fully approved and posts to the General Ledger. In this section, entries will appear with a D (debit) or C (credit), EXCEPT for the Budget Adjustment (BA) document where dollar amounts listed in parentheses are credits, dollar amounts without parentheses are debits. In FIS Decision Support (DS), the credits will display with a CR to the right of the amount. Limit the lines on your GECS and other Financial Transaction documents to no more than 200 total, for smooth processing.

Budget Management

Document Document Type Code Purpose/Use
Budget Adjustment BA

The BA document establishes or modifies the current or permanent/base budget for an account. Only those accounts and activities that have a long term impact on the fiscal operations of the University are reflected in the base budget. The base budgeted funds are reallocated annually at the start of the fiscal year (i.e., July 1 Adjusted Budget).This document can be used to establish a base budget for a new account that has been created or it can be used to modify the base budget to indicate an anticipated change in the budget construction (detail budget) process for the following year.This document can also be used to initiate or modify the current operating budget for an account. The current year budget is the financial plan for the current fiscal year. Account balances are based on the current budget.

Cash Management

Document Document Type Code Purpose/Use
Advance Deposit AD LIMITED ACCESS DOCUMENT: The Advance Deposit document is used for departmental deposits of currency and checks that are being made directly to a bank and NOT at one of the Cashier's Offices (Davis campus or UCDMC). This document is processed AFTER the deposit has been made at the bank.
Cash Receipt CR The Cash Receipt (CR) document records receipts associated with corresponding cash collections. This transaction represents the receipt of cash and checks deposited into university bank accounts via one of the Cashier's Offices (Davis campus or UCDMC).

The CR document is processed BEFORE the cash and/or checks are sent to the Cashier's Office.

Credit Card Receipt CCR The Credit Card Receipt (CCR) is a system-created document for departments with active merchant accounts. CCR documents are not accessible as stand-alone documents to KFS users. The KFS Credit Card Receipt (CCR) document records settled credit card transactions automatically.

NOTE: This document does route for approval (fiscal officer/organization review), but it will auto-approve if it all approvers have not taken action on it within 5 calendar (not business) days from the date listed in the Created field.

The CCR document acts as a "distribution of income" document and allows any member of the departmental credit card workgroup to move the credit to one or more other accounts/sub-accounts, etc. Departments that elect not to receive the CCR document can still move a credit from a credit card transaction via a Distribution of Income and Expense (DI) document in KFS.


Document Document Type Code Purpose/Use
Auxiliary Voucher AVAE Used to post accrual entries to the general ledger that must be reversed in a designated month following the posting period. It is not used to accrue equipment on UCD purchasing documents or office space operating leases.
Distribution of Income and Expense DI Reallocates income and expense or assets and liabilities from one central account to several other accounts within the same organization. Cannot be used for transfers citing Federal accounts (General Error Correction should be used for Federal account transfers).
General Error Correction GEC Used to correct inappropriate or erroneous accounting string data for general ledger entries generated from other financial transactions
Internal Billing IB Used by authorized recharge units/departments to bill for goods or services provided by one university department to another university department; reflects income to the provider and expense to the customer
Pre-Encumbrance PE Used to earmark funds for which unofficial commitments have already been made, setting aside amounts for future anticipated expenses that might not otherwise be encumbered.

Also used to disencumber open encumbrances created with the Pre-Encumbrance document.


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