quick reference guide: import accounting lines to gec · quick reference guide: import accounting...

Quick Reference Guide: Import Accounting Lines to GEC

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Instructions: This document offers instructions for using the Import File–GEC to input

transaction details into the GEC Accounting Lines in KFS. It serves as a supplement to the step-

by-step instructions for creating a GEC.

Creating a General Error Correction (GEC) in KFS requires entering information from eData

about the specific transaction to be corrected in the Accounting Lines. The FROM side contains

the incorrect information (Account, Sub-Account, Object, etc.). The TO side contains the fixed

or corrected information. There are two ways to input transaction details into the Accounting

Lines on the GEC:

Manually entering information from the Transaction Details report in eData

o For step-by-step instructions, see the Quick Reference Guide: General Error

Correction

Using the eData Import File–GEC custom report and Import Lines option in KFS

Note: An asterisk (*) denotes a required field.

Using the Import File–GEC Custom Report in eData

Follow these instructions to use the Import File–GEC Custom Report in eData:

1. Log into AccessPlus.

2. Click uBusiness then eData.

3. Click Continue.


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4. Click the Public Folders tab from the main screen.

5. Click Custom Reports.

Note: You may have to click Custom Reports

then University Wide then KFS-Financial

Reports to access these reports from within the Financial portal.

6. Click Import File–GEC.

Note: If Import File–GEC does not appear

on this page, you may have to navigate to

the next page to locate the next set of

Entries area using the buttons on the right.


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7. Select your criteria using the filters on the Import

Files screen.

For example, if you want to

correct an Account

Number for which the

transaction should be

assigned, you will need to

locate the incorrect

transaction using the

Import File filters.

8. Click Run to import the

file in Excel.

9. Click OK to download the Excel file.


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Saving Incorrect and Correct Transaction Details in Two CSV Files

This section will guide you in creating and saving two separate CSV files:

Current (incorrect) transaction(s) – information to add in the FROM Accounting Lines

Fixed (correct) transaction(s) – information to add in the TO Accounting Lines

Adding and Deleting Transaction Details Using the Import File–GEC

The Import File–GEC custom report in eData produces an Excel file with transactions related

to the selected Account. Use the following instructions to add and/or delete information on the

worksheet:

Note: Red columns need to be completed.

Note: The Excel file contains a sheet for credits (receipts) and a sheet for debits (expenses) with transaction details

for the selected Account. Be sure to repeat the process for debits and save the Worksheets separately.

10. Add missing or required information to the row of transaction details you want to import into KFS.

11. Delete any rows that are correct and do not need corrections processed through KFS.

12. Delete rows 1 through 6 on the Excel Worksheet.


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Use the following instructions to Save information to be imported into the FROM and TO

Accounting Lines on the GEC:

13. Click File then Save as a file name

(i.e. “Incorrect_Account” in the

Filename field).

14. Change Save as type to CSV

(Comma delimited).

15. Verify that the correct directory is

being used (i.e. Desktop).

16. Click Save and note the location so that you can import this file later.

17. Click OK if you receive

this message.

18. Click YES if you receive

this message.

Note: You now have a saved CSV file to import in the FROM Accounting Line.

To create corrected information to upload to the TO Accounting Line:

19. Edit the CSV file to reflect corrections (i.e. change Account Number).

20. Repeat steps 13-18 to edit and save a file for the TO Accounting Line.


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Using the Import Lines Upload to KFS

To import the required (*) From and To information in the Accounting Lines:

21. Open KFS.

22. Select General Error Correction from

Financial Processing in the

Transactions menu.

23. Enter the Description and

Explanation of items

needing correction.

Note: If you intend to have

multiple uploads in the accounting

lines, use a generic Description,

i.e. “Sept Miscodes”.

24. Click Import Lines on the right side of the Accounting Lines to import information on the FROM side

(incorrect transaction detail).

25. Click Browse to upload the saved CSV file (i.e. Incorrect_Account”) then click OK.

26. Click Add next to Browse.


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Note: You will see that the FROM line is populated with transaction details from your CSV file.

27. Click Import Lines on the right side of the Accounting Lines to import information on the TO side

(correct transaction detail).

28. Click Browse to upload your second saved CSV file (i.e. Correct_Account”) then click OK.

29. Click Add next to Browse.

Note: You will see that the TO line is now populated with transaction details from your CSV file.


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Note: If an expense is

being moved to a Grant

Account, respond to the

four (4) questions in the

Error Certification tab.

30. Click Submit and check

for errors. The

document is now en

route to the Fiscal

Officer(s) listed on the

account(s).

31. Click Close to return to

the Main Menu.

32. For Grant Account

corrections, click Yes

on the Certification

screen to route the

transaction to the Fiscal

Officer(s) listed on the

Account(s).

A

C

B

D

quick reference guide: import accounting lines to gec · quick reference guide: import accounting...

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