Tips for Month End
As we’ve discussed here before, in KFS, month end is month end, even if it occurs on a Saturday or Sunday!
When a month ends on a weekend, we will make every effort to keep the system available. Please note, however, that the KFS Help Desk operates from 8:00 AM – 4:30 PM, Monday – Friday, and will NOT be available for calls or e-mail requests on the weekend.
The following are some things you can do to prepare in advance for a smooth month end:
Everyone, be sure to allow adequate time for your e-docs to route to everyone for approval prior to month end, as a single missing approval will keep a doc from going to final status and posting. Note: If your document routes to Central Staff for approval, allow adequate time for them to approve the document prior to month end. If month end occurs on a weekend, please allow adequate time for them to approve on the preceding Friday. (You can determine future routing by opening the e-doc route log and looking at future action requests.)
Approvers, DON’T disapprove a doc with multiple approvers if you can at all avoid it (or even docs requiring just your approval if your initiator can’t resubmit in time for you to re-approve by month end).
- If you have the ability to correct your accounting lines, do so in the doc. Don’t disapprove the doc as a “training opportunity.” This tip should be standard practice, not just at month end.
Everyone, check the status of your docs.
- Do a search on all unapproved e-docs initiated by you. From doc search, select detailed search and enter your netID as Initiator, select “Pending Statuses” from Route Status, and select the date of your earliest known unapproved e-doc in the Date Created From field (be sure you enter this). This will tell you which e-docs you have initiated that are not yet fully approved.
- View each route log for pending actions so you can follow up with approvers, if necessary.
- Look at future actions to see where else the e-doc needs to go.
Everyone, review and/or try out the e-docs you need to use for month end now. Note: This includes becoming familiar with the import templates, knowing what object codes are allowed on certain docs, etc. In other words, please plan ahead for your work.
Everyone, an auxiliary voucher is appropriate for enterprise and enterprise-like units to process accruals.
Everyone, if you run into a problem with a doc that must be posted but you can’t find an object code or other data to complete the doc, use the object code that comes the closest to your purpose and process a General Error Correction Document to fix the doc in the next month.
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