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The following sections describe the page layout, common attributes of an e-doc, and basic functions. |
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On the Financial (FS) menus, documents appear like this:
On the Rice 2 (LS) menus, documents appear differently:
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For information about status definitions, see Route Log.
Optional information in the document header
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- Click the export option link for the format you want.
The system prompts you to click Open, Save, or Cancel.
- Click one of the buttons and follow the standard prompts.
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- Route log lookup: (c) Clicking the Route Log icon
takes you to the OLE Route Log for the document in this row. The Route Log contains two tabs summarizing routing activities. The Action Taken tab logs prior events and the Pending Action Requests tab logs known future events, from which you can see current Workflow action requests.
For more information, see Route Log
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- To augment library workflows, search results are not as standard in the Rice 2 menus. However from the search results listed there are always links to 'drill down into'. The font is read for easy navigation:
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Several types of documents function by placing accounts, object codes, and amount combinations in separate sections of the Accounting Lines tab. These sections may be entitled From/To, Income/Expense, Decrease/Increase, etc., depending on the type of document.
In a document with From/To sections (such as the General Error Correction or GEC document), the From section of the transaction represents a decrease in income, expense, or budget to an account. For example, when an account is entered in the From section of a GEC document and the object code is an expense type, the transaction reduces (credits) the expense and increases (debits) cash for that account.
The To section of this same type of transaction represents an increase in income, expense, or budget to an account. For example, when an account is entered in the To section of a GEC document and the object code is an expense type, the transaction increases (debits) the expense and decreases (credits) cash for this account.
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A document requiring both debit and credit entries has fields for the debit or credit amount on each accounting line. A debit and credit may not be entered on the same accounting line; only a debit or a credit may be entered on a single line. The Journal Voucher (JV) document is an example of a document requiring debit/credit entry.
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Accounting Lines tab definition
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Specific offsets are determined by the Offset Definition table. For more information about offsets, see Offset Definitions in the KFS Guide to Core Components and Functions.HTML Comment
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For more information about ad hoc routing, see Ad Hoc Routing.
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For more information about the Route Log, see Route Log.
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For information about individual GL balance inquiries, see
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http://testdrive.kfs.kuali.org/kfs-ptd/static/help/WordDocuments/generalledgergl1.htm |
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http://testdrive.kfs.kuali.org/kfs-ptd/static/help/WordDocuments/labordistribution1.htm |
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http://testdrive.kfs.kuali.org/kfs-ptd/static/help/WordDocuments/endowment.htm |
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- Select the document link from the main menu.
- Complete required tabs for the document.
For information about the requirements for a particular type of e-doc, see the help documentation for the specific document type in the Driver's Manual. - Click
to route the document for approval.
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- Retrieve the document from which you want to copy.
For information about how to retrieve a document, see Using Doc Search to Find a Document. - Click
in the array of workflow action buttons.
The system creates a new document with a new document ID. The document ID information for the copied-from document is displayed in the document header and also in the Notes and Attachments tab of the new document.
Clicking the Copied from Document Id takes you to the document you copied from.
A note stating that the document was copied from another document is attached to the copied-from document.
- Complete required tabs for the document.
- Click to route the document for approval.
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For information about how to retrieve an e-doc, see Using Doc Search to Find a Document.
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Ad Hoc Routing in the Purchasing/Accounts Payable Module Ad hoc routing is not available in Purchasing/Accounts Payable documents because the workflow statuses are closely related to the document statuses (PO and requisition status, etc.). For information about document routing, see Route Levels and Workflow Routing.
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For more information about the action list, see Action List.
Searching OLE
As OLE grows to include more document types (patrons, bibliographic formats, licenses, etc.), OLE will create integrated Search capabilities, where the search functions will provide inter-operability instead of some of the localized wildcards, limits on bibliographic fields, or other search-specific criteria below. Library users will be included in future testing and development of OLE Search, building upon our emerging search types for:
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- Click
. - Enter search criteria.
For explanations about search criteria fields, see Standard Data Entry, Selection, Action, and Navigation Tools and Standard Links and Icons. - Click
. - Click the document ID link to open the document, the Initiator ID link to retrieve a workflow user report, or the Route Log icon
to view the workflow status.
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For information about advanced features of the document search, see Advanced Document Searches.
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Menu Group | Description |
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Cataloging | Provides search capabilities for bibliographic records. Will need link to DocStore See the Guide to Describe in the Driver's Manual for information on searching the DocStore. |
Accounts Receivable | Provides searches for customer invoices, customer credit memos, customer invoice write-offs, cash controls, and payment applications. |
Load Order Record | Provides statuses and reporting on ingested successes and failures. |
Load Invoices | To be coded |
Load Bibliographic Record | To be coded |
Purchasing/Accounts Payable | Allows searches for a variety of Purchasing and AP documents using standard search fields along with additional fields that are unique to each document type. Search documents include Electronic Invoice Rejects, Payment Requests, Purchase Orders, Receiving, Requisitions, and Vendor Credit Memos. |
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- To restrict the search to documents that meet criteria of your choice, enter search data as appropriate.
- If desired, save this set of search criteria for reuse later by entering a descriptive name in the Name this search field. Some OLE searches include the option to name and save your searches, so they can be repeated later by the same user. Named searches are available for Requisition, Purchase Order, Receiving and Payment Request searches.
For information about specific fields, see the help documentation for the particular type of document you are searching for in the Driver's Manual.
For tips about data entry, see Data Entry Tips. - Click the
button at the bottom of the screen.
The system retrieves a list of items that match your search criteria.
If you gave your search criteria a name, the system also displays the name of your saved search in the Searches list at the top of the screen.
- Choose from among these options.
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- Click the lookup icon
for the field you need a value for (e.g., Customer Number).
The system displays a form to help you find the specific value you need:
- Enter identifying information (customer name, etc.) in any of the fields provided.
- Click to retrieve a list of records that match your entries.
- When you find the record you need, click the
link to copy the value (customer number in this example) into your custom document search screen.
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For more information about searches, see Using Doc Search to Find a Document and Advanced Document Searches.