Maintenance Menu

The Maintenance menu provides access to a variety of user-defined reference tables that are essential to the KFS. These tables define attributes the system uses to validate transactions and allow users to look up values as necessary. The tables also control the often-complex relationship between elements for internal and external reporting. For example, the KFS relies on maintenance tables for basic information such as the sub-fund groups to which new accounts may be assigned and the calendar month that correlates to the first month of your institution's fiscal year. This table-controlled flexibility is one of the features that make the KFS a highly configurable application.

These important reference tables are maintained by electronic documents called maintenance documents or e-docs. Each of the KFS reference tables is maintained by a specific maintenance e-doc that is routed for approval before the table is updated.

     All users can look up values in the KFS reference tables via the lookup screens on the maintenance menu, but only members of the KFS-SYS Manager role may initiate most documents in the maintenance menu.

Categories of maintenance documents

Category	Purpose
Chart of Accounts	Allows central maintenance of COA documents. See note below.
Financial Processing	Allows maintenance of documents that support central financial operations including the disbursement voucher documents.
Pre-Disbursement Processor	Provides access to Pre-Disbursement Processor (PDP) maintenance functions
Endowment	Allows central maintenance of documents that support the Endowment module.
Accounts Receivable	Allows central maintenance of documents that support the Accounts Receivable (AR) module.
Vendor	Allows central maintenance of documents that support the Vendor document.
Purchasing/Accounts Payable	Allows central maintenance of documents that support the Purchasing and Accounts Payable (PURAP) module.
Capital Asset Management	Allows central maintenance of documents for attributes needed by the Capital Asset Management (CAM) module.
Contracts & Grants	Allows central maintenance of documents that support the functionality of the Contracts and Grants module.
Effort Certification	Allows central maintenance of documents that support the Effort Certification module.
Labor Distribution	Allows central maintenance of documents that support the Labor Distribution module.
Budget Construction	Allows central maintenance of documents that support the Budget Construction module.
System	Allows central maintenance of attributes used across the KFS.

     A few Chart of Accounts maintenance documents (Account, Global Account, Account Delegate, Account Delegate Model, Global Account Delegate, Object Code, Global Object, Organization Code, Project Code, Sub-Account, and Sub-Object Code) are used by both central and departmental users. These documents are accessible via the Main Menu tab, not the Maintenance menu tab.

   For information on working with the Chart of Accounts, Pre-Disbursement Processor, and Vendor functions listed on the Main Menu tab, see Chart of Accounts (COA), Pre-Disbursement Processor, and Vendor, respectively.

   Your institution may choose to add attributes to maintenance tables for reporting purposes. For information on adding these 'extended' attributes, see Extended Attributes.

   For information about initiating maintenance documents, see Performing Common Maintenance E-Doc Operations.

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