Account Global Guide

The Account Global document is similar to the Account document, however it is used to assign identical attributes to multiple accounts on a single document. The Account Global Document is recommended for making simple modifications to a single account, or multiple accounts, as it has a simplified and expedited workflow.

In order to create an Account Global eDoc users must have the Chart of Accounts Maintenance User Role, which can be granted by Department Security Administrators (DSAs) in KSAMS.

Using the Account Global Document:

How to Access

Log in to ZotPortal and navigate to the Finance/KFS Tab.
Navigate to the Chart of Accounts section and expand the Lookups and Transactions menu.
Select Account Global.

Tip: For step-by-step instructions with screenshots on how to access KFS from the KFS homepage and use the Jump To box (Ctrl+K / Cmd+K) for quick navigation, see the KFS Access Guide.

If you need help logging into the OIT Software VPN, or are unsure about your KFS access, see Accessing the Kuali Financial System. This page also helps you identify your Department Security Administrator (DSA), who can assist with access issues.

Document Overview

Sections of the Account Global eDoc

The Account Global Document has two sections to fill out:

The Global Account Maintenance tab to select the attributes you'd like to apply to the accounts selected.
The List of Accounts section to select the accounts you would like to apply the attributes changes to.

Global Account Maintenance

Enter or Select the account attributes that are going to be changed for the accounts selected.

The most common attributes that department users will change are:

Fiscal Officer Principal Name: The UCInetID of the new Fiscal Officer
Account Supervisor Principal Name: The UCInetID of the new Account Supervisor
Account Manager Principal Name: The UCInetID of the new Account Manager
Closed Ind.: Check the closed indicator checkbox if closing the accounts.
Organization Code: The new organization code that the accounts should report to. When changing the organization code of an account the user must be a Chart of Accounts Maintenance User for the new organization code as well as the old organization code.
Sub-Fund Group Code
Account Expiration Date
Continuation Chart of Accounts Code and Continuation Account Number

Edit List of Accounts

In this section, you can add the account(s) that you would like updated.

Adding Multiple Accounts to Edit at Once:

To add more than one account at a time, click on the Look Up/Add Multiple Account Lines magnifying glass.

Edit List of Accounts section showing the Look Up/Add Multiple Account Lines magnifying glass icon — The magnifying glass icon is located at the top of the Edit List of Accounts section.

Search for accounts using Organization Code, Fiscal Officer or Other search criteria. Once the accounts are found, click the check boxes in the Select? column, then click on the Return Selected button.

Account search results table with checkboxes in the Select? column and a Return Selected button — Use the search filters at the top of the lookup page to narrow results before selecting accounts.

Adding Accounts to edit one at a time:

Chart Code: Use the drop down to choose the chart code that the account reports to.

Account Number: Enter the account number.

Click the Add button.

Edit List of Accounts section with Chart Code dropdown, Account Number field, and Add button — Fields for adding a single account to the Edit List of Accounts section.

Once an account has been added, new Chart Code and Account Number fields will appear so that more accounts can be added.

Edit List of Accounts section showing an added account row and new empty Chart Code and Account Number fields below it — Repeat the process using the new fields that appear to continue adding accounts to the list.

Complete the Changes

Once all required information has been entered Save and Submit the eDoc.