AMS and FIS Document Types
What are the different document types and document numbers in FIS?
The document type classifies accounting documents. Attributes that control the entry of the document are stipulated for each document type. In particular, the number range assigned to the relevant documents is determined on the basis of the document type (i.e. KE = 23XXXXXXXX, KN = 19XXXXXXXX). There are many document types in AMS/FIS. Some document types are available for use for users processing transactions (i.e. KN = vendor invoices), some are only available for batch entries (i.e. YB = payroll documents), some are only to be used centrally (i.e. KT = accountable advance) and some are blocked for use.
The following is a comprehensive list of the name, purpose and document number range for document types in AMS/FIS:
| Document Types for Use in FIS | These are the document types available for the user to post transactions. |
| Document Types for Central Use Only | These are the document types to be used for central functions only and should not be used for regular postings. |
| Document Types for Batch Entry Only | These are the document types that are produced by centrrally run batch jobs and are blocked for regular postings. |
| Document Types Not in USE | These are the document types that are not currently being used by UofT in AMS/FIS. |
| Document Types for Use in FIS | ||
| Document Type | Purpose | Document Number Range |
| EC:PO for e-Proc. | Open for use for web-based USOURCE purchasing only. This document type is not to be used in FIS. | 37XXXXXXXX |
| KA:Key dep & Payroll | Open for use for refundable key deposit postings and off-cycle (manual) payroll entries. Manual payroll entries are performed by Central Payroll only. | 17XXXXXXXX |
| KC:Petty cash fund | Open for use for replenishment of petty cash funds only. (Opening, closing, transferring, decreasing or increasing petty cash funds are performed by Financial Services, Accounts Payable only.) | 21XXXXXXXX |
| KE:Expense reimburs | Open for use for departmental expense reimbursements only. External vendors and other institutions’ payments should be processed using document type KN only. | 23XXXXXXXX |
| KF: Expense reimb.-DD | Open for use for departmental expense reimbursements for active appointed employees only, via Expense Reimbursement Direct Deposit transactions processed through the FIS ERDD screen or ERDD on the Web. Expense reimbursements for anyone other than an active appointed employee, should be processed using document type KE only, via the Enter Vendor Invoice screen. | 235XXXXXXX |
| KG: A/P Vendor credit | Open for use for processing credit memos to permanent vendors only. Do not use for any 99XXXX (OTA) vendor number series. | 19XXXXXXXX |
| KI: Imprest expense | Open for use for replenishment of imprest accounts only. If your department is not using the imprest account, it should be closed. (Opening, closing, decreasing or increasing imprest accounts are performed by Financial Services, Accounts Payable only.) | 22XXXXXXXX |
| KN: A/P Vendor invoic | Open for use for processing payments to external vendors including cheque requests. | 19XXXXXXXX |
| LS: Lease order | Open for use for creating lease orders through the Logistics module in AMS. | 47XXXXXXXX |
| NB: Standard PO | Open for use for creating purchase orders through the Logistics module in AMS. | 45XXXXXXXX |
| RN: PO Invoice receip | Open for use for purchase order invoice verification documents (payments to vendors through purchase orders). | 52XXXXXXXX |
| SA: DM/Journal entry | Open for use for processing journal entry (debit memo) documents. | 10XXXXXXXX |
| SF: Dept’l deposits | Open for use for departmental deposits by direct deposit (deposits made directly to a bank) or in-transit deposits (deposits made with cashier’s office). | 30XXXXXXXX |
| SI:Internal Revenues / Expense Recoveries | Opened, effective May, 2007, for use to process Internal Revenues/Expense Recoveries (i.e. sale of goods/services between UofT departmental units, and recovery of expenses already paid for and shared between UofT departmental units). Can only be used on the Internal Revenues/Expense Recoveries screen. Other types of journal entry transactions should be processed via the G/L account postings screen, using document type SA. | 28XXXXXXXX |
| WE: PO Goods receipt | Open for use for processing goods receipts or goods returns from purchase orders in AMS. WE is default document type and should not be changed. | 50XXXXXXXX |
| X1: Recur entry doc | Accounting reference document. These documents are the templates upon which recurring entries are based. | 91XXXXXXX |
| X2: Sample document | Accounting reference document. These documents are the templates upon which sample documents entries are based. | Template |
| ZK:Capital Proj Inv. | Accounts payable invoice payments processed for Capital Projects related expenses (i.e construction) | 19XXXXXXXX |