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Using the search function in KFS

KFS includes a very powerful search engine. Searches for accounts, object codes, assets, etc. can be done from the Lookup and Maintenance menu (located in the center of the Main Menu), and also from within transactional e-docs. Searches for particular e-docs can be done using the “doc search” button at the top of the Main Menu, or by using the Custom Document Searches using more specific criteria.

From the “Lookup and Maintenance” Menu, or from within transactional e-docs:

The Lookup and Maintenance Menu is located in the center of the KFS Main Menu. Clicking on any of the links within this menu will bring you to a “Lookup” screen. When any of the Lookup screens are opened up, you can search for a value based on one or more of many fields or even part of a field. If you know the entire field, you can type it in. If you know part of the field, you can use an asterisk * as a wildcard to assist in your search.

For example, if you would like to find an account with the word “Chemistry” in it, type *chem* or *chemistry* in the Account Name field. Click on the “search” button, or use the Enter key on your keyboard, and a list of all accounts with that word or piece of word will be listed.

If you know that an object code you are looking for begins with 6, you can type 6* in the object number field, and all object codes that begin with 6 will be listed. The asterisk * can be used at the beginning, end, or at both.

If you initiated a search from within an e-doc, clicking the “return value” link will put that value into the e-doc you are working on.

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As seen here, the Account Lookup allows you to search by Chart Code, Account Number, Account Name, Bank Code, Fund SID, Organization Code, Account Type, Sub-Fund Group, Fiscal Officer and/or Closed/Not Closed/Both. Entering more than one value will limit your search. Also, clicking on the Magnifying Glass will bring you to another search screen for that attribute. Be careful – it is easy to get lost in layers of search screens by clicking several magnifying glasses. Use the name of the Lookup screen to see where you are, and use the cancel button to go back to the previous screen.

Other searches within KFS are similar to this, and are based on the attributes of the item you are searching.

From the “doc search” button:

This is a quick way to find e-docs by type, initiator, document ID, or date. For example, if you would like to find a document that you created yesterday, click on the “doc search” button at the top left of the Main Menu. On the Document Lookup screen, you would put your NetId in the “initiator” box, and use the date fields to narrow down the date the document was initiated. Notice that there are magnifying glasses next to “Type” and “Initiator” – these will bring you to general lookup screens. The “return value” button will put the item you select into the main search screen.

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Using “Custom Document Searches”

The “Custom Document Searches” at the top center of the Main Menu allow you to search for specific transactional e-docs using many more attributes than using the doc search button. For example, the Requisitions search looks like this:

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Any of the fields can be used to find a particular requisition or group of requisitions. The more fields you fill in, the more defined your search results will be.