The Adjustments administrator can:

  • Create the number of and name of approval levels for the agency.
  • Set the default screen that is seen by all users when they open the Adjustments application.
  • Add new users to the Adjustments application.
  • Update existing users.

Set Up Your Agency

1. Click the Agencytab to set up and maintain various features of the application specific to your agency, such as the names and number of the approval levels.

2. Enter the number of approval levels needed by your agency in the Approval Level field. Up to five approval levels can be created.   
3. Type Header names for each approval level. Do not use special characters or symbols, including &, ', “, <, and \. These will be the names of the approval levels that you will see on the User Maint screen and that approvers will see on the Approval screen. They also are printed on reports.

Figure 1 - Administration Agency screen

Agency settings in Admininstration section of Adjustments 

 4. Uncheck the Auto Authorize Adjustments check box if you want your users to authorize an Adjustment document before it can be approved. If unchecked, you must assign the Authorize security to individual users on the User Maint screen (see above). Check the check box if you want Adjustment documents automatically authorized when they are saved.

5. Select the Default Tab to set which screen opens when users open the Adjustments application.

6. Click Update.

Add a New User

The administrator finds a new user and then assigns the user’s security or role.
1. On the User Maint tab, Click Find New User.

2. In the User Lookup dialog box, type the last name of the new user in the Last Name field. (You can type the first few letters of a user’s name if you are not sure how it is spelled.)

a. To add an employee from another agency, type the last and/or first name and enter their agency number in the Agency field.        

Figure 2 - Find new user screen

The user lookup screen with last name and first name fields

3. Click Find. If the user cannot be found, contact your payroll administrator to make sure that the person has been added to state payroll records.

4. Click Select next to the user’s name to add and then click OK to confirm adding the user.

5. Select the security or roles that you want to assign to the user. 

a. Select Active Adjustments User to give the user access to the Adjustments application.

Figure 3 - Assign user security or roles example

Various user security settings 

b. Select the other security or roles to assign to the user which gives them the ability to perform the related functions in the application. The security settings include:

    • Authorize. User can authorize (“pre-approve”) adjustment transactions. NOTE: If you select Auto Authorize Adjustments on the Agency screen (see below), you will not have to select Authorize for your users.
    • Adjustment Dist. User can enter fiscal coding and cost distribution of adjustment transactions.
    • Approval Levels. User can approve adjustment transactions up to the approval levels selected. The names of the approval levels are set up on the Agency tab. There is no option to restrict approvers by PCA or Index.
    • Admin. User has full administrative functions. Assign at least two users for this role so that one can serve as a backup.

6. Click Add User. (If you decide not to add the user, click Cancel).

Update a User

Administrators are responsible for updating the users of the application. (NOTE: Users are responsible for updating their own e-mail address – they do this after logging on to the Statewide Accounting System.)

1. On the User Maint screen, click Select next to the name of the user.

2. Select Active Adjustments User to give the user access to the Adjustments application. Uncheck Active Adjustments User if you do not want the user to have access to application (there is no deleting a user from the application).

3. Select or deselect the security or roles that you want to assign to the user.

4. Click Update User.

Group Maintenance

Group is simply an optional tag to help categorize document so they can be searched for by fiscal coders, approvers, or used for creating categorized reports. Administrators will be able to add, update existing group names and delete existing groups

1. Type a name for the group and then click Add. Do not use special characters or symbols, including &, ', “, <, and \.p>

2. Click Edit to edit a group name or Delete to delete a group.

4 - Group maintenance screen

Group maintenence screen with examples of groups added

  • If a group name is deleted, it will not be available for new documents. If a group name is being used on documents that is still in process and the group name is deleted or changed, that documents will process with the ‘old’ group name.
  • Once all documents have been completely processed with deleted group names, the groups will no longer be available for use from the drop down menu
  • Reports can be searched by Group name even if the group name has been deleted or changed