Approve a Document
The Adjustment administrator will assign users to approval levels. The Adjustment administrator sets up the number of approval levels and also the names of the approval levels as they appear on the
Status screen, on the approval buttons on the
Approval screen, and on
There is no DFM approval step in Adjustments. Thus, if a transaction code that requires Department of Financial Management approval is used on a transaction, the batch will error in STARS when the Adjustments document is uploaded. In that case, contact your DFM analyst and ask them to release the batch in STARS.
1. Select an adjustment document from the
Status screen. It will open on the
Approval screen where you can review the details and then approve the document.
2. On the
Status tab, click
Select next to a document with a
Awaiting Approval Level to open a document that needs to be approved. (The name of the Approval Level is set up by your agency.) An icon in the
Atch column indicates there are attached documents to review.
Figure 1 - Status screen example
Approval screen will open. (If you do not have appropriate permissions to open a document, a message will be displayed stating so.)
4. You can check the check box for any 'title check box' for a fiscal code to view its descriptive title. For example, check
SubObj Title to display the title of the subobject code. Uncheck a 'title check box' to hide its title.
Figure 2 - Fiscal Code title and effective date example
5. Click the
View to open a separate window for each attachment.
7. When finished viewing the attachments, click the
8. If needed, change the
Effective Date (see above) to set when the transaction will process in STARS.
9. Click the
Approve button (the name or label of the actual button will be set up by your Payment Services administrator).
10. To reject an adjustment document, click
Undo Approval, select where you want to return the document to, and then click
Figure 3 - Undo approval example
Adjustments that are final approved by 6:30 PM MST of the business day will be sent to STARS that night. Adjustments that are final approved after that time will be sent at the end of the next business day. The
Status of such adjustments will read, “Released". The batch number for adjustment transactions will be displayed in the
Today's Batch # indication at the top of the Adjustments screen. Batch numbers are automatically incremented from 001 to 899.
Figure 5 - Released batch number example
Do not exceed
15 transaction rows of a document, fiscal coding distribution, or a template in a Statewide Accounting Application. Exceeding this number of transaction rows may cause an error when fiscal coding distribution is completed or when you submit the transactions for approval.