​Introduction

An Adjustment template can be created and saved and then used to create an adjustment document for adjustment transactions that would have the same or similar transaction codes, amounts, and other fiscal coding. You could create a stand-alone template, or you could create a template after you have saved a regular adjustment document. This document will describe creating and using a stand-alone template.

You can also create a template using two different methods:

1. One is to start on the Document screen and use the Save as Template button.

2. The other is to search for templates on the Status screen and then use the Template screen.

Do not exceed 15 transaction rows on a template in a Statewide Accounting Application. Exceeding this number of transaction rows may cause an error when creating a document, when fiscal coding distribution is completed, or when you submit the transactions for approval.

Adjustments will not allow a Grant number 999999 or a PCA or Index that uses that Grant number (aka a “dummy” grant). If your adjustment transaction requires this Grant number, the adjustment will have to be entered in STARS.
create a template.

Create a Template Header on the Status Screen

First, create a template “header” that includes the Document Number, Batch Type, etc. Then you will add transaction rows to the template.

1. Click the Status tab.
2 .Check the Template check box and then click Find.

Figure 1 - Example of Find a Template


3. The Document tab will change to a Template tab. Click the Template tab.

4. Enter an eight character alphanumeric document number in the Doc # field. The Doc # is a required field.

5. Select a Batch Type from the drop down menu: A - Adjustments, 1 - Budgetary, 2 - Receipts/Revenue, 3 - Expenditures/Enc, 5 – General

6. Enter a date in the Effective Date field or click the calendar icon to select a date.

7. Enter a 30 character Description if desired. Do not use special characters or symbols, including &,',“,<,and \.

8. If your agency uses groups, select a Group name from the drop down menu.

9. Enter a Comment if desired. (Click the plus sign to expand the comments box.) Do not use special characters or symbols, including &,',“,<,and \.

10 Click Save & Continue. You are then ready to add transaction rows.

Create a Template Header on the Document Screen

1. Click the Document tab.

2. Enter an eight character alphanumeric document number in the Doc # field.

3. Select a Batch Type from the drop down menu: A - Adjustments, 1 - Budgetary, 2 - Receipts/Revenue, 3 - Expenditures/Enc, 5 – General

4. Enter a date in the Effective Date field or click the calendar icon to select a date.

5. Enter a 30 character Description if desired. Do not use special characters or symbols, including &, ', “, <, and \.

6.  If your agency uses groups, select a Group name from the drop down menu.

7. Enter a Comment if desired. (Click the plus sign to expand the comments box.) Do not use special characters or symbols, including &,',“,<,and \.

8. Click Save as Template. You are then ready to add transaction rows.

Figure 2 - Save as Template button example

Add Transaction Rows to the Template

• The recommended number of transaction rows is 15.
• The template does not have to be completely coded in order to create a document from it.
• Adjustments will not allow a Grant number 999999 or a PCA or Index that uses that Grant number (aka a “dummy” grant). If your adjustment transaction requires this Grant number, the adjustment will have to be entered in STARS.
• If you have several lines of transactions and want to view them, along with descriptive titles of the fiscal codes (PCA, Grant, etc.) click Preview. If there is a line in the preview that you need to edit, click Select.

1. Click Add Row to create the first row of the adjustment distribution grid. This is where you will enter the amounts and the fiscal coding of the transactions.

2. Enter a transaction code in the TC field. Any transaction code is allowed. You can look up transaction codes and select one.

• If you use a transaction code that requires Department of Financial Management approval, the batch will error in STARS because there is no DFM approval step in Adjustments. In that case, contact your DFM analyst and ask them to release the batch in STARS.
• If the transaction code should be a reversal, enter a reversal indicator in the R field.

Figure 3 - Example of a New Row

3. Press TAB or click into another field. The transaction code will be validated and other fiscal code fields required by the TC at the time of fiscal coding will be highlighted in pink. You can save a template without entering fiscal codes in these particular fields. However, these must be filled in when the template is saved as an adjustment document and the distribution is completed.

4. Enter the remainder of the fiscal coding needed for the adjustment – amount, PCA, subobjects, etc. (Do not use special characters or symbols, including &,',“,<,and \, in the Description field.)

5. In any fiscal code field designated with an asterisk you can perform lookups, or manually enter fiscal codes and they will be validated.

To look up a fiscal code:
a. Place the cursor in a designated field and press F3.

b. In the look up dialog box, enter any combination of search criteria (PCA, Index, or whatever is applicable). You can enter just the first few numbers or letters or use the wildcard (%).

c. Click Find.

d. Click Select on the fiscal code you want to use and the code and any other fiscal codes associated with it will be automatically filled in. NOTE: The TC field will not automatically fill in related fiscal codes.

Manually enter a fiscal code:
a. Enter a fiscal code into a designated field.

b. Press TAB to move to the next field or click in another field. If the fiscal code is valid, it will automatically fill in any other fiscal codes associated with it. If the fiscal code is invalid, an error message will be displayed.

c. When you save the template, any other fiscal codes that are invalid will generate an error message and the invalid fiscal codes will be highlighted.

d. Click Add Row as many times as needed to create rows for your transactions. Click Dup if you want to duplicate the row (e.g., to use the same fiscal coding.). Click Del if you want to delete a row. Click Undo Updates to clear all unsaved rows.

e. Click Save & Continue.

• Click Save & Clear to save the document as is and clear the fields.
• Click New Document to clear all fields without saving and start a new document.
• You can save the template by adding as many rows and transaction codes as you want and then clicking either Save & Continue or Save & Clear.

6. The template will be ready to use on a new Adjustments document.