​The agency's Vendor Maintenance administrator adds new users and then assigns access to the application and the users' security or role. The administrator also updates existing users. The State Controller's Office approves vendor forms, so no agency approver role is used in this application.

Add a New User

1. On the Vendor Maintenance main menu, select Administration.

2. Click the Find New User button.

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

• To add an employee from another agency, e.g. an auditor, type the last and/or first name and enter their agency number in the Agency field. Do not add an employee from your agency to another agency number​

Figure 1 - Add a new user

4. 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.

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

6. Select Active to give the user access to the application. This will be the only selection you need for users whose job is to enter Vendor Maintenance forms.

7. Select Admin to assign the user as one of your agency's administrator of the application. (It may be helpful to have at least two people as Admin in case the primary administrator is out of the office.)  Leave Admin unchecked for users that only enter vendor forms. (Administrators can also enter vendor forms.)

8. Enter the user's phone number in the Phone field.

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

Figure 2 - Add user

Update a User

Administrators are responsible for updating the users of the application. However, users are responsible for updating their own e-mail address – they do this when they sign on to the Statewide Accounting System.

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

2. Uncheck Active if you do not want the user to have access to the application and the vendor form (use this instead of deleting a user from the application).

3. Check or uncheck Admin to add or remove the person as administrator.

4. Click Update User.

After a user logs on to the SCO applications, they will see a Welcome page with their e-mail address and the applications that they can select.

1. Click Edit next to the e-mail address

2. Enter your correct e-mail address.

3. Click Save. A user may have to log off and log on to see the change.​​