This option allows users with the proper permissions to enter configuration details for any installed modules.   ADMIN access as well as any role with the permission 'MODULE_CONFIGURATIONSTORE' granted to it will be able to access the "Configuration' option under System.

Users with USAS_MANAGER access will have access to a subset of these options. 

View Configuration

1. From the System menu select 'Configuration'
2. Click on Description of the one you would like to view.  It will highlight in Blue
3. A description box will open up to the right and an Edit box below that.

Edit Configuration

1. From the System menu select 'Configuration'
2. Click on beside desired module
3. Make any necessary changes
4. Click on  to save the changes, click on to leave as it was.
   
   
   

Payable Module Configuration

Is the Payable's module initialized?  Indicates whether Payable Journals have been initialized.  

Accounts Receivable Billing Email Setup

Allows the user to enter a From Email address, a CC Email address, custom Message for email, and choose the Default Bill form to be used when emailing AR Billings. In order for this configuration option to be available, the district must have the Accounts Receivable and Email Notification Services modules installed first.  

Activity Ledger Configuration

If initialized, the checkboxes will appear selected indicating the ledgers have been initialized (posted).  If any of the types of ledgers need to be reposted, you simply need to uncheck the checkbox.  When the application is restarted, the ledgers will be reposted and the configuration checkbox will appear selected again when the job is completed.  You can view the state of the job via the System/Monitor Status tab.

Application Configuration

This configuration option will default to Production with Notifications and Jobs enabled unless the APPLICATION_INSTANCE_TYPE is updated in the Docker Configuration. When configuring Non-Production instances (training/test) this can be used to prevent scheduled jobs or notifications from sending from both the live database and test database. Uncheck the corresponding check box to disable External Notifications or User Job Execution.

For additional information see the Redesign Technical Documentation page for How to Configure Non-Production Instances.

Authentication and Password Requirement Configuration

Allows user to make changes the user password configuration. NOTE: this will affect all users on the system.

• alter the minimum length of a password and optionally require mixed case and/or numeric values as part of the password
• alter password expiration.  Sets the number of days between required password changes.  Default value is 90 days.  If set to zero, passwords will not automatically expire. 
• Pre-Expired Password:  If a user's password is changed by an administrator, should the password be immediately expired?  This will require the user to change the password on the next login.  Does not affect users who hold the 'ADMINISTRATORS' role.

Classic Migration Configuration

Contains the date and time Classic's ADJUST program was run when closing the last fiscal year prior to export.  

Database Administration Configuration

Disbursement Configuration

These options apply to the creation of Disbursements.

Collapse Items for Same Account: If this is checked and there are multiple invoice items posted to the same account, the accounts will be collapsed on the Disbursement. 

Max Items Per Disbursement: The maximum number of items per disbursement. The value in this field is calculated using the values entered in the following fields and cannot be manually modified (Stub Lines divided by Num Lines Per Item). If the 'Use Overflow Stubs' option is selected this limit will be ignored.  Max Items Per Disbursement must be greater than zero.

Num Lines Per Item: The number of lines to be used per line item.  Used to calculate 'Max Items Per Disbursement.'

Stub Lines: Determines the total number of lines that can be used on the disbursement. Used to calculate 'Max Items Per Disbursement.'

Use Overflow Stubs: If this option is checked, the Max Items Per Disbursement limit will be ignored. 

EIS Classic Integration Configuration

Allows user to

• enter a pending threshold amount.  
• By checkmarking 'AUTOMATIC', it will automatically flag a 6xx level object code item as an 'inventory item' when invoicing a PO item in USAS-R.   If left unchecked, user will be prompted in AP invoice to flag 5xx and 6xx level object code items as an 'inventory item'.

The SSDT Inventory Pending Extract report will pull the flagged items based on the spreadsheet. 

EMIS SOAP Service Configuration

Before extracting your fiscal year data for financial reporting, you must enter the fiscal year in which you are reporting for.  For example, if you are reporting data for FY21, enter 2021 as the fiscal year.  This will need to be reset for successive years.

Email Configuration

Available when the Email Notification Services module is enabled. The Default Administrator Address is not being used at this time so this can be left as "root." The Default From Address will be used when sending emails from the application (Report Bundle Immediate option or via the Job Scheduler). The Port and SMTP Host information must also be entered for emails to be sent. Generally, the Port and SMTP Host information would be known by the ITC. Enable Start Tls is an email security protocol. For example, the box should be checked if the district has MS Exchange Office 365 with SMTP authentication enabled. 

Encumbrance Module Configuration

Is the Encumbrance module initialized?  Indicates whether Encumbrance ledgers have been initialized. 

In rare cases, the encumbrance module may need to be re-initialized. The option to Remove Adjustment Impacts may or may not be used when re-initializing. This option would remove all manual encumbrance adjustments entered to Purchase Order items. Prior to re-initializing, please consult SSDT. 

Expenditure Module Configuration

Is the Expenditure module initialized?  Indicates whether Expenditure ledgers have been initialized.  

GL Journal Entry Module Configuration

Indicates whether the general ledger journal entries have been initialized.  

Import Utility Configuration

IRS Form 1099 Submission Configuration

Districts that will submit their 1099 File electronically to the IRS themselves will need to update this screen.   The required Contact Information will then be populated on the 1099 Extract menu.    A 5-digit Transmitter Control Code (TCC) must be received from IRS and entered here in order to file electronically using the IRS FIRE system.  If you don't have a TCC, you can click here for more information on how to apply for one.   An application for a TCC code should be done well in advance of 1099 processing.  Users with USAS_Manager and Administrator access can update this configuration option.

If the following fields are populated, the fields will populate the 1099 Extract page and any documents created by the Scheduled Job set up to generate the 1099 forms. 

• Truncate EIN/TIN
• Exclude Vendors With No Tax Id
• Approved for the combined Federal/State Filing Program
• Amount Type Limit
• Royalty Type Limit  

PreEncumbrance Module Configuration

Am I tracking requisitioned amounts?  Indicates whether the Preencumbrance module has been initialized.

Requisition Approval Configuration

Allows user to

• Configure requisition approval due dates and how that date is determined
• Customize the content of emails sent for requisition approvals

Due Dates

• Blank:  will not assign a due date
• X days after submission: assigns a due date based on the number of days entered and can be configured to highlight records in yellow based on the configured number of days prior to the due date 
  • Days after Submission: enter number of days after requisition is submitted that it will show as due. Requisitions that have met or are past the due date will be highlighted as red in the Requisition Approval grids. 
  • Days Before Due Date for Yellow Coloring: enter number of days before due date for requisition to be highlighted as yellow in the Requisition Approval grids.
• Last day of Posting Period:  assigns number of days for warnings highlighted in yellow in the Requisition Approval grids while having red highlighted warnings based on the remaining days of the Posting Period.

Email Body 

The following email options can be modified to customize the content of emails sent to users throughout the requisition approval process. Variables can be used in this configuration to include information that comes from the specific transaction that the email is being sent from. For more information on variables, click the question mark icon  

Various variables can be included in emails. These variables must be the exact text, beginning with $ and ending with }.
Currently supported variables are as follows:

${reqNumber} - The number of the requisition in the approval workflow.
${user} - The user that has approved/rejected the requisition.
${linkToApplication} - A hyperlink to the USAS application. This value is set in the Workflows Configuration.
${note} - The provided note/reason when a requisition is rejected.

Example:
"Requisition #${reqNumber}" will become "Requisition #1150"

Revenue Module Configuration

Is the Revenue module initialized?  Indicates whether Revenue ledgers have been initialized.  

Transaction Configuration

This option will allow the district to track the highest transaction number used instead of the system using the highest number retrieved from the database.  This will be helpful in eliminating gaps in transaction numbers.  

Vendor # example:

When vendors are imported over, if the district highest number was 900100 in classic, when creating a new vendor in redesign, it's going to default to the highest number so it would auto assign 900101.  With the Transaction Configuration option, you have the option to control the 'highest' transaction number by entering a number of your choice.  NOTE: It does work a bit differently than Classic.   To auto assign, the system will base it off of the 'highest vendor number' entered in the Transaction Configuration screen.  For example, if I want to start incrementing from 9428, and the next number vendor on file is 13413, that is a huge gap between the two numbers.  I would enter '13413' as my highest vendor in Transaction Configuration and when I create a new vendor, it will think 13413 is my highest and then it will look at the last one used (9428) and increment from there and assign 9429.

PO# example:

The Transaction Configuration will reflect the highest PO# allowed.  Sometimes there is a gap in PO numbers used by the district verses the series of numbers wanting to use.   Thus, you can set this Highest PO Number configuration to force the system to use the lower series.  For example, to have the next PO# auto assign in the 230000 series but there are PO numbers that are higher, you need to locate the gap between the next highest number (9001222) from the last one used in the 230000 series.  In this example, the PO numbers used already are 230001-230064.  Therefore, to have the system auto assign to PO 230065, the transaction configuration would need to be set to 9001222.  This will tell the system to use the next highest number (230065) up to the maximum PO# of 9001222 and ultimately filling in the gap between these numbers.   

USPS Configuration

Vendor Tax ID Number Configuration

Allows validation when entering a new vendor or using an existing vendor on a Purchase Order or Invoice transaction, based on district configuration flag.

No Warning: The configuration will default to show no error or warning related to Vendor Tax ID numbers.

Require for All Vendors: An error will show for any vendor without a Vendor Tax ID number entered. On the Vendor record, a Vendor Tax ID number must be entered for the vendor before the user is able to save the current transaction.

Require for 1099 Vendors: An error will show for any vendor with a 1099 Type different than 'Non 1099'  without a Vendor Tax ID number entered. On the Vendor record, a Vendor Tax ID number must be entered for the vendor before the user is able to save the current transaction.

Warn for All Vendors: A warning will show for any vendor without a Vendor Tax ID number entered. 

Warn for 1099 Vendors: A warning will show for any vendor with a 1099 Type different than 'Non 1099'  without a Vendor Tax ID number entered.

Workflows Configuration

Allows configuration of options related to the Workflows module.

• Application URL: Configure the Application URL that is included in emails sent via workflow processes
• Requisition Approval: If checked, this enables Requisition Approval. This turns on the System menu options related to Requisition Approvals and adds 'Submit for Approval' button, Workflow Approval Status, and Approval Audit Trail to the Requisitions page. When Requisition Approval is enabled, Requisitions can only be converted if they are Approved status.