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Configuration

Configuration

 The configuration menu 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_CONFIG' granted. 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. To view, click on the Description of the configuration option you would like to view.  It will highlight in Blue and open a pop-up box showing the selection.

  3. To edit, click on the edit icon next to the configuration option.

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Edit Configuration

  1. From the System menu, select 'Configuration.'

  2. Click image-20250723-115242.png to edit and make any necessary changes.

  3. Click

     to save the changes. Click on 
    to leave the configuration as it was.

Payable Module Configuration

The Payable Module Configuration will indicate if the Payable Journals are initialized.    

The Payables module is initialized by default after data has been imported.

 

Activity Ledger Configuration

If the ledgers are showing as initialized, the checkboxes will indicate that the ledgers have been initialized (posted) by the checkmark.  If any of the types of ledgers need to be reposted, uncheck the checkbox.  When the USAS 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

The Application Configuration defaults to the ‘Production’ Instance Type with Notifications and Jobs enabled unless the APPLICATION_INSTANCE_TYPE is updated in the Docker Configuration. Uncheck the corresponding check box to disable External Notifications or User Job Execution. This can be used to prevent scheduled jobs or notifications from sending from the live USAS application and any non-production instances set up for training or testing. For additional information, see How to Configure Non-Production Instances.

Instance Type



Instance Type



Production

Default - production mode.

Support

A temporary copy of a district's production data for resolving support issues.

Training

A training instance that typically contains anonymized data.

Demo

A Demo instance that typically contains anonymized data.

Development

Reserved for use by the SSDT

Authentication and Password Requirement Configuration

Allows the user to make changes to 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.  The default value is 90 days.  If set to zero, passwords will not automatically expire. 

  • Pre-Expired Password:  When checked, a user will be required to change their password on the next login after an administrator changes the user's password. This does not affect users who hold the 'ADMINISTRATORS' role.

Classic Migration Configuration

Timestamp of when the Classic software’s ADJUST program was run to close the last fiscal year before exporting to USAS.

The date and time will indicate when the data was imported. The ADJUST date and time are pulled from the 'Fiscal Year Closed' field in Classic's USACON screen.

 

Database Administration Configuration

 

Disbursement Configuration

The disbursement configuration applies to the creation of the Disbursement (check) form.

Collapse Items for Same Account: If checked, the accounts will be collapsed on the Disbursement when several invoice items are posted to the same account.  

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

Before setting up the EIS configuration, you must first install the 'EIS Classic Integration' module from the Modules option under System.

image-20250723-121805.png

Allows the 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.   If left unchecked, users will be prompted in the AP invoice to flag 5xx and 6xx level object code items as an 'inventory item'.

There are two account filters that may be added based on this setting. When the 'Automatic' box is checked, the ssdt-eisClassicAutomaticFilter is added to the Account Filters page.  When the Automatic box is left unchecked, the ssdt-eisClassicEnabledFilter filter is added. A district may have one or both of these filters. These filters are referenced during AP invoice processing for items that are marked for inventory. 

This setup is specific to flagging items when invoiced via USAS. Districts invoicing through a third-party application should check if there is additional setup needed in order to flag invoice items for inventory when invoicing in their system.

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 that you are reporting for.  For example, if you are reporting data for FY25, enter 2025 as the fiscal year.  This will need to be updated for each subsequent fiscal year.

Email Configuration

The email configuration becomes 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 (i.e. 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

Indicates whether the 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. 

Encumbrances are initialized by default after data has been imported.

Expenditure Module Configuration

Indicates whether Expenditure ledgers have been initialized.  

Expenditures are initialized by default after data has been imported.

GL Journal Entry Module Configuration

Indicates whether the general ledger journal entries have been initialized.  

GL Ledger journal entries are initialized by default after data has been imported.

Import Utility Configuration

IRS Form 1099 Submission Configuration

Districts Will Submit 1099 File to IRS

Districts that submit their own 1099 File electronically to the IRS must update the necessary information and check the District Will Submit 1099 File To IRS option. The required Contact Information will then be populated on the 1099 Extract menu. For a district to file electronically using the IRS FIRE System, a 5-digit Transmitter Control Code (TCC) must be received from the IRS and entered here. 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. 

 ITC Submission Information

When the ITC submits the ORIGINAL 1099 electronic file to the IRS on behalf of the district, the box District Will Submit 1099 File To IRS should be unchecked. A Transmitter “T” record will not be included on the ORIGINAL type file, and the ITC-Management application will later be used to merge all districts' records to create the Transmitter “T” record for submission by the ITC. When the ITC needs to process a CORRECTION 1099 file submitted on behalf of the District, the ITC Correction checkbox must be checked with the ITC applicable fields populated. By checkmarking this box, this will also create the ITC Transmitter “T” record without having to process the correction file in the ITC-Management Application. The ITC Correction box will ONLY impact the Correction Type forms.

image-20251031-150448.png

The box District Will Submit 1099 File to IRS and the box ITC Correction cannot both be checked at the same time.

If neither box is checked, the IRS format files will not include a Transmitter or End Transmission record.

Job Parameters

When the following fields are populated, the fields will populate the 1099 Extract page as well as any documents created by the Scheduled Job that is set up to generate the 1099 forms. This information will be used for the IRS Format file for all Submission Types (Original, Type 1 Correction, Type 2 Correction, Test).

  • Truncate EIN/TIN - When selected, allows the ability to Truncate the EIN/TIN numbers and replace the first five digits of the TIN (EIN or SSN) with asterisks. where applicable.

  • Exclude Vendors With No Tax ID? - By default, the system is set to exclude vendors without a Tax ID.  Uncheck if you want to include these Vendors with No Tax ID.

  • Approved for the combined Federal/State Filing Program? - This should only be checked IF you have submitted a test file and received an approval letter from the IRS.

  • Amount Type Limit - currently defaults to the IRS $600 limit.

  • Royalty Type Limit  - currently defaults to the IRS $10 limit.

PreEncumbrance Module Configuration

Indicates whether the Preencumbrance module has been initialized to track requisitioned amounts.

Requisition Approval Configuration

Before setting up the Requisition Approval Configuration, you must first install the 'Workflows' module from the Modules option under System. The Email Notifications module must also be installed. The Email Configuration must be updated for the Requisitions Approval module to send emails.

Allows the 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, which can be configured to highlight records in yellow based on the configured number of days before the due date.

    • Days after Submission: Enter the number of days after the requisition is submitted to show ‘Due.’ Requisitions that have met, or are past the due date, will be highlighted in red on the Requisition Approval grids. 

    • Days Before Due Date for Yellow Coloring: Enter the number of days before the due date that the requisition will be highlighted in yellow on the Requisition Approval grids.

  • Last day of Posting Period:  Assigns the 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 which the email is being sent. 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 who 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"

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Revenue Module Configuration

Indicates whether Revenue ledgers have been initialized.  

Revenues are initialized by default after data has been imported.

Transaction Configuration

This option will allow the district to track the highest transaction number. This may eliminate the gaps in the transaction numbers in the system by setting the highest number rather than the system assigning the next highest number retrieved from the database.

Check Number

Separate bank accounts created under CORE/BANK accounts may contain the same check number. The highest number in the configuration would be for all Bank Accounts.

Vendor # example:

When vendors are created, the system will auto-assign the next highest Vendor number in the database. With the Transaction Configuration option, you have the option to control the 'highest' transaction number by entering a number of your choice.  Example: If there is a gap in Vendor numbers, for example, between Vendor #9428 and the highest Vendor# 13413, the Transaction Configuration may be set to use the gap between these Vendor Numbers. To do this, the Transaction Configuration for the Highest Vendor Number could be set at 13413, and the system would then assign the next Vendor # as 9429 rather than 13414.

PO# example:

The Transaction Configuration will reflect the highest PO# allowed.  Sometimes there is a gap in PO numbers used by the district versus the series of numbers wanted.   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 (screenshot below) with higher PO numbers in the system, 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 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, ultimately filling in the gap between these numbers.   

USPS Configuration

When the 'USPS Integration Module' is installed (under SYSTEM/Modules), the USPS Configuration information will be automatically populated with the information.   

Vendor Tax ID Number Configuration

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

No Warning: The configuration will 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 from 'Non 1099'  without a Vendor Tax ID number entered.

Workflows Configuration

Before setting up the Workflows Configuration, you must first install the 'Workflows' module from the Modules option under System.

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: When checked, this will enable Requisition Approval. This will enable System menu options related to Requisition Approvals and add the '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 in Approved status.