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--- academy:midyear_extracts [2018/11/27 21:45] – jstanford
+++ academy:midyear_extracts [2021/12/10 19:48] (current) – apape
@@ Line 2: / Line 2: @@
 [[extracts:midyear|State Reporting > Extracts > Midyear]]\\  \\
 <WRAP round intro>The Midyear Extract page extracts data for the //ActualExtension// interchange. The extract may need to be run multiple times, once to extract revenues and expenditures, and again to extract fund balances. If there are accounts with multiple fiscal years in the file ID, multiple extracts may be needed.</WRAP>
 \\
-<WRAP box>**CAUTION:** Each time you extract data, you overwrite the data in the frozen files (i.e., State Reporting maintenance pages), including any data that was manually entered.</WRAP>
+<WRAP box>**CAUTION:** Each time you extract data using the **Delete ALL** and **Add** options, you overwrite the data in the frozen files (i.e., the State Reporting maintenance pages), including any data that was manually entered. If you extract multiple times, make sure to select one of the options to Add New records. It is recommended that all extracts are completed before making changes to the frozen file.</WRAP>
 \\
-For a complete list of extract rules and edits for 2018-2019, see http://castro.tea.state.tx.us/tsds/teds/2019A/teds-ds5.pdf.\\  \\
+{{:images:screenshots:midyear_data_extract.png|Mid-Year Data Extract}}
-{{:images:screenshots:extracts_midyear.png|Midyear extract with selected fields highlighted}}
+\\ \\
-\\  \\
 ^Method|{{page>general:interchangefinanceextension_method_midyear}}|
 ^Year 1\\  Year 2|{{page>general:interchangefinanceextension_year}}|
 ^Crosswalk Options|Select any crosswalks you are using.|
 \\
-Click **Run**.\\  \\
+VCV Click **Run**.\\  \\
-{{:images:screenshots:extracts_midyear_complete.png|Extract is complete message}}\\  \\
+<div indent>
+</div>
 ^Print|++View the report.| {{page>general:print&inline}} ++|
 ^:::|If you navigate away from the extract page, the **Print** button will no longer be available.\\  \\  Review the accuracy of the data. If you extracted only class 3xxx, the report only lists those fund balances.\\  \\  Save the PDF file.\\  \\  Click **Close Report** to close the report tab/window.|
 ^Error|++If errors are encountered, view the error report.| {{page>general:print&inline}} ++|
 \\
-On the extract page, click **Save**.\\  \\
+VCV On the extract page, click **Save**.\\  \\
-<WRAP box>**CAUTION:** You must click **Save** to add the budget data to the frozen files. If you do not click **Save**, you will need to re-extract the data.</WRAP>
+<div indent>
+<WRAP box>**CAUTION:** You must click **Save** to add the data to the frozen files. If you do not click **Save**, you will need to re-extract the data.</WRAP>
 \\
 The “Finance records were successfully written to TSDS” message is displayed.\\  \\
-{{:images:screenshots:extracts_midyear_saved.png|Finance records successfully written message}}
+<WRAP box>**NOTE:** Data can be re-extracted, but you will overwrite any existing data in the frozen files when you click **Save**, unless you select **Add New under Method** when re-extracting data
+</WRAP>
+</div>
+\\
+VCV After extracting class 5xxx-8xxx data, do one of the following:
+<div indent>
+  * If needed, repeat the extract for class 3xxx data only.\\
+{{:images:screenshots:midyear_repeat_extract1.png|Setting parameters for Class 3 extract}}\\
+{{:images:screenshots:midyear_repeat_extract1_report.png|Setting parameters for Class 3 extract report}}
+  * Or go to [[maintenance:midyear:finance|State Reporting > Maintenance > Finance Actual]] where you can manually enter ending fund balances (3xxx) into frozen as reflected on schedule C-1 of the audit. The totals should match the audit report.\\
+{{:images:screenshots:midyear_repeat_extract2.png|Manually entering ending fund balances}}
+\\
+<div indent><WRAP Box>**NOTE**: Fund Balances should be entered with the opposite sign as displayed in Finance. For example, if the balance is -2,9750,000 in Finance, enter as 2,9750,000 in State Reporting. The extract automatically makes the change.
+</WRAP>
+</div>
+</div>
 \\  \\
-<WRAP box>**NOTE:** Data can be re-extracted, but you will overwrite any existing data in the frozen files when you click **Save**, unless you select **Add New under Method** when re-extracting data.</WRAP>
+VCV Run the extract a second time to add the remaining data.
-\\
+<div indent>
-After extracting class 5xxx-8xxx data, do one of the following:
+</div>
-  * Repeat the extract for class 3xxx data only.
+\\
-  * Go to [[maintenance:midyear:finance|State Reporting > Maintenance > Finance Actual]] where you can manually enter ending fund balances (3xxx) into frozen as reflected on schedule C-1 of the audit. The totals should match the audit report.
+VCV Click **Run**.
+\\  \\
+VCV Click **Print** to review the data.
+\\  \\
+VCV Click **Save** to add the records to the “frozen file” in State Reporting.
+<div indent>The report will only show the records defined in this extract. You can view complete data on the [[maintenance:midyear:finance|State Reporting > Maintenance > Mid Year > Finance Actual]].
+</div>
+\\
+<WRAP Box>**NOTE**: You may run the extract a third time if you want to bring over the fund balance accounts.
+</WRAP>
+<div indent>
+</div>

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