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general:financeeoyprocess:reviewdeletefileids
Review file IDs
Prior to creating the new historical file ID, review the existing file IDs to determine if any need to be deleted or copied to a new file ID.
TIP: It is recommended to only keep the numerical file IDs. This makes it easier for LEAs to use the fiscal year when defining the Next Available numbers on the Finance > Tables > District Finance Options > Finance Options tab.
If file ID 4 (2013-2014) exists and you want to retain it for historical purposes, log on to file ID 4 and copy it to a new unused alpha file ID using the Finance > Utilities > Move Current to New File ID page.
If you do not need to copy to a new file ID, proceed to Step 11.
Log on to the applicable historical file ID as this utility cannot be processed in the current file ID (file ID C).
❏ In the New File ID field, select the file ID to which you want to copy all funds.
❏ It is recommended to copy all funds. Click the Select checkbox in the column heading to select all funds.
❏ Click Copy in the column heading to select Copy for all funds.
❏ Click Execute. A message is displayed indicating that data is about to be copied from one file ID to another.
❏ Click Yes to continue. You are prompted to create a backup (export). A message is displayed indicating that the process was successfully completed.
❏ Click OK to close the message box.
❏ Log on to the historical file ID to verify that the copy was successful.
Proceed to the next step to delete file ID 4 (2013-2014). Deleting file ID 4 (2013-2014) allows the 2023-2024 fiscal year data to be saved in file ID 4.
Note: Keep in mind that all existing historical file IDs are subject to open records requests.
general/financeeoyprocess/reviewdeletefileids.txt · Last modified: 2024/05/06 18:38 by emoreno