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general:financeeoyprocess:reviewdeletefileids

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general:financeeoyprocess:reviewdeletefileids [2019/05/02 15:29] – emorenogeneral:financeeoyprocess:reviewdeletefileids [2025/05/28 21:02] (current) – emoreno
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-=====Review File IDs=====+=====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.  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. 
  
-{{:general:financeeoyprocess:step_9_review_file_ids.jpg|Finance File ID List}}+<WRAP Box>**Note**: Keep in mind that all existing historical file IDs are subject to open records requests. 
 +</WRAP>
  
-If file ID 9 (2008-2009) exists and you want to retain it for historical purposes, log on to file ID 9 and copy it to a new unused alpha file ID using the [[finance:utilities:movecurrenttonewfileid|Finance > Utilities > Move Current to New File ID]] page. +<WRAP center round tip> 
 +**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. 
 +</WRAP>
  
-{{:general:financeeoyprocess:step_9_copy_file_id_8_to_new_alpha.jpg|Move Current To New File ID Page}}+{{:general:financeeoyprocess:step_10_review_file_ids.jpg|File IDs}}
  
-In the **New File ID** field, select file ID to which you want to copy funds.+If file ID 5 (2014-2015) exists and you want to retain it for historical purposes, log on to file ID 5 and copy it to a new unused alpha file ID using the [[finance:utilities:movecurrenttonewfileid|Finance > Utilities > Move Current to New File ID]] page. 
  
-Click **Execute**. A message is displayed indicating that data is about to be copied from one file ID to another. 
  
-{{:general:financeeoyprocess:step_9_copy_file_id_8_to_new_alpha_message.jpg|Confirm Process Message}}+If you do not need to copy to a new file ID, proceed to Step 11. 
  
-Click **Yes** to continue. You are prompted to create a [[general:financebackup|backup]]. A message is displayed indicating that the process was successfully completed.+<WRAP center round important> 
 +Log on to the applicable historical file ID as this utility cannot be processed in the current file ID (file ID C). 
 +</WRAP>
  
-{{:general:financeeoyprocess:step_9_copy_file_id_8_to_new_alpha_confirmation.jpg|Process Completed Message}} 
  
-Click **OK** to close the message box.+{{:general:fin_eoy_step_8_move_current_to_new_file_id.png|Move Current to New File ID}} 
 + 
 + 
 +VCV In the **New File ID** field, select the file ID to which you want to copy all funds. 
 + 
 +VCV **It is recommended** to copy all funds. Click the **Select** checkbox in the column heading to select all funds.  
 + 
 +VCV Click **Copy** in the column heading to select **Copy** for all funds. 
 +   
 +VCV Click **Execute**. A message is displayed indicating that data is about to be copied from one file ID to another. 
 + 
 +{{:general:fin_eoy_step_8_copy_message.png|Confirm Copy Message}} 
 + 
 +VCV Click **Yes** to continue. You are prompted to create a [[general:financebackup|backup (export)]]. A message is displayed indicating that the process was successfully completed. 
 + 
 +{{:general:fin_eoy_step_8_complete_message.png|Complete Message}} 
 + 
 +VCV Click **OK** to close the message box. 
 + 
 +VCV Log on to the historical file ID to verify that the copy was successful.  
 + 
 +Proceed to the next step to delete file ID 5 (2014-2015). Deleting file ID 5 (2014-2015) allows the 2024-2025 fiscal year data to be saved in file ID 5. 
  
-Proceed to step 10 to delete file ID 9 (2008-2009). Deleting file ID 9 (2008-2009) allows the 2018-2019 fiscal year data to be saved in file ID 9.  
  
-<WRAP Box>**Note**: Keep in mind that all existing historical file IDs are subject to open records requests. 
-</WRAP> 
general/financeeoyprocess/reviewdeletefileids.1556810979.txt.gz · Last modified: 2019/05/02 10:29 (external edit)

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