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general:financeeoyprocess:reviewdeletefileids

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general:financeeoyprocess:reviewdeletefileids [2023/04/12 19:59] – emorenogeneral:financeeoyprocess:reviewdeletefileids [2025/05/28 21:02] (current) – emoreno
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 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. 
 +
 +<WRAP Box>**Note**: Keep in mind that all existing historical file IDs are subject to open records requests.
 +</WRAP>
  
 <WRAP center round tip> <WRAP center round tip>
-**TIP**: Since Bank Reconciliation does not pull duplicate cash receipts, checks, or Journal Vouchers, **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.+**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> </WRAP>
  
 {{:general:financeeoyprocess:step_10_review_file_ids.jpg|File IDs}} {{:general:financeeoyprocess:step_10_review_file_ids.jpg|File IDs}}
  
-If file ID 3 (2012-2013) exists and you want to retain it for historical purposes, log on to file ID 3 and copy it to a new unused alpha file ID using the [[finance:utilities:movecurrenttonewfileid|Finance > Utilities > Move Current to New File ID]] page. +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. 
  
  
-If you do not need to copy to a new file ID, proceed to step 11. +If you do not need to copy to a new file ID, proceed to Step 11. 
  
 <WRAP center round important> <WRAP center round important>
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 VCV In the **New File ID** field, select the file ID to which you want to copy all funds. 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** check box in the column heading to select 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 **Copy** in the column heading to select **Copy** for all funds.
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 {{:general:fin_eoy_step_8_copy_message.png|Confirm Copy Message}} {{: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]]. A message is displayed indicating that the process was successfully completed.+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}} {{:general:fin_eoy_step_8_complete_message.png|Complete Message}}
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 VCV Log on to the historical file ID to verify that the copy was successful.  VCV Log on to the historical file ID to verify that the copy was successful. 
  
-Proceed to the next step to delete file ID 3 (2012-2013). Deleting file ID 3 (2012-2013) allows the 2022-2023 fiscal year data to be saved in file ID 3. +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.  
  
-<WRAP Box>**Note**: Keep in mind that all existing historical file IDs are subject to open records requests. 
-</WRAP> 
general/financeeoyprocess/reviewdeletefileids.1681329572.txt.gz · Last modified: 2023/04/12 19:59 by emoreno

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