Save Prior Year Files - Instructions

Use Save Prior Year Files to copy and possibly clear specified files from the current year to the prior year.  The specific files to be copied and cleared are listed during the AA File Copy Maintenance and the GL File Copy Maintenance routines.  

Important:  

• Make sure you have made Fiscal Year End backup before proceeding.

• It is important that you review the files listed in the maintenance windows before proceeding.

• Generally, this is the third step in the Fiscal Year End process.

• You will need to run this routine once to copy the appropriation files and once to copy the general ledger files.  If you run the routine twice for the same file, you will need to restore your system using the Fiscal Year End tape previously made.

Directions:

To see directions for...

• Opening the Save Prior Year Files Routine, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Fiscal Year End.

  3.  Click Save Prior Year Files.
  
  Or, use the keyboard shortcut:  [ALT] [t] [f] [s].

   

   

  Save Prior Year Files Window Example:

  

   

   

• Choosing the Selections at the Prompt Window, click More.

   

  1. From the Utilities menu, click Fiscal Year End, then click Save Prior Year Files.
      

  2. Appropriations is highlighted; click Proceed.  When finished, click Done.
      

  3. Now do the same thing for General Ledger files.  Repeat Step 1.  Click General Ledger, then click Proceed.  When finished, click Done.

   

  Save Prior Year Files Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Appropriations	To select to copy Appropriations files, click the button. Note:  You must do both Appropriations and General Ledger files.  After you select Appropriations, run the routine again and select General ledger.
  General Ledger	To select to copy General Ledger files, click the button. Note:  You must run the routine once for both Appropriations and General Ledger files.
  	To run the routine, click Proceed or press [ENTER]. Keyboard shortcut: [ALT + p]
  	To escape from the routine: Click Cancel. Keyboard shortcut: [ALT + c] Or, click Close .
  Status	While the routine is in progress, *** WORKING *** displays.
  Done	When the routine is complete DONE displays.  To close the routine, press [ENTER].