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Import Menu (Feature)

The SACS Import feature provides LEA users with the role of Edit Dataset, Edit Draft Dataset and CDE users with any role the ability to import a single file or multiple files for a particular reporting period. Each file (dataset) is created primarily by the reporting entity’s financial application and exported into a .dat file.

Note: The import function will only accept a dataset if the dataset data and the options selected in the import dialog box match. The following is a list of items that must match:

a. Reporting period
b. Fiscal year
c. Entity (County, District)

The functionality of Import is listed below: - Selection of an import type - Other - a dataset that has not ran or passed the Technical Review Checks (TRC). - Official – a dataset the has completed and passed the Technical Review Checks (TRC). - Creation of a new draft dataset - SACS provides users a method to enter new draft dataset, name and import data. - Ability to cancel an import. - Overwrite dataset data - Overwriting the data in the selected dataset with option of deleting existing data or deleting only the data that the user is replacing.

The LEA entity is limited to a maximum of 5 draft datasets per entity.

The Import menu item when selected, displays two menu options:

Import Menu

Single Import

This option allows the user to import a single dataset (text file with .dat, .txt, .csv extensions) into the SACS application from the users’ district financial software for review and approval. The application requires the dataset to be the same fiscal year as the Fiscal Year selected in the FiscalYear menu.

Importing a Single Dataset

Multiple Import

This option allows the user to import one or more datasets (up to a maximum of 5) which when imported will be considered a draft dataset.

Each dataset must have a unique name.

Importing Multiple Datasets

Import Options

Overwrite Dataset file data

The Overwrite Dataset feature in SACS provide a user with the ability to replace all or part of existing data within a specific dataset.

When a user is working within a dataset and chooses Import all or part of the data from another file, the Delete ALL Data option deletes all data associated with the [CDS Number] for the selected dataset including GL, Supplemental and Explanation data, Fiscal Year, Reporting Period, and Type of Data.

If the user importing data using the Delete Only option deletes only those forms (funds, supplementals, etc.) being imported in the selected dataset.

Note: Delete options differ based on selection of Import Type of Other or Official.

To Overwrite part or all data in each dataset

Import Other Data or Overwrite Data screen displaying fields and buttons used to upload a single submission.

  1. Open a submission to view the User Data / Input Review screen and click the Import menu item on the left navigation bar.

  2. Lock the submission by clicking the Lock Submission button

  3. Select Official or Other to identify the Type of Import to be used.

  4. Select the type of Import/Overwrite by selecting either:

a. The Delete only those forms (funds, supplementals, etc.) being imported option.

b. The Delete ALL data (including GL, supplemental and Explanation Data) option.

  1. Click the + Select File button to select the dataset to be used.

  2. Click the Upload button to complete the import process.

Stop Import

The user can stop the import process at any time after the user initiated the import by clicking the Cancel button.

Note: The data import will not be committed until entire process completes.

Print –Results Import

To get a hard copy of the import results

A. Click the Print button located directly above import section of the page.

Note: This button functions differently from the Print button next to the Export to Excel button.