Export
The Export module enables users to create two types of export files: Official or Other.
Official — Run an Official export to create data files for submission to the reviewing agency, or to make a copy of your files as a precaution against loss. Final validation of the data by automatically running all technical review checks is done during the official export process.
Other — Run an Other export to create a data file for someone else to work with, or to make a copy of your files as a precaution against loss. This feature does not run the technical review checks and should not be used to submit your data to the CDE.
Note: The files created with either export option will be named with the LEA’s 14 digit CDS code, “ccdddddsssssss” where “cc” is the 2-digit county code, “ddddd” is the 5 digit district code, and “sssssss” is the 7-digit school code. If the LEA is not a charter school, the school code will be “0000000.”
Additionally, the export file names will end with “reporting period” identifiers to provide for easy identification of file contents and to help prevent overwriting data files from different periods (i.e., overwriting a budget reporting period file with an unaudited actuals or interim reporting period file). For example, an export file named “49706150000000BS1.dat” indicates that it contains July 1 Budget data for 49 70615 0000000, Bellevue Union Elementary School District.
(See the chart below for reporting period identifiers.)
| “Reporting Period” Identifiers Used in Export File Names |
Reporting Period From which the Export File Was Created |
|---|---|
| BS1 | July 1 Budget |
| A | Unaudited Actuals |
| I1 | 1st Interim |
| I2 | 2nd Interim |
| I3 | End of Year Projection |
Export files (both Official and Other) contain all general ledger and supplemental data for the reporting period identified in Preferences, for the LEA(s) selected.
The Export feature system allow a user the ability to export the active SACS submission dataset into an Official Export (if the TRCs passed or Other Export into a .pdf or .dat file.
Submission Data Export screen
The Export feature system allow a user the ability to export the active SACS submission dataset into an Official Export (if the TRCs passed or Other Export into a .pdf or .dat file.
EXPORTING DATA—OFFICIAL
Once all of your data has been imported and/or entered, edited, and reviewed by LEA staff, and the certification forms have been printed and signed, the data can be exported to disk for submission to your reviewing agency, if necessary.
To Export a submission:
- Click the Export link on the left Navigation pane.
- Select Official (if a TRC has run and passed) in the Type of Export field.
- Click the Export button.
- Click Export on the information dialog box which illustrate what will be exported.
During the Official export process, the SACS System will run the TRC for the applicable data types to ensure the data is ready for an Official export. (See the table below for the data types applicable to each reporting period’s official export.) If any of the technical review checks fail, the export process will abort, and the Export Log will display the names of the exceptions, for each applicable data type, that prevent the official export from occurring, as well as direct you to the TRC Explanations screen to review the failed checks (exceptions) that are still outstanding. All outstanding exceptions must be corrected or explained before an Official export can occur.
| If Officially Exporting Data From This Reporting Period |
Then These Types of Data Must Pass the TRC |
|---|---|
| July 1 Budget | Budget and Estimated Actuals |
| Unaudited Actuals | Unaudited Actuals* |
| 1st/2nd Interims/End of Year Projection |
Original Budget and Projected Year Totals |
Although budget data during unaudited actuals period, and board approved budget and actuals to date data during the interim periods, are not checked for Official export, we strongly recommend all fatal exceptions are corrected and warning exceptions are corrected or explained for these types of data.
EXPORTING DATA—OTHER
Follow these steps to perform an Other export:
To Export a submission:
- Click the Export link on the left Navigation pane.
- Select Other in the Type of Export field.
- Click the Export button.
- Click Export on the information dialog box which illustrate what will be exported.
At the end of each LEA’s export, the Export Log displays the location (drive and any subdirectories) to which the LEA’s file was exported. Any existing files in the destination subdirectory with the same CDS codes and “reporting period” identifiers as those being exported will be overwritten.
After the data is exported, the exported .dat file can then be used to import the data into another computer by following the “IMPORT—OTHER” directions in the IMPORTING DATA section of this user guide
Although budget data during unaudited actuals period, and board approved budget and actuals to date data during the interim periods, are not checked for Official export, we strongly recommend all fatal exceptions are corrected and warning exceptions are corrected or explained for these types of data.
EXPORTING DATA—OTHER
Follow these steps to perform an Other export:
To Export a submission:
- Click the Export link on the left Navigation pane.
- Select Other in the Type of Export field.
- Click the Export button.
- Click Export on the information dialog box which illustrate what will be exported.
At the end of each LEA’s export, the Export Log displays the location (drive and any subdirectories) to which the LEA’s file was exported. Any existing files in the destination subdirectory with the same CDS codes and “reporting period” identifiers as those being exported will be overwritten.
After the data is exported, the exported .dat file can then be used to import the data into another computer by following the “IMPORT—OTHER” directions in the IMPORTING DATA section of this user guide