Remove/Archive Book History - Students

Remove/Archive Book History - Students allows the removal of student collected and reconciled transaction book history data and sends it to the archives (since the last time this process was run)

• By removing and archiving collected records (CLTD) from student accounts, receipts only reflect current distribution obligations (making the receipt as succinct as possible)
  

• By removing and archiving old reconciled records (PAID/PRTL and LOST statuses already reconciled with the district) from student accounts, this receipts only reflect current distribution obligations (making the receipt as succinct as possible)

• • Reconciled records are PAID, PRTL, or LOST distribution records on student accounts where the campus has informed the district of the respective inventory shortage and the district has posted a Paid Campus Adjustment Request to document the campus' shortage.  The accessions are retained in TIPWeb-IM in case the reconciled item is returned to the campus.  After several years, the item is unlikely to be returned.  At this point, this closing process is the only way to remove the reconciled accession from the student account to the archives.

BEST PRACTICE:  Closing processes cannot be undone.  Only use the processes that fit your campus/district's current policies.

Questions?  Contact your district instructional materials coordinator or the Hayes Software Systems Customer Support team at 800-495-5993.

Remove/Archive Collected Student Records

You have three options to remove and archive Collected student transactions:

1. Between two specific dates of your choosing

2. Prior to a date of your choosing

3. All dates within the TIPWeb-IM database (recommended when preparing the database for a new school year)

1. Click on Tools, located on the Navigation Bar.

2. Click on Closing, located under the Global Tools subcategory. This opens the Closing page.

3. Click on Remove/Archive Book History - Students, located under the Students subcategory.  This opens the Remove/Archive Book History - Students page.

4. Click on Remove & Archive Collected Transactions.  This expands the collect transactions filters.

5. Review the filters.  Use the respective filter to identify the desired selection of collected records to remove and archive.

6. Review the statements in the yellow and lower half of the screen.

7. Click on I agree... statement in red to proceed.  The Begin Archiving icon appears.

8. Click on Begin Archiving.  This will open the Processing - Please Wait window.

9. After the process has completed, a success statement appears.  

10. Click OK to return to the Closing page.
    

Remove/Archive Reconciled PAID/PRTL Student Records

You have two options to remove and archive Paid or Partial Paid student transactions:

1. Between two specific dates of your choosing

2. Prior to a date of your choosing (BEST PRACTICE: remove and archive Paid and Partial Paid records which are older than one year or more)

1. Click on Tools, located on the Navigation Bar.

2. Click on Closing, located under the Global Tools subcategory. This opens the Closing page.

3. Click on Remove/Archive Book History - Students, located under the Students subcategory.  This opens the Remove/Archive Book History - Students page.

4. Click on Remove & Archive Reconciled Paid/Partial Paid Transactions.  This expands the reconciled paid/partial paid transactions filters.

5. Review the filters.  Use the respective filter to identify the desired selection of reconciled paid/partial paid records to remove and archive.

6. Review the statements in the yellow and lower half of the screen.

7. Click on I agree... statement in red to proceed.  The Begin Archiving icon appears.

8. Click on Begin Archiving.  This will open the Processing - Please Wait window.

9. After the process has completed, a success statement appears.  

10. Click OK to return to the Closing page.
    

Remove/Archive Reconciled LOST Student Records

You have two options to remove and archive LOST student transactions:

1. Between two specific dates of your choosing

2. Prior to a date of your choosing (BEST PRACTICE: Remove and archive Lost records which are older than one year or more)

1. Click on Tools, located on the Navigation Bar.

2. Click on Closing, located under Global Tools subcategory. This opens the Closing page.

3. Click on Remove/Archive Book History - Students, located under the Students subcategory.  This opens the Remove/Archive Book History - Students page.

4. Click on Remove & Archive Reconciled Lost Transactions.  This expands the reconciled lost transactions filters.

5. Review the filters.  Use the respective filter to identify the desired selection of reconciled lost records to remove and archive.

6. Review the statements in the yellow and lower half of the screen.

7. Click on I agree... statement in red to proceed.  The Begin Archiving icon appears.

8. Click on Begin Archiving.  This will open the Processing - Please Wait window.

9. After the process has completed, a success statement appears.  

10. Click OK to return to the Closing page.
    

NOTE:

To not run any of these processes and return to the Closing page, click on Cancel.  

This does not cancel a previously completed process.