Overview

Use these steps to complete the manual year-end rollover in SchoolCash Accounting. The manual rollover process is used to verify balances, generate required year-end reports, record opening balances for the new fiscal year, and finalize the rollover for the selected bank account.


This article combines the full manual rollover workflow into one guide so each step stays in context. It includes accessing the manual rollover screen, preparing verification data, reviewing rollover warnings, generating the required reports, recording final and opening balances, optionally printing the Outstanding NSF Transactions report, and verifying the results after rollover is complete.


Before you begin


  • Use this article only if your school or district is completing the manual year-end rollover through Program Maintenance > Year-End Rollover Procedures.
  • Run the required year-end reports and complete the data verification sheet before you begin the rollover steps.
  • If you need a record of unpaid NSF items for follow-up, generate the Outstanding NSF Transactions report before rollover.


Steps

Access the manual rollover procedure

  1. From the Main Menu, go to My School Information > Program Maintenance.
  2. Select Year-End Rollover Procedures.
  3. Select Continue to open the Year-End Rollover screen. The rollover screen opens ready to begin the first step of the manual rollover process.

Prepare the verification data

Before you continue through the rollover screens, generate the reports and record the values you will need to verify balances during the process.

  1. From Reports > View All, open Report #10.
  2. Set the start date to Earliest Date and set the end date to the year-end rollover date.
  3. Select Display Transfers, include SGF Umbrella Types, and save the report as a PDF.
  4. From Reports, open Report #11 and select 11M.
  5. Choose the final reconciled month and save the report as a PDF.
  6. Open the data verification sheet.
  7. Enter Expenses, Revenues, and Closing Balance from Report #10.
  8. Enter the Investment Closing Balance from Report #10, if applicable.
  9. Enter the Bank Statement Ending Balance from Report #11M.
  10. From General > Reconciliation, note the Last Reconcile Date and Balance.
  11. Enter the reconciliation values on the verification sheet. These figures will be used to confirm the balances shown during rollover.

Generate the optional Outstanding NSF Transactions report

This report can be used to track unpaid NSF items for the current school year before rollover is completed.

  1. From the Main Menu, go to Income > Non-Sufficient Funds.
  2. Select Print Outstanding NSF Transactions.
  3. Save the report as a PDF.

Step 1 - Review rollover warnings

The first rollover screen displays warnings for items such as transactions dated after rollover, stale-dated checks, or unreconciled activity. Review and print these warnings if required so you have a record of any items that must be addressed or documented before continuing.

  1. Select Continue to view the Rollover Warnings report.
  2. Print the report if required.

Step 2 - Verify balance information

Use your verification sheet to validate the figures shown on screen. At this stage, confirm that the rollover balances align with your reconciliation and reporting data before moving on.

  1. Compare the on-screen Closing Ledger Balance, Closing Reconciled Bank Balance, and Last Reconciled Date/Balance to your verification sheet.
  2. Update the shaded cells on the verification sheet as needed.
  3. Select Continue.

Step 3 - Generate the Statement of Financial Position and Schedule of School Activities Fund

These are the two mandatory year-end reports in the manual rollover process. Record the key values from both reports on the verification sheet.

  1. Select Option 1.
  2. Select Continue to generate the Statement of Financial Position.
  3. Record Cash & Cash Equivalents, Investments, and Total Financial Assets on the verification sheet.
  4. Select Continue to generate the Schedule of School Activities Fund.
  5. Record Revenues, Expenditures, and Closing Balance on the verification sheet.

Step 4 - Print the Summary of Closing Balances

This report provides the closing balances by category for the school year and may also include related funds or cashfloats.

  1. Select Continue to generate and print the Summary of Closing Balances report.

Step 5 - Print the Year-End Outstanding Transactions report

This report provides a list of outstanding transactions as of year-end and summarizes expenses and revenues for those outstanding items.

  1. Select Continue to generate and print the Year-End Outstanding Transactions report.

Step 6 - Print the Summary of Categories with Opening Balances

This report documents the opening balances that will carry into the next fiscal year by category.

  1. Select Continue to generate and print the Summary of Categories with Opening Balances.

Step 7 - Record opening balances for next year

The final data screen displays the opening reconcile figures for the new fiscal year. Record these values on the verification sheet for your records.

  1. On the summary screen, record the Opening Reconcile Ledger Balance, Date, and Balance on the verification sheet.
  2. Select Continue.

Step 8 - Finalize the manual year-end rollover

After you confirm the final figures, complete the rollover and respond to the confirmation prompts until the process is finished.

  1. Select Continue to finalize the rollover.
  2. Confirm each prompt until the success message is displayed.

Verify the results after rollover

After the rollover is complete, confirm that archived reports are available, opening balances are correct, and Reconciliation is ready for the next accounting period.

  1. Go to Program Maintenance > Ledger History (Reports) and select an archived year-end report to reprint.
  2. For other prior-year reports, go to Reports > View All, select the report, choose the previous school year, and run the report.
  3. Go to My School Information > Category (Chart of Accounts).
  4. Verify that the two opening balance totals and displayed dates match the expected values on your verification sheet.
  5. Open Reconciliation.
  6. Confirm that the month shown at the top of the screen is the next month to reconcile.

Outcome

The manual year-end rollover is complete, required reports are generated and saved, key balances are documented, archived reports are available, and Reconciliation is ready for the next accounting period.

Troubleshooting

  • Report totals do not match the verification sheet - Confirm you used the correct year-end rollover date for Report #10 and selected the final reconciled month for Report #11M.
  • You cannot find the correct reconciliation values - Open General > Reconciliation and record the Last Reconcile Date and Balance shown on the screen.
  • You cannot find an archived report - Check Ledger History (Reports) first for archived year-end reports, then use Reports > View All with the previous school year selected for other prior-year reports.
  • The opening balance totals do not match after rollover - Compare the values in Category (Chart of Accounts) to your verification sheet and confirm you are reviewing the correct bank account and rollover year.
  • The wrong month appears in Reconciliation - Confirm the rollover completed for the correct year-end date and that you are viewing the correct bank account.