Overview

Use Year-End Rollover Automation to complete the automated year-end rollover for eligible schools and bank accounts in SchoolCash Accounting. District users are presented with the list of the bank accounts and their status: Not Ready to Rollover, Ready to Rollover, and Rollover Complete.

The automated year-end rollover process is designed to complete year-end financial statements and reports, archive data for the school year, assign opening balances for existing categories, list transactions that have not cleared the bank by the date of the school year’s final reconciliation, and carry over any new transactions entered after the year-end rollover date into the new fiscal school year.

Before you begin

Only District Administrator users can run the automated year-end rollover.
The year-end rollover process consists of four parts: Year-End Rollover Housekeeping Checklist, Reconcile Monthly Statement, Year-End Rollover Automation, and completing the rollover.
Complete the bank account reconciliation for the month of the year-end rollover. Reconcile to the actual year-end rollover date.
If your district uses automated rollover, clear Enable Rollover By School User in Program Maintenance > Account Settings to prevent school users from completing rollover manually.
Note - The school user will still be able to view the year end rollover housekeeping checklist.

Steps

1. From the Main Menu, under My School Information on the right of the screen, select Program Maintenance.
2. Select Year-End Rollover Automation, 4th button from the top.
   • Use Search to find a specific bank account. Matching bank accounts start to auto-populate when partial details are entered.
3. Review the checklist icons shown next to each school as it relates to their specific Year-End Items:
   • Green checkmark: Pass
   • Red X: Failed - must be addressed before rollover because it will stop the rollover process
   • Dash (-): Not applicable to that school
   • Yellow Exclamation mark: Warning - To be aware of, but will not stop the rollover process
   • Grey Circled question mark: The page needs to be refreshed, usually because changes were made
4. If needed, select Print to print the list of bank accounts that are not ready to roll over and share it with the appropriate school bookkeepers.
   • You can also encourage bookkeepers to go to the housekeeping checklist.
5. Review the Rollover Year field. This defaults to the year being rolled into. If you select a different year from the dropdown, the bank accounts displayed in the three status sections update based on that selected year.
   
   
6. Review the three status sections:
   • Not Ready to Rollover - lists bank accounts that do not satisfy all required pre-conditions for rollover
   • Ready to Rollover - lists bank accounts that meet all necessary pre-conditions for rollover
   • Rollover Complete - lists bank accounts that have successfully rolled over into the new fiscal school year
7. In Not Ready to Rollover, you will find all bank accounts that cannot roll over. To find out why, hover over each checklist number to view the checklist task description.
8. Select the chevron next to a bank account to expand the list of outstanding housekeeping items for that bank account.
9. Review the pre-conditions that can prevent a rollover and have the school action these tasks to make their bank accounts ready to rollover:
   • 1 - There are unposted Deposits, Issue Checks, Transfer, and/or Journal Entry forms that must be posted to the ledger before rollover
   • 2a - Year-end category has not been assigned or current balance is not equal to zero
   • 2b - PC year-end category balance is not equal to zero
   • 3 - The opening bank account balance does not match the sum of all category opening balances
   • 4 - One or more stale-dated checks exist on the ledger
   • 5 - One or more void records are uncleared or unbalanced
   • 6 - Transfers do not zero out
   • 7 - There are transfer records on the ledger that should be converted to debit or credit memos
   • 8 - Cashbox balance is not zero
   • 9 - Bank account has not been reconciled up to the year-end date
   • 10 - Tax Report has not been signed off
   • 11 - The GL Reimbursement report has not been signed off
   • 12 - Year-end report balances do not match
   • 13 - Close out and group collections should be completed in the register before rollover
10. If you need to track follow-up, select the Notes icon next to a bank account that has not rolled over.
    1. Enter a note and select Save.
    2. Reopen the saved note using the Edit icon if you need to view, edit, or delete it later.
11. In Ready to Rollover, do the following:
    • Review any warning symbols shown for outstanding group collections or stale-dated checks. These warnings do not prevent rollover from being completed.
    • Select one rollover option:
      • Begin Rollover for All Schools - rolls over all bank accounts eligible for rollover
      • Begin Rollover - rolls over an individual school or bank account
12. Select Begin Rollover.
13. After rollover is complete, review the Rollover Complete section.
14. To download all reports, select Download Reports.
15. Enter a valid email address in the email notification window and select Submit.
16. Use the secure email link when the reports are ready.
17. To download individual reports, select the report link next to the bank account. The selected report downloads as a PDF.
18. Review the numbered report links shown next to each rolled-over bank account:
    • 1 - Schedule E Report, if applicable
    • 2 - Schedule E Umbrella Type Overview Report, if applicable
    • 3 - Statement of Financial Position, if applicable
    • 4 - Schedule of School Activities Fund, if applicable
    • 5 - Umbrella Type Summary of Closing Balances for the School Year
    • 6 - Year End Umbrella Type Summary of Closing Balances for the School Year
    • 7 - Year-End Outstanding Transactions
    • 8 - Summary of Categories with Opening Balances
19. Note that year-end rollover reports remain available until the next rollover date.

Outcome

Eligible schools and bank accounts are rolled into the new fiscal year through the automated rollover process. District users can review rollover status, track outstanding housekeeping items, add notes, download year-end reports, and access those reports until the next rollover date.

Troubleshooting

• No schools or bank accounts are ready to roll over - Confirm all year-end checklist tasks and pre-conditions are complete.
• A bank account still shows incomplete tasks - Hover over the checklist number or expand the bank account to review the outstanding item.
• You cannot find a bank account - Use Search and enter partial bank account details.
• You need to follow up with a school - Add a note next to the bank account using the Notes icon.
• Reports are missing from the automated rollover list - Reports from the manual rollover process do not appear in Year-End Rollover Automation. They must be printed or saved during the manual process.

Disabling rollover by school user

1. Log in to SchoolCash and under My School Information, select Program Maintenance.
2. Select Account Settings.
3. Under Board/District, clear Enable Rollover By School User.

Select this option if your district is using the Year-End Rollover Automation process.