Overview

Follow these steps to prepare for the Year-End Rollover as a District user in SchoolCash Accounting. This article explains how to review the list of schools and their readiness for the year-end rollover for all schools. 


Before you begin


  • All year-end checklist tasks must be completed before the year-end rollover can take place.
  • If you do not want school users to perform the Year-End Rollover, go to Program Maintenance and select Account Settings:
    1. Under Board/District, clear the checkbox for Enable Rollover by School User.
    2. Individual school users cannot use the year-end rollover automation feature. If a school user is rolling over their own accounting, they must use the manual process through Program Maintenance > Year-End Rollover Procedures.


Steps

  1. Go to Program Maintenance under My School Information.
  2. Select Year-End Rollover Automation to view the list of schools and their readiness for the Year-End Rollover for all schools.
  3. Use the Search field to search for a specific bank account. Matching bank accounts will start to auto-populate when partial details are entered.
  4. If you would like to share tasks that need to be completed by the schools, select the Print icon, print the report, and send it to your school users.
  5. Under Not Ready to Rollover, hover over each number to show the checklist item description.
  6. Select the chevron next to the school name to show a listing of incomplete tasks.
  7. If you want to add a note or reminder next to a bank account that has not been rolled over, select the Notes icon found next to the bank account.
  8. Under Ready to Rollover, select Begin Rolloverto individually roll over schools or bank accounts.
    • Select Begin Rollover for All Schools if you want to complete the rollover for all schools that are ready.
  9. Once the rollover is completed, bank accounts move to the Rollover Completed section.
  10. Under Rollover Completed, every school that was rolled over using the automated rollover will have access to successfully download individual year-end reports as PDFs.
    • Reports are available until the following year rollover.
  11. After the year-end rollover has been completed, the year-end rollover date will automatically be updated on the demographics screen to reflect next year’s rollover date.

Outcome

You have successfully rolled over to the new fiscal year.


Troubleshooting

  • A school user needs to complete rollover - Individual school users cannot use the year-end rollover automation feature. If a school user is rolling over their own accounting, they must use Program Maintenance > Year-End Rollover Procedures.
  • You need to review outstanding school tasks - Under Not Ready to Rollover, hover over each number to show the checklist item description, then select the chevron next to the school name to show the incomplete tasks.
  • Reports are missing from the automated rollover list - If year-end rollovers are done manually through Program Maintenance > Year-End Rollover Procedures, reports must be printed or saved during the rollover process. These reports do not show on the listing in the automated rollover.