Overview

This online guide is Step 1 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. In this step, you review district setup requirements for multiple years, confirm the automatic grade roll setup and catalog rollover date, review access for multiple-year catalogs, and create the next school year catalog.


Note: If you were expecting a PDF for this topic, the same guidance is now available here in the Support Hub. This topic is now included in the Hub Series: Navigating SchoolCash Catalog Rollover, which replaces the previous PDF with a series of step-by-step articles.



Before you begin


  • Only users with District or Auditor access can complete this setup.
  • SchoolCash Catalog rollover is an independent process. It does NOT affect the SchoolCash Accounting rollover.
  • You can create the next school year days, weeks, or months before the rollover date.
  • During the initial setup of multiple years, review the automatic grade roll setup before creating the next school year catalog. Review this setup again if new grades have been added after the initial setup.


Steps

Review district setup requirements for multiple-year catalogs

  1. Review the automatic grade roll setup in Table Maintenance > Board Maintenance before creating multiple years in SchoolCash Catalog. This step is to identify grades setup and allow the system to update grade attachments automatically. See instructions below.
  2. Review the SchoolCash Catalog rollover date in Table Maintenance > SchoolCash Catalog Maintenance. This page is only available to users with District role access.
  3. Confirm that your district is ready to work with multiple years. Once the next school year SchoolCash Catalog has been prepared and created, schools can create next-year fees before the SchoolCash Catalog rolls based on the rollover date set in SchoolCash Catalog Maintenance.

Set up automatic grade roll

  • This task is only required during the initial setup of multiple years in SchoolCash Catalog. Review this setup again if new grades have been added after the initial setup.
  • It is very important that all grades and their sequences are identified and confirmed before you create multiple years. During the Student Information System (SIS) Rollover, the system automatically updates grade attachments made in the catalog. Failure to complete this step may result in incorrect student attachments.
  • Completing this task ensures that if a student is in grade 7 in the current school year, the system will know that the grade attachment for the next school year should be grade 8.
  • Note: Students who are new to the district or moving from one school to another, such as grade 8 to grade 9, will be attached to the next year’s item after the SchoolCash Catalog rollovers have been completed.
  1. From the Main Menu, go to Program Maintenance > Table Maintenance > Board Maintenance.
  2. From the List View, select your district.
  3. Select the Grades tab.
  4. Review the list of grades and confirm that the sequence is correct. Failure to complete this step may result in incorrect student attachments.
  5. If needed, add new grades. Enter the new grade value in the field on the left side of the screen, then select Add. The grade must exactly match the value being uploaded in the district’s SIS file. For example, the grade may be 01 instead of 1.
  6. In the box on the right side of the screen, review the populated grades. Use the Up and Down buttons in the center of the screen to move each grade to the correct sequence.
  7. If your district is importing pre-K or Junior Kindergarten, add those codes and make sure they match what is reflected in the district’s SIS data. For example, some districts use JK or Pre-K, while others use 0 or -0.
    • Use the Up and Down buttons to move the grade to a position prior to Grade 1 in the box on the right side of the screen.
  8. If your district is importing staff as a grade, add a grade named staff. Two staff rows are required so there is a staff grade for one year to move to the next. Leave these at the bottom of the list in the Current Grade Sequence box, below an added row showing two dashes (--).
    • Note: It is very important to keep an added row showing two dashes (--) between the grade number rows and the staff rows. This ensures that students from grade 12 do not roll into the staff grade.
  9. Select Save Changes.

Review access for multiple-year catalogs

If your district wants only certain schools to have the multiple-year option available, create a new district username and assign only those schools to that profile. School and Bank Account must be assigned to the new profile.

  • If your district uses Single Sign On with Active Directory (LDAP), note that this is not available unless a new Active Directory username is created.

Create the next school year catalog

  1. From the Main Menu, go to Program Maintenance > Table Maintenance > SchoolCash Catalog Maintenance.
  2. Review the Current Year Catalog Rollover Date. This is the date the system will begin to look for your new school year’s student information.
  3. Review the Next Year Catalog Rollover Date. This date is auto-populated to match the previous year’s rollover month and day, but you can change it to match the date you want the system to automatically roll the SchoolCash Catalog to the new year moving forward.
    1. If you change the rollover date, only change the month and day, if applicable.
    2. Note: Changing this date automatically updates the Current Year Catalog Rollover Date, which will continue to populate this date going forward.
    3. Do NOT change the year.
  4. This process creates the next school year for EACH school assigned to the user performing this task. Review User Maintenance to see the schools and bank accounts assigned to that user.
  5. Select Create New School Year to create the next school year in SchoolCash Catalog.
  6. If the next school year had already been created, a yellow warning message appears:
    • Important! The new school year had already been created
  7. To verify that the new school year has been created, return to the Main Menu, open SchoolCash Catalog, and review the School Year drop-down. Multiple years, including Next School Year, are displayed.
  8. The system continues to default to the current school year until the SchoolCash Catalog rollover has been completed.

Outcome

You have reviewed the district setup requirements for multiple-year catalogs, confirmed the automatic grade roll setup and rollover date, reviewed access for multiple-year catalogs, and created the next school year in SchoolCash Catalog. Continue to Creating and Managing Items in Multiple-Year SchoolCash Catalogs - Step 2 of 6.

Troubleshooting

  • Student attachments move to the wrong grade - Review the grade values and sequence in Board Maintenance and confirm that each grade exactly matches the value in the district’s SIS file.
  • Staff is receiving grade 12 attachments - Review the Current Grade Sequence and make sure a row showing two dashes (--) appears between the numbered grades and the staff rows.
  • The next school year has been duplicated - If two next school years appear in the School Year drop-down, contact your District Administrator or submit a ticket to KEV to have one of them removed.

Articles in this Hub Series