Overview

This online guide is Step 1 of 4 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. In this step, you prepare the next school year's SchoolCash Catalog, review the rollover date, confirm the automatic grade roll setup, and create the next school year catalog.


Before you begin


  • The SchoolCash Catalog rollover is an independent process. It does NOT affect the SchoolCash Accounting rollover.
    • The SchoolCash Catalog can have a different rollover date than SchoolCash Accounting.
  • Setup can only be completed by users who have either District or Auditor access.
  • The next school year can be created days, weeks, or months before the rollover date.


Steps

Review the preparation requirements

  1. Confirm that the automatic grade roll setup has been reviewed in Table Maintenance > Board Maintenance.
  2. Confirm that the SchoolCash Catalog rollover date has been reviewed in Table Maintenance > SchoolCash Catalog Maintenance. This is only accessible to those with District role access.
  3. Note that once the preparation and creation of the next-year SchoolCash Catalog are complete, schools can create next-year fees until the SchoolCash Catalog rolls. The rollover is based on the rollover date set in SchoolCash Catalog Maintenance.

Set up automatic grade roll

  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 to ensure the sequence is correct.
  5. If needed, add new grades. Enter the new grade value, then select Add. The grade must exactly match the value being uploaded in the district’s SIS file (i.e., grade may be 01 vs 1 - system requires exact value).
  6. Use the Up and Down buttons to move the grade to the correct sequence within the box on the right of your screen.
  7. If districts are importing pre-K or Junior Kindergarten, add those codes as well and make sure they match what is reflected in the district’s SIS data.
  8. If districts are importing staff as a grade, add a grade named staff. Two are required to ensure there is a staff grade for one year to move to the next. These should stay at the bottom of the list in the Current Grade Sequence box.
  9. Select Save Changes.

Review access for multiple-year catalogs

  1. Confirm which schools will have multiple catalogs set up. Control is based on the district user’s login.
  2. If the 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.
    1. 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 it can be changed to match the date that you would like the system to automatically roll the SchoolCash Catalog to the new year.
    1. If you change the rollover date, only change the month and day, if applicable. 
    2. Do NOT change the year.
  4. Note that this process creates school years for EACH school assigned to the user performing this task. Check User Maintenance to view the list of schools and bank accounts assigned to the user performing this task.
  5. Select Create New School Year to create the next school year in the SchoolCash Catalog.
  6. If the next school year had been previously created, a yellow warning message will appear: 
    1. "Important! The new school year had already been created".
  7. To verify that a 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, will be displayed.
  8. Note that the system will always default to the current school year until the SchoolCash Catalog rollover has been completed.

Outcome

The next school year has been created in SchoolCash Catalog, the rollover date has been confirmed, and the district is ready to begin working with multiple-year catalogs. Continue to Creating and Managing Items in Multiple-Year SchoolCash Catalogs - Step 2 of 4.


Troubleshooting

  • Student attachments may roll to the wrong grade - Review the grade list and confirm the grade sequence is correct before creating multiple years.
  • The multiple-year option should only be available for certain schools - Control access using the district user’s login and assign only the required schools and bank accounts to that profile.
  • The rollover date needs to be changed - Change only the month and day, if applicable. Do NOT change the year.


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