Overview

This online guide is Step 1 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. This is perfect for a school that wants to start collecting fees for the next school year.  


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

This step is only required during the initial setup of Multiple Years in the SchoolCash Catalog. Revisit this step if new grades have been added after the initial setup. 


It is very important that all grades and their sequences be identified and confirmed prior to creating multiple years. The system will automatically update any grade attachments made in the Catalog during the Student Information System (SIS) Rollover. Failure to complete this step may result in incorrect student attachments.


Completing this task ensures that if a student was in grade 7 in the current school year, the system will know that the grade attachment for the next school year would be grade 8. 


NOTE: Students who are new to the district or moving from one school to another (e.g., 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 to ensure 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 on the field to the left of your screen, 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 - the system requires exact value).
  6. Within the box located on the right of your screen, you will see all grades populated. use the Up and Down buttons located at the center of the screen to move the grade to the correct sequence.
  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. For example, some Districts use ‘JK’ or ‘Pre-K’ while others use ‘0’ or ‘-0’ etc.
    • Be sure to use the up and down buttons to move the grade prior to Grade 1, in the section on the right.
  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, below an added row/grade showing two dashes (--).
    • NOTE: It is VERY important to have an added row showing two dashes (--) between Grade number rows and 'staff' rows. This will ensure that students from Grade 12 don't roll into the grade of 'staff'.
  9. Select Save Changes.

Review access for multiple-year catalogs

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.

  • 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 moving forward.
    1. If you change the rollover date, only change the month and day, if applicable.

      Note: Changing this date will automatically update the Current Year Catalog Rollover Date, which will continue to populate this date going forward.
    2. Do NOT change the year.
  4. Note that this process creates the next school year 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: 
    • "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 6.

Troubleshooting

  • Next School Year has been duplicated - If you see two of the Next school year in the SchoolCash Catalog Year Dropdown - contact your District Administrator or submit a ticket to KEV to have one of them removed.

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