Overview

This online guide is Step 2 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. In this step, you begin working in two catalog years, create items in the next school year, and copy items from one school year to another.


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.


This step is completed after the next school year has been created in SchoolCash Catalog. The current school year remains the default until the SchoolCash Catalog rollover is completed, but users can select the next school year when they are ready to build or copy items.


Before you begin


  • The current school year remains the default until the SchoolCash Catalog rollover has been completed.
  • If the catalog school year has not rolled at the time of copying an item, attachment options are limited. 
  • Copied items must be reviewed and updated before use in the next school year.


Steps

Create items in the next school year

  1. Open SchoolCash Catalog.
  2. Review the School Year drop-down and select the next school year you want to work in.
  3. Create items for the next school year as needed. The current school year remains the default, but users can select the next school year when they are ready to build items there.
  4. If needed, copy items from the current school year to the next school year catalog, then review and complete all required revisions before using the copied item.

Copy an item from one school year to another

  1. From SchoolCash Catalog > List of Items, select Status All.
  2. Review the School Year drop-down and select the school year that contains the item you want to copy.
  3. Select the item name.
  4. Select Copy.
  5. Review the School Year drop-down and select the next school year, which is the year you want to work in.
  6. Review and update the copied item where applicable, including Item Name, Start Date, End Date, Due Date, Description, Base Item Cost, Option/Choice Information, and Costs.
  7. Select a save option such as Save, Save and Attach, or Save and Copy.

Outcome

You can now work in two catalog years, create next-year items, and copy items from one school year to another in a multiple-year SchoolCash Catalog. Continue to Working with Attachments and Pre-Registration Files - Step 3 of 6 to review attachment rules for next-year items and pre-registration requirements.

Troubleshooting

  • The wrong catalog year is selected - Review the School Year drop-down before you build, copy, or update an item.
  • An item was created in the wrong school year - Review the School Year drop-down, select the correct year, and recreate or update the item in the correct catalog year as needed.
  • A copied item is not ready to use - Review all copied fields and update the item details before saving and attaching the item.

Articles in this Hub Series