Overview

This online guide is Step 1 of 5 for preparing and working with multiple-year SchoolCash Catalogs in SchoolFunds Online. SchoolCash Catalog can configure two school years at once. 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, and create the next school year catalog.


Before you begin


  • The SchoolCash Catalog rollover is an independent process. It does NOT affect the SchoolFunds Online accounting rollover.
    • The SchoolCash Catalog can have a different rollover date than SchoolFunds Online accounting.
    

  • Setup can only be completed by users who have Administrative Board-level access.
  • The next school year can be created days, weeks, or months before the catalog rollover date.


Steps

Review the preparation requirements and create the next school year catalog

Preparation is required to create the next school year's SchoolCash Catalog. It can be created days, weeks, or months before the catalog rollover date. Once the preparation and creation of the next year’s SchoolCash Catalog is complete, schools can create next year's fees until the SchoolCash Catalog rolls. As previously noted, the rollover is based on the rollover date set in Catalog maintenance.

  1. From the Main Menu, select School Store > Catalog > Admin > School Cash Catalog Maintenance.
  2. Review the Current Year Catalog Rollover Date. In most cases, the default date has been set to 07/31/20YY. This is the date the system will begin to look for the 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 Catalogto 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. Review the important note on the screen: this will create 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 who is performing this task.
  5. Select Create New School Year to create the next school year in the SchoolCash Catalog.

    Note: Do NOT select the Create New School Year button more than once.
  6. The system will automatically create a new school year for all schools assigned to the user performing this task.
  7. If the next school year had been previously created, a yellow warning message will appear:
    • "Important! The new school year had already been created".
  8. To verify that a new school year has been created, from Main Menu > School Store, then select Catalog, and review the School Year drop-down. Multiple years, including Next School Year, will be displayed.
  9. 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 Copying Items in Multiple-Year SchoolCash Catalogs - Step 2 of 5.

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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