Overview

This online guide is Step 4 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. In this step, you review the Do Not Include in Year End feature, orange warning banners, and known anomalies that can affect next-year items, SchoolCash Register, statements, group collections, and batch reports.

Steps

Review orange warning banners

The following warning messages may also appear in orange at the top of the screen after the Next Year Catalog Rollover Date. If you have an orange warning banner appearing at the top of your screen, check the information below to ensure you have met the required criteria.

Using the Do Not Include in Year End feature

Banner message: Important! Please update items that are assigned to next year categories and/or with a "Do Not Include" flag.


After the rollover, if there are items that are assigned to a category with a Category Umbrella Type of Do Not Include in Year End, the orange warning banner above will appear.

  • The banner will be removed once the user has changed all the items to a new category with a Category Umbrella Type different than Do Not Include in Year End.
  • This should not be done until after the Accounting Rollover date.

This warning can be disabled or enabled in School Maintenance from Main Menu > Program Maintenance > Table Maintenance > School Maintenance. This requires a user with the District 100 role.

  1. Update each school record as needed.
  2. Press Save.

Changing the category to current year

Banner message: Important! Please update items that are assigned to next year categories and/or with a "Do Not Include" flag.


After the Accounting Rollover, you can change items created in the next school year that are assigned to a category with a Category Umbrella Type of Do Not Include in Year End to a current category, even if payments were made.


Note: Check with your District Administrator before making these modifications.

  1. From Main Menu > SchoolCash Catalog, in List View, select the item.
  2. Use the Status Filter for Do Not Include Categories.
  3. This will list all items that have a category with the flag Do Not Include in Year End.
  4. Select Edit to change the category.
  5. Press Save.

Close-outs and group collections banner

Banner message: School Cash Catalog cannot be rolled over until all Close Outs and Group Collections have been completed in the Register.


The SchoolCash Catalog > Pending Close Out and Group Collections Report can be created by an individual with the District 100 role. This report provides information about which schools have Register Close Outs and/or Group Collections that have not been completed.


Issue: SchoolCash Register close-outs must be completed.

  1. From Main Menu > SchoolCash Register, when prompted at the search screen, select the X in the top right-hand corner.
  2. Select the Close Out tab at the checkout screen and follow the online instructions to close out the register.
  3. Repeat these steps if you have more than one cash drawer at your school.

Issue: SchoolCash Register Group Collections must be completed.

  1. From Main Menu > SchoolCash Register, when prompted at the search screen, select the X in the top right-hand corner.
  2. At the checkout screen, select the Group Collection tab.
  3. Open Group Collections that are not completed will be listed at the top.
  4. To complete a group collection, select the group from the list using the radio button, then click Select.
  5. On the collection screen, select the Complete option.
  6. Repeat for each open group collection.
  7. Check the Deposits/Receipts module for any funds that may have been pending in the group collection after you selected Complete.

New student records banner

Banner message: School Cash Catalog cannot be rolled over until new student records are found. Please contact your IT personnel.

  1. SchoolCash Catalog is waiting for the new school year Student Information System (SIS) data to be loaded with 60% of students in a new grade.
  2. The upload occurs school by school, so as the data loads, some schools may have their updated data for the new year, and others may not.
  3. If you have a school that will not have new student data, submit a ticket to the support desk requesting that the school be rolled over to the next year and the banner be removed.
  4. Include the school name and a screenshot showing the school name and banner on the ticket.

Success banner

Banner message: Success! SchoolCash Catalog has been rolled over.

  1. Your Close Outs and Group Collections are done, and your Student Data has been loaded successfully for the new school year.
  2. Your SchoolCash Catalog will now have the current year.
  3. Close this banner by clicking the X in the right-hand corner of the banner.
  4. If you have multiple bank accounts for your school, these banners will appear across all bank accounts even if the bank account is not using SchoolCash Catalog and SchoolCash Register.
  5. When you log in to SchoolCash Catalog, the NEXT school year will now be the DEFAULT year.

Steps - Review anomalies

Review required vs optional items between school years

For items created with Next Year but needing to be paid before the SchoolCash Catalog rollover, items must be attached as Required to transact them in the SchoolCash Register before the rollover.

  • A parent or student would not be able to pay with cash or check through the register if the item was attached as Optional.
  • Only Required items will be displayed on the Checkout Screen for any next-year items.

Workaround

  1. In SchoolCash Register, search for the student, then select Add Additional Item.
  2. When prompted, select the next School Year.
  3. From the Item Name field, locate the optional item or items that the parent or student would like to purchase.
  4. Complete the checkout process.
  5. If the item had been attached as Optional and the payment is made using this workaround, inform the parent or student that the item will remain available for payment on SchoolCash Online until the expiry date.
  6. You could also delete the unpaid optional attachment in SchoolCash Catalog > Manage Attachments.
    1. Using this option is not recommended if the item has Limit Per Person set to Unlimited.
    2. If an item is flagged as Required and Unlimited, it will not drop off the account once it is purchased. It will assume the parent is required to purchase the item unlimited times.

Review statements, group collections, and batch reports

  • SchoolCash Register Statement Report will only display current school year items.
  • Group Collection is not available for items created in the next year's catalog. Once the SchoolCash Catalog rolls, Group Collection will be available.
  • Use the following steps to run the Batch Report with payments made in multiple catalog years:
    • Go to SchoolCash Catalog > Reports > Batch Report.
    • Under the Fiscal Year filter, use Crossover.
    • Enter the deposit start and end date range to capture all batches that cross catalog school years.
    • Click Generate or Export.

Outcome

You have reviewed all orange warning banners and known anomalies that can affect the multiple-year SchoolCash Catalog process. You now see a green banner and can move forward to the next section. Continue to Reviewing Outstanding Required Fees Before Catalog Rollover - Step 5 of 6.

Troubleshooting

  • A New Student Records Needed banner appears - Wait for new school year SIS data to load, or submit a ticket if the school will not receive new student data.
  • A Close Outs and Group Collections banner appears - Complete all open Close Outs and Group Collections in SchoolCash Register. If the other rollover criteria have been met, the system will roll automatically.
  • A Next Year Categories banner appears - After the Accounting Rollover, edit the item category and save the change.
  • An optional next-year item must be paid through the register - Use Add Additional Item, but do not use this workaround if the item is Required and has Limit Per Person set to Unlimited.

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