Overview

This online guide is Step 1 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolFunds Online. In this step, you review district setup requirements for multiple years, confirm the catalog rollover date, and create the next school year catalog.


Before you begin


  • Only users with Administrative Board-level access can complete this setup.
  • SchoolCash Catalog rollover is an independent process. It does NOT affect the SchoolFunds Online accounting rollover.
  • You can create the next school year days, weeks, or months before the rollover date.


Steps

Review district setup requirements for multiple-year catalogs

  1. Review the catalog rollover date before creating multiple years in SchoolCash Catalog. This step is to identify the rollover setup and allow the system to begin looking for the new school year’s student information on the correct date. See instructions below.
  2. Confirm that your district is ready to work with multiple years. Once the next school year SchoolCash Catalog has been prepared and created, schools can create next-year fees before the SchoolCash Catalog rolls based on the rollover date set in School Cash Catalog Maintenance.

Create the next school year catalog

  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 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 you can change it to match the date you want 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.
    2. Note: Changing this date automatically updates the Current Year Catalog Rollover Date, which will continue to populate this date going forward.
    3. Do NOT change the year.
  4. This process creates the next school year for EACH school assigned to the user performing this task. Review User Maintenance to see the schools and bank accounts assigned to that user.
  5. Select Create New School Year to create the next school year in SchoolCash Catalog.
    • Note: Do NOT select the Create New School Year button more than once.
  6. The system automatically creates a new school year for all schools assigned to the user performing this task.
  7. If the next school year had already been created, a yellow warning message appears:
    • Important! The new school year had already been created
  8. To verify that the new school year has been created, return to the Main Menu, select School Store > Catalog, and review the School Year drop-down. Multiple years, including Next School Year, are displayed.
  9. The system continues to default to the current school year until the SchoolCash Catalog rollover has been completed.

Outcome

You have reviewed the district setup requirements for multiple-year catalogs, confirmed the catalog rollover date, and created the next school year in SchoolCash Catalog. Continue to Creating and Copying Items in Multiple-Year SchoolCash Catalogs - Step 2 of 6.

Troubleshooting

  • The next school year has been duplicated - If two next school years appear in the School Year drop-down, contact your District Administrator or submit a ticket to KEV to have one of them removed.

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