Overview 

This online guide is Step 3 of 5 for preparing and working with multiple-year SchoolCash Catalogs in SchoolFunds Online. In this step, you review orange warning banners and known anomalies that can affect next-year items, SchoolCash Register, statements, group collections, refunds, and batch reports.

Steps

Review orange warning banners

The following warning messages may appear 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.

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.

Issue 1: Register Close Outs must be completed.

  1. From Main Menu > School Store, select Cash Register / Group Collection.
  2. When prompted at the Search screen, select the X in the top right-hand corner.
  3. Select the Close Out tab at the Checkout screen and follow the online instructions to close out the register.
  4. Repeat these steps if you have more than one cash drawer at your school.

Issue 2: Group Collections must be completed.

  1. From Main Menu > School Store, select Cash Register / Group Collection.
  2. When prompted at the Search screen, select the X in the top right-hand corner.
  3. At the Checkout screen, select the Group Collection tab.
  4. Open Group Collections that are not completed will be listed at the top.
  5. To complete a group collection, select the group from the list using the radio button, then click Select.
  6. On the Collection screen, select the Complete option.
  7. Repeat for each open group collection.
  8. Please 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.
  2. The upload occurs school by school, so as the data loads, some schools may have their updated data for the new year, while others may not.
  3. If you have a school that will not have new student data, please submit a case to the support desk requesting that the school be rolled over to the next year and the banner removed.
    • Include the school name and a screenshot showing the school name and banner in the ticket.

Success banner

Banner message: Success! School Cash Catalog has been rolled over.

  1. Your Close Outs and Group Collections are done, and your Student Information System (SIS) Data has been successfully loaded for the new school year.
  2. Your 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 into the 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 Catalog > Select Item > 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, refunds, 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.
  • Once the SchoolCash Catalog is rolled over to the New School Year, online refunds for the previous SchoolCash Catalog school year cannot be processed.
  • Refunds can be issued for any online payment made for an item set up in the New School Year prior to the SchoolCash Catalog rollover.
  • Use the following steps to run the Batch Reports: Crossover Catalog Years report with payments made in multiple catalog years:
    • Go to Catalog.
    • Select Reports > Batch Reports.
    • Under the Fiscal Year filter, use Crossover.
    • Enter a date range to capture all batches that cross SchoolCash Catalog school years.
    • The fiscal year for this example is June 30, 20YY.

Outcome

You have reviewed all orange warning banners and known anomalies that can affect the multiple-year SchoolCash Catalog process. Continue to Reviewing Outstanding Required Fees Before Catalog Rollover - Step 4 of 5.

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.
  • 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.

Articles in this Hub Series