Please read through completely before starting any
processing.
Prior to beginning the
End of Year process, make sure all appropriate reports have been printed.
Depending on which option is selected for the End of Year process, the detail
records (individual line items) may no longer be available after the process is
completed.
Note: It is strongly advised, but not required,
to do the "Prepare to Open School" process before doing the fee
processing rollover. Doing so keeps your fee processing detail in tact in your
HISTYYYY.mdb file in case you need to run a report from your historical data in
the future.
Have a backup to keep in the archives prior to beginning the
process. Everyone must be out of SDS when running the End of Year process.
Location of Process = Login to Web School Office. Click on
Administrative Utilities. Click on Control Center. Click the Student
System Adjustments tab. Towards the bottom of this tab, click the Activate
button next to “Tuition Year End Processing:”.
The End of Year process
will offer different options for handling the newly ended year and past year(s)
records in preparation for the new school year.
For the newly ended year
there are these four options:
1. Delete Year End and Prior Year AR line items IF BALANCE of all items = 0:
o If a student’s net balance is zero up to and including the school year just ended, then all line items are removed.
o If the net balance is not zero up to and including the school year just ended, nothing is removed.
o Line items for next school year (i.e. upcoming school year) are not removed.
2. Delete Year End AR line items. Delete AR line items for previous years IF selected==>
o This option removes all detail for the school year just ended and for any other school years that you highlight in the box to the right side of the screen.
3. DO NOT delete Year End AR line items. Delete line items for previous years IF selected==>
o This option leaves everything alone for the school year just ended.
o Using the box of school years to the right (that only appears if there is AR data from previous school years), highlight the school years to delete if desired.
4. Create Bal Forward (code below) from Year End AR items and delete. Delete items for previous years IF selected ==>
o (see Option 4 explanation below)
o There is a checkbox option to not create Balance
Forward records for students with a zero balance.
Option 4 requires a one-time setup prior to beginning the end of year process. Option 4 will create a Balance Forward record for every child (unless you check the option to NOT create a balance forward if the student's balance is zero). This record will replace the individual line items.
1. Open the data entry and changes folder.
2. Click on the Master File Code Entry and Changes icon. Change the application box to Tuition/Student Fees. Change the entry options box to Tuition/Student Fees Charge Type Code. Add a code for Balance Forward.
o Click the green plus sign.
o Enter a new code to represent balance forward.
o Enter the description for balance forward.
o Leave the school location as ALL.
o Click the diskette to save this entry.
3. Change the entry options box to Tuition/Student Fees Department Codes book. Add a code for the balance forward OR decide which existing department will be the recipient of the remaining balance.
o Click the green plus sign.
o Enter a new code to represent the department for the balance forward.
o Enter a description for the balance forward department.
o Leave the school location as ALL.
o Click the diskette to save this entry.
4. Open the Tuition/Fee Processing folder. Click the Charge Definition icon. Create a record for balance forward.
o Click the green plus sign.
o Enter a unique Fee Code of your choosing.
o Enter 0.00 in the amount field.
o Enter 0.00 in the refund field.
o The description must be Balance Forward. The system does not care about the case; however the spelling with one space between the words is critical.
o Leave the courses and demographics boxes empty.
o Have No in the Assign (Y/N) column.
o Skip to the Fee Type column and select the code for Balance Forward (created above) then assign a Department Code (created above).
o Enter ALL for the school location.
o Leave all other fields empty.
o Click the diskette icon to save the record.
Remember - have a backup and everyone out of SDS before
continuing.
To begin the End of
Year process, open the administrative utilities folder; click on control center.
Click the Student System Adjustments tab. At the bottom of the list, click the
Activate button next to the tuition year end process. This will open the year
end roll over screen. Enter the school years entered for last and next. Be sure
to use the same format YYYY-YYYY.
If you are creating the balance
forward records and followed the above steps, under Select Option, blacken the
option for: Create Bal Forward (code below) from Year End AR items and
delete. Delete items for previous years IF selected ==>
with the fee code you created after the arrow.
If not creating
balance forwards, then select one of the three remaining selections.
Click on the Begin Processing button. You will receive a message of
completion when the process is finished.