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1. Checklist of activities to complete in Early Spring

See below for recommended activities during January, February, and March. The timeline on these tasks are approximate; you can push them into April/May if that works better for you.

The most important task at this time of the year is to know what your campuses need so that you can best support them.

Pre-Plan Summer/Fall Items

During the early spring timeframe, think about ways to get input from your school staff to help you plan for Back To School this upcoming year, and to plan the items that the schools should be posting in the summer and fall.

For example, begin brainstorming with staff about start-of-school class fees, parking fees, staff fees, spirit days, fall sports, etc. What worked well this past year? What additional items could you post this coming year? What do your campuses need so that you can best support them?

Depending on the cadence of your school year, this task could equally be appropriate in the Late Spring timeframe.

Survey your school staff
Plan Summer Camps
SCA/SFO Examples

Survey your school staff

Your school staff will have valuable insights into how start of school went 6 months earlier, and they can help to identify current pain points or knowledge gaps. We have sample survey questions you can copy/paste into the surveying tool of your choice.

If you use KEV's Forms product, and if your staff is already set up as SchoolCash Online users (see During Summer > Set Up School Staff as SCO Users), you could use Forms for the surveys.

Plan summer camps and summer school

In early spring, reach out to the planners for the sport/summer camps. Brainstorm the items you'll need to post and how they'll be set up. If school office staff aren't on campus during summer, these items need to be up and set up correctly in June before they leave, so start planning early!

Camp items in the District Catalog (both SCA and SFO)

Camp items in SchoolCash Accounting

Camp items in SchoolFunds Online

Notes/reminders

SCA/SFO: Open Next Year's Catalog Early

You can set up next year's Catalog before officially rolling over to it, which allows you to start creating items for next year while you still operate in the current school year. When the next-year Catalog has been set up, school office users can create the item, specify a next-year start date, and select the next school year.

Note: The steps described here are for next-year Catalog setup, not actual rollover. The actual Catalog rollover typically happens in the During Summer timeframe, following SIS rollover. (Catalog rollover and Accounting rollover are two independent processes.)

Set up Multiple-Year Catalogs
Copy Items Between Catalogs

Before rolling over your Catalog, you can set up next year's Catalog in the spring, even as you continue to use this year's Catalog as the "live" version that parents interact with. This way, you can begin copying over items from this year's Catalog to next year's, and you have a place to begin creating net-new items based on your brainstorming with staff.

SchoolCash Accounting

SchoolFunds Online

Review your items from last Fall (look at active items and expired items that might be applicable for next year), and identify those that you want to use for the coming year. You can then copy this year's item into next year's Catalog in advance of the new school year.

As well, in SchoolCash Accounting, you can copy an item across multiple schools.

SchoolCash Accounting

SchoolFunds Online

Notes/reminders

SCA/SFO: Provide school staff
with reconciliation training or refreshers

In the early spring, make sure that your school staff understand how to perform reconciliations: this will save you a lot of time at year end! If you have your own training program, begin training your staff or holding refresher sessions in the early spring. You can also share the KEV Group videos and explanations below.

If you have a large district, you can organize your training/refreshers in groups, perhaps once per month.

SchoolCash Accounting
SchoolFunds Online

Notes/reminders

SCA/SFO: Review previous webinar recordings
on the rollover processes

Early Spring is a good time to ensure that you have an understanding of all rollover considerations, in advance of actually executing any of the rollover tasks. These webinar recordings may be helpful for understanding the end-to-end process.

SchoolCash Accounting
SchoolFunds Online

SCA Accounting Rollover webinar recordings

Catalog Rollover webinar recording

SFO Accounting Rollover

Catalog Rollover

Notes/reminders

2. Checklist of activities to complete in Late Spring

See below for recommended activities during April, May, and June. The timeline on these tasks are approximate; adjust based on your school year.

InTouch: Understand all District Office back-to-school tasks

Our InTouch Support team has laid out the full list back-to-school tasks on a single Knowledge Base page. Elsewhere on this checklist, you'll find individual tasks listed that have been excerped from this overall list: reviewing this full list in early spring is a good way for newer District Office staff to get a sense of what needs to be done.

District Tasks
Site Manager Tasks

Notes/reminders

SCA/SFO: Year-End Steps for Bookkeepers

Both SchoolCash Accounting and SchoolFunds Online divide year-end tasks between District Finance steps and School User steps. This section provides resources aimed at School Users.

Note: We've placed these school-focused steps here, in the Late Spring timeframe; you can find the subsequent district-level rollover steps in the the During Summer tab. Execute these tasks in the timeframe that aligns with your district policies and seasonal cadence.

SchoolCash Accounting
SchoolFunds Online

SCA Knowledge Base articles

See below for the Knowledge Base page aimed at both School Users and District Users.

  1. School User: SCA Knowledge Base article: Preparing for Year-End Rollover as a School User
  2. School User: SCA Knowledge Base article: Completing Year-End Rollover (School Users)
  3. District User: SCA Knowledge Base article: District Action: Ensure Group Collections and Registers are closed out

SCA Webinar Recordings

See below for a recording of a webinar for "SCA Bookkeeper Bootcamp for End Of School Year".

  1. Webinar recording (duration 50:41): SCA Bookkeeper Bootcamp: End of School Year Rollover

SFO Knowledge Base articles

See below for the Knowledge Base page aimed at School Users. This page lists and describes the steps that a School User needs to perform prior to the District User steps.

  1. SFO Knowledge Base article: Preparing Purchase Orders for Year-End Rollover
  2. SFO Knowledge Base article: Year End Rollover - Step By Step Instructions For School Users

SFO Short Videos

The following videos show a walkthrough of the School User steps for year-end tasks. Note that the video examples are based on a test database from several years ago, but the instructions are still current.

  1. If your district uses purchase orders, watch the following video. It describes what to do for both the scenario where your district doesn't carry over open POs to the new year and you need to liquidate the POs as a first step, and the scenario where your district does carry over open POs.
    Video: Handling Open Purchase Orders at Year End (duration: 5:14)

  2. As a next step for year end, after all final monthly transactions are completed, you need to post all of your receipts, disbursements, journal entries, and transfers. Watch this video to learn how to run reports for this task and how to transfer funds.
    Video: Posting receipts, disbursements, journal entries, and transfers (duration: 4:44)

  3. After posting your receipts, disbursements, journal entries, and transfers, you need to complete your final monthly bank reconciliation (e.g., for June). Watch this video to learn how to reconcile, and how to run the Receipts and Disbursements report, Sales Tax report, and Account History report and Register printouts.
    Video: Final month bank reconciliation (duration: 3:33)

  4. After the district finance team has rolled the system to the new fiscal year, watch this video to learn what reports to run, how to activate/inactivate accounts, how to handle POs for the new year, and how to work with event codes for the new year.
    Video: Final Bookkeeper Steps (duration: 5:08)

SFO Webinar Recording

See below for a recording of a webinar for "SFO Bookkeeper Bootcamp for End Of School Year".

  1. Webinar recording (duration 51:02): SFO Bookkeeper Bootcamp: End of School Year Rollover

Notes/reminders

InTouch: Plan your credit card device and printer paper needs early

To ensure that you have enough time to deploy and test InTouch devices and train new staff, late spring is a good timeframe to think about your credit card device needs at the schools and order printer paper in advance.

The InTouch Knowledge Base has additional articles on how to add terminals to a site and how to configure Point Of Sale options.

Notes/reminders

InTouch: Online Payments Readiness

In the late spring, make sure that you've planned out the process for preparing the Customer Portal, where parents and guardians log in with their district-issued email to manage everything for their student, and setting up Payment Pages.

Notes/reminders

ASBWorks: Late Spring Close-Out Tasks

Complete the close-out tasks for the end of the school year. If you need help, search for any of the terms below in the ASBWorks support portal: https://ws0.asbworks.com/help/.

  • Complete an inventory count and enter amounts in ASBWorks. (Click Admin > Item Admin; in the bottom-right blue dropdown, select Inventory Worksheet. Compare this to the actuals: Reports > Item/Sales Reports > Inventory Report).
  • Review any open fundraisers, print out "Activity Recap Reports" to report on your revenue potentials, and mark fundraisers and fundraiser items as inactive.
  • Close out all "Open Orders" (items sold on the Webstore or "On Order" for a later delivery date.). Use Bulk Actions: this will clean up all items sold online that do not require a physical pick up (e.g., AP Tests, Online Ticket Sales, etc.)
  • Stale date outstanding checks.

Notes/reminders

3. Checklist of activities to complete in Summer

See below for recommended activities during June, July, and August. The timeline on these tasks are approximate; adjust based on your school year.

Note: Many of the summer tasks for SCA and SFO described on this tab involve two rollovers: the Accounting rollover and the Catalog rollover. These are independent processes. The SchoolCash Catalog can have a different rollover date than Accounting.

SCA: Run the Automated Rollover process

SchoolCash Accounting has an Automated Rollover wizard. This tool is designed to complete year-end financial statements and reports, archive data for the school year, assign opening balances for existing categories, list transactions that have not cleared the bank by the date of the school year’s final reconciliation, and carry over any new transactions entered after the year-end rollover date into the new fiscal school year.

Notes/reminders

SFO: Accounting Rollover

The SchoolFunds Online rollover process for Accounting comprises three overall steps. The first two are often performed ahead of time, so you'll also find them on the Late Spring tab. They're repeated here to give you a sense of the complete process.

  1. Also described in the Late Spring tab, the school-level users need to complete the last month of your fiscal year's bank reconciliation and print all necessary reports.
    Year End Rollover - Step By Step Instructions For School Users
  2. If you use Purchase Orders, open purchase orders will not carry over into the new year unless your district has activated this feature. If your district does not allow open purchase orders to carry over, follow these steps.
    Preparing Purchase Orders for Year-End Rollover
  3. After school-level users have completed their tasks, the district user can finalize the accounting rollover.
    Managing Year-End Rollover as a District User

Notes/reminders

SCA/SFO: Execute your Catalog rollover

Independent of the Accounting rollover process, a district user will need to do some preparatory tasks for the Catalog to be ready to roll over to the next school year. The Catalog will automatically roll over once the criteria is met and become the default school year.

Prerequisites
SCA Catalog Rollover
SFO Catalog Rollover

Prerequisites

The SchoolCash Catalog will roll over to the next school year if the following conditions apply:

  • There are no outstanding transactions in the SchoolCash Register: you have closed out all payments and closed all group collections.
  • The SchoolCash system has validated that new Student Information System (SIS) data is available. This is defined as at least 60% of students in the SIS file/data upload has a different grade.
  • It is one day (or more) after the Next Year Catalog Rollover Date configured in the system.

SCA: Optional initial steps:

The optional first two steps can be completed well in advance; you'll find them in the Early Spring section. We've repeated them here so you can see the full end-to-end process. If you choose to skip these steps, the system will automatically create the new year's Catalog when all of the prerequisites from the bulleted list above have been met.

  1. Prepare multiple-year catalogs, so you can start creating "draft" items for next year while you still operate in the current school year.
    Preparing Multiple-Year SchoolCash Catalogs (SCA) - Step 1 of 6
  2. Create/copy items for your multiple-year catalog
    Creating and Managing Items in Multiple-Year SchoolCash Catalogs (SCA) - Step 2 of 6

SCA: Mandatory subsequent steps

  1. Review attachment rules for next-year items and work with pre-registration and student data requirements.
    Working with Attachments and Pre-Registration Files (SCA)- Step 3 of 6
  2. Manage your Catalog banners. 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.
    Reviewing Catalog Rollover Banners and Anomalies (SCA) - Step 4 of 6
  3. Review outstanding required fees (which, if uncleared, will carry forward to the new year and continue to show as outstanding until paid)
    Reviewing Outstanding Required Fees Before Catalog Rollover (SCA) - Step 5 of 6
  4. Close out the SchoolCash Register (i.e., close out payments and group collections)
    Reviewing Outstanding Required Fees Before Catalog Rollover (SCA) - Step 5 of 6

SFO: Optional initial steps:

The optional first two steps can be completed well in advance; you'll find them in the Early Spring section. We've repeated them here so you can see the full end-to-end process. If you choose to skip these steps, the system will automatically create the new year's Catalog when all of the prerequisites from the bulleted list above have been met.

  1. Prepare multiple-year catalogs, so you can start creating "draft" items for next year while you still operate in the current school year.
    Preparing Multiple-Year SchoolCash Catalogs (SFO) - Step 1 of 5
  2. Create/copy items for your multiple-year catalog
    Creating and Copying Items in Multiple-Year SchoolCash Catalogs (SFO) - Step 2 of 5

SFO: Mandatory subsequent steps

  1. Manage your Catalog banners. 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.
    Reviewing Catalog Banners and Anomalies (SFO)- Step 3 of 5
  2. Review outstanding required fees (which, if uncleared, will carry forward to the new year and continue to show as outstanding until paid)
    TBD
  3. Close out the SchoolCash Register (i.e., close out payments and group collections)
    TBD

Notes/reminders

SCA/SFO: Set up school staff as SCO users

A great way to get staff buy-in about online payments is to set them up as SchoolCash Online users. This way, they can gain the perspective of a parent when contributing to staff fees like Sunshine Fund/Hospitality Fund or other staff fees, and they can also be auto-notified about field trip/student fee items that have been posted for their class.

Video Overview
SCA Articles
SFO Articles

  • This video from KEV Group's co-founder, Kim Vivian-Downs, explains the benefits of setting up school staff as SCO users and how attaching to staff works in the Catalog.
    Video: Set up school staff in SCO (duration: 3:22)

Notes/reminders

ASBWorks: Year-End Checklist

(Either late spring or early summer, depending on your district's financial cadence.) Complete all of the final year-end tasks. If you need help, search for any of the terms below in the ASBWorks support portal: https://ws0.asbworks.com/help/.

  1. Complete an inventory count and enter amounts in ASBWorks. Click Admin > Item Admin; in the bottom-right blue dropdown, select Inventory Worksheet. Compare this to the actuals: Reports > Item/Sales Reports > Inventory Report.
  2. Inactivate outgoing students (i.e., 8th grade or 12th grade). As a pre-step, we recommend doing a manual student import to change those outgoing students to an inactive grade level (such as 13) before using bulk actions to inactive them. Then, when you're ready, click Tools > Bulk Actions > All Students Section; use the "Grade" heading to filter by that grade, select all, and click the green deactivate button.
  3. Review assigned Roles/Logins in your ASBWorks Account. Update expiry dates if applicable.
  4. Review any open fundraisers, print out "Activity Recap Reports" to report on your revenue potentials, and mark fundraisers and fundraiser items as inactive.
  5. Close out all "Open Orders" (i.e., items sold on the Webstore or "On Order" for a later delivery date). Use Bulk Actions (this will clean up all items sold online that do not require a physical pick up, such as AP Tests, Online Ticket Sales, etc.)
  6. Stale date outstanding checks.
  7. Prior to June bank reconciliation, reconcile all GL accounts (including holding accounts and inactive clubs), perform final transfers/journal entries, issue/record final checks, close any open purchase orders, record necessary information in Accounts Payable & Accounts Receivables.
  8. Complete your June 30th Bank Reconciliation. NOTE: This will close out your books for the fiscal year.
  9. Print out important reports to close your year and prepare for your annual audit. Run the following reports for July 1st through June 30th after you complete your June Bank Reconciliation:
    • Transaction Summary Report (i.e. Account Analysis Summary)
    • Transaction Detail Report (i.e. Account Analysis Detail)
    • Balance Sheet
    • Trial Balance
    • Checks Report (i.e. Cash Disbursements)
    • Income Statement (i.e. Statement of Revenue – only needed if you use Income and Expense accounts).

Notes/reminders

ASBWorks: Prepare for next-year registration

Before staff leaves for the summer, here is your overall checklist for preparing for next-year registration. If you don't know how to do the steps involving software actions, search for the relevant term in the ASBWorks support portal: https://ws0.asbworks.com/help/.

  1. If you haven't already, use the Bulk Actions Tool to inactive your outgoing seniors (i.e., 8th grade or 12th grade. We recommend doing a manual student import to change those outgoing students to an inactive grade level such as 13 before using bulk actions to inactivate them. Then, when you're ready, go to Tools > Bulk Actions > All Students Section; use the "Grade" heading to filter by that grade, select all, and click the green deactivate button.
  2. Update/clean up Item Admin and add new items:
    • Review Effective Dates if applicable
    • Review Sales Limiters
    • PE Uniforms and related items
    • Spirit wear
    • ASB Membership Cards – update indicator tags
    • Review items specific to class accounts such as homecoming, prom, grad night
    • Add pictures to your items
    • Review Webstore Items
  3. Update your indicator tags with current dates as needed. (Use Bulk Actions.)
  4. Import students into ASBWorks via Student Upload (unless you've automated this process).
  5. Install Point of Sale on all devices required for registration. Be sure to also make sure Java is installed and up to date!
  6. Install printers on all devices required for registration.
  7. Refresh/build your items in your Item Admin.
  8. Change Effective Dates on your items to the new Fiscal Year. This is generally 7/1, or your Fiscal Year Start Date. Do not use "effective date" unless you are selling items before new year begins! Use the Bulk Action Tool.
  9. Change your tag dates for the New Year in Tag Admin. This is 7/1 unless doing presales. For presales be sure to set the tag display starting today before presales (i.e., set it to display after 5/20 and before 6/30 if presales start on 5/21). Use the Bulk Action Tool.
  10. If you haven't already, count your Inventory and enter amounts into ASBWorks. (Click Admin > Item Admin; in the bottom-right blue dropdown, select Inventory Worksheet. Compare this to the actuals: Reports > Item/Sales Reports > Inventory Report).
  11. Create Registration Product Forms for ease of purchase.
  12. IMPORTANT! Point of Sale Reminder- be sure to batch out any "offline" sales before you leave for the summer! Bring your POS back to "on line" mode.

Notes/reminders

ASBWorks: Get your Web Store ready

The following tips were written by our Online Store Specialist to set you up for success with contactless registration. If you don't know how to do the steps involving software actions, search for the relevant term in the ASBWorks support portal: https://ws0.asbworks.com/help/.

  1. Create a checklist for each grade level's recommended items.
  2. Create an "Instruction Item" for how to create an account with your web store.
  3. Create an "Instruction Item" for how to pay fines through your web store.
  4. Upload pictures of your items on Item Admin to display on the web store. Note: We have a large collection of royalty-free images available here: https://www.kevclientsuccess.com/resources/downloads/item_images.zip.
  5. Create a "Registration Category".
  6. Make all Registration Items "Features" so they display on the the front of your store.
  7. Renew and update all Sales Limiters.

Notes/reminders

InTouch: Create your Back-to-School items

In advance of the return to school, ensure that all of your items have been created and are ready to go.

Notes/reminders

Ensure your school office staff understand reconciliation tasks

As your school office staff prepares for the new school year, ensure they understand the basics of InTouch Pay "End-Of-Period" (EOP) deposit tasks. The following video describes the EOP Functions options and how to run EOP reports.

Notes/reminders

(Summer Timeline) Ensure your InTouch student stores are ready to go

If your Student Store site managers work over the summer, use the summer months to ensure your student stores are ready for the upcoming school year: use the Inventory Count Report, clear existing inventory, verify vendor details and enter your beginning inventory.

For student store staff that return to work in the fall, we've repeated this link on the In the Fall section.

Notes/reminders

Advice from your peers: General summer tips & tricks

KEV Group has gathered input from our clients on summer activities that help ensure a successful Back-To-School period; see below for suggestions from your peers.

  • Prep any district/school website updates to ensure that parents can easily see how to pay online or via POS. Include links on the website to the online payment option.
  • Update any intranet documents (years, training materials, who to contact, policy changes, etc).
  • Finalize parking and other back-to-school items for new school year. Get as close to being done as possible, especially before staff leaves on summer break.
  • Test POS terminals, focusing on the devices that will be used at the earliest events in the fall that will use them.
  • Finalize start of year meetings
  • Finalize new bookkeeper training time and location
  • Test SIS data by reviewing student data to ensure students are correct. Use seasoned secondary school bookkeepers due to their knowledge. Talk to your CSM if you want to coordinate testing with KEV.

Notes/reminders

4. Checklist of activities to complete in Fall

See below for recommended activities during August, September, and October. The timeline on these tasks are approximate; adjust based on your school year.

(Fall Timeline) Ensure your InTouch student stores are ready to go

We've duplicated the link below from the During Summer tab, in case your student store launches occur in the fall. Ensure your student stores are ready for the upcoming school year: use the Inventory Count Report, clear existing inventory, verify vendor details and enter your beginning inventory.

Notes/reminders

ASBWorks: Fall/Winter Tips

In the Fall
In the Winter

In the Fall

  1. Complete an inventory count and enter amounts in ASBWorks. Click Admin > Item Admin; in the bottom-right blue dropdown, select Inventory Worksheet. Compare this to the actuals: Reports > Item/Sales Reports > Inventory Report.
  2. Stale date outstanding checks.

In the Winter

  1. Complete an inventory count and enter amounts in ASBWorks. Click Admin > Item Admin; in the bottom-right blue dropdown, select Inventory Worksheet. Compare this to the actuals: Reports > Item/Sales Reports > Inventory Report.
  2. Do a mid-year reconciliation. Check all GL accounts (including holding accounts).
  3. Stale date outstanding checks.
  4. Close out all "Open Orders" (items sold on the Webstore or "On Order" for a later delivery date.). Use Bulk Actions: this will clean up all items sold online that do not require a physical pick up (e.g., AP Tests, Online Ticket Sales, etc.)

Notes/reminders

Advice from your peers: General Fall tips & tricks

KEV Group has gathered input from our clients on fall activities that help you keep your momentum going; see below for suggestions from your peers.

  • Support, support, support!!! If school staff is confused about creating/publishing items or using the POS devices, it is very difficult to regain momentum.
  • Follow up training for New Finance Secretaries end of month or early October (new users need follow up training 2-3 months after initial to ensure good practices)
  • Best practice meetings for items focusing on more difficult events like homecoming, (ask each campus type for date feedback and discussion items, still led by secretaries)
  • Start planning Thanksgiving and Holiday items

Notes/reminders