FOR NON HOSTED SCHOOLS – CHECK WITH YOUR IT DEPARTMENT THAT THERE IS SUFFICIENT SPACE ON THE SCHOOL’S SERVER BEFORE COMMENCING THIS PROCESS. IT IS SUGGESTED THAT THERE BE 100 GB OF SPACE.
If you are using FACTS API please contact support before starting this process.
Make sure your Curriculum/Scholastics has been rolled over.
What EOY rollover does:
A snapshot of the workarea is created so previous years details can be accessed.
Receipts for previous year are kept and rolled into period -1.
You can access any of the prior years transactions by going into the snapshot.
IMPORTANT: Make sure you are in the last period of your Debtors before rolling
Step 1 – Printing all reports and checking data
| 1 | Enter all receipts from your Bank Statement to 31 December 2023 |
| 2 | Ensure that all account adjustments have been processed (discounts, write-offs) |
| 3 | Finalise all debtor billing and receipt batches. |
| 4 | Balance your Bank Reconciliation, as once rolled, you cannot make changes to receipts by unfinalising batches |
| 5 | Run Debtor Reconciliation report. Ensure that there is $0 variance. Save to PDF |
| 6 | Run Sundry Transaction report. Save to PDF. |
| 7 | Run Aged Transactions report. Save to PDF |
| 8 | Check your Trial Balance is balancing before continuing. |
| 9 | Generate and save Family Accounts. Email Family Accounts. |
Step 2 – Make sure that you are running version 2023.12.15 or later.
FACTS School Management Downloads and Change Log – FACTS School Management (factsmgt.com.au)
Step 3 - If using the Payment Portal
Stop receipts being automatically receipted.
Path: PORTAL ADMINISTRATION > PAYMENT PORTAL SETUP
Click [Save] button at the bottom of screen.
Step 4 - Ensure everyone is logged out of FACTS School Management
Make sure everyone is logged out and not using FACTS before continuing to the next steps.
Step 5 – Create a Debtors Backup
Path: DEBTORS OVERVIEW > HOUSEKEEPING > BACKUP/RESTORE DEBTORS
*Note screen menu may show BACKUP DEBTORS only
Then click on [SELECT ALL] button. This will push all the tables to the right-hand side of the screen.
Click [EXPORT] button.
You will then get a box asking for a “Reason for Backup/Restore”.
Type in “EOY Debtors Rollover” then click [SAVE] button.
This file will save to your Downloads area.
Note - This process may take some time depending on the size of your school, number of families and other debtors.
Note - You can then save this file to another location (this is up to the school. You may save it in the same way you save your end of month backups).
START OF ROLLOVER PROCESS
Step 6 – Create a Database Snapshot
This is a copy of your database so you can refer to at any time.
Path: DEBTORS OVERVIEW > HOUSEKEEPING > DEBTOR END OF PERIOD.
Current Period – this should be the last period of your school’s debtors setup. If it is not, the previous end of period has not been completed. This will need to be completed before continuing.
Next Period – will be the first period of your school’s debtors setup.
Process Date – change to 31/12/2023
Options – explanations are as follows.
We do not recommend actioning any options if you would like the snapshot workspace to reflect the transactions in the current live database.
| 1 |
[Reset Account Messages] Tick to remove special messages, other than 0 or 10, that you may have tied to group Remove tick to retain special messages. |
| 2 |
[Clear Voluntary Donation History] DO NOT tick as this will preserve the history of all donations received by the students/families. |
| 3 |
[Clear Family Rebates] Tick if rebates are setup in this area and you wish to clear and re-enter all rebates in the new year Remove tick to keep the existing details in the Account Master File |
| 4 |
[Clear Bursary File] Tick if special concessions are set up in this area and you wish to clear and re-enter all special concessions in the next year Remove tick to keep the existing details in the Account Master File |
| 5 |
[Clear Finalised Pay Plans] Tick to remove all finalised pay plans in readiness for next year’s payment plans against families. |
| 6 | [Clear Zero Deposits] |
| 7 |
[Clear Finalised Prior Year Invoices] Tick to clear the file of any fully paid invoices in readiness for the next year. Remove tick if you do not want the entries to be deleted. |
| 8 |
Consolidate Debtor Invoices to Balance Forward - for creating a snapshot select "Ignore this option" |
Click on [CREATE DATABASE SNAPSHOT] button. This will take a copy of the database as it stands today.
This will take you to the page to Name the snapshot.
The Snapshot DB Name will default to DEBTxxxx (the year actioned). Change this to DEBT2023.
Then click on [START SNAPSHOT] button.
Once successfully completed you will get 2 ticks for Backup & Restore. You will also get a message saying “The database snapshot has been created please click EXIT to close the model”.
Click on [EXIT]
Note - you can view your snapshot file in datamining. The naming convention will be DEBT2023_YYYYMMDD_MMHH AM or PM. This is the date and time the snapshot was created.
Step 7 – System ROLLOVER
Path: DEBTORS OVERVIEW > HOUSEKEEPING > DEBTOR END OF PERIOD
Note - you may wish to change the Process Date to 31/12/20XX as this will be the date on the Debtors Accrual Batch.
Current Period – this should be the last period of your school’s debtors setup. If it is not, the previous end of period has not been completed. This will need to be completed before continuing.
Next Period – will be the first period of your school’s debtors setup.
Options – explanations are as follows. Most selections are optional.
| 1 |
[Reset Account Messages] Tick to remove special messages, other than 0 or 10, that you may have tied to group Remove tick to retain special messages. |
| 2 |
[Clear Voluntary Donation History] DO NOT tick as this will preserve the history of all donations received by the students/families. |
| 3 |
[Clear Family Rebates] Tick if rebates are setup in this area and you wish to clear and re-enter all rebates in the new year Remove tick to keep the existing details in the Account Master File |
| 4 |
[Clear Bursary File] Tick if special concessions are set up in this area and you wish to clear and re-enter all special concessions in the next year Remove tick to keep the existing details in the Account Master File |
| 5 |
[Clear Finalised Pay Plans] - RECOMMENDED Tick to remove all finalised pay plans in readiness for next year’s payment plans against families. |
| 6 | [Clear Zero Deposits] |
| 7 |
[Clear Finalised Prior Year Invoices] Tick to clear the file of any fully paid invoices in readiness for the next year. Remove tick if you do not want the entries to be deleted. |
Consolidate Debtor Invoices to Balance Forward –
Consolidates invoices to create a single line for the total amount outstanding on the Account Master (eg balance brought forward).
a) Creates a new charge and moves the debt from the current aging period into the "Current" month."
b) Removes the ability to get a clear breakdown to what billing specifically relate to along with the date issued. Breakdown of prior year transactions can be viewed on the prior year workspace.
Select “Ignore this Option”- to show outstanding charges separately.
Explanations are as follows-
| 1 |
[Ignore this Option] - All transactions will be brought forward. |
| 2 |
[Retain Cost Centres] per debtor. This will consolidate outstanding transactions to one amount for each Cost Centre used, for example, if a debtor owes 3 transactions for tuition fees they will consolidate to the 1 transaction for tuition fees. Note: All invoices within the family will consolidate to one Student e.g. you have charges for Smith T, Smith B, and a new Student rolling in as Smith A – after the Scholastics rollover the student the system will use is SMITH A |
| 3 | [Create a Single Cost Centre] per Debtor, this will consolidate all outstanding transactions, regardless of the cost centre, to either the one cost centre with GST or one without GST, the two cost centres will be required whether or not GST is applicable. |
Zero Balancing Transactions - This should be Ticked at the End of Year Rollover to remove any debit and credit entries that balance to zero.
These transactions can still be accessed through the snapshot that is created.
Click on [PROCESS END OF YEAR] button.
You will get a confirmation button to confirm that you have created the snapshot.
Click [OK].
Debtors Accrual Batch will be created for you to close into current year in Ledger.
Finalise Debtor Accrual batch to post figures to the ledger to current year (Period 12)
Path: LEDGER OVERVIEW > TRANSACTION ENTRY > DEBTORS ACCRUAL
Step 8 – Debtor Periods
Path: DEBTORS OVERVIEW > MASTER CODES > DEBTOR PERIODS
Check that the current year is 2024 and the prior description is 2023.
If these need updating, click on the pencil icon (to the left of the screen).
On the right hand side of the screen update
Year Range Description = 2024
Previous Description = 2023
Click on [UPDATE] button.
You will need to repeat this step for each line.
Step 9 – Do the following checks
Check to make sure you are in Period 1 by creating a receipt or billing batch.
Run Debtor Reconciliation report. Ensure that there is $0 variance.
Run Sundry Transaction report and make sure it still aligns with report printed at the beginning of the process.
ROLLOVER COMPLETE
Step 10 - Transfer Paid Transactions to Voluntary Payments (if required)
This process will transfer all paid ‘contributions and donations’ from the Sundries area to Voluntary Payments. These details can be accessed in the family account master file at any time.
Print a Sundry Transaction Report before commencing.
Path: DEBTORS OVERVIEW > HOUSEKEEPING > DEBTOR END OF PERIOD
Tick [UTILITIES ONLY]
Tick [Create Ledger Accrual Batch]
Process date – will be 31/12/2023
Absorb Debtor Credits – radio button next to [Ignore this option] will be selected
Held Deposit Import – radio button next to [Debtor] will be selected
| 1 | Select the Radio Box [Transfer paid transactions to Voluntary Payments] |
| 2 |
Select the [Cost Centre] From and To, used for the donations;
|
| 3 |
Charges up to and including
|
| 4 |
With Payment Date Before
|
| 5 | Check your selections then click [Process Utilities] button. |
Print a Sundry Transaction Report to check paid transactions have transferred over correctly. The only transactions remaining will be the ones after your payment date selected above.
Step 11 - Delete Transactions Regardless of Balance (if required and proceed with caution)
If unpaid invoices are not to be included in the outstanding balance brought forward amount in the New Year this routine will DELETE unpaid invoices.
Important:
This step should only be performed:
- after the Debtors Rollover into the New Year, once a snapshot is created. This snapshot provides a complete Workarea of all transactions for the year you are rolling from.
- the Paid parent contributions/donations have already been transferred to the Voluntary tab (see the step above)
Print a Sundry Transaction Report before commencing.
Path: DEBTORS OVERVIEW > HOUSEKEEPING > DEBTOR END OF PERIOD
Tick [UTILITIES ONLY]
Tick [Create Ledger Accrual Batch]
Process date – will be 31/12/2023
Absorb Debtor Credits – radio button next to [Ignore this option] will be selected
Held Deposit Import – radio button next to [Debtor] will be selected
| 1 | Select the Radio Box [Delete Transactions regardless of balance] |
| 2 |
Select the [Cost Centre] From and To (these will the same cost centre numbers that you used in Step 12)
|
| 3 |
Charges up to and including Enter the Date – this is usually 31/12/2023 or another date you wish to delete the balances as at |
| 4 | Check your selections then click [Process Utilities] button. |
Print a Sundry Transaction Report to check the cost centres are blank.
Step 12 - Consolidate to Bal Forward within Sundry Transactions (optional)
This will create one GST and one non GST b/fwd invoice within Sundry Debtors per family.
This is not used by many schools as this merges invoices creating a single line for the total amount outstanding effectively removing the ability to get a clear breakdown to what billings specifically relate to along with the date issued.
At least two ‘B/Fwd’ Cost Centres must be created if not already setup, one for any sundry transactions where NO GST has been charged and one for any transactions where GST HAS been charged.
Path: DEBTORS OVERVIEW > HOUSEKEEPING > DEBTOR END OF PERIOD
Tick [UTILITIES ONLY]
Tick [Create Ledger Accrual Batch]
Process date – will be 31/12/2023
Absorb Debtor Credits – radio button next to [Ignore this option] will be selected
Held Deposit Import – radio button next to [Debtor] will be selected
| 1 |
You will need to nominate two cost centres.
Note: Separate Cost Centres are necessary if any invoicing contains GST. These Cost Centres must have a posting account with the appropriate GST class and GST rate.
|
| 2 |
Select the [Cost Centre] From and To;
|
| 3 |
Charges up to and including
|
Click [Process Utilities] button
Process Complete will appear at the bottom of the screen. Click [Close]
Repeat process for each cost centre, cost centre range and selection.
Finalise Accrual Batch
PATH: Ledger Overview > Transaction Entry > Debtors Accrual
Step 13 - Delete Transactions with a Zero Balance (optional)
This will tidy up the sundries area by deleting all fully paid transactions from the system.
Path: DEBTORS OVERVIEW > HOUSEKEEPING > DEBTOR END OF PERIOD
Tick [UTILITIES ONLY]
Tick [Create Ledger Accrual Batch]
Process date – will be 31/12/2023
Absorb Debtor Credits – radio button next to [Ignore this option] will be selected
Held Deposit Import – radio button next to [Debtor] will be selected
Click [Process Utilities] button
Process Complete will appear at the bottom of the screen. Click [Close]
Finalise Accrual Batch
PATH: Ledger Overview > Transaction Entry > Debtors Accrual
Step 14 – If using the Payment Portal
Turn the payment portal back on.
This will start the automatic receipting being automatically receipted.
Process any receipts received in the meantime.
Step 15 – Processing after the rollover is complete
If your General Ledger has not been rolled (ie the General Ledger is still in 2023)
Most schools will perform the Debtors End of Year a few weeks before performing the General Ledger End of Year. As a result, Debtors will be in 2024 while the Ledger will still be in 2023. Because of this special care needs to be taken when finalising Debtor Receipt Batches or Debtor Accrual batches to ensure they are posted to the correct period of the General Ledger.
If your General Ledger has not rolled select [Pend the batch for finalisation in the Next Year]
Once the Ledger is rolled the batches in pending can be finalised to the correct period (if this is not done the batches will have to be Journaled to correct the mistake)
If you do not have the ability to pend receipt batches - contact the helpdesk for functionality to be activated.
Finalising Batches to the Prior Year
NOTE: This should be done keeping in mind that all of the reports have been printed based on the information prior to rollover.
If both the Debtors and General Ledger modules are rolled into the New Year, that is you are in 2024 and you wish to finalise a batch to the previous year, select [Finalised into a period in the Previous Year] this will finalise to December 2023
Billing
Prior to executing a billing run for the new year, ensure that the Scholastic end of year procedures have been run. That is, current students and new students have been rolled into their correct year level for billing.
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