2b) Debtors Rollover – Back Office – FACTS School Management

End of Year 2023 - Debtors Rollover – Back Office

If you are using FACTS API please contact support before starting this process.

Make sure your Curriculum/Scholastics has been rolled over.

For New Zealand Government Schools using Sundries only refer to the End of Year 2023 – Debtors Rollover – Back Office – For NZ Schools using Sundries only.

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 an Account Validity (this must have no errors)
5	Run Debtor Reconciliation report. Ensure that there is $0 variance. Save to PDF
6	Run Aged Debtors report. Save to PDF
7	For schools running Sundries, run sundry reports. Save to PDF.
8	Optional – run Debtors Transaction listing. Save to PDF
9	Optional – run Family Based Debtor report. Save to PDF.
10	Check your Trial Balance is balancing before continuing.
11	Generate and save Family Accounts. Email Family Accounts.

Step 2 - Check that the computer performing the rollover

Note: If you are a Cloud hosted school this will already have been done

Has the correct licence files installed on the computer

On the computer being used for completing the PCSchool rollover, check if it has the Version 14 licence files. These are generally found on the local C: drive

C:\Program Files x86\Visual DataFlex 11.0\Bin folder.

Locate the file dll,

Right click on file and select [Properties]
Select the [Details Tab] - it must read Version 14.??? or higher (as per screen shot below)

If you do not have the correct version, DO NOT PROCEED – contact your IT Staff to obtain your current sql_drv.cfg file and updated sql_drv.dll file

Step 3 - SQL backup just before rolling

Path: Debtors > Utilities > Work Area Maintenance

Make sure you have select the correct work area to backup.
[Backup SQL Database]

Popup:

Add at the end of the word Backup – e.g. EOY b4 Debtors Roll and the date - [OK]

You will get a message saying [Backing up PCSchool]. Do not do anything until you get a message [Done Backup Successful]
When you get this message select –[Close] – it has now created your SQL Backup

Step 4 - Make sure you are on the correct version

Please ensure your version is on the latest version - click here

Version 2018.0.0.603

Path: Debtors> Help> About

Get your IT department to update the back office from the “Followup” - click here

Note: We strongly recommend that you use the ‘fastest’ PC available, the server generally being the ideal choice.

Step 5 - Do a Full Backup

Path: Utilities >Backup

1.	Select – [All Files]
2.	Select [All]
3.	Select [Backup Data]

This process may take some time and once it’s completed, it will show the below screen asking where to copy the backup to.

Destination – (By default it’s copied to the “Backup” folder inside the local “PCSLaunch\Backup” folder.)

This can be changed – you could save it to desktop then transfer, or save it to your PCSchool Server

File Name – (The backup files are zipped and has the time stamp on the file name)

Change name to EOY Full Back (if backing up another workarea- type the work areas name) as per example

Select - Create Backup

It is critical that you check that this file has been created.

The logged in user must have permission to write to the default location, or this needs to be changed prior to pressing the “Create Backup” button.

After completion, ALWAYS browse to the location to check that the file is present
Open the file so you can see all the files – if not, DO NOT PROCEED – contact FSM

This process must be repeated on different work areas before they are rolled over.

Step 6 - Ensure everyone is logged out

Make sure all for Debtors and Finance roll overs - every one is logged out and not using FACTS School Management (PCSchool) prior to running the End of Year Rollover. Scholastics can keep using as a separate module.

Step 6A - If using the Payment Portal

This will stop the receipts being automatically receipted.

Spider: Portal Administration > Payment Portal Setup

Press [Save] at bottom.

START OF ROLLOVER PROCESS

Step 7 – Create a Database Snapshot

This is a copy of your database so you can refer to at any time.

IMPORTANT: Make sure you are in the last period of the year. If not you will have to roll in to the last period before doing end of year.

OPTIONAL - CHANGE DATE OF YOUR PC TERMINAL TO 31 DECEMBER OF THE YEAR YOU ARE ROLLING FROM

(NOTE: if on a Terminal server you will not be able to access to change the date)

Before beginning all steps below set your computer’s date to 31 December of the year you are rolling from so that your rollover into the next year and any consolidation of transactions reflects that date and NOT the date when this process is being executed.

Path: Debtors> Debtor’s End of Period

The Current Period and the Next Period might have the same Year or like the sample below if using Terms, this is changed at the final stage, prior to the start of processing for the New Year, and after the Rollover is completed.

Note: The first time you do this it will create the snapshot then you will do the rollover over procedure.

1.	[Current Period] will be the Final Period of the Year you are in.
2.	[Next Period] will show the First Period of the next year. The Year will show the same as the current period this is not changed until after the Rollover.
3.	Change the [Date Performed] to the end of the year. Eg 31/12/2023
4.	Tick [Perform End of Year], Perform End of Period will also be selected.

Tick boxes explained:

Consolidate Debtor Invoices– (for creating a snapshot do not tick this box- that way you will have a copy of your database before you consolidate your invoices).

Other Options - (Choose the consolidation option that best fits your environment) Several options will be ticked by default, read the information below to determine if these are options you wish to keep.

1.	[Reset Account Messages] is optional. Leave the tick to retain special messages, other than 0 or 10, that you may have tied to groups Remove the tick to retain the messages
2.	[Clear Finalised Prior Year Invoices] is optional. Leave the tick to clear the file of any fully paid invoices in readiness for the next year. Remove the tick if you do not want the entries to be deleted.
3.	[Clear Voluntary Donation History] is recommended. DO NOT tick as this will preserve the history of all donations received by the students/families.
4.	[Clear Bursary File] is optional. Leave the 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 the tick to keep the existing details in the Account Master File
5.	[Clear Family Rebates] is optional. Leave the tick if rebates are setup in this area and you wish to clear and re-enter all rebates in the new year Remove the tick to keep the existing details in the Account Master File
6.	[Clear Finalised Pay Plans] is recommended. Leave the tick to remove all finalised pay plans in readiness for next year’s payment plans against families.
7.	[Clear Zero Deposits]
8.	Click [Begin Process] once you have completed all necessary steps, and selected the relevant options above you are now ready to proceed.

Step 8 - Split billing

If you have split billing you will be asked if you want to cater for it when you roll;

Select [Yes] to split any un-split current invoices for split billing families prior to the roll.
Select [No] to leave any current invoices un-split for split billing families.

Step 9 - Create a Snap Shot – select YES

In Current Period should be your last period for this year – and it will roll into the new period - if not in the last period you will need to do a monthly roll first and then do this to create a snapshot.

Step 10

A pop up message will display – Select OK

(This may take some time depending on the size of the files being copied and the speed of your computer)

Next popup message select - OK

Next popup message select – OK and wait…and …

This relates to emails sent out thru the Messaging control -(this was done in the Curriculum roll over so say [NO])

Please wait....... until you get this message:

Step 11 - When completed

When completed you will get this pop up screen – it tells you your Snap shot has been created called e.g. Debt data 2023 (prior year)

The program will exit - after selecting [OK].

Step 12 - Log onto the new snap shot

Log back into the new Snap shot Debt data 2023 (you might get a few Dataflex errors – please write down numbers or screen shot the errors – press OK)
Make sure you can see data in snapshot e.g. check the Debtors Reconciliation (this should match your print out you previous printed. (If not you will need to contact PCSchool help desk email support@pcschool.net) otherwise continue.
Select a Family under Debtor > Account Masterfile Information – and under the [Comment tab #9] select [add a comment] type in date and use one of your types set up e.g. General call test place an X after the address as per example:

1.	Add Comment	select this
2.	Date	Type in date 31.12.2023
3.	Type	Select any type
4.	Description	type in TEST
5.	Save Comment	Select to Save

Step 13 - Log out of 2023 Snapshot

Step 14 - Log back into your Mainwork Area under Debtors

IMPORTANT: Call up the Family that you used in Step 12 and check under the comments tab that the comment TEST is not showing

if the ‘Comment ’ is showing - you need to call the PCSchool helpline or email support@pcschool.net and do not continue
if the ‘X’ is NOT showing - continue with next step…

Step 15 - To complete the rollover

Select the same settings as in Step 7

If using Consolidating Debtor invoices IMPORTANT: Consolidating reduces your invoices to one amount - use very carefully - not many schools do this see step 16 before proceeding.

Select [Begin Process]

Step 16

If using Consolidated Debtors Invoices (NOT MANY SCHOOLS USE THIS) BEWARE !- as it takes all invoices and creates a single line for the total amount) otherwise go to Step 17

Consolidate Debtor Invoices – (now you have done your snapshot you can consolidate your Debtor invoices)

For New Zealand; The End of Year Debtors Consolidation process will preserve two years of outstanding debtor invoice records, including unpaid Donations also will now retain last years receipts. This means:

Any outstanding prior year debtor invoices (eg for two years ago) will be rolled to Debtor Period -2
Any outstanding current year debtor invoices (eg for one years ago) will be rolled to Debtor Period -1
All new debtor invoices for the new year will show in Debtor Period as 1 and above
Receipts prior year will show -1

Consolidate Debtor Invoices relates to Debtors only and does not impact on Sundries

Consolidate Debtor Invoices; Tick to open the Consolidation window.
1	[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.
2	[Consolidate Invoices to Balance Forward] Select how you wish to consolidate your brought forward invoices from; [Ignore this Option] All transactions will be brought forwards. [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 [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.
3	Click OK to accept the entries.

Step 17

If you have split billing you will be asked if you want to cater for it when you roll;

Select [Yes] to split any un-split current invoices for split billing families prior to the roll.
Select [No] to leave any current invoices un-split for split billing families.

Step 18

When completed you will get this pop up – Select [YES] (this could take some time so be patient!)

Step 19

When completed you will get this pop up – Select [OK]

Step 20 - Update the Period Year Description

Path: System> Period ID – select Debtors

Important: This must be done prior to processing any transactions.

1.	Select [Debtors]
2.	Change the date to current year 2024
3.	Change the date to prior year 2023 and work down each line - clicking off the line will save

Step 21 - After Rollover – Do the following checks:

IMPORTANT: - Check a receipt and batch billing batch and make sure the period is show Period 1.

a) Check the Account Validity

Path: Debtors > Account Validity

After completion of the rollover in your Main Work Area, run an Account Validity to ensure the year end rollover was executed without error. If there are errors, you may need to restore your backup.

b) Making sure Debtors still balance

Path: Debtors > Aged Debtor Report > Aged Debtor Report – Detail

c) Check your Reconciliation report.

Path: Debtors > Debtors Transactions Listing or Family Based Debtor Reports > Debtors Reconciliation

d) Finalise the Debtors Accrual batch created

Select the batch and finalise to the correct period 31.12.2023 Period 12

ROLLOVER COMPLETE

Step 22 - Transfer Paid Donation (sundries to Voluntary Payments - if required)

Click here for manual on how to transfer paid donations in sundries to the voluntary tab

Note: You do not need to back up again but you must print or save reports.

Step 23 - To delete all Unpaid Contributions & Invoices - if required

If unpaid contributions are not to be included in the outstanding balance brought forward amount in the New Year this routine will DELETE the entries.

This routine can also be used, by stipulating the cost centre numbers, to remove other unpaid invoices which are not to be included in the outstanding balances for the New Year.

Important:

This routine should only be performed after the Debtors Rollover into the New Year, once a snapshot is created. This snap shot 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.

To delete Unpaid invoices:

Path: Debtors > Debtors End of Period

1	Date Performed	select the 31st December 2023 (this will be the date displayed against the cost centre the transactions will be consolidated to)
2	Utilities Only	Check to activate the ‘Consolidate Sundry Transactions’ option.
3	Consolidate Sundry Transactions	Tick to bring up the ‘Sundry Debtors Consolidation’ window.
4.	Delete Transactions regardless of balance	Delete Transactions regardless of balance This will delete sundry charges regardless of balance. Be careful of this choice make sure you have to correct cost centre below selected.
5.	Date	Select the date of 31.12.20** or the date you wish to transfer the balances as at.
6.	From:	Select the correct Cost Centre that you wish to delete e.g. this will be the same number that you just transferred the paid transactions.
7.	[OK]

[YES] to continue or [NO] to back out

Perform the Deletion Process

[Begin Process]

[OK]

Re-run the sundry report for this cost centre should be Blank now

Step 24 - Sundry Transactions – other options if required

This section is only relevant if sundries are used.

In order to have all Transaction details available in the Snapshot Workarea, the consolidation and cleanup of sundries must be run after the Debtors Rollover has been performed

All Actions to Be Performed are Optional, you must decide what options you wish to implement.

1.	Date Performed	This will be the date displayed against the cost centre the transactions will be consolidated to.
2.	Utilities Only	Check to activate the ‘Consolidate Sundry Transactions’ option.
3.	Consolidate Sundry Transactions	Tick to bring up the ‘Sundry Debtors Consolidation’ window.

1	Consolidate to a Single Invoice within Debtors Proper This will create one GST and one non GST invoice line within Debtors proper, for all the outstanding sundry charges for each family. Sundry charges will be deleted on creation of the invoices within the Debtors proper.
2	Consolidate to a Single Invoice per Student within Debtors Proper This will create one GST and one non GST invoice within Debtors, for all the outstanding sundry debtor charges for each student. Sundry charges will be deleted on creation of the invoices per student within the Debtors proper.
3	Consolidate to Bal Forward within Sundry Debtors This will create one GST and one non GST b/fwd invoice within the Sundry Debtors, of all the outstanding sundry charges for each family.
4	Consolidate to Bal Forward for each student within Sundry Debtors This will create one GST and one non GST b/fwd invoice within the Sundries for each sibling within a family, for all their outstanding sundry debtor charges.
5	Transfer paid transactions to Voluntary Payments See Step 22 Specific paid cost centres in sundries can be transferred to the Voluntary Payments area, eg Building Fund Donations.
6	Transfer paid Transactions to Foundation Specific paid cost centres in sundries can be transferred to the Foundation area.
7	Transfer paid transactions to Held Deposits/Homestay Specific paid cost centres in sundries can be transferred to the Held Deposits / Homestay area.
8	Delete Transactions with a Zero Balance This will tidy up the sundries area by removing all transactions with a zero balance.
9	Delete Transactions regardless of balance See Step 23 This will delete sundry charges regardless of balance. Be careful of this choice.
A.	When consolidating you will need to nominate two cost centres; NO GST: for consolidating transactions with no GST. GST CHARGED: for consolidation transactions with GST. Note: Separate Cost Centres are necessary if any invoicing contains GST, these Cost Centres must be linked to GL Codes with the appropriate GST status; Otherwise, select the same cost centre for both options if invoicing contains no GST component.
B.	Select the date and cost centre range of the invoices you wish to consolidate. Any invoices after the selected date, or not within the selected cost centre range will not be consolidated.

Step 25 – Absorbing credits

If you have a lot of families with zero balances but are still showing old transaction or want to absorb, you will need to do this after end of year roll over.

Click here for manual on absorbing credits

Step 26 – Processing After the Rollover

Note: Most schools will perform the Debtors End of Year a few weeks before performing the General Ledger End of Year. As a result the Debtors will be in 2024 while the Ledger will still be in the 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.

Important: If your General Ledger has not been rolled you will need to finalise your batches to

Next Year – Pending range.

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)

Finalising Batches to the Prior Year

If both the Debtors and General Ledger modules are rolled into the New Year;

e.g. You are in 2024 and you wish to finalise a batch to the previous year, select Prior Year 2023 this will finalise to the 31 of December 2023 - (This should be done keeping in mind that all of the reports have been printed based on the information prior to rollover)

Billing after rolling Debtors

Scholastic	Prior to executing a billing run for the new year, ensure that the Administration personnel have completed their end of year procedures; Current Students and New Students have been Rolled into their correct Year Level for the Billing
Debtors	End of Year procedures are completed.

Step 27 - If using the Payment Portal - turn back on

This will start the automatic receipting being automatically receipted.

Spider: Portal Administration > Payment Portal Setup

Press [Save] at bottom

Process any receipts received in the meantime.

If using Consolidated Debtors Invoices (NOT MANY SCHOOLS USE THIS) BEWARE !- as it takes all invoices and creates a single line for the total amount) otherwise go to Step 17

Consolidate Debtor Invoices – (now you have done your snapshot you can consolidate your Debtor invoices)

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