2d) Debtors Rollover – Back Office - *For NZ Schools using Sundries only

Geoffrey Whiting
Geoffrey Whiting
  • Updated

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

What EOY rollover does:

For New Zealand schools using ‘sundries’ only –follow these steps to create a snapshot of your transactions as at the end of 2023 for you to refer to before you delete paid transactions etc.

A snapshot Workarea is created, previous years details can be accessed through this Workarea when necessary.

Current year outstanding invoices are kept and rolled into period -1.

Receipts for previous year are kept and rolled into period -1.

Access to these transactions are not lost but will be stored in a snapshot (another work area) that is created during the rollover process.

Step 1 - Printing all Reports and checking data

Before starting the End of Year process make sure:


  • Set your computer’s date to 31 December of the year you are rolling.


1 Enter all receipts from your Bank Statement to 31 December 2023
2 All Batches (Receipt and Invoice) must be Finalised
3 Balance your Bank Reconciliation, as once rolled, you cannot make changes to receipts by unfinalising batches
4 Run an Account Validity (this must have no errors)
5 Check your Trial Balance (in Finance) is balancing before continuing
6 Print Debtors Reconciliation Report (this must have a 0.00 balance at the end)
7 Print Sundry Transaction report.
8 Print Aged Transactions.
9 Print a hard copy and Save as PDF all reports in folder called EOY Debtors 2023– as some you cannot reprint again
10 Print Family Accounts and Reports
11 Any other reports you require

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,

  1. Right click on file and select [Properties]
  2. 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

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


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

  1. You will get a message saying [Backing up PCSchool]. Do not do anything until you get a message [Done Backup Successful]
  2. 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

3 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 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.


Step 7 -To start the Debtor’s End of Period rollover - first you will be creating a 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.


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.

[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 (see this manual for details)- 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 helpline or email support@factsmgt.com.au 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

Select [Begin Process]

Step 16

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 17 

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

Step 18

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

Step 19 - Update the Period Year Description

Path:   System> Period ID – select Debtors

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

Note: If you wish to change how you use the Debtor Periods it is best to do it now, immediately after the End of Year Rollover;

  • You may wish to change from Monthly debtor periods to Quarterly or Term periods.

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 20 - 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) Run a Sundry Transaction Report 

Path:   Debtors > Sundry Transaction Report > Aged Transactions and check balances against original report

c) Finalise the Debtors Accrual batch created 

Path:   General Ledger > Batch Transaction Entry > Debtors 

Select the batch and finalise to the correct period



Step 21 - 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 22 - 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.


  • 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 YYYY  (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


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

Step 23 - Consolidation of Unpaid Invoices to B/Fwd Balance (Optional)

This routine should be run at year end if outstanding items, excluding unpaid donations and contributions, are to be represented as a b/fwd balance in the next year. This process is optional, unpaid balances do not have to be consolidated. But if consolidated, all subject charges, trips etc can be represented as one outstanding balance.


This routine should only be performed after:

  • The Rollover into the next year, as in Step 1, that created a snapshot, such as debt data 2023 on the main menu. This is a complete Workarea of all transactions for the year.
  • Paid parent contributions/donations have been transferred to the voluntary area and
  • Unpaid parent contributions/donations have been deleted

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:   System > Cost Centres


Enter a unique Code;

You will need two Code on to include GST and one with no GST

2. Enter a description you will need two, one for each Code;
  • Balance B/Forward (incl GST)
  • Balance B/Forward (no GST)
3 Enter the Tax Rate of;
  • 15 for b/fwd balances that have tax component
  • Leave blank for b/fwd balance that do not have a tax component.
4 Select a valid General Ledger income account and sub account number where the b/fwd figure will be credited;
  • Select the correct GL Account one with GST and one with No GST.
5 Save the new cost centre.

Consolidating the unpaid balances to one cost centre

Path:   Debtors > Debtor’s End of Period

1. In [Function] select [Utilities Only]
2. Tick [Consolidate Sundry Transactions]
3. In [Action] select either:
  • [Consolidate to Bal Forward within Sundry Debtors] (1 balance per family)
  • [Consolidate to Bal Forward for each student within Sundry Debtors] (1 balance per student)
4. [Cost Centre] select the Bal Forward Cost Centre number for the;
  • NO GST cost centre
  • GST CHARGED cost centre
5. [Date] select the date for the transactions to be consolidated up to or leave blank for all transactions in the Sundries.

[Cost Centre Range] can be left as 0 to 9999 if all transactions are to be included in the Bal Forward balance;

If not select the cost centres

7. Click [OK] to return to the Debtor End of Period Screen.

Begin the Consolidation Process:

1. Click Begin Process to start the transfer of Voluntary Contributions.

Once the transfer has been done the system advise ‘Process Complete’

Click Exit View to close the view.


Step 24 - Delete Remaining UnPaid Transactions

Path:   Debtor > Debtor End of Period

All other finalised (fully paid) transactions can now be deleted from the system. Only transactions with outstanding balances will be brought over into the New Year.

1. In [Function] select ]Utilities Only]
2. Tick [Consolidate Sundry Transactions]
3. In [Action] select to [Delete Transactions with Zero Balance]
4. Enter a [Date] or leave blank for all transactions in the Sundries

The [Cost Centre Range] can be left as 0 to 9999 if all transactions are to be included in the Bal Forward balance;

If not select the cost centres

6 Click [OK] to return to the Debtor End of Period Screen.


Begin the Consolidation Process

1. Click Begin Process to start the Deletion.
2. Once the deletion is complete the system advise ‘Process Complete’.


Step 25 - Processing After the Roll

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 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 26 - 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.



Please sign in to leave a comment.