Student Activity Fund Year End FY18 Close SchoolBooks Process PREPARATION

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1 Below are the process steps for closing out FY1718 in SchoolBooks. The process will prompt you to verify the SAF accounts and that all entries are finished in their processing (i.e. nothing is left pending in the various Journals) and that you are truly done with year FY1718 activity. It is important to check everything because, once closed, you will not be able to go back. All Month End Bank Reconciliations and Period End/Month Ends must be finished for EACH Cash Account (including Petty Cash) in order to close the year. PREPARATION 1. V E R I F Y the accounts listed in Account Maintenance are set-up with the correct Type. PATH: Maintenance -> GL Account Maintenance A. SAF CASH Accounts: 00.XXXX (Checking/Savings/Petty Cash/CDs etc.) Should be set-up as Cash Accounts 1

2 B. SAF TRUST ACCOUNTS (Expense Accounts): 10.XXXX Should be set-up as Trust Accounts 20.XXXX Should be set-up as Trust Accounts 30.XXXX Should be set-up as Trust Accounts Another way to verify: Path: Maintenance -> GL Account Maintenance -> Look-up (magnifying glass). Scroll down through each account. Make corrections as needed. 2

3 2. V E R I F Y A L L processing (check, receipt, deposit, adjustment, transfer entries, etc.) is completed through June 30, PATH: Journals -> Manual / Void Check Journal (for example) Check ALL (each) available Journals: Computer Check, Receipt, Bank Deposit, Adjustment, Transfer, etc. A message should display confirming that the file is empty (for each). 3

4 3. V E R I F Y Bank Reconciliations are completed through June 30 th for All Cash (Bank) Accounts (including Petty Cash). To check for all Cash Accounts: PATH: Maintenance -> Bank Account Maintenance Click on Look-up (magnifying glass): NOTE: If you have more than one in the list, (B, C, D, etc.) you MUST reconcile for each one that is open currently and/or was used in FY18. There will be more than one listed if you have additional cash accounts such as Savings, Petty Cash, CDs or Money Market accounts. Make a list of what you see here. Then go to the Bank Reconciliation. 4

5 PATH: Period End > Bank Reconciliation In the Bank Reconciliation Wizard, check the drop down on the Bank Code to verify if multiple banks (or CASH Accounts) are set-up. You should see all of the ones in your list. You may have some (from a previous checking account, for example) that are no longer in use. You can compare it to the list you made in step 3. NOTE: Bank Reconciliations for all cash accounts have to be completed BEFORE closing the period. 5

6 4. V E R I F Y the Period End process is completed through June 30, PATH: Period End > Month End You will get confirmation message below, that all FY18 months have been closed. NOTE: If you get a message asking if you want to run the reports for any prior month, for example April, May, June, you must close those periods first before you proceed with closing the year. You have to get the message above before you can proceed to Year End. 6

7 CLOSING FY18 in SchoolBooks 1. M A K E a Back-Up so that your FY1718 data is saved. IMPORTANT: This will be your backup, kept at the school, in case there is a need to restore from FY18 data. Failure to do so could result in your losing FY18 s data and having to recreate it. PATH: File > Daily Data Back-up -Browse to select the drive and file location where you want your FY1718 back-up to be saved. It can be saved where you have stored your other backup files throughout FY18. -Type FY18 after your school location number so it is identified as the year end file. 7

8 -Then click PROCEED. You will see the following confirming that the backup process is complete : 2. G E N E R A T E and print year end reports. PATH: Reports > Financial Reports - Trial Balance Reports > Banking Reports Bank Deposit History Reports > Banking Reports Receipt History Reports > Vendor Reports Cash Disbursement ETC. NOTE: If your school has a large number of records (example, receipts) typical of the larger High Schools, that would be cumbersome to print, AND you already have monthly reports of this information, you do not need to reprint these large reports. Or you can print them by quarterly sections with the following date ranges: Quarter 1: July 1 September 30, 2017 Quarter 2: October 1 December 31, 2017 Quarter 3: January 1 March 31, 2018 Quarter 4: April 1 June 30, 2018 You do not need to print them in hard copy (paper copy). You can print them in soft copy and save them to your SAF folder or disc drive. Use appropriate file names (example: FY18_YE_Q1 Bank Deposit Report). Remember that SAF record retention is 7 years plus current, so save them in a place that you can always access.) 8

9 3. YEAR END PROCESS PATH: Period End > Year End Student Activity Fund SchoolBooks will ask a series of questions. SELECT: YES SELECT: YES 9

10 SELECT: YES Two screens will pop-up. SELECT: YES NOTE: THIS IS IMPORTANT because it is NOT the same as the backup you created for your school back in STEP 1. This is a backup that will be stored in SchoolBooks itself. ATTENTION: SchoolBooks WILL FILL THIS IN FOR YOU. DON T CHANGE IT. THE FILE NAME FOR YOU WILL BE: Z+[YOUR SCHOOL LOCATION NUMBER] The New School Code field is for your Prior Year data. It pre-populates for you with: Z To identify that it is a prior year file XXX Your 3 Digit School Location (example: 877 General Accounting) 10

11 XXXX The school year (1718 school year) SELECT: PROCEED You will receive the confirmation message: SELECT: OK SELECT: YES Receive confirmation message: SELECT: OK You are finished. You should be able to see the saved FY1718 data file in the list of schools: Path: File -> Change School 11

12 Search under Z + school location code, and it should bring up a list of PY (stands for Prior Year) data files, and the 1718 should be the last on the list for your location code. Yours will have your school location code & say