End-of-Year and Rollover Preparation Guide

Transcription

1 End-of-Year and Rollover Preparation Guide School Year

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Contact Technical Support: (800) Contact Instructional Design: documentation@horizonsoftware.com 2015 Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA

3 TABLE OF CONTENTS FastLane End-of-Year and Rollover Preparation Guide School Year INTRODUCTION SITE MANAGER TASKS Site Tasks Checklist Copy the F2KS File, AR File, and Database Backup Generate the Charge List Reports Complete Physical Inventories Place an Order for School Startup (Optional) Prepare Site Hardware for Summer Break CENTRAL OFFICE TASKS Checklist Create an End of Year Folder on CO Server Plan MyPaymentsPlus Closeout Period for Rollover Verify Site Communications Generate the Last Communication Report Resolve Communication Issues Save a $0 Bank Deposit again at Sites with Communication Issues Verify the Files are Copied to the Server Re-generate the Last Communication Report Verify Account Balances between Central Office and Sites Generate the Charge List Report for Active Customers Generate the Charge List Report for Inactive Customers Compare Balances Force TWO Rounds of Communications Finalize the Shopping Lists Consolidate Orders Print/View Site Orders Complete Physical Inventories at Central Office Verify All Sites have Completed the Physical Inventory Complete Physical Inventory at the Central Office Generate Year End Reports Generate the Month End Reimbursement Claim Generate the Free and Reduced Student Rosters Report (Active) Generate the Free and Reduced Student Rosters Report (Inactive and Withdrawn) Generate the Free and Reduced Student Rosters Report (Approved Applications) Generate the Physical Inventory Value Report Generate the Roster Report Back Up Databases Back Up VBOSS Database Back Up Central Office FastLane Database Back Up Site FastLane Database Purge VBOSS Back of the House Data Update the Child Nutrition (CN) Database i

4 Import the Latest CN Database Import the USDA Recipes Verify/Update the Vendor Information Verify/Update the Inventory Information Create Site Inventories Upgrade FastLane and VBOSS Disable Student Information Import Disable Free and Reduced Imports Disable the Daily Import Scheduled Task Download Rollover Instructions Rollover ii

5 INTRODUCTION Chapter 1 This document helps you successfully end the current school year and prepare for rolling over the students information for the next school year. Each section must be completed to ensure a proper close to the current school year. Tip: If you do not have all the modules, skip those sections. However, make sure you still complete those tasks in the ways you normally do. For example, if you do not use the Inventory module to track your stock items, we recommend you to still do a physical inventory before leaving for summer. NOTE: Although Microsoft is no longer supporting Windows XP, we include steps on how to perform certain tasks on that platform. Consult with your IT director about upgrading your Windows environment. In this document, you will find the following information. Site Manager Tasks page 2-1 page 3-1 RELATED TOPICS Introduction 1-1

6 Notes... a 1-2 Introduction

7 SITE MANAGER TASKS Chapter 2 Site Tasks Checklist To ensure a successful rollover and school startup, complete each task in order at all your sites after serving on the last serving day. Perform all the tasks on the last serving day after the last serving period. Copy the F2KS File, AR File, and Database Backup page 2-1 Generate the Charge List Reports page 2-2 Complete Physical Inventories page 2-2 Complete Physical Inventories page 2-2 Place an Order for School Startup (Optional) page 2-4 Prepare Site Hardware for Summer Break page 2-5 Task 1: Copy the F2KS File, AR File, and Database Backup To copy the files and the database to the CO server, save the bank deposit for the last serving day of the school year. 1. On the manager machine (Line 1), log into FastLane. 2. Go to Day End Processing > Bank Deposits. 3. Click Edit. Enter all necessary amounts. 4. Click Save. The COMMUNICATION STATUS screen displays. 5. Are the F2KS file, AR file, and the database backup copied to the server? If yes, continue. If no, contact HORIZON CUSTOMER SERVICE to resolve the issues. 6. Click Close. 7. Click Exit. Site Manager Tasks 2-1

8 Task 2: Generate the Charge List Reports To make sure sites and CO are communicating properly, generate the CHARGE LIST report for CO to verify whether the account balances between sites and CO match. NOTE: You can generate the report with the criteria with your preference. Make sure the criteria used to generate the report at site and central office is the same for easy comparison. 1. In FastLane, go to Reports/Letters > Reports. 2. Click Charge List. 3. Set the report criteria as following: Homerooms: All Homerooms Grades: All Active/Inactive: All Customers Balance Criteria: All Non-Zero Balances Sort Order: Name Eligibility Status Selections: Select all options 4. Print or export the report. NOTE: For instructions on exporting a report, refer to Exporting Reports on page Save a copy to a secure location. 6. Send a copy of the report to the CO. Your district may require either an electronic format or a hard copy. 7. Exit FastLane. Task 3: Complete Physical Inventories To have an idea of what is left and what needs to be ordered at the beginning of the next school year, count your site inventory items for one last time before leaving for the summer. 1. On the manager machine (Line 1), log onto VBOSS. 2. Print the Inventory Management > Physical Inventory > Print Physical Inventory Worksheet (11310). 3. Count your inventory and make sure all inventory items are properly stored. 2-2 Site Manager Tasks

9 4. Go to Inventory Management > Physical Inventory > Enter/Edit Physical Inventory (11320). The SELECT SITE AND DATE QUERY FORM screen displays. 5. Enter the Date. 6. Select the sort method in the SELECT INVENTORY ORDER section. 7. Click OK. The PHYSICAL INVENTORY screen displays. 8. Enter inventory counts. 9. Select Satellite Completed. The COMPLETE PHYSICAL INVENTORY message displays. 10. Click Yes. The confirmation message displays. 11. Confirm the remaining messages and save the record. Site Manager Tasks 2-3

10 Task 4: Place an Order for School Startup (Optional) If you would like to have some goods delivered and ready to use at the beginning of the school year, place an order before leaving school for summer. 1. Log onto VBOSS. 2. Go to Order Processing > Shopping List > Enter/Edit Shopping List (12120). The SHOPPING LIST QUERY FORM displays. 3. Select the Delivery Date for your order. 4. Click OK. 5. Select the order in which to list the items. 6. Click OK. 7. Click the Quick Entry tab. 8. Enter the Horizon stock number for the item you want to order in the Stock # field. 9. Press Enter. 10. Enter the quantity you want to order. 11. Press Enter twice. 12. Repeat steps 8 through 11 until all items for that order date are entered. 13. Click Save. 14. Click Print. 15. Click To Printer. 16. Click OK. The PRINT screen displays. 17. Click OK. 18. Click Save. 19. Click Close. 20. Exit VBOSS. 2-4 Site Manager Tasks

11 Task 5: Prepare Site Hardware for Summer Break To ensure a successful rollover and reduce the risk of delaying school startup due to hardware repair or replacement, clean all hardware and leave all machines ON during upgrade and rollover. IMPORTANT! Do not turn off LINE machines during the upgrade and rollover. Central Office must have access to the computer for upgrading the software and rolling over the database. If Horizon provides assistance with site rollover, ensure the Technical Support Representative has administrative rights to the line machines to verify rollover. 1. To clean the following parts and surrounding area, use a soft damp cloth. Excess water or cleaner can damage the components. Underneath the computer Hardware peripherals (printers, keyboards, PIN pads, scanners, etc.) 2. To clean the touchscreens and monitors, always spray water or cleaning products on the cloth or towel first. Spraying the cleaner directly on the monitor or touchscreen may damage them. 3. Restart all the machines. Leave them ON during upgrade and rollover. 4. Store these machines at room temperature in a secure location. Tip: Make sure all hardware is secured to prevent theft. Site Manager Tasks 2-5

12 Notes... a 2-6 Site Manager Tasks

13 CENTRAL OFFICE TASKS Chapter 3 Checklist To ensure a successful rollover and school startup, follow the instructions below to complete each task in order at the Central Office. Perform each task in order on the last serving day after the last serving period. Create an End of Year Folder on CO Server page 3-1 Plan MyPaymentsPlus Closeout Period for Rollover page 3-1 Verify Site Communications page 3-2 Verify Account Balances between Central Office and Sites page 3-3 Finalize the Shopping Lists page 3-4 Complete Physical Inventories at Central Office page 3-6 Generate Year End Reports page 3-7 Generate the Month End Reimbursement Claim page 3-7 Generate the Free and Reduced Student Rosters Report (Active) page 3-9 Generate the Free and Reduced Student Rosters Report (Inactive and Withdrawn) page 3-10 Generate the Physical Inventory Value Report page 3-11 Generate the Roster Report page 3-12 Back Up Databases page 3-13 Purge VBOSS Back of the House Data page 3-15 Update the Child Nutrition (CN) Database page 3-16 Verify/Update the Vendor Information page 3-17 Verify/Update the Inventory Information page 3-18 Create Site Inventories page 3-19 Upgrade FastLane and VBOSS page 3-20 Disable Student Information Import page 3-20 Download Rollover Instructions page 3-22 (if the rollover service is not scheduled) Task 1: Create an End of Year Folder on CO Server During the end of year preparation, you will generate many reports that you may want to keep for your records. You may also want to keep a backed-up database that can be used during rollover. Create a folder under the Horizon directory on the CO server. Name it [CURRENT YEAR] END OF YEAR. For example, if the current year is 2015, name it 2015 END OF YEAR. Task 2: Plan MyPaymentsPlus Closeout Period for Rollover IMPORTANT! To avoid communication and balance mismatching issues, close MYPAYMENTSPLUS at least two days prior to rollover. During this period, parents can still make payments and view the account information, but the payment will not post until the website is unlocked after rollover. As soon as you know the desired date to un-lock the MYPAYMENTSPLUS website inform your account manager, or support@mypaymentsplus.com with that information. 3-1

14 During the summer period, you will also need to configure the Online Application system to communicate to parents that you are not currently accepting applications for the new school year. As soon as you have determined the rollover schedule, your desired rollover date, and the summer blackout period for online applications, contact Task 3: Verify Site Communications To ensure that correct student balances are carried over during rollover and that the backup database contains accurate account balance information, make sure all sites and the central office are communicating properly. To do so, generate the LAST COMMUNICATIONS report at the CO prior to the rollover. Rollover will not be successful if communication fails. Generate the Last Communication Report 1. Log into FastLane on the CO server as an administrator. 2. Go to Reports/Letters > Reports. 3. Click the LAST COMMUNICATION REPORT. 4. Click View Report. 5. Does any site show the last communication date earlier than the last serving date of the current school year? If yes, these sites are not communicating to CO properly, continue to Resolve Communication Issues on page 3-3. If no, all your sites are communicating properly and skip to Task 5: Verify Account Balances between CO and Sites on page 3-4. Resolve Communication Issues The instructions in the following table vary depending on your operating system. IF USING THEN Windows XP 1. On the CO server, click Start > Control Panel. The CONTROL PANEL screen displays. 2. Double-click Scheduled Tasks. Your scheduled tasks display. 3. To run a task, right-click the task and click Run. Run the following scheduled tasks: Export to Sites: Export sites, Export f2kc Import From Sites: Import Sites, Import F2ks VBOSS: Upload/Download, Send/Receive Windows 7 or 8 1. On the CO server, click Start > Control Panel. The CONTROL PANEL screen displays. 2. Double-click System and Security > Administrative Tools > Task Scheduler. Your scheduled tasks display. 3. To run a task, right-click the task and click Run. Run the following scheduled tasks: Export to Sites: Export sites, Export f2kc Import From Sites: Import Sites, Import F2ks VBOSS: Upload/Download, Send/Receive 3-2

15 Save a $0 Bank Deposit again at Sites with Communication Issues 1. At the site, log into FastLane on the manager s machine (Line 1). 2. To copy the F2KS file, AR file, and database backup to the CO server again, save a $0 bank deposit. See Copy the F2KS File, AR File, and Database Backup on page 2-1 for detailed instructions. Verify the Files are Copied to the Server 1. Access the \HZDATA folder on the CO server. 2. Display the folder details if it is not set already. 3. Does the DATE MODIFIED column display today s date? If yes, repeat step 1 to 3 for all the sites that have a last communication date earlier than the last serving date on the LAST COMMUNICATION REPORT, and then continue to Re-generate the Last Communication Report. If no, contact HORIZON CUSTOMER SERVICE immediately. Re-generate the Last Communication Report 1. On the CO server, re-open FastLane. The F2KS file is automatically imported. 2. Re-generate the LAST COMMUNICATIONS REPORT. Refer to Generate the Last Communication Report on page 3-2 for instructions. 3. Do any sites have a last communication date earlier than the last serving date of the current school year? If yes, these sites are not communicating to CO properly, contact HORIZON CUSTOMER SERVICE. If no, all your sites are communicating properly and continue to Task 5: Verify Account Balances between CO and Sites on page 3-4. Task 4: Verify Account Balances between Central Office and Sites Compare the CHARGE LIST reports that were generated at Central Office and each site to make sure the balances match between them. Generate the Charge List Report for Active Customers 1. In FastLane, go to Reports/Letters > Reports. 2. Click Charge List. 3. Set the report criteria as below: Homerooms: All Homerooms Grades: All Active/Inactive: Active Balance Criteria: All Balances Sort Order: Name 4. Print or export the report. 5. Save a copy to a secure location. Generate the Charge List Report for Inactive Customers 1. In FastLane, go to Reports/Letters > Reports. 2. Click Charge List. 3. Select Active for ACTIVE/INACTIVE. Leave all the other criteria as is. 4. Print or export the report. 5. Save a copy to a secure location. 3-3

16 Compare Balances 1. Compare the total balances for active students of each site between the reports generated at CO and site. Do they match? If yes, skip to Finalize the Shopping Lists page 3-4. If no, the balances are not properly communicated to the CO and continue to Force TWO Rounds of Communications on page 3-4. Force TWO Rounds of Communications 1. Force two rounds of communications for sites with un-matching balances. Repeat step 1 to 1 under Task 4: Verify Site Communications on page Generate the CHARGE LIST report for active students with positive and negative balances at both CO and Sites with un-matching balances. 3. Compare the balances again. Do they match? If yes, continue to Finalize the Shopping Lists page 3-4. If no, contact HORIZON CUSTOMER SERVICE immediately. Task 5: Finalize the Shopping Lists Some sites might have open orders in the system. Consolidate the orders that to be delivered at the beginning of the school year. Consolidate Orders 1. Log onto Central Office VBOSS. 2. Click Order Processing > Create/Print Orders > Create/Print Orders (12510). 3. In the Beginning Date and Ending Date fields, enter the estimated delivery dates. 4. Choose Individual Vendors. 3-4

17 5. Choose All Sites. 6. Click Create Orders. The SELECT VENDOR screen displays. 7. Select the applicable vendors. The WOULD YOU LIKE TO VIEW THE LIST OF SITES THAT PLACED ORDERS FOR THIS DATE RANGE? message displays. 8. Click No. A confirmation message displays when the orders are created. 9. Click OK. Print/View Site Orders 10. In Central Office VBOSS, go to Order Processing > Create/Print Orders > Print/View Orders (12520). The PRINT/VIEW ORDERS screen displays. 11. Click Print Site Orders. 12. Click OK. The ENTER SELECTION CRITERIA screen displays. 13. Choose Print for a range of estimated receiving dates. 14. Choose I-Individual sites. 15. Enter the beginning and ending dates for outside vendor orders. 16. Choose Print one vendor. 17. Choose the correct vendor from the Select a vendor drop-down list. 18. Click Print Using Current Price for Items. 19. Click OK. The SELECT SITES screen displays. 20. Choose the site you want to print the order for. 3-5

18 21. Click OK. The REPORT VIEWER screen displays. 22. Select Enhanced Preview on Screen. Click OK. The preview of the report displays along with the Visual B.O.S.S. Enhanced Preview toolbar. 23. Print or export the report. 24. Save a copy of the report in the End of Year folder created earlier. 25. On the VISUAL B.O.S.S. ENHANCED PREVIEW toolbar, click Exit. Task 6: Complete Physical Inventories at Central Office Make sure all sites have completed the physical inventory prior to leaving school and then complete the physical inventory at Central Office. Verify All Sites have Completed the Physical Inventory 1. In Central Office VBOSS, go to Inventory Management > Physical Inventory > Print/View Sites w/ o Phys. Inventory (11350). The ENTER SELECTION CRITERIA screen displays. 2. Select the appropriate date from the Physical Inventory Date drop-down list. 3-6

19 3. Click OK. The PRINT CRITERIA screen displays. 4. Click OK to display the report. 5. Does the SATELLITE COMPLETED column display YES for all sites on the report? If yes, continue to Complete Physical Inventory at CO on page 3-7. If no, contact these site managers to complete the physical inventory and then generate the SITES WITHOUT PHYSICAL INVENTORY report again to verify all sites have completed their physical inventories. Then continue to Complete Physical Inventory at CO on page 3-7. Complete Physical Inventory at the Central Office 1. In Central Office VBOSS, go to Inventory Management > Physical Inventory > Enter/Edit Phys. Inventory (11320). 2. Select 2 - Complete All Sites. 3. Enter the physical inventory date. 4. Click OK. A confirmation message displays. 5. Click OK. Task 7: Generate Year End Reports To retain important data to reference after rollover, print or export and save the following recommended reports. Generate the Month End Reimbursement Claim page 3-7 Generate the Free and Reduced Student Rosters Report (Active) page 3-9 Generate the Free and Reduced Student Rosters Report (Inactive and Withdrawn) page 3-10 Generate the Free and Reduced Student Rosters Report (Approved Applications) page 3-11 Generate the Physical Inventory Value Report page 3-11 Generate the Roster Report page 3-12 Generate the Month End Reimbursement Claim 1. In Central Office VBOSS, go to Accountability > Operations > Reports > Print/View Claims (31154). 2. Enter the first and last serving dates of the final month of serving. 3-7

20 3. Set other criteria as usual. 4. Click OK. The REPORT VIEWER screen displays. 5. Select Enhanced Preview on Screen. Click OK. The preview of the report displays along with the Visual B.O.S.S. Enhanced Preview toolbar. 6. Print or export the report. 7. Save a copy of the report in the End of Year folder created earlier. 8. On the VISUAL B.O.S.S. ENHANCED PREVIEW toolbar, click Exit. 3-8

21 Generate the Free and Reduced Student Rosters Report (Active) 1. In Central Office VBOSS, go to Free and Reduced > Print/View Letters, Labels, Reports > Print/ View Reports > Print/View Roster Reports > Prt/View Student Roster (25312). 2. Select the following criteria: Application Selection: All Applications All Sites: Selected Include all ACTIVE Students: Selected Print Site and Status for Date: Today s date Current Site & Status: Selected 3. Click OK. 4. Select the sort order. HORIZON recommends School ID, Student Last Name/First Name. 3-9

22 5. Click OK. The ENTER SELECTION CRITERIA screen displays. Figure 3-1: Enter Selection Screen 6. Leave No Criteria selected. Click OK. The REPORT VIEWER screen displays. 7. Select Enhanced Preview on Screen. Click OK. The preview of the report displays along with the Visual B.O.S.S. Enhanced Preview toolbar. 8. Print or export the report. 9. Save a copy of the report in the End of Year folder created earlier. 10. On the VISUAL B.O.S.S. ENHANCED PREVIEW toolbar, click Exit. Generate the Free and Reduced Student Rosters Report (Inactive and Withdrawn) 1. In Central Office VBOSS, go to Free and Reduced > Print/View Letters, Labels, Reports > Print/ View Reports > Print/View Roster Reports > Prt/View Student Roster (25312). 2. Select the following criteria: Application Selection: All Applications All Sites: Selected Include all INACTIVE Students: Selected Include all WITHDRAWN Students: Selected Print Site and Status for Date: Today s date Current Site & Status: Selected 3. Click OK. 4. Select the sort order. HORIZON recommends School ID, Student Last Name/First Name. 5. Click OK. The ENTER SELECTION CRITERIA screen displays. 6. Leave No Criteria selected. Click OK. The REPORT VIEWER screen displays. 7. Select Enhanced Preview on Screen. Click OK. The preview of the report displays along with the Visual B.O.S.S. Enhanced Preview toolbar. 8. Print or export the report. 9. Save a copy of the report in the End of Year folder created earlier. 10. On the VISUAL B.O.S.S. ENHANCED PREVIEW toolbar, click Exit. 3-10

23 Generate the Free and Reduced Student Rosters Report (Approved Applications) 1. In Central Office VBOSS, go to Free and Reduced > Print/View Letters, Labels, Reports > Print/ View Reports > Print/View Roster Reports > Prt/View Student Roster (25312). 2. Select the following criteria: Application Selection: All Approved (Free, Reduced- Temp Free, Temp Reduced) All Sites: Selected Include all ACTIVE Students: Selected Print Site and Status for Date: Today s date Current Site & Status: Selected 3. Click OK. 4. Select the sort order. HORIZON recommends School ID, Student Last Name/First Name. 5. Click OK. The ENTER SELECTION CRITERIA screen displays. 6. Select All Processed Applications. 7. Enter the date range you processed applications for the last year in the PROCESSED DATE fields. 8. Click OK. The REPORT VIEWER screen displays. 9. Select Enhanced Preview on Screen. Click OK. The preview of the report displays along with the Visual B.O.S.S. Enhanced Preview toolbar. 10. Print or export the report. 11. Save a copy of the report in the End of Year folder created earlier. 12. On the VISUAL B.O.S.S. ENHANCED PREVIEW toolbar, click Exit. Generate the Physical Inventory Value Report Depending on the amount of data in your system, the report might take a significant amount of time to generate. Ensure you have time to run the report before you start this procedure. 1. In Central Office VBOSS, go to Inventory Management > Print/View Management Reports > Inventory Value > Print/View Physical Inventory Value (11521). The SELECT REPORT FORMAT screen displays. 2. Select All Sites (By Site). 3. Click OK. The ENTER SELECTION CRITERIA FOR INVENTORY VALUE REPORT screen displays. 3-11

24 4. Select All Inventory Types. 5. Enter the date the physical inventory was taken in the PHYSICAL INVENTORY VALUE FOR field. 6. Select whether or not to list receipts. 7. Select Detail. 8. Click OK. The SELECT THE REPORT ORDER screen displays. 9. Select the sort order to match the sort order used by the sites. 10. Click OK. The CONTINUE REPORT message displays. 11. Click Yes. 12. Select Preview on Screen. 13. Click OK. 14. Print or export the report. 15. Save a copy of the report in the End of Year folder created earlier. Generate the Roster Report 1. In FastLane, go to Reports/Letters > Reports. 2. Click Roster Report. 3. Select the sort order. Horizon recommends to sort by grade. 4. Select ALL from the Active/Inactive drop-down list. 5. Select ALL from the Homeroom drop-down list. 6. Select ALL from the Grade drop-down list. 7. Select all eligibilities, including adults, teachers and employees. 8. Select all sites on the Site tab. 9. Click View Report. 10. Print or export the report. 11. Save a copy of the report in the End of Year folder created earlier. 3-12

25 Task 8: Back Up Databases In case issues occur during rollover, back up all databases and place the files in multiple locations prior to rollover. Back Up VBOSS Database page 3-13 Back Up Central Office FastLane Database page 3-14 Back Up Site FastLane Database page 3-14 Back Up VBOSS Database 1. In Central Office VBOSS, go to System Manager > Data Utilities > Back Up Data (10820). 2. (Optional) Change the location or file name, if needed. 3. Take note where the backup is saved and what it is named in the ZIP FILE field. 4. Leave the default settings in the ITEM LIST field. 5. Click OK. The backup message displays. 6. Click Yes. The backup data is compiled. Once completed, the backup complete message displays. 7. Click OK. 8. Click Close. 9. Save the database to a CD, DVD, or a backup device. 10. Keep another copy of the database in the End of Year folder created earlier and store it on another computer or offline media. 3-13

26 Back Up Central Office FastLane Database 1. In FastLane, go to System Setup > System Settings. 2. Click the Other Settings tab. 3. (Optional) Change the back up path, if needed. 4. Take note where the backup is saved and what it is named in the Zip File field. 5. Click Backup Data. When completed, a message displays stating that the data was successfully archived. 6. Click OK. 7. Click Exit. 8. Save the database to a CD, DVD, or a backup device. Tip: The backup can be found by browsing to the backup path. The name of the file is in COFLmmddyy#######.zip format. 9. Keep another copy of the database in the End of Year folder created earlier and store it on another computer or offline media. Back Up Site FastLane Database 1. Locate the HZDATA folder on the server. 2. Double-click the POS_Backup folder. The folder contains a database from each site. 3. Save all the site databases to a CD, DVD, or a backup device. Tip: The backup files are named after the site s control number, for example CN_Control#_PosBack. 4. Keep another copy of the database in the End of Year folder created earlier and store it on another computer or offline media. 3-14

27 Task 9: Purge VBOSS Back of the House Data To minimize the size of the Back of the House database, purge the information you no longer need at the end of the year. 5. In Central Office VBOSS, go to System Manager > Data Utilities > Purge Old Data (10850). The PURGE OLD DATA screen displays. 6. Choose the following modules: Inventory Order Processing Menu Planner (Nutrition) Production 7. Enter the Purge Data prior to date. NOTE: Horizon recommends that you use 4/30 of the current year to purge all modules. 8. Click OK. 3-15

28 Task 10: Update the Child Nutrition (CN) Database If you are using the USDA CN database, you need to upgrade to the latest version to stay in compliance when planning menus and recipes. Import the Latest CN Database 1. In Central Office VBOSS, go to Menu Planner > File Setup > Import Updates (17760). 2. Click Import. The import starts. When it completes, a message is displayed. 3. Click OK to view a list of the discontinued and removed items. Import the USDA Recipes 1. In Central Office VBOSS, go to Menu Planner > File Setup > Import Recipe Updates (17761). 2. Click Run Import. The import starts. When it completes, a message is displayed. 3. Click OK. 3-16

29 Task 11: Verify/Update the Vendor Information Update any vendor information as needed to ensure your vendors are ready to be used at the beginning of the school year. 1. In Central Office VBOSS, go to Inventory Management > File Setup > Enter/Edit Vendors (11640). The VENDORS QUERY FORM screen displays. 2. Verify the following information for each site. After you have verified the information, place a check mark in the space provided. SCREEN FIELD DESCRIPTION Vendors Query Form Active Verify the ACTIVE field is selected for each vendor that will be used. Vendor Name Verify active vendor names are correct. Vendors detail screen Exclude From Purchasing Verify the EXCLUDE FROM PURCHASING field is NOT selected for active vendors. 3. Click Save. 4. Exit the screen. 3-17

30 Task 12: Verify/Update the Inventory Information Update any inventory information as needed to ensure your inventory items are ready to be used at the beginning of the school year. 1. In Central Office VBOSS, go to Inventory Management > Inventory > Master Inventory (11110). The MASTER INVENTORY QUERY FORM displays. 2. Verify the following information for each inventory item. After you have verified the information, place a check mark in the space provided. SCREEN FIELD DESCRIPTION Stock Item tab Description Remember to group similar items together; start item name with a general description. In FIGURE 3-1: MASTER INVENTORY QUERY FORM SCREEN, Cheese starts the description and additional detail follows. Category Generally the fields are used to group similar Class inventory items together during a physical inventory count. Make sure each item s category and class is set up consistently. Pack Purchase Units - Description Broken Units - Unit Description Unit per pack If your bid period for the summer has already taken place, all descriptions (pack sizes) should be updated before the conversion takes place. 3-18

31 SCREEN FIELD DESCRIPTION Vendor tab Vendor Ensure the correct preferred (current) vendor for each item is set up for each item per the current bid period. Cost Update the Cost field according to the current awarded bid price. Vendor tab, CONTINUED Brand Vendor Stock (Optional) Update the Brand, Vendor Stock, and Vendor Description fields for the current bid period if these fields are being used. Vendor Description NOTE: To add a new stock number, click New. 3. Click Save. 4. Exit the screen. Task 13: Create Site Inventories Using VBOSS, run CREATE SITE INVENTORIES for all of your sites. This procedure refreshes all site databases in preparation for the coming school year. 5. In Central Office VBOSS, go to Inventory Management > File Setup > Setup Inventory Modes > Create Site Inventories (11613). The CREATE SITE INVENTORY screen is displayed. 6. Choose Create Order Processing Modes for All Inventory Items. 7. Click Create Inventory List. A message warning you that you will not be able to change stock numbers or pack sizes for your inventory once you have created the inventory for the sites is displayed. 8. Click Yes. The SELECT SITES screen is displayed. 9. Are all of the sites selected? If yes, continue to step 10. If no, select all of the sites. Continue to step

32 10. Click OK. NOTE: This process takes approximately one minute per site to run. For example if you have 50 sites, this process can take up to one hour to run. Run this process when it will not significantly impact your system s performance. Task 14: Upgrade FastLane and VBOSS To ensure a smooth rollover and to stay in compliance, upgrade your software to the latest FastLane and VBOSS versions. If an upgrade service is not scheduled, do so to ensure that you comply with the newly changed USDA policies. You must know your username and password to access the customer login website. If you do not know this information, contact a Horizon Support Representative. 1. Open your Internet browser. 2. Enter in the address field. 3. Click Customer Login. 4. Enter your username and password. 5. Click Upgrade. 6. Enter your name and district name. 7. Download the following files: FastLane 21.0 upgrade files for CO FL2KUPD.exe VBOSS 21.0 upgrade files VBOSS UPG Files if you have Site VBOSS FastLane Upgrade Guide VBOSS Upgrade Guide 8. Follow the instruction in FASTLANE UPGRADE GUIDE and VBOSS UPGRADE GUIDE to upgrade FastLane and VBOSS. Task 15: Disable Student Information Import To not double-promote the students or revert the grade promotion after rollover, make sure you know when the student information in the SIS will be rolled over turn off the student information import at appropriate time You may know the student information system (SIS) as SASI, PIMS, STC, etc. IMPORTANT! If the automatic import is not stopped prior to the SIS rollover and FastLane and VBOSS are not rolled over, the students will be double promoted. Follow the instructions below to determine when you should disable the automatic student information import. 1. Contact the person/department that is in charge of the student information system and find out when the student information will be rolled over. 2. Mark that date on your calendar. 3. Will your district roll over FastLane and VBOSS before that date? 3-20

33 If yes, disable the SIS import prior to rollover and do NOT start the import until the SIS contains the new grade and school information of students. If no, disable the SIS import a day before that date and restart the SIS import after the FastLane and VBOSS rollover. 4. When you are ready to disable the automatic import, follow the instructions below. 5. Do you have VBOSS? If yes, go to Disable Free and Reduced Imports on page If no, go to Disable the Daily Import Scheduled Task on page Disable Free and Reduced Imports 1. In Central Office VBOSS, go to Free and Reduced > File Setup > System Preferences (25540). 2. Click the Imports/Exports tab. 3. Select Disable VBOSS Free and Reduced Imports and Exports. 4. Click Save. A confirmation message displays. 5. Click Yes. Disable the Daily Import Scheduled Task IF USING Windows Server 2000 or 2003 Windows Server 2008 THEN a. On the CO server, go to Control Panel > Scheduled Tasks. b. Locate the daily SIS import task. c. Right-click the task. d. Click Properties. e. On the TASK tab, uncheck Enabled (scheduled task runs at specified time). f. Click OK. g. Enter the Windows login Password and Confirm password. h. Click OK. a. On the CO server, locate and right-click My Computer. b. Click Manage. The COMPUTER MANAGEMENT screen is displayed. c. Expand Configurations > Task Scheduler. d. Locate the daily SIS import task. NOTE: These scheduled tasks may be located in the HORIZON folder. e. Right-click the scheduled task. f. Click Properties. g. Click the Triggers tab. h. Highlight the trigger. i. Click Edit... j. Uncheck Enabled. k. Click OK. l. Enter the Windows login Password and Confirm password. m. Click OK. 3-21

34 Task 16: Download Rollover Instructions If you do not plan to schedule rollover services, the rollover instructions are available for download, allowing you to rollover at your convenience. 1. Open your Internet browser. 2. Enter in the address field. 3. Select Customer Login. 4. Enter your username and password. 5. Select Customer Service Home. 6. Select Upgrades. 7. Enter your district name and your name. 8. Select Submit. 9. Select Download for the 2015 ROLLOVER INSTRUCTIONS. The rollover questionnaire displays. 10. Answer the questions for your school district s setup configuration. The proper rollover instructions display in PDF and can be viewed, printed and saved. Some setup configurations and software versions are no longer supported based on new USDA regulations. 11. Rollover your database. Task 17: Rollover Every year during the rollover season, Horizon provides many services to help you to start the next school year smoothly. If you want to purchase school startup services, schedule them at the earliest time possible to receive the best price possible. The earlier you schedule the services, the better the price. Contact your account manager (or us at rollovers@horizonsoftware.com) for more detailed information. If you do not wish to purchase Horizon services, follow the instructions in Rollover Process Guide to complete your summer rollover. 3-22

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