As the school year comes to a close, make sure to check off these tasks on your to-do list to ensure MySchoolBucks is ready to go next year!
Disable Stores
Make sure you disable your stores at the end of the school year that you know won’t be utilized during the summer. This is a simple process - all you need to do is go into your store settings and check the disable store button. When it’s time to reopen the store, go back in and switch to enable.
You may also want to turn off your food service store if you’re not accepting any meal payments during the summer months. You can do this by setting start and end dates for the year so the system does it for you, or you can manually disable and enable right within the store. It's also important to to remind parents to turn off their auto pay while school is out so they don’t continue to get charged for their meal accounts.
Roll Over Student Data
Don’t forget to roll over student data before the new school year kicks off. This is important for many reasons, especially when it comes to invoicing. You'll want to make sure students are accurately invoiced and paid before their current year ends so there aren’t any fees left unpaid for that current year.
Make sure you don’t invoice an upcoming class before you’re sure everyone has been rolled over, too. If students aren't rolled over in time it can create issues with your banking system, especially if you’re using different bank accounts for different school sites. As long as you get these things taken care of before the roll over date there should be no problem, but it’s always important to check before the new year begins.
Clean Up Outstanding Invoices
This time of year you should be taking an audit of what invoices have been sent out, who’s paid, and any that are outstanding. You’ll also want to ensure that if there are unpaid invoices they follow the student into the next year until they are paid in full. Because these invoices will follow a student, it’s also a good time to check and make sure there aren’t any duplicate or inaccurate invoices floating around. You’ll want to head into the new year with a clean system that reflects only updated data.
The Invoice Aging report can help you identify the aging of invoices with due dates and it can put invoices into categories based on how old they are from 1-30 days, 30-40 days, and 90+. It’s a good place to start with organizing and cleaning out those old invoices before the new year begins in the fall.
Odds and Ends
There’s a few other things on the list you should try and check off before the year is over. Don’t forget to let your account manager know of any new bank accounts you’ll need set up for the new school year. They can make sure that the right accounts are connected to your profile and old ones are removed.
You should also check that user permissions are accurate for the upcoming year. At the end of the school year you’re probably going to have changes within staff that will require edits to current settings. That may include removing users that no longer work at your school are removed or provide additional access to new users.
Don’t forget to review General ledger (GL) codes right within your MySchoolBucks Dashboard. You can check that these are accurate and attached to the appropriate products and invoices. You should take stock of which GL codes you will still need in the new year, and if you can eliminate old ones that are no longer in use.
Check out the new and improved Support Central page in the MySchoolBucks Dashboard where you can easily access knowledge articles and other resources that will provide information on how to perform these end of year tasks.
Watch the webinar below to learn about integration updates, get more details on these end of year tasks, get a walk through of useful features in the MySchoolBucks Dashboard, and more!