Summer is almost here! Before you log off for the break, here are a few steps you can take to make sure MySchoolBucks is up-to-date and ready for the new year. 

Here are 4 things to check off your list:

Disable stores

One of the first things to consider is disabling stores you know won’t be used during the summer months. This is a quick and easy process, simply go into the store settings and check the Disable button. When you’re ready to re-open the store, just log back in and check the Enable button. Checkout this knowledge article for step by step instructions. View article >

Also, if you’re not going to collect any payments for the summer, it’s a good idea to disable your food service store, too. By setting the start and end of year dates within MySchoolBucks, the system will automatically turn off the food service store for you and then turn it back on in time for the new year. If you’d prefer, you can manually disable and enable the food service store on your own too.

Roll-over Student Data

Remember to roll over your student data for the next school year. This essential step will require coordination with other departments, but it’s important to make sure everyone is on the same page. Rolling over this information will be crucial when it comes to utilizing data for new products or student invoices that will be applied.

For instance, if there's a certain fee for the 5th-grade class, then you'll want to collect that fee before the class moves on to 6th grade and it no longer applies in the system. Just make sure to roll over your data when it lines up with your school year calendar so you can be all set for the end of this year and the start of the next.

Update your accounts and codes

While you’re at it, don’t forget about other important maintenance tasks. Let your MySchoolBucks Account Manager know if you plan to update any bank accounts for your school or district. Switching to a new bank account within the software requires some simple steps, but you’ll need the assistance of your Account Manager as you go through the process.

Any general ledger account codes that have been created throughout the school year will need to be reviewed as well. You may have added some more or stopped using others. Take this time to ensure that any GL code changes are in good standing. You can review and edit these right from your MySchoolBucks dashboard.

It’s also a great time to review and audit your MySchoolBucks admin users and the permissions they have set. Staff come and go throughout the year, whether they’ve moved to a different role, left the district, or retired; so you'll need to ensure only the correct users have access to the necessary information and features. Take a look at this knowledge article for more details on how to manager users and permissions. Read article >

Collect last-minute fees

Don’t forget to collect any overdue or outstanding invoices before the year ends! Students' accounts should be reviewed to ensure there are no outstanding fees going into the new school year. Another reason this is so important is that many students will be graduating. If you don’t collect seniors' overdue fees before they’re gone, your school may have to cover that cost. It’s always a good idea to send regular invoice reminders, so be sure to take advantage of the ad hoc invoicing feature as the year comes to a close.

Plus, watch our May 2024 Power Hour webinar below to learn even more tips on how to prepare for the end of the year: