Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.
For more information, refer to The Financial Edge End of Year Guide (PDF) and The Financial Edge End-of-Year FAQs
To reconcile an ending school year and prepare Student Billing for an upcoming school year, we recommend you follow each step of the checklist below:
- Copy products and billing items and bill codes for the next school year.
Copying this information, especially billing items, reduces the amount of data entry required during the end-of-year procedures. If you plan to use many or all of the same products and billing items from the previous school year, this option saves you a lot of time. If the billing item amounts are to change in the next billing year, you can increase or decrease the billing items by an amount or percentage while copying them. You can copy all or selected billing items, and you can copy your billing items in stages. For example, if all tuition amounts will increase by 5% next year, you can copy all tuition billing items at one time and increase the amounts by 5%, and then copy the other billing items that do not increase. You must add any new required billing items in Configuration. After copying or creating new billing items, you can globally change the old fees to inactive.
- Ensure that all items are posted.
If the school year mirrors the General Ledger fiscal year, you must make sure all of the current transactions are posted before the school year's final month is closed (i.e., the last month of the fiscal year). If the school year and the fiscal year do not coincide, you have a bit more flexibility, but we recommend you post all items before the end of the school year to maintain consistency.
- Print reports for the current billing year (PDF)
Running the following reports for the current billing year and keeping them on file helps maintain a snapshot of the year's activity and can help reconcile accounts in future or past years. Filter each report for the current billing year only to show this year's activity. The reports that should be run are:
For details on how to run the reports, refer to the Sample Reports Guide (PDF).
- Account Activity Report
- Account Balance Report
- Account Distribution Report
- Aged Accounts Receivable Report
- Open Item Report
- Reconcile your subsidiary ledger to General Ledger.
You should reconcile your subsidiary ledger to General Ledger at least monthly. It will be easier to make any necessary corrections if fiscal and billing years are still open. We recommend reconciling before promoting students, it may make it more difficult to reconcile the current year.
- Promote Students to the next grades.
- If you have Registrars Office 7, promote students using the End of Year Processing wizard. For more information about the End of Year Processing wizard, review the Administration Guide for The Education Edge.
- If you don't have Registrar's Office 7, promote students to the next grade level in Administration once the school year ends. This procedure follows the schedule you created in Configuration on the Promotion Schedule tab. You can promote one, all, or selected students and you can filter the students based on grade, attributes, bill codes, or status. You can also update the status of graduating students. Change the status of students leaving the school to one designating they are no longer active (e.g., to be deleted, graduated). This option is set up when establishing the promotion schedule in Configuration, but can be turned off when running the actual promotion procedure.
- Verify and update student information
Throughout the year, you may receive updated address or name information for students and parents. Verify this information was entered correctly into your database. Consider sending out address verification letters close to year end to ask for any changes. Whenever possible, add the updated information to the database as soon as it arrives.
Note: These procedures create vast changes to the database and can be reversed only by restoring to a backup. We recommend you make frequent database backups, especially before posting to the General Ledger or running automatic transaction generation. We also recommend you run pre-post and pre-generation reports before you run these procedures. This allows you to make necessary corrections before the actual process. You cannot correct errors or inappropriate changes made in the database during a procedure without a valid backup.