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Edison End of Year Instructions - 2020-2021 School Year The following document will guide the user through running the End of Year procedure in Edison - Menus and Inventory. |
Notice: USDA Updates and CN24 Database
This version of Edison contains USDA changes for the upcoming school year and the CN24 database.
How to update your CN Database
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Do I need to be running a particular version to perform an End of Year?
Version 78.0.0 or higher is required to run the End of Year process.
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From the Admin & Maintenance tab, locate and click on System Settings. Then, select the Miscellaneous tab.
Verify that the current school year is selected. The End of Year process will create a prior-year database using the starting and ending year values displayed in this field, then increment the field value to the upcoming school year. Click Ok.
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Reconcile Inventory
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From the Utilities tab, locate and select Advanced. Then, select the End of Year option.
Click Check for Problems. This will tell you if you need to correct anything before you can successfully run the process. See Possible Errors for common problems.
Select the desired options for performing the End of Year process.
Clear Negative Inventory - Any inventory that is negative will be removed.
Using this option can also increase the length of time to run the End of Year process. Please be patient.Clear Inventory for Inactive Items - The inventory of inactive on-hand items will be set to zero upon End of Year.
If an inactive item is the only remaining item in a catalog number and attached to active menus, the inactive item is not deleted. You should consider whether or not you want to clear inactive inventory if this is the case.Clear Inventory for Leftovers of Inactive Recipes - Any leftover inventory of an inactive recipe will be removed from the database.
Delete Internal Order Lists for Inactive Sites - Deletes any Internal Order Lists where the Order From site is inactive.
⛔ You will receive an error message including the Internal Order List and a Description of the site. You will not be able to proceed with the End of Year process until the issue has been resolved or unless you select Delete Internal Order Lists from Inactive Sites.
Delete Orders - Select how to handle deleting orders.
Only Closed Orders - Only deletes orders that are closed upon the day End of Year is run.
Closed Orders plus Pending Orders older than X days - Deletes closed orders and any pending orders older than the established number of days upon the day End of Year is run.
All Orders - Deletes all orders from the database.
Delete individual line-items from remaining orders for inactive items
Delete pending orders if the vendor is inactive Check to ensure all of your pending orders for the upcoming school year have a request delivery date after the start of the new school year. If you have placed orders for the fall and the date is prior to the listed date, all of your pending orders will be canceled.Check for Unreceived Transfers - This option checks the system for any orders that were transferred, but not received by the other site.
It is strongly suggested that any transfers made are received in the system prior to running the End of Year process. During the End of Year process, the outstanding receiving record and the outstanding issued inventory items and quantities will be cleared. The receiving site will either need to receive inventory via ad hoc or record the change in inventory during the next Physical Inventory.Do not create and link prior-year backup - This requires MCS authorization and should not be used unless directed by MCS.
When you have completed any changes, you must check the box verifying you have read the end-of-year instructions. Note that there is no undo available once these processes have completed. Click Ok.
You will see a number of processes running run while End of Year attempts to complete.
⛔ Possible error conditions that may prevent End of Year from running:Over Issuing - "There are over-issued receive records in your database. You must first correct these problems prior to running the End of Year." If you receive an Over Issuing error, go back to the Reconcile Inventory section of this document and follow the steps to help resolve this issue.
Nutrient Analysis Worksheet with Inactive Recipe - If a Weighted Nutrient Analysis Worksheet contains an inactive recipe one or more days in the future, you will not be able to complete End of Year until the errors have been corrected. You may correct the issue by re-activating the recipe, removing the recipe from the worksheet, or removing the worksheet.
Nutrient Analysis Worksheet with Inactive Menu - If a Weighted Nutrient Analysis Worksheet contains an inactive menu one or more days in the future, you will not be able to complete End of Year until the errors have been corrected. You may correct the issue by re-activating the menu, removing the menu from the worksheet, or removing the worksheet.
End of Year process not enabled - "Error trying to perform EOY. DataCenter has not yet enabled the process." If you have already enabled End of Year in DataCenter, you can perform a manual sync to clear this error. Go to Utilities > Synchronize > DataCenter Sync. If you have run your End of Year in DataCenter as suggested, you will need to log in to the prior year database and go to Admin > District Setup and select the Enable the End of Year Process checkbox.
End of Year process not enabled - "The specified DataCenter database has been locked down and cannot be accessed." If you did not complete an End of Year last year or Edison implementation occurred during the current school year, you will need to repair the DataCenter attachment. Go to Admin & Maintenance > System Settings > Datacenter. Click the ellipsis icon and select the current school year database. Then, click Ok.
If you are performing End of Year processes yourself, you will need to contact Support in order to authorize the DataCenter Attachment change.
Once the End of Year process has completed, a window will appear notifying you if the process was successful. Click Ok to exit the program.
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