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Newton End of Year Instructions - 2019-2020 School Year

The following document will guide you through the End of Year procedure for Newton.

Warning

Please read the following document in its entirety before attempting the End of Year procedure.

Microsoft Task Scheduler

MCS Software highly recommends disabling ALL scheduled jobs in the Microsoft Task Scheduler, especially enrollment system updates, prior to running the End of Year process. Please confirm this is complete prior to proceeding further. You should consider re-enabling scheduled jobs when you initiate the Beginning of Year process. For more information, refer to the Beginning of Year documentation.

Frequently Asked Questions

(tick) When should I run my End of Year?
The Newton End of Year process is recommended after the school year ends.

(tick) Do I need to be running a particular version to perform an End of Year?
Version number 11.0.0 or higher is recommended.

(tick) Are there any other considerations for running an End of Year?

  • If your District is participating in the summer feeding program or emergency feeding due to COVID-19, you may wish to wait until that session has completed to run your End-of-Year process.

  • The End of Year in DataCenter is recommended before running End of Year in Newton. The Enable End-of-Year Process setting in the last year’s DataCenter database (found under Admin → District Setup) must be checked in order to run the End of Year in Newton.
    (info) This should already be enabled in last year's DataCenter database if you have completed End of Year in DataCenter.

  • It is normal to see critical alerts once the End of Year process has completed.  This occurs because the system's Scheduled Jobs have not yet been completed for the new database.  The critical alerts will clear once the scheduled jobs have completed (typically at midnight) or you may choose to manually run Scheduled Jobs after you have completed the end of year processes.

(tick) Are there are measures I need to take if I use MySchoolBucks (MSB)?
No. It is not necessary to perform any functions in MySchoolBucks for End of Year/Beginning of Year process in Newton. However, after running End of Year in Newton, it may take up to 30 minutes for old transactions to be cleared from the system.

(tick) What should I do if I am unsure how to proceed?
In the event you have any questions or are unsure how to proceed before or during this process, it is recommended that you contact your District's point of contact (POC) for this application. If the District's POC has questions or needs assistance, they should contact Support for assistance.

Review System Settings for Preventing Automatic Deletion of Students with Balances

  1. From the Admin & Maintenance tab, select System Settings.

  2. Click on the DataCenter tab and determine if you would like to "Prevent automatic deletion for students with balances." By default, this option is not selected. Click Ok to save changes.
    (info) If students have been deleted from DataCenter, but have a positive or negative balance in Newton, they will be marked 'Inactive' and remain in Newton as long as a balance remains.

    (warning) This option does not overwrite clearing negative or positive balances in the End of Year options. If you select to clear positive or negative balances, the system will clear your selected choice(s). You may always access the Prior-Year database and run an account statement for the student(s) to review balances.
    ⛔ This action may bloat the database as students with any balances remain in the system until their balance reaches 0 and additional students with balances will be added at the next End of Year process.

Remove Inactive Items

  1. From the Admin & Maintenance tab, locate Item in the ribbon. Then, select Items.

  2. Place a checkmark in the Inactive column next to the item to be removed. Then, click Save & Close.

Inactivate Menus

If you remove any menus, be sure to check Admin & Maintenance → Menu → Menu Configurations to make sure that valid breakfast and lunch menus exist.

  1. From the Admin & Maintenance tab, locate Menu in the ribbon.  Then, select Menus.

  2. Select the menu that needs to be inactivated from the list and click Edit.

  3. In the Edit Menu window, check the Inactive box. Then, click Save & Close.

  4. The menu should now be marked as inactive.

Run the End of Year Process

  1. From the Utilities tab, locate Advanced in the ribbon. Then, select End of Year.

  2. Establish End of Year criteria. 

    1. Clear Negative Balances - Changes all balances that are negative to a zero balance. The student will start the new year with a zero balance.

    2. Clear Positive Balances - Changes all balances that are positive or greater than zero to a zero balance. The student will start the new year with a zero balance.

    3. Clear district-wide see-manager comments - Clears all See-Manager comments in the District.

    4. Perform housekeeping - This item should remain selected unless the District is instructed to deselect this by an MCS Support Representative. MCS remote authorization will need to be obtained to continue without selecting this option.

  3. 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.

  4. You will see a number of processes running run while End of Year attempts to complete.


  5. 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.

     

The End of Year processes for Newton are now complete and you are ready to start the new school year. With the continued synchronizations with DataCenter, all newly enrolled students and updates to student accounts will continue to automatically populate the Newton POS system.

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