Edison End of Year

Frequently Asked Questions

When should I run my End of Year?
The Edison End of Year process is recommended after the school year ends.

Do I need to be running a particular version to perform an End of Year?
Version 10.0.0 or higher is required to run the End of Year process.

Are there any other considerations for running an End of Year?
If your District is currently using MCS DataCenter, it is recommended that the District has run the End of Year procedure in DataCenter before attempting an End of Year in Edison.

⛔ Note: It is strongly suggested that any transfers made are received in the system before 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 ad hoc or record the change in inventory during the next Physical Inventory.

What happens during the End-of-Year process?

• Tracking and historical data are deleted for action logs, checklists, exports, items (issuing, merging, ordering, receiving), overrides, expired price contracts, scheduled jobs, sessions, and sites. 

  Note: If an inactive item is the only remaining item in a catalog number and is 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.

• Alerts, inventory activity, and physical inventory data are cleared. 

• Orders are cleaned out based on EOY settings.

• Expired price contracts are deleted, and line items for inactive items, inactive vendors, and references to removed price contracts are detached (e.g., orders, inventory tags, etc.). 

• Expired bid periods are deleted - which includes old bid proposals from these periods, bid proposals from inactive vendors, and bid groups marked for deletion. Price contacts that may remain from above linked to expired bid periods are detached from the bid period.

• Any menus on the template before the day End-of-Year is run are deleted.

• Old menu planning is deleted based on the date End-of-Year is run. Template data, site menu planning, and planning for inactive sites for past dates are cleared. Site planning for already produced records is cleared regardless of the date. 

• Production data is cleared.

• Login history is purged.

• Initial inventory data is recreated for each site with non-zero inventory on-hand at EOY with one line item per non-zero on-hand quantity per inventory tag. All history of issuing/receiving is purged.

  Note: The option to clear inventory for inactive items, leftovers for inactive recipes, and all negative quantities on-hand is prompted during the End-of-Year process. If you do not elect to delete the "Negative Inventory," EOY will report an error, and you will not be allowed to proceed if negative inventory exists.

• Unused inventory tags are deleted.

• Exports and Scheduled Jobs that were marked for deletion are removed.

• Old Inventory Periods, where the end date is before today, are deleted.

• All "non-system" inactive sites are deleted.

• An attempt is made to delete inactive items and recipes. When deleting the last item in a catalog number, the catalog number is deleted.

  Note: If an inactive item is the only remaining item in a catalog number and is 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.

• Inactive users are deleted, and references to the user are replaced with "DBUsers.ID.Unknown."

• Weighted Nutrient Analysis Worksheets with all days in the past are deleted.

• The school year is updated to next year; the DataCenter GUID attachment is advanced, and the internal GUID is reset to a new value.

• The End-of-year action is logged with a snapshot of all EOY settings.

• A prior-year database is created (if enabled).

What should I do if I am unsure how to proceed?
If 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.

End of Year Process Details

• The End of Year process will copy the current year database and store it as a prior-year database. The data can later be viewed by selecting Utilities → Miscellaneous → Prior-Year Database. When viewing a prior-year database, the background of the main form will be red, with the label Prior Year on the main form of the program. To switch back to the current year, exit and re-launch the application.

• If the End of Year process is being postponed until after summer feeding, the District can enter and award future bids, and enter menus in the Menu Template by extending the calendar dates under the menu template selection Admin & Maintenance → Recipes & Menus → Menu Templates → Edit the date range (change the date to the upcoming school year). Schools can plan meal counts and submit orders. Any filled orders will be moved to the prior year database when End of Year is run.

Verify School Year Settings

1. From the Admin & Maintenance tab, locate and click on System Settings. Then, select the Miscellaneous tab.

2. 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.
   

   

Reconcile Inventory

Running this reconciliation process will help you correct any issuing or receiving problems present in the system before attempting to run the End of Year Process. 

1. From the Utilities tab, locate and click on Miscellaneous. Then, select Negative Inventory Reconciliation.

2. Establish reconciliation process criteria. Then, click Ok. 

   1. Select a Specific Site, By Category or Named Site Filter by using the magnifier icon in the drop-down menu. You may also select All Sites.

   2. Place a checkmark in the box to Allow reconciliation between different donation sources (optional).
      Allow Reconciliation Between Different Donation Sources
      Reconciliation between donation sources allows the system to move donated inventory items to negative count purchased items.
      (E.g., Green Giant green beans have an inventory of -3 #10 cans, and USDA commodity green beans have an inventory of 7 #10 cans. This process will move 3 #10 cans from the USDA commodity inventory to the Green Giant inventory)

      

3. Review negative quantities for each item. You can expand item details by clicking the + sign. Once you have verified the amounts are correct, select Commit Changes.
   If you have records that are not corrected by clicking Reconcile, you can leave them and select the Clear Negative Inventory option when running the End of Year process. (Using this option will cause the End of Year process to take longer to execute.)

   

4. Click OK once the reconciliation is complete.

   

Run the End of Year Process

1. From the Utilities tab, locate and select Advanced. Then, select the End of Year option.

2. Click Check for Problems. This will tell you if you need to correct anything before successfully running the process. See Possible Errors for common problems.

   

3. Select the desired options for performing the End of Year process. 

   1. Clear Negative Inventory - Any negative inventory will be removed. 

      

      Using this option can also increase the length of time to run the End of Year process. Please be patient.
      

   2. 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 is 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.

   3. Clear Inventory for Leftovers of Inactive Recipes - Any leftover inventory of an inactive recipe will be removed from the database.

   4. 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 site description. 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.

      

   5. Delete Orders - Select how to handle deleting orders.
      Only Closed Orders - Only deletes orders 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 requested delivery date after the start of the new school year. If you have placed orders for the fall and the date is before the listed date, all of your pending orders will be canceled.
      

   6. Check for Unreceived Transfers - This option checks the system for any transferred orders but not received by the other site.

      It is strongly suggested that any transfers made are received in the system before 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 ad hoc or record the change in inventory during the next Physical Inventory.

   7. Do not create and link prior-year backup - This requires MCS authorization and should not be used unless directed by MCS.

      

4. 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 been completed. Click Ok.

5. You will see several 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 before 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 must 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 must contact Support to authorize the DataCenter Attachment change.
     

     

6. Once the End of Year process has been completed, a window will appear notifying you if the process was successful. Click Ok to exit the program.
   

   

You have completed running the End of Year process.