Before Year End
Before the year end process is completed on ScholarPack via Admin > Year End please ensure that all payments are entered for students and staff via Admin > Meals > Student/Staff Meal Payments. Once Year End is complete the payments will need to be added to the next academic year. If you use the banking area (Admin > Meals > Banking) please ensure that this is up to date before year end is completed.
We would also suggest once all payments are entered running the meal creditors and meal debtors report for your records (Admin > Meals > Meal Creditors/Meal Debtors). Individual student statements will still be available once year end is complete but reports will work in the current academic year only.
After Year End
Once year end is complete there are some actions you may wish to complete before September. These are listed on step 7 of year end also.
If you do have students ending the year on a debt you may wish to carry this forward. To do this please go to Admin > Meals > Carry Balance Forward.
Once in this area to transfer all meal balances from last year click choose.
You will then see a list of all students, here click check all and update at the bottom to save.
You will then see the credit/debt appear in the starting balance column for 2019.
Next you may wish to set your meal availability for the year. This will make meals available to assign to students meaning your teachers will be able to allocate the meals on the first day or term in the register or you will be able to copy across last year's pattern if this is how you assign meals.
To do this please go to Admin > Meals > Set Meal Availability.
Please note before setting the meal availability for the year ensure your holidays have been added for the academic year 2019/2020 via Admin > Config > Core Set Up > Holidays. For further information on this please click here.
In this area you can either set the availability for the first 20 days of term or can set the availability for the whole year. If setting this for the first 20 days please remember to update this at the end of September. To set the availability individually tick any meal on the date you wish it to be available for. In bulk for the year click onto the assign all year option. If you select this accidentally you can remove all year to undo the changes made.
Once the meal availability has been set if you use meal patterns and wish to set these up please go to Admin > Meals > Bulk Student Lunches.