FYE Rollover Dashboard

The Rollover Dashboard provides a tool to help you walk through the steps of rolling your data from one fiscal year to the next. The dashboard allows you to view the prerequisites for each step, complete steps, track when and by whom a step was completed, link to verification reports, and link to topics in the online help related to the tasks.

About the rollover dashboard

• Rollover sequence: The rollover dashboard provides the sequence in which the rollover operations need to be performed. However, the dashboard does not prevent you from going to any of the windows and performing any of the rollover operations in any sequence. If a rollover task is performed out of sequence, the task may be marked as complete but the status of the other prior tasks remain unchanged.

• Batches: Sometimes users may perform a set of rollover tasks in batches. One way to do this would be to perform a sequence of rollover tasks on a batch of items and then return to the first task in the sequence to redo the tasks on a second batch, repeating until all the items have been rolled.

• Prerequisites

• Prerequisites are tasks whose completion is required in order to enable other tasks in the rollover process.

• When a task is available to be performed in batches, some of the other tasks become enabled as soon as some or all of their prerequisites have been started. These tasks may be marked as In Progress manually by the user as well, so that they can advance on other tasks. A task that is in progress can only be completed once all it's prerequisites have also been completed.

• Manual vs automatic tasks

• An automatic task is one that gets marked Completed after you finish the task — for example, chart of accounts rollover and bank account rollover.

• A manual task is one that you can manually mark as in progress and must manually mark as complete, if it's a prerequisite for additional tasks — for example, create a new account structure and verify system configuration values.

• A task that's manual in progress/automatic complete is one that you can manually mark as in progress if you wish, and it will be automatically marked Completed after you finish the task.

• Manually marking tasks

• Marking tasks as in progress may be important if you're sharing rollover tasks with other users in your district. Other users can then avoid that task or ask you what you've already completed.

• Manually marking tasks as completed is necessary if other tasks have this task as a prerequisite and it doesn't get marked automatically. You won't be able to proceed with any tasks that have it as a prerequisite until it's marked Completed.

• Fiscal years: When you click a link that takes you to a window in which you can complete the selected task, AptaFund will automatically switch fiscal years, if needed, to complete the task in the next fiscal year. When that happens, you'll see a bright yellow bar at the top of the window notifying you that you're now working in the next fiscal year.

See Anatomy of the Rollover Dashboard for a description of what you see when you're looking at the rollover dashboard — icons, links, etc.

Click here for links to instructions in this help for completing the individual tasks.

Using the rollover dashboard

Remember: When you click a link that takes you to a window in which you can complete the selected task, AptaFund will automatically switch fiscal years, if needed, to complete the task in the next fiscal year. When that happens, you'll see a bright yellow bar at the top of the window notifying you that you're now working in the next fiscal year.

1. Select Rollover Dashboard from the Administration menu > Fiscal Year End section, and the Rollover Dashboard window opens. It will look this way if you haven't yet created the new accounting cycle OR this way if you have created or rolled over the accounting cycle.

• If you haven't created the new accounting cycle, continue with step 2.

• If you have the new accounting cycle, skip to step 6.

2. If you need to create a new account structure, click on the Create a New Structure for New Fiscal Year link. The Structure Maintenance window will open, and you can create the structure. Note: You can click the to open the online help for the action you're taking.
   After creating a new structure, return to the Rollover Dashboard, and continue with step 3.
   If you don't need a new structure, continue with step 3.

3. Mark the task complete by updating the status.

• Click the update status link beside the Create a New Structure for New Fiscal Year item, and the Update Task Status window opens.

• Enter text in the Comments field — such as, No new structure needed or NA — and click Save. You'll be notified that the task was completed successfully, and your name & comments will be displayed, along with the date & time of completion.

4. Either complete the other Account Structure tasks by clicking the links and doing the tasks, OR mark them complete. Once the account structure tasks are marked Completed, the Rollover Accounting Cycle task will be enabled.

5. Click the Rollover Accounting Cycle link to complete that task. Once you return to the Rollover Dashboard window, you'll see that the task is marked as complete, and tasks that required only a new accounting cycle as a prerequisite will be enabled.

6. Continue to work through the tasks as needed. REMEMBER:

• Some tasks will be automatically marked complete after you do them, but for others, you must mark them as complete in order to enable any tasks for which they are prerequisites.

• Some tasks can be done in batches and/or more than one time. For example, you may want to roll master positions a few at a time, or you may make changes and roll them all again. These tasks are designated as manual tasks.

• You can manually mark them as In Progress. Example

• You can update the status multiple times while working on these tasks, perhaps indicating what still needs to be done.

• Once you're satisfied that this kind of task is done, you'll have to mark the task complete.

• If you can't click the link for an item, it's not enabled, and you still need to complete the prerequisite tasks. Hover over it to review its prerequisites.

• If there's a report that you can use for validation/verification, a link to the report setup page will be displayed once a task is enabled.

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