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.
See About the Rollover Dashboard for more information.
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.
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.
Select Rollover Dashboard from the Administration menu > Fiscal Year End section, and the Rollover Dashboard window opens. If you haven't yet rolled the accounting cycle, It will look this way. If you have created or rolled over the accounting cycle, you'll see the complete list of tasks although they won't all be enabled.
If you already have the new accounting cycle, skip to step 6.
If you haven't created the new accounting cycle BUT don't need to create a new structure, you can run the consolidated tasks and skip to step 6. Click here for information.
If you need to create a new account structure, continue with step 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.
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.
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.
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.
Continue to work through the tasks as needed. REMEMBER:
Some tasks can be run through a consolidated process.
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.
Return to About the Rollover Dasboard
Return to Anatomy of the Rollover Dashboard
Return to Fiscal Year End Rollover Checklist
Return to Administration Overview
Version
4.1 © 2020 - Harris School Solutions - All rights reserved