Checks for rolling over the year in BPS

If you would like to now commit the year end process for your BPS site then this can be done by ‘school admin’ level users in school side view; under ‘Next Year’ and ‘Commit Year End Process’.

This will archive your current year data and overwrite this with your ‘next year’ data instead.

There are a few points to consider before fully committing this process so please make sure that you have everything you need from current year before this process is completed:

• Any current and submitted budget forecasts will be held under the ‘Previous budget forecast’ tab once the year end process is committed however all others will be removed, if you will require any of these additional forecasts for future reference then you may wish to save the appropriate reports before continuing.
• Your employee scenarios will automatically be carried over into the next year however you will no longer be able to view these from the previous years perspective, if you would still like to look back at these scenarios then you may wish to download the necessary reports for future reference.
• If you wish to carry over an ‘Other Income/Expenditure’ scenario into next year then you will need to go to the ‘Next Year’ tab in BPS, select ‘Other Income/Expenditure’ and click the ‘add scenario’ button to the right of the screen, check copy from previous versions and select the scenario you desire. This will create a new version of this scenario for you which will remain once the year end process has been committed.
• If use EduPay for Payroll, you will need to make sure the central data pay scales and future data pay scales match. The Future data becomes current so important to check these match, so payroll is correct. Also worth checking the Central and future data TLR’s match as well for same reasoning. 

Note: When the Next Year module is opened, the scenario is regenerated. If the Auto Increment function has not been deselected but the auto‑generated timelines have been deleted, the system will still check for future timelines. When it finds none, it automatically recreates the missing timelines by extending from the last manual entry through to the current financial year. For example, if the last manual timeline was dated 01/04/2018, the system will generate timelines up to 2030 when the Next Year module is opened.