FUNDamentals Year End Rollover Step by Step Instructions

The procedures for running the Year End Rollover may vary depending on the location of the database.

Click here to download the FUNDamentals Year-end Rollover Utility.
- http://www.thefoodservicedirector.com/Software/FUNDamentals/Patches/FundYrEnd.exe
Click the ‘Open’ button or select ‘Run this program from its current location’, depending on your browser version.
If you receive the message 'Unable to continue without valid SQL Server Administrative credentials, this process will require assistance from your Information Technology staff. Otherwise, continue with step 4. This message means that your FUNDamentals database resides on a managed SQL Server or MSDE installation. The rollover process will not run until your IT staff runs a special script file to perform the necessary database operations. If you have received this message, please advise your IT staff, and have them review the section below titled 'Editing and Running the FUNDamentals Year End Rollover Script'.
Enter your FUNDamentals username and password, then click OK.
Please note the statement regarding a Visual Solutions Support Agreement. The year end procedure may not be completed without a valid purchase order number for the amount shown in the Support Agreement screen.
You may review the yearly totals for your school district by clicking the Review Yearly Data button.
To start the year end rollover procedure, click the Next button.
The screen that displays next will depend on whether or not your district has a current Visual Solutions support agreement. The year end rollover procedure requires a support contract for the new school year that will be created in the process. If your school district does not have a Visual Solutions support contract for the new school year, you will need to fax a purchase order to Visual Solutions at (703)342-4271 for the amount shown in the Support Agreement screen. Once Visual Solutions receives the fax and verifies the sender, we will activate your support agreement and allow you to complete the year end rollover procedure. If you do not have a support contract for the new school year, you will need to click the Cancel Year End Process button, fax a purchase order to the number above, and allow at least 24 hours for the support agreement to be activated.
Once a support agreement has been activated, you may click the Next button to continue.
The year end process will then check to see if your FUNDamentals/MyFUNDamentals software requires updating. If an update is required, you will be shown the available updates. You must click the Download and Install Updates button to continue. Once the screen determines that no more updates are available, you may click the Close button to continue.
The year end rollover process archives the current years data, and prepares a new database for the new school year.
Once the new database has been created, the procedure display the Accounting Periods screen and will allow you to establish a new appropriation year and accounting periods. Verify the Appropriation Year, choose the beginning month of the fiscal year from the displayed drop box if needed, then click the Next button. This completes the year end rollover procedure for FUNDamentals.

For help on getting the NFSMI FUNDamentals software up and running with the new program year, click here.

For help on getting the MyFUNDamentals software up and running with the new program year, click here.

FUNDamentals utilizes one SQL database for each appropriation year of data and requires a year end rollover procedure to perform certain housekeeping functions to prepare the old year's database for archival, and prepare the new database for the new school year. This arrangement helps maintain a satisfactory query response time even in larger districts. The Year End Rollover Script performs these database and SQL Server functions automatically:

Backup the current database (FUNDamentals) based on the backup history stored in the msdb table. If no backup information is found, then the Year End Rollover utility will prompt for a backup location. This step requires read and select access to the msdb table.
The current database (FUNDamentals) is backed up to the backup location found or requested in the previous step. This step requires a login for either a sysadmin server role or a db_backupoperator database role.
The backup file is restored with the original database name (FUNDamentals) appended with the ending year designator, such as FUNDamentals2011. This step requires a login with either a sysadmin or db_creator server role.
Because the restore process uses the 'with move' option, existing logins in the historical database (FUNDamentalsYYYY) are orphaned. Any objects (tables or views) owned by 'FUNDUser' will have the ownership changed to 'dbo' so that the orphaned 'FUNDUser' login may be dropped. The 'FUNDUser' login is then given database access to the newly created historical database with db_owner permissions. This step requires a login with sysadmin or secadmin server roles.

Please follow these steps to perform the yearly maintenance for the FUNDamentals application database:

Download the FUNDamentals Year End Rollover VBScript file to any workstation that has a network connection to the target SQL Server or MSDE housing the FUNDamentals database. The script may be run directly on the server if desired.
Decide which authentication method you will use for SQL Server.
- Windows Authentication - May be used if your current login is a member of Administrators on the target server or has sufficient priveledges to create, backup, and restore databases.
- SQL Server - You may enter the user name and password (sql server) for any SQL Server Login that has sufficient priveledges to create, backup, and restore databases. It is common to use the sa account here.
Right-Click the SFSDYearEnd.VBS file and choose 'Edit'. Do Not double-click the file to open, as this will run the script before it is ready.
Review the contents of the file, specifically the 'set variables' section. You will note that the file is fully documented.
Edit the ServerName variable in the 'set variables' section.
Verify/Edit the myYear variable.
If you are not using Windows Authentication, edit the saUserName and saPassword variables.
Note that there are other options available, such as Backup Path and Restore Path. If these are left blank, the script will use the current datafile location and the last known backup path for the FUNDamentals database.
Save the file.
Double-Click the file to run the script. The script will notify you if any errors occur, or when the year end procedure for remote databases has been completed.