Complete Daily Backup TutorialFrom the main School Accounting System screen, select the Maintenance menu and then System File.
Click the General tab.
The database version of the School Accounting System currently installed displays in the Database Version field and cannot be changed. This field is automatically updated each time an update that includes changes to the database is installed.
The official name of your school district or organization that will print on reports generated within the School Accounting System appears in the Organization field and cannot be changed. If the name is incorrect, contact Customer Support.
Enter the address (up to two lines) for your organization in the Address 1 and Address 2 fields. The addresses can be alphanumeric and each can be up to 50 characters long.
Enter the city where your organization is located in the City field. The city can be alphanumeric and up to 30 characters long.
Enter the appropriate state abbreviation for your organization in the State field, or click the down-arrow button to select the correct one.
Enter the zip code for your organization in the Zip Code field. The zip code can be alphanumeric and up to 20 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Enter up to three phone numbers (including a fax number, if applicable) for your organization in the Primary Phone Number, Secondary Phone Number, and Other Phone Number fields. Then enter the appropriate type (Business, Cell, Fax, Home, or Other) in the Phone Type field for each phone number entered, or click the down-arrow button to select the correct one. Each phone number can be up to 20 digits long. The system will automatically add the dashes for the phone numbers (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
Enter the email address for the main contact at your organization in the Email Address field. The email address can be up to 50 characters long and must follow the proper format of "username@example.com".
If desired, to change the color used for the background on the screens in the School Accounting System (excluding the main School Accounting System screen and each module's main screen) for all users, enter the Red, Green, and Blue color levels for the desired color to use in the Background Color field; for example, enter 0, 0, 128 to use Navy. If the Red, Green, and Blue color levels are not known, click the down-arrow button for the Background Color field and click the desired tab (Custom, Web, or System) for which color grouping to use; then select the desired color. Typically, the background color is only changed in a database if an organization utilizes multiple databases, so that each database can be defined with a different background color as an indicator of which database is currently open.
Note: If the background color is changed, click the Reset button located to the right of the Background Color field to set the color back to the original default setting.
Enter the federal ID number for your organization in the Federal ID field. The number can be up to 9 digits long (plus 1 dash). The system will automatically add the dash for the federal ID number using the format of ## - #######.
If desired, enter the information of the county (name and/or number) for where your organization is located in the County field. The information can be alphanumeric and up to 30 characters long.
If desired, enter the district number assigned to your organization by the state in the District field. The number can be alphanumeric and up to 30 characters long.
For Iowa school districts only, enter the number of the Area Education Agency for which your school district belongs in the AEA Number field. The number can be alphanumeric and up to 30 characters long.
In the Fiscal Year End Month field, the number (from 1 to 12) that corresponds to the month in the calendar year for which your fiscal year ends appears and cannot be changed. For example, if your fiscal year ends in June, 6 displays in this field.
Note: If the number in the Fiscal Year End Month field needs to be updated, contact Customer Support for assistance.
For Iowa school districts who reverse GAAP expense only, select the Reversing GAAP field to indicate that your organization reverse GAAP expenses items during the end of fiscal year process; by selecting this field, the Reversing GAAP field on the various end of fiscal year options will be enabled. A checkmark will appear in the box if the field is selected.
Note: If items are reverse GAAP expensed, the totals do not post to the expenditure accounts (or revenue accounts, if applicable), but are reflected on the C.A.R.
The basis (Cash Basis or Accrual Basis) for how your organization operates the Accounts Payable module of the School Accounting System displays in the Accounting Basis field and cannot be changed.
Note: If you have been operating Accounts Payable on a Cash Basis and need to switch to Accrual Basis (or switch from Accrual to Cash), contact Customer Support for assistance in updating this field and other applicable fields (areas) of the School Accounting System.
If your organization has licensed the K12Docs module, the Automatically Convert Documents to TIFF field in the Document Management Information section will be enabled. If applicable, select the Automatically Convert Documents to TIFF field to have all .PDF, .DOC, .DOCX, .TXT, .RTF, .HTM, and .HTML documents that are added from within the School Accounting System and Web Link module saved as .TIFF files. A checkmark will appear in the box if the field is selected. The field is selected by default.
Tip: If this field is unselected, users can stipulate at the time a document is being uploaded (from within the School Accounting System or Web Link module) whether or not to save the document as a .TIFF file.
Note: The Automatically Convert Documents to TIFF field does not apply to documents uploaded from within the K12Docs module (it only applies to documents uploaded from within the School Accounting System and Web Link module, if applicable).
Click the Save button.
Click the Backup Options tab.
Enter the number of days to keep the backups in the backup folder in the SQL Server instance in the Number of Days to Keep Backups field. The number can be up to 3 digits long. All backups made within the number of days specified in this field will be retained in the backup folder. If applicable, leave this field blank to retain all backups in the backup folder, no matter how many days ago the backups were made.
Note: If the Number of Days to Keep Backups field is completed, the backup files are deleted (based on the specified criteria) the next time a user logs into the School Accounting System. The Number of Days to Keep Backups field must be completed if the Complete Daily Backup field is selected.
Tip: For organizations using the School Accounting System-Online version, 2 is typically entered in this field.
Enter the minimum number of backups to keep in the backup folder in the SQL Server instance in the Minimum Number of Backups to Keep field. The number can be up to 3 digits long. All backups up to the minimum number specified in this field will be retained in the backup folder (even if the backups were made longer ago than stipulated in the Number of Days to Keep Backups field, if applicable). If applicable, leave this field blank to retain all backups in the backup folder based on what is specified in the Number of Days to Keep Backups field.
Note: If the Minimum Number of Backups to Keep field is completed, the backup files are deleted (based on the specified criteria) the next time a user logs into the School Accounting System. The Minimum Number of Backups to Keep field must be completed if the Complete Daily Backup field is selected.
Tip: For organizations using the School Accounting System-Online version, 2 is typically entered in this field.
Select the Complete Daily Backup field to have the system automatically complete the backup database function to make a backup file of the database each day at a scheduled time. A checkmark will appear in the box if the field is selected. Typically, this feature is only utilized by those with the School Accounting System installed locally at their organization.
Note: When making a daily backup, the backup file is only created in the backup folder in the SQL Server instance (an external copy is not made). For those organizations with the School Accounting System installed on a stand-alone computer, SUI recommends to make regular backups to an external drive in addition to the daily backups created with this option in order to store the backups in a safe place away from the office.
Tip: If desired, view the tutorial below demonstrating the Complete Daily Backup field in the System File. In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.
Complete Daily Backup Tutorial
If the Complete Daily Backup field is selected, the Backup Time field is enabled. Enter the time at which the backup should be made each day in the Backup Time field. Use the hh:mm AMPM format. The daily backup will only be made at the time specified in this field if at least one user is logged into the School Accounting System at that point; if no one is logged in at the specified time, the backup will be made upon the first user logging in after that time.
Tip: SUI recommends the time entered in this field be early in the morning or during the hours in which users are normally logged into the School Accounting System.
Note: When entering the time in this field, the colon does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800. Also, the AM or PM does not have to be entered, if desired, as the hours 7 through 11 will default to AM and hours 12 through 6 will default to PM. If military time is entered, the system will automatically convert the hours to regular time; for example, if 1400 (or 14:00) is entered, the system will automatically convert it to 2:00.
If desired, click the Execute button for the Make Today's Backup Now field to make the daily backup (for the current day) immediately rather than at the scheduled time. Typically, this field is only utilized to make the daily backup if all users will be logging out of the School Accounting System prior to the scheduled time of the daily backup.
Note: If the daily backup is made (for the current day) using this field, the daily backup will not be made at the scheduled time on that day.
The date and time when the last daily backup was attempted to be made and was successfully made appear in the Last Daily Backup Attempt and Last Successful Daily Backup fields. Also, the type of the last daily backup that was attempted appears in the Backup Type field.
Note: The types of daily backups are: Scheduled Backup if the daily backup was completed at the scheduled time or within the same day after the scheduled time (due to no one being logged in at the specified time but a user logged in later in that same day), Delayed Scheduled Backup if the daily backup was completed the next day or later (due to no one being logged in at the specified time but a user logged in the next day or later), and On-Demand Backup if the daily backup was completed using the Make Today's Backup Now field.
To send a notification email each time a daily backup was made (or if there were any issues with the daily backup), click the Go To button for the Email Information field to open the Email Manager option and then complete the following: 1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields, including the Backup Options section; and 2) if needed, on the Email Addresses tab, add an email address to use when emailing daily backup notifications.
Steps
to Complete the Email Manager
Click the Save button.
Click the Password Policy tab. Only those users defined as a supervisor or a database administrator within the User Security option have the ability to access this tab.
To have user passwords expire after a certain number of days for the School Accounting System (including the Web Link module, if applicable), enter the number of days (up to 3 digits) for which a password is valid and then needs to be reset in the Days Before User Password Change Required field. To not have user passwords expire, leave the field blank or enter 0.
To require all user passwords to be a minimum number of characters long, select the Require Minimum Length field. A checkmark will appear in the box if the field is selected.
If the Require Minimum Length field is selected, the Length field will be enabled and must be completed. If applicable, enter the number of characters for the minimum length a password must be in the Length field. The number must be from 1 to 20.
To require all user passwords to include at least one uppercase letter and one lowercase letter, select the Require Uppercase and Lowercase Letters field. A checkmark will appear in the box if the field is selected.
To require all user passwords to include at least one special character, select the Require Special Characters field. A checkmark will appear in the box if the field is selected.
Note: The special characters include: ! " # $ % ' ( ) * + , - . / : ; < = > ? @ [ \ ] ^ _ { | }.
To require all user passwords to include at least one number, select the Require Numbers field. A checkmark will appear in the box if the field is selected.
Click the Save button.
Note: If the complexity for the passwords was completed or changed, and the passwords for users do not meet the defined password policy, the users will be forced to change their password the next time they log in. If the fields for completing a daily backup were completed, the main School Accounting System screen must be refreshed by clicking the Refresh Screen icon in the lower right-hand corner of the screen in order for the changes to take effect.