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How do I run a Year-End Process

PURPOSE OF YEAR END PROCESSING

  • Update the EduTrak software for the next school year
  • Promote students to the next grade level
  • Clear out outdated student/family data from the system
  • Move current school year data to a backup
  • Generate end-of-year reports, including Free & Reduced reports
  • Set up the software for the next year's Free & Reduced processing

    BEFORE BEGINNING THE YEAR END PROCESS (YEP)
  • Confirm all serving lines are closed and processed. 
  • Browser must be an updated version of Firefox or Chrome — YEP will not work with other
  • Confirm the customer has saved copies of all Free & Reduced Reports from District Site > Free & Reduced tab > Reports. These will not be available after YEP.
  • Ensure anti-virus is turned off and all browser extensions are disabled on the YEP
  • Enable the browser network monitor (F12, then click "Network") — this helps diagnose issues if the process stalls.

    SIS Rollover Check
    Has their SIS rollover been done? (Hopefully not!) Randomly check students to confirm they are in the correct current-year grade.
    • You can also bring up enrolled seniors in Batch Edit and confirm these are current-year (not next-year)

    DataBridge / PowerSChool API
  • If the school does NOT use a databridge: Log in to LCS Tech Menu > Year End Processing > YEP Settings. Check the box to allow student and family auto-deletion.
  • If the school DOES use a databridge: Turn off the DataBridge before
    • PowerSchool API: LCS1000 > System tab > System Wide Settings > Modules > Edit > Uncheck PowerSchool API > Save. (Unchecked = off.)
    • Automated DataBridge: System > Auto-DataBridge Settings > Uncheck 'Automatic DataBridge Active'. (Unchecked = off.)

    RUNNING THE YEAR END PROCESS
  • Log in to LCS1000 Mayflower > System > Year End Processing

  • IMPORTANT: Once started, the full YEP must be completed. You cannot restart or resume the process later.

  • A link at the bottom allows downloading files from previous First-time users will have no prior-year files.
  • Click Check System to begin. This may take several minutes depending on district
  • Once the system check is complete, confirm the date and year are correct, then click Start Year End Processing.

    Step1--Reports
  • Start and end dates are pre-filled based on the first and last transactions of the school Adjust if necessary.
  • Select meal types, schools, and grades to Choose a sorting option, then click Create Reports.
  • Report generation may take several If the system appears to stall, post a message in support chat with the TeamViewer number.
  • A download link will appear — recommend waiting until end of process to download. Click Continue.

Step 2 -- Students

  • If school uses a databridge: Nothing to do here — just click Continue.
  • If no databridge: Select "No" for deleting For Question 2, select "Yes" — the Student Upgrade screen lists all active grades/schools. Use dropdowns to upgrade each grade/school combination.
    • "Graduate/Withdraw" in the End Grade column withdraws students without changing grade — typically used for 12th grade.

Note:  Reusing Lunch ID numbers is NOT recommended. -- it requires notifying students and adjusting uploaded photos. Deleting line defaults also deletes student spending limits and parent configured settings from the Family Portal, resetting all to the $5.00 system default. We do NOT recommend this.

    • Use Quick Student Withdraw if needed for specific students. Then click Process Students.
    • A summary of steps will display when Detailed logs will be available for download at end of YEP. Click Continue.

    Step 3 -- Families

    • Choose whether to delete families, then click Process Families.

    IMPORTANT: Strongly recommend selecting the 1st or 3rd options, depending on the school's needs.  Never delete families who still have a balance.

    • Click Download to download all Year End Processing Offer to help the customer save it to a desktop folder.

    Note: If you see 'Error — one or more sync processes failed,' refresh the page and try again.   

    IMPORTANT: To complete YEP and re-enable the LCS/ESC system, you MUST click the Close Year End Processing button.  All data changes are synced to the cloud at this point.   

    Student Deletion (Post Close) 

    Go to Batch Edit and search for the oldest students using birthdate filters.  Use the delete action to remove students who need to be deleted, if not done so during student processing.

    POST-YEP FOLLOW-UP STEPS

    DataBridge/PowerSchool API

    • Leave the DataBridge off until the school has completed their SIS year end. Turn back on once SIS rollover is complete.

      • PowerSchool API:  System Wide Setting>Modules>PowerSchool API (chekced = on)
      • Automated DataBridge:  System>Auto DataBridge Settings>Automatic DataBridge Active (check = on)

    Master Data Update (After July 1st Only)

    Important: VERY IMPORTANT: Master Data (Free & Reduced tab on District Site) must only be updated after July 1st.  Show the customer the error message on the Admin Site home page and remind them to update after July 1st. EduTrak will send an email with instructions.

    • Enter the first and last date of the 2026-2027 school
    • System Wide Disqualification Date: 30 operating school days from the first day of the 2025-2026 school Use 31 days (change to benefits starts at midnight on the 30th day). This populates the "New Expiration Date" field on the District Site Dashboard.
    • Grace Period for Benefit Reduction: Most common is 10 If uncertain, advise customer to contact their state for guidance.

      Important: Entering incorrect information in Master Data can cause significant problems during the next school year. Have the customer call EduTrak Tech support at 800-934-2621 If they have any questions.
    • Update hearing official and contact person information if necessary
    • Effective Dates in Master Data (above the Income Table) are always July 1 of current year to June 30 of next year (e.g., 7-1-26 to 6-30-27). These are system dates, not first/last day of school.
    • After July 1st, click Load Income Tables to load the current year tables. Be sure to click Save.
    • Select expiration and downgrade method — in almost all cases, use automatic expiration/downgrade. If school wants manual expiration, check with EduTrak's Food Service Product Specialist first.

      Verify Expiration Date
    • Count 31 operating days (no weekends or holidays) from the first day of the 2026-2027 school year -- this is the correct expiration date.
    • In District Site > Free & Reduced tab > Reports, generate a Free & Reduced Student List report and verify the Expiration Date field.
    • If incorrect: District Site > Free & Reduced tab > Special Functions > Update Expiration Date of Students within Range.
      • Enter the incorrect date(s) in Selection Range Start/End Date
      • Enter the correct date in the Expiration Date to be Written box. Click
      • Re-generate the Free & Reduced Student List to confirm the
      System Wide Settings Update
    • LCS Mayflower > System tab > System Wide Settings > Click Edit:
      • Update school district name, address, and contact information
      • Enter first and last day of school dates
      • Click Save

    Additional Post YEP Items

    • Check Meal Item Defaults — if used, update by grade/school in Batch Edit for all schools and
    • Review Menu Items and Prices in District Site > Menu Delete outdated items, apply price changes, add new items as needed.
    • Check Line Version Setting: LCS1000 Mayflower > Lines tab > Line Settings > select each line > confirm Line Software Version 2 is selected. Repeat for each serving line.
    • Review Balance Notifications — does the school want them off for summer, or only sent to negative-balance families?
    • Show customer the list of families with no students but still have a balance: Admin Site > Families tab > click Students column to sort (0's at top). Explain how to zero out these accounts. Any zeroed-out families with no students will auto-delete during next year's YEP.
    • Explain that all reports are now rolled over — reports for 26-27 will be empty until new data is Demonstrate how to access previous-year reports via the backup.
    • Remind customer to schedule a DRM appointment if they use a

    IMPORTANT: VERY IMPORTANT: If before July 1st, remind the customer to update the Master Data and check their expiration date after July 1st. EduTrak will send an email. Once complete, they can put in a support ticket for staff to verify.

    TASKSTHAT CAN BE DONE ANYTIME DURING THE YEP APPOINTMENT

    These tasks can be completed while reports are generating or at the end of the call.

    Admin Site Users

    Ask if any of the district site users has left and/or need to be deactivated.

    HubSpot Contact Verification

    • Check school contacts in HubSpot. Confirm the following roles have correct name, phone, and email:
      • Executive Sponsor
      • Superintendent
      • Primary LCS Operator
      • Food Service Director
      • Business Manager
      • IT Manager
      • Student Information System (e.g., PowerSchool, Infinite Campus, Skyward)
      • SIS Manager
      • ChildCare Lead and User
      • Tuition/Billing Lead and User