Do you struggle with debt for your outgoing class? In ASBWorks your receivable report may show your outgoing classmen as well as your current classman.
At the end of the school year, we suggest changing your highest graders into the next grade (i.e. 8th graders to 9th graders or 12th graders into 13th graders). The reason you may find this to be useful is because the Receivables reports will let you filter based on grade. You will be able to view outstanding balances for current (6th - 8th or 9th - 12th) or past students (9th graders for middle school or 13th graders for high school).
These step by step instructions will update all 8th or 12th graders in your ASBWorks account to the 9th or 13th grade.
Be aware, if you have auto student imports activated, that will change these students back to the 9th or 12th grade if that's what the import shows these students as.
1) Inactivate all outgoing classmen
Tools
Bulk Actions
Student Inactivations
Grade Column - Filter by 8 or 12
Check on top left of the box to select all
Click but deactivate button
Click Right Green Save button
2) If you are only updating the last year's outgoing classmen to inactive, it may be easier to pull an import file out of your SIS (student information system). Otherwise, you can get an Excel document of all outgoing classmen out of ASBWorks.
Admin
Individuals
Click Print bottom left hand corner button
Print: All Names
Grade: 8 or 12
Uncheck - Active Only?
Report Format: Excel
Click green Generate List button
3) Manipulate excel spreadsheet to match student import file format.
Open saved excel document
Manipulate excel spreadsheet to match student import file format
You can use the Text to column feature to split up the name column
Change grade column for all to 9 (middle school) or 13 (high school)
Follow instructions to import students