What is the Rollover Process?

Updated for 7.0

Similar to a Fiscal Year Rollover, The Carnival Year Rollover is the process of building membership dues schedules, copying data from the previous year, and updating anything that has been set to change changed.

Carnival season, parade dates, and Mardi Gras Day fluctuate from year to year. KrewesControl has ben designed to adapt its Carnival Year process with the flexibility to adjust to calendar changes, as well as customer changes.

Items that should be complete BEFORE the Rollover process include:

• Review membership accounts
• Plan new year Membership Dues rates (Setup in KrewesControl AFTER rollover)
• Review Settings for Rollover configurations, including:
  • Reactivate Substituted User (Activate members that have a substitutes assigned to them through the Substitutes Process)
    The System DOES NOT know if a user has been inactivated for a substitute without following the correct Substitute process.
  • Inactivate Substitutes (Both users assigned as Substitutes through the Substitute process AND users with a User Type of ‘SUBSTITUTE’)
  • Reset Membership Agreement for the new year. The new Agreement text can be set AFTER the rollover process. All non-admin users will be required to complete the Membership Agreement at their next login. (If Applicable)
    
  • Create Invoice With Agreement. This will create a dues invoice for users once they complete the Membership Agreement. If you plan on running all Membership Dues for active users at the beginning of the Year, make sure this is set to OFF, or it will result in duplicate Membership Invoices.
  • Deposit settings
    • Deposit Required
    • Deposit Minimum Type % of account balance or flat $ amount. There are NO Dues-Specific settings
    • Deposit Minimum Value ($ amount or %, depending on Deposit Minimum Type setting)
  • Reset ALLProduct Available Inventory to 0
  • Copy Floats (without Float Titles) – Create new Floats for the year, assigned to Chassis, identical to the previous year. No Float Title or Parade Position fields will be populated.
  • Copy groups with floats during carnival year change. Groups are assigned to the same chassis (with new Float) in the previous year
    

When ready to Rollover to the new year, it is recommended to coordinate the process with a BayouNorth team member. Their experience and knowledge can assist in avoiding a number of potential issues.

What is the Results of the Rollover Process?

In the year (if applicable):

• Previous years invoices and payments will only be accessible in User History
• Floats reset
• Agreements reactivated for all members
• Substitutes are inactive
• Substituted Members are reactivate

What to do after the Rollover?

Setup Membership Dues

After the rollover process has been completed, it is time to setup the Membership Dues for the new Carnival Year.

Edit Carnival Year Dues for instructions

Process Membeship Dues

If the organization is going to process ALL active member dues for the new Carnival Year, follow the steps in Process Dues

Update Membership Agreement

Add a new membership agreement

Updated for Version 7+