Academic Year Setup¶

Overview¶

Almost every module in SUMS ERP—admission, fees, attendance, exams—is scoped to an academic year. Setting up the current year correctly is the first operational step each session.

Before you start¶

You need Add/Edit rights on Year Master or school preferences.
Decide start and end dates for the new session (e.g. April 2026 – March 2027).

Create or activate an academic year¶

Log in to the School portal with an admin role.
Open Masters (or Preferences) → Year Master / Academic Year.
Click Add to create a new year or select an existing year to edit.
Enter:
Year name (e.g. 2026-2027)
Start date and End date
Mark as Current / Active if your school uses a current-year flag
Save the record.

Tip

Only one year should be “current” for daily operations. Historical years remain for reports and archives.

Set default year for users¶

After creating the year:

Confirm the dashboard and common screens default to the new year in dropdowns.
Inform staff to select the new year on first login if auto-selection is not configured.
Run promotion or class assignment workflows if moving students to the next class (see admission/class modules).

Configure in this order after the academic year exists:

Step	Master	Purpose
1	Academic year	Session boundary
2	Class master swing in section/division	Structure for enrollment
3	Subject master	Curriculum
4	Fee structure	Billing for the year
5	Employee / teacher master	Staff and allocations

End-of-year tasks¶

At year close, administrators typically:

Finalize results and report cards
Complete fee clearance or carry-forward rules
Run student promotion to the next class
Open the new academic year and deactivate daily use of the old year (keep it for reports)

Troubleshooting¶

Fees or attendance show no students — Check that the screen’s Academic Year matches the year students are enrolled in.

Cannot delete a year — Linked transactions (fees, attendance, exams) may exist; archive instead of delete.