Incoming students must first be entered into PPOD. You can then synchronise PPOD with VSWare by going to Settings -> PPOD -> Synchronise. There is no need to change your academic year in VSware to do this. The system will recognise that these students are incoming 1st years and place them in to a group together.
You can view the incoming students' details under the Groups tab. VSware sets up a special group called 'First Years 2016 (From PPOD)'.
When using Options, select the next year from the dropdown listbox in the Student Setup Screen. The Incoming Year 1 Students will then display allowing you to select them for consideration for the upcoming year.