BUSINESS/COLLEGE USER GUIDE

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1 BUSINESS/COLLEGE USER GUIDE

2 Table of Contents: Setting Properties Logging in Navigating the Administrative Program District Information Letter Designer School Information Navigating the Customer Search Engine Creating a New Student or Customer Editing a Student or Customer Record Security Users Menu Options Navigating Reporting Reports

3 SETTING PROPERTIES 3 1. Double Click 2. Click on (view) 3. Click (properties ) 4. Click on if that tab isn t already active. Fill in the Server IP or Server Name Field. DO NOT CHANGE If Server IP and Server Name are left blank, the system will set the Server IP to This Server IP value will not populate the field though, so it is completely transparent. The Scan Tab enables you to tell the system where to look for the picture scanning executable. 5. Click 6. Click to the right of the Scan Software field to browse for an executable. 7. Go into C:\FSS folder. Highlight any.exe file (or the scanning executable if available) & click 8. Click on the Properties screen to complete the setup of FSS Admin. Even if you are not using scanning software, you must point the program to an executable file regardless. 1

4 LOGGING IN 4 1. Click The Log on screen will appear. 2. Enter your Login Name and Password in the appropriate fields. 3. Click Login Names and Passwords are created within this program! When initially setting up either Admin or the POS software, use A for both the Login Name and Password NAVIGATING THE ADMINISTRATION PROGRAM 1. The black box on the left side of the screen contains the options related to the tab that has been selected. The tabs run across the top of the screen. The options shown on the left will reflect the package you have chosen. 2. When you first open the program, it will automatically default to the Admin Tab. College or Business Dining Hall or Location Customers Users Security POS Continued 2

5 NAVIGATING THE ADMINISTRATION PROGRAM (CONT.) FUNCTION BUTTONS Allows you to create a new entry in the database. For example, if you are at the Customers screen and you click this button, you will be able to add an additional customer. Allows you to delete a highlighted item from the database. Refreshes the screen to show changes made. Closes the screen. Saves information and modifications before closing the screen. Closes the screen without saving information or any modification. 3

6 BUSINESS/COLLEGE INFORMATION 6 1. Click or 2. Click at the bottom of the screen. The Business Details screen will appear. 3. Enter the Business or College name and all other pertinent information. 4. Click to save the information and close the screen. 5. Select to display the following window. Continued 4

7 BUSINESS/COLLEGE INFORMATION (cont.) Executive 7 6. It is necessary to enter the director and administrator s name, in order to pull this information into your letters. click the and search the customer accounts for the appropriate person. 7. Double click the name to enter it in that space Tax Information 8. Select who pays taxes by clicking in the box in front of Paid Student, Employee, or Meal Plan Person. Meal Plan Options 9. In the Options tab you also have the choice of selecting the Meal Plan Option. This allows you to create Meal Plans that the customers have paid into. This will apply a selected number of meals to a customers account when assigned to a particular meal plan. You also have the Option to apply bonus bucks when applying the meal plan to a customer s account. Sometimes, when applying a specific meal plan to a customer s account, a pre-determined dollar amount is applied to the customer s account. You may choose to use the Meal Equivalency option, in which case the customers would be allowed to purchase items from the menu which total a specific amount. When they reach this amount one meal will be deducted from the account. Continued 5

8 BUSINESS/COLLEGE INFORMATION (cont.) POS Options This option allows the cashiers to view the total that is expected when they cash out. In order to enable this option, click the box in front of Show statistics on POS Cashout. When the cashiers cashout a statistics tab will appear on the top right. Click on this tab to display the totals for the cashier session as illustrated below. (This picture was taken from the point of sale cash out window.) Cash Needed is the total of cash sales and check payments, expected by the system. Cash Counted is the total monies counted. Over/Short is the difference of the cash needed compared to the Cash Counted. If the cash needed is more than the cash counted, this will result in a shortage, in which case the dollar amount will appear in parenthesis. A normal dollar amount will be an overage. The illustration above is from the Cash In/Out window in the Point of Sale system. Fiscal Year 11. Using the drop box set the month and Start Date of the Fiscal year. 12. Using the drop box set the month and End Date of the Fiscal year. Continued 6

9 BUSINESS/COLLEGE INFORMATION (cont.) 9 Letter Setup This section refers to the rules of generating your warning letters. 1. Set the dollar amount the account can reach before the student will receive a letter here: 2. You may apply the rule for what happens once the account has received a payment and the balance due has decreased. If you select Nothing, when you generate warning letters again, the student will receive the next letter. If you select, Stay at Current and the account is still below the account limit, the student will receive the same letter. By selecting Reset to First, if a student makes a payment and the balance due has decreased but still has not reached the account limit; the student will receive the first letter. 3. Select the maximum number of letters you have created in Admin. This will indicate the final letter available. 4. Indicate the number of days a child can go below the limit before the first letter will be generated. Continue down the column and indicate how many days after each letter is printed, that you want the next letter to be generated. 5. Enter a value for each letter you have designed. Bank Info This option allows you to enter your bank information in order to use the School report; Deposit ticket. This report looks like an actual deposit ticket which can be taken to the bank and used as a deposit slip. Continued 7

10 LETTER DESIGNER 1. To access the Letter Designer, log into Admin and select Reports then Letter Designer. 10 The letter designer gives you the ability to create warning letters and general letters. 2. Click the letter you would like to design from the options located on the left 3. The illustration to the left shows that the General Warning Letter has been chosen. 4. You can then choose database keywords (shown on the right hand side). By selecting these keywords, the system will pull this information from the database into your letter. 5. Type the body of the letter. 6. You can edit the look of you letter by right clicking on a particular selection and selecting an option from the menu. Select Font to change the font size, Bold to make the work or keyword selection bold, ect 9

11 LETTER DESIGNER (cont.) You can also edit the look of the letter by right clicking in the letter and selecting Edit. Make any changes you would like in this Editor. Click the X when finished and save your changes. 8. You can center any item by right clicking on the letter and selecting edit. a. Highlight the item you wish to center b. Click this option and the letter will look like this: 9. You can design your letter to fit in a number 10 window envelope by following these steps: a. Click on letter selection. b. Select the keywords. When selecting the Customer s name, place it spaces down from the top, using font size 12 or spaces down from the top using font size 10. c. The Customers name and address should be placed spaces in from the left. d. The body of the letter should begin on the 5 th line down from the address. e. Preview and print the letter to make sure it will fit to your specifications. Continued 10

12 LETTER DESIGNER (cont.) 12 Example: The letter to the left was designed using font size 12, to fit in a number 10 window envelope. f. Setting margins may also be achieved by right clicking on the document and selecting Edit. b. Put the cursor in front of the keyword to set the margin by moving the to the correct position. It will look like the example to the right: Setting the margin at ½ inch should put the mailing address at the correct position for the number 10 window envelope. 10. Click to design the General letter, Biometrics Letter and the Welcome letter. 11. Make your selection, click on the keywords to insert database options and type the body of the letter. 12. To preview the letter, select. This will generate an output options window and allow you to preview the letter or print it to see if it is designed to fit in the window envelope you have selected to use. 13. When you are happy with the results of your letter, click. Continued 11

13 LETTER DESIGNER (cont.) 14. Select to take the letter back to the original form, before the changes were made If you would like to create a second letter under the same heading, General Letter for example, right click on the General Letter tab and select the New Letter. You can also rename the letter, delete a letter or select a letter as the active letter (meaning, the letter selected will be printed when you select this letter option). 16. To activate a letter, right-click on the letter and select Set as Active Letter. 17. ** will then appear next to the Active Letter. 18. You may also create a letter in another language. Select the dropdown arrow to select the appropriate language. You will be given a blank screen. 19. Design your letter and select. When you need to print another letter in a specific language, make the selection prior to printing the letter. 12

14 SCHOOL INFORMATION 1. Log into FSS Admin using your username and password Click on, on the left, to display a list of schools within your district. 3. Double click on one of the schools to open up the school details. 4. The school should have already been created, but you may have to fill in the Location portion of the school details. 5. Click on Options to display the options that are available within the school details. Limits 1. To set the limit which activates the warning screen to appear on the POS machine, enter an amount for the Ala Carte and Meal plan that is the minimal, allowable amount for the account. Once this amount is reached, the cashier will receive a warning that the account is low. Continued 13

15 SCHOOL INFORMATION (cont.) School Functions Beginning Balances 1. Click to enter the students balances prior to using the system for the first time. The window displayed below will appear. 2. Enter the students beginning balances. The students with a negative balance should be entered with a (-) in front of the number. A negative balance will be indicated with (), parenthesis and will be in red. 3. Enter the money to be used for meals in the Meal Plan and the money to be use for Ala Carte or meals in the Ala Carte column. 4. Once this has been completed, select then to exit. Continued 14

16 SCHOOL INFORMATION (cont.) School Functions Graduating Seniors 1. Click to deactivate and zero out the accounts of the students who will be leaving the district at graduation. Please refer to the Graduating Customer Document. School Functions Cards and Labels 1. Click to generate student ID cards or labels which contain bar codes for the students to use to identify at the POS station. 2. When you select Cards and Labels you will be asked if you only want students, Select Yes or No. 3. You can individually select the students you need cards or labels for by clicking the box to the right in the Print Card Column. 4. You may also click to print cards or labels for all students in the school selected, select a Grade or Homeroom to print cards or labels for selected groups. 5. will deselect all students selected. Continued 15

17 SCHOOL INFORMATION (cont.) 6. Select to generate ID cards for the students selected. a. To include the pin on the card, select yes to this message. b. Do you have a card printer? If you have the specified card printer, the system will print them individually. If you do not have a card printer the system will generate the cards for you to print and cut out. 7. Select to generate label stickers for the ID cards. a. To include the pin on the card, select yes to this message. b. The system will ask you the layout of your label pages. Once this information is entered the labels will be generated. Continued 16

18 SCHOOL INFORMATION (cont.) c. To view the labels before printing, select OK to the preview output options. d. Print labels. 8. Select to generate tickets that look like this: School Settings: e. PIN Options gives the user the ability to select Do Pin Prefix and select a predetermined number length for the PIN number. If the PIN number exceeds this length, the system will read it from right to left, the number of digits needed. f. Select Do Photo Logging when you want to import pictures for each individual school. g. Select Do Finger printing if using biometrics. h. Select remove leading Zeros if the students have leading zeros in their pin number and you only want the system to recognize the number to the right of the zeroes. i. Select Severe Need School if this school has above 70% of the enrollment as free students. School Year: e. If the school uses the same dates as set in the District, select Use District Dates; if not enter the start and end dates of the school year. 17

19 NAVIGATING THE CUSTOMER SEARCH ENGINE BUSINESS SEARCH ENGINE 1. To access the Customer search engine, click in the black area on the left. Under the Admin Tab Under the Reports Tab COLLEGE SEARCH ENGINE Under the Admin Tab Under the Reports Tab (with Meal Plans selected) 18

20 NAVIGATING THE CUSTOMER SEARCH ENGINE (cont.) 2. To select an individual Location, Dining Hall or Department, click to pull up a list of all options entered in the database. Double click the desired option. 3. To search the entire Building or Business, make sure or is checked. 4. To search for a customer flagged as an adult in the database, remove the check from Customers Only. This will pull up both Customers and Employees, who meet the search criteria. 5. To search for a customer flagged as inactive in the database, remove the check from. This allows you to search for both active and inactive customers who meet your search criteria. You may search a customer by the following criteria: ID Number, PIN Number, Last Name or First Name. You have the ability to do a partial search. For example, searching for SM by Last Name will provide a list of all customers whose last name begins with the letters SM. You may also do an exact search. For example, searching for SMITH by Last Name will display all customers whose last name is Smith. It will also pull up all customers, if any, whose last name begins with the letters SMITH. 6. After you have entered the search criteria, hit to process the query. Double click the customer s name, from the list, to open the account. 18

21 CREATING A NEW STUDENT OR CUSTOMER 1. Click, and then click at the bottom of the screen. The Customer Details screen will appear. GENERAL TAB All fields that are in bold print must have a value entered! 2. Enter the following information for the customer: General Last Name First Name Middle Name Gender Identification User ID PIN Date of Birth Social Security Number Account Created is automatically generated School, Dining Hall or Location District, College or Business Options Student, Uncheck if an adult Active, Uncheck to deactivate if a student withdraws. The student s information is retained in the database, but will not appear in a search for active customers. Snack program, check if yes Student Worker, check if yes If using Biometrics and the student has not been biometrically registered the No Biometrics Data message will appear. Check, Don t Store Biometrics if a student doesn t want to be biometrically enrolled. If the students is not able to receive ACH (online payments) payments, ACH payments not configured will appear. The User ID and PIN number can be identical, but they must be unique for each customer. Continued 19

22 CREATING A NEW STUDENT OR CUSTOMER (cont.) 3. Click to the right of the School field to assign the customer to a school. Doing so automatically fills in the District as well. CONTACTS/NOTES TAB 1. Enter the following information for the customer: Address City State Zip Code Phone Number Address 2. The Notable Information box at the bottom allows dietary restrictions, food allergies, etc. to be noted. You may enter anyting you wish to appear on the student s sales screen in the POS; type in the box exactly how you want the additional info to appear. The new customer information is saved and the screen exited when you hit. PHOTO TAB Scan Runs your scanning software Add Attaches the photo to the customer record Clear Removes the photo from the customer record Continued 20

23 CREATING A NEW STUDENT OR CUSTOMER (cont.) Pictures can be imported to the FSS database by following these steps on the server: 1. Create or have the picture company send you a file with the student s picture named the student s ID. 2. Go to Database utilities, which should be located in the FSS directory. 3. Click on the 4. Select the correct Database type. 5. Select Connect. 6. The Auto Translation window will appear. Click the to locate the picture file. 7. The dropdown arrow in Field Selection allows you to select the userid or pin as the identifier for the picture. 8. Click to pull the file in. 9. Select to import the pictures. 10. The progress bar, at the bottom, will let you know when it is done. Continued 20

24 CREATING A NEW STUDENT OR CUSTOMER (cont.) CUSTOMER INFO TAB 1. Select the customer s meal status. When using FORMS, this information will be updated as the applications are completed. You may choose to select current statuses prior to the entry of applications. a. If using Meal Plans, Select Meal Plans in the Lunch Type Section. b. In Meal Plan Info Section, click on the ellipsis button to select the meal plan the customer is assigned to. The Meals Remaining and Bonus Remaining will automatically filtrate. 2. Click to the right of the Language field. The language entries previously entered will appear. Select the appropriate language and the click. 3. Do the same as above for Grade, homeroom and Ethnicity (if Applicable). 4. If the customer is not permitted to purchase Ala Carte items, remove the check from. 5. If a student is not permitted to debit his/her account, place a check in. This will freeze the account and require the customer to pay cash for anything purchased. 6. To set the graduation date for the student, place a check in. A field will then appear that will allow you to do so. Continued 21

25 CREATING A NEW STUDENT OR CUSTOMER (cont.) LOCATIONS TAB 1. All locations entered into the system will be listed in the Available box on the left side of the screen. To assign the customer to an additional site, highlight the location and click. 2. Clicking on will assign the customer to all schools established in the system. Clicking on or will reverse a school assignment. 3. When finished, click to save the information and close the screen. EDITING A CUSTOMER RECORD ACTIVITY TAB This tab brings up the itemized transaction details for a particular individual. It also displays the Mean Plan, Ala Carte and Total Balance. The button pulls up the Customer Payment Screen. This screen allows you to make a payment refund to a student account and apply a check number, if applicable and any explanation of the transaction. Continued 22

26 EDITING A CUSTOMER RECORD (cont.) ACTIVITY TAB 1. Pulls up the Select Date Range screen. This allows you to enter the Start Date and End Date for the date range of the transactions you wish to view. This option prevents you from having to search through an entire year s worth of transactions since you define what date range you are searching for. 2. Once you have the date range set, hit to view the transaction for the selected date range. exits the select Date Range screen and returns you to the Activity tab screen. Returns you to the Activity tab and allows you to view all transactions made to the customer s account 3. This screen allows you to void a single item or an entire order from a student s account. Allows you to void a single item. To void an item, highlight it (by clicking on the item to be modified) and click. Doing this will pull up a screen where you can record the reason for any voids. Once the purpose of the void, if applicable, is completed, click to post the void. 4. allows you to void all items listed on an order at once. To do so, highlight the order you want to void. Then hit to pull up the screen where you can record the reason for the void. Hit to finalize the transaction and post the void. Continued 23

27 EDITING A CUSTOMER RECORD (cont.) BALANCE TAB The tab allows you to transfer money within a customer s account or to recalculate the account if necessary. - Saves any changes that are made. - Sets the account balance(s) back to their original state prior to adjustments being made. 1. To transfer money between the Meal Plan and Ala Carte accounts, use the buttons to adjust the monetary value higher or lower. You may type an amount into one of the fields if you know that it should be a particular value; clicking the mouse on the other field will automatically populate it (e.g. if the Total Balance equals $5.00 and $4.00 is entered in as the New Meal Plan balance, the New Ala Carte field will automatically populate at $1.00 once the pointer is placed over its field and the mouse is clicked. 2. brings up the screen where you may correct a student s previous transactions due to a change in their lunch type (e.g. if the student had been marked as reduced, but was actually free, you would select free as the new lunch type and set the start date for when the student first became free. The end date can be as current as today s date. When you hit, these changes are applied to the student s account. Using recalculate Account to make adjustments to a student account, please keep in mind that it does not change their default lunch type! 24

28 SECURITY This function allows you to control user access to various parts of the program. You may set an unlimited amount of security groups. When you assign Log In Names and Passwords, you must assign the security group containing the right to which that user is entitled. The Security Grid options that run across the top allow you to determine the level of access a user has. Can View: Allows the user to see a list of information entered under the tabs. For example, if a user has the ability to view Customers, he/she may view only the names of customers entered in the database. Can Edit: Allows the user to edit the information entered under the tabs. For example, if a user has access to edit customers, he/she may edit information on any of the Customer Detail Screens for any customer in the database. Can Insert: Allows the user to add new items under a tab. For example, if the user has access to the menu tab, he/she can create a new menu item in the database. Can Delete: Allows the user to delete items from the database. For example, if a user has access to the menu items, he/she may delete any menu item from the database. The Security Grid options that run down the left side are the areas of the program which user access can be restricted or limited. Orders (POS Program) Access Rights Languages Homeroom Grades Districts Schools Customers Employees (Users) Category Type Categories Menu (Items) POS Reports* Lunch Types * Reports are the exception to this rule. With reports, security is all or nothing. Either a user can generate reports or not. Continued 25

29 SECURITY (cont.) SECURITY GRID CHART Object Name Can View Can Edit Can Insert Can Delete Orders Can search anyone in the system Can void Can override a low balance warning. Access Rights Can see a list of security groups entered in the db Can edit the rights or names of the groups Can create a new security group and assign access Can delete security groups entered in the db Languages Homeroom Grades Districts Schools Customers Employees Category Types Categories Can see a list of languages entered in the db Can see a list of homerooms entered in the db Can see a list of grades entered in the db Can see a list of districts entered in the db Can see a list of schools entered in the db Can see a list of customers entered in the db Can see a list of users entered in the db Can see a list of category types entered in the db Can see a list of categories entered in the db Can see a list of menu items entered in the db Can see a list of all POS names assigned in the db Can edit the name of a language Can edit homeroom information Can edit grade information Can edit district information Can edit school information Can edit customer information Can edit user information Can edit category type information Can edit category information rights to it Can create a new language Can create a new homeroom Can create a new grade Can create a new district Can create a new school Can create a new customer record Can create a new user record Can create a new category type Can create a new category Can delete an existing language from the db Can delete a homeroom from the db Can delete a grade from the db Can delete a district from the db Can delete a school from the db Can delete a customer record from the db Can delete a user record from the db Can delete a category type from the db Can delete a category from the db Menu Can edit menu item Can create a new menu Can delete a menu item information item from the db POS Cashier has access to POS N/A Can delete a POS name Properties from the db Reports Can generate reports N/A N/A N/A Lunch Types Can see a list of lunch Can edit lunch type Can create a new lunch Can delete a lunch type types entered in the db information type from the db Continued 26

30 SECURITY (cont.) Setting Securities 1. To create a Security Group, after logging into Admin, click. 2. Click at the bottom of the screen. The Security Group window will appear. 3. Enter a security Group Name. 4. Click to save your entry and close the screen. 5. The group will be added to the left of the Security screen (.under Group Name). 6. The security permission for the particular group can be set in the right pane of the screen. a. A cashier needs the ability to operate the POS. If you don t want the cashier to change any of the settings in Properties, of the POS, uncheck the Can Edit option to the right of POS. b. The options to the right of Orders play an important role as well. c. Un-checking Orders Can View, will take away the user s ability to use the Search button to find customer accounts. d. Un-checking Orders Can Edit, will take away the user s ability to Void any orders or items. e. Un-checking Orders Can Insert, will take away the user s ability to select Override where the low balance warning pops up. 27

31 USERS 1. To create a new user, click. 2. Click at the bottom of the screen. The Employee Details screen will appear. 3. Enter a Login Name for the user. 4. Enter a Password for the user and once again in the confirmation field. 5. Click to the right of the Customer field. The Customer Quick Search window will appear. 6. Search for and highlight the name of the customer who will be assigned to the new user account. Click or double click the user to select the highlighted customer. 7. Click to the right of the Security field. The Security Groups Quick Search screen will appear. 8. Select the level of security for the user and then click. 9. Click again to save and apply the new user addition. 28

32 MENU OPTIONS Menu Item Setup Diagram Continued 29

33 MENU OPTIONS (cont.) Category Types 1. Under the Menu tab at the top of the window, click Category Types. 2. Click at the bottom of the window. The Category Type Details screen will appear. 3. The Category Type would be Unqualified or Ala Carte. Enter a name for the category type. 4. For the Unqualified Meal Type, do not check any of the options. 5. If using pre-paid meal plans, you would create a category type for the meal plan items or if using Meal equivalencies, you may wish to create a category type for that. 6. Click to save the information and close the screen. Categories 1. Under the Menu tab at the top of the window, click Categories. 2. Click at the bottom of the window. The Category Details screen will appear. 3. Enter a name for the category (e.g. Breakfast, Lunch, Ala Carte). 4. Click to the right of the Type field. The Category Types Quick Search screen will appear with all category types previously entered. 5. Select the category type and hit. Continued 30

34 MENU OPTIONS (cont.) 6. The color field allows you to assign a color to the shortcut button. These colors are solely assigned by category. For example, if blue is the color selected, all menu items assigned to that category will appear as blue shortcut buttons to the cashier on the POS Screen. To assign the color, hit to pull up the color chart, select the desired color, and click. 7. The Account Code field allows you to enter general ledger codes associated with the category. This feature does not currently print on any of the reports. This feature is under construction and will be available on a future software update. 8. Place a check in to allow the category to be used. 9. Click to save the information and close the screen. Menu Items 1. Under the Menu tab at the top of the window, click Menu items. Do not place a $ in front of entered prices! 2. Click at the bottom of the window. The Menu Item Details screen will appear. 3. Enter a name for the menu item being entered. 4. Click to the right of the Category field. The Categories Quick Search screen will appear listing all categories previously entered. 5. Select the desired category and click. Continued 31

35 MENU OPTIONS (cont.) 6. Place a check in if the menu item is not free or reduced or made with government commodities. 7. In the pricing fields, enter a dollar amount for the Student Full Price, Employee Price and Guest Price. (Student Reduced Price only appears in a Qualified Meal Category item) 8. Click to save the information and close the screen. NAVIGATING REPORTING Although our program contains three different reporting tabs, some of the information must be setup similarly in order to run the reports. Period This allows you to define the period for which to run a report. This is a required field for all reports. Day Week Month Quarter Other Year You must set the Start Date for the period you have selected. Depending upon the period selected, the end date may need to be filled in. The Other period is a user-defined period, so a start and an end date must be entered. Continued 32

36 NAVIGATING REPORTING (cont.) School This allows you to either narrow or expand the information that will generate on your report. 1. To narrow the search, click and select an individual school. Click to accept. 2. To expand the search, leave the school field blank and you will pull information from the entire district. Report Type These options will vary depending upon which report screen you have selected. Reports by Customer: Student Statements and Summary, Mailing Labels, Student Roster, Meal Roster, Inactive and deleted students, Customer Bar Codes, and Customer Bar Code Labels, Biometric report, Warning and General letters. School Reports: Cafeteria Report, Sold Items, Meal Rosters, Payments by Cashier, Voids, Detailed Transaction, Menu Items, CN-7 and CN-6 Reports, Account Balances, Deposit Ticket, Online Payments, SNP-12 and Online Payment transfer reports. Edit Check Sheet: Designed based on the Edit Check Worksheet requested by the state for free/reduced meal reporting. Assigned and Served. 1. After you have selected the report type you with to run, select the school and date then hit. 33

37 REPORTS By Customer Continued 34

38 REPORTS (cont.) 1. Student Summary Report Lists Students and account balances including a total balance for both accounts Can be custom-sorted Can define low account balance to narrow search Good tool for determining money owed 2. Statements [detailed] Detailed statement of a customer s account Includes balance and a detailed list of account changes/payments Address information formatted for standard window envelopes Available for any date range Can be run for all customers in a school/district. This report can also be run per customer Available without item details as well Option to print warning letter with the statement Can define low account balance to narrow search Can be custom-sorted 3. Warning Letters Generates a letter, designed by the user, for the criteria selected 4. General Warning Letter Generates a letter, designed by the user, for the criteria selected 5. Mailing Labels Prints out student address information formatted to fit mailing labels 6. Student Rosters Lists students names, ID numbers, school, homerooms, grades, lunch type and balance Can print just the active customers or both active and inactive customers Continued 35

39 REPORTS (cont.) 7. Meal Roster Generates a list including the students names, student ID, grade, homeroom and lunch type code 8. Inactive and Deleted Students Lists all customers in the database who are marked as inactive or deleted 9. Customer General Information Provides customer information found on the Customer details screen (Additional Info, Student Info, and General tabs) from the Admin program 10. Customer Information Lists summarized account details for customers (i.e. lunch type, allow ala carte, cash only, etc ) 11. School Assignments Lists all student primary school assignments as well as secondary school assignments if applicable Can do all customers in a school or for the entire district 12. Customer Log Shows all entries in the log pertaining to a student s account, such as lunch types changed, warning letters sent, or payment adjustments Does not show account activity 13. Customer Bar Codes Generates barcodes for students that will work with the wand-style bar code scanner devices Sorts by homeroom 14. Biometrics Roster Can choose all, biometric or no biometrics Sorts by homeroom 15. Biometrics, General Notification, and Welcome letters Generates a letter, designed by the user, for the criteria selected Continued 36

40 REPORTS (cont.) Customer Report Options 1. If you place a check in Balance Range, it pulls up a field where you can set a dollar threshold for the statement, reports, or warning letters. It will only pull reports that meet the criteria that you set. This number can be a positive or a negative number. 2. You may sort the statements, reports and warning letters by Lunch Type. Place a check in to pull up a listing of the lunch types. 3. Place a check mark in all lunch types for which you want to run the report. You may select all lunch types, or, just one. 4. Admin also offers a Custom Sort that determines how the reports print. Place a check in to pull up a list of sort options. You have four sort fields to define. Your options are: School, Last Name, First Name, Middle Name, Grade and Homeroom. For this example, the report would be sorted by School, Homeroom, Grade and Last Name. Continued 37

41 REPORTS (cont.) 4. To include Adjustment to the student statements, select 5. Warning letters also print on the screen. They are linked to Statements. To print a warning letter, you must: Select a school or nothing for entire district Place a check in the Balance Range checkbox and set your criteria (can be a positive or a negative value). This will allow you to send the first letter before the balance actually reaches zero. Select Statements for the Report Type To this Statement select Hit the Start button When the output options appear, Preview or print as desired If you want to confirm that the letters have printed correctly, click Yes. If you want to print the letters later, click No, and Admin will not document that the letters have been printed. Continued 38

42 REPORTS (cont.) School Reports (K12) Continued 39

43 REPORTS (cont.) 1. Daily Cashier Report Lists open/close amount totals Provides open/close times Displays sales with or without payments Amount of total sales Amount of cash taken Amount of deposit Amount of over/short Select to include tax if necessary 2. Cafeteria Sales information either by school or district Free/Paid/Reduced numbers for the time period selected Payment information Figures for cash sales and account sales Prints the price of an individual lunch. This is helpful if you have several different priced lunches Debit and Credits Account Information/Positive and negative Tax Information 3. Sold Items Lists how much of an individual menu item was sold and how much revenue was generated by that item Tells how many items were purchased by cash sales and Free, Paid, Reduced and Adult account sales [detailed] 4. Payments by Cashier Lists all payments applied to accounts by a cashier Lists the amount of payments and the check number if recorded Lists cash sale student and cash sale guest payment Totals for Cash, Checks and Cash sales monies collected. Provides the line count for a cashier Continued 40

44 REPORTS (cont.) 5. Voids Lists all voids made for the date selected Provides the following information: cashier, student, order date, item number, quantity, value and the total for the void Displays the comment entered for the void Lists the sums of all voided items and the sum of the total cost of all voided items 6. Meal Rosters Lists includes Student ID, Students names, Grade, Homeroom and lunch status code Can be active customers only or active and inactive customers Can be custom-sorted 7. Menu Items 8. Voids Lists all menu items in the database and to what category they are assigned Also lists whether the item can be free or reduced Last page includes a total Lists students who purchased qualified meal items Also lists the name of the menu item, lunch status of the student, primary school assignment and the number of item(s) purchased Lists the paid/free/reduced numbers and the total number of people served Select to see if any students got more than 1 qualified meal 9. Detailed Cash In/Out Prints details of Cash In & Cash Out screen for confirming beginning and end of day drawer figures entered Continued 41

45 REPORTS (cont.) 10. Account Balances Lists all students and their account balances This report can be custom sorted using the following options 11. Detailed Transaction Creates a list of all transactions entered in the POS for the selected school including, cashier, student and sale or payment This report is separated by Cashier 12. Deposit Ticket Creates a deposit ticket for a selected school based on the cash received and the checks entered 13. Reimbursement Report Will Calculate the total amount that you will receive at the end of the month when you file your claims and reimbursement report with the state. The amounts that you receive for free, reduced and paid meals will have to be entered prior to running this report 14. Posted Online Payments If your school participates in MySchoolAccount, this report will generate a list of payments that have been posted online and have been entered into the students accounts 15. Authorized Online Payments These payments have been entered to MySchoolAccount but have not been transferred to the students accounts yet 16. Breakfast Cash Report (CN-6) This report will total the breakfast activity and cash receipts daily as well as generate a total for the month. Continued 42

46 REPORTS (cont.) 17. Lunch Cash Report (CN-7) This report will total the lunch activity and cash receipts daily as well as generate a total for the month 18. Daily Meal Claim Report (SNP-12) This report report is a Virginia Claims Report. This report can be run for one school or a combination of schools Includes the lunch and breakfast, free, reduced and paid, claimed and eligible numbers for the schools selected Adult Meal totals Amount received for student meals Ala Carte amounts, Other Income, Cash Subtotal, Over and short amounts, and Total Deposit This is a monthly report which gives you totals for each day and grand totals at the bottom of the report 19. Payment Transfers This report displays the transfers that have been done online through my school account. Parents have the ability to transfer money from one of their student accounts to the other Continued 43

47 REPORTS (cont.) Edit Check Sheets Continued 44

48 REPORTS (cont.) 1. Under the Reports tab, select Edit Check Sheet. This report gives you the ability to print breakfast, lunch or other qualified meal edit check sheets. Hit the down arrow to select type of check sheet. 2. Enter in your eligibility factor. If this is a percentage, enter it as a decimal value. 3. You may print this report either for the school that served students lunches (in the case of secondary school assignments) or just the school to which the student is assigned. 4. Hit the button. This pulls up a destination box that allows you to either print the report or preview it. Choose the desired option and hit. 45

49 49 COPYRIGHT NOTICE All rights reserved worldwide. This publication and the entire software system it describes are protected by Federal Copyright Law. No part may be copied, photocopied, reproduced, distributed, transmitted, reduced into any human or computer language in any form or by any means, electronic, mechanical, magnetic, manual or otherwise disclosed to third parties without prior and express written consent of Food Service Solutions, 3101 Pleasant Valley Boulevard, Altoona, Pa DISCLAIMER Food Service Solutions makes no representation or warranties with respect to the contents herein and specifically disclaims any implied warranties or merchant ability or fitness for any particular purpose. Further, Food Service Solutions reserves the right to revise this publication and to make changes from time to time to the contents herein without obligation of Food Service Solutions to notify any person or organization of such revisions or changes. NOTICE Not all images are to scale.

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