TABLE OF CONTENTS 1. ABOUT THIS GUIDE... 2 1.1 WHO SHOULD USE IT... 2 1.2 USING THIS MANUAL... 2 2. NEWTON BASICS... 3 2.1 OPENING NEWTON... 3 2.2 LOGGING ON TO THE SYSTEM... 4 2.3 CLOSING NEWTON... 4 3. SERVING MEALS (POINT-OF-SALE MENU)... 4 3.1 STARTING A DAY... 4 3.2 STARTING/STOPPING MEALS... 5 3.3 MEAL CONTROL PANEL... 6 3.4 LINE D ISKS... 6 3.5 SERVING A MEAL... 7 3.6 LOCATING A CUSTOMER ON THE SERVING LINE... 8 3.7 POS SCREEN... 10 3.8 COMPLETING A SALE... 11 3.9 APPLYING CHANGE TO A STUDENT'S ACCOUNT... 12 3.10 GIVING CHANGE... 12 3.11 STUDENTS WITH INSUFFICIENT FUNDS... 12 3.12 STUDENTS PAYING WITH CHECKS... 13 3.13 ALLOCATING FUNDS... 13 3.14 FUNCTION KEYS... 14 3.15 CONTROL FUNCTION KEYS... 14 3.16 ALT + FUNCTION KEYS... 15 3.17 CLOSING POINT OF SALE... 15 3.18 REVIEWING BEFORE POSTING REPORTS... 18 3.19 REVIEWING/EDITING TRANSACTIONS... 18 3.20 ADDING SALES... 21 3.21 DELETING BATCHES... 23 3.22 END OF DAY PROCEDURES - POST OPERATING DAY... 23 3.23 CANCEL/ABANDON CURRENT DAY... 25 3.24 REOPEN PAST D AY... 26 4. MAINTENANCE (POINT-OF-SALE MENU)... 27 4.1 CUSTOMERS... 27 4.2 STUDENT INFORMATION - DISTRICT WIDE... 28 4.3 STUDENT INFORMATION - CAFETERIA-SPECIFIC... 29 4.4 STUDENT INFORMATION - ACCOUNT BALANCE... 31 4.5 EDIT CUSTOMER INFORMATION... 33 5. REPORTS... 37 6. LETTERS... 38 1
1. ABOUT THIS GUIDE 1.1 Who Should Use It This guide is intended for users of different degrees of knowledge and experience with the Newton POS System: Central Office Administration: Directors and Supervisors will learn how to setup and maintain the program. Cafeteria Managers: Managers will learn how to use Main Machine (Back Office) features. Point-of-Sale Line Clerks: Line clerks will learn how to operate a POS Serving Line. 1.2 Using This Manual As you read this guide, you will see certain terminology and the use items such as bullets, steps and bold words. Ribbon Menu - This is a row of small icons arranged just below the menu bar of a window. Each icon gives the user access to frequently used commands. Additional ribbons may appear based on each selection. Tabs - Tabs are located at the top of the Ribbon Menu. For example, the tabs for the Newton ribbon menu are Point-of-Sale, Reports and Letters, Central Office, Utilities, and Administration and Maintenance. Steps - Steps are specific instructions on how to perform a certain function. The steps will be shown as numbered items (Step 1, Step 2...) usually associated with the picture above it. Bullets - Bullets are used to break up a paragraph to help the user find important information quickly. 2
Bold Words - These are used to instruct the user what key or menu item to press to perform a function in the program. Grayed Items - If an Icon or Text in the program is faded or grayed out, the item is NOT available. Available Unavailable (Grayed) Tabbing - When filling out a page with multiple fields, the easiest way to move from field to field is by using the Tab button on your keyboard. This will shift your cursor to the next field without using the mouse. To move backwards through the fields, hold down the Shift key and hit Tab. Click/Select/Choose/Touch - These words are used interchangeably and indicate the action of choosing an item from the program, a key on your keyboard, or a selection on a touch screen. 2.1 Opening Newton 2.2 Logging on to the System 2.3 Closing Newton 2. NEWTON BASICS 2.1 Opening Newton Step 1: From your Windows Desktop, locate and double click the Newton Icon. The Login window will open. 3
2.2 Logging On To The System Step 1: After clicking the Newton Icon, enter your User Name and Password in the Login window Step 2: Click OK or press the Enter key. 2.3 Closing Newton Step 1: Click on the Newton button located in the upper left corner of the program. Step 2: Click Close Newton in the drop-down menu. Step 3: Newton can also be closed by clicking the red X in the upper right corner of the program. 3. SERVING MEALS (POINT-OF-SALE MENU) 3.1 Starting a Day Step 1 - Click the Point of Sale tab on the main menu. Step 2 - Click on Start New Day. The Operating Day Calendar will open 4
If Start New Day is not available (dimmed), a serving day is still open. You can quit the operation or continue working on the day currently opened. To quit, see Section 3.23 Cancel/Abandon Current Day. Step 3 - Select the appropriate date from the calendar and click OK (the calendar will default to the current date). 3.2 Starting/Stopping Meals Step 1 - To start the meal, select Start Meal (Breakfast) or Start Meal (Lunch) from the checklist below. Step 2 - From the Meal/Calendar window, select which meal is being started (Breakfast, Lunch, Snack), and the date (the calendar will default to the current date). Step 3 - Click OK to start the meal. The Meal Control Panel will open. When the meal is started, the line will be updated with the latest students, photos, and payments. 5
3.3 Meal Control Panel When a cafeteria is equipped with multiple computers, one is designated as the Main Machine or Manager Machine (often called the Back Office Machine). The other computers are designated as Line Machines or Line 1, Line 2 etc. Networked Computers If the serving line computers are linked through a network, proceed to Section 3.5 Serving a Meal. Your serving lines are ready to start serving meals. Stand-Alone Computer (Solo) If the cafeteria has a single computer for both Back Office Management functions and Point of Sale functions, serving a meal is accomplished by clicking the Main Machine button on the Meal Control Panel, then proceeding to Section 3.5 Serving a Meal. Stand-Alone Computers (Multiple) If the cafeteria has multiple computers that are not connected by a network, follow the procedure in Section 3.4 Line Disks. 3.4 Line Disks If the school is not networked, the serving line information will be created on an external storage device (jump drive, CD, disk, etc.). The program will prompt the user to insert a storage device for each line selected. This process will continue until all lines have been created. Step 1 - Click Create Upgrade Disk. Step 2 - Select the desired serving lines in the Include column. Select Include Photos to display student photos on the Point of Sale Line. Step 3 - Select Include Program Updates to update serving line computers with the latest software version, and include student information. Step 4 - Click OK and insert the portable storage device (jump drive, CD, disk, etc.). 6
3.5 Serving A Meal Step 1 - Once you have started your meal from the Meal Control Panel, the Point of Service Startup Screen will be displayed. Step 2 - If the wrong meal was selected, it can be changed by clicking Change Meal or pressing F1 on the keyboard. If the wrong menu was selected, it can be changed by clicking Change Menu or pressing F2 on the keyboard. Step 3 - Enter your starting balance in the Starting Balance field. If you are using a touch screen, or do not have a keyboard, click Key Starting Balance to bring up a keyboard interface. Step 4 - Enter your user name and password, then click Ok. If you are using a touch screen, or do not have a keyboard, click the keyboard icon to bring up a keyboard interface. By default, the system will require a Log in and Password. To change this option, see Section 11.2 Serving Line Configs (Security). Step 5 - If the Prompt for Auto-Sale Item option is checked from the Serving Line Configuration, a form will be displayed allowing the user to select the meal that will be sold automatically. To set this option, see Section 11.2 Serving Line Configs (Behavior). The system is now ready to serve meals. Note: CSI has to give Prompt for Auto-Sale Item privileges to the cafeteria. Contact CSI to discuss if this setting is appropriate for your cafeteria setup. 7
Systems with an external interface 3.6 Locating a Customer on the Serving Line If your system is equipped with either a Pin Pad, Biometric or Bar Code scanner, have the customer enter their number, touch the biometric reader, or scan their bar code (depending on the interface). Once the student is located, their information will appear on the display. Using a Keyboard or Touch Screen Step 1 - Select Search. Step 2 - When using a keyboard, type the student POS number or name (the system will look for any part of the name). 8
Step 3 - When using a touch screen, search by student POS number using the on-screen number pad. To search by name, click Search by Name in the lower right and enter the data using the on-screen keyboard, then click Ok. Step 4 - Once the student is found, either click Ok, or double click on the student's name. This will take you to the POS Screen. 9
3.7 POS Screen Once you have selected a student, the POS Screen will appear. From here you can register the student's purchases and complete the financial transactions. To register a purchase, click on the item in the menu. Completing the financial transaction is covered in the upcoming sections. Along the top of the screen is the student's information, including their POS number, name, grade, homeroom, and current balance. o o o o On the right side of the screen is the student status. 1 - Free 2 - Reduced 3 - Full Pay o 4 - o 5 - Employee 10
3.8 Completing a Sale Step 1 - After the food selections have been entered, the amount due will be automatically totaled in the Payment Due section. Step 2 - If Payment Due is highlighted in Green, no money is due, either because the student qualifies for a free meal, or there is enough money in their account to cover the meal. No further action is required. Click Ok to end the transaction. The Unallocated field shows the student's current balance and updated balance after meal purchase. Step 3 - If Payment Due is highlighted in Red, the student needs to pay the amount listed or charge the amount to their account. Collect payment from the student and enter this amount using the keypad. The Quick Pay button may be used when exact change is received (the Quick Pay button automatically reflects the purchase amount). If the student has given exact change, click Ok to end the transaction. If the student has given an amount different than the purchase price, or is paying with a check, see the following sections: o o o o o 3.9 Applying Change to Student's Balance. 3.10 Giving Change. 3.11 Students with Insufficient Funds. 3.12 Students Paying with Checks 3.13 Allocating Funds (Change given and funds applied to account) 11
3.9 Applying Change to a Student's Account If a student pays more than the payment due and the difference is to be applied to their account, enter the amount collected and click Ok. The change will automatically be applied to the student's account. 3.10 Giving Change Step 1 - Enter the amount collected and click Give Change. The button will turn red. Step 2 - Click Ok. A screen will open showing the amount of change due to the student. Step 3 - Give the change due and click Ok to end the transaction. 3.11 Students with Insufficient Funds Step 1 - If a student has insufficient funds and the meal is to be charged to their account, click Ok after entering their food purchases. Step 2 - A warning window will open. Click Ok to proceed. The meal will be charged to the student's account. 12
3.12 Students Paying With Checks Step 1 - If a student is paying with a check, enter the amount on the check and click the Check button. Step 2 - Enter the check number and date in the Check Payment window and click Ok. Step 3 - Click Ok to end the transaction. The check amount will be applied toward their purchase and balance. 3.13 Allocating Funds Use the Allocating Funds function if the student wants change and money applied to their balance in the same transaction. Step 1 - Enter the amount collected from the student. If payment is in check form, follow the Check procedure above. Step 2 - Click the Allocate Funds button. Step 3 - Enter the amount of the change the student wants back and click Ok. Step 4 - A screen will open showing the amount of change due to the student. Give the change due and click Ok to end the transaction. 13
3.14 Function Keys Functions Keys are located across the top of the computer keyboard as a quick button, or by clicking the Key Help button. F-1 - Free student that has not been entered into the system or the student's unprocessed application qualifies him as Free. F-2 - Reduced student that has not been entered into the POS system or the student's unprocessed application qualifies him as Reduced F-3 - Paying student that has not been entered into the POS system or the student's unprocessed application qualifies him as full paying. F-4 - Selected prior to entering a student worker's number. This allows the student to eat a reimbursable meal without being charged. F-5 - Teacher meals. F-6 - At-cost meals. F-7 - Catering. F-8 - Cafeteria employee meals. F-9 - Special Adult. F-10 - Toggles the Customer Input (turns the Biometric or Pin pad Off or On). F-11 - Toggles the Student Images Off or On. F-12 - Ala Carte Sales. 3.15 Control Function Keys Control Funtion Keys are a combination of the CTRL + Function keys. Ctrl + F1 - Displays the Help form for function key selections. Ctrl + F2 - Allows Skip Auto Sale if Auto Sale feature is turned On. Ctrl + F3 - Prints a receipt for the last sale. Ctrl + F6 - Displays line totals. This screen will show you how many meals were sold and how much money was collected on the POS line. When the line was shut down (CTRL-F10), or the program is restarted, the totals will not be accurate, it will only reflect what has been sold since the program was restarted. Ctrl + F10 is only selected to exit the program. 14
3.16 Alt + Function Keys A combination of the ALT + Function key is used as a quick way to enter special features. Alt + F2 - Lists students by group or homeroom. Alt + F3 - Activates the most commonly sold menu item. Alt + F4 - Quits Serving Line. Alt + F5 - Student ID entry. Allows the user to select and keep the first few numbers of the student ID. Alt + F6 - Review Transactions (Edit or Void). Alt + F7 - Toggles Fast Sale On or Off. Alt + F11 - Toggles the Single-click option on student selection screen. 3.17 Closing Point of Sale Step 1 - Exit the Serving Line by clicking Quit Serving Line in the main student screen. Step 2 - Click Yes on the confirmation screen. Step 3 - Enter the total amount of cash and checks in your drawer. Click Ok when finished. The cash is entered by the amount of each type of currency, e.g., enter 8 quarters as opposed to $2.00. 15
Step 4 - Click Yes to end the batch, or No to go back and edit the count. Step 5 - After exiting the POS section, the following options are available: Send Pending Batches - Sends any current files that were not retrieved properly on the network. This process typically happens automatically, but can be used to troubleshoot missing transactions. Exit Point-Of-Sale - Exits the Point-Of-Sale of sale section. This is the typical option chosen at the end of a meal. Start Another Batch - Runs the Point-Of-Sale section 16
again. Send Archived Batches - Obtains files that were not retrieved properly on the network. Select the desired file date and click the Open button. Configure Serving Line - Allows changes to the serving line configuration settings. Note - This should only be accessed by users with proper technical knowledge. Advanced Support Tools - Allows local database support (Repair, Delete, Send Data to Tech, MCS Remote Access). Step 6 - Click Exit Point of Sale. Step 7 - If no other meals are to be served, click Stop Meal to end the meal. Step 8 - Click Yes to confirm you want to stop the meal. Clicking the Stop Meal button will allow you to edit your serving line transactions on the manager s main machine. If you do not stop the meal, you can review the transactions, but you will not be allowed to edit the transactions. 17
3.18 Reviewing Before Posting Reports Step 1 - From the Point of Sale menu, click Before Posting Reports. Step 2 - Check the appropriate reports and click View to review, and Ok to print. 3.19 Reviewing/Editing Transactions Each time the user closes a serving line by clicking Quit, a batch of transactions is created for each meal and serving line. The batch process makes it easier to locate a transaction when a change is necessary. Step 1 - From the Point of Sale menu, click Review Transactions. Step 2 - Click on the row you wish to review and select Edit/Review to list all the transactions in the batch. You can also double-click a row to enter the edit window. 18
The batches can be sorted by dragging the column headers to the blue area at the top of the window. Step 3 - Data reflecting the entire batch can be edited in the Batch Header section located at the top of the window. 19
Step 4 - Click on the row you need to correct and select View/Edit (you can also doubleclick the row). Step 5 - Click Edit Transaction in the Edit POS Transaction window to make the necessary changes. The window is divided into four sections: Customer POS ID - Point of Sale ID Student Number - Student's ID Number Name - Customer's Name - To edit, click the Search button and locate the new customer by typing the name, POS ID, or Student Number Price Category Payment/Adjustment Adjustment Type - Payment, Refund, or Correction Amount Tendered - Amount collected and entered for the transaction - To change the amount, double click on the number to highlight and enter the new number Check Number - Number of the check entered for the transaction Check Date - Date of the check entered for the transaction Customer Balance Unallocated - Amount available in Unallocated funds. Reim. Only - Amount available in Reimbursable funds. Before - Amount before the purchases listed below and Amount Tendered listed in Payment/Adjustment Change - Total purchased subtracted from the total amount tendered 20
After - Amount after the purchases listed below and Amount Tendered listed in Payment/Adjustment Purchase Information POS ID - Purchased item's number Item Description - Name of item - To add an item, select Add Purchase and choose the item (See section 3.20). To remove an item, select Remove Purchase. It is recommended that you re-run a serving line in Newton POS to add new sales. Purchase Type - Reimbursable, Ala Carte, At Cost, Helper, or Provision 2 OVS Purchase Type - Meal or component Item Cost - Purchase price of item Step 1 - Select Add from the Edit Batch window (See section 3.19) 3.20 Adding Sales After editing a sale, the old information will remain displayed with a red strikethrough. Step 2 - Locate the student record by selecting Search from the Edit Transaction window. Step 3 - Select the student's name from the search results and click Ok. 21
Step 4 - Click Add Purchase and select the additional item or meal from the menu. Click Ok when finished. 22
If a batch is deleted, it must be rekeyed entirely. Should you need to delete and rekey, be sure to print the Line Details report (Chapter 5) for this batch prior to deleting it so that it can be rekeyed properly. Typically, batches are only deleted due to training sessions or by error. Step 1 - Select the batch to be deleted from the Edit/Review POS Batches window (See section 3.19). Step 2 - Click Remove to delete the batch. Step 3 - Select Yes from the confirmation window. NEWTON POINT-OF-SALE MANUAL 3.21 Deleting Batches Please contact CSI if trying to diagnose a problem before deleting a batch. 3.22 End of Day Procedures - Post Operating Day This function must be performed daily Step 1 - Access the Post Operating Day window by either clicking on Post Day in the Point-of- Sale menu, or be selecting Post Operating Day from the checklist. 23
Step 2 - Edit and review the Daily Figures. NEWTON POINT-OF-SALE MANUAL Details Enrollment - The number currently enrolled at this school (automatically filled based on the number of students enrolled in the Free & Reduced system). Attendance - Calculated from the program based on the Attendance Factor set in Section 8 or input daily. Catering Income - School District defined income. Misc. Income - School District defined income. Contract Meal Income - School District defined income. Expenses (Products) - School District defined expenses. Misc. Expenses (Services) - School District defined expenses. Provision 2 Breakfast - Enter the plate count if the school participates in Provision 2 Breakfast. 24
Provision 2 Lunch - Enter the plate count if the school participates in the Provision 2 Lunch. Provision 2 Snack - Enter the plate count if the school participates in the Provision 2 Snack. Free snacks - Enter the student snack count if the school participates in the Free Snack Program. Receipt Totals & Variance - This section displays the money entered during Point of Sale. If the information is not correct, select the POS Batches tab and make corrections in POS Line Corrections. Total Collected - The program adds all the money collected for the date selected and displays the total here. This is an informational box; the user cannot change the information. Deposit Amount - Enter the actual bank deposit amount. Variance The program calculates the differences between Total Collected and Deposit Amount, which is the variance. Deposit Today - This option is only displayed if the school utilizes Multi-Day deposits. 3.23 Cancel/Abandon Current Day The Cancel/Abandon Day feature is used to cancel or suspend work for the current operating day and switch to a new day to post data. For example, if you started the current day and keyed in Breakfast, but wanted to key in Breakfast for yesterday, you would cancel today, and start the day for yesterday, then continue to posting. Step 1 - Click Cancel/Abandon Day from the Point of Sale menu. 25
Step 2 - Click Yes on the confirmation menu. The current day will be canceled and a new day can be started. 3.24 Reopen Past Day The Reopen Past Day feature is used to edit a previous day s posted data. For example, if you forgot to key in sales from a previous day, you could reopen that day, add the missing sales, and then repost. Step 1 - Click Reopen Past Day from the Point of Sale menu. Step 2 - Choose the day to reopen from the list and click Edit Day. Step 3 - Enter the reason for the edits and click Ok. Step 4 - Make the appropriate changes. See section 3.19 for details. 26
4. MAINTENANCE (POINT-OF-SALE MENU) This section shows maintenance activities such as adding photos, adjusting charges, and payments. 4.1 Customers 4.2 Edit Customer Information 4.1 Customers Step 1 - From the Point of Sale menu, click Maintenance then select Customers. Step 2 - Enter the student's Name, POS ID, Student Number, or SIS Data, then click Refresh. Step 3 - Select the student from the search results and click View to see their data, or click Add to enter a new student into the system. 27
Step 4 - The customer information window appears. The information is separated into District Wide, Cafeteria Specific, and Account Balance information. 4.2 Student Information - District Wide See Section 4.2 for more information on editing customer information. 28
Customer Data - Contains basic student information. Customer Photo - Click to edit the student's photo. Edit Customer - Click to edit the customer information. 4.3 Student Information - Cafeteria-Specific Contains Cafeteria Specific student information. Letter History Shows a history of letters sent to the student. Record History - Shows a history of all edits to the record. Edit POS Customer POS Customer Tab POS ID - Point of Sale ID number POS Group - Point of Sale Group Homeroom Override - Overrides the homeroom that came from the Student Information Systems. Require Cash for A' la carte - Requires payments for any A'la carte purchases to be in cash. 29
Allocate Overpayments to Reimbursable-Only - Places any extra cash from a sale into the student's Reimbursable fund. Charge Limit - Sets the student's account to either no limit, no charging, or a specified amount. Disallow Charges - Sets the specific meal types that the student cannot charge. Customer Tab Contains basic customer information. Edit - Click to edit student information - See Section 4.2 Select - Click to select a different student. See Manager Tab This allows users to create a message that will be displayed on the serving line for either this cafeteria, or all cafeterias. Great place to put parent notes on account, special diet notes, etc. 30
Photo Tab Allows user to change student's photo. Click Change Photo then Import and locate the photo on your computer or network. 4.4 Student Information - Account Balance The Account Balance section lists the Posted and Pending Unallocated Funds and Reimbursable- Only funds. Account Statement This section lists a complete account history for the student. Payment Allows users to enter a Payment to the customer's account: 31
Step 1 - Enter the payment amount. Step 2 - Select Cash or Check. Step 3 - Enter the check information (if applicable). Step 4 - Click Ok to save the changes NEWTON POINT-OF-SALE MANUAL Refund Allows users to enter a Refund to the customer's account: Step 1: Enter the refund amount. Step 2: Select Cash or Check. Step 3: Enter the check information (if applicable). Step 4: Click OK to save the changes Correction Allows users to enter a Correction to the customer's account: Step 1: Enter the Correction amount (+ or -). Step 2: Select Cash or Check. Step 3: Enter the check information (if applicable). Step 4: Click OK to save the changes 32
4.5 Edit Customer Information Identity Tab First Name - Student's First Name MI - Student's Middle Initial Last Name - Student Last Name Nick name - Student's Nick Name Suffix - Name Suffix (Jr. Sr. II, etc.) Birthdate - Student's Birthdate. Student Number - Student's ID Number. SIS Data - Read only user-defined field. Language - Language spoken by the student (choose from drop-down menu). School - School the student attends (choose from drop-down menu). Feeder School - Alternate school where student may get a meal. Feeder Group - User-defined group where student may get meals. Track - For schools utilizing a multi-track school year. Grade - Student's current grade (choose from drop-down menu). Homeroom - Student's Homeroom. District POSID - ID assigned by the District. 33
Status NEWTON POINT-OF-SALE MANUAL Legacy POSID - ID assigned by a previous application. Inactive - Select to make the student's file inactive. Attached To Free & Reduced - Read only - File is attached to the Free & Reduced program. Pending Deletion - Read only - File is pending deletion. Delete Biometric Data - Click to delete the student's Biometric Data (fingerprint, palm print, etc.). Effective Category - Read only - Student's current meal category. Typically the same as the permanent category unless overridden. Permanent Category - Student's permanent meal category (select from drop-down menu). Permanent Status Date - Read only - Date that student's status became active. Override Price Category - Allows an override within the student's price category (select from drop-down menu). Multi-Reimbursable - Allows creation of a dummy account to which multiple meals may be charged. Future Category - Shows an upcoming change of a student's category (e.g. reduced to paying). 34
Change Date - Change date of an upcoming change in eligibility category. Temporary Status Override Contact CSI for this type of account changes to a student. Allows for a temporary override of a student's current status category. Category - The desired override category (select from drop-down menu). User - Read only - Identity of the user making the override change. Date - Read only - Date of the override. Comments - Enter the reason for the override. Application Number - Read only - Free & Reduced application number. Enrollment Date - Read only - Enrollment date in Free & Reduced program. Unallocated Balance - Read only - Funds in student account for unrestricted purchases. DC - Read only - Indicates student is Directly Certified. In Verification - Read only - Student record has been selected for information verification. Reimbursable-Only Balance - Funds in student account for reimbursable only purchases. Address & Phone Contains student's contact information. 35
POS Customers Contains POS customer records. Photo Select Change Photo then Import to locate the photo on your computer or network. See Manager See Manager - Allows users to create a message that will be displayed on the serving line of all cafeterias. Comments - Enter the context of the message. Cafeteria Specific See Manager Comments - Lists any cafeteria specific See Manager comments for this student. 36
5. REPORTS The Reports can be accessed by selecting Reports and Letters from the main menu, then clicking the individual report sections. Select the desired report and enter the required information (dates, cafeteria, etc.). Before Posting Line Details Double Card Usage Initial Meal Meal Summary Adjustment Detail Amount Detail Function Key Sales Cash Drawer Reimbursable Meals Served Void and Edit Comments Multiple Transactions After Posting Daily Recap Line Details Double Card Usage Initial Summary Meal Summary Adjustment Detail Amount Tendered Function Key Sales Cash Drawer Reimbursable Meals Served Void and Edit Comments Bank Deposit Multiple Transactions Sales & Revenue Federal Edit Check Recap and Reconciliation Popular Items At Cost Meals Participation by Grade Detailed Meal Items Sold by Category Items Sold by Customer Items Sold Profit & Loss Record of Attendance Customer Info Account Statement Barcode Labels 37
Master POS Customer List Student Roster See Manager POS Customer Subscriptions Biometric Enrollments Newly Added POS Customers Central Office Master Customer List Cross-Site Multiple- Reimbursables Central-Office Adjustments NSF Checks School Transfers Online Payments Balance Summary by School Duplicate Customers Deleted POS Transactions Import 3rd Party Log Posting Summary 6. LETTERS Letters can be accessed by selecting Reports and Letters from the main menu, then clicking the individual letter sections. Generate Cafeteria Letters General Letter - Informs parents of money needed for future purchases. It provides the amount owed for the upcoming month (number of meals planned, multiplied by the meal price, minus the current account balance). Low Balance Letter - Informs parents that the student s account is below a pre-determined amount and funds will soon run out. Charge Letter - Notifies the parent that the student has an outstanding or negative balance. High Balance Letter - Generates a letter when a student's balance is above a predetermined amount. Prepayments Needed Letter - Informs parents of required pre-payments for estimated upcoming meals. Cafeteria - Select a specific cafeteria or All Cafeterias. 38
Customers with any balance - Sends letters to parents with any balance. Normally used for General Letters. Only customers with balances less than - Sends letters to parents with a balance less than the entered amount. Used for Low Balance letters. Only customers with balances greater than - Sends letters to parents with a balance greater than the entered amount. Used for High Balance letters. Only customers without enough to buy - Sends letters to parents without enough funds to purchase the set amount of meals. Used for Prepayments Needed. Specific POS Customer - Allows the selection of a specific student. Number of days meals will be served - Enter the amount of serving days. User-Defined Text - Enter any custom text. Customer Categories - Select the specific categories of customers to receive letters. Grades - Select the grades to receive letters. 39
Generate Central-Office Letters NSF Check Letter - Generates letter for any accounts that contain NSF checks. Review Letter Batches - Allows the user to review all previously sent letters. 40