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SIS 2000+ Food Services   General Reporting Procedures  Last update: 1/21/2001 jmm

1. Open Reports Menu
Reports are accessed from within the SIS 2000+ Food Services program module by launching the Reports icon button. This action opens the Food Service Reports Menu, displaying a list of Food Service report groups (Fig. 1).

Fig. 1 - Food Service Reports menu

2. Select a report group
Highlight a report group from the list and click on the Select command button to proceed. In the Food Services module several reports are grouped under one title. By selecting the group title the view will proceed to another menu from which to chose individual reports. All reports may be printed for the district (if a district-wide database is in use), or for an individual school.

Two printing procedures are used in Food Services -- procedures for printing Food Service Reports, and procedures for printing Food Services Letters & Labels documents. Sections 2 through 5 address data reporting. Section 6 explains how to print Food Service Account Statements, Form Letters, Mailing Labels, Barcodes and Meal Cards.

Food Service Report groups and reports

Daily Detail Reports -

Daily Payment Detail
Daily Payment Detail by Drawer
Daily Meal Detail
Daily Meal Detail by Drawer
Daily ala Carte Detail
Daily ala Carte Detail by Drawer
Student Payments by Teacher
Student Meals by Teacher
Student ala Carte by Teacher

Daily Summary Reports -

Daily Food Service Summary
Daily Cafeteria Summary
Daily Deposit Summary
Daily ala Carte Summary
Cafeteria Payment Breakdown

Monthly Summary Reports -

Meal Summary
ala Carte Summary
Payment Summary by Date
Payment Summary by Drawer

Account Status Reports -

Current Status Counts
Current Status Counts by Grade
Current Status Snapshot
Current Status by Teacher
Pending Status Expiration
Exited/Expired Student Records

Account Balance Reports -

Active Students
Active Faculty
Inactive Students
Inactive Faculty
Students by Teacher

Meal Rates Reports -

Meal Rates - All Rate Records, or Current Rates only by School type, for a specific School or for the District.
Reimbursement Rates - All Rate Records, or Current Rates only by School type, for a specific School or for the District.

Items Reports -

ala Carte Items - All Rates or Current Rates only for All Meals, or for Breakfast or Lunch only, by School type, for a specific School or for the District.
Meal Items - All Rates or Current Rates only for All Meals, or for Breakfast or Lunch only, by School type, for a specific School or for the District.

Food Service Letters & Labels -

Account Statements
Form Letters
Meal Cards
Bar codes
Labels
Other

Regional Reports -

Customized regional reports as required

Planned Food Service Reports -

Sales Tax Reports
District Reimbursement Reports
Eligibility Reports and Letters
Verification Reports and Letters

3. Select a report
Highlight a report from the list, then edit the default criteria specific to that report (if desired). Each report group has its own unique criteria selection screen. Here you can define report parameters by selecting check boxes, modifying data selection criteria from drop down list boxes, or altering default report dates. The Report Group Letters & Labels contains both the Document Editor where statements, form letters, mailing labels, meal cards and bar codes may be created and edited (see Sec. 13, Letters & Labels), and print criteria for individual, batch, and mass printing runs.

Fig. 2 - Daily Detail Reports menu

4. Accept or edit Food Service Report criteria defaults
Select or de-select report criteria by placing or removing a checkmark in the checkboxes. Select a specific Cash Drawer by clicking on the drop down list to display all cash drawers, then click on the drawer. To produce a report for a date other than Today's Date, click on the Date menu pad at the top of the screen to display the calendar and select a different date.

Report Date -
Daily Detail, Daily Summary, Account Status and Account Balance Reports -
These reports default to Today's Date.
Monthly Summary Reports -
These reports default to month-to-date, based upon Today's Date.

Report criteria -
Detail, Account Balance and Account Status Reports -
These reports default to include all account types (student, faculty, patron, cash and visitor) and all student pay types (free/reduced/paid). Cash Drawer selection (if enabled for the report) defaults to All. Meal selection is disabled for Payments Detail reports.
Daily and Monthly Summary Reports -
These reports default to include both Breakfast and Lunch. Daily Meal, Cafeteria and Food Service Summary reports allow a meal to be specified. Cash Drawer selection (if enabled for the report) defaults to All. Meal selection is disabled for Payments Summary reports.


Fig. 3 - Daily Detail Reports, report criteria



Account Balance criteria -
Account Balance reports default to include all student, faculty, or patron account balances for accounts with activity present. This may be modified to include only accounts with a specific balance or range of balances (greater than, less than, equal to, etc).

To see an illustration and explanation of the criteria selection screen for a specific report, refer to the documentation found in the Reports Table of Contents.

5. Print, Display, or Export a report
All Food Service report criteria screens display the following command buttons at the bottom of the screen:

5.1 Print
This command will print the report directly to the default printer.

5.2 Display
The Display command button sends the report to the screen as a print preview (Fig. 3). Scroll through all the pages using the VCR buttons, go to a specific page using the page icon, or view the report from different magnifications using the percentage field.


Fig. 3 - sample display



5.2.1 Preview controls:



• 
  Use the left and right VCR buttons to scroll backward or forward through the pages. The VCR buttons will be deactivated if there is only one page to the report being previewed.
  
  
• 
  Use the Pages button to go to a specific page. The Pages button will be deactivated if there is only one page to the section being previewed.
  
  
• 
  Select a viewing magnification from the drop-down list of the Percentage field.
  
  
• 
  Click the Exit Door icon to close the preview.

5.2.2 Continue to Printing or Close Preview
To close the print preview, click on the door icon. As the preview closes you will be given an option to print to printer (Fig. 4). Select "Yes" to send the report to the printer or "No" to return to the report screen.


Fig. 4



5.3 Export
Executing the Export command will "print" or save the report to a file instead of printing a hard copy. A variety of export formats are available, including ASCII text, Excel spreadsheet or a delimited text file. Not currently available.

5.4 Quit
Exits the report screen for this report group and returns to the main Food Service Reports Menu listing (Fig. 1). Press Quit again to exit Food Service Reports and return to the main Food Service menu.

6. How to Print Letters & Labels documents
Letters & Labels documents include account statements, form letters, meal cards, mailing labels and bar codes. Food Service Letters & Labels reports use a different set of criteria to produce documents. First identify "Who" you are printing documents for, then select "Which" document to print. Standard Print/Display procedures then apply.

6.1 Open Letters & Labels, define consumer selection criteria
From Food Services Reports, highlight the Letters & Labels Report Group, then click on the Select button. The Letters & Labels selection screen displays, defaulting read-only to the School selected during login (unless district login with full access was completed, in which case all schools are available), consumer type Student, and student selection All Active Students.

Fig. 4 - Letters & Labels, selection screen



Letters & Labels command buttons

Quit -
Exits Letters & Labels and returns to the Food Services Reports menu.
Clear -
Removes all retrieved names from the Retrieved list and the Print Queue.
Proceed -
Continues to the Letters & Labels print screen, where a document may be printed for consumers present in the Print Queue.


6.1.1 Specify consumer type
Click on the consumer type drop down list box and select from Students, Faculty or Food Service Patrons.


Fig. 5 - Letters & Labels, set consumer type



6.1.2 Define consumer type report parameters - Students
The appearance of the Letters & Labels screen will vary, depending upon which consumer criteria are selected to establish the base data pool. Click on the All Active Students drop down list box to display alternate data criteria.

All Active Students -
The screen displays as shown in Fig. 6. Choose this parameter if you wish to print for or select from all the active students in the school.


Fig. 6 - Letters & Labels, Students, All Active Students



Students By name -
Choose this parameter to select a student or students by Last and/or First name. Notice the screen now contains Last and First name fields (Fig. 7).


Fig. 7 - Letters & Labels, Students, By Name



Students By grade -
Choose this parameter to select students within a specific grade. Notice the screen now contains a Select Grade drop down list box (Fig. 8).


Fig. 8 - Letters & Labels, Students, By Grade



Students by Teacher -
Choose this parameter to select students assigned to a specific teacher. Notice the screen now contains a Select Teacher drop down list box (Fig. 9).


Fig. 9 - Letters & Labels, Students, by Teacher



Students by pay type / balance -
Choose this parameter to select only those students with accounts meeting specific balance criteria. Notice the screen now contains account balance definitions plus check boxes to include or exclude student pay types (Fig. 10). If Include Balances is set to other than All, the amount field is activated so that a specific dollar amount may be entered.


Fig. 10 - Letters & Labels, Students, by account balance and pay type



New Students -
Choose this parameter to select new students as of a specific date. Notice the screen now contains a New students as of select date utility (Fig. 11).


Fig. 11 - Letters & Labels, Students, New students by date



6.1.3 Define consumer type report parameters - Faculty
The Faculty document pool may be defined by either All Active Faculty, Faculty by Name, or Faculty by balance. The Faculty by Name selection makes available the Last, First name fields (Fig. 12).


Fig. 12 - Letters & Labels, Faculty by name



Faculty By balance -
Choose this parameter to select only faculty members with accounts meeting specific balance criteria. Notice the screen now contains account balance definitions (Fig. 13). If Include Balances is set to other than All, the amount field is activated so that a specific dollar amount may be entered.


Fig. 13 - Letters & Labels, Faculty by balance



6.1.4 Define consumer type report parameters - Food svc Patrons
(Not available at this time)



6.2 Retrieve Records
After the consumer pool has been defined, click on the Retrieve button to retrieve records that meet the selection criteria (Fig. 14).


Fig. 14 - Letters & Labels, Retrieve records



6.3 Move Records to Print Queue
The list of retrieved records is a proposed list of consumers for whom you wish to print a document. From this proposed list individuals may be selected for printing, or the entire proposed list may be moved to the print queue. Records are shifted to the print queue or back to the "Retrieved" screen by using the "mover" VCR buttons placed vertically in the middle of the screen.


Moves selected records from the "Retrieved" screen to the "Print Queue" screen.


Removes selected records from the "Print Queue" screen and places them back in the "Retrieved" screen.


Moves all retrieved records from the "Retrieved" screen to the "Print Queue" screen.


Removes all records from the "Print Queue" screen and places them back in the "Retrieved" screen.

6.3.1 Select all retrieved records for printing
If documents are to be printed for all retrieved consumer records, click on the double-right VCR button >> to move all names to the Print Queue.

6.3.2 Select individual record(s) for printing
From the retrieved list of consumers, highlight each individual name to be included in this printing run. A name is highlighted by single-clicking on the name. When all names have been highlighted, click on the single-right VCR button >.

6.3.3 Remove individual records from the Print Queue
From the Print Queue, highlight each individual name to be removed from the Print Queue, then click on the single-left VCR button < to move the name to the Retrieved list.

6.3.4 Remove all records from the Print Queue
Click on the double-left VCR button << to remove all records from the Print Queue and move to the Retrieved list.

6.4 Proceed to Document Selection
When all consumers to be included in this printing run are present in the Print Queue, the next step is document selection. Click on the Proceed button to continue (Fig. 15).


Fig. 15 - Letters & Labels, proceed to document selection



6.5 Select the Document to be printed
Highlight the Document Group that contains the document you intend to print. Documents present within that group are then displayed in the Document field. Select (highlight) the specific document (Fig. 16). The Print to form assigned to that document will display in the Start Print grid at the right of the screen. The Start Print location defaults to upper left. If you are using a partial sheet, click on the location where you wish to begin printing.


Fig. 16 - Letters & Labels, document select and print screen



Document tracking -
Place a checkmark in this box if you wish to track when this document was printed. Document tracking is recorded in Accounts, Preferences page, for each individual in the print queue. Document tracking is specified when a document is created (see Food Reports, Letters & Labels, Document Editor), but may be turned on or off from the document print screen.

Sheets required:
Evaluates the document Print to form (number of documents per page), start print location on the form, and number of consumers in the print queue to calculate the number of sheets you will need to complete this printing run.

Print -
Sends this document directly to the printer for all consumers placed in the print queue. Document display is bypassed.
Display -
Displays this document for all consumers in the print queue. Document display is limited to the first ten pages. Click on the exit door icon to close the preview. A print option does not automatically follow when a previewed document is closed to simplify document format evaluation. If the appearance of the document is acceptable, close the preview, then use the Print button. If the format needs adjusting, close the preview, then use the Edit button to access the Edit Document screen for the selected document.
Export -
Not currently available
Edit -
Accesses the Edit Document screen for this document. See Food Reports, Letters & Labels, Document Editor Sec. 7, Editing Document Formats.
Quit -
Exits this screen and returns to the previous screen (consumer selection).

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