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SIS 2000+ Food Services

Sec. 6, Accounts, Introduction / Find an Account 
 

The Accounts module is an editing tool for payment, meal service, ala Carte service and preferences records for faculty, patrons, and students, as well as Account status and Application status records for students and student patrons. Accounts are also maintained for Cash and Visitor payment, meal and ala Carte service records. Student and Faculty account retrieval may be defined (see Group) at the school or district level. Account records are stored for the entire school year.

Students are assigned the default pay-type status of "Paid" (regular/normal/full-pay) unless an application is present to authorize free/reduced status for the household. Each pay-type that has been or is currently in effect is shown, with the date effective, the expiration date, and the application number. Food Services reports that include eligibility reference these pay types and effective dates when calculating eligibility figures. A change in free/reduced pay-type status is achieved only by modifying and recalculating the application, or by re-application.  **  The Application authorizing each free/reduced pay-type status for a student may be accessed directly from that student's account (if the user's Permissions setting grants access to Applications).

**  The assumption is made that the Applications module preference value is ONLINE.  If the Applications module is not being used to maintain student and patron pay-type status records (preference value is OFFLINE), a modified procedure is used to record changes in pay-type status. See Sec. 6a.2, Edit Account Status Record -- Applications module not in use.

Cash and Visitor payment and service (meal , ala Carte and Banquet Sales) records are also present in Accounts.  See Sec. 6f, Cash and Visitor Accounts.
 
 

6.1 Open Food Service Accounts
Click on the Accounts button from the main SIS 2000+ Food Services menu to run Food Service Accounts. The Accounts screen displays in read-only mode (Fig. 1). School defaults (read-only) to the site selected during SIS 2000+ login. If SIS 2000+ login is completed under System Administrator status and District Office, School defaults to District but may be changed to a specific School. The Account field remains unset.
 

Fig. 1 -   Accounts module, read-only mode
 

About the Accounts Screen
The Accounts screen consists of five tabbed pages -- Account Status, Payments, Meals, Ala Carte and Properties, and the following text fields and command buttons which remain constant for the account. Each page also contains unique command buttons and text fields which are discussed individually in Sec. 6a through 6h.

6.1.1 Account Information


Fig. 2 - Account Information, Student account
 
 

School - Defines account selection criteria. Set as District to have access to all accounts in the district. Set as a specific School to limit to accounts within that school.

Account - Sets the type of account to be retrieved -- Student, Faculty, Patron, Cash or Visitor.

Group - Defines retrieval parameters for each Account type. See Sec. 6.2.3.

The remaining fields identify the consumer and are derived from the Student, Faculty and Patron Editors.

File button -

 
Use this button to:

    1.    Display Student or Faculty Information, which includes a Photograph, Demographics and Contacts.
 
 A word about photographs -
Two conditions must be met if you wish to display photographs in SIS 2000+:
 
1. The monitor for each workstation must be set to display 16 bit color (256 color = 8 bit). Right-click on the desktop, then select Properties, Settings tab.
2. Windows includes the capability to display bitmap images.  If your photographs are confined to the bitmap format, nothing further needs to be done.  However, if your photographs include .jpeg and/or .gif formats, the ability to display these formats must be registered for each workstation to be used.  This is accomplished by installing a program capable of displaying .jpeg and .gif images.  This program is not used per se, but the presence of the program registers the capability to display these formats.  A good example of such a program is Microsoft Photo Editor^(c), included in Microsoft Office^(c).
 

Fig. 3 - File button, 'Student Information' tab
 

    2.    Display an enrollment history for the currently selected student account.

 


Fig. 4 - File button,' Student Status' tab
 
 
6.1.2 Accounts text fields
 
Payments -
Total payments for this account.

Meals -
Total meal service for this account.

Ala Carte -
Total ala Carte service for this account.

Balance -
Current account balance (total Payments minus Meals minus ala Carte). An Account balance which is zero or greater is displayed in blue, and an Account balance which is less than zero is displayed in red.
 

6.1.3 Accounts command buttons
 
Report -
Use this button to display and/or print an Account History Report for the current account.

Letter -
Use this button to access Letters & Labels, where you may print account letters, statements, meal cards etc. for the currently displayed account.

Find -
Locates an account by ID number, last and/or first name (whole or partial names). The Find utility is assisted by first setting a Group, which limits the search to within the Group parameters. For example, if you are searching for the account of an exited student, Group should be set to include Inactive Students only. Excluding Active students from the index results in faster record retrieval.

Edit -
Places this account into edit mode. An account displays in read-only mode. To add, edit or delete records an account must be in edit mode.

Undo -
Undo is an Account command button that is available when the account is in edit mode and changes have been made. Undo removes unsaved changes in this account and reverts to the last saved version. All records in the account are affected -- account type, payment, meal, ala Carte and preference. Account is placed back into read-only mode.

Save -
Records changes made to this account.

Quit -
Exits Accounts
 

6.1.4 Accounts pages
An account contains five tabbed pages -- Status, Payments, Meals, ala Carte and Properties.
 
Account Status page - Students and Student Patrons only -
All information pertaining to the student's pay-type status, such as current status (free/reduced/paid if student or patron), application effective and expire dates, and the application number and Status (Approved, Incomplete or Archived). The application for each free/reduced pay type may be reached by selecting a status record, and then clicking on the Application button (provided the user has access permission for Applications).

Status records inserted without benefit of an application are designated as OFFLINE.

Each Status records has an optional Notes field associated with the Adj field (Adjustments, read-only audit logs). An entry is indicated by a "pencil".


Chg by/ Chg date automatically record Account Status change records per user login ID.
 
Payments page -
Consumer payment records. Display may be sorted in ascending or descending order by Location, Date, Type, Drawer or Item.  Payment records for Today's Date are displayed in red.

Meals page -
Consumer meal records.  Display may be sorted in ascending or descending order by Location, Date, Meal, Pay type or Drawer.  Meal for Today's Date are displayed in red.

Ala Carte page -
Consumer ala Carte purchases.  Display may be sorted in ascending or descending order by Location, Date, Meal, Drawer or Item.  ala Carte transactions for Today's Date are displayed in red.

Properties page -
Sets permanent Worker status, account restrictions (spending limits, charge limits, meal restrictions, food alerts, lost/stolen card alerts). Under construction
 
 

6.1.5 Menu bar utilities:


 

File Menu -
Quit - exits Accounts and returns to the Food Services main menu
Preferences
Contains the Accounts module preferences Edit Application, Search Focus, and Show Today (Fig. 5).
 
Tools Menu -
Account Tools (under construction)
 
Help Menu -
Help
About - module version information
Tips

Fig. 5 - Accounts Module Preferences
 
 

6.2.1 Select School
School defaults to the school selected during SIS 2000+ user login. District allows access to all accounts in the district. A specific School limits access to accounts for that school only (Patron Accounts are district-wide, regardless of the School setting).  If multiple school sites are available, click on the drop down list box to display schools, and click on the school to select. Press the Tab key to shift focus to the Account field (or click on the Account field).

6.2.2 Select Account
Enter an "S, F, P, V or C" in the Account field (or open the list and choose student, faculty, patron, visitor or cash). Accounts will load, defined by the School, the Account type, and Group settings.

6.2.3 Select Group -
 

For Student Accounts -
Group = This Year (present this year, includes currently enrolled and exited)
Group = Exited (exited only)
Group = Enrolled (currently enrolled only)
Group = Inactive (never enrolled this year - usually students carried over from the previous year, "no show" for this year).
 
For Patron Accounts - Group = All
For Faculty Accounts - Group = Active or Inactive
For Visitor and Cash Accounts - Group = disabled
 
The Accounts screen remains in read-only mode after accounts have been loaded, and displays the first account within the above parameters (Fig. 6). You may select any page within this account for viewing purposes. Account data may not be edited while in read-only mode.


Fig. 6 - Student Account, read-only
 
 

6.3.1 Search utility
Use the Find button to open the Search utility.  Enter search parameters and click on Find.  Use Clear to remove search criteria.  Consumers meeting search criteria will display in an expanded search screen.
 

Fig. 7 - Initial Search screen
 

6.3.2 Select Consumer
Single-click on the consumer name and click on the Select button, or double-click on the consumer name.  The Expand button (lower right of screen) may be used to display additional consumer information (Gender, Grade and Birthdate).


Fig. 8 - Expanded Search screen