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SIS 2000+ Food Services

Sec. 6a, Accounts / Account Status Records
 

The 'Status' page contains student and student patron eligibility status records, including all pay-types previously in effect during the year, and the current pay-type. The 'Effective' to 'Expire' date range for each pay-type places a student in eligibility figures for that pay type for that period of time.

 
Fig. 1 - Accounts, Account Status page read-only mode
 

About the Account Status page -

Display filter -
Select All or the current year to adjust display of status records.

Fields -

Effective / Expire-
Effective date range for this pay-type (inclusive).

Pay type -
Paid, Free and Reduced.

Application -
The Application (by number) that supports this pay-type.

Status -
Application status  -- approved, denied, temporary.

Chg by / Chg date -
Automatic system log based upon user login and internal system date.

Note -

Optional text field for user notes to augment automatic system logs.  Double-click to open and use.  'Pencil' indicates a note present.


Fig. 2 - Sample Account Note
 

Adj -

Read-only system edit logs created each time a change in status affects existing meal records. An optional text field is included for User Explanation. Double-click to open. 'Pencil' indicates an Adjustment record is present.


Fig. 3 - Adj (Adjustment) screen
 
 

Add -
Adds a status record. If the Applications module is ONLINE, only 'Paid' status records may be added. If the applications module is OFFLINE, all pay-types are available.

Delete -
Deletes a pay-type record. If the Applications module is ONLINE, only 'Paid" pay-types may be deleted (the Delete button is disabled when a Free/Reduced pay-type is selected). If the applications module is OFFLINE, the Delete button is enabled for all pay-types.

Application -
Provides direct access to the application for a Free/Reduced pay-type. Select a Free/Reduced pay-type record to enable the Application button, then click on the button. Access to the application is granted only if the user has access to the Application module.

** Note -

If the application is accessed to record a change in status due to a change in household size or income, use the Re-Apply procedure (see Sec. 7i, Application Edit / Re-Apply).
 

Student Eligibility Status records are maintained using one of two methods:
 
Method One - The Food Service Preference Eligibility = ONLINE

 
Students and student patrons pay-types are controlled by the Household Application, and only the pay-type "Paid/Regular/Normal" may be entered/edited via the account Status page. Free/Reduced pay-types must be entered/edited by completing an application or by re-application if a household's status changes. Initial use of the Eligibility Applications module locks Accounts into the Application ONLINE mode. Manual editing of Free/Reduced pay-types through the Accounts module is not permitted.
 
Method Two - The Food Service Preference Eligibility = OFFLINE
 
Manual maintenance of Free/Reduced/Paid status records is permitted while Eligibility Applications are processed. Status records created by an application overwrite manually entered status records.  Status records created by an application may not be edited manually.

Manual maintenance of status records (without benefit of application processing) is also permitted.  Manually entered status records (indicated by Application = OFFLINE) are controlled by stringent error-trapping to ensure that effective date ranges and status records are consistent.

Click on the Accounts Edit button to place this account in edit mode (Fig. 4). Notice that only the Effective and Expire date fields for Paid status records are enabled.

Fig. 4 - Account Status page, edit mode (Food Service Preference Eligibility = ONLINE)
 

6a.1.2 Add a status record
Click on the Add button to insert a Paid status record. Complete the Effective date, then use the Tab key to move to the Expire date field and complete. Use Undo to remove unsaved changes. Click on Save to record changes. During a Save, effective and expire dates are evaluated for possible conflicts. If date conflicts are present, an alert will present specifying the conflicts and the save will not be allowed to proceed (Fig. 5).


Fig. 5 - Date conflict alert
 

Enter a Paid status record manually when the Applications module is in use?
This situation occurs when an existing Free/Reduced application expires and the household does not re-apply. A Paid status record must be present in Accounts for the balance of the school year for each student on the expired application. A Paid status record may be entered manually through Accounts, or this may be accomplished automatically by setting the Cafeteria Preference Expired Accounts = INSERT.  The Cafeteria module will then automatically insert a Paid status record for these students as of the date of service.

6a.1.3 Delete a status record
Select the status record (move to or click on), then click on the Delete button. Notice that the Delete button is enabled only if a status record with a pay-type of Regular is selected. Select 'Yes' to delete or 'No' to abort (Fig. 6).


Fig. 6 - Delete status record
 
 

Click on the Accounts Edit button to place the account into edit mode. Notice that all Effective, Expire and Pay-type fields are enabled. The Application and Status fields are not enabled because applications are not being maintained.

6a.2.1 Add a Status Record
Click on the Add button to insert a new status record. New records default to 'Paid', with Today's Date as the effective date (may be edited). Use the Tab key to move through the fields and complete the Effective and Expire dates (see Rules below) for this record. Click on the Pay-type field to display pay-types and select a pay-type. Click on the Save button to record changes. The Application field for this record now contains 'OFFLINE', indicating it is not supported by an application.

Rules for Account Status Records (manual maintenance):

Account Status records establish specific date ranges for each pay-type. This allows pay-types to change mid-year without affecting historical reporting, and also maintains a pay-type history for each student. The following applies to Account Status Records Effective and Expire Dates:
 

1. An Expire Date is not required for the initial status record. The pay-type is considered to be in effect.
2. If a student's pay-type changes, enter an Expire Date to close the current status record. The current record must be closed before a new record may be added.
3. To enter a new status record, only the new Effective Date is required. The Expire Date for the new status record is optional.
4. A gap between Expire Dates and new status record Effective Dates is allowed. (a student may exit and then re-enter the school at a later date).
5. It is not necessary to expire a student's status record to reflect the student's exit date. Exited students are automatically excluded from eligibility counts as of the exit date.
 

Fig. 7 - Sample Account Status record dates
 

When a new status record is saved, effective and expire dates are examined for possible conflicts with existing status records. If date conflicts are present, an alert will display that details the date conflicts and the record save will not be allowed to proceed. Error-trapping also prevents a new status record from being recorded if the current record is not closed with an expiration date.

6a.2.2 Delete a Status Record
Select the record to be deleted. A record is marked as selected by the small arrow to the left of the Effective date field. Click on the Delete button. Select 'Yes' from the confirmation prompt to continue, 'No' to abort.

** Please Note

Manual maintenance of Status records does not support verification of existing meal records for a status record. A status record may be deleted regardless of existing meal service supported by that pay-type. If a status record is deleted and meal records are present, Free and Reduced meals associated with the deleted status will be converted to Paid status.  The associated audit log states that all meal records within the date range of the deleted status record have been converted to Paid due to lack of a supporting pay type.
 
6a.2.3 Consistency check - Account Status records and Meal records
A consistency check is triggered whenever a change to an account is saved. Meal records are evaluated and adjusted to conform with all status records. An alert will display to inform you if any meal records were changed to conform with the status in effect, and a record of these changes will be posted in the Adj field.