Main Menu

SIS 2000+ Food Services

Sec. 6f, Accounts / Cash Account Records
 

Cash Account records are displayed and edited in a slightly different manner than account records for students, faculty and patrons. Fields and pages not relevant to cash sales are disabled (such as Settings and Status). Records are stored for Cash transactions in the same manner as other account types, with Payment, Meal, and ala Carte account totals displayed at the bottom of the screen. The current Sort method is displayed at the top of the screen, and may be changed by clicking in a column header.

Cash account records pertain only to Students and Faculty. Cash Account records consists of Payment, Meal and ala Carte records. Cash records are created by:

1. Using the Cash Student and/or Cash Faculty buttons in the Cafeteria module, and/or
2. Using Cafeteria Volume Sales (Student and/or Faculty Rate)

If the default meal setting in Cafeteria is turned off, use of a Cash Student or Cash Faculty button records cash payment and service for items you select-- both meal and ala Carte items.

Volume Sales records bulk sales of food items per consumer type. Sale volume per transaction may be from quantity 1 - 9999. Each Volume Sales transaction records one cash Payment record for the amount of the transaction, and one Cash Meal or Cash ala Carte record (depending on the food item) showing the quantity of food items involved in the transaction.
 
 

Food Service Preference 'Student Cash Meals' value = 'YES'  If the Food Service Preference 'Student Cash Meals' value = 'YES', each student meal recorded using the Cash Student button in Cafeteria is counted as a paid student reimbursable meal.  Each Volume Sales transaction using the category Student with a food service Meal Item will be recorded as paid student reimbursable meals.

 
 

Food Service Preference 'Student Cash Meals' value = 'NO'  If the Food Service Preference 'Student Cash Meals' value = 'NO', you will be unable to record a Student Cash meal using the Cash Student button in Cafeteria, the Volume Sales Meal/Student category, or in Cash Accounts (Sec. 3, Food Services Preferences Manager).

 
 

6f.1 Load Cash Account Records
With the Accounts module in read-only mode:

1. Accept the default School setting or click on the drop down list box and select the desired school.
2. Press Tab to shift focus to the Account field and enter a "C" in the account type field, or click on the drop down list box and select Cash (Fig. 1).

Fig. 1 - Select Cash Account, read-only mode
 
 

6f.2 Edit Cash Account Records
Click on Edit to place Cash Accounts into edit mode (Fig. 2). Edit mode enables the command buttons Add and Delete, and the Account command buttons Done and Quit (Quit converts to Save if changes are made). Notice that the Account Status and Preferences pages are not present.  Each Payment record has a corresponding Meal or ala Carte entry.  For Example, the first payment record shown (30.00) corresponds to an ala Carte record (60 cookies @.50 ea).

Fig. 2 - Cash Accounts edit mode, Cash Payments page
 
 

6f.2.1 Select Cash Payment Records
Click on the 'Payments' tab or use the Page Up/Page Down keys to move to the Payments page (Fig. 2). Each payment record consists of Date, Consumer type, Amount, Type, Drawer, and Note. Click on a payment record to select, or use the up/down arrow keys to move from record to record. Use the Tab key to move through the fields within a record until the desired field is highlighted (a field may also be selected by clicking on it).

6f2.1.1 Edit a Payment Record
A field may be edited by retyping (date or amount), or click on the drop down text boxes and choose from the selection lists. Use the Tab key to move through the fields within a record, or click on a field. Each field is highlighted as it is selected.

6f.2.1.2 Add a Payment Record
Select the Add button to insert a new cash payment record. Focus defaults to Date field using Today's Date. Accept or retype the Date, then Tab to and complete remaining fields in the payment record.
 

Cash Drawers -
Drawer selection is limited to only those present for the current School (this includes the District). If user login permits access to the local school only, or a district-wide database is not in use, then the School field is read-only for that school. Click on the Drawer field to display,  then select a drawer.


Fig. 3 - Cash Drawers
 
 

6f.2.1.3 Delete a Payment Record
Select the payment record to be removed, then click on Delete. A confirmation prompt will display requiring a 'Yes' or 'No' response to continue.
 
Payment Note -
A Note field is available for each payment record. Double-click on the Note field to open, and enter/edit text as desired. Length is not restricted. Save and Close when finished.

Change by -
Automatic system record that references user login to identify the person recording the change to Cash Account Payment records. Read-only field.

Change date -
Automatic system record that references the internal system date as date of record change. Read-only field.

6f.2.2 Select Cash Meal Records
Click on the 'Meal' tab or use the Page Up/Page Down keys to move to the Meals page (Fig. 4). Each meal record consists of Date, Meal, Consumer type, Drawer, Item, Worker, Quantity, and Each (price).


Fig. 4 - Cash Accounts edit mode, Cash Meals page
 
 

6f2.2.1 Edit a Cash Meal Record
Highlight a meal record to select, then use Edit to open the Edit Cash Meal Record (or double-click on the record). Notice that all fields in a Cash Meal record may be edited. The Quantity and Each defaults may be overridden (unlike meal records for faculty and student accounts). Keep in mind, if the Consumer type is Student, all meals for this record will be included as Reimbursable Student Regular (Food Service Preference value Student Cash Meals = YES).


Fig. 5 - Edit/Add Cash Meal Record
 

A field may be edited by retyping (date or amount), or use field buttons to drop selection lists for the appropriate fields. Use the Tab key to move through the fields within a record, or click on a field.

6f.2.2.2 Add a Meal Record
Use the Add button to run Edit Cash Meal Record. Default values are supplied for all fields (all fields in a Cash Meal record may be edited). The Quantity and Each defaults may be overridden. Keep in mind, if the Consumer type is Student, all meals for this record will be included as Reimbursable Student Regular Meals (Food Service Preference value Student Cash Meals = YES).

6f.2.2.3 Delete a Cash Meal Record
Two methods may be used to delete a meal record.
 

1. Select a record by clicking on the far left border of the record. A record marker at the far left of the record shows the currently selected record. Click on the Delete button. A confirmation prompt to authorize removal of the meal record will display "Delete record for mm/dd/yy?". Select 'Yes', to delete that meal record, 'No' to abort.
2. Click on any field in the Cash meal record to open Edit Meal Record. A confirmation prompt will display 'Delete record for mm/dd/yy?'. Select 'Yes' to delete that meal record, 'No' to abort.
 
6f.2.3 Select Cash ala Carte Records
Click on the 'ala Carte' tab or use the Page Up/Page Down keys to move to the Cash ala Carte page (Fig. 6). Each Cash ala Carte record consists of Date, Meal, Consumer type, Drawer, Item, Quantity, and Each (price).


Fig. 6 - Cash Accounts edit mode, Ala Carte page
 
 

6f2.3.1 Edit a Cash ala Carte Record
Click on an ala Carte record, then use Edit to open the Edit Cash ala Carte Record screen (or double-click on the record). Notice that all fields in a Cash Ala Carte record may be edited. The Quantity and Each defaults may be overridden.


Fig. 7- Edit Cash Ala Carte record
 

A field may be edited by retyping (date or amount), or use field buttons to drop selection lists for the appropriate fields. Use the Tab key to move through the fields within a record, or click on a field. Click on Save to record changes or Cancel to abort editing this record.

6f.2.3.2 Add an ala Carte Record
Click on the Add button to run Edit Cash Meal Record. Default values are supplied for all fields for the new record. Quantity and Each defaults may be overridden. Complete data for the new record and click on Save to record this item. Cancel aborts the new item entry.

6f.2.3.3 Delete an ala Carte Record
 

1. Select an Ala Carte record, then use Edit to open Edit Cash Ala Carte Record for that record. Click on the Delete button. A prompt will display which requires a Yes/No response to continue.
2. Click on an ala Carte record to select, then click on Delete. Select 'Yes' from the prompt.

 

Cash account balance should be zero (payments minus meals and ala carte = zero), however non-zero balances are possible. For example, the school has donated snacks for a school activity and wishes to record food item service without payment. Complete the cash meal or ala Carte data (example, create a Cash ala Carte record for 150 cookies). Then create a cash payment record for 0.00, and use the payment memo field to record the reason for the zero payment (example, donated cookies for Kindergarten Orientation Open House). The Cash account balance for that day will be a negative amount. The same result may be achieved by using Volume Sales in the Cafeteria module to record the transaction. If Volume Sales is used, the corresponding Cash payment record must be edited to 0.00.