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SIS 2000+ Food Services

Sec. 6g, Accounts / Visitor Account Records
 

Visitor Account records are displayed and edited in a slightly different manner than records for student, faculty and patron accounts. Fields and pages not relevant to visitor sales are disabled (such as preferences and account status). Records are stored for visitor transactions in the same manner as other account types, with Payment, Meal, and ala Carte account totals for that day displayed at the bottom of the screen. Records for Today's Date are displayed in red.

Visitor Account records pertain only to Visitor Adult and Visitor Child service and payments. A Visitor record consists of Payment, Meal and/or ala Carte data. Visitor records are created by:

1. Using the Cash Adult and/or Cash Child buttons in the Cafeteria module
2. Cafeteria Volume Sales, Adult or Child Rates
3. Editing/adding Visitor records in the Accounts module

If the default meal setting in Cafeteria is turned off, using the Cash Adult or Cash Child buttons allows you to record visitor service and payment for items you select -- both meal and ala Carte items

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

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

1. Verify the Date is the correct date to be used for retrieving Visitor records. If you wish to view records for a different date, change the date by clicking on the Date menu pad and selecting Set System Date. Visitor Account records are displayed by single date only.
2. Accept the default School setting or click on the drop down list box and select the desired school. Press Tab to shift focus to the Account field and enter a 'V' in the Account type field, or click on the drop down list box and select Visitor (Fig. 1). Payment, Meal and ala Carte visitor records present for Today's Date are displayed, with the Accounts module remaining in view mode.

Fig. 1 - Select Visitor Account
 

6g.2 Edit Visitor Account Records
Use Edit to place Visitor Accounts into edit mode (Fig. 2). Edit mode enables the buttons Add and Delete, and the Account buttons Done and Quit (Quit converts to Save if changes are made). Notice that the Account Status page is not present. Transactions for Today's Date are displayed in red.

Fig. 2 - Accounts, Visitor Payments, edit mode
 
 

6g.2.1 Select Visitor Payment Record
Click on the 'Payments' tab or use the Page Up/Page Down keys to move to the Payments page (Fig. 2). A Visitor payment record consists of Date, Consumer type, Amount, Type, Drawer, and Note *. Click on a 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. Each field is highlighted as it is selected. A marker (arrow) indicates the currently selected record.

6g.2.1.1 Edit Visitor Payment Records
A field may be edited by retyping (date or amount), or use field buttons to drop selection lists for the appropriate fields.

6g.2.1.2 Add a Payment Record
Select the Add button to insert a new visitor payment record. Complete payment amount and remaining optional fields as desired.

Cash Drawers -
Drawer selection is limited to only those present for the School that has been selected. 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 choices.


Fig. 3 - Cash Drawer drop down list box
 

6g.2.1.3 Delete a Payment Record
Select the payment record to be removed, then select Delete. A confirmation prompt to authorize removal of that record will display. Select 'Yes' to continue, 'No' to abort.

* 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 Done when finished.
 

6g.2.2 Select Visitor Meal Records
Click on the 'Meals' tab or use the Page Up/ Page Down keys to move to the Meals page (Fig. 4). Available fields for a meal record are Date, Meal, Consumer type, Drawer, Item, Worker, Quantity and Each.


Fig. 4 - Accounts, Visitor Meals, edit Mode
 
 

6g2.2.1 Edit a Visitor Meal Record
Click on a meal record to select it and open Edit Visitor Meal Record (Fig. 5). Notice that all fields in a Visitor Meal record may be edited. The Quantity and Each defaults may be overridden (unlike meal records for faculty and student accounts). This ability accommodates situations where the meal price may fluctuate, such as a Banquet Meal. The Date field may be edited by retyping, or click on the drop down list boxes to display selections.


Fig. 5 - Edit Visitor Meal Record
 

6g.2.2.2 Add a Meal Record
Click on Add to open Edit Visitor Meal Record (Fig. 5). Change the new record defaults as needed. Click on Save to record the new meal record and return to Visitor Accounts.

6g.2.2.3 Delete a Meal Record
Either method may be used to remove a record.
 

1. Select a meal record, then use Edit to open Edit Visitor Meal Record (Fig. 5). Click on the Delete button. A confirmation prompt to authorize removal of that record will display. Select 'Yes' to continue, 'No' to abort.
2. Select the record (record marker indicates current record), then click on Delete. Select 'Yes' to continue, 'No' to abort.
 
6g.2.3 Edit Visitor ala Carte Records
Click on the 'ala Carte' tab or use the Page Up/Page Down keys to move to the ala Carte page (Fig. 6). Available fields for an ala Carte record are Date, Meal, Consumer type, Drawer, Item, Quantity and Each.


Fig. 6 - Accounts, Visitor ala Carte, edit mode
 
 

6g.2.3.1 Edit a Visitor ala Carte Record
Select an ala Carte record, then use Edit to open Edit Visitor ala Carte Record  (Fig. 7). Notice that all fields in a Visitor ala Carte record may be edited. The Quantity and Each defaults may be overridden (unlike ala Carte records for faculty and student accounts). This ability accommodates situations where the price of the item may fluctuate, such as a Banquet Item. Complete desired corrections, then Save.


Fig. 7 - Edit Visitor ala Carte Record
 

6g.2.3.2 Add an ala Carte Record
Click on the Add button to open Edit Visitor Ala Carte Record. Change the new record defaults as needed. Click on Save to record the new record and return to Visitor Accounts.

6g.2.3.3 Delete an ala Carte Record
Either method may be used to remove a record.
 

1. Select the ala Carte record, then use Edit to open Edit Visitor Ala Carte Record. Click on Delete. A confirmation prompt requires a 'Yes' or 'No' response to continue.
2. Click on the to select (record marker indicates current record), then click on Delete. Select 'Yes' to continue, 'No' to abort.