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SIS 2000+ Food Services

Sec. 7j, Application Edit Log, Notes & Memos
 

An audit trail is maintained for each application. The Application Edit History contains the Edit Log, which is updated each time a change is made and saved, and an optional Explanation of Changes. Optional Application Notes may be used to record additional user notes about the application (Fig. 1).

Fig. 1 - Application Notes and Edit History
 

7j.1 Application Notes
Each application contains an Application Notes text field (Figs. 1, 2) for optional user text entry. This field may be used for any general information related to the application, such as a notation that a parent will bring required information to the office by a certain date. This note field is available for use as an Eligibility Letter template Merge Field. The length of the application note is not limited, however, if you plan to include this as a merge field in an eligibility letter, you will be limited by the length permitted the body of the letter.

7j.1.1 Create an Application Note
With the application in Edit mode, click anywhere within the Application Notes field to enable the field. Basic data entry procedures are used -- Highlight text, then use:
 
Delete key, backspace key or Ctrl-X to delete.
Ctrl-C to copy
Ctrl-V to paste
 

Fig. 2 - Application Notes, sample text
 
 

Fig. 3
 

7j.3 Application Edit History
The Application Edit History portion of the Notes & Memos page summarizes how many times this application has been changed. If you wish to see the Edit Log of these changes and any explanations, click on the Edit Log button.

Fig. 4 - Application Edit History, access to Edit Log
 
 

7j.3.1 The Edit Log
The Application Edit Log is a read-only, internal system record created when changes are made to the application. The Edit log for the current set of changes displays when Save is selected (Fig. 5).

Each Edit log is a detailed listing of changes made to the application. The internal time and date stamp for this entry (1 of 2) displays at the right, above the optional 'Explanation of changes'. Use the VCR buttons to scroll through log entries and 'Explanations'. There is no limit to the number of log entries and explanations that may be present for an application.


Fig. 5 - Edit Log entry: 1 of 2
 

In Fig. 5, the following changes to this application were recorded:

The Application Status changed from Active to Incomplete
The Application Pay Type changed from Reduced to Paid
The Application Approval changed from Approved to Denied - Missing Signature
The Signature changed from Yes to No
Student 1000504 Pay Type changed from Free to Paid
Student 2724 Pay Type changed from Reduced to Paid
Student 942 Pay Type changed from Reduced to Paid
 
Use the vertical scroll bar to display any additional changes.

If Account records for these students are examined, you will notice that corresponding Account Status records have been inserted as determined by this application, and that Account Status memos are present which detail the change in student pay types. Adjustment log entries will also be present for any affected meal service records.
 

7j.3.2 Explanation of changes
This is a text entry field associated with each Edit Log entry to allow more detailed information about the changes listed in the Edit Log. Click on the text field to select it, then use basic data entry procedures to complete the entry. Text length is not limited.


Fig. 6- Log entry 2 of 2 and Explanation of changes