The Sales and Meal Count report is one of the most comprehensive and widely used reports for customers who use the Point of Sale functions within WebSMARTT. The following breakdown explains how the figures are calculated and explains how the information can be helpful to you.
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Note: If a district is using the meal session Other, the Sales & Meal Count - Brief (B/ L/O) must be used, because the regular Sales and Meal Count Report does not include any information for Other meal sessions.
Sections of the Sales and Meal Count Report
Report Heading
The top portion of the report shows the report heading. The heading shows:
- Name of the report - Sales and Meal Counts.
- Page - Reflects what page of the report you are on.
- Site - The site the report is run for. The default site is automatically used, unless a different site is selected. The name of the site is listed in this field. You will not be able to select a different site, until the report is selected on the Point of Sale Reports window.
- Date Range - The range of dates the report is run. This defaults to the system date unless a different range or date is specified.
- Session - All refers to the fact that both breakfast and lunch information is accounted on the report.
- Site - The site the report is run for. The default site is automatically used, unless a different site is selected. The site identification number, as well as the name of the site is listed in this field.
- Days - this refers to how many days the report includes. The default is 1 day, the day the meal sessions were entered.
I. Operating Revenue
Revenue is more than just cash in the register it is also the value of meal credits, money that was used from account cash and even partial cash payments. The revenue is shown for each meal session. The left side is breakfast information, and the right side is lunch information.
POS Cash
This column reflects cash money that was taken in during a Point of Sale session. WinSNAP recognizes a transaction as a cash sale when the Finish Cash key is used or when the Finish Account key is used to end a transaction resulting in an overpayment when the customer's current account balance is at zero.
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(Grand) Total
Once all the revenue information about meals, seconds, a la carte items, and adults is listed, there are 3 more rows totaling the information - Total ( w/out Tax), Sales Tax, and Total (with Tax). These rows total the columns above, such as Point of Sale Cash, Acct cash, etc. Sales tax is calculated, when and if it applies. Sales tax only applies to adult transactions, and only if the district chooses to use it. See the section listed below, How Settings within WinSNAP Affect the Sales and Meal Count Report for more information on how the tax setting is used.
II. Participation
The Participation section is concerned with number of reimbursable meals sold. Participation is tracked for breakfast and lunch and is divided by reimbursable and non-reimbursable transactions.
Where the Operating Revenue section was concerned with the cash value of the items, Participation is only interested in the number of meals.
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Example: The total for the reduced meals row listed, under the Reimbursable Breakfast section will show the total reimbursable reduced meals, whether they were paid for via cash, credit, account cash, or were earned.
III. Credit
The credit section shows what credit was extended (charged), and what money was repaid (money received for previous charges). Credit is shown for breakfast and lunch, is separated by Free, Reduced, Paid, and Adult, and then is totaled by row (Repaid or Extended).
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Note: This section does NOT include credit repaid by computer prepayments made through the Customer | Prepayment Tab.
IV. Prepayments
This section tracks any prepayments that were made either at the School Site or the Central Office. During Point of Sale sessions, at the Kiosk, VendSMARTT or within Customer | Prepayments (Manager). Any money that was received and placed on account is reflected here, whether it is repaying a credit or placing money on account for future use.
The At School Site portion of the report is divided by POS Lines, Manager, Kiosk, VendSMARTT, then Account Cash, Breakfast Credit, Lunch Credit and Total, then sorted by Cash, Check, Credit Card, Promotion and Total within each section.
The At Central Office portion of the report is divided by Account Cash, Breakfast Credit, Lunch Credit and Total, then sorted by Cash, Check, Credit Card, Promotion and Total within each section and shows the amounts taken in through MySchoolBucks.
V. Band Deposit & Revenue
The Bank Deposit & Revenue section is all the cash you received. This area summarizes what your bank deposit total should be. It includes Cash from the Breakfast, Lunch and Other Sessions; POS, Manager, Kiosk and VendSMARTT Prepayments; Miscellaneous Revenue and Expenses; Total Expected Cash, Cash Over/Short and Total Deposited Cash.
Tip: If a minus sign is in front of the figure 
, then you have less money than the computer expects. The computer expected you to have 63.50, but you entered 63.00. You are short .50, according to WinSNAP.
Revenue Summary
The Revenue section refers to the total cash value of what was sold, not just the physical cash that was received. This section includes the Revenue from the Breakfast, Lunch and Other Sessions; the Tax and Total Sales Revenue; Prepaid Money Used that includes Account Cash Used and Account Meal Credits Used; any Charges that include Credit Extended and Credit Repaid (At School Site, At CO, At mLM, Kiosk and VendSMARTT); and the Value of Earned Meals (Student Meals, Student A la Carte, Adult Meals and Adult A la Carte).
VI. Other
This area shows the user fields. The user fields are defined on the Setup | District | Financial Tab. Once defined, you must enter the appropriate amount for the field on the Point of Sale | Bank Deposit | Financial Tab. If no Central Office prepayment were received for that day, this section will show zero. Since Central Office prepayments are not entered locally, the information needs to be communicated to the site. Values in this section of the report do not affect the cash total or bank deposit amount.
Notes
Any information that is entered on the POS | Bank Deposit | Notes, Hour and Weather Tab, in the daily notes field appears in this area of the report.
How Settings within WinSNAP Affect the Sales and Meal Count Report
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Answers to setup questions not only define what you can and cannot do in WinSNAP, but they also define what information is reflected on the report.
Credit Card
Using credit cards is essential when using myLunchMoney.If you utilize credit cards and want to track it within WinSNAP, you can setup the program appropriately, and manually enter the transactions.
Keep in mind, credit card transactions do not affect the Total Cash the computer is expecting you to have at the end of the day. The total amount of the credit card prepayments are listed on the Sales and Meal Count Report in the Credit Card and Promotion Prepayments section.
If you choose to track credit card transaction, select yes to Setup | Customer | Prepayment Tab, Question 2 - Are schools allowed to accept credit card prepayments.
Checks
Although checks are not sorted out as a specific type of prepayment on the Sales and Meal Count Report, it is a good idea to allow this type of transaction if you accept checks. Entering a personal check as a check transaction, and tracking the check number allows you more options in tracking the check.
You can easily see on a prepayment summary, if the check was entered twice. If a parent bounces a check, you have the check number, and date it was entered in the system listed within the Customer | Information, Account Tab. You can see the information once the fill list with prepayments button is selected.
To allow checks as a prepayment type, select Yes to Setup | Customer | Prepayment Tab, Question 1 - Are schools allowed to accept personal checks for prepayments.
Allowing Second Meals
It is a district decision, whether second meals are sold or not. Depending on the decision, WinSNAP has the capability to track second meals, and allow students to use their cash account and meal credits to purchase second meals.
If Yes is selected on the Setup | Point of Sale | Configuration Tab, for the second question for #7 - Allow second meals sales, then second meals are allowed to be sold. If the question is marked no, then second meals are not allowed to be sold.
If Yes is selected on the Setup | Point of Sale | Customer Accounts Tab, for Question 2 - Are students allowed to purchased second meals from their prepaid account meal credits, then second meals purchased via meal credits are reflected within the Operating Revenue section under the Meal Credits column, separated by the appropriate meal status (free, reduced, paid, and adult). If No is selected, customers are not able to purchase second meals using their account credits. If a second meal needs to be purchased, the customer can use account cash or regular cash to pay for the meal, assuming second meals are allowed.
Reporting Second Meals
If you decide to sell second meals you have a choice of how these meals are reported. The meals can be treated as second meals, or included as a la carte sales.
If Yes is selected on the Setup | Point of Sale | Configuration Tab, Question 7 - Second meals reported in summary totals as a la carte, then second meals do NOT appear as meals on the Sales and Meal Count Report. The second meals are treated as a la carte items, and the money associated with the sale of these items is listed in the a la carte section of the Operating Revenue.
If No is selected on the Setup | Point of Sale | Configuration Tab, Question 7 - Second meals reported in summary totals as a la carte, then second meals appear as meals on the Sales and Meal Count Report. The second meals are counted in the Participation portion of the report. The money associated with the sale of these meals, is shown in the "second" area of Operating Revenue (specifically the following rows: free second, reduced second, paid second, and adult second).
Sales Tax
Sales tax is an optional function that only applies to adult sales. If a district chooses to track sales tax, they must enter a tax rate (for example 6.0) in the Setup | Point of Sale | Configuration Tab, Question 2 - Tax rate for adult sales. Revenue totals have certain fields that accommodate the tax rate, such as Sales Tax and Total (with Tax). If sales tax is not used, you will see the totals with tax rate will be the same as the totals without tax rate.
Correlations between the Sales and Meal Count Report and Other Reports
Information in the reports listed below is also calculated within the Sales and Meal Count Report. Sometimes it is easier to identify issues when you are looking at a specific section of the information, so viewing the reports below in conjunction with the Sales and Meal Count Report may be helpful.
Edit Check
The Edit Check Report allows you to clearly see if reimbursable meals claimed on the Sales and Meal Count Report are in line with the attendance for the day.
Cash Journal
The Cash Journal Report should mirror the total cash accepted for the day. This should include money received during Point of Sale sales, as well as prepayments received.
User Fields
If the district has decided to define/setup and use user defined fields, the User Fields Report is a quick way to see what activity has been generated on these accounts. These fields are defined on the Setup | District | Financial Tab. Once defined, you must enter the appropriate amount for the field on the Point of Sale | Bank Deposit | Financial Tab.
User fields that are defined under either the revenue or expenses area affect the cash summary, but fields defined under the user section do not affect the cash. The User Fields Report can be printed to see activity on all these fields/accounts, and can be printed for a range of days or a single day.
Misc. Revenue & Expense
The Misc. Revenue & Expense Report shows only the user defined fields for revenue and expenses, and can be printed for a date range or a single day. Information within these fields/accounts would affect cash on the Sales and Meal Count Report.
Highlights
The Highlights Report has become a favorite of Food Service Directors. This report can be printed or viewed on a daily basis (most affective after communication has occurred) to see total sales, if a site is over or short, what miscellaneous revenue and expenses occurred, the total number of reimbursable meals, and the % of participation for each site. If things look questionable the Food Service director can contact the site for further explanation or a copy of the Sales and Meal Count Report for that day.
Where to Look if the Sales and Meal Count Report Shows a Cahs Over/Short
Sometimes,the Sales and Meal Count Report does not balance exactly. The reports below can assist you in finding errors that affect the information in the Sales and Meal Count Report. Remember once all the corrections have been identified and entered, you will need to view or print a new copy of the Sales and Meal Count Report, so the information is accurate.
Prepayment Summary
Print the Prepayment Summary Report to identify duplicate entries, such as a multiple entries for the same child. If check numbers were entered when the checks were received, you can use the report to confirm the checks were entered into the system.
Transaction Log
The Transaction Log Report is mainly used to identify meals, whether first or second meals. It is usually hard to identify mistakes within a la carte items, unless too many were sold, such as 20 sodas sold instead of 2.
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