Back Office Operations

From the Point-of-Sale tab, locate Operations in the ribbon.

Maintenance

The Maintenance option allows you to add/edit/subscribe customers, edit menus, add/edit POS groups, and add/edit serving-line users.

From the Point-of-Sale menu, click on Maintenance.

Customers - Add, edit or subscribe customers.
 

Step 1: Locate and click on Maintenance from the ribbon. Then, select Customers.

Step 2: In the POS Customer Maintenance window, click the Add button to create a new POS customer. 

To edit an existing customer's information, enter the Name, Student Number, POSID, and/or SIS Data and click Refresh. Then select the student from the list and click View. Then, skip to Step 4.

Step 3: In the Add new POS Customer window, choose how a customer should be added.

• Create a new customer record
• Subscribe to an existing customer record

Step 4: Add/Edit customer information.

Identity - Customer's primary information, District identity, and school identity.

Status - Notes the customer's current, future, and temporary override status, application and enrollment information, direct certification and verification indicators, and unallocated and reimbursable-only balances.

Address & Phone - The customer's address and phone are entered into the system enabling letters to be mailed or phone contact to be made.

POS Customers - The POS Customer List will display the customer's primary cafeteria. If a customer is part of a feeder group (fed by another school) or is subscribed to another cafeteria (eats at another school) the additional school(s) will be displayed.

See Manager - The See Manager tab creates a message that will be displayed on the serving line of all cafeterias.

Allergies - Specifies customer allergies and provides the appropriate warning on the serving line.

Spending & Charge Limits - Established spending and change limits at the customer level.

Photo - Connects a photo of the customer with the account. Once a photo is established, the image will appear on the POS Serving Line.

Biometrics - The Biometric option allows customers to opt-in or opt-out of biometric enrollment. The "not specified" option is set by default and enrollment is allowed. If a student has chosen to "opt-out" of biometric enrollment, the serving line will not allow the process to be performed. 

Once you have established all necessary information for the customer, click Ok.

Menus - Edit menu items offered on the POS serving line.

Step 1: Locate and click on Maintenance from the ribbon. Then, select Menus.

Step 2: In the Edit Menus (Local Override) window, select the menu you wish to edit. Then, click Edit Menu.

Step 3: Select a menu item from the list on the left. Left-mouse click and hold down the button to drag and drop the menu item to a button on the right-hand side of the screen.

Step 4: Click on the button to edit button options.

Step 5: Establish touchscreen button appearance options. Then, click Ok.

• Caption - Enter a caption for the item. It will appear in the Preview screen.
• Image - If you are using an image for an item, use the drop-down arrow to select images uploaded in Touchscreen Images. To insert images in other ways, click the gear icon. Then, use the drop-down arrow to select the image.
• Shortcut to Page
• Sell Menu Item(s)
  • Menu Items - Click the plus + icon to select an item from the menu list established if you have not dragged and dropped a menu item already. Then, click Ok.

• Font Style - You may choose to establish a different font size and font style (Bold, Italics, Underline) for the item.
• Foreground Color - Use the drop-down arrow to choose a foreground color (font color).
• Background Color - Use the drop-down arrow to choose a background color (color behind the text and/or image).

Step 6: Once you have made any necessary edits, click Ok.

Make any other necessary edits to additional menus. When you are done, click Close.

POS Groups - Establish customized POS groups.

Step 1: Locate and click on Maintenance from the ribbon. Then, select POS Groups.

Step 2: Enter a new POS group. Then, click Ok.

Step 3: Locate each student's record that will be part of the POS group and click Edit POS Customer.

Step 4: In the Edit POS Customer window, Use the drop-down menu to select the correct POS Group. Then, click Ok.

Serving-Line Users - Add new users, change user passwords, and inactivate users whose role is strictly serving line.

Step 1: Locate and click on Maintenance from the ribbon. Then, select Serving-Line Users.

Step 2: Complete POS-Only User information. Then, click Change Password.

• User name - Enter a username.
• Full Name - Enter the user's full name.
• Role - Use the drop-down menu to select Line Operator if the role is different.

Step 3: Establish a password. Then, click Ok.

• Enter the user's password or have the user enter a password.
• Confirm the password by entering it a second time.

Step 4: After you have entered all new POS Line Operator's, click Ok.

Meal Control Panel

The Meal Control Panel allows you to start and stop meals, run Newton POS from the main machine, and create line disks to serve meals while working offline.

Step 1: Locate and click on Meal Control Panel.

Step 2: Select the appropriate action.

Start Meal - Starts a meal for the operating day.

Step A: Locate and click on Start Meal from the control panel or Start Meal (Breakfast/Lunch) from the checklist.

Step B: Select a meal type and day. Then, click Ok. By default, the current date is selected.

You will see a series of processes running while information is gathered.

Step C: In the Meal Control Panel, select the appropriate task.

Main Machine - Allows you to operate the current machine as the main serving line. 
 

Step A: Click the Main Machine button.

Step B: In the Attach Serving Line window, select the proper serving line. Then, click Ok.

Line Disks - Line disks can be created when there is no network connection or if one or more computers are not connected to a network. POS information is placed on a removable drive and accessed on the serving line. Once transactions have been completed and the serving line is closed, the current data can then be imported back into the main machine to complete daily operations.

Step A: Click the Line Disks button.

Step B: Select the appropriate line in which you would like to create a line disk. You may choose to include photos and program updates by placing a checkmark in the Options box. Then, click Ok.

Step C: Insert the removable drive in the location indicated. Then, click Ok.

You will see a series of processes running while the line disk is created.

Step D: Once the data has been successfully created, the following window will appear. 

Stop Meal -  You must stop the current meal once all sales have been completed for the specific meal. Failure to stop a meal results in double-usage sales and you will not be able to complete your operating day.
 

You will be prompted with a confirmation window asking your permission to stop serving the current meal. Click Yes to stop the meal.

Close - Allows you to close the Meal Control Panel in order to continue any necessary functions will meals are running.
 

Enter Payments

Allows you to enter payments received from customers.

Step 1: From the Point-of-Sale tab, select Enter Payments.
 

Step 2: Enter a POSID or name in the search box. Once you have located and selected the correct student, click Ok.
 

Step 3: Enter payment information. Then, click Ok.

• Amount - Enter the amount of the payment.
• Select a payment type
  • Cash
  • Check - Enter the check number and the date the check was written.
• Transaction Comments - Enter necessary comments in regards to the transaction.
• Print Receipt - Allows a receipt to be printed after the payment transaction has been posted.
   

Review Transactions

Each time a serving line is closed, a new transaction batch is created for a meal and serving line. The ability to review, retrieve, skip, and remove these transactions can be accessed by clicking the Review Transactions button. You may also search for double-card usages. 

Step 1: Locate and click on Review Transactions.

Step 2: In the Edit/Review POS Batches window, select the appropriate action. You may click Close at any time to close the Edit/Review POS Batches window.

Retrieve - Batches need to be retrieved for schools that work offline or if there has been a loss of network connectivity for some reason.

Step A: Click the Retrieve button.

Step B: Select the correct offline data path. Then, click Retrieve.

You will be informed once bathes have been successfully retrieved. Click Ok.

You should now see the retrieved batch(es) in the Edit/Review POS Batches window.

Double Card - The Double Card option allows you to check for and correct any double card usage for meals.

Step A: Click the Double Card button.

Refresh - Refreshes the Edit/Review POS Batches window to update information. e.g. A line operator has closed a serving line after the Review Transaction option has been selected. Refreshing the window allows the closed line to appear on the screen.

Click the Refresh button.

Search - Allows you to search purchases through filters.

Step A: Click the Search button.

Step B: Enter search filters. Then, click Refresh. You may also choose the Edit Batch option. Refer to Edit/Review for details.

• Customer - Use the ellipses  icon to enter customer information (POS ID, Student Number, Name).
• Purchase Type - Use the drop-down menu to select a meal purchase type.
  • All
  • Alacarte
  • Reimbursable
  • At Cost
  • Helper
  • Provision 2
  • Provision 2 Base Year
  • At Cost (Forced)
• Item - Use the drop-down menu to select from the list of available items.
• Item Cost - Place a checkmark in the box and enter the item cost.
• Meal - Select the meal(s) by placing a checkmark in the applicable box(es).
  • Breakfast
  • Lunch
  • Snack
• Check Number - Enter the check number.
  • Checks Only - Shows all checks entered.

Edit/Review - You may review transactions as well as add, edit, and remove transactions in the batch.

Step A: Click the Edit/Review button. 

Step B: In the Edit POS Batch window, review transaction information. You may also choose to add, view/edit specific customers, or remove transactions. When you are done, click Ok.

• Starting Cash - Adjust starting cash if incorrect.
• Ending Cash - Click the ellipses icon to enter figures for cash received while on the serving line. Then, click Ok in the Edit Ending Cash Balance window.

• Check Total - Enter the total amount of checks collected if incorrect.
• User - The user that logged into the serving line to serve meals. (Not editable.)
• Meal - Use the drop-down menu to select the meal type.
• Date - Use the calendar option to select a different date.
• Tag - Enter information to tag edited batch information.
• Line - Notes the serving line in which the transactions have occurred. (Not editable.) 
• Comments - Enter necessary comments for editing a batch.

Toggle/Skip - Allows you to change the status of a batch in order to skip posting batches for a day/number of days. When you are ready to post past days, the transactions can be toggled to allow posting.

Select a batch by clicking on it. Then, click Toggle/Skip.
 

Notice that the status changes from the current status to Skip. Repeat the process for additional batches that need to be skipped.
 

When you are ready to post batches for the skipped batched, select the batch and click the Toggle/Skip button again so the status changes to Awaiting Posting.

Remove - Removes a batch from the list such as batches containing zero transactions or where transactions have been entered a second time.

Select a batch by clicking on it. Then, click Remove.
 

A confirmation window will appear asking if you are sure you want to delete the selected batch. Click Yes to continue with the process.
 

Notice the selected batch has been removed from the list.

Real-Time Server

The Real-Time Server option allows you to review activity at any time. You can see when communication with the server is started, when serving lines are started and stopped, and errors such as failure of network communication between POS and the back office machine.

Step 1: Locate and click on Real-Time Server.
 

Step 2: Review Real-Time communication details. You may choose to group information such as Event Type. You may do so by dragging a header to the space at the top of the window.
 

Misc Income/Expenses

Some Districts utilize the miscellaneous income and expenses option in order to track operation costs through the profit/loss report. The Miscellaneous Income/Expenses option allows you to enter miscellaneous information such as trash expenses, equipment maintenance, catering, and fundraisers.

Step 1: Locate and click on Misc Income/Expenses.

Step 2: Enter income and expense information in the last row designated by an * asterisk. You may click the ellipses  icon in order to show all entered incomes and expenses beginning at a certain date. When you are done, click Ok.

• Account - Use the drop-down menu to select an existing income or expense account. If you do not see the account listed, contact your supervisor or Central Office staff for assistance.
• Date - Use the drop-down calendar to select the date in which the transaction occurred.
• Type - Designates an account as expense or revenue. (Not editable.)
• PO Number - Enter the purchase order number from the invoice (if applicable).
• Comments - Enter any necessary comments in regards to the income or expense.

Serving-Line Chat

The Serving Line Instant Messenger allows instant communication for site users (site supervisor, line operators, feeder school users). The instant messenger can be used from the Site Supervisor and Line Operator machines.

Locate and click on Serving-Line Chat.

Sending Chat Messages

Step 1: Click the Say button to begin a query of all available users who are currently logged in and attached to the site location.

Step 2: Choose a selected user or Broadcast/Everyone to send a message to everyone attached to the site location. The Broadcast/Everyone option is an ideal tool to covey important messages quickly.  Then, click Ok.

Step 3: Enter your message in the box and click Ok.

Receiving Chat Messages

Step 1: Click on the Message Alert received through Windows alerts at the bottom of the computer screen.

Step 2: Click the Reply button to respond to messages received. Enter your reply and click Ok to send the message.

The entirety of the conversation remains in the Chat window. Those participating in the conversation are identified and time stamps are displayed.\