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Overview

Household letters for outstanding charges, high/low balances, prepayments, eligibility, principal account charges, and general cafeteria letters can be generated for customers.

Outstanding Charges

Prepayment Needed
Low BalanceCurrent Eligibility Letter
High BalancePrincipal Account Charges
General Letter


From the Reports and Letters tab, locate and click on Generate Cafeteria Letters.

Outstanding Charges

Outstanding Charges letters can be generated for customers with outstanding balances by a number of available options. Additionally, user-defined text can be added which will appear in the letter.

  1. Click on Outstanding Charges located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: Outstanding Charges options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

  3. A list of customers falling in Outstanding Charges options will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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Low Balance

Low Balance letters can be generated for customers with balances below an established amount. Letters will not generate for customers who have had no activity for 60+ days unless Include customers without recent activity is selected.

  1. Click on Low Balance located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: Low Balance options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

    User-Defined Text

    The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

  3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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High Balance

High Balance letters can be generated for customers with balances above an established amount. 

  1. Click on High Balance located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: High Balance options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

    User-Defined Text

    The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

  3. A list of customers falling in High Balance options will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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General Letter

General Letters can be generated for customers with user-defined text can be added which will appear in the letter.

  1. Click on General Letter located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: General Letter options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

  3. A list of customers will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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Prepayments Needed

Prepayments Needed letters can be generated for customers with low balances that require payments to be made prior to receiving meals.

  1. Click on Prepayments Needed located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: Prepayments Needed options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

    User-Defined Text

    The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

  3. A list of customers in need of Prepayments will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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Current Eligibility Letter

Current Eligibility Letters can be generated for customers when a household member requests documentation. 

  1. Click on Current Eligibility Letter located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: Current Eligibility Letter options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

    User-Defined Text

    The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

  3. A list of customers will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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Principal Account Charges

Principal Account Charges letters can be generated for customers who owe money to the charged principal account. 

  1. Click on Principal Account Charges located in Generate Cafeteria Letters.

  2. Establish Generate Letter Batch: Current Eligibility Letter options. Then, click Ok.

    Specific POS Customer

    Multiple users can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on a student.

  3. A list of customers with outstanding Principal Account Charges will be displayed. Select how you would like to proceed.
    1. View/Print - Click the View/Print button to view and/or print letters.
    2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.

View/Print

Mailing Labels

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