Cafeterias

Owned by Robin Rodrigue
Last updated: Sept 03, 2021 by Nora Kinal
15 min read

 



Overview

Overview

The Cafeteria section will take you through the process of adding information to and modifying individual cafeteria information and options.

 

Did you know?

For changes in multiple areas click Save after completing modifications in each tab. Clicking Save & Close will save changes and close the main tab.

  1. From the Admin & Maintenance tab, locate the Cafeteria Setup tab. Then, select Cafeterias.

  2. Click the Add button to add a new cafeteria. Skip to Step 4 to Edit a cafeteria.
    Note: In order for a new school to be added, it must first be created in DataCenter.

  3. Select a cafeteria from the list. Then, click Ok.

  4. In the Setup Cafeteria window, click on each tab to configure cafeteria settings.

General Information

Note: In order to choose an account, principal accounts must first be established as a customer.

  1. Click on the Newton icon button located in the upper left corner of the window.

  2. Click on Select Cafeteria.

  3. Use the drop-down arrow to select a cafeteria. Then, click Ok.

  4. Locate the Point-of-Sale tab and select the Maintenance button. Then, select Customers.

  5. In the POS Customer Maintenance window, click the Add New POS Customer button.

  6. In the Add new POS Customer window, choose Create a new customer record. Then, click Ok.

  7. Establish Principal Account details.

    1. In the Customer Info tab, enter a first and last name. Using "Principal" and "Account" is acceptable.

    2. Select a school by using the drop-down arrow.

    3. In the Status tab, use the drop-down arrow to set the Permanent Category to "Adult". Then, click Save & Close.


      You should see the Principal Account appear in the POS Customer list. 


    4. Navigate back to the cafeteria setup and click the ellipsis button next to Principal Account. (Admin & Maintenance → Cafeteria Setup → Cafeterias → select cafeteria and choose Edit.)

Select the Principal Account and click Ok. To narrow the search, enter information in the Search Criteria and click Refresh.

You should now see the established Principal Account.

Clear Principal Account

If a Principal Account was established for a school and is no longer needed, click the red X to remove the account from the Site.
After performing End-of-Year processes, any cafeteria where the principal account is marked as deleted will automatically clear the principal account.

Export Code

Export codes are utilized for custom exports and plugins.

        Site Code - Enter the site code of the cafeteria.
        Cafeteria Name - Enter the name of the cafeteria.
        Inactive - Select the checkbox to make the cafeteria inactive.
        Primary School - Use the drop-down menu to select the primary school associated with the cafeteria.
        Cafeteria Template - Use the drop-down menu to select a cafeteria template.
        Address Line 1/Address Line 2 - Enter the physical address of the school. You may use the second line to include a P.O. Box or a specific department
        City - Enter the city.
        State - Enter the state.
        Zip - Enter the zip code.
        Manager's Name - Enter the cafeteria manager's name.
        Principal Account - Click the ellipsis icon to select a principal account.
        Phone Number - Enter the phone number for the cafeteria manager.
        Letter Signer's Name - Enter the name of the letter signer (typically the cafeteria manager).
        Letter Signer's Title - Enter the job title of the signer.
        Export Code - School-specific code provided by the state.
        Cluster - Select a cluster from the drop-down menu.
        Region- Select a region from the drop-down menu.

Settings

Settings are initially determined in Cafeteria Templates (Admin & Maintenance > Cafeteria Setup > Cafeteria Templates); however, they can be modified for an individual cafeteria by double-clicking on the Cafeteria. Click the expansion links for each setting section for more details.

  • POSID Assignment - Use the drop-down menu to select the method of assigning POS IDs (District Assigned, Grade-Range, Student Number, SIS Data, Legacy System, Random, Last Part of Student Number).

  • Last Part of Student Number for POSIDs - Set the amount of digits used from the student number.

  • POSID Assignment Range Minimum - Enter the minimum number used for POSIDs when randomly assigned.

  • POSID Assignment Range Maximum - Enter the maximum number used for POSIDs when randomly assigned.

  • Offline Data Path - Enter the path used when the network is unavailable. The District can use alternative options such as a floppy disk or jump drive to store data.

  • Regular Subscription Expiration Days - Enter the default number of days a regular subscription remains valid (0 = never expires).

  • Guest Subscription Expiration Days - Enter the default number of days a guest subscription remains valid (0 = never expires).

  • Include Letters for automatic feeder rules customers - Determine whether or not to include letters to POS customers who are subscribed to a cafeteria using automatic feeder rules.

  • Include Letters for feeder group customers - Determine whether or not to include letters to POS customers who are subscribed to a cafeteria using feeder groups.

  • Include Letters for regular subscribers - Determine whether or not to include letters to POS customers who are subscribed to a cafeteria using manual subscriptions.

  • Estimate Cost per Labor Hour - Enter the amount to multiply labor hours when estimating a cost for the profit and loss report.

  • Default to Print Receipts - Determine whether or not to print a receipt preview when entering a correction, payment, or refund from POS customer maintenance.

  • Use Attendance Factor when Posting - Determine whether to use attendance factors instead of manually entering attendance when posting (Yes, No, Prompt).

  • Attendance Factor - Set the attendance factor to use for the cafeteria or school.

  • Multi-Day Deposits - Determine whether the cafeteria makes bank deposits for multiple operating days.

  • Blind Deposits - Determine whether the cafeteria makes blind deposits (entering a deposit amount before being able to review daily reports).

  • Require Labor Hours when Posting - Determine whether the cafeteria is required to enter labor hours when posting an operating day.

  • Require Deposit Slip Number when Posting - Determine whether the cafeteria is required to enter a deposit slip number when posting an operating day.

  • Manual Meal Count Fields - Determine which manual meal count fields to enable when posting by placing a checkmark in each applicable option ( (Select All), PV2 Breakfast, PV2 Lunch, Headstart Supper, Headstart Breakfast, Headstart Lunch, Headstart Snack, Free Snacks, Special Milk Count, Free Suppers).

  • Other Meal Enrollment Fields - Determine which additional meal count fields to enable when posting by placing a checkmark in each applicable option ( (Select All), Snack, Supper).

  • Maximum Posting Variance - Set the maximum amount of variance allowed when posting. The user cannot post if the variance exceeds the maximum posting amount.

  • Require Misc Counts when Posting - Determine whether miscellaneous counts are required when posting.

POSID/Grade Ranges

Enter the minimum and maximum POSIDs to assign per grade (applies only if POSID Assignment is set to Grade).

Automatic Feeder Rules

Select school/grade combinations that are fed by this cafeteria in addition to the schools that are linked as feeders of this cafeteria. Excluded combinations override included combinations.

  • School - Select a school by using the drop-down arrow.

  • Feeder School - Designate which school is the feeder school.

  • Grade - Select a specific grade by clicking on the drop-down arrow, or leave All Grades selected.

  • Exclude - Choose to exclude combinations.

Feeder Groups

Select Feeder Groups to automatically subscribe to customer records associated with the selected feeder groups. These subscriptions are in addition to those that the automatic feeder rules.

Income/Expense Accounts

Select which income/expense accounts are available when entering miscellaneous incomes and expenses.

Schools

Schools are normally established for one school; however, if feeder schools are associated with a cafeteria, they must be established in this tab.

  • School Number - The number associated with the school.  (Not editable. Set by MCS/DataCenter.)

  • Site Code - Site code of the cafeteria.  (Not editable. Set by MCS/DataCenter.)

  • School Name - Name of the school.  (Not editable. Set by MCS/DataCenter.)

  • Price Category Mapping - Cost of meals for Free, Reduced, Paying, Adults, Special Adults, and Employees . Use the drop-down menu to select a Price Category Mapping Template. In order to choose a category, price categories mapping must first be established in Admin & Maintenance → Price Category → Mapping Templates.

  • Track Config - Use the drop-down menu to select a school track configuration for the cafeteria.

  • Grade Group Mapping - Allows you to establish a pre-determined grade mapping template. Use the drop-down menu to select the correct Grade Group Mapping template.

  • OVS Req. Mapping - Use the drop-down menu to select the correct Offer versus Serve Requirement Mapping (if applicable).

  • Severe Need Breakfast - Select if the school provides severe need breakfasts.

  • Export Code - Enter the export code for the school (if applicable).

  • Email Address - Enter the email address of the primary cafeteria manager.

  • State Code - Enter the state code for the school (if applicable). 

  • Exclude from Claim - Select if you do not wish to include meals sold at this location in your claim.

  • Claim Served Meals at School - Click the ellipsis icon and select where the meals served at this cafeteria (and manual meal counts) should be claimed. Then, click Ok. If a previous claim needs amending, it will recalculate enrollment based on Claim at School rules if the school is anything other than the current school.

            At this school - Meals will be claimed at the currently selected school.
            At the student's enrolled school - Meals will be claimed at the school in which the student is currently enrolled.
            At specific school - Meals will be claimed at the specified school.
            When selecting this option, enrollment and attendance will automatically roll to the selected school for the purposes of the Federal Edit Check.

  • Breakfast Area Eligible - If the school is recognized as a Provision 2 or Community Eligibility Program, use the drop-down menu and select the appropriate participation program setting to apply for breakfast (None, PV2 Base Year, PV2 Second+Year, PV2 Second+Year (assume at cost), CEP, CEP (assume at cost) ). Leave as None if neither Provisions 2 nor CEP is not applicable. 

  • Lunch Area Eligible - If the school is recognized as a Provision 2 or Community Eligibility Program, use the drop-down menu and select the appropriate participation program setting to apply for lunch (None, PV2 Base Year, PV2 Second+Year, PV2 Second+Year (assume at cost), CEP, CEP (assume at cost) ). Leave as None if neither Provisions 2 nor CEP is not applicable. 

  • Snack Area Eligible - If the school is recognized as At-Risk and participates in the Snack program, use the drop-down menu and select the appropriate participation program setting to apply for snacks (None, At-Risk, At-Risk (assume at cost) ).  Leave as None if neither Provisions 2 nor CEP is not applicable. 

  • Supper Area Eligible - If the school is recognized as At-Risk and participates in the Supper program, use the drop-down menu and select the appropriate participation program setting to apply for supper (None, At-Risk, At-Risk (assume at cost) ).  Leave as None if neither Provisions 2 nor CEP is not applicable. 

  • CEP % Identified - The percentage of students identified for the Community Eligibility Program. (Not editable. Set by MCS/DataCenter.)

  • Seamless Summer - If the school will be Operating under the Seamless Summer program going forward, select this checkbox. To end Seamless Summer for this school, deselect the checkbox. For more information on MCS Newton Seamless Summer, please review this Seamless Summer Knowledge Article.

Virtual Cafeteria

Virtual cafeterias do not claim meals on behalf of any schools. Instead, POS transactions recorded at virtual cafeterias are sent to other cafeterias where they are posted and claimed as if they were performed there.

  1. If the school is a virtual cafeteria, place a checkmark in the box. Then, click Add.

  2. Select the school to designate as a virtual school. Then, click Ok.

  3. Click Apply to save changes.

Misc Posting Cash

Misc Posting Cash is typically established for money collected at virtual sites since it is included in the main school's posts for operating days. Select which Misc Posting Cash accounts are available when posting.

Misc School Counts

Miscellaneous School Counts is typically used for Headstart programs. Select which Misc School Counts accounts are available when posting.