Advanced Setup

Opening Advanced Setup

This procedure is used to access all processes in the Advanced Setup section.

Locate and click on the Admin & Maintenance tab. Next, click on the Advanced Setup option.

Report Menu Configurations

Report Menu Configurations allows you to create groups of reports that can be assigned for different roles with set report criteria (optional).  Additionally, reports may also be suppressed if it is not necessary for the user to have access.  Report Configurations are broken down between Central Office and Cafeteria reports.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Report Menu Configurations.

2. Select a Menu Configuration description and click Edit. To create new report menu configurations, click the Add button.
   Note: System (Stock Reports) are system-defined reports and configurations and cannot be edited.

   

3. Select how you would like to create a new configuration. Then, click Ok.
   You may create a copy of a selected configuration or create a new configuration.
   

4. Establish Custom Report Menu configurations. When you are done, click Ok.

   1. Enter a Description for the configuration.

   2. Add Section to add new report configuration categories/sections.

   3. Add Report to select from a list of all available Customized Stock Reports or User-Defined Reports. Be sure you have the correct Category section selected before adding a report.  Each report selected will pop up a configuration window. To edit existing configurations, choose the item you would like to edit and click Customize Criteria. Establish set report criteria configurations for each applicable report. Then, click Ok.
      Note: For specific details about report criteria, refer to criteria details in User-Defined Reports.

      CENTRAL OFFICE STOCK REPORTS (* denotes reports without configurable criteria)
      After Posting	Sales and Revenue	Customer Info	Central Office	Claims
      Credit Card Transactions Adjustment Details Amount Tendered Daily Recap Double Card Usage Initial Summary Line Details Meal Summary At-Cost Meals Bank Deposit Cash Drawer Report Multiple Transactions per Meal Function Key Sales Reimbursable Meals Served Void and Edit Comments	Bank Reconciliation Cash Reconciliation Low Participation Federal Edit Check Participation and Sales Special Diet Details by Student Special Diet Items Sold Special Diet Summary by Student Participation by Grade Group Meals per Labor Hour Principal Account Transfer Summary Revenue Reconciliation Subscribed Customer Purchase Details Inventory Reconciliation Summary Items Sold by Customer Recap and Reconciliation Items Sold Items Sold by Category Profit and Loss Record of Attendance Detailed Meal Popular Item Participation by Grade	Customer Allergies Customer Change Tracking External Balance Changes Outstanding Charges Temporary Status Overrides Biometric Enrollment Report Newly Added POS Customers Price Category Changes Account Statement Master POS Customer List Student Roster Barcode Labels Customer Subscriptions See Manager	Cashier Over and Short Report Over and Short Report Items Sold to Inactive Customers Permission Override Requests *POS Item Details User Action Log Posting Summary Balance Summary by School Central Office Adjustments Cross-Site Multi-Reimbursable Duplicate Customers Master Customer List NSF Checks School Transfers Deleted POS Transactions Import 3rd party log Online Payments	Claim *Claims Needing Amendment Claim Counts YTD Claim Worksheet

      CAFETERIA STOCK REPORTS
      After Posting	Sales and Revenue	Customer Info
      Credit Card Transactions Adjustment Details Amount Tendered Daily Recap Double Card Usage Initial Summary Line Details Meal Summary At-Cost Meals Bank Deposit Cash Drawer Report Multiple Transactions per Meal Function Key Sales Reimbursable Meals Served Void and Edit Comments	Bank Reconciliation Cash Reconciliation Low Participation Federal Edit Check Participation and Sales Special Diet Details by Student Special Diet Items Sold Special Diet Summary by Student Participation by Grade Group Meals per Labor Hour Principal Account Transfer Summary Revenue Reconciliation Subscribed Customer Purchase Details Inventory Reconciliation Summary Items Sold by Customer Recap and Reconciliation Items Sold Items Sold by Category Profit and Loss Record of Attendance Detailed Meal Popular Item Participation by Grade	Customer Allergies Customer Change Tracking External Balance Changes Outstanding Charges Temporary Status Overrides Biometric Enrollment Report Newly Added POS Customers Price Category Changes Account Statement Master POS Customer List Student Roster Barcode Labels Customer Subscriptions See Manager

   4. Create Caption Overrides for custom sections and Other Reports.

      The text entered for a caption override will appear in the ribbon of the Reports tab.

   5. Include New Reports - If the box is checked, new stock reports (program standards or plugins) will automatically appear to the user in the established report category.

   6. Click on the plus sign (+) of a category to view available reports in that group. 

      1. You may wish to add report Caption Overrides for customized stock reports and user-defined reports.

      2. Hide a report by placing a checkmark in the Suppressed box.

   

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Report Layout Overrides

In the Report Layout Overrides section, you can change the layout of Federal Edit Check, Form Letters, Mailing Labels, Student Roster, Bank Deposit, Barcode Labels, NSF Check Letter, and Generic Claim Report.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Report Layout Overrides.

2. Select a report name a click Add.

   System-defined layouts may not be modified, renamed, or removed.

   

   _{Click image to enlarge.}

   
3. Make necessary changes. Then click the Save icon.
   
   
   
4. Enter the name of the new layout. Then click Ok.
   
5. Close the report by clicking the red X.

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User-Defined Reports

The User Defined Reports section allows you to customize the layout and fields of a report utilizing the Report Designer. Reports can be created containing specific data regarding customers, transactions, claims, and user activity. Please contact MCS Customer Support for more information.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose User-Defined Reports.
   
2. To create a new user-defined report, click the Add button.

3. Select a User-Defined Report type to use for the new report. Then, click Ok.
   User Defined Report types are listed below. Click on each user-defined report to view instructions.
   

    Bank Reconciliation - Review Bank Reconciliation instructions.

   Click on the Setup Data Set button.
   
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   
   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
   
   

    Claim Data - Review Claim Data instructions.

   Click on the Setup Data Set button.
   
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   
           Claim Period - Use the drop-down menu to select a claim period (Most Recent, Earliest, All Claim Periods).

    Adjustment Details - Review Adjustment Details instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           Filter by School - Select the default option of how to filter data. Use the drop-down menu to select a Specific School, Schools in Region, or Schools in Cluster. You may also choose All Schools or leave the default Use User's Default Cafeteria Filter selected.
           Options - Select one or more prompt options when running reports (if applicable)

    Daily Summary - Review Daily Summary instructions.

   Click on the Setup Data Set button.
    

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
    

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           Filter by School - Select the default option of how to filter data. Use the drop-down menu to select a Specific School, Schools in Region, or Schools in Cluster. You may also choose All Schools or leave the default Use User's Default Cafeteria Filter selected.

    Credit Card Transactions - Review Credit Card Transaction instructions.

   Click on the Setup Data Set button.
   
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   
   

           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).

    Daily Summary - Review Daily Summary instructions.

   Click on the Setup Data Set button.
   
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   
   

           Serve Date Range - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           Filter by School - Select the default option of how to filter data. Use the drop-down menu to select a Specific School, Schools in Region, or Schools in Cluster. You may also choose All Schools or leave the default Use User's Default Cafeteria Filter selected.
   

    Low Participation - Review Low Participation instructions.

   Click on the Setup Data Set button.
   
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
    

           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           Meal Type - Select one or more meal types to include in the report.
           Customer Categories - Select one or more customer categories to include in the report.
           Include POS Customer Types - Select one or more POS customer types to include in the report.
           Filter Customers by Meal Count - Select one or more customer filter options for the report. Then, enter the number of meals purchased.
           Options - Select one or more options to include in the report.

    POS Transaction Details (Linear) - Review POS Transaction Details (Linear) instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).        
           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Prompt for Customer - Select how the report should prompt for customer type (None - Will not prompt, POS Customer, Customer, Multiple POs Customers - Multiple customers can be selected).
           Meal Type - Select one or more meal types to include in the report.
           Options - Select one or more options to include in the report.

    POS Adjustment Details - Review POS Adjustment Details instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.

   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).        
           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Prompt for Customer - Select how the report should prompt for customer type (None - Will not prompt, POS Customer, Customer, Multiple POs Customers - Multiple customers can be selected).
           Meal Type - Select one or more meal types to include in the report.
           Options - Select one or more options to include in the report.

    Customers - Review Customers instructions.

   Click on the Setup Data Set button.

   
   

   Configure Dataset - Select Dataset filters and options.Then, click Ok.
   

           Filter by Enrolled School - Select the default option of how to filter data. Use the drop-down menu to select a Specific School, Schools in Cafeteria, Schools in Region, or Schools in Category and Cluster, or leave the default Use User's Default Cafeteria Filter selected.
           Options - Select additional customer criteria when running reports (Include Inactive Customers, Include Attached Customers, Include Multi-Reimbursable Customers, Include Detached Customers).
           Balance - Select how balances should be included. Then, enter the dollar amount where applicable.
           Customer Categories - Select one or more customer categories to include in the report.
           Options - Select one or more prompt options to include in the report (if applicable).

    Generic SQL Data Set - Review Generic SQL Data Set instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options.Then, click Ok.
   

           Prompt for Date - Select how to prompt for a date.
           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days,  Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           Date - Select a date value (None, Today, Yesterday, First Day or the Week, First Day of the Month, Two Months Ago.
           Claim Period - Select how to prompt for a claim period (Most Recent, Earliest).
           Prompt for Customer -  Select how to prompt for a customer.
           Prompt for School or Cafeteria - Select the method to prompt for school or cafeteria.
           SQL Statement - Use the ellipsis to enter SQL Statements. Be sure to the Test the statement by clicking on the ellipsis button and then select Test.

    POS Transaction Details (Hierarchical) - Review POS Transaction Details (Hierarchical) instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).        
           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Prompt for Customer - Select how the report should prompt for customer type (None - Will not prompt, POS Customer, Customer, Multiple POs Customers - Multiple customers can be selected).
           Meal Type - Select one or more meal types to include in the report.
           Options - Select one or more options to include in the report.

    Purchase Details - Review Purchase Details instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.

   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days). 
           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Prompt for Customer -  Select how to prompt for a customer.
           Meal Type - Select one or more meal types.
           Include Purchase Types - Select one or more purchase types.
           Options - Select one or more prompt options when running reports (if applicable).

    User Activity Log - Review User Activity Log instructions.

   Click on the Setup Data Set button.
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.

   

           Date Range (inclusive) - Use the drop-down menu to select a date range week (Week to Date, Month to Date, School-Year to Date, All-Time, Previous Week, Previous Month, Today, Sice Yesterday, Past 7 Days, Past 30 Days, Past 1 Year Ending Today, Past 60 Days).
           User - By default, (all users) is selected. To select a group of roles or an individual user, click the magnifying glass icon
           Options - Select one or more additional criteria options when running reports.
           Include Actions - Select one or more actions to include in the report.

    POS Customers - Review POS Customers instructions.

   Click on the Setup Data Set button.

   
   

   Configure Dataset - Select Dataset filters and options. Then, click Ok.
   

           Filter by Cafeteria - Select the default option of how to filter data. Use the drop-down menu to select a specific Cafeteria, Region, or Cluster. You may also choose the Entire District or leave the default Use User's Default Cafeteria Filter selected.
           Options - Select one or more additional criteria options when running reports.
           Customer Categories - Select one or more customer categories.
           Include POS Customer Types - Select one or more POS customer types.
           Balance - Select how balances should be included. Then, enter the dollar amount where applicable.
           Options - Select one or more prompt options when running reports (if applicable).

   3. Configure the Report Designer - To configure the layout of any User Defined Report, select Edit Layout to open the Report Designer.

   For more information on how to create and adjust report templates, click on the links below to visit DevExpress. Please note that some topics may not apply; however, these tutorials and documentation should give you a better understanding to designing reports.

   Video tutorials: DevExpress Reporting

   Documentation: End User Report Designer Online Help

   Some User-Defined Reports may prompt you to adjust dates in the Dataset Criteria.

4. Edit the report in the Report Designer. You can rearrange, delete or add to the template.

   1. The Report Explorer tab shows the band and band details. Click the arrow (>) to expand the areas.

      

   2. Locate and click on the Field List tab.

      

   3. Choose from the list of Field Parameters you would like to include in your report by left mouse clicking on the parameter and dragging it onto the report template.

      

   4. Use the Preview button to review your report.

      
   5. Once you are done creating your report, click the Save icon. Then, click the X to close the Report Designer window.
      
5. Click Ok to apply changes.

You should see your new report.

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Alert Types

Alerts are automatically established to run upon system startup. The Alert Types allows you to establish which alerts should be ignored, to establish a date option of how long to ignore the alert, and to provide a reason the alert is ignored. 

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Alert Types.
2. Select an alert and click Ignore Alert to establish an Ignore Until date and reason.
   
3. Enter an Ignore Until Date by using the drop-down arrow and selecting a date from the calendar. After the date has passed, the alert will be re-enabled. Then, click Ok.
   
4. Enter the reason for ignoring the alert. Then, click Ok.
   
5. To remove an alert, select an alert with an existing Ignored Until and Ignored Reason criteria selected and then click the Ignore Alert button. You will be prompted to confirm if you are sure you want to mark the alert type as not ignored.
   

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Exports

The Export function gives the ability to create exports to various file types.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Exports.
2. Click the Add button to add a new export. To edit an export, select the export and click Edit.
   
3. Select an export type, Then, click Ok. 
   
   
   

4. Establish export configurations. Then, click Setup. 

   If Copy the currently selected export is selected, export criteria is pre-existing; however, it may be modified.

   
           Description - Enter a description for the export.
           Export Type - The export type is determined by the export selected (not editable).
                   Inactive - Select to include inactive records.
                   Automatically overwrite existing files - Select to overwrite any pre-existing export files.
   
   

5. Establish Export Criteria.

    User-Defined Export criteria options

   Establish export criteria.

   Edit Layout - Refer to Step 6 for details.
   
           Export Filename - Click the ellipsis icon to locate the destination on your local or network drive.
           Data Set - Use the drop-down arrow to select the type of dataset to export. Then, click the gear icon to configure data set criteria.

    Generic SQL Custom Export criteria options

   Establish export criteria.

   Edit Layout - Refer to Step 6 for details.

   Edit SQL - Click the Edit SQL button to add SQL statements to the custom export.
    
           Export Filename - Click the ellipsis icon to locate the destination on your local or network drive.
           Options - Select one or more prompt options.

    Photo Export criteria options

   Establish export criteria.
   
           Export Folder - Click the ellipsis icon to locate the destination on your local or network.
           Options - Establish one or more options.

    Online Payment 3rd Party Transaction Export criteria options

   Establish export criteria.

   Edit Layout - Refer to Step 6 for details.
    
           Export Filename - Click the ellipsis icon to locate the destination on your local or network drive.
           Options - Click the checkbox to Mark records as exported.

6. Establish Export Specifications. You can edit and filter formulas.

   For additional assistance, contact your IT department for assistance.

   
   

   1. Filter Formulas - Establish Filter Formulas through SQL statements and click Test to verify the SQL statement is functioning correctly. Then, Click Ok.
      
   2. Edit Formulas - Establish Edit Formula options. Then, click Ok.
      
      File Format
              Fixed Width - Sets beginning and ending fields.
              Delimited - Ise the drop-down arrow to select the limits/boundaries of the export.
      Text Qualifiers - Defines a value (usually with quotation marks)

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Bank Deposit Importers

Bank Deposit Imports allow the import of bank deposit data into Newton. For more information, contact Support.

1. From the Admin and Maintenance tab, select Advanced Setup. Then, choose Bank Deposit Importers.

2. Click Add to create a new bank deposit import.
   

3. Select the type of Bank Deposit Importer to use, then click Ok.
   
4. Enter a description for the import. Select Configure Plugin.
   
5. Enter a filename. Then, select File Format.
   
   Filename - Enter the path and name of the file.
   Conflict Resolution - Select the type of resolution.
           Aggregate Bank Amounts - Select this option if there are multiple deposits on the same day for a school and would like them to be totaled.
           Overwrite Bank Amount - Select this option if you would like to overwrite existing bank deposit information.
           Ignore imported data for reconciled deposits - Select the checkbox to ignore imported bank deposit information for deposits that have already been reconciled.
   Site Key - Select the site key specified in the file from the drop-down menu.
   
   

6. Configure the import file specification. Click Ok to save.

   

   Specification Notes

   • If your file contains 'blank' columns, they still must be identified in the specification.
   • There cannot be duplicate field names.
   • In the example above, there were a number of 'blank' columns in the import file. They were named NULL1, NULL2, NULL3, etc. The Data Type was established as Ignore and Ignore Errors was enabled.
7. Map the field name of your import file by clicking the ellipsis in the Formula column. You may test each formula as it is created to ensure it is returning the correct data.
8. Once you have mapped the necessary fields in your file, select Test to test the import.

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Customer Importers

Customer Imports allow the import of customers into Newton. For more information, contact Support.

1. From the Admin and Maintenance tab, select Advanced Setup. Then, choose Customer Importers.

2. Click Add to create a new customer import.
   
   
   

    Customer Import Action Options

   Run Now - Run an existing customer import.
   Add - Add a customer import setting.
   Edit - Edit an existing customer import setting.
   Remove - Delete an existing customer import setting.
   Import settings - Import a .xml import template from a local file location to be used as a customer import.
   Export Settings - Export an existing customer import template as a .xml file to a local file location.

3. Select the Customer Importer Type from the list. Then, click Ok.
   
   
   
4. Establish import settings. Then, click Configure.
   
           Description - Give your customer import a name. Select the Inactive checkbox if you do not want this import to be used.
           Refresh Type - This describes what kind of changes you are making by running this import.
                   Changes Only - The information you are importing will not affect existing customers.
                   Full Refresh - The information you are importing will update all existing customers.
                           Full Refresh Scope - (only if selected Full Refresh refresh type) Select the schools you wish to be included or excluded in the import.
                           Excluded Grades - (only if selected Full Refresh refresh type) Select the grades you wish to be excluded in the import.
   
   
5. Enter the full path to your file followed by the filename. Then, click File Format.
   
   
   

6. Establish Import Specifications and type in each field in the order by which they appear in your file. Then, click Ok.

    Click here to see an example file

   

   

   
           File Format - Select the file type being used. If you are choosing Delimited, select your delimiter from the drop-down menu.
           Text Qualifiers - This is used when you have a field enclosed by quotations in your file.
           Headers and Trailers - Indicates if you have a header row or column here. Select the checkbox if you have empty lines within the data in your file.
           Save Spec As - Save these settings as a .xml file to a location on your computer.
           Load Spec - Upload an existing .xml file setting from your computer.
   
   

   Specification Notes

   • If your file contains 'blank' columns, they still must be identified in the specification.
   • There cannot be duplicate field names.
7. Map the field name of your import file by clicking the ellipsis in the Formula column. You may test each formula as it is created to ensure it is returning the correct data. For the following example, the Key Field is being mapped.
   
   
   

8. Repeat this process for each field.
   
   

    Status Formula

   Many districts use different identifiers for eligibility statuses.
   
   

   The eligibility status being used in this example is called "Customer Category" and is identified in the file as "Paying Student", "Reduced Student" and "Free Student".

   
   

   1. Click into the Status Formula field and then select the ellipsis to open up the User Defined Formula screen.
      

   2. Copy/Paste the following formula into your formula. You may need to replace the green "[Paying/Reduced/Free] Student" with whatever status code you are using in your file.

      Status Formula

      IF [Customer Category]= "Paying Student"
        RETURN @@Status.PayingStudent
      IF [Customer Category]= "Reduced Student"
        RETURN @@Status.ReducedStudent
      IF [Customer Category]= "Free Student"
        RETURN @@Status.FreeStudent

      

   3. Select the Test button to ensure that your status formula is working successfully. Then, select Ok.

9. Create a formula using the Fields, Constants, Functions, and Statements for each Field in your import. The key field is where you will identify your unique identifier. Select Test to ensure you have established your formula successfully. Then, click Ok.
   
   

10. When a formula is established for each column in your file in addition to your key field, select Test to make sure all of the customers in the file will import successfully. A window displaying your test results will appear. Click the red X to close out of the test results window. Then, click Ok twice.
    

     File Test Results Example

    

11. Select Run Now to run the customer import. Review the results of your import and then click Ok.
    

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External Enrollment Data Importers

External Enrollment Data Imports allows importing external enrollment and attendance data. For more information, contact Support.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose External Enrollment Data Importers.
2. Click Add to create a new enrollment import.
   

3. Select the type of import to add from the list. Then, click Ok.
   

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Import 3rd Party Configurations

The 3rd Party Configuration option allows configurations from other systems to be imported into Newton. Imported data includes current students, POS IDs, and balances.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Import 3rd Party Configurations.

2. Click the Add button to add a new 3rd party import configuration. To edit a configuration, select the configuration and click Edit.
   
   
   

    Add a Configuration

   Select a plug-in and click Ok.
   
           Select Plugin - Select the appropriate plugin. Plugin options may vary between Districts.

    Edit an Existing Configuration

   Establish or edit Import configurations. Then, click Ok.
   
   
           Description - Enter a description for the import configuration.
           Path to import file - Click the ellipsis icon to select the file path.
           Only update customers enrolled in Cafeteria - Place a checkmark in the box to Require Cafeteria Filter to be selected when importing.
           How should student records be matched to Newton? - Select how to match student records.
           How should balances be transferred? - Select how transferring balances should be handled.
           How should POS numbers be assigned? - Select how POS numbers should be assigned to students.
           Options - Select one or more additional options to include.

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Income and Expense Importers

Income and Expense Imports allows the import of income and expense data. For more information, contact Support.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Import and Expense Importers.
2. Click Add to create a new import.
   
3. Select the Income and Expense Importer Type to use, then click Ok.
   
4. Enter a description for the import, then click Configure Plugin.
   
5. Enter a filename, then select a Conflict Resolution and establish a Site Key. Then select File Format.
   
   Filename - Enter the path and name of the file.
   Conflict Resolution - Select the type of resolution.
           Overwrite Amount - Select this option if you would like to overwrite existing income or expense information.        
           Aggregate Amounts - Select this option if there are multiple income or expenses on the same day and would like them to be totaled.
           Create Additional Entry - Select this option to create a new record for expenses and incomes.
           Ignore - Select this option to disregard the imported data.
   Site Key - Select the site key specified in the file from the drop-down menu.
   

6. Establish import file specification, then click Ok.
   

   Specification Notes

   • If your file contains 'blank' columns, they still must be identified in the specification.
   • There cannot be duplicate field names.
   • 'Blank' columns in the import file can be named NULL1, NULL2, NULL3, etc. In the case of a NULL column, the Data Type can be established as 'Ignore' and Ignore Errors was enabled.
7. Map the field name of your import file by clicking the ellipsis in the Formula column. You may test each formula as it is created to ensure it is returning the correct data.
8. Once you have mapped the necessary fields in your file, select Test to test the import.

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Photo Import Configurations

Photo Import Configurations allows you to select how imported photos should be matched with customers.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Photo Import Configurations.

2. Add a new configuration by clicking the Add button. To edit a current configuration, select a configuration and click Edit.
   

    Add a new Photo Import Configuration

   1. Select Add from the Action tab.
   2. Select a plugin and click Ok. The following example will use the Generic Text File plugin.
      
      
      
      
   3. Setup Photo Import Configuration. Then, click Configure Plugin.
      
              Description - Enter a description for the import configuration.
              Path to import file - Click the ellipsis to select the file path.
              How should student records be matched to Newton? - Select how to match student photos to student records.
              When should existing photos be overwritten by the import? - Select how existing photos should be handled when never photos are available.
              Options - Select one or more additional options to include.
      
      

   4. Click File Format.
      
      

      The Generic Text File Plugin reads a text file and uses it to cross-reference an account number to an image file.

      
      
      
              File Format - Click the File Format button to establish File Format Types, Text Qualifiers, Headers & Trailers, Field Names, Data Type, Forma, and to choose to Ignore Errors.
              Test - Click the Test button to ensure the field name formulas are functioning correctly.
      
      
      

   5. Establish Import Specifications and type in each field in the order by which they appear in your file. Then, click Ok three times.
      
              File Format - Select the file type being used. If you are choosing Delimited, select your delimiter from the drop-down menu.
              Text Qualifiers - This is used when you have a field enclosed by quotations in your file.
              Headers and Trailers - Indicates if you have a header row or column here. Select the checkbox if you have empty lines within the data in your file.
              Save Spec As - Save these settings as a .xml file to a location on your computer.
              Load Spec - Upload an existing .xml file setting from your computer.
    Edit an existing Photo Import Configuration

   1. Select the import setting you wish to edit Then, click Edit from the Action tab.
      
      

      This example is using the Generic Filestream Plugin.

   2. Edit import configurations. Then, click Configure Plugin.
      
              Description - Enter a description for the import configuration.
              Path to import file - Click the ellipsis to select the file path.
              How should student records be matched to Newton? - Select how to match student photos to student records.
              When should existing photos be overwritten by the import? - Select how existing photos should be handled when never photos are available.
              Options - Select one or more additional options to include.
      
      

   3. Setup Generic Filesystem Photo Import. Establish criteria. Then, click Ok.
      
      

      The Generic Filesystem Plugin looks for all files in a directory that match a given mask and determines an account number based on the filename.

      
      
              Filemask - Enter the Filemask information.
              Recurse Subdirectories - Click in the box to Recurse Subdirectories.
              Account Number -
                      Use filename without extension
                      Use Formula - Click the Edit button to enter a SQL statement. Then, click Ok in the formula window.

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Recipe/POS Item Links

Recipe/POS Item Links is for WinFSIM users. For more details, please contact Support. 

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Role Importers

The Role Importer allows you to import and map users and roles into Newton through Active Directory, SQL Server, or a text file.

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Scheduled Jobs

Defines any nightly jobs required by the District such as imports and exports from MySchoolBucks.com.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Scheduled Jobs.
2. To add a job, click the Add button. If you need to edit a current scheduled job, Edit.
   
   Note: In the event of a failed job (Last Run Status column), an email will be sent to the User(s) defined in System Settings > Email.

3. Establish Scheduled Job criteria. Then, select Add Task to place tasks in the Scheduled Job. Certain Tasks will require additional setup.
   

   
   

   Agent Mode Schedule

   In order for scheduled jobs to run without utilizing Windows Task Scheduler, "agent mode" must first be enabled in Admin Console (Applications → Connection Methods → select Newton and click Edit).
    
    

   
   
           Description - Enter a description of the new Scheduled Job.
           Expected Period - Enter the Expected Period that the work schedule should be performed.
           Inactive - Select this option to make the Scheduled Job Inactive.
           Agent Mode Schedule - Use the drop-down menu to establish a frequency and complete details in order for the process(es) to be executed without using the Windows Task Scheduler.

   Note: In the event of a failed job, select the Email on Failure checkbox to send an email to notify the user(s) defined in System Settings > Email about the failed scheduled job.
   
   
4. Choose a Task and select Ok.
   
5. Configure Tasks. Once you have configured all tasks, click Ok.

 Spawn Process

Choose Spawn Process options. Then, click Ok.

        Filename - Enter a filename.
        Working Folder - Enter the folder path.
        Arguments - Enter any arguments.
        Wait for Process - Select how the process should function.
                Wait indefinitely for process to complete - No further processes will run until the spawn process completes.
                Do not wait for process to complete - Allows further processes to continue before the spawn process completes.
                Wait for process to complete up to a maximum timeout -  XXX seconds - Allows other processes to run one the set number of seconds has passed.
        Check exit-code for success/failure - Checks to ensure the task will be successful.

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Stores & Vending Machines

Stores and Vending Machines allow the District to establish vending options for transactions that are tied to posting and are not tied to posting.  You can add and modify Advanced Setup#Stores, Store Vending Machine Configurations, and Vending Machine Models.

Stores

Stores allow you to establish a location or resource in which transactions occur and funds are deducted from a student's account. In order to establish stores, you should first create Vending Machine Models and Store Vending Machine Configurations.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Stores.

2. To enter a new configuration, click the Add button.

   Adding a New Configuration as a Copy/from Scratch

   If an existing configuration exists, you may select a current configuration from the Store Vending Machine Configuration Maintenance screen and choose As a copy of XXX or As a new configuration from scratch.

   Editing a Configuation

   To edit a vending store configuration, highlight the configuration and click Edit.

   

3. Establish store configurations. Then, click Ok.
   
           Description - Enter a description for the Store.
           Store Kind - Use the drop-down menu to select a store kind.
           School - Use the drop-down menu to select the school.
           Vending Machine Config - Use the drop-down menu to select a vending machine configuration.
           Vending Reader ID - Enter the vending machine ID associated with the vending machine.
           Inactive - If the store is no longer active, place a checkmark in the box.

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Store Vending Machine Configurations

Store Vending Machines require configuration setup for each motor and the items to function properly.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Store Vending Machine Configurations.

2. To enter a new configuration, click the Add button.

   Adding a New Configuration as a Copy/from Scratch

   If an existing configuration exists, you may select a current configuration from the Store Vending Machine Configuration Maintenance screen and choose As a copy of XXX or As a new configuration from scratch.

   Editing a Configuation

   To edit a vending store configuration, highlight the configuration and click Edit.

   

3. Establish store configurations. Then, click Ok.

   Default Item

   In cases where a motor has not been mapped to an item, the system assumes the default item exists and completes the transaction accordingly.

   
           Description - Enter a description for the store vending machine.
           Protocol - Use the drop-down menu to select the correct protocol.
           Model - Use the drop-down menu to select the correct vending model.
           Default Item - Use the drop-down menu to select the default vending item.
           Serving Line Config - Use the drop-down menu to select a serving line configuration (Charge: Charge Action Ala Carte) for the machine.
           Motor - Pre-defined in Vending Machine Model setup.
           Item - Use the drop-down menu to select an item for each motor of the machine. You may also begin typing the name of an item to narrow search.

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Vending Machine Models

Vending Machine Models require setup for the number of shelves and the capacity each shelf holds to function properly.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Vending Machine Models.
2. To enter a new model, click the Add button. To edit a vending machine model, highlight the model and click Edit.
   

3. Establish vending machine details. Then, click Ok.

   Star Foods vending machines use eight Motor IDs 0000 through 0007 and must have three leading zeros.

   
           Description - Enter a vending machine description.
           Motors -
                   Motor ID - Enter the motor ID. The motor ID is equal to this shelf number.
                   Display Name - Enter the display name.
                   Capacity - Enter the capacity. The capacity is the number of available slots on a motor/shelf.

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Test Databases

Test Databases allow you to enter the program in a mode that does not change current settings and affect student records. Once a database is created, you may wish to use it to test functionality and results prior to applying those changes to the system.

1. From the Admin & Maintenance tab, select Advanced Setup and choose Test Databases.

2. Select Add New to create a new Test Database.

   You may create a copy of an existing Test Database by selecting the database you would like to copy before selecting Add New.

   
   

3. Select the which type of test database you wish to create. Then, click Ok.
   
4. Enter a name for the Test Database. Then, click Ok. 
   

Advanced Test Database Options

You have the ability to Deploy a Specific Program Version of the software for testing purposes. For example, you may wish to run some tests on a newer release of the program prior to committing the latest version to the entire system.

1. From the Test Database Maintenance tab, select the test database you would like to make program version changes.
2. Click Deploy Specific Program Version.
    
3. Select an option.
   

   1. Check the web for latest - Allows you to run the test database in the latest public release.

   2. Upload a specific version from a file - Allows you to select a file from your local or network drive. Typically this would occur for private Beta release versions.

   3. Reset to using production version - Allows you to revert the test database from latest available or file-submitted version to the current "Live" version.
       

4. Once you have selected how you want to proceed, you will see a series of processes running while the selected Test Database is upgraded/downgraded. The changed program version will appear in the list.
   

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External Plugins

External Plugins allow you to add, remove and maintain plugins for your state or district. External plugin files are accessible for download through the Customer Portal.

You can locate popular Custom Plugin download and installation instructions under the Custom Plugin space.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose External Plugins.
2. Select one of the following options:
   1. Check for Upgrades - Checks for plugin upgrades.
   2. Add - Allows you to add a new plugin from your computer or network.
   3. Remove - Removes the selected plugin.
   4. Enable/Disable - Turns the selected plugin on or off.
   5. View Details - Displays the details of the selected plugin.
   6. Close - Closes the window.
      
3. Locate the downloaded plugin on your local or network drive and click Open.
   
4. A confirmation window will appear notifying you of the version of plugin you are about to install. Click Ok to install the plugin.
   
5. After processes have run, notice the plugin status is Not loaded. Click Close.
   
6. You must restart Newton for changes to take effect. 
   
7. After restarting Newton, access external plugins to ensure the status has changed to loaded.
   

Plugin Upgrades

Newer versions of a plugin may be available. If upgrades are available, there will be an upgrade notification in the bottom right-hand corner of the window.

1. From anywhere in the program, click on the Plugin Upgrade Available. This will redirect you to the Admin & Maintenance → Advanced Setup → External Plugins screen.
   
2. Click on Check for Upgrades.

3. The system will detect which plugin(s) you have installed. Click Yes to proceed with downloading the upgrade.

   Multiple Plugin Upgrades Available

   If multiple upgrades are available, you may choose which ones you would like to install. Click No to skip upgrading a plugin.

   

4. A notification window will be displayed with the name of the plugin(s) installed along with the old and new version numbers. You must restart Newton for the changes to take effect. Click Ok.
   

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Custom Tables 

Please contact Support for help creating Custom Tables. If a custom table has been created for your district, it will be included in the custom plugin for your state or district.

1. From the Admin & Maintenance tab, select Advanced Setup. Then, choose Custom Tables.
2. Click the Add button
   
3. Select the custom file to install from the list. Then, click Ok.
   

4. Click Submit Request to enter a comment requesting to authorization or Manual Approval to enter a code provided by your Support agent.

   It is vital that you contact Support prior to attempting to add a custom table. Support will direct you which action you should take.

   
   
   
   

5. Once you have received approval, you will notice the custom table has been Enabled. Click Close.

   If your District no longer wishes to use a custom table, you may disable the table by selecting the correct table and clicking Enable/Disable. You must restart Newton after you have made changes

    

6. You must restart Newton to apply the changes.
   

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