How Do I Handle Cross-Site Multiple Reimbursable Meals?

Owned by Confluence Administrator
Last updated: Apr 12, 2016 by Robin Rodrigue
4 min read
Overview

The following document details Cross-Site/Multiple Reimbursable Meals procedures. This situation occurs when a student purchases a reimbursable meal at one school site, then travels to a second site and purchases a second meal. The second meal must be reviewed and one of the following actions should occur:

  • Remove the meal  
  • Convert the meal to an At-Cost

Process

  1. Log in to Newton.

    The following Alert will appear indicating a multiple reimbursable meal situation has occurred.

  2. Print the Cross-Site Multiple-Reimbursables Report.

    1. Locate and click on the Reports and Letters menu. Then, click the Central Office button and select Cross-Site Multiple-Reimbursables.
    2. Select the correct operating date and click Ok to run the report.

    3. The report will show all sites that the student attended on the day in question. This information will be used to make the appropriate corrections to the student's account.

      Typically, it is recommended that the original site keep the reimbursable meal and the edit be made to the secondary site.

    4. When you are done, click the red X to close the window.

  3. Select the site that will be edited.

    1. Click on the Newton icon in the upper left-hand corner. Then, click Select Cafeteria.
    2. Select the cafeteria from the drop-down menu and click Ok.

      You will see a series of processes running.
  4. From the Point-of-Sale tab, locate the Start Day ribbon and click Reopen Past Day. 
  5. In the Review Previously Posted Days window, select the correct posting date (based on the Cross-Site Reimbursable Report), then click Edit Day.

  6. In the Edit Posted Day window, enter a comment explaining why the day is being edited, then click Ok.

    It is extremely important the user enter a comment explaining why the information is being edited in case the district gets audited.


    You will see a series of processes running.

  7. From the Point-of-Sale tab, locate the Operations ribbon and click Review Transactions.
  8. Click Search to begin a query of all POS batches for the student in question.
  9. Click the ellipsis next to the Customer field to open a search screen.

  10. Search for the student using the POS ID number, Student Number, or Name. 

    1. Enter the information and click Refresh.

    2. Highlight the desired name and click Ok.
  11. Purchases can be filtered by Type, Item, Meal, and Check Number. Highlight the correct meal and then click Edit Batch.

  12. The system will open the entire batch and automatically highlight the student's name. At this point the user has two options:

    1. Option 1 - Completely remove the transaction from the students account. This will delete the transaction and no charges will be incurred by the student.

      1. Click Remove.
      2. Enter the reason for voiding the transaction in the space provided. Click Ok to finalize.
      3. Once the second meal is removed, Re-Post the day to finalize the changes.

    2. Option 2 - Change the reimbursable meal to an "At Cost" or second meal. This option will create a charge for the price of the "At Cost" meal to the students account.

      1. Click View/Edit.

      2. The Edit POS Transaction screen will open with the selected transaction highlighted. Click Edit Transaction.
      3. Enter any comments regarding editing this transaction in the space provided.
      4. Locate the Purchase Type column and use the drop-down menu to select the At Cost option. This will create a charge to the students account for the price of an At Cost or Second Meal. Click Ok to save changes.
      5. Once this process has been completed the user can the Re-Post the operating day