Setup and Use of Income and Expense Accounts

There are many areas outside of cafeteria service that affect a School or District's financial results. The following document will detail how to setup external income and expense accounts for the cafeterias to track this information.

• Adding Income and Expense Accounts
• Configure Account use in Cafeterias
• Enter Income/Expense information

Adding Income and Expense Accounts

Under "Administration and Maintenance → Miscellaneous Setup → Income/Expense" a district can add records with a user definable description and label them either an income or expense account.

During the setup process you can click the "Apply" button at any time to save your changes or click the "OK" button once setup is complete to save and close the form.

Configure Account use in Cafeterias

Once all accounts are setup, the cafeteria templates or cafeterias' setup must be modified to allow a group or individual cafeteria the ability to enter values for one or more accounts.

NOTE: This information distribution works in the same way as all other cafeteria template/cafeteria parameters. You set default values for all cafeterias using a given template within the template and then if an individual setting needs to be overridden at one of the sites using the template, that cafeteria is selected and modified individually.

Under "Administration and Maintenance → Cafeteria Setup → Cafeteria Templates" select the template you wish to modify and click "Edit".

Go to the "Income/Expense Accounts" tab.

Select all Income/Expense accounts that should be available for use by cafeterias using this template.

During the setup process you can click the "Apply" button at any time to save your changes or click the "OK" button once setup is complete to save and close the form.

The steps above should be repeated for every cafeteria template. Once complete any cafeteria overrides should be considered prior finalizing the setup process.

Enter Income/Expense information

At this point setup is complete and school sites should be ready to enter income or expense data for their cafeteria. To enter Income/Expense data you must be logged in to a cafeteria. Once logged in, go to "Point-of-Sale → Misc Income/Expenses". Here you will be able to review/edit past as well as add new income/expense entries. To add a new entry you must first select an account on the "add new row". The date is then pre-filled to today's date and can be modified if necessary. Enter the amount of the income/expense to complete the required fields. PO number and comment fields are also available but not required to save the record.

During the entry process you can click the "Apply" button at any time to save your changes or click the "OK" button once setup is complete to save and close the form.