Sales and Meal Count Explanation

The Sales and Meal Count report is one of the most comprehensive and widely used reports for customers who use the Point of Sale functions within WebSMARTT. The following breakdown explains how the figures are calculated and explains how the information can be helpful to you.

The Sales and Meal Count Report focuses on Point of Sale activities such as item sales, bulk entry, and prepayments. It combines all the information to give you useful totals or breakdowns of reimbursable meals and how much money should be going to the bank that day. The first page breaks the cash and reimbursable meal information under breakfast and lunch, and then shows grand total under each section. The second page shows totals for prepayments, cash and operating revenue.

Tip: Remember you can open and close a meal session, such as breakfast more than once, and all the figures will be reported under breakfast. You just want to make sure to view the Sales and Meal Count Report after the meal session has been ended. If you plan on making modifications to Point of Sale information, either close the report or refresh it after the new information has been entered, so that the correct values are shown.

Tip: You can view or print the Sales and Meal Count Report after entering prepayments or just one meal session to see how the fields are populated with information. Seeing the information change as new information is added is a practical way to see how the Sales and Meal Count Report gathers and calculates information.

Each section of the report is described below, followed by how setup settings within WinSNAP affect the overall report, and correlations between this report and other reports. There is also information on places to look if you see errors on the Sales and Meal Count Report.

Note: If a district is using the meal session Other, the Sales & Meal Count - Brief (B/ L/O) must be used, because the regular Sales and Meal Count Report does not include any information for Other meal sessions.

Sections of the Sales and Meal Count Report

Report Heading
The top portion of the report shows the report heading. The heading shows:

• Name of the report - Sales and Meal Counts.
• Page - Reflects what page of the report you are on.
• Site - The site the report is run for. The default site is automatically used, unless a different site is selected. The name of the site is listed in this field. You will not be able to select a different site, until the report is selected on the Point of Sale Reports window.
• Date Range - The range of dates the report is run. This defaults to the system date unless a different range or date is specified.
• Session - All refers to the fact that both breakfast and lunch information is accounted on the report.
• Site - The site the report is run for. The default site is automatically used, unless a different site is selected. The site identification number, as well as the name of the site is listed in this field.
• Days - this refers to how many days the report includes. The default is 1 day, the day the meal sessions were entered.

I. Operating Revenue
Revenue is more than just cash in the register it is also the value of meal credits, money that was used from account cash and even partial cash payments. The revenue is shown for each meal session. The left side is breakfast information, and the right side is lunch information.

POS Cash
This column reflects cash money that was taken in during a Point of Sale session. WinSNAP recognizes a transaction as a cash sale when the Finish Cash key is used or when the Finish Account key is used to end a transaction resulting in an overpayment when the customer's current account balance is at zero.

Partial Cash
Partial Cash is associated only with meal purchases that use account cash. As the name implies, only part of the total cost of the transaction was paid in cash, the rest of the amount used the customer's account cash.

Example: If a student has .30 on his account and purchases a meal that costs 1.00, he could give the cashier .70 and the transaction is treated as a partial cash transaction. .70 is reflected in the Partial Cash column, and .30 is reflected in the Account Cash column. The meal is reflected as a reimbursable meal in the appropriate area under the Participation portion of the report.

Meal Credits
This column reflects the cash value of the meal credits.
Example: If a breakfast credit is equal to 1.00 and 3 credits were sold to paid students, then 3.00 is reflected in the Meal Credits column under paid meals, under the breakfast section of Operating Revenue.

Note: You will only see information under this heading if you actually use meal credits. Some district place all the money in account cash for customers to use as needed during the meal session of their choice.

Acct. Cash
The Account Cash column reflects the cash value of money spent from customer's account cash or credit extended from account cash. The cash amounts are divided based on the customer's status (free, reduced, paid, and adult), and whether the item(s) purchased was a meal, second meal or an a la carte item.
WinSNAP recognizes a transaction is being paid from a customer's cash account when the Finish Account key is used to end a transaction or when the Finish Cash key is used and they have prepaid money in their account.

Example: If a reduced student uses her account cash to purchase a muffin for .70 during breakfast, the .70 is reflected under Acct. Cash for the Reduced A la Carte section of the Breakfast portion of Operating Revenue.

Total
There is one Total column for breakfast and one for lunch. The column totals a row's worth of information for either breakfast or lunch.

Example: If 0 is listed under Breakfast POS Cash, .70 under Partial Cash, 3.00 under Meal Credits, and .30 under Acct Cash, then 4.00 appears under the Total column for the Paid Meals row.

Note: The entire Free Meals row should equal 0.00, since that is the value of those meals.

Meals
The term meal refers to a reimbursable meal that is sold during a Point of Sale session. Operating Revenue shows the dollar value of these meals. The Participation section shows the amount of meals sold.

Second
This term refers to a second full meal that is sold to a customer. This mean the customer purchased a full meal, then came back to purchase a second meal, within the same meal session within the same day.

Note: In order for information to appear in this section, the district must allow second meals, the appropriate settings must be selected, and both meals must have been sold during the same type of Point of Sale session on the same day. See the section listed later in this topic, How Settings within WinSNAP Affect the Sales and Meal Count Report, for further information on second meal settings.

A la Carte
A la carte refers to individual items that were sold during a Point of Sale session. The Operating Revenue section is looking at the monetary value of the item, not how many of a particular item was sold. If you are interested in that information, we suggest printing the Item Sales report.

Adult
The adult information is grouped together for ease of reference under Operating Revenue. If your district does not sell adult meals, then this section will show only zeros.

Tip: Keep in mind, if your district does sell adult meals you will want to track these meals as adult meals. Even if you choose not to enter the adults into WinSNAP, be sure to use the Adult key for adult transactions, otherwise you run the risk of not charging the correct price (adult meals usually cost more than paid student meals), and WinSNAP may think you are entering a generic paid student meal, and will count this meal as reimbursable in the Participation section.

Also recognize, if you allow adults to charge on account they must be entered into WinSNAP under Customer Information, with an Eligibility Status AND Grade of Adult. Just because adults pay full price for a meal, does not mean they should have a status of Paid. WinSNAP recognizes the Paid status as a Paid student whose meal is reimbursable to the government.

Note: Prices for Adult meals should be set up within Item | Point of Sale Details.

Note: Remember you can set different credit limits for adults vs. students under Setup | Point of Sale | Customer Accounts.

(Grand) Total
Once all the revenue information about meals, seconds, a la carte items, and adults is listed, there are 3 more rows totaling the information - Total ( w/out Tax), Sales Tax, and Total (with Tax). These rows total the columns above, such as Point of Sale Cash, Acct cash, etc. Sales tax is calculated, when and if it applies. Sales tax only applies to adult transactions, and only if the district chooses to use it. See the section listed below, How Settings within WinSNAP Affect the Sales and Meal Count Report for more information on how the tax setting is used.

II. Participation
The Participation section is concerned with number of reimbursable meals sold. Participation is tracked for breakfast and lunch and is divided by reimbursable and non-reimbursable transactions.
Where the Operating Revenue section was concerned with the cash value of the items, Participation is only interested in the number of meals.

Example: In the Operating Revenue section, under Lunch, under Point of Sale cash for the Reduced Meals row, 40.00 is shown, then under the Participation section, under Reimbursable Meals/Lunch, under Point of Sale Cash for the Reduced Meals row 100 is shown. 40.00 is the Total amount, and the cost of each meal is .40, so 100 is how many meals were sold.

Note: The reimbursable meals shown on this portion of the report should match the meals shown on the Edit Check Report.

Note: If partial cash is used to purchase a meal, then the meal is listed under the Account Cash column. It doesn't matter how much money was used from account cash for the transaction (it could be only .01) the meal is listed under the account cash column.

Reimbursable
Reimbursable transactions are meals that are reportable for reimbursement to the government. The reimbursable section shows how the meals were paid for, such a Point of Sale Cash, Acct. Cash, etc.

Note: Generic meals (A and B Keys) are reimbursable meals and will appear under the correct category in the Reimbursable section.

POS Cash
Point of Sale cash refers to the number of reimbursable meals sold, where cash was used to purchase the meals. This column is separated by free, reduced, or paid meals, and correlates to the Point of Sale Cash column listed in Operating Revenue.

Acct. Credits
Account credits refer to the number of reimbursable meals sold where meal credits were used to purchase the meals. This column is separated by free, reduced or paid meals, and correlates to the Meal Credits column listed in Operating Revenue.

Acct. Cash
Account cash refers to the number of reimbursable meals sold where account cash was used to purchase the meals. This column is separated by free, reduced or paid meals, and correlates to the Acct. cash column listed in Operating Revenue.

Earned
Earned refers to persons, usually employees who receive a meal, but do not pay for it because they work in the cafeteria. This column is separated by free, reduced or paid meals, and does not have an equivalent column in the Operating Revenue section. No money is ever received for these meals, which is why it is not reflected in the Operating Revenue section, but these meals are eligible for reimbursement from the government.

Total Student Meals
This row totals all the columns such as Point of Sale cash, Acct. credits, etc.

Non-reimbursable Meals
Non-reimbursable meals are meals that were sold but cannot be submitted to the government for reimbursement.

Meals
Meals in this area refer to adult meals. Meals for adults are not broken out by Acct. Cash, Acct. Credits, etc. The meals are lumped into one total count, except Adult Second Meals.

Example: A teacher purchases 2 meals from his account. The first meal appears in the Meals column, and the second meal appears under the Sec Acct. Cash column.

Earned
Earned refers to persons, usually employees who receive a meal, but do not pay for it because they work in the cafeteria. This column is separated by free, reduced or paid meals, and does not have an equivalent column in the Operating Revenue section. No money is ever received for these meals, which is why it is not reflected in the Operating Revenue section, but these meals are eligible for reimbursement from the government.

Sec. POS Cash
Second POS cash refer to the number of second meals sold, where cash was used to purchase the meals. This column is separated by Adult, Free, Reduced or Paid meals, and uses information from the student and adult Second Meals sections of Operating Revenue.

Sec. Acct. Credits
Second account credits refer to the number of second meals sold, where meal credits were used to purchase the meals. This column is separated by adult, free, reduced or paid meals, and uses information from the student and adult second meals sections of Operating Revenue.

Sec. Acct. Cash
Second account cash refers to the number of second meals sold, where account cash was used to purchase the meals. This column is separated by adult, free, reduced or paid meals, and uses information from the student and adult second meals sections of Operating Revenue.

Sec. Earned
Second earned in this column can be children or adults who received a meal, but did not pay for it because they work in the cafeteria. This column is separated by Adult, Free, Reduced or Paid meals, and does not have an equivalent column in the Operating Revenue section. No money is ever received for these meals.

Note: Second earned meals are not allowed in most districts. If this is the case, the session will need to be edited to reflect the correct information. See How to Edit a POS Session if you are unsure how to handle corrections.

Total Student Meals
This row totals all the columns such as Meals, Earned, etc.

Total (columns)
These columns are listed in both the reimbursable and non-reimbursable sections, and total a row's worth of information.

Example: The total for the reduced meals row listed, under the Reimbursable Breakfast section will show the total reimbursable reduced meals, whether they were paid for via cash, credit, account cash, or were earned.

III. Credit
The credit section shows what credit was extended (charged), and what money was repaid (money received for previous charges). Credit is shown for breakfast and lunch, is separated by Free, Reduced, Paid, and Adult, and then is totaled by row (Repaid or Extended).

Extended
Let's discuss credit extended first, since this needs to occur before a repayment can happen. If a customer charges a meal, a la carte items, or even a portion of the total amount (partial charge) the charge is reflected across the extended row under the appropriate column (Free, Reduced, Paid, or Adult).

Example: A free student purchases toast for .15 during breakfast and charges it to his account. .15 appears in Breakfast Operating Revenue under the Account Cash column, for the Free A la carte row. .15 also appears in Breakfast section, under Credit, under the Free column for the Extended row. The .15 for Operating Revenue, and the .15 for Credit cancel each other out, so the bank deposit is accurate.

Repaid
Credit Repaid in this section reflects the portion of any prepayment or overpayment made at the POS to repay credit owed.

Example: A paid student owes 2.70 and during a POS lunch session makes a prepayment of 5.00. On the report, 2.70 is shown on the Repaid row in the Paid column of the Lunch section, however the entire 5.00 will be reported under POS Prepayments.

Another way for an amount to appear in the Repaid row is, if a customer repays a negative balance while purchasing items during a meal session. A reduced customer owes 2.05 and purchases an item for .20 at breakfast. The customer now owes 2.25. The customer pays 2.25; the cashier enters the amount and selects the Finish Account key. On the report .20 is shown in the A la carte section under Operating Revenue, 2.05 is shown on the Repaid row in the reduced column of the breakfast section. This 2.05 is also included in the POS Prepayment section of the report.

Note: This section does NOT include credit repaid by computer prepayments made through the Customer | Prepayment Tab.

IV. Prepayments
This section tracks any prepayments that were made either at the School Site or the Central Office. During Point of Sale sessions, at the Kiosk, VendSMARTT or within Customer | Prepayments (Manager). Any money that was received and placed on account is reflected here, whether it is repaying a credit or placing money on account for future use.
The At School Site portion of the report is divided by POS Lines, Manager, Kiosk, VendSMARTT, then Account Cash, Breakfast Credit, Lunch Credit and Total, then sorted by Cash, Check, Credit Card, Promotion and Total within each section.
The At Central Office portion of the report is divided by Account Cash, Breakfast Credit, Lunch Credit and Total, then sorted by Cash, Check, Credit Card, Promotion and Total within each section and shows the amounts taken in through MySchoolBucks.

V. Band Deposit & Revenue
The Bank Deposit & Revenue section is all the cash you received. This area summarizes what your bank deposit total should be. It includes Cash from the Breakfast, Lunch and Other Sessions; POS, Manager, Kiosk and VendSMARTT Prepayments; Miscellaneous Revenue and Expenses; Total Expected Cash, Cash Over/Short and Total Deposited Cash.
Tip: If a minus sign is in front of the figure , then you have less money than the computer expects. The computer expected you to have 63.50, but you entered 63.00. You are short .50, according to WinSNAP.

Revenue Summary
The Revenue section refers to the total cash value of what was sold, not just the physical cash that was received. This section includes the Revenue from the Breakfast, Lunch and Other Sessions; the Tax and Total Sales Revenue; Prepaid Money Used that includes Account Cash Used and Account Meal Credits Used; any Charges that include Credit Extended and Credit Repaid (At School Site, At CO, At mLM, Kiosk and VendSMARTT); and the Value of Earned Meals (Student Meals, Student A la Carte, Adult Meals and Adult A la Carte).

VI. Other
This area shows the user fields. The user fields are defined on the Setup | District | Financial Tab. Once defined, you must enter the appropriate amount for the field on the Point of Sale | Bank Deposit | Financial Tab. If no Central Office prepayment were received for that day, this section will show zero. Since Central Office prepayments are not entered locally, the information needs to be communicated to the site. Values in this section of the report do not affect the cash total or bank deposit amount.

Notes
Any information that is entered on the POS | Bank Deposit | Notes, Hour and Weather Tab, in the daily notes field appears in this area of the report.

How Settings within WinSNAP Affect the Sales and Meal Count Report

Answers to setup questions not only define what you can and cannot do in WinSNAP, but they also define what information is reflected on the report.

Credit Card
Using credit cards is essential when using myLunchMoney.If you utilize credit cards and want to track it within WinSNAP, you can setup the program appropriately, and manually enter the transactions.
Keep in mind, credit card transactions do not affect the Total Cash the computer is expecting you to have at the end of the day. The total amount of the credit card prepayments are listed on the Sales and Meal Count Report in the Credit Card and Promotion Prepayments section.
If you choose to track credit card transaction, select yes to Setup | Customer | Prepayment Tab, Question 2 - Are schools allowed to accept credit card prepayments.

Checks
Although checks are not sorted out as a specific type of prepayment on the Sales and Meal Count Report, it is a good idea to allow this type of transaction if you accept checks. Entering a personal check as a check transaction, and tracking the check number allows you more options in tracking the check.
You can easily see on a prepayment summary, if the check was entered twice. If a parent bounces a check, you have the check number, and date it was entered in the system listed within the Customer | Information, Account Tab. You can see the information once the fill list with prepayments button is selected.
To allow checks as a prepayment type, select Yes to Setup | Customer | Prepayment Tab, Question 1 - Are schools allowed to accept personal checks for prepayments.

Allowing Second Meals
It is a district decision, whether second meals are sold or not. Depending on the decision, WinSNAP has the capability to track second meals, and allow students to use their cash account and meal credits to purchase second meals.
If Yes is selected on the Setup | Point of Sale | Configuration Tab, for the second question for #7 - Allow second meals sales, then second meals are allowed to be sold. If the question is marked no, then second meals are not allowed to be sold.
If Yes is selected on the Setup | Point of Sale | Customer Accounts Tab, for Question 2 - Are students allowed to purchased second meals from their prepaid account meal credits, then second meals purchased via meal credits are reflected within the Operating Revenue section under the Meal Credits column, separated by the appropriate meal status (free, reduced, paid, and adult). If No is selected, customers are not able to purchase second meals using their account credits. If a second meal needs to be purchased, the customer can use account cash or regular cash to pay for the meal, assuming second meals are allowed.

Reporting Second Meals
If you decide to sell second meals you have a choice of how these meals are reported. The meals can be treated as second meals, or included as a la carte sales.
If Yes is selected on the Setup | Point of Sale | Configuration Tab, Question 7 - Second meals reported in summary totals as a la carte, then second meals do NOT appear as meals on the Sales and Meal Count Report. The second meals are treated as a la carte items, and the money associated with the sale of these items is listed in the a la carte section of the Operating Revenue.
If No is selected on the Setup | Point of Sale | Configuration Tab, Question 7 - Second meals reported in summary totals as a la carte, then second meals appear as meals on the Sales and Meal Count Report. The second meals are counted in the Participation portion of the report. The money associated with the sale of these meals, is shown in the "second" area of Operating Revenue (specifically the following rows: free second, reduced second, paid second, and adult second).

Sales Tax
Sales tax is an optional function that only applies to adult sales. If a district chooses to track sales tax, they must enter a tax rate (for example 6.0) in the Setup | Point of Sale | Configuration Tab, Question 2 - Tax rate for adult sales. Revenue totals have certain fields that accommodate the tax rate, such as Sales Tax and Total (with Tax). If sales tax is not used, you will see the totals with tax rate will be the same as the totals without tax rate.

Correlations between the Sales and Meal Count Report and Other Reports
Information in the reports listed below is also calculated within the Sales and Meal Count Report. Sometimes it is easier to identify issues when you are looking at a specific section of the information, so viewing the reports below in conjunction with the Sales and Meal Count Report may be helpful.

Edit Check
The Edit Check Report allows you to clearly see if reimbursable meals claimed on the Sales and Meal Count Report are in line with the attendance for the day.

Cash Journal
The Cash Journal Report should mirror the total cash accepted for the day. This should include money received during Point of Sale sales, as well as prepayments received.

User Fields
If the district has decided to define/setup and use user defined fields, the User Fields Report is a quick way to see what activity has been generated on these accounts. These fields are defined on the Setup | District | Financial Tab. Once defined, you must enter the appropriate amount for the field on the Point of Sale | Bank Deposit | Financial Tab.
User fields that are defined under either the revenue or expenses area affect the cash summary, but fields defined under the user section do not affect the cash. The User Fields Report can be printed to see activity on all these fields/accounts, and can be printed for a range of days or a single day.

Misc. Revenue & Expense
The Misc. Revenue & Expense Report shows only the user defined fields for revenue and expenses, and can be printed for a date range or a single day. Information within these fields/accounts would affect cash on the Sales and Meal Count Report.

Highlights
The Highlights Report has become a favorite of Food Service Directors. This report can be printed or viewed on a daily basis (most affective after communication has occurred) to see total sales, if a site is over or short, what miscellaneous revenue and expenses occurred, the total number of reimbursable meals, and the % of participation for each site. If things look questionable the Food Service director can contact the site for further explanation or a copy of the Sales and Meal Count Report for that day.

Where to Look if the Sales and Meal Count Report Shows a Cahs Over/Short
Sometimes,the Sales and Meal Count Report does not balance exactly. The reports below can assist you in finding errors that affect the information in the Sales and Meal Count Report. Remember once all the corrections have been identified and entered, you will need to view or print a new copy of the Sales and Meal Count Report, so the information is accurate.

Prepayment Summary
Print the Prepayment Summary Report to identify duplicate entries, such as a multiple entries for the same child. If check numbers were entered when the checks were received, you can use the report to confirm the checks were entered into the system.

Transaction Log
The Transaction Log Report is mainly used to identify meals, whether first or second meals. It is usually hard to identify mistakes within a la carte items, unless too many were sold, such as 20 sodas sold instead of 2.

Tip: See How to Edit a POS Session, if you are unsure how to handle corrections.