Generate Cafeteria Letters

From the Reports and Letters tab, locate and click on Generate Cafeteria Letters.

Outstanding Charges

Outstanding Charges letters can be generated for customers with outstanding balances by a number of available options. Additionally, user-defined text can be added which will appear in the letter.

1. Select the Generate Cafeteria Letters drop-down menu, then select Outstanding Charges.

2. Establish Generate Letter Batch: Outstanding Charges options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   
           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.
   
   

3. A list of customers falling in Outstanding Charges options will be displayed. Select how you would like to proceed.
   
   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels

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Low Balance

Low Balance letters can be generated for customers with balances below an established amount. Letters will not generate for customers who have had no activity for 60+ days unless Include customers without recent activity is selected.

1. Click the Generate Cafeteria Letters drop-down menu and select Low Balance.

2. Establish Generate Letter Batch: Low Balance options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   User-Defined Text

   The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

   

           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.
   
   

3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed
   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels

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High Balance

High Balance letters can be generated for customers with balances above an established amount. 

1. Click the Generate Cafeteria Letters drop-down menu and select High Balance.

2. Establish Generate Letter Batch: High Balance options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   User-Defined Text

   The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

   

           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.
   
   

3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed

   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels

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General Letter

General Letters can be generated for customers with user-defined text can be added which will appear in the letter.

1. Click on the Generate Cafeteria Letters drop-down menu and select General Letter. 

2. Establish Generate Letter Batch: General Letter options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   

           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.
   
   

3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed

   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels

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Prepayments Needed

Prepayments Needed letters can be generated for customers with low balances that require payments to be made prior to receiving meals.

1. Click the Generate Cafeteria Letters drop-down menu and select Prepayments Needed.

2. Establish Generate Letter Batch: Prepayments Needed options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   User-Defined Text

   The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

   

           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.
   
   

3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed

   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels

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Current Eligibility Letter

Current Eligibility Letters can be generated for customers when a household member requests documentation. 

1. Click the Generate Cafeteria Letters drop-down menu and select Current Eligibility Letter.

2. Establish Generate Letter Batch: Current Eligibility Letter options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   User-Defined Text

   The default letter template for Low Balance does not include the User-Defined Text field. Text entered will not appear in the letter if the template has not been changed accordingly.

   

           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.

3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed

   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels

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Principal Account Charges

Principal Account Charges letters can be generated for customers who owe money to the charged principal account. 

1. Click the Generate Cafeteria Letters drop-down menu and select Principal Account Charges.

2. Establish Generate Letter Batch: Current Eligibility Letter options. Then, click Ok.

   Specific POS Customer

   Multiple customers can be selected by holding down the Control (Ctrl) button on the keyboard while clicking on each customer.

   

           Cafeteria - Use the drop-down menu to select a cafeteria.
           Delivery Method - Use the drop-down menu to select an option to either email or print the letters.

   Delivery Method

   The Delivery Method drop-down menu is only available when the Allow Emailing of Letters option is enabled.

           Miscellaneous Options - Select one or more options to include in the letter.
           Specific POS Customer - Use the ellipsis icon to select a specific customer.
           Number of days meals - Enter the number of days for each meal period.
           User-Defined Text - Enter custom text to appear in the letter.
           Customer Categories - Select one or more customer categories.
           Grades - Select one or more grades.
           Schools - Select the checkboxes for each school after you've selected a cafeteria.

3. A list of customers falling in Low Balance options will be displayed. Select how you would like to proceed

   1. Print - Click the Print button to view and/or print letters.
   2. Mailing Labels - Click the Mailing Labels button to print mailing labels for queued letters.
   3. Send - Click the Send button to send emails for queued letters. This button will only appear if you have allowed the emailing of letters.
      
      

Print

Mailing Labels