Accountability. User Guide

Transcription

1 Accountability User Guide

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Horizon Software International All Rights Reserved Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA Technical Support Number: (800) Fax Number: (770)

3 TABLE OF CONTENTS KidServe Accountability User Guide INTRODUCTION TO ACCOUNTABILITY Overview EXPORT (420113) Overview Create Accountability Export Template (420114) Create Accountability Export Template Query Screen Definitions (420114) Create Accountability Export Template Details Screen Definitions (420115) Setup Export Fields Tab Setup Index Fields Tab Setup COA Fields Tab Translations Tab Export Format & Sites/Groups Tab Export File Path Tab Set up an Accountability Export Template Set up an Accountability Export Template with COA Codes Export Accountability Data (420116) Export Accountability Data Screen Definitions (420116) Export Accountability Data Create COA Codes (420121) Create COA Codes Screen Definitions (420121) Create COA Codes Edit COA Codes Delete COA Codes DAILY ENTRY (420111) Daily Entry Definitions and Tasks (420111) Daily Entry Query Screen Definitions (420111) Daily Entry Details Screen Definitions (420112) Lunch Detail Tab Breakfast Detail Tab Snacks Tab Milk Tab Custom Fields Tab Validation Warnings Tab Attend/Bank Totals Tab or Attendance Tab Bank Deposit Tab Enter Daily Figures Edit Daily Figures Delete Daily Figures Turn on and off Fields in Daily Entry for Your Site Managers ACCOUNTABILITY FILE SETUP (420100) Overview Setup Rates and Reimbursements (420108) Setup Rates and Reimbursements Query Screen Definitions (420108) Setup Rates and Reimbursement Details Screen Definitions (420109) Reimbursement Rates Tab Additional Reimbursement Rates Tab Report Options Tab Site Assignment Tab i

4 Edit Rates and Reimbursements (420108) Setup Provision 2 Rates (420101) Setup Provision 2 Rates Screen Definitions (420101) Set Up Provision 2 Rates Snack Programs (420117) Create Snack Programs (420107) Create Snack Programs Query Screen Definitions (420107) Create Snack Programs Details Screen Definitions (420106) Add Snack Programs Edit Snack Programs Delete Snack Programs Manage Snack Program Dates (420118) Manage Snack Program Dates Screen Definitions (420118) Manage Snack Program Date Range Create Snack Groups (420120) Create Snack Groups Screen Definitions (420120) Add a Snack Group ACCOUNTABILITY REPORTS Overview Cashier Report (800118) Report Criteria for Cashier Report Screen Definitions (800118) Cashier Report Cash Reconciliation Section Definitions Cashier Report Counts Section Definitions Cashier Report Revenue Reconciliation Section Definitions Cashier Report ROA/Charges Paid Off Section Definitions Cashier Report Balance Reconciliation Section Definitions Cashier Report Charges Itemized Section Definitions Daily Entry Snack Program Billing (800200) Report Criteria for Daily Entry Snack Program Billing Screen Definitions (800117) Daily Entry Snack Program Billing Report Definitions Daily Entry Worksheet (800117) Report Criteria for Daily Entry Worksheet Screen Definitions (800117) Daily Entry Worksheet Report Definitions Daily Participation Report (800253) Report Criteria for Daily Participation Report Screen Definitions (800253) Daily Participation Report Definitions Liability Report (800079) Report Criteria for Liability Report Screen Definitions (800079) Liability Report Definitions Meal and Revenue Report (800177) Report Criteria for Meal and Revenue Report Screen Definitions (800177) Meal and Revenue Report Definitions Meals per Labor Hour Report (800208) Report Criteria for Meals per Labor Hour Report Screen Definitions (800208) Meals per Labor Hour Report Definitions Provision 2 Rates Report (800112) Report Criteria for Provision 2 Rates Report Screen Definitions (800112) Provision 2 Rates Report Definitions Sales Tax Report (800259) Report Criteria for Sales Tax Report Screen Definitions (800112) Sales Tax Report Definitions GLOSSARY ii

5 INTRODUCTION TO ACCOUNTABILITY Chapter 1 Overview The Accountability module allows for automated point of service data collection. In this module, you can enter daily figures for sites not running point of service along with configuring reimbursement rates that affect your claims; moreover, this module provides many reports which include meal participation and revenue. Access to this module and individual features depend on user group rights, site management level assignment, data ownership rights, and licensing. Refer to the following topics for information on this feature. RELATED TOPICS Export (420113) page 2-1 Daily Entry (420111) page 3-1 Accountability File Setup (420100) page 4-1 Accountability Reports page 5-1 Introduction to Accountability Overview 1-1

6 Notes...a 1-2 Introduction to Accountability Overview

7 EXPORT (420113) Chapter 2 Overview The Accountability Export allows you to set up templates for: exporting accountability data containing reimbursement claim information in order to upload this information to a state web site instead of manually preparing the claim, or exporting accountability data with Chart of Account (COA) codes assigned which can be imported into your financial system s General Ledger software. Use this option to create accountability export templates and export the data with a variety of different options, and user-defined date ranges. Refer to the following topics for information on this feature. RELATED TOPICS Create Accountability Export Template (420114) page 2-1 Export Accountability Data (420116) page 2-8 Create COA Codes (420121) page 2-9 Create Accountability Export Template (420114) Use this option to set up accountability export templates to be used during the export process. RELATED TOPICS Set up an Accountability Export Template page 2-6 Set up an Accountability Export Template with COA Codes page 2-7 Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Create Accountability Export Template Query Screen Definitions (420114) page 2-1 Create Accountability Export Template Details Screen Definitions (420115) page 2-2 Set up an Accountability Export Template page 2-6 Set up an Accountability Export Template with COA Codes page 2-7 Create Accountability Export Template Query Screen Definitions (420114) Review the following screen components to become familiar with the related tasks. Create Accountability Export Template Query Screen Definitions Export Description Search Reset Export Description Enter the export description that you want to display. Click to display the search results based on the criteria selected. Click to clear the search criteria entered in the Search Criteria section and to display all items in the list. Displays the export descriptions from the search. Export (420113) Overview 2-1

8 Create Accountability Export Template Details Screen Definitions (420115) Review the following screen components to become familiar with the related tasks. RELATED TOPICS Setup Export Fields Tab page 2-3 Setup Index Fields Tab page 2-4 Setup COA Fields Tab page 2-4 Translations Tab page 2-5 Export Format & Sites/Groups Tab page 2-5 Export File Path Tab page 2-6 Create Accountability Export Template Details Screen Definitions Export Description File Header Header Fields Program to Export Export Type: Comma-Quote Delimited Fixed Width Comma Delimited Enter the description for the template you are creating. This is a required field. Enter the header descriptions that will display on the first line of the export file. Click to choose the three built in header fields options. Average Cost Per Half Pint Milk: Mark to include the Average Cost Per Half Pint Milk. The value was entered on the Front of the House > Accountability > Rates and Reimbursement Setup query screen > DEFAULT Rates and Reimbursement Setup details screen > Additional Reimbursement Rates tab (420109). Claim Period as YYYYMM: Mark to include the value of the year (YYYY), and month (MM) as the beginning date of the export period. System Code: Mark to include the System Code: The value was entered on the Front of the House > Accountability > Rates and Reimbursement Setup query screen > DEFAULT Rates and Reimbursement Setup details screen > Reimbursement Rates tab (420109). Mark the serving periods or programs that you want to include in the export. This is a required field. Choose the export type you want to use. Choose to separate all values by quotation marks and commas. A specified delimiter will be used if it is specified in the Alternate Delimiter field. Choose to enable the Length and Pad Right columns that need to be set up in the template: Length column: specify the total length of the column in the fixed width export file. If the value does not meet the length size, empty spaces are used to meet the max length. By default, spaces are padded to the left of the field value. Pad Right column: Enable to pad any extra space to the right of the value. Choose to separate values by commas. A specified delimiter will be used if it is specified in the Alternate Delimiter field. 2-2 Export (420113) Create Accountability Export Template (420114)

9 Create Accountability Export Template Details Screen Definitions Alternate Delimiter If a value is specified in this field then the value will be used in place of a comma as the delimiter for Comma-Quote and Comma Delimited export types. This value does not apply for fixed width and will not be available if fixed width is selected. Setup Export Fields Tab Use this tab to set up the information that you want to export using the template. Review the following screen components to become familiar with the related tasks. Create Accountability Export Template Details Screen - Setup Export Fields Tab Definitions Export Order Descriptions Translate Length Pad Right Add Item Remove Item Export Field Displays the sequence of the fields to be exported in the template. Displays the descriptions of the export fields. Mark to allow the field to be translated. If you want to set up translations for the field, mark the checkbox and then set up the translation on the Translations tab. Enter the number of characters allowed for the field in the export file. The column displays only when Export Type is Fixed Width. If the data does not meet the length size, empty spaces will be used to get the field to match the length size. By default, spaces are padded to the left of the field value. Mark to have the value padded to the right instead of left. The column displays only when Export Type is Fixed Width. Click to add export fields to the template. Click to remove the highlighted field from the template. Displays the field that is currently selected in the table. Export (420113) Create Accountability Export Template (420114) 2-3

10 Setup Index Fields Tab Use this tab to set up the fields or columns to be exported. The following fields must be exported: COA Code is used to export each COA code. One line is created in the export file for each COA code. COA Code Value is used to export the sum of the fields set up with the same COA code on the Setup COA Fields tab. This tab only displays if the COA Code per Line option is selected on the Export Format & Sites/Groups tab. Review the following screen components to become familiar with the related tasks. Create Accountability Export Template Details Screen - Setup Index Fields Tab Definitions Export Order Description Length Pad Right Add Item Remove Item Export Field Displays the sequence of the fields to be exported in the template. Displays the descriptions of the export fields. Enter the number of characters allowed for the field in the export file. The column displays only when Export Type is Fixed Width. If the data does not meet the length size, empty spaces will be used to get the field to match the length size. By default, spaces are padded to the left of the field value. Mark to have the value padded to the right instead of left. The column displays only when Export Type is Fixed Width. Click to add export fields to the template. Click to remove the highlighted field from the template. Displays the field that is currently selected in the table. Setup COA Fields Tab Use this tab to assign a COA code to each item. You can assign the same COA code to multiple items. Each item must be assigned a COA code prior to saving your setup. Only numeric fields can be assigned a COA code. When the accountability data is exported, all of the items with the same COA code are added together and the total is written to the COA Code Value index field. This tab only displays if the COA Code per Line option is selected on the Export Format & Sites/Groups tab. Review the following screen components to become familiar with the related tasks. Create Accountability Export Template Details Screen - Setup COA Fields Tab Definitions Description COA Code Add Item Remove Item Displays the description of the field you want to assign a COA code to. Select the COA code you want to assign to the field. COA codes are set up on the Create COA Codes (420121) screen. Click to choose the fields you want to include in the COA Code Value total. Click to remove the highlighted field from the template. 2-4 Export (420113) Create Accountability Export Template (420114)

11 Translations Tab Use this tab to specify how the data for the selected fields should be translated in the export file. Review the following screen components to become familiar with the related tasks. Create Accountability Export Template Details Screen - Translations Tab Definitions Export Fields Exported Value Translated Value Add/Update Translations Delete Translation Displays the fields that are marked in the Translate column on the Setup Export Fields tab. Displays the data that is going to be translated. Enter the data which the exported value will be translated into in the export file. Click to display the Exported Value of the selected translated fields in the Translations table to enter or edit how you want the data to be translated. Click to delete a translation from the Translations table. Export Format & Sites/Groups Tab Use this tab to select sites to export in the template and set up the export format. Review the following screen components to become familiar with how to perform related tasks. Create Accountability Export Template Details Screen - Export Format & Sites/Groups Tab Definitions Site Selection: All Site Individual Sites Site Group Export Format: All Selected Sites Consolidation Site and Satellite Site(s) Consolidation Site and Satellite Site(s) individual COA Code per Line Choose to export for all sites. Choose and select specific sites to export. Choose and select a site group from the drop-down list to export. Choose to consolidate all the calculated values in the export. When the option is chosen, the values of all sites will be summed for the entire district and the export will only contain one line. Choose to consolidate all the calculated values for each site. When the option is chosen, the values will be summed for each site and the export file will contain one line for each site that is selected in the site selection criteria. If a site s satellite site is selected, the satellite site values will be included in the parent site s line in the export file. Choose to consolidate all the calculated values for each site. When the option is chosen, the values will be summed for each site and the export file will contain one line for each site that is selected in the site selection criteria. If a site s satellite site is selected, the satellite site values will be separated from the parent site s line in the export file. Choose to assign a COA code to each export field in the export. When the option is chosen, a line is exported for each COA export field selected. Export (420113) Create Accountability Export Template (420114) 2-5

12 Export File Path Tab Use this tab to choose a file path for an export file. Review the following screen components to become familiar with how to perform related tasks. Create Accountability Export Template Details Screen - Export File Path Tab Definitions Export File Path Browse to select the export file path. Set up an Accountability Export Template Use this function to configure an export with the help of multiple tabs. 1. Go to Front of the House > Accountability > Exports > Create Accountability Export Template. The query screen displays. 2. Select New. The details screen displays. 3. Enter a name in the Export Description field. 4. Enter appropriate File Header and/or click Header Fields to choose from the three build in headers. 5. Choose programs that you want to export. 6. Choose the appropriate Export Type option. 7. Use the following information to set up an export template. IF Adding Fields to the Template Adding Translations Setting Up Export Format and Sites Entering the Export File Path THEN a. Select the Setup Import Fields tab. b. Select Add Item. The AbstractExpolorerForm screen displays. c. Mark the checkbox next to each of the fields that you want to add to the template. d. Select OK. e. Set up the fields to export in the Setup Export Fields table. a. Select the Translations tab. Displays the fields that are marked in the Translated column on the Setup Export Fields tab. b. Select a field in the Translated Field column. c. Select Add/Update Translations. d. Set up the translation in the appropriate field. a. Select the Exports Format & Sites/Groups tab. b. Choose the sites or groups to export. c. Choose an Export Format. a. Select the Export File Path tab. b. Enter a file name and navigation path in the Export File Path field. 8. Select Save. 2-6 Export (420113) Create Accountability Export Template (420114)

13 Set up an Accountability Export Template with COA Codes Use this function to configure an export template that uses the COA codes set up on the Front of the House > Accountability > Exports > Create COA Codes (420121) screen. Because the associations are template based, you can create alternate COA code/revenue value relationships by creating different templates. 1. Go to Front of the House > Accountability > Exports > Create Accountability Export Template (420114). The query screen displays. 2. Click New. The details screen displays. 3. Enter a name in the Export Description field. 4. Enter appropriate File Header and/or click Header Fields to choose from the three built in headers. 5. Choose programs that you want to export. 6. Choose the appropriate Export Type option. 7. If applicable, enter an alternate delimiter. 8. Click the Export Format & Sites/Groups tab. 9. Click COA Code per Line. The Setup Export Fields tab changes to Setup Index Fields and the Setup COA Fields tab is added. 10. Use the following information to set up an export template. Adding Fields to the Template Assigning Export Fields to a COA Code Entering the Export File Path IF THEN a. Click the Setup Index Fields tab. b. Click Add Item. The AbstractExpolorerForm screen displays. c. Mark the checkbox next to each of the fields that you want to add to the template. The COA Code and COA Code Value fields are already selected for you. These fields must be included in your template. d. Click OK. e. Set up the fields to index in the Setup Index Fields table. a. Click the Setup COA Fields tab. b. Click Add Item.The AbstractExpolorerForm screen displays. c. Mark the checkbox next to each of the fields you want to assign a COA code to. d. Click OK. e. Choose the COA Code for each field. One COA code can be assigned to multiple fields (for example, you might want to assign Student Cash Sales, Charges, and Pre-Paid Used to their student revenue COA code). f. Have all fields been assigned a COA code? If yes, continue to the next step. If no, you must assign a COA code to each field. a. Click the Export File Path tab. b. Enter a file name and navigation path in the Export File Path field. Export (420113) Create Accountability Export Template (420114) 2-7

14 Export Accountability Data (420116) Use this option to export accountability data via a template. Refer to the following topics to become familiar with this feature. WHAT IS THIS? HOW DO I? Export Accountability Data Screen Definitions (420116) page 2-8 Export Accountability Data page 2-8 Export Accountability Data Screen Definitions (420116) Review the following screen components to become familiar with the related tasks. Export Accountability Data Screen Definitions Export Description Export File Path Date Range for Export Base number of days calculations of sales data Site Selection Number of 1/2 Pint Milks Purchased Total Cost of Milk User Creation Date Modification Date Export Close Select an export template from the drop-down list. Displays the Export File Path that was set up in the selected export template. Select the date range. Mark the option if the calculation of the number of days included in the export is to be based on whether a date s record contains data for meals served. Select sites or sites group to export. Enter the number of milk 1/2 pint purchased if applicable. Enter the total cost of milk if applicable. Enter the User ID defined for the district by the state as being qualified to log into the state website and upload the claim information, if applicable. Select the creation date if applicable. Select the modification date if applicable. Click to export the accountability data. Click to cancel the accountability data export. Export Accountability Data 1. Go to Front of the House > Accountability > Exports > Export Accountability Data. The screen displays. 2. Select an export template from the Export Description drop-down list. 3. Specify any other information that is applicable. 4. Click Export. A message displays the number of records that were exported, or the number of records that failed to be exported if an error occurred. 5. Click OK. 2-8 Export (420113) Export Accountability Data (420116)

15 Create COA Codes (420121) Use this option to set up Chart of Accounts (COA) codes to be used during the Accountability export process. The entries you export can be imported into your accounting software. You can control the level of detail based on the number of COA codes you create. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Create COA Codes Screen Definitions (420121) page 2-9 Create COA Codes page 2-9 Edit COA Codes page 2-9 Delete COA Codes page 2-10 Create COA Codes Screen Definitions (420121) Review the following screen components to become familiar with the related tasks. Create COA Codes Screen Definitions CoaCode Description Enter the Chart of Account code. To include the SiteID in the COA code, add #SID# to the code (for example, to add the SiteID to the L1292 COA code enter L1292#SID#). If you include the #SID# in a COA code, the export file will contain one line for each site for that COA code. If a COA code does not include #SID#, the export file will contain one line for the COA code. Enter a description of the COA code. Create COA Codes 1. Go to Front of the House > Accountability > Exports > Create COA Codes (420121). The query screen displays. 2. Click New. 3. Enter the Chart of Account code in the CoaCode field. 4. Enter a description of the COA code in the Description field. 5. Click Save. Edit COA Codes 1. Go to Front of the House > Accountability > Exports > Create COA Codes (420121). The query screen displays. 2. Click the field you want to change. 3. Make the required edits. 4. Click Save. Export (420113) Create COA Codes (420121) 2-9

16 Delete COA Codes 1. Go to Front of the House > Accountability > Exports > Create COA Codes (420121). The query screen displays. 2. Select the COA code you want to delete. 3. Click Delete. 4. Click Save Export (420113) Create COA Codes (420121)

17 DAILY ENTRY (420111) Chapter 3 Daily Entry Definitions and Tasks (420111) The Accountability module allows for automated point of service data collection. This module provides many reports, including meal participation, revenue and profit/loss statements. Your district may have sites not set up to run Point of Service (POS). Using Daily Entry, you can manually enter daily counts and revenue figures for the purpose of collecting data for reports for the sites not running POS. Breakfast and lunch meal prices must be set up for each eligibility class in the Eligibility Setup screen (400712) prior to using Daily Entry. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Daily Entry Query Screen Definitions (420111) page 3-1 Daily Entry Details Screen Definitions (420112) page 3-2 Enter Daily Figures page 3-12 Edit Daily Figures page 3-13 Delete Daily Figures page 3-13 Turn on and off Fields in Daily Entry for Your Site Managers page 3-13 Daily Entry Query Screen Definitions (420111) Review the following screen components to become familiar with the related tasks. Daily Entry Query Screen Definitions Site Date Range Search Reset Date Site Select the site from the drop-down list. Enter the from and to dates you want to select in this field. Click to display the search results based on the criteria selected. Click to clear the search criteria entered in the Search Criteria section and to display all items in the list. Displays date of previous daily entry data. Displays site of previous daily entry data. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-1

18 Daily Entry Details Screen Definitions (420112) Review the following screen components to become familiar with the related tasks. RELATED TOPICS Lunch Detail Tab page 3-2 Breakfast Detail Tab page 3-4 Snacks Tab page 3-7 Milk Tab page 3-9 Custom Fields Tab page 3-9 Validation Warnings Tab page 3-10 Attend/Bank Totals Tab or Attendance Tab page 3-10 Bank Deposit Tab page 3-11 Daily Entry Details Screen Definitions Site Date Displays the Site ID, Site Name and Parent Site Name for the selected daily entry record. Displays the current date. Choose a different date, if necessary. Lunch Detail Tab The Lunch Detail tab is used to enter daily lunch amounts. Review the following screen components to become familiar with the related tasks. Daily Entry Details Screen - Lunch Detail Tab Definitions Reimbursable Section: Full Pay Prepaid Full Pay Full Pay Charge Reduced Prepaid Reduced Reduced Charge Free Enter the number of full pay student reimbursable lunch meals served. The total expected cash receipts for full pay student reimbursable lunch meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of prepaid full pay student reimbursable lunch meals served. Enter the number of full pay student reimbursable lunch meals charged. Enter the number of reduced price student reimbursable lunch meals served. The total expected cash receipts for reduced price student reimbursable lunch meals sold is automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of prepaid reduced price student reimbursable lunch meals served. Enter the number of reduced price student reimbursable lunch meals charged. Enter the number of free student reimbursable lunch meals served. 3-2 Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

19 Daily Entry Details Screen - Lunch Detail Tab Definitions Student Worker Full Pay Student Worker Reduced Student Worker Free Custom Counts/Amounts Other Sales Section: Adult Meal Teacher Meal Employee Meal Student Second Meal Student A La Carte Prepayments Repaid Charges Adult A La Carte Adult Tax Miscellaneous Enter the number of full pay reimbursable lunch meals served at no cost to student workers. Enter the number of reduced price reimbursable lunch meals served at no cost to student workers. Enter the number of free reimbursable lunch meals served to student workers. Displays the calculated total number and calculated total expected cash receipts for sale of other student reimbursable lunch meals that were manually entered on the Custom Fields tab. (Amount Calculated: Sum of counts and amounts for all custom fields that are for reimbursable lunch meal sales) Enter the number of adult lunch meals served. The total expected cash receipts for adult lunch meals sold will be automatically calculated based on the applicable eligibility first meal price and will display in the next field. Enter the number of teacher lunch meals served. The total expected cash receipts for teacher lunch meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of employee lunch meals served. The total expected cash receipts for employee lunch meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of student non-reimbursable second lunch meals served. The total expected cash receipts for student second lunch meals sold are automatically calculated based on the applicable eligibility second meal price and displays in the next field. Enter the amount received for student a la carte sales during the lunch serving period. Enter the amount received for prepayments received during the lunch serving period. Enter the amount received for payment of customer charges during the lunch serving period. Enter the amount received for adult a la carte sales during the lunch serving period. Enter the amount of tax revenue received with adult sales during the lunch serving period. Enter the amount of miscellaneous income received during the lunch serving period. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-3

20 Daily Entry Details Screen - Lunch Detail Tab Definitions Custom Counts/Amounts Adult Earned Total Lunch Cash Lunch Over/Short Lunch Deposit Labor Hours Displays the calculated total number and calculated total expected cash receipts during the lunch serving period for non-reimbursable meal sales that were manually entered on the Custom Fields tab. (Amount Calculated: Sum of counts and amounts for all custom fields that are for non-reimbursable lunch meal sales not including adults, teachers, or employees earned lunch meals) Displays the calculated total number of lunch meals served at no cost to adults, teachers and employees that were manually entered on the Custom Fields tab. (Amount Calculated: Sum of counts for all custom fields that are for adults, teachers, and employees earned lunch meals) Displays calculated total expected cash receipts during the lunch serving period. Displays the calculated over/short amount for the lunch serving period after the lunch deposit amount is entered in the Lunch Deposit field. (Amount Calculated: Lunch Deposit minus Total Lunch Cash) Enter the total deposit amount for the lunch serving period. Enter the total number of labor hours used for the lunch serving period. Breakfast Detail Tab The Breakfast Detail tab is used to enter daily breakfast amounts. Review the following screen components to become familiar with the related tasks. Daily Entry Details Screen - Breakfast Detail Tab Definitions Reimbursable Section: Full Pay Prepaid Full Pay Full Pay Charge Reduced Prepaid Reduced Enter the number of full pay student reimbursable breakfast meals served. The total expected cash receipts for full pay student reimbursable breakfast meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of prepaid full pay student reimbursable breakfast meals served. Enter the number of full pay student reimbursable breakfast meals charged. Enter the number of reduced price student reimbursable breakfast meals served. The total expected cash receipts for reduced price student reimbursable breakfast meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of prepaid reduced price student reimbursable breakfast meals served. 3-4 Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

21 Daily Entry Details Screen - Breakfast Detail Tab Definitions Reduced Charge Free Student Worker Full Pay Student Worker Reduced Student Worker Free Custom Counts/Amounts Other Sales Section: Adult Meal Teacher Meal Employee Meal Student Second Meal Student A La Carte Prepayments Repaid Charges Adult A La Carte Adult Tax Enter the number of reduced price student reimbursable breakfast meals charged. Enter the number of free student reimbursable breakfast meals served. Enter the number of full pay reimbursable breakfast meals served at no cost to student workers. Enter the number of reduced price reimbursable breakfast meals served at no cost to student workers. Enter the number of free reimbursable breakfast meals served to student workers. Displays the calculated total number and calculated total expected cash receipts for sale of other student reimbursable breakfast meals that were manually entered on the Custom Fields tab. (Amount Calculated: Sum of counts and amounts for all custom fields that are for reimbursable breakfast meal sales) Enter the number of adult breakfast meals served. The total expected cash receipts for adult breakfast meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of teacher breakfast meals served. The total expected cash receipts for teacher breakfast meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of employee breakfast meals served. The total expected cash receipts for employee breakfast meals sold are automatically calculated based on the applicable eligibility first meal price and displays in the next field. Enter the number of student non-reimbursable second breakfast meals served. The total expected cash receipts for student second breakfast meals sold are automatically calculated based on the applicable eligibility second meal price and displays in the next field. Enter the amount received for student a la carte sales during the breakfast serving period. Enter the amount received for prepayments received during the breakfast serving period. Enter the amount received for payment of customer charges during the breakfast serving period. Enter the amount received for adult a la carte sales during the breakfast serving period. Enter the amount of tax revenue received with adult sales during the breakfast serving period. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-5

22 Daily Entry Details Screen - Breakfast Detail Tab Definitions Miscellaneous Custom Counts/Amounts Adult Earned Total Breakfast Cash Breakfast Over/Short Breakfast Deposit Labor Hours Enter the amount of miscellaneous income received during the breakfast serving period. Displays the calculated total number and calculated total expected cash receipts during the breakfast serving period for nonreimbursable meal sales that were manually entered on the Custom Fields tab. (Amount Calculated: Sum of counts and amounts for all custom fields that are for non-reimbursable breakfast meal sales not including adults, teachers, or employees earned breakfast meals) Displays the calculated total number of breakfast meals served at no cost to adults, teachers and employees that were manually entered on the Custom Fields tab. (Amount Calculated: Sum of counts for all custom fields that are for adults, teachers, and employees earned breakfast meals). Displays calculated total expected cash receipts during the breakfast serving period. Displays the calculated over/short amount for the breakfast serving period after the breakfast deposit amount is entered in the Breakfast Deposit field. (Amount Calculated: Breakfast Deposit minus Total Breakfast Cash) Enter the total deposit amount for the breakfast serving period. Enter the total number of labor hours used for the breakfast serving period. 3-6 Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

23 Snacks Tab The Snack tab is used to enter snack period amounts. Review the following screen components to become familiar with how to perform related tasks. NOTE When Not Served is marked, you cannot enter information in the snack counts columns. When numbers are entered to the snack counts columns, you cannot mark Not Served. The columns that display varies depending upon whether the Area Eligible and Enter Daily Entry Enrollment by Snack Program options are selected on the System Management > Sites Management > Sites Maintenance > Front of the House Setup tab > Accountability Setup sub-tab. Daily Entry Details Screen - Snacks Tab Definitions Not Served Snack Name Area Eligible Snacks Free Snacks Reduced Snacks Paid Snacks Not Served Reason Delivered Amount Enrollment Mark to show that the snacks were not served on this date. When marked, we recommend entering Not Served Reason. Sites that did not serve the snack and did not mark Not Served will display on the Missing Snacks Report. Displays the name of the snack programs. Enter the number of area eligible student reimbursable snack meals served. The users cannot enter more than the specified number in the Enrollment column for the snack program. The column is disabled for the non-area eligibility sites to avoid users accidentally entering information. Enter the number of free student reimbursable snack meals served. The users cannot enter more than the specified number in the Free Eligible column. The Free Snacks, Reduced Snacks, and Paid Snacks are disabled for the area eligibility sites to avoid users accidentally entering information. Enter the number of reduced price student reimbursable snack meals served. The users cannot enter more than the specified number in the Reduced Eligible column. Enter the number of full pay student reimbursable snack meals served. The users cannot enter more than the specified number in the Paid Eligible column. Enter why the snacks were not served on the selected date. The field is enabled when Not Served is marked. (Optional) Enter the number of snacks delivered. Displays the dollar value of the snacks delivered. Amount = Delivered Price The price of the snack is entered in Accountability > File Setup > Snack Programs > Create Snack Programs (420107/420106). Enter the enrollment total for each area eligible snack program. The column is enabled when the site is area eligible and snack programs are entered daily for the site. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-7

24 Daily Entry Details Screen - Snacks Tab Definitions Free Eligible Reduced Eligible Paid Eligible Recalculate Amounts Eligibility Enrollment Section: Free Reduced Paid Total Snack Cash Enter the number of eligible students that could have participated in the snack program for Free Eligible. The Free Eligible column only displays when the site is non-area eligible and snack programs are not entered daily for the site. Enter the number of eligible students that could have participated in the snack program for Reduced Eligible. The Reduced Eligible column only displays when the site is non-area eligible and snack programs are not entered daily for the site. Enter the number of eligible students that could have participated in the snack program for Paid Eligible. The Paid Eligible column only displays when the site is non-area eligible and snack programs are not entered daily for the site. Click to recalculate the value in the Amount field. If the snack prices have changed, you have to click the Recalculate Amounts button to update the total value of the snacks with the new price. Enter the number of approved free snacks for the site. The users cannot enter more than the specified number in the Free Snacks column. The Eligibility Enrollment section only displays for the nonarea eligibility sites. Enter the number of approved reduced snacks for the site. The users cannot enter more than the specified number in the Reduced Snacks column. Enter the number of full pay snacks for the site. The users cannot enter more than the specified number in the Full Pay Snacks column. Displays the total number of snacks entered, including free, reduced and full pay snacks. Displays the calculated expected cash receipts based on the applicable eligibility first meal price-for student reimbursable snack meal sales. (amount calculated: Reduced Snacks at reduced eligibility snack first meal price plus Paid Snacks at Paid Snack first meal price) 3-8 Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

25 Milk Tab The Milk tab is used to enter milk period amounts. Student Extra Milk price is set up for a site in the System Management module on the Site Maintenance details screen > Front of the House Setup tab > Accountability Setup sub-tab. Review the following screen components to become familiar with how to perform related tasks. Daily Entry Details Screen - Milk Tab Definitions Special Milk Section: Full Pay Special Milk Free Special Milk Special Milk Cash Milk Information Section: Whole Milk Received Skim Milk Received Whole Milk Leftover Skim Milk Leftover Student Extra Milk Adult/Prep Milk Lunches with No Milk Student Extra Milk Cash Enter the number of full pay student reimbursable special milk served. Enter the number of free student reimbursable special milk served. Displays the expected cash receipts based on the applicable special milk price for student reimbursable special milk sales. (amount calculated: Full Pay Special Milk at Special Milk price) Enter the number of whole milk servings received. Enter the number of skim milk servings received. Enter the number of whole milk servings leftover. Enter the number of skim milk servings leftover. Enter the number of extra milk servings sold to students. Enter the number of servings of milk sold to adults plus the number of milk servings used for food preparation. Enter the number of lunches served without a milk. Displays the calculated expected cash receipts based on the applicable student extra milk price for student extra milk sales. Custom Fields Tab On the Custom Fields tab, you can set up custom fields to enter the number of meals sold in the Count field for the applicable custom line item. Review the following screen components to become familiar with the related tasks. Daily Entry Details Screen Custom Field Tab Definitions Add Item Remove Item Custom Fields Table: Serving Period Column Eligibility Column Sale Type Column Count Column Price Column Remove custom line items. RELATED TOPICSADD CUSTOM LINE ITEMS. Choose a serving period from the Serving Period drop-down list. Choose an eligibility group from the Eligibility drop-down list. Choose a meal sale transaction type for the selected eligibility group from the Sale Type drop-down list. Enter the number of units sold for each custom line item. Enter the price charged per unit for each custom line item. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-9

26 Daily Entry Details Screen Custom Field Tab Definitions Amount Column Displays the calculated expected cash receipts for each custom line item. (amount calculated: Count x Price) Validation Warnings Tab A flashing message displays on the Validation Warning tab to warn the district there is invalid data. You can view validation warnings regarding data entry errors on any of the tabs on the Daily Entry Screen. Attend/Bank Totals Tab or Attendance Tab NOTE The Attendance tab displays instead of the Attend/Bank Tab when the Use Second Bank Deposit for Coins option is marked on the System Management > Site Management > Site Maintenance > Front of the House tab > Site POS Options sub-tab (100031). The Attendance Tab does not include the Bank Totals section of the screen. To disable a site from editing the Enrollment, Approved Free, Approved Reduced, and Program Enrollment (Special Milk) fields, clear Allow Daily Entry Enrollment Modification on the System Management > Front of the House Setup > Accountability Setup tab. The Attendance tab is used to enter the enrollment numbers for the school. The default values are set up for a site in the System Management module on the Site Maintenance details screen > Front of the House Setup tab > Accountability Setup sub-tab. These numbers can be edited on this screen for the selected date. Review the following screen components to become familiar with the related tasks. Daily Entry Details Screen Attend/Bank Totals Tab Definitions Attendance Totals Section: Enrollment Approved Free Approved Reduced x Attendance Factor Attendance x Attendance Factor Free Eligible x Attendance Factor Reduced Eligible Special Milk Program Enrollment Defaults to the number of students enrolled at the site. Defaults to the number of students approved for free meals at the site. Defaults to the number of students approved for reduced price meals at the site. Displays the number of students enrolled at the site multiplied by the attendance factor set for the site. Displays the number of students approved for free meals at the site multiplied by the attendance factor set for the site. Displays the number of students approved for reduced price meals at the site multiplied by the attendance factor set for the site. Defaults to the number of students enrolled in the special milk program at the site. Bank Totals Section: 3-10 Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

27 Daily Entry Details Screen Attend/Bank Totals Tab Definitions Total Cash Total Over/Short Total Bank Deposit Displays the total expected cash receipts for breakfast, lunch, special milk program, snacks, and student extra milk for the specified date. (Amount Calculated: Total Lunch Cash (from the Lunch Detail tab) plus Total Breakfast Cash (from the Breakfast Detail tab) plus Special Milk Money plus After School Snack Money plus Money for Student Extra Milk) Displays the calculated over/short amount for the specified date after the total deposit amount is entered in the Total Bank Deposit field. Enter the total bank deposit for the specified date. Bank Deposit Tab Use the bank deposit feature to enter bank deposit information that is used to build the Bank Deposits report. NOTE The Bank Deposit tab displays when the Use Second Bank Deposit for Coins option is marked on the System Management > Site Management > Site Maintenance > Front of the House tab > Site POS Options sub-tab (100031). The Attendance Tab does not include the Bank Totals section of the screen. Bank Deposit Tab Definitions Date Displays the date for the bank deposit. This field cannot be edited. Deposit Amounts Section: Primary Deposit Secondary Deposit Deposit Details Section: Total Bank Deposit Primary Slip # Secondary Slip # Bank Bag # Memo Enter the amount of cash in the form of bills to be deposited at the bank. Enter the amount of money in the form of coins to be deposited at the bank. Displays the total bank deposit, which is the sum of the Total Bill Deposit and the Total Coin Deposit. The field is automatically calculated. Enter the last five digits of the slip number for the bill deposit. The first five-digits are pre-populated. You can configure it in Site Maintenance(100200/100031) > Front of the House Setup tab > Site POS Options sub-tab. Enter the last five digits of the slip number for the coin deposit. The first five-digits are pre-populated. You can configure it in Site Maintenance(100200/100031) > Front of the House Setup tab > Site POS Options sub-tab. Enter the Bank Bag Number. Enter any comments up to 250 characters for the deposit, which is saved in the deposit record for reference. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-11

28 Enter Daily Figures 1. Go to Front of the House > Accountability > Daily Entry (420111). The query screen displays. 2. Click New. The Daily Entry details screen displays. 3. Choose a site from the Site drop-down list. 4. Choose the date from the Date drop-down list. 5. Use the following information to perform this task. Entering Daily Figures for Lunch IF Entering Daily Figures for Breakfast Entering Daily Figures for Milk/ Snacks Entering Custom Fields Reviewing Validation Warnings Entering Attend/Bank Totals THEN a. Click the Lunch Detail tab. b. Enter the counts in the Reimbursable and Other Sales fields. c. Enter amounts in the Other Sales section. d. Enter amount in the Lunch Deposit field. e. Enter amount in the Labor Hours field. a. Click the Breakfast Detail tab. b. Enter the counts in the Reimbursable and Other Sales fields. c. Enter amounts in the Other Sales section. d. Enter amount in the Breakfast Deposit field. e. Enter amount in the Labor Hours field. a. Click the Milk/Snacks tab. b. Enter counts for milk and snacks. a. Click Add Item. b. Choose a serving period from the Serving Period dropdown list. c. Choose an eligibility from the Eligibility drop-down list. d. Choose the sale type from the Sale Type drop-down list. e. Enter count. The Price and Amount fields fill in automatically. a. Click the Validation Warnings tab. b. Review the validation warning(s). c. Correct problem fields. a. Click Attend/Bank Totals tab. b. Enter count in the Enrollment field. c. Enter count in the Approved Free field. d. Enter count in the Approved Reduced field. e. Enter count in the Special Milk Program Enrollment field (if applicable). f. Enter amount in the Total Bank Deposit field. 6. Click Save Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

29 Edit Daily Figures 1. Go to Front of the House > Accountability > Daily Entry (420111). The query screen displays. 2. Click a date range in the Click Date Range section. 3. Click Search. 4. Make the required edits. 5. Click Save. Delete Daily Figures 1. Go to Front of the House > Accountability > Daily Entry (420111). The query screen displays. 2. Click a date range in the Click Date Range section. 3. Click Search. 4. Click the record. 5. Click Delete. A confirmation message displays. 6. Click Yes. A new record message displays. 7. Click No. 8. Click Save. Turn on and off Fields in Daily Entry for Your Site Managers 1. Go to System Management > User Management > User Groups (100101). The query screen displays. 2. Click New. The details screen displays. 3. Give the user group a descriptive name, such as Managers - Daily Entry. 4. In the Group Rights section, expand Front of the House > Accountability > Daily Entry. All the field options on the Daily Entry screen displays. 5. Click a field you want to display/enable in the Daily Entry form, such as Attend/Bank Bank Totals TotalBank Deposit. 6. Choose the appropriate user right you want to assign. If you want to enable the field, choose Default. If you want to show the field on the screen but disable it, choose Disabled. If you want to hide the field on the screen, choose Hidden. 7. Repeat step 5 and 6 to enable or disable all the Daily Entry field. 8. User the mover control to assign the appropriate users to the Group Members section. 9. Click Save. Daily Entry (420111) Daily Entry Definitions and Tasks (420111) 3-13

30 Notes...a 3-14 Daily Entry (420111) Daily Entry Definitions and Tasks (420111)

31 ACCOUNTABILITY FILE SETUP (420100) Chapter 4 Overview Setting up rates and reimbursements, Provision 2 rates, and special snack programs for claim reporting purposes for a district s sites is completed in File Setup. A site is identified as a district on the Site Management > Sites Maintenance screen > ID/Contacts tab in the System Management module. The rates are updated yearly by the USDA and the software updates these automatically; however, there maybe a time when these rates need to be updated manually. IMPORTANT If a value is not entered in the Universal Attendance Factor field and the Universal Attendance Factor print option is selected when printing reports, the system will generate reports based upon the zero value. Refer to the following topics for information on this feature. RELATED TOPICS Setup Rates and Reimbursements (420108) page 4-1 Setup Provision 2 Rates (420101) page 4-6 Snack Programs (420117) page 4-7 Setup Rates and Reimbursements (420108) Review the following screen components to become familiar with the related tasks. WHAT IS THIS? HOW DO I? Setup Rates and Reimbursements Query Screen Definitions (420108) page 4-1 Setup Rates and Reimbursement Details Screen Definitions (420109) page 4-2 Edit Rates and Reimbursements (420108) page 4-5 Setup Rates and Reimbursements Query Screen Definitions (420108) Review the following screen components to become familiar with the related tasks. Setup Rates and Reimbursement Query Screen Definitions Description Rate Type Displays the description of the reimbursement program. Displays the type of the reimbursement rate. Accountability File Setup (420100) Overview 4-1

32 Setup Rates and Reimbursement Details Screen Definitions (420109) To access this screen, select a record on the Setup Rates and Reimbursement query screen (420109). Review the following screen components to become familiar with the related tasks. RELATED TOPICS Reimbursement Rates Tab page 4-2 Additional Reimbursement Rates Tab page 4-3 Report Options Tab page 4-4 Site Assignment Tab page 4-5 Reimbursement Rates Tab Enter the reimbursement rates for the School Breakfast and Lunch Programs along with the Severe School Reimbursement Rates on the Reimbursement Rates tab. Review the following screen components to become familiar with the related tasks. Setup Rates and Reimbursement Detail Screen - Reimbursement Rates Tab Definitions System Code Number Universal Attendance Factor (GEORGIA DISTRICTS ONLY) Enter the number for the district supplied by the Department of Education. Displays the federal attendance factor. The system default is displayed. School Lunch Program Rates Section: Regular Price Lunch Rate Reduced Price Lunch Rate Free Lunch Rate State Regular Price Lunch Rate State Reduced Price Lunch Rate State Free Lunch Rate Enter the federal reimbursement rate that applies to a regular price lunch. Enter the federal reimbursement rate that applies to a reduced price lunch. Enter the federal reimbursement rate that applies to a free lunch. Enter the state reimbursement rate that applies to a regular price lunch. Enter the state reimbursement rate that applies to a reduced price lunch. Enter the state reimbursement rate that applies to a free lunch. School Breakfast Program Rates Section: Regular Price Breakfast Rate Reduced Price Breakfast Rate Free Breakfast Rate State Regular Price Breakfast Rate State Reduced Price Breakfast Rate State Free Breakfast Rate Enter the federal reimbursement rate that applies to a regular price breakfast. Enter the federal reimbursement rate that applies to a reduced price breakfast. Enter the federal reimbursement rate that applies to a free breakfast. Enter the state reimbursement rate that applies to a regular price breakfast. Enter the state reimbursement rate that applies to a reduced price breakfast. Enter the state reimbursement rate that applies to a free breakfast. School Severe Need Program Rates Section: 4-2 Accountability File Setup (420100) Setup Rates and Reimbursements (420108)

33 Setup Rates and Reimbursement Detail Screen - Reimbursement Rates Tab Definitions Reduced Price Breakfast Rate Free Breakfast Rate Labor Cost Percentage State Contribution Percentage State Matching Rate State Reduced Price Breakfast Rate State Free Breakfast Rate Enter the reimbursement rate that applies to severe need a reduced price breakfast. This is the federal reimbursement rate plus the severe need reimbursement rate. Enter the reimbursement rate that applies to severe need a free breakfast. This is the federal reimbursement rate plus the severe need reimbursement rate. Enter the rate at which the government accounts for labor. This is used to calculate the federal fund base on the Claims Report. Enter the percentage rate for state government contributions. This is used, along with the federal fund base, to calculate the state contribution amount on the Claims Report. Enter your state's matching rate that will be multiplied by the total number of lunches served to evaluate the amount you will be reimbursed by the state. Enter the reimbursement rate that applies to a severe need reduced price breakfast. This is a state reimbursement rate. Enter the reimbursement rate that applies to a severe need free breakfast. This is a state reimbursement rate. Additional Reimbursement Rates Tab Enter the reimbursement rates for the School Snack Program and School Milk Program on the Additional Reimbursement Rates tab. The Equalized Reimbursement Rates is for the state of Georgia only. Review the following screen components to become familiar with the related tasks. Setup Rates and Reimbursement Detail Screen - Additional Reimbursement Rates Tab Definitions School Snack Program Rates Section: Area Eligible Snack Rate Free Snack Rate Reduced Snack Rate Paid Snack Rate School Milk Program Rates Section: Free Milk Rate Full Pay Milk Rate Average Cost Per Half-Pint of Milk Enter the snack reimbursement rate that applies to area eligible snacks. Enter the snack reimbursement rate that applies to free snacks. Enter the snack reimbursement rate that applies to reduced price snacks. Enter the snack reimbursement rate that applies to paid snacks. Enter the school milk program reimbursement rate that applies to a free milk. Enter the school milk program reimbursement rate that applies to a full pay milk. Enter the average cost for a half pint of milk. Equalized Reimbursement Rates Section (GEORGIA DISTRICTS ONLY): Breakfast Rate Enter the site equalized reimbursement rate for breakfast. Accountability File Setup (420100) Setup Rates and Reimbursements (420108) 4-3

34 Setup Rates and Reimbursement Detail Screen - Additional Reimbursement Rates Tab Definitions Central Office Breakfast Rate Lunch Rate Central Office Lunch Rate State Lunch Rate State Central Office Lunch Rate Enter the central office equalized reimbursement rate for breakfast. Enter the site equalized reimbursement rate for lunch. Enter the central office equalized reimbursement rate for lunch. Enter the site equalized state reimbursement rate for lunch. Enter the central office equalized state reimbursement rate for lunch. Report Options Tab Enter information that applies to specific accountability reports on the Report Options tab. Review the following screen components to become familiar with the related tasks. Setup Rates and Reimbursement Detail Screen - - Report Options Tab Definitions Meals Per Labor Hour Report Options Section: Master Breakfast Factor Master Snack Factor Master Ala Carte Breakfast Factor Master Ala Carte Lunch Factor Enter the factor to be used to calculate breakfast meals per labor hour for the Meals Per Labor Hour Report. Enter the factor to be used to calculate snack meals per labor hour for the Meals Per Labor Hour Report. Enter the factor to be used to calculate breakfast a la carte meals per labor hour for the Meals Per Labor Hour Report. Enter the factor to be used to calculate lunch a la carte meals per labor hour for the Meals Per Labor Hour Report. Equalized Reimbursement Claims Report Options Section (GEORGIA DISTRICTS ONLY): Summary Header Summary Footer Enter text to be included in the optional header for the Equalized Reimbursement Claims Report. Enter text to be included in the optional footer for the Equalized Reimbursement Claims Report. 4-4 Accountability File Setup (420100) Setup Rates and Reimbursements (420108)

35 Site Assignment Tab NOTE The Site Assignment tab only displays for the CACFP rates and reimbursements setup, and the Seamless Summer rates and reimbursements setup. The default rate applies to all the sites within the district. User the mover control to assign sites that participate in the CACFP or Seamless Summer programs. Review the following screen components to become familiar with the related tasks. Setup Rates and Reimbursements Detail Screen - Site Assignment Tab Definitions Available Sites Assigned Sites Displays the ID and description of sites that are available for selection. Displays the ID and description of sites that are assigned to the record. Edit Rates and Reimbursements (420108) 1. Go to Front of the House > Accountability > File Setup> Setup Rates and Reimbursements (420108). The query screen displays. 2. Search for and double-select the reimbursement rate record. The details screen displays. 3. Use the following information to perform this task. Editing Reimbursements Rates IF Editing Additional Reimbursement Rates Editing Report Options Editing Site Assignment (CACFP and Seamless Summer only) THEN a. Click the Reimbursement Rates tab. b. Click the rate to be edited. c. Enter the new rate. a. Click the Additional Reimbursement Rates tab. b. Click the rate to be edited. c. Enter the new rates for School Snack Program Rates. d. Enter the new rates for School Milk Program Rates. e. Enter the new rates for Equalized Reimbursement Rates (GEORGIA DISTRICTS ONLY). a. Click Report Options tab. b. Enter new factors for Meals Per Labor Hour Report Options. c. Enter new header and footer for Equalized Reimbursement Claims Report Options (GEORGIA DISTRICTS ONLY). a. Click the Site Assignment tab. b. Use the mover control to assign sites that participate in the reimbursement program. 4. Click Save. Accountability File Setup (420100) Setup Rates and Reimbursements (420108) 4-5

36 Setup Provision 2 Rates (420101) Using this option, you can maintain Provision 2 breakfast and lunch percentages for free, reduced, and paid meal counts per month. A site must be set up as a Provision 2 site on the Sites Maintenance screen > Front of the House Setup tab > Provision Setup sub-tab in the System Management module before you can setup Provision 2 rate information under the Setup Provision 2 Rates Screen (420101). The sites displayed in the list will include the site for which you are logged in and any associated child sites that have been setup as a Provision 2 site on the Sites Maintenance screen > Front of the House Setup tab > Site POS Options tab in the System Management module. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Setup Provision 2 Rates Screen Definitions (420101) page 4-6 Set Up Provision 2 Rates page 4-7 Setup Provision 2 Rates Screen Definitions (420101) Review the following screen components to become familiar with the related tasks. Setup Provision 2 Rates Definitions Month Year Site Description Click the month to enter Provision 2 percentages. The current month displays by default. Click the year to enter Provision 2 percentages. The current year displays by default. Displays Site ID for the Provision 2 site. Displays Site Description for the Provision 2 site. Breakfast Percentages Section: Free Column Reduced Column Full Pay Column Enter the percentage of free breakfast. Enter the percentage of reduced breakfast Enter the percentage of full pay breakfast Lunch Percentages Section: Free Reduced Full Pay Enter the percentage of free lunch. Enter the percentage of reduced lunch. Enter the percentage of full pay lunch. 4-6 Accountability File Setup (420100) Setup Provision 2 Rates (420101)

37 Set Up Provision 2 Rates 1. Go to Front of the House > Accountability > File Setup > Setup Provision 2 Rates (420101). The query screen displays. 2. Click the correct month from the Month drop-down list. 3. Click the correct year from the Year drop-down list. 4. Click the site to update. 5. Enter breakfast percentages in the Free, Reduced, and Full Pay fields in the Breakfast Percentages section. 6. Enter lunch percentages in the Free, Reduced, and Full Pay fields in the Lunch Percentages section. 7. Click Save. Snack Programs (420117) NOTE At the beginning of each new school year, the snack programs are defaulted back to none and need to be set up each new year as of July 1 for all schools. Using this option, you can track all the Snack Programs. The sites can be assigned to more than one Snack Program that you set up. You can also set up the date range of each snack program for sites. Refer to the following topics for information on this feature. RELATED TOPICS Create Snack Programs (420107) page 4-7 Manage Snack Program Dates (420118) page 4-10 Create Snack Groups (420120) page 4-11 Create Snack Programs (420107) Use this option to enter, edit, or delete snack programs. You can assign the snack programs to multiple sites. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Create Snack Programs Query Screen Definitions (420107) page 4-8 Create Snack Programs Details Screen Definitions (420106) page 4-8 Add Snack Programs page 4-9 Edit Snack Programs page 4-9 Delete Snack Programs page 4-9 Accountability File Setup (420100) Snack Programs (420117) 4-7

38 Create Snack Programs Query Screen Definitions (420107) Review the following screen components to become familiar with the related tasks. Create Snack Programs Query Screen Definitions Snack Name Search Reset Search Results Table: Name Price Enter the whole or partial snack program name as search criteria. Click to display the search results. Click to clear the search criteria entered in the Search Criteria section and to display all items in the list. Displays the name of the snack program found based on the search criteria provided. Displays the price of the snack that is served in the program. Create Snack Programs Details Screen Definitions (420106) On the Snack Program details screen, you can assign available sites to the selected Snack Program. Review the following screen components to become familiar with the related tasks. Create Snack Programs Details Screen Definitions Snack Name Price Available Sites Selected Site Available Snack Groups Selected Snack Groups Enter the name of the Snack Program. Enter the price of the snack that is served in this program. Displays a list of sites to which the Snack Program can be applied. Displays a list of sites to which the Snack Program are applied. Displays a list of snack groups that you can assign the snack program to. Displays the snack group that you assigned the snack program to. 4-8 Accountability File Setup (420100) Snack Programs (420117)

39 Add Snack Programs 1. Go to Front of the House > Accountability > File Setup > Snack Programs > Create Snack Programs (420107). The query screen displays. 2. Select New. The details screen displays. 3. Enter the Snack Name. 4. (Optional) Enter the price of the snack. 5. Use the Mover Control to move the desired sites to the Selected section. 6. (Optional) Use the Mover Control to assign the snack program to a snack group. 7. Select Save. Edit Snack Programs 1. Go to Front of the House > Accountability > File Setup > Snack Programs > Create Snack Programs (420107). The query screen displays. 2. Search for and double-click the Snack Program. The details screen displays. 3. Make the required edits. 4. Select Save. Delete Snack Programs 1. Go to Front of the House > Accountability > File Setup > Snack Programs > Create Snack Programs (420107). The query screen displays. 2. Select the snack program you want to delete. 3. Select Delete. A confirmation message displays. 4. Select Yes. 5. Select Save. Accountability File Setup (420100) Snack Programs (420117) 4-9

40 Manage Snack Program Dates (420118) Use this option to manage the date range of each snack program. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Manage Snack Program Dates Screen Definitions (420118) page 4-10 Manage Snack Program Date Range page 4-10 Manage Snack Program Dates Screen Definitions (420118) Review the following screen components to become familiar with the related tasks. Manage Snack Program Dates Screen Definitions Site Snack Program Column Start Date End Date Add Item Remove Item Select the Site from the drop-down list. Select the snack program you want to manage from the drop-down list. Only snack programs assigned to the selected site display in the drop-down list. Select the start date of the snack program. Select the end date of the snack program. Click to add a snack program to manage. Click to remove the selected snack program from the date management. Manage Snack Program Date Range 1. Go to Front of the House > Accountability > File Setup > Snack Programs > Manage Snack Program Dates (420118). The screen displays. 2. Select the Site. 3. Click Add Item. A row is added to the table. 4. Select a snack program from the drop-down list in the Snack Program column. 5. Select the Start Date of the snack program. 6. Select the End Date of the snack program. 7. Repeat step 2 to 6 to add more snack programs for the site as applicable. 8. Click Save Accountability File Setup (420100) Snack Programs (420117)

41 Create Snack Groups (420120) Use this option to create snack groups and assign snack programs to these groups in Create Snack Programs (420107/420106). Therefore, you can choose to group the snack programs as desired when printing reports related to snack programs. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Create Snack Groups Screen Definitions (420120) page 4-11 Add a Snack Group page 4-11 Create Snack Groups Screen Definitions (420120) Review the following screen components to become familiar with the related tasks. Create Snack Groups Screen Definitions Group Name Displays the name of the snack groups. Add a Snack Group 1. Go to Front of the House > Accountability > File Setup > Snack Programs > Create Snack Groups (420120). The screen displays. 2. Click New. A blank row displays in the Group Name column. 3. Enter the name of the Snack Group. 4. Click Save. Accountability File Setup (420100) Snack Programs (420117) 4-11

42 Notes...a 4-12 Accountability File Setup (420100) Snack Programs (420117)

43 ACCOUNTABILITY REPORTS Chapter 5 Overview The Accountability reports provide detailed information about your organization s Front of the House Accountability functions. Cashier Report (800118) page 5-1 RELATED TOPICS Daily Entry Snack Program Billing (800200) page 5-12 Daily Entry Worksheet (800117) page 5-14 Daily Participation Report (800253) page 5-16 Liability Report (800079) page 5-20 Meal and Revenue Report (800177) page 5-23 Provision 2 Rates Report (800112) page 5-30 Sales Tax Report (800259) page 5-31 Cashier Report (800118) This report displays six separate reports that show sales, sale counts, prepayments, charges, balances, and revenue. RELATED TOPICS Report Criteria for Cashier Report Screen Definitions (800118) page 5-1 Cashier Report Cash Reconciliation Section Definitions page 5-2 Cashier Report Counts Section Definitions page 5-4 Cashier Report Revenue Reconciliation Section Definitions page 5-6 Cashier Report ROA/Charges Paid Off Section Definitions page 5-8 Cashier Report Balance Reconciliation Section Definitions page 5-10 Cashier Report Charges Itemized Section Definitions page 5-11 Report Criteria for Cashier Report Screen Definitions (800118) Choose the header information, report type, sort order, footer information and the following criteria. Report Criteria for Cashier Report Screen Definitions Date Attendance Factor Select all or specific dates. Choose the attendance factor you want to use to run the report. Accountability Reports Overview 5-1

44 Cashier Report Cash Reconciliation Section Definitions This report displays the following information. Cashier Report Cash reconciliation Section Student Cash Meals Student Cash A la Carte Adult Cash Meals Adult Cash A la Carte Cash Employee Tax Revenue Total Cash Sales ROA (Received on Account) Student ROA (Received on Account) Adult Total Posted Bank Deposit Over/Short Displays the number of first meals sold to a student paid for by cash regardless of status. Displays the number of second meals or any other items paid for by a student regardless of status. Displays the number of meals sold to an adult paid for by cash, including the first and the second meals. Displays the number of A la Carte items sold to an adult paid for by cash. Displays the number of items sold to an employee paid for by cash, including meals and A la Carte items. Displays the amount of tax collected paid by cash. Displays the total amount of cash sales, including the Student Cash Meals, Student Cash A la Carte, Adult Cash Meals, Adult Cash A la Carte, Cash Employee, and Tax Revenue. Displays any amount of cash or checks received and deposited into a student general or meal account. Displays any amount of cash or checks received and deposited into an adult s account. Displays the total amount of cash received. Displays the difference between the Total Posted and the Over/Short. Displays the amount of overages or shortages as recorded on the bank deposit. 5-2 Accountability Reports Cashier Report (800118)

45 Accountability Reports Cashier Report (800118) 5-3

46 Cashier Report Counts Section Definitions This report displays the following information. Cashier Report Counts Section Definitions ADA (Average Daily Attendance) Full Pay Displays the Average Daily Attendance, which is calculated by multiplying the attendance factor by the enrollment entered for the site. Displays the number of meals sold to full pay students, excluding second meals. % Full Pay Participation Displays the percentage of full pay participation, which is calculated as full pay meals sold divided by the number of full pay students. Reduced Displays the number of meals sold to reduced students, excluding second meals. % Reduced Participation Displays the percentage of reduced participation, which is calculated as reduced meals sold divided by the number of reduced students. Free Displays the number of meals sold to free students, excluding second meals. % Free Participation Displays the percentage of free participation, which is calculated as free meals sold divided by the number of free students. Student Total Employee Adult Meal Equivalent Total Count Displays the total number of student meals sold, which is sum of Full Pay, Reduced, and Free. Displays the number of meals sold to employees, including meals sold for money or given for free. Displays the number of meals sold to adults and teachers, excluding employees. Displays the Meal Equivalent, which is calculated as all the A la Carte sales divided by the A la Carte factor (from Setup Rates and Reimbursements details screen (420109)). The total of A la Carte sales includes Student A la Carte, Adult A la Carte, Teacher A la Carte, Employee A la Carte, and Over/Short (the overage or shortage is included for lunch period but not breakfast period). Displays the total number of all meals sold, including Student Total, Employee, and Adult. % Participation Total Displays the average number of Full Pay, Reduced, and Free participation percentage. 5-4 Accountability Reports Cashier Report (800118)

47 HORIZON DISTRICT OFFICE Cashier Report Full Pay % Full Pay Participation Reduced Counts Section % Reduced Participation Free %Free Participation Student Total Employee Adult Date ADA Horizon Site #1 07/24/2006 L B S N/A /30/2008 L B S N/A /06/2008 L B S N/A Site Total L Site Total B Site Total S N/A Grand Total L Grand Total B Grand Total S N/A Meal Equiv. Total Count % Part. Total (c) 2005 Horizon Software International, LLC. All rights reserved. Cashier Report Page 2 of 6 Accountability Reports Cashier Report (800118) 5-5

48 Cashier Report Revenue Reconciliation Section Definitions This report displays the following information. Cashier Report Revenue Reconciliation Section Definitions Beginning Balance Student Prepaid Meals Adult Prepaid Meals Student Prepaid A la Carte Adult Prepaid A la Carte Employee Prepaid Prepaid Tax Revenue Total Prepaid Debits Prepaid Adjustments. ROA (Received on Account) Co Transactions Ending Balance Total Cash Sales Total Revenue Displays the net balance on all accounts at the end of the previous day as recorded during the bank deposit process. This includes positive (owed by school) and negative (owed by students/adults) balances. This figure is not updated if a day that was previously closed is reopened. Displays the number of first meals purchased by students using non-cash account. Displays the number of first meals purchased by adults using a non-cash account. Displays the second meal or A la Carte items purchased by students using a non-cash account. Displays the second meal or A la Carte items purchased by adults using a non-cash account. Displays number of A la Carte items purchased by employees using a non-cash account. Displays the amount of taxes paid by a non-cash account. Displays the sum of Student Prepaid Meals, Adult Prepaid Meals, Student Prepaid A la Carte, Adult Prepaid A la Carte, Employee Prepaid, Prepaid Tax Revenue, and Prepaid Adjustments. Displays the adjustments and charges to a non-cash account. Displays the total amount deposited to non-cash accounts on this day, which is the sum of the ROA Students and ROA Adult from the Cashier Report Cash Reconciliation section. Displays the amount of transactions done at Central Office, mainly MealPayPlus and student transfers. Displays the net balance on all accounts at the end of current day as recorded during the bank deposit process. This includes positive (owed by school) and negative (owed by students/adults) balances. Displays the total cash sales for the day from the Cashier Report Cash Reconciliation section. Displays the total amount of Ending Balance and Total Cash Sales, which is the sum earned by the site for this day for all accounts. 5-6 Accountability Reports Cashier Report (800118)

49 HORIZON DISTRICT OFFICE Cashier Report Beginning Balance Student PPD Meals Adult PPD Meals Student PPD A la Carte Adult PPD A la Carte Revenue Reconciliation Section Employee PPD Tax Total PPD PPD PPD Revenue Debits Adjustments ROA Date Horizon Site #1 07/24/2006 L B S Date Total CO Trans Ending Balance Total Cash Sales Total Revenue /30/2008 L B S Date Total /06/2008 L B S Date Total Site Total L Site Total B Site Total S Site Total Grand Total L Grand Total B Grand Total S Grand Total (c) 2005 Horizon Software International, LLC. All rights reserved. Cashier Report Page 3 of 6 Accountability Reports Cashier Report (800118) 5-7

50 Cashier Report ROA/Charges Paid Off Section Definitions This report displays the following information. Cashier Report ROA/Charges Paid Off Section Definitions ROA (Received on Account) Student ROA (Received on Account) Adult Charges Paid Off Student Charges Paid Off Adults Charges Paid Off Total Refunds Student Refunds Adult Refunds Total Actual ROA Student Displays the total amount deposited into student accounts. Displays the total amount deposited into adult accounts. Displays the amount of charges that are paid off by students. Displays the amount of changes that are paid off by adults. Displays the total amount of Charges Paid Off Students and Charges Paid Off Adults. Displays the amount of refunds for students from the AR file import. Displays the amount of refunds for adults from the AR file import. Displays the sum of Refunds Student and Refunds Adult. Displays the actual Received on Account student. ROAStudent ( ChargesPaidOffStudent + RefundsStudent) Actual ROA Adult Actual ROA Total Displays the actual Received on Account adult. ROAAdult ( ChargesPaidOffAdult + RefundsAdult) Displays the total of actual Received on Account. ROAStudent + ROAAdult 5-8 Accountability Reports Cashier Report (800118)

51 HORIZON DISTRICT OFFICE Cashier Report Date Horizon Site #1 ROA Student ROA Adult Charges Paid Off Student Charges Paid Off Adult ROA/Charges Paid Off Section Charges Paid Off Total Refunds Student Refunds Adult Refunds Total Actual ROA Student Actual ROA Adult 07/24/2006 L B S Date Total 0.00 Actual ROA Total /30/2008 L B S Date Total /06/2008 L B S Date Total Site Total L Site Total B Site Total S Site Total Grand Total L Grand Total B Grand Total S Grand Total (c) 2005 Horizon Software International, LLC. All rights reserved. Cashier Report Page 4 of 6 Accountability Reports Cashier Report (800118) 5-9

52 Cashier Report Balance Reconciliation Section Definitions This report displays the following information. Cashier Report Balance Reconciliation Section Definitions Beginning Liability Student Beginning Liability Site Ending Liability Student Ending Liability Site Displays the total amount of student balances that are less than zero. This is what student owe the site and it comes from the Ending Liability Student of the prior date. Displays the total amount of balances that are greater than zero. This is what the site owes students. Displays the total amount of student balances that are less than zero. It is calculated at the end of the day. Displays the total amount of student balances that are greater than zero. It is calculated at the end of the day. HORIZON DISTRICT OFFICE Cashier Report Balance Reconciliation Section Beginning Liability Ending Liability Date Student Site Student Site Horizon Site #1 01/18/ /01/ Grand Total , (c) 2005 Horizon Software International, LLC. All rights reserved. Cashier Report Page 5 of Accountability Reports Cashier Report (800118)

53 Cashier Report Charges Itemized Section Definitions This report displays the following information. Cashier Report Charges Itemized Section Definitions Charges Student Charges Adult Charges Total Charges Paid Off Student Charges Paid Off Adult Charges Paid Off Total Prepaid Adjustments Displays the amount of charges made by students from the AR file import. Displays the amount of charges made by adults from the AR file import. Displays the sum of Charges Student and Charges Adult. Displays the amount of charges paid off by students from the AR file import. Displays the amount of charges paid off by adults from the AR file import. Displays the sum of Charges Paid Off Student and Charges Paid Off Adult. Displays the amount of adjustments made to student accounts with no cash given from the AR file import. HORIZON DISTRICT OFFICE Cashier Report Charges Itemized Section Date Charges Student Charges Adult Charges Total Charges Paid Off Student Charges Paid Off Adult Horizon Site #1 07/24/2006 L B Charges Paid Off Total Prepaid Adjustments S Date Total /30/2008 L B S Date Total /06/2008 L B S Date Total Site Total L Site Total B Site Total S Site Total Grand Total L Grand Total B Grand Total S Grand Total (c) 2005 Horizon Software International, LLC. All rights reserved. Cashier Report Page 6 of 6 Accountability Reports Cashier Report (800118) 5-11

54 Daily Entry Snack Program Billing (800200) This report displays the price of the snacks, the amount delivered, and the dollar value of the snacks served for each program, site, and/or group based on your criteria. The report helps you monitor the snack counts and value of the snack programs. RELATED TOPICS Report Criteria for Daily Entry Snack Program Billing Screen Definitions (800117) page 5-12 Daily Entry Snack Program Billing Report Definitions page 5-12 Report Criteria for Daily Entry Snack Program Billing Screen Definitions (800117) Choose the header information, site selection, report type, footer information, and the following criteria. Report Criteria for Daily Entry Snack Program Billing Screen Definitions Date Show Snack Program Details Show Snack Program Details Only (Suppress Snack Groups and Sites) Select Snack Groups Select the starting and ending dates for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Mark to display the detailed snack program information for each site and each snack group. Mark to display the individual snack program information for all selected sites and snack groups. Mark all or individual snack groups that you want to view on the report. Daily Entry Snack Program Billing Report Definitions The report displays the following information. Daily Entry Snack Program Billing Report Definitions Snack Group Site Name- ID Area Eligibility Snack Program Price Delivered Amount Site Total Snack Group Total Displays the name of the snack group. Displays the school s name and identification number. Displays whether the school is an area eligibility site. Displays the name of the snack program. Displays the price of the snack that is served in the program. Displays the amount of snacks delivered for the program. Displays the dollar value of the amount of snacks delivered for the program. Displays the number and the value of the snacks delivered to the site for all snack programs. Displays the number and the value of the snacks delivered to all sites for the snack group Accountability Reports Daily Entry Snack Program Billing (800200)

55 Grand Total Daily Entry Snack Program Billing Report Definitions Displays the number and the value of the snacks delivered to all sites and snack groups for all programs. HORIZON DISTRICT OFFICE Daily Entry Snack Program Billing For Date Range 1/1/2009 through 1/25/2010 Snack Group 2 Horizon Sample Site Area Eligible: No Snack Program: Price: Delivered: Amount: Snack Program 3 $ $0.00 Snack Program 2 $ $0.00 Site Total: 0 $0.00 Horizon Sample Site Area Eligible: Yes Snack Program: Price: Delivered: Amount: Snack Program 3 $ $0.00 Snack Program 2 $ $0.00 Snack Program 2 $ $ Snack Program 3 $ $ Site Total: 85 $1, Snack Group 2 - Total: 85 $1, Grand Total: 85 $1, Accountability Reports Daily Entry Snack Program Billing (800200) 5-13

56 Daily Entry Worksheet (800117) This report displays a daily entry worksheet to be used when recording meal counts and revenue for the selected sites and dates. RELATED TOPICS Report Criteria for Daily Entry Worksheet Screen Definitions (800117) page 5-14 Daily Entry Worksheet Report Definitions page 5-14 Report Criteria for Daily Entry Worksheet Screen Definitions (800117) Choose the header information, report type, sort order, footer information and the following criteria. Report Criteria for Daily Entry Worksheet Screen Definitions Date Select all or specific dates. Daily Entry Worksheet Report Definitions This report displays the following information. Daily Entry Worksheet Descriptions Site Eligibility Group For Filled by Enrollment Approved Free Approved Reduced Special Milk Program Enrollment Reimbursable Reimbursable Breakfast Reimbursable Lunch Other Sales Other Sales Breakfast Other Sales Lunch Special Milk Special Milk Reimbursable Special Milk Amount Enter the site information. Enter the eligibility group. Enter the current date. Enter the name of the person filling in the worksheet. Enter the enrollment information. Enter the number of free eligible customers. Enter the number of approved reduced customers. Enter the number of customers enrolled in the special milk program. Enter the types of reimbursable meals. Enter information about the reimbursable breakfasts. Enter information about the reimbursable breakfasts. Enter other sales information. Enter other sales breakfast information. Enter other sales breakfast information. Enter the types of special milk meals. Enter the special milk reimbursable meal information. Enter the special milk information Accountability Reports Daily Entry Worksheet (800117)

57 Full Pay Prepaid Full Pay Full Pay Charge Reduced Prepaid Reduced Reduced Charge Free Student Worker Full Pay Student Worker Reduced Student Worker Free Custom Counts/Amounts Adult Meal Teacher Meal Employee Meal Student Second Meal Student A La Carte Prepayments Repaid Changes Adult A La Carte Adult Tax Miscellaneous Custom Counts/Amounts Adult Earned Labor Hours Full Pay Special Milk Free Special Milk Special Milk Cash (c) 2005 Horizon Software International, LLC. All rights reserved. Daily Entry Worksheet Page 1 of 2 Accountability Reports Daily Entry Worksheet (800117) 5-15

58 Daily Participation Report (800253) This report displays daily participation information for breakfast, meal, and snack participation and revenue, including meal counts, sales, taxes, deposits and federal/state reimbursements. The report is a combination of the Meal and Revenue Report and the Basic Claims Report. The report uses reimbursement rates set up in Front of the House > Accountability > File Setup. NOTE Bank deposits must be saved for the information to display on the report. RELATED TOPICS Report Criteria for Daily Participation Report Screen Definitions (800253) page 5-16 Daily Participation Report Definitions page 5-16 Report Criteria for Daily Participation Report Screen Definitions (800253) Choose the header information, site selection, report type, footer information and the following criteria. Report Criteria for Daily Participation Report Screen Definitions Deposit Date Select the starting and ending dates for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Daily Participation Report Definitions This report displays the following information. Daily Participation Report Definitions Full pay Red Free Emp Adult Total Meals Tax Displays the number of meals sold to full pay students for each meal period, including earned meals. The counts do not include Provision 2 counts. Displays the number of meals sold to reduced students for each meal period, including earned meals. The counts do not include Provision 2 counts. Displays the number of meals sold to free students for each meal period, including earned meals. The counts do not include Provision 2 counts. Displays the number of meals sold to employees, including meals sold for money or given for free. Displays the number of meals sold to adults and teachers for each meal period, excluding employees. Displays the total number of meals sold for each meal period, including Full Pay, Reduced, and Free students, and Employees and Adults. Displays any tax collected on sales for the meal period Accountability Reports Daily Participation Report (800253)

59 Daily Participation Report Definitions Refund ROA Student Sales Adult Sales Ala Carte Posted Deposit Over Short Total Reimbursement - Federal Full pay Total (Full pay) Reduced Total (Reduced) Free Total (Free) Displays the amount of refunds for students and adults for the meal period. Displays the money received on accounts for the meal period, including prepayments and charges paid off. This includes accounts that have a balance less than zero, or zero or greater. Displays all first and second meal sales for students for the meal period. Displays all first and second meal sales for adults for the meal period. Displays all a la carte and second meal sales for students and adults. Displays the amount of cash received for the meal period. Displays the amount of cash deposited into the bank for the meal period. Displays the amount of overages or shortages as recorded on the bank deposit. Displays the sum of each column, which is Full pay, Reduced, Free, Employee, Adult, Total Meals, Tax, Refund, ROA, Student Sales, Adult Sales, and Ala Carte Sales. Displays the full pay federal reimbursement amount for each meal period, based on meal counts and federal reimbursement rates. If a site is Provision 2, meal counts are adjusted according to Provision 2 percentages. If a site is severe need, the federal severe need reimbursement rate for breakfast is used to calculate breakfast reimbursement. Displays the total federal reimbursement amount for full pay meals. Displays the reduced federal reimbursement amount for each meal period, based on meal counts and federal reimbursement rates. If a site is Provision 2, meal counts are adjusted according to Provision 2 percentages. If a site is severe need, the federal severe need reimbursement rate for breakfast is used to calculate breakfast reimbursement. Displays the total federal reimbursement amount for reduced meals. Displays the free federal reimbursement amount for each meal period, based on meal counts and federal reimbursement rates. If a site is Provision 2, meal counts are adjusted according to Provision 2 percentages. If a site is severe need, the federal severe need reimbursement rate for breakfast is used to calculate breakfast reimbursement. Displays the total federal reimbursement amount for free meals. Accountability Reports Daily Participation Report (800253) 5-17

60 Daily Participation Report Definitions Total <meal period> Reimbursements Total <meal period> (Free & Reduced) Total Federal Reimbursement Reimbursement - State Free & Reduced Full pay Total State Reimbursement Total reimbursement Participation (by meal period) Total Full pay Meals Total Reduced Meals Total Free Meals Total Meals Revenue Ala Carte/Adult Ala Carte/Adult Total Student Sales Student Sales Total Sub total Sales Federal Reimbursement Displays the total federal reimbursement amount for the meal period, for all full pay, reduced, and free meals. Displays the total federal reimbursement amount for the meal period, for all reduced and free meals. Displays the total federal reimbursement amount for all meal periods, for all full pay, reduced, and free meals. Displays the free and reduced state reimbursement amount for each meal period, based on meal counts and state reimbursement rates. If a site is Provision 2, meal counts are adjusted according to Provision 2 percentages. Displays the full pay state reimbursement amount for each meal period, based on meal counts and state reimbursement rates. If a site is Provision 2, meal counts are adjusted according to Provision 2 percentages. Displays the total state reimbursement amount for all meal periods, for all full pay, reduced, and free meals. Displays the total federal and state reimbursement amount for all meal periods for full pay, reduced, and free meals. Displays the number of meals sold to full pay students, including earned meals. The total includes Provision 2 counts. Displays the number of meals sold to reduced students, including earned meals. The total includes Provision 2 counts. Displays the number of meals sold to free students, including earned meals. The total includes Provision 2 counts. Displays the number of meals sold to full pay, reduced, and free students, including earned meals. The total includes Provision 2 counts. Displays the total adult a la carte sales for each meal period. Displays the total adult a la carte sales for all meal periods. Displays all first and second meal sales for students for the meal period. Displays the total first and second student meal sales for all meal periods. Displays the sum of all adult a la carte sales and student first and second meal sales. Displays the amount of federal reimbursement for meals sold for a specified period Accountability Reports Daily Participation Report (800253)

61 Daily Participation Report Definitions State Reimbursement Total Revenue Displays the amount of state reimbursement for meals sold for a specified period. Displays the total amount of revenue, including a la carte/adult sales, student sales, federal reimbursement, and state reimbursement. DISTRICT OFFICE Date : 8/18/2010 to 8/18/2010 B Fullpay Red 0040 Lawrence High School Free Emp Adult Daily Participation Report Total Meals Tax Refund ROA Student Sales Adult Sales L Ala Carte Posted Deposit Over Short Total , ** Disclaimer; The counts and dollar amounts posted below include provision 2 percentages and may differ from above counts. --REIMBURSEMENT-- FEDERAL: --REVENUE-- Breakfast (Fullpay) Lunch (Fullpay) TOTAL(Fullpay) $8.06 $64.26 $72.32 Ala Carte/Adult (Breakfast) $3.70 Ala Carte/Adult (Lunch) $23.25 ALA CARTE/ADULT TOTAL: $26.95 Breakfast (Reduced) $28.80 Lunch (Reduced) $ TOTAL (Reduced) $ Student Sales (Breakfast) Student Sales (Lunch) $33.20 $ STUDENT SALES TOTAL: $ Breakfast (Free) Lunch (Free) TOTAL (Free) $ $1, $1, Sub Total SALES: $ TOTAL BREAKFAST REIMBURSEMENTS: TOTAL LUNCH (FREE & REDUCED): TOTAL LUNCH REIMBURSEMENTS: $ $1, $1, TOTAL FEDERAL REIMBURSEMENT: STATE: Breakfast (Free & Reduced) $0.00 Breakfast (Fullpay) $0.00 Lunch (Free & Reduced) $0.00 Lunch (Fullpay) $0.00 TOTAL STATE REIMBURSEMENT: TOTAL REIMBURSEMENT: --PARTICIPATION-- $1, $0.00 $1, FEDERAL REIMBURSEMENT: $1, STATE REIMBURSEMENT: $0.00 TOTAL REVENUE: $2, BREAKFAST: LUNCH: Total Fullpay Meals 31 Total Fullpay Meals 238 Total Reduced Meals 20 Total Reduced Meals 109 Total Free Meals 132 Total Free Meals 437 Total MEALS: 183 Total MEALS: 784 Accountability Reports Daily Participation Report (800253) 5-19

62 Liability Report (800079) This report displays the liability for students, sites, and the total of both. NOTE For liability to be the most accurate, the report must be run at the central office. RELATED TOPICS Report Criteria for Liability Report Screen Definitions (800079) page 5-20 Liability Report Definitions page 5-20 Report Criteria for Liability Report Screen Definitions (800079) Choose the header information, site selection, footer information and the following criteria. Report Criteria for Liability Report Screen Definitions Date Select the starting and ending dates for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Liability Report Definitions This report displays the following information. Liability Report Definitions Student Received on Account (ROA) Adult ROA Other Student ROA Other Adult ROA Student MealpayPlus (MPP) Adult MPP Total ROA Student Meal Sales Student Ala Carte Sales Displays the money received on student accounts. For prepayments section, it is deposit. For charges section, it is charges paid off. Displays the money received on adult accounts. For prepayments section, it is deposit. For charges section, it is charges paid off. Displays the money received on student accounts whose deposits were made at other sites. For prepayments section, it is deposit. For charges section, it is charges paid off. Displays the money received on adult accounts whose deposits were made at other sites. For prepayments section, it is deposit. For charges section, it is charges paid off. Displays the deposits for students using Mealpay Plus. Displays the deposits for adults using Mealpay Plus. Displays the total amount of Received on Account, including Student ROA, Adult ROA, Other Student ROA, Other Adult ROA, Student MPP, and Adult MPP. Displays the amount of reimbursable meals sold to students. Displays the amount of second meals and Ala Carte items sold to students Accountability Reports Liability Report (800079)

63 Liability Report Definitions Student Other Meal Sales Student Other Ala Carte Sales Adult Meal Sales Adult Ala Carte Sales Adult Other Meal Sales Adult Other Ala Carte Sales Total Account Sales Beginning Positive Beginning Negative Beginning Total Total Deposits Charges Paid Off Received on Account (ROA) Total Debits Total Charges Total Account Sales Adjustments Ending Positive Ending Negative Ending Balance Displays the amount of reimbursable meals sold to students at other sites. Displays the amount of second meals and Ala Carte items sold to students at other sites. Displays the amount of first meals sold to adults. Displays the amount of second meals and Ala Carte items sold to adults. Displays the amount of first meals sold to adults at other sites. Displays the amount of second meals and Ala Cart items sold to adults at other sites. Displays the total amount of sales, including Student Meal Sales, Student Ala Carte Sales, Student Other Meal Sales, Student Other Ala Carte Sales, Adult Meal Sales, Adult Ala Carte Sales, Adult Other Meal Sales, and Adult Other Ala Carte Sales. Displays the total of all positive balances at the beginning of the day. Displays the total of all negative balances at the beginning of the day. Displays the sum of Beginning Positive and Beginning Negative. Displays all deposits to account. Displays the total amount of charges paid off. Displays the total deposits and charge paid off. Displays the total sales on prepaid accounts. Displays the total account sales that were charges. Displays the sum of Total Debits and Total Charges. Displays the amount of adjustments. Since liabilities for the previous day are posted during the night, adjustments, transfers, and refunds are not included for the current day. Displays the total of all positive balances at the ending of the day. It is calculated when the bank deposit is completed. Displays the total of all negative balances at the ending of the day. It is calculated when the bank deposit is completed. Displays the sum of Ending Positive and Ending Negative. Accountability Reports Liability Report (800079) 5-21

64 Student ROA Other Adult Student ROA ROA Other Adult ROA Student MPP HORIZON DISTRICT OFFICE Adult MPP Liability Report 1/1/1753 to 12/31/9999 Student Stud. A Total Meal La Carte ROA Sales Sales Student Oth. Ml Sales Student Oth. ALC Sales Adult Meal Sales Adult A La Carte Sales Adult Oth. Ml. Sales Adult Oth. ALC Sales Total Acct Sales Horizon Site #1 Prepayments Breakfast Lunch Beginning Positive: 0.00 Total Deposits: Total Debits: 3.30 Adjustments: Ending Positive: 0.00 Horizon Site #1 Charges Breakfast Lunch Beginning Negative: 0.00 Charges Paid Off: 0.00 Total Charges: 0.00 Adjustments: 0.00 Ending Negative: 0.00 Horizon Site #1 Totals Breakfast Lunch Beginning Total: 0.00 ROA: Total Acct. Sales: 3.30 Adjustments: Ending Balance: 0.00 (c) 2005 Horizon Software International, LLC. All rights reserved. Liability Report Page 1 of Accountability Reports Liability Report (800079)

65 Meal and Revenue Report (800177) This is a one page report that summarizes the sales and meal counts for a day. This is a shorter alternative to the Cashier Report (800118). If using the Daily Entry Form (420111), the attendance factor should be entered to the Daily Entry Form in order to display correct information on the report. This report should be printed daily by the sites and monthly by the central office. Printing in the detailed report type will print one page per site in the date range. Printing in the Summary format will print one page for the entire district. NOTE Bank deposits must be saved for the information to display on the report. RELATED TOPICS Report Criteria for Meal and Revenue Report Screen Definitions (800177) page 5-23 Meal and Revenue Report Definitions page 5-23 Report Criteria for Meal and Revenue Report Screen Definitions (800177) Choose the header information, report type, site selection, footer information and the following criteria. Report Criteria for Meal and Revenue Report Screen Definitions Date Include Liability on Report Select the starting and ending dates for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Mark to include Section 6, Liability, which includes Beginning Balance, Local Sales, Remote Sales, Local Payments, Remote Payments, Mealpay, Adjustments, Transfers, and Ending Balance. This section will change depending on when the report was generated because it recalculates at night to include the MealpayPlus payments. NOTE: Including liability section will increase the loading time of the report. Meal and Revenue Report Definitions This report displays the following information. Meal and Revenue Report Definitions Section 1: Participation: Reimbursable Meals Paid Earned Total Displays meal counts broken out by paid and earned meals. These include meals sold to this site and other site s students. Displays student reimbursable meal counts, including students from other sites. It is first meals only. Displays the meal counts for free, reduced, and full pay meals charged to the Cash, Meal, Bonus, or Principal accounts. Displays the number of free, reduced, or full pay meals charged from the Earned Meal Accounts. Displays the sum of Paid and Earned. Accountability Reports Meal and Revenue Report (800177) 5-23

66 Meal and Revenue Report Definitions Meal Equivalence Non-Reimbursable Meals Second Meals Adult Meals Employee Meals Section 2: Revenue Cash Prepaid Charged Total Total Student Meals 2nd Adult Meals Other Site Meals A la Carte Total Sales Sales Tax Total Section 3: Deposits: Prepayments Displays the Meal Equivalence of each meal period and the total to assist in calculating meals per labor hour. MealEquivalence = ( TotalSalesofAMealPeriod) ( MasterFactor) NOTE: The Master Breakfast Factor, Master Snack Factor, Master Ala Carte Breakfast Factor, and Master Ala Carte Lunch Factor need to be set up on the Front of the House > Accountability > File Setup > DEFAULT Setup Rates and Reimbursement details screen > Report Options tab (420109). Displays any non-reimbursable meals sold. Displays the number of meals sold to a person after the first meal purchased. For example, if John buys the chicken nugget meal and then comes back during the same lunch hour and buys the hamburger meal, then the hamburger meal his a second meal. Second meals for adults and employees are calculated as part of the Adult and Employee meals. Displays the number of meals sold to adults, including the first meals and the additional meals. Displays the number of meals sold to employees, including the first meals and the additional meals. This section should reconcile with the Cash Reconciliation and Revenue Reconciliation sections of the Cashier report (800118). It displays money collected by all pay types. All numbers exclude tax except for the grand total. Displays payment taken in the form of cash or check. Displays payment taken in the form of debit account, vouchers, discounts, and coupons. Displays payment charged to an account. Displays the total amount of cash, prepaid, and charged payments for a line item. Displays any money collected by a reimbursable meal sale. Displays any money collected by sales from a second meal to students. Displays the amount collected by a first meal sale to an adult. Displays any amount collected by a sale to a student from another site. Displays any amount collected by non-meal sales. Displays the sum of all sales, excluding tax. Displays any tax collected on sales. Displays the sum of Total Sales and Sales Tax. Displays any deposits made to an account that has a zero or greater balance Accountability Reports Meal and Revenue Report (800177)

67 Meal and Revenue Report Definitions Charges Paid Total Section 4: Cash Collections: Acct. Deposits House Deposits Refunds Adjustments Actual Deposits Total Cash Sales Cash Over/Short Cash In Cash Out Bank Deposit Section 5: Summary: Sales Before Tax Sales Tax Charges Displays any deposit made to an account that has a balance of less than zero. Displays the sum of Prepayments and Charges Paid. This section should reconcile with the Bank Deposit report (800070). Displays the total money deposited into accounts, including prepayments and charges paid off. This should equal the same as the total for Deposits. Displays sum of transactions of the type listed, with an eligibility of Not-Student Not-Adult (which is House). Transaction types are: deposit to account, deposit to meal account, deposit to account with MealPay, deposit to meal account with MealPay, deposit to account from other site, deposit to meal account from other site, pay of charge to account, page of charge to meal account, pay off charge to account with MealPay, pay off charge to meal account with MealPay, pay off charge to account from other site, pay off charge to meal account from other site. Displays any refunds done while the till is open. Includes transactions for contribution adjustments, import adjustments, manual adjustments, payments from invoicing, purge transaction balance adjustments, and rollover adjustments. Displays the actual money received, figured by subtracting Refunds from the Account Deposits. Displays the sum of breakfast, lunch, and snack cash totals after taxes. Displays information taken from the bank deposit table you entered for Cash In and Cash Out 1 and 2 on the Bank Deposit details screen (400804). Displays the sum of all Cash In amounts from the Bank Deposits query screen (400401) > Bank Deposits details screen (400804). Displays the sum of all Cash Out amounts from the Bank Deposits query screen (400401) > Bank Deposits details screen (400804). Displays the bank deposit amount at the time the Bank Deposit was last saved. If the sum of the other fields in the Cash Collections section does not equal the bank deposit amount, then sales or voids were done after the Bank Deposit was saved and it needs to be resaved. Displays the sum of total lunch sales and total breakfast sales, not including tax. Displays sum of tax collected for breakfast and lunch. Displays sum of all charges made for breakfast and lunch. Accountability Reports Meal and Revenue Report (800177) 5-25

68 Meal and Revenue Report Definitions Charges Paid Off Prepaid Money Used Section 6: Liability Beginning Balance Local Sales Remote Sales Local Payments Remote Payments Mealpay Adjustments Transfers Ending Balance Displays sum of all charges paid off. Displays sum of all prepaid sales for breakfast and lunch. The Liability section should match the Liability report; however, Liability should only be generated by the central office the next day because of the information is communicated at night from the sites to the central office. Displays the total of all balances at the start of the day, which should be the same as the Ending Balance of the previous day. Displays all the student sales made at their home site. Displays the amount of purchases made by students who eat at sites other than their home sites. EXAMPLE: If Bill is from Site B and eats at Site A, a remote sale would be reported as Site A s sales on Site B s liability section. Displays the Received on Account for students assigned to the home site. Displays the Received on Account for students who make payments at sites other than their home site. Displays the payments for the site made by the customers using MealpayPlus. Displays the amount of the adjustments made to the account, which should be the same number as on the Adjustments Report. Displays account money brought to a site or taken from a site due to a student transfer. Displays the ending balance at the end of the day for all customers at the site Accountability Reports Meal and Revenue Report (800177)

69 HORIZON CENTRAL OFFICE Meal and Revenue Report Site: Horizon Sample Site 1 Date: 01/01/2009 To 04/16/2009 Section 1: Participation Reimbursable Breakfast Lunch Meals Paid Earned Total Paid Earned Total Paid Earned Total Meal Equivalence Free: Breakfast: 3 Reduced: Lunch: 20 Paid: A La Carte: 8 Total: Total: 31 Non-Reimbursable Breakfast Lunch Snack Meals Paid Earned Total Paid Earned Total Paid Earned Total Second: 1 N/A 1 3 N/A 3 0 N/A 0 Adult: Employee: Total: Section 2: Revenue Breakfast Lunch Cash Prepaid Charged Total Cash Prepaid Charged Total Cash Prepaid Charged Total Red: Paid: Total: nd: Adult Other Stud: Adult: Other: Total: Sales: Tax: Total: Section 3: Prepayments Charges Paid Total Section 4: Cash Collections Section 5: Summary Free: Acct. Deposits: Sales Before Tax: Reduced: Refunds: 0.00 Sales Tax: 0.00 Full Pay: Actual Deposits: Charges: 0.00 Adults: Total Cash Sales: 6.95 Charges Paid Off: 0.00 Total: Cash Over/Short: 4.08 Prepaid Money Used: Cash In: 0.00 Cash Out: 0.00 Section 6: Liability Beginning Balance: Bank Deposit: Local Sales: Remote Sales: Local Payments: Remote Payments: Meal Pay: 0.00 Adjustments: Transfers: Ending Balance: 0.00 Snack (c) 2005 Horizon Software International, LLC. All rights reserved. Meal and Revenue Report Page 1 of 2 Accountability Reports Meal and Revenue Report (800177) 5-27

70 Meals per Labor Hour Report (800208) This report displays the meal counts, labor hours, and the production efficiency information. RELATED TOPICS Report Criteria for Meals per Labor Hour Report Screen Definitions (800208) page 5-28 Meals per Labor Hour Report Definitions page 5-28 Report Criteria for Meals per Labor Hour Report Screen Definitions (800208) Choose the header information, site selection, report type, footer information and the following criteria. Report Criteria for Meals per Labor Hour Screen Definitions Date Apply Over/Short from Bank Deposits to Ala Carte Income Include NonReimbursables Select the starting and ending dates for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Mark to apply over/short to Ala Carte income on the report. Mark to include the non-reimbursable mean counts and meal equivalent calculations. Use Universal Conversion Factors Mark to use universal conversion factors. Source for Labor Hours Show Total for Site or Daily Average for Site Choose to use the labor hours entered in Production or from Time Clock. You must have either Production or Time Clock license. Choose to show totals or daily averages for each site. Meals per Labor Hour Report Definitions The report displays the following information. Meals per Labor Hour Report Definitions Serve Date Breakfasts Lunches Snacks Ala Carte Total Meals Labor Hours Meals per Hour Displays the date. Displays the meal counts for breakfast. Displays the meal counts for lunch. Displays the snack counts. Displays the amount of the Ala Carte item sales. Displays the total meal counts for the day. Displays the total number of labor hours for the day. The number is either from production or time clock based on your criteria. Displays the meals per labor hour for the day at the site Accountability Reports Meals per Labor Hour Report (800208)

71 HORIZON DISTRICT OFFICE Meals per Labor Hour All Time ServeDate Breakfasts Lunches Snacks A la Carte Total Meals Labor Hours Meals per Hour HORIZON DISTRICT OFFICE 06/29/ Tot. HORIZON DISTRIC $ Horizon Sample Site 1 07/24/ /30/ /06/ /16/ /17/ /27/ /02/ Tot. Horizon Sample Sit $ Horizon Sample Site 2 01/15/ , , /16/ /09/ /16/ Tot. Horizon Sample Sit ,468 $ , Sum for All Sites ,468 $ , REPORT CRITERIA: (c) 2010 Horizon Software International, LLC. All rights reserved. Meals per Labor Hour Report Page 1 of 1 Accountability Reports Meals per Labor Hour Report (800208) 5-29

72 Provision 2 Rates Report (800112) This report displays Provision 2 rates for the selected month and year. RELATED TOPICS Report Criteria for Provision 2 Rates Report Screen Definitions (800112) page 5-30 Provision 2 Rates Report Definitions page 5-30 Report Criteria for Provision 2 Rates Report Screen Definitions (800112) Choose the header information, report type, sort order, footer information and the following criteria. Report Criteria for Provision 2 Rates Report Screen Definitions Month Select all or specific months. Provision 2 Rates Report Definitions This report displays the following information. Provision 2 Rates Report Descriptions Year Month Site ID Description Breakfast Percentages Lunch Percentages Displays the year for which the report was printed. Displays the month for which the report was printed. Displays the identification number for the site. Displays the site description. Displays the breakfast percentages for the site. Displays the lunch percentages for the site February 0045 Horizon Site # Accountability Reports Provision 2 Rates Report (800112)

73 Sales Tax Report (800259) This report displays the portion of the total adult sales amount which is taxes. This report is useful when your system includes the sales tax in the adult selling price, and you need to know the amount paid in taxes, per site, for a date range. RELATED TOPICS Report Criteria for Sales Tax Report Screen Definitions (800112) page 5-31 Sales Tax Report Definitions page 5-31 Report Criteria for Sales Tax Report Screen Definitions (800112) Choose the header information, report type, sort order, footer information and the following criteria. Report Criteria for Sales Tax Report Screen Definitions Date Select the starting and ending dates for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Sales Tax Report Definitions This report displays the following information. Sales Tax Report Descriptions School ID School Zip Code Tax Rate Adult Sales Amount Student Sales Amount Taxable Invoice Amount Non-Taxable Invoice Amount Taxable Amount Displays the identification number for the site. Displays the name of the site. Displays the site s zip code. Displays the tax rate used at the site. Displays the site s total adult sales for the date range. Displays the site s total student sales for the date range. Displays the site s taxable sales from catering for the date range. Displays the site s non-taxable sales from catering for the date range. Displays the adult sales total, not including taxes, for the date range. ( AdultSalesAmt + TaxableInvoiceAmt) ( 1 + TaxRate) = TaxableAmt NOTE: The TaxRate is a decimal value. Tax Amount Displays the amount of tax collected from adult sales, for the date range. ( AdultSalesAmt + TaxableInvoiceAmt) TaxableAmt = TaxAmt Accountability Reports Sales Tax Report (800259) 5-31

74 HORIZON DISTRICT OFFICE Sales Tax Report 03/01/2011 To 03/29/2011 School ID School Zip Code Tax Rate Adult Sales Amount Student Sales Amount Taxable Invoice Amount Non-Taxable Invoice Amount Taxable Amount Tax Amount 0041 Horizon Sample Site % Horizon Sample Site % Horizon Sample Site 3 - % Report Total: (c) 2005 Horizon Software International, LLC. All rights reserved. Sales Tax Report Page 1 of Accountability Reports Sales Tax Report (800259)

75 GLOSSARY Chapter 6 Overview There are links to the glossary terms listed in this section throughout this User Guide. These are identified by underlined text. For example: site type. A LA CARTE ITEM Any item sold to a customer that is not marked as a meal or a component that makes up a complete meal. A LA CARTE MODE An option that allows you to quickly sell menu items at a la carte prices without having to select a patron for each sale. ALASKA TEMPORARY ASSISTANCE PROGRAM (ATAP) Provides cash assistance and work services to low-income families with children to help them with basic needs while they work towards becoming self-sufficent. APPLICATION SERVER PROVIDER (ASP) Allows the sites and Central Office to share one centrally maintained database in real time by utilizing Windows Terminal Server software. AREA ELIGIBLE An after school care program site is area eligible if it is located at a school or in the attendance area of a school where at least 50 percent of the enrolled students are eligible for free or reduced meals. ASP Refer to Application Server Provider (ASP) on page 6-1. ATAP Refer to Alaska Temporary Assistance Program (ATAP) on page 6-1. AUTO CHARGE When this option is enabled and an amount is owed, the items is automatically charged to the customer's account without requiring any action from the cashier. If charge limits are reached then cash should be collected. BACK OF THE HOUSE (BOH) Consists of management and production of food and supplies through Inventory Management, Procurement, Menu Planner and Production modules. BASE MENU Once food items have been grouped into recipes, the next step is to combine recipes and/or individual food items into a Base Menu Plan. Base Menus serve as a template showing the items to be served on a particular day and the projected number of servings for each item. A nutritional analysis is run on the Base Menu to ensure compliance with USDA regulations. In addition, a cost analysis shows the financial impact of the planned menu. The Base Menu is then applied to each individual site as the Scheduled Menu on the calendar. The Scheduled Menu is used to actually plan and track daily food production at the site. Each site will ultimately enter their adjusted feeding figures for that day to recalculate the number of projected servings to be produced. BID ITEMS Inventory items that have been marked to be included in bids that you send out to your vendors. BID SPECIFICATIONS Written requirements that should be met for an inventory item when vendors are bidding on it. Glossary 6-1

76 BOH Refer to Back of the House (BOH) on page 6-1. BONUS ACCOUNT A special account typically use to make elective contributions. You can specify if the account can only be used to purchase meals. BROKEN UNIT Used to describe one unit out of a case of an inventory item. EXAMPLE A case may contain 12 bags, with each bag representing a broken unit A case may contain 6 #10 cans with 1 #10 can representing a broken unit. A case may contain 25 pounds with each pound representing a broken unit. BUYING GUIDE An USDA tool used to assist the menu planner in determining raw-to-cooked yields for recipe analysis. It also provides yield data from (AP) to (EP) of food and volume/weight conversions. CATCH WEIGHT ITEMS Catch weight items are inventoried, received and transferred using the total weight as the quantity, not the case/broken unit. Procurement When ordering catch weight stock items, the catch weight acts as a minimum/multiple that may be ordered. Physical Inventory During a physical inventory, catch weight stock items are inventoried using the total weight measure as the quantity. Receiving and Stock Transfers Stock items flagged as catch weight items are received using the total weight measure as the quantity to the tenth of a weight measure. During stock transfers, the transferring facility can transfer a total weight measure as the quantity for catch weight stock items. During stock transfers, the receiving facility can receive a total weight measure as the quantity for catch weight stock items. CASE SENSITIVE Indicates that a value for a field must be entered in the exact case (upper or lower case letters) that the value was created. CASE UNIT The term used to describe the purchasing unit that you will buy of an inventory item (i.e., 1 case). CATEGORIES (BOH) Used to group your stock items in the Back of the House modules. CENTRAL SITE Refers to the central facility that controls all sites within a district. CLAIMS REPORT A report filed with the USDA or state to receive payment for serving meals considered reimbursable that meet minimum nutritional guidelines of one-third of the Recommended Dietary Allowance (RDA) of protein, calcium, iron, and vitamins A and C with no more than 30 percent of the meal s calories can come from fat and no more than 10 percent can from saturated fat. 6-2 Glossary

77 CHART OF ACCOUNTS (COA) Used to classify expenditures into account codes that are used by your accounting department for their general ledgers. CLASSES (BOH) Used to group your stock items within a category. COA Refer to Chart of Accounts (COA) on page 6-3. COMMUNICATIONS PUBLICATION A group of data that is communicated as one entity from one computer to another, for which intervals can be set to determine how often a publication should synchronize with its publisher. COMPONENT BASED If a site is using the Component Based serving mode, you need to have identified on the Management Level Inventory screen POS tab in the Inventory module, which menu items contain one or more of the 5 required meal components that make up a reimbursable meal for a student. The 5 required meal components include a meat, a bread, 2 different fruits and/or vegetables and a serving of milk. If the customer selects more than one item containing a meat, bread or milk component, only one of those items will be included in the meal price. The two fruit and/or vegetable selections cannot be two of the same item. You may also specify whether the customer must select a meat/entree item for the purchase to qualify as a meal. When customers are purchasing items at the point of service they will need to select items that contain at least the minimum number of these meal components in order to be charged a meal price. The first purchase of such a meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any additional items selected will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. The customer may select items containing more than the minimum number of meal components up to a maximum of all 5 different meal components and still be charged the same meal price for all of these items. EXAMPLE If you have the minimum items per meal set as 3, then the customer must select items containing at least 3 of the 5 meal components from this menu plan in order to purchase those items as a meal. If the customer selects less than the minimum, he/she will have to pay a la carte prices for the individual items. CONSOLIDATED ORDER A vendor order that has consolidated all of the sites' orders for that vendor's products into one order for the district. COST TYPE Type of cost for the inventory item: fixed fee, cost plus fee, cost plus percentage, and processing fee. CONTROL NUMBER A number created by the site or central office that is assigned to assets for record-keeping and tracking purposes. When assets are transferred from site to site, this number is used to track its location. COUPON This discount only applies to the specified item. It can have a preset amount or the cashier can enter the dollar value up to pre-specified maximum amount. CRITICAL CONTROL POINTS A measurement at which the food contamination has the most critical risk. It is used in the food management process. Critical points should be identified for each food product that is prepared. DAILY PLAN After creating daily plans, you can add to cycles and schedules throughout the year, as well as set up default menus to display at the point of service for each serving line and meal period. Glossary 6-3

78 DECLINE ACCOUNT This debit account can be used to pay for purchases with available funds deposited in the account based on specific criteria defined by the applicable meal plan. DEPRECIATION The reduction in value of property due to age, deterioration, wear and tear, etc. DIRECT CERTIFIED Students are determined by the state to be Direct Certified. In some cases the state agency may include students as Direct Certified that recieve Food Stamps/TANF/FDPIR. DISCOUNT A discount can have a preset percentage amount or the cashier can enter the percentage value up to the prespecified maximum amount. The discount will be applied only to the selected item. EARNED MEAL ACCOUNT This is a house account designated as an Earned account. If a district allows a customer to perform certain tasks in exchange for a free meal, the cost of a reimbursable meal is charged to this account. The account does not cover the cost of a la carte items. ELIGIBILITY Refers to the status a student or adult would qualify for the price they pay for breakfast or lunch with regards to income, special case, or other circumstances. ERROR PRONE APPLICATIONS Income applications that are within the $100 per month range of eligibility or $1200 annually. EVEN START A Government program designed to help break the cycle of poverty and improve the literacy of participating migrant families by integrating early childhood education, adult literacy or adult basic education, and parent education into a unified family literacy program. This developed from The Even Start Family Literacy Program if the Elementary and Secondary Education Act of 1965 and was most recently reauthorized by the Literacy Involves Families Together (LIFT) Act of 2000 and No Child Left behind Act of FAMILY INDEPENDENCE TEMPORARY ASSISTANCE PROGRAM (FITAP) A program in Louisiana that provides cash assistance to families with children when the financial resources of the family are insufficent to meet sustenance needs. FIFO Refer to FIFO on page 6-4. FILE TRANSFER PROTOCOL (FTP) The means by which your files are transferred. FTP is most commonly used on the Internet. FIRST IN FIRST OUT (FIFO) A method of costing inventory that assumes that costs of the first Goods purchased are those charged to cost of Goods sold when you actually sell Goods. FITAP Refer to Family Independence Temporary Assistance Program (FITAP) on page 6-4. FIXED ASSET A long-term, tangible, non-consumable property used in an entity s operation that usually has a life span of at least one year. EXAMPLE Land, buildings, computer software and systems, equipment 6-4 Glossary

79 FOOD GROUPS Used to categorize a food item according to five specific food groups (Meat, Vegetable/Fruit, Grain, Milk and Other). If you plan to create food-based menus (rather than nutrient-based, then you should assign food groups to each food item that will be used in your menus. FOOD INCLUDE A nutrition link food item with a Food Include (sequence number) represents a similar food item with the same nutrient values that also has the same weights for the same measure, such as specific species or brand items. EXAMPLE Acorn, butternut, hubbard, pumpkin and winter squash have similar nutrient profiles and weights for the same measures. Several brand-specific cheese pizzas may be represented by the same nutrition link food item code for cheese pizza because of their similar nutrient profiles. Different shaped macaroni products might have the same nutrient values and weights for the same measures, but each has a different description. When similar food items are associated with the same nutrition link food item code, each item has a different food include sequence number for unique identification. FOOD ITEM TYPES Used to categorize a food item according to how it is to be used when converting components into meals on production records when using nutrient-based menu planning. If you plan to create nutrient-based menus (rather than food-based), then you should you should assign a food item type (Entree, Side or Milk) to each food item that will be used in your menus. FOOD STAMPS A stamp or coupon issued by the Government to persons with low incomes that can be redeemed for food at stores and is used to qualify students for free reimbursable meals. FOOD SUB CODE A nutrition link food item with a Food Sub Code represents a food item with comparable nutrient values but different weights for the same measure. For instance, different brands of a chocolate cupcake with icing may have the same nutrient values per 100 grams, but the weight for 1 package of different brands might vary. Hot dogs packed 10 to the pound, 8 to the pound or 5 to the pound might have the same nutrient values per 100 grams, but the weights for 1 hot dog would vary. Each product, therefore, would be assigned a unique sub code. FOSTER STUDENT A student that has been removed from their birth parents or other custodial adults by state authority which takes responsibility for the child and places them in protective care. FRONT OF THE HOUSE (FOH) Consists of Point of Service functionality. FTP Refer to File Transfer Protocol (FTP) on page 6-4. GENERIC CUSTOMER A customer account created in order to sell items to customers with no ID or that are not set up in the system (a.k.a. No ID Customer). GLOBAL ITEM An item in master inventory that is available for distribution to other levels and sites. An inventory item not marked as a global item is considered a local item and is available only at the site it was added and at any child sites attached to that site. Once an item is designated as a global item, the field becomes disabled and the designation cannot be removed. GROUPS (INVENTORY GROUPS) Used to group inventory items for which you may want to view the history of similar products. Glossary 6-5

80 HACCP Refer to Hazard Analysis and Critical Control Point (HACCP) on page 6-6. HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP) A process used to prevent foodborne illness. It was created for the food industry to assure food safety. HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP) CATEGORY Provides recommended cooking and holding standards for particular types of foods to prevent spoilage and contamination. HEAD START Provides funding to promote school readiness by enhancing the social and cognitive development of lowincome children, including children on federally recognized reservations and children of migratory farm workers, through the provision of comprehensive health, educational, nutritional, social and other services; and to involve parents in their children's learning and to help parents make progress toward their educational, literacy and employment Goals. Head Start was created in HOMELESS STUDENT As defined by the Runaway and Homeless Youth Act of 1974, an individual who is under age 18, for whom it is not possible to live in a safe environment with a relative and has no other safe living arrangement. The McKinney-Vento Act, which was part of the No Child Left Behind Act, also includes in the definition as individuals who lack a fixed, regular, and adequate nighttime residence. HOUSE ACCOUNT This account can be used by all members of the meal plan. Choose to only allow meal purchases in order to control how the account is used. INCLINE ACCOUNT An Incline Account (charge account) can be used to charge purchases based on specific criteria defined by the assigned meal plan. INVENTORY HISTORY A record of usage for inventory items to help forecast how much of an item you will need to order for a given time. INSTALLATION TYPE The license file assigned to the site identifies whether the site's installation type is management level, site, terminal, central warehouse, central kitchen or base kitchen. The software functions that can be accessed by the site are determined by the site's installation type. INSTITUTIONALIZED CHILD This term refers to a child who is the legal responsibility of a welfare agency or court and residing in a residential type institution that is not a boarding school as determined by the state. INVENTORY TYPES Used to classify your inventory items into USDA Goods, purchased Goods, supply Goods, or equipment. ITEM GROUP TYPES Assigned to item groups to define how menu items will be sorted when displayed on screen and printed receipts. The higher the sort value, the higher the item will display in the list. EXAMPLE An Item Group Type assigned a sort value of 2000 will appear before an Item Group Type assigned a sort value of 1000, which could be Hot Entree. An Item Group Type can be marked as a Modifier Group. This means items assigned to the item group are typically served with a particular menu item. The items will be indented on receipts and reports to indicate that they are modifiers for the item listed directly above. 6-6 Glossary

81 ITEM GROUPS Used to group similar type items together for use on a menu and will serve as a sub menu on the menu grid at the point-of-service. Item Groups can consist of a combination of menu items, other item groups, menus and various payment options. KEY PERFORMANCE INDICATORS (KPI) Key Performance Indicators (KPI) can be used to measure efficiency of various areas of your operation based on data captured in the program. KINSHIP GUARDIANSHIP ASSISTANCE PAYMENT PROGRAM (KINGAP) A program in California that provides a new permanency option for children in appropriate, long-term foster care placements with relative caregivers. This program began January 1, KPI Refer to Key Performance Indicators (KPI) on page 6-7. LAST IN FIRST OUT (LIFO) A method of costing inventory that assumes that costs of the most recent purchases are the first costs charged to cost of Goods sold when you actually sell the Goods. LEAD TIME The number of days it will take for an item to be delivered to you after placing the order with a particular vendor. LIFO Refer to Last In First Out (LIFO) on page 6-7 MANAGEMENT LEVELS Sites can be grouped by Management Levels to maintain a hierarchy and provide data ownership rights that Govern their ability to add data, edit data, view data and print reports. There are three basic types of Management Levels: top management, middle management and bottom management. The top management level and bottom management level are preloaded. Their names can be edited, but their positions cannot be moved in the hierarchy and they cannot be deleted. Use of middle management levels is optional. If used, multiple middle management levels can be added, edited or deleted by the user. MAXIMUM STOCK LEVEL The greatest number of cases of the inventory item that can be stored at the site at any time. MEAL ACCOUNT A Meal Account can be set up to pay for meal purchases based on specific criteria defined by the applicable meal plan. MEAL BASED SERVING MODE If a site is using the Meal Based serving mode, you need to have identified on the Management Level Inventory screen - POS tab in the Inventory module, which menu items are considered to be a Meal. There must be at least one menu item that is marked as a Meal assigned to each menu plan that will be used for breakfast or lunch. The first purchase of such a Meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any items purchased in addition to the meal will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. Glossary 6-7

82 MEAL IDENTIFIERS The Order Box displays quantity, price and account used for each selected menu item. When a meal item is selected, one of the following identifiers will display next to the item in the box instead of the quantity: IDENTIFIEF DESCRIPTION TYPE OF CUSTOMER PRICE R Reimbursable Meal (1 per serving period) (or items if using Component Based or NuMenu serving mode) Meal Item (or items if using Component Based or NuMenus serving mode) Student Generic/No ID Eligibility 1st meal price Eligibility 1st Meal Price M Student - 2nd meal Adult, employee and teacher - 1st meal Eligibility 2nd Meal Price Adult, employee and teacher - 2nd meal Eligibility 1st meal price Eligibility 2nd meal price Premium Meal (Meal Based only) Full pay student and adult - 1st meal Management Level Inventory > POS > Price Reduced price and free student - 2nd meal Management Level Inventory > POS > Price Items selected in A la Carte Mode All - No ID required No ID full pay 1st meal price NUMERIC VALUE Quantity of A la Carte menu items selected Student, adult, employee and teacher Management Level Inventory > POS > Price MEALS PER LABOR HOUR Meals per labor hour is the number of meals or meal equivalents divided by the number of paid labor hours. MEAL PLAN Meal Plans are assigned to customers to control which accounts are available for their use at the point of service. When you set up a Meal Plan, you have the ability to determine which accounts you want to associate with the Meal Plan as well as set parameters for each account and pricing information. MEAL SWAPPING Meal Swapping refers to the ability for a customer to exchange a previously used meal credit for use during the current sale. A meal swap can occur at a different location from where the original meal was purchased. Once the meal swap has been accepted at a location, the previous transaction will be voided and resold at a la carte pricing as though the meal credit was not used, making the meal credit available to be used during the current sale. A meal swap must occur during the same day as the original meal purchase and must involve the same account. A used meal credit may be swapped for another meal purchase or for use as cash equivalence across multiple meal periods. During the same meal period, a used meal credit may not be swapped to purchase a different meal, but a used meal credit may be swapped to be used as cash equivalence as many times as desired during the same meal period, or across multiple meal periods, as long as use of cash equivalence is allowed during that meal period. MENU BAR The Menu Bar consists of a series of buttons located along the top of the Process Sales screen that provide quick access to frequently used Item Groups, Menus, Payment Options or even frequently sold menu items. 6-8 Glossary

83 MENU CYCLES You can set up multiple weekly Menu Cycles consisting of daily plans. The cycles then can be easily scheduled for a specified date range to facilitate setting up your planned menus to display at the point of service. MENU GRID The Menu Grid consists of 50 placeholder buttons that allows you to design a specific menu containing various menu items, item groups, or other menus for use at the point of service. MIGRANT STUDENT A migrant student is defined in section 1309 of the Elementary and Secondary Education Act of The Office of Migrant Education (OME) admisters grant programs that provide academic and supportive services to the children of families who migrate to find work in the agricultural and fishing industries. MINIMUM STOCK LEVEL Minimum Stock Level is the least number of cases of the inventory item that should be on hand at the site at all times. MODIFIER ITEM GROUPS Modifier Item Groups contain a selection of menu items that are typically served with particular menu items, or they may contain a variety of cooking instructions, such as rare, medium or well-done. A modifier item group can be assigned to any applicable menu item. When placing orders, if a menu item is selected that has a modifier item group attached, a submenu will automatically display a list of the items assigned to the associated modifier item group, from which the applicable items can be selected. NUMENUS NuMenus is a menu planning option that allows foods in any quantity to be used to meet the nutrition Goals, unlike food-based menus, where foods from specific food groups and in specific quantities must be offered. The menus are analyzed over a school week using a weighted nutrient analysis with an average based on the projected number of servings of each menu item. If a site is using the NuMenus serving mode, you need to have identified on the Management Level Inventory screen POS tab, which menu items are one of the 3 NuMenus meal item types that make up a reimbursable meal for a student. The items that make up the meal must be categorized as entree, side or milk. If the customer purchases more than one item identified as an entree or milk, only one of those items will be included in the meal price. You may also specify if an entree and/or milk is required to be taken at the point of service for the purchase to qualify as a meal. When customers are purchasing items at the point of service they will need to select between the minimum number and maximum number of NuMenus meal item types in order to be charged the meal price. The first purchase of such a meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any additional items selected will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. EXAMPLE If you have the minimum number of meal item types allowed set as 3 and maximum number of meal item types allowed set as 4, then the customer must select at least 3, but no more than 4, of the required NuMenus meal item types from this menu plan in order to purchase those items as a meal. If the customer selects fewer than the minimum number of meal item types allowed, he/she will have to pay a la carte prices for the individual items. If the customer selects more than the maximum number of meal item types allowed, he/she will have to pay a la carte prices for the additional items. NATIONAL SCHOOL LUNCH PROGRAM (NSLP) The National School Lunch Program (NSLP) is a federally assisted meal program operating in public and nonprofit private schools and residential child care institutions. It provides nutritionally balanced, low-cost or free lunches to children each school day. The program was established under the National School Lunch Act, signed by President Harry Truman in NSLP Refer to National School Lunch Program (NSLP) on page 6-9. Glossary 6-9

84 NUTRITION LINK CODE A Nutrition Link is the code used to link a stock item to a nutrition link food item with the same nutrient values. ORDERING POINTS Using Ordering Points allows you to set up additional locations to receive orders placed for a site. For example, a mobile unit may place an order that they pick up at a remote location. PARENT/CHILD SITES Sites can be grouped administratively to facilitate distribution of responsibility and consolidation of data by creating an association between a Child Site and the Parent Site that functions as the next higher level of authority. PAYMENT OPTIONS Payment Options are for use at the point of service by the customer and consist of voucher accounts, coupons and discounts. PERPETUAL INVENTORY Perpetual Inventory represents the values that the program has recorded as the current on-hand amounts of all of your inventory items. PHYSICAL INVENTORY Physical Inventory represents the current on-hand values of your inventory items that you have counted in your storage areas. PRICING LEVEL (TIER PRICING) Pricing Levels allow for different prices to be set up for individual items so the appropriate price can be charged to a patron that is assigned to a specific meal plan. If the patron's meal plan has no assigned pricing level, they will pay the default price. Also, if their meal plan is not on a pricing level that the item is assigned to, they will pay the default price. PRINCIPAL ACCOUNT A Principal Account is used in a K-12 school environment. It is a house account designed to allow reimbursable meals to be charged to the principal and the principal will pay for the meal later. PROCESS APPROACH TO HACCP (HAZARD ANALYSIS AND CRITICAL CONTROL POINT) A method of classifying food preparation into three broad categories which includes the number of times an item Goes through the temperature danger zone. PROCESS NUMBER A number assigned to every screen. When you become more familiar with the system, you may want to go directly to a particular process number by using the Go To feature. No matter how you choose to get to a screen, the process number will always display for your reference. PROVISION 2 A program run by the USDA which is four years at a time where all students in the selected site are served a free meal regardless of eligibility. This program is designed to eliminate some of the cost of administration of a Child Nutrition Program. Refer to the USDA s website for further information at QUICK SALE FEATURE The Quick Sale feature allows you to quickly sell the item on the Auto/Quick Sale position without selecting the item. If the customer has available funds or credit, the system will process the sale for the item when you touch the End Sale button and return you to the Point of Service screen. Otherwise, a Tender screen will display for you to collect cash for the amount owed. REBATE ITEM A Rebate Item is an inventory item that has been marked to receive a rebate from the vendor Glossary

85 RECIPE A Recipe is an item that requires preparation such as chicken noodle soup. Recipes typically consist of multiple ingredients. REGISTERED INDIAN The term Registered Indian refers to the Food Distribution Program on Indian Reservations (FDPIR) which is a Federal program that provides commodity foods to low-income households, including the elderly, living on Indian reservations, and to Native American families residing in designated areas near reservations and in the state of Oklahoma. REIMBURSEMENT Money received from the USDA National School Lunch Program or a state Government for meals served to students in a school lunch program. REORDER QUANTITY Reorder Quantity is the number of cases on hand of the inventory item that will trigger the item to be automatically reordered. Reorder Quantity is also referred to as Reorder Level or Reorder Point. RETAIL COST Retail Cost is a higher price than what you paid for the item that you would charge a site in order to receive a profit. RUNAWAY STUDENT As defined by the Runaway and Homeless Youth Act of 1974, a student who leave home and remain away without parental permission. SCHOOL MILK PROGRAM The School Milk Program encourages consumption of milk by children who do not participate in other child nutrition programs. The federal sets a reimbursement rate annually for each half-pint of milk. Schools in the National School Lunch or School Breakfast Programs may also participate in the School Milk Program to provide milk to children in half-day pre-kindergarten and kindergarten programs where children do not have access to the school meal programs. SCHOOL SNACK PROGRAM This is an Afterschool Snack program which is reimbursed by the NSLP which gives students a nutritional boost and draws them into supervised activities that is safe, fun, and filled with learning opportunities. This reimbursable snack must contain two different components of the following four: a serving fluid of milk, a serving of meat or meat alternate, a serving of vegetable(s) or fruit(s), or a serving of whole grain or enriched bread or cereal. SEVERE NEED ELIGIBILITY Schools may receive severe need payments for free and reduced-price breakfasts when 40 percent or more of the lunches at the school in the second preceding year were served to students qualifying for free or reduced-price meals. These payments are in addition to the regular reimbursement. An additional two cents per lunch is available to LEAs which served 60 percent or more free or reduced-price lunches districtwide during the second preceding year. SERVING MODE How the system handles different methods of determining what makes a meal. SERVING PERIODS Used to define the different service times throughout the day, such as breakfast, lunch, snack and dinner. Used throughout the system for various setups, you can generate a variety of sales reports based on the serving period. SHELF LIFE The number of days an inventory item is allowed to be on the shelf before it spoils. SITE Refers to the satellite sites that are controlled by the same Central Site. Glossary 6-11

86 SITE GROUPS Used to classify sites for reporting purposes. SITE TYPES Used to classifying individual sites according to their business operation and used to set up inventory items, vendors and order processing modes specifically for their needs. TANF Refer to Temporary Assistance for Needy Families (TANF) on page TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) A program that was created by the Welfare Reform Law of 1996 that provides assistance and work opportunities to needy families by granting states the federal funds and wide flexibility to develop and implement their own welfare programs. TIER PRICING Refer to Pricing Level (Tier Pricing) on page TILL NUMBER Every day, the Till Number starts with Till 1 for each serving line. Each user on that serving line will have a different till number. A till number will never be recycled on a particular day for a particular line. Each user can have only one till open per line per day. If a user logs off before closing their terminal and someone else logs on, the new user has the ability to open their own till, process transactions and close it. Then the previous person can log back on and continue processing transactions. There is no limit to the number of tills that can be open at the same time. UNIT COST Unit Cost is the actual unit price that you paid for an inventory item. UNITED STATES DRUG AND AGRICULTURE (USDA) EQUIVALENT An USDA item marked as being a Good substitute for a purchased Good item. VENDOR STATUS Used to indicate any status that may apply to this vendor. EXAMPLE You may be required to order from a minority vendor, so any vendor of this status should be marked minority. VENDOR TERMS The payment terms that apply to your orders for accounting purposes (i.e., net 10 days). VOUCHERS Patrons use these at the point of service as payment before deducting anything cash from the patron's account(s). Either a preset dollar amount or any open amount that can be entered by the cashier at the point of service may be applied for payment of items purchased and taxes due. Typically vouchers accepted at the point of service would be collected and submitted for payment to the person who issued them. WAN Allows several geographical locations to be linked together over a computer network for the purpose of sharing and transferring information between site computers. WAVG Refer to Weighted-Average (WAVG) on page WEIGHTED-AVERAGE (WAVG) A method of costing ending inventory using a weighted-average unit cost. It is determined by dividing the total cost of Goods available for sale by the total of the number of units purchased plus those in beginning inventory. Units in the ending inventory are carried at this per unit cost Glossary

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88 To reorder, contact Sales Support at (800)