POS and Community Essentials...Create Solana Users Create Users for the Solana Web Login In the user...

POS and Community Essentials

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Table Of Contents
POS and Community Essentials
Getting Started Ch. 1Manage Schools .......................................................................... 5

Set up the School Calendar ...................................................... 5Copy a Calendar to Another Site .............................................. 6Configure School Settings......................................................... 6PIN Settings .............................................................................. 6Set POS Options........................................................................ 7Update a School ....................................................................... 8

Create Solana Users .................................................................... 9Create User Groups .................................................................. 9Create Users for the Solana Web Login.................................. 10Edit a User .............................................................................. 11Delete a User.......................................................................... 11Inactivate a User..................................................................... 12

Manage Menus ......................................................................... 13Create Categories ................................................................... 13Create New POS Items ........................................................... 14Create Menus ......................................................................... 16Add Items to a Menu.............................................................. 17Assign a Menu to Terminals ................................................... 18Customize a Menu.................................................................. 18Remove Items from a Menu................................................... 18

Manage Taxes ........................................................................... 18Set up Taxes ........................................................................... 18Apply Taxes to Meal Pricing ................................................... 19Assign to POS Items................................................................ 19

Set Reimbursement Rates......................................................... 19Set Up CEP................................................................................. 20

Defining a CEP School............................................................. 20Defining CEP Claiming Percentages........................................ 20

Working with Customers Ch. 2Manage Customers ................................................................... 21

Create Accounts ..................................................................... 21Apply a Prepayment to an Account........................................ 24Block Charges/Check Sales ..................................................... 25Adjust Funds and Issue Refunds............................................. 26View Customer History........................................................... 27Add Comments/Alerts............................................................ 28Add Allergens ......................................................................... 28Update a Mailing Address ...................................................... 28Upload a Photo....................................................................... 29

Create Letters............................................................................ 29Print Letters............................................................................... 30

Processing Applications Ch. 3Link Relationships...................................................................... 33Process Applications.................................................................. 35Run the Application List Report................................................. 36Reclassify Transactions for Households .................................... 36

Reporting and Claiming Ch. 4Run a Report.............................................................................. 39Key Reports ............................................................................... 40

Basic Claims Report ................................................................ 40Edit Check Report ................................................................... 42Financial Report...................................................................... 43Liability Report ....................................................................... 44Roster Report ......................................................................... 45

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Horizon Software International

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CHAPTER 1: GETTING STARTED

About the EssentialsThese are the essentials - the fundamental steps you need to manage your schools and students successfully. After your training specialist has long gone, you can refer back to this guide if you have any questions about managing your Solana community and POS.

Let’s get started!

Refer to the following topics for more information:• About the Essentials .........................................................................................Pg. 5• Manage Schools ...............................................................................................Pg. 5• Create Solana Users..........................................................................................Pg. 9• Manage Menus.................................................................................................Pg. 13• Manage Taxes ...................................................................................................Pg. 18

Manage SchoolsRefer to the following topics for more information:• Set up the School Calendar ..............................................................................Pg. 5• Copy a Calendar to Another Site ......................................................................Pg. 6• Configure School Settings.................................................................................Pg. 6• PIN Settings ......................................................................................................Pg. 6• Set POS Options................................................................................................Pg. 7• Update a School................................................................................................Pg. 8

Set up the School Calendar Use the calendar to set your district’s operational days. When setting up the calendar, keep in mind the following:

• Set up the calendar at the Central Office.• Update ALL DAYS that are the same throughout the district.• Use the Copy feature to duplicate the calendar at all Sites.• Update any Sites that vary from the District norm; for example, many high schools have different days

off in May.

Steps1. Go to Admin > Schools.2. Enter the School Starts and Schools Ends dates for the school year.

When the School Starts date is configured, the effective date of approved or temporarily approved applications that were processed prior to school start up are adjusted accordingly.

3. Select Year-Round School if the school is in session the entire year.4. To set school days, click School Day and click the days that the school is open for students.5. To set holidays, click Holiday and click the days that the school is closed for students.6. Click Save.

5Getting StartedManage Schools

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Copy a Calendar to Another Site

Steps1. Go to Admin > Schools.2. Select the date From and To dates.3. Click Select Schools.4. Select the schools and select Complete.5. Click Save.

Configure School Settings

Steps1. Go to Admin > Schools.2. Enter and select your school details.3. Click Save.

PIN Settings

Steps1. Go to Admin > Schools.2. Enter your settings.

Table 1: School Details Fields

Field Description

School ID The school ID assigned to the school.

School Description

School name.

Settings

Parent School The Central Office. if the site is a satellite site, the feeding site is the parent site.

School Type Groups like schools, typically, elementary, middle, high. the school according to its business operations and needs.

Age Group The range of ages that attend the school.

State The state chosen determines which reimbursement claim form is used.

Management Level

Options: Enterprise, Central Office, Satellite, or Site.

Schools 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.

Active Site Select to make the report active and available in reports and pages.

Getting StartedManage Schools

3. Click Save.

Set POS Options

Steps1. Go to Admin > Schools.2. Select Claim Child Schools Separately if the site is a satellite site and you want to claim the site

separately.3. Click Save.

Table 2: PIN Setting Fields

Field Description

PIN Settings

PIN Length Sets the maximum number of digits allowed for a customer’s personal identification number.

Pad PIN Allows the user to enter PINs that have leading zeros without having to enter the zeros for the number to be accepted. To use this feature, all PINs must have the number of digits specified in the PIN Length field.

Automatically Bring up Customers When PIN Length is Reached

Automatically displays the customer’s account at the POS terminal when their PIN has been fully entered, without having to press or touch Enter.

PINs are Unique Across District

Requires that each customer’s PIN must be different across the district. PINs are checked upon import.

Student PIN and Adult PIN Generator

Randomly Generate PIN Numbers

Automatically create and assign a PIN for each new customer record.

Prevent Leading Zeros

Automatically remove leading zeros from the customer’s PIN. This feature is used when getting PINs based on the customer's ID.

Use same settings for Adults

Applies the Student PIN settings to the Adult PIN settings.

Customer ID as PIN Source Section

If the checkbox to Randomly Generate PIN is not marked, the Customer ID as Pin Source section becomes active and displays whether PINs are to be created based on the specified number of characters from the Left of ID or from Right of ID of the customer’s ID.

Append to PIN Adds leading characters when PINs are created or imported that do not contain the number of characters specified in the PIN Length field.

Append Click whether the characters specified in the with field are added to the Front or End of the PIN.

With Enter the number that is placed in the customer's PIN when Append to PIN is marked.

7Getting StartedManage Schools

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Add Terminals

Steps1. Click Add Terminal.2. Enter the information for the terminal. Make sure that you enter the correct Machine Name

(computer name)3. Click Save.

Define Serving Periods Repeat the following steps for each serving period that you need to add.

Steps1. Click Add New.2. Select the serving period and click Add Selected Period.3. Enter the Begin and End time.4. Click Save.

Add Serving Schools

Steps1. Click Add New School.2. Click the School name and select the school from the dropdown list.3. Click Save.

Update a School

Steps1. Go to Admin > Schools.2. In the Quick Access pane, search for and select the school.3. Make your edits.4. Click Save. Table 3: Helpful Fields

Field Description

Parent School The school’s parent school.

School Type The school type from the drop-down list. Add Admin > Global > Site Types.

State The geographical state where the school is located. The state chosen determines which reimbursement claim form is used.

Management Level

Options: Enterprise, central Office, Satellite, or Site.

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.

Active Site Select to make the report active and available in reports and pages.

Getting StartedManage Schools

Create Solana UsersRefer to the following topics for more information:• Create User Groups ..........................................................................................Pg. 9• Create Users for the Solana Web Login ............................................................Pg. 10• Edit a User ........................................................................................................Pg. 11• Delete a User ....................................................................................................Pg. 11• Inactivate a User ...............................................................................................Pg. 12

Create User GroupsBy default, the following user groups are available: Administrators, Cashiers, CO Users, and Managers. You can assign the user to one of the default groups or a custom group. All users are assigned to a user group, which determines how the user interacts with the software. If you create a custom user group, you can select which rights to assign.

Steps1. Go to Admin > User Groups.

The User Groups page is shown in Figure 1.2. Click New User Group.

If the Quick View pane is not displayed, click the Quick View tab.

3. Enter a descriptive Group Name.4. For each Group Rights area, select the Group Access Rights you want to give that group.5. Click Save.

Figure 1: User Groups page

Table 4: User Groups Fields

Field Description

Group Name Displays the user group name.

Group Rights Defines the area that the group can access.

9Getting StartedCreate Solana Users

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Create Users for the Solana Web LoginIn the user account, you will enter an email to establish the user’s Solana login and set the POS and Solana account options. Additionally, you will assign the user’s POS PIN (if applicable). A PIN is used to log into a terminal, and a password is used to log into the web interface.

Steps1. Go to Admin > Users. 2. Click New User. 3. Click Select a User Group from the dropdown.4. Click Select Sites.

The Sites Selector screen (Figure 2) is displayed.5. Click the Site Types dropdown to filter the available schools.

To remove the filter and select another school type, click Clear.

6. Select the schools that you want to apply the change to.7. Click Complete.

Figure 2: Sites Selector screen

The Users page (Figure 3) is displayed.8. Enter the required fields (*).

For cashier’s enter a four-digit PIN. A PIN is only used for POS access. Although Email is not a required for POS terminal access, you must enter an email address. The

user will receive an email at the address that you provide. The email will contain login instruc-tions and steps for creating a password.

Group Access Rights

Read Permits members of the group to open the selected screen and view data/records.

Edit Permits members of the group the rights of the previous level and the ability to edit data.

Create Permits members of the group the rights of the previous two levels and the ability to add new data/records.

Delete Permits members of the group the rights of the previous three levels and the ability to delete data.

Table 4: User Groups Fields

Field Description

Getting StartedCreate Solana Users

9. Click Save.

Figure 3: Users page

Edit a User

Steps1. Go to Admin > Users.2. Double-click the user.3. Make your updates.4. Click Save.

Delete a User You can only delete a user if the user is not tied to any transactions. If the user does have

transactions, you need to inactivate the user.

Steps1. Go to Admin > Users.2. Click Delete for the user that you want to remove.3. Click OK to confirm that you want to delete the user.

11Getting StartedCreate Solana Users

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Inactivate a User

Steps1. Go to Admin > Users.2. Double-click the user.3. Uncheck the Active checkbox.4. Click Save.Table 5: Users Page Fields

Field Description

User Name

Email The user’s email address. The email address will be the User Login.

First Name The user’s middle name.

Middle Name

The user’s middle name.

Last Name The user’s last name.

POS Settings

PIN Enter the PIN used to log on to POS.

A PIN is required to access POS. The PIN must consist of numeric characters only.

Blind Balancing

Check to NOT allow user to view the balancing information when closing a till at the POS machine.

Over (+), short (-) or balanced

Blind Balancing on Till Report

Check to NOT allow user to view the balancing information when printing the Till Report.

Recommend to NOT check this option for managers, they will need to be able to see if other users are over/short when performing Day End

System Options

Active Uncheck to inactivate the user if no longer with the district.

Days Active Enter the number of days that you want the user to be active in the system. Once the specified number of days has passed, the user is inactivated and is not able to log on until his or her account is reactivated by the administrative user. The default value is zero, which means the user is active permanently. Districts can use this feature for substitute or temporary workers.

Locked After three unsuccessful login attempts, the user’s account will become locked. To unlock the account, clear this checkbox.

Allow Login Uncheck to prevent the user from logging into the software.

Getting StartedCreate Solana Users

Manage Menus Refer to the following topics for more information:• Create Categories .............................................................................................Pg. 13• Create New POS Items......................................................................................Pg. 14• Create Menus ...................................................................................................Pg. 16• Add Items to a Menu........................................................................................Pg. 17• Assign a Menu to Terminals..............................................................................Pg. 18• Customize a Menu............................................................................................Pg. 18• Remove Items from a Menu.............................................................................Pg. 18

Create CategoriesCategories determine how your POS items are grouped in the menus. When you create new POS items, the item is assigned to a category. On your menus, each category is represented by a column. To help cashiers quickly identify which column to select when entering items, a color is assigned to each category.

The POS Menu is shown in Figure 4.

Figure 4: POS Menu

About Auto SaleWhen you create a category, you can enable the Auto Sale option. Auto Sale is a sales mode that allows cashiers to automatically sell meals to students without entering in menu items. When the cashier enters the student’s PIN, the first item that is assigned to the category is automatically sold to the student.

The Auto Sale option must be enabled in order to use this feature. Go to Admin > Schools > POS.

13Getting StartedManage Menus

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Create a category

Steps1. Go to POS > Items.2. Select Create New Category from the orange Action box.

The Create New Category screen (Figure 5) is displayed.3. Enter the information.4. Click Save and Close.

Figure 5: Create New Category screen

Create New POS Items

Steps1. Go to POS > Items.2. Select Create New POS Item. The Create New POS window is displayed.3. Enter the number of items that you would like to add. You can add up to 10 records. 4. Click Add Items.5. Enter the information for the item(s).6. Click Save Items. Save frequently while you are adding new POS items.

Table 6: Create New Category Fields

Field Description

Category Name Enter a category name for inventory item.

Button Color Select the color you want to use for items assigned to this category. This is how it will display on the menu in POS.

Auto Sale Select this option to enable Auto Sale for this item.

Getting StartedManage Menus

Refresh (F5) the page before adding more items.

Figure 6: POS Items page

EDIT POS ITEMS

Steps1. Go to POS > Items.2. Click the field that you want to modify.3. Enter your change.4. Click Save Items.

DELETE POS ITEMS You can only delete an item if it is not assigned to a menu.

Steps1. Go to POS > Items.2. Click the Delete for the item that you want to remove.3. Click OK to confirm that you want to delete the item.Table 7: POS Items Fields

Field Description

Item Number A stock number is automatically assigned to the item. Optionally, you can enter an item number.

Item Description

Enter a description of the item. This description is displayed on menus.

Category Assign the item to a category.

Meal Indicate if the item is considered as a meal at the point of service.

Unit Price Enter the cost of the item.

Adult Price Displays the default price that will be charged to adults for the item at the point of service.

Student Price Displays the default price that will be charged to students for the item at the point of service.


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Create MenusYou can create a menu using one of the following methods:

• Select Items to Create a Menu• Create a Menu and Add Items

SELECT ITEMS TO CREATE A MENU

Steps1. Go to POS > Items.

The POS Items page (Figure 7) is displayed.2. Select the checkbox for the items that you want to include in the menu.3. Select Create Menu.4. Enter the Menu Name.5. Select a Serving Period to assign to the menu.6. Add Items to a Menu.7. Assign a Menu to Terminals.8. Customize a Menu.9. Click Save.

Figure 7: POS Items page

Taxable Indicate if a tax applies to the item. By default, this option is automatically selected when you add a new POS item.

Active Indicates if the item can be assigned to a menu.

Premium Select this option to override the Reimbursable Meal Pricing and use the Adult Price and Student Price that is set for the item.

Always Allow Charging

Select this option to allow customers to charge the item to be to the meal account. This is primarily used for milk.

Table 7: POS Items Fields

Field Description

Getting StartedManage Menus

CREATE A MENU AND ADD ITEMS

Steps1. Go to POS > Menus. 2. Click Create Menu.

The POS Menus page is shown in Figure 8.3. Enter the Menu Name.4. Select a Serving Period to assign to the menu.5. Add Items to a Menu.6. Assign a Menu to Terminals.7. Customize a Menu.8. Click Save.

Figure 8: POS Menus page

Add Items to a Menu

Steps1. Double click an item to add it to the menu. 2. To filter the items based on a category, click the Items dropdown.3. Click the + on the last tab.4. Optionally, you can create a separate tab for each serving period or to support additional categories.

To add a tab, click the + sign on the last tab.5. To reorder items in a group, drag and drop a menu item to where you want it placed.6. Click Save.


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Assign a Menu to Terminals

Steps1. Click the Terminal Assignment tab.2. Select the Site Type. 3. Select the terminals that you want to assign the menus to.4. To assign the item to terminals for specific schools, expand the terminal, and select the schools.5. Click Save.

Customize a Menu

Steps1. Double click the menu tab text to rename the menu. The text that you enter is displayed on the menu

in POS.

2. Click the Waterdrop ( )to toggle on/off the button colors.

3. Click the Resizer ( ) to resize the buttons. Select S (Small), M (Medium), or L (Large).4. To reorder items in a group, drag and drop a menu item to where you want it placed.5. To reorder the categories, drag and drop a category to where you want it placed.6. Click Save.

Remove Items from a Menu

Steps1. Double click the item on the menu tab.2. Click Save.

Manage TaxesUse the Taxes menu option to enter tax rates by tax type in order to calculate the total tax to be used for items sold at a school. Once the tax rates are set up they can be assigned, as applicable, to accounts. Typically, taxes are only applied to adult sales.

Refer to the following topics for more information:• Set up Taxes ......................................................................................................Pg. 18• Apply Taxes to Meal Pricing ..............................................................................Pg. 19• Assign to POS Items..........................................................................................Pg. 19

Set up Taxes

Steps1. Go to Admin > Definitions/Setup > Community > Tax Rates.

Getting StartedManage Taxes

2. Enter the Name, Type (Percentage), and Rate (accepts up to 3 decimals).3. Click Save.

Apply Taxes to Meal Pricing The Tax Rate field is only available for Adult, Teacher, and Employee

pricing plans.

Steps1. Go to Admin > Definitions/Setup > Community > Reimbursable Meal Pricing.2. Select a Tax Rate.3. Click Edit on the pricing plan.4. Select the Tax Rate.5. Click Save.

Assign to POS ItemsSteps

1. Go to Inventory > Inventory Management > POS Items.2. Select taxable for the applicable POS items. 3. Click the item that you want to modify.

Taxes are applied to items that are flagged as Taxable.

4. Click Save.

Set Reimbursement RatesUpdate Reimbursement Rates during the summer after Rollover is performed but before the next school year starts. This information will update data on the Basic Claims Report, Edit Check Report, and Meal and Revenue Report.

Steps1. Go to Admin > Definitions/Setup > Community > Reimbursement Rates.2. Enter the Attendance Factor.3. Update the School Lunch Program Rates Section:

Enter the Federal and State Reimbursement Rates that applies to a Full Pay price lunch. Enter the Federal and State Reimbursement Rates that applies to a Reduced price lunch. Enter the Federal and State Reimbursement Rates that applies to a Free lunch.

4. Update the School Breakfast Program Rates Section: Enter the Federal and State Reimbursement Rates that applies to a Full Pay price lunch. Enter the Federal and State Reimbursement Rates that applies to a Reduced price lunch. Enter the Federal and State Reimbursement Rates that applies to a Free lunch.

5. Update the School Severe Need Program Rates Section: Enter the Federal and State Reimbursement Rates that applies to a Full Pay severe needs meal. Enter the Federal and State Reimbursement Rates that applies to a Reduced severe needs meal.

19Getting StartedSet Reimbursement Rates

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Enter the Federal and State Reimbursement Rates that applies to a Free severe needs meal.6. Update the School Snack Program Rates Section:

Enter the Federal and State Reimbursement Rates that applies to Full Pay snacks. Enter the Federal and State Reimbursement Rates that applies to Reduced price snacks. Enter the Federal and State Reimbursement Rates that applies to Free snacks. Enter the Federal and State Reimbursement Rates that applies to Area Eligible snacks.

7. Update the Supper Program Rates Section Enter the Federal and State Reimbursement Rates that applies to Full Pay supper. Enter the Federal and State Reimbursement Rates that applies to Reduced price supper. Enter the Federal and State Reimbursement Rates that applies to Free supper.

8. Update the School Milk Program Rates Section: Enter the school milk program Reimbursement Rate that applies to a Full Pay milk. Enter the school milk program Reimbursement Rate that applies to a Free milk. Enter the average cost for a Half-Pint milk.

9. Click Save.

Set Up CEPAll students enrolled at a CEP site will receive free meals. CEP students receive one free meal during each serving period, and then second meal pricing and a la carte pricing apply. CEP students fed at non-CEP sites still receive free meals.

Students transferring from a non-CEP site to a CEP site will immediately receive free meals. Students transferring from a CEP site to a non-CEP site will be given an eligibility of Temporary Free - Grace when the transfer results in a reduction of benefits.

Defining a CEP School

Steps1. Go to Admin > Schools.2. Click the School Details tab.3. Select CEP School.4. Click Save.

Defining CEP Claiming Percentages

Steps1. Go to Admin > Definitions/Setup > Community > CEP Claiming Percentages.2. Enter Free and Full Pay rates.3. Click Save.

Getting StartedSet Up CEP

CHAPTER 2: WORKING WITH CUSTOMERS

Topics:Refer to the following topics for more information:• Manage Customers...........................................................................................Pg. 21• Create Letters ...................................................................................................Pg. 29• Print Letters ......................................................................................................Pg. 30

Manage CustomersRefer to the following topics for more information:• Create Accounts................................................................................................Pg. 21• Apply a Prepayment to an Account ..................................................................Pg. 24• Block Charges/Check Sales ...............................................................................Pg. 25• Adjust Funds and Issue Refunds .......................................................................Pg. 26• View Customer History.....................................................................................Pg. 27• Add Comments/Alerts ......................................................................................Pg. 28• Add Allergens ...................................................................................................Pg. 28• Update a Mailing Address.................................................................................Pg. 28• Upload a Photo .................................................................................................Pg. 29

Create AccountsYou can create accounts using one of the following methods:

• Manually Add an Account ................................................................................Pg. 21• Import Accounts ...............................................................................................Pg. 22

Best Practices• Typically, you will NOT manually add students. It is always best to import students rather than

manually add to avoid inadvertent duplication. If a student is eligible for a reimbursable meal and is not yet in the software, use the NO ID reimbursable meal feature on the POS Sales screen to enter a sale for the student.

• Teacher and Adult records are often manually entered. To prevent duplicates, only add adults at the Central Office. Make sure that you select the appropriate Eligibility when creating the record.

MANUALLY ADD AN ACCOUNT

Use the following steps to manually create student and adult accounts.

Steps1. Go to Community > Adults and Teachers.

The Adult and Teacher’s page (Figure 9) is displayed.2. Click the Action button and select New Teacher.

21Working with CustomersManage Customers

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3. Enter the required fields (*). 4. Click Save.

Figure 9: Adult and Teacher’s page

IMPORT ACCOUNTS Verify that the import file matches the originally configured template BEFORE you complete

these steps.

Integration maps are typically created with the assistance of Horizon Engineers.

Steps1. Log into HorizonSolana.com. Select Central Office as the school.2. Go to Admin > Integration.

The Integration page (Figure 10) is displayed.3. In the Quick Access pane, select the job from the left hand menu. 4. Click the Save multiaction button, and select Launch Job.5. Locate the file for import and click open.

Working with CustomersManage Customers

6. Click OK to finish.

Figure 10: Integration page

7. Click the History tab. The History tab (Figure 11) is displayed.


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8. Verify that the import was run successfully.

Figure 11: History tab

Apply a Prepayment to an Account

Steps1. Go to Community > Student Records or Adults and Teachers. 2. Search for and double-click the customer.3. In the Quick View panel, under Account Balance, click Adjust Funds.

The Payments window (Figure 12) is displayed.4. Select a payment denomination or enter the Amount. 5. If a check was the form of payment, click check and enter a check number in the Check # field.


6. Select Save. The transactions that you perform in the web application will not affect

your site’s tills.

Figure 12: Payments window

Block Charges/Check Sales

Steps1. Go to Community > Student Records or Adults and Teachers. 2. Search for and double-click the customer.3. Click the Settings tab.4. To block charges or set a charge limit, select Charging and enter an amount.5. To block checks, select Block Check Sales.6. Click Save.


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Adjust Funds and Issue RefundsOpen a till before making any adjustments.

Steps1. Go to Community > Student Records or Adults and Teachers. 2. Search for and double-click the customer.3. In the Quick View panel, under Account Balance, select Adjust Funds.

The Payments window (Figure 13) is displayed.4. Select Make Adjustment.5. Enter the Adjustment Amount. When subtracting from the account, enter the minus sign first amount

(ex. -5.00).6. Select the Adjustment Reason. For refunds select, Refund.7. Enter your Comments.8. Click Save.9. Verify the account balance is correct. If not, void the transaction repeat the above steps.



View Customer History

Steps1. Go to Community > Student Records or Adults and Teachers. 2. Search for and double-click the customer.3. In the Quick View panel, under Account Balance, click Adjust Funds.

The Payments window (Figure 14) is displayed.4. Click View Transaction History to see the Transaction History report.


The Transaction History report (Figure 15) is displayed.

Figure 15: Transaction History report


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Add Comments/Alerts

Steps1. Go to Community > Student Records or Adults and Teachers. 2. Search for and double-click the customer.3. Click the Settings tab.4. Under Alerts, select Add new record.5. Enter the following:

Alert—Enter the description. Types-Select the alert type. Expiration—Enter how long the alert is in effect.

6. Use the Action combo box to select Save.

Add AllergensAdd allergens to a student’s record to make cashier’s aware of a student’s allergies.

Steps1. Go to Community > Student Records or Adults and Teachers. 2. Search for and double-click the customer.3. Click the Settings tab.4. Click Allergens.5. Select all of the student’s known allergens.6. Use the Action combo box to select Save.

Update a Mailing Address

Steps1. Go to Community > Student Records.2. Search for and double-click the student.3. Update the Primary Address information.4. Click Save.


Upload a PhotoPhotos provide an added layer of security to the POS system. Photos can help cashiers to quickly identify students and teachers to ensure the right person is being served.

Uploading a large number (50+) of images at once may slow down your PC and lock up your Solana interface for the entire length of the upload. Initiate a large upload at the end of the day so it runs overnight.

Upload a Single Photo

Steps1. Go to Community and select Student Records or Adults and Teachers. 2. Use the filters to locate the person’s record.3. Double-click the record.

If the Quick View pane is not displayed, click the Quick View tab.

4. On the Quick View pane, click Upload.5. Select the file and click Open.6. Click Save.

Upload Multiple Photos If the file name matches the student ID, the photo will be automatically attached to the

student’s record. Otherwise, the upload will be discarded.

Steps1. Go to Admin > Definitions and Setup > Community > Import Customer Photos.2. Click Import Photos.3. Press Ctrl and click each photo that you want to import. To select all photos, press Ctrl+A.4. Click Open.

Create LettersWhen creating letters you can create them from scratch, copy/paste the content, or import your letters from Microsoft Word. When you import a letter, the letter will retain it formatting,

Steps1. Go to Community > Letters.2. Click Create Letter.

The Select Letter Type screen (Figure 16) is displayed.3. Select your letter type:

POS—Select to communicate account balances and other POS related information.

29Working with CustomersCreate Letters

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Application—Select to communicate eligibility information.

Figure 16: Select Letter Type screen

4. Enter a Name and Description for the letter.5. Select the Language that should be applied to the letter.6. Type the letter content into the text field. If the content is in another source, you can copy (Ctrl C) and

paste (Ctrl P) that text in to this field.7. To insert a merge code, place the cursor where you want the field and select the field from the Insert

Merge Code list.8. Format the letter using the Letter toolbar. 9. Click Save.

Figure 17: Sample Letter

Print Letters Before you can print letters, you must first Create Letters.

Steps1. Go to Community > Applications.2. Select the applicants.3. Select Print Letters.4. Select the letter that you want to generate.

Working with CustomersPrint Letters

5. Click Process Letters. Letters are generated as PDFs and automatically downloaded to your Downloads folder.

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Working with CustomersPrint Letters

CHAPTER 3: PROCESSING APPLICATIONS

Topics:Refer to the following topics for more information:• Link Relationships .............................................................................................Pg. 33• Process Applications.........................................................................................Pg. 35• Run the Application List Report........................................................................Pg. 36• Reclassify Transactions for Households............................................................Pg. 36

Link RelationshipsUse the Relationships tab to link students who are members of the same household. Once the students are linked, the students are added to the same application when processing Free and Reduced eligibility.

Add a Relationship

Steps1. Go to Community > Student Records.

The Student Records screen (Figure 18) is displayed.2. Use the filters to locate the student.3. Double click the student’s record.

Figure 18: Student Records screen

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4. Click the Relationship tab.The Relationship tab (Figure 19) is displayed.

5. Click Find Students.

Figure 19: Relationship tab

The Relationship Builder screen (Figure 20) is displayed. Possible matches are presented based on a shared Guardian, Address, or Last Name.

6. Click each criteria to confirm the relationship and select the student(s).7. Click Save.

Figure 20: Relationship Builder screen

Processing ApplicationsLink Relationships

Process Applications 1. Search for Applicants

Steps1. Go to Community > Student Records.2. Search for the student.3. In the Quick View pane, click the Eligibility status.4. The Application screen is displayed.

2. Add Household Members

Steps1. Verify that the household members are complete and correct. 2. To add the signer, click Add Another Non-Student.3. Enter the following:

First Name Last Name

4. Before you can proceed, you must select a Signer, and enter the signer’s SSN (Last 4).5. Click Next.

3. Enter Benefits If a students’ Case is SNAP or TANF, the Application - Benefits screen is displayed.

Steps1. Enter the student’s Name and Case Number.2. Click Next.

4. Enter IncomeOn the Application - Income screen, all students are consolidated into a single-entry line, Total Student Income. There is a separate line for each Non-Student member.

Steps1. In the Total Student Income and non-student lines, enter the Income and select the Frequency. 2. Click Save.3. Click Next.

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5. Review the ApplicationOn the Preview screen, you can review the student’s information and preview the eligibility status before you process the application.

Steps1. Verify that the information was entered correctly.2. Click Save and Preview.

6. Process the ApplicationAfter you verify that the student’s information is correct, click Process Application.

Run the Application List ReportThe Application List report displays the eligibility status for each processed application.

Steps1. Go to Reports.2. Under Category, select Community > Application List.3. Select the Report criteria.4. Click Run.

Reclassify Transactions for HouseholdsReclassify Household allows you to reprocess transactions for students who are eligible for free or reduced benefits. Transactions that occurred for the student between the Submission Date and the Processed Date will be reprocessed with the student's new eligibility.

Steps1. Go to Community > Applications.2. Select Reclassify Households from the combo box.

Processing ApplicationsRun the Application List Report

The Reclassify Households option is shown in Figure 21.

Figure 21: Reclassify Households option

3. When prompted, click OK to confirm that you want to reprocess transactions for DC students and applications that have a submission date.

Verify Reclassified Transactions

Steps1. Go to Community > Student Records. 2. Select a student that experienced a change in benefits.

3. In the Quick View pane, click Adjust Funds ( ). The payments screen is displayed.

4. Click View Transaction History ( ). 5. Verify that transactions were reprocessed.

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Processing ApplicationsReclassify Transactions for Households

CHAPTER 4: REPORTING AND CLAIMING

Topics:Refer to the following topics for more information:

• Run a Report.....................................................................................................Pg. 39• Key Reports.......................................................................................................Pg. 40

Run a ReportSteps

1. Go to Reports.2. Under the category, select the report.3. Select the Report criteria.4. If the report is available in several formats, click the Run dropdown list and select the format that you

want to create. If you want to run the default report or no other format is available, select Run.

Figure 22: Sample Report

3.

4.2.

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Reporting and Claiming
Key ReportsThe following reports are most commonly used for financial and claiming reporting:

• Basic Claims Report• Edit Check Report• Financial Report• Liability Report• Roster Report

Basic Claims ReportThe Basic Claims Report displays the information needed to file reimbursement claims for the selected schools and dates.

Available Formats• Show Severe Needs Combined• Show Severe Needs Separate

Criteria

Field DEFINITION

Schools Select All or select a specific school.

From Select the starting date for the report.

To Select the ending date for the report.

Key Reports

Sample

Figure 23: Basic Claims Report

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Edit Check ReportThe Edit Check Report displays a list of eligible applications, meal counts and participation percentage for the selected schools, dates, attendance factor, meal periods, compliance check method and data type.

Available Formats• Over Claiming• Missing Data

Criteria

Sample

Figure 24: Edit Check Report

Field DEFINITION




Attendance Factor Select the Universal or Site specified attendance factor.

Rounding Type Select to round down, round up, and round using the standard method.

Serving Period Choose all or specific meal periods.

Compliance Choose to display the report based on count or feeding factor. If you base it on count, then the participation factor is calculated as 100% of the eligibility enrollment. If you base it on the feeding factor, then the participation is calculated as 100% of the eligibility attendance.

Reporting and ClaimingKey Reports

Financial ReportThe Financial Report displays sales and meal counts for the specified day. The report also provides totals for Reimbursable Meals, Non-Reimbursable Meals, and Revenue. Note: This report does not include liability information.

Criteria

Sample

Figure 25: Financial Report

Field DEFINITION



Method Choose one of the following:

• Summary by Site• Detailed by Site




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Liability ReportThe Liability Report displays the liability for students, schools, and the total of both.

Criteria

Samples

Figure 26: Liability Report

Field DEFINITION



Method Choose to display the report based in Summary or Detailed.

Sort Schools By Select one of the following options:

• School• ID





Roster ReportThe Roster Report displays a roster with standard information for each student.

Available Formats• Breakout Eligibilities• Total Eligibility Classes• Total Enrollment• First Day of October• Last Day of October • Non-Students• Student and Non-Students

Criteria

Field DEFINITION


Eligibility Select All or individual eligibilities.

Date Select which date you want to report.

Print Order Select Ascending (A-Z) or Descending (Z-A).

Account Balance Select one of the following:

• Positive• Negative• Below Low Balance• At Charge Limit

Status Select to include All, Active, or Inactive applications.

Sort Schools By Select one of the following options:

• First Name• Last Name• School• ID• Balance • Eligibility• Homeroom

Grade Select All or individual student grades.

Classroom Select All or a specific homeroom.

Eligibility Category Select the eligibility category you want to view:

• All• Filter By Free• Filter By Reduced• Filter By Full Pay• Filter By Adult• Filter By Teacher• Filter By Employee


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Samples

Figure 27: Roster Report - Total Enrollment

Figure 28: Roster Report - Breakout Eligibilities

Figure 29: Roster Report - Total Eligibility Classes

Page Break By Homeroom Select to start each information for each homeroom at the top of the page.

Field DEFINITION


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