OneSource Central Office Procedures

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Edwina Wilkinson
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1 OneSource Central Office Procedures Validation Procedures Perform the following tasks to reduce the risk of being out of compliance. Daily Tasks Review the daily reports sent by the site. Verify that the Enrollment Summary report (800134) data is in compliance. Verify that the Edit Check report (800099) data is in compliance. Verify that the Customer Import Results report data is in compliance. Weekly Tasks Verify that data on the Serving Days Audit report (800116) is in compliance. Verify the site/accountability data on the Meal and Revenue report (800177) and the Bank Deposit report (800070). Verify the Voids report data (800098). Verify the Adjustments report data (800102). Verify the Refund report data (800104). Verify the data in the MealpayPlus Collections report (800128) and MealpayPlus Online Participation report (800129). Monthly Task Verify that the data in the Basic Claims report (800115) or State Claim Form (800168) is Daily Steps a. Review the copy of bank deposit slip. b. Review the Bank Deposits report (800070). c. Review the Meal Counts report (800093). d. Review the Edit Check report (800099). Review any days out of compliance. Check the information in this report against an attendance report provided by the school. Review any days out of compliance. Look for a file not found or errors. Weekly Steps a. Review any missing days and variance amounts. b. Review missing serving days. a. Site cash matches the accountability cash. b. Site a la carte is within acceptable range. c. Site counts match the accountability counts. d. The bank deposit slip matches the amount deposited in the account. Review voids for accuracy. Review adjustments for accuracy. Review refunds for accuracy. Horizon recommends that at least once a week, you review these reports against the reports from the MealpayPlus website to check the data accuracy. Monthly Step Check against the Totals on Participation Report (800069) to confirm the number of students who ate at a particular site. QUICK REFERENCE

2 Verifying Communications from the Manager Machine to the Server It is important that the manager s machine properly communicates with the server. When communications need repairing, perform the following troubleshooting tasks. If the following tasks do not repair your communications, contact Horizon Customer Service at Tasks Perform Manual Send Down Verify the Site network connection Locate OneSource Log Files Steps To force an immediate update, perform the following steps from the server. a. Log into the server (must have rights). b. Go to System Management > Communications > Manual Communications (100603). c. Mark the Send Down option for the Publications that you want to communicate to your subscribers. d. Click Communicate. (This may take a few minutes). On the Manager s machine, perform the following steps. a. Secure the network cable. b. If either the *Network Disconnected or *Searching for Network icons display, then contact your school s network specialist to see if there is a problem with the WAN. To review log files before contacting technical support, perform the following steps. c. Go to the OneSource folder on your computer. d. Click the current OneSource version folder. e. Click the Logging folder. f. Review the logging information. OSC: Communications Log OSC Utilities: Scheduled Tasks Explorer: OneSource Interface Errors AppStart: OneSource Startup Errors Import Errors: Importer Explorer: Error Message/All * Network Disconnected icon = * Searching for Network icon =

3 Frequently Performed Tasks The following procedures help you to manage user information. Add a User 1. Click Quick Create> User (100100) on the toolbar. 2. Click New. 3. Enter the information for the new user. 4. Click the User Sites tab. 5. Use the Mover Control to choose the sites to which the user belongs. 6. Click the User Groups tab. 7. Use the Mover Control to choose the group to which the user belongs. 8. Click Save. Update User Password 1. Go to System Management > Users Management (100100). 2. Click User Maintenance. 3. Double-click a user. 4. Edit the password information. 5. Click Save. Adjust an Account 1. Go to Front of the House > Point of Service > 2. Search for and double-click the customer. 3. Click Account Functions. 4. Click the Adjustment tab. 5. Select the Account Name you are adjusting. 6. Enter the Adjustment Amount. IMPORTANT: When subtracting from the account, enter the amount and then the minus sign, (ex. $5.00-). 7. Select an Adjustment Reason. 8. Enter Comments. 9. Click Save Adjustment. A confirmation message displays. 10.Click OK. Verify the account balance is 11.If correct, click Close. If not, repeat the above steps. Update User Rights 1. Go to System Management > Users Management (100100) > User Groups. 2. Expand and mark the applicable access rights options in the Group Access Rights section. 3. Click Save. Apply a Prepayment to an Account 1. Go to Front of the House > Point of Service > 3. Click Account Functions. 4. Select the Account Name. 5. Click the Payment tab. 6. Enter the Payment Amount. 7. Enter a Check # (if applicable). 8. Click Save Payment. A confirmation message displays. 9. Click OK. Verify the account balance is 10.If correct, click Close. If not, repeat the above steps. Issue a Refund 1. Go to Front of the House > Point of Service > 3. Click Account Functions. 4. Click the Refund tab. 5. Select the Account Name to which you are issuing the refund. 6. Enter the Refund Amount. Do NOT enter the amount as a negative amount. 7. Click Save Refund. A confirmation message displays. 8. Click OK.Verify the account balance is 9. If correct, click Close. If not, repeat the above steps.

4 Menu Planning The following tasks help you setup central-based scheduled menu plans for your sites. Select Site Type Menu Planner (400006). b. Click Select Site Type. c. Click the Central Office site type. d. Click Choose Site Type. Add Inventory Items To determine the stock range to add the item to, perform the following steps. Menu Planner > Management Level Inventory (400510). b. Select True from the POS Item drop-down list. c. Click Search. d. Determine the appropriate stock range to add the POS item to. To create the new item, perform the following steps. a. Click New. b. Enter the Stock Number. c. Enter the Stock Description. d. Enter the button name in the Name On Palette field. e. Enter the amount to charge one student at the point of service in the Price field (ala carte items only). f. (Optional) If the item is a meal, click the Is Meal Item checkbox. g. Click Save. h. Select all site types, and click OK. Add Menu Plan Menu Planner. b. Click Select Site Type. c. Click the appropriate site type. d. Click Choose Site Type. e. Click Menu Plans (400601). f. Click New. g. Enter the Description (for example, Lunch Menu). h. Drag and drop each menu item to the grid on the right. To resize a menu item, right-click the item. i. Complete steps f through h for each menu plan needed (for example, Breakfast). j. Click Save. Add Daily Plan Menu Planner. b. Click Select Site Type. c. Click the appropriate site type. d. Click Choose Site Type. e. click Daily Plans (400602). f. Click New. g. Enter the daily plan name in the Description field (for example, Daily Lunch). h. Click Add Item. A terminal/line is added. i. For each serving period, choose a Menu Plan from the drop-down list. j. Click Save. k. Repeat steps h through j for each applicable line number.

5 Customer Setup Tasks The following are frequently used setup tasks. Set up Alerts 1. Go to Front of the House > File Setup > Customer Setup > Alert Type Setup (400952). 2. Click New. 3. Enter the Description, display color. You can opt to purge the alert during rollover, which allows you to enter an expiration date on the Alert tab on the Customers screen. Add Comments/Alerts Add customer information ranging from their allergies to their birthday. 1. Go to Front of the House > Point of Service > 2. Search for and double-click the customer. 3. Click the Alerts tab. 4. Enter a Comment. 5. For Alert 1-3, enter up to three alerts, and assign a Type. 6. Click Save. Block Charges/Check Sales Occasionally, a parent will request that you restrict their child from making charges or writing checks to pay for their meal. Use this feature to ensure you meet their requirement. 1. Go to Front of the House > Point of Service > 2. Search for and double-click the customer. 3. Mark Block Charges. 4. Mark Block Check Sales. 5. Click Save. View Customer History 3. Click View History. The Customer History Report displays. Create Adult Account 2. Click New. 3. Click Get PIN to assign a PIN. 4. Enter the customer s information in the First Name, Middle Name, Last Name and Phone # fields. 5. Choose Adult/Teacher in the Grade drop-down list. 6. Choose Adult/Teacher in the Eligibility drop-down list. 7. Choose Non-Standard (Adult) in the Meal Plan drop-down list (if applicable). 8. Choose the Site the customer belongs to. 9. Click Save. Inactivate Customer The following task is only used if this information is not updated by the SIS. 3. Click Inactivate Customer. 4. Click Save. Update Mailing Address 3. Click the Mailing Address tab. 4. Enter the customer s mailing address. 5. Mark the option Use Mailing Address. 6. Click Save.

6 Horizon Assistance Information Use the following information to access Horizon assistance. Customer Service Homepage Horizon Software has a Customer Service Homepage for entering technical support issues and downloading updates to the latest versions of software. Perform the following steps to access the Customer Service Homepage. 1. Open Internet Explorer. 2. Enter in the address field. 3. Click Customer Login. 4. Enter your Address and Password, and click Continue. Contact your Horizon Software Client Relations Manager, if necessary, for this information. 5. Click Customer Service Home. 6. Click one of the following options: Support to enter a technical support issue. Training Materials to download training materials. Upgrades to access current releases, rollover instructions, PIN pad drivers, yearly USDA reimbursement rates, and much more. 7. Close Internet Explorer when complete. Contact Information Address Technical Support Horizon Software International, LLC 2915 Premier Parkway, Suite 300 Duluth, GA Phone (770) (800) toll free techsupport@horizonsoftware.com Fax (770) Website Username and Password Username: Password: Client Relations Manager Name: FTP Username and Password Username: Password: To reorder contact Sales Support I I Horizon Software International, LLC All Rights Reserved Rev 5

Front of the House Essentials

Front of the House Essentials 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