HeadMaster: Lunch Management. Thursday 3 05/28/15 Rm: Victory Park 1 1:40pm 2:50pm

Transcription

1 HeadMaster: Lunch Management Thursday 3 05/28/15 Rm: Victory Park 1 1:40pm 2:50pm 1

2 Copyright Copyright 2015 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and , without the express permission of ACS Technologies Group, Inc. is strictly prohibited. Version 11.5 Last Updated 4/1/2015 2:20 PM

3 Contents Contents Introduction to This Guide... 4 Unit 1: HeadMaster Lunch Initial Set Up... 5 Unit 2: Setting Up Menu Items Unit 3: HeadMaster Lunch Calendar Unit 4: Assign Lunch Plans Unit 5: Managing Lunch Money Unit 6: Online Lunch Ordering Unit 7: Preorders Unit 8: Lunch Line Unit 9: Sale Details Unit 10: HeadMaster Lunch Reports

4 Introduction to This Guide Learn how HeadMaster Lunch can help you take your lunch program to the next level. Publish online menus Allow parents to submit online orders Preview lunch orders and make changes quickly Handle cashless transactions Parents can monitor lunch balances Utilize touch screen Kiosks 4

5 Unit 1: HeadMaster Lunch Initial Set Up Initially, some set up needs to be done in order for all users to have the necessary rights to use HM Lunch. HeadMaster has a Lunch Login option for those users that will only have rights to HM Lunch. When the user logs in to HM, it opens up to HM Lunch. If you have administrator rights, you do not need to check the Lunch Login box. Or if you are not an admin, but do work in the front office, you can select which HM Lunch security rights you need. If the teachers are taking lunch counts at the beginning of the school day, they need to have their HM Lunch rights set up as well. To give administrative users rights to HM Lunch: Useful Information If the user has the Administrator box checked, the user automatically has all rights to HM Lunch. 1. On the Home screen, click User Administration. 2. Click a user. 3. Click Edit. 4. Under Lunch Manager Security, check the appropriate boxes. 5. Click Save. To add HM Lunch rights to other users, repeat steps 2-5. Figure 1: User Administration for Lunch 5

6 To give teachers rights to HM Lunch: 1. On the Home screen, click User Administration. 2. Click the Teacher or Teacher Login user group. Useful Information Teacher: This is used for the following levels of HeadMaster: HeadMaster, HeadMaster Plus, HeadMaster Pro and HeadMaster OnDemand for Daycares. Teacher Login: This is used for the following levels of HeadMaster: HeadMaster ProCM and HeadMaster OnDemand for Schools. 3. Click Edit. 4. Under Lunch Security, check the appropriate boxes. 5. Click Save. Figure 2: Teacher Login Lunch Settings 6

7 To complete HM Lunch settings: 1. On the Home screen, click Options. 2. Click Lunch Settings. 3. If needed, enter a Lunch Password. 4. If needed, enter a Low Balance Reminder. 5. If you are using a touch screen for Lunch Line, you can check the box to hide the cursor. 6. If needed, you can display the family lunch balance on the lunch line screen. 7. If needed, select how to display Menu Items on the Parent Portal Calendar and Lunch Line. Figure 3: Other Lunch Settings 7

8 To set up the billing portion of Lunch Manager: Option #1: If you are not integrating with ACS General Ledger Option #2: If you are integrating with ACS General Ledger Option #1: If you are not integrating with ACS General Ledger: 1. On the Home screen, click Define Lists. 2. Go to the Billing section. 3. Click Accounts. Useful Information HM Lunch does not require that you use HeadMaster Billing. However, you still need to create two accounts: a lunch account and a checking account. These accounts are added to a revenue center called Lunch. Useful Information If you do not have accounts set up or do not need to have the account information in HeadMaster, you can create generic accounts: Offset account: Checking account: Click Add. 5. Enter the Account Name. 6. Enter the Account Number. 7. Check the box if the account is a checking account. 8. Click Ok. Figure 4:Adding Accounts for HM Lunch 8

9 9. Click Revenue Centers. 10. Click Add. 11. Enter the Code. 12. Enter the Description. 13. Select the Offset Account. 14. Select the Checking Account. 15. Click Ok. 16. From Lunch, select the Lunch revenue center. 17. To close Define List, click Ok. Figure 5: Lunch Revenue Center 9

10 Unit 2: Setting Up Menu Items Setting up the menu items is a one-time set up feature unless you need to make changes to the items. To create Menu Items: 1. On the Home screen, click Lunch. 2. Click Menu Items. 3. Click New. 4. Enter the Menu Item. 5. Select the Item Type: Entrée, Side, Drink, or Dessert. 6. Enter Full Price. 7. Enter Reduced Price if needed. 8. Enter Adult Price if needed. 9. Enter the UPC if needed. 10. Click Ok. Useful Information You can use a barcode scanner to scan the UPC of your menu items. The scanned barcode automatically appears in the UPC field. To create more menu items, repeat steps Figure 6: Setting Up Menu Items 10

11 To print scannable barcode sheets: 1. On the Home screen, click Lunch. 2. Click Menu Items. 3. Click the Printer icon. 4. Click Scannable Barcodes. 5. Print as needed. 6. If needed, filter on Type or Price. Figure 7: Creating Menu Items Useful Information You can use a barcode scanner to scan the UPC of your menu items. The scanned barcode automatically appears in the UPC field. Figure 8: Scannable Barcode Sheet 11

12 Unit 3: HeadMaster Lunch Calendar You have a couple of options to easily populate your lunch calendar. Option #1: Click a day and then double click the menu item Option #2: Multi-select items and then click Add Item to the day or month Option #3: Right-click on a day and add individual items To set up Option #1: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Select the month. 4. Single-click on a date. 5. In the Menu Items column, double-click a menu item. To add more menu items to that day, double-click other menu items. To add menu items to another day, single-click another day. To set up Option #2: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Single-click on a date. 4. In the Menu Items columns, while holding the Ctrl button, click the menu items to add to the selected date. 5. Click Add Item to Selected Day. To set up Option #3: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Right-click on a date. 4. Select a menu item to add. 12

13 Figure 9: Lunch Calendar To copy menu items by day: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Single-click on a date. 4. Click Copy Day. 5. Single-click the date to which you want to copy the menu items. 6. Click Paste. To copy menu items by week: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Single-click on a date. 4. Click Copy Week. 5. Single-click a date in the week to which you want to copy the menu items. 6. Click Paste. Figure 10: Copy Day/Week 13

14 To delete single menu items: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Go to the date and single-click on a menu item. 4. Click Delete Item. To delete the menu items for an entire day: 1. On the Home screen, click Lunch. 2. Click Lunch Calendar. 3. Single-click on the date. 4. Click Clear Day. Figure 11: Delete Item/Day 14

15 Unit 4: Assign Lunch Plans As a default all students are full price, staff, parents and others are adult price. Inactive people, prospective students and parents will not show in this window. You can also assign plans by individual record on the Lunch tab. To assign Lunch Plans: 1. On the Home screen, click Lunch. 2. Click Assign Plans. 3. From the Show drop-down menu, select the group to which you want to assign lunch plans. 4. While holding the Ctrl button, select the individuals. 5. Under Assign Lunch Plans, click the appropriate Lunch Plan. To assign more lunch plans, repeat steps 3-5. When finished assigning lunch plans, click Close. Figure 12: Assigning Lunch Menu 15

16 Unit 5: Managing Lunch Money HM Lunch maintains a family balance. Parents need to deposit money in to their family lunch account as the need arises. You can also deposit money in to accounts for those staff members that eat lunch at your school. HM Lunch can also issue refunds if a family leaves in the middle of the year or the family has money left over at the end of the school year. To make a deposit in to a family account: 1. On the Home screen, click Lunch. 2. Click Lunch Money. 3. Under Make Deposit to Lunch Account, select Deposit by Family. 4. Click Next. 5. From the Family drop-down menu, select a Family. 6. From Payment Type, select a payment type. 7. If using a check, enter the Check #. 8. Select a Payment Date. 9. Enter the payment Amount. 10. Click Next. Figure 13: Lunch Money Deposit 11. To enter another family deposit, click New. 12. If finished entering deposits, click Print. This prints a proof list. 13. If, after reviewing the proof list, you need to Edit or Delete a deposit, click the appropriate button. 16

17 Figure 14: Post Family Deposits 14. To post the deposits, click Post. 15. If you are sure you want to post, click Yes. 16. Print Receipts, a Deposit Ticket or a GL Distribution List. To do a refund for a family account: 1. On the Home screen, click Lunch. 2. Click Lunch Money. 3. Under Receive Refund from Lunch Account, select by Family. 4. Click Next. 5. From the Family drop-down menu, select a Family. 6. Under Additional, you can enter a different description. 7. Click Next. 8. To do another family refund, click New. 9. If finished doing refunds, click Print. This prints a proof list. 10. If, after reviewing the proof list, you need to Edit or Delete a refund, click the appropriate button. 11. To post the refunds, click Post. 12. If you are sure you want to post, click Yes. 17. If you are sure you want to post, click Yes. 13. If needed, print Receipts. 17

18 Figure 15: Lunch Money Refund 18

19 Unit 6: Online Lunch Ordering Once Lunch items and the Lunch calendar have been created, this information will upload to HeadMaster Online the next time an upload is done. To have HM Lunch appear on HeadMaster Online: 1. On the Home screen, click Options. 2. Click HM Online. 3. Under Upload Options, check the box for Upload Lunch Calendar. 4. If you want your parents to order Lunch via HM Online, check the box for Allow Preorders. 5. Click Close. Figure 16: Options - HM Online Lunch For parents to view the Lunch calendar and enter preorders: 1. As a parent, log in to HeadMaster Online. 2. Click the Lunch tab. Figure 17: Lunch on HM Online 3. At Display for, you can view the current month or next month. 19

20 To enter preorders: 1. On the Lunch tab, select a child. 2. Click Order Lunch. Figure 18: Lunch Manager Calendar 3. Enter the Date Range for which you want to Order Lunch. 4. Enter the Quantity for each item you want to order. 5. When finished ordering, click Submit. Figure 19: Lunch Manager Order screen To order Lunch for other children, repeat steps

21 To import preorders from HM Online: 1. On the Home screen, click File. 2. Click HM Online. 3. Click Import Lunch Preorders. Figure 20: Import Lunch Preorders Useful Information While the preorders are being imported, you see a progress bar. If administrative users want to see the imported Lunch preorders, they must go to Lunch > Preorders. 21

22 Unit 7: Preorders You can view the preorders entered through HM Online by parents or teachers can enter the student menu choices per day. When logged in as administrator, you see all active students. Homeroom teachers will only see students in their homeroom and themselves. To view/enter preorders as an administrator: 1. On the Home screen, click Lunch. 2. Click Preorders. 3. From the Show drop-down menu, select the group you want to display. 4. If a preorder has not been entered, select the menu items that the individual wants for the day s lunch. 5. Once preorders have been entered for the selected group, click Ok. To view/enter preorders as a teacher: Figure 21: Administrator Preorder View 1. On the Home screen, click Lunch. 2. Click Preorders. 3. If parents preordered via HeadMaster Online, they will display. Teachers can make changes if needed. 4. If a preorder has not been entered, select the menu items that the individual wants for the day s lunch. 5. Once preorders have been entered for the selected group, click Ok. 22

23 Figure 22: Homeroom Teacher Preorder View To view preorders of individual students: 1. On the Home screen, click Students. 2. Double-click a student. 3. Click the Lunch tab. 4. Under Links, click the View button for View/Edit/Add Pre-Orders. 5. When finished, click Ok. Figure 23: Preorder - Student Record 23

24 Unit 8: Lunch Line Lunch Line is the cafeteria portion of HM Lunch. Lunch Line enables the cafeteria manager to scan by barcode ID badge or search for the next student in line. When the student is located, whether by scanning or a search, and a preorder exists, that preorder will display. If no preorder exists, the cafeteria manager can select items from the menu for that day. To access Lunch Line: 1. On the Home screen, click Lunch. 2. Click Lunch Line. 3. Scan the student s barcode ID search for the student. 4. If the student has a preorder and wants everything that was ordered, click Buy. 5. If the student does not have a preorder, select the menu items from the left side of the window. Then click Buy. Figure 24: Lunch Line Main Screen 24

25 6. If you need to add a menu item that is not on the menu for that day, click the green circle with the white plus sign. 7. Locate and select the item. 8. Click the green circle with white checkmark. Figure 25: Selecting Additional Items 9. When all items are selected click Buy. 10. To delete an item, click the item the click Delete. Useful Information Lunch Line is designed to work with a touch screen and a barcode scanner. If you interested in purchasing a touch screen and/or barcode scanner, please complete the form at this link: 25

26 Unit 9: Sale Details In the Sales Details area, you can what the students have purchased individually for a given date range. You can sort, filter and print this grid. You can also view sales details on the lunch tab for the individual student. To view sales details: 1. On the Home screen, click Lunch. 2. Click Sales Details. Figure 26: Sales Details 26

27 Unit 10: HeadMaster Lunch Reports HM Lunch has several reports available for you to use. You can also send a Low Balance Notice to families. Preorder Summary: Figure 27: Preorder Summary Report Preorder by Homeroom: Figure 28: Preorder by Homeroom 27

28 Preorder by Individual: Figure 29: Preorders by Individual Preorder Count by Homeroom: Figure 30: Preorder Count by Homeroom 28

29 Menu Item Barcodes: Figure 31: Menu Item Barcodes Transactions by account: Figure 32: Transaction by account 29

30 Lunch Statement: Figure 33: Lunch Statement Deposit Ticket: Figure 34: Lunch Deposit Ticket 30

31 Sales Summary Breakdown: Low Balance To edit the 1. Click Edit Low Balance Letter. 2. Make any necessary edits. 3. In the bottom right, click OK. Figure 35: Sales Summary Breakdown Figure 36: Low Balance Editing 31

32 4. Click Low Balance. 5. Enter a Subject. 6. If needed, enter a Username and Password. 7. Enter an Address for Replies. 8. If needed, enter a Signature. 9. Click Send. Figure 37: Sending a Low Balance Lunch Mismatch Report: 32

33 Figure 38: Lunch Mismatch Report Low Balance Summary Report: Figure 39: Low Lunch Balance Summary 33