Front of the House Essentials

Transcription

1 Front of the House Essentials

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 Contact Technical Support: (800) Contact Technical Publications: documentation@horizonsoftware.com 2016 Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA

3 Table Of Contents Front of the House Essential Setup Ch. 1 Setting up the District for Letters... 5 Setting up the Calendar... 6 Adding OneSource Users... 7 Create POS Menus... 7 Create POS Inventory Items... 7 Select the Appropriate Site Type... 8 Create the Inventory Item... 8 Create the POS Button... 9 Select Site Types for Creating Menus... 9 Create Menus... 9 Select the Site Type Create a Menu Schedule Menu Plans Create Daily Plans Create Menu Cycles Schedule Menus OneSource Essentials Ch. 2 Working with Shortcuts Managing Announcements Working with Customers Best Practices Add/Edit Customers Reclassify Transactions Account Functions Apply a Prepayment Adjust an Account Issue a Refund Inactivate Customers View History Understanding Imports Updating Site and Line Options Assign Eligibility Groups Managing Site Groups Setting up All-in-One Report Report Center Access the Report Criteria Screen Preview the Report Working with Letters Edit Letters Add Merge Fields Add a logo the top of the letter Preview Letters Create Letters Import/Export a Letter from Word Print All Notification Letters Print Individual Notification Letters Letters Letters View the Missing Report Understanding Communication Essentials Manual Communications Communications Utility overview OneSource Service Watcher Using Free and Reduced Ch. 3 Setting up Free and Reduced Verify Eligibility Values Verify Eligibility Translations Set Free and Reduced Options Entering Applications Process a Change In Benefits Create Applications for Students View Scanned Images Review History View and Enter Comments Reconcile Addresses with the Point of Service Address Optional Programs Verification Lets' Practice Sites Sales Readiness Checklist Ch. 4 Check Logins Verify Communications Verify Student Records Verify Opening a till and POS Menus Verify the No ID Buttons Verify POS Equipment Verify Menus and Pricing Reporting and Claiming Ch. 5 Overview iii

4 Horizon Software International Meal Count Reporting Financial Reporting Liability Reports Error Checking Reports Horizon Resources Ch. 6 Accessing the Customer Resource Center Using the Customer Resource Center Advanced Features Ch. 7 Updating and Creating User Groups Editing Group Rights Creating a User Group Accountability Exports Overview Using OneSource Communicator Overview OSC Service Monitor Communications Communication Setup Setting Up OneSource Database Tasks Verify the Database Tasks are Running Set Up the Database Tasks Schedule the Intervals Copy the Intervals Schedule a Blackout Period for the Scheduled Tasks Schedule a Blackout Period for Communications Add a blackout period Copy the blackout period to other sites Verify the tasks ran as scheduled Using Tasks Create New Tasks Set Recurring Tasks (optional): Use Tasks iv

5 CHAPTER 1: ESSENTIAL SETUP Topics: Setting up the District for Letters.. Pg. 5 Setting up the Calendar Pg. 6 Adding OneSource Users Pg. 7 Setting up the District for Letters 1. Go to System Management > Sites Management > Sites Maintenance (100200). 2. Double click Central Office site. 3. Use scroll right arrows, click System Setup tab. Enter settings under the Central Office site for ing Free and Reduced notification letters. 4. Settings section: Enter SMTP Server information. (ex. smtp.yourmailserver.com) Enter From Address information. It's is recommended that district use a Do Not Reply address instead of an individual users address. Enter Subject information. The subject line is global to all s generated. %N is a merge code that will automatically enter in the student's name as part of the subject line. 5. Enter the user name and password used to authenticate to the server. 6. Click Save. 7. Click Copy System Setup To Sites. 8. Select All Sites so managers can POS letters from their site. 9. Click OK. s are sent to the address entered on the Customer screen. You can import the address from the SIS file. Go to Front of the House > Point of Service > Imports/Exports > Customer Import Template, select the template, and add the field to import it from the SIS file. Essential Setup Setting up the District for Letters 5

6 Setting up the Calendar Use the calendar to set your district s operational days. Operational days The 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. If you turn on the Use Calendar to Determine Days of Sales Activity option on the Edit Check report and do not have your calendar set up, you will not have any data on the report. 1. Go to System Management > Site Management > Sites Maintenance (100200). 2. Double click on the Central Office site. 3. Click the Calendar tab. 4. Navigate to the correct month and year using the buttons at the top of the calendar. 5. Set the Default Operational Days. 6. Click a day or click and drag to highlight a range of days. 7. Once selected, click the type of day in the Set Selected Dates to section: Operational: Typical serving day. Non-operational: Not a serving day. Holiday: Denotes this is a holiday but does not effect operational versus non-operational. To make this non-operational, you will also need to set it as non-operational. Delete Holiday: Removes the assigned holiday. 8. Click Save. Copy the calendar to other sites 1. Set the date range that you want copied. 2. Mark Copy Default Operational Days. 3. Mark Copy Starting Days of the Week. 4. Click Copy Setup to Sites. 5. Mark the sites where you want the same schedule set or choose a site group or type. 6. Click OK. 7. Click Save. 8. Modify individual sites if calendars differ. 6 Essential Setup Setting up the Calendar

7 Adding OneSource Users Use the following steps to create the users who will log into OneSource. 1. Go to System Management > User Management > User Maintenance. 2. Click New to enter in the user information. 3. Enter the Last Name, First Name, Middle Name (optional). 4. Enter in a Password for the user. For information regarding the password requirements, see User Management > Security Options. 5. From the User Sites tab, select the sites that the user should have access to; i.e. - Elementary cashier, select the appropriate Elementary School. 6. Click the User Groups tab and select which group the user will belong to. 7. Once you have selected the appropriate group, click Save. Create POS Menus A POS menu is what the cashiers see when processing sales. The process for creating POS menus involves creating the individual POS items, populating the menu grid, and scheduling the menu for each site type. Menus are created by site type: elementary, middle, and high schools. Always be aware of the site type you are working in. Refer to the following topics for more information: Create POS Inventory Items...Pg. 7 Create Menus... Pg. 9 Create Menu Cycles... Pg. 11 Create POS Inventory Items Before you create inventory items, keep the following in mind: Have a Stock Numbering plan in mind. i.e. POS001, POS002, etc. i.e. - If this item is a dessert item and the last dessert item in the system has a Stock Number of POS301, then the next available number to use would be POS302. Have a Button Color scheme in mind. i.e. Red for Meals, Blue for Beverages, Green for Snacks. Refer to the following topics for more information: Select the Appropriate Site Type...Pg. 8 Create the Inventory Item...Pg. 8 Create the POS Button...Pg. 9 Select Site Types for Creating Menus...Pg. 9 Essential Setup Adding OneSource Users 7

8 Select the Appropriate Site Type 1. Go to Front of the House > Point of Service > Menu Planner > Select Site Type. 2. Select the appropriate site type. When saving an Inventory Item you create, you will have the option to save to any or all site types. Many districts save POS items to all site types for ease of use. Your needs may differ. Create the Inventory Item 1. Go to Front of the House > Point of Service > Menu Planner > Management Level Inventory. 2. Click New. 3. Enter the Stock Number and Stock Description. 8 Essential Setup Create POS Menus

9 Create the POS Button 1. Enter the Name on Palette. 2. Select a Button Color. 3. If this button corresponds to a reimbursable meal, select Is Meal Item. 4. If using component-based sales, then select the component. Most districts are meal-based. 5. Enter the Price for the item. 6. Click Save. 7. When prompted, assign the POS button to the appropriate site types. Name on Palette is used on the Menu Grid Group items by Button Color. This is how it will look on the menu grid. Select Is POS item if using on the menu grid. Price is the ala carte price. Is Meal Item is used for Breakfast and Lunch items that make up a Reimbursable Meal. Is Premium allows charging a higher price to Full Pay students. Update Add'l Premium Price. Components are used w/ Component-based Sales. Most districts are Meal Based - the Cashier makes determination. Very few K12 districts use these functions. If you charge Tax, or have different prices for Students and Adults, consult w/ a Horizon engineer. Select Site Types for Creating Menus 1. Go to Front of the House > Point of Service > Menu Planner > Select Site Type. 2. Select the appropriate site type. When saving an Inventory Item you create, you will have the option to save to any or all site types. Many districts save POS items to all site types for ease of use. Your needs may differ. Create Menus Refer to the following topics for more information: Select the Site Type... Pg. 10 Create a Menu...Pg. 10 Essential Setup Create POS Menus 9

10 Select the Site Type Menus and menu schedules are specific to site type. For example, if you are creating high school menus make sure that you are working in the high school site type. 1. Go to Front of the House > Point of Service > Menu Planner > Select Site Type. 2. Select the appropriate site type. When you are creating a menu, create it only on the server and never at the site level. Create a Menu When you are creating a menu, create it only on the server and never at the site level. You can copy any menu plan by using the Copy Menu Plan button to save you time. However, you can only copy to the same site type. 1. Go to Front of the House > Point of Service > Menu Planner > Menu Plans (400601). 2. Click New. 3. Enter the Description. If you re creating individual menus for each week and day, name the menu plan as Breakfast W1D1, Lunch W1D1. 4. Drag each menu item to the grid on the right. The item Descriptions is the Name on Palette as defined on the Management Level Inventory screen. 5. To resize a menu item, right-click the item and select the size. 6. Repeat the above steps for each menu plan needed (for example, Lunch Menu, Snack Menu). 7. Click Save. After completing the above steps, before you save and close the window, the menu grid should look similar to this: 10 Essential Setup Create POS Menus

11 Schedule Menu Plans Refer to the following topics for more information: Create Daily Plans... Pg. 11 Create Menu Cycles... Pg. 11 Schedule Menus... Pg. 12 Create Daily Plans In this step, you will create your menu plans to your terminals. You will need to add enough terminals to cover the highest number of terminals within your site type. For example, if you have a high school with ten terminals, but you have another high school that only has eight, you will need to add ten terminals. 1. Go to Front of the House > Point of Service > Menu Planner > Daily Plans. 2. Click New. 3. Under Terminals, click the Add Item button. The number 1 is displayed. A terminal/line is then added to the list. 4. Select a Serving Period. 5. Move your cursor to the Menu Plans field, and from the drop-down list select the Menu Plan that you want cashiers to use during that serving period. 6. Repeat steps 4-6 for each POS terminal that you have at the largest site in the site type. 7. Click Save and then click the Close button to complete. 8. Click Add Daily Plan to a single day. Create Menu Cycles 1. Go to Front of the House > Point of Service > Menu Planner > Menu Cycles. 2. Click New. 3. Enter the Cycle plan name in the Description field (for example, Weekly Cycle). 4. Drag and drop the 5. Daily Plan to the grid on the right for Week One, Monday thru Friday. Essential Setup Create POS Menus 11

12 6. Click Save and then click Close. The screen will look similar to the one below: Schedule Menus 1. Go to Front of House > Point of Service > Menu Planner > Scheduling. 2. Click New. 3. Click the Menu Cycle in the Description box and then click the Add Menu Cycle button. 4. Click on the start date, click the Monday that starts the week for the selected Menu Cycle. 5. Click on the end date, click the Friday that ends the same week. 6. To add a single day, click Add Daily Plan. 7. Click Save and then click Close. When you are done your screen should look similar to the one below: 12 Essential Setup Create POS Menus

13 CHAPTER 2: ONESOURCE ESSENTIALS Topics: Working with Shortcuts Pg. 13 Managing Announcements Pg. 14 Working with Customers Pg. 14 Understanding Imports Pg. 17 Updating Site and Line Options Pg. 18 Managing Site Groups Pg. 21 Setting up All-in-One Report Pg. 21 Working with Letters Pg. 23 Understanding Communication Essentials.Pg. 26 Working with Shortcuts Shortcuts allow you to jump quickly to your most used functions. Quick Create, Favorites and Go To help you get there fast! Quick Create Quick Create takes you to some of the most commonly used features of the software; User, Site, Customer and Inventory Item. For example, by clicking Customer, you immediately navigate to the Customer Search screen. Favorites This feature is useful if you frequently access a specific part of the program and want to avoid navigating through various menus or using process numbers. Favorites are linked to your login, and you can save and organize them. 1. Navigate to the desired screen. 2. Click Favorites from the menu bar. 3. Click Add to Favorites. Go To The Go To feature is a quick way to navigate to a desired screen using the process number located at the bottom of each screen. OneSource Essentials Working with Shortcuts 13

14 Managing Announcements By default, Announcements can be created by Administrators and Managers. The message is sent to the Sites and/or User Groups you select. The Popup option enhances visibility. With the Expiration option set, your message will disappear after the selected date. You can have multiple Announcements active at a time. 1. To set up announcements - Select Announcement Management on the Home Page. OR Go to System Management > Global System Setup > Announcements (100303). 2. Click New or open an exiting announcement. 3. Enter the text of the announcement. 4. Click on Sites and select the sites that should receive the announcement, then click OK. 5. Click on User Group and select the User Groups that should receive the announcement, click OK. 6. Click Expiration to set the latest date that the announcement should be seen, calendar will be displayed if you select dropdown arrow. 7. Click Created On to enter the date on which the announcement was created, calendar will be displayed if you select dropdown arrow. 8. Click Popup to display a screen containing the announcement when users log on the site to be begin using software. Users must click OK to dismiss the announcement screen. 9. Click Save. 10. Click Close. Working with Customers Refer to the following topics for more information: Best Practices... Pg. 14 Add/Edit Customers... Pg. 15 Apply a Prepayment...Pg. 16 Adjust an Account... Pg. 16 Issue a Refund... Pg. 17 Inactivate Customers...Pg. 17 View History... Pg. 17 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. 14 OneSource Essentials Managing Announcements

15 Add/Edit Customers 1. Go to Front of the House > Point of Service > Customers (400005). 2. Click Get PIN (new Customers only). A PIN number is automatically generated or enter PIN manually. 3. Edit the customer's information in the First Name, Middle Name, Last Name, , and Phone# Fields. If possible, enter the customer s SIS 4. Choose the appropriate information from the Meal Plan, Language, Date of Birth, Track, Grade, Homeroom, Eligibility, Gender and Vending drop-down lists. 5. Enter the lowest balance allowed on the account before a notice is sent in the Low Balance field.* These values are NOT required but do, if entered, take precedence over the Charge Limit and Low Balance set up in Eligibilities. 6. Enter the maximum amount allowed to be spent per meal in the Spend Limit field. 7. Enter the customer's address information on the Address and/or Mailing Address tabs. Address is most commonly used when importing. 8. Enter the customer's guardian information on the Guardian tab. 9. Enter any alerts or comments on the Alerts tab. 10. Specify the customer's race on the Race tab. 11. Enter the customer's allergies on the Allergies tab. 12. Click Save. Reclassify Transactions Transactions can be reclassified based on the submission date on the student's Free and Reduced application. Use the Status tab to view/edit Free and Reduced Application data. You can also reclassify transactions on this tab. 1. Go to Front of the House > Point of Service > Customers (400008). 2. Open a customer record. 3. Click the Status tab. 4. Click Reclassify Transactions Based on Submission Date. 5. Click Yes to change the eligibility of all transactions. 6. Click Close. OneSource Essentials Working with Customers 15

16 Account Functions Refer to the following topics for more information: Apply a Prepayment...Pg. 16 Adjust an Account... Pg. 16 Issue a Refund... Pg. 17 Best Practice To make cash reconciliation easier, make payments and refunds at the POS terminal, NOT at the Central Office or manager/non-serving terminal. Apply a Prepayment An account must be designated to allow customer deposits. 1. Go to Front of the Office > Point of Service > Customers (400005). 2. Search for and double-select the customer. 3. Click Account Functions. 4. Select an account. 5. On the Payment tab, enter the amount in the Payment Amount field. 6. Enter a check number in the Check # field if a check was the form of payment. 7. Click Save Payment. A confirmation message displays. 8. Click OK. Adjust an Account 1. Go to Front of the House > Point of Service > Customers (400005). 2. Search for and double-select the customer. 3. Click Account Functions. The Account Functions/Maintenance screen displays. 4. Select the account you are adjusting. 5. On the Adjustments tab, enter the amount in the Adjustment Amount field. When subtracting from the account, enter the amount and then the minus (-) sign. 6. Select an Adjustment Reason drop-down list. 7. To enter additional information about the adjustment, click Add Comment. 8. Click Save Adjustment. A confirmation message displays. 16 OneSource Essentials Working with Customers

17 9. Click OK. Issue a Refund Payments and refunds made through account functions at the site will be included in the till. 1. Go to Front of the House > Point of Service > Customers (400005). 2. Search for and double-click the customer. 3. Select Account Functions. The Account Functions/Maintenance screen displays. 4. On the Refunds tab, select the account to which you are issuing the refund. 5. Enter the Refund Amount. Do not enter the amount as a negative amount. System already knows it will be a withdrawal. 6. Click Save Refund. A confirmation message displays. 7. Click OK. 8. Click Close. Inactivate Customers When importing an Actives-Only file, Students will be automatically Activated/Inactivated. View History 1. Go to Front of the House > Point of Service > Customers (400005). 2. Search for and double-click the customer. 3. Click View History. The Customer History with Balances report displays for that customer. 4. Print or export the report. 5. Exit the window. Understanding Imports OneSource uses a template and flat file method for imports and exports. Template creation is usually supported by a Horizon Engineer due to the critical nature of the operation, including testing/validating the initial import. Imports are automated through Windows Task Scheduler and can take advantage of the scheduling capabilities provided. In the case of all imports, district responsibilities include: Provide the initial file and file definition (specifications are provided in the IT Guide). Provide translation information as needed Approve of the initial imported data set Place the approved file in the appropriate directory in a timely manner (usually once per day). For assistance setting up an import template, contact your Horizon coordinator. Importing Demographic Data Typically, the first Import Template created is for Student Demographic data from your Student Information System (SIS). Most (but not all) daily import files are Actives-Only students, allowing the systems to sync enrollment counts. OneSource Essentials Understanding Imports 17

18 Some districts require imports of 2 or more Demographic files (i.e. students attending from out-ofdistrict). These must be managed appropriately to maintain accurate data. Importing Direct Certification Data Direct Certification files are commonly imported. Due to the complex nature of most state's DC files, Horizon performs this service for a large number of customers. This includes: Stopping communications Creating a SQL Backup Generating of Before and After Eligibility Summary Reports Generating of a Student Roster for Eligibility changes resulting from the import Instructions for completing a direct certification import are available on the Horizon Knowledge Base. Updating Site and Line Options Site and Line options are added during the initial data setup. However, you may need to update them as your needs change. Following is an overview of the many features. Go to System Management > Sites Management > Site Maintenance. Double click on Site and select Front of the House Setup tab. Terminals All terminals for each site must be accurately named. If replacing a terminal, be sure to edit in the correct name before reinitializing. Note that each site has a Terminal Number 1. This is often referred to as the manager machine. 18 OneSource Essentials Updating Site and Line Options

19 Site POS Options ALL Terminals are subject to these options. Local POS Options are per line. Shown above are fairly typical selections: Allow Inactive Sales- usually selected, especially when the 'Inactivate' flag is set for your SIS import. Serving Periods Managed by Serving Period Times- prevents User from opening in the wrong meal period. Setup times in Serving Period Setup. Bring up Customer on PIN Input from Device- Choose this if your PINs are the same length throughout the school (and district if using Other Site Sales.) Include Adjustments in Total Posted- Almost never selected. Adjustments are not 'real money. Use Live Balances- This expedites MyPaymentsPlus deposits to the sites. Block Auto Sale- Selection of Auto Sale is available per line so is most often controlled there. Select the appropriate Eligibility Group. For more information, see Assign Eligibility Groups on page 20. Allow Sales from this Site Group allows you to sell to groups from Other Sites. After creating SIte Groups choose the appropriate one per site using the dropddown arrow. For more information, see Managing Site Groups on page 21. Help provides definitions for each label. Local POS Options These options are Line Specific. Be sure the Indicator Arrow highlights the intended Line! Typical selections are shown below: Accountability Setup these settings are important for Claiming and Reporting accuracy and should be reviewed annually. OneSource Essentials Updating Site and Line Options 19

20 Provision (and CEP) setup These settings are critical to proper Meal Pricing and Claiming. Update as Sites qualify for CEP or Provision status. Additional Tabs The following tabs are typically set up once, prior to Implementation. If adjustments are needed consult Customer Support. Site Tax Setup Site Account Setup Customer ID Options Site POS PIN Options Assign Eligibility Groups This assignment controls the Meal Pricing for Free, Reduced and Paid students (as well as Low Balance, Charge Limits, etc.). If the Meals are not selling for the correct Price, start troubleshooting here. 1. Go to System Management > Sites Management > Sites Maintenance (100200). 2. Double-click the site you will be assigning a new eligibility group to. 3. Click the Front of House Setup tab. 4. Choose the correct Eligibility Group. 5. Repeat for each site that is changing. 6. Click Save. Update Eligibilities Eligibility Setup controls the following: Reimbursable Meals pricing Charge Limits Low Balance Spending Limit Eligibility Pricing and Options are included in your initial setup but may need to be updated as conditions change. 1. Go to Front of the House > File Setup > Customer Setup > Eligibility Setup. 2. Select the appropriate eligibility class and edit as required. 3. Select each class for each group when editing. 4. Changes will be at the sites the following day or sooner. To publish the changes immediately, go to Manual Communications > POS Patrons and Accounts to publish the changes immediately. 20 OneSource Essentials Updating Site and Line Options

21 5. For more complex changes, such as adding additional Eligibility Classes contact Horizon for recommendations and assistance. Managing Site Groups Site Groups have two primary purposes: Assignment to a site (Site Maintenance > Allow Sales From This Site Group drop-down) to facilitate Other Site Sales. For example, create a High School Group and assign to all High Schools. 12,000 records is the approximate size limit. For use as a reporting criteria. You cannot delete a site group if one or more sites have been assigned to it. 1. Go to System Management > Sites Management > Site Groups (100202). 2. Click New or select an existing site group. 3. Enter the information in the Group Name and Group Description fields. 4. Use the Mover Control to move to desired records from 'Available Sites:' column to 'Group Members:' column. A site can be assigned to an unlimited number of site groups 5. Click Save. Setting up All-in-One Report Sites should review these reports daily. We recommend that CO Staff review these at least weekly. Site All in One often includes Bank Deposit Report Edit Check Report Meal Counts Report Till Report Items sold Report Meal and Revenue Report Checks Collected Report CO All in One often includes Edit Check Report Bank Deposit Report Meal and Revenue Report Serving Days Audit Report 1. Go to System Management > Reporting Setup > Report Types (100401). The query screen displays. 2. Click Site All-IN-ONE or CO ALL-IN-ONE. The details screen displays. 3. Click the Report Types tab. 4. Use the Mover Control to move the desired records to the Selected section. 5. If the report criteria needs to be set up for a report, the Set Criteria column in the Included Reports section as a *Set* button instead of an Edit button. OneSource Essentials Setting up All-in-One Report 21

22 6. Select Today as the Report Period. 7. Select all other criteria as needed. 8. Use the Up Arrow and Down Arrow to change the order of the reports. 9. Click Save. 10. Click the Assign Report Type to User Group tab. 11. Use the Mover Control to move the desired records to the Selected section. 12. Click Save. Report Center The Report Center module provides a single point of access to reports for purchased modules. Reports are organized by module and/or by report type and can be viewed, exported or printed. The list filters to display only reports associated with the selected report module or report type. A preview of the report can be viewed from the Report Viewer and can be used to navigate through the report while viewing it. 22 OneSource Essentials Setting up All-in-One Report

23 Access the Report Criteria Screen Perform the following steps to access a report. 1. Click Reports on the Main Menu toolbar. 2. Click a module in the Make Selection section or choose from the Click a Type of Report drop-down list. 3. Click a report in the list. 4. Click Go!. The report s criteria screen displays. Preview the Report Preview the report to ensure that the report produced valid data. From the preview screen you have the option to print the report and export the raw data. 1. Click Preview on the report Viewer toolbar. 2. To print the report, click Print Report on the Report Viewer toolbar. 3. To export the report, click Export Report on the Report Viewer toolbar. Working with Letters Refer to the following topics for more information: Edit Letters Create Letters Import/Export a Letter from Word Print All Notification Letters Print All Notification Letters Letters Edit Letters Use the following steps to customize existing OneSource letters. 1. Go to System Management > Reporting Setup > Enter/Edit Letters (100404). 2. Double-click the letter to edit in the letters list. 3. Make the required edits. 4. Click Save. Add Merge Fields 1. Click the area of the letter where you want the merge code to display. 2. Click the merge code from the Merge Codes section. 3. Click Insert in Letter. OneSource Essentials Working with Letters 23

24 Add a logo the top of the letter 1. Click the Insert tab. 2. Click Header. 3. Click the Insert tab. You can also use Ctrl+ P to paste an image. 4. Click Picture. 5. Select the file. 6. Click Open. Preview Letters 1. Go to Reports > Letters. 2. Select the letter you modified. 3. Choose your criteria. 4. Click preview. Your letter is displayed with your logo. Create Letters 1. Go to System Management > Reporting Setup > Letters (100404). 2. Click New. 3. Enter a Name and Description of the letter. 4. Select the Letter Type. 5. Select the Language. To add a language, go to Front of the House > Point of Service > File Setup > Customer Setup. 6. Enter the letter text in the letter field. 7. Use the toolbar options, similar to Microsoft Word options, to customize the letter. 8. Click Save. Import/Export a Letter from Word Already have a letter in a Word document? 1. Click the Import/Export tab. 2. Click Doc. 3. Browse to locate the document. 4. Select document file and select Save. A confirmation message is displayed. Print All Notification Letters 1. Go to Report Center (900006). 2. Click Letters. 3. Choose Free and Reduced from the Select a Type of Report drop-down list. 24 OneSource Essentials Working with Letters

25 4. Click the letter to print. 5. Click GO! 6. Click letter criteria. 7. Click Preview. 8. Click Printer icon. Select your printer and Click Print. 9. Once printed, click red X in top right corner to exit. A message will display Do you want to mark this set of letters as printed? 10. Click Yes to mark to Application History. Print Individual Notification Letters 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). 2. Click the application. 3. Click Letters. 4. Click the letter you want to print. 5. Click Printer icon. Select your printer and Click Print. 6. Once printed, click red X in top right corner to exit. A message will display Do you want to mark this set of letters as printed? 7. Click Yes to mark to Application History. Letters s are sent to the address entered on the Customer screen. You can import the address from the SIS file. Go to Front of the House > Point of Service > Imports/Exports > Customer Import Template, select the template, and add the field to import it from the SIS file. Refer to the following topics for more information: Letters View the Missing Report Letters 1. Go to Report Center (900006). 2. Click Letters. 3. Choose Free and Reduced from the Select a Type of Report drop-down list. 4. Click the letter to print. 5. Click GO! 6. Click letter criteria as needed. 7. Click Letters to Students. 8. Click Preview. 9. Enter From address and Subject in fields. 10. Click Send. OneSource Essentials Working with Letters 25

26 View the Missing Report The Missing Report is only populated after you letters, and it only retains the last letters sent. IMPORTANT! If you run a different report or letter, it will clear the results for this report. If you letters to Site A, it will only show you missing students from Site A. The results are based on the criteria of the just sent. If you generate or preview other letter, the previous results are discarded. 1. the letter. See Letters above. 2. Go to Reports > Point of Service > Missing Report (800321). 3. Preview or Print the report. Understanding Communication Essentials OneSource publications are scheduled to communicate based on the time intervals in Communications Setup. You may want to expedite recent changes using Manual Communications. Common reasons to manually communicate include sending Menu Changes or newly processed Eligibilities from Central Office to the Sites. Manual Publications can be done from the Server to Sites, Site Line 1 to Server or Lines 2+ and from Lines 2+ to Line 1. User Group rights determine if this function is available to the User. Netsetup (Central Office machines) typically cannot perform Manual Communications. SQL Tools are required. Use a direct connection to the server (Remote Desktop or similar) for Manual Communications to Sites. Manual Communications Force communication outside normal time does NOT resend data. 1. Go to System Management > Communications > Manual Communications (100603). 2. Check the desired publications to send down to the sites. 3. Click Communicate. 4. Click OK to close the window and return to the Communications screen. Communications Utility overview The Communications Utility is used to resend POS and/or Inventory data, based on a date range, from Line 2+ to Line 1 or Line 1 to Server. This is typically used when communications has been off for an extended period of time. 1. Go to System Management > Communications > Communications Utility (100603). 2. Enter the From and To dates. 3. Select the appropriate Publications under Post Data? 4. Click Close 26 OneSource Essentials Understanding Communication Essentials

27 OneSource Service Watcher There are two Windows services running behind the scenes for OneSource communications: Horizon Communications Manager - Communications Manager runs the day-to-day publications between Central Office and its sites that have been covered in this lesson. Horizon Update Manager - Update Manager relates to software upgrades released by Horizon and made available to your organization. If communications are not occurring on a particular computer, ensure that the OSC services are running, as shown by the gears icon in the Windows system tray. This icon allows users to easily access the Horizon services without having to navigate the Windows control panels. A red square indicates the services are stopped. A green triangle indicates the services are running. 1. Double-click the gears icon in the Windows System Tray. 2. The OneSource Service Watcher launches. From here you can monitor, stop or start the OSC services. 3. Select the service from the drop-down list. 4. Click the Restart (arrow) button to start the selected service. 5. Click Close / Hide. OneSource Essentials Understanding Communication Essentials 27

28 28 OneSource Essentials Understanding Communication Essentials

29 CHAPTER 3: USING FREE AND REDUCED Topics: Setting up Free and Reduced Pg. 29 Entering Applications Pg. 33 Setting up Free and Reduced Verify Eligibility Values The Income Eligibility chart contains USDA income guidelines to determine the eligibility by household income. A utility is provided each year to update the incomes. Verify each Summer prior to processing applications that the values are current. 1. Go to Front of the House > Free and Reduced > File Setup > Income Eligibility Guidelines (410014). Using Free and Reduced Setting up Free and Reduced 29

30 Verify Eligibility Translations The Eligibility Report Translation tab contains the translations used for the Free and Reduced reports and to assign the translations to sites. Translations can be edited, but usually the default values are used. You can also additional charts and create translations by Case and Grade, but this is infrequent. Adding an eligibility should not be done without consulting Horizon Software Technical Support first. Adding an eligibility incorrectly may result in incorrect reporting. Set Free and Reduced Options In the System Options module there are several settings that determine how the Free and Reduced Module processes information. The Application Entry and Approval tabs control much of the processing behavior of Free and Reduced. Each screen shows the options that are typically used. General Tab On the General tab, verify the Start of School date each Summer. This date is typically updated during Rollover. To use the Allow Transactions to be Reclassified option, a Submission Date must be imported or entered on the Student's application. 30 Using Free and Reduced Setting up Free and Reduced

31 Application Entry tab Starting Application Number is editable per your requirements. Automatically Generate generates an app # on import and manual processing. Approval Tab Require Acknowledgment: A popup box is displayed when Verification is in progress and an application falls under this situation. Determine Effective Date: The School startup date MUST already be setup under the General tab or the system will use the CURRENT Date instead. When grace is ready to expire applications you will receive a popup box notifying you to process them. Using Free and Reduced Setting up Free and Reduced 31

32 Additional Programs Tab These options determine whether or not the F&R clerk can share information about the student status or household information. Optional Programs Tab If you track participation in special programs those too can be added and tracked in OneSource as seen below. 32 Using Free and Reduced Setting up Free and Reduced

33 Signing Official Tab For clarification on the below screen the Official's name is the Hearing Official who applicants appeal to when denied benefits. The Signing Official is the representative whose name will appear on all the Free and Reduced Notification Letters. Sometimes these two names are the same. Entering Applications Refer to the following topics for more information: Process a Change In Benefits... Pg. 33 Create Applications for Students...Pg. 34 Process a Change In Benefits A message will display when students are expiring/reducing in benefits on the current day when you click on the Application Entry Screen option. The message will continue to display when you open Free and Reduced until all applications have been processed. This message includes 10-day and 30-day grace expirations. You can print a roster of students due to expire prior to processing. Once students are expired/ processed, the report will no longer be available. Students who are set to have their benefits expired or reduced are still eligible for their existing benefits until the end of the day. Wait until the end of the day to process the applications, so the students benefits are not prematurely affected. 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). 2. If you have any students who are set to have their benefits expired or reduced today, a message is displayed. To view a list of the students, click Print/View Roster. To proceed to the Application Entry Screen, click OK. Using Free and Reduced Entering Applications 33

34 The Application Entry search screen will indicate in yellow highlight. Applications Expiring/Reduction in Benefits Today Applications Expiring/Reduction in Benefits in the Next 10 days 3. Click Expire/Process Applications. 4. A message displays notifying you the number of students expiring or reducing in benefits today and that the applications with a change in benefits today will not take effect until they are processed. Click Print/View Roster to print a list of students. This roster cannot be printed after loss of benefits has occurred. Click Skip Processing if not ready to process to new eligibility. Click Process Application to expire/reduce benefits for listed students. A message displays indicating that all temporary eligibilities due to 30-day grace period of last year's eligibility will be assigned No Application status and any student with a Pending Eligibility due to a loss of benefits from a processed application will take effect immediately. 5. Click Yes to continue. Create Applications for Students 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). 2. Search criteria you will need to first find your student by using any of the search fields listed here: Customer ID, First Name, Last Name, Application Number, Home Phone, SSN, and DOB, or using a combination of multiple/partial criteria 3. A list of students displays. Double click on the student row to open the application screen. 4. Click the (+) to expand a student s information section. 34 Using Free and Reduced Entering Applications

35 5. Update fields as needed. The No Income box is checked by default. Uncheck the No Income box for income boxes to be usable. You MUST also select the corresponding income Frequency from the drop-down box. Hover over the Frequency field needed for drop-down arrow to appear. Select DC box if student is on State Direct Certification list. OR Select Extended Eligibility box for students added to a DC sibling record. Select Case type from drop down list and enter Case Number if applicable. Select Refused Benefits if parent requests to decline Free or Reduced Benefits. 6. Do you want to add additional students to the application? If Yes, proceed to step 4. If No, skip to. 7. To build a household, click Locate. The application is still open in the background and the top of the Application Entry Search screen will display LOCATE MODE as a visual reminder that you have an application open. Once you find the student you which to add them to the application either by double clicking or highlighting and then hit enter. This will return you to the original application will all the students you added on the application. If using the Locate button does not find your students name then STOP here and get with your SIS system. 8. Click on the plus (+) sign to the left of each student's record to expand the information section The system assumes that each student has no income. The No Income box will be checked by default. Uncheck the No Income box for income boxes to be usable. You MUST also select the corresponding income Frequency from the drop-down box. Hover over the Frequency field needed for dropdown arrow to appear. 9. Enter case types and case numbers in the appropriate fields 10. Select the DC box if student is DC and how the student qualified for that status based on the State file (We have the ability to import DC Files you receive from your State) If other students should receive the Extended Eligibility you will have to check that box after expanding the student's information 11. Enter the Member/Guardian that is the signer for this application along with their 4 digit SSN# or check the box if No SSN#. With the USDA changes it is no longer necessary to enter all household members on the application as long as all the income for the household is accounted for under the signer for those adults. 12. If any student or member has refused benefits list that person on the application and select Refused Benefits. 13. Enter the household size. Include any person living in the household regardless of income or relationships. 14. Click Save to retain any changes that you entered on the application. 15. To process the application, click Process Application. If the family eligibility is Free-Income, Reduced-Income, Denied-Income then the application is approved. If the family eligibility is Pending then the eligibility is applied at the end of the grace period indicated by the Expiration date. The length of the grace period is configured in System Options in the Free and Reduced module. Using Free and Reduced Entering Applications 35

36 Helpful Field Definitions FIELD Optional Programs (Undefined) Submission Date Last Changed Initial Process Last Processed Date Does Not Qualify In Review Description Displays drop-down of eligibility of additional programs. The word undefined maybe setup in Free & Reduced File Setup > Additional Programs tab to display the actual program name. Allows you to enter a date that the student applied for Free and Reduced status. Once the application is processed, you have the option to apply the status to all transactions that occurred between the submission date and the process date. Optionally, you can print the Application Submission Report to view the transactions and update them manually. Per USDA guidelines, children are generally certified eligible for free or reduced price meal benefits on the date the household application is approved. However, LEAs have flexibility concerning the effective date of certification for NSLP, SBP and SMP benefits. If an LEA chooses, it could establish the date of submission of an application as the effective date of eligibility, rather than the date the official approves it. This flexibility extends to the Child and Adult Care Food Program and the Summer Food Service Program, as applicable. Displays the date students data was last changed via the SIS file Displays the date the application was first processed Displays the date the application was last processed Select to indicate the student does not qualify for benefits. When selected, the Eligibility field is changed to Denied Select to indicate that the application is under review via import from Online Applications or Scanned Applications. Application can also be manually marked In Review by user. 36 Using Free and Reduced Entering Applications

37 Helpful Field Definitions FIELD Confidential Record Active Application Description Select to make the application a confidential record. This flag is checked by default. If household waives confidentiality, uncheck box. You can print the Waived Confidentiality Report to view a list of households that waived confidentiality in the Report Center> Free and Reduced. Select to make the application active. This flag is checked by default. View Scanned Images This applies only to NutriScan customers. 1. Click the Images tab. 2. Select the image in the Attached Documents section. Application will display in the Image Viewer section. 3. Use Zoom or Quick Zoom to enlarge the image. Review History 1. Click the History tab. Status By Student is the default view. 2. You may choose one of the following options: All History, Status By Student, School Change by Student, Letter History, Application Change History. Using Free and Reduced Entering Applications 37

38 View and Enter Comments 1. Click the Comments tab. 2. Enter all correspondence with the household as a comment for auditing purposes in the New Comment field of the Add Comment section. 3. Click Attach Comment. 4. Click Save. Reconcile Addresses with the Point of Service Address Student addresses are typically provided via the Student Information nightly import. Use this feature to update to a provided mailing address if needed. 1. Click the Address Reconciliation tab. 2. Do you want to prevent SIS import changes to a student s address on the Point of Service > Customers screen from being copied to the student address fields on the Address Reconciliation tab? If Yes, select Do not allow address to be changed by customer screen changes. If No, clear Do not allow address to be changed by customer screen changes. 3. Click Save. 38 Using Free and Reduced Entering Applications

39 Optional Programs On the Optional Programs tab, you can select which programs the application participates in. Verification There is Verification training in September that covers the following topics: EZ- Starting Verification Letters Using Free and Reduced Entering Applications 39

40 Reply and Follow-up Dates Completing Lets' Practice In OneSource, create customer using the following information: FIRST NAME LAST NAME SITE ID PIN STUDENT/ MEMBER JOHN TEST CO FREETEST1 FREETEST1 STUDENT MARY TEST CO FREETEST2 FREETEST2 STUDENT DAD TEST MEMBER Example: Student name- JOHN TEST, ID- FREETEST1, PIN- FREETEST1, Site- CO Another example: Student name- TERRY PRACTICE, ID- REDUCEDTEST1, PIN- REDUCEDTEST1 Site- CO, etc. Creating a new family application using the examples above. You must use specific ID and PIN numbers for the students to prevent duplications in your system. Practice entering in different types of applications like: Process some applications with income and enter some income with difference frequencies DC App and extend the eligibility for the second student Check in-review, see effect on Search screen-it will display a count of the number of applications marked In Review Enter a SSN# for signer, and then use the No SSN# for member Enter a student as a Snap, Foster, HeadStart, TANF, etc. 40 Using Free and Reduced Lets' Practice

41 CHAPTER 4: Sites Sales Readiness Checklist Topics: Check Logins... Pg. 41 Verify Communications... Pg. 41 Verify Student Records... Pg. 42 Verify Opening a till and POS Menus... Pg. 42 Verify the No ID Buttons... Pg. 43 Verify POS Equipment... Pg. 44 Verify Menus and Pricing... Pg. 45 Prior to Go Live verify the following POS functions ON EACH TERMINAL. Check Logins Verify that all the appropriate Logins are showing for the site in question: Verify Communications Verify that the correct site is showing at the top of the window under the menu bar and that Communications Connected shows after a short period: Sites Sales Readiness Checklist Check Logins 41

42 Verify Student Records 1. Verify that Customers have been pulled down from the server. 2. Go to Reports > Point of Service > Customer Roster Report. 3. Select the options as shown, then Preview. 4. Verify all of your students are on the report. Verify Opening a till and POS Menus Verify that you can successfully open a till and that the menus are showing correctly. 1. Go to Front of the House > Point of Service > Open Terminal. 2. Click Yes to verify the current serving date. 3. Leave the Opening Till at $0 and click Enter. 42 Sites Sales Readiness Checklist Verify Student Records

43 4. If Automatic Serving Periods are not set, choose a Serving Period. Verify the No ID Buttons Verify the correct No ID Buttons are showing that the correct Menu is selected for the Serving Period. 1. Click on Manual Lookup to bring up a customer. Sites Sales Readiness Checklist Verify the No ID Buttons 43

44 2. Double click on any student to open the POS. Verify POS Equipment 1. Enter a Pin Number and press Enter on the Pin Pad. The Left Line or Right Line button will display Orange. This will verify the Pin Pad is functioning properly. 2. Press Left Line or Right Line button on the Touchscreen monitor to go to the student POS account. This will verify that the touchscreen is functioning properly. 3. Complete the transaction in the tender screen. ---This will verify that the cash drawer is functioning properly. 44 Sites Sales Readiness Checklist Verify POS Equipment

45 Verify Menus and Pricing 1. Verify Menu is showing and accurate. 2. Verify Images are showing if known they have been added. 3. Verify Account buttons are showing correctly. 4. Click on some items and verify that they are coming up with the correct pricing. 5. Once Verified, click Close and then OK to cancel out of the sale. Sites Sales Readiness Checklist Verify Menus and Pricing 45

46 6. Click Close again to return to the Point of Service Menu, then click Close Terminal to close the Terminal. 7. Click Total Register. 8. Click Close, then you can close the software. 46 Sites Sales Readiness Checklist Verify Menus and Pricing

47 CHAPTER 5: REPORTING AND CLAIMING Topics: Overview Pg. 47 Meal Count Reporting Pg. 47 Financial Reporting Pg. 48 Liability Reports Pg. 49 Error Checking Reports Pg. 50 Overview The following outline lists and explains commonly used reports, including: Meal Counts reporting: Used to verify Meal Counts prior to claim submission. Financial reporting: Used to provide financial and accounting sales data. Liability reporting: Used to determine liability, including prepayments collected and used values. Each category includes both the primary reports and reports used to support or provide further details. A brief explanation for each is included. Use the CO All in One Report Group to review frequently required data. It is generally recommended that you review key data weekly, allowing ample time for corrections as needed prior to submitting you monthly claim and/or financial data. Meal Count Reporting The meal count reports support your Basic Claim. To ensure accuracy, verify the data used in report calculations and review counts data, per site, frequently. Rates and Attendance Setup To verify Rates are correct: Go to System Management > Front of the House > Accountability > File Setup > Setup Rates and Reimbursements To verify Average Daily Attendance: For your district average, verify the universal attendance factor: Go to Front of the House > Accountability > File Setup > Default > Universal Attendance Factor For each site verify, the attendance factor: Go to System Management > Sites Management > Site Maintenance. Select each site. Go to Front of the House Setup> Accountability Setup > Attendance Factor. Meal Count Reports REPORT DEFINITION Primary Reports Edit Check Daily verification of reimbursable claims data to prevent over claiming Other site meals can be separated from main site sales or combined. CEP sites should only show total count for enrollment, attendance, and served. Meal Counts Daily breakdown of all meal sales by serving period and line Reporting and Claiming Overview 47

48 Meal Count Reports (Continued) REPORT CEP Meal Counts Breakfast/ Lunch Audit DEFINITION Breakdown of daily total reimbursable meals for CEP site reporting Daily breakdowns of Breakfast or Lunch reimbursable meal Supporting Reports Daily Audit List of all meals served by date, serving period, and eligibility. Can be used with site attendance report to provide proof for serving above estimated attendance. Double Meals Second Meals Other Site Meals Served Participation List of all students that have received a second reimbursable meal for a day. These are always in error and should be corrected. System automatically excludes 1 of the doubled meals from the claim. Verify at site per site and CO for meals served between sites. Sites can't see Double Meals from other sites. List of all students who received a second non-reimbursable meal. List of meals served at a site to students from other schools. Breakdown of Free, Reduced, Paid and Adult enrollment, counts and participation percentage. Financial Reporting Reports in this section provide financial as well as counts data the in Meal and Revenue and Cashier reports. Review these reports with your Accounting staff to determine your best method for transferring this data to your accounting system. Financial Reports REPORT DEFINITION Primary Reports 48 Reporting and Claiming Financial Reporting

49 Financial Reports (Continued) REPORT DEFINITION Meal and Revenue Report Cashiers Report Provides one page summary of counts and financial data: Grand Summary: one page all sites all dates Summary: one page for each site for the entire date range, plus grand summary. Detail: one page for each site for each day, plus grand summary and summary. Sections include: Reimbursable and non-reimbursable meal counts Meal Equivalents, (verify >Front of the House > Accountability > File Setup > Default > Meal Per Labor Hour Report Options) Revenue by sale type- Cash, prepaid, or charged Prepayments matching prepaid collections report Cash reconciliation section matching to bank deposit Sales Summary Provides detail of counts, revenue, and liability in separate sections Summaries match to the Meal and Revenue, and provide additional detail per day Bank Deposit Daily summaries of cash collections in sales and prepayments and validation of the Bank Deposit amounts Matches Section 4 of the Meal and Revenue report Supporting Reports Till Report Determine the source of bank deposit variance Verify if sites are opening tills on days other than the serving date. Items Sold Verify M&R and Cashiers report revenue sections with actual sales. Track item popularity Line Report Sales Summary Daily Journal Provides a per line breakdown of the items on the M&R report. Participation by meals, ala carte and total. Counts and revenue should match to the M&R report. Detail of all transactions from a site. Ctrl-F enables user to search for specific text in the report, such as a sales type or customer. Liability Reports These reports track prepayments collected and used and are associated with each patrons account. Site liability will deviate from revenue when patrons use their accounts at sites other than their home site. Liability Reports REPORT DESCRIPTION Primary Reports Reporting and Claiming Liability Reports 49

50 Liability Reports (Continued) REPORT DESCRIPTION Liability Breakdown of total beginning and ending liability for each site by positive, negative, and total. Contains active and inactive student balances. Liability is a constantly moving number, and prior days may change if voids or reentered transactions occur. Cannot print report for today (consolidation occurs overnight). Liability sales may not match revenue sales because of other site transactions. Other site sales affect the revenue of the site where they are sold, but the liability of where the account is enrolled. Meal and Revenue Liability Account Balance/ Account Balances by Date Supporting Reports Option on the M&R report to display liability on the report. Cannot print report for today (consolidation occurs overnight). Liability sales may not match revenue sales because of other site transactions. Other site sales affect the revenue of the site where they are sold, but the liability of where the account is enrolled. Displays the roster balance as of the EOD of the date selected. Can be used to review the liability balance. Prepaid Collections Double Meals Checks Collected MyPaymentsPlus Collections Adjustments Refunds Student Transfers Error Checking Reports Error Checking Reports REPORT DEFINITION Primary Reports Suspicious Transactions Voids Customer Import Recorded when sales are begun but not complete for voids, voided closes, etc. Review for patterns per logged in user. Displays voids per line and user Verify that imports are occurring per schedule and there are no errors. 50 Reporting and Claiming Error Checking Reports

51 CHAPTER 6: HORIZON RESOURCES Topics: Accessing the Customer Resource Center Pg. 51 Using the Customer Resource Center.... Pg. 51 Accessing the Customer Resource Center Use the Customer Resource Center to: Log/Enter/Monitor a Case Download Software Download Upgrades View Invoices and Statements 1. Visit our website at 2. Click on the Customer Login button in the bottom right hand corner of the page. 3. Enter your address, password and then click continue. If you have access but have not been provided with a password, please contact your current Project Coordinator or Customer Support at Select from the tabs listed in the Resource Center: Customer Service, My Account, Knowledge Base, Documentation. Using the Customer Resource Center Customer Resource Center Tabs TAB Customer Service Tab My Account Page Tab Support Management Tab DESCRIPTION Use the links on this page to create a new case or check the status of a previously submitted case. Support Case Management Request Upgrade CD Corporate Services Billing Management Make a payment Print a statement See accounts receivable register See all transactions Contact support by making a new case (non-critical only) See support cases Horizon Resources Accessing the Customer Resource Center 51

52 52 Horizon Resources Using the Customer Resource Center

53 CHAPTER 7: ADVANCED FEATURES Topics: Updating and Creating User Groups..... Pg. 53 Using OneSource Communicator Pg. 54 Setting Up OneSource Database Tasks... Pg. 57 Using Tasks Pg. 60 Updating and Creating User Groups By, default the following User Groups exist: Administrator CO Users Managers Cashiers Everyone Editing Group Rights 1. Go to System Management > User Management > User Groups. 2. Typical Rights for each User Group were pre-configured but are editable per your needs. 3. From the Search Criteria screen, select the User Group to edit. 4. Click the + to drill down and highlight the appropriate function 5. Edit the rights. 6. Click Save. Creating a User Group It is best to use the Copy Rights from Other Group button once you've created your new User Group. Select the existing Groups with rights most like the one you're creating. 1. Go to System Management > User Management > User Groups. 2. Click New. 3. Enter the new Group Name 4. Assign users to the group. 5. Click Copy Rights from Other Group to select the existing group with rights most like the one you're creating. 6. Click Save. Advanced Features Updating and Creating User Groups 53

54 Accountability Exports Overview Financial and claims data can be exported using custom-created templates. Your Chart of Account codes can also be input and financial data dispersed per district specifications. When dispersing to COA codes, multiple values, such as Adult A la Carte and Student A la Carte, can be combined and allocated as Credit or Debit. The Meal & Revenue Report contains data typical of most exports and is often used to validate the values in the exported file. Assistance w/ Accountability exports is often provided by a Horizon Engineer, working with your Financial Administrator. The template structure and data can be complex and translation from Accounting Language to Technical Language is a must. To access the accountability options, go to Front of the House > Accountability > Exports. The following options are available: Create Accountability Export Template Export Accountability Data Create COA Codes Using OneSource Communicator Refer to the following topics for more information: Overview... Pg. 54 OSC Service... Pg. 54 Monitor Communications... Pg. 55 Communication Setup...Pg. 56 Overview OneSource is installed at several locations that must remain in sync with each other throughout the day: Central Office Server Central Office Workstations Site Manager (POS Line 1) POS Lines 2+ The installation model allows operations to continue even when communications are interrupted at one or more locations. If communications between Central Office and the Manager Workstation at Site One have been interrupted, communications between all POS Lines at Site One, however, remain intact. Site Two remains unaffected. OSC Service For additional details on OSC, you can refer to the OSC Overview document in the Reference Materials menu, provided in the lesson. The OneSource Communicator (OSC) service uses a publisher/subscriber data replication model. The Central Office server publishes information to its subscribers, much like a newspaper or magazine would. At each site, POS Line 1 is a subscriber of the Central Office server. While POS Line 1 (the Manager workstation) is a subscriber of the Central Office server, it is also a publisher to its own subscribers at that site, POS Lines 2 and higher. 54 Advanced Features Accountability Exports Overview

55 Some information only needs to be sent in one direction. For example, Central Office controls the Serving Periods offered. Therefore, OneSource only needs to send that information from Central Office down to the sites. Most information is bidirectional, meaning that once the publisher has sent information to its subscriber, the roles are temporarily reversed so that any changes made on the other end can be identified. For example, once POS Line 1 sends its info to Central Office, POS Line 1 then requests any changes made at Central Office and applies those changes to its local database. These changes are then published to POS Lines 2 and higher, who will then send their changes back to POS Line 1. Through these constant publications, Central Office and its sites are configured to replicate each other's data at regular intervals throughout the day to keep all data in sync. Communications are configurable. Rather than use an all or nothing approach, OneSource groups the data being sent into specific packets or publications based on the different operations in use. OneSource can be configured to publish certain data more frequently than other data. This allows for maximum flexibility in communicating information while minimizing the impact on your organization's network and infrastructure. As an example, it's likely that updates on POS transactions would need to be published more frequently than say, a new customer photo. OneSource will publish data at regular intervals determined by the Horizon engineer and your IT staff. The publications can be monitored at each location to ensure proper communication. Monitor Communications You can monitor and configure OneSource communications, based on your permissions. Typically, only administrators and Horizon engineers will be involved in configuring the communication settings. Other users are limited to monitoring and perhaps manually initiating communications. A list of all sites shows a color-coded circle indicating each site's current overall communication status. Depending upon various factors within your organization's infrastructure, statuses can change throughout the day. - A white circle with a question mark inside indicates that communications have not yet occurred. This is normal for Central Office, which doesn't need to communicate with itself. For sites, the question mark is typically only seen at the beginning of your implementation. - Green is good, meaning communications are working normally. - Red is bad, meaning communications have been interrupted. - Like a traffic signal, yellow is an early warning signal that indicates that the status is about to turn red. The important thing is that communications were successful; however, there were some problems along the way and this site should be looked at. If the status remains yellow for very long, it will potentially turn red if the issues are not resolved. Last Communication Date is critical. If dates are 1 day old, troubleshooting is required. A site's overall status is affected by the two columns to the right: Data and Time out. - The Data column represents the status of the internal publications OneSource is sending. A red signal in this column may require assistance from Horizon support. - The Time out column represents the status of external influences, such as network configurations and bandwidth. A red signal in this column could mean the network is temporarily down at that site or that the network is experiencing higher than normal traffic. It could also indicate that the computer has been turned off or disconnected from the network. A yellow or red signal for any of these individual items will affect the site's overall status. Pay attention to the Last Communicated date and time for each publication when troubleshooting or when working with Horizon support. 7.The organization's Overall Status is indicated at the bottom of the screen as well. If there's at least one site not communicating properly, that affects the overall status of the organization. Advanced Features Using OneSource Communicator 55

56 By default, the screen is updated every 30 seconds. You can check the box to Disable Auto Refresh and you can also manually refresh the screen, when necessary. 1. Go to System Management > Communications > Monitor Communications. 2. Click the [+] sign to expand each site to show each individual publication and/or POS Lines for that site. Expanding the site can often reveal which specific publication and/or POS line is not communicating as expected. Communication Setup This area uses tabs to group the various communication settings. 1. Go to System Management > Communications > Communication Setup. If you are unsure about any settings in this area, please contact Horizon for assistance before making any changes. Blackout periods Blackout periods are configured from the Standard tab and halt all OneSource communications during the specified time frame. This prevents OneSource from negatively affecting your network and infrastructure during maintenance periods or peak use times. 1. To add a new blackout period, click Add Item. 2. Click the Description box to select it. 3. Type Daily Maintenance, then press the [Tab] key. 4. Click the Browse [...] button to view the OneSource publications. 5. Select which publications are to be halted during this blackout period. 6. Click OK. 7. Set the Start Time and End Time. OneSource will format the numbers and text as you type. There is no need to enter spaces or punctuation when entering the time. 8. Click Save. Publication Intervals Horizon engineers will work with your IT staff to configure optimum communications with minimal impact on your organization's network. Here, each publication is scheduled to begin at a specific time then recur at the configured frequency or interval throughout the day. The publications used, and their intervals, will vary depending upon your organization's infrastructure and the licensing purchased. At the Central Office, these settings show how often Central Office will publish or communicate this data to the sites. At the site level, this screen shows the settings for that manager workstation or POS Line. When multiple POS Lines are used at a site, it becomes very important to ensure these communications are optimized for efficient data flow from POS Line to Manager Workstation to Central Office and viceversa. Always consult with a Horizon representative before making changes to your communication settings if you are unsure how your infrastructure will be affected. 1. Click the Advanced tab. 2. Make your changes. 3. Click Close 56 Advanced Features Using OneSource Communicator

57 Setting Up OneSource Database Tasks Think of the OneSource database like a busy street and the information communicating between the district's machines are the cars. The Database Maintenance for Communication task is like a traffic light. The light is scheduled to turn green more frequently during heavier traffic times to keep the cars moving. If it does not turn green frequently enough, eventually the traffic will become congested and grid locked. Just like a traffic light turning green during rush hour, it's important that you set this task to run on a regular basis to keep the information from getting clogged and stop all together. But even with a good working traffic light there has to be a good road for the cars to travel on. The Overall Database Maintenance task is like the construction crew doing scheduled maintenance on the road to keep it from getting potholes and cracks. If this task is not performed on a regular basis the database will become fragmented and slow down all processes including communications. Both tasks are needed to ensure that traffic flows freely between the district and sites. Refer to the following topics for more information: Verify the Database Tasks are Running...Pg. 57 Set Up the Database Tasks...Pg. 57 Schedule the Intervals...Pg. 58 Copy the Intervals... Pg. 58 Schedule a Blackout Period for the Scheduled Tasks...Pg. 58 Schedule a Blackout Period for Communications...Pg. 59 Add a blackout period... Pg. 59 Copy the blackout period to other sites...pg. 59 Verify the tasks ran as scheduled...pg. 59 Verify the Database Tasks are Running To verify that the Database Maintenance for Communication and Overall Database Maintenance tasks are running at the Central Office: 1. At the Central Office, go to System Management > Utilities > Monitor Scheduled Tasks. (100601).Expand the Central Office site. 2. Click the Database Maintenance for Communications task. 3. Make sure that all site statuses green, and the last run dates yesterday or today. 4. Click the Overall Database Maintenance task. 5. Make sure that all site statuses green, and the last run dates yesterday or today. 6. If either of these are not green or have not run since yesterday, complete the following tasks. Set Up the Database Tasks 1. Go to System Management > Utilities > Scheduled Tasks Setup. 2. Click the Advanced tab. 3. Select the Central Office from the Configure/View Intervals for list. 4. Uncheck Disable for the following tasks: Database maintenance for communication Overall database maintenance Advanced Features Setting Up OneSource Database Tasks 57

58 5. Click Save. Schedule the Intervals Make sure that there are no other scheduled tasks or communication publications scheduled to start between 15 minutes of the start time and the end time of the second task. The tasks should each take no more than one hour to complete and no other tasks or publications should be scheduled to start during the running of these two tasks. An example of this would be to schedule the Database maintenance for communication tasks to start at 1:00AM, and the Overall database maintenance task to start at 2:15AM and make sure that no other tasks or publications start between the hours of 12:45AM and 3:15AM. 1. In the Scheduled Tasks Intervals list, edit the following: Start Time- Time when the task is scheduled to launch. It is recommended that these two tasks run over night and are spaced by approximately 1 hour and 15 minutes. Hours- How frequent the task will run. It is recommended that task runs every 24 hours. 2. Click Save. Copy the Intervals 1. Click Copy Intervals. 2. Click the Select Publications tab. Select Database maintenance for communication and Overall database maintenance. Use the Mover Control to move the desired publications to the Selection section. 3. Click the Select Values tab. Select the publication values you want to copy to other sites. Use the Mover Control to move the desired values to the Selection section. 4. Click Select Destinations. Select the sites you want to copy the intervals to. 5. Click Copy and Save. The selected publication values are copied to the selected sites. 6. Click Done Copying. Schedule a Blackout Period for the Scheduled Tasks Set up a blackout period for the same time frame that the publications are set to run. This should be done for both the Schedule Tasks Setup and the Communications Setup. To set a Blackout Period up for Scheduled Tasks, using the above example, you would create a Blackout Period for Scheduled Tasks Setup with a Start Time of 12:45AM and an End Time of 3:15AM. The scheduled tasks will not start without both of the above Blackout Periods in place. These Blackout Periods will stop all Scheduled Tasks and Communications from running while the maintenance is being performed. 1. Go to System Management > Utilities > Scheduled Tasks Setup. 2. Click Add Item. 3. Enter a Description that states the reason for the Blackout Period. 4. Select all tasks except for the Database maintenance for communication tasks and the Overall database maintenance task. These two tasks should remain unchecked. 5. Modify the Start and End times to the timeframe that you need to block out. 58 Advanced Features Setting Up OneSource Database Tasks

59 6. Click OK. 7. Click Save. Schedule a Blackout Period for Communications To set a Blackout Period up for Communications, using the above example, you would create a Blackout Period for Communications Setup with a Start Time of 12:45AM and an End Time of 3:15AM. Under the Publications column of the Blackout Periods grid, be sure to select all Publications. Add a blackout period 1. Go to System Management > Communications > Communications Setup (100602). 2. Select a site from the Configure/View Blackout Periods for list. 3. Click Add Item. 4. Enter a Description. 5. Browse to select a publication in the Publications column. 6. Select the publications that will be blocked. 7. Click OK to return to the Communications Setup screen. 8. Enter the beginning time for the communications blackout period from the Start column. 9. Enter the ending time for the communications blackout period from the End column. 10. Click Save. Copy the blackout period to other sites 1. From the System Management > Communications > Communications Setup (100602), click Copy Blackouts. 2. Click Select Blackouts. The Select Blackouts sub-tab displays. 3. Use the Mover Control to move the desired blackout periods to the Selection section. 4. Click Select Destinations. The Select Destinations sub-tab displays a list of all initialized machines located at this level and lower. 5. Select the sites you want to copy the blackouts to. 6. Click Copy and Save. The selected values are copied to the selected sites. Verify the tasks ran as scheduled Follow the instruction at the top of the article to verify the scheduled tasks ran. If the tasks are not green or did not run, please call customer support. Advanced Features Setting Up OneSource Database Tasks 59

60 Using Tasks On the OneSource home page, there are a list of tasks applicable to the User Groups they are assigned to. OneSource tasks can help ensure specific items are completed on time and in the correct sequence. Clicking on a task takes the you to the appropriate section in OneSource to complete that item. Each task on the list is then checked off, indicating the user's progress. A task named Process Applications automatically displays on the Task section of the Home Page if you have students whose free and reduced eligibilities are about to take effect or expire. To launch a preset task, select the appropriate button. Click Setup Task, to set up a new task that appears with the preset task buttons. Setting Up a Task Group. Refer to the following topics for more information: Create New Tasks...Pg. 60 Set Recurring Tasks (optional):...pg. 60 Use Tasks... Pg. 61 Create New Tasks 1. From the Home Page, click Setup Tasks. Alternately, you can navigate to System Management > Global System Setup > Setup Task List. You can also use the Go To feature [CTRL]+G to launch process Click New. 3. Task Groups are created to better organize your tasks. Enter a descriptive name for the task group. In the top part of the screen, we can list overall tasks to complete. The bottom part displays the specific steps required to complete each task listed in the top part. 4. Click Add Task. The Due Date and Start Date both default to today's date and the zero shown under Expires In Days means there is no expiration date set. By starting today without an expiration, this task will begin displaying on the home page every day for the appropriate users. 5. In the bottom part, click Add Step to identify what operations this task will involve. 6. Under the Process column, we need to identify the section of OneSource the user will be taken to when they click on this task button. If you know the process number, you can enter it manually. Most likely you'll want to click the grey box to open the Windows tree control. This tree lists all sections in OneSource and the process numbers. 7. Click the [+] sign next to a section to expand and view its contents. 8. Select the process to launch for this step. 9. Click OK 10. In the Long Description field, we can type a more descriptive instruction, if necessary. This will be shown on the actual task button the users will click on. 11. Remember that each task group must be assigned to at least one User Group. Click the Assign Task Group to User Groups tab. 12. Use the Mover Controls to assign one or more User Groups to our new task group. 13. Click the Task Management tab to return to the task setup screen. 14. Click Save. 15. Click Close. Set Recurring Tasks (optional): 1. Click Setup Task Recurrences. 60 Advanced Features Using Tasks

61 2. Use the drop-down list to set the Recurrence Type. 3. Enter a static date in the Setup by Day of Month field; otherwise check the box for Last Day of Month. Because the last day of the month might fall on a non-operational day, OneSource provides the option to move this task to the next operating day before or after the target date, when necessary. Before is the default setting. 4. Click Save. 5. Click Close. Use Tasks 1. On the home page, the task is displayed for the assigned users the next time they log in. 2. Click the Task button to view the steps and/or navigate to the appropriate process for each task. 3. When exiting, OneSource now asks if we want to mark the task as having been completed. 4. Click Yes to check off the item to indicate it's been taken care of. 5. If multiple steps are involved, OneSource also asks if you want to mark the overall task as being complete. Advanced Features Using Tasks 61

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