Dedicated to your success

Transcription

1 Version 9.73

2 Dedicated to your success Meal Magic Corporation, all rights reserved. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of said license. No part of this document may be reproduced or transmitted in any form, except for internal distribution within a validly licensed organization. Meal Magic is a registered trademark of Meal Magic Corporation. All other products and company names mentioned herein are trademarks of their respective owners.

3 Getting Started Contents 1-1 Log In 1-1 Forgot Your Password? 1-1 Directors with Multiple Districts 1-1 Dashboard 1-1 Quick-Nav Links 1-2 Log Out 1-2 Help Dashboard 1-2 Help Manuals 1-2 Help Training 1-2 Help Get Help / About Contents Management District 2-1 Management District 2-1 Rates 2-1 Eligibility Rates 2-1 Miscellaneous 2-1 Use Dynamic Balance 2-1 Claim Meals Where Roaming Students are Served 2-2 Expiration Reminder Period (days) 2-2 Benefit Grace Period (days) 2-2 CEP Transfer Grace Period (days) 2-2 Average Daily Attendance Factor 2-2 Special 2-2 Adding a Special Consideration 2-3 Editing a Special Consideration 2-3 Deactivating a Special Consideration 2-3 Deleting a Special Consideration 2-3 Contact 2-3 District Name 2-3 General Contact 2-4 Appeals Contact 2-4 Benefits 2-4 Reimbursement Rates 2-4 State and Federal Reimbursement Rates 2-4 Community Eligibility Provision (CEP) 2-5 Reimbursement Claim Free and Reduced Counts 2-5 Eligibility 2-5 Nutrition 2-5 Applications i

4 Meal Magic Suite Back Office Reference Manual 2-6 Color 2-6 Change or Clear Colors 2-6 Misc. 2-6 Student Photos Root Directory 2-7 Default Sender Address 2-7 Use Alphanumeric Customer IDs 2-7 Disable Quick IDs 2-7 Enable MyLunchAccount Parent Site Management Sites 3-1 Management Sites 3-1 Add a Site 3-1 Edit a Site 3-1 Delete a Site 3-1 Contact 3-2 Prices 3-2 Example For Tiered Pricing With Build-A-Meal 3-2 Tiered Adult Prices 3-2 Tiered Full Pay Student Prices 3-3 Reduced Student Price 3-3 Published Full Pay Price 3-3 Published Adult Price 3-3 Free Entrees 3-3 Include For Prorated Credit 3-3 Required 3-3 Low Balance Level 3-3 Cafeteria 3-4 Last Grade for Free Milk 3-4 Reimbursement 3-4 Community Eligibility Provision (CEP) 3-4 Behaviors 3-4 Student Build-A-Meal 3-4 Adult Build-A-Meal 3-5 Require Unique Components 3-5 Extra Components Are A-la-carte 3-5 Block Allergens 3-5 Enable Intelli-Credit 3-5 Don t Show on LunchApp.com 3-5 Generating Quick IDs 3-5 Enrollment 3-6 Change Enrollment and Attendance 3-6 Credit Limit 3-6 Fixed Amount 3-7 Pro-rated Amount 3-7 Override Individual Limits 3-7 Apply to All Customers 3-7 Nutrition ii

5 Management POS 4-1 Management POS Cafeterias 4-1 Add a Cafeteria 4-1 Delete a Cafeteria 4-1 Edit a Cafeteria s Settings 4-1 Basic Settings 4-1 Cafeteria Name 4-2 Lunch Period Start Time 4-2 Sales Tax Rate 4-2 Register Photo Path 4-2 Default Site 4-2 Cash-Out Per Period 4-2 Allow Tender Cash 4-2 Show Tender Up 4-3 Show Earned Sale 4-3 Show Repeat Sale Screen 4-3 Acknowledge Second-Meal Sales 4-3 Confirm Billing Group Selection 4-3 Acknowledge Over Limit 4-3 Allow Reimbursable Cash Sales 4-3 Default to Reimbursable Cash Sales 4-4 Voided Transactions Require Reason 4-4 Must Acknowledge Roaming Customers 4-4 No Check Cashing 4-4 Adult Build-A-Meal Meals Are Taxable 4-4 Student Build-A-Meal Meals Are Taxable 4-4 Show Over/Short 4-4 Super Class Sales 4-4 Use Component-Based Button Colors 4-5 Disallow Repeat Sales via Express Sales 4-5 Express Sales 4-5 Roaming Mode 4-5 Students And Adults 4-5 Adults Only 4-5 No One 4-5 Specify Per-Site 4-6 ID Lookup Mode 4-6 User-Defined Buttons 4-7 Management POS Billing Groups 4-7 Add a Billing Group 4-7 Edit a Billing Group 4-7 Toggle a Billing Group s Active Status 4-8 Management POS Cash-Out Groups 4-8 Add a Cash-out Group 4-8 Edit a Cash-out Group 4-8 Toggle a Cash-out Group s Active Status 4-9 Management POS Allergens Contents iii

6 Meal Magic Suite Back Office Reference Manual 4-9 Add an Allergen 4-9 Edit an Allergen 4-9 Delete an Allergen 4-10 Management POS Void Reasons 4-10 Add a Void Reason 4-10 Edit a Void Reason 4-10 Delete a Void Reason 4-11 Management POS Items 4-11 Add a Reimbursable Meal 4-11 Add a Food Item 4-11 Add a Milk 4-12 Add a Snack 4-12 Add a General Item (Non-food) 4-13 Add a Pop-up 4-13 Add a Weighed Item 4-14 Item Information 4-14 Description 4-14 UPC 4-14 Taxable for Adults 4-14 Taxable for Students 4-14 Ignore Cash for A La Carte 4-14 Student Base Price 4-14 Student Discount Price 4-15 Adult Base Price 4-15 Adult Discount Price 4-15 Adding an Allergen 4-15 Edit an Item 4-15 Discontinue an Item 4-16 Activate an Item 4-16 Delete an Item 4-16 View Item Selection Report 4-17 Management POS Menus 4-17 Select a Menu 4-17 Add an Item 4-18 Replace an Item 4-18 Remove an Item 4-18 Moving Items By Dragging 4-18 Use Menu From Register Copying Menus Between Cafeterias 4-20 Management POS Meal Periods 4-20 Add a Non-Reimbursable Meal Period 4-20 Add a Reimbursable Meal Period 4-20 Edit a Meal Period 4-20 Disable a Meal Period 4-20 Activate a Meal Period 4-21 Delete a Meal Period 4-21 Build-A-Meal Settings for Reimbursable Periods 4-21 Optional iv

7 4-21 Required 4-21 Group 4-21 Exclusive 4-22 Swap 4-22 Example of a Swap 4-22 Requirement Mode 4-22 Components Needed 4-22 Allow Only Checked Components 4-22 Limit Benefits to Specified Grades 4-23 Management POS Vending 4-23 Set-up a Vending Machine 4-23 Enable a Vending Machine 4-23 Add Selection Options 4-24 Add Meal-Period Schedules 4-24 Remove Meal-Period Schedules 4-24 Revert to Default Start Times 4-25 Management POS Registers 4-25 Add a Sales Register Number 4-25 Assigning a Sales Register to a Number 4-25 Deactivating a Sales Register 4-25 Deleting a Sales Register Number 4-26 Activating Web Sales Contents Management Internet Services 5-1 Management LunchApp.com 5-1 Management SendMoneyToSchool.com Management Teachers 6-1 Management Teachers 6-1 Add a Teacher 6-1 Edit a Teacher 6-1 Delete a Teacher 6-1 Delete Unused Management Student Groups 7-1 Management Student Groups 7-1 Add a Student Group 7-1 Edit a Student Group 7-1 Delete a Student Group Management Report Queue v 8-1 Management Report Queue 8-1 Reporting Settings

8 Meal Magic Suite Back Office Reference Manual 8-1 Purge Report Queue 8-2 Manage Report 8-2 Remove From Reports 8-2 Update In Reports Management Security 9-1 Management Security Users 9-1 Add a Web Role 9-1 Edit a Web Role 9-2 Admin Permissions 9-2 View Permissions 9-2 Edit Permissions 9-2 Execute Permissions 9-2 Report Permissions 9-2 Application Reports, POS Reports, and Nutrition Reports 9-3 Other Reports 9-3 Login Permissions 9-3 Restrict To Weekday Logins 9-3 Restrict To Private IP Ranges 9-3 Deny All Logins 9-3 Add a Register Role 9-4 Edit a Register Role 9-4 Execute Permissions 9-4 Can Change Cash Sale Classifications 9-4 Turn Back Clock 9-4 Void Sales 9-4 Make Cash Sales 9-5 Run Register Setup 9-5 Cash-out Access 9-5 Add a User 9-6 Edit a User 9-6 Subscriptions 9-6 Reset Bad Login Count 9-6 Reports 9-7 Management Security Online 9-8 Management Security Settings 9-8 Password Rules 9-8 Minimum Password Length 9-8 Password Requirements 9-8 Password Change Frequency 9-8 Prevent Reuse of Prior Passwords 9-8 New Users Must Change Password 9-8 Reset Passwords Must Be Changed 9-8 Login and Sessions 9-9 Lock Account After Failed Logins 9-9 Reset Failed Login Attempts After (in hours) vi

9 9-9 Web Session Timeout (in minutes) 9-9 Prestige Session Timeout (in minutes) 9-10 Management Security Licenses 9-10 Add a License 9-10 Validate Licenses Management Other Contents 10-1 Management Other Change District 10-2 Management Other Change Fiscal Year 10-3 Management Other Close Year 10-3 Close Year Customers Edit 11-1 Customers Edit 11-1 Add a Customer 11-1 Edit a Customer 11-1 Inactivate a Customer 11-1 Reactivate a Customer 11-2 Delete a Customer 11-2 Name or ID Lookup 11-2 Customer Information 11-2 Basics 11-4 Finance 11-5 Address 11-6 Parental 11-7 Allergies 11-7 Groups 11-7 Reports a Report Customers Find 12-1 Customers Find 12-1 Find a Customer Customers Transfer 13-1 Customers Transfer 13-1 Transfer a Customer 13-1 Name or ID Lookup Customers Mass Delete 14-1 Customers Mass Delete Customers vii

10 Meal Magic Suite Back Office Reference Manual 14-1 Mass Delete Customers Customers Families 15-1 Customers Families 15-1 Add Customers to a Family 15-1 Remove Customers from a Family 15-2 Use Suggestions to Find Family Members 15-2 Name or ID Lookup Customers Import / Export 16-1 Customers Import / Export 16-1 Getting Things In Order 16-1 CSV 16-1 Tab Delimited 16-2 Fixed-Width 16-2 Creating an Import Template 16-3 Creating an Export Template 16-4 Copying a Template 16-4 Defining the File Layout 16-4 Defining Field Options 16-5 Defining Filters 16-5 Performing a Manual Import 16-5 Performing a Manual Export 16-5 Preview 16-6 Errors and Warnings 16-6 Error Logs 16-6 Approving Name Changes 16-7 Approving Drops 16-7 Notes About Various Fields 16-7 ID Number 16-7 Site Number 16-7 Benefit Status List 16-8 New ID 16-8 Social Security Number Customers Balances viii 17-1 Customers Balances 17-1 Adjust an Account Balance 17-1 Undoing an Account Adjustment 17-2 Types of Adjustments 17-2 Deposit 17-2 Family Deposit 17-2 Withdrawal 17-2 Credit

11 17-2 Debit Applications Edit 18-1 Applications Edit 18-1 Finding a Student on an Application 18-1 Adding an Application 18-2 Recalling and Printing 18-2 Editing an Application 18-3 Making a Student Active or Inactive Through an Application 18-3 Deleting an Application 18-3 Selecting a Basis for a Student 18-3 Entering Incomes 18-4 Waiving Benefits 18-4 Reviewing Prior Versions of an Application 18-4 Reviewing Determination Histories 18-5 Backdating Benefits 18-5 Retroactive Benefits 18-6 Updating Verification Information Contents Applications LunchApp.com 19-1 Applications LunchApp.com 19-1 Process Applications Applications Direct Certification 20-1 Applications Direct Certification 20-1 Importing Direct Certifications 20-3 Notifying Parents 20-3 How Matches Are Determined 20-3 Viewing Matched Students Applications Verification 21-1 Applications Verification 21-1 Quick Overview Of The Verification Process 21-1 Verification Methods Supported 21-2 Applications Verification Run/Edit Verification 21-2 Adjusting Settings 21-2 Make Automatic Selections 21-2 Review Selections and Make Changes 21-3 Selecting Applications For Cause 21-3 Printing Verification Letters and Reports 21-3 Verification List 21-3 Verification Request Letters 21-3 Verification Change Letters ix

12 Meal Magic Suite Back Office Reference Manual 21-4 Verification Sampling Statistics 21-4 Verification Summary 21-5 Applications Verification Edit Summary Sales Edit Sales 22-1 Sales Edit Sales 22-1 Find a Customer 22-1 Adding a Sale 22-2 Voiding a Sale Sales Mass Void Sales 23-1 Sales Mass Void Sales Sales Edit Receipts 24-1 Sales Edit Receipts Sales Edit Cash-outs 25-1 Sales Edit Cash-outs Sales Enter CEP Sales 26-1 Sales Enter CEP Sales Sales Prepicks 27-1 Sales Prepicks 27-1 Sales Prepicks Edit by Day 27-1 Sales Prepicks Edit by Month Nutrition Magic 28-1 Nutrition Ingredients 28-1 Nutrition Recipes 28-1 Nutrition Menus 28-1 Nutrition Cycles 28-1 Nutrition Default Recipes 28-1 Nutrition Mass Recipe Change 28-1 Nutrition Production 28-1 Nutrition Recipe Box x

13 Reports Standard 29-1 Reports Applications 29-1 Reports POS 29-1 Reports Nutrition 29-1 Generating a Report 29-1 Scheduling a Report 29-2 Naming a Report 29-2 Selecting Report Options a Report Contents Reports Custom 30-1 Reports Custom Reports 30-1 Generating a Custom Report 30-1 Choosing a Medium 30-2 Scheduling a Custom Report 30-3 Selecting Filters and Sorting a Report 30-3 View a Template 30-4 Copy a Template 30-4 Delete a Template 30-4 Create a Template 30-4 Letter Template 30-5 List Template 30-5 Label Template 30-6 Card Template 30-6 Envelope Template 30-6 Calendar Template 30-7 Edit a Template 30-7 Add Content 30-7 Add an Element 30-7 Delete an Element 30-8 Text Elements and Properties 30-8 Page Number Elements and Properties 30-8 Barcode Elements and Properties 30-8 Student Photo Elements and Properties 30-8 Clip Art Elements and Properties 30-9 Rectangle Elements and Properties 30-9 Sub-Report Elements and Properties Reports Low-Balance s xi 31-1 Reports Low-Balance s 31-1 Create an Job 31-2 Edit an Job 31-2 Pause or Unpause an Job 31-2 Delete an Job

14 Reports Queue Meal Magic Suite Back Office Reference Manual 32-1 Reports Queue 32-1 Filtering Report Queue Results 32-1 Sorting Results 32-1 Refreshing Results 32-1 Viewing Report Criteria 32-2 Viewing A Completed Scheduled Report 32-2 Manually Running a Scheduled Report 32-2 Editing Filters for a Scheduled Report 32-2 Pausing and Unpausing a Scheduled Report 32-3 Viewing a Completed Report 32-3 Restarting a Report with Errors 32-3 Deleting a Report 32-3 Deleting a Running Report 32-3 Improving Report Execution Speed Loading Photographs A-1 Photographs A-1 Placing Photographs Locally A-1 Placing Photographs on a Server Deleting Closed Years B-1 Closed Years SMTS Provider Portal C-1 Third-Party Interface xii

15 Getting Started 1 Log In To use Meal Magic Suite, you need a computer that has a standard web browser installed. Currently supported browsers include the latest versions of Mozilla Firefox, Google Chrome, and Apple Safari. In your browser s address bar, enter the address (network location) selected by your technology department during installation. The Log In page appears. 1. Enter your Address and Password. 2. Click the Log In button. Forgot Your Password? We all experience those moments when things just seem to slip our minds. If you have forgotten your password you can ask the system to send you a new one. 1. Enter your Address. 2. Leave Password blank. 3. Click the Forgot button. A new password will be sent to you via within a short time. 22 Directors with Multiple Districts If you are a director that has multiple districts on one server that you manage, you will select which district you want to access by clicking View next to the appropriate district name. Dashboard Once you have successfully logged in, you will be at the Dashboard page. Across the top of the screen are menu headings. When you hover over the headings, a list of corresponding functions appears. Simply click on any desired function to go to the appropriate screen. Quick-Nav Links 1-1 You will notice Quick-Nav links in the various sections of the software to make moving between related pages quicker and easier. The links are underlined or labeled as Go to related. Clicking on them will take you to other

16 Meal Magic Suite Back Office Reference Manual sections of the software that relate to the current page. Log Out Whenever you are done using Meal Magic Suite, click the Log Out button located in the gray bar at the top of the page and to the right of the menu options. This prevents other people from using your login and access rights. Help Dashboard The first screen that appears immediately after you log in is the Dashboard. The Dashboard contains valuable information about your Meal Magic Suite operations. The upper left section contains a window labeled Important Notices. This area contains any urgent information that needs attention. At the bottom of Important Notices is a section with information about system back-up and license statuses. The larger section on the right contains any news from Meal Magic Corporation, including details about new versions and updates. You can navigate back to this screen at any time by selecting Dashboard under the Help menu. Help Manuals The Help menu also contains a list of available manuals. These manuals are presented in Portable Document File (PDF) format and can be opened with any PDF viewer, such as the free Adobe Acrobat Reader. Help Training You can access Meal Magic Corporation s online tutorials for the sales registers and nutritional analysis through this menu if you have licenses for these features. Help Get Help / About Here you will find information about the current version of the software, such as legal notifications and credits, and ways to contact Meal Magic Corporation s Customer Experience Team (CET). If you want to give temporary access to Meal Magic Suite to a CET member, click the Allow CET Access button. Only do this when instructed, and our team will be able to log into your Back Office to provide one-time assistance. 1-2

17 Management District Management District 2 The District section is used to enter information that is universal to the school district. Without this information, much of Meal Magic Suite will be unusable. Rates The Rates tab contains information necessary for processing applications. Be very careful when entering values so that benefits are determined properly. Eligibility Rates The USDA publishes these amounts each spring for the following school year. Amounts must be taken from the annual income chart. Do not enter new eligibility rates until the new school year begins, i.e. July 1, and you have closed the year. Changes affect all current-year applications. In the section marked Eligibility for Free Benefits, enter the eligibility amounts for each household size (1-8) from the free column of the USDA chart. Step is the eligibility amount for each additional household member above eight. In the section marked Eligibility for Reduced Benefits, enter the eligibility amounts for each household size (1-8) from the reduced column of the USDA chart. Miscellaneous Various processing information is entered in the Miscellaneous section of the screen. Each item is covered below. Use Dynamic Balance Meal Magic Suite s sales registers automatically reflect changes to a customer s balance with each item selected. This is called Dynamic Balance. This feature can be turned off by removing the check mark in this box. Claim Meals Where Roaming Students are Served 2-1 By default, Meal Magic Suite claims meals based on where students purchased their meals, the serving school. If the box is unchecked,

18 Meal Magic Suite Back Office Reference Manual meals are claimed at sites where students are enrolled, the home school. Expiration Reminder Period (days) This setting determines when expiring applications are noted on the Dashboard. The greater the value, the sooner you will be notified about pending expirations. Benefit Grace Period (days) When a change to an application results in a lesser benefit for the household, you can extend a grace period before the change takes effect. The grace period applies only to current-year applications, not applications bumped forward from a prior year. Consult the current USDA regulations to ensure the correct grace period. CEP Transfer Grace Period (days) When a student who attends a CEP site transfers to a non-cep site within the school year, you can extend a grace period that allows the student to continue receiving free reimburseable meal benefits until the household is notified of the change. Consult your regulatory agency to ensure the correct grace period is used. Average Daily Attendance Factor This value usually comes from the USDA around the end of October. Upon receipt of this information, enter it in this box. Calculated attendance figures are based on this percentage of enrollment. Special Many districts charge for various programs in which students participate, such as Pay-for-Play Athletics, Driver s Education, and Performing Arts. Some districts charge for textbooks. In some cases, special considerations are made for students who receive meal benefits. To track possible eligibilities within Meal Magic Suite, enter descriptions of the Special Consideration programs here. Click the Special tab to begin. Adding a Special Consideration Click Add New Special Consideration. 2. Enter the name of the Special Consideration program in the text box. 3. Indicate if the benefit is to be an opt-in or an opt-out choice. 4. Optionally, enter a description, note, or other explanatory text in the LunchApp.com Description text box. This text will be displayed on LunchApp.com to provide additional information about

19 Management District the Special Consideration. 5. Click Save. Editing a Special Consideration Select the name from the Special Consideration list. 2. Make any necessary changes in the text boxes. 3. Click Save. Deactivating a Special Consideration 1. Select the name from the Special Consideration list. 2. Make sure the Active box is unchecked. 3. Click Save. Deleting a Special Consideration 1. Select the name from the Special Consideration list. 2. Click Delete. You cannot deactivate or delete a Special Consideration that is in use. Contact Contact information is used on various reports and letters as needed and should be kept current. Select the Contact tab to make changes. The General Contact is the person that handles routine operations of the food service department, such as a food service director. The Appeals Contact handles mediation of disputes regarding applications for meal benefits and is usually a business manager, superintendent, or other official that oversees the food service department. District Name 1. Enter the District Name. 2. Click Save. General Contact 1. Enter the name of the person in charge of the food service department in the Contact box. 2. For the individual named in Step 1, enter the Address, City, State, Zip, Telephone, , and, if available, a secondary telephone (Telephone 2) in the corresponding boxes. 2-3

20 3. Click Save. Meal Magic Suite Back Office Reference Manual 2 Appeals Contact 1. Enter the Title for the individual that handles appeals. 2. Enter the person s name in the Contact box. 3. For the individual named in Step 2, enter the Address, City, State, Zip, Telephone, , and, if available, a secondary telephone (Telephone 2) in the corresponding boxes. 4. Click Save. With the Child Nutrition and Reauthorization Act of 2004, schools must provide toll-free assistance to all families selected for verification. Telephone 2 can be used to identify the toll-free number if this requirement applies to your district. Benefits 1. Use the calendar to select the default benefit expiration date, which is when manually assigned benefit statuses ( forced benefits ) for customers not on applications become inactive. 2. If allowed by your regulatory authority, enter the number of days you are allowed to backdate application benefits; otherwise, use zero. 3. Click Save. Reimbursement Rates At or before the start of the school year, the USDA and states issue the reimbursement rates for meals served. Meal Magic Suite uses these rates to calculate reimbursements on the Reimbursement Claim report. To update the rates, click the Reimbursement tab. State and Federal Reimbursement Rates 1. Select the meal period from the drop-down box. 2. Enter the rates in the corresponding boxes. 3. Click Save. 4. Repeat Steps 1 through 3 for each meal period. Community Eligibility Provision (CEP) If your district participates in Community Eligibility Provision, enter the CEP Reimbursement Multiplier before saving. 2-4

21 Management District Reimbursement Claim Free and Reduced Counts The Reimbursement Claim report provides the total number of free and reduced students enrolled on a month-to-month basis. These numbers are calculated either at the highest number for the month or for the exact total on file for the last day of the month, depending on USDA regulations. 2 Clicking the Reimbursement Claim Free/Reduced Counts bar expands the page to show which value is used for each of the twelve months, and you can modify them as necessary. Be sure to click Save after making any changes. Eligibility The information on the Eligibility tab shows the rules that are applied to applications to determine benefits. Selecting an eligibility basis from the list reveals the active rules for that basis, as indicated by the check marks. You cannot make changes. Nutrition Some states have stricter nutrition standards than provided in the USDA guidelines. You can define state standards on the Nutrition tab. For example, some states require zero transient fats. You would select the meal period and enter zero in the Trans fat Maximum column, and save the change. 1. Select a meal period from the drop-down box. 2. Enter any restrictions that exceed USDA guidelines. 3. Click Save. Place a checkmark in the Inclusive box when the indicated value is to be included in the range. Examples: Minimum Inclusive Maximum Inclusive Range Applications If your state has alternate titles for FDPIR, SNAP, or TANF, you can change the names using the Alternate Title textboxes on this tab. 2-5 If desired, you can define the required format of case numbers used for

22 Meal Magic Suite Back Office Reference Manual FDPIR, SNAP, and TANF using the Case Filter textboxes. Use A for letters (A-Z), # for digits (0-9), or., / :, \ or - for separators. For example, AA-#### accepts case numbers such as AZ-0123, BS-9999, and TW If multiple formats are needed, separate them with a comma, such as AA-####, ##-AA-#####. Help Text can be specified for each of the programs. Whatever you put here is shown on LunchApp.com when corresponding case numbers are being entered. For example, This is not your EBT card number. You also can collect additional student demographics via LunchApp. com by checking each optional item you want. Select No if you do not want to collect the information, Yes if you want to allow but not require the information, or Required to mandate entry of the information. Check with your state authoritity before making changes. If you want to exclude certain income frequencies from appearing on LunchApp.com, check the appropriate boxes. You also can add text that will appear at the bottom of LunchApp.com s introductory letter. To prevent application submissions via LunchApp.com, make sure the Disable On-line Applications box is checked. Be sure to click the Save button after making any changes. To apply settings to LunchApp.com, see chapter 5. Color You can use color-coded item buttons on Prestige sales registers by selecting Use Component-based Button Colors under Cafeteria settings. Colors will be applied to buttons based on the components the item meets and the colors you select here. Misc. Change or Clear Colors 1. Click the square for the desired component group. 2. To assign a color, click the color from the pop-up list. To remove a color, click the Clear Color button. 3. Repeat steps 1-2 as needed. 4. Click the Save button. The Miscellaneous tab allows you to set other preferences as follows. Student Photos Root Directory If you have student photos in a specific folder on your network, you 2-6

23 Management District 2 can enter the path to that folder here. Then the system will have access to the photos for Custom Reports and Edit Customers. Check with your technology provider for assistance with locating the proper path information. Photos must be either jpeg (.jpg) or bit-map (.bmp) format to work in Meal Magic Suite. The filename of the photos must match the customer ID numbers. For example, the photo for the customer with ID number AB456 could be either AB456.jpg or AB456.bmp. 2 2 Default Sender Address Enter the address from which all report and low-balance s will be sent. This is used as the From address for the . Use Alphanumeric Customer IDs When this box is checked, ID numbers can contain letters and numbers, for example, 12E34F56G. Only enable this if your Student Information System uses alphanumeric ID numbers. Disable Quick IDs If you check this box, Quick ID numbers are ignored throughout Meal Magic Suite Back Office. Enable MyLunchAccount Parent Site When marked, this option enables a view-only Web site that allows parents to check balances of their children s accounts. Parents cannot make deposits through this site. MyLunchAccount is available only to full Meal Magic Suite users. The Meal Magic Suite web server must be accessible from outside your district, and mail relaying must be setup. Parental support for the MyLunchAccount site is the responsibility of the school district. 2-7

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25 Management Sites Management Sites Sites refer to distinct locations within the district, such as school buildings. For example, Franklin Elementary could be a site as could Administrative Services Center. 3 To manage sites, from the program menu select Management Sites. A list of existing sites is displayed. If you want to view the settings for a listed site, click its name. Add a Site 1. Click Add New Site. 2. Enter information on the appropriate tabs as described below. 3. Click Save. Edit a Site 1. Within the list, click the name of the site you need to change. 2. Enter information on the appropriate tabs as described below. 3. Click Save. Delete a Site 1. Within the list, click the name of the site you need to change. 2. Click Delete. You cannot delete a site that is in use. 22 Contact Each site should have a unique Site Name. Also include a Contact and mailing address including Address, City, State, and Zip Code. Be sure to list a Phone number too. You also need to assign a unique Site Number. This number should match any numbering used in the district s Student Information System so that information can be shared between that system and Meal Magic Suite. For the Contact, typically you should list the person in charge of food service at the site. This information can be displayed as the return ad- 3-1

26 Meal Magic Suite Back Office Reference Manual dress on letters you create in the Custom Reports section. Click Save after all the information has been entered. Prices On the Prices tab you enter the standard meal price, broken down by benefit type, for each serving period. Prices entered here also appear on Eligibility Letters that you send home. If Build-A-Meal is used, the tiered prices are used when individual components combine to create a reimbursable meal. For prices marked tiered you optionally can enter multiple prices for the benefit classification. Tiered pricing is indicated by entering multiple prices, separated by commas. When a reimbursable meal is created by Build-A-Meal, the unit price for the meal will be the tiered pricing amount closest to but not over the price of the individual components that comprise the meal. If there is no price that fits, the closest lower-tiered prices will be used. Example For Tiered Pricing With Build-A-Meal As a-la-carte purchases, pizza is $1.50, milk is $0.30, and an apple is $0.50. Without Build-A-Meal, the total meal price is $2.30. Assume that tiered pricing is set as $2.00, $2.75, $3.25. The closest amount without going over $2.30 is $2.00, so $2.00 is used as the unit price. When individual items are combined into a meal and sold as a unit, the meal can be classified as a reimbursable serving if no other meal is served to the customer. In this case, the $2.00 unit-priced meal is reimbursable, but the $2.30 meal would not have been. To update prices, select the meal period from the drop-down box. Then enter the prices for each benefit classification listed. Click Save after entering all the amounts. Tiered Adult Prices If tiered pricing is not used, enter the price for a standard adult meal. For tiered pricing, enter the list of prices with a comma between each amount. Tiered Full Pay Student Prices 3-2 If tiered pricing is not used, enter the price for a standard full-pay student meal. For tiered pricing, enter the list of prices with a comma between each amount.

27 Reduced Student Price Management Sites List the maximum price chargeable to reduced-priced students as determined by the USDA. Typically, this is $0.30 for breakfast and $0.40 for lunch. Published Full Pay Price 3 This price is used on Eligibility Letters and must be the normal price for a standard full-pay student meal. Unless tiered pricing is used, this should match Tiered Full Pay Student Prices. Published Adult Price This should be the standard price for an adult meal. Unless tiered pricing is used, this should match the Tiered Adult Prices entry. Free Entrees With this feature, you can extend free entrees to reduced-price students and/or full-paying students. If you do this, you also may limit this special handling to a span of grades. Adjust these settings as appropriate for your district. When active, there is no charge for the first reimbursable meal sold to a student during the meal period; however, the meal will be claimed under the student s normal benefit. This is handy for programs such as Universal Breakfast and State initiatives. Include For Prorated Credit If this box is checked, prices for the selected meal period will be included in prorated credit calculations. (See Credit Limit on page 3-6.) Required Information found here affects various reporting features of the software. Low Balance Level The low balance level is the amount at or below which a customer s account is considered to be low on funds. The balance of customers at or below this amount appear in yellow at sales registers. Cafeteria 3-3 By default, the site is assigned to the cafeteria with the same name as the site; however, you can select a different cafeteria from the list if necessary. For example, an elementary site might be served in a

28 Meal Magic Suite Back Office Reference Manual middle school cafeteria. Last Grade for Free Milk Students at or below the grade specified here will be counted in the milk enrollment. All other students will be counted in the meals enrollment. Reimbursement If the site is eligible for severely-needy rates for a particular program, such as breakfast, place a check mark in the Needy column for that program. Community Eligibility Provision (CEP) If the site participates under Community Eligibility Provision, make sure this box is checked. When enabled, this setting ensures that students attending the site receive reimbursable breakfasts and lunches at no charge. Be sure to click Save to update the site if you make any changes on the Required tab. Behaviors Various behaviors can be set for each site. Keep in mind that these are site-specific behaviors, i.e., behaviors for Site A do not affect Site B. Each behavior is described below. To activate a behavior, place a check mark in the box next to it. Student Build-A-Meal When Build-A-Meal is active, sales registers can intelligently combine a-la-carte items into a qualifying reimbursable meal with a set unit price per USDA regulations. For example, a student selects pizza priced at $1.50, milk priced at $0.30, and an apple priced at $0.50. Priced individually as an a-lacarte purchase, this totals $2.30. By using Build-A-Meal, the sales register recognizes this combination as a qualifying reimbursable meal and applies unit pricing to the meal. (See Example For Tiered Pricing With Build-A-Meal on page 3-2.) Adult Build-A-Meal This behavior works just like the student version except it applies to meals served to adults. 3-4

29 Management Sites Require Unique Components Build-A-Meal checks to see what meal components each item contributes toward a reimbursable meal. With this setting selected, when two or more items contribute a like component, only one of the items will be used in the unit meal. The actual selection is based on the price of the items and the number of components each contributes. 3 Extra Components Are A-la-carte A reimbursable meal can potentially contain all five components: fruit, grain, milk, meat or meat alternative, and vegetable. With this behavior selected, individual items will not be included in the reimbursable meal if the minimum number of components has been met. Block Allergens The Allergy Alert feature compares a food item s marked allergens with the marked allergens of the customer and normally displays items that could potentially trigger an allergic reaction in red. With block allergens selected, the items appear in gray and cannot be sold. Enable Intelli-Credit If a purchase will bring a customer s balance below zero dollars, Intelli-Credit limits chargeable purchases to the first reimbursable meal served to the customer during the meal period. This ensures that customers are not using credit to fund non-reimbursable a-lacarte selections. In these credit situations, the customer must pay cash for a-la-carte items. Don t Show on LunchApp.com Check this box if you do not want this site to appear on LunchApp. com. Generating Quick IDs This setting determines how Quick IDs are created for the site. By default, Meal Magic Suite randomly assigns these ID numbers using the shortest possible number. You can select the method that best serves your needs. Be sure to click Save after you have changed behaviors. Enrollment 3-5 Enrollment and attendance figures are calculated automatically by the software using the number of active student customers in the

30 22 Meal Magic Suite Back Office Reference Manual system. These numbers are used for the Reimbursement Claim report and in determining potential over-claim situations. You can override the computed values on this tab. Change Enrollment and Attendance 1. Select a serving date by either typing it into the box or using the pop-up calendar. 2. Adjust the Enrolled and Attended figures as necessary. Be sure to properly allocate the numbers between meal programs and, if you participate, the Special Milk Program. 3. Click Save. You can only adjust enrollment and attendance figures for days on which sales were recorded. Credit Limit Without credit, customers normally cannot make purchases that would make their account go below zero dollars, so a customer would be required to pay cash at the sales register when he has insufficient money in his account to fully cover the purchase. An exception occurs when a sales register operates in disconnect mode. Because a disconnected sales register cannot obtain up-tothe-minute account balances, credit limits are not enforced. Extending credit can be tricky and requires close monitoring of account balances to ensure that temporary credit is repaid in a timely manner by the customers. Also, USDA regulations concerning credit limits and credit purchases must be followed. If you wish to extend credit to customers, you must choose between using fixed or pro-rated amounts. Because we are working with sites, credit limits set here apply to everyone at the site. You also can set individual credit limits (see Customers Edit). Fixed Amount With this option, every customer at the site is assigned the same credit limit regardless of benefits. 1. Click the circle next to fixed amount. 2. Enter the credit limit each customer will have. 3. Click Save. 3-6

31 Management Sites Pro-rated Amount When pro-rated credit is used, for each benefit classification the system sums the corresponding prices of all meal periods marked Include for Prorated Credit on the Prices tab. (See Prices on page 3-2.) It then multiplies the sums by the number of days you specify to derive credit limits based on benefit classifications Click the circle next to pro-rated amount. 2. Enter the number of days customers can make purchases on credit. 3. Click Save. When using pro-rated credit, you must mark at least one meal period as Include for Prorated Credit or no credit will be extended. Override Individual Limits Customers can be assigned their own credit limits, which also can be locked from being changed. If you want to reset these individual credit limits to match the site s credit limits, you must check the override individual limits box before clicking Apply to All Customers. Apply to All Customers The steps for establishing credit limits given above do not change credit limits already assigned to customers but instead only apply to new customers when they are added to the system. To assign the newly established credit limits to existing customers, click the Apply to All Customers button. Nutrition USDA nutrition standards vary based on grade ranges. For each site you need to indicate the grade range of the students in attendance there so that the nutritional analysis feature of Meal Magic Suite can measure menus against the age-appropriate USDA guidelines. Separate settings are available for breakfast and lunch. 1. Select a grade range for breakfast. 2. Select a grade range for lunch. 3. Click Save. 3-7

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33 Management POS Management POS Cafeterias Cafeterias are serving locations within the district. Each cafeteria sells meals to one or more sites depending on their physical location relative to the sites. When you create sites in Meal Magic Suite, a corresponding cafeteria is created too. This simplifies the setup of cafeterias that serve a single site. Sometimes, however, two or more sites might share a cafeteria, such as an elementary site and a middle school site located on the same campus. You can easily group multiple sites into a single cafeteria as described in the Management Sites section of this document and then delete any unneeded cafeterias. 4 Sales information can be reported by cafeteria and by individual sites. Add a Cafeteria 1. Click Add New Cafeteria. 2. Enter a name for the cafeteria in the text box. 3. Click Save. Delete a Cafeteria To delete a cafeteria, click the Delete link following the name of the cafeteria you want to remove. You cannot delete cafeterias that have activity associated with them. 22 Edit a Cafeteria s Settings 1. Click the Edit link following the name of the cafeteria that you want to edit. 2. Make changes to the settings as needed. 3. Click Save. Basic Settings Cafeteria Name If you need to rename a cafeteria, or perhaps correct a typographical error in the existing name, enter the name here. 4-1

34 Meal Magic Suite Back Office Reference Manual Lunch Period Start Time If the sales registers are started prior to the time specified here, they start with breakfast selected; otherwise, they start with lunch selected. A sales register will automatically switch from breakfast to lunch at the time you specify here unless the breakfast sales screen is open, in which case the cashier will be asked if the sales register should switch to lunch. The default time is 11:00 AM, but you can change that to fit your schedule. Sales Tax Rate If you sell taxable items, enter the appropriate sales tax rate here. Enter if sales tax for your area is 6%. You can enter fraction percentages too, such as for a 5⅜% sales tax. Register Photo Path This is the location of your customer photos on your local machine, Meal Magic Suite server, or network share. (See Appendix A Loading Photographs.) Default Site If roaming customers are served at this cafeteria, their sales will be attributed to this site. Cash-Out Per Period When selected, a cash-out is required after each meal period instead of once for the entire day. Allow Tender Cash This setting enables the Cash Only button on the sales registers. Then cashiers can accept cash from customers that have available funds in their accounts. Show Tender Up Pressing the Tender Up button causes the sales register to calculate the change the cashier needs to give for the next higher full dollar amount. This button is only available, however, if this setting is selected. 4-2 Tender up works as follows: If the purchase total is $2.50 and the cashier selects Tender Up, the register assumes that the customer gave $3.00, enters this, and shows $0.50 change due. Tender up does not work for whole dollar amounts, i.e., if the sale ends in.00 then it acts like an exact change button.

35 Management POS Show Earned Sale If you have customers that earn meals by working, enable this setting to track earned reimbursable meals. Earned meals are given without cost to the customer but still qualify for reimbursement. Show Repeat Sale Screen When enabled, if a customer has had a prior purchase during the meal period, a message appears on the register during subsequent purchases. The cashier must tap the reminder to continue with the sale. This is a good way to catch duplicate sales or customers trying to use the accounts of others Acknowledge Second-Meal Sales When checked, a message appears at the start of the sale when the customer has already had a reimbursable meal for that period. Confirm Billing Group Selection Check this item to require cashiers to confirm that they have selected the proper billing group. Acknowledge Over Limit When this option is selected, cashiers must respond to pop-up messages that appear when customers exceed either their daily spending limit or their overall credit limit. Allow Reimbursable Cash Sales This setting determines how sales of reimbursable meals to anonymous cash customers are classified. When selected, meals can qualify as reimbursable; otherwise, meals are counted strictly as a la carte servings, even if they meet the requirements of reimbursable meals. If the cashier is granted the Can Change Cash Sale Classifications right and this setting is enabled, the cashier can change the classification on a per-sale basis. Default to Reimbursable Cash Sales This setting only appears if Allow Reimbursable Cash Sales is enabled. When marked, this setting counts reimbursable cash sales as such when the meal qualifies. When not marked, cash sales are treated strictly as a la carte sales. 4-3

36 Meal Magic Suite Back Office Reference Manual Voided Transactions Require Reason This setting enables a feature that requires cashiers to choose a reason for voiding a sale. Must Acknowledge Roaming Customers When enabled, a pop-up message appears when customers from sites not normally served by the cafeteria come through line. The cashier must tap this box to continue with the sale. This setting can help with making sure that a customer is not using someone else s account. No Check Cashing When this setting is selected, when a check exceeds the amount of the transaction, the change is deposited automatically into the customer s account because giving change is disallowed. Adult Build-A-Meal Meals Are Taxable Use of this setting causes the sales registers to charge sales tax to the appropriate meals created for adult customers. It ignores the tax settings for the individual items and uses the unit meal price instead. Student Build-A-Meal Meals Are Taxable This setting works the same as its adult counterpart except it applies to student meals. Show Over/Short When this option is used, the sales registers show a message (short, over, or balanced) when a Cash Out is completed. Super Class Sales Super Class Sales alters the behavior of Class Sales. In Class Sales, you click a customer s picture and then select up to four items on the same screen, giving you a quick means of making sales. In Super Class Sales, you click a customer s picture and then are taken to the full sales screens with all the additional items and functionality that those screens provide. Use Component-Based Button Colors When you select this option, item buttons at the sales register are color-coded based on the components they meet. Colors are assignable under District settings. 4-4

37 Management POS Disallow Repeat Sales via Express Sales When this setting is checked, the cashier cannot make multiple sales to a customer using Express Sales. Due to the unavailability of history during disconnected operations, this feature only works when connected to the network. Express Sales Express Sales on the sales registers allows cashiers to sell one item to many customers very quickly. This setting determines which items are listed when Express Sales is used. Choices are all items, only items that appear on the menu, or only items on the menu for the selected meal period. 4 Roaming Mode Because Meal Magic Suite utilizes a central database, it is possible for customer accounts to be accessed at any cafeteria, allowing customers free movement throughout the district. Whether or not customers can make purchases at a cafeteria other than the one associated with their home site is determined by the roaming mode. Select a roaming mode that best handles your needs with the least possibility for unwanted roaming. Students And Adults Select this mode to allow every customer in the district to make purchases at this cafeteria. Adults Only As the description states, only adult customers from other sites can make purchases at this cafeteria. No One This mode disables all customers from sites not assigned to this cafeteria from making purchases. Specify Per-Site When you select this roaming mode, you can select one of the above described modes for each site that normally is not served by this cafeteria. For example, you could allow customers from the middle school to be served but not those from an elementary site. Unlike other roaming mode selections, this option allows roaming customers to be accessed by name. 4-5

38 ID Lookup Mode Meal Magic Suite Back Office Reference Manual This setting allows you to choose how customer accounts can be accessed at the sales register. You can specify Quick ID, which disallows using standard ID numbers; ID Number, which disallows the use of Quick ID numbers; or both ID numbers with Quick ID having priority. User-Defined Buttons These buttons appear on the cash calculator at the register and can be set to any frequently entered amount you wish. By setting these buttons, cashiers can quickly tender a cash sale or make a deposit. Some commonly used amounts would be full pay meal price, reduced meal price and commonly deposited amounts. Remember to click Save after changing cafeteria settings. 4-6

39 Management POS Management POS Billing Groups Billing groups allow cashiers to bill meal purchases to third-party organizations. How these collectible sales are journalized for accounting purposes is determined by a categorical selection you assign to each group. Examples of billing groups include charges to be paid by the superintendent or a principal; charges to another fund, such as athletics or a club; charges to a parent organization; or charges to another school district. Add a Billing Group 4 1. Click Add New Group. 2. Type the name of the group in the text box. 3. Select the type of group from the drop-down list. The type determines how sales are categorized on financial reports. 4. Click Save. Edit a Billing Group Click Edit next to the group you need to change. 2. If the group s name needs to be corrected, adjust it accordingly. 3. If the group s type needs to be corrected, select the correct type from the drop-down. 4. Click Update. Do not re-use an existing billing group for a new group. Doing so will combine both groups under the new name and cause confusion when reconciling activity. Toggle a Billing Group s Active Status Click Edit next to the group you need to change. 2. Click the Inactivate (or Reactivate) button to change the status. An inactive group is indicated by light gray text. Inactive groups cannot be selected at the sales register. Group Type determines where activity appears on financial statements. Use Accounts Receivable for outside groups that maintain their own financial accounts, such as a PTA; use Due From Other Funds when the group has financial accounts separate from food service within your district; and use Due From Other Governmental Units for places such as townships or intermediate schools. 4-7