Accountability User Manual

Transcription

1 Accountability User Manual Version 8.2 Education Management Systems, Inc Shipyard Blvd, Wilmington, NC or (800)

2 Meals Plus Accountability i Table of Contents 1.0 Welcome to Meals Plus Accountability Installation and Licensing Meals Plus Enterprise Portal Initial Setup for Accountability Administration Control File Reimbursement Rates Fiscal Year s Reimbursement Rates Meal Equivalents Notes about Meal Equivalents Meal Equivalent Setup screen Daily Deposits Daily Deposit Screen Editing Daily Deposits Sales Tab Accruals Tab Summary Tab Deleting Daily Deposits Reports Receipts & Collections Accuclaim Edit Monthly Claim Form Report Reimbursement Revenue Summary Update General Ledger Participation Daily Participation Participation by Attendance Participation by Status Non-Participating Students Meals per Labor Hour How this report is calculated Unclosed Dates Aging Report Report Monthly Sales Worksheet To create the spreadsheet Custom Reports Education Management Systems, Inc.

3 Meals Plus Accountability ii 4.13 State Based Reports Ohio North Carolina NC SFS South Carolina SLP Tennessee-Site Claim Report Virginia Daily Report Utilities SC SNACS Accuclaim Report Making Corrections Export Totals Export to File Export to Chartwells Export to Sodexo Export to ivision Note about missing information Generic Export File Design CNIPS Export File Design NC (SNP Claim) Export File Design SCAPS SNP Export File Design Generic Export How to Run Export Louisiana Claim Export Illinois WINS Export Custom Query Appendix A: Suggested Month End Checklist Appendix B: Microsoft NAV Reports Education Management Systems, Inc.

4 Meals Plus Accountability WELCOME TO MEALS PLUS ACCOUNTABILITY Meals Plus Accountability is part of the Meals Plus Enterprise suite of school nutrition software. It works along with Meals Plus Point of Sale to provide enhanced reporting for your schools operations and performance. 1.1 Installation and Licensing For installation and licensing instructions, please contact Meals Plus Support. 1.2 Meals Plus Enterprise Portal Meals Plus uses a single centralized database for the entire school district. The Meals Plus Enterprise Portal is the central location for access to all the Meals Plus products. To log in to Accountability, you will need to be set up in System Management as an authorized user. You should have Site Access for all the sites you will need to run reports for. 1.3 Initial Setup for Accountability You will need to set up the Control File, Reimbursement Rates and Meal Equivalents under Administration. In POS, please check Site Setup to be sure the Severe Need and Area Eligible flags are set correctly Education Management Systems, Inc.

5 Meals Plus Accountability ADMINISTRATION 2.1 Control File This screen contains information that applies to the entire district. It can also be accessed from Meals Plus Financial. Unit Code and Unit Name are established under licensing and cannot be edited here. Enter your district address in the (3) three Address lines provided. o This information is used for various reports in the Meals Plus Product Suite. o Changes made here will affect all Meals Plus products. Select your general ledger type from the General Ledger Type dropdown list. NOTE: If you change the General Ledger type, it will delete all the accounts, activity and mapping for the current fiscal year. You will need to Import again (or enter the data manually) and also reset the POS and INV account mapping. o ISIS Windows This is for ISIS-6 Fund Management. North Carolina Account Structure is required. o Configuration Utility Click here to set up the connection to ISIS-6 Fund Management. You will need to enter the Server Name, Database Name and other connection information. Please contact Meals Plus support if you need assistance. o ISIS This is for ISIS-5, the AS/400 version of ISIS General Ledger. North Carolina Account Structure is required. Enter the iseries IP Address in the box below Education Management Systems, Inc.

6 Meals Plus Accountability 3 o Sunpac This is for the AS/400 Sunpac General Ledger. North Carolina Account Structure is required and the Unit Code must match your state-supplied LEA number. Please contact Meals Plus support if the Unit Code needs to be corrected. Enter the iseries IP Address in the box below. o Other This can be used for any state and with any account structure. Enter the iseries IP address in the IBM iseries Settings text field if you are using ISIS-5 or Sunpac General Ledger. o This applies to North Carolina users only. o It is not required for ISIS-6 or Other General Ledger. 2.2 Reimbursement Rates This is where you set up the reimbursement rates that apply for federal or state reimbursable meals and snacks. Reimbursement Rates are used for the Revenue Summary and Reimbursement reports. This option can be accessed from either Financial or Accountability. 2.3 Fiscal Year s Reimbursement Rates You will need only one rate table for each fiscal year s reimbursement rates. There are separate tabs for entering federal and state rates (if applicable) Education Management Systems, Inc.

7 Meals Plus Accountability 4 Enter a description for this rate table in the Description text field. o If you have data for multiple fiscal years, there should be a separate rate table for each year. FEDERAL TAB Enter the rates that apply for USDA reimbursable meals for your school district. o Federal reimbursable meals are student meals (status 2-4) that have the following nutrition codes in POS Item Setup: Nutrition code 1 (reimbursable breakfast or lunch) RS (reimbursable snacks) SM (special milk program) STATE TAB Enter any additional rates that apply for state reimbursable breakfast and lunch. o State reimbursable meals are student meals (nutrition code 1) where State Reimbursable is checked in POS Item Setup. 2.4 Meal Equivalents This screen is used to set up the Meal Equivalents used in the Plate Costs and Meals per Labor Hour reports. This is used to determine how many Breakfasts, Reimbursable Snacks or Supplemental Sales are the equivalent of (1) one lunch meal Notes about Meal Equivalents The production of meals is often the unit of measurement that is used to gauge the efficiency of a school foodservice program. But since breakfast, snacks and supplemental sales do not require the same production time as lunches, there needs to be a way to count them differently. NOTE: Converting breakfasts, snacks and supplemental sales to Lunch Equivalents allows you to determine how they are counted in calculating cost per plate and meals per labor hour. One lunch meal is always considered one Meal Equivalent. You can count any number of breakfasts or snacks as one Meal Equivalent. For supplemental sales, any dollar amount can count as a Meal Equivalent. o The Breakfast to Lunch ratio tells it how many breakfast meals you consider the equivalent on one lunch meal (in terms of production time required). o Reimbursable Snack to Lunch tells it how many snacks meals you consider the equivalent on one lunch meal. o Supplemental to Lunch ($) tells it the dollar value of supplemental sales that you consider the equivalent of one lunch meal. The dollar value of supplemental sales is used instead of the quantity because it is a more consistent measure of production (because of the large variation in price on supplemental sales items.) 2014 Education Management Systems, Inc.

8 Meals Plus Accountability 5 You may remove breakfast, snack or supplemental sales from the calculations by entering zero as the equivalent. (The totals will still print on the report but will not be counted in the Lunch Equivalents.) Example shown: (2) two breakfasts, (3) three snacks, or $4.00 in Supplemental Sales will count as (1) one lunch Meal Equivalent Setup screen Select the appropriate Fiscal Year from the dropdown to edit Meal Equivalents by site. Check one or more sites to edit. Click Edit Equivalents to open the Meal Equivalents input screen: Enter the meal equivalents you want to use for the selected sites. o Breakfast and Reimbursable Snacks: Enter the number of meals to count as one lunch. o Supplemental Sales: Enter the dollar value of supplemental sales that you would consider equivalent to one lunch. Click Save to save the settings for the selected sites Education Management Systems, Inc.

9 Meals Plus Accountability DAILY DEPOSITS This option allows you to view, edit or add Daily Deposit data without changing the corresponding underlying data in POS. The screen shows all the daily deposits that have been closed in POS, plus any additional days that have been added through Accountability. WHY WOULD I NEED TO EDIT A DAILY DEPOSIT? Any time you need to correct a closed day without going back through POS, you could edit on this screen. Example: if a deposit amount was entered incorrectly in POS, you can correct it here. Or if some meals were not entered in POS, you can edit the meal counts here. WHY WOULD I CREATE A NEW DAILY DEPOSIT? If a day was not entered at all in POS (maybe the network was down, or it could be a small satellite site that does not have access to Meals Plus) and you just want to enter the summarized daily participation data, you could add it here. You could also add a day if it has been entered but not been closed yet in POS and you need the summarized data for accounting purposes. The Accountability Daily Deposit screen shows all the days that have been closed in POS, plus any additional days that have been added through Accountability. HOW ARE THE POS AND ACC DAILY DEPOSITS CALCULATED AND EDITED? In POS, the Daily Deposit sales and accruals are calculated from the Transaction History table and the results are saved when the Daily Deposit is closed. o The POS Transaction History contains all the historical data to back up the values in the Daily Deposit tables. In order to change a closed POS daily deposit, you need to unclose the day, make changes to that day s transactions, and reclose the day. In Accountability, the Daily Deposit report only has summarized data. It can be directly edited and new days can also be added. Any changes are saved only in Accountability. o The POS deposit tables and transaction data are not modified when changes are made through Accountability. o All reports and exports done from Accountability will use the edited data Education Management Systems, Inc.

10 Meals Plus Accountability Daily Deposit Screen In Accountability, there is a separate daily deposit row for each Primary and Secondary reimbursement site. NOTE: This is different from the Daily Deposit in POS, where there is only one Daily Deposit per Serving Site which combines all Primary and Secondary transactions into one Daily Deposit report. The reason for this: In POS, students from different schools (reimbursement sites) can share the same cafeteria, so one daily deposit report can contain transactions from multiple schools. But in Accountability, the reimbursement sites are separated in order to generate separate accounting entries for each site. When you open the Daily Deposit screen you will see all the activity for the past two months, for all sites, but you can change the date range or site selection. The most recent dates are at the top of the screen. The grid is sorted by Serving Site and then Site. You can change the sort by clicking on any column heading Education Management Systems, Inc.

11 Meals Plus Accountability Editing Daily Deposits To edit a Daily Deposit, highlight the record and click View/Edit. There are three tabs on the Daily Deposit: Sales, Accruals, and Summary Sales Tab On the Sales tab, you can edit the quantities served and sales amounts. This information is on the first page of the POS Daily Deposit report. Remember, the POS Daily Deposit combines all associated Primary/Secondary sites. Accountability reports each site separately. You can also see this information on the Participation report from POS or Accountability. The Participation report shows each site separately in Accountability. DAILY DEPOSIT, SALES TAB, EDITING MEALS (FEDERAL AND STATE REIMBURSABLE): Double-click on any field in the grid to open the edit window. Make any required corrections on Quantity or Sales amount and then click OK Education Management Systems, Inc.

12 Meals Plus Accountability 9 Federal reimbursable meals are items that have Nutrition Code 1 in POS Item Setup. o Only students (status 2-4) actually qualify for reimbursement. For nonstudent accounts, nutrition code 1 is still used to indicate a meal served but no reimbursement will be calculated. State reimbursable meals may also be entered if the school participates in a special program that gives additional reimbursement from state or local sources. NOTE: State reimbursable meals are already included in with the Federal meals, so adding or removing State meals will not change the meal totals. If you want to print a report of state reimbursable meals, use the Participation report and check the box to Include Special Milk and State Reimbursable. If you enter a dollar amount under Free Breakfast, Lunch or Other Meals, you will get a warning. Normally there should not be any Sales revenue entered for Free meals, since there is no charge to the student. Revenue from free reimbursable meals is calculated based on reimbursement rates. DAILY DEPOSIT, SALES TAB, EDITING SUPPLEMENTAL SALES: Supp includes all supplemental sales except milk. Milk is reported separately because some state reports require a breakdown on extra milk sales. The two counts will be added together to get the Total Supplemental Sales Education Management Systems, Inc.

13 Meals Plus Accountability Accruals Tab On the Accruals tab, you can edit the Charges and Prepayments amounts. This information is on the second page of the POS Daily Deposit report. Remember, the POS Daily Deposit combines all associated Primary/Secondary sites. You can also see it on the Receipts and Collections report from POS or Accountability. The Receipts and Collections report shows each site separately. Any changes you make here will be reflected in the calculated Receipts on the Summary tab. o Pre-Payments Made and Charges Paid will be added to the day s receipts. o Pre-Payments Used, Charges Made and Extra Credit will be subtracted. On the Summary tab, you can edit the Attendance, Membership, Deposit Amount, and other additional information Education Management Systems, Inc.

14 Meals Plus Accountability Summary Tab Use the Summary Tab for editing the Summary information: You can change the ADM (Membership) and ADA (Attendance). This information is used for the Accuclaim Edit Report. o If you edit the ADM, you will also need to adjust the Free, Reduced or Paid Max counts because ADM is the sum of the Free, Reduced and Paid max counts. o If you edit the ADA, it will recalculate the Attendance Factor. o The Free, Reduced and Paid Allowed counts are calculated by applying the Attendance Factor (ADA / ADM) to the Maximum counts. The Total Sales and Accruals are summarized here; they can be edited from the other tabs. Total Receipts is calculated from the Sales and Accruals data. Actual Deposit can be corrected here if necessary. Over/Under is the difference between the Deposit and the calculated receipts. Serving Site information will only be displayed if the site selected is a Primary Site. o Misc 1 and Misc 2 are optional text fields that you can use for any purpose. o Labor Hours is the total hours worked for the day and is used for Meals Per Labor Hour report. o Comments is a free text field where you can enter additional information Education Management Systems, Inc.

15 Meals Plus Accountability Deleting Daily Deposits The button is enabled if the record was originally added in Accountability and there is no POS Daily Deposit for that date. The button is enabled instead of Delete if the record came from POS and was edited in Accountability. The closed POS Daily Deposit will not be changed. If the record came from POS and there is no entry in Accountability, there is no Delete or Clear option. o If the day needs to be deleted from Accountability, you would need to Unclose the date in POS. You may also need to void transactions or adjust student balances Education Management Systems, Inc.

16 Meals Plus Accountability REPORTS 4.1 Receipts & Collections This report is a summary of receipts and collections (dollar amounts), by site, for a range of dates. For meal counts, please refer to the Participation Report. The Receipts and Collections report is calculated from Daily Deposits. If a Daily Deposit has been edited in Accountability, the report will use the modified records. Otherwise it will use the closed Daily Deposit data from POS. Select From and To dates for the report from Date Range the fields. Check the Summary Only box if you only want to print the Summary pages. Check the box in Site grid to select the Sites to print on the report. Please note that this report prints by individual Site, not combined by Serving Site. o If you have multiple schools that operate in POS as one serving site, you will need to select all the individual sites to get a complete report. o For combined sites, all the generic and visitor transactions and Over/Under amounts will go to the Primary site. o The grid will show all the sites that you have POS/Accountability rights to in System Management Education Management Systems, Inc.

17 Meals Plus Accountability 14 The report is grouped by Site and date. Each day s activity will be listed on a separate line, so there may be more than one page per school (depending on the number of days selected). There are six sections per site: o Breakfast Meals include breakfast items with nutrition code 1. o Lunch Meals include lunch items with nutrition code 1. o Reimbursable Snacks/Other Meals include all items with nutrition code RS. o Supplemental Sales include all the other items that are not nutrition code 1 or RS. o Student Accruals include accruals for all accounts that are status 5 or lower. o Non-Student Accruals include accruals for all accounts that are status 6 or greater. It also shows Total Receipts, Actual Deposit, and Over/Under. Any day that has been edited or added in Accountability will be marked with an asterisk (*). At the end of the report, there is a summary of all selected sites. If you only want to print the summary pages, check Summary Only Education Management Systems, Inc.

18 Meals Plus Accountability 15 SAMPLE RECEIPTS AND COLLECTIONS REPORT This report shows the cash receipts and accruals, by Site, for the selected Date Range: 2014 Education Management Systems, Inc.

19 Meals Plus Accountability Accuclaim Edit This option prints a report that compares each day s reported actual participation (paid, reduced and free breakfast and lunch) to the allowable claim based on the school s Attendance Percentage. Attendance Percentage is the Attn. Factor shown on the Daily Deposit Summary tab. It is calculated by dividing the daily ADA (Attendance) by the ADM (Membership). An Accuclaim report can be printed for any site/day where reimbursable meals were served. The report is calculated from Daily Deposits. o If a Daily Deposit has been modified in Accountability, the report will show the modified records. Otherwise it will show the closed-day data from POS. o Any day that has been edited or added in Accountability will be marked with an asterisk (*). Select the From and To dates for the report from the Date Selection fields. Select the Sites to print on the report from the Site grid. Please note that this report prints by individual Site, not combined by Serving Site. o If you have multiple schools that operate in POS as one serving site, you will need to select all the individual sites to get a complete report Education Management Systems, Inc.

20 Meals Plus Accountability 17 o For combined sites, all the generic and visitor transactions and Over/Under amounts will go to the Primary site. The screen will show all the sites that you have POS/Accountability rights to in System Management. The information on this report is based on the information entered on the POS Daily Deposit Reconciliation at the time the day is closed, or the edited data on the Sales and Summary tabs of the Accountability Daily Deposits. Member is the total Membership (Max Free + Max Red. + Max Paid) reported for that day. Attnd. is the ADA (Attendance) reported for that day. Attnd.% is the daily ADA (Attendance) by the ADM (Membership). Maximum Paid/Red./Free shows that day s count of Paid, Reduced and Free students. Allowed Paid/ Red./Free is the calculated allowable maximum for each status. Breakfast and Lunch columns show the daily claimed meal count by status. Codes on the far right indicate if a day has a possible overclaim for any status. If the codes column is blank, there are no exceptions. o BF = Free Breakfast exceeds Allowed o BR = Reduced Breakfast exceeds Allowed o BP = Paid Breakfast exceeds Allowed o LF = Free Lunch exceeds Allowed o LR = Reduced Lunch exceeds Allowed o LP = Paid Lunch exceeds Allowed 2014 Education Management Systems, Inc.

21 Meals Plus Accountability 18 SAMPLE ACCUCLAIM EDIT REPORT In the example highlighted in yellow: There were 37 Reduced Lunches served but only 36 were allowed based on the calculated Attendance Percentage of 98%. In the example highlighted in pink: It shows exceptions because the ADM, ADA and Free, Reduced and Paid Max were not entered. Correcting the Accountability Daily Deposit Summary page will fix the Accuclaim report. WHAT SHOULD I DO IF THE ACCUCLAIM REPORT SHOWS AN OVERCLAIM? The first thing to do is to verify that all the membership/attendance counts and meal counts are entered correctly in the Accountability Daily Deposit. If the ADM, ADA, or Free/Reduced/Paid Max counts on the Summary tab are incorrect, it will cause the Attendance Factor and Allowed Max to be calculated incorrectly. If too many meals were entered by mistake, you can either edit the meal counts on the Accountability Daily Deposit Sales tab, or unclose the POS daily deposit, make corrections, and reclose the day Education Management Systems, Inc.

22 Meals Plus Accountability 19 There may be instances where the Accuclaim report shows an exception that is not a true overclaim. Example: In the example highlighted in yellow above, there were 37 Reduced Lunches served but only 36 were allowed based on the calculated Attendance Percentage of 98%. It is possible that all 37 reduced students got lunch that day. Or there could be visiting reduced students from another school who got lunch that day. If an exception cannot be fixed by making corrections to the Daily Deposit information, please check with your state agency to determine how it should be handled. 4.3 Monthly Claim Form This report summarizes the reimbursable meals and snacks served at all schools in the district for a calendar month. If you want a report of the meal counts for an individual school, you can use the Participation report. The report is calculated from Daily Deposits. If a Daily Deposit has been modified in Accountability, the report will show the modified records. Otherwise it will show the closed-day data from POS. Select the calendar Month and Year. When you click Print, you will get a Preview of the report. o You can use the printer icon printer. at the top of the screen to send it to the Report # of Schools Reporting is the number of schools that had meals or snacks served this month. The number of Regular, Severe Need and Area Eligible schools is determined by the settings in POS Site Setup Education Management Systems, Inc.

23 Meals Plus Accountability 20 # of Days Served is the number of calendar days during the month where at least one school served meals. ADA, ADM, Free Applications and Reduced Applications are calculated from the Daily Deposit records for the month. SAMPLE MONTHLY CLAIM FORM 2014 Education Management Systems, Inc.

24 Meals Plus Accountability Reimbursement This report calculates Federal or State Reimbursement for any date range. It does not include local sales revenue. It is based on the number of meals served (from Daily Deposits) and the reimbursement rates that have been set up under Administration: Reimbursement Rates. If a Daily Deposit has been modified in Accountability, the report will show the modified records. Otherwise it will show the closed-day data from POS. Select either Federal Reimbursement or State Reimbursement. o Federal Reimbursement is from the USDA National School Lunch Program. o State Reimbursement would be from additional state-level programs. Select the Reimbursement Rate table that applies for the fiscal year you are reporting. (If you have data for multiple fiscal years, there should be a rate table for each year.) Select a Date Range for the report and check the Sites that you want to include. The screen will show all the sites that you have POS/Accountability rights to in System Management Education Management Systems, Inc.

25 Meals Plus Accountability 22 The Federal report shows the number of Breakfasts, Lunches, Special Milks and Reimbursable Snacks for each site, and the calculated amount of reimbursement. At the end of the report there is a summary of the total federal reimbursement. The State report shows Breakfast and Lunch reimbursement with summary totals. Severe Need schools (where Severe Need is checked in POS: Site Setup) are marked with an S. Any day that has been edited or added in Accountability will be marked with an asterisk (*). SAMPLE REIMBURSEMENT REPORT 2014 Education Management Systems, Inc.

26 Meals Plus Accountability Revenue Summary This report calculates the total revenue earned for any date range. It includes both local sales and federal and state reimbursement. It uses information from Reimbursement Rates Setup and from Daily Deposits. If a Daily Deposit has been modified in Accountability, the report will show the modified records. Otherwise it will show the closed-day data from POS. Select the Reimbursement Rate table that applies for the fiscal year you are reporting. o If you have participation data for multiple fiscal years, there should be a different rate table for each year. Select a Date Range for the report and check the Sites that you want to include. o The screen will show all the sites that you have POS/Accountability rights to in System Management. The report will show both the Local Sales and Reimbursement revenue for each site. o It also shows the Accruals, Actual Deposit, and Over/Under amounts Education Management Systems, Inc.

27 Meals Plus Accountability 24 Severe Need schools (where Severe Need is checked in POS: Site Setup) are marked with an S. Any day that has been edited or added in Accountability will be marked with an asterisk (*). SAMPLE REVENUE SUMMARY 2014 Education Management Systems, Inc.

28 Meals Plus Accountability Update General Ledger This option is available if you are using ISIS or Sunpac general ledger. It updates the general ledger with journal entries for participation data. The accounts to be updated are set up under Meals Plus Financial, Administration: Point of Sale Accounts. Select the Reimbursement Rates and Date Range to update. o The From and To dates must be within the same calendar month for updating the general ledger. Check Update General Ledger box and select the Date of Post. o The posting date must be within the same month as the From and To dates. o It only updates each Site/Date once. If the same Site/Date is selected again later, it does not do additional journal entries. o Suggestion: Run the Revenue Summary first without updating. Review it for accuracy and then run it again with the Update box checked. Check the Summarize Debit/Credit Report by Account box to print a report of the debits and credits if posting is successful. o The Debit/Credit (General Ledger Update) report can be printed either by site, or summarized by account code Education Management Systems, Inc.

29 Meals Plus Accountability 26 o Suggestion: Leave the box unchecked to get the site-based report. This will make it easier to verify the accounting entries when compared to revenue summary. After a successful update, it prints (2) two reports: General Ledger Updates (Debit and Credit Report) as explained above. Revenue Summary Report for the days that were updated. Note: The sum of all the revenue amounts shown on the Revenue Summary is not expected to match the total debits/credits on the General Ledger report. There are additional accrual entries to the general ledger that are not revenue. If the required accounts have not been set up in the Meals Plus Financial module, or they do not exist in the general ledger, you will get a message. Make the necessary corrections and then run the update again Education Management Systems, Inc.

30 Meals Plus Accountability 27 SAMPLE GENERAL LEDGER UPDATE REPORT 4.6 Participation This report is a summary of participation activity (meal counts), by site, for a selected date range. For sales amounts, please refer to the Receipts and Collections Report. The Participation report is compiled from Daily Deposits. If a Daily Deposit has been edited in Accountability, the report will use the modified records. Otherwise it will use the closed Daily Deposit data from POS. Select a Daily, by Attendance, or by Status format. o Please see below for more information on these formats Education Management Systems, Inc.

31 Meals Plus Accountability 28 Select From and To dates for the report from the Date Range fields. Check Summary Only if you only want to print the Summary pages. Select the Sites to print on the report from the Site dropdown list. Please note that this report prints by individual Site, not combined by Serving Site. o If you have multiple schools that operate in POS as one serving site, you will need to select all the individual sites to get a complete report. o For combined sites, all the generic and visitor transactions and Over/Under amounts will go to the Primary site. o The grid will show all the sites that you have POS/Accountability rights to in System Management. If you check the Include Special Milk and State Reimbursable box, the report will have additional sections for Special Milk (nutrition code SM in POS) and State Reimbursable items (where the state reimbursable flag is checked in POS Item Setup.) Daily Participation There are four main sections: Breakfast Meals includes breakfast items with nutrition code 1. Lunch Meals includes lunch items with nutrition code 1. Reimbursable Snacks/Other Meals includes all items with nutrition code RS. Supplemental Sales includes all the other items that are not nutrition code 1 or RS Education Management Systems, Inc.

32 Meals Plus Accountability Participation by Attendance This report compares actual participation to maximum allowed. (Out of all the students who could have been served, what percent of students actually were served?) The allowable maximum is calculated by using the free, reduced and paid counts and the attendance factor from the Daily Deposit report at the time the day is closed Education Management Systems, Inc.

33 Meals Plus Accountability Participation by Status This report shows the participation of percentage by status for each meal type. (Out of all the meals that were served, what percentages were paid, reduced and free?) 2014 Education Management Systems, Inc.

34 Meals Plus Accountability Non-Participating Students This report allows users to create a list to identify free or reduced students who have had no transaction history of a Type 1 meal in a set amount of time to possibly increase participation. Select a date range from the From and To fields. This date range represents the amount of time you want checked for transaction history. Select Breakfast or Lunch to display only those meals, or select Both to display the transaction history for either meal. Select the site(s) by checking the box to the right of the site name. Click Print Education Management Systems, Inc.

35 Meals Plus Accountability 32 SAMPLE NON-PARTICIPATING STUDENTS REPORT 4.8 Meals per Labor Hour This report calculates the number of meals produced per labor hour worked at each Primary Site. For this report, all Secondary Sites meals are reported under the Primary Site. This is done because labor hours for combined sites cannot be accurately split between the various sites. It does these calculations by converting all types of sales to Meal Equivalents based on the ratios that are set up in the Administration Meal Equivalents. For the purpose of this report, one lunch meal is always considered one Meal Equivalent. For breakfasts, snacks and supplemental sales, the Meal Equivalents settings allow you to determine how they are counted in calculating this report. You can count any number of breakfasts or snacks as a meal; or any dollar amount of supplemental sales can count as a meal. For more information on Meal Equivalents, please see Administration Meal Equivalents. To run the report, select a date range and click Print Education Management Systems, Inc.

36 Meals Plus Accountability How this report is calculated It uses the breakfast, lunch and reimbursable snack meal counts, the supplemental sales dollar values, and the daily labor hours from the Daily Deposits. The lunch equivalent ratios come from Administration Meal Equivalents. First it calculates the Total Lunch Equivalents served: o For Lunches, the ratio is always one-to-one: 100 lunches served equals 100 Lunch Equivalents. o The number of served breakfasts is divided by the Breakfast equivalent. If you served 100 breakfasts, and your equivalent is set to 2.00, it would divide the 100 breakfasts by 2, resulting in 50 Lunch Equivalents. o The total dollar value of supplemental sales is divided by the Supplemental Sales equivalent. If you served $100 of supplemental sales, and your equivalent is set to $3.00, it would divide $100 by $3.00, resulting in 33 Lunch Equivalents. o The number of snacks is divided by the Reimbursable Snack equivalent. If you served 100 snacks, and your equivalent is set to 4.00, it would divide the 100 breakfasts by 4, resulting in 25 Lunch Equivalents. o The results are added to get the Total Lunch Equivalents. Then it calculates the Total Labor Hours by adding the Labor Hours entered in the Daily Deposit Reconciliations. o It divides the Total Lunch Equivalents by the Total Labor Hours to get the Meals per Labor Hour. SAMPLE MEALS PER LABOR HOUR REPORT For each Primary Site, the report shows: Equivalents for Breakfast, Reimbursable Snacks and Supplemental Sales (from Meal Equivalent Setup) Education Management Systems, Inc.

37 Meals Plus Accountability 34 Served Breakfasts, Lunches and Reimbursable Snacks (actual counts) and the total Supplemental Sales dollar amount from POS or Accountability Daily Deposits for all transactions for this Primary Site. Total Lunch Equivalents, calculated as explained above. Total Labor Hours are from the POS or Accountability Daily Deposits. Meals Per Labor Hour, calculated as explained above Education Management Systems, Inc.

38 Meals Plus Accountability Unclosed Dates This report gives a list of sites and dates where POS serving transactions exist but the POS Daily Deposit Reconciliation is not closed. This report is useful for auditing and for checking to be sure that POS monthly reports are complete. (Unclosed POS Daily Deposits do not show in Accountability.) Select a date range from the From and To fields. Click Print. SAMPLE UNCLOSED DATES REPORT 2014 Education Management Systems, Inc.

39 Meals Plus Accountability Aging Report This report lists all outstanding POS charges and breaks them down into the length of time owed. It is calculated from POS Transaction History. Check the Status(es) that you want to include in the report in the Status section. Select a grade from the Grade dropdown list to filter the report by Grade. Check the sites you want on the report in the Sites grid. NOTE: This report calculates from the POS Transaction History and may take a long time to process if you select all sites. It may be more efficient to run one site at a time Report Balances will always be shown with the student s current site, no matter where the charges were made. The Balance column shows the full amount owed at the time the report is run. 30 Days includes the charges in the last 30 days. 60 Days includes charges between 31 and 60 days old. 90 Days includes charges between 61 and 90 days old. Over 90 Days includes charges that are 91 or more days old Education Management Systems, Inc.

40 Meals Plus Accountability 37 All the columns are totaled for each site and there are grand totals for the district at the end of the report Monthly Sales Worksheet This report is specifically for users who contract with Metz Foodservice Management. It creates an XLS spreadsheet with built-in calculations based on their specifications. The spreadsheet gives a summary of meal counts, sales and reimbursement for the selected sites and dates. Other users may find it useful, but the formulas and calculations may need to be edited to meet other users requirements. Category Setup: Before running the report, each Site must be set to the correct Category: ELEM (Elementary), MS (Middle School) or HS (High School). o This determines which column each school s meals are reported in on the spreadsheet. The default value is ELEM. o To change a school s Category assignment, click in the Category cell and then select from the dropdown list. Changes will be saved automatically when you save the report Education Management Systems, Inc.

41 Meals Plus Accountability 38 To create the spreadsheet Select the Month/Year and the Reimbursement Rates to use. Check the schools to be included on the report. Click Save. You will get a progress message as the data is exported and then it will open a Save dialog: Browse to the folder where you want to Save As the spreadsheet. The File Name will default to MP_MonthlySales.xls. If you want to save multiple copies of the report, be sure to give it a unique file name each time you save it. When you save the File Name, it will open the spreadsheet. HOW THE SPREADSHEET VALUES ARE CALCULATED The enrollment, participation and sales come from the Daily Deposits during the month selected. If a Daily Deposit has been edited in Accountability, the report will use the modified records. Otherwise it will use the closed Daily Deposit data from POS. The report follows the Metz example using the same cells for the same information Education Management Systems, Inc.

42 Meals Plus Accountability 39 Example Metz Report: Enrollment is the sum of the selected schools average enrollment during the month. o Attendance Factor is the average attendance divided by average enrollment. Participation section The report shows each serving day during the month, grouped by week, with monthly totals for all the selected schools. Each school s Category assignment determines which column is used to report the paid student breakfast and lunch meals (PaidHS, Paid MS, Paid Elem). If a school is set to Severe Need (in POS Site Setup), their breakfast meals will be reported in the Severe Need columns. Otherwise, they will be reported in the regular breakfast columns. Adult Count is the number of Teacher and Adult Breakfasts and Lunches. Percentages are calculated by the predefined formulas in the cells. Sales section Breakfast and Lunch Sales includes meals sold to students (status 2-4) Education Management Systems, Inc.

43 Meals Plus Accountability 40 Adult Sales is Teacher and Adult Breakfast, Lunch and Supplemental (status 6 and 7). Ala Carte Sales includes supplemental sales to Students only (status 2-4). Catered Billed includes all status 9 accounts. Special Milk sales are transactions with Nutrition Code SM. After School Snacks are transactions with Nutrition Code RS. Reimbursement Section Reimbursement amounts are calculated based on formulas in the Value cells, using the selected Reimbursement rates and the participation counts shown in the top part of the spreadsheet. Variance section Report Total values are from the Sales amounts shown in the top part of the spreadsheet. POS Totals may be entered in the corresponding cells to calculate Variance based on the predefined formulas. All cells are editable and it recalculates the spreadsheet based on the values entered. When you close the report, you will get another Save message. You can use a different file name if you do not want to overwrite the original spreadsheet. Additional Notes The report always starts the work week with Monday. Sunday data is reported with Monday data and Saturday data is reported with Friday. o If you serve on Sat, the Fri data will be the Sum of both Saturday and Friday. This is true for all columns including the serving days in week. Shows all the days (M-F) in the reported week even if meals were not served that day (blank data). But does not count blank days toward the weekly totals All cells are editable and it recalculates the spreadsheet based on the values entered. You can use a different file name if you do not want to overwrite the original spreadsheet. When you close the report, you will get another Save message Education Management Systems, Inc.

44 Meals Plus Accountability Custom Reports This is a report created per the user s specifications. Please contact Meals Plus Support to discuss and order a.dll for a custom report. Once the.dll is set up for the user, the plugin(s) will automatically appear when Custom Reports is opened. Select the Custom Report to be printed. Click Print. A box will appear to set the perimeters of the report. This is customized per report and will be based on the user s requirements. Click Print to view and print the report. NOTE: Different security settings cannot be set to individual custom reports. If a user has access to one custom report, they have access to all custom reports State Based Reports Ohio The Daily Worksheet and Cash Receipt reports available here are the same as in Point of Sale. The benefit of running the report from Accountability is that it will reflect any changes made to the daily deposit amount, as well as the ADA and ADM numbers in Accountability Education Management Systems, Inc.

45 Meals Plus Accountability 42 DAILY WORKSHEET CN6 AND CN7 Select Breakfast CN6 or Lunch CN7 from the Meal Type section. Select a calendar month and year from the Month/Year section. Enter the county name in the County text field. o This will populate the County line on the report (instead of the District displaying there). o The Sponsor will automatically be populated on the report with the District name. Select your Non Needy Item from the dropdown list. o Non Needy Student Workers Item Code: This is a special Item Code that you will need to set up for serving free meals to student workers. This allows you to serve them free meals while still claiming the correct federal reimbursement rate for paid or reduced students. o It must have Nutrition Code 1 (reimbursable) and a price of zero for paid (status 4) students. You can also set a zero price for the reduced students. Be sure to use this special item code when serving worker meals and select it from the dropdown here Education Management Systems, Inc.

46 Meals Plus Accountability 43 Select a site by checking the box in the Site Id section. You can select a single site or multiple sites. Click Print to display a Preview of the report; from the Preview screen you can send it to a printer. o ADM, ADA & Attendance Factor will automatically be populated on the report. CN-6 BREAKFAST DAILY WORKSHEET The Breakfast Daily Worksheet counts the number of reimbursable breakfasts served. The day does not have to be closed in order to be included in this report. Student s Paid Breakfast columns: The report allows up to four reimbursable paid breakfast prices to be reported (#1 Price, #2 Price, #3 Price and #4 Price). o This section includes all Nutrition Code 1 breakfasts for status 4 where the Item ID is not the Non Needy Item Code. o The different prices can be set up either under Price by Grade or under separate meal IDs. NOTE: If more than four different paid breakfast prices exist, the report will not calculate correctly. The column Needy Free reports the number of reimbursable free breakfasts (Nutrition Code 1 breakfasts with status 2). The column Needy Reduced reports the number of reimbursable reduced breakfasts (Nutrition Code 1 with status 3). The column Non-Needy Student Workers shows the number of reimbursable breakfasts that the status 4 student cafeteria workers received for free. o You will need to use a special Item ID for serving these meals; it must have Nutrition Code 1 (reimbursable) and a price of zero for paid (status 4) students. The Total Students Served is the sum of columns #1 Price, #2 Price, #3 Price, #4 Price, Needy Free, Needy Reduced and Non-Needy Student Workers. CN-7 LUNCH DAILY WORKSHEET The Lunch Daily Worksheet counts the number of reimbursable lunches served. The day does not have to be closed in order to be included in this report. Student s Paid Lunch columns: The report allows up to four reimbursable paid lunch prices to be reported (#1 Price, #2 Price, #3 Price and #4 Price) Education Management Systems, Inc.

47 Meals Plus Accountability 44 o This section includes all Nutrition Code 1 lunches for status 4 where the Item ID is not the Non Needy Item Code. o The different prices can be set up either under Price by Grade or under separate meal IDs. NOTE: If more than four different paid lunch prices exist, the report will not calculate correctly. The column Needy Free reports the number of reimbursable free lunches (Nutrition Code 1 lunches with status of 1 or 2). The column Needy Reduced reports the number of reimbursable reduced lunches (Nutrition Code 1 with status of 3). The column Non-Needy Student Workers shows the number of reimbursable lunches that the status 4 student cafeteria workers received for free. o You will need to use a special Item ID for serving these meals; it must have Nutrition Code 1 (reimbursable) and a price of zero for paid (status 4) students. The Total Students Served is the summation of columns #1 Price, #2 Price, #3 Price, #4 Price, Needy Free, Needy Reduced and Non-Needy Student Workers. CASH RECEIPT The Cash Income Worksheet allocates the money that was received. This report shows only the days where the Daily Deposit Reconciliation has been closed Education Management Systems, Inc.

48 Meals Plus Accountability 45 Select Breakfast CN6 or Lunch CN7 from the Meal Type section. Select a calendar month and year from the Month/Year section. Enter the county in the County text field. o This will populate the County line on the report (instead of the District). o The Sponsor will automatically be populated on the report with the District name. Select the site or sites from the Site grid by checking the box next to the name. Click Print to display a Preview of the report. You can send it to a printer from the Preview screen. CN-6 BREAKFAST CASH INCOME WORKSHEET Student complete Breakfast Receipts is all sales of Nutrition Code 1 breakfast meals to students (status 2-4), plus all student accruals. (NOTE: If there is a high amount of charges or prepay used, this could result in a negative amount in this column.) Adult Breakfast Receipts is all adult (status 6-9) breakfast meal sales amount plus total adult breakfast accruals. Other Breakfast Receipts is all breakfast supplemental sales. Total Breakfast Receipts is the sum of the columns Student complete Breakfast Receipts, Adult Breakfast Receipts and Other Breakfast Receipts. Breakfast Labor is the number of labor hours entered on the Daily Deposit screen. CN-7 LUNCH CASH INCOME WORKSHEET Student Lunch Receipts is All sales of Nutrition Code 1 lunch meals to students (status 2-4), plus all student accruals. (Note: if there is a high amount of charge or prepay used, this may result in a negative amount in this column.) Student Extra Milk Receipts is includes the sales amount from student milk purchases under Lunch and Other (status 1-4 with Nutrition Code M). Student a la Carte Receipts is All other supplemental sales (not milk) to students. All Adult Receipts is All sales to adults (status 6 9), minus all adult accruals. Total Receipts is Sum of all columns. This should be the total cash receipts for lunch Education Management Systems, Inc.

49 Meals Plus Accountability North Carolina NC SFS-4 This is a standard North Carolina DPI report of participation activity. It can be run Monthly or Year to Date and includes participation meal counts as well as ADA, ADM, and Free/Reduced counts. Select the From and To Month in the Date Selection fields. The standard SFS-4 is just for one month but you can select multiple months if you like. Check Fiscal Year to Date to run the SFS-4 in a Year to Date format. o If checked, it will give a summary of Year to Date participation up through the selected To month. o If unchecked, it will give a detailed report with one row per Site/Date, grouped by site, with a summary at the end. Check Summary Only if you only want to report the summarized data for each site. Click Print to run the report Education Management Systems, Inc.

50 Meals Plus Accountability South Carolina SLP This report shows only the days where the Daily Deposit Reconciliation has been closed. The report is also available under Accountability. Creating the report from here allows the user to run it for multiple sites. Select Breakfast or Lunch from the Meal Type section. Select a calendar month and year from the Month/Year section. Enter your name in the completed by text field. Select a site by checking the box in the Site Id section. You can select a single site or multiple sites. Click Print to display a Preview of the report; from the Preview screen you can send it to a printer. The report will show the following information: Meals Served for Children Paid, Free and Reduced are listed in separate columns. Paid Adults includes status 6, 7, and 9. Inkind is status 8. Income Meals includes revenue from nutrition code 1 meals. Special Sales includes all other sales revenue. Other Income is the total accruals Education Management Systems, Inc.

51 Meals Plus Accountability 48 Cash Reconciliation is Total Income Received on the breakfast report is Total Sales plus Accruals from Breakfast. Total Income Received on the lunch report is Total Sales plus Accruals from Lunch and Other. Total Bank Deposit is Actual Deposit for the day Tennessee-Site Claim Report This report prints a monthly summary of reimbursable meals and snacks for the selected school(s). This information can be used when submitting your reimbursement claim. Select the calendar month and year from the Month/Year field. Enter the necessary amounts in the A1, A2 and A3 free entry fields. o A1. is the Number of Children Approved for Free Snacks o A2. Is the Number of Enrolled Children in the district. This includes Severe Need schools o A3. is the Authorized Sites Participating and displays shows the number of schools reporting participation this month 2014 Education Management Systems, Inc.

52 Meals Plus Accountability 49 SAMPLE REPORTS Site Page Summary Page 2014 Education Management Systems, Inc.

53 Meals Plus Accountability Virginia Daily Report This report allows the user to fill out the Daily Cash Income Received Record and Daily Meal Claim Record online for easier use. This report is also available in Point of Sale. Select a month and year from Month/Year field for the month you want to run the record. Select the site(s) by checking the box to the right of the site name. Click Print. o Page 1 is the Daily Meal Claim Record o Page 2 is the Daily Cash Income Received Record DAILY MEAL CLAIM RECORD 2014 Education Management Systems, Inc.

54 Meals Plus Accountability 51 DAILY CASH INCOME RECEIVED RECORD 2014 Education Management Systems, Inc.

55 Meals Plus Accountability UTILITIES 5.1 SC SNACS This option builds an XML file for importing claims into the South Carolina SNACS system. The meal counts are compiled from the Daily Deposit records. It uses the same information that is reported on the Daily Participation report. Be sure your 4-digit District Code (BEDS code) is correct in District Setup. Your Site IDs in Site Setup should match the 3-digit (BEDS) school codes. It will pick up all Daily Deposit data shown on the Accountability Daily Deposit screen. (If it has been modified in Accountability, it will get the modified records. Otherwise it will get the closed-day data from POS.) Select the Claim Month/Year and Fiscal Year. File Name will automatically name the file with the format Innnn000.xml, using your 4-digit district code instead of nnnn. You can save it to any path. (Remember the location where you save it. You will need to browse to that path when you import it into SNACS.) Click Save. You will get a success message when it is complete: Before you import the file to SNACS, you will need to check it to be sure it will meet the following edit requirements: Free ADP must be less than or equal to Eligible Free Education Management Systems, Inc.

56 Meals Plus Accountability 53 Reduced ADP must be less than or equal to Eligible Reduced. The sum of Eligible Free and Reduced must be less than or equal to ADM. Total ADP must be less than or equal to ADM. Paid Meal count must be less than or equal to eligible paid (ADM Eligible Free and Reduced) times number of days served. If meal type = Snack and Site Profile has 50%+ indicator or is area eligible, Paid and Reduced snack meal counts must be 0. (All snacks should be free.) Accuclaim Report Use the Accuclaim report to be sure you do not have any overclaims. It will have error codes if any day s claim is over the allowed maximum. You can also review your claim by reviewing the Daily Participation report or by opening the XML file (using Windows Explorer). In the Daily Participation report, there is one page per school and a summary page at the end. Everything except the ADP is shown on this report. ADP would need to be calculated by dividing the total meals by the number of days served. In the XML file, there will be one record for each site for each program the site is operating (Breakfast, Lunch, Snack) Making Corrections You can make corrections in Accountability or in POS. In POS, you will need to unclose the day that has an error. Make corrections and reclose the day. In Accountability, you can edit the Daily Deposit directly. Then you can rerun the SNACS claim. You can also edit the XML file directly, if necessary, by opening it with Notepad. UNCLOSED DATES IN POS The export will pick up all closed days in POS, plus any that have been added through Accountability. If unclosed dates exist in POS for the month you are exporting, you will get a warning message and an option to print a report of the unclosed days Education Management Systems, Inc.

57 Meals Plus Accountability Export Totals You can use this option to export Accountability and POS Daily Deposit data for use with other applications. It will pick up all Daily Deposit data within the selected month or date range. If the selected Daily Deposits have been added or edited in Accountability, it will get the data from Accountability. Otherwise it will get the closed-day data from POS. When you open the screen you will see several tabs for different special formats, including File, Chartwells, Sodexo and ivision Education Management Systems, Inc.

58 Meals Plus Accountability Export to File This option exports two files that can be used with various other programs. It will pick up all Daily Deposit data from POS and Accountability within the selected calendar month. Browse to the folder where you want to save the export files in the File Path field. Select the calendar month and year from the Month/Year field. Check the schools you want to include in the export in the Sites grid. Click Continue to run the export to the selected file path. It will build (2) two files in the folder you select: PSDLYL.dat is a comma delimited file that includes meals per labor hour. This format can be used to transfer data to CMS. PSDLYPRT.dat is a straight text file that was developed as a general-purpose export file. It includes the Misc1 and Misc2 fields from Daily Deposit. It also separates the student and adult supplemental sales Education Management Systems, Inc.

59 Meals Plus Accountability Export to Chartwells This creates a POS data export file which can be used by Chartwells to electronically import data into their accounting program. Enter the 4 or 5-digit Chartwells Unit Number in the Unit Number text field. Browse to the folder where you want to save the export files in the File Path field. Select the main reimbursable breakfast meal from the Breakfast Item dropdown list. Select the main reimbursable lunch meal from the Lunch Item dropdown list. Select the date range for the export from the Date From and To fields. Check the schools you want to include in the export from the Sites grid. Click Continue to run the export to the selected file path Education Management Systems, Inc.

60 Meals Plus Accountability Export to Sodexo This creates a custom file for the Sodexo financial system. It picks up all closed POS Daily Deposits for the selected date, plus any Daily Deposit entries from Accountability. You can use the Unclosed Date report from Accountability to see if there are any POS Daily Deposits that still need to be closed. Browse to the folder where you want to save the data files in the File Path field. Select the serving date to export from the Date field. o Sodexo expects all data for a single serving date to be in one export file. Select the Breakfast and Lunch Items that are considered Student Worker Meals from the Student Worker Meal Counts dropdown lists. This is information is used to complete lines DT 0019 and DT 0020 in the export. NOTE: The user s selections are retained as long as it is accessed on the same computer. The user will not have to reselect for these dropdown lists every time the program is opened. Check the schools you want to include in the export in the Sites grid Education Management Systems, Inc.

61 Meals Plus Accountability 58 Click Continue to run the export to the selected file path. If there is no data for a selected site, it will give you a message. FILE NAMING The export file is a comma delimited text file and has a defined naming structure. Each file name will begin with MP, for Meals Plus, followed by the Sodexo Unit Number and a date/timestamp of when it was exported. Each section of the name is separated by an underscore. Example: if the Sodexo Unit number is and exported on April 7, 2011 at 3:28:41 pm, the file name is MP_ _ txt MANAGE PROGRAM CODES Before you export data, you will need to set up the Program Codes required by Sodexo. It only needs to be done once, unless changes need to be made or new schools are added. Click to open the Manage Program Codes screen. You will need to obtain the assigned ID numbers and Program Codes from Sodexo in order to complete this screen Education Management Systems, Inc.

62 Meals Plus Accountability 59 Enter the 8-digit Unit Number supplied by Sodexo in the Unit Number text field. This number will be used in the file name and in the file s header records. All Meals Plus sites are listed in the Site Setup grid, with Site Id and Site Name. o Enter the Sodexo information for all sites that have activity in POS or Accountability to be exported to Sodexo. Enter the Sodexo-assigned information for each POS or Accountability site in the School #, Register #, and Cashier Id fields. Enter the Sodexo program number Breakfast and Lunch for each site in the Breakfast and Lunch fields. NOTE: It is important to enter the correct Sodexo codes in these columns as this information will affect your reimbursement dollars in the Sodexo system Export to ivision This creates a custom revenue and participation data file for the ivision system. Browse to the folder where you want to save the export files in the File Path field. Select the calendar month and year from the Month/Year field Education Management Systems, Inc.

63 Meals Plus Accountability 60 Check the schools you want to include in the export in the Sites grid. Click Continue to run the export to the selected file path. o If you export the file more than once on the same day, the new file will replace the existing file. It will build one file in the folder you select: ivision_daily_ + today s date is the file name and is a comma delimited file. o Status 2, 3, and 4 Meals Sales amounts are reported as ChildMeals. o Status 6, 7, and 9 Meals Sales amounts are reported as AdultMeals. Status 8 (In-Kind) meals are assumed to free so they are not included in the export. o Other Meal Sales and Supplemental Sales amounts are included with Lunch sales Note about missing information On the export, if the Program Code information has not been set up or is incomplete, the export will use zero for the missing data. 5.3 Generic Export File Design This screen is for setting up the format for the Generic Export, which can be used for exporting data to other systems CNIPS Export File Design Basic settings are provided for use with the CNIPS system. Select CA (CNIPS) from the File Type dropdown list Education Management Systems, Inc.

64 Meals Plus Accountability 61 Select Monthly from the Export Type dropdown list. Select *Summary from the Record Type dropdown list. FIELDS GRID You do not need to make any changes in this grid. SOURCE GRID This grid will automatically populate with standard CNIPS settings. MATCHED GRID This grid will automatically populate with standard CNIPS settings. Enter the required CNIPS information in this grid. o Vendor Number, Sponsor Name, CNIPS ID and Site Mapping o Please contact CNIPS to determine what values should be entered. NOTE: If you enter more digits than the CNIPS field can hold, the extra digits will be truncated in the export file. Double-click on the Vendor Number field. The lower section will then have text fields and dropdown lists for you to enter the CNIPS values. o Enter the CNIPS Vendor Number in the Constant Value field. o You don t need to change anything else in this window. o Click Save Field. It will close the window and the Source grid will display the value you entered. Double-click on Sponsor Name and enter the CNIPS District Name in the Constant Value field Education Management Systems, Inc.

65 Meals Plus Accountability 62 o Click Save Field. It will close the window and the Source grid will display the value you entered. Double-click on CNIPS ID and enter the CNIPS ID Number in the Constant Value field. o Click Save Field. It will close the window and the Source grid will display the value you entered. SITE MAPPING Check the box next to Site ID in the grid and click. NOTE: You cannot map a constant. It will open a window for mapping the Meals Plus Sites to CNIPS Sites. Each Meals Plus POS Site will need to be mapped to a CNIPS Site Id. NOTE: When using the NC or SC Claim, it will be automatically mapped to the appropriate POS Site Id. To add a new site mapping Click Clear Map first to prevent overwriting existing settings. Enter the Meals Plus Site Id in the Source Value text field. Enter the CNIPS Site Id in the Mapped Value text field. Click Save Map to save the settings. When something is mapped, it will note this in the Matching grid. To edit an existing site mapping Highlight the row to be changed, make changes, and then click Save Map Education Management Systems, Inc.

66 Meals Plus Accountability NC (SNP Claim) Export File Design This is used to set up the design to export a North Carolina claim and is created per SNP Claim Specs. NOTE: Please ensure Generic Export is switched on in SYS: Security: User Group Setup. Basic settings are provided for use with the School Nutrition Program (SNP) system. Select NC (SNP Claim) from the File Type dropdown list. Select Monthly from the Export Type dropdown list. Select *Summary from the Record Type dropdown list. FIELDS GRID You do not need to make any changes in this grid. SOURCE GRID This grid will automatically populate with standard SNP settings. MATCHED GRID This grid will automatically populate with standard SNP settings Education Management Systems, Inc.

67 Meals Plus Accountability 64 Double-click on the Sponsor Name field. The lower section will then have text fields and dropdown lists for you to enter the SNP values. o Enter the SNP Sponsor Name in the Constant Value field. o You do not need to change anything else in this window. o Click Save Field. It will close the window and the Source grid will display the value you entered. Double-click on the Agreement Number field. The lower section will then have text fields and dropdown lists for you to enter the SNP values. o Enter the agreement number in the Constant Value field. This number should be 16-digits. Please add the requisite leading 0 s to create a 16- digit number, if needed. o Click Save Field. It will close the window and the Source grid will display the value you entered. This completes everything needed on this form. NOTE: Meals Plus recommends going to System Management: Security: User Group Setup and unchecking the Generic Export File Design box to avoid accidentally changing any of these settings SCAPS SNP Export File Design This is used to set up the design to export a file to SCAPS via the School Nutrition Program (SNP) Claims module. o Claim validation and error checking will function as if the site data was manually entered into SCAPS and saved. Basic settings are provided for use with the SCAPS SNP system. Select SC (SCAPS SNP) Claim from the File Type dropdown list. Select Monthly from the Export Type dropdown list Education Management Systems, Inc.

68 Meals Plus Accountability 65 Select *Summary from the Record Type dropdown list. FIELDS GRID You do not need to make any changes in this grid. SOURCE GRID This grid will automatically populate with standard SCAPS SNP settings. MATCHED GRID This grid will automatically populate with standard SCAPS SNP settings. Double-click on the _SFA Name field. The lower section will then have text fields and dropdown lists for you to enter the SCAPS SNP values. o Enter the SFA Name in the Constant Value field. o You don t need to change anything else in this window. o Click Save Field. It will close the window and the Source grid will display the value you entered. Double-click on _SFA ID and enter the identification number in the Constant Value field. This is a unique number up to five digits. o Click Save Field. It will close the window and the Source grid will display the value you entered. This completes everything needed on this form Education Management Systems, Inc.

69 Meals Plus Accountability Generic Export This export uses the settings that are defined in Generic Export File Design. How to Run Export Select CNIPS, SNP Claim or SCAPS SNP from the File Type dropdown list. Select Monthly from the Export Type dropdown list. Click in the File Path field to the folder where you want to save the export file. Select the calendar month and year to export from the Month/Year field. Leave the Export Options box unchecked for CNIPS export. CNIPS does not want you to pad numeric values with leading zeroes. Check the schools you want to include in the export from the Sites grid. Click Export to save the file to your computer. This file is now ready to upload to the CNIPS or your State s site Education Management Systems, Inc.

70 Meals Plus Accountability Louisiana Claim Export This export allows Louisiana districts to export their state claim for reimbursement file instead of manually entering them. Select a month in the Select Month/Year. This exports runs a month at a time instead of a date range. Enter the sponsor code and name in the Sponsor Code and Sponsor Name text fields. Click Browse to browse to the location of the export file on your computer. o Click Open and the file will display in the Browse field. Select the site(s) that participate in the Seamless Summer Sites program. Click Save to export the file Education Management Systems, Inc.

71 Meals Plus Accountability Illinois WINS Export This export allows an Illinois child nutrition director to export site claim numbers into the WINS System instead of manually entering them. Select a month in the Select Month/Year. This exports runs a month at a time instead of a date range. Enter an amount in the Average Cost Of A Carton of Milk text field. This is optional. Enter the Region-County-District-Type information in the RCDT text field. Click Browse to browse to the location of the export file on your computer. o Click Open and the file will display in the Browse field. Click Save to export the file Education Management Systems, Inc.

72 Meals Plus Accountability Custom Query Custom Query allows the user to create a query specific to their needs. CATEGORY Select a category from the Category dropdown list. To create a category, click the button at the top. o Enter a description in the text field and click Add. The category name will be added to the dropdown list. Click the button to delete a category or the button to edit an existing category s name Education Management Systems, Inc.