OneSource Daily Tasks for Managers

Transcription

1 OneSource Daily Tasks for Managers Task 1: Open the Serving Period (if making transactions) Open Terminal. 2. CONFIRM the date is correct. Correct? Click Yes. Not correct? Click No. Select correct date. 3. Enter an opening till amount if required by your district, then click Enter. 4. Click a serving period button. If you do not select the correct serving period, you will have to void and re-enter all the transactions. Task 2: Close the Serving Period Close Terminal. 2. Count currency and enter quantities in Count Totals section. 3. Verify each check received. 4. Click Total Register. 5. Check register amounts. 6. If correct, click Close. Once the till is closed, the till amounts cannot be changed. 7. If not correct, click Void and re-enter currency amounts in Count Totals section. Task 3: Verify Till Balances (All Terminals) 1. Go to Reports and click Point of Service. 2. Double-click Till Report. 3. Choose Today as the Report Period. 4. Choose All Terminals as Terminal Selection. 5. Choose Show Bill Coin Denomination. 6. Click Preview. 7. IMPORTANT: Verify that the Total Variance column for each till is within district guidelines. See Identify Causes of Overages and Shortages inside. Task 4: Save the Bank Deposit Day End Processing > Bank Deposit. 2. Double-click today s date in the Deposit Date column. The details screen displays. 3. Enter the amount taken outside the system in the Cash In field; i.e., catering money. 4. Verify that the values entered in the Daily Deposit and Bank Deposit fields match the amounts on the bank deposit slip. Edit these fields, if necessary. 5. Click Save. Task 5: Print the All In One Report 1. Go to Reports (900006). 2. Click All In One. 3. Verify that you have the correct option selected for Select a Type of Report. 4. Click Go!. 5. Choose a printer. 6. Verify the date is correct. 7. Click Print. 8. IMPORTANT: Verify the following: Deposit slip matches the Bank Deposit report. Record the reason for any numbers not in compliance on the Edit Check report. Task 6: Restart Your Computer 1. Log off of the program. Shutting down is not recommended. However, depending on your district policy, you might want to restart your computer. QUICK REFERENCE

2 Customer Screen Tasks Issue a Refund To issue a refund from a line 1 machine, a till must be open. The till for the line 1 machine will be short the amount of any refund issued. 2. Search for and double-click the customer. 3. Click Account Functions. The Account Functions/Maintenance screen displays. 4. Click the Refund tab. 5. Click the account to which you are issuing the refund. 6. Enter the amount in the Refund Amount field. Do not enter the amount as a negative amount. 7. Click Save Refund. A confirmation message displays. 8. Click OK. 9. Verify the account balance is correct. If not correct, repeat the above steps. Block Charges/Check Sales 2. Search for and double-click the customer. 3. Mark Block Charges. 4. Mark Block Check Sales. 5. Click Save. View Customer History 2. Search for and double-click the customer. 3. Click View History. The Detailed Account History report displays for that customer. Add Comments/Alerts 2. Search for and double-click the customer. 3. Click the Alerts tab. 4. Enter a comment in the Comments field. 5. Enter a message for See Manager Alert. 6. Click Save. Apply a Prepayment to an Account An account must be designated to allow customer deposits. If the account is incorrectly blocking a deposit or refund, then verify that the Allow Patron Deposits option is marked for the selected account. 1. Make sure the terminal is open. 2. Go to Front of House > Point of Service > 3. Search for and double-click the customer. 4. Click Account Functions and click an account. 5. Click the Payment tab. 6. Enter the Payment Amount. 7. Enter a check number in the Check # field if a check was the form of payment. 8. Click Save Payment. To reorder contact Sales Support I I Horizon Software International All Rights Reserved Rev 6

3 * = POS Communications = Network Disconnected = Searching for Network Identify Cause of Overages and Shortages If the till amount exceeds the amount allowed by your district, then perform the following procedures to locate the error. If these solutions do not correct the overage, then transactions were not entered into the system or an incorrect amount of change was returned to a customer. Locate Cash Overages Possible Cause There was a counting error Voids were made after the bank deposit was saved Money received outside of the system, i.e. vending, was not recorded A check was accepted but not applied to the account A prepayment was given to the student instead of applied to the account Cash was returned to the customer instead of applied to the account. Possible Solution a. Verify the till cash counts. b. Recount the bank deposit. c. Enter the correct amount on the Bank Deposit screen. a. Print the Bank Deposit report. b. Review the report to determine if voids were made after the till was closed. c. Resave the bank deposit. a. Go to the Bank Deposit screen. b. If the money taken outside of the system was not recorded in the Catering and Vending fields, enter it. c. Resave the bank deposit. a. Print the Checks Collected and Prepaid Collections reports. b. Compare the reports to determine if a check was not applied to the account. c. Open the till and void the transaction. d. Re-key the transaction. a. Print the Daily Journal report. b. Review the report for an entry of Change to Customer. c. Open the till and enter the customer s prepayment. a. Print the Prepaid Collections report. b. Identify where a cash payment was made but does not appear on the report. c. Open the till and apply the prepayment to the account.

4 Locate Cash Shortages Possible Cause There was a counting error A prepayment was entered twice Double meals were sold in error Second meals were sold in error Possible Solution a. Recount the bank deposit. b. Enter the correct amount on the Bank Deposit screen. a. Print the Prepaid Collections report. b. If any prepayments were entered twice, open the till and void one of the payments. a. Print the Double Meals report. b. If any double meals were sold in error, open the till and void the double meal. a. Print the Second Meals report. b. If second meals were sold in error, open the till and void the second meal. Miscellaneous Tasks Use the Go To Functionality 1. Go to the Home Page. 2. Click the Go To menu. 3. Enter the screen number in the Process Number field. 4. Click Launch. Add Adjustments Open a till before making any adjustments. 2. Search for and double-click the customer. 3. Click Account Functions. 4. Click the Adjustments tab. 5. Select the account you are adjusting. 6. Enter the Adjustment Amount. IMPORTANT: When subtracting from the account, enter the amount and then the minus sign, (ex. $5.00-). 7. Choose the Adjustment Reason. 8. Click Save Adjustment. A confirmation message displays and click OK. Modify Closed Tills Front of House Tasks > Modify Closed Tills. 2. Double-click the record with the incorrect amount. Do not open a till. 3. Make the correction. 4. Click Calculate. Void a Transaction Only void transactions for the current day DO NOT void prior days. Void transactions from the originating terminal if it is open; otherwise, void from the line 1 machine. 1. Go to Front of the House > Point of Service > Process Sales. 2. Click View Journal. 3. Choose a terminal, if voiding from the line 1 terminal. 4. Search for and click the transaction. 5. Click Void. 6. Click OK. 7. Click Save.

5 Troubleshoot Communications It is important that your machine properly communicates with the line machines. When communications need repairing, perform the following troubleshooting tasks. If the following tasks do not repair your communications, contact your central office. Verify Communications from POS Machines to Your Machine 1. Go to System Management > Communications > Monitor Communications (100601) on the line terminal. 2. Click the plus sign next to your site number. 3. Click the plus sign next to the terminal number. 4. Perform one or more of the following tasks to correct communications. The Overall Status icon will be red if communications are not working. Tasks Restarting communications on the POS machine Performing manual communications on the POS machine Restarting communications on the POS and manager s machine Actions a. Double-click the POS Communications icon in the system tray, the Service Watcher window displays. b. Click Restart, and then click Close/Hide. a. Go to System Management > Communications > Manual Communications (100603). b. Select the POS Transactions and Account Balances option to send a communication up to central office. c. Click Communicate. d. Wait 5 minutes and verify your reports. a. Stop communications on the POS machine. Double-click the POS Communications icon in the system tray. The Service Watcher window displays. Click Stop. Leave the Service Watcher window open. b. Restart communications on the manager s machine. Double-click the *POS Communications icon in the system tray. The Service Watcher window displays. Click Restart, and then click Close/Hide. c. Start communications on the POS machine. Click Start on the Service Watcher window. Wait 5 minutes and verify your reports. Verifying the network connection a. Secure the network cable. b. If either the *Network Disconnected or *Searching for Network icons display, then contact your school s network specialist.

6 Notes... a Use this notes page to add any district specific instructions to the information in this card. To access additional tasks not shown in this card, press F1 on your keyboard.