Transactions & Pre-orders - How To guide

  Table of Contents
  1. Transactions Toolbar
  2. Editing Student details
  3. Checking Student balances and Adding Payments
  4. Voiding Meal Transactions
  5. Edit, add or amend meal records for a student
  6. Meal Selection - universal colour scheme
  7. Staff Duty Meals


Transactions Toolbar

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  • Export - Generate a transaction report for the selected school - Change to Exports grid details displayed
  • Debt Ltr 1 - Generate a debt letter for selected student with a reminder to pay in advance
  • Debt Ltr 2 - Generate a debt letter for selected student regarding free school meals entitlement with a reminder to apply to the council for free meals
  • Debt Report – Generate a school meals debt report for all students with an option to email report to head teachers
  • Credit Report - Generate a school meals credit report for all students
  • Trans. Rpt – Generate a transaction report for selected student with the option to select date range
  • Final Rem. 1 – Generate a final reminder for selected student to repay debt within two weeks or meals will be stopped
  • Final Rem. 2 – Generate a final reminder for selected student to pay for final term as soon as possible
  • Status Filter - View Open, Closed and On Hold transaction data for Students. The default value is set to Open.
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Edit Student details

To edit student details, payments, allergens and diet type information select a Site [1] and click the Student Name [2] to open the Edit Student [3] window, edit the required details and click Save [4].

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Student tab

NOTE If the Site is integrated with a payment provider such as ParentPay or SchoolComms, editing student details is restricted and only the Type and Menu template can be changed.

In the Student tab you can enter or edit the following details:

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  1. Name: Enter the first name of the student and a middle name if required.
  2. Surname: Enter the surname of the student.
  3. Nickname: Enter the student nickname which will replace the first Name on the Whiteboard and Tablet. If the Nickname field is left blank the student ‘Name’ and ‘Surname’ are displayed on the Whiteboard as usual.
  4. Status: There are three status options to choose from:
    • Open
    • Closed
    • On Hold
  5. Type: There are six Type options to choose from:
    • Nursery
    • Student
    • Staff
    • Special (student's with allergies)
    • Employee discount
    • Other
  6. Year: The drop down list will list all the Year's of the Site.
  7. Class: The drop down list will list all the Classes for the Site.
  8. ID: This is the Identification Number of the Student that is created in accordance with the school's Admin policy.
  9. DOB: Use the calendar to record the Date of Birth.
  10. Mobile: Enter the mobile number of the student if available.
  11. Menu template: Apply a diet/allergy specific template created in Menus for the student
  12. Siblings: If the student has any siblings at the school they will be listed here. This information can only be updated in Cypad Parent Payments.
  13. Photo: click the photo to deleted the current photo and upload a new one.
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Parent tabs

The Parent Tabs are a legacy feature and are no longer in use following the ParentPay and School Comms integrations. 

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Payments tab

Free School Meals

In the Payments tab you can set the student to be eligible for Free School Meals (FSM [1]).

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NOTE This includes students eligible for Transitional Protection Free School Meals (TP-FSM) at Welsh schools.

When orders are made, and the Daily FSM Allowance covers the entire cost of the order, the transaction is marked as ‘Free’. If the order exceeds the Daily FSM Allowance the student will be charged the excess and the transaction will not be marked as ‘Free’ (e.g. Meal Price = £3.50, Daily FSM Allowance = £3.00: The Student will be charged £0.50).

NOTE Each day the allowance is reset regardless of how much of the allowance was spent the previous day (e.g. if the Daily FSM Allowance is £3.00 and the student spends £1.50 of the allowance the FSM Allowance for the next day will be £3.00).

Extra Meals

When this function is enabled Students and Staff can order more than one meal item in each of the Menus (e.g. Main = 1 item selected, Veg = 3 Items selected, Drink = 2 Items selected, etc.).

NOTE By default this feature is disabled.

Mark Present

When the Student is using the Whiteboard or Tablet to make their meal selection it will already be pre-selected (i.e. Menu Template is selected) so they will only have the option to click Present or Not Present.

NOTE By default this feature is disabled.

Opt-Out

By default this feature is disabled as some schools do not provide Breakfast or Break meal selections.

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Note tab

The Note is for recording any allergies the student has when the 'Other' checkbox is used in the Allergies tab.

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History tab

The information in the History tab will show a record of Debt letters sent, this will include the Dates when they were either emailed or sent via SMS and the debt amount at the time.

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Allergies & Diet notes tabs

If a student has food allergies use the Allergies tab [1] to select the appropriate check boxes for each allergy.

If the allergen is not in the allergies list use the Other Allergies [2] check box, go to the Diet notes [3] tab, enter the food types the student is allergic to in the Text box [5] (i.e. Bananas) and click Save [4].

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Diet type tab

If the student has a Specific diet type [1] (i.e. Halal) use the check box options available in the Diet type tab [2] and click Save [3].

 

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Checking Student balances and Adding Payments 

Video-Icon.png   QuickRef video: Edit, Amend & Check

Click the Balance column cell [1] with the current balance of the of a student to open the Transactions window [2].

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In the Transactions window you can see all the transaction details for the student. Click the Add Payment button [3] then in the Add payment warning [4] pop-up click OK [5] to open the Add Transaction window to add a payment to the student's account.

When filling in the transactions details enter the Amount (£) [1] and set the Payment Type [2] to confirm how the payment has been made.

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Be sure include a Note [3] which details the reason for making the Adjustment or Payment to the account before clicking Save [4].

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Voiding Meal Transactions

Important:  Voiding a transaction cannot be undone!

Before you can void any meal transactions the feature must be enabled as follows:

Go to System > Sites > select a Site > open Meal selection tab [1] > Configure selection > Allow admins to void meal transactions [2] checkbox

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Click Save [3] to update the site settings.

By default, the Payments cannot be deleted function is enabled, this can only be changed by Cypad support. The Void transaction button will be available for School Admin users when the following settings combination are in place:

  • Payments cannot be deleted function is not enabled and the Allow admins to void meal transactions is not enabled
  • Payments cannot be deleted function is not enabled and the Allow admins to void meal transactions is enabled
  • Payments cannot be deleted function is enabled and the Allow admins to void meal transactions is enabled. Please note that Admin users will only be able to void transactions for meal transaction types when this settings combination is in place.

The Void transaction button will not be available when the following settings combination are in place:

  • The Payments cannot be deleted function is enabled and the Allow admins to void meal transactions is not enabled.

Right mouse click on the Meal transaction [1] you wish to void and click the Void Transaction button [2].

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A Confirmation popup [3] will be displayed to confirm that you want to proceed with the action.

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If you click Yes [4], the Meal transaction is displayed as void and the Current balance [5] is updated. If the site is integrated a zero payment is added. If you click No [6], the popup closes with no action taken.

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Edit, add or amend meal records for a student

Navigation

Go to Payments > Transactions [2] > Sites [1] > Classes [5] > class 1C > Click a meal day [4]

NOTE Use the Date filter [3] to target a specific week.

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Adding a Meal

In the Meal Selection [1] window, you can add a meal selection then press Save [2] to log the change.

NOTE A meal selection must have a Main meal selected before you click Save.

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Amending Meal Selection

In the Meal Selection [1] window, you can add an Additional selection [3] item to a pre-selected meal then press Save [2] to log the change.

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Removing Meal Selection

In the Meal Selection [1] window, you can a Remove menu item [3] then press Save [2] to log the change.

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Special Diet Students

Special diet students will only have two options available on the meal selection which can only be changed from ‘Present – Meal required’ to ‘Present – Meal not required’.

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Meal Selection - universal colour scheme

In the Meal Selection window a universal colour scheme has been applied to improve clarity for when a meal has been taken. 

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  1. Sub-headings (Main, Dessert)
    • Have a background colour grey
    • Have a border colour grey
  1. Unselected meals
    • Have a background colour white
    • Have font colour black
  1. Taken meals
    • Have a background colour green
    • Have a font colour black
  1. Pre-selected meals
    • Have a background colour turquoise
    • Have a font colour black

NOTE Clicking on a Pre-selected meal in the Transactions Meal Selection window will turn the meal into a Taken meal.

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Staff Duty Meals

NOTE On the Desktop this can only be done on a day to day basis.

Go to Payments > Transactions > select a school > on the staff member click the Day checkbox [1] > click on the Duty Meal [2] checkbox > select their meals and drinks > click Save [3]

NOTE The member of staff must have FSM set to No [4].

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Meal pre-ordering via the desktop

Video-Icon.png Quick Ref - Adding Meal Pre-selections

The school administrator can record the meal pre-selection for a student on the Meal Register Desktop. This can be for the day or in the future (this is limited to the menu’s templates saved on the system).

Go to Payments > PreOrders [1] > select an Area or Site > if required, Set the date [2] into the future > select an Active day checkbox [3] checkbox

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NOTE Greyed out day columns are in the past and cannot be used to make a meal pre-selection.

When an active day checkbox is selected the PreOrder Meal Selection window will open, select the menu option e.g. Main meal option [1] and a Desert option [2] meal and click Save [3].

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When placing a pre-order for Staff there is an option to to skip dessert and only select a main meal.

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