Cafeteria Point-of-Sale

® Schools automate the management of their free and reduced eligibility and food service accounting because it’s complex. Put your food service back office onto our cloud and process your transactions with the accuracy and speed typical of a high-end financial system. Have a cafeteria Point-of-Sale system that is fast, always available, highly secure and compliant, as well as being easy to use and to maintain. At ScholarChip, we know schools and how to successfully integrate POS at your school. Financial Transactions Point-of-Sale is a component of the ScholarChip Cloud. An Integrated School Safety and School Operation Service. ScholarChip® Cafeteria Point-of-Sale Features & Benefits: Save on upfront software costs Payment industry compliant ScholarChip’s approach to cafeteria management unifies Point-of-Sale, Free and Reduced Application Processing, compliant webbased payments and automated student attendance. As a component of our School Safety & Operations System, our Point-ofSale service integrates with all modern Student Information Systems. The cloud-based backend office is securely available anytime from any PC. Our Help Desk monitors POS terminals for network status and performance, enabling an unprecedented level of support. The result is a system that is advanced, easy to use and low maintenance. © All brand names and trademarks are the sole property of their respective owners. Advanced business efficiencies Student Information Systems integration Real-time transactions Reporting in multiple formats Letter generation and document management Cashier-friendly interface Correlating Services: ID Manager (smart ID card issuance) Building and Large Group Attendance 6 Commercial Street, Hicksville, NY 11801 800-399-7340 • 516-827-5081 • FAX 516-531-9074 ScholarChip.com • [email protected] 

Point‐of‐Sale System HOW TO MANUAL Table of Contents About the ScholarChip Cafeteria Point‐of‐Sale System .................................................................................................................3 Equipment .....................................................................................................................................................................................3 Launching the Cafeteria POS Application ......................................................................................................................................3 Interpreting the POS Terminal Buttons .........................................................................................................................................4 Daily Processs for Use of POS Terminal.........................................................................................................................................5 Searching for Students/Staff by ID Number, PIN or Last Name ....................................................................................................6 Searching for Students by Graduation Year or Homeroom...........................................................................................................6 Queuing Students at the Lunch Line..............................................................................................................................................7 Interpreting the Customer Queue Buttons ...................................................................................................................................8 Processing a Cash Transaction (Giving Change Due Back in Cash) ................................................................................................9 Processing a Cash Transaction (Crediting the Account) – OPTIONAL............................................................................................9 Processing a Charge Transaction ...................................................................................................................................................9 Viewing a Student’s Purchase History .........................................................................................................................................10 Processing a Transaction for Visitors...........................................................................................................................................10 Cash Reconciliation .....................................................................................................................................................................11 Zeroing Out the Cash Drawer ......................................................................................................................................................12 Helpful Hints................................................................................................................................................................................12 1) About the ScholarChip Cafeteria Point‐of‐Sale System The ScholarChip Cafeteria Point‐of‐Sale (POS) terminal provides an effective means of automating cafeteria payment services. The POS Terminal interfaces automatically with the ScholarChip e‐Check and Credit Card Account Replenishment System, allowing parents to automatically replenish student lunch purses through a web interface. Free and Reduced Lunch (FRL) is supported in an anonymous fashion. Qualifying students have their accounts replenished automatically from FRL school funds. 2) Equipment • 1 Pole Display • 1 Cash Drawer • 1 Barcode Scanner • • • • 1 Touch Screen 2 Card Readers (one for cashier, one for student/staff) 1 Printer PIN Pad (optional) 3) Launching the Cafeteria POS Application The cafeteria POS terminal should be plugged into power and a network access point. This is necessary so that the terminal is on the side of the POS touch screen. Once the able to download any updates before use each day. Press the power button terminal boots up, the ScholarChip Cafeteria POS application launches automatically. Please allow the system a few minutes to complete the uploading of data. Note: If the network is not active, an icon displays at the bottom left of the screen. Please notify your school network administrator if the network is not active. Once the connection is re‐established, the icon disappears. Should a network failure occur, continue to use the POS terminal. Transactions are stored locally and are then uploaded to ScholarChip once the network connection is restored. To begin processing any transactions, the user managing the POS terminal must insert or place his/her ScholarChip ID card into/on the reader that is labeled CASHIER. Not doing so or removing the card will disable the POS application and prevent any transactions from being processed. Also at startup, the terminal will display message “POS Reconciliation: Please enter this register’s staring cash amount”. Click OK to enter start up cash. This is part of the Cash Reconciliation feature that allows schools to compare the items sold with the cash amount in the drawer. Pole Display Figure 1 Touch Screen Cash Drawer Card Reader Barcode Scanner Card Reader PIN Pad Printer For assistance or questions regarding the ScholarChip POS terminal, please contact the ScholarChip Support Desk at 877‐722‐2447 2 Main Application Screen Meal Items Selected Figure 2 F/R Eligibility Account Balance Account & Photo ID Clos e Meal Items Up Dow n About Network Indicator Meal Mode Indicator Current Date and Time 4) Interpreting the POS Terminal Buttons • CASH indicates the student/staff is paying in cash for the current transaction • CASH WITH RECEIPT processes the current cash transaction and prints receipt • CHARGE will charge the current transaction total to the patron’s account • CHARGE WITH RECEIPT charges the current transaction total to the account and prints receipt • CREDIT may be used to add funds to the student/staff account • TAX OFF/ON is a toggle button for charging (or not charging) tax on the current transaction • BREAKFAST/LUNCH is a toggle button used to select the mode for the POS terminal • A LA CARTE is used to select meal items in a la carte mode • CANCEL ALL will cancel all items added to the current purchaser’s transaction and clear the transaction • ID/NAME SEARCH allows for manual search by student/staff ID number, PIN or last name • HOMEROOM SEARCH allows for manual search for students by graduation year or homeroom • CUSTOMER QUEUE allows for search of queued students or staff • OPEN CASH DRAWER opens the cash drawer • X closes the POS application • Use the UP and DOWN arrows to scroll through the list of available meal items • RECONCILE allows for the end of day reconciliation process • ZERO zeros out the register 3 Daily Process for Use of POS Terminal 1. The ScholarChip POS terminal is turned on (or has remained on from previous day), see Figure 2, Section 4 2. Cashier places their card on the reader labeled “Cashier” 3. The POS Terminal Prompts “POS Reconciliation: Please enter this registers’ starting cash amount” 4. Cashier enters the amount of daily startup cash in drawer 5. Cashier chooses “Breakfast/Lunch/a la Carte” meal mode from the main application screen by tapping on the appropriate button 6. The customer is identified in any of the following ways: o Tapping their ScholarChip SmartCard on the customer reader o Using the customer PIN pad to enter their individual PIN, see Sections 5 & 6 o Cashier searches for the customer using one of the ‘Search’ functions on the main screen, see Sections 5 & 6 7. The customer account is opened, see Sections 7 & 8 o By choosing from the customer queue o If no previous queue, the account is automatically opened by the tap of their smart card or PIN entry 8. Items are added to the ‘cart’ when the cashier taps the appropriate meal items on the main screen 9. The sale is completed by tapping “Cash” or “Charge” while the customer account is opened and the meal items are in the ‘cart’, see Sections 10‐12 10. The customer’s account is automatically debited (Charge) or cash received (Cash) is placed in the drawer, see Sections 10‐12 11. The terminal is ready for the next customer (return to item # 7) 4 5) Searching for Students/Staff by ID Number, PIN or Last Name The POS terminal allows for manual search of students and staff by ID number, district‐issued PIN or last name. To do so: • • • • • • • • Tap the ID/Name Search button at the main application screen (see Figure 2). The Member ID / Name Search screen opens (see Figure 3). It defaults to search by last name. To search by name, enter the first few letters of the last name OR To search by ID or PIN, tap the 123 button and enter the first few digits A list of members matching the search criteria displays Highlight the appropriate student/staff member on the list by tapping the name once Their photograph displays Tap the photo to select the student/staff member Once the student/staff is selected, the name displays on the pole display. The photograph and account information displays at the main application screen and the transaction can proceed. Figure 3 Note: • • • • ID, PIN and Name Search Screen From the Member ID / Name Search screen: tap the Clear button to clear the search tap the ABC or 123 button to toggle between search options tap the Undo button to undo the last letter or number entered in the search tap the Exit button to exit the search function Once the student or staff member has been found by manual search or has tapped his/her card on the card reader at the POS terminal, their photo and account information displays. The user may now begin to process the transaction. (Please note: the user must keep his/her ScholarChip ID card in/on the reader that is labeled CASHIER in order to keep the terminal active). 6) Searching for Students by Graduation Year or Homeroom In instances where students may not have their ID or PIN number, the POS terminal also allows for manual search by graduation year or homeroom. To do so: • • • • • Tap the Homeroom Search button at the main application screen (see Figure 2) The search by graduation year or homeroom screen opens (see Figure 4) Tap the desired graduation year or homeroom at the top of the search screen (see Figure 4) Thumbnail pictures of students belonging to the selected graduation year or homeroom display with the student name below the photo Tap the photo to select the appropriate student Once the student is selected, the name displays on the pole display. The photograph and account information displays at the main application screen and the transaction can proceed. 5 Figure 4 Select Graduation Year Search by Graduation Year or Homeroom Close the Search Window Select Homeroom Homeroom Selected Note: Tap the Close button to exit the search by graduation year/homeroom screen and to return to the main application screen. Use the < and > arrows to view additional homerooms. 7) Queuing Students at the Lunch Line A card reader and/or an optional pin pad are available to schools which allows students/staff members to enter their ID number, district‐issued PIN or tap their ScholarChip Smart Card at the lunch line singly or for a queue. To allow students/staff members to enter their ID number or PIN singly once they are at the POS terminal: • • • Using the pin pad, the student/staff member must enter his/her ID or PIN and press the Enter button on the pin pad. If entered correctly, the record matching the ID/PIN is located and the account information is displayed at the main application screen (see Figure 2) OR The student/staff member must tap their card. The account information is displayed at the main application screen (see Figure 2) The transaction can proceed To allow students/staff members to enter their ID number, PIN or tap their ScholarChip SmartCard into a queue: • The pin pad and/or card reader should be placed at the desired distance from the POS terminal to allow students/staff members to begin queuing 6 • • • • • • • • • Figure 5 When using the pin pad, the student/staff member must enter his/her ID or PIN and press the Enter button on the pin pad or tap their card For ID/PIN numbers, if entered correctly, the record matching the ID/PIN entered is placed into a queue based on the order in which the it was entered If entered incorrectly, the entry will be queued as an INVALID MEMBER ID Once the student/staff member arrives at the POS terminal, tap the Customer Queue button at the application main screen (see Figure 2) The customer queue window opens (see Figure 5) Tap on the desired name from the Current Queue list Their photo, ID and account balance display under the Selected Customer section. Tap the Select button or the photo The photograph and account information displays at the main application screen and the transaction can proceed Customer Queue Screen Select record from queue list IMPORTANT: If a student/staff member enters their ID/PIN into the queue, and subsequently the cashier searches for their record using any of the manual search options, the student/staff will be removed from the queue. 8) Interpreting the Customer Queue Buttons • SELECT will select the currently highlighted record in the queue • REMOVE will remove the currently highlighted record from the queue • CLEAR ALL will remove all records from the queue • CLOSE will close the Customer Queue window and return to the main application screen • CLEAR allows the cashier to clear the ID/PIN currently being entered Tapping on the photo from the Customer Queue window will also open up the account. 7 9) Adding Funds to an Account via the POS Terminal In addition to adding funds to an account online by parents/guardians or at the school office, funds may be added to a student or staff account via the POS terminal. To do so: • • • • • • • • 10) The student/staff should tap their ID card on the card reader or be searched for manually Their photo and account information displays at the main application window (see Figure 2) Tap the Credit button Enter the credit amount Tap E(nter) Message displays “Name will be credited XXX” Tap OK OR Tap Cancel to cancel transaction Processing a Cash Transaction (Giving Change Due Back in Cash) To process a cash transaction and give change due back in cash: • • • • • • • • • • The student/staff should tap their ID card on the card reader, be searched for manually or via the customer queue Their photo and account information displays at the main application window (see Figure 2) Select the meal mode (breakfast, lunch or a la carte) by tapping the toggle button Select meal items by tapping the each meal item button or by using the barcode scanner for any items with a UPC code (code must be previously entered via the ScholarChip Management Site) A list of selected meal items displays in the transaction section Tap the Cash button or Cash with Receipt if a receipt must be printed Enter the cash amount tendered and tap the E(nter) button If the amount tendered is greater than the amount owed, a message displays “Change is XXX” Tap OK to complete the transaction Tap Cancel to get back to the transaction total Note: Tax is not added to any transactions that are linked to student accounts. Tax is automatically added when a transaction is processed without being linked it to a student account (staff or visitor transaction). 11) Processing a Cash Transaction (Crediting the Account) – OPTIONAL To process a cash transaction and credit the change to the account: • • • • • • • • • • The student/staff should tap their ID card on the card reader or be searched for manually or via the customer queue Their photo and account information displays at the main application window (see Figure 2) Select the meal mode (breakfast, lunch or a la carte) by tapping the toggle button Select meal items by tapping the each meal item button or by using the barcode scanner for any items with a UPC code (code must be previously entered via the ScholarChip Management Site) A list of selected meal items displays in the transaction section Tap the Cash button or Cash with Receipt if a receipt must be printed Enter the cash amount tendered and tap the E(nter) button If the amount tendered is greater than the amount owed, a message displays “Change is XXX. Credit Change to Account?” Tap OK to credit the change due to the account Tap Cancel to give amount due in cash. A message displays “Change is XXX” To enable this feature, please contact the ScholarChip Support Desk at 877‐722‐2447. 12) Processing a Charge Transaction To process a charge transaction: • • • The student/staff should tap their ID card on the card reader or be searched for manually or via the customer queue Their photo and account information displays at the main application window (see Figure 2) Select the meal mode (breakfast, lunch or a la carte) by tapping the toggle button 8 • • • • • • 13) Select meal items by tapping the each meal item button or using the barcode scanner for any items with a UPC code (code must be previously entered via the ScholarChip Management Site) A list of selected meal items displays in the transaction section Tap the Charge button or Charge with Receipt if a receipt must be printed A message displays “Name will be charged XXX” Tap OK to complete the transaction Tap Cancel to get back to the transaction total Viewing a Student’s Purchase History Items purchased by students for the current day only may be reviewed at the POS terminal. To do so: • • • • • • • • • Purchase History Screen Figure 6 14) The student/staff should tap their ID card on the card reader or be searched for manually Their photo and account information displays at the main application window (see Figure 2) Tap on the photo once The Purchase History window opens (see Figure 6) The section labeled Past Purchases lists the date/time and POS terminal (identified by Device ID) where the transaction was made. It also specifies the type of transaction (i.e. cash purchase, account credit, debit purchase). Click on the desired past purchase item to view the details. The section labeled Purchase Details lists the meal items purchased and other details of the transaction including the amount of Cash In (tendered) and Cash Out (change) Clicking Exit will close the Purchase History window Processing a Transaction for Visitors Transactions may be processed for non‐student or non‐staff members. The transactions will be processed as adult transactions. To process a transaction: • • • • • Select the meal mode (breakfast, lunch or a la carte) by tapping the toggle button at the main application screen (see Figure 2) Select meal items by tapping the each meal item button or using the barcode scanner A list of selected meal items displays in the transaction section Tax is automatically added to visitor transactions (transactions not linked to a student account) Tap the Cash button or Cash with Receipt if a receipt must be printed 9 • • • • 15) Enter the cash amount tendered and tap the E(nter) button If the amount tendered is greater than the amount owed, a message displays “Change is XXX” Tap OK to complete the transaction Tap Cancel to get back to the transaction total Cash Reconciliation Cash Reconciliation may be done at the end of the day or incrementally, after breakfast and then after lunch. This feature is designed to assist schools in comparing the number of items sold with the amount of cash in the drawer. As part of this process, the POS terminal displays the message “POS Reconciliation: Please enter this register’s starting cash amount” (from the start of sales for the current day). If the message is bypassed, it will display every twenty seconds until a start up cash amount is entered. If reconciling incrementally, start up cash must be entered again, once the cash reconciliation process has been completed for the first time. Note: The RECONCILE button is disabled until start up cash is entered. To reconcile: • • • • • • • • Figure 7 Tap on the Reconcile button at the main application window (see Figure 2) The ScholarChip POS Cash Reconciliation window opens (see Figure 7) The Start Up Cash in Drawer displays the amount entered as start up cash Tap on the appropriate Coins button to enter the number of each coin in the drawer. For example, tap on the 1¢ button and enter the number of pennies in the drawer. Tap on the appropriate Currency button to enter the number of bills in the drawer (including startup cash). The Daily Deposit amount is automatically calculated (the difference between start up cash and total coins/currency entered). Tap the Save button to save the data entered. Message displays “Reconciliation Data has been Successfully Saved”. Data entered as part of the cash reconciliation process gets uploaded to the ScholarChip servers. Tapping Cancel will display the message “Are you sure you want to cancel without saving?” Click Yes to close the cash reconciliation window, click No to continue with the reconciliation process. Cash Reconciliation Screen 10 16) Zeroing Out the Cash Drawer • • • • • • • • • • 17) Helpful Hints • • • • • • • • • • • • • • • Rev. 050611 Tap the ZERO button at the main application window (see Figure 2) If zeroing out for the first time, a message displays “Zero Register for First Time Today?” Tap OK The cash register zeroes out and a tally prints Once the register has been zeroed out, transactions may continue to be processed and the register may be zeroed out again at any time. If zeroing out subsequent times, once you tap the Zero button, a message displays “Previous Zero @ HH:MM:SS by XXX. Zero Now?” Tap OK to continue to zero out register and print a tally Tapping Cancel at the “Zero Register for First Time Today?” prompt will allow the register to be zeroed out and include all prior transactions. A message displays “Zero Register for First Time Today?” Tap OK to continue Tap Cancel to cancel process Users managing the POS terminal must keep their ID card in/on the reader labeled CASHIER in order to process any transactions. Each user must be established as a Cashier via the ScholarChip Management Site in order to be able to process any transactions using their ID card. Please contact the ScholarChip Help Desk to grant cashier access to additional staff. The UPC code for any meal item must first be entered via the ScholarChip Management Site before the item can be scanned using the barcode scanner. The barcode scanner may be used to ring up any items with a UPC code. The cash drawer may be opened by tapping the Open Cash Drawer button or with the key provided. Free and reduced lunch (FRL) eligibility for a student is indicated by the number 1(free) or the number 2 (reduced) under their account balance at the application main screen. Once a student has received their reimbursable meal for the day, any additional purchases (i.e. a second meal or a la carte items) may be paid in cash or the total can be deducted from the student account. If there are no funds in the student account, this will result in a negative balance. A message stating “Meal Already Purchased” displays at the POS terminal once a student has purchased/received their reimbursable meal for the day. A “Low Balance” message appears once the student/staff account has reached the minimum balance threshold. The minimum balance threshold is determined by each school and is set by ScholarChip. The message displays in the account information section. Schools can set a limit on the dollar amount a student can spend per purchase. If the dollar amount limit is reached a message stating “Purchase Amount Above Maximum Permitted. Do You Want to Allow This?” displays. The cashier may or may not allow the purchase based on school policy. School may set a minimum dollar amount for purchases. If the transaction total is below the minimum amount a message stating “Purchase Amount Below Minimum Permitted. Do you want to allow this?” displays. The cashier may or may not allow the purchase based on school policy. If a POS alert has been created for the student via the Management Site for any special health condition or restriction, the alert will display below the student photo in the account section. The background color for meal items changes when switching between breakfast and lunch mode. To remove a meal item from the receipt area, double‐tap on the appropriate meal item. Account balances displaying in parentheses represent a negative balance. Any transaction that is processed without bringing up a student or staff account will be processed as a visitor transaction. Reporting may not show accurate data. 11