Cafeteria Point-of-Sale

Features & Bene ts:

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

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 able to download any updates before use each day. Press the power button on the side of the POS touch screen. Once the 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. For assistance or questions regarding the ScholarChip POS terminal, please contact the ScholarChip Support Desk at 877--722--2447

Main Application Screen

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 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)

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).

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 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.

Note:

From the Member ID / Name Search screen: 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 • 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) •

Search by Graduation Year or Homeroom

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 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.

Customer Queue Screen

Select record from queue list

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:

• 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

10) 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 • 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

13) 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:

• 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).

14) 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 Purchase History Screen

• 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

15) 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: Tap on the appropriate Currency button to enter the number of bills in the drawer (including startup cash).

Figure 7

Cash Reconciliation Screen

16) Zeroing Out the Cash Drawer

• 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?"

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.

17) Helpful Hints

• Users managing the POS terminal must keep their ID card in/on the reader labeled CASHIER in order to process any transactions.