Checkpoint Workshop urse Guide - …images.acswebnetworks.com/1/322/HM_Lunch_Mangement.pdfIf you do not have accounts set up or do not need to have the account information in ... that

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HeadMaster

Lunch Program

Copyright

Copyright © 2016 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of

this publication by mechanical or electronic means, including facsimile transmission and e-mail,

without the express permission of ACS Technologies Group, Inc. is strictly prohibited.

Version 11.5

Last Updated 2/28/2017 9:06 AM

Contents

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Contents Introduction to This Guide .......................................................................................................... 4

Unit 1: HeadMaster Lunch Initial Set Up ...................................................................................... 5

Unit 2: Setting Up Menu Items .................................................................................................. 11

Unit 3: HeadMaster Lunch Calendar .......................................................................................... 13

Unit 4: Assign Lunch Plans ......................................................................................................... 16

Unit 5: Managing Lunch Money ................................................................................................ 17

Unit 6: Online Lunch Ordering ................................................................................................... 21

Unit 7: Preorders ...................................................................................................................... 24

Unit 8: Lunch Line ..................................................................................................................... 26

Unit 9: Sale Details .................................................................................................................... 28

Unit 10: HeadMaster Lunch Reports.......................................................................................... 29

HeadMaster Lunch Program

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Introduction to This Guide

Learn how HeadMaster Lunch can help you take your lunch program to the next level.

Publish online menus

Allow parents to submit online orders

Preview lunch orders and make changes quickly

Handle cashless transactions

Parents can monitor lunch balances

Utilize touch screen Kiosks


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Unit 1: HeadMaster Lunch Initial Set Up Initially, some set up needs to be done in order for all users to have the necessary rights to use

HM Lunch. HeadMaster has a Lunch Login option for those users that will only have rights to

HM Lunch. When the user logs in to HM, it opens up to HM Lunch.

If you have administrator rights, you do not need to check the Lunch Login box. Or if you are not

an admin, but do work in the front office, you can select which HM Lunch security rights you

need. If the teachers are taking lunch counts at the beginning of the school day, they need to

have their HM Lunch rights set up as well.

To give administrative users rights to HM Lunch:

Useful Information

If the user has the Administrator box checked, the user automatically has all rights to HM Lunch.

1. On the Home screen, click User Administration.

2. Click a user.

3. Click Edit.

4. Under Lunch Manager Security, check the appropriate boxes.

5. Click Save.

To add HM Lunch rights to other users, repeat steps 2-5.

Figure 1: User Administration for Lunch


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To give teachers rights to HM Lunch:

1. On the Home screen, click User Administration.

2. Click the Teacher or Teacher Login user group.

Useful Information

Teacher: This is used for the following levels of HeadMaster: HeadMaster, HeadMaster Plus,

HeadMaster Pro and HeadMaster OnDemand for Daycares.

Teacher Login: This is used for the following levels of HeadMaster: HeadMaster ProCM and

HeadMaster OnDemand for Schools.

3. Click Edit.

4. Under Lunch Security, check the appropriate boxes.

5. Click Save.

Figure 2: Teacher Login Lunch Settings


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To complete HM Lunch settings:

1. On the Home screen, click Options.

2. Click Lunch Settings.

3. If needed, enter a Lunch Password.

4. If needed, enter a Low Balance Reminder.

5. If you are using a touch screen for Lunch Line, you can check the box to hide the cursor.

6. If needed, you can display the family lunch balance on the lunch line screen.

7. If needed, select how to display Menu Items on the Parent Portal Calendar and Lunch

Line.

Figure 3: Other Lunch Settings


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To set up the billing portion of Lunch Manager:

Option #1: If you are not integrating with ACS General Ledger

Option #2: If you are integrating with ACS General Ledger

Option #1: If you are not integrating with ACS General Ledger:

1. On the Home screen, click Define Lists.

2. Go to the Billing section.

3. Click Accounts.

Useful Information

HM Lunch does not require that you use HeadMaster Billing. However, you still need to create

two accounts: a lunch account and a checking account. These accounts are added to a revenue

center called Lunch.

Useful Information

If you do not have accounts set up or do not need to have the account information in

HeadMaster, you can create generic accounts:

Offset account: 123456789

Checking account: 987654321

4. Click Add.

5. Enter the Account Name.

6. Enter the Account Number.

7. Check the box if the account is a checking account.

8. Click Ok.

Figure 4:Adding Accounts for HM Lunch


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9. Click Revenue Centers.

10. Click Add.

11. Enter the Code.

12. Enter the Description.

13. Select the Offset Account.

14. Select the Checking Account.

15. Click Ok.

16. From Lunch, select the Lunch revenue center.

17. To close Define List, click Ok.

Figure 5: Lunch Revenue Center


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If you are integrated with ACS General Ledger:

1. On the Home screen, click Define List.

2. Under Billing, click Revenue Centers.

3. Click Add.

4. Enter the Code.

5. Enter the Description.

6. Select the Offset Account.

Figure 6: GL/Lunch Integration

7. Select the Checking Account.

8. Click Ok.

9. From Lunch, select the Lunch revenue center.

10. To close Define List, click Ok.


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Unit 2: Setting Up Menu Items Setting up the menu items is a one-time set up feature unless you need to make changes to the

items.

To create Menu Items:

1. On the Home screen, click Lunch.

2. Click Menu Items.

3. Click New.

4. Enter the Menu Item.

5. Select the Item Type: Entrée, Side, Drink, or Dessert.

6. Enter Full Price.

7. Enter Reduced Price if needed.

8. Enter Adult Price if needed.

9. Enter the UPC if needed.

10. Click Ok.

Useful Information

You can use a barcode scanner to scan the UPC of your menu items. The scanned barcode

automatically appears in the UPC field.

To create more menu items, repeat steps 3-10.

Figure 7: Setting Up Menu Items


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To print scannable barcode sheets:


2. Click Menu Items.

3. Click the Printer icon.

4. Click Scannable Barcodes.

5. Print as needed.

6. If needed, filter on Type or Price.

Figure 8: Creating Menu Items

Useful Information

You can use a barcode scanner to scan the UPC of your menu items. The scanned barcode

automatically appears in the UPC field.

Figure 9: Scannable Barcode Sheet


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Unit 3: HeadMaster Lunch Calendar You have a couple of options to easily populate your lunch calendar.

Option #1: Click a day and then double click the menu item

Option #2: Multi-select items and then click Add Item to the day or month

Option #3: Right-click on a day and add individual items

To set up Option #1:


2. Click Lunch Calendar.

3. Select the month.

4. Single-click on a date.

5. In the Menu Items column, double-click a menu item.

To add more menu items to that day, double-click other menu items.

To add menu items to another day, single-click another day.





4. In the Menu Items columns, while holding the Ctrl button, click the menu items to add

to the selected date.

5. Click Add Item to Selected Day.




3. Right-click on a date.

4. Select a menu item to add.


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Figure 10: Lunch Calendar

To copy menu items by day:




4. Click Copy Day.

5. Single-click the date to which you want to copy the menu items.

6. Click Paste.

To copy menu items by week:




4. Click Copy Week.

5. Single-click a date in the week to which you want to copy the menu items.

6. Click Paste.

Figure 11: Copy Day/Week


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To delete single menu items:



3. Go to the date and single-click on a menu item.

4. Click Delete Item.

To delete the menu items for an entire day:



3. Single-click on the date.

4. Click Clear Day.

Figure 12: Delete Item/Day


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Unit 4: Assign Lunch Plans As a default all students are full price, staff, parents and others are adult price.

Inactive people, prospective students and parents will not show in this window.

You can also assign plans by individual record on the Lunch tab.

To assign Lunch Plans:


2. Click Assign Plans.

3. From the Show drop-down menu, select the group to which you want to assign lunch

plans.

4. While holding the Ctrl button, select the individuals.

5. Under Assign Lunch Plans, click the appropriate Lunch Plan.

To assign more lunch plans, repeat steps 3-5.

When finished assigning lunch plans, click Close.

Figure 13: Assigning Lunch Menu


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Unit 5: Managing Lunch Money HM Lunch maintains a family balance. Parents need to deposit money into their family lunch

account as the need arises. You can also deposit money in to accounts for those staff members

that eat lunch at your school. HM Lunch can also issue refunds if a family leaves in the middle of

the year or the family has money left over at the end of the school year.

To make a deposit in to a family account:


2. Click Lunch Money.

3. Under Make Deposit to Lunch Account, select Deposit by Family.

4. Click Next.

5. From the Family drop-down menu, select a Family.

6. From Payment Type, select a payment type.

7. If using a check, enter the Check #.

8. Select a Payment Date.

9. Enter the payment Amount.

10. Click Next.

Figure 14: Lunch Money Deposit

11. To enter another family deposit, click New.

12. If finished entering deposits, click Print. This prints a proof list.

13. If, after reviewing the proof list, you need to Edit or Delete a deposit, click the

appropriate button.


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Figure 15: Post Family Deposits

14. To post the deposits, click Post.

15. If you are sure you want to post, click Yes.

16. Print Receipts, a Deposit Ticket or a GL Distribution List.

To do a refund for a family account:



3. Under Receive Refund from Lunch Account, select by Family.

4. Click Next.


6. Under Additional, you can enter a different description.

7. Click Next.

8. To do another family refund, click New.

9. If finished doing refunds, click Print. This prints a proof list.

10. If, after reviewing the proof list, you need to Edit or Delete a refund, click the

appropriate button.

11. To post the refunds, click Post.



13. If needed, print Receipts.


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Figure 16: Lunch Money Refund


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To void a family account: An account can be voided if the family has moved away and there is no

chance of retrieving the outstanding lunch balance or the payment was accidentally posted in to

the lunch account



3. Under Void from Lunch Account, select by Family.

4. Click Next.


6. Under Additional, enter reason for void.

7. Select a payment to void.

8. Click Next.

9. To do another family refund, click New.

10. If finished doing refunds, click Print. This prints a proof list of voids

11. If, after reviewing the proof list, you found an incorrect void, click the Delete button.

12. To post the voids, click Post.


Figure 17: Voiding Lunch Payment


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Unit 6: Online Lunch Ordering Once Lunch items and the Lunch calendar have been created, this information will upload to

HeadMaster Online the next time an upload is done.

To have HM Lunch appear on HeadMaster Online:

1. On the Home screen, click Options.

2. Click HM Online.

3. Under Upload Options, check the box for Upload Lunch Calendar.

4. If you want your parents to order Lunch via HM Online, check the box for Allow

Preorders.

5. Enter the minimum numbers of days in advance that parents need to preorder.

6. Click Close.

Figure 18: Options - HM Online Lunch

For parents to view the Lunch calendar and enter preorders:

1. As a parent, log in to HeadMaster Online.

2. Click the Lunch tab.

Figure 19: Lunch on HM Online

3. At Display for, you can view the current month or next month.


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To enter preorders:

1. On the Lunch tab, select a child.

2. Click Order Lunch.

Figure 20: Lunch Manager Calendar

3. Enter the Date Range for which you want to Order Lunch.

4. Enter the Quantity for each item you want to order.

5. When finished ordering, click Submit.

Figure 21: Lunch Manager Order screen

To order Lunch for other children, repeat steps 1-5.


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To import preorders from HM Online:

1. On the Home screen, click File.

2. Click HM Online.

3. Click Import Lunch Preorders.

Figure 22: Import Lunch Preorders

Useful Information

While the preorders are being imported, you see a progress bar. If administrative users want to

see the imported Lunch preorders, they must go to Lunch > Preorders.

OnDemand users, if you have a scheduled task set to upload to HeadMaster Online, you can set

HeadMaster to automatically import lunch preorders.

Figure 23: Import Lunch Preorders


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Unit 7: Preorders You can view the preorders entered through HM Online by parents or teachers can enter the

student menu choices per day. When logged in as administrator, you see all active students.

Homeroom teachers will only see students in their homeroom and themselves.

To view/enter preorders as an administrator:


2. Click Preorders.

3. From the Show drop-down menu, select the group you want to display.

4. If a preorder has not been entered, select the menu items that the individual wants for

the day’s lunch.

5. Once preorders have been entered for the selected group, click Ok.

Figure 24: Administrator Preorder View

To view/enter preorders as a teacher:


2. Click Preorders.

3. If parents preordered via HeadMaster Online, they will display. Teachers can make

changes if needed.

4. If a preorder has not been entered, select the menu items that the individual wants for

the day’s lunch.

5. Once preorders have been entered for the selected group, click Ok.


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Figure 25: Homeroom Teacher Preorder View

To view preorders of individual students:

1. On the Home screen, click Students.

2. Double-click a student.

3. Click the Lunch tab.

4. Under Links, click the View button for View/Edit/Add Pre-Orders.

5. When finished, click Ok.

Figure 26: Preorder - Student Record


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Unit 8: Lunch Line Lunch Line is the cafeteria portion of HM Lunch. Lunch Line enables the cafeteria manager to

scan by barcode ID badge or search for the next student in line. When the student is located,

whether by scanning or a search, and a preorder exists, that preorder will display. If no preorder

exists, the cafeteria manager can select items from the menu for that day.

To access Lunch Line:


2. Click Lunch Line.

3. Scan the student’s barcode ID search for the student.

4. If the student has a preorder and wants everything that was ordered, click Buy.

5. If the student does not have a preorder, select the menu items from the left side of the

window. Then click Buy.

Figure 27: Lunch Line Main Screen


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6. If you need to add a menu item that is not on the menu for that day, click the green

circle with the white plus sign.

7. Locate and select the item.

8. Click the green circle with white checkmark.

Figure 28: Selecting Additional Items

9. When all items are selected click Buy.

10. To delete an item, click the item the click Delete.

Useful Information

Lunch Line is designed to work with a touch screen and a barcode scanner. If you interested in

purchasing a touch screen and/or barcode scanner, please complete the form at this link:

www.headmasteracademy.com/lunch

http://www.headmasteracademy.com/lunch


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Unit 9: Sale Details In the Sales Details area, you can what the students have purchased individually for a given date

range. You can sort, filter and print this grid. You can also view sales details on the lunch tab for

the individual student.

To view sales details:


2. Click Sales Details.

Figure 29: Sales Details


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Unit 10: HeadMaster Lunch Reports HM Lunch has several reports available for you to use. You can also send a Low Balance Notice

to families.

Preorder Summary:

Figure 30: Preorder Summary Report

Preorder by Homeroom:

Figure 31: Preorder by Homeroom


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Menu Item Barcodes:

Figure 32: Menu Item Barcodes

Transactions by account:

Figure 33: Transaction by account


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Lunch Statement:

Figure 34: Lunch Statement

Deposit Ticket:

Figure 35: Lunch Deposit Ticket


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Sales Summary – Breakdown

Figure 36: Sales Summary - Breakdown

Low Balance Email:

To edit the email:

1. Click Edit Low Balance Letter.

2. Make any necessary edits.

3. In the bottom right, click OK.

Figure 37: Low Balance Email Editing

4. Click Email Low Balance.

5. Enter a Subject.


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6. If needed, enter a Username and Password.

7. Enter an Email Address for Replies.

8. If needed, enter a Signature.

9. Click Send.

Figure 38: Sending a Low Balance Email

Lunch Mismatch Report: displays what was preordered and what was purchased

Figure 39: Lunch Mismatch Report


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Low Lunch Balance Summary:

Figure 40: Low Lunch Balance Summary

Documents

Checkpoint Workshop urse Guide - …images.acswebnetworks.com/1/322/HM_Lunch_Mangement.pdfIf you do not have accounts set up or do not need to have the account information in ... that