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The end of the year can be a stressful time,
even when it comes to your cafeteria management. DataTeam's
Support staff wanted to share these tips on making your Lunch
Express® year-end procedures a little easier.
Note: Before you start
working on the new school year, run the New School Year Setup
procedures. For more detailed information look in Chapter
19 of the Lunch Express Cafeteria Manager User’s Guide.
Year End Instructions
You can find online help at DataTeam.com.
Login to the LX section
of DataTeam's software support site. Authorized users can
download and print instructions for backing up, for new school
year setup and USDA guidelines.
Backing up
Be sure to backup your data after
you have finished your entries for the current year and
prior to processing the new school year. It is important
to keep this backup. If you backup to a server, you will need
to make one permanent backup before beginning your new school
year setup. You will want to save your Cafeteria Manager database
to a zip disk, a CD, or some other magnetic media and archive
with the 2002-2003 date.
>
Learn more about backing up
Benefit Expiration Date
Remember you will need to close the year
before your benefits expire for your free and reduced
students. If you will not be performing new school year setup
until fall, you can change the expiration date in Group changes
of family data on the family menu. For more information refer
to pages 17-23 in the Cafeteria Manager User’s Guide
(SEE FIGURE A).
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FIGURE A
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Identifying Withdrawn Students
It is important to remove students who
will not be returning. If withdrawn students returns next
year, add them and their families back into Cafeteria Manager.
When you have finished withdrawing students, print the Student
Enrollment Status report (SEE FIGURE B) and review
the withdrawn dates. Students with a withdrawn date are considered
withdrawn and can be removed during the New School Year Setup.
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FIGURE B
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Grade Promotion
If the Grade Promotion screen is empty,
you will need to complete a Grade Promotion. Enter the current
grades on the left side of the screen and new promotion grades
on the right side of the screen. Please double check that
all grades in the Current column are promoting to the correct
grade in the New column (SEE FIGURE C). You will also
need to include the school name if a student is being promoted
to a high school. For example, if your grade school students
move to your middle school in 7th grade, make sure you enter
the new school name as well as the new grade in the New column.
Do not promote the highest grade in your system. Simply do
not include them in the Grade Promotion Maintenance screen
and they will not be included in the new school year. Also
do not include Grade AD in your promotion. All adults with
Grade AD will remain in Grade AD. Be sure to change the School
column if necessary.
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FIGURE C
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Reports to Print & Keep
Before removing your receipt and purchase
history during New School Year Setup, you will want to run
and print reports to reference. The following reports may
be beneficial for you to print and keep when you are finished
with the current school year. You only need to print the reports
that apply to your situation. You can also restore the archived
backup you made earlier and print the reports at that time.
Family Account Balances:
Shows each family and its balance at the end of the school
year.
Family Master List with Family Summary:
Shows each family as well as the number of students in the
family, Balance, Last Purchase and Last Receipt and YTD
A la Carte purchase amount.
Family Account History with Student Detail:
Almost everything you want to know about the family and
their purchases for the school year. Print this report if
you want a detailed listing of charges and payments.
Claim Reimbursement Summary: Print
this report for each month you served meals. (Note: This
report may take some time to calculate and print due to
the large amount of information.)
Claim Reimbursement Daily Report: Print
this report for each month you served meals. (Note: This
report may take some time to calculate and print due to
the large amount of information.)
Benefit Expiration Date Report: A list
of the families and their benefit status for the current
year and the date the benefit is scheduled to expire unless
renewed.
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