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DINNER MONIES DATABASE USER GUIDE

1. All income must be banked promptly and intact without deductions for refunds or petty cash payments This means that any income collected for school meals must be banked in its entirety and any refunds to be given to the parents carers of pupils should be provided in the form of a cheque from the schools bank account Page 5 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Within the Dinner Monies Database the amount of the refund to be provided should be entered into the blue Adj column against the required pupil As the pupil will have a credit balance the refund amount should be entered as a negative amount Payments Recenved Milk Mon Tue Wed Thur Fri Adj Paid Cifwd 0 00 0 00 0 00 0 00 0 00 10 00 FO 00 0 00 Within Star Accounts a positive income transaction should be created for the refunded amount c Expenditure Income LClick the Income field Youcher Number oE Transaction Date 00 umit Customer Supplier Parent O Hl Paid In Date 0 25 Jun 14 Paving In Mo p00 REFUND Refund me Grass 15 00 lt _____ an E00 You must ensure that the vat Rate Tt ooo amount is entered as a positive vat 0 00 figure and that the Refund Details j Meal credit refund Cheq ue iS ticked Cheque Number 500123 Cheque Date 25 Jun 14 This refund should be entered against subjective code 93200 Meals General
2. T T Folder Exists a The folder C Shared Dinner Monies Click Yes already exists Would you like to install to that folder anyway ee d Please Note The installation process automatically adds DinnerMonies to the end of any location browsed in above Please manually delete this folder extension from the installation path before clicking Next if this is not required Page 2 of 4 Schools Finance Dinner Monies Database User Guide Appendix 1 Installation Guide if Setup Dinner Monies Database m T x Select Additional Tasks Which additional tasks should be performed Select the additional tasks you would like Setup to perform while installing Dinner Monies Database then click Next Additional icons I create a desktopi YOU wish to add a shortcut to the new Dinner Monies Database to your desktop during the installation process ensure this field is ticked before clicking Next B Setup Dinner Monies Database Ready to Install Setup is now ready to begin installing Dinner Monies Database on your computer Click Install to continue with the installation or click Back iF you want to review or change any settings Destination location Ci Shared iDinner Monies Additional tasks Additional icons Create a desktop icon Click Install i Set
3. lf you wish to print the summary for a specific class or selection of classes click the Class Summaries button to preview the report first and then select the required pages from the printer options shown when Print within the toolbar is selected Page 8 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Pupil Specific Summary A report detailing all meals and payments registered for a specific pupil during the current academic year can be accessed by double clicking the required Pupil Name within the Current Week Class Pupil Name Ash Adams Matthew The name of the pupil will be Ash Bady stuart a highlighted when it is clicked Ash Blazey Kevin school Meals Summary Stuart Baldry Meal Type Payments Received Total Total Week Efwd M T W Th F Mon Tues Wed Thur Fri Due Paid Adj Cfwd Notes 12 08 2014 0 00 F P H P 7 10 000 0 00 2 15 2 10 0 00 5 35 0 00 SF 35 ommend SPO x oP S900 200 0 00 835 00 283 oo moo oza soo PF FO x P 1000 s000 20 00 mon a00 soo F100 S000 SOO Please Note This report will also contain the meals and payments details entered for the current Week Commencing which should be the last line of the report Pupil Specific Summary Excel Export A version of the pupil summary as described above can be exported to Microsoft Excel From the Pupil Meals Register screen click the Export button at the top of
4. E i Arial 10 Gal File Edit View Insert Format Tools Data Window Help Pa 02 Jun 14 0 00 A 2 58 0 00 A Ea Microsoft Excel Adult Meals Archive as at 26 06 2014 xls Daaa a aaa eee G r OR E 10 LIE EEE R E ie File Edit View Insert Format Tools Data Window Help A1 v amp Neek ae Set es ee ee a 2 ee ee Ee ee eee Week __ Adult Name Dietary Requirements __Bfwd Mon Mon Cost Tues Tues Cost 2 02 Jun 14 Banyard Steve 0 00 2 10 3 02 Jun 14 Blazey Kevin 000 B 5 T A 2 58 4 02 Jun 14 Fryer Rodney 0 00 OD 0 00 0 00 5 02 Jun 14 Harris Stephanie 0 00 OD 0 00 OD 0 00 6 19 May 14 Knights Linda 0 00 OD 0 00 OD 0 00 Adult Meals Dietary Requirements To view a report listing all adults within the Adult Meals Dietary Register with a specific dietary requirement click the Dietary Needs Needs button Adults With Specific Dietary Requirements Adult Name Dietary Requirement Knights Linda Fish Allergy Page 16 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Daily Reports For each section of the Dinner Monies Database it is possible to view a report showing a detailed listing of the meals required for a specific day From the Main Menu click the day you wish to view the report for within the required section PUPIL MEALS PUPIL MILK SNACKS ADULT MEALS REPORTS oesontete m oeme tene Free Meals Reminder Daily Reports Dail
5. Click the Income field voucher Number fC SES Transaction Date 00 umit Customer Supplier Parent o H Paid In Date 0 25 Jun 14 Paving In Mo p00 REFUND Refund ome E You must ensure that the vat Rate Tt ooo amount is entered as a positive vat 0 00 figure and that the Refund Details j Meal credit refund Cheq ue IS ticked Cheque Number 500123 Cheque Date 25 Jun 14 lf your school meals are provided by another school the refund should be registered against subjective code 93200 Meals General Page 7 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals lf your school meals are provided by Norse Catering Services NCS then the refund should be entered against subjective code 93270 Adult Meal VATable Catering Contract Only or 93280 Adult Meal Non VATable Catering Contract Only depending on the type of meals provided lf a mixture of VATable and Non VATable amounts are being refunded either multiple transactions assigned to the same cheque number should be entered or a split VAT transaction will be required please refer to the Star Accounts User Guide for details Writing Off Debit Balances School Pays for Meals lf a school or agrees to write off an outstanding debit balance or decides to pay for meals provided for example a meal eaten by a visitor an adjustment will be required in the Dinner Monies Database and
6. Writing Off Debit Balances School Pays for Milk Snacks lf a school or agrees to write off an outstanding debit balance or decides to pay for milk snacks provided for example a meal eaten by a visitor an adjustment will be required in the Dinner Monies Database and Star Accounts Please Note Outstanding Debit balances should only be written off after all avenues to recover the debt have been exhausted and it has been agreed by the Headteacher Chair of Governors in line with the procedures set out in the schools finance policy Page 6 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Within the Dinner Monies Database the amount to be written off should be entered into the blue Adj column against the required pupil As the pupil will have a debit balance the write off amount should be entered as a positive amount Payments Received Milk Mon Tue Wed Thur Fri Adj Paid C fwd 0 00 0 00 0 00 0 00 0 00 15 00 0 00 0 00 Within Star Accounts two transactions will be required to show that the school has incurred the cost for the written off amount an expenditure transaction to charge the schools budget and an income transaction to pay the catering account Please Note If several amounts are being written off e g at year end the value of the transaction entered into Star Accounts can be the cumulative value of all written off amounts Expenditure
7. o Please Note If amounts are being cleared for Adult Meals you must ensure that any transactions entered into Star Accounts were correctly assigned to the correct VAT rate lf the total brought forward does not net to 0 00 the above process can still be used to reset the Bfwd figure however the reason for any discrepancy must be thoroughly investigated and a note made to state the reason for clearing the amount Page 3 of 7 Schools Finance Dinner Monies Database User Guide Section 7 Roll Forward Roll Forward GENERAL From the Main Menu click the Roll Forward button lf there are carry forward amounts present within the Weekly Banking screen the following message will appear Roll Forward There are carry Forward amounts within your banking summary 12 70 Pupil Meals 0 70 Pupil Milk 1 76 Adult Meals Won V4Table 16 00 Adult Meals W4Table re you sure you wish to roll Forward From week commencing 02 06 2014 Click Yes to continue or No to cancel As per Section 14 6 of the Scheme for Financing Schools All income must be banked prompily and intact without deductions for refunds or petty cash payments therefore care should be taken to ensure that any carry forward amounts are legitimate for example payments received after the banking has been performed before clicking Yes to this message lf there are no carry forward amounts within the Weekly B
8. File Edit View Insert Format Tools Data Window Help E Microsoft Excel Pupil Meals Archive as at 26 06 2014 xls MESA 3h 7 E a S 2 AY E 100 OB i Arial 210 xB fe ay Dg 8 508 io File Edit view Insert Format Tools Data Window Help A1 X fe Week EM Week Pupil Name Class Name Dietary Requirements Bfwd Mon Mon Cost Tues 02 Jun 14 Adams Matthew Ash 0 00 P 0 00 P 12 May 14 Baldry Stuart Ash 0 00 P 0 00 P 19 May 14 Baldry Stuart Ash 6 35 P 0o00 P 02 Jun 14 Baldry Stuart Ash 0 00 P 0 00 P Pupil Meals Dietary Requirements To view a report listing all pupils within the Pupil Meals Dietary Register with a specific dietary requirement click the Dietary Needs Needs button Pupils With Specific Dietary Requirements Pupil Meals Class Pupil Name Dietary Requirements seahorses stanford James Vegetarian Page 10 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Pupil Milk Snacks Reports Class Summary A printable version of the milk snacks and payments registered for the current week can be viewed within either the Current Week Class or Archive Weeks for Pupil Milk Snacks by opening the _ oe l se summaries required screen and clicking the Class Summaries button Pupil Milk Snack Details By Class Week Commencing 02 06 2014 Class Ash Meal Required Payments Received Total Total Pupil Bfwd Mon Tues Wed Th
9. Food Butter eto Food Fruit dried Standard J Food Sauce Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Page 2 of 3 Schools Finance Dinner Monies Database User Guide Appendix 2 Should Charge VAT for School Meals Food Standard or Zero Rated This is not an exhaustive list it does try to cover the majority of items that are either standard rated or zero rated by a school please contact the County Council s Tax Accountant on 01603 223177 if you feel anything else should be included Standard Rated Zero Rated Catering All hot food whether eat in and Cold takeaway food where zero takeaway rated see above All hot and cold food eaten on caterer s premises e g in caf Cold takeaway food where a standard rated see above Confectionery Marshmallows Baking ingredients inc cooking chocolate Biscuits o G Chocolate covered biscuits wholly Plain biscuits or partly covered Bourbon creams Od OF Gingerbread men even with chocolate eyes Po Caramel covered biscuits OO OO Savouries Potato crisps Pringles Prawn crackers Flavoured rice cakes Roasted salted nuts Beverages Hot drinks Fruit juices and cordials Bottled drinking water Cooking ingredients Tea bags Coffee powder Cocoa hot chocolate powd
10. Pupil Meals Register Click the Update Pupils button Pupils Update re vou sure you wish bo update the pupil list held above This will import any Class and Pupil Name combination From the Pupil Meals screen that does not already appear above Click Yes to continue or No to cancel Registering Milk Snacks Required To register milk snacks against pupils simply enter the Miik Required Code that was created within the Meal Rates screen see gt Section 1 that relates to Pupil Milk into the relevant day The rate entered will automatically be capitalised after it has been entered TOP TIP If a pupil has the same rate each day of the week pressing Ctrl amp A within a pupil record i e the Pupil Name field is highlighted will automatically populate each day of the week with the rate that has been into Monday M If the Monday field is blank every day will be set to blank if Monday shows a F every day will be updated to F lf the rate entered does not exist the following message will appear Milk Type Error x The Milk Type entered does not exist Please re enter the milk type or leave the box blank Click OK lf the meal rate entered matches a rate that exists for another type pupil or adult meals the following message will appear Milk Type Error The Milk Type entered is not walid Please re enter the milk type or leave the box blan
11. Pupil Name and Carry Forward balance for pupil meals milk or the Adult Name and Carry Forward balance for Adult Meals Please Note The Excel file will only contain the names of pupils adults whose debit balance is greater than or equal to the minimum level set within the School Details screen see Section 1 Page 5 of 5 Schools Finance Dinner Monies Database User Guide Section 7 Roll Forward Weekly Banking Prior to rolling forward the Dinner Monies Database into the next week any payments received should be registered within the banking summary screen GENERAL From the Main Menu click the Weekly Banking button m The Banking Summary A summary of the banking held within the Dinner Monies Database for the current week is provided at the bottom of this screen broken down according to the type of banking performed Banking Type Bfwd Payments Banked Cw Bfwd If the amount banked does not equal the payments registered a balance will be carried forward into the following week as the Brought Forward Bfwd amount Payments This is the total amount of payments registered for the banking Type shown for example the figure shown against Pupil Meals is the total amount of payments entered into the Pupil Meals screen in the current week Banked This is the total amount of each banking entry that has been entered into this screen see below for the banking type shown Cfwd This figure is calculated
12. Roll Forward Absences Meals must only be registered on days that a pupil adult is present at the school to receive that meal milk If a meal has been carried forward from the previous week on a day that the pupil adult is not present e g through sickness it must be removed from the relevant screen to ensure that any carry forward is accurate Remove the meal milk registered from the relevant day for the required pupil adult in the relevant screen When the Dinner Monies Database is rolled forward again this meal may need to be re entered Page 7 of 7 Schools Finance Dinner Monies Database User Guide Section 8 Backing Up and Upgrading Backing Up In the process of using the Dinner Monies Database two types of system generated backups will be created Daily Backups Each time the Dinner Monies Database is closed either from the Close Database button the Main Menu or the Exit button within the Options toolbar a backup of the data held within the database will be made lf the database is opened and closed several times during the day this backup file be overwritten This file will be saved within a Backups folder in the location that the Dinner Monies Database was installed to with the filename Dinners Data_YYYY MM DD mdb where YYYY is the current year MM is the current month and DD is the current day for example 4 Dinners_Data 2014 06 23 mdb 4 Dinners_Data 2014 06
13. does not exist please follow the instructions within Section 1 to create the class Pupil Name Enter the name of the pupil This must contain two names separated by a space either Surname space Forename or Forename space Surname depending on the way in which you have decided to enter names within the database Dietary Requirements Enter any dietary requirements the pupil may have that may be relevant to anyone viewing the details such as allergies to food or whether the pupil is a vegetarian Milk Bfwd This field cannot be manually entered If a take on balance is required it should be entered into the blue Adjustments Adj column Ad Enter Debit balances as a negative amount i e the pupil owes money 7 10 y Enter Credit balances as a positive amount i e the pupil ce T has paid money than was required Page 1 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Lock Place a tick in this field by clicking it if you wish to carry the milk Snacks registered into the next week when the roll forward is carried out Pupils that are locked will not have their records cleared i e if Paid Milk is registered for each day the following week will contain Paid Milk for each day lf a pupil is unlocked all records will be removed at roll forward See section 8 for details Free Meals End Date An end date for Free Meals should be enter
14. lf your school meals are provided by Norse Catering Services NCS then the refund should be entered against subjective code 93240 Pupil Meals Catering Contract Only If your school meals are provided by another school the refund should be registered against subjective code 93200 Meals General Writing Off Debit Balances School Pays for Meals lf a school or agrees to write off an outstanding debit balance or decides to pay for a meal eaten for example a meal eaten by a visitor an adjustment will be required in the Dinner Monies Database and Star Accounts Please Note Outstanding Debit balances should only be written off after all avenues to recover the debt have been exhausted and it has been agreed by the Headteacher Chair of Governors in line with the procedures set out in the schools finance policy Page 6 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals If your school does not have NCS contract only the Dinner Monies Database Adjustment is required Within the Dinner Monies Database the amount to be written off should be entered into the blue Adj column against the required pupil As the pupil will have a debit balance the write off amount should be entered as a positive amount Payments Recetved Meal Mon Tue Wed Thur Fri Adj Paid Cifwd 0 00 0 00 0 00 0 00 0 00 10 00 0 00 0 00 Within Star Accounts two transactions will be required to show
15. 0 00 0 50 0 50 0 00 O 0 00 0 00 0 00 0 00 0 00 000 0 00 0 00 0 00 I es ee ee ee 0 00 0 00 ZO 00 0 20 0 00 0 00 0 20 0 20 Enter any payment received cash cheques into the day on which the payment was received Each day has a default value of 0 00 which should be overtyped with the amount received For the Milk C fwd calculation to work there must be an amount shown in each of the payments received fields therefore the default 0 00 amounts must not be deleted within days that no payment has been received Entering Adjustments lf an adjustment is required to the Milk C Fwd amount for example to clear a balance as a pupil has been incorrectly charged these should be entered into the blue Adj column lf the Milk C Fwd is a credit positive amount A positive adjustment will increase the carry forward figure Adj A negative amount will decrease the carry forward figure 594 lf the Milk C Fwd is a debit negative amount 9410 A positive adjustment will decrease the carry forward figure A negative amount will increase the carry forward figure Please Note Amounis entered into the Adj column do not affect the amount of money to be banked for the current week The adjustments column is only to be used when the school is not physically receiving money from a parent Issuing Refunds As per Section 14 6 of the Scheme for Financing Schools
16. 00 10 00 0 00 0 00 0 00 F000 10 00 1 60 f0 00 1 H P H P H 0 00 0 00 0 00 0 00 0 00 0 00 0 00 4 20 0 00 L P P P 0 00 0 00 0 00 0 00 0 00 F000 0 00 0 00 Enter any payment received cash cheques into the day on which the payment was received Each day has a default value of 0 00 which should be overtyped with the amount received For the Meal C fwd calculation to work there must be an amount shown in each of the payments received fields therefore the default 0 00 amounts must not be deleted within days that no payment has been received Entering Adjustments lf an adjustment is required to the Meal C Fwd amount for example to clear a balance as a pupil is entitled to free meals but has not been registered with a Free Meals End Date these should be entered into the blue Adj column lf the Meal C Fwd is a credit positive amount A positive adjustment will increase the carry forward figure Adj A negative amount will decrease the carry forward figure 9 410 lf the Meal C Fwd is a debit negative amount 7 40 A positive adjustment will decrease the carry forward figure A negative amount will increase the carry forward figure Please Note Amounis entered into the Adj column do not affect the amount of money to be banked for the current week The adjustments column is only to be used when the school is not physically receiving money from a pa
17. 00 Details _ Balances Write OFFs This transaction should be entered against subjective code 93240 Pupil Meals Catering Contract Only Bank Reconciliation The transactions entered above will net to 0 00 within the accounts so they will have no effect on the overall bank balance of the school Therefore these transactions can either be immediately reconciled or reconciled the next time the bank reconciliation process is carried out OD 25 06 14 4 Parent fA OU Pupikieals A Parerit 25 00 Bounced Cheques lf a cheque was received as payment for pupil meals which subsequently bounces an adjustment will be required within the Dinner Monies Database Enter the amount of the original cheque value as a negative amount in the blue Adj column Meal Fri Adj Paid Cifwd 0 00 15 00 0 00 0 00 Any further payments received cash or cheques can be entered as normal into a payment column Page 8 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Producing Receipts Daily Receipts If you wish to print a receipt for any payments received during the current week double click on the amount against the required pupil r L om U aie a e T Ha Al oo pi eS Receipt for Payment Received for School Dinners Pupil Stuart Baldry WIC 02 06 2014 Class Ash Amount 10 00 Signed cece n Date 25 Jun 2014 The school logo and a scanned signature will only a
18. Dinner Monies Database during the current academic year can be accessed by clicking the Banking to Date button which is found within the General section of the Main Menu Banking To Date Paying In Week Slip Number Date Banked Amount Banking Type Notes 12 05 2014 OOOO 3 16 May 14 6 35 Pupil Meals Total Banked for w c 12 05 2014 SS 19059201 4 OOOO 4 23 May 14 0 50 Pupil Milk 19059201 4 OOOO 4 2o May 14 2 50 Adult Meals VATable Mote 1 Total Banked for w c 19 05 2014 3 08 This report shows the total banking made for the current academic year Summarised per week including any notes made regarding the banking A summary of the total banking made for the current academic year according to the type of banking made is included at the bottom of this report Summary By Type Total To Date 9 43 Pupil Meals 6 55 Adult Meals VATable Pupil Milk 0 50 Adult Meals Non VATable Pupil Snacks 0 00 Adult Snacks Page 19 of 19 Schools Finance Dinner Monies Database User Guide Section 6 Producing Letters Free School Meal Reminders From the Pupil Meals section of the Main Menu click Free Meals Reminder the Free Meals Reminder button Reminder Letters Free School Meal Reminders Expiry Date fJul 14 Sni No of Letters 14 Click to Exit Enter the required Free Meals Expiry Date that you wish to produce letters for The letters produced will include all pup
19. Duty meals The school can recover VAT on the costs of duty meals There is no VAT chargeable on free meals as there is no income but any income from duty meals sold is subject to VAT 4 5 3 Accounting for VAT and VAT estimation VAT must be accounted for on staff and visitor catering income when entering the transaction on the school s accounting system e g Star Accounts or when forwarding income to County Hall Where the income relating to staff or visitors cannot be clearly identified from e g till rolls the school should make an estimate based on a sample observation and account for VAT accordingly Any estimation used should be confirmed annually and supporting records and documents retained for six years Page 1 of 2 Schools Finance Dinner Monies Database User Guide Appendix 3 VAT Manual Extract 4 5 4 Vending machines and tuck shops As long as sales are at or below cost the VAT rules are as above One exception would be sales to pupils after school hours which would come under the rules shown above for sales to staff and visitors unless clearly operating as part of an extended schools programme in which case the rules for cold takeaway food would apply 4 5 5 Purchases of food and drink schools may reclaim VAT on brought in catering supplies This includes food and drink which is incidental to the supply of education i e for classroom use and for entertainment such as parents evenings and gover
20. Meal C fwd calculation to work there must be an amount shown in each of the payments received fields therefore the default 0 00 amounts must not be deleted within days that no payment has been received Multiple Records Any payment received from adults with two records VATable and Non VATable should be firstly used to cover any debit balances on the VATable record with the remaining balance used to cover debit balances on the non VATable records i e the payment received should be split between the two records lf an adult with multiple records provides a payment that exceeds the total amount due i e a payment that will leave a credit balance to carry forward an objective decision will need to made to determine which record to register the credit against if the adult is more likely to have VATable meals in the future then the VATable record should be used and vice versa It is the schools responsibility to ensure that VAT is correctly accounted for Entering Adjustments lf an adjustment is required to the Meal C Fwd amount for example to clear a balance as an adult has been incorrectly charged these should be entered into the blue Adj column lf the Meal C Fwd is a credit positive amount A positive adjustment will increase the carry forward figure Adj A negative amount will decrease the carry forward figure 940 lf the Meal C Fwd is a debit negative amount 9 410 A positive adjustment will
21. Pupil Meals 7 G G 4 4 27 Other Meals 2 3 3 5 5 18 Total Meals 13 13 11 11 12 60 Pupil Meals Provided Sitting 12 40 Mon Tues Wed Thu Fri Total Paid Pupil Meals 3 4 3 3 2 15 Free Pupil Meals 0 1 1 1 D 3 UiFSM Pupil Meals 0 0 0 0 0 0 Other Meals 1 0 1 0 1 3 Total Meals 4 5 5 4 3 21 Banking Summary A summary of the banking registered during the current week is also included within this report Banking Summary Paying In Slip Date Amount Banking Type 00001 06 Jun 14 5 50 Adult Meals VATable i 00001 06 Jun 14 10 00 Pupil Snacks Please Note Any banking 00001 06 Jun 14 23 00 Adult Snacks made that relates to snacks 00001 06 Jun 14 7 10 Adult Meals Non VATable Adults and Pupils that are not 00001 06 Jun 14 18 00 Pupil Meals cit ce __________ registered within the Dinner Monies Database can be Banking Type Biwd Payments Banked cwi entered within the banking Pupil Meals 0 00 30 70 18 00 12 70 screen however this banking Pupil Milk 0 00 0 70 0 00 0 70 Adult Meals Non VAT able 0 00 7 10 7 10 0 00 will not contribute to any carry Adult Meals Unassigned 0 00 1 00 0 00 swo forward amounts Adult Meals VATable 0 00 17 28 5 50 11 78 Total 0 00 56 78 30 60 26 18 Please Nate These figures ignore any banking made for Pupil or Adult Snacks Star Accounts Summary All income banked relating to school meals Snacks must have a corresponding incom
22. Star Accounts Please Note Outstanding Debit balances should only be written off after all avenues to recover the debt have been exhausted and it has been agreed by the Headteacher Chair of Governors in line with the procedures set out in the schools finance policy Within the Dinner Monies Database the amount to be written off should be entered into the blue Adj column against the required adult As the adult will have a debit balance the write off amount should be entered as a positive amount Payments Received Meal Mon Tue Wed Thur Fri Adj Paid Citwd 0 00 0 00 FO 00 0 00 FO 00 10 00 FO 00 0 00 Within Star Accounts two transactions will be required to show that the school has incurred the cost for the written off amount an expenditure transaction to charge the schools budget and an income transaction to pay the catering account Please Note If several amounts are being written off e g at year end the value of the transaction entered into Star Accounts can be the cumulative value of all written off amounts Page 8 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Expenditure Transaction Transaction Date 25 Jun 14 Customer Supplier 4 Parent Ww Invoice Date 25 Jun 14 Invoice Number PupilMeals Gross 25 00 Nett 25 00 This transaction should be pai im 000 marked as a Direct Debit to vat 0 00 negate the need for a cheque Details Balance
23. Transaction Transaction Date 25 Jun 14 Customer Supplier A Parent o Invoice Date umia Invoice Number 0 PupilMeals Gross 25 000 Nett 25 00 This transaction should be vat Rate Ti oo marked as a Direct Debit to Vat 0 00 negate the need for a cheque Details Outstand Balances Write OFFs num ber Cheque Number DO 25 06 14 Direct Debit Cheque Date 25 Jun 14 Order No Crder Dake Enter Coding Details Multiple Coding Future Year Payment Subjective 42510 s Provisions This transaction should be entered against subjective code 42810 Provisions If a cumulative transaction is being entered the Details field should be used to list the names of the pupils that are having a balance cleared Page 7 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Income Transaction Expenditure Income __ Click the Income field Voucher Nurmber E Transaction Date 0 25 Jun 14 Customer Supplier JAParent Paid In Date 0 25 Jun 14 Paying In Mo 0 PupilMeals a at You must ensure that Mett 25 00 the amount is entered vat Rate TM 9 00 as a negative figure vat 0 00 Details p Balances Write OFFs This transaction should be entered against subjective code 93200 Meals General Bank Reconciliation The transactions entered above will net to 0 00 within the accounts so they will have no effect on
24. Weeks button within the Adult Meals section of the Main Menu This screen will default to open at the last week that was rolled forward within the Dinner Monies Database ARCHIVE ADULT MEALS wes commencing TOH TS Name Dietary Requirements B ifwd M T W Th F Mon Tue Knights Linda 0 00 Dooa 0 00 0 00 Please Note This screen is provided for information purposes only No changes can be made to any of the data held within it meals required or payments received However filters can be applied and receipts can be printed for the selected week If the adult summary is printed from an archive week it will relate to the selected archive week To view any other previously rolled forward weeks Week Commencing select the required Week Commencing date iiig Milk Red neni 4 from the drop down list Biwd M 1 WEEE Page 14 of 14 Schools Finance Dinner Monies Database User Guide Section 5 Reports General Instructions When viewing a report only one page will be shown at a time To move your way through the reports please use the navigators located in the bottom left of the screen Go To Previous Current Page Go To Next Page Number Page Page ii 4 Go to First Go To Last Page Page To Exit the report click Options then Options i Close Ci close lt Print To Print the report click Options then Print Page 1 of 19 Schools Finance Dinner Monies Database User Guid
25. as Bfwd Payments Banked Any amount within this field will be carried forward into the following week as the Bfwd amount Page 1 of 7 Schools Finance Dinner Monies Database User Guide Section 7 Roll Forward Registering Banking Banking entries are registered within the banking screen by entering the following details in the blank line at the bottom of the banking list Paying In Slip Amount Number Date Ranked Type Notes cd Paying In Slip Number Enter the unique paying in slip number used to bank the payment Date Enter the date that the payment was banked Amount Banked Enter the total payment to be banked for the current banking type see below Type Each banking entry made within the Dinner Monies Database must be assigned to the specific of Pupimeais meal milk that it relates to This ensures that any 0 i f Pupil Snacks unbanked income is correctly assigned see Banking AdutMeats Non vaTable U Bals apie Summary above Adult Snacks The Banking Type selected also informs the Star Accounts Summary within the Weekly Summary see Section 5 Please Note Whilst snacks are not registered within the Dinner Monies Database any banking made for snacks can be registered within the banking screen however any banking registered against one of the snack rates is not included in any carry forward calculations Notes Enter any notes relevant to the banking if required for example c
26. for Pupil smi For example entering smi in the search field will filter the screen to any pupil with that sequence of letters in their name such as Smith Jasmine etc Class To view only those details relating to a specific class select the required class from the drop down list oak Pine Milk To view all pupils registered with a specific F Free Pupil miik 0 00 hl Faid Pupil Milk 0 20 rate select the required rate from the drop down o Frut 0 25 list Pupils This will filter the screen to show any pupil with the selected rate on any day during the current Milk Required Double click the Milk Required label at the top of the screen to filter the list of pupils ude to those that have at least one milk snack M T W Th F registered during the current week Adjustments Double click the Adj label at the top of the screen i to filter the list of pupils to those that have had an adjustment Ad entered during the current week Page 10 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Paid Double click the Paid label at the top of the screen to filter i the list of pupils to those that have had a payment registered Palad during the current week Milk C fwd Double click the Milk C Fwd label at the top of the Milk screen to filter the list of pupils to only those with a credit or debit Chwd balance to be carried fo
27. that the school has incurred the cost for the written off amount an expenditure transaction to charge the schools budget and an income transaction to pay the catering account Please Note If several amounts are being written off e g at year end the value of the transaction entered into Star Accounts can be the cumulative value of all written off amounts Expenditure Transaction Transaction Date 25 Jun 14 Customer Supplier 4 Parent Ww Invoice Date 25 Jun 14 Invoice Number PupilMeals Gross 25 00 Mett 25 00 This transaction should be nee Tisa _0 00 marked as a Direct Debit to Vat 0 00 negate the need for a cheque Details H Balances Write OFfs nu mber Cheque Number DO 25 06 14 te va Cheque Date 25 Jun 14 Order Na Order Date This transaction should be entered against subjective code 42810 Provisions If a cumulative transaction is being entered the Details field should be used to list the names of the pupils that are having a balance cleared Page 7 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Income Transaction Expenditure Income _Click the Income field Voucher Nurmber O Ba Transaction Date 0 25 Jun 14 Customer Supplier JAParent Paid In Date 0 25 Jun 14 Paying In Mo Pupils a Ti You must ensure that Mett 25 00 the amount is entered vat Rate tiv 2 00 as a negative figure vat 0
28. the carry forward figure if the pupil adult is liable for the cost of the meal All meals or milk snacks registered for any day can Meal Required be cleared by double clicking the label at the top of M T W Th F the relevant screen for the day in question N NNN Clear Meals Gre you sure you wish to remove all meals registered for Monday Click Yes to remove the meals milk registered or No to Vee cancel Remember When the Dinner Monies Database is rolled forward from the week containing the bank holiday the meals milk for that day will need to be re entered Shortened Weeks If the week that has been rolled forward into is not a full 5 school day week holiday any meals registered for days that the school is closed must be removed as it may affect the carry forward figure if the pupil adult is liable for the cost of the meal All meals or milk snacks registered for any day can Meal Required be cleared by double clicking the label at the top of M T W Th F the relevant screen for the day in question N NNN Clear Meals Click Yes to remove the meals milk registered or No to Yes cancel Remember When the Dinner Monies Database is rolled forward from the shortened week the meals milk for those days will need to be re entered re vou sure vou Wish to remove all meals registered For Monday Page 6 of 7 Schools Finance Dinner Monies Database User Guide Section 7
29. the overall bank balance of the school Therefore these transactions can either be immediately reconciled or reconciled the next time the bank reconciliation process is carried out OD 25 06 14 4 Parent fA OU IFuplM eals A Parerit 25 00 Bounced Cheques If a cheque was received as payment for pupil meals which subsequently bounces an adjustment will be required within the Dinner Monies Database Enter the amount of the original cheque value as a negative amount in the blue Adj column Milk Adj Paid C fwd 10 00 0 00 0 00 Any further payments received cash or cheques can be entered as normal into a payment column Page 8 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Producing Receipts r L om U aie a e T Ha Al oo pi eS Daily Receipts If you wish to print a receipt for any payments received during the current week double click on the amount against the required pupil Receipt for Payment Received for Milk Snacks Pupil Stuart Baldry WIC 02 06 2014 Class Ash Amount 0 50 Ogre a i Date 25 Jun 2014 The school logo and a scanned signature will only appear on receipts if the correct files have been placed in the Dinner Monies Database folder see section 1 This will produce a single receipt for the payment that was double clicked To produce a receipt containing all payments received on a specific day double click the t
30. the screen l Y Archive Export Do you wish bo export the archive details For all pupils ves or the archive for Stuart Baldry only Moj Click Yes to export the archive files for all pupils held within the Dinner Monies Database No to export only the stated pupil or Cancel to stop the export Please Note The specific pupil stated within this message will be whichever pupil name is currently highlighted with an orange background Page 9 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Browse For Folder Highlight the folder location that you Select the folder to save to wish to export the Excel export to by clicking it once and then click Desktop OK i B My Documents a o The requested Excel file will open i ECM OF gCes Ba on screen once it has been E Archive exported and formatted A avco O Budget Planners ExcelExports Depending on the option selected Inbox either a file called Pupil Meals Archive as at DD MM YYYY xls will a B soL be created or a file called Meals Report PupilName xls will be created E Meals Report Stuart Baldry xls eat Pupil Meals Archive as at 26 06 2014 xls lf a file with the same name already exists within the selected location it will be overwritten s Microsoft Excel Meals Report Stuart Baldry xls TEREA RIE MNA NE E ARA TRESE i Arial 10 B Ba
31. type This is restricted to one character in length and must be either a letter A Z or Number 0 9 Description Enter a more detailed description of the meal rate for example Paid Pupil Meal Cost Enter the price of the meal regardless of whether the pupil adult are required to pay for the meal Unlike in previous versions of the Dinner Monies Database free meals no longer need to be a separate category as all meals rates can be used against all pupils adults unless you wish to separate out those meals for reporting purposes such as duty meals within Adult Meals Meal Rates created without a cost within Pupil Meals should be those that the school has incurred no cost in providing for example if you wish to mark those pupils with Home Packed Lunches a rate of H can be created with no cost These are reported separately on the Kitchen Summary see Section 8 Please see Section 2 for details regarding how the Dinner Monies Database determines whether a Pupil Meal should be charged User Select the required User from the drop down list When entering meals milk into their respective ly screens only those with the relevant user will be ee allowed i e within Adult Meals only those created with ae eae Adult Meals users can be entered VAT Place a tick in this field by clicking it if the meal rate created is VATable This is only applicable to Adult Meals For details regarding w
32. 000 P P P P P 000 000 000 000 0 00 000 000 000 000 Baldry Stuart 000 PP x P 1000 000 000 000 000 000 1000 0 00 10 00 Blazey Kevin 0 000 P PO Pp 0 00 000 000 000 0 00 000 000 0 00 0 00 Harris Stephanie 000 N N N N N 0 00 000 0 00 000 0 00 0 00 000 0 00 0 00 Knights Linda 000 P P H H H 0 00 000 000 000 0 00 0 00 000 0 00 0 00 Pedley Lynden 000 000 P P P P P 0 00 000 000 000 0 00 0 00 0 00 0 00 0 00 Stanford James 000 000 H H H H H 0 00 000 000 000 0 00 0 00 0 00 0 00 0 00 Webster Belinda 000 v v V H H 0 00 000 0 00 000 0 00 0 00 000 0 00 0 00 Totals 0 00 8 8 6 T 8 10 00 0 00 0 00 0 00 0 00 0 00 10 00 0 00 10 00 Please Note If the class summary is accessed from the Archive Weeks screen the details held within the report will relate to the Week Commencing shown in the drop down list at the top of the screen see Section 2 Class Summaries can also be printed without previewing them by clicking the Print Summaries button This option is only available in the current week Print Summaries Mia Print re you sure you wish bo print the class summaries Click Yes or No as required Remember This report prints a summary for each class separated by page breaks regardless of whether any meals or payments have been registered
33. 1 0 0 0 1 Banyard Steve 0 1 0 0 0 1 0 00 0 00 2 10 0 00 0 00 0 00 0 00 2 10 0 00 Paid fine Yat 0 1 0 0 0 1 Paid Non VAT 1 0 0 0 1 2 Free Adult Meals 0 0 1 0 0 1 Blazey Kevin 1 1 1 0 1 4 0 00 5 00 1 78 0 00 0 00 0 00 0 00 6 78 0 00 Page 3 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports A maximum of 3 meal types can be shown against each adult which will only be shown if a meal or payment has been registered for the current week against that type Paid Inc VAT These are meals registered that were marked as VATable within the Meal Rates screen see Section 1 with an associated cost Paid Non VAT These are meals registered that were not marked as VATable within the Meal Rates screen see Section 1 Free Adult Meals These are meals registered without a cost within the Meal Rates screen see Section 1 regardless of whether that meal rate is VATable or Non VATable A summary for all adults is included at the bottom of this section Paid inc VAT 1 1 Paid Non VAT 1 1 F ree Adult Meals 2 2 Total for School 4 4 Wino NIO O WwW ow amp 16 0 00 8 00 3 88 2 50 0 00 0 00 0 00 14 38 2 24 The Weekly Summary From the Main Menu click the Weekly Summary button Meals Payment Summary The weekly summary provides a breakdown of the meals or milk snacks provided during the current week along with a Summary
34. 30 mdb Roll Forward Backups Each time the roll forward process is performed a backup of the data held within the database at the time the Roll Forward button is clicked will be made This file will be saved within a Backups folder in the location that the Dinner Monies Database was installed to with the filename Dinners Data_RF_YYYY MM DD mdb where YYYY is the year of the current week commencing date MM is the month of the current week commencing date and DD is the day of the current week commencing date for example 4 Dinners_Data_RF_2014 06 02 mdb Backup Retention To ensure that the location that the Dinner Monies Database was installed to is kept as small as possible any internal generated daily or roll forward backups are kept for 30 days Each time the Roll Forward button is clicked any backup files found that are 30 days old or older will automatically be deleted Page 1 of 3 Schools Finance Dinner Monies Database User Guide Section 8 Backing Up and Upgrading User Backups It is recommended that a copy of the entire folder that the Dinner Monies Database is made either to a CD or USB memory stick at regular intervals If the school has an automated backup procedure the Diner Monies Database folder should be added to his procedure Please speak to the schools ICT technician for further assistance Upgrading the Database lf an upgrade is required to the Dinner Monies Database a message wi
35. C IO JE JL IE JE JE _ Adams Matth ew sO IOC IOC IDI _IDIE Baldy Suan e000 IL ILIL_JLIL IL IC IL JL _Iecterk an The week commencing date will need to be manually entered to the top of the register You may also need to provide a printed copy of the Meal Rates held within the Dinner Monies Database Please Note Pupils whose names are highlighted in bold within the register are those registered as being entitled to Free School Meals i e a Free Meals End Date has been entered Page 12 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks View Archive Weeks To view previously rolled forward weeks click the Archive Weeks button within the Pupil Meals section of the Main Menu This screen will default to open at the last week that was rolled forward within the Dinner Monies Database ARCHIVE MILK SNACKS week commencing amsaiia v earch for Pupil s i Dietary Milk Milk Required Class Pupil Name Requirements B fwad M T W Th F Mo Ash BaldyStuat sooo OFE Mim a Please Note This screen is provided for information purposes only No changes can be made to any of the data held within it milk snacks required or payments received However filters can be applied and receipts can be printed for the selected week If a class summary is printed from an archive week it will relate to the selected archive week To view any other previously ro
36. DINNER MONIES DATABASE USER GUIDE Mon Tues Wed Thu Fri Total Paid Pupil Meals 3 3 4 2 2 13 Free Pupil Meals 4 5 4 J J 18 UFSM Pupil Meals Meal gt Meal Required Payments Receved o Meal vee Brwd amp M T W Th F Mon Tue Wed Thur Fri Adj Paid Cifwd Total Meals coole P P P P PU gooo sooo sooo sooo sooo 000 sooo 0 00 l epog P P X P ooo ooo 0 00 0 00 0 00 0o00 0 00 0 00 eo 00 P P H H HU gooo gooo sooo sooo sooo 0 00 0 00 0 00 PUPIL MEALS PUPIL MILK SNACKS ADULT MEALS REPORTS me 0 00 0 00 Current Week Current Week Detailed Summary Archive Weeks Archive Weeks Archive Weeks Weekly Summary Registers Registers Registers Creditors Letter Creditors Letter Creditors Letter Banking To Date Debtors Letter Debtors Letter Debtors Letter A ese Version 1 01 Schools Finance Dinner Monies Database User Guide Contents Section 1 Getting Started e School Details General Options Optional Roll Forward Prints Minimum Creditors Debtors Levels Class Details Sittings Details Meal Rates Import Details from Prior Dinner Monies Database Import Pupil Names from SIMS Take On Balance Roll Forward Logo Scanned Signature Section 2 Pupil Meals e Creating a New Pupil Deleting a Pupil Registering Clearing Meals Required Paid Free of UIFSM Registering Payments Entering Adjustments Issuing Refunds Writing Off Debit Balances School Pays for Meals Bounced Cheques Produ
37. It is recommended that you close all other applications before continuing Click Next to continue or Cancel to exit Setup Cie Page 1 of 4 Click Next gt gt Schools Finance Dinner Monies Database User Guide Appendix 1 Installation Guide i Setup Dinner Monies Database The defau It installation Select Destination Location path for the D l n ner Mo n ies Where should Dinner Monies Database be installed re D at ab ase i S 7 C Shared DinnerMonies CJ Setup will install Dinner Monies Database into the following Folder To continue click Next IF you would like to select a different Folder click Browse C ick the Next butto n if Cr Shared DinnerMonies YOu wish to acce pt th IS location lf you wish to install the programme to a different location e g the location of a pre existing database click the Browse button Ab least 4 2 MB of Free disk space is required Browse For Folder Select a Folder in the list below then click OK Shared Dinner Monies DinnerMonies Shared AcademyBudget 9 ScademyRestore C BudgetRestorel4 3 BudgetRestorel5 9 BudgetRestoreClusteri4 9 ClusterRestorel5 Ky Dinner Monies Dinners_New FLEX 9 Inno Setup 5 KEYS Mailmerge Sickness_Insurance Al Gl amp Highlight the folder you wish to install the Dinner Monies Database to and then click OK
38. a single click and then click Open Page 7 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Pupil Name Format Enter the number that The first pupil name in the SIMS Data is listed in the relates to the format you Format John Smith i wish to see your pupil Do you want to keep the names in this Format 1 names Surname or or in the Format Smith John 24 Christian name first and TP then click OK Import Complete Please Note Only the Pupil Meals data has been updated by this process Please use the Update Pupils button within the Pupil Milk screen iF you intend to use the Milk section Click OK Data Updates When importing pupil names from SIMS you will be required to enter the following information against pupils within the Pupil Meals screen and Pupil Milk screen if required e Any dietary requirements the pupil has e g vegetarian e Any Brought Forward balance relating to school meals milk These should be entered into the Adjustments column see Sections 2 and 3 e The Free School Meal End Date for any pupil receiving Free School Meals This is not pupils receiving Universal Infant Free School Meals UIFSM Please see Section 2 for details lf your school also utilises the Pupil Milk Snacks section of the Dinner Monies Database the above details should be entered into the Pupil Meals screen before the Update Pupils b
39. ames of pupils adults whose credit balance is greater than or equal to the minimum level set within the School Details screen see Section 1 Page 3 of 5 Schools Finance Dinner Monies Database User Guide Section 6 Producing Letters Debtors Letters Debtors letters can be produced for each type of meal pupil or adult and milk snacks by clicking the Debtor Letter button within the relevant section lf a minimum level for Debtors has been set within the School Details screen see Section 1 only debit balances greater than or equal to that amount will have a letter produced If no balances above the minimum level exist a message similar to the following will appear Error Eg There are no pupils with a debit balance greater than 2 50 For school meals Dear Parent Carer of Kevin Blazey Dinner Money Arrears As at 30 June 2014 your child has an outstanding balance of 5 00 for school meals Flease arrange for the above amount to be paid in full within one week of the date of this letter after which Unfortunately we may be unable to offer further meals Ifyou have any queries relating to this matter please do not hesitate to contact us Yours faithfully The school logo and a scanned signature will only appear on these letters if the correct files Sor have been placed in the Dinner Monies y LE Database folder see Section 1 Mr J Stanford Select Print w
40. anking Screen the following message will appear Roll Forward re you sure you wish to roll forward From week commencing 02 06 2014 Click Yes to continue or No to cancel Once Yes is clicked to either of the above messages the Weekly Summary and Kitchen Summary see Section 5 will be printed These are the only mandatory reports that are required when rolling forward If any other reports have been set to print at roll forward see Section 1 these will also be printed at this point Print Click Yes if the reports have printed Have all the reports printed correctly correctly Or No to cancel the roll forward Any reports that have not printed correctly yes No cannot be reprinted once Yes is clicked Page 4 of 7 Schools Finance Dinner Monies Database User Guide Section 7 Roll Forward If No is selected the following message will appear Click OK and then click the Roll Forward Cancelled Roll Forward again to restart Please click the roll Forward button again bo reprint the reports the process If Yes is clicked the roll forward process will continue as below 1 All data entered into the current week will be archived to the relevant archive screens 2 Any figures shown within the Meal Cfwd Milk Cfwd fields will be transferred to the Meal Bfwd Milk Bfwd field 3 For unlocked pupils adults s
41. archive for Stuart Baldry only Moj Click Yes to export the archive files for all pupils held within the Dinner Monies Database No to export only the stated pupil or Cancel to stop the export Please Note The specific pupil stated within this message will be whichever pupil name is currently highlighted with an orange background Page 12 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Browse For Folder Highlight the folder location that you Select the folder to save to wish to export the Excel export to by clicking it once and then click Desktop OK My Documents a oe The requested Excel file will open me phonies on screen once it has been a exported and formatted Depending on the option selected Inbox either a file called Pupil Milk a ara Archive as at DD MM YYYY xIs will z G sal be created or a file called Milk Report PupilName xls will be created BH Milk Report Stuart Baldry xls Ba Pupil Milk Archive as at 26 06 2014 xls lf a file with the same name already exists within the selected location it will be overwritten ia Microsoft Excel Milk Report Stuart Baldry xls ABRA RIE Neea he SS OL Arial 10 i dEi File Edit View Insert Format Tools Data Window Help Al v fe eek E eee A Week Bfwd Mon Mon Cost Tues 0 00 O 0 25 F F 02 Jun 14 0 35 O 0 25 F F 2 Micr
42. ase again Upgrade Download Complete Please log in to the database to complete the upgrade Click OK and log back into the database A message box will appear confirming the upgrade that has just been completed Complete Upgrade 7 installed Page 3 of 3 Schools Finance Dinner Monies Database User Guide Appendix 1 Installation Guide lf your school utilised the previous version of Dinner Monies Database version 2011 4 and you wish to install the new version to the same location you can determine the path required by right clicking on your existing shortcut and selecting Properties E Dinner Monies Properties axi General Shortcut Security En Dinner Monies Target type Microsoft Office Access Application Target location Dinner Monies Target CAShared Dinner bloniesSD inner Mores mdb Start in CASharedsD inner Monies Open New Open With Scan with Sophos Anti Virus Send To Cut Copy Create Shortcut Delete Rename Properties The location you require will be within the Start In field Make a note of this location for later use To install the Dinner Monies Database click the link to the installation file emailed by Schools Finance wow Welcome to the Dinner Monies Database Setup Wizard if Setup Dinner Monies Database This will install Dinner Monies Database version 1 01 on your computer
43. ase is rolled forward from one week to the next adults that have been locked see above will carry the meals registered into the following week If that week has a bank school holiday within it you must ensure that any meals registered for those days are removed Meal Required All meals registered for any day can be cleared by M I W Ih rE double clicking the label at the top of the column D D D D D Clear Meals Gre vou sure vou wish bo remove all meals registered for Monday e Click Yes to remove the rates entered or No to cancel Please Note If rates are removed due to bank school holidays you will be required to re enter those rates in the following week once the roll forward has taken place Page 5 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Registering Payments Meal 5 Meal Required Payments Receved Meal Biwd M T W Th F Mon Tue Wed Thur Fri Adj Paid Citwd 0 00 C B 0 00 2 10 0 00 0 00 0 00 000 2 10 0 00 0 00 0 B D B 5 00 0 00 0 00 0 00 0 00 0 00 5 00 0 80 0 00 D 0 00 0 00 0 00 0 00 10 00 0 00 10 00 10 00 000 D DBD O D OD 0 00 0 00 0 00 0 00 0 00 ZU 00 0 00 0 00 Enter any payment received cash cheques into the day on which the payment was received Each day has a default value of 0 00 which should be overtyped with the amount received For the
44. ate that exists for another type adult or adult meals the following message will appear Meal Type Error The Meal Type entered is nok valid For Adult Meals Please re enter the meal type or leave the box blank Click OK Click the View Meal Rates bution at the top of the screen to view a list of all applicable codes Rates Adult Meal Rates Rate Description Cost VAT Click here to close the form Adult Meals VAT 2 50 Adult Meals Mon vAT 21008 Duty Woucher 0 00 Page 4 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Registering Duty Meals Duty Meals are meals that are provided by the school to adults with no cost i e free of charge for example providing a meal to a teacher that is required to provide supervision in the dining hall A meal rate should be created linked to Adult Meals with a cost of 0 00 associated to it e g meal rate D When this meal is registered the carry forward figure will not be affected as there is no cost but the meal will be included in the total number of meals required Please Note Although no charge is made to the adult for a duty meal VAT is applied to cost of the meal therefore any meal rate created for Duty Meals should have the VAT flag ticked see Section 1 and the meals should be registered against a VATable adult name Clearing Meals Required When the Dinner Monies Datab
45. c Summary Excel Export Dietary Requirements e Daily Reports Pupil Meals Pupil Milk Snacks and Adult Meals e Banking to Date Report Section6 Producing Letters e Free School Meal Reminders e Creditors Letters Export to Excel e Debtors Letters Export to Excel Page 2 of 3 Schools Finance Dinner Monies Database User Guide Contents Section 7 Roll Forward e Weekly Banking The Banking Summary Registering Banking Clearing Bfwd Amounts e Roll Forward Locked Records Guidance e Year End process to be confirmed in a future upgrade Section 8 Banking Up and Upgrading e Backing Up Daily Backups Roll Forward Backups Internal Backup Retention User Backups e Upgrading the Database Appendix 1 Installation Guide Appendix 2 Should Charge VAT for School Meals Appendix 3 VAT Manual Extract Page 3 of 3 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up GENERAL Weekly Banking Within the General section of the Main Menu click the Roll Forward School Details button School Details School Details Week Commencing 02 Jun 14 Location Code 9999 School Name Norfolk Primary School Authorising Officer Mir J Stanford Week Commencing Enter the date of the Monday that you wish to start using the Dinner Monies Database from This should be the Monday of the week before you wish to start using the database if you are required to enter take on balan
46. ces Location Code Enter your 4 digit Norfolk County Council Location Code including any preceding zeros e g 0120 or 2002 This is not your 926 XXXX DfE number School Name Overtype Norfolk Primary School with the name of your school Authorising Officer The authorising officer is the name of the person that you wish to appear at the bottom of the Creditors Debtors letters This would normally be the headteacher General Options General Options C Multiple Sittings Pupil Names Entered Surname First Print Daily Reports without Page Breaks Multiple Sittings Place a tick within this option by clicking it if your school has 2 or more lunch sittings If this option is ticked the Weekly Summary and Kitchen Summary will provide numbers of meals required according to the sitting to which the class is assigned Page 1 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Pupil Names Entered Surname First Place a tick within this option by clicking it if you are going to enter pupil and adult names have been entered Surname first i e Smith John rather than John Smith If surnames have been entered first and this option is ticked then the names will be transposed when seen on Creditors Debtors letter i e Smith John will be shown as John Smith Print Daily Reports Without Page Breaks All daily reports within the Dinner Monies Database will automatically print wi
47. cing Receipts Daily Receipts Weekly Receipts e Apply Filters Sorting e Create Registers e View Archive Weeks Section 3 Pupil Milk Snacks e Creating a New Pupil Deleting a Pupil Update Pupils from Pupil Meals Registering Clearing Milk Snacks Required Registering Payments Entering Adjustments Issuing Refunds Writing Off Debit Balances School Pays for Milk Snacks Bounced Cheques Producing Receipts Daily Receipts Weekly Receipts e Apply Filters Sorting e Create Registers e View Archive Weeks Page 1 of 3 Schools Finance Dinner Monies Database User Guide Contents Section 4 Adult Meals e Creating a New Adult Deleting an Adult Registering Meals Duty Meals Clearing Meals Required Registering Payments Entering Adjustments Issuing Refunds Writing Off Debit Balances School Pays for Meals Bounced Cheques Producing Receipts Daily Receipts Weekly Receipts e Apply Filters Sorting e Create Registers e View Archive Weeks Section5 Reports e General Instructions e Weekly Reports The Detailed Summary The Weekly Summary The Kitchen Summary e Pupil Meal Reports Class Summary Pupil Specific Summary Pupil Specific Summary Excel Export Dietary Requirements e Pupil Milk Snacks Reports Class Summary Pupil Specific Summary Pupil Specific Summary Excel Export Dietary Requirements e Adult Meal Reports Adult Summary Adult Specific Summary Adult Specifi
48. d or a split VAT transaction will be required please refer to the Star Accounts User Guide for details Bank Reconciliation The transactions entered above will net to 0 00 within the accounts so they will have no effect on the overall bank balance of the school Therefore these transactions can either be immediately reconciled or reconciled the next time the bank reconciliation process is carried out DO 25 06 14 A Parent 25 00 IFuplM eals A Farent 25 00 Bounced Cheques lf a cheque was received as payment for adult meals which subsequently bounces an adjustment will be required within the Dinner Monies Database Enter the amount of the original cheque value as a negative amount in the blue Adj column Milk Adj Paid Citwd 10 00 0 00 0 00 Any further payments received cash or cheques can be entered as normal into a payment column Producing Receipts Th F Mon Daily Receipts If you wish to print a receipt for any TY payments received during the current week double click on the amount against the required adult x P H H 0 00 Receipt for Payment Received for Adult Meals Name Rodney Fryer wic 02 06 2014 Amount 10 00 Page 10 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals The school logo and a scanned signature will only appear on receipts if the correct files have been placed in the Dinner Monies Database folder see section 1 This will prod
49. decrease the carry forward figure A negative amount will increase the carry forward figure Please Note Amounts entered into the Adj column do not affect the amount of money to be banked for the current week The adjustments column is only to be used when the school is not physically receiving money from an adult Page 6 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Issuing Refunds As per Section 14 6 of the Scheme for Financing Schools All income must be banked promptly and intact without deductions for refunds or petty cash payments This means that any income collected for school meals must be banked in its entirety and any refunds to be given to the parents carers of adults should be provided in the form of a cheque from the schools bank account Within the Dinner Monies Database the amount of the refund to be provided should be entered into the blue Adj column against the required adult As the adult will have a credit balance the refund amount should be entered as a negative amount Payments Recewed Meal Mon Tue Wed Thur Fri Adj Paid Cifwd 0 00 0 00 0 00 0 00 0 00 15 00 0 00 0 00 Within Star Accounts a positive income transaction should be created for the refunded amount Care must be taken to ensure that any refund provided also accounts for any VAT that may have been applied to the original meals charged s Expenditure Income
50. ds again Click the Print Notes button to view a printable version of all notes entered Deleting a Pupil iy To delete any pupils from the Pupil Meals Register click the Delete button next to the required pupil Delete a Click Yes to delete the pupil or No 4re you sure you wish to delete Adams Matthew to cancel e Pupils can only be deleted if no Brought Forward Erte or Carry Forward amounts exist and no Payments This pupil cannot be deleted or Adjustments have been entered in the current week Page 2 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Registering Meals Required Meal Required es M T W Th F To register a meal against pupil simply enter the Code that was created within the Meal Rates screen see P P P P P Section 1 that relates to Pupil Meals into the relevant p p X PpP day P P H H The meal rate will automatically be capitalised after it has been entered TOP TIP If a pupil has the same meal rate each day of the week pressing Ctrl amp A within a pupil record i e the Pupil Name field is highlighted will automatically populate each day of the week with the meal rate that has been into Monday M If the Monday field is blank every day will be set to blank if Monday shows a P every day will be updated to P If the meal rate entered does not exist the following message will appear Ta
51. e Section 5 Reports Weekly Reports REPORTS There are three summaries contained within the Dinner Monies Database which provide a summary of meals milk snacks and adult meals for the current week These are accessed via the grey Reports section on the right hand side of the Main Menu The Detailed Summary From the Main Menu click the Detailed Summary button The detailed summary provides a breakdown of the meals or milk snacks provided during the current week along with a summary of any payments received This report is broken down into three sections Pupil Meals Pupil Milk Snacks and Adult Meals with a page break between each section Please Note If there are no pupil names entered within the Pupil Milk Register or no adult names entered within the Adult Meals Register these sections will not appear in this report Pupil Meals This summarises the total number of each type of meal provided for each class during the current week along with any payments received Only classes with at least one meal or one payment registered will be shown on this report Number Provided Payments Received Week Commencing 02 06 2014 Mon Tues Wed Thu Fri Total Bfwd Mon Tues Wed Thu Fri Adj Recd Cfwd Pupil Meals Paid Pupil Meals Free Pupil Meals UiFSM Other Meals 0 7 20 10 37 0 00 10 00 0 00 0 00 0 00 0 00 0 00 10 00 10 00 Free Pupil Meals UiFSM Other Meals g A nuv uv a
52. e printed without previewing it Print by clicking the Print Summary button This option is only Summary available in the current week Print 4re you sure you wish bo print the adult summary Click Yes or No as required Adult Specific Summary A report detailing all meals and payments registered for a specific adult during the current academic year can be accessed by double clicking the required Name within the Current Week Name The name of the adult will be highlighted when it is Harris Stephanie clicked If an adult has been created twice see Knights Linda section 4 both records will be shown in this report Adult Meals Summary Kevin Blazey lt Meal Type Payments Received Total Total Week Bfwd M T W Th F Mon Tues Wed Thur Fri Due Paid Adj Cfwd Notes 02 06 2014 0 00 N 0 00 0 00 000 000 000 0 00 000 000 0 00 02 06 2014 s00 OB A D B 5 00 1 78 0 00 000 0 00 0 00 6 78 6 78 0 00 Please Note This report will also contain the meals and payment details entered for the current Week Commencing which should be the last line of the report Page 14 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Adult Specific Summary Excel Export A version of the adult summary as described above can be exported to Microsoft Excel From the Adult Meals Register screen click the Export button at the top o
53. e transaction entered into Star Accounts A summary of the amounts and coding details relating to the current weeks banking is also provided to assist this process Star Accounts Flease ensure that transactions totalling the following amounts have been entered into Star Accounts for the current week VAT Subj Description Gross Rate VAT N ett 93240 Pupil Meals NCS Only 18 00 T 0 00 18 00 93270 Adult Meals VATable NCS Only 5 50 A 0 92 4 56 93280 Adult Meals NOMVAT able NCS Ont 710 Z 0 00 7 10 93290 Snack Monies NCS Only 33 00 T 0 00 33 00 93200 Meals General nb relates to MIIkK 0 00 T 0 00 0 00 Please Mote If you do not purchase your meals fram MORSE subjective code 93200 Meals General should be used to record all ofthe above income within Star Accounts Erbered into Star Accounts Oy cece ceecceccseeeeeee ceeeeeeceeeeeneaeen sees senses B ee e a TTE Yodeher TM GT GPSS bec cccasacarsavenieaecssiealsasescdaceosie eisaserteadenateddsisa EEEE EREA KEN E AAEE E ES EEI RAA TESA AE Page 5 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Authorisation This report must be signed the authorising officer each week to authorise that the database is an accurate reflection of School Meals and Milk provided during the current week authorise that this statement agrees to the monies banked and is an accurate register of Milk and Meals provided confirm that ha
54. ed that have at least one meal registered during the current M T W Th F week ae Adjustments Double click the Adj label at the top of the screen to filter the list of pupils to those that have had an adjustment Ad entered during the current week Paid Double click the Paid label at the top of the screen to filter i the list of pupils to those that have had a payment registered Paid during the current week Meal C fwd Double click the Meal C Fwd label at the top of the screen to filter the list of pupils to only those with a credit or debit Meal balance to be carried forward to the next week Citwd Sorting The default sort order for the Pupil Meals Pupil Name Register screen is by class and then pupil name If you wish to view the screen in alphabetical order by pupil name double click the Pupil Name label at the top of the screen Page 11 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Create Registers To create registers for class teachers TAs to complete click the Registers button within the Pupil Meals section Register Pupil Meals Click Yes to print right handed registers Do you want bo print right handed registers No to produce left handed registers Or Cancel to stop the register process e e eee Register Pupils Meals Click Yes if you wish to show any brought forward balances o
55. ed due to bank school holidays you will be required to re enter those meals in the following week once the roll forward has taken place Paid Free or UiFSM When registering meals for pupils whether those meals are deemed to have a cost to the pupil is decided in the following way Free School Meals If a Free Meals End Date has been entered against a pupil see above any meal registered is deemed to be Free and no charge will be assigned to the pupil UiIFSM If there is no Free Meals End Date entered against a pupil but their class was assigned as being entitled to UIFSM see Section 1 any meal registered will be deemed to be UIFSM and no charge will be assigned to the pupil Paid If there no Free Meals End Date entered against a pupil and their class is not assigned as being entitled to UIFSM see Section 1 any meal registered will be deemed to be Paid and whatever cost is associated with the meal rate entered will be added to the amount due from the pupil Class Pupil Name jasn v Adams Mattnew jasn v Baldry Stuart When viewing the Pupil Meals Register classes entitled to UIFSM are shown in bold and Pupils entitled to Free School Meals are shown in bold Page 4 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Registering Payments Meal 5 Meal Required Payments Received Meal Biwi M T W Th F Mon Tue Wed Thur Fri Adj Paid C wd 0 00 N N N N 0
56. ed if the pupil is in receipt of Free School Meals This field is hidden until the Enter Notes button is clicked Pupils in receipt of Universal Infant Free School Meals UIFSM are not required to have an end date entered into this field Notes To enter any notes relevant to the pupil for the current week click the Enter Notes button This will show the Notes and Free Meals End Date fields in place of the previously viewed fields Free Meals Pupil Name Notes End Date Enter any notes end date as required and then click the Enter Notes button to hide the fields again Click the Print Notes button to view a printable version of all notes entered Deleting a Pupil J To delete any pupils from the Milk Snacks Register click the Delete button next to the required pupil Delete l eae Click Yes to delete the pupil or No 4re you sure you wish to delete Adams Matthew to cancel e Pupils can only be deleted if no Brought Forward tte or Carry Forward amounts exist and no Payments This pupil cannot be deleted or Adjustments have been entered in the current week Page 2 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Update Pupils from Pupil Meals Within the Milk Snacks Register screen an additional function has been included to update the pupil details with those found within the f update
57. ee Sections 2 3 and 4 all meals registered for the current week will be removed Any locked pupils adults will carry their registered meals into the next week See below for additional guidance for locked pupils adults 4 All payments registered will be set to 0 00 5 The week commencing date will be set to 7 days forward from the current week commencing date see Section 1 You are now in week commencing 09 June 2014 IF this is a school holiday please amend the Week Commencing within the School Details screen bo the required week Click OK As stated if the week that the database has been rolled forward to relates to a school holiday the Week Commencing date should be amended within the School Details screen rather than rolling forward the database into week required If there are pupils adults with locked records then rolling forward the holiday weeks will cause charges to be added to their records for days that they are not present in school Page 5 of 7 Schools Finance Dinner Monies Database User Guide Section 7 Roll Forward Locked Records Guidance lf there any pupils adults that have been locked see Sections 2 3 and 4 please ensure that the following considerations are taken into account Bank Holidays If the week that has been rolled forward into contains a bank holiday any meals registered for that day must be removed as it may affect
58. ents Adj column Adj Enter Debit balances as a negative amount i e the pupil z owes money 72 10 y a Enter Credit balances as a positive amount i e the pupil cE T has paid money than was required Page 1 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Lock Place a tick in this field by clicking it if you wish to carry the meals registered into the next week when the roll forward is carried out Pupils that are locked will not have their meals removed i e if a Paid Meal is registered for each day the following week will contain Paid Meals for each day lfa pupil is unlocked all meals will be removed at roll forward See section 8 for details Free Meals End Date An end date for Free Meals should be entered if the pupil is in receipt of Free School Meals This field is hidden until the Enter Notes button is clicked Pupils in receipt of Universal Infant Free School Meals UIFSM are not required to have an end date entered into this field Please see details below regarding the charging of meals Notes To enter any notes relevant to the pupil for the current week click the Enter Notes button This will show the Notes and Free Meals End Date fields in place of the previously viewed fields Free Meals Pupil Name Notes End Date Enter any notes end date as required and then click the Enter Notes button to hide the fiel
59. equirements Enter any dietary requirements the adult may have that may be relevant to anyone viewing the details such as allergies to food or whether the adult is a vegetarian Page 1 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Meal Bfwd This field cannot be manually entered If a take on balance is required it should be entered into the blue Adjustments Adj column Adj Enter Debit balances as a negative amount i e the adult a owes money 3 10 y ee Enter Credit balances as a positive amount i e the adult 7 10 nas paid money than was required VAT Whether VAT is charged on adult meals is dependant on a number of factors as per the VAT Manual for Schools To ensure the VAT is correctly accounted for within the Diner Monies Database and Star Accounts you may be required to create each adult with two records one which is charged VAT and one which is not Place a tick in the VAT by clicking it of the record you wish to charge VAT to Once the Dinner Monies Database has been rolled forward the VAT flag cannot be amended to ensure consistency with rolled forward balances Error You cannot amend the YAT type of an adult with archived records Only one record for each VAT type VATable or Non VATable is permitted Error Error 4 record already exists For Blazey Kevin that is Non V4Table record already exists For Blazey Kevin t
60. er etc Flavoured soya coconut milk Sports drinks D Alcoholic drinks ed Carbonated drinks OO Other soft drinks e g tea based Page 3 of 3 Schools Finance Dinner Monies Database User Guide Appendix 3 VAT Manual Extract The following is an extract of the catering section of the VAT Manual for Schools 2014 4 5 School Meals 4 5 1 Introduction schools should charge VAT on all taxable sales made through their delegated budgets Any income from sales of goods originally purchased from delegated budgets should be paid into the delegated budget 4 5 2 Charging VAT Whoever supplies the meals to the school the rules for charging VAT to staff and pupils are the same Suppliers The school can recover all VAT charged by suppliers e g NCS other external catering providers Sales between Norfolk County Council schools are all outside the scope of VAT Sales to staff and visitors VATable catering supplies VAT must be charged by the school for all hot meals or snacks sold to staff and visitors wherever they are eaten and sandwiches or other cold snacks if eaten in the dining hall Further clarification regarding hot takeaway food can be found in Appendix 2 Sales to staff and visitors cold takeaway food Cold snacks purchased by staff which are eaten elsewhere e g the staff room may be zero if they fall within that category see Appendix 2 Sales to students These are outside the scope of VAT
61. f the screen Archive Export Do you wish bo export the archive details For all adults ves or the archive For Linda Knights only Moi Click Yes to export the archive files for all adults held within the Dinner Monies Database No to export only the stated adult or Cancel to stop the export Please Note The specific adult stated within this message will be whichever adult name is currently highlighted with an orange background Browse For Folder Highlight the folder location that you Select the folder to save to wish to export the Excel export to by clicking it once and then click Desktop OK My Documents a My Computer The requested Excel file will open a My Network Places i Recycle Bin on screen once it has been z E Archive exported and formatted iS arco O Budget Planners E gt ExcelExports Depending on the option selected 0 Inbox either a file called Adult Meals Archive as at DD MM YYYY xIs will 4 501 be created or a file called Adult Meal Report Adult Name xls will be created aa Adult Meals Report Linda Knights xls Bal Adult Meals Archive as at 26 06 2014 xls If a file with the same name already exists within the selected location it will be overwritten Page 15 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports 5 Microsoft Excel Adult Meals Report Linda Knights xls SF e RF
62. hat is Y4Table Lock Place a tick in this field by clicking it if you wish to carry the meals registered into the next week when the roll forward is carried out Adults that are locked will not have their records cleared i e if Paid Meal is registered for each day the following week will contain Paid Meal for each day If an adult is unlocked all records will be removed at roll forward See section 8 for details Page 2 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Notes To enter any notes relevant to the adult for the current week click the Enter Notes bution This will show the Notes and Free Meals End Date fields in place of the previously viewed fields Free Meals Pupil Name Notes End Date Enter any notes end date as required and then click the Enter Notes button to hide the fields again Click the Print Notes button to view a printable version of all notes entered Deleting an Adult ix To delete any adults from the Adult Meals Register click the Delete button next to the required adult Gras Click Yes to delete the adult or No to cancel Ore you sure you wish bo delete this record for Blazey Kevin e Fa creat x Adults can only be deleted if no Brought Forward or Carry Forward amounts exist and no Payments or Ths adult cannot be deleted Adjustments have been entered during the cu
63. he previous database Page 6 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Data Updates When importing pupil and adult names from the previous Dinner Monies Database any Bfwd amounts and dietary requirements will be imported along with the names Within the Pupil Meals screen and Pupil Milk screen if required you will be required to enter the End Date for any pupil receiving Free School Meals This is not pupils receiving Universal Infant Free School Meals UIFSM Please see Section 2 for details Import Pupil Names from SIMS lf you wish to import your schools pupil details from SIMS please output the Star_Pupil_ Data report from SIMS and then click the Import Pupils SIMS button within the School Import Pupils SIMS Details screen Data Import re you sure vou wish to import pupil names From SIMS Click Yes to continue or No to cancel Please Select the file Star_Pupil_Data txt kn Ore eee If Yes is clicked you will o gt OE need to browse in the aoe location of the file 2 Star_Pupil_ Data txt Desktop This should be within the My Documents Inbox Finance folder a located on your desktop My Computer File name Star_Pupil_Data txt My Network Files of type twt z Places Open as read only Double click the Star_Pupil_ Data txt file or highlight it with
64. hen to charge VAT for meals please refer to the helpsheet Should charge VAT for School Meals Flowchart via the following link http www eficts norfolk gov uk Finance DinnerMonies default asp Page 4 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Daily Place a tick in this field by clicking it if the meal rate created is required to be shown within the Daily Reports A tick should not be entered if you do not wish to report the meal rate to the kitchen MSAs for example you may not wish to report the pupils with Home Packed Lunches to the kitchen MSAs Deleting a Meal Rate If you wish to delete a previously created meal rate click the Delete k button next to the required rate bi A meal rate can only be deleted if it has not been registered against any pupils adults during the current week Error x F This meal rake cannot be deleted as it has been used in the current week lf the meal rate has not been used within the current week the following message will appear Delete Ore you sure you wish to delete this meal type Please Mote This rate may still appear in archive reports Click Yes to delete the code or No to cancel lf the deleted meal rate had been used within a prior week it will still appear within the detailed summary at the cost that was assigned to it during the week in question Page 5 of 10 Sch
65. heque numbers if a payment is received via cheques Remember As per Section 14 6 of the Scheme for Financing Schools All income must be banked promptly and intact without deductions for refunds or petty cash payments therefore care should be taken to ensure that any carry forward amounts are legitimate for example payments received after the banking has been performed Any carry forward income should be banked within the following week Page 2 of 7 Schools Finance Dinner Monies Database User Guide Section 7 Roll Forward Clearing Bfwd Amounts lf the incorrect banking is selected and not corrected prior to the roll forward being completed it is likely that there will two amounts that net to 0 00 within the Bfwd column of the banking summary For example 5 00 in Adult Meals Non VATable and 5 00 in Adult Meals VATable as the wrong adult meal type was selected when the banking entered If this is the case the two amounts can be cleared from the Dinner Monies Database by double clicking the Bfwd amount Banking Type Btwd PuplMess E AdutMecis VATable so Totals 0 00 Pass Key This will reset the Brad Figure to 0 00 This must be agreed by your Finance Support Officer Telephone the Finance Support Cancel Please quote this continuation code to Finance i Support 836725 team at County Hall to obtain the required password Then enter password provided by them
66. ils whose free meal entitlement expires up to and including this date The first time this feature is used this date will default to today s date plus 30 days once the feature has been used the date will default to the previously used date After the date has been entered the No of Letters will update to show the number of pupils whose free meal entitlement expires prior to the date entered If this is O then no letters are required Click the Preview button to view the letters on screen Select Print within the Options toolbar to print the letters Dear Parent Carer of Stuart Baldry Free School Meal Entitlement According to our records it appears that the Free School Meal Entitlement for Stuart Baldry expires on 20 June 2014 Unless this entitlement is renewed you may be expected to pay for any meals provided after this date Please contact the school office if you require an application form or have any queries Yours faithfully The school logo and a scanned signature will only appear on these letters if the correct files AE have been placed in the Dinner Monies onal Database folder see Section 1 Mr J Stanford Page 1 of 5 Schools Finance Dinner Monies Database User Guide Section 6 Producing Letters Creditors Letters Creditors letters can be produced for each type of meal pupil or adult and milk snacks by clicking the Creditors Letter button within the
67. ithin the Options toolbar to print the letters Page 4 of 5 Schools Finance Dinner Monies Database User Guide Section 6 Producing Letters Pupil Adult Names If names are entered into the Dinner Monies Database surname first a tick can be entered into the Pupil Names Entered Surname First field within the School Details screen see Section 1 to show the names in the format Forename space Surname Debtors List Export to Excel lf you would prefer to produce your own letters based on the balances held within the Dinner Monies Database a list of pupil names and balances can be exported to Microsoft Excel to be used in a mailmerge Click the Excel button within the required section of the Main Menu Browse For Folder Select the Folder to save to Highlight the folder location that you ag wish to export the Excel export to B My Documents E My Computer by clicking it once and then click amp My Network Places i y T Recycle Bin OK Archive i aco i Budet Planners The requested Excel file will open ExcelExports A Tar on screen once it has been pea exported and formatted SOL Make New Folder a Microsoft Excel 9999 Pupil Meals Debtors as at 30 06 7014 xIs Arial 10 B Z at File Edit View Insert Format Tools Data Window Help 2 Ash Kevin Blazey 5 00 3 Oak Joshua Bennett 5 30 4 Oak Joseph Jarvis 4 20 The Excel file will contain the Class
68. k Click OK Page 3 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Click the View Milk Rates button at the top of the screen to view a list of all applicable codes Rates Milk Snack Rates Click here to close the form Rate Description F Free Pupil Milk M Faid Pupil Milk Fruit Clearing Milk Snacks Required When the Dinner Monies Database is rolled forward from one week to the next pupils that have been locked see above will carry the milk snacks registered into the following week If that week has a bank school holiday within it you must ensure that any milk snacks registered for those days are removed All milk snacks registered for any day can be re cleared by double clicking the label at the top of the column O F FUM M AA ET 4re you sure you wish to remove all milk snacks registered for Monday Click Yes to remove the rates entered or No to cancel Please Note If rates are removed due to bank school holidays you will be required to re enter those rates in the following week once the roll forward has taken place Page 4 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Registering Payments Milk 5 Milk Required Payments Received Milk Biwd gt M T W Th F Mon Tue Wed Thor Fri Adj Paid Cifwd 0 35 U O FF M M 0 00 0 00 0 00 0 50 0 00
69. k can be entered into the Pupil Names Entered Surname First field within the School Details screen see Section 1 to show the names in the format Forename space Surname Creditors List Export to Excel lf you would prefer to produce your own letters based on the balances held within the Dinner Monies Database a list of pupil names and balances can be exported to Microsoft Excel to be used in a mailmerge Click the Excel button within the required section of the Main Menu CC Orr OO O OOOe Browse For Folder Select the Folder to save to Highlight the folder location that you a wish to export the Excel export to B My Documents a ig My Computer by clicking it once and then click I My Network Places J j Recycle Bin OK Archive z gl avco Budget Planners The requested Excel file will open gt ExcelExports 3 Inbox on screen once it has been eee exported and formatted SOL Make New Folder Microsoft Excel 9999 Pupil Meals Creditors as at 30 06 2014 xls am RENIE wae a Se ee ae Ae ee ee gt Arial 10 B Z Bet File Edit wiew Insert Format Tools Data Window Help B28 fe 2 Ash Stuart Baldry 10 00 3 Oak Kirk Cushion 1 60 4 Willow Elliot vvillis 2 10 The Excel file will contain the Class Pupil Name and Carry Forward balance for pupil meals milk or the Adult Name and Carry Forward balance for Adult Meals Please Note The Excel file will only contain the n
70. l Bfwd Mon Tues Wed Thu Fri Adj Recd Cfwd Pupil Milk Paid Pupil Milk 1 0 0 1 1 3 Free Pupil Milk 2 2 2 1 1 8 Ash 3 2 2 2 2 11 0 35 0 00 0 00 0 00 0 70 0 00 0 00 0 70 0 30 Paid Pupil Milk 1 1 1 1 1 5 F ree Pupil Milk 0 1 0 1 1 3 Beech 1 2 1 2 2 8 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1 25 A maximum of 2 meal types can be shown against each class which will only be shown if a meal or payment has been registered for the current week against that type Paid Pupil Milk This summarises the total number of milk or snacks provided that have a cost greater than 0 00 within the Meal Rates screen see Section 1 Free Pupil Milk This summarises the total number of milk or snacks orovided that have a cost of 0 00 within the Meal Rates screen see section 1 A summary for the entire school is included at the bottom of this section Paid Pupil Milk 2 1 1 2 2 8 Free Pupil Milk 2 3 2 2 2 11 Total for School 4 4 3 4 4 19 0 35 0 00 0 00 0 00 0 70 0 00 0 00 0 70 1 55 Adult Meals This summarises the total number of meals provided for each adult during the current week along with any payments received based on the type of meal provided Only adults with at least one meal or one payment registered will be shown on this report Number Provided Payments Received Week Commencing 02 06 2014 Mon Tues Wed Thu Fri Total Bfwd Mon Tues Wed Thu Fri Adj Recd Cfwd Adult Meals Paid Non YAT 0
71. ll appear when the roll forward button is clicked Version Error Your Dinner Monies Database has not been updated to the latest version of the software The latest version of the software is 777 please complete an upgrade as soon as possible after rolling forward Click OK to this message The roll forward process can still be performed however an upgrade should be carried out as soon as possible To perform the upgrade click the Upgrade button on the Main Menu You must ensure that only person is logged into the Dinner Monies Database before attempting the upgrade procedure Upgrade Click Yes to continue or No to cancel Are vou sure vou wish to upgrade the database e If Yes is clicked the Dinner Monies Database will close Upgrade n upgrade is about to be completed Please do not click OK unless the Dinner Monies Database has closed completely Ensure that the Dinner Monies Database has closed completely i e it cannot be seen within the Start Bar at the bottom of the screen and then click OK Page 2 of 3 Schools Finance Dinner Monies Database User Guide Section 8 Backing Up and Upgrading The latest upgrade will then be downloaded from the Schools Finance website Depending on the speed of you computer and internet connection this process could take several minutes Please wait for the following message before attempting to log into the datab
72. lled forward weeks Week Commencing EAN i 05057 2014 select the required Week Commencing date iii Milk Req 455044 from the drop down list Biwd M 1 WEEE Page 13 of 13 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals All features relating to the registering of Adult Meals can ADULT MEALS be found within the peach section of the Main Menu Current Week Click the Current Week button within this Archive Weeks Registers Creating a New Adult Within the Adult Meals Register any new adults required should be entered into the blank line at the bottom of the list of current adults Either scroll to the last line or press Ctrl amp End on the keyboard to jump to the bottom of the screen Search for Adult Meal 5 o Name Dietary Requirements Bfwd E Name Enter the name of the adult This must contain two names separated by a space either Surname space Forename or Forename space Surname depending on the way in which you have decided to enter names within the database Due to the complexities of VAT within adult meals each adult name may need to appear twice within the Dinner Monies Database see VAT details below The following error message will appear if an attempt is made to enter a name a third time Error x n 4dult Mame can only be entered twice one YATable and one non YATable record Please enter a different name Dietary R
73. lt Meals VAT 0 4 B 210 Adult Meals NonVAT 0 0 3 D 0 00 Duty Voucher 2 2 2 2 9 Total Meals ak ha Page 6 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports lf the Multiple Sittings option has been activated see Section 1 the Pupil Meals section will be summarised per sitting Sitting 1 Start Time 12 00 Pupil Meals by Payment Type Mon Tues Wed Thu Fri Total Paid Pupil Meals 0 0 0 0 0 0 Free Pupil Meals 4 4 2 2 3 15 UiFSM Pupil Meals 7 6 6 4 4 27 Other Meals 2 3 3 5 5 18 Total Meals 13 13 11 11 12 60 Pupil Meals by Meal Rate Mon Tues Wed Thu Fri Total H 0 00 Home Packed Lunch 2 3 3 5 5 18 N 2 10 Vegan Meal 1 1 1 1 1 5 P 210 Pupil Meal g 6 6 4 6 33 Y 2 10 Vegetarian Meal 1 1 1 0 0 3 xX 2 25 Christmas Lunch 0 0 0 1 0 1 Total Meals 13 13 11 11 12 60 Page 7 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Pupil Meal Reports Class Summary A printable version of the meals and payments registered for the current week can be viewed within either the Current Week or Archive Class Weeks for Pupil Meals by opening the required screen and z iat l oe summaries clicking the Class Summaries button Pupil Meal Details By Class Week Commencing 02 06 2014 Class Ash Meal Required Payments Received Total Total Pupil Bfwd Mon Tues Wed Thur Fri Mon Tues Wed Thur Fri Due Paid Adj Cfwd AdamsMatthew
74. n 8 for a detailed explanation of the roll forward process Page 9 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Logo Scanned Signature When producing Receipts Creditors Letters or Debtors Letters from the Diner Monies Database a scanned signature and copy of the schools logo can be added to printed output For the logo or scanned signature to be included in the required output a JPEG file must be saved directly into the Dinner Monies Database folder For information purposes the location of the Dinner Monies Database is shown in the bottom left hand corner of the Main Menu Version 1 01 Computer GoJ5 4J Double click the location to Location C Shared Dinners_New lt open the folder directly The school logo must be saved as Logo jpg l and the authorising officers signature should be Ej Logo jpg saved as Signature jpg Lal signature ipg Most schools will have a copy of their logo saved within their Star Accounts folder simply copy this into the Dinner Monies Database folder Ej signature jpg Imaging File Edit Yiew Page Zoom Tools Annotatior Please Note he signature must be located in the a sig a aelel top left hand corner of the JPEG file for it to be seen e siala enlre in the letters lf you are unsure of how to create the jpeg file please contact your ICT technician Page 10 of 10 Schools Finance Di
75. n the register or No if you do not wish to see these on the register Brought forward balances should only be added to the registers if you are going to print them on a weekly basis Right Handed Register Pupil Meals Register Week Commencing Class Ash Bitwd Mon Tue Wed Thurs Fri Adams Matthew Aee JLT JT IE ETE Clark lan Left Handed Register Pupil Meals Register Week Commencing Class Ash Bitwd Mon Tue Wed Thurs Fri soo JO JC JC JE JC JE JE JE JE Adams Matthew ooo LIL JEL IL_IL_IL__IL_1L__ Balary swan coool JL JE JE JL ELE JL Clark tan The week commencing date will need to be manually entered to the top of the register You may also need to provide a printed copy of the Meal Rates held within the Dinner Monies Database Please Note Pupils whose names are highlighted in bold within the register are those registered as being entitled to Free School Meals i e a Free Meals End Date has been entered Page 12 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals View Archive Weeks To view previously rolled forward weeks click the Archive Weeks button within the Pupil Meals section of the Main Menu This screen will default to open at the last week that was rolled forward within the Dinner Monies Database ARCHIVE SCHOOL MEALS week commencing 1508 2014 x Search for Pupil Dietary Meal Meal Req
76. nner Monies Database User Guide Section 2 Pupil Meals All features relating to the registering of Pupil Meals can PUPIL MEALS be found within the blue section on the left hand side of Current Week the Main Menu Archive Weeks Click the Current Week button within the Pupil Meals Registers section g i Free Meals Reminder Creating a New Pupil Within the Pupil Meals Register any new pupils required should be entered into the blank line at the bottom of the list of current pupils Either scroll to the last line or press Ctrl amp End on the keyboard to jump to the bottom of the screen Search for Pupil Free Meals j Dietary Meal amp Class Pupil Name Requirements Biwd _ End Date _ e Class Select the required class from the drop down list If the required class does not exist please follow the instructions within Section 1 to create the class Pupil Name Enter the name of the pupil This must contain two names separated by a space either Surname space Forename or Forename Space Surname depending on the way in which you have decided to enter names within the database Dietary Requirements Enter any dietary requirements the pupil may have that may be relevant to anyone viewing the details such as allergies to food or whether the pupil is a vegetarian Meal Bfwd This field cannot be manually entered If a take on balance is required it should be entered into the blue Adjustm
77. nor s meetings 4 5 6 Foods taxable or zero rated Taxable Foods include ice cream ice lollies and similar frozen products Chocolates sweets and similar confectionery chocolate biscuits and similar products soft drinks potato crisps pop corn and similar savoury products salted and roasted nuts This list is not exhaustive however the VAT treatment of a product by the school s VAT registered suppliers will be a good guide 4 5 7 Catering VAT definitions At or below cost Cost is the full cost including overheads of providing the catering to pupils This includes overheads such as premises costs administration and finance staff wages and the purchase of food itself Catering Catering is not defined but includes supplies which are e inthe normal meaning of catering e for on premises consumption premises being canteen areas including associated outside seating areas but not the whole school or e Hot take away food Page 2 of 2
78. nsumed within Yes the canteen Standard Rate VAT must be charged Is the food or any part of it hot at the time is provided to No the customer Is the food hot Yes STUDENTS see below Yes Yes No Does the food satisfy one or more of the following tests 1 It has been heated to enable it to be consumed hot 2 It has been heated to order 3 It has been kept hot after being heated 4 It is provided in packaging designed for hot food or that retains heat even if the packaging is not designed for that purpose 5 It is advertised or marketed in a way that indicates that it is VAT should not be Yes Is the food zero charged rated see below supplied hot pg Please Note Canteens include any designated catering including any outdoor tables The above flowchart relates only to the sale of meals provided during the school lunch hour Please refer to VAT Manual for Schools for further guidance if required Adults Meals If a Conventional Adult Meal is purchased i e a two course meal both courses are treated as VATable even if the desert is a cold item for example Cakes Page 1 of 3 Schools Finance Dinner Monies Database User Guide Appendix 2 Should Charge VAT for School Meals HOT ITEMS Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard Food Standard COLD ITEMS Food Biscuits no chocolate zero
79. ny o A nv n anoo e a a e nw rwreono meme e NN ww o uu e Ouuu nun oo A maximum of 4 meal types can be shown against each class which will only be shown if a meal or payment has been registered for the current week against that type Paid Pupil Meals Meals which a pupil is required to pay for Free Pupil Meals Meals registered against pupils with a Free Meals End Date see section 2 UIFSM Meals registered for pupils whose class has been registered as entitled to UIFSM but do not have a Free Meals End Date see Section 2 Other Meals Meals that have no cost associated to them For example home packed lunches Page 2 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports A summary for the entire school is included at the bottom of this section Paid Pupil Meas 3 4 3 3 2 15 Free Pupil Meads 4 5 3 3 3 18 UiF SM 7 6 6 4 4 27 Other Meals 3 3 4 5 6 21 0 00 16 30 10 20 0 00 2 10 2 10 0 00 30 70 0 80 o oa a n i Total for School 7 Pupil Milk This summarises the total number of milk snacks provided for each class during the current week along with any payments received based on whether a cost has been associated with the milk snack Only classes with at least one milk snack or one payment registered will be shown on this report Number Provided Payments Received Week Commencing 02 06 2014 Mon Tues Wed Thu Fri Tota
80. of any payments received as a total for the entire school all adults Weekly Summary Week Commencing 02 06 2014 Pupil Meals Provided Mon Tues Wed Thu Fri Total Paid Pupil Meals 3 4 3 3 2 15 Free Pupil Meals 4 5 3 3 3 18 UiFSM Pupil Meals 7 6 6 4 4 27 Other Meals 3 3 4 5 6 21 Total Meals 17 18 16 15 15 81 Pupil Milk Provided Mon Tues Wed Thu Fri Total Paid P upil Milk 2 1 1 2 2 8 Free Pupil Milk 2 3 2 2 2 11 Total Adult Meals 4 4 3 4 4 19 Adult Meals Provided Mon Tues Wed Thu Fri Total VATable Adult Meals 1 1 1 0 1 4 Non VATable Adult Meals 1 1 0 0 1 3 Free Adult Meals 2 2 2 2 1 9 Total Adult Meals 4 4 3 2 3 16 Payments Received Mon Tues Wed Thu Fri Total Pupil Meals 16 30 10 20 0 00 2 10 2 10 30 70 Pupil Milk 0 00 0 00 0 00 0 70 0 00 0 70 Adult Meals 18 00 3 88 2 50 1 00 0 00 25 38 Total 34 30 14 08 2 50 3 80 2 10 56 78 Please Note If there are no pupil names entered within the Pupil Milk Register or no adult names entered within the Adult Meals Register these sections will not appear in this report Page 4 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports lf the Multiple Sittings option has been activated see Section 1 the Pupil Meals Provided section will be summarised per sitting Pupil Meals Provided Sitting 12 00 Mon Tues Wed Thu Fri Total Paid P upil Meals 0 0 0 0 0 0 Free Pupil Meals 4 4 2 2 3 15 UiFSM
81. on 4 Adult Meals Create Registers To create registers for staff to complete click the Registers button within the Adult Meals section 7 Register Adult Meals Click Yes to print right handed registers No to produce left handed registers or Ves No cancel Cancel to stop the register process Do you want to print right handed registers Register Adult Meals Click Yes if you wish to show any brought forward balances on the register or No if you do not wish to see these on the register Would vou like bwd balances shown on the register Brought forward balances should only be added to the registers if you are going to print them on a weekly basis Right Handed Register Adult Meals Register Week Commencing Bitwd Mon Tue Thurs Fri Fryer Rodney ooo ooo Left Handed Register Adult Meals Register Week Commencing Biwd Mon Tue Wed Thurs Fri 0 00 C IE JE JL JE JE JE Banyard Steve sooo JEJE EE EE IEE Blazey Kevin swo JC JILIL IL IL IL IC __IL_ JL Fryer Rodney The week commencing date will need to be manually entered to the top of the register You may also need to provide a printed copy of the Meal Rates held within the Dinner Monies Database Page 13 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals View Archive Weeks To view previously rolled forward weeks click the Archive
82. ools Finance Dinner Monies Database User Guide Section 1 Database Set Up Import Details from Prior Dinner Monies Database lf you wish to import your pupil and adult names including any brought forward balances from the previous version of the Dinner Monies Database Version 2011 4 click the Import Pupils DMD button within the School Details screen ao upin DM Data Import re you sure you Wish bo import details From the previous Dinner Monies Database Click Yes to continue or No to cancel Please Select the file DinnerMoniesData mdb lf Yes is clicked you will need to browse in the location of the Coreis con previous Dinner Monies ig Prior Year 2009 datafile Prior Year 2010 Desktop Prior Year 2011 Oo Sm If the current Dinner C Monies Database was installed to the same 33 location as the previous ere one this should be G evans Dimeteriesdatamds xl located in a folder My Network Files of type mdb 7 cac called OldVersion Places Open as read only Double click the DinnerMoniesData mdb file or highlight it with a single click and then click Open Prior Year Import Enter the number that relates to the information 1 Pupil Meals Only Lancel you wish to import and 2 Pupil Meals and Milk Only then click OK 3 Pupil Meals and Milk and Adult Data i Which details do you wish bo import From t
83. osoft Excel Pupil Milk Archive as at 26 06 2014 xls MESA IE IEA E E FD RE E AO B lt 0 00 Arial 9 Go E 3 ly File Edit wiew Insert Format Tools Data Window Help B16 X Edwards Jason le Ss Ee ee Pupil Name Dietary Requirements _ Bfwd 02 Jun 14 Adams Matthew Ash 0 00 19 May 14 Baldry Stuart Ash 000 O0 0 25 F 02 Jun 14 Baldry Stuart Ash 0 35 O 0 25 F 02 Jun 14 Blazey Kevin Ash 0 00 F 000 F 02 Jun 14 Harris Stephanie Ash 0 00 0 00 Pupil Milk Snacks Dietary Requirements To view a report listing all pupils within the Milk Snacks f Dietary Register with a specific dietary requirement click the Dietary Needs Needs button Pupils With Specific Dietary Requirements Pupil Milk Snacks Class Pupil Name Dietary Requirements seahorses stanford James Vegetarian Page 13 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Adult Meal Reports Adult Summary A printable version of the meals and payments registered for the current week can be viewed within either the Current Week or Archive Adult Weeks for Adult Meals by opening the required screen and clicking the Adult Summary button Please Note If the summary is accessed from the Archive Weeks screen the details held within the report will relate to the Week Commencing shown in the drop down list at the top of the screen see Section 2 The Adult Summary can also b
84. otal payments received shown within the blue section at the bottom of the screen Weekly Receipts If you wish to print a receipt showing all payments received during the current week double click the Paid field against the required pupil Fri Adj Paid 0 00 0 00 0 00 0 00 ooh 10 00 0 00 0 00 0 00 Receipt for Payments Received for Pupil Milk Snacks WIC 02 June 2014 Pupil Stuart Baldry Class Ash Mon Tues Wed Thur Fri Total 0 50 0 50 Signed RAET Date 25 Jun 2014 The school logo and a scanned signature will only appear on receipts if the correct files have been placed in the Dinner Monies Database folder see Section 1 Page 9 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks This will produce a single receipt will showing all payments received during the current week for the specified pupil To produce a receipt containing all payments received during the current week for all pupils double click the total Paid shown within the blue section at the bottom of the screen Apply Filters Sorting Click the Remove Filter button to restore the screen to all pupils Remove after any filter has been applied Filter Pupil If you wish to view the meal details for a specific pupil or wish to search for a pupil enter part of their name in the Search for Pupil field at the top of screen and then hit the Enter key Search
85. ove after any filter has been applied Filter Pupil If you wish to view the meal details for a specific pupil or wish to search for a pupil enter part of their name in the Search for Pupil field at the top of screen and then hit the Enter key Search for Pupil smi For example entering smi in the search field will filter the screen to any pupil with that sequence of letters in their name such as Smith Jasmine etc Class To view only those details relating to a _ Dolphins WF Sh specific class select the required class from the eEim UiFSM drop down list a Fine For information purposes this list also shows whether the class selected is a recipient of UIFSM Testing Rate Meal To view all pupils registered with a specific et ean egan Wea meal type select the required meal rate from the Pupil Meal drop down list vegetarian Meal _ Christmas Lunch This will filter the screen to show any pupil with the selected meal rate on any day during the current Sitting To view all details relating to a specific sitting select the required start time from the drop down list This option will only appear if the Multiple Sittings option has been activated see Section 1 Page 10 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Meal Required Double click the Meal Required label at the top of the screen to filter the list of pupils to those Meal Requir
86. ppear on receipts if the correct files have been placed in the Dinner Monies Database folder see Section 1 This will produce a single receipt for the payment that was double clicked To produce a receipt containing all payments received on a specific day double click the total payments received shown within the blue section at the bottom of the screen Weekly Receipts If you wish to print a receipt a cere showing all payments received during the current ee eee week double click the Paid field against the required 0 00 RUOTS pupil 0 00 oop 10 00 0 00 000 0 00 Receipt for Payments Received for Pupil Meals wic 02 June 2014 Pupil Stuart Baldry Class Ash Mon Tues Wed Thur Fri Total 10 00 10 00 a SEE eee ene eee ae ene Date 25 Jun 2014 The school logo and a scanned signature will only appear on receipts if the correct files have been placed in the Dinner Monies Database folder see section 1 Page 9 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals This will produce a single receipt will showing all payments received during the current week for the specified pupil To produce a receipt containing all payments received during the current week for all pupils double click the total Paid shown within the blue section at the bottom of the screen Apply Filters Sorting Click the Remove Filter button to restore the screen to all pupils Rem
87. r the name of all classes required into the blank line at the bottom of the screen Universal FSM Place a tick in this option by clicking it if the class is within Key Stage 1 and therefore entitled to Universal Infant Free School Meals UIFSM Sitting If the Multiple Sittings option has been M activated see above select the required sitting start time 43 30 from the drop down list 12 40 13 00 13 20 Sittings Details lf the Multiple Sittings option has been activated see above the pupil meal Summaries will be produced summarised by the sitting start time Up to 5 sittings can be created within the Dinner Monies Database From the Class Details screen click the Sittings af TE ru Details button to view a list of the pre installed sittings sitting Sittings Details Start Time Overtype the pre installed Start Time with the 12 00 start times that your school wishes to use 12 20 Remove any start times that are not required by 12 40 leaving the Start Time blank 13 00 13 20 Page 3 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Meal Rates From the School Details screen click the Meal Rates Meal Rates button Pricing Information Code Description Cost User VAT Daily is c000 iv OO For each meal rate required enter the following information Code Enter the code by which you wish to identify the meal
88. registered lf you wish to print the summary for a specific class or selection of classes click the Class Summaries button to preview the report first and then select the required pages from the printer options shown when Print within the toolbar is selected Pupil Specific Summary Page 11 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports A report detailing all meals and payments registered for a specific pupil during the current academic year can be accessed by double clicking the required Pupil Name within the Current Week auld eae The name of the pupil will be highlighted ash v Bamysma when it is clicked Ash w Blazey Kevin School Milk Snacks Summary Stuart Baldry Meal Type Payments Received Total Total Week Biwd M T W Th F Mon Tues Wed Thur Fri Due Paid Adj Cfwd Notes 19 05 2014 0 00 O F F M M 000 000 000 0 00 030 065 030 0 00 0 35 Test Note Please Note This report will also contain the milk snack and payments details entered for the current Week Commencing which should be the last line of the report Pupil Specific Summary Excel Export A version of the pupil summary as described above can be exported to Microsoft Excel From the Milk Snacks Register screen click the Export button at the top of the screen ur Archive Export Do you wish bo export the archive details For all pupils ves or the
89. relevant section lf a minimum level for Creditors has been set within the School Details screen see Section 1 only credit balances greater than or equal to that amount will have a letter produced If no balances above the minimum level exist a message similar to the following will appear Error There are no pupils with a credit balance greater than 2 50 For school meals Dear Parent Carer of Stuart Baldry Dinner Money Credit 4s at 30 June 2014 your child is 10 00 in credit for school meals Please complete the slip below to indicate what arrangements you would like to make for the credit balance lf you have any queries please do not hesitate to contact us Yours faithfully i The school logo and a scanned signature will Bee only appear on these letters if the correct files e7 have been placed in the Dinner Monies Mr J Stanford Database folder see Section 1 Please refund me fully Please transfer any credit to another child have atthe schoo This option will please state child name not be shown in Adult Creditors would like to donate the remaining credit ta the school letters EU TG A EEE AA le Al T EEE Select Print within the Options toolbar to print the letters Page 2 of 5 Schools Finance Dinner Monies Database User Guide Section 6 Producing Letters Pupil Adult Names If names are entered into the Dinner Monies Database surname first a tic
90. rent Issuing Refunds As per Section 14 6 of the Scheme for Financing Schools All income must be banked promptly and intact without deductions for refunds or petty cash payments This means that any income collected for school meals must be banked in its entirety and any refunds to be given to the parents carers of pupils should be provided in the form of a cheque from the schools bank account Page 5 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Within the Dinner Monies Database the amount of the refund to be provided should be entered into the blue Adj column against the required pupil As the pupil will have a credit balance the refund amount should be entered as a negative amount Payments Received Meal Mon Tue Wed Thur Fri Adj Paid Citwd 0 00 0 00 0 00 0 00 0 00 15 00 0 00 0 00 Within Star Accounts a positive income transaction should be created for the refunded amount z Expenditure Income Click the Income field Youcher Number 8995 Transaction Date 0 umt Customer Supplier Parent O Hl Paid In Date 0 25 Jun 14 Paving In Mo p00 REFUND Refund ome Grass 15 00 lt ____ ik E00 You must ensure that the vat Rate Tt ooo amount is entered as a positive vat 0 00 figure and that the Refund Details j Meal credit refund Cheq ue iS ticked Cheque Number 500123 Cheque Date 25 Jun 14
91. rrent week Registering Meals Required To register meals against adults simply enter the Code that Miik Required was created within the Meal Rates screen see Section 1 that relates to Adult Meals into the relevant day The rate entered will automatically be capitalised after it has been entered TOP TIP If an adult has the same rate each day of the week pressing Ctrl amp A within an adult record i e the Adult Name field is highlighted will automatically populate each day of the week with the rate that has been into Monday M If the Monday field is blank every day will be set to blank if Monday shows a P every day will be updated to P Page 3 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals lf the rate entered is not applicable to the current VAT type of the adult i e the adult is registered as VATable but the Meal Rate is not and vice versa one of the following messages will appear and the rate will be removed Meal Type Error Meal Type Error The Meal Type entered can only be used against YAT adults The Meal Type entered cannot be used against Non AT adults Please re enter the meal type or leave the box blank Please re enter the meal type or leave the box blank The Meal Type entered does not exist Please re enter the meal type or leave the box blank Click OK lf the meal rate entered matches a r
92. rward to the next week o Sorting The default sort order for the Milk Snacks Pupil Name Register screen is by class and then pupil name If you _ wish to view the screen in alphabetical order by pupil name double click the Pupil Name label at the top of the screen Page 11 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks Create Registers To create registers for class teachers TAs to complete click the Registers button within the Pupil Milk Snacks section Register Pupil Milk Snacks Click Yes to print right handed registers Do you want bo print right handed registers No to produce left handed registers or Cancel to stop the register process e e ee Register Pupil Milk Snacks Click Yes if you wish to show any brought forward balances on the register or No if you do not wish to see these on Yes No the register Would you like bwd balances shown on the register Brought forward balances should only be added to the registers if you are going to print them on a weekly basis Right Handed Register Milk Snacks Register Week Commencing Class Ash Biftwd Mon Tue Wed Thurs Fri Adams Matthew eooo JE L_ JE EEE IEE I Clark lan eooo JE 9 Left Handed Register Milk Snacks Register Week Commencing Class Ash Bifwd Mon Tue Thurs Fri Wed 0 00
93. s Write OFfs nu mber Cheque Number DO 25 06 14 Direct Debit Cheque Date 25 Jun 14 Order No Crder Date Enter Coding Details Multiple Coding Future Year Payment Subjective 42610 Provisions This transaction should be entered against subjective code 42810 Provisions If a cumulative transaction is being entered the Details field should be used to list the names of the adults that are having a balance cleared Income Transaction Expenditure Incomeg _Olick the Income field Voucher Number 2 BA Transaction Date 0 2S Jun i4 Customer Supplier Parent Paid In Date 0 25 Jun 14 Paying In Mo 0 PupilMeals ae aYou must ensure that Nett 25 00 the amount is entered vat Rate tiv 2 00 as a negative figure Vat 0 00 Details pa Balances Write OFFs lf your school meals are provided by another school the refund should be registered against Subjective code 93200 Meals General lf your school meals are provided by Norse Catering Services NCS then the refund should be entered against subjective code 93270 Adult Meal VATable Catering Contract Only or 93280 Adult Meal Non VATable Catering Contract Only Page 9 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals lf a mixture of VATable and Non VATable amounts are being refunded either multiple transactions assigned to the same cheque number should be entere
94. snack type requested for each pupil that has had milk snacks registered on the requested day Pupil Milk Snacks Monday wic 02 06 2014 Total Mik Snacks 4 Class Pupil Name Dietary Needs Milk Snack Type Ash Baldry Stuart Fruit Ash Blazey Kevin Free Pupil Milk Ash Webster Belinda Free Pupil Milk Please Note If page breaks have been removed see Section 1 the Total Milk Snacks number shown on the top right of the report will show the total number of meals required on that day for the entire school If page breaks have not been removed the total will relate to that pages class only Pupil Names highlighted in bold are those registered with a Free Meals End Date see Section 3 Adult Meals This report states the name dietary requirement and meal requested for each adult that has had a meal registered on the requested day Adult Meals Monday wic 02 06 2014 Total Meals 4 Name Dietary Needs Meal Type Blazey Kevin Adult Meals Mon vAT Fryer Rodney Duty Voucher Harris stephanie Duty Voucher Knights Linda Fish Allergy Adult Meals AT Please Note Page breaks are not required within the adult meals daily reports therefore the Total Meals shown in the top right of the report relates to all adult meals required for the requested day Page 18 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Banking to Date Report A report listing all banking registered within the
95. t enter part of their name in the Search for Adult field at the top of screen and then hit the Enter key Search for Adult smi For example entering smi in the search field will filter the screen to any adult with that sequence of letters in their name such as Smith Jasmine etc A Adult Meals VAT BA Adult Meals Mon VAT 2 10 D Duty Voucher ia Meal To view all adults registered with a specific rate select the required rate from the drop down list This will filter the screen to show any adult with the selected rate on any day during the current Meal Required Double click the Meal Required label at the top of the screen to filter the list of adults to those M T W Th F that have at least one Meal registered during the current lt i lt C 7CO week Adjustments Double click the Adj label at the top of the screen to filter the list of adults to those that have had an adjustment Adj entered during the current week E Paid Double click the Paid label at the top of the screen to filter the list of adults to those that have had a payment registered ald during the current week Meal C fwd Double click the Meal C Fwd label at the top of the screen to filter the list of adults to only those with a credit or debit Meal balance to be carried forward to the next week Citwd Page 12 of 14 Schools Finance Dinner Monies Database User Guide Secti
96. te Error x The Meal Type entered does not exist Please re enter the meal type or leave the box blank Click OK If the meal rate entered matches a rate that exists for another type milk or adult meals the following message will appear f Meal Type Error The Meal Type entered is not valid For Pupil Meals Please re enter the meal type or leave the box blank Click OK Click the View Meal Rates button at the top of the screen to view a list of all applicable codes Rates Click here to close the Pupil Meal Rates form Rate Description G Testing Rate Home Packed Lunch Vegan Meal Pupil Meal Vegetarian Meal Christmas Lunch Page 3 of 13 Schools Finance Dinner Monies Database User Guide Section 2 Pupil Meals Clearing Meals Required When the Dinner Monies Database is rolled forward from one week to the next pupils that have been locked see above will carry the meals registered into the following week If that week has a bank school holiday within it you must ensure that any meals registered for those days are removed All meals registered for any day can be cleared by Meal Required double clicking the label at the top of the column M T W Th F N N N WN Clear Meals Are you sure vou Wish to remove all meals registered For Monday e Click Yes to remove the meals registered or No to cancel Please Note If meals are remov
97. th a page break between each class unless this option is ticked i e each class is shown on a separate sheet If this option is ticked the page breaks will be removed meaning the daily reports will be a continuous list of meals required Optional Roll Forward Prints O Detailed Weekly Summary O Weekly Pupil Meal Class Summary Weekly Pupil Milk Class Summary O Weekly Adult Meals Summary Place a tick in each of the reports shown that you wish to print as part of your standard roll forward pack Please see section 8 for details regarding each of these reports Minimum Creditors and Debtors Levels Minimum Levels Creditors Debtors Letters Creditors Debtors Pupil Meals 1 00 Eo Pupil Milk EDSA 1 00 Adult Meals 030 2 00 Within the Dinner Monies Database it is possible to produce Creditors and Debtors letters for each type of Meal Milk registered If your schools finance policy has a minimum level at which these letters should be produced enter it within this section Letters will not be produced for any pupil adult with a balance less than the levels set lf letters are required for all balances leave each of these fields as 0 00 Page 2 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Class Details From the School Details screen click the Classes Classes button Classes ane Universal Class Name FSM Sitting A of M Class Name Ente
98. uce a single receipt for the payment that was double clicked To produce a receipt containing all payments received on a specific day double click the total payments received shown within the blue section at the bottom of the screen Weekly Receipts If you wish to print a receipt j i Fri Adj Paid showing all payments received during the current week double click the Paid field against the required 009 004 siL0u adult 0 00 ooh 10 00 0 00 0 00 0 00 Receipt for Payments Received for Adult Meals WIC 02 June 2014 Name Rodney Fryer Mon Tues Wed Thur Fri Total 10 00 10 00 Signed Date 26 Jun 2014 The school logo and a scanned signature will only appear on receipts if the correct files have been placed in the Dinner Monies Database folder see section 1 This will produce a single receipt will showing all payments received during the current week for the specified adult To produce a receipt containing all payments received during the current week for all adults double click the total Paid shown within the blue section at the bottom of the screen Page 11 of 14 Schools Finance Dinner Monies Database User Guide Section 4 Adult Meals Apply Filters Sorting Click the Remove Filter button to restore the screen to all adults Remove after any filter has been applied Filter Adult If you wish to view the meal details for a specific adult or wish to search for an adul
99. uired Class Pupil Name Requirements Bifwd M T W Th F Mo Ash Baldry Stuat s35 Mee Si Please Note This screen is provided for information purposes only No changes can be made to any of the data held within it meals required or payments received However filters can be applied and receipts can be printed for the selected week If a class summary is printed from an archive week it will relate to the selected archive week To view any other previously rolled forward week Commencing ERRaE Oa weeks select the required Week arr Sa a Commencing date from the drop down list Meal Meal Reon Page 13 of 13 Schools Finance Dinner Monies Database User Guide Section 3 Pupil Milk Snacks All features relating to the registering of Pupil Milk PUPIL MILK SNACKS Snacks can be found within the yellow section of the Current Week Main Menu Archive Weeks Click the Current Week button within this Registers a r Creditors Letter Debtors Letter Fa gt p Creating a New Pupil Within the Milk Snacks Register any new pupils required should be entered into the blank line at the bottom of the list of current pupils Either scroll to the last line or press Ctrl amp End on the keyboard to jump to the bottom of the screen Search for Pupil j Dietary aes pees Class Pupil Name Requirements Tepe End Date Class Select the required class from the drop down list If the required class
100. up Dinner Monies Database Completing the Dinner Monies Database Setup Wizard Setup has Finished installing Dinner Monies Database on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup Click Finish Page 3 of 4 Schools Finance Dinner Monies Database User Guide Appendix 1 Installation Guide lf the option to create a shortcut was selected during the installation process a Dinner Monies Database shortcut should ab be present on the desktop Double click this shortcut to open the Dinner Montes programme Database The password for the Dinner Monies Database is dinners Complete Upgrade installed A message confirming the version number of the Dinner Monies Database that has been installed will appear Click OK Once installed please follow the instructions provided in Section 1 of the User Guide to complete the set up of the Dinner Monies Database Please Note To avoid confusion if the Dinner Monies Database is installed to the same location as the previous version of the Dinner Monies Database all files and folders relating to the prior version will be moved to an OldVersion folder as part of the installation process Page 4 of 4 Schools Finance Dinner Monies Database User Guide Appendix 2 Should Charge VAT for School Meals Who is the food STAFF OR Is the food being being provided to VISITORS co
101. ur Fri Mon Tues Wed Thur Fri Due Paid Adj Cfwd Adams Matthew 000 000 000 000 000 0 00 0 00 000 0 00 0 00 Baldy Stuart 035 0 F F M M 000 000 000 050 0 00 065 050 000 0 50 Blazey Kevin 000 000 F F Fo F F 0 00 0 00 000 020 0 00 000 020 0 00 0 20 Harris Stephanie 000 0000 0 00 0 00 000 000 0 00 000 000 0 00 000 Knights Linda 0 Ego 0 00 000 0 00 000 0 00 000 000 0 00 000 Pedley Lynden 0 0000 0 00 0 00 000 000 0 00 000 000 0 00 0 00 Stanford James 000 0000 0 00 0 00 000 000 0 00 000 000 000 0 00 Webster Belinda 000 F 0 00 0 00 000 000 0 00 000 000 0 00 0 00 Totals KUIS 3 2 2 2 2 0 00 0 00 0 00 0 70 0 00 0 65 0 70 0 00 0 30 Please Note If the class summary is accessed from the Archive Weeks screen the details held within the report will relate to the Week Commencing shown in the drop down list at the top of the screen see Section 2 Class Summaries can also be printed without previewing them by clicking the Print Summaries button This option is only available in the current week Print Summaries F Print Ore vou sure vou wish bo print the class summaries Click Yes or No as required Remember This report prints a summary for each class separated by page breaks regardless of whether any milk snacks or payments have been
102. utton is clicked to avoid entry duplication Brought forward balances for Pupil Milk Snacks may be required if they exist Any Adults that you wish to register meals for within the Dinner Monies database should also be created within the Adult Meals screen including any take on balances entered into the adjustment column Page 8 of 10 Schools Finance Dinner Monies Database User Guide Section 1 Database Set Up Take On Balance Roll Forward When using the Dinner Monies Database for the first time without importing balances and names from the previous version of database any take on balances should be entered into the week before you will start registering meals For example if the database is to be used for the first time in Week Commencing 01 09 2014 any take on balance should be entered into week commencing 25 08 2014 Once any take on balances have been entered a Roll Forward should take place to place the database in the correct week Tey commencing From the Main Menu click the Roll Forward button which is located within the General Roll Forward Are you sure vou wish to roll Forward From week commencing 25 08 2014 Click Yes to continue or No to cancel You are now in week commencing 01 September 2014 IF this is a school holiday please amend the Week Commencing within the School Details screen to the required week Click OK Please refer to Sectio
103. ve checked and counter signed the paying in slips to ensure that bankings ae entire and reconcile to this statement RATE T WR OA sad DY s sis es sin hed ns ts oe i nc wh be eis em et ela on ss Sct na dc ova DSE iii Norfolk Primary School 9999 Page 1 of 2 26 06 2014 11 44 36 This report must be kept for audit purposes The Kitchen Summary From the Main Menu click the Kitchen Summary bution The Kitchen Summary provides a summary of the number of pupil and adult meals required each day along with a summary of the number of meals according to the meal rate entered Pupil Meals by Payment Type Mon Tues Wed Thu Fri Total Paid P upil Meals 3 4 3 3 2 15 Free Pupil Meals 4 5 3 3 3 18 UiFSM Pupil Meals 7 6 6 4 4 27 Other Meals 3 3 4 5 6 21 Total Meals i ti 18 16 15 56 Pupil Meals by Meal Rate Mon Tues Wed Thu Fri Total H 0 00 Home Packed Lunch a 3 4 5 6 21 N 210 Yegan Meal 2 2 2 2 1 9 P 2 10 Pupil Meal 10 11 a 6 fd 42 Y 210 Vegetarian Meal 2 2 2 1 1 8 xX 2 25 Christmas Lunch 0 0 0 1 0 1 Total Meals 17o 18 16 145 15 g Meal rates will only be shown if they have been used at least once during the current week Adult Meals by Paym ent Type Mon Tues Wed Thu Fri Total VATable Adult Meals 0 4 Hon VATable Adult Meals 0 T 1 3 Free Adut Meals 2 Mae The adult meals section will only appear if at least one Adult has been created within the database Adult Meals by Meal Rate Mon A 258 Adu
104. y Reports Daily Reports GENERAL Wednesday Tuesday Tuesday Wednesday Wednesday Thursday Thursday Friday Friday All daily reports within the Dinner Monies Database will automatically print with a page break between each class unless the option to remove these page breaks has been removed see Section 1 Pupil Meals This report states the class pupil name dietary requirement and meal type requested for each pupil that has had a meal registered on the requested day If the Multiple Sittings see Section 1 option has been activated this report will also state the sitting start time for each class Pupil Meals Monday wic 02 06 2014 Total Meals 14 Class Pupil Name Dietary Needs Meal Type Sitting 1 Start Time 12 00 Ash Adams hlatth ew Pupil teal Ash Baldry Stuart Pupil teal Ash Blazey Kevin Pupil Meal Ash Harris stephanie Vegan heal Please Note If page breaks have been removed see Section 1 the Total Meals number shown on the top right of the report will show the total number of meals required on that day for the entire school If page breaks have not been removed the total will relate to that pages class only Pupil Names highlighted in bold are those registered with a Free Meals End Date see Section 2 Page 17 of 19 Schools Finance Dinner Monies Database User Guide Section 5 Reports Pupil Milk Snacks This report states the class pupil name dietary requirement and milk

DINNER MONIES DATABASE USER GUIDE

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