Patron Balance

This functionality is only available to customers who have purchased Campus Point of Sale as add-on functionality.

PATH: Point of Sale > Reports > Patron Balance

The Patron Balance Report allows users to generate a report of account balances for student, staff and/or generic accounts as well as create and generate account balance letters for distribution to patron parents/guardians.

This article includes the following topics:

Patron Balance Report

Users should inactive accounts, remove PINs and zero-out balances using the Account Management Wizard for students and staff who will not be returning the next school year. This ensures the most accurate results for accounts being included within Patron Balance reports and letters.

Low Balance Report

The Low Balance Report lists account balances for student, staff and/or generic accounts based on criteria selected on the report editor.

If any staff in the district have a District Employment record only, the School selected has to be District (All Schools) in order for them to be included within report results. If an account has only patron(s) without employment or enrollment records, they will only appear in the report when a Location School is set on the Account Info tab and the specific School is selected on the report editor. Location School cannot be set to Default and School criteria cannot be District (All Schools) when reporting results for generic accounts.

Low Balance Report Editor

Generating the Low Balance Report

To generate the Low Balance Report:

  1. Select a Report Type of Low Balance Report.
  2. Select the School reporting data.
  3. Select the School Year.
  4. Select an Ad Hoc Filter. (optional)
  5. Select the Summary Type. See the table below for more information.
  6. Enter the Date in which to pull the posted balance and Eligibility selected.
  7. Enter a Max Balance (optional)
  8. Mark which patron Eligibility(s) are included within the report. See the table below for more information.
  9. Select a Sort Option.
  10. Limit results based on the patron's Account Status. See the table below for more information,
  11. Mark the Show All Patrons on Account checkbox to report all patrons on a multi-patron account when at least one patron on the account meets the report criteria selected.
  12. Mark the Include End Dated Patrons checkbox to include patrons with end dated enrollment or employment records.
  13. Mark the Include Patron Eligibility checkbox to include patron eligibility information within the report.
  14. Select the Report Format.
  15. Click the Generate Report button. The report will appear in a separate window in the designated format.

Field

Description

Report Type

The type of report being generated. Select "Low Balance Report".

School

Limits the results to patrons with enrollment or employment records at the selected school(s), or patrons who have a Location School set on their account at the selected school(s).

School Year

Limits the results to student patrons with enrollment in the school year chosen.

Ad Hoc Filter

Filters results based on fields within the Ad hoc filter selected. (Optional) Ad hoc filters are created using the Filter Designer tool.

Summary Type

Determines the Summary Type:

  • Daily - Reports the posted balance on the day entered.
  • Period - Reports the posted balance on the first date entered and the posted balance on the last day entered.
  • Month - Reports the posted balance on the first day of the month and last day of the month selected.

Date

Reports account balances based on the date transactions are posted to the account.

Max Balance

Limits results to accounts with a balance equal to or less than the amount entered.

Eligibility

Limits report results to patrons with the meal status(es) selected as of the School Year and Date entered on the report editor.

Sort Option

Determines how report results are sorted. Options include:

  • Patron Name - Sorts results by patron name for the patron on the account with a last name, first name combination closest to A (based on patrons who best meet criteria selected).
  • Grade & Name - Sorts results based on the patron on the account with the lowest sequenced grade ascending, then by last name, first name ascending. Sequenced grade means the Sequence Number assigned to the grade on the Grade Levels tab.
  • Balance - Sorts results based on account balance amount in descending order.
  • Account Number - Sorts results based on Account Number in ascending order.

Account Status

Limits results based on account status.

  • Active - Only accounts with the Active checkbox marked on the Account Info tab are reported.
  • Inactive - Only accounts with the Active checkbox unmarked on the Account Info tab are reported.
  • All - All accounts are reported, regardless of whether or not the Active checkbox is marked on the Account Info tab.

Show All Patrons on Account

When marked, the report will list all patrons in a multi-patron account when at least one patron on the account meets the report criteria selected. this includes patrons on the account without end dates on their enrollment or employment records.

Include End Dated Patrons

When marked, patrons with end dates entered on their enrollment record in the School Year selected, or staff patrons with ended employment records will appear on the patron list.

Include Patron Eligibility

When marked, patron eligibility is included within report results.

Report Format

The format of the generated report.

Low Balance Report Column Descriptions

Low Balance Report - PDF Format

 

The following tables describes each report column.

Column

Description

Account#

The patron's account number.

Student/Staff Number

The student or staff number of the patron.

Patron Name

The name of the patron.

Grade

The grade the patron is enrolled in as of date entered on the report editor.

Eligibility

The patron's Food Service eligibility. This column is only reported if the Include Patron Eligibility checkbox is marked on the report editor.

Account Balance

The patron's account balance as of the date entered on the report editor. Balances in red and parentheses indicate the amount is a negative value.

Low Balance Letter

The Low Balance Letter report creates letters about student, staff and/or generic account balances for use in informing a parent(s), guardian(s) and/or other appropriate parties about specific patron account balances.

Low Balance Letter Editor

 

Low Balance Letter Logic

The following logic is used when generating Low Balance Letters:

Generating Low Balance Letters

To generate a Low Balance Letter:

  1. Select a Report Type of Low Balance letter.
  2. Select a letter template. See the Creating a New Letter Template section below for more information about creating/editing letter templates.
  3. Select a Household Letter Print Option.
    • Select the Multiple Accounts per Letter radio button to have all accounts associated with a household grouped into one letter. For family accounts, all patrons on an account will list in the letter, even if only one patron the account is associated with the household. See the table below for detailed information about scenarios which impact this option.
    • Select the One Account per Letter radio button to have a separate letter generated for each account associated with the household.
  4. Mark the Print Letters for Secondary Household checkbox to letters generated for all appropriate guardians for accounts where at least one patron is marked as a Secondary Member on the Members tab.
  5. Select the School reporting data.
  6. Select the School Year.
  7. Select an Ad Hoc Filter. (optional)
  8. Enter a Max Balance. (optional) Patron accounts must have less than or equal to this amount in order to be included within generated letters.
  9. Mark which patron Eligibility(s) are included within the report.
  10. Select a Sort Option. See the table below for more information.
  11. Limit results based on the patron's Account Status. See the table below for more information
  12. Mark the Include End Dated Patrons checkbox to include patrons with end dated enrollment or employment records as of the Summary Date entered.
  13. Select the Print Letterbutton. Low Balance Letters will appear in a separate window in PDF format.

    When printing generated letters, users should set Page Scaling settings to Fit to Printable Area or Shink to Printable Area to ensure address will line up in a #10 window envelope.

Field

Description

Report Type

The type of report being generated. Select "Low Balance Letter".

Household Letter Print Option

Determines how accounts are displayed on the letter.

  • Multiple Accounts per Letter - All accounts associated with a household are grouped into one letter. For family accounts, all patrons on an account will be listed in the letter, even if only one patron on the account is associated with the household. The letter will be addressed to all common person(s) marked as Guardian and Mailing for the patron(s) in a household. If a household has a mom with her own children and a step-dad with his own children, the option will address a letter to both mom and step-dad and have all accounts listed (assuming mom and step-dad are marked as Guardian/Mailing for at least one patron on each account).
  • One Account per Letter - A separate letter will be generated for each account associated with the household.

Print Letters for Secondary Households

If marked, letters will generate for appropriate guardians for accounts where at least one patron is marked as a Secondary Member on the Members tab.

School

Limits the results to patrons with enrollment or employment records at the selected school(s), or patrons who have a Location School set on their account at the selected school(s).

School Year

Limits the results to student patrons with enrollment in the school year chosen.

Ad Hoc Filter

Filters results based on fields within the Ad hoc filter selected. (Optional) Ad hoc filters are created using the Filter Designer tool.

Max Balance

Limits letters generated to accounts with a balance equal to or less than the amount entered in this field.

Eligibility

Limits letters generated to accounts including any patrons with the meal status(es) selected as of the Summary Date.

Sort Option

Determines how letter information is sorted.

  • Patron Name - Sorts results by patron name for the patron on the account with a last name, first name combination closest to A (based on patrons who best meet criteria selected). For example, if an account has patrons with a Free and a Paid eligibility but an Eligibility of Paid is selected on the letter editor, results will sort based on the Paid patron's last name.
  • Grade & Name - Sorts results based on the patron on the account with the lowest grade ascending, then by last name, first name ascending.
  • Homeroom Teacher- Sorts results based on the patron on the account with the lowest grade assigned to a homeroom and then by that patron's last name alphabetically (for multi-patron accounts). For accounts containing multiple patrons with the same last name,  letters are sorted based on the Primary Teacher listed on the Section Tab alphabetically.

    Homeroom Teacher will only work for students in a school assigned to a homeroom as of the day the letter is generated. If this option is selected and school is between Terms where students are not in a homeroom on the day entered on the letter editor, generated letters will report as No Homeroom Assigned. If a School Year is selected that is in the past or future, this option will not sort past or future homeroom assignments.

Account Status

Limits results based on account status.

  • Active - Only accounts with the Active checkbox marked on the Account Info tab are reported.
  • Inactive - Only accounts with the Active checkbox unmarked on the Account Info tab are reported.
  • All - All accounts are reported, regardless of whether or not the Active checkbox is marked on the Account Info tab.

Include End Dated Patrons

When marked, patrons with end dates entered on their enrollment record in the School Year selected or staff patrons with ended employment records will appear on generated letters.

Understanding Low Balance Letters

Low Balance Letters are displayed based on the letter template selected. The imagine below is an example of a generated letter.

Example of a Low Balance Letter

Creating Low Balance Letter Templates

Before Low Balance Letters can be generated, letter templates must be created. Letter templates serve as the framework for each letter generated where criteria entered on the Low Balance Letter editor determines the data populated within each letter section. Once a template is created, users can continue to generate the same letter while reporting different data based on criteria entered on the letter editor.

Creating a New Letter Template

To create a new letter template, select the New Letter button. The Letter Detail and Letter Format editors will appear.

Letter Detail

Enter the Letter Name and select the Font Type (Arial or Times New Roman). To include an additional 1" header margin, mark the Allow Margin for Letter Head checkbox.

Letter Format

Each field within the Letter Format editor contains pre-populated information. This information was included to provide a common letter structure and may be deleted/edited.

  1. Enter a Header for the letter.
  2. Enter what text will appear before the Date. You cannot remove the date from populating in this section, only determine what text displayed before it.
  3. Guardian Information cannot be modified.
  4. Enter the Letter Introduction.
  5. Enter what text is displayed before the patron account number(s), patron account names and account balance fields in the Patron Account Balance Information section.
  6. Enter the Letter Body.
  7. Enter a Closing Statement.
  8. Enter a Footerfor the letter. 

    The footer automatically includes the USDA non-discrimination clause as of December 2011. Users are responsible for maintaining this clause to match changes and updates made by the USDA.

  9. Select the Save icon. The letter template is now saved.

Example of a Low Balance Letter

The image above is an example of a generated Low Balance Letter. Users should match each section of the Letter Format editor to each section in this example for a better understanding of how and where each field is displayed on generated letters.

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