SIMS Dinner Money End of Year Procedures 2018

Transcription

1 SIMS Dinner Money End of Year Procedures 2018 Document Reference DMS003 Published/Updated May 2018 Fully accredited by Capita SIMS for proven quality of SIMS support Contact us via the ICT Service Desk at:

2 Herts for Learning 2018 Copyright of this publication and copyright of individual documents and media within this publication remains with the original publishers and is intended only for use in educational settings, schools and academies. All rights reserved. Extracts of the materials contained in this publication may be used and reproduced for educational purposes only. Any other use requires the permission of the relevant copyright holder. Requests for permissions, with a statement of the purpose and extent, should be addressed to: help@sd.hertsforlearning.co.uk Herts for Learning Ltd. Registered in England and Wales No Registered office: Robertson House, Six Hills Way, Stevenage, Hertfordshire, SG1 2FQ

3 CONTENTS INTRODUCTION... 1 CREATING THE NEW CATERING YEAR... 2 PUPIL MEAL CHARGES... 3 Pupil Meal Charges (cont)... 4 Updating Meal Charges for Junior Schools & Schools with no Nursery... 6 Staff Meal Charges... 8 Adhoc Meal Charges... 9 PRE END OF YEAR CHECKS END OF TERM Pupils in Debt Staff in Debt Staff and Pupils in Credit Cash Refunds Balance Transfers Debt Transfers Writing Off a Debt Catering Return and Dinner Numbers by Week Default Meal Patterns Charge Forecast Letters Tasks for the Beginning of Term i

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5 Introduction Introduction This document will guide you through completing your End of Year Tasks in SIMS Dinner Money. IT IS VITAL THAT THESE PROCEDURES ARE CARRIED OUT BEFORE THE START OF THE NEW ACADEMIC YEAR, 01/09/2018. SCHOOLS THAT DO NOT COMPLETE THIS DOCUMENT BEFORE ENTERING MEALS IN THE AUTUMN TERM WILL NEED HELP FROM THE DATA MANAGEMENT SERVICES TEAM PLEASE NOTE THAT THIS MAY TAKE SOME TIME AND MAY BE CHARGEABLE. If you have any queries or problems please contact the ICT Service Desk: Telephone: Option 1, Option 1 help@sd.hertsforlearning.co.uk In order to proceed, your school will need to have created the new Academic Year 2018/2019 in SIMS as explained in the End of Year Document Ref: DMS001 Primary, Nursery and Special Schools. Check the New Academic Year has been created via the School Diary: In SIMS go to Focus > School > School Diary. The new academic year will show as below if it has already been created. Doc Ref DMS003 Herts for Learning 2018 Page 1

6 Creating the New Catering Year Creating the New Catering Year 1. In SIMS go to Tools > Dinner Money > Setup. 2. Go to Hyperlink No 2 - Catering Returns and click New on the right of the screen. 3. In the Add/Edit Catering Year Box: Enter name i.e. 2018/2019 Catering date 01/09/2018 Frequency Monthly Repeat Every 1 st 4. Click OK and Save. 5. You will get a message for you and all other users to log out of SIMS. Click OK. Log out and back into SIMS. Completed Page 2 Herts for Learning 2018 Doc Ref DMS003

7 Pupil Meal Charges Pupil Meal Charges Please note that these charges are for schools that use Herts Catering Ltd. You will need to enter your own charges if you DO NOT use Herts Catering Ltd. Herts Catering Ltd increased their charging price to schools for pupil meals to 2.40 on 1 st April HCC have said that schools can raise their selling price to 2.50 from September 2018 but it is completely up to your school to decide which price you wish to charge. If you choose to charge above 2.40 the school will get the extra cost per meal back. To ensure all pupils are charged correctly including pupils taught out of year, separate meal definitions are required for Early Years (Nursery and Reception) and Primary (Years 1 to 6) as Nursery meals are cheaper. If you do not have a Nursery or are a Junior School you will just need one meal definition per meal type. SIMS knows not to charge pupils eligible for Universal Infant Free School Meals regardless of the meal charge entered. The start date for all the new meal charges is 01/09/2018. If your prices are not changing from September you will not need to change them. You may have meal types in addition to those below but they work in the same way. Description Meal Type Mapping HCL Charging Price School Meal EY School Meal N1, N2, R 2.25 Done School Meal Pri School Meal Y Red Meal EY Red Meal N1, N2, R 2.25 Red Meal Pri Red Meal Y Green Meal EY Green Meal N1, N2, R 2.25 Green Meal Pri Green Meal Y Yellow Meal EY Yellow Meal N1, N2, R 2.25 Yellow Meal Pri Yellow Meal Y Junior Schools or Schools with no Nursery will have the set up below: School Meal School Meal R-6 or Y Red Meal Red Meal R-6 or Y Green Meal Green Meal R-6 or Y Yellow Meal Yellow Meal R-6 or Y Doc Ref DMS003 Herts for Learning 2018 Page 3

8 Pupil Meal Charges Pupil Meal Charges (cont) If you are increasing your prices in September and have a Nursery and therefore EY and Pri Meal set up then follow the instructions below. If you do not have Nursery, are a Junior school or do not have EY and Pri meals set up then follow from page Choose Tools > Dinner Money > Pupil Meal Definitions. 2. Click Search to show all Meal Types and double click to open School Meal EY, (or whatever description you have as your main meal type.) 3. At Hyperlink 2, Charges click New. Page 4 Herts for Learning 2018 Doc Ref DMS003

9 Pupil Meal Charges 4. Enter a start date of 01/09/2018 and your new charge. Click OK and Save. This will automatically put an end date into the old charge. 5. Click the Browse button at the top of the page to go back to the Meal Definitions screen. 6. Click Search to show all Meal Types and double click to open School Meal Pri, (or whatever description you have as your main meal type.) 7. At Hyperlink 2, Charges click New. 8. Enter a start date of 01/09/2018 and your new charge. This will automatically put an end date into the old charge. Click OK and Save. Doc Ref DMS003 Herts for Learning 2018 Page 5

10 Pupil Meal Charges Schools using pupil choice will now need to repeat steps 1-8 to update meal prices for their Red Meal EY, Red Meal Pri, Green Meal EY, Green Meal Pri, Yellow Meal EY and Yellow Meal Pri where necessary. This will be the same for any other options you have set up such as Blue Meal or Jacket Potato. Updating Meal Charges for Junior Schools & Schools with no Nursery Only complete if you have not completed steps 1-8 above and are updating your prices for September. 1. Choose Tools > Dinner Money > Pupil Meal Definitions. 2. Click Search to show all Meal Types and double click to open School Meal, (or whatever description you have as your main meal type.) 3. At Hyperlink 2 Charges, click New on the right hand side. 4. Enter a start date of 01/09/2018 and your new charge. Page 6 Herts for Learning 2018 Doc Ref DMS003

11 Pupil Meal Charges 5. Click OK. This will automatically put an end date of 31/08/2018 on the previous meal charge. Save and Close. Schools that use Pupil Choice Options will now have to repeat steps 1-5 for EACH of the meals they provide e.g. Red/Green/Yellow and any other meal options that have been set up such as Blue Meal/Jacket Potato. Completed Doc Ref DMS003 Herts for Learning 2018 Page 7

12 Pupil Meal Charges Staff Meal Charges Please note that the figures below are the charging price to schools set by Herts Catering Ltd. You will need to enter your own charges if you DO NOT use Herts Catering Ltd. These prices include VAT for staff meals. Meal Type Old price New price Adult Full meal Adult Main Course only Adult Pudding Only If you are updating your staff meal prices in September, go to Tools > Dinner Money > Staff Meal Definitions. 2. Click Search to show all staff meal types and double click on Paid Staff Meal to open it. 3. At Hyperlink 2, Charges click New. Enter a start date of 01/09/2018 and the new charge and click OK. This will automatically put an end date of 31/08/2018 against the old charge. Click Save. Page 8 Herts for Learning 2018 Doc Ref DMS003

13 Pupil Meal Charges 4. Repeat Steps 1-3 for all other meal definitions with a charge such as Main course Only. It will be the same process if you have Red, Green and Yellow Options set up for Staff. Close. Adhoc Meal Charges Completed Please note that these charges are for schools that use Herts Catering Ltd. If you are charging above 2.40 for pupil meals you can enter your new price here. You will need to enter your own charges if you DO NOT use Herts Catering Ltd. Meal Type Old price New price Done Adult Paid Meal Adult Free Meal Child Paid Meal (Junior) Child Paid Meal (Infant) If you are updating your Adhoc meal prices for September, go to Tools > Dinner Money > Adhoc Meal Definitions. Doc Ref DMS003 Herts for Learning 2018 Page 9

14 Pupil Meal Charges 2. Search to show all meal types and double click on Paid Adult Meal to open it. 3. At Hyperlink 2, Charges click New on the right hand side. Enter the start date of 01/09/2018 and the new charge. Click OK. This will automatically put an end date of 31/08/2018 on the old charge. Click Save at the top of the page. 4. Click the Browse button at the top of the page to go back to the Meal Definitions screen. Repeat for the Paid Child Meal with a new charge if necessary. 5. Change any other meal charges if necessary. Completed Page 10 Herts for Learning 2018 Doc Ref DMS003

15 Pre End of Year Checks Pre End of Year Checks The following processes can be done at any point but it is advisable to wait as late as possible to deal with balances and do the banking. It is important that you clear all debts for Year 6 pupils who are leaving. You can transfer a debt or a credit for a leaver to one of their siblings by following page 15 of this document. (Any outstanding balances for pupils who are not leaving will be carried over to next year). Please Note: Jenny Reed at Herts Catering Ltd is looking to recover school debts as far back as September Please make every effort to recover these debts for leavers who have left in previous years. Run letters for Pupils in Debt by choosing Reports > Dinner Money > Letters > Debtor. 1. At the Criteria for Debtor Letter leave the Level of Debt Over at 0.00 and enter a Level of Debt To as Click Continue and OK. 2. This will produce letters for all pupils that currently owe Dinner Money. If you have any debts that may be a cause for concern, make a copy of the letter and file it. These should be sent to Jenny Reed as evidence if the debt has to be referred to her for collection. 3. Continue to monitor and chase any debts, sending 2 nd and 3 rd letters if necessary. If you would like help to customise your letters go to Tools > Dinner Money > Setup then select hyperlink 8, Letter Templates. Select Open to edit the relevant template. 4. It may be necessary to retain some cash for making cash refunds where pupils have a credit balance at the end of term. This usually only applies to leavers who have no siblings at the school. Please ensure you get a signed receipt for any cash refunds. 5. Check staff credit and debit balances and chase any outstanding amounts by following the instructions on page 13. Doc Ref DMS003 Herts for Learning 2018 Page 11

16 End of Term End of Term 1. Enter any changes in Pupil Meals, Staff Meals and Adhoc Meals for the last day of term and any entries that need to be changed for previous days. 2. Enter all payments received for Pupils, Staff and Adhoc Visitors. 3. Complete your Banking. Pupils in Debt Print out a list of Pupils in Debt. You will need to send a copy of this to Jenny Reed at Herts Catering Limited. 1. Choose Reports > Dinner Money > Finance > Pupil Balances. 2. At the criteria for Pupil Balances Report: Dates to cover the entire academic year Change Group Type to All Change the Balance Type to In Debt Click Continue Click OK 3. Print the report. Page 12 Herts for Learning 2018 Doc Ref DMS003

17 End of Term If a pupil has an outstanding debt that you have been unable to recover despite the parents being sent at least 3 Debt Letters, this needs to be referred to Jenny Reed at Herts Catering Limited. Details of how to refer the debt can be found in the School Milk and Meals Administration Handbook available on the Hertfordshire Grid for Learning > School Admin > Free School Meals > School Milk & Meals Administration Handbook (top right hand corner of the page). Please be aware that any debt passed to Herts Catering Limited is pursued by them for 60 days. After this period of time, if the debt has not been recovered it will be referred back to the school for them to recover. The amount of the debt will be debited from the schools account via the Biscuit. Staff in Debt Print out a list of Staff in Debt. You will need to send a copy of this to Jenny Reed at Herts Catering Limited. 1. Choose Reports > Dinner Money > Finance > Staff Balances. 2. At the Criteria for Staff Balances Report Screen: Dates to cover the entire academic year Change Group Type to All Change the Balance Type to In Debt Click Continue Click OK Doc Ref DMS003 Herts for Learning 2018 Page 13

18 End of Term 3. Print the report. Staff and Pupils in Credit 1. Repeat as per Page 12 for Pupils in Debt but selecting a Balance Type of Pupils in Credit and remembering to change your group type to All. Print. 2. Print out a list of Staff in Credit with a balance of more than Repeat as above but select a Balance Type Credit. Print. 3. Send copies to Jenny Reed at Herts Catering Limited. Cash Refunds Cash refunds up to a value of 30 can be dealt with by the school. Higher amounts should be referred to Jenny Reed at Herts Catering Limited for external refunding. 1. Choose Focus > Dinner Money > Pupil Additional Transactions. 2. Search for the pupil and open the record. Page 14 Herts for Learning 2018 Doc Ref DMS003

19 3. Select Hyperlink 3 Additional Transactions, click New and Refund. End of Term 4. Enter the Amount of the Refund and the Reason. 5. Click OK and Save. Balance Transfers If the Pupil is a leaver with a sibling remaining at the school the credit can be transferred to the younger child. 1. Choose Focus > Dinner Money > Pupil Additional Transactions. 2. Search for the Pupil who is leaving and open the record. 3. Select Hyperlink 3 Additional Transactions, click New and Balance Transfer. 4. Enter the Amount and Reason. Doc Ref DMS003 Herts for Learning 2018 Page 15

20 End of Term 5. Click on the Magnifying Browse on the right of the Transferee box. 6. At the Find Pupils screen Search for the sibling (remaining in the school), click OK and OK again. 7. Click Save. Debt Transfers A debt can also be transferred to a sibling but you must remember to put a minus (-) in front of the amount to indicate it is a debt. Writing Off a Debt If you have any leavers with a debt that has not been recovered you will need to write off the debt. This can only be done after the pupil detailed statement of account and the 3 debtor letters have been sent and an invoice from HCL has been received. 1. Choose Focus > Dinner Money > Pupil Additional Transactions. 2. Search for the pupil in the Find Pupils browse. Page 16 Herts for Learning 2018 Doc Ref DMS003

21 End of Term 3. Open the record. 4. Click Hyperlink 3 Additional Transactions, click New then Write Off. 5. Enter the amount to be written off. This must be the amount stated on the invoice received from Herts Catering Limited once you have passed the debt to them and must not include any further debts that may have accumulated. 6. Enter the reason and invoice number, click OK and Save. Herts Catering Limited will pursue the debt for 60 days on the school s behalf. If the parent pays the HCL invoice it can be left as a write off as long as the invoice number has been quoted. If HCL have not been able to recover the debt during this period, the debt will be passed back to the school and the amount owing taken directly from the school s accounts. The parent would have been told to pay this direct to HCL. However, if the parent brings money to the school then you can either: Pay this straight into your own school general account without recording in SIMS. You can reverse the write off, put the payment back into SIMS ensuring you record a separate banking return for this transaction, paying it in to your school general account. If the school are willing to pay the debt and not chase the parent any longer it can be left as a write off. Please call the Service Desk if you require help in doing this. Doc Ref DMS003 Herts for Learning 2018 Page 17

22 End of Term Catering Return and Dinner Numbers by Week 1. Print your Catering Return for the Period by choosing Reports > Dinner Money > Catering Return. It is important that you print your Catering returns on a regular basis at the end of each month. Herts Catering Limited rely on these for their financial records. 2. Print the Dinner Numbers by Week report for the last week of term by choosing Reports > Dinner Money > Statistics > Dinner Numbers By Week. Please note. HCL have requested that this report is printed EVERY WEEK and given to your School Cook. This is to enable the Cook to record the number of Paid, Free and Universal Free School Meals taken each week. 3. Optional: Print off your Transaction List by Number report for the latest period by choosing Reports > Dinner Money > Finance > Transaction List By Number. This will list every transaction e.g. payment, reversal, refund, transfer in order within the specified date range. Page 18 Herts for Learning 2018 Doc Ref DMS003

23 End of Term Default Meal Patterns Please note. If you are using the routine for a large number of children (usually your new Reception class), you will need to have promoted the school to their new classes in order to change their meal pattern for the new term. See End of Year Document DMS001. You can also update Meal Patterns for any accepted Applicant in Admission Groups. Default Meal Patterns (if known) can be changed for the New Academic Year. If there are only a few new Meal Patterns to be changed this can be done via the individual pupil record. 1. Open the pupil record. 2. Select the Dietary Area, Hyperlink Click New on the Meal Pattern box. 4. Enter a September start date and select the new Meal Patterns from the drop down menus. This will automatically put an end date in the old meal pattern. Alternatively, if you have a large number of changes, these can be made by using the Default Meal Pattern routine. 1. Choose Focus > Dinner Money > Pupil Default Meal Patterns. 2. Select either Year group or class. You can also select accepted Applicants by changing the drop down next to Status. It is IMPORTANT that you put the date forward to September and then click the Search button; this ensures that the record is date stamped for the date entered. Doc Ref DMS003 Herts for Learning 2018 Page 19

24 End of Term 3. You can make any changes here in bulk by either using your Shift key for block selection of pupils or Ctrl for random selection. Charge Forecast Letters It is recommended that Charge Forecast Letters are run on the last day of term when all meals and money have been entered or on the first day of term before you go into Pupil Meals. They can also be run on the INSET before school starts in September. 1. To run Charge Forecast Letters go to Reports > Dinner Money > Letters > Charge Forecast. 2. Choose your criteria. Never pick a start date of today s date if you have already entered today s meals or the figures on the letter will be inaccurate. Click Continue. 3. Click OK once the required template has been selected from the dropdown Page 20 Herts for Learning 2018 Doc Ref DMS003

25 End of Term Banking Return You will need to do a final Banking Return as normal at the end of term. Unauthorised Banking 1. Select Focus > Dinner Money > Banking Return. 2. Click New, Print and OK to bring the report to screen. 3. Check the cash and cheques on your desk match the grand total to pay in. 4. If you make changes you will run the Unauthorised Banking again. You can run this report as many times as you like. Authorised Banking 5. When you are happy with your totals click Save. 6. A confirm authorisation box will open. Enter Reference which will be your paying in slip number and put a tick in Save and Authorise and click OK. 7. You can now print the authorised banking report. The head teacher should sign and date it then you should file it. Your banking return is now authorised and you will complete the paying in slips and take it to the bank. Doc Ref DMS003 Herts for Learning 2018 Page 21

26 End of Term Tasks for the Beginning of Term 1. Check that you have the correct meal charges in place before using Dinner Money for the first time. 2. Enter any new children or current children starting Free School Meals which have been applied for. It is essential that you check the Solero site once a week to check if any New Free School Meals applications have been authorised or discontinued. You will still need to put Free School Meal (FSM) dates on for eligible pupils even if they are also eligible for Universal Free School Meals (UIFSM). (Reception, Year 1 and Year 2). There are two reports in Solero. The Free School Meal Eligibility report and the Universal Infant Free School Meal report. There has been some confusion where pupils have appeared either on both reports or on the wrong one. If a pupil appears as eligible on either report then a FSM date should be entered. Pupils appearing on the UIFSM list as a Yes under additional funding should have a FSM date range covering the whole academic year entered in SIMS. Free School Meal eligibility does not roll over from the UIFSM list to the FSM Eligibility list; therefore, parents/schools should reapply when a child goes into Year 3. End dates should then be entered for the end of Year 2 and then started again in September. To apply for Free School Meals parents/schools can contact the Education Benefits team on In the event that incorrect FSM dates have been entered against a pupil and this data has been submitted in the termly schools census, the DfE have the right to claw this money back. Errors should be notified to the DfE by filling in an EFA enquiry form on the Education Funding Agency (EFA) website (aka.education.gov.uk/kc-enquiryform). 3. If a pupil is eligible for FSM you should also tick the Pupil Premium Indicator under Additional Information within the pupil record. This is for internal tracking purposes only. Data Management Services offer a remote Pupil Premium checking service. This involves us checking the DfE file ensuring data on your SIMS database is recorded correctly so you do not miss out on any funding. Please contact the Service Desk for more information. The setup of meal options differs throughout schools in Hertfordshire, if you feel your system is set up differently to any explained in this document or you have any other problems or queries, please contact: ICT SERVICE DESK Telephone: , Option 1, Option 1 help@sd.hertsforlearning.co.uk Page 22 Herts for Learning 2018 Doc Ref DMS003

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