User Group Setup

This is where you create and modify User Groups.

Purpose

A User Group provides a security template that you can use for multiple users. This makes it easier to manage security since you do not have to do a line-by-line security setup for every user.

• If you need to make changes to an entire group of users, you can do it easily under User Group Setup.
• When you add a new user, just assign them to the appropriate User Group for their job.
• If a user’s responsibilities increase, just re-assign them to a group with more rights.

User Group Setup

You can have any number of groups, depending on the levels of security required: Administrator, Supervisor, Manager, Cashier, etc.

• Administrator is the only group that can access System Management.
• This includes Security (add/delete Users or User Groups, change User Group assignments), and Auto Update settings.
• This group is required and there must always be least one user in it.
• The first user that logs in will always be set up as an administrator. You can assign additional users to this group if you want to.
  • Other user groups can be set up as needed. Several sample groups are provided on installation, but it is recommended you customize them to meet local needs.
  • Suggestions for User group rights:
    • POS Cashier would usually just need rights for serving on today’s date and running basic reports.
    • Manager could also have rights to change account balances, serve on a different date and run additional reports.
    • Supervisor could also be allowed to unclose a day or void other users’ transactions.

For more details on POS and Student Eligibility Security Settings, please see POS Security Settings and Student Eligibility Security Settings.

• Click the green plus first to add a new User Group or after selecting an existing group to modify the group description.

• Enter a Description in the Description field or highlight an existing User Group to change the existing description.

• Click Save to apply the changes or Close to exit the screen.. The User Group Setup form will reopen.

• From the User Group Setup screen, select a User Group from the field on the left and click Next. The form to assign user group roles will appear.

• Select an application from the Choose an application dropdown list.

Left Grid

• Check the Process and/or Read (where available) boxes to for Functions allowed under this Role.

  Process allows the user full access to the option (Add, Change, or Delete). Read rights only give the user the ability to view the information under the option. Users with Read only rights will not be allowed to make edits. When a Process rights are granted, Read rights are automatically granted also. If the Read section is greyed out, that means view only rights are not allowed within that menu option.

Right Grid

• This displays the list of User Groups.  To grant the permissions to a different group, check the box adjacent to the group name to Update Rights.

  • Multiple groups can be updated at once, but be mindful that ALL settings will be applied to all the groups selected, not just the changes made.
  • You will get this if you attempt to update rights for an existing User Group. Verify that you have selected the correct group and click Yes if you want to update the settings.

• Click Save to save the changes.

• Click Back to go back to the previous form without saving changes.

• Click Close to close out of User Group Setup.

 Shortcut for setting up multiple user groups:

You can use an existing group as a starting point for updating other groups.

Example: You have set up a new group called Managers and need to assign security rights. Administrator is already set up with all rights checked.

• Select Administrator and then uncheck the rights (on the left side) that should not apply to Managers.

• Then (on the right side) uncheck Administrator and check Managers and click Save.

POINT OF SALE SECURITY SETTINGS

The POS security settings are designed to preserve data integrity for users who are handling money transactions but allow flexibility for advanced and trusted users.

Below is a description of the various settings with some recommendations about which users should have them.

Preferences have detailed settings that control user permissions in the serving and account setup screens. Consider your audit requirements and  local policies when deciding who should have these additional rights.

• Change Serving Date—if checked, the user can change the serving date on the screen. If un-checked, the user can only serve using the current system date.
  • (This setting should be reserved for trusted/experienced users. If a user is allowed to change the serving date, it means that money transactions can be entered that will not show up on today’s deposit report, which may make it more difficult to audit.)
• Void Other Cashiers’ Transactions—if checked, the user can void transactions entered by other cashiers as well as their own transactions. (Recommended for trusted/experienced users only.)
• Void Own Transactions—if checked, the user can void transactions they entered themselves. If unchecked, the void button is disabled.
• Allow Serving Visiting Students—if checked, the user can serve students that are assigned to any school in the district.
  • If unchecked, the user can only serve to students assigned to the Serving Site that is selected on the serving screen, or a secondary site that is associated with that site.
• Allow Changing Status—if checked, the user can change student statuses if they also have Process rights to Account Setup. (Recommended for trusted/experienced users only.)
• Allow Changing Balance—if checked, the user can change student balances if they also have Process rights to Account Setup. (Recommended for trusted/experienced users only.)
• Allow Override Charge Limits—this allows a user to override the site’s maximum charges limit on the serving screens.
• Allow Fingerprint Registration—this allows a user who has Read rights to Account Setup to register fingerprints in POS: Account Setup.
• Enable Print Receipt Button—if checked, a Print Receipt button will display on the Serve screen, allowing cashiers to print receipts.
• Auto Serve—if checked, the user is allowed to serve an Auto Serve item.
• Allow Modify Meal Summary—if checked, the user is allowed to modify a day’s meal summary under Serving Report: Meal Summary.
• Enable $100 Button—if checked, a $100 button will display on the Serve screen, allowing cashiers to accept $100 bills.
• Display Remaining Meals—if checked, cashiers will be able to see how many remaining meals a student has when their account information displays on the Serve screen.
• Modify Base Rates—if checked, the user is allowed to change Base Rates associated with CEP and Provision 2.
• Add/Remove Documents—if checked, the user is allowed to add and/or remove documents to the Document Cabinet, where available.
• Serve Visiting Student by ID—if checked, cashiers will be able to enter a Visiting Student’s student ID number in the ID field on the Serve screen to bring up their account information and serve the student quicker.
• CEP Quick Serve—if checked, the cashier is allowed to serve a Reimbursable Meal as a Quick Serve Item at a CEP site for all students as a status 200 meal count.
• Modify CEP—if checked, the user will be able to edit the Total Participation number under Serve: Community Eligibility Provision.
• Use Credit Cards—if checked, a Credit Card button will display on the Serve screen, allowing cashiers to accept credit cards in the lunch line.
• Email Letters—if checked, users can sent account-related letters to parents via email instead of printing and mailing them.

• Item Costing Setup—if checked, the user will be able to set up serving costs of items by using a button within the Item Costing Report.

Administration has checkboxes for Read (view only) and Process (save changes).

• Usually only a few advanced users would need Process rights for Administration options.
• Read rights should be given to users who need to see these screens but would not need to save changes (except on fingerprint registration; see above).
• Serve and Reports options all correspond to the menu options shown at the top of the screen.
• POS Cashiers would all need rights to Serve and possibly to print some Reports but other rights would usually be limited based on experience level.

Utilitiesincludes various procedures that are used infrequently.

• Letter Setup—if checked, this controls access to formatting of the POS bill and low balance letters. (Recommend for experienced users only.)
• Change Serving#/Status/Balance—if checked, this allows a user to change student balances and statuses. (Recommended for trusted/experienced users only.)
• Change Password—if checked, this allows the user to change their own password. (Recommended for all users.)
• Port Settings—if checked, this controls the keypad/scanner settings. (Recommend for experienced users only.)
• Import Pictures—if checked, this allows the user to import pictures for student accounts. (Recommend for experienced users only.)
• Unclose Day—if checked, this allows a user to unclose a day so changes can be made. (Recommended for trusted/experienced users only.) Export Totals—if checked, this allows a user to export POS data. (Recommend for experienced users only.)
• Reprocess Transactions—if checked, this allows a user to reprocess transactions if a student’s Free and Reduced status changes after meals were purchased. This is a very powerful option intended for limited use. (Recommended for advanced users only.)
• Zero Negative Balance—if checked, this allows the user to update all accounts that have a negative balance and offset the balance to zero.
• Custom Query—if checked, this allows the user to create and run a query specific to their needs.
• Reverse Transactions—if checked, this allows the user to reverse a transaction without having to void (reverse) all the transactions that followed the original transaction.

STUDENT ELIGIBILITY SECURITY SETTINGS

Preferences has detailed settings that are used with Verification, documents and emailing Letters.

• Verification Summary Reports—if checked, this allows a user to view and print the verification summary reports.
• Restart Verification—if checked, this allows the user to start over, if the selection letters have not been printed.
• Special Verification (checkbox on the Head of Household Screen)—if checked, this allows you to exclude a household from verification. Usually this would be limited to the same users who have rights to run verification.

• Verification Selection Reports—if checked, this allows a user to view and print the verification selection reports.

• Add/Remove Documents—if checked, the user is allowed to add and/or remove documents to the Document Cabinet, where available.

• Allow Past Effective Date—if checked, the user can set an Effective Date that is prior to today's date.

• Email Letters—if checked, users can sent account-related letters to parents via email instead of printing and mailing them.

Administration has Read (view only) and Process (save changes) checkboxes.

• Usually only a few experienced users would need Process rights for Administration options.
  • Others may be given Read rights if they need to see the information.

Processing, Letters, and Reports

• These are all used in the day-to-day processing of applications.
  • Users who enter Free and Reduced applications will need rights to Processing, and to the Letters and Reports they are responsible for.

Verification

This is usually limited to just a few experienced users.

• Usually the user who is responsible for verification would have rights to all the verification options.
  • Other users could be given rights to reports or other features they may need.

Utilities

• Print Mailing Labels—if checked, this allows users to print mailing labels for letters; this could be done by the users who print notification letters.
• Direct Certification—if checked, this allows the user to import a Direct Certification student file. This is usually reserved for more experienced users.
• Import From LunchApplication.com—if checked, this allows the user to import student applications completed on LunchApplication.com. This is usually reserved for more experienced users.
• Custom Query—if checked, this allows the user to create and run a query specific to their needs.
• NC Administrative Review Export—if checked, this allows the user to create an Administrative Review file based on the specifications provided by NCDPI. This is for North Carolina users only.
• FL Master Roster Export—if checked, this allows the user to create an export of student data. This is for Florida users only.

MENUS SECURITY SETTINGS

Preferences has detailed settings that are used with productions reports, recipes and documents.

• Allow Modify Production Column 8—if checked, this allows the user to modify Column 8 of the Production Report.
• Add/Remove Documents—if checked, this allows the user to add and/or remove documents to the Document Cabinet, where available.

• Show Serving Date Delivery Option—if checked, the user will be able to select the option to select the Serving Date equal to the Delivery Date.

• View Inactive Recipes—if checked, this allows the user to view inactive recipes when available.

INVENTORY SECURITY SETTINGS

• Modify Invoice Price (Accounts Payable)—if checked, this allows the user to modify the invoice price under Accounts Payable: Accrue Invoice.
• Accrue Invoice w/o PO (Accounts Payable)—if checked, this allows the user to accrue an invoice without a purchase order under Accounts Payable: Accrue Invoice.
• Close Period (Transaction Summary)—if checked, this allows the user to close a period under Transaction Summary.
• Accrue Invoice w/PO (Receiving)—if checked, this allows the user to accrue an invoice with a purchase order under Transactions: Receiving.
• Accrue Invoice w/o PO (Receiving)—if checked, this allows the user to accrue an invoice without a purchase order under Transactions: Receiving.
• Modify Commodity Receiving Price—if checked, this allows the user to modify the price of a Commodity item the district is receiving.
• Modify Purchase Receiving Price—if checked, this allows the user to modify the purchase price of an Inventory item the district is receiving.
• Receipts – Save—if checked, this allows the user to ‘Save Only’ on the Saving a Receipt screen.
• Receipts – Update OnHand, Keep Open—if checked, this allows the user to ‘Save, Update On Hand and Keep Open’ on the Saving a Receipt screen.
• Receipts – Update OnHand, Close—if checked, this allows the user to ‘Save, Update On Hand and Close’ on the Saving a Receipt screen.
• Create Electronic File—if checked, this allows the user to create an electronic file that can be sent to the vendor.
• Create Purchase Orders (NI)—if checked, this allows the user to create non-Inventory purchase orders.
• Physicals – Load On Hand—if checked, this allows the user to count Physical On Hand amounts.
• Close Orders—if checked, this allows the user to close orders under Orders: Manager Orders and Process Orders.
• Delete Orders—if checked, this allows the user to delete orders under Orders: Manager Orders and Process Orders.
• Process Orders—if checked, this gives the user the ability to process orders under Orders: Process Orders.
• Close Physicals—if checked, this allows the user to close physicals under Transactions: Physicals.
• Add/Remove Documents—if checked, this allows the user to add and/or remove documents to the Document Cabinet, where available.
• Assign Batch w/Accrue—if checked, this allows the user to assign invoices to a batch accrued from Receiving.

• Show Serving Date Delivery Option—if checked, the user will be able to select the option to select the Serving Date equal to the Delivery Date.

PRODUCTION SECURITY SETTINGS

Preferences has detailed settings that are used with productions reports.

• Unclose Production Record—if checked, this allows the user to unclose a previously closed production record.
• Allow Modify Production Column 8—if checked, this allows the user to modify Column 8 of the Production Report.

FINANCIAL SECURITY SETTINGS

Preference has a detailed setting that is used with deleted accounts.

• Allow Delete Accounts—if checked, this allows the user to delete all accounts for a fiscal year under Utilities.

TIME CLOCK SECURITY SETTINGS

Preference has detailed settings that are used with employee accounts.

• Clear PIN—if checked, this allows an administrator to clear an employee’s PIN so it can be reset.
• Undo Approval—if checked, this allows an administrator to undo an approval that has previously been made (i.e. leave, day clock in/out).

POS+ SECURITY SETTINGS

• Change Serving Date—if checked, the user can change the serving date on the screen. If un-checked, the user can only serve using the current system date.
  • (This setting should be reserved for trusted/experienced users. If a user is allowed to change the serving date, it means that money transactions can be entered that will not show up on today’s deposit report, which may make it more difficult to audit.)
• Void Other Cashiers’ Transactions—if checked, the user can void transactions entered by other cashiers as well as their own transactions. (Recommended for trusted/experienced users only.)
• Void Own Transactions—if checked, the user can void transactions they entered themselves. If unchecked, the void button is disabled.
• Allow Serving Visiting Students—if checked, the user can serve students that are assigned to any school in the district.
  • If unchecked, the user can only serve to students assigned to the Serving Site that is selected on the serving screen, or a secondary site that is associated with that site.
• Allow Changing Status—if checked, the user can change student statuses if they also have Process rights to Account Setup. (Recommended for trusted/experienced users only.)
• Allow Changing Balance—if checked, the user can change student balances if they also have Process rights to Account Setup. (Recommended for trusted/experienced users only.)
• Allow Override Charge Limits—this allows a user to override the site’s maximum charges limit on the serving screens.
• Allow Fingerprint Registration—this allows a user who has Read rights to Account Setup to register fingerprints in POS: Account Setup.
• Enable Print Receipt Button—if checked, a Print Receipt button will display on the Serve screen, allowing cashiers to print receipts.
• Auto Serve—if checked, the user is allowed to serve an Auto Serve item.
• Allow Modify Meal Summary—if checked, the user is allowed to modify a day’s meal summary under Serving Report: Meal Summary.
• Enable $100 Button—if checked, a $100 button will display on the Serve screen, allowing cashiers to accept $100 bills.
• Display Remaining Meals—if checked, cashiers will be able to see how many remaining meals a student has when their account information displays on the Serve screen.
• Modify Base Rates—if checked, the user is allowed to change Base Rates associated with CEP and Provision 2.
• Add/Remove Documents—if checked, this allows the user to add and/or remove documents to the Document Cabinet, where available.
• Serve Visiting Student by ID—if checked, cashiers will be able to enter a Visiting Student’s student ID number in the ID field on the Serve screen to bring up their account information and serve the student quicker.
• Use Credit Cards—if checked, a Credit Card button will display on the Serve screen, allowing cashiers to accept credit cards in the lunch line.

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SYS  Version 9, revised 11/2018