The Patron Account screen allows you to view and modify the Point of Sale information for an existing patron, including patrons that share the same account balance, transaction history, and POS limits. The sections below describe the rules and fields for each part of this screen:
In addition, here are some additional resources that explain how to use some of the screen's more common features:
This section displays the patron's profile information, including name, Patron ID, POS PIN, and the patron's current enrollment. This section is read-only, and cannot be modified. The following information is displayed in this section:
In addition, the "Account Information" section displays the patron's current account balance, as well as the most recent eligibility information for the patron's current application. If you do not have permission to view the patron's eligibility on this screen, the application and eligibility information will not be displayed here.
This section allows you to enter a new transaction on the patron's account, in the form of a balance adjustment, refund, payment on account, or online payment. The following table lists the fields used in this section and a brief description of each field's purpose.
| Field Name | Description |
|---|---|
| Transaction Type | This drop-down list displays the four kinds of transactions that can be entered from this screen. The selection made in this field will determine how the transaction is entered on the patron's account and displayed on transaction reports. |
| Amount | This field is used to determine the amount of money that will be added to the patron's account. To remove money from the account, enter a negative value in this field. |
| Balance Type | This drop-down list cannot be changed; the only balance type that is available for accounts is lunch. |
| School | This drop-down list displays a list of all the currently active schools that have the ability to process transactions. By default, this field will be set to the Default Administration School (configured in Point of Sale Configuration). |
| Terminal | This field displays the terminal from which the transaction will be recorded. Clicking the magnifying glass icon opens the search tool to select the desired terminal. By default, this field will be set to the Default Administration Terminal (configured in Point of Sale Configuration). |
| Serving Day | This field displays the serving day for which the transaction will take effect. If the current date is not a serving day, the date will be set to the next available serving day. This field cannot be modified. |
| Check Number | This field displays the number on the check received for payment, if any. This check number will also be displayed on the Bank Deposit report. |
| Transaction Comment | This field allows you to enter any additional information regarding the transaction, which will be displayed in the Transaction History table if the Comments column is shown. |
| Save Transaction | Clicking this button will record the transaction on the patron's account and credit or debit the amount entered. |
| Save Transaction and Print Receipt | Clicking this button will record the transaction and will also queue a report that displays the transaction information for printing, if desired. |
It is possible to have more than one patron on a single account. The Account Associations section allows you to add patrons to the current patron's account, combining the account balances for all patrons on the same account. You can also remove a patron from an account, and choose how much of the account balance to move to that patron's new account. Note that if you add a patron to an account, any patrons on that patron's previous account will also be moved.
| Field Name | Description |
|---|---|
| Add Patron to Account | Clicking this button will open the patron search tool, allowing you to select the patron or patrons you wish to add to the current patron's account. When you select a patron, you will be asked to confirm the transfer of any money from that patron's previous account to the new account. |
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Clicking this icon will open the Patron Account screen for the selected patron. |
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Clicking this icon will remove the selected patron from the current account. You will be asked to enter the amount of funds to transfer from the current account to the selected patron's new account. |
This section allows you to modify the POS PIN, Card Number, and Alert Message for the current patron. Note that in order to keep the changes made to this section, you must click "Save POS Information".
| Field Name | Description |
|---|---|
| POS PIN | Some terminals may require patrons to enter a POS PIN in addition to or in place of their Patron ID. You can change the current patron's POS PIN by entering a new value in this field. Note that unless "Allow duplicate POS PINs" is selected in Patron Configuration, this value must be unique. |
| Card Number | The value in this field can be used to keep track of how many Patron ID Cards the current patron has received. Note that this field will not increment automatically; to keep an accurate record of how many cards have been distributed for a given patron, update this field manually each time you print a new Patron ID Card for that patron. |
| Alert Message | If text is entered in this field, it will be displayed below teh patron's name when that patron is selected at the Point of Sale. |
This table lists the transactions that were entered during the specified date range. You can search for specific transactions by selecting a transaction type (Payment or Sale) and date range to filter by. You can also queue the Account Activity report to run based on these same criteria.
The table can also be customized to display different columns.
| Field Name | Description |
|---|---|
| Payment/Sales | This drop-down menu allows you to filter the transactions displayed here. You can select whether only Payments, only Sales, or both Payments and Sales will be displayed. |
| Print Account Activity Report | Clicking this button will queue the Account Activity report for the current patron using the filters selected. |
| Configure |
Clicking the gear icon opens a window that allows you to select the specific columns to display in this table. The available columns are:
You can also select whether or not to show transactions for all patrons on the same account; if this option is not selected, only transactions for the current patron will be displayed. |
| Save | Clicking the disk icon saves the current column configuration, maintaining it for the next time this screen is viewed. |
If you have set up one or more discounts in your system through the Discounts, Sales Items, Payment Items, and Limits Configuration setup screens, any currently active discounts for the current patron will be displayed in this table.
Note that in order for discounts to function, you must create the discount on the Discounts setup screen, allow discounts on the POS Limits tab of the Limits Configuration setup screen, and assign the discount to the Sales Item to be discounted as well as the Payment Item that will count towards activating the discount for this patron.
| Field Name | Description |
|---|---|
| Discount | This column displays the name of the active discount. |
| Count Down | This column displays the number of discounted items that still need to be purchased in order to receive the free item specified for the discount. |
| Free Items |
Once the Count Down column is reduced to zero, the patron will be eligible to receive the listed number of free items described in this column.
For example, if a discount has a Buy Quantity of 10 and a Free Items value of 2, and a patron purchases 10 discounted items, the patron will receive the next two items at no charge. |
The POS Limits section allows you to restrict the current patron's activities at the Point of Sale. You can limit the number of items that can be purchased daily or per session, or you can limit the amount of money that can be charged to the patron's account. You can also set limits based on item group.
| Field Name | Description |
|---|---|
| Add New POS Limit | Clicking this button opens a window that allows you to create a new POS Limit for the current patron. |
| Session | This drop-down list displays all of the currently active sessions, allowing you to set the limit based on session. You can also leave this field empty, in which case the limit will apply to all sessions on a daily basis. |
| Item Group |
This drop-down list displays all of the item groups in your system, allowing you to set the limit based on item group. You can also leave this field empty, in which case the limit will apply to all item groups. |
| Purchase Limit | This field allows you to set a quantity limit on the number of items that can be purchased daily by the current patron. |
| Prepaid Limit | This field allows you to set a limit on the monetary amount that can be charged to the current patron's account. |
| Vending Allowed | If this option is selected, the current patron will be allowed to make purchases from vending machines using money from that patron's account. |