WebSMARTT Office User Guide - Opt-osfns.org

WebSMARTT
Office User Guide
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.

Step By Step
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Table of Contents
Task Description
Page
WebSMARTT – Adding Shortcut to your Desktop 3
WebSMARTT – Logging In – Username & Password 4
WebSMARTT – Campus & Schools within Schools 4
WebSMARTT – Customer Management 5
WebSMARTT – Eligibility - Status 7
WebSMARTT – Prepayment 7
WebSMARTT – Prepayment History 8
WebSMARTT – Refunds 8
WebSMARTT – Sales History 8
WebSMARTT – Account History 8
WebSMARTT – Elementary – How to make a Prepayment 9
WebSMARTT – Elementary – How to make a Bank Deposit 10
WebSMARTT – PIN Letters 12
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
2

Step By Step
WebSMARTT – Negative Balance Letters 13
3
WebSMARTT – POS Help Desk 15
WebSMARTT – Adding shortcut to any computer in the Network
1. Right click on your desktop.
2. Select New
3. Click on Shortcut
4. In “Type the location of the item” enter the WebSMARTT address. The
address is http://10.2.21.163/websmartt
5. Click
6. In “Type a name for this shortcut:” enter WebSMARTT
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
3

Step By Step
4
Note:
You can change the
look of the icon by rightclicking
on the icon and
select Properties
7. Click Finish You will see the WebSMARTT icon on your desktop!
WebSMARTT – Logging In
1. Click the WebSMARTT icon on your desktop.
2. Enter UserID: MIEcodepos. Example 12545pos.
3. Enter Password: pos
Helpful Hint: If you do not
know your MIE Code, please
contact the POS helpdesk.
4. Click
Helpful Hint:
Click Submit or
press Enter on
your keyboard
WebSMARTT – Campus & Schools within Schools
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
4

Step By Step
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Important Note:
If you have more than
one school using the
same MIE code on your
campus, please select
your school from the drop
down menu on the Home
Page and set as the
default. If you are unsure,
please contact your
Cafeteria Manager or call
the POS Help Desk @
718-707-4546
WebSMARTT - Customer Management
1. Click on the Customers tab on the WebSMARTT
2. Click
3. Type in any of the following information: Customer ID, Bar Code, Last or First
Name, Grade or Homeroom. You can search by any field or combination or
browse by last name using blue ALPHA letters option.
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
5

Step By Step
6
Important Note:
Customer ID is the
student’s OSIS number.
Bar Code is the
student’s PIN number
which is used in
Secondary Schools.
4. Click .
5. Click on the desired student’s name.
Reminder: Use
wheel on mouse or
scroll bars on side
of screen to move
up and down.
Here you can view the information which automatically downloads every evening
from ATS.
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
6

Step By Step
7
Important
Note:
NO student
information can
be changed in
WebSMARTT.
Changes can
ONLY be made
in ATS!
Notice the Menu on the left hand side of the screen
The Blue Menu contains sub screens. Click on the underlined description to open.
Eligibility Information – Free, Reduced or Paid
Prepayment History – includes Payments made in office, kiosk and myLunchMoney
Sales History – for all meals and ala carte purchases. Time stamped to the second!
Let’s review these sections.
Eligibility Information
View details regarding status which was entered into ATS.
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
7

Step By Step
8
From Any-Sub-Screen
Click on Apply or Cancel to close window
and return to the main customer screen.
Paid
You can also click on any colored
underline heading to go to another area
Prepayment
You can record a prepayment from this screen.
1. Highlight Total Prepayment Amount and enter prepayment amount.
Important Note: When
entering cash or checks you
only need to enter the
decimal point when
recording cents. Example: to
make a payment of $20.00
you only need to enter 20.
2. You do not need to change Type. All checks and cash are recorded as cash.
You do not need to fill in any other box on this screen!!!
3. Click at the bottom of the screen to complete payment process.
Prepayment History
View prepayments made in the office, kiosk or myLunchMoney.
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
8

Step By Step
9
Refund
All refunds are handled through the NYCDOE. Please contact your
Cafeteria Manager. Money can also be transferred between siblings by
contacting the .
Important Note: All money rolls over from year to year…..POS school to POS school.
Sales History
This screen is used to view sales and purchases for breakfast and
lunch sessions. This also includes snacks, supper and ala-carte purchases. This
can be printed and sent home to parents. If parents are using myLunchMoney,
this information is available to them online.
View Account History
This screen shows a perpetual account which will include payments and sales.
IMPORTANT NOTE: At any time, you can learn more about the page you have
open by clicking on Help located in the WebSMARTT heading!
Elementary Schools - Prepayments
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
9

Step By Step
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1. Log into WebSMARTT
2. Go to Customer Management to locate student’s account
2. Click on Prepayment next to student’s name
3. Enter prepayment into Total Prepayment Amount
4. Click to complete payment process
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
10

Step By Step
5. After recording prepayments you can print a list of prepayments to verify your
deposit.
6. Start at the MAIN MENU. Click on Point of Sale
Reminder:
You can sort by
Last name,
First Name or
Homeroom
Under Level Sort
1, 2 & 3
7. Select Prepayment Summary from the dropdown menu under Report Name and
enter Start and End date
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8. Click
9. Count the cash and checks and verify the Total
Elementary schools will
continue to deposit
prepayment money into
your school account and
make regular checks to
SchoolFood.
$42.00
Elementary – Office Deposits
1. Log into WebSMARTT
2. Go to Point of Sale – Bank Deposit Management
3. Scroll to today’s date
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
11

Step By Step
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4. Select
5. The screen below will show. You do not have to enter anything on this screen.
6. Select
7. Click on Single bulk deposit. Enter amount of cash from students that you have
recorded in WebSMARTT
8. Select
9. Review report to make sure there is not a Cash Over/Short
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
12

Step By Step
13
10. Click
Pin Letters
1. Log into WebSMARTT
2. Go to Customer Reporting
3. Using the screen below, select the
Report Name – PIN on Letterhead for New Sites
Group – All (Active)
Level 1 Sort by Grade, Homeroom or Last Name
4. Click and Print. One sheet will print for each student.
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
13

Step By Step
14
Note:
Use Level 1, 2 and 3 Sort to have
letters print in the easiest way to
distribute to students. The
student’s address will print on
each sheet so you can mail home
to parents/guardian if you choose.
Let’s take a closer look at what you will see at the top of the screen
At the top of the page you can tell how many letters there are to print.
1 of 1+ means there are more than 1 page.
Click on
pages.
to go to last page and then the 1 of 1+ will reflect the true number of
10. Click Print in the upper left hand corner of the screen
Negative Balance Letters
1. Log into WebSMARTT
2. Go to Customer Reporting
4. Using the screen below, select the
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
14

Report Name - Customer List with Account Balances
Group - Negative
Step By Step
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4. Click and Print for your records. This is a list of all the student
Negative Balance letters you will print.
Important Note:
Here is the list of students you will
be sending Negative Balance
Letter to. This report is dated at
the bottom.
5. Go back to Main Menu Home Page
6. Go to Customer Reporting (Step 2 above)
7. Using the screen below, enter the following Report Name, Group and Sorts
Report Name – Negative Balance Letter
Group - Negative
8. Click
9. A letter will print out for each student.
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
15

Step By Step
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10. Click Print in the upper left hand corner of the screen
POS Help Desk
We have dedicated staff to answer all your questions about the
POS software.
Technical support is available from :30 am to :00 pm
Please let us know if we can help in any way!!
POS Help Desk
718-707-4546
WebSMARTT Office User Guide 09.10
This document is proprietary and confidential to SL-Tech, and may be used only by SL-Tech employees or employees of the New York City Department of
Education in accordance with the “School Cafeteria Automated Point-of-Service Agreement”. All other uses are prohibited.
16