This article will explain how to change the status and price of menu items that have already been charged to students.
There may be times you need to change the status and price of meals that have already been charged to students. One example of this is a family who submits an application for free/reduced meal benefits and you don't have time to process it before they go through the serving line for breakfast and/or lunch. Once you process the application, you find the student(s) qualify for free or reduced meals and the transactions they had previously need to be adjusted to reflect the correct status (free or reduced) and the new price.
To adjust these transactions, we will be using the Group Change Status Price function in the Batch Edit tool. Log in to the LCS1000 Admin site and go to the Student tab>Batch Edit.
Select the Transaction Batches tab. (This is where all of your processed transactions can be found.)
Select the meal type. Then, enter the date range for the transactions you wish to change the status and price of.
Next, search for the by family or students you need to change transactions for.
Clicking on "Select" under Families or Students brings up a data selector box. Search for the family or families or student(s) and select their names by checking the box(es) next to their names.
Click the "X" in the upper right-hand corner of the data selector box to close the box.
Next, click the Search button.
A list of the students and their transactions for this meal type and date range will appear at the bottom of the page.
Under Actions, select Group Change Status Price.
Under Apply to, select Entire Filter List.
Click the Run button.
You will be asked to confirm this action. Click "OK."
A Performing Action box will appear. It is very important to click the Log File link in the box to check your work!
A list of the transactions that were modified will appear. A sample log list is shown below:
If your school has more than one meal type, you will need to do a second run of this Group Change Status Price Tool by selecting the next meal type (for example, Breakfast) and doing a search for the transactions. Then, run the Group Change Price Tool again on these transactions.
Note: a list of everything that has been done in the Batch Edit can be found by clicking the Log List at the top of the page.
Important Disclaimer: Policies on "backdating" applications and transactions can vary from state to state. Please be sure to get specific advice from your state contact person.
It is also important to note the Update Item Price and Change Transaction Code functions in the Batch Edit should NOT be used for this scenario. Only use the Group Change Status Price Tool to adjust transactions to their new price and code.
