Letter Setup

This is where you can customize your Point of Sale letters and receipts.

Receipts print from the serving screens (Breakfast, Lunch and Other Items) when the Receipt button is turned on. The data that prints on a receipt is from the history for that specific transaction.
Student Bills, Teacher Bills and Low Balance letters print under Student Reports: Letters. Data for bills and letters comes from the information that is in Account Setup at the time the letters are run.

Setting Up Additional Languages

If you want use another language, you will need to enter the translated text for all the letters used with that language.

You will also need to set up the corresponding Language table for each additional language.
If a specific letter has not been set up, it will use English by default.

Complete the following to set up consistently used letter:

PLEASE SELECT A LANGUAGE

Select a Language and a letter template to edit.
- If a language other than English or Spanish is selected, a button will appear. Click this button to populate the letter templates in the template section.

PLEASE SELECT A TEMPLATE TO WORK ON

WOULD YOU LIKE TO…

Select Start with default template to open the basic letter template that is provided with the program.
Select Modify an existing template to open a letter previously saved.
Click Next. It will open in a screen similar to a word processor.

The text fields that have ampersands around them indicate where data will be inserted into the letters.

Example: &SchName& is where the school name will be inserted.

About &BalanceAfter

Student and Teacher Bills will print the balance due without a negative sign, so your wording should be something like “the amount due is…”
Low Balance Letters can be for positive or negative balances and will print with a negative if it is a balance due, without if it is a prepay balance. The wording should be “the account balance is…”
Receipts will also print a negative sign for balance due.

Add, Change or Delete the Text to Customize Your Letter

To use the formatting toolbar, select the area you want to edit and then click an icon in the toolbar. Include the ampersands if you are formatting one of the inserted fields.
- You can also use standard keyboard shortcuts after selecting text: Ctrl+C = copy, Ctrl+V = Paste, Ctrl+X = Delete, Ctrl+A = Select All

To insert Available Fields data into the letter, position the cursor where you want the data to appear in the letter.

Student Bill Letter

To change Font or Size:

Saving your changes:

You can save by Site Group or Site.
- Site Group will show a list of the site groups where you have access to all the sites; all sites in the group will be updated.
- Site will show all the sites that you have access to; you can select individual sites to update.
- Use the Margin button to reset the margins.
- Select Letter (8 ½ x 11) or Legal (8 ½ x 14) from the Paper Size dropdown list.
Click to see a preview of your letter format.
Click to see a preview of your letter format.
- From the preview screen you can use the Zoom icon to enlarge it or the printer icon to print it.
  - When a letter is printed, a prompt will appear asking the user if they want the letter information added to the letter history. Click Yes to add it, or No to keep it off letter history.

POS Version 9, revised 03/2018