Prior to undertaking the Year End process, you are advised to enter all meal payments for the past academic year, and then download the report from Admin > Meals > Staff Meal Payments so you have a record for outstanding meal balances that academic year.
Once Year End is completed all staff meal balances will display as 0.00, and their previous meal balance will need to be input as an opening balance in the new academic year.
If you have no record for last year's staff meal balances, in the Staff Meal Payments report click on View in the statement column for a member of staff.
Click on the previous academic year date to view their closing balance.
To set the opening balance for staff meals, you will need to go back into Admin > Meals > Staff Meal Payments for the current academic year.
- If the staff member is in debit, a negative payment needs to be entered.
- If they are in credit then a standard positive payment is made.
Debits will show in red, credits in green. You may wish to choose an alternative payment type to cash to distinguish this from standard payments.
Once the payment is entered, if you click on the amount in the Paid to Date column, you can edit this to add a note to say this is an Opening Balance. This will be useful for your records.
To avoid the figure affecting the meals Banking area, you could choose to enter the amount as a Credit (just as with a Refund with student meals, a staff Credit will not affect the banking area).
E.g. If a staff member was in debt by £10, you can enter a credit (refund) of -10 to give them an outstanding amount of £10 owed.