Cafeteria

Back to Home

Mart

All the information you need to manage inventory and make sales at the tuck shop and store.

Cafeteria

Written by BenIyke, Kunle O. Daramola

Updated 2 years ago

How to Set up the Cafeteria

Below are steps to set up the cafeteria:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Cafeteria (a menu under Mart)
Step 3: Click Setting (a sub-menu of Cafeteria)
Step 4: Fill in all required fields
Step 5: Click Save

Note

Things to take note of while filling all required fields:

Enable or Disable Bank Transaction Link
Enter an amount as Spending Limit (The amount is subject to the internal policy of the school)

If Bank Transaction Link is Enabled:

Click Select to choose from the list of Income Categories
Click Select to choose from the list of Expense Categories
Click Select to choose from the list of Expense Tags

How to Create an Item Category

Follow the steps below to create a category:

Step 1: Click Category (a sub-menu of Cafeteria)
Step 2: Click the CREATE CATEGORY button in the top right corner of the page
Step 3: Fill in all fields
Step 4: Click ADD MORE, and do the same as in Step 3. Do this for all categories of items
Step 5: Click Save

Note

Things to take note of while filling required fields:

Name: Fill this field with a name or a category of similar items. (Example is Juice. This can be a category for all orange, apple, and pineapple juice)
Description: Give a brief detail or information on this category or items that belong to this category

How to Add Items

Follow the steps below to add items:

Step 1: Click Items (a sub-menu of Cafeteria)
Step 2: Click the ADD ITEM button in the top right corner of the page
Step 3: Fill in all fields, especially the required fields
Step 4: Click ADD MORE, and do the same as in Step 3. Do this for all items to be entered in
Step 5: Click Save

Note

Things to take note of while filling all fields:

Name: Fill this field with the exact name of the item. (For example, don't use Juice if it is Five Alive that is to be entered)
Category: Click Select to choose from the list of categories (For example, Five Alive is a juice)
Reorder level: This is for inventory or stock control. Fill this field with a number (or quantity) that the system can use to notify the cafeteria administrator to restock the cafeteria when the quantity in storage is below that number (or amount)
Description: Give a brief detail or information on the item (This is optional)

Click the EDIT button attached to any item to make any corrections. However, the system will not allow the removal of any item on which a transaction has been done.

How to Approve a Newly Purchased Cafeteria Item

Below are steps to approve purchased items:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Cafeteria (a menu under Mart)
Step 3: Click Approve Purchase (a sub-menu of Cafeteria). This gives access to a detailed list of items registered as New Arrivals but needs approval to be added to the stock of items that can be sold
Step 4: Click the square box on the top of the list to mark or check all items on the list. If the intention is to approve only one item on the list, then click the square box attached to the item to check or select it
Step 5: Click the green purchase approval icon in the top right corner of the page. (The system will ask you to confirm your intention to approve the purchase)
Step 6: Click Approve

How to Stock Up on Cafeteria Items

Below are steps to stock up on items:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Cafeteria (a sub-menu of Mart)
Step 3: Click New Arrival (a sub-menu of Cafeteria)
Step 4: Click the ADD NEW ARRIVAL button in the top right corner of the page
Step 5: Fill in all the fields, especially the required fields. Click ADD MORE to add multiple items at a go.
Step 6: Click Save.

Note

Things to take note of while filling the required fields.

Item: Click Select to choose from the list of items already registered or catalogued in the system
Quantity: Fill in the quantity or the total number of that particular item
Unit Price: Fill in the exact price of a single item
Selling Price: This allows for price control. When the unit price of an item has gone up or down in the general market, the price of the item can be changed here. The selling price set on new arrivals becomes the current selling price of an item

Fill in any additional information on the item. (This is optional).

How to Order from the Cafeteria

Below are the steps to place an order:

Step 1: Log in to the school portal
Step 2: Navigate to Mart
Step 3: Click Cafeteria (a menu under Mart)
Step 4: Click Order (a sub-menu of Cafeteria). As a parent, click the MANAGE ORDER button attached to the child you would like to place an order for
Step 5: Click the PLACE ORDER button in the top right corner of the page
Step 6: Fill in all *required fields. Select an item of choice and input the quantity to be purchased. (Multiple items can be selected using the ADD MORE button)
Step 7: Click Save
Step 8: Click the CHECK OUT to complete the order. This should be done after confirming the details of the item(s). The system will generate an order code for the item and a feedback message saying, 'Your order has been placed, awaiting approval.'

Note

The wallet must have sufficient balance to make a successful or complete transaction. In the case of insufficient balance, the system will not complete the transaction but will indicate this by stating the current balance (as against the total cost of the item(s)) as shown below

How to Order on behalf of a Student

Below are steps to place an order on behalf of a student:

Step 1: Log in to the school portal.
Step 2: Navigate to Mart.
Step 3: Click Cafeteria (a menu under Mart)
Step 4: Click Sell (a sub-menu of Cafeteria).
Step 5: Enter the name of the student in the Search space or field and then click the Search button.
Step 6: Click the MANAGER ORDERS button attached to the name of the student. (This opens to the record of orders for, or made by that student.)
Step 7: Click the Place Order button in the top right corner of the page
Step 8: Fill in all the required fields. Select an item of choice and input the quantity to be purchased. (Multiple items can be selected using the ADD MORE button).
Step 9: Click Save.
Step 10: Click the Check Out to complete the order. This should be done after confirming the details of the item(s).

How to Remove an Item from an Ordered List

Below are the steps to delete or remove an item from the list of ordered items:

Step 1: Click the checkbox to the left of the item ordered
Step 2: Click the delete icon button in the top right corner

How to Make Cafeteria Sales

Below are the steps to make sales:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Cafeteria (a menu under Mart).
Step 3: Click Sales (a sub-menu of Cafeteria).
Step 4: Click the MAKE A SALE button in the top right corner of the page.
Step 5: On the type, field click SELECT to choose either Bulk sale or Single sale.
Step 6: Click Save.

Making sales involves the approval of existing orders or a list of orders.

Note

Things to take note of when making cafeteria sales:

Only the assigned cashier can make sales
The Bulk sale allows the cashier to approve all student orders at once
The Single sale allows the cashier to approve orders one at a time. The cashier enters the order code provided by the student/staff. If the order code is valid the order made shows up for confirmation.
When the Bulk sale is selected, all existing (present-day) orders are automatically approved
All orders approved are immediately viewable under the sales record by the cashier and other individuals who have access to Sales on the system

How to Access Past Sales Records

Below are steps to access records of past sales:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Cafeteria (a menu under Mart).
Step 3: Click Sales (a sub-menu of Cafeteria).
Step 4: Click the sales calendar button in the top right corner (just above the sales record list)
Step 5: Click the date field to choose a date from the calendar.
Step 6: Click Proceed.

How to Add a Cafeteria Cashier

Below are steps to add a cashier:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Cafeteria (a menu under Mart).
Step 3: Click Cashier (a sub-menu of Cafeteria).
Step 4: Click the ADD CASHIER button in the top right corner of the page.
Step 5: Click the cashier field to select from a list of staff the individuals to be assigned the role of a cashier.
Step 6: Click Save.

Note

Multiple individuals can be selected as cashiers. The number of cashiers depends on the school policy.

How to Request a Cafeteria Refund

Below are steps to request a refund:

Step 1: Log in to the school portal and then navigate to Mart on the main menu
Step 2: Click Cafeteria (A submenu of Mart)
Step 3: Click Refund (A submenu of Cafeteria)
Step 4: Click the NEW REQUEST button in the top right corner of the page
Step 5: Fill in all the required fields. Click the upper empty field to select an Order Code, and then state the reason for the refund in the empty field below
Step 6: Click Save.

Note

The refund is subject to the approval of an assigned individual or the administrator. The refund remains pending until the administrator or the individual assigned this role approves the refund.

How to Approve a Cafeteria Refund Request

Below are steps to approve a request for a refund:

Step 1: Click Approve Refund (A sub-menu of Cafeteria)
Step 2: Click the square box on the top of the list to mark or check all orders or order codes on the list for a refund
Step 3: Click the green refund approval icon in the top right corner of the page. The system will ask you to confirm your intention to approve the refund
Step 4: Click Approve

If the intention is to approve only one or just a few out of the entire list, then click the square box attached to the order(s) or order code(s) to mark or check it (or them).

How to Review the Cafeteria Stock

Below are the steps to review stock:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Cafeteria (a menu under Mart).
Step 3: Click Stock (a sub-menu of Cafeteria).

This opens to a page that indicates the total inventory (total number of items in stock) and total amount in valuation including the list of items in stock and items that need to be re-ordered.

Tip

Click the FILTER BY button at the top right corner of the page to streamline items.

How To View the Cafeteria Report

The following are steps to view the cafeteria report:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Cafeteria (a menu under Mart).
Step 3: Click Report (a submenu of Cafeteria).

Note

Cafeteria Report gives access to the following information:

Indicators of total items sold, orders approved, and total revenue generated.
A list of orders approved per item
A list of items indicating quantity sold
A list of items indicating revenue generated per item

Furthermore, the Cafeteria Report can be filtered by date to determine the total number of item orders approved, items sold, and revenue generated during the specified time period. To do this,

Click the Report Calendar button in the top right corner of the page to view reports by week, month, or year.
Another window would appear, from which you could choose a start and end date.
To view the report for the selected date, click the Proceed button.

How to View Purchase History

The following are steps to view or access Purchase History or records of purchased items by buyers:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Cafeteria (a menu under Mart).
Step 3: Click History (a submenu of Cafeteria). This opens to a page where there is a list of all pupils/students grouped according to their classes.
Step 4: Click the VIEW HISTORY button attached to the name of any pupil/student of your interest.

How to View the Cafeteria Orders

The following are steps to view the cafeteria orders or order list:

Step 1: Click Cafeteria (a menu under Mart).
Step 2: Click Dashboard (A submenu of Cafeteria).

Tip

Total Order: Total number of items ordered
Total Approved: Total number of orders approved. Click this to see an extensive and detailed list of all orders approved for that day
Total Processing: Total number of orders yet to be approved. Click this to see an extensive and detailed list of all orders being processed
Total Declined: Total number of orders declined. Click this to see an extensive and detailed list of all orders declined for that day
Cafeteria Order List: This displays a list of orders yet to be approved.

How to Set a Spending Limit in a Child's Wallet

Follow the steps below to set a child wallet spending limit:

Step 1: Log in to the school portal
Step 2: Navigate to the Mart section of the main menu
Step 3: Click Cafeteria (a menu under Mart)
Step 4: Click Spending Limit (a sub-menu of Cafeteria)
Step 5: Enter the daily spending for your child
Step 6: Click Save

How to Change the Status of a Cafeteria Item

Follow the steps below to change item status:

Step 1: Navigate the Mart section on the main menu and click Cafeteria
Step 2: Click Items (a sub-menu of Cafeteria)
Step 3: Click the Edit button on the item of choice
Step 4: Select a status (Available/Not-available)
Step 5: Click Save

How to Change the Prices of Cafeteria Items

Follow the steps below to change prices:

Step 1: Navigate to Mart on the main menu
Step 2: Click Cafeteria (a sub-menu of Mart)
Step 3: Click New Arrival (a sub-menu of Cafeteria)
Step 4: Click the Edit button on the item of interest
Step 5: Enter a new price for the item
Step 6: Click Save

Was this article helpful?

Yes No

10 of 19 found this helpful.