Reprocess Transactions

PURPOSE OF THE UTILITY

If students have recently been approved for free or reduced meals, but already had some meal transactions entered at a different status, this option can be used to reverse out the original transactions, re-enter the transactions at the new status and give credit for any accumulated charges (also cash and prepay used) from the old status.

This will allow the district to claim the meals at the correct reimbursement rate and remove any accumulated charges.

The student must have a current application on file.
This applies to Breakfast and Lunch meals with nutrition code 1 only.
Transactions entered under the old status will be reversed out by entering a negative “Undo” transaction under the old status and a positive Redo transaction under the new status.
- Both transactions will have an effective date of today. The Item ID, Site, Primary Site, and Reimbursement Site will be the same as the original transaction.
- You will need to wait until after breakfast and lunch are both served to reprocess transactions on any given day. Otherwise, you may get a message that a reimbursable meal has already been served.
This is intended primarily for use at the beginning of the school year when new applications have been processed, but can be done at any time.

This feature should be used with care. It is only intended for correcting meal transactions that were entered with an incorrect status, not for general daily use.

Please review the following before using this utility. If there are any questions about which meals can be reprocessed, please consult your state agency.

It is the user’s responsibility for determining which meals would qualify for a different status.

Example: if there was a mistake in processing an application, reprocessing may be appropriate. But if an application was submitted late, the student may be ineligible for free or reduced meals until the date the application was actually received.
All the reversing entries and new transactions will all be reflected on today's daily deposit, regardless of when the original transaction occurred. Today’s daily deposit must be unclosed. This may result in corrections being done in a different month than the original claim and may cause Accuclaim exceptions on that date. The user is responsible for documenting reasons for all exceptions.
The account balance will be adjusted for the amount of the meal price. There could be positive or negative adjustments to account balances.

Example: If the student went from paid to free, money will be added to their prepay balance. But if they went from free to reduced or paid, the account will be charged for the meals.
Adjustments are based on student’s current status at the time utility is run. If they had more than one status change, it will only use the current one.
If a student has transferred: reprocessing is based on the transaction history so the reversing entries will go to the site where the original meal was served.

USING THE UTILITY

The Reprocess Transaction button remains hidden to prevent it from being used regularly.

The Reprocess Transaction button will appear on the Manage Application screen once certain criteria are met:

Example: You served a status 4 student on Wednesday and on Friday that student has been approved for free or reduced meals. Once you change their application to the correct status and backdate it to the day they were served, the Reprocess Transaction utility will appear:

The Reprocess Button will appear on the bottom of the Manage Application screen:

To start reprocessing a student's transaction, locate the application of the student that was served in the Students: Manage Application grid.
Hover over the student a click View/Edit from the Cog Options.
Make the necessary changes that will result in the student's status to become Free or Reduced. Example: Editing the income status of all household members that will result in the status going from 4 to 2.
Click on the effective date link in the Household Members section and change the date to before the date the student was served on and click Set Date.
The Reprocess Transaction popup will appear:

Once you have reprocessed a transaction there is no way to revert the Reprocessing Transaction so it is imperative that you ensure that the utility is being used accordingly.

Click the Reprocess button to complete the transaction correction.

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Meals Plus Web Help, 10/2019