1.0.0Cashless$System$ Back%toSchool%Pre Checks · 2019-10-07 · 0 0 0 0 Sales:00333001403065|000Support:003330014030640 1.0.0Cashless0System0Back0 to0School0PreKChecks0 Revision0Date:0

www.crbcunninghams.co.uk

1.0.0 Cashless System Back to School Pre-‐Checks

Person Responsible: Carl Lewis

Date Last Updated: 12 August 2015

Status: Published

Location: Headley Technology Park

Sales: 0333 014 3065| Support: 0333 014 3064

www.crbcunninghams.co.uk 1.0.0 Cashless System Back

to School Pre-‐Checks Revision Date: 12/08/2015

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Back to School Cashless System Checks Often the school may carry out work that could affect your cashless system, either over the summer, Christmas, or Easter holidays or the half term breaks.

It is important to test your system after each holiday before you first need to use it as spotting problems early means they can be rectified before it develops into a crisis.

CRB Cunninghams are busier than usual in the weeks following the school holidays, more so in September, so it is important to let us know as soon as you have a problem.

Even if you are not planning to use your system but you may be in on a staff training or cleaning day, please start the system as you would normally and also carry out a DAYEND.

CRB Cunninghams have also provided a pre-‐holiday check guide for school IT

For any help please email [email protected]

Sales: 0333 014 3065| Support: 0333 014 3064



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After Holidays Checklist Check operation of your Kitchen PC

• Can you log in? • Does Impact load? • After Summer Holidays! -‐ Check your users; are your new students there? – Note (Systems

not linked to the schools MIS database will need a year end over summer) • Do you need to update prices or add new products? Remember to run activate price

updates from the ‘settings’ menu. • If you have Internet payments check they are working. • Check that free school meals are allocated to the correct students and verify with the school.

Keep in mind that FSM are only available to spend by students when a ‘Dayend’ has been ran. Use the Card-‐list report within Impact to verify.

Check operation of every till. • Do your tills start up ok? • Carry out a transaction. • Do you have cash draws put though a test cash transaction; does the cash draw open? • Do you have receipt printers? Check that a receipt prints when you put though a cash

transaction. If your tills are not set up to print a receipt for every transaction press functions, and then receipts. Press the print button and check correct operation of the receipt printer.

Check operation of all revaluers / venders. • Do your revaluers come on when you switch them on? • Test your finger, try adding coins and notes, you can remove them and refund the value on

the back office pc using ‘add value’ on the users screen.

Sales: 0333 014 3065| Support: 0333 014 3064



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If you have problems… Speak to the School IT Support Department

• Have they made any network changes over the holidays? • Have they changed IP addresses over the holidays? • Have they changed any ‘VLAN’ configurations? • Have they moved a server related to the cashless system?

If they have made any changes they need to contact CRB Cunninghams IMMEDIATELY.

If you’re having issues with Internet payments, or the tills not starting up, ask them to check that the ‘Impact internet payments service’ and ‘Impact data Server Service’ are started on the server

If you have an issue with free meals not updating, or new students not coming onto the system ask them to check the ‘Groupcall Xporter’ service on the Server, and also the ‘ID Gateway Service’ as well as the ‘Biostore Updater’ Scheduled task on the server.

Check all cables are plugged in – check all connections for devices at your till, and PC is correctly plugged in.

If you are unable to resolve and issues yourself please contact CRB Cunninghams direct.

Some more self-‐ help information is also available via:

www.crbcunninghams.co.uk/support

Sales: 0333 014 3065| Support: 0333 014 3064



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Quick Troubleshooting Impact Cashless System Problem with one Till If you have more than one till and have a problem with an individual till, please try checking the leads and moving it to another location. Sometimes the problem lies with the wall sockets and not the till. If the problem is with the socket please check to see if any work has been carried out in the school.

Problem with all Tills If all of the tills display an error message this would indicate a problem with the main computer. If the message reads “invalid path or unable to connect”, make sure the back office pc is switched on and has a working network connection. Check other system equipment is power on.

If the message reads “header corrupt” please contact CRB Cunninghams to assist Via a remote connection.

Problem with one Reval If you have more than one Reval and have one Reval that is not displaying any names please restart the power to the unit. If the Reval is displaying names but not accepting money check to see if there is anything blocking the coin or note mechanism, before restarting the unit.

Problem with all Revals This would indicate an issue with the Revals connection to the back office PC. Make sure the PC has a working network connection and that no changes to the firewall have been made. Restart the PC and Reval units.

Not linking with the SIMS Make sure SIMS is working on the kitchen pc. If not installed on the PC, check with the schools IT department to see if there are any issues on the schools server.

Quick Troubleshooting Impact Cashless System

Sales: 0333 014 3065| Support: 0333 014 3064



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Quick Troubleshooting Impact Cashless System Not linking with the IDManager On the desktop of the kitchen PC look for the “UPDATE IMPACT” icon, this is sometimes called “BioStore Update”, double left click to open

Click “INITIALISE” and wait for the export to finish (this can take 2-‐3 minutes), Click “UPDATE” this will send the changes to Impact.

If this has worked then there will be in an issue with the scheduled task on the PC, this maybe because a password has changed.

Changing Free School Meal Value To change the amount allocated, open Impact and click on Groups.

Highlight the pupils group and click Edit. Change the free meal price the right hand side and click OK. Once the price had been changed a DAYEND will need to be run to allocate this new amount. This will need to be done in advance of the first day back. Beware if you are a primary school you may need to increase your daily spend limit to match. This is also located in the pupil’s group window.

Online Payments not coming down Check you have a working Internet connection. Please contact the schools IT department if this is not working. Restart the PC to pick up any changes to the Internet settings.

Changing Prices Use the Products button in Impact to show the list of items. Use the Edit button to change individual item prices. After all desired prices have been changed, make sure all the tills are turned off and click onto Settings on the top line of Impact. Click Activate Price Updates.

Sales: 0333 014 3065| Support: 0333 014 3064



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Removing Leavers Using IDManager and Impact Overview CRB Cunninghams will remove the appropriate records from the Impact system as requested. Schools using IDManager remove records from IDManager themselves.

CRB Cunninghams can assist with all removals via a remote connection. To arrange for this to be done please book a call via email using: [email protected]

Impact If your cashless system is linked to the schools MIS (SIMS, CMIS etc.) the link will automatically mark pupils and staff members who are no longer on roll as a LEAVER, within the Impact software.

If your cashless system is not linked to a MIS then each record within Impact will need to be individually marked as a leaver.

In the USER section within Impact, highlight the pupil to be removed and click EDIT.

In the EDIT screen tick the box marked LEAVER. If you want to remove a whole year group, this can be done on request without the need to edit each account.

IDManager Within IDManager there is a removed records tab along the top of the screen. In here you will see the accounts no longer being export from the MIS.

You can either highlight individual accounts or multiple accounts by using the shift key.

To permanently remove these accounts and permanently delete the biometric ID, click DELETE PERSON at the bottom of the screen. Be careful not to remove accounts of pupils who have left the MIS but may be returning. i.e 6th formers or pre-‐admissions.

For further guidance use the HELP button in the top left corner of IDManager.

Sales: 0333 014 3065| Support: 0333 014 3064



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If All Else Fails Using Offline Mode What is offline mode? Offline mode allows the tills to be used while there is no connection to the Impact Database. This can happen for a few reasons, but the two most common are: The network is down, meaning data from the till can’t travel to the server, or the server is down itself. The till will store all transactions made, and when the network is re-‐connected, all the sales will be uploaded to the database.

Note this feature is an emergency backup feature only and should not be used or encouraged for continuous use. Schools requiring a more permanent use of offline working will need to use a ‘docked upload / download facility’.

How to enter offline mode Start the till as normal, if the till opens up without any errors, you do not need to use offline mode, just use the till as normal.

If you open the till and see the following error:

On the first instance press Yes, as this may only have been a temporary issue. If you press Yes and the software loads as normal, continue to use the till as you normally would.

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If you press Yes again, and the message comes up again press No to enter offline mode. You will get a socket error like below:

This is normal, press OK and then press Yes at the following message:

Once you have pressed yes you will be asked for an offline code. This code changes on a daily basis and you will need to obtain this from a member of our helpdesk team.

Once you have entered the code and pressed OK that till only is now in offline mode.

Sales: 0333 014 3065| Support: 0333 014 3064



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Too confirm you are in offline mode, there will be the word OFFLINE in red on the left hand side of the screen:

Where do I get the release code? You will need to call us for the release code. A call will be logged at the same time. The code changes on a daily basis. Please call 0333 014 3064 for assistance.

Why do I need to call for a release code? If your system has failed, we will need to know as soon as possible so we can aim to rectify the issue and prevent further issues and possible database corruption/defects.

Limitations and Information for using Offline Mode There are a couple of limitations and things you will need to know when using offline mode.

Biometrics Usually the biometric data will reside on the same server as the cashless database. If your till is unable to access the cashless database, it most likely can also not access the Biometric data. In this case you will need to use the Lookup function.

Balances & Daily Limits Because the till is offline, it is unable to determine what a users balance is or whether they have a daily/break limit set. All transactions made will be recorded at the till. Once the till is back online, it will upload all the sales. If a user has spent more money than they have in their account, then they will be put into a negative amount. Unless they have an overdraft set, they will need to pay any money owed back into their account before they will be able to use the system again. Also this means that a user will be able to spend more than their limit may otherwise allow.

Sales: 0333 014 3065| Support: 0333 014 3064



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Allowances When offline, the till is unable to determine who is eligible for a Free Meal or Supervisor allowance. The till will upload the transactions once back online, and will use the users allowance for the transaction if they have one. If they spend more than the allowance they have, the rest of the sale will be deducted from their Cash account.

Coming Out of Offline Mode and Uploading Transactions Once you are aware that your issue has been remedied, and your system is back online, you will need to close the software, and re-‐open. If the network is back up, the software will upload the transactions:

Once the till has finished processing the transactions, your system is now back online.

1.0.0Cashless$System$ Back%toSchool%Pre Checks · 2019-10-07 · 0 0 0 0 Sales:00333001403065|000Support:003330014030640 1.0.0Cashless0System0Back0 to0School0PreKChecks0 Revision0Date:0

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