Location: PHPKode > projects > eCanteen > ecanteen/documentation/eCanteen Admin Guide.txt
eCanteen Admin Guide

Description:

eCanteen is on online ordering system for, typically, a school canteen.
The admin user sets up the data related to menu items and canteen availability. 
The eCanteen user then can order items, limited by their pre-paid credit on the system.
Items appear on the Order Menu according to date availability. 
The admin can also designate the days of the week the eCanteen is open.

The end product of the eCanteen is a list of orders for each break on each date. This can be used by a master document to produce labels. There is also a collation of Break orders by day and week.

1. Setup:

a. After system admins has set up the eCanteen programs and database, log on as user=admin, password=admin1.
The admin menu bar will load beneath the user menu bar.
Change the admin password by clicking the "My Password" link on the user menu bar.
Enter the current password in the "Current password:" field.
Enter the new password in the "New password:" field.
Click the "Edit Account" button to change the password. A success message will appear - click the "Home" link to go to the main menu.

b. Move the mouse pointer to the "Site Admin" link on the admin menu bar. The submenu will appear.
Click the "Site Details" option. The "Site Details" page will open.

The fields are:

SiteID: the readonly id for the site.  	
Site: The site name.  	
Site Number: The site number if applicable.
WelcomeMessage: a text field for the home page message.
WebMasterContact: Name of the web site manager. 	
WebMasterEmail: email of above.
AdminContact: Canteen administrator.
AdminEmail: email of above.
PostalAddress: Site postal address.
Postcode.
ChequeTo: Entity to make cheque payable to. 	
CashPayment: Cash payment directions.
PayPalDetails: Paypal config (not implemented).
Phone: Canteen contact number.
Fax: Canteen fax number.

Also there is a list of the weekdays with an associated checkbox. Ticking the box enables eCanteen orders for that day of the week.

Complete fields as required. Click the "Post" button to save your changes.

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c. Setting up Meal Breaks.

Move the mouse pointer to the "Site Admin" link on the admin menu bar. The submenu will appear.
Click the "Breaks" option. The "Breaks" page will open.

These are the designated meal breaks the canteen caters for.

i. To add a Break, click the "Add record" link. 

The record fields are:

ID: the readonly id for the break.
Break: the long name of the break - eg, Lunch, Recess, Breakfast.
Short Name: an abbreviation of the break name - eg, L,R,B.
Sort Order: determines the sequence of the breaks displayed on a date's cell in the Order Calendar. This offsets the alpha sort of the  break name. Breakfast would be 5, Recess would be 10, Lunch 15. For a break that allows an item to be available in all meal breaks, make this 0. The break name would then be "All" or similar.
Order Close-off Time: The time of the day no more orders can be placed for the meal break. Please include the seconds in the time entry, eg 09:30:00, otherwise the save operation will result in error. Use a 24-hr format.
Duration: the length in minutes of the meal break.

All fields are required. Click the "Post" button to save your changes.

Your records are listed in a table. Click the associated "Edit" link to amend the record.

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d. Setting up Classes.

Move the mouse pointer to the "Site Admin"  on the admin menu bar. The submenu will appear.
Click the "Classes" option. The "Classes" page will open.

i. To add a Class, click the "Add record" link.

The record fields are:

ClassID :the readonly id for the class. 	
Class: the class name. 	
Active : Active flag for the record.

Your records are listed in a table. Click the associated "Edit" link to amend the record.

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e. Setting up Special dates and date ranges.

Special dates are captioned in the Order Calendar. They can be a date range of holidays when the canteen is not active, a single date for a canteen special or any date worth noting. The canteen can be activated/de-activated for the special dates. The Break Order Links  will not appear if the special date has the "Canteen Open" unticked.

Move the mouse pointer to the "Site Admin"  on the admin menu bar. The submenu will appear.
Click the "Special Dates" option. The "Special Dates" page will open.

i. To add a Special date(s), click the "Add record" link.

The record fields are:

ID :the readonly id for the date(s). 	 	
Description: The caption that will appear in the Order Menu.  	
Date From: the date the special date starts on.
Date To :the date the special date ends on. This can be the same as the start.
Canteen Open : Checked to enable orders for the dates in the record.

Dates are selected with an inline calendar. Be sure to click the date required in both fields to make it high-lighted.

Your records are listed in a table. Click the associated "Edit" link to amend the record or the "Delete" link to delete it.

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f. Setting up Menu Item Types and Menu Items.

Setting up Menu Item Types.

Menu Item Types are the categories for the menu items.

Move the mouse pointer to the "Menu Admin"  on the admin menu bar. The submenu will appear.
Click the "Menu Item Type" option. The "Menu Item Type" page will open.


i. To add a Menu Item Type, click the "Add record" link.

The record fields are:

ID: the readonly id for the Menu Item Type. 	 	
Type: The long name of the Menu Item Type.
Active: Check to activate/deactivate the Menu Item Type.  	
Order Sunset Days: Number of days before the order date the items of this type appear on the Order Menu. This is typically 0 - which means the Menu Item Type items will always appear on the Order Menu. Increasing this to 7 would mean the the items would not appear on the Order Menu if an order is made less than 7 days before the item's available date. This is meant for Special orders that require notice.

Setting up Menu Items.

Menu Items are the individual items on the Order Menu. 

Move the mouse pointer to the "Menu Admin" on the admin menu bar. The submenu will appear.
Click the "Menu Items" option. The "Menu Items" page will open.

i. To add a Menu Item, click the "Add record" link.

The record fields are:

ID: the readonly id for the Menu Item. 	
Item: the long name of the item.  	
Abbrv.: the abbreviated name of the item.	
Description: a detailed description of the item.  	
ImagePath: (optional) the file of the item's image.  	
ItemType: a dropdown list of the Menu Item Type.
Barcode: (optional) barcode number.    	
Break: the meal break in which the item is available. A break with Sort Order 0 makes the item available in all breaks.
Cost : the cost of the item. 	
FromDate: the date the item is available from.
ToDate : the date the item is available to. This can be the same as the start date for a special item. 

The item will only appear in the order menu for the breaks specified here and if the order date is within the item's date range.

Your records are listed in a table. Click the associated "Edit" link to amend the record.

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Setup conclusion:
Your eCanteen can now take orders. Customers self-register and once activated can log and place orders.

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Managing Orders:

Move the mouse pointer to the "Admin Calendar" on the admin menu bar. The submenu will appear.
Click the "Admin Calendar" option, this will open the "Admin Calendar" page.

The "Admin Calendar" is the current month of the year. 
Each date cell has the Meal Break links set up in "Breaks".
If there are any orders for that Meal Break, a number appears next to the Meal Break link.
The numbers are coded:

<n> N: this red code indicates the number of orders that have not been printed yet.
<n> P: this green code indicates the number of orders that have been printed.
<n> C: this black code indicates the number of orders that have been printed and have been cancelled by the customer. They must be removed from the print batch.

If a customer cancels an order that has not been printed, the New orders total is just reduced by 1.

Clicking the new orders link (<n> N red) saves the new orders to a CSV file and marks the orders as Printed. 
Clicking the printed orders link (<n> P green) saves the printed orders to a CSV file.
Clicking the cancelled orders link (<n> C black) shows the cancelled orders onscreen.

Once you have a CSV file you can merge it with a label document to print labels or formatted order lists for the canteen in a word processor. This is one of the end products of the system.
The other end product is a collated list of ordered items for a specific date or week.
Clicking the Meal Break link for a date shows the collated orders for that break. The Saturday cell of each week has an extra Meal Break link prefixed with a "W". Clicking this link shows the collated orders for that break for the whole week.

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Major Customer Management.

Move the mouse pointer to the "Customers" on the admin menu bar. The submenu will appear. Click the "Major Users" option, this will open the "Major Customers" page.

As well as self-registration for users, admins can add major customers to the database directly.

i. i. To add a major customer, click the "Add record" link.

The fields are:

Customer ID : the readonly id for the major customer.	
User Name: the login username for a major customer.  	
First Name: the major customer's first name.
Last Name: the major customer's last name.
Mobile Number:(optional) the major customer's mobile  	
Email Address: the major customer's email.
UserLevel: the major customer's user level - determines access to menus. This is typically 1 for a standard user.
Password: the major customer's password in MD5 hash.
Credit: the major customer's prepaid credit.
Active :the major customer's status - determines whether the user can log in.

Your records are listed in a table. Click the associated "Edit" link to amend the record.

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Minor Customer Management.

Move the mouse pointer to the "Customers" on the admin menu bar. The submenu will appear. Click the "Minor Users" option, this will open the "Minor Customers" page.

As well as self-registration of minor customers by users, admins can add minor customers to the database directly.

i. i. To add a minor customer, click the "Add record" link.

The fields are:

ID : the readonly id for the minor customer.	 	
Major Customer : The associated major account for the minor customer. 	
First Name:the minor customer's first name.
Last Name:the minor customer's first name.  	
Class: the class or home room delivery point for orders. 	
Active : the minor customer's status - determines whether the account can have orders placed for it.

Your records are listed in a table. Click the associated "Edit" link to amend the record.

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Transactions Monitoring

Move the mouse pointer to the "All Transactions" on the admin menu bar. Click the "All Transactions" option, this will open the "All Transactions" page.

This allows an admin to view all transactions for a site. 

TransactionID: A unique Identifier for the transaction.
TransactionNumber: A 0 or 1 indicating if the transaction is a deposit (payment to your credit) or withdrawal (payment for an order).
TransactionDate: The date the transaction occurred.
TargetDate: The date the order if the transaction is for an order - otherwise blank.
TransactionDescription: If the transaction is an order, the abbreviated list of items. If a credit payment, the cheque or receipt number.
AdminID: The Admin account entering the credit payment.
MajorAccountID: Your customerid.
MinorAccountID: The id of the minor account if the transaction is an order.
BreakID: The Break for the order.
WithdrawalAmount: The payment for the order.
DepositAmount: Payment to your eCanteen Credit.
PrintDate: The date the order was printed by eCanteen admin.

The table of records can be sorted by clicking the column header to sort ascending. Clicking the same header again will sort descending. 

The list can also be filtered. 
General Filter:
Enter a search term in the "Custom Filter" field and leave the field dropdown list as All Fields. Click the Apply Filter button.
Specific Field Search:
Enter a search term in the "Custom Filter" field and select the field from the dropdown list. Click the Apply Filter button.

To further specify the search, check the Whole Word only checkbox.

Lookup fields for data from other tables takes the format, <Display>(<Value>). Searching for these records requires you enter the <value> in the "Custom Filter" field, not the display value.

All customisation of the search filter can be reset by clicking the "Reset Filter" link.



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Make Manual Payment

To recharge a major customer's prepaid credit, admins have to use the "Make Manual Payment". 

Move the mouse pointer to the "Make Manual Payment" on the admin menu bar. Click the "Make Manual Payment" option, this will open the "Make Manual Payment" page.

The first table cell has the dropdown list of all the major customers in the site.
Select the required one from the list.
Enter the dollar amount to add to the major customer's credit.
Enter the payment reference number in the "Enter Payment Details (Chq or Receipt No.)" field.
Click the "Add" button. 
The amount is credited to the major customer's account and the transaction is listed beneath the payment panel.

The major customer would have to log out and in again to access the amended credit.














 
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