Entering Receipts Using the Milk Bank

Okay, everyone. Thank you so much for joining us today. My name is Angela Young, and I'm with CenterPilot. This session is being recorded for those who are not able to join us today. I will, again, repeat that if you want to ask questions, you can chat them to me, and we will be unmuted at the end also for questions. So today, we are going to talk about staying in compliance by using two tools that CenterPilot has to offer.

One is the ability to enter your receipts and to add milk to your receipts so that the milk bank in CenterPilot, which is the second tool we will be looking at today, will work for you. So our goals for going through this webinar and looking at these tools are that we're going to be in compliance with the amount of milk and the food served in CenterPilot, because your receipts should accurately reflect your menus.

Basically, it's like if you say on your menus that you're serving ground beef spaghetti, then your receipts should show that you've purchased spaghetti, noodles, and ground beef. Also, it's a way for you to be transparent to your sponsor and to Department of Agriculture. And I'm going to try to figure out how to mute everyone. See if I can do that. They changed the settings for GoToMeeting, and now I'm just a little bit confused as to how to do that. So if you see that you are unmuted, if you could mute yourself, that would be great.

I'm hearing a little bit of background noise. Okay. So your sponsors are really going to appreciate it if you are transparent. When your sponsor is under review by TDA, as you know, TDA, which is Texas Department of Agriculture, will be showing up out at your sites, a randomly selected number of your sites, and you look really good to your sponsor and to TDA when everything is in compliance, including your receipts and you have your child nutrition labels to back up everything that you're serving if it's a combination food.

This helps your sponsor look good and helps your sponsor not get written up. Just keep in mind that if your sponsor gets written up while they're out at your sites or when they're in for the administrative part of your sponsor's office, they can get into trouble, up to and including losing their contract. But most of you, I know your sponsors, and your sponsors are in compliance, and they are asking you to be in compliance and not just putting you out there to learn on your own, but to be a resource for you.

So you do want to make sure that you are purchasing and serving, those are two different things, purchasing and serving the correct amount of milk. And by doing so, even if you feel like you're wasting, and we'll talk about that later, by purchasing and serving the correct amount of milk, you're going to receive the highest reimbursement possible because you'll have less disallowances. So you'll receive more money to help you buy more milk. So let's start first.

I'm going to go ahead and log in as a test site, and I'm just going to basically discuss what you need to be checking. The first thing is that you really do need to be checking your overall facility participant numbers pretty often. Unless if your capacity, and I'm just going to say 50, if your capacity is 50 and your number attending meals equals 50, then maybe it's about the same. But one thing you need to remember, and it's hard for you to see this, but you can log into your own site and see it a little better.

You really need to be sure to overestimate these numbers just a little, unless you have everyone in the same age group, like a Head Start would have all three to five-year-olds, and Early Head Start would have all of the zero through to two. But most of you are going to have some infants, some one-year-olds, two-year-olds, three to five, and some after-schoolers.

So look at these numbers, inflate them just a little bit so that if a child ages out, like if a five-month-old, when he turns six months, your numbers aren't off and you're not going to not have enough food. And the same with a one-year-old aging to two and a two-year-old aging to three. So you want to inflate your numbers just a little, but not much, maybe within five of your normal attendance.

And if you are going to over-plan just so you don't run out of food, it might be a good idea to over-plan a little bit in the oldest participant column. And we'll cover a little bit about that later, but the main thing is because more food and more milk is planned for a child of this age, that if you were under-planning, say, your two-year-olds, then the amount of food that is over-planned for this age group would make up for having another extra child or two that were not expected in another age group.

So remember that your planned numbers should closely reflect your actual, but a little bit inflated in each age group. And check this often. Because your children are going to age, and hopefully, the parents want to keep them there, so you're moving children up in age. So if you know you have a lot of birthdays coming up and you're going to have 10 kids aging out, be sure and come adjust these numbers. And remember to do this before you schedule your meals on the meal calendar. Okay. Then check your calendar.

The next step would be, you would want to check your calendar often. And the reason why is because it's going to tell you so many things. For many of us, spring break is next week. So, you may have that on, and it might not be here on your meal calendar in CenterPilot necessarily, but on maybe your Google calendar. Make sure you check that. Make sure you know when holidays are going to be, when spring break is, because your numbers could change.

So before I schedule my meals for next week, I would want to realize next week, for me, for my area, for my school system, is spring break, and I'm going to have more schoolers. So before I schedule my meals for next week, I want to remember to update my numbers. And they don't have to be the permanent numbers, which are in facility information under number attending. You can update them for just one week at a time. It takes a little longer.

So for spring break, I might want to go back to facility information to the number attending and update my school attendance. And then just remember to go back right away after you plan your menus and take your numbers back down to where they were. The other thing that you can do is you can plan your meals, and if you're only going to have, let's just say, one day you're going to have extra kids, then you can go to Meals, Edit Meal, edit a certain meal, and I'll show you how to do that.

So let's just say you know for lunch next Monday, but I don't have a meal in for next Monday, so let's say for tomorrow, that you're going to have some extra kids, but it's the only day that you're going to have extra kids because school is out. It may be fair day, whatever. But this is where you can adjust your numbers just for that one meal without adjusting your permanent numbers. So you might want to know about that. And then another thing to do is just to go back and check your pre-saved meals.

And so the reason you might want to do that, and just bear with me for a minute as I give you an example. If you have, maybe you're just starting out as a center and you're not full, anywhere near your capacity numbers. So if you have a small number of children, when you're planning your milk, you may not want to plan a gallon. If you only have two to three, five kids for lunch, you may want to plan it in cups, because a gallon is going to overly estimate the amount of milk you need, because it's always...

Here's the two milks down here for this particular meal. 06 of a gallon isn't much. It's not going to be helpful to you. And CenterPilot will always round up. This is the number that's carried to your meal production records. So you're always going to be asked to open a half gallon. So if you're only using a half a cup or a cup of a gallon, then every day or every meal, it's going to say open half a gallon, and it's not going to be very useful to you. And we'll talk about how to take your milk amounts down if that would happen.

So for larger groups, you would want to go ahead and schedule by the gallon. However you purchase it is fine. But keep in mind that if you decide to use half pints, you might have point of service issues happening. And I'm going to show you an example. So I did an experiment for breakfast on these two days, and actually, I'm just going to show you using the meal production records. It's a little easier to see. So these are the meal production records for this week for my test center, and you can see my numbers are very low.

So the number expected of one-year-olds for breakfast is two. The number that was claimed is two. But on this day, if you'll look at the milk that is planned, I used half pints, which is actually a cup for both the 1% milk for everyone age two and over, and the whole milk. So since I used half pints, keep in mind that there's two things that are going to happen. I used half pints on this day for breakfast, but the next day, I used gallons.

So what happened was I used half pints for the 1% milk, and then I had an extra school-aged child show up, and I didn't correct my numbers. So I'm showing that I served three school-aged children when I'd only planned for two. Let's compare this to the next day for breakfast, where I have gallons served of milk, and I have three that were served when I only planned for two. I want to show you from the meal calendar what happened because of the difference amount of milk. And this is what you need to be careful of. Okay.

So remember, this is the day that I served the... I don't know if you know that you can double-click this to see the components. But you can see I served half pints here, and I claimed one too many school-aged kids. And guess what? There wasn't enough milk to cover that. So this was a point of service error, and this is going to be disallowed by my sponsor.

On this day, I served one more school-aged child, and it didn't have a point of service error because gallons have enough milk to cover if you're one or two kids over or you forget to adjust your numbers. Now, that doesn't mean the meat or the grain was enough to cover, and it might still have a point of service error on another component, but the milk did cover it. So that's something to consider. The other thing to consider with half pints is that, and I want to go look at the grocery list to show you this.

I'm going to show you in my editor. I did a screenshot of it. Okay. So I will show you, if you're not familiar with the grocery list, it is also a way to help keep you in compliance. But this is a screenshot from my grocery list for this week, and here's the day on the 9th at breakfast and the 9th at lunch. I s- Serve half pints for both the whole milk and the 1% milk. So notice that it says I need to purchase nine cups of the 1%, but in reality, if I give everybody a full carton, which is a half pint, I really need to buy one per child.

CenterPilot is going to calculate it based on a half a cup for the two-year-olds, three-quarter cups for the three to five-year-olds, and one cup or eight ounces for the schoolers. That's going to equal with the number of kids I have, which is two in each age group. That's going to equal nine cups, not 12. So your grocery list, just keep that in mind if you're going to be purchasing your milk by half pints. Same with the whole milk for the one-year-olds. We actually needed two cups because we have two children for breakfast and two for lunch.

So if you're going to give them a whole carton, you actually need to purchase four cartons or four cups. So just wanted you all to see that, and now I've got to see if I can get rid of this without stopping the meeting. So there we go. Okay. So I hope that makes sense. And then another thing to remember is to schedule your meals a week or more in advance, but not months in advance.

And the reason for that is if you schedule a month in advance, but your expected numbers are constantly changing, the numbers that are in the system when you schedule a week are the numbers that are pulled into this week and are therefore transported to your meal production records. So, next week, I haven't scheduled it yet because I have spring break next week. So I want to make sure I adjust my numbers first. So when you go to your pre-saved schedule... Oops, sorry. Schedule a pre-saved week. This grid is here on purpose.

It wants you to look at it before you schedule that week. So I'm getting ready to schedule for next week, and I know I'm going to have more than this many kids, especially schoolers, because it's spring break. So I want to up my numbers for the schoolers, and I can go back to facility information and do that, then come back here and schedule the week. And then since it's just temporary, I'm going to go back and change those numbers and re-save again. So be sure to look at this. This is going to save you a lot of headaches.

If you have a lot of editing that you do once your meals are scheduled, it will help you not have to edit the meals one at a time once they're already scheduled. So if I dump in, let's just say these numbers are where I want them, and you know how to schedule your meals. So I'm going to schedule for spring break week, and I'm not adjusting my numbers, but I can go in and adjust them the way I showed you before. And I know you all know how to do this part. So now when you go back to the meal calendar, we have next week scheduled.

And there it is. Now, another thing that I wanted to show you is, let's just say that it's not spring break next week, but it's like Memorial Day is next Monday, and you are closed on Memorial Day. We will be showing you the milk bank here in a minute, but to keep your milk planned and served numbers closer together is to not over-plan on your meals. So if you're going to be closed on this day, it would behoove you to go to Meals, and it's Delete Participant Meals, and to just delete the menus for that day.

And the reason why is that it's not going to overstate the amount of milk in your planned and also the amount of food. So I want to delete all meals on that day, and you can do that here. It does warn you that it's going to delete meals and attendance. So probably if you're deleting for this week, Friday, because it's a snow day and you ended up being closed, you would not want to delete if you've already taken... Well, if you're closed, you haven't taken attendance.

So you would want to make sure and just delete that one day, because if you put in the whole week accidentally, then you're missing your attendances. So you wouldn't want to do that. So let's go back to the meal calendar, and you should see that that day is now... Did I do the whole week, or did I just do that day? I'm thinking I might have. Okay, I just did that day. Yay, I did it right. Okay. So now there's no planned menus for this day, which means it's not going to overstate the amount of milk that you need.

So that's another way that you can just check things in advance and keep your planned and actual milk numbers closer together. Okay. Okay, so let's go ahead and look at the grocery list. For those of you that are not using this, this is a very good tool to help you stay in compliance with the amount of milk and other products you need to buy. So let's just say that, this is Thursday, I haven't taken my attendances for today yet, but I do my order on Thursday for Friday through next Friday.

So I just want you to see that you can put in any date ranges in your grocery list. So mine is actually going to include... Or let's just say I already planned, and they're delivering it today, but it's going to include tomorrow. So your grocery list can be retrieved here, and again, you can put in any date. So I'm going to have it calculate from tomorrow through next Friday. And here's all of the groceries based on the components- For your list.

So this can be exported to Excel, and then you can manipulate it in any way that you need to in order to help make it work for you. So in other words, I'm fully aware that some of you buy shelf-stable products in bulk. So even if there's maybe dried spaghetti pasta on here, which there is, and this center only purchases it in a pound at a time. So they may need to go ahead and buy some, but if they bought 51-pound packages, then they may not.

So it's also something you can print out into Excel, sort, take to your pantry, and see if you really do need to order it because you only have it scheduled once in the next week, and it's on this day for supper. So this can be very, very helpful. First of all, it tells you what component you're looking at, what the actual food product is, how you purchase it, the amount that you need to purchase, and what days and meals you have it planned on. So this is convenient.

So let's just say that if you found out you have avocados scheduled, and I know not long ago, we do have avocados. Not long ago we had kind of an avocado shortage, and avocados were very expensive, so you decide you want to take them off the menu. This tells you exactly where to go and what menu you can edit to have a cheaper food component, replace that, and then run your grocery list again. So you just make it work for you. Okay. Another important thing is to actually, and of course you do, you buy and actually serve the milk.

And this is what's hard, I think, for a lot of you that work out in the field is actually serving the milk, even if you know it's going to be poured out. But you really do, to stay in compliance, have to serve the milk. So make sure you're pouring the proper amount, and you want to make sure, first of all, you have the proper size cups. So know the age and the amount of the children you are serving. If you're only serving one and two-year-olds, then a five or six-ounce cup would be enough to pour the four ounces in.

But if you're serving older kids, then you also need either have two different sizes of cups or have cups big enough to hold a full eight ounces of milk for the school-agers. Consider putting tape on the cups or marking them with a marker, a marker that will stay. And if you're doing training, if you're helping the kids in the classroom to learn to pour their own milk, if you're doing family style, then if you have tape or a line on the cup, then they learn to pour the milk to the line.

And then you could also help them serve themselves by assisting them to serve the other food components on their own plate. And most importantly, whether they drink it or not, all children must receive the right amount of milk, even if you're pouring it out. Okay. Another thing, the next thing that you want to do is make sure you are printing and utilizing your meal production records. And some sponsors ask that you print them at the beginning of the week.

If your cook has access to print them herself, you can have her do that from the computer if she has a printer, or your director can print them and take them to the kitchen. But most sponsors say the beginning of each week. And this is going to be important. This helps you stay in compliance because it tells your cook exactly how much of everything to open, and that is also important for the milk. So let's go down here where we have gallons, and it's always going to-- I have small numbers because this is a test site.

Your numbers are going to be much larger. So you're going to have more than just a half a gallon show up here. But this tells the cook how much to open and to send out to the classroom so that you are in compliance. And make sure your cook just notes any changes as well. So if you are a center where kids just happen to love milk, and CenterPilot tells you that you need 12 gallons, but you happen to have 15 or 16 in the facility, and you have kids that want more and more and more, so you take some more milk out.

So let's say you use 15 gallons instead of the 12 or 13 that CenterPilot says to open, then CenterPilot's going to think that you have more milk than you do, and that's when you may want to do an adjustment, which we will talk about when we get to the food bank. And the other thing, the next thing is, is that you want to make sure you're taking your meal attendance. If you are able to take it at the time of meal service, then do that.

And the reason for that, to take it during the meal service or no later than the end of the day, this keeps your planned versus served milk in the milk bank up to date and helps you to use the milk bank as a tool. If you're taking your attendances at the end of the week, then you're not going to be able to keep up with the milk as well using the milk bank. So do take your attendances no later than the end of the day, if possible. And so now let's look at the receipts.

So you want another thing that keeps it up to date, and when I say keeps it up to date, I mean the milk bank that we haven't even looked at yet. All of these activities that we're talking about right now are going to lead up to how to use the milk bank as a tool. So if you're putting in receipts when you purchase the food, then your milk bank will be updated.

So let's go ahead and choose this month for my test center And I'm trusting that most of you know how to put in receipts, and also just make sure that your sponsor wants you to put in the receipts yourself. We train sponsors to take some activities down to the center level, and that means there's less admin work for them to do. So most of you should be putting in the receipts yourself.

Some sponsors prefer to lock you out of this particular activity, and if that's the case, then they can actually set you up to not even have access to this screen. So we're going to do a fake receipt. Before I do that, let's go take one look at the milk bank so you can see what it looks like at this point. And I'm hoping all of you know where the milk bank is, but it's Meal Reports. It's the first meal report, which is Milk Bank. You choose your month over here, and then this information shows up for you.

So for every day that you have a meal planned, you're going to see that date, and then you're going to see the meals that have milk planned, and you will see the exact amount of skim milk required for your plan numbers. And then once you take attendance for those meals that you've taken attendance, then you will see the served amount show up, and then the receipted amount. So once we put in a receipt, you're going to see the amount of milk show up here. So this first line is CO for carryover.

So if you haven't been using the milk bank at this point, you probably want to make an adjustment to adjust it up or down to the exact number of milk you have on-site and going forward. So for my test site, I am keeping up with milk monthly, and the way to get the carryover is to go back to the month before, and we're just going to scroll down so that you can see this. So on the last day of the month before, which for this center happened to be supper on the 28th, we have a balance. This is the skim milk balance.

9332 gallons left over that we are going to carry over to March. This is the whole milk balance, and this is the alternate or non-dairy milk balance. So the way to have it carry over is just to process the milk on the last day of each month by clicking here. And so our milk from February is now carried over to March, and you can see that I had already done that in March, and that's how you get the carryover.

So you can go back to February and make an adjustment if you need to carry over to March the exact amount, or if you're going to do this starting in April. Just make an adjustment in March so that the correct amount carries over, or on the 1st of April, just put in an adjustment using the receipts, which we'll look at. 54. I'm sorry, this is the balance. 96 show up to start the month. You can see we've not entered any receipts with milk, but we do have the planned amount for each day, and it's by gallons.

No matter how you buy it, it's going to convert it to gallons on this page, and the amount served according to the actual attendance. And then each day, you have a running balance as well. So if you were to happen to see check marks start appearing over here, that means that at some point, and I don't think it's happened yet, at some point, you did not have enough milk purchased for the amount that you needed according to the milk bank. So that could mean a few different things.

It may mean that you forgot to enter a receipt, and you need to go back and enter that receipt. It could also mean that you entered a receipt, but you forgot to attach milk to that receipt. So let's go look at that process now. We're going to go back to the receipt page, and we're going to enter receipts with milk against it. So make sure you choose the correct month, the month that you bought the items in. And so we're going to say that on the 10th, we're entering a receipt. We purchased some food and milk on the 10th.

If you're wondering where to select your vendors from, you would need to enter your vendors on the facility information page so that they show up here. Also, if you have a food vendor that delivers, make sure that they show up because the majority of your food would come from them. The total amount of your receipt is going to go here. The amount for food, because you're going to need to look over and determine, and you may want to have separate receipts just to keep the food purchases separately.

But the amount of food will show up here exactly, including the milk. And if you have any supplies that are allowable for food program purchases but are not food, you can enter that information here. And I'm just putting in random numbers. And for this type of receipt, you're going to leave the wage blank. And then we're just going to save this receipt. And we do get a pop-up saying it was saved. Okay, so now we see the receipt down here. So there's several things that we can do at this point.

But we need to edit the receipt, so we're going to click on the pencil, bring the information back up here, and then we can do different things. One thing that we can do is we can upload. This little symbol down here means that there's no receipt uploaded. So we're going to upload a receipt so that you don't have to. If you scan them and upload them here, you don't have to worry about getting it to your sponsor because they can see it directly through CenterPilot.

So let's select our file that we want to upload, and I do have some random receipts in here somewhere. Hi, Angela. Yes. Hi, Angela. It's Susanna. Hi. How are you? I'm good. And you? I'm good, thank you. I'm sorry to interrupt, but we have a classroom here, and we're having a little trouble seeing the screen. Can you enlarge it for us? Let me just see if I can do that. I'm sorry. That's okay. Is this help any? That's a little too far now. Does that help any to see the screen? It helps a little bit. It's better than what it was. Okay.

I'm not sure if you can also... What you might try on your end is the Control button on the left lower of your keyboard, and then the plus sign in the upper right, and you might be able to enlarge it on your end as well by Control plus. And I've done it a little bit, which means we'll have to do a little more scrolling, but that's okay. So anyway, welcome, Susanna. Thank you, Angela. Okay, so we clicked on a receipt, and it just happens to be a receipt. If this is not the right one, remove it and choose another one.

But if it is the right one, you're going to upload that. And now you can see that we have a green arrow here, which means that we have a receipt uploaded. So what we recommend is that you, at this point, go ahead and click on it and download it and make sure it's something... And I have to click twice on my laptop for some reason. But here's my receipt, and I want to make sure, first of all, it's the right one with the right date and that I'm putting the right amount of milk to it.

And this is my personal receipt, and I don't buy milk, but if you did have milk, then that's where you would look to see how much it is. Just make sure it's accessible and readable by your sponsor and that it's the correct receipt. Okay, the next thing we want to do, we still have the information up here in Enter a Receipt, so we're still in edit mode, and we want to add milk to the same receipt. So we're going to go over here. Now, first of all, I'm going to go ahead and save it after I selected that.

And now it's gone from this screen again, which you'll see in just a second. Okay. So I just want to make sure you know that you do need to bring the receipt back into edit mode before you do anything to it. So you can come over here to the far left and click on New Milk Entry, and then you're going to add milk to this receipt. So however your facility purchases the milk is what you want to do. And let's just say we're going to buy 1% milk by the gallon, and I bought, basically, because I'm entering it from a receipt, two gallons.

And select Gallon again, and then just insert that. And then I'm going to go ahead, and I also bought one gallon of whole milk, which is here. Make sure you're choosing the correct amount of milk. And insert that. So now we've purchased three gallons of milk against this receipt, and if you look down here, and again, my laptop doesn't show things very well, and I apologize. If I kept going Control plus, it would eventually get there, but it just makes it too big to work. So hopefully your screen shows it better.

But you can see against this receipt, I'm now showing two gallons of 1% milk and one gallon of whole milk, and I did not purchase any non-dairy milk at this point. Now up here, you're also going to see that this has all been adjusted. We have a grid up here that shows the amount of planned milk for skim, whole, and alternate, and the amount of served, and then the amount purchased. And so it's added into the carryover from the month before. 33 for food, the supplies, there's no wage, and the non-CACFP will be split out.

So if you are paying also someone using USDA funds, maybe your cook, then you can also... And now I'm going to save this receipt and get it out of here. And if your receipt's already saved, then you can also just reset the form to clear this. So you can also put the wages in here because your sponsor needs to see that you are spending the money that is sent to you. Because one of the things that has to happen is that you do have to show that you are running a non-profit food service program.

So if you paid your cook on maybe the 6th, and it was USDA funds, you can choose Wages with the staff name, select the staff who are also entered on the Facility screen, and the total is entered here. And then you're going to skip the rest of these and enter as a monthly wage and save the receipt. And now you have the cook showing up as paid using USDA funds, and that information is also going to show up here in your grid. And now your receipt total is this amount. So that is how you add a receipt and put milk towards the receipt.

So we do recommend that you do this as soon as possible after getting a receipt to keep your milk bank up to date. And also if you are a large center and you just have receipts all the time, just clear it with your sponsor and you should be able to scan two to three receipts in. And when you select a file, you're bringing maybe three receipts in, and even though you may have entered the receipts down, they show up down here separately.

Just message your sponsor, even through CenterPilot, and just make sure they agree that you can do this first. But I know we have a large sponsor that does that. The large centers just send three or four receipts. They upload them in one file and send them. And And your sponsor, when they go to get that receipt, can see that, but just it's better if they know that that's the way you would like to do it.

And just keep in mind, another reason to do this right away or as soon as possible is because if you submit your claim and your receipts aren't in, then your sponsor has to contact you and wait on your receipts, and that holds up claim processing. Which, if they can't submit their claim to the state in a reasonable amount of time because they're waiting on information, that also prevents them from paying you in a timely manner. So it's really beneficial to you as well to get everything in, all paperwork, not just your receipts.

Okay, let's go back and look at the milk bank again. Again, it's Mill Reports. The very first report is the milk bank. You do need to select your month of the claim, and your information is going to show up here. So now, let's see. So you see here on the 10th, it's going to show up. It has to pull in something, so it pulls in BK for breakfast. But really, you can see that this is actually showing that we added milk to the milk bank, and it's in the receipted column. So the balances are now all updated for that to show that.

So we do recommend that you check if you really are interested in being compliant in your milk and being transparent, be sure to check your milk bank a couple of times a week. It's okay to check daily as well, just to see how close you're getting to needing purchase milk. But at least two to three times a week to make sure you're on target with your milk purchases. And pay special attention to these checked boxes because your sponsor, when they see checks here, that tells them that they need to go look and find out why you were short of milk.

" But if you do go back and put milk towards it, it may make the check mark go away. But at this point, this warns your sponsor that they may need to disallow some meals, and it tells them exactly which meal to disallow on which day because that's exactly when you didn't have enough milk. Okay, so I promised you that we would look at an example of-- And first of all, before I go into this, I want to make sure anyone on the center level knows that you need to check with your sponsor before doing this.

I think we have some members from Nutri-Service present. And I just happen to know that Nutri-Service prefers to do this for you. So they do not consider this a site-level function. So if you want this done, be sure to contact your sponsor. And for the other sponsors that are on, you can let your sites know exactly how you would like this done. But let's go back to that example where there is a site that CenterPilot says you need X amount of milk, but you serve X plus because your kids really do go through the milk.

Then CenterPilot's going to show that you have more milk on site than you really do because you used more than you have on site. So once in a while, you may need to make an adjustment. And adjustments can be made through the receipt entry function as well. And it would just be-- Let's just take this receipt. Let's just do another. I think you should do it separately. I practiced this the other day, and I kind of forgot what I did. But so what I'm going to do is I'm going to go in on the 13th, and you can put it in as a vendor receipt.

This is kind of between you and your sponsor, and I think that it's probably a sponsor call. I'm going to choose donor name, and then I have an area here where I can just type in, and I'm going to call this a milk bank adjustment. And so I'm going to leave all of these just blank and save the receipt. And here is the receipt down in our list. So I'm going to edit it. And now it's up here, and now I'm going to act like I'm doing a new milk entry. But in reality, I'm going to use the minus sign.

So I actually don't have as many gallons of 1% milk as CenterPilot says I have. So I'm going to insert this adjustment of one less gallon, and I'm going to do the same for the whole. I don't have as many gallons as it says that I should. If any of you can hear my cat in the background, I apologize. Okay, so now we're showing that we have one less gallon of 1% and one less gallon of whole milk. So we've done an adjustment, and this will show up in the milk bank. Okay, sorry about that. And does anyone remember what day I did that on?

Trying to see it. Okay, here we go. It was on the 13th. You can see the milk has been adjusted down so that it's going to correct the balance. So again, check with your sponsor first before you start doing that. And then if you see If CenterPilot says you have less milk than you know you have, and you need an upward adjustment, that should be done by entering a receipt or by correcting the amount of milk in a receipt that's already entered, if you did not put the right amount of milk. So those are the questions.

Did you miss entering a receipt, or did you forget to enter milk against a receipt? If it's not showing enough milk, but because you can count and you're looking at the milk, you know you have enough, but it's not showing that you have enough. So check on those, and make adjustments as necessary. So okay. So we have covered everything on my list today, and let's see if there's anything in the chat. It doesn't look like anyone has chatted any questions.

Anybody that wants to ask, again, I wish I knew how to unmute everyone, but I can no longer figure that out. Let's see if I can unmute. It just doesn't seem to work. So if anybody has a question, if you will either chat it at me or unmute yourself and ask it, I would be happy to entertain any questions. Okay. I'll wait just a minute. I am finished, so if anyone feels like you need to leave and not wait on questions, feel free to do so. I appreciate you all joining me today, and please feel free to go to...

And I'll see if I can just bring it up here. I have this thing in the way at the top of my screen. I can't figure out how to do a new tab. com and click on training, and then 2020 webinars, you can see when our next webinars are coming up, and several of them are site level. So feel free to let me know. I will try to send out reminders to everyone, and then as we did this time, you can let me know if you want to go to meeting invite. Okay. So I do have a couple of questions. " Okay.

So the reason for that, and it's because CenterPilot, remember, is going to calculate the amount needed and then round it up to the next half of the container. 6 gallons. It's going to round up. So eventually, that round up is going to catch up with you, and it's going to show that you have three and a half gallons that you don't have because you sent it out and served exactly the amount CenterPilot said. So you have some left. Or CenterPilot says you have more than you have. I hope that makes sense. " Yes.

And then, Laura, you're asking about the pints of 1%. What exactly is your question? If you don't mind just typing a little more. " So the way to do that is, again, I have to show you using last month. So I'm going back to February. So let's pretend like this is March 1st, and we haven't done our carryover yet from February. This is our February milk bank, and after the last meal that requires milk at the end of the day, you just click on process milk, and this is the month before.

Since we're physically in March, we're doing this for the month before. And now when you go to March, your milk has been pulled from the month before, so there is a carryover. So because everybody doesn't run out of milk exactly on the 30th or 31st, you have some milk that needs to be carried over. So that's how you carry over what is actually in the center to the next month. If it didn't carry over, then it would look like you're almost six gallons short of milk when you're starting March, if that makes sense.

So I hope I answered that question, and I'm going to back to the chat. " In the milk bank, so you're going to enter milk. Let's go back to the receipts. In the milk bank, it's going to cause everything to show up in gallons because it would take way more columns to show every way that you could purchase milk. So it's going to convert it to gallons on this page. But on the receipt entry page, you're going to actually put in milk the way you purchase it.

And I was talking about gallons, I have the whole time, but let's just say, I'm just going to go ahead and bring up this previous receipt. I'm going to edit this receipt. Again, I let it come into the edit box here. And if you purchase milk that way, if you purchase it other than in a gallon, so here's the half pints or the cups of the 1% milk. If that's the way you purchase it, then you definitely want to put that in the way you purchase it in the number of units. And CenterPilot will calculate that amount as well. It will keep track of that.

It will convert it to gallons, but it will keep track of it. 12 gallons, which includes the half pints. So I don't know if that answers your questions, but yeah, you can bring milk in any way that you buy it. All the choices are there for both whole milk and 1%. And let's see if I can scroll where you can see this a little better. So we start with equivalent non-dairy milk. So, you do want to show on your receipt when you purchase non-dairy milk for those who have milk allergies, and it's usually a half gallon. So you can enter that here.

And then here's all of the ways that you can enter the 1%, gallon, half gallon, quart, pint, and half pint, cup, and the same for the whole. And then in adult centers, they can purchase yogurt as milk, so you're just going to ignore that part. So, I hope that answers your question better. It looks like I have another question. " Well, that's a good question. I'm going to make a note. I can look into that. That's actually a very good question. I appreciate you bringing that up because I could probably start doing that.

So let me see what I can do about that. Thanks for asking. Okay. Any other questions that anybody has? Okay. At this point, I'm going to go ahead and stop the recording.

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