Tracking Receipts, Expenses and Non-Profit Reports

Greetings from the flight deck and welcome to CenterPilot ready to fly buckle up take off maybe bumpy as you learn your wings, but we're confident. You'll be soaring through clear skies and Landing smoothly soon. So sit back relax, and enjoy your flight. One of your sponsors favorite parts of CenterPilot is the function of tracking receipts so that program expenses and income may be easily compared. It is a Federal Regulation that centers that participate in the cacfp. Do not show a profit using cacfp funds.

Therefore monthly food program expenses should usually be more than monthly cacfp income one way to make this comparison easier is to use the receipt entry function. In this flight training we will review how to enter and upload receipts into CenterPilot. How to connect milk purchases to receipts and how to run expense reports to be sure your operating a nonprofit Food Service program. We will also review how to perform other functions that relate to the milk Bank how to lock centers out of the receipt function as well as how to add receipts for non-live claims.

Note that we will first watch a short complimentary in-flight video, then we'll review each step in detail. Then the video will replay again at the end. Now that you've seen the complete process, let's discuss. Detail each function in the process to begin. Let's take a look at the receipt entry screen and describe each function. When logged in on the center level the name of the center or site will already be selected in grayed out. From the drop-down menu select the month to add a receipt to note that if the live claim month does not show up here.

There is not yet a live claim started for the month. Use the schedule a pre-saved week function to copy a week of menus to the monthly calendar. Once that is done the live claim month should show up in this list. To enter a receipt begin entering the information here then click on Save receipt after the save receipt details will populate in the lower grid once receipts for the month or entered and saved the totals for food supplies and equipment wages and non-cacfp amounts will populate here. Milk purchases are attached to receipts here.

Once milk is connected to receipts the planned and actual amounts of milk will total here and the Planned served and purchased amounts of milk will also show up in more detail here. Notice that milk usage and purchases are broken down into the three types of milk one percenter skim whole and alternative or non-dairy. Before you are able to enter a receipt you must first be sure the names of your vendors and staff paid with USDA funds are entered on the facility information screen. This is necessary since a vendor or staff person must be selected while adding receipts.

to complete this tax select facility from the main menu ribbon, then the first choice facility information if the name of the center is not already selected selected here. Select add vendor when the screen refreshes add the name of the vendor and if desired the address click on insert repeat until all food milk and cacfp Supply vendors are entered. Repeat the same process to add a staff member select add staffer. When the screen refreshes add the last name first name and position of the staff person.

If desired add the staffers phone number click on insert repeat until all staff paid at least partially with cacfp funds are entered. Now you are ready to enter receipts. Ready? Let's add a receipt. From the main menu ribbon select receipt then the first choice receipt entry. When logged in on the center level the center name is already selected in greyed out choose the live claim month to which you will add a receipt. In the first example, we will add a receipt for food and milk purchases that also covers both aloud and unallowable supplies.

Choose the receipt date. choose the type of receipt vendor wages or donation vendor is chosen for a receipt used to purchase food milk and allowable cacfp supplies from a vendor such as Walmart Sam's US Foods Benny Keith or other Wages is chosen to record a salary wages payment to staff who are paid at least partially with cacfp funds. Donation is chosen for all other reasons. For example to record a milk or Food donation to correct a milk Bank error or other. Since we are adding a receipt for food milk and supplies.

We will select vendor here. Next select the appropriate vendor from the drop-down list in this case grocery Paradise. Enter the total amount of the receipt here, including all non-cacfp purchases literally the total receipt amount. Enter the amount of the receipt for all allowable food and milk purchases including tax if appropriate here. Enter the amount for any allowable cacfp non-food Supply purchases including tax here. click on Save receipt On the save notice that the receipt details will populate here as you continue to add receipts the details of each receipt will show up here.

The details of the receipt will also populate at the top in the receipt totals for this claim section. Has more receipts are added these totals will update. Now. Let's add milk receipts to the receipt. We just added to do so click on the pencil next to the receipt in the receipts for this claim grid to bring the receipt back into the inner a receipt grid. In the milk entry grid click on plus new milk entry choose the type of milk 1% or skim whole or alternative non-dairy from the drop-down menu and choose the quantity of one unit purchased in this case gallon.

Choose the number of entries purchased in the same quantity note that if the same type of milk is purchased in more than one unit size enter them separately. Repeat the quantity of one unit purchased here. Click insert after all milk entries are inserted. Note that each of the milk entries for this receipt will appear in the milk entry grid located here. The same information will also show here in the receipt details so that the information may be viewed even without editing the receipt. And finally the purchase milk from each receipt will be added into the purchased milk totals here.

Note that purchase milk is combined with any milk carried over from the previous month in this section, and we'll also be reflected this way in the milk Bank. Now that you know how to add a receipt and attach milk purchases to the receipt. Let's upload and store an electronic copy of a receipt. Here is the receipt. We just entered into CenterPilot back on the receipt page notice in the download column for this receipt entry. There is a yellow triangle with an exclamation point this is just an indicator that there is no receipt image attached to this receipt.

When an image is successfully attached the yellow triangle will change to a green circle with a downward facing Arrow. Click on the pencil icon next to the receipt for which you wish to upload an image. This will bring the receipt details into the receipt work grid above. Before you can add a receipt you must scan and save it somewhere on your computer as a PDF file. Be sure to name the file something that makes sense and be careful not to use any commas or special characters in the name of the file.

Our receipt file is named receipt August 1st 2022. Once that is done click on select file next to the red text that says select image of the receipt to upload. Depending on how your computer works. There may be some differences in what happens next, but select the file to upload notice that the name of the file will now appear here with a green circle indicating that the file is ready to upload click upload receipt. Once uploaded notice that the orange triangle is now a green circle also notice that you may click here to remove the uploaded receipt in case an incorrect file was uploaded.

To download and view the receipt simply click on the green circle and the receipt will download for you. If your Center has employees that are paid fully or partially with cacfp funds you should enter the cacfp portion of the wage payments on the receipt entry screen in CenterPilot. This allows CenterPilot to correctly show the full amount a chcfp reimbursement funds being spent monthly. Since centers are required to operate a nonprofit Food Service program. All reimburse funds must be spent and correctly documented.

In our Center, Emma Smith is the cook and is paid 100% with cacfp funds. The director Stephanie Mays is paid only partially with cacfp funds since she's been some time involved in all caca activities like filing the claim and validating participants as free reduced or paid but is also responsible for many other non-cacfp responsibilities in the center. In both cases, they must keep a daily record of the amount of time spent on cacfp administrative and operational duties. So a Time distribution sheet that has been approved by their state would be appropriate to use here is an example of what the cook's time distribution sheet might look like notice that all eight hours worked each day are on cacfp duties.

Compare that to the director's time distribution sheet, which will only show a portion of the Hours worked allocated to cacfp duties. The cook was paid $1,000 on August 5th, which is 100% cacfp wages. Let's enter her wage payment into CenterPilot. Select the payment date select wages staff name from the drop-down menu select. The cook's name. Enter the total wage amount here. Be sure to include the gross amount if income taxes and benefits are also covered with cacfp funds. Repeat the same amount here in the monthly wage Botox.

click on Save receipt notice that the line item shows up in the bottom grid along with all other Center receipts. There are other reasons to use the receipt function in CenterPilot One Reason will include the need to update the milk bank for the following reasons one to create an initial milk entry for a new center meaning to record the milk on hand on the day. They begin using CenterPilot. When more than the minimum amount of milk is often served in the center meaning that the milk bank will show more milk on hand than they're actually is.

And to add milk entries from milk donations from parents who may bring non-dairy alternate choices for their own children or for donations from a food bank Etc. Other reasons to use the receipt function include locking centers out of the receipt function if the sponsor prefers and entering receipts for non-live claims. For centers starting on CenterPilot for the first month and initial milk entry is needed so that milk on site at the center will be correctly calculated into the milk Bank. Two documents may be downloaded from centerpilot.com to collect this information.

Both documents are online. At CenterPilot.com under resources then transition documents. The first document creating an initial milk entry for a new center site will give detailed instructions for collecting the required information and entering it into CenterPilot. This is the only document needed if milk quantities only need to be collected from one or two sites. However, if information needs to be collected from several sites a sponsor may also want to download and use the second document data collection from sites for initial milk entry independent centers should be able to complete the information quickly by simply walking to the milk cooler before breakfast on the first day or after snack or supper on the day before and taking a count of all milk types by container size.

However, sponsors transitioning several centers at once may prefer to call each Center and have them relay the information over the phone again before breakfast on the first day were after snack or supper on the day before. Once the information is recorded. You will make a receipt entry into CenterPilot from the receipt entry page select the date notice that this date will most likely be the first day of the month, but maybe any date that the center actually begins tracking meals and CenterPilot.

From the drop-down menu here select donation a blank box will appear inside the box enter initial milk entry. Do not enter anything in the next four boxes for amounts. Click save receipt. The receipt will appear in the grid below. Click on the pencil to bring the receipt back into the grid to edit. to the left click on plus new milk entry add each type of milk on hand with the correct amounts and container sizes as was addressed earlier in this training when all entries are added you will see the same information appear in the lower right grid the initial milk entry is now complete and the milk bank will correctly reflect the changes.

And now, you know how to create an initial milk entry. Now, let's take a look at how to record a correction to the milk Bank in this example the milk Bank shows more milk on side than they're actually is due to children who are milk lovers consuming more than the minimum amounts to reflect this. We will be entering a downward adjustment using the receipt function. Enter the date here choose donation. Donor name here. Enter the transaction type here in this case milk Bank correction. Do not enter any monetary values to the transaction save the entry and watch it populate into the lower.

Grid then click on the pencil to bring it back up into the work area. In the milk entry grid insert a negative adjustment for any milk that is overstated in the milk Bank. In this case. We are backing out one gallon of 1% or skim milk. Continue adding negative entries until the milk Bank correctly reflects the correct amount of milk on hand in some centers. This step may need to be repeatedly perhaps after the last Miller snack of the week that has milk in the menu. Finally, let's take a look at how to record a milk donation in this example a parent donates the alternate milk that is served to her.

Non-dairy child to reflect this transaction. We will be entering an upward adjustment using the receipt function. Enter the date here choose donation donor name here. Enter the transaction type here in this case milk donation. Do not enter any monetary values to the transaction save the entry and watch it populate into the lower. Grid then click on the pencil to bring it back up into the work area. In the milk entry grid insert the amount of non-dairy milk donated in this case two half gallons of alternate milk.

This entry will adjust the milk Bank to reflect the correct amount of alternate milk on-site. When expenses are correctly entered into CenterPilot reports may be generated one. Such report is the monthly receipt detail by facility. This report breaks down the total receipt amounts into the separate amounts of fun spent on food and milk allowable supplies wages and non allowable expenses totals for the month of each category are also reflected. A second report will reflect all expenses by category for any range of time longer than a single month.

totals for each expense type will show at the bottom CenterPilot also has reports that show details on milk purchases specifically this report shows all receipt details again, but also reflects milk purchases by type on each receipt the report also shows all milk Corrections and can be generated for any date range for a single month or Beyond. And finally CenterPilot will generate a non-profit summary report that will reflect all monthly expenses by type but will also reflect the percentage of both expenses and reimbursement or income that was spent on food and milk in our example the center spent more on cacfp expenses than their reimbursement covered most centers will want to show a negative amount here on most months to ensure that they are not showing a profit of USDA funds.

Note that this report may also be generated for any date range. Most sponsors train their centers to add and upload the receipts for their own facilities. This puts the responsibility of reporting expenses on the center itself and saves the sponsor hours of work each month. However, some sponsors prefer to enter all receipts for their centers. If this is what you prefer you may actually create a logging credentials with a permission level that locks centers out of the receipt function a document explaining the permission levels is online at CenterPilot.com.

The permission level of Center limited gives the center director access to all center-level functions except receipt entry. When setting up Center directors with login credentials, be sure to choose this role during the process. Let's create login credentials for a center that we want to lock out of the receipt function. From the main menu ribbon at the top select admin, then the first choice manage facility users here. You may view all active accounts for each site and the permission level or role for each account.

To add a new login account. Click on plus add new user. When the screen refreshes create a username be sure you have the correct facility selected enter a recovery email address choose Center limited as the role create a password making sure to meet the password requirements. Confirm the new password by re-entering it click on insert. The new login credentials will now appear in the list. If you have already set up login credentials for the center director that allows access to receipts there is no reason to create another login.

You may simply edit the existing login credentials as long as you reset the password at the same time. In this example username hugs one is set up with full Center admin rights, but needs to be locked out of the receipts function instead of creating another login account. We may simply edit this account and change the permission level to Center Limited. To do so click on edit when the screen refreshes select Center limited as the role click in the Box to reset the password and enter a new or the same password confirm the new or same password and click save user.

The user hugs one is now created or saved as a center limited role meaning they are now locked out of the receipts function. If there are centers in Your sponsorship that still submit full or partial handwritten claims, you may still enter monthly receipts for those sites as long as you create a non-live claim for the site first creating a non-life claim involves entering daily Mill counts by meal totals not by participant name. This is done using the integrated headcount function, which will be covered in another training after at least one day of meal count totals are saved a non-live claim exists.

So that receipts may be entered. Let's add a receipt for a non-live claim from the main menu ribbon at the top select receipt. Then the second choice non-live receipt process. If not already selected select the center from the drop-down menu select the correct non-live claim from the drop-down menu. Enter the details for the receipt the same way you would a live claim on the save. The receipt will appear in the lower grid follow the previous instructions to add milk to the receipt and to upload a PDF copy of the receipt.

And now, you know how to enter and upload live in non-live receipts add milk purchases to receipts generate expense and nonprofit reports and lock centers out of the receipt function. As we make our Final Approach To The Runway, please. Enjoy our in-flight video one more time. We thank you for flying with us today. And as always, thank you for choosing CenterPilot.

Transcript generated from the video’s captions.