This document assumes that the NFSMI FUNDamentals software has been installed and the NFSMI FUNDamentals Setup Wizard has been completed. If the Setup Wizard has not been completed, you will see a New Setup button or a Finish Setup button instead of the normal login screen. This document also assumes that your NFSMI FUNDamentals is current (version 10.1.5 or higher) as the menu system has changed.

Beginning with version 10.1.5, for new installations, and version 10.1.6 (coming soon), for updates to existing installations, users have had the option of operating the software from the Classic Launch Pad or the MyFUNDamentals Launch Pad. Click on the image that resembles the Launch Pad you are using.

New Setup Instructions Using the Classic Interface

1. Make sure your NFSMI FUNDamentals software is up to date.
   • From the NFSMI FUNDamentals Launch Pad click the Help Menu.
   • Click the Check for Updates menu option. If updates are available, you will see a list showing the updates and descriptions of each program change or enhancement. If updates are available, click the Download and Install Current Update button. If prompted, please restart the software.
2. Review your Schools List
   • From the NFSMI FUNDamentals Launch Pad click Lists
   • Select Site Lists, then click School List
   • Review each school in the list and make any adjustments necesary.
     • Add schools as needed by clicking the arrow on the Activity button and select Add Site.
     • Meal Programs - Verify the meal programs for each school. If a school participates in the Breakfast program, then please specify if the school is Regular or Severe Need Breakfast, as this affects the reimbursements for breakfast. Also, note the options for Provision Breakfast and Lunch. Schools in their base years do not need to have a check mark for these options.
     • Depending on your Point of Service system, and import setup, your % Free and Reduced, Enrollment, ADA Factor, and ADP for each site may or may not be set automatically when the import is run. Check these numbers after running the first import for August and adjust if necesarray.
     • Verify the Accounting and Point of Service Location Codes for each school.
     • Verify the Reimbursement Level for each school. (Lunch Only) Options are Less than 60%, Over 60%, and Maximum Rate.
3. Review your Administrative Centers List if you need to add Prep Kitchens, Warehouses, or other Administrative Cost Centers
   • From the NFSMI FUNDamentals Launch Pad click Lists
   • Select Site Lists, then click Administrative Centers List
   • Any school serviing meals to other schools in the software (Prep Kitchens) should appear in this list screen. It is normal procedure to use the hosting school name and append 'Prep' or 'Prep Kitchen' as the Administrative Center Name. If you need to add a new Prep Kitchen, you may do so by clicking the arrow beside the Activity button and selecting Add Site. Enter all required information paying close attention to the following areas:
     • Cost Center Code - Accounting - This is the code in Accounting used to identify this site. It is normal procedure to use the hosting schools accounting code prepended with a number such as a 9.
     • Cost Center Code - Alternate - This is the regular accounting location code for the host school. Revenues and Expenses imported with this location code will be 'kicked up' to the administrative level for distribution.
     • Make sure that Administrative Centers serving as Prep Kitchens Do Not have a checkmark in the checkbox for Expenses to be applied to Administrative Overhead Expense.
4. Review the linking of Administrative Center and adjust as needed   (only applies to customers utilizing the SFSD Prep Kitchen Add-On Module for NFSMI FUNDamentals)
   • From the NFSMI FUNDamentals Launch Pad click the button used to start the SFSD Prep Kitchen Module.
   • Click the Prep Kitchen to School Link menu option
   • Click each Administrative Center and verify that the sites serviced (including the host site) are checked. True Administrative Centers do not need to be linked directly. If an Administrative Center is not linked to any schools, it is assumed to be linked to all schools.
5. Establish a Base Production Calendar
   • From the NFSMI FUNDamentals Launch Pad click the Production Calendar icon.
   • Edit or enter the number of production days for each month.
   • Click Update to save your changes.
6. Copy the Base Production Calendar
   • From the NFSMI FUNDamentals Launch Pad click Utilities (note: this feature is now also accessible right from the Production Calendar screen.)
   • Click Copy Existing Calendar 
     • Use this screen to copy the base calendar to all sites that will use this calendar. If you have a group of sites that use an alternative schedule, then you may also select one of those sites as well, adjusting the production calendar for that site, then using the copy calendar screen for the remaining sites.
7. Enter Budgeted Daily Labor Hours
   • From the NFSMI FUNDamentals Launch Pad click Setup
   • Click Initial/Yearly Setup
   • Click Budgeted Daily Labor Hours 
   • Enter the total budgeted production hours per day at each site. Production hours are defined as labor hours used for the production, preparation, and serving of meals.
   • Click Update to save your changes.
8. Verify Meal Pricing
   • From the NFSMI FUNDamentals Launch Pad click Setup
   • Click Initial/Yearly Setup
   • Click Meal Pricing
   • Click the Meal Pricing Groups link at the bottom of the Meal Pricing screen.
   • If your district implements different levels of meal pricing, (i.e. Elementary and Secondary) follow the instructions below:
     • Click the Meal Pricing Group link
     • You may add as many meal pricing groups as you need. You may also rename, reorder, and delete existing meal pricing groups.
     • When finished, click the Cancel button to return to the Meal Pricing Setup screen.
   • Review and adjust, if needed, the meal prices for each meal pricing group.
   • When all meal pricing groups and prices have been verified, click the Cancel button to return to the Meal Pricing screen.
   • Place a checkmark in the grid under the appropriate meal pricing group(s) for each site. Multiple meal pricing groups for a site is supported, such as for a K-12.
9. Adjust the Indirect Cost Percentage for your district
   • From the NFSMI FUNDamentals Launch Pad click Setup
   • Click Initial/Yearly Setup
   • Click Indirect Cost Percentages
   • Review and adjust the Indirect Cost Percentage. This number is usually determined by your state comptroller's office.
10. Verify Federal Reimbursement Rates
    • From the NFSMI FUNDamentals Launch Pad click Setup
    • Click Initial/Yearly Setup
    • Click Reimnbursement Rates
    • Click Federal
    • Review the rates. Starting with NFSMI FUNDamentals 9.0.5, the rates are universal and apply to all schools.
    • Adjust if needed and click Update,
11. Enter Beginning Inventory Values
    • From the NFSMI FUNDamentals Launch Pad click Monthly Data Entry
    • Click Inventory
    • Select 'Initial Values' from the Month drop box.
    • Enter the Beginning Value of Inventory for Food, Supplies, and optionally, Commodity. If your district does not keep a seperate commodity inventory, then you may leave this column at $0.00.
    • Click Update to save your changes.
12. Federal Program Eligibility (Free and Reduced Applications Counts)
    • From the NFSMI FUNDamentals Launch Pad click Setup
    • Click Initial/Yearly Setup
    • Click Federal Program Eligibility
    • Enter the Enrollment, Free Application Counts on file, Free Application Counts on file, and Average Daily Attendance Factor for each school. (Paid is calculated) NFSMI FUNDamentals allows for the entry of eligibility counts for each program. (lunch, breakfast, and snacks) Entries made in the top line are automatically copied to any programs below. Manual adjustments for Breakfast or Snacks may be made if the program is not available to all students enrolled at the school. Eligibility records are always 'written forward', meaning that entering values for July, will write these values for all months after July.

Optional Setup Steps for new users:

1. Verify State Reimbursement Rates if you receive monthly reimbursements for student meals on a meals time rate basis.
   • From the NFSMI FUNDamentals Launch Pad click Setup
   • Click Initial/Yearly Setup
   • Click Reimnbursement Rates
   • Click State
   • Review the rates. Starting with NFSMI FUNDamentals 9.0.5, the rates are universal and apply to all schools.
   • Adjust if needed and click Update, making sure there is a checkmark in the 'Copy to All' checkbox.
2. Add or Delete Revenue and Expenditure Subcategories - It is often desirable to create or edit these descriptions to match your district's accounting structure. Core subcategories may not be deleted. Otherwise, these subcategories may be edited, added, or deleted.
   • From the NFSMI FUNDamentals Launch Pad click Setup
   • Click Program Setup
   • Click Revenue Categories or Expense Categories
   • Double-click any Summary Account to expose the Subcategories or Detail Accounts.
   • You may edit the Description, Help Text, GL Number, or mark Inactive any account in the list. (Inactive accounts will not display in the Revenue or Expense data entry screens)
   • You may add a new subcategory by entering information in the bottom row.
   • You may delete an entry by clicking in the row to be deleted, then clicking the Delete button.
   • Repeat these steps for both Revenue and Expenditure Subcategories.
3. Enter the District Beginning Fund Balance (for the foodservice fund only)
   • From the NFSMI FUNDamentals Launch Pad click Setup
   • Click Initial/Yearly Setup
   • Click Fund Balance
   • Enter the district beginning fund balance for foodservice in the area provided. Ending fund balance is calculated based on beginning fund balance + revenues - expenses and is not editable.
   • Click Update to save your changes.

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New Setup Instructions Using the MyFUNDamentals Interface

1. Make sure your NFSMI FUNDamentals software is up to date.
   • From the NFSMI FUNDamentals Main Menu click Support.
   • Click the Check for Software Updates menu option. If updates are available, you will see a list showing the updates and descriptions of each program change or enhancement. If updates are available, click the Download and Install Current Update button. If prompted, please restart the software.
2. Review your Schools List
   • From the NFSMI FUNDamentals Main Menu click Lists.
   • Click Sites Lists.
   • Click Schools.
   • Review each school in the list and make any adjustments necesary.
     • Add schools as needed by clicking the arrow on the Activity button and select Add Site.
     • Meal Programs - Verify the meal programs for each school. If a school participates in the Breakfast program, then please specify if the school is Regular or Severe Need Breakfast, as this affects the reimbursements for breakfast. Also, note the options for Provision Breakfast and Lunch. Schools in their base years do not need to have a check mark for these options.
     • Depending on your Point of Service system, and import setup, your % Free and Reduced, Enrollment, ADA Factor, and ADP for each site may or may not be set automatically when the import is run. Check these numbers after running the first import for August and adjust if necesarray.
     • Verify the Accounting and Point of Service Location Codes for each school.
     • Verify the Reimbursement Level for each school. (Lunch Only) Options are Less than 60%, Over 60%, and Maximum Rate.
3. Review your Administrative Centers List if you need to add Prep Kitchens, Warehouses, or other Administrative Cost Centers
   • From the NFSMI FUNDamentals Main Menu click Setup Menus
   • Click Sites Setup
   • Click Prep Kitchen Designation 
   • Review the schools in the list and place a check mark in the 'Is a Prep Kitchen' column if the school is a prep kitchen, othwise verify that there is no checkmark for the school.
     • Note: The software will suggest a Display Name for any new Prep Kitchen. You may edit this to suit your needs.
4. Review the linking of Administrative Center and adjust as needed   (only applies to customers utilizing the SFSD Prep Kitchen Add-On Module for NFSMI FUNDamentals)
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Site Setup
   • Click the Prep Kitchen to School Link menu option
   • Click each Administrative Center and verify that the sites serviced (including the host site) are checked. True Administrative Centers do not need to be linked directly. If an Administrative Center is not linked to any schools, it is assumed to be linked to all schools.
5. Establish a Base Production Calendar
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Production Calendar.
   • Edit or enter the number of production days for each month.
   • Click Update to save your changes.
   • Copy the Base Production Calendar.
     • Click the Copy Calendars Button at the bottom of the screen.
     • Click the Copy to All checkbox so that it is checked.
     • Click the Update Button.
6. Enter Budgeted Daily Labor Hours
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Budgeted Daily Labor Hours.
   • Enter the total budgeted production hours per day at each site. Production hours are defined as labor hours used for the production, preparation, and serving of meals.
   • Click Update to save your changes.
7. Verify Meal Pricing
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Initial/Yearly Setup.
   • Click Meal Pricing.
   • Click the Meal Pricing Groups link at the bottom of the Meal Pricing screen.
   • If your district implements different levels of meal pricing, (i.e. Elementary and Secondary) follow the instructions below:
     • Click the Meal Pricing Group link.
     • You may add as many meal pricing groups as you need. You may also rename, reorder, and delete existing meal pricing groups.
     • When finished, click the Cancel button to return to the Meal Pricing Setup screen.
   • Review and adjust, if needed, the meal prices for each meal pricing group.
   • When all meal pricing groups and prices have been verified, click the Cancel button to return to the Meal Pricing screen.
   • Place a checkmark in the grid under the appropriate meal pricing group(s) for each site. Multiple meal pricing groups for a site is supported, such as for a K-12.
8. Adjust the Indirect Cost Percentage for your district
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Indirect Cost Percentages.
   • Review and adjust the Indirect Cost Percentage. This number is usually determined by your state comptroller's office.
9. Verify Federal Reimbursement Rates
   • From the NFSMI FUNDamentals Main Menu click Setup Menus.
   • Click Yearly Setup.
   • Click Federal Reimnbursements.
   • Review the rates. Starting with NFSMI FUNDamentals 9.0.5, the rates are universal and apply to all schools.
   • Adjust if needed and click Update,
10. Enter Beginning Inventory Values
    • From the NFSMI FUNDamentals Main Menu click Manual Data Entry.
    • Click Value of Inventory.
    • Select 'Initial Values' from the Month drop box.
    • Enter the Beginning Value of Inventory for Food, Supplies, and optionally, Commodity. If your district does not keep a seperate commodity inventory, then you may leave this column at $0.00.
    • Click Update to save your changes.
11. Federal Program Eligibility (Free and Reduced Applications Counts)
    • From the NFSMI FUNDamentals Main Menu click Manual Data Entry
    • Click Federal Program Eligibility
    • Enter the Enrollment, Free Application Counts on file, Free Application Counts on file, and Average Daily Attendance Factor for each school. (Paid is calculated) NFSMI FUNDamentals allows for the entry of eligibility counts for each program. (lunch, breakfast, and snacks) Entries made in the top line are automatically copied to any programs below. Manual adjustments for Breakfast or Snacks may be made if the program is not available to all students enrolled at the school. Eligibility records are always 'written forward', meaning that entering values for July, will write these values for all months after July.

Optional Setup Steps for new users:

1. Verify State Reimbursement Rates if you receive monthly reimbursements for student meals on a meals time rate basis.
   • From the NFSMI FUNDamentals Main Menu click Setup Menus
   • Click Yearly Setup
   • Click State Reimnbursements
   • Review the rates. Starting with NFSMI FUNDamentals 9.0.5, the rates are universal and apply to all schools.
   • Adjust if needed and click Update, making sure there is a checkmark in the 'Copy to All' checkbox.
2. Add or Delete Revenue and Expenditure Subcategories - It is highly recommended to create or edit these descriptions to match your district's accounting structure. Core subcategories may not be deleted. Otherwise, these subcategories may be edited, added, or deleted.
   • From the NFSMI FUNDamentals Main Menu click Setup Menus
   • Click Program Setup
   • Click Revenue Categories or Expense Categories
   • Double-click any Summary Account to expose the Subcategories or Detail Accounts.
   • You may edit the Description, Help Text, GL Number, or mark Inactive any account in the list. (Inactive accounts will not display in the Revenue or Expense data entry screens)
   • You may add a new subcategory by entering information in the bottom row.
   • You may delete an entry by clicking in the row to be deleted, then clicking the Delete button.
   • Repeat these steps for both Revenue and Expenditure Subcategories.
3. Enter the District Beginning Fund Balance (Foodservice Fund only)
   • From the NFSMI FUNDamentals Main Menu click Setup.
   • Click Yearly Setup.
   • Click Beginning Fund Balance.
   • Enter the district beginning fund balance for foodservice in the area provided. Ending fund balance is calculated based on beginning fund balance + revenues - expenses and is not editable.
   • Click Update to save your changes.

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