RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide 

Vermont Systems, Inc. 06/09/08

Reference Guide Table of Contents RecTrac 10.1 

© 2008 by Vermont Systems, Inc. 

This document is the property of Vermont Systems, Inc. and is provided in conjunction with 

software by means of a licensed contract agreement between the customer and VSI. The 

document(s) and software referred to in this publication may not be copied, distributed, 

electronically transmitted, posted on the web or altered in any way without the express written 

consent of Vermont Systems, Incorporated. The information contained in this document is subject 

to change without notice. 

Vermont Systems, Inc. 

12 Market Place 

Essex Junction, VT 05452 

www.vermontsystems.com 

6/9/2008 Vermont Systems, Inc.


Reference Guide Table of Contents 

RECTRAC 10.1 OVERVIEW ..................................................................................................................................1 

Backup Procedures ...........................................................................................................................1 

VSI Corporate and Executive Overview.............................................................................................2 

How to Contact VSI ...........................................................................................................................2 

Minimum Hardware Requirements ....................................................................................................3 

CHAPTER 1: SETTING UP RECTRAC FILES ............................................................................................................7 

Financial Files....................................................................................................................................7 

Adding Household/Family Member..................................................................................................24 

Global Files......................................................................................................................................31 

Activity Files.....................................................................................................................................33 

Facility Files.....................................................................................................................................46 

Pass Files ........................................................................................................................................50 

League Files ....................................................................................................................................53 

Point of Sale ....................................................................................................................................60 

Rental Files......................................................................................................................................64 

Court Files .......................................................................................................................................73 

Locker Files .....................................................................................................................................76 

Trip Files..........................................................................................................................................78 

Incident Files ...................................................................................................................................80 

System Files ....................................................................................................................................80 

TeleTrac/WebTrac Files ..................................................................................................................99 

Golf Files .......................................................................................................................................100 

CYS Files.......................................................................................................................................109 

Creating CYS Hourly Hot Buttons..................................................................................................130 

Personal Trainer Files....................................................................................................................135 

CHAPTER 2: PROCESSING DAILY WORK............................................................................................................139 

Global/Household Daily Work........................................................................................................139 

Activity Daily Work.........................................................................................................................149 

Facility Daily Work .........................................................................................................................164 

Pass Daily Work ............................................................................................................................182 

League Daily Work ........................................................................................................................193 

Point of Sale Daily Work ................................................................................................................202 

Rental Daily Work..........................................................................................................................215 

Court Daily Work............................................................................................................................235 

Locker Daily Work..........................................................................................................................242 

Trip Daily Work ..............................................................................................................................250 

Incident Work.................................................................................................................................254 

System Daily Work ........................................................................................................................255 

Golf Daily Work..............................................................................................................................257 

CYS Daily Work.............................................................................................................................265 

Vermont Systems, Inc. i 06/09/08


Personal Trainer Daily Work..........................................................................................................282 

CHAPTER 3: CORRECTING PROCESSING MISTAKES............................................................................................287 

Global (All Modules) Fixes/Corrections..........................................................................................287 

Activity Fixes/Corrections ..............................................................................................................288 

Facility Fixes/Corrections...............................................................................................................291 

Pass Fixes/Corrections..................................................................................................................293 

Point of Sale Fixes/Corrections .....................................................................................................296 

Rental Fixes/Corrections ...............................................................................................................299 

Court Fixes/Corrections .................................................................................................................300 

Locker Fixes/Corrections ...............................................................................................................302 

Trip Fixes/Corrections....................................................................................................................305 

CHAPTER 4: END OF DAY, WEEK, MONTH, SEASON AND YEAR PROCEDURES.......................................................309 

Period End Processing Overview ..................................................................................................309 

End of Day Procedures..................................................................................................................309 

End of Week Procedures...............................................................................................................314 

End of Month Procedures ..............................................................................................................315 

Beginning/End of Season Procedures...........................................................................................319 

End of Calendar or Fiscal Year Procedures ..................................................................................322 

CYS Periodic Processes................................................................................................................326 

CHAPTER 5: INSTALLMENT BILLING & AUTO DEBITING ........................................................................................329 

Installment Billing and Auto Debiting: Setup/Overview ..................................................................329 

Creating an Installment Billing Default Template ...........................................................................330 

Activity Registrations .....................................................................................................................332 

Pass Management.........................................................................................................................335 

Rentals ..........................................................................................................................................339 

Lockers ..........................................................................................................................................342 

Updating A Range Of Installment Bill Records: .............................................................................345 

Suspending A Range Of Installment Bills: .....................................................................................345 

Processing Auto Debits: ................................................................................................................346 

Printing Installment Bills:................................................................................................................346 

Processing The Household’s Installment Bill Payment:.................................................................346 

CHAPTER 6: RUNNING REPORTS AND INQUIRIES ................................................................................................347 

Report and Inquiry List...................................................................................................................347 

CHAPTER 7: DATABASE ORGANIZATION AND CLEANUP .......................................................................................397 

Financial/Balancing Procedures ....................................................................................................397 

Household Procedures ..................................................................................................................399 

Activity or Roster Procedures ........................................................................................................408 

Facility Reservation Procedures ....................................................................................................414 

Pass or Pass Type Procedures .....................................................................................................415 

League Scheduling Procedures.....................................................................................................422 

Point of Sale Procedures ...............................................................................................................423 

Rental Procedures.........................................................................................................................430 

Court Reservation Procedures ......................................................................................................433 

Locker Procedures.........................................................................................................................433 

Trip Booking Procedures ...............................................................................................................437 

6/9/2008 ii Vermont Systems, Inc.

RecTrac 10.1 Reference Guide Table of Contents 

Incident Procedures.......................................................................................................................439 

General/System Procedures..........................................................................................................439 

Menus or Hot Button Procedures...................................................................................................443 

Golf Procedures.............................................................................................................................444 

CYS Procedures............................................................................................................................447 

Personal Trainer Procedures.........................................................................................................451 

WebTrac Procedures.....................................................................................................................452 

CHAPTER 8: PRINTING & PRINTERS ..................................................................................................................453 

Printing Overview...........................................................................................................................453 

General Printing Procedures .........................................................................................................462 

Printing Bar Code Labels for Inventory, Tickets, Tran Codes, Rental Items ..................................466 

Printing Household ID Cards and Passes......................................................................................470 

Printing Letters and Mailing Labels................................................................................................473 

Printing Custom Admittance Tickets..............................................................................................477 

Sending a RecTrac Receipt/Report as an Email Attachment ........................................................478 

Printers ..........................................................................................................................................479 

Enhanced Receipts........................................................................................................................489 

CHAPTER 9: FINANCIAL MANAGEMENT ..............................................................................................................491 

Financial Overview ........................................................................................................................491 

Financial Setup..............................................................................................................................500 

Financial Procedures.....................................................................................................................502 

Financial Reporting........................................................................................................................504 

CHAPTER 10: SURVEYS AND PROMOTIONS........................................................................................................507 

CHAPTER 11: CHANGING SYSTEM OR USER SETTINGS/DEFAULTS .......................................................................509 

Household Settings........................................................................................................................509 

Activity/Instructor Settings .............................................................................................................510 

Pass Settings.................................................................................................................................510 

System Settings.............................................................................................................................511 

Payment/Refund Default Settings..................................................................................................512 

Other Financial Settings ................................................................................................................514 

Receipt Printing Settings ...............................................................................................................516 

Menu Group Settings.....................................................................................................................516 

Export Location Settings................................................................................................................517 

Hot Key Program Selections..........................................................................................................517 

CYS Settings .................................................................................................................................518 

CHAPTER 12: TROUBLESHOOTING ....................................................................................................................519 

Printers ..........................................................................................................................................519 

Printing ..........................................................................................................................................521 

Peripherals ....................................................................................................................................524 

Passes...........................................................................................................................................526 

End of Day.....................................................................................................................................528 

REFERENCE GUIDE INDEX ...............................................................................................................................529 

Vermont Systems, Inc. iii 06/09/08


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6/9/2008 iv Vermont Systems, Inc.


RecTrac 10.1 Overview 


RecTrac 10.1 by Vermont Systems, Inc. is a comprehensive computer software package that 

provides automated solutions to handle the many tasks faced by recreation and park managers. It 

offers extensive help in handling day-to-day operational functions, as well as managing program 

planning, marketing and evaluation requirements. 

RecTrac has thirteen fully integrated modules that share the same database: 

• Activity Registrations • Golf 

• Court Reservations • Pass Management 

• CYS • Personal Trainer 

• Facility Reservations • Point of Sale 

• Incident Reporting • Rentals 

• League Scheduling • Trip Booking 

• Locker Registrations 

The central database of households, activities, passes, facilities and etc... is used by all 13 

modules. As transactions are processed, the database records are simultaneously updated in real 

time. Data is entered only once, and is shared by all modules for receipting, permitting, reporting, 

financial, and analysis functions. 

Developed in Progress Version 10, RecTrac 10.1 is certified to run on Windows 98/2000/XP and 

Win-NT operating systems, and in numerous network environments. 

Backup Procedures 

VSI strongly recommends that you use a backup procedure that allows for multiple backup 

copies. If your department is open five days per week, then you should have backup disks or a 

tape for each day of the week (MON, TUE, WED, THU and FRI). On each Monday you would 

simply backup onto a disk or tape labeled MON, and so on. This procedure ensures that you have 

adequate backups should a system malfunction occur. Review the backup material included in 

your installation instructions for further details on different backup options. 

It is EXTREMELY important that you backup your VSI databases. This point cannot be stressed 

enough. Furthermore, you should routinely TEST backups to verify that your backup procedure is 

functioning according to your plan (i.e., the intended data is readable on the backup disks or 

tape). 

Vermont Systems, Inc. 1 6/9/2008

Reference Guide RecTrac 10.1 

VSI Corporate and Executive Overview 

Vermont Systems, Inc. (VSI) is a privately owned Vermont corporation founded in 1985 by Bob 

Willey and son Giles Willey. VSI's primary purpose is to provide total computer solutions for 

specific vertical markets including local government. Since 1989, VSI has specialized in 

developing and supporting software for Recreation and Parks Departments at the local, county, 

state, and federal levels. 

VSI's primary software application products are: 

RecTrac – Complete management package for activity registrations, facility reservations, 

membership passes, department budgets, equipment rentals, court reservations and etc… in a 

Parks and Recreation or Community setting 

GolfTrac – POS Registering/Inventory, Membership and Tee Time reservation system for golf 

courses 

WebTrac – Real-time web registration interface for RecTrac and GolfTrac 

FinTrac – Complete financial management for your business 

MainTrac – For managing facility, vehicle, equipment, landscaping and tree maintenance 

functions. 

TeleTrac – Telephony interface to VSI applications 

CYMS – Complete management package for military Child and Youth Services 

For more information on any of these products, please contact VSI. 

How to Contact VSI 

Access to the Vermont Systems, Inc. customer support line is simply a toll free phone call away. 

Active customers are eligible for unlimited phone support. Our Customer Service and Support 

Team is comprised of individuals who install, train and know our software. You may also visit our 

web site to find answers to frequently asked questions as well as thoughts and hints on optimizing 

your use of VSI applications. 

If there is any program or process on which you need further support, or any new process you 

would like to see added, please contact the Customer Support Team. 

Toll-Free Customer Support: (877) 883-8757 Monday-Friday 

8:00am-8:00pm Eastern time 

Weekend hours and after-hours weekday support is available 

at extra cost 

Sales: (877) 883-8757 or (802) 879-6993 

Mailing Address: 12 Market Place 

Fax: (802) 879-5368 

Essex Junction, Vermont 05452 USA 

WWW: http://www.vermontsystems.com 

E-mail: support@vermontsystems.com 

FTP: ftp://www.vermontsystems.com 

6/9/2008 2 Vermont Systems, Inc.


Minimum Hardware Requirements 

The Progress V10.1b 32-Bit RecTrac, MainTrac, GolfTrac, FinTrac, TeleTrac, WebTrac, and 

Access Control Windows software applications are available for customers using Windows 2000 

& 2003, Linux, and Unix servers with Windows 32 Intel 2000 Pro, & XP Pro client operating 

systems and the required TCP/IP network protocol. Please refer to VSI’s Progress V9 and 

WebSpeed V3 Certified Operating Systems Guide dated October 26, 2005. 

The following guidelines should assist VSI users in planning for future hardware and network 

purchases. As you configure your hardware and networks, please use the following minimums, 

and expand as desired: 

Windows 2000 Pro & XP Pro Single User or Client PC - 32-bit (GUI). If Windows 2000/XP, 

minimum Pentium 3 / 1GHz (or equivalent) with 256MB memory. If purchasing new hardware, 

suggest minimum Pentium 4 / 2.4 GHz or greater (or equivalent) with 512MB memory or greater. 

It is important to consider requirements for other applications, along with VSI software, as you 

determine your memory and other configuration requirements. Thus, 1GB or more might be 

desirable. Please note that a PC with less processor speed and memory will still operate, but just 

more slowly. 

Windows 2000/2003 Network Server – VSI recommends a minimum Pentium 4 / 2.0GHz (or 

equivalent) with minimum 1GB memory or more, depending on number of client users; Windows 

2000/XP client software includes built-in TCP/IP client networking software. If purchasing new 

server, VSI recommends a minimum Pentium 4 / 2.8 GHz or greater (or equivalent) with 1GB 

memory or more, depending on the number of client PCs, and a second processor option. 

Normally, 256MB memory will be required to manage Progress software functions, which includes 

VSI applications, so allocate this memory in addition to the operating system and other software 

requirements. It is important to consider all functions utilizing server resources; if extensive, add 

second processor for other applications. If additional memory is available, it can be reserved for 

the database cache. This can substantially improve record read performance. Allocating 

100MB–400MB of memory, depending on the database size, should be sufficient. Further, it is 

recommended that the server have a minimum of 1GB disk space available initially, plus 

adequate space for database growth (1GB or more). 

Windows Resource Kit – If you plan to implement RecTrac AppServer services such as credit 

card auto-settle and WebTrac WebWacker, you must also install the Windows Resource Kit, 

which enables these AppServers to operate as Windows services. 

Citrix MetaFrame Server & Citrix Presentation Server 3.0 – Progress V9.1D/V9.1E & Windows 

2000/2003 recommend minimum Pentium 4 / 2.8Ghz or greater (or equivalent) with 32MB 

memory per local or remote workstation, plus 256MB or more for the network operating system. 

UNIX Network Server – for SCO Open Server/Unixware, VSI recommends a minimum Pentium 

4 / 2.0GHz or greater (or equivalent) with 1GB memory or more, depending on the number of 

client users. Windows 2000 and XP client software includes built-in TCP/IP client networking 

software. If purchasing new server, VSI recommends a minimum Pentium 4 / 3.0GHz or greater 

(or equivalent) with 1GB memory or more, depending on the number of clients. For other UNIX 

servers, such as IBM, HP, SUN, NCR, Unisys, and Compaq, use above guidelines to discuss with 

hardware vendors, network consultants. Other applications operating concurrently will impact the 

server resources needed. 

Linux Intel Server – Red Hat, SuSE, & Turbo 7 requirements similar to SCO Unix. 

Progress WebSpeed Transaction Server – if you are planning to install the VSI WebTrac 

software, the minimum recommended server configuration is a Pentium 4 / 2.0GHz or greater (or 

equivalent), 256MB memory for the OS plus 20MB per Agent (25 Agents X 20=500MB) for a 

minimum of 1GB of memory to start and 500MB free disk space. Although the hardware must be 

capable of operating Windows 2000 & 2003, SCO UnixWare, Linux, and UNIX, VSI is currently 

only supporting Windows 2000 or 2003 for the WebSpeed Transaction Server. Please refer to 

VSI WebTrac Installation Planning Guide for more details. 

Web Server – since each active browser accessing the web server uses up to 2MB memory of 

which 700KB is required for the WebSpeed Messenger, please ensure that you have sufficient 

memory available to accommodate the maximum number of expected concurrent browser 

requests. 



Sample RecTrac Database Server Configurations: 

1 Small Server 2–10 workstations: Minimum 1GB memory; server can be used for multiple 

applications. 

2 Medium Server 10 – 39 workstations: Minimum 1GB memory, Recommend 2-4GB memory, 

dedicated database server. 

3 Large Server 40 & over workstations: Minimum 2GB memory, Recommend 4-8GB, dedicated 

database server, dedicated transaction server with 1GB memory, if installing WebTrac. 

4 Small LAN Networks – If only 2–5 workstations in a small LAN network, you can optionally 

install the VSI software and database on a Windows 2000 or XP PRO workstation, and then 

share the database using PTP (Peer-To-Peer) networking with the other workstations. 

Important: if you plan to install the Progress WebSpeed Transaction Server software on the 

RecTrac & Progress Program & Database Server, then be sure to also combine memory 

requirements. 

VSI & Progress V10 Software DISK SPACE REQUIREMENTS: 

1 RecTrac – Currently, RecTrac, which includes the VSI programs, empty embedded “live” 

database, training database, and Progress Version 10 server software and client networking 

software, Merant ODBC driver, and Crystal Reports Viewer, requires about 1GB (gigabytes) 

of disk space, plus sufficient allowance for transaction history database growth. 

2 MainTrac – Currently, MainTrac, which includes the VSI programs, empty embedded “live” 


software, Merant ODBC driver, and Crystal Reports Viewer, requires about 500MB initially, if 

installed alone, or 200MB, if installed with RecTrac, GolfTrac, or MainTrac. Allow ample 

capacity for storing transaction history for the desired number of years. 

3 FinTrac – Currently, FinTrac, which includes the VSI programs, empty embedded “live” 


software, Merant ODBC driver, and Crystal Reports Viewer, requires nearly 500MB (million 

bytes) of disk space, if installed alone, or 200MB, if installed with RecTrac, GolfTrac, or 

MainTrac. Allow ample capacity for storing transaction history for the desired number of 

years. 

4 GolfTrac – Currently, GolfTrac, which includes the VSI programs, empty embedded “live” 

database, training database, Progress Version 10 server software and client networking 

software, Merant ODBC driver, Crystal Reports Viewer, requires about 1GB (gigabytes) of 

disk space, if installed alone, or 50MB if RecTrac is already installed. In addition, allow ample 

capacity for storing transactions for the number of years desired. 

5 WebTrac – Progress V9 minimum 500MB free disk space, plus space for transaction growth. 

6 TeleTrac – Requires no additional disk space. 

7 Access Control – Requires no additional disk space. 

Important Configuration Issues: 

Disk Format – VSI recommends formatting disk drives as NTFS rather than FAT32 because of file handle 

limitations of FAT32. 

Screen Resolution Requirements – the minimum screen resolution for RecTrac is 800X600. 

RAID – If you expect high transaction volume with extensive reads/writes to disk, Progress recommends 

RAID 1 or 1+0 (Mirroring & Striping) for best database performance. However, if light volume read/writes to 

disk, but high volume read only for inquiries and reports, RAID 5 works well. 

Database Backups - Be sure to include the appropriate databases in the automated backups that should 

include Progress online backup and daily magnetic media backup, and can optionally include LiveVault online 

backup. 



Networking Requirements: 

VSI recommends a minimum 128k bandwidth for each remote client workstation if using T1, Fractional T1, 

Frame Relay, and Cable. If DSL, ensure that upload bandwidth is minimum 768k for 1–3 remote clients. 

More importantly, the network latency factor should not exceed 10ms. Avoiding multiple hops from the 

remote site to the network server and database is one way to reduce latency. If latency is unavoidable, then 

consider a thin-client solution (e.g., Citrix or Terminal Service) for remote client connectivity. 

Printer Requirements: 

VSI provides several print options to accommodate Windows and the various application print functions. 

Users can print to parallel, serial, or USB ports, or to any network shared printer. Support for USB printers is 

only supported in Windows 2000 and XP. Some hardware configurations might require a USB-To-Parallel 

Converter. VSI has tested two models, both of which had Centronics parallel adapters and were hardwired as 

LPT2 ports. While this converter will work with a Centronics parallel printer, it will NOT work with a printer that 

uses a DB25 pin adapter instead of Centronics adapter. Examples of this type of printer include the Ithaca 

80Plus 40-column receipt printer and the Eltron TLP2742/2844 pass/ID card printer. 






Chapter 1: Setting Up RecTrac Files 

Financial Files 

Financial Overview 

• By default, RecTrac operates on a real-time cash basis method. This means that as money is received or 

disbursed, each transaction is recorded in a general ledger transaction file maintained by the RecTrac 

system. If a transaction in any module—Activity, Facility, Pass, etc.—is processed but no money is 

received or disbursed, no transaction is recorded in the general ledger transaction file. However, the 

household balance by module is updated so that there is complete control over the money that is due or 

owed. 

• At the end of the day/shift, all cash drawers within the RecTrac system are balanced to the RecTrac's cash 

reports. Once cash for the complete system is balanced, the RecTrac system generates a full GL 

Distribution Report which is a summary of each bill code and/or tran code reduced to a general ledger 

account number. This report provides the overall status of all activity processed during the day or shift for 

final management review. The GL Distribution Report is supported by various other more specific reports 

available within the Reports � System � System Financial Reports menu. 

• The RecTrac General Ledger Interface process creates an electronic file of data summarized the same as 

that provided by the GL Distribution Report. This transaction file can be imported into any financial system. 

The interface generates all journal entries automatically for subsequent GL account update. The RecTrac 

GL Interface eliminates the need to enter this data and ensures accuracy. 

Other Highlights: 

• Interface accommodates all RecTrac modules. 

• Interface can handle single or multiple funds. 

• Interface can be imported by any financial system on a batch basis. 

• RecTrac provides some accrual processing functions and the results are included in the GL Interface. 

• RecTrac allows for multiple refund options: 

Refund Apply (credit household balance) 

Refund Now (credit cash) 

Refund Later by Finance (refund checks created by finance department) 

Refund Later by RecTrac (refund checks created by RecTrac) 

• All refund options are properly included in the interface for appropriate balance sheet and operating 

statement entries. 

Financial Building Blocks 

The financial building blocks in RecTrac are: 

1a. Inventory Items and Tickets 

↑ 

Tran Codes (revenue/discounts) 

GL Codes 

↑ 

General Ledger 

Account Numbers 

↑ ↑ 

Cost Center Codes 

↑ 

Cost Center 


1b. Activity Section, Facility, Pass Type, 

League, Rental Item, Court, Locker and Trip 

Fees 

Vermont Systems, Inc. 7 06/09/08 

↑ 

Bill Codes (revenue/discounts/suspense) 

GL Codes 

↑ 



↑ ↑ ↑ 


↑ 

Cost Center Account 

Numbers


2. Pay Codes: 1=check 

2=cash 

3=credit card 

4-89 user defined 

90-97 reserved 

98=journal 

99=system 

↑ 

Payment Types: cash, check, credit card, gift certificate, foreign 

currency, scholarship, journal, system, miscellaneous 

↑ 

Offset GL Account Numbers (for Interface) 

GL Codes 

↑ 

3. Sales Tax Table(s) 

↑ 


General Ledger Account Numbers Cost Center Account Numbers 

Payment Codes and Payment Types 

RecTrac allows you to define up to eighty-six payment methods. Each payment method consists 

of a code and a type. You may use the numbers "4" through "89" as your user-defined payment 

codes. The payment codes 90 through 99 are reserved for system use and payment codes 1, 2, 

and 3 may only have minimal information revised. 

The payment codes are linked to one of ten payment types: Check, Cash, Credit Card, Gift 

Certificate, Scholarship, Foreign Currency, Journal, System, Miscellaneous, Marine DPP 

(Deferred Payment Plan) and Account Transfer. 

Each payment code is also linked to a specific G/L Account Number. 

For example: Note below how the payment types may be used more than once to create specific methods of payment: 

Payment Code Payment Type Description 

1 Check Check (local) 

2 Cash Cash 

3 Credit Card Visa/Master Card 

4 Credit Card American Express 

5 Scholarship United Way Children's Scholarship 

6 Gift Certificate Gift Certificate Redemption 

7 Check Travelers Check 

6/9/2008 8 Vermont Systems, Inc. 

↑



8 Foreign Currency * Canadian Currency 

9 Foreign Currency * Yen 

Each foreign currency must be set up with its own exchange rate. 

What is the Control Account? 

A control account is a holding or suspense account. You may wish to think of this account as an 

Accounts Payable account. In RecTrac, we use this term to refer to the Credit Balance Control 

Account where monies are held pending some further action—they are funds waiting to be 

refunded or applied to a future fee. Balances in the RecTrac Credit Balance Control account are 

recognizable as household credit balances. With the RecTrac financial reports, you have a 

complete audit trail of all entries into and out of the control account. 

Credits to the control account occur if a payment is made without an offsetting fee amount due, or 

if a cancellation refund is processed and applied to the household balance. They also occur if 

refunds are processed and the check is to be written later (either by RecTrac or Finance 

department). In this case, the balance of the RecTrac Credit Balance Control account equals or 

acts as a control amount over checks that are pending. The RecTrac Refund Report lists all such 

pending checks. 

Setting up a control account in RecTrac is necessary for the system to work properly. Your 

finance office MUST have a RecTrac control account for the recreation department as well. The 

RecTrac Credit Balance Control account is a liability account on your designated balance sheet. 

For single or multi-funds departments, when you set up your RecTrac credit balance control 

account, you must choose one fund in which to set up the control account. The decision to have a 

single control account (as opposed to a control account in each fund) allows RecTrac customers 

to "Refund Apply." This means that refund money stays on account for future use in the same or 

other modules. 

Setup: 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen. In 

the Credit Bal Control fields, enter a GL code and (optional) cost center code that points to a control account in 

your general ledger. This is the default control account for RecTrac, and is used whenever more specific 

suspense accounts are not defined. 

2 If you will be using Lottery Processing for Activity Registrations: 

Go to Files � System � Finance Codes Maintenance � Bill Codes Maintenance. Go to the Core Information 

screen of each of your AR type bill codes. In the Susp/Wash fields, enter a GL code and (optional) cost center 

code that points to a control account in your general ledger for this bill code. During a transaction involving this 

bill code, if a control account is needed, it will look here. If you leave this field blank, RecTrac will look in Static 

Parameters (see Step 1). 



How is the Control Account Used in RecTrac? 

Funds flow into the control account 

when: 

Funds flow back out of the control account when: 

� A household overpayment is made � The household overpayment is applied to a new fee or refunded 

� A payment has been reversed but not yet 

refunded 

� A cancellation or void has occurred but not yet 

refunded 

� A transfer out of one activity or pass has 

occurred 

� Fee reduction has occurred but not yet 

refunded 

� A payment made with no fee having been 

processed prior 

Using Funds in RecTrac 

� The reversed payment is refunded 

� The proceeds from a cancellation or void are refunded 

� The resulting transfer into the new activity or pass has occurred 

� The proceeds from the fee reduction are applied to a new fee or 

refunded 

� A subsequent fee being processed and customer choosing to 

auto-apply the household credit to the new fee 

For customers who have multiple funds and interface their financial figures into FinTrac, the fund 

number MUST be incorporated into the GL and cost center account number as two digits followed 

by a hyphen, followed by the GL or Cost Center account number. For example, 01-123456-9000 

would mean "fund 1, gl account 123456-9000." 

See Also: 

What is an Inter-Fund Control Account? 

How Are Control Accounts Used in RecTrac? 


This topic only applies if your organization operates with more than one fund. 

An Inter-Fund Control account is a holding or suspense account for monies that are owed to/from 

other funds. The inter-fund control accounts are considered liability accounts (on multiple fund 

balance sheets). 

This type of account is used for RecTrac refunds that come out of any fund other than the fund 

that contains the RecTrac Credit Balance Control Account. The inter-fund control accounts are 

posted to via manual journal entries by Finance; RecTrac does NOT post entries to it. However, 

the RecTrac Refund Report will print a summary of refunds by fund with suggested entries to help 

Finance. 

For examples of how and when the inter-fund accounts should be used, see: 

RA GL Entries 

RN GL Entries 

RF GL Entries 

RR GL Entries 



How are Inter-Fund Control Accounts Used in RecTrac? 


For examples of how and when the inter-fund accounts should be used for each refund type, see: 

RA GL Entries 

RN GL Entries 

RF GL Entries 

RR GL Entries 

Refund Types and What They Mean 

Refund Type G/L Entries & What Happens When You Use It 

Apply to 

Household 

Balance (RA) 

Refund from 

Cash Drawer 

Now (RN) 

Refund Later 

from RecTrac 

(RR) 

Refund Later 

from Finance 

(RF) 

DR Revenue - Pay type 99 

CR Control Account - Pay type 99 

During the cancellation refund process, the control account is credited in 

anticipation of the funds being used for future enrollments, passes, 

reservations or purchases. If the customer does not use the funds, they may 

be refunded in the future by using the "Credit Balance Refund" program. 



DR Control Account - whatever pay type is being taken out of the cash drawer 

During the cancellation refund process, the control account is debited using 

whatever Refund Code corresponds to the type of payment you are physically 

giving the customer (check, cash, voucher, etc.). 

If the Keep 'RR/RF' In the Control 

Acct As a CR toggle is checked 

(ON) 



(When Checks are printed: DR 

Control Account - Pay type 97) 

During the cancellation refund 

process, the control account is 

credited in anticipation of refund 

checks being printed/posted at a 

later date. 

The Refund Check Post process will 

post a debit entry to the control 

account for the amount of each 

check being printed/posted. 



(Manual Entry: DR Control Account 

- Pay type 98) 


Acct As a CR toggle is blank (OFF) 



DR Control Account - Pay type 97 



debited. 

Therefore, the Refund Check Post 

process will not post a debit entry to 

the control account for the amount of 

each check being printed/posted. 











checks being printed/posted at a 

later date. 

We recommend that you do not 

interface the pay type 98s to 

Finance, as they will be posting 

debits to their RecTrac control 

account when they cut refund 

checks. If you interface the type 98 

entry, it will result in a double-debit 

in Finance's G/L. 

When Finance issues the refund 

checks, you must manually post a 

debit to the control account for the 

total amount of refund checks 

issued, 

OR you run the RF Offset Post 

program to debit the Control 

Account. 

How To Decide Which Refund Setup is Best 


automatically debited. 






checks. If you interface the type 98 

entry, it will result in a double-debit in 

Finance's G/L. 

RecTrac allows four different refund types, depending on your organization's needs and practices. 

We recommend the following settings for the Keep 'RR/RF' In The Control Acct As A CR option in 

Static Parameters Maintenance - G/L Screen. 

Question If YES, If NO, 

Question 1 

Will you be printing refund checks for 

RecTrac refunds using the RecTrac 

Refund Check Print program? 

Question 2 

With Finance printing the RecTrac refund 

checks, do you want to keep track of a 

balance within RecTrac's Control 

Account? 

Question 3 

Will you be able to get refund check totals 

from Finance whenever RecTrac refund 

checks are printed? 

Question 4 

Are you willing to post entries in RecTrac 

periodically as you are notified that 

Finance has cut refund checks? 

Turn toggle ON 

(RecTrac will net out 

the Control Account 

balance when you use 

the Refund Check 

Print program) 

Continue to question 2 

Continue to question 3 Turn toggle OFF (RecTrac will 

net out the Control Account 

balance every day) 

Continue to question 4 Turn toggle OFF (RecTrac will 



Turn toggle ON (You 

would need to post 

manual entries using 

the RF Offset Post 

program to net out the 

Turn toggle OFF (RecTrac will 





RN G/L Entries 


Control Account 

balance on a periodic 

basis) 

Here is a representation of how the refund type RN, Refund Now would get posted to the 

RecTrac G/L, and further how it should be treated when interfaced to your Finance system. For 

illustrative purposes, we are showing a cancellation that affects multiple funds. 

RN example Fund 1 Fund 2 Fund 3 

Step 1a: Cancel three 

(taxable) RecTrac 

items and Refund 

Now (out of the cash 

drawer) 

Step 1b: Interface to 

XYZ Financial 

System and create 

(manual or auto) 

cash offset entry and 

fund-balancing 

entries 

Step 2: Post manual 

journal entries in XYZ 

Financial System 

DR CR DR CR DR CR 

Revenue1 

$17.10 

Tax 

Liability 

$1.93 

RecTrac 

Control 

$49.98 

Interfund1 

Liability 

$30.45 

Cash1 

$30.45 


Control 

$49.98 

Cash1 

$49.98 

Interfund 

1 

Liability 

$30.45 

Revenue 

2 $16.20 

Interfund 

2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 



RA G/L Entries 

Here is a representation of how the refund type RA, Refund Apply would get posted to the 



RA example Fund 1 Fund 2 Fund 3 



items 


XYZ Financial 




entries 

Step 2a: In RecTrac, 

use part of the HH 

balance to pay for 

three other (taxable) 

RecTrac items; make 

a cash payment of 

$6.50 


XYZ Financial 



cash offset and fundbalancing 

entries 


Revenue1 

$22.50 

Tax 

Liability 

$1.65 

Interfund1 

Liability 

$17.85 


Control 

$37.32 

Cash1 

$0.40 


Control 

$42.00 

Revenue 

1 $18.00 

Tax 

Liability 

$1.72 

Interfund 

1 

Liability 

$18.00 

Revenue 

2 $3.60 

Interfund 

2 

Liability 

$3.75 

Cash2 

$6.10 

Interfund2 

Liability 

$3.60 

Revenue2 

$9.85 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Revenue3 

$14.25 



RR G/L Entries 

Here is a representation of how the refund type RR, Refund Later RecTrac would get posted to 

the RecTrac G/L, and further how it should be treated when interfaced to your Finance system. 

For illustrative purposes, we are showing a cancellation that affects multi-funds. 

RR example Fund 1 Fund 2 Fund 3 



items 


XYZ Financial 




entries 

Step 2a: RecTrac 

prints refund checks 


XYZ Financial 



cash offset entry 





Revenue1 

$17.10 

Tax 

Liability 

$1.93 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Cash1 

$30.45 


Control 

$49.98 

Cash1 

$49.98 

Interfund 

1 

Liability 

$30.45 

Revenue 

2 $16.20 

Interfund 

2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 



RF G/L Entries 

Here is a representation of how the refund type RF, Refund Later Finance would get posted to the 



RF example Fund 1 Fund 2 Fund 3 



items 


XYZ Financial 




entries 

Step 2: In XYZ 

Financial System, 

setup Accounts 

Payable for RecTrac 

refunds 



print refund checks 





Revenue1 

$17.10 

Tax Liability 

$1.93 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$49.98 

Interfund1 

Liability 

$30.45 

Revenue2 

$16.20 

Interfund2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue3 

$14.25 

Interfund3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 










items 


XYZ Financial 




entries 





refunds 








Revenue1 

$17.10 

Tax Liability 

$1.93 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$49.98 

Interfund1 

Liability 

$30.45 

Revenue2 

$16.20 

Interfund2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue3 

$14.25 

Interfund3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 



Refund Setup 

There are two Refund setup steps: 

1 In Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen, there 

is a field labeled Keep 'RR/RF’ In The Control Acct As a CR. Answer the questions in the topic How To Decide 

Which Refund Setup is Best before you set this toggle. Checking this box will leave a credit entry in the credit 

balance control account whenever you process a Refund Later - RecTrac or Refund Later - Finance entry. This 

toggle has no effect on Refund Now or Refund Apply transactions. 

2 In the linked Payment device(s) in Device Assignments (Files � System � Device Maintenance), first review 

Refund Types and What They Mean. Then, in the Default Refund Type field for each module, indicate how you 

want the "refund payment option" field to default. 

RA = Refund Applied (to household) 

RN = Refund Now (out of the cash drawer) 

RF = Refund Later via Finance (will produce vouchers) 

RR = Refund Later via RecTrac (will mark for later refund check-writing in RecTrac) 

Important Note: RecTrac operates on the assumption that you won’t use both RF and RR refund types. You 

can, however, use a combination of RAs and RNs with either RFs or RRs. 






Question 1 




Question 2 




Account? 

Question 3 




Question 4 



















basis) 













Sales Tax in RecTrac 

Setup: 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen: 

You can enter up to five different sales tax rates. For each tax rate entered, pick the general ledger code that 

you will post the tax revenue to. Optinally, for each tax rate entered, pick the cost center code that you will post 

the tax revenue to. 

2 On the POS/Misc screen, select whether you want to round the tax to nearest .05. Checking this option will 

round sales tax to the nearest nickel. Leave it blank to calculate to the nearest penny. 

3 Go to Files � System � Finance Codes Maintenance � GL Codes Maintenance. For the general ledger codes 

linked to your tax tables in Step 1, go to the Core Information screen and select the GL Code Is Used For 

Tracking Sales Tax option. 

4 Go to Files � System � Finance Codes Maintenance � Bill Code Maintenance. For each bill code that you set 

up, go to the Rate Information screen. Select which tax table it uses. 

5 For each entity for which you set up fees (e.g., activity sections, facility IDs, pass types, leagues, rental items, 

courts, lockers, trips, etc.), link the applicable bill codes. You may link a combination of taxable and non-taxable 

bill codes to the same entity. 

For example, a snack fee may be non taxable, a t-shirt fee may be taxable at one rate and a lesson fee 

may be taxable at another rate. 

6 Go to Files � POS � Trans Code Maintenance. For each transaction code that you set up, go to the 

Restrict/Features Screen. In the Tax Code field, select the appropriate tax table. 

7 Go to Files � POS � Inventory Maintenance � Inventory Maintenance. For each inventory item that you set 

up, go to the Core Information screen. Select the appropriate tax table. and link the applicable tran code. 

8 Go to Files � POS � Ticket Maintenance. For each ticket code that you set up, go to the Core screen. Select 

the appropriate tax table and link the applicable revenue and remittal GL codes. 

9 Go to Files � Activity (or Pass or Facility) � Household Maintenance. For each household or organization that 

you set up, go to the Core Information screen and select whether this household/organization is taxable or not 

taxable. 

Daily Processing: 

1 Simply rent, sell, reserve or enroll as you normally would. The tax will automatically calculate and charge as 

appropriate! 

2 To find out how much tax revenue is being brought in, run the General Ledger Distribution Report for the GL 

codes that you linked to your tax tables in step 1. 

Period End Processing (Optional): 

When you remit the sales tax you’ve collected to the state, you may wish to debit the GL codes in 

RecTrac that you linked to your tax tables in step 1. Obviously, when Finance remits the tax, they 

will be taking care of their general ledger entries. 

1 First, to find out how much tax revenue has been brought in since the last remittance, run the General Ledger 

Distribution Report for the GL codes that you linked to your tax tables in step 1. Use a date range that 

encompasses all activity since your last remittance to the state. 

2 Next, go to Period End � Global � Global Misc Income/Exp Postings. Choose Misc as the module and then 

click Post Details. Click Add. Complete all fields, using the first GL code that you linked to your first tax table in 

step 1. Use the total amount for that GL code as printed in step 11. Be sure that you code the transaction as an 

Expense and choose a pay code that you would NOT be interfacing to Finance (e.g., 98) so that you Finance 

won’t double-debit the tax liability account. Repeat for each GL code for each tax table. 

3 When you are done posting, check your work by re-running Step 11. If you posted correctly, the net 

debits/credits for your tax table GL codes should net to $0.00. 

End of Day Balancing 

At the end of each day, the RecTrac cash balancing process will include printing the Cash Journal 

Report and the GL Distribution Report. The Military DAR Report can be run as a substitute for 

these two reports. If the net debit/credit totals on the two reports equal, then transactions have 

been processed correctly by RecTrac. The Military DAR II Report and the End of Shift Cash Out 

program will post over/short amounts against the appropriate G/L codes. 



See Also: 

If applicable, only after all RecTrac users have balanced individually, as well as by location, and 

in total, you are ready to run the RecTrac G/L Interface program to create a summary batch file 

containing the day’s RecTrac transactions for automatic posting to your financial accounting 

system (e.g., VSI’s FinTrac, etc.). As an alternative to the GL Interface, you can forward the daily 

summary reports to your finance office for manual posting of the summary total entries generated 

by RecTrac to the applicable general ledger accounts. 

As part of the RecTrac to FinTrac Interface process, entries to offset the credits and debits in the 

general ledger are created for each payment code during the interface import into FinTrac. 

As part of the RecTrac to Army Interface process, offset entries to the credits and debits of the 

general ledger entries are created for each payment code during the interface file creation. 

What to Do at End of Shift/Day 

What to Send to Finance at End of Day 

What to Check if You Are Out of Balance 

Finding Out Who Owes You Money 

1 Go to Reports � Global � Global Financial Reports � Global HH Trial Balance. 

2 Click Default Settings to include all potential households and modules. 

3 Make any changes to these default settings as required. 

4 In the Minimum Balance to Show field, enter 0.01 to show any household that owes any amount. 

5 Click Print. 

Finding Out Who Your Organization Owes Money To 




4 In the Minimum Balance to Show field, enter "-0.01" to show any household that is owed any amount. 


List of All Financial Reports (by title) 

This Report: Gives You This Information: 

40 Column Cash Journal Cash receipts sorted by date, cash drawer or receipt 

number in 40 column receipt format. 

Bill Codes Print Bill codes setup info 

Total debits and credits by payment type for date range 

in 40 column receipt format. 

Total debits and credits for date range in 40 column 

receipt format 

Bill Code Revenue Report Revenue earnings broken down by bill code type and bill 

code 




Cash Journal Cash receipts sorted by date, cash drawer or receipt 

number 


Total debits and credits for date range 

Cash Journal - Detail Cash receipts details for date range 

Cash-GL Comparison Report Comparison of cash journal and general ledger records 

Diagnosis tool for end-of-day balancing problems 

Cost Center G/L Report General ledger distribution records sorted by cost center 

Cost Center Listing Cost center codes setup info 

Executive Summary Report Summary revenue and expenses by module 

G/L Codes Report General ledger distribution detail records for date range 

G/L Department Report General ledger distribution records sorted by G/L code, 

cost center, date or receipt number 

G/L Distribution Report- Detail Total debits and credits by payment type for date range 

G/L Distribution Report - 

Summary 


Global Deposit Trial Balance Who owes you deposit money, by module 

Who you owe deposit money to, by module 

Global HH Trial Balance Balances due for each household, by module 

Global Misc Income/Expense 

Report 

Credit balances due for each household, by module 

Total Household balance, for all modules 

Total outstanding monies, by module 

Who owes you money, by module 

Who you owe money to, by module 

Any misc income or expense items posted 

Net misc income/expense posted 

Total misc expense posted 

Total misc income posted 




HH Transaction History 

Statement 

Household balance, by module 

Household transactions 

Military DAR Report End-of-day automatic cash drawer balancing process 

General ledger distribution records sorted by cost center 

and G/L code 

Tender totals with offset distributions, by cost center 



Receipt Reprint Reprint any past receipt, by household 

Reprint any past receipt, by receipt number 

Refund Check Register A report of your refund check register items: reconciled, 

unreconciled and voided items 

Refund Report Refunds due or paid, due to payment reversals and 

cancellations 

Summary G/L Distribution 

Report 

Refund summary by fund 

General ledger distribution records sorted by g/l code, 




Tender Balancing Report A quick way to balance your cash drawer(s) by printing 

the breakdown of what pay types (cash, check, etc) 

make up the daily physical drawer holdings 

Unearned Income Report Earned and unearned income, by G/L code and cost 

center 

Changing ACH Settings 

The ACH/Credit Card File Maintenance program allows you to view and change the Automated 

Clearing House settings for the database. 

1 Go to Files � System � Finance Codes Maintenance � ACH/Credit Card File Maintenance. 

2 In the File ID/Origin field, enter the File ID/Origin. Your bank should provide you with this number. 

3 In the Bank Account No field, enter your organization’s bank account number where credits will be posted. 

4 In the Alt Bank R/T No field, if you want to use an alternative routing number in the line 6 credit line of the ACH 

file that is created, enter it here. 

5 In the Alt. ACH Org Name field, enter an alternative organization name that will be used in the ACH file that is 

created, if applicable. If this field is blank, the organization name comes from Name and Address Maintenance 

(Files � System � Parameters Codes Maintenance � Name/Address Maintenance). 



6 Fill in the Destination Bank Name field only if using the auto-debit payment feature in RecTrac AND if your bank 

sends the transferred funds on to another bank. Enter the name of the final destination bank, if applicable.. 

7 In the Orig DFI ID/Trace field, enter the originating DFI ID/Trace. Your bank should provide you with this number. 

8 In the Company ID field, enter your company ID. Your bank should provide you with this number. 

9 In the Credit Account Type field, enter the select whether you organization deposits revenue generated by 

installment auto debit transactions into a Checking or Savings account. Your selection in this field will affect the 

layout of the ACH file layout. 

10 Select whether you want space characters or zeros (0) on the 5 record positions (76–78). 

11 Select whether you want an A or 1 character on the 1 record position (34). 

12 In the ACH File Header field, enter the header to use on the ACH file. 

13 In the ACH File field, enter the path and name of the ACH to be created. 

For example, c:\vsi\rectrac\export\auto.txt. 

14 In the ACH Pay Code field, enter the pay code to use for checking/savings auto debits. 

15 In the CC Pay Code field, enter the pay code to use for credit card auto debits. 

16 In the Pay Drawer field, enter the pay drawer to use for auto debit transactions. 

17 Check the Charge New Fees option if you want to run installment billing in the normal manner. DE-select this 

toggle if you wish to run installment billing WITHOUT charging new fees. 

VSI recommends that users ALWAYS select this option. Call VSI to discuss the database ramifications before 

choosing to deselect this option. 

18 Select whether you want the billing option to default to Installment Bill or Auto-Debit. 

19 Check the Unique Routing #s option if you will be using only unique routing numbers to calculating the hash 

total on the ACH file. If this option is selected, any routing numbers that are listed more than once will be counted 

one time only. If this option is NOT selected, any routing numbers that are listed more than once will be counted 

each time. 

19 Check the Truncate Hash Total to 10 Digits option if you wish to truncate (shorten) the hash total in your ACH 

file to ten digits. 

20 Check the Include Additional Fill Lines to Complete Block option to fill the end of the file with 9’s to make the 

number of line items on this file equal to the block count. One block equals ten line items. 

For example, if there are a total of 11 line items on the file, the block count equals two. So, in this case the 

program would add nine additional lines of 9’s to make a total of 20 lines. 

21 Check the Apply Credit Balance to Auto-Debit option if you want to subtract credit balances from auto-debit 

amounts. When you select this option, the Installment Billing Log will display columns for New Fees, Credit Used, 

Bill Amount, and Previous Balance which will show the applicable transition of funds. 

22 Click Done to save your changes and exit to the Main Menu screen. 

23 Click Cancel to exit without saving your changes. 

Setting the Default Receivables GL Parameters 

The Receivables GL Parameters Update program is used to specify global receivables GL codes 

to be used when the receivables GL code is not specified at the bill code/transaction code level. 

1 Go to Files � System � Finance Codes Maintenance � Receivables GL Parameters Update. 

2 In the Global/Tax Receivables G/L Code field, enter the GL code to be used for global and/or tax accounts 

receivable. 

3 In the Global/Tax Receivables Cost Center field, enter the cost center to be used for global and/or tax accounts 

receivable, if applicable. 

4 In the Pass Visit Receivables G/L Code field, enter the GL code to be used for pass visit accounts receivable. 

5 In the Pass Visit Receivables Cost Center field, enter the cost center to be used for pass visit accounts 

receivable, if applicable. 

6 In the Deposit Receivables G/L Code field, enter the GL code to be used for deposit accounts receivable. 

7 In the Deposit Receivables Cost Center field, enter the cost center to be used for deposit accounts receivable, 

if applicable. 

8 Click Done to save your changes and exit to the Main Menu. 



Initializing Households for Navy CYMS SAP 

The Navy CYMS SAP H/H Initialization program is used by Navy CYMS customers who are going 

to be using the SAP GL interface. This program takes existing military status and pay grade 

information and copies this information into other fields to ready the system for the SAP interface, 

as follows: 

Go to Utilities� System � Custom Program Loader. In the Program to Run field, enter sa0633.r. 

Leave the Program Options field blank. Click OK. 

• If the household Status (on the Sponsor Information screen of household maintenance) begins with M-, the 

SAP Account Type field (on the Emerg/Misc Info screen) is set to MILT. 

• If the household Status (on the Sponsor Information screen of household maintenance) begins with anything 

other than M-, the SAP Account Type field (on the Emerg/Misc Info screen) is set to CIVL. 

• The household Mil Grade (on the Sponsor Information screen of household maintenance) is copied to the 

Linked Features box on the Emerg/Misc Info screen. If, for example, the Mil Grade is E1, this program will move 

the E1 code to the Linked side of the Features dual selection list. If there is no E1 code, this program will look 

for the same code with an A added as the first character (in this case, AE1) and move the code to the Linked 

side of the Features dual selection list. 

Select whether you want to set a blank household Status (on the Sponsor Information screen of 

household maintenance) to MILT or CIVL and click Process. 

Click Exit to return to the Main Menu. 

Adding Household/Family Member 

Global/Household Files 

Adding a Household to Your Database 

Note: You only need to enter information in those fields that are listed. Press the Tab key to 

proceed through the fields that are not listed, or use your mouse to select those fields that are 

listed. At any point, you may press F1 for field-level Help. 

1 Click the Household Maintenance hot button. 

OR 

Go to Files � Activity � Household Maintenance. 

OR 

Go to Files � Pass � Household Maintenance. 

You will proceed to the H/H Update Household Selection screen. 

2 Click New Household. You will proceed to the Household Core Information screen. 

3 Enter the Name, Address and Home Phone Number in the Primary Guardian fields. 

4 Complete all other fields or leave their default settings. Press F1 for field-level Help as needed. 

5 Click Next. You will proceed to the Household Financial Info screen. You will only proceed to this screen if you 

have it linked to the household device linked to your user/menu group/workstation/defaults. If this screen is not 

linked, you will proceed directly to step 9. 

6 Complete all fields or leave their default settings. Press F1 for field-level Help as needed. 

7 Click Next. You will proceed to the Household Emerg/Misc Info screen. You will only proceed to this screen if you 

have it linked to the household device linked to your user/menu group/workstation/defaults. If this screen is not 

linked, you will proceed directly to step 9. 


9 Click Members. You will proceed to the household’s Family Member Listing screen. 

10 If the family member(s) has already been created, highlight the family member you want to modify and click 

Change. Otherwise, click Add. 

Important Note: RecTrac can automatically create the first one or two family members when a 

new household is created, depending on the status of the Auto Create F/M 1 and Auto Create 

F/M 2 toggles on the household device linked to your user/menu group/workstation/defaults. 

11 In the Name field, enter the first name. The last name that you entered on the Household Core Information 

screen will already by entered. 




13 Click Done. You will proceed to the household’s Family Member Listing screen. 

14 Click Exit to the Main Menu screen. 

Adding a Family Member to a Household 

The following steps assume that you have already added to your database the household to 

which you wish to add a new family member. 

1 Click the Household Maintenance hot button. 

OR 

Go to Files � Activity � Household Maintenance 

OR 

Go to Files � Pass � Household Maintenance. 

You will proceed to the H/H Update Household Selection screen. 

2 In the Lookup field, type all or part of the household’s last name and press the Enter key. 

OR 

Leave the Lookup field blank and press the Enter key. 

You will proceed to the Household Listing screen. 

3 Highlight the household to which you wish to add a family member. 

Quick Tip: Type the first few letters of the last name for which you are searching to proceed to the 

household(s) that start with those letters. 

4 Click Select or press the Enter key. You will proceed to the Household Core Information screen. 

5 Click Members. 

6 You will proceed to the household’s Family Member Listing screen. Click Add. You will proceed to the Family 

Member Update screen. 




9 Click Done. You will return to the household’s Family Member Listing screen where the newly added family 

member will be listed in the browser box. 

10 Click Exit to return to the Main Menu screen. 

Adding Emergency Contacts to a Household 

The following steps assume that you have already added a household to your database to which 

you wish to add a new emergency contact. 

1 Go to Files � Activity � Household Maintenance. You will proceed to the Activity H/H Update Household 

Selection screen. 

2 In the Lookup field, type all or part of the household's last name and press the Enter key 

OR 

Leave the Lookup field blank and press the Enter key. 



Quick Tip: Type the first few letters of the last name for which you are searching to proceed to the household(s) that 

start with those letters. 


5 Click on the Emerg/Misc Info radio set on the top of the screen. You will proceed to the Household Maintenance – 

Emerg/Misc Information screen. 

6 Click Add Em. You will continue to the Emergency Contact Update screen. 

7 Enter the order in which you would like this emergency contact to be contacted. For example, 1 = contact first, 2 

= contact second, etc. 



8 Enter the contact's first and last names, mailing address, applicable phone numbers and relationship to the 

family. 

9 Click Update. 

10 Repeat steps 6–9 for every emergency contact that you wish to link to this household. 

11 Click Done. 

Adding a Household While in Global Sales 

1 Click the Global Sales hot button 

OR 

Go to Daily � Global � Global Sales. 

You will proceed to the Global Sales Household Selection screen. 


3 Enter the Name, Address and Home Phone Number in the Primary Guardian fields. 


5 Click Done. You will proceed to the Global Sales screen. 

6 Continue with your Global Sales transactions as usual. 

Updating a Family Member While in Global Sales 




OR 



2 In the Lookup field, enter the name of the household for which you wish to process a transaction and update a 

family member. 

3 Press the Enter key. You will proceed to the Household Listing screen. 

4 Highlight the appropriate household and click Select or press the Enter key. You will proceed to the Global Sales 

screen. 

5 Click the button for the transaction that you wish to process (Activity Registrations, Pass Memberships, etc.). 

Note: You cannot update family members from the Facility Reservations program. 

6 If family members already exist for this household, you will proceed to the applicable registration or reservation 

screen. In the Family Member Selection frame, click Update. 

OR 

If no other family members exist for this household, the following question displays: "No Family Members Exist 

For This Household! Do You Wish To Add One?" Click Yes. You will proceed to the household’s Family Member 

Update screen. 

7 Make any necessary changes and click Done to save your changes and return to the previous screen. 

8 Process the transaction as usual. 

Adding an Organization to Your Database 

1 Go to Files � Facility � Household Maintenance. 

2 You will proceed to the Facility H/H Update Household Selection screen. 


4 Enter the organization’s name and address. 

5 In the Primary Guardian fields, enter the name of the contact person for the organization. Enter the first name 

and then last name. 

6 In the HM Phone field, enter the contact person’s phone number (this may be the same as the WK Phone 

number entered for the organization above). 



7 In the WK Phone field, enter the phone number for the organization, if applicable. 

8 The Organization field will be pre-filled with the last name of the contact person you entered in step 5 above. 

Change it as needed. This name is used for organization lookup purposes. You would typically enter the name of 

the organization in this field only. 


10 Click Next. You will proceed to the Financial Info screen. You will only proceed to this screen if you have it linked 

to the household device linked to your user/menu group/workstation/defaults. If this screen is not linked, you will 

proceed directly to step 12. 


12 Click Next. You will proceed to the Misc Information screen. You will only proceed to this screen if you have it 

linked to the household device linked to your user/menu group/workstation/defaults. If this screen is not linked, 

you will proceed directly to step 14. 


14 Click Done. You will return to the Facility H/H Update Household Selection screen. 


Adding a Family Member to a Household While in Global Sales 




OR 



2 In the Lookup field, enter the name of the household for which you wish to process a transaction and add a new 




screen. 


Note: You cannot add family members from the Facility Reservations or the Pass Renewal program. 


screen. In the Family Member Selection frame, click New 

OR 




7 In the Name field, enter the first name. The last name entered on the Household Core Information screen will 

already by entered. 


9 Click Done. You will return (or proceed) to the appropriate registration or reservation screen, where the family 

member’s name will be already be highlighted in the Family Member Selection browser box. 

10 Continue with the Global Sales transaction as usual. 

Manually Adding a Household ID Number 

If you always want to add household ID numbers manually, you must deselect the Auto Assign 

H/H # option on the household device linked to the current user/menu group/workstation/defaults. 

To manually add any household ID number: 

1 Press the Household Maintenance hot button. 

OR 

Go to Files � Activity (or Pass, or Facility) � Household Maintenance. You will proceed to the Activity (or Pass, 

or Facility) H/H Update Household Selection screen. 

2 Press the Enter key to proceed to the Household Listing screen. 



3 Click Manl New. You will proceed to the Manual H/H Add screen. 

4 Enter the New H/H Number. The number you enter here is typically the primary guardian’s Social Security 

number, or an organization’s tax ID number. 

5 Click Add. You will proceed to the Household Core Information screen. 

6 Enter the household and any applicable family member information as usual. Press F1 for field-level Help as 

needed. 

7 Click Done to save your changes. 

8 Click Exit to return to the Main Menu. 

Linking a Child to More than One Household Record 

The following steps can be used to link the same individual to more than one household. This 

feature can be helpful in situations where a separated or divorced couple has joint custody of a 

child and both households want to be able to register the child for activities. Linking the duplicate 

records together enables RecTrac to prevent duplicate registrations for the child. 

1 To begin, you will need to create the family member record for the child in each household. If the child has a 

family member record already linked to one household, perform the following steps on the household that does 

not have the child linked to it. Go to Files � Activity � Household Maintenance. 

2 Using the options on the Household Selection screen, locate the first household to which you wish to add the 

family member record. When you are on the Household Core Information screen for the correct household, click 

Members. 

3 You will continue to the Family Member Listing screen. Click the Add button at the bottom of the screen. 

4 Enter all of the family member’s pertinent information. Press F1 for field-level Help if needed. When you are done 

entering all information click the Done button at the bottom of the screen. 

5 If you need to add this family member record to the other household, click the


8 Complete all other fields or leave their default settings. Press F1 for field-level Help as necessary. 

9 Click Next. You will proceed to the DOD Financial screen. 

10 In the Spon Consent Date field, enter or select the date on which the sponsor's consent form was submitted to 

your center. 

11 In the Last USDA Update field, enter or select the date on which this household was last reviewed for USDA 

specifications. 

12 In the Profile Date field, enter or select the date that this household’s psychological profile was submitted to your 

center. 

13 In the FCP Due Date field, enter the date on which the emergency family care plan is due. A family plan 

designates who will take care of the children in case of an emergency. 

14 In the FCP Received Date field, enter the date that the Family Care Plan was submitted to your center. 

15 In the Family Size field, enter the number of people in this family. 

16 In the USDA Income field, enter this household’s USDA income amount. 

17 In the USDA Income field, enter this household’s total family Income. 

Note: After entering the information in the two previous fields, the USDA Category and Income 

Category fields in the CYS Income/Discount Categories section are automatically filled in. These 

entries are calculated by the system and used to determine meal reimbursement amounts and 

monthly rates for this household. 

18 Fill in all other fields or leave their default settings. Press F1 for field-level Help as necessary. 

19 Click Next to continue to the Household - Emergency/Misc Info screen. 

20 Click Add Em to proceed to the on the Emergency Contact Update screen. Enter the emergency contact 

information for this household. Make sure to fill in as many fields as possible so that the most complete 

information is available to contact these individuals in the case of an emergency. 

Click Update. Repeat this step for each emergency contact that you wish to link to this household. 

21 Click Members. You will continue to the Family Member Listing screen. Notice that household records already 

exist for the sponsor and spouse. If the sponsor is not married, the system will still create a second family 

member record with the name NO. 

22 Click Add. You will continue to the Family Member Update screen. 

23 In the First Name field, enter the child’s first name. The last name that you entered on the Household Core 

Information screen will already be entered. 

24 Enter the child's Social Security number. 

25 Enter or select this child’s relation to the sponsor. 

26 Enter or select this child’s Ethnicity. 

27 Select whether this family member record is active or inactive. 

28 Select the appropriate gender for this family member. 

29 Enter the birth date of this child. 


31 Click Next to continue to the Family Member - Special Needs screen. 

32 If this child has special needs, select the Does this child have any ‘Special Needs’ toggle. Also select whether 

the family is enrolled in an ‘Exceptional Family Member Program.’ 

Then, enter the dates on which the Special Needs team initially reviewed this child’s record as well as the date on 

which this special needs team information was last updated. 

33 Enter the date on which this child's Health Assessment Form was completed. 

34 Enter the date on which this child's last Sports Physical was completed. 

35 Enter the date on which this child's Program Agreement was submitted. 

36 Enter the date on which this child's Profile was last submitted. 

37 Click Next to continue to the Family Member - Medical screen. 

38 For the first medical condition, medication, or basic care item that applies to this child's record, click the Add Med 

button. 

39 Select the type of medical record information this record holds (Medical Condition, Medication, or Basic Care). 

40 Enter or select the appropriate code in the Med Code field. 

41 Enter the date on which this condition first appeared, medication was prescribed or basic care item began being 

administered. Enter the date that this medical code will next need to be reviewed. 



42 Enter any applicable comments in the Comments box. 


44 Repeat steps 38–43 for every medical code that you wish to link to this family member. 

45 Click Next to continue to the Family Member - Allergies screen. 

46 For the first allergy that applies to this child's record, click the Add Allergy button. 

47 Enter or select the allergy code that you wish to link to this family member. 

48 Enter the date on which this allergy was first discovered. 

49 Enter the date on which this allergy will next be due to be reviewed. 

50 Enter the description of how this child will react if this allergen is contacted. 

51 Enter the treatment for this allergic reaction. 


53 Repeat steps 46–52 for every allergy code that you wish to link to this family member. 

54 Click Next to continue to the Family Member – Shots screen. 

55 Click the Load Std Shot button. All of the shot records that you coded as being standard will be loaded into the 

browser box. This feature is helpful if you have a listing of shots that are required for all child care enrollees. The 

shots' due dates will be displayed based on the child's date of birth. 

Note: If you do not code your shot records as standard, you may skip this step. 

56 Highlight a shot that this child has already been given. Click the Update Shot button. 

57 In the Shot Date field, enter the date on which this child was given this shot. 


59 Repeat steps 56–58 for every shot that this child has already been given. 

60 Click Next to continue to the Family Member – Illnesses screen. 

61 For every illness that this child has contacted click the Add Illness button. 

Note: Illnesses are checked when a child swipes into care. The system will check the original 

date against the swipe date to determine if the illness review days have passed since the child 

first contracted the illness. If, for example, the child came down with the flu on Monday and 

attempted to swipe in Wednesday and the review days linked to the illness was 5, when the child 

attempted to swipe into care the system would display a message stating that the number of 

designated review days had not yet passed. 

62 Enter or select the Illness code that you wish to link to this family member. 

63 Enter the date on which this illness was first contracted. 

64 Enter any applicable comments in the Comments box. 


66 Repeat steps 61–65 for every illness code that you wish to link to this family member. 


68 Repeat steps 22–67 for every family member that you wish to add to this household. 

69 Click



5 Click Members. 

6 Click Add. You will proceed to the Family Member - Core Information screen. 




9 Click Next. You will continue to the Family Member - Special Needs screen. 

10 Fill in all fields or leave their default settings. Press F1 for field-level Help as needed. 

11 Click Next. You will continue to the Family Member - Medical screen. 

12 Add all applicable medical conditions to this family member record. Press F1 for field-level Help as needed. 

13 Click Next. You will continue to the Family Member - Allergies screen. 

14 Add all applicable allergies to this family member record. Press F1 for field-level Help as needed. 

15 Click Next. You will continue to the Family Member - Shots screen. 

16 Add all applicable shots to this family member record. Press F1 for field-level Help as needed. 

17 Click Next. You will continue to the Family Member - Illness screen. 

18 Add all applicable illnesses to this family member record. Press F1 for field-level Help as needed. 

19 Click Done. You will return to the household's Family Member Listing screen where the newly added family 

member will be listed in the browser box. 


Adding Emergency Contacts to a CYMS Household 

The following steps assume that you have already added a household to your database to which 

you wish to add a new emergency contact. 

1 Go to Files � Activity � Household Maintenance. You will proceed to the Activity H/H Update Household 


2 In the Lookup field, type all or part of the household's last name and press the Enter key OR leave the Lookup 

field blank and press the Enter key. You will proceed to the Household Listing screen. 


Quick Tip: Type the first few letters of the last name for which you are searching to proceed to the household(s) 

that start with those letters. 

4 Click Select or press the Enter key. You will proceed to the Sponsor Info screen. 

5 Click Next three times to continue to the Household Maintenance - Emerg/Misc Info screen. 

6 Click the Add Em button towards the top of the screen. You will continue to the Emergency Contact Update 

screen. 

7 Enter the order in which you would like this emergency contact to be contacted. For example, 1 = contact first, 

2 = contact second, etc. 

8 Enter the contact’s first and last names, mailing address, applicable phone numbers and relationship to the 

family. 


10 Repeat steps 6–9 for every emergency contact that you wish to link to this household. 


Global Files 

Adding/Deleting Hot Buttons from the Main Screen 

Adding a Hot Button to the Main Screen – Method 1 

1 Go to Files � Function � Edit Desktop � Hot Button Maintenance. 

2 Click the down arrow next to the Menu Group field select the menu group to which you wish to add a hot button. 

3 Select Menu as the Type option. 



4 From the Function menu, select File Maintenance, Inquiry, Daily Processing, etc., depending on the program 

whose button you want to add. 

5 From the appropriate module menu (Global, Activity, Facility, etc.), click on the name of the program whose 

button you want to add. 

6 Click and drag the new button to move it. 

7 Repeat steps 4–6 for every hot button that you wish to add to the selected menu group's main screen layout. 

8 Click Exit. 

Adding a Hot Button to the Main Screen – Method 2 




4 Click Add. You will continue to the New Hot Button Add screen. 

5 Enter the full path and filename of the Program to Run. 

OR 

Press the F9 key or right-click from within the field to select the appropriate program from the picklist. 

6 If applicable, enter the Program Options for the file you are running. Contact VSI for more information. 

7 Enter the full path and name of the bitmap file. 

OR 

Press the F9 key or right-click from within the field to browse to the file location. 

8 Click OK. 



11 Click Exit. 

Deleting a Hot Button From the Main Screen 


2 In the Menu Group field select the menu group from which you wish to delete a hot button. 


4 Highlight the hot button that you wish to delete. 

5 Click Delete. 

6 Repeat steps 4 and 5 for each hot button that you wish to delete for this menu layout. 

Adding/Deleting Hot Buttons from the Hot Key Screen 

Adding a Hot Button to the Hot Key Screen – Method 1 



3 Select Hot Key as the Type option. 







8 Click Exit. 









OR 




OR 


8 Click OK. 




Deleting a Hot Button From the Hot Key Screen 







Activity Files 

Setting Up an Activity and Its Sections 

1 Go to Files � Activity � Activity Maintenance. You will proceed to the Activity Maintenance screen. 

2 Click Add. You will proceed to the Activity Core Information screen. 

3 Enter the activity number and then click Next. All other fields are now made available for entering data. 

4 Fill in all other fields or press F1 for field-level Help as necessary. Click Next to continue to the Additional 

Information screen. Fill in all other fields or press F1 for field-level Help as necessary. 

5 If this is a CYS program, click Next to continue to the CYMS Information screen and complete steps 6–11. If this 

is not a CYS program, go to step 12. 

6 Enter a CYS program type in the CYS Prog Type field. 

OR 

Press the F9 key or right-click from within the field to select the appropriate program type from the picklist. 

7 Select the Use CYS Rate Calculations option to alter the CYS program fee based on the Family Income 

Category assigned to households. In addition, this selection will allow you to view CYS Staff Members when 

linking an instructor to this class. 

8 If this is an Provider CYS class, select the Link to an Provider Provider option. This selection will allow you to 

view Provider Providers when linking an instructor/provider to this class. If this is an Provider class, skip to step 

11. 

9 Select the interval at which you wish to issue installment bills for this class. Select the most common interval of 

time for which you installment bill. 

10 Highlight the applicable age group(s) in the available column and click the Add>> button in the dual selection list 

to link the selected age group(s) to the activity. 


12 Click Sections. The following message will display: "No Sections Exist For This Activity. Do You Want To Add 

One?" 

13 Click Yes. You will proceed to the Activity/Section Core 1 Information screen. 

14 Enter a section code (up to 2 alphanumeric characters) and press the Enter key. All other fields are now made 

available for entering data. 



15 In the Spec Desc field, enter a specific description for this section, or leave the default entry. In the Sec Status 

field, select the status for this section. 

16 Enter the Facility Type, Location, and ID at which this activity is held. 

17 Click the Multiple radio set button to link additional facilities to this activity/section. 

18 Enter Beginning and Ending Dates for the activity/section. 

19 Enter the Beginning and Ending Times for the activity/section. 

20 Select the appropriate Meeting Days. 


22 Click Next. You will continue to the Activity/Section Core 2 Information screen. 

23 Enter a Maximum Count. 

24 Enter a Max Res Count (Maximum Resident Count) and/or Max N/R Count (Maximum Nonresident Count). 

25 Complete all other fields or leave their default settings. Press F1 for field-level Help as needed. If this is a CYMS 

class, select the Require Current Pass Membership option. 

26 Click Next. You will continue to the Comments screen 


28 Click Next. You will continue to the Activity/Section Fees screen 

29 In the BillCode field, press the F9 key or right-click from within the field to select the appropriate bill code for the 

activity/section. 

30 In the Fee Codes field, press the F9 key or right-click from within the field to select the appropriate fee codes for 

this activity/section. 

31 Complete the remaining fields, or leave their default settings. Press F1 for field-level Help as needed. 

32 Click Next. You will continue to the Finance screen. 


34 If you will be using either TeleTrac or WebTrac to process activity registrations, click Next to continue to the 

Web/Tele screen to specify registration criteria. 

35 Click Done. You will proceed to the Section Listing screen where your newly added section will be listed in the 

browser box. 

36 To add another section to this same activity, click Add. 

37 Otherwise, click


Linking Multiple Facilities to an Activity/Section 

The following steps assume that: 

• You have set up the applicable activity through the Activity Maintenance program. 

• You have linked all applicable sections to the activity. 


2 Highlight the activity to which you wish to link multiple facilities and click Change. You will proceed to the Activity 

Core Information screen. 

3 Click Sections. You will proceed to the Section Listing screen. 

4 Highlight the section to which you wish to link multiple facilities and click Change. You will proceed to the 

Activity/Section Core 1 Information screen. 

5 The first Facility Type, Location and ID at which this activity is held will already have been entered. 

6 In the How Many? field, select Multiple. 

7 Click the Facilities button at the bottom of the screen. You will proceed to the Facility Link Listing screen. 

8 Click Add. Select the Facility Type, Location and ID to which you wish to link this activity/section. 

9 Enter the Beginning and Ending Dates that this facility will be used by this activity/section. 

10 Enter the Begin and End Times that this facility will be used by this activity/section. 

11 Click Done. You will return to the Facility Link Listing screen. 

12 Click Add to link additional facilities to this activity/section. 

13 When you have finished linking all appropriate facilities to this activity/section, click


18 Select the Rate Type (Instructor/Referee/Trainer). 

19 Enter rate, pay type, and earnings ceiling information for Tier 2, 3, and 4, if applicable. 

20 Click OK. 

21 Repeat steps 12 through 20 for as many rate tables as you wish to link to this instructor. 

22 Click


Linking a Newly Added Instructor to an Activity Section 

The following steps assume that your activity/sections have been set up using the Activity File 

Maintenance program. 

Note: It is recommended that you carefully follow the steps listed below as this process accesses 

multiple screens. 


2 Highlight the activity to which you wish to link an instructor. 

3 Click Change. You will proceed to the Activity Core Information screen. 


5 Highlight the section to which you wish to link an instructor. 

6 Click Change. You will proceed to the Core 1 screen. 

7 Click Instructors. You will proceed to the Instructor Listing screen. 

8 Click Add. Click New. You will proceed to the Instructor Core Info screen. 

9 Enter the Instructor ID and press the Enter key. All other fields are now made available for entering data. 

10 Enter the instructor’s Social Security or Tax ID Number, Name, Address and Home Phone number. 

11 Complete all remaining fields or leave their default settings. Press F1 for field-level Help as needed. 

12 Click Next. You will proceed to the Qualifications screen. 


14 Click Next. You will proceed to the Notes screen. Complete all fields or leave their default settings. Press F1 for 

field-level Help as needed. 

15 When all information has been added, click Done. 

16 The following question displays: "No rate tables exist for this instructor. Do you wish to add one?" Click Yes. You 

will proceed to the Rates Table Entry screen. 

19 Enter the New Rate Table ID. 

20 Click OK to save your changes and proceed to the Instructors Linked to Activity screen. 

21 IMPORTANT STEP: Highlight the newly added instructor that you have just linked to this activity/section and click 

Change. You will proceed to the Rate Table Update screen. 

22 Enter the Rate, Pay Type, and Earnings Ceiling for this instructor to teach this activity/section. 


24 Click Done. You will return to the Instructors Linked to Activity screen. 

25 Click


6 Click Instructors. 

7 Click Add. 

8 To link an existing instructor, highlight the instructor’s name and click Select. You will proceed to the Rates 

Listing screen for the previously selected instructor. 

9 Click New. You will proceed to the Rates Table Entry screen. 

10 Enter the New Rate Table ID. 

11 Click OK to save your changes and return to the Instructors Linked to Activity screen. 

12 IMPORTANT STEP: Highlight the newly linked instructor to whom you have linked a new rate table ID and click 

Change. You will proceed to the Rate Table Update screen. 

13 Enter the Rate, Pay Type, and Earnings Ceiling for this instructor to teach this activity/section. 

14 Click Done. You will return to the Instructors Linked to Activity screen. 

15 Click


Pass Module Setup Steps: 

Use the Pass Type Maintenance program to set up a Pass Type that can be used for tracking all 

class attendance figures. 

1 Go to Files � Pass � Pass Type Maintenance. 

2 Click Add. You will continue to the Pass Type Core Information screen. 

3 Press F1 to use the online help to guide you through setting up a pass type to track class attendance. 

4 Make sure to select the option labeled Record Class Attendance Aand Fees on the Core Information screen. 


6 Click Done. 

Preparing for Pass Visit Processing: 

After you have set up all of your activities/sections to track attendance, created a membership to 

use to track attendance, sold passes, and processed the activity enrollments, make sure to also 

do the following: 

1 Go to Files � System � Device Maintenance � Printer/Device Maintenance. 

2 Select the Visit device linked to the user(s) that will be processing pass visits. Click Change. 

3 In the Default Location field, enter or select the location of the class for which you wish to track class 

attendance. 

4 Click Done. 

5 Select the Location device linked to the user(s) that will be processing pass visits. Click Change. 

6 In the Facility Location field, enter or select the location of the class for which you wish to track class 

attendance. 

7 Click Done. You are now ready to being processing pass visits as usual. RecTrac will take care of the rest! 

Setting Up Wellness Activity User Codes 

1 Go to Files � System � Other Maintenance � User Code Maintenance. 

2 Click Add. You will continue to the User Code Core Information screen. 

3 Select Fam Mem Feature from the Code Type drop-down list. 

4 Enter a User code consisting of five or fewer alphanumeric characters. 

For example, BA. 

5 Click Next. Enter a description for the User Code. 

For example, Credits for your Wellness BA. 

6 Click Done. You will return to the User Code File Maintenance Screen. 

7 Repeat steps 2–6 for each Wellness User Code that you wish to add. 

Note: You must set up as many wellness user codes as you have different credit award systems for. 

For example, you have two wellness tracks, Blue Star and Gold Star. The Blue Star program is for enrollees who 

are just beginning the wellness program, the Gold Star program is for enrollees who are veterans of the wellness 

program. Blue Star enrollees receive a maximum of 2 credits per wellness type, while Gold Star enrollees receive 

a maximum of 4 credits per wellness type. 


Linking Wellness User Codes to Family Members 

1 Go to Files � Activity � Household Maintenance. You will continue to the Activity H/H Update Household 


2 Enter the name of the household whom you wish to set up as a Wellness Incentive program participant. You will 

proceed to the Household Listing screen. 

3 Highlight the appropriate household and click the Select button. You will continue to the Household Update 

screen. 

4 Click the Members button on the bottom of the screen. 



5 Highlight the family member whom you wish to set up as a Wellness Incentive program participant. Click 

Change. 

6 Go to the User Code Dual Selection list on the right hand side of your screen. Highlight the appropriate wellness 

user code in the Available column and click Add>>. 

7 Click Done to save your change and return to the Family Member Listing screen. 


Necessary Set Up Before Running Wellness Statement Reports 

Before running the Wellness Statement Reports or Export, there are a few setup steps which 

must be completed in order for the report to generate the correct output. Complete the following 

steps before running the Wellness Statement Reports or Export. 

Step 1: Set Up specific Wellness Program User Codes 

Step 2: Link Wellness User Codes to Family Members 

Step 3: Add Credit Amounts to Wellness Activity Classes 

Step 4: Register Family Members in Wellness Activity Classes 

Step 5: Set up Wellness Report Criteria 

Post Card Confirmation Overview 

To print post card confirmations for activity enrollments, complete the following steps: 

1 Go to Files � System � Other Maintenance � Letter/Waiver/Rules Maintenance. 

2 Click Add. 

3 Select Labels/Letters as the Type. 

4 Enter a Letter ID. Click Next. Enter a Description, and select the font size you want to use. Fill in all other fields 

or press F1 for field-level Help as necessary. 

5 Click Next to advance to the Letter Body screen. 

6 In the text editor on the Letter Body screen, enter the text that you want to appear on your Post Card 

Confirmations. Integrate into your letter body as many of the following key fields as you wish. You must insert the 

key fields as (include brackets and capital letters). 

Time-Saving Note: You can automatically insert fields into the letter body by right-clicking in the letter body at 

the spot you want to insert them and navigating through the pop-up menu. 

Click here to view a Sample Post Card Confirmation Letter Body 

7 Click Next or Done or Test Print when you are finished typing in your letter body. 


9 To print the Post Cards, load your post card stock into your printer. 

10 Go to Reports � Activity � Labels/Letters � Post Card Confirmations. 

11 Complete the selection criteria. 

12 Click Print. You will continue to the RecTrac Labels & Letters Options screen. 

13 Select the Process Letters option. Click Letter Options. You will continue to the RecTrac Letter Option Update 

screen. 

14 In the Letter ID field, press the F9 key or right-click from within the field to choose the Letter ID that you created 

in steps 1–7 above. Fill in all other fields or press F1 for field-level Help as necessary. 

15 Click


2 Click Add. You will continue to the Address Core Information screen. 

3 Enter an Address Code consisting of twelve or fewer alphanumeric characters. Click Next. 

4 Select whether customers who reside in this address code are considered residents or non-residents by your 

organization. 

5 Enter the City for this address code. 

6 Enter the two character State abbreviation for this address code. 

7 Enter the Zip Code for this address code. 

8 Click Done. 

9 Repeat steps 2–8 for each address code that you wish to create. 


Creating an Allowance or Restriction Record 

The Restrictions/Allowances Group Maintenance Program allows you to designate times that 

either tran codes or pass types are valid or invalid, or instructors/trainers are allowed or not 

allowed to be reserved. This program replaces the time range restrictions that used to reside on 

the tran code and pass type core information screens. 

• For pass type restrictions/allowances, go to Files � Pass � Pass Restrictions/Allowances. Press F1 for 

screen-level Help as necessary. 

• For tran code restrictions/allowances, go to Files � POS � TC Restrictions/Allowances. Press F1 for screenlevel 

Help as necessary. 

• For instructor/trainer restrictions/allowances, go to Files � Activity � Instructor Restrictions/Allowances or Files 

� PT � Trainer Restrictions/Allowances. Press F1 for screen-level Help as necessary. 

Adding Credit Amounts to Wellness Activities 

1 Go to Files � Activity � Activity Maintenance. 

2 Highlight the activity for which you wish to add wellness credits. 

3 Click Change to continue to the Activity Class Maintenance Core Information screen. 

4 In the Credits Given to Each Participant field, enter the applicable number of credits. 

Note: This field is used in calculations performed when running either the Wellness Statements 

Report or the Wellness Report/Export. 

5 Click Done to save your change and return to the Activity File Maintenance screen. 

6 Click Exit. 

Registering Family Members in Wellness Activity Classes 

1 Click the Activity Registration hot button. 

OR 

Go to Daily � Activity � Activity Registrations. 

You will proceed to the Activity Registration Household Selection screen. 

2 In the Lookup field, type all of part of the wellness household name for which you wish to process activity 

enrollments and press the Enter key 

OR 

Enter the household ID number, the primary guardian’s home phone number, the primary guardian’s work phone 

number or the family member’s name and click the appropriate lookup button. You will proceed to the Household 

or Family Member Listing screen, depending on the lookup option selected on the previous screen. 

3 Highlight the household or family member for whom you wish to process wellness activity enrollments and press 

Enter or click Select. You will proceed to the Activity Registrations screen. 

4 In the Family Member Selection Browser Box, highlight the family member for whom you wish to process 

wellness activity enrollment(s). 

5 In the Actv No field, select the wellness activity/section for which you are registering the selected family member. 



6 Click Select to add this activity registration to the Current Transaction Listing Browser Box. 

7 Click Payment to process the registration(s) listed in the Current Transaction Listing Browser Box. You will 

proceed to the Payment Update screen. 

8 In the New Amt (Amount) Paid field, enter the current amount being paid by the household. Press F1 for fieldlevel 

Help as needed. 

9 Click Print to continue to the Output Selection screen where you may elect to preview and/or print the resulting 

receipt. 

RecTrac to Process Day Care/Camp Registrations 

Setting Up RecTrac to Process Day Care/Camp Registrations 

The Day Care/Camp Registration setup process allows you to set up more flexible and diverse 

fee schedules for classes based on a variety of user-defined criteria. In order to utilize the full 

functionality of this feature you will need to complete the following steps before you can begin 

processing day care/camp registrations. 

Important Note: These instructions do NOT apply to CYMS day care/camp registration or setup. 

For information about these processes please look under the CYMS setup and daily processing 

sections of the Reference Guide or F1 Help. 

Steps to Complete PRIOR to Processing Day Care/Camp Registrations: 

1 Set Up Child Care Fee Types and Child Codes Using the User Code Maintenance program 

2 Set Up a Day Care Fee Group 

3 Set up a RecTrac Day Care Class and its Sections 

4 Cloning a Day Care Section 

Setting Up Child Care Fee Types and Child Codes 

Child care fee types and child codes are used during the RecTrac Child Care Registration 

process to determine applicable fee amounts to charge for the child being registered. Before you 

begin setting up these codes, you should determine all of the criteria that your organization uses 

to determine child care fee rates for your customers. Group these criteria by category and list all 

the criteria that come to mind. 

Typically, child care fee types are used to designate different types of ways that customers may 

register for day care. For example, you may allow your customers to register for care on a daily, 

weekly, or monthly basis. Therefore you might create three fee types: Daily, Weekly, and Monthly. 

Child codes can be used to designate if you charge different fees based on whether the child is 

the first, second, third, etc. child in a family to be registered for care. For example, you might 

charge $125.00/week for the first child, and $100.00/week for each subsequent child enrolled in 

care. 

After you have determined the child care fee types and child codes that are appropriate for your 

organization, you will need to create these codes using the User Code Maintenance program. 

Complete the Following Steps to Set Up Your Child Care Fee Types: 



3 Click the drop-down arrow next to the Code Type field. Select the Day Care Fee Type option. 

4 In the User Code field, enter a code consisting of five or fewer alphanumeric characters. 

For example, DAY. 

5 Click Next. In the Description field, enter a description to accompany the child care fee type. 

Using the example above, you would enter Daily Child Care Fee. 

6 Click Done. You will return to the User Code Maintenance screen. 

7 Repeat steps 2–6 for each child care fee type that you will be using during the Day Care Registration process. 



8 Click Exit. 

Complete the Following Steps to Set Up Your Child Codes: 



3 Click the drop-down arrow next to the Code Type field. Select the Day Care Child Code option. 

4 In the User Code field, enter a code consisting of five or fewer alphanumeric characters. 

For example, 1 st . 

5 In the Description field enter a description to accompany the day care child code. 

Using the example above, you would enter 1 st Child Fee. 

6 Click Done. You will return to the User Code Maintenance screen. 

7 Repeat steps 2–6 for each day care child code that you will be using during the Day Care Registration process. 

8 Click Exit. 

Setting Up a Day Care Fee Group 

The following steps assume that you have already: 

• Set up your day care fee types using the User Code Maintenance program. 

• Set up your child codes using the User Code Maintenance program. 

If you have not already done so, you may add these codes ‘on-the-fly’. 

1 Go to Files � Activity � Daycare Group Maintenance. 

2 Click Add. You will continue to the Fee Group Update screen. 

3 Enter a fee group ID consisting of five or fewer alphanumeric characters. 

For example, SWIM. 

4 Enter a description for the selected fee group. 

Using the example above, you might enter Swim Camp Fee Schedule. 

5 Click Next. The following message will appear: "No Fee Group Line Items Exist. Do You Want To Add One?" 

Click Yes. You will proceed to the Day Care Fee Group Line Item Update screen. 

6 In the Fee Type field, enter or select the fee type that must be selected during the day camp registration process 

for this fee amount to be applied. 

7 In the Child Code field, enter or select the child code that must be selected during the day camp registration 

process for this fee amount to be applied. 

8 In the Bill Code field, enter or select the bill code that you wish to charge for the day camp registration that fits 

the fee type and child code specifications mentioned above. 

9 Select whether this fee amount is required by entering either a Y or N in the Req field. 

10 If applicable, enter the fee code specifications that you wish to use in conjunction with the fee type and child code 

specifications noted above to determine the fee amount that should be charged for a selected day camp 

registration. 

11 Enter Y in the Dsc field if you want to allow this fee line item to be able to be discounted. 

12 In the Amount field, enter the fee amount that you wish to be charged if the registration meets all of the criteria 

specified on this screen. 

13 In the Count field, enter the number of times that this fee should be charged. Typically, you would enter 1 in this 

field. 


15 Repeat steps 6–14 for each Fee Group Detail Listing that you wish to add to the selected Day Care Fee Group. 

16 Click Exit. You will return to the Day Care Fee Group Maintenance screen. 

17 Repeat steps 2–16 for every Day Care Fee Group that you wish to add to your database. 




Linking a Day Care Fee Group to an Existing Day Care Activity 


• You have already set up your day care fee types, child codes and fee groups. 

• You have already set up and cloned your day care classes and sections. 


2 Highlight the first day care class displayed in the browser. Click Change. You will proceed to the Activity Core 

Information screen. 

3 In the Day Care Fee Group field enter the day care fee group that you wish to use to determine fee amounts for 

this day care class. 

OR 

Press the F9 key or right-click from within this field to select the appropriate day care fee group from the picklist. 

4 Click Done. 

5 Repeat steps 2–4 for each day care class that exists in your system. 

6 Click Exit once you have updated all existing day care classes. 

Setting Up a RecTrac Day Care Class and its Sections 


2 Click Add. You will proceed to the Activity Core Information screen. 

3 Enter the Activity Number and press the Enter key. All other fields are now made available for entering data. 

For example, 140500, Daycamp. 

4 Enter or select the Daycare Fee Group that you wish to use to determine fee amounts for this day care class. 

5 Select the DayCare Class option. 

Note: If you want to allow your day care class to be installment billed, make sure that you select 

an Installment Bill Default Template. Otherwise options relating to installment billing will not be 

made available to you. 

6 Fill in all other fields; press F1 for field-level Help as necessary. 

7 Click Sections. The following question will display: ‘No Sections Exist for this Activity. Do you way to add 

one?’ 

8 Click Yes. You will proceed to the Core 1 Information screen. 

9 Enter a ‘dummy’ section number that will not disrupt your day care numbering scheme. This section will serve as 

the Base Day Care Section. Click Next. 

10 Select whether this section holds a status of Active, Inactive, Pending, or Cancelled. 

11 Enter the Facility Type, Location, and ID at which this activity is held. 

12 Select the Multiple facility option to link additional facilities to this activity/section. 

Note: Begin and End dates are not significant on this screen, they will be defined when you begin 

the cloning process in the Day Care Section Clone program. 

13 Enter the Beginning and Ending Times for the activity/section. 

14 Select the appropriate Meeting Days. 


16 Click Next. You will continue to the Core 2 Information screen. 

17 Enter a Maximum Count. 

18 Enter a Max Res Count (Maximum Resident Count) and/or Max N/R Count (Maximum Nonresident Count). 


20 Click Next. You will continue to the Activity/Section Comments screen 


22 Click Next. You will continue to the Activity/Section Fees screen. Since Day Care classes use the Day Care Fee 

Group to determine section fees you do not need to fill in this information. 

23 Click Next. You will continue to the Activity/Section Finance screen. 




25 Click Done. You will proceed to the Section Listing screen where your newly added section will be listed in the 

browser box. 

26 To add another section to this same activity, click Add. 

27 Otherwise, click


3 Determine whether you wish to offer discounts by Participation (multiple family members) or Class Count 

(number of activities into which a single member enrolls). 

4. Then determine the count threshold to which the discount will apply by checking the numbers 1,2,3 etc… and 

then add an amount and select Percent or Amount (flat rate). 

Note: You must select all boxes that apply. If you want a discount to apply to a second 

participant or class only, you would check ONLY Box 2. If you want a discount to apply to any 

participant or class beginning with the second enrollment, you would check Boxes 2, 3, 4 and 5+. 

5 Click OK when done. You will proceed to the Discount Listing For �� browser. This screen displays 

the various discount amount, type and toggle settings linked to the code for quick reference. From this screen 

you can: 

• Return to Discount Code File Maintenance (click


2 Click Add. You will proceed to the Facility Core Information screen. 

3 Enter the Facility Type and Location. 

OR 

Right-click or press F9 from within the field to select them from the picklist. If you have not yet added your Facility 

type or location, you will proceed to the Facility Type and Facility Location Core Information screens. These 

screens allow you to add the new Facility type and location "on the fly." 

Then, enter an ID. 

4 Click Next. Complete all other fields or leave their default settings. Press F1 for field-level Help as needed. 

5 Click Next. You will proceed to the Features/Other screen. 


7 Click Next. You will proceed to the Fees/Charges screen. 


9 Click Done. You will return to the Facility Maintenance Browser screen where your new facility will be added to 

the browser box. 


Setting Up a Facility Tree 

Establishing Memorial Park as a Parent Facility 

1 Go to Files � Facility � Facility Tree Maintenance. You will proceed to the Facility Tree Maintenance screen. 

2 In the Current Facility field, select the parent facility. 

3 Using the Facility Listing browser box, highlight the first facility that you wish to link to the current facility as a child 

facility. 

For this example, lets say the Soccer field at Memorial Park. 

4 Click the Add>> button to the left of the Children Facility browser box. 

5 Using the Facility Listing browser box, highlight the next facility that you wish to link to the current facility as a 

child facility. 

For this example, lets say the Pool at Memorial Park. 

6 Click the Add>> button to the left of the Children Facility browser box. 

6 Typically you would repeat steps 3 and 4 for every facility that you wish to link as a child to the current facility. 

Establishing the Soccer Field as the Baseball Field's Overlap Sibling 

1 Click Next Facility. The focus will to return to the Current Facility field. 

2 Select the first child facility established in steps 1 through 6 above. 

Using the example above, this would be the Soccer field. 

3 The Parent Facility defaults to the parent established in steps 1 through 6 above. 

Using the example above, this would be Memorial Park. 

4 Using the Facility Listing browser box, highlight the first facility that you wish to link to the current facility as an 

overlap sibling. 

For this example, you will highlight the Baseball field. 

5 Click the Add>> button to the left of the Overlap Siblings browser box. 

6 Typically you would repeat steps 4 and 5 for every facility that you wish to link as an overlap sibling to the current 

facility. 

For this example, no other facilities will be linked to the Soccer field as overlap siblings. 

Establishing the Pool as the Parent Facility to the Lanes and Diving Well 

1 Click Next Facility. Your focus will return to the Current Facility field. 

2 Select the Pool as the Current Facility. 

3 The Parent Facility defaults to the parent established. 

Using the example above, this would be Memorial Park. 



4 Using the Facility Listing browser box, highlight the first facility that you wish to link to the current facility as a child 

facility. 

For this example, this will be Pool Lane 1. 

5 Click the Add>> button to the left of the Children browser box. 

6 Repeat steps 4 and 5 for every facility that you wish to link as a child to the current facility. 

For this example, you will link Pool Lanes 2 and 3 and the Diving Well as the Pool’s child facilities. 

Establishing the Diving Well as the Overlap Sibling for All Three Pool Lanes 

1 Click Next Facility. The focus will return to the Current Facility field. 

2 Select the facility that you wish to create as an overlap sibling. 

For this example, you will select the Diving Well. 

3 The Parent Facility defaults to the parent established previously. 

This will be the Pool. 

4 Using the Facility Listing browser box, highlight the first facility that you wish to link to the Current Facility as an 

overlap sibling. 

Choose Pool Lane 1. 

5 Click the Add>> button to the left of the Overlap Siblings browser box. 

6 Repeat steps 4 and 5 for every facility that you wish to link as an overlap sibling to the Current Facility. 

1 Click Exit. 

Do this for Pool Lanes 2 and 3. 

Running the Facility Links program: 

2 The following message will display: "If you have made any changes you need to run the Facility Link Creation 

Procedure. Do you want to run it now?" Click Yes to proceed to the Facility Links Creation screen. 

3 Click Yes to begin the facility link creation process. 

4 Click OK when the process is complete to return to the Main Menu. 

Setting Up Premium Groups 

In order for premium groups to work properly, you must: 

• Set up the premium group and its premium dates/times using the Premium Group File Maintenance program. 

• Link the premium group to the facility on the Facility File Maintenance: Facility Core Information screen. 

• Link the appropriate bill codes to the facility on the Facility File Maintenance - Facility Fees/Charges screen. 

• Set up the bill codes that are linked to the facility to allow for premium billing in Bill Codes Maintenance (Files � 

System � Finance Codes Maintenance). 

The following steps assume that your facilities and bill codes have already been set up using the 

Facility File Maintenance and Bill Codes File Maintenance programs, respectively. All other steps 

are described in detail. 

To set up the premium group: 

1 Go to Files � Facility � Facility Premium Maintenance. You will proceed to the Premium Group Maintenance 

screen. 

2 Click Add. You will proceed to the Premium Group Core Information screen. 

3 Enter the Premium Group ID consisting of eight or fewer alphanumeric characters. Click Next. 

4 Enter a Description for the premium group. 

5 Click Done. 

6 The following question displays: "No premiums have been set up for this Premium Group. Do you want to set up 

Premiums now?" Click Yes. You will proceed to the Premium Update screen for the previously added premium 

group. 

7 Select the appropriate day(s) to which this premium rate applies. 



8 Enter the Begin Date and End Date range that this premium rate applies. 

9 Enter the Begin Time and End Times in the range of times that this premium rate applies. 

10 If you want the system to add a flat amount to the standard facility reservation fees, enter the Premium Amount. 

OR 

If you want the system to add a percentage amount to the standard facility reservation fees, enter a Premium 

Percentage. 

11 Click OK. You will proceed to the Premium Listing screen for the premium group, where the newly added 

premium date and time will be added to the browser box. 

12 To add another premium date/time, click Add and go to step 7. 

13 Click


To Set Up Your Light Codes: 

1 Go to Files � Facility � Facility Maintenance. You will proceed to the Facility Maintenance screen. 

2 Highlight the facility to which you wish to setup the light codes. 

3 Click Change. You will proceed to the Facility Core Information screen. 

4 Select the Light Interface Fac option. 

5 Enter the required light code(s). If you are unsure of the codes, refer to your light interface program’s help 

manual. 

6 Click Done to save your changes and return to the Facility Maintenance screen. 


If you are setting up light codes for the Profile Light system (these steps do NOT apply to Raydac): 

1 Next, go to Files � System � Parameter Codes Maintenance � Static Parameters File Maintenance. You will 

proceed to Static Parameters - Core Info screen. 

2 Click the Next button four times to proceed to Static Parameters - F/R, R/N & P/T screen. 

3 Select the appropriate New Profile Lite I’Face Bill Code. 

4 Select the appropriate Old Profile Lite I’Face Bill Code. 

5 Click Done to save your changes and return to the Main Menu. 

Pass Files 

Setting Up a Pass Type 

Extensive planning must go into your pass type setup before adding your pass types to the 

database. A Vermont Systems representative will work closely with you to determine the best set 

up option for your organization. 

1 Go to Files � Pass � Pass Type Maintenance. You will proceed to the Pass Type Maintenance screen. 

2 Click Add. You will proceed to the Pass Type Core Information screen. 

3 In the Pass Type field, enter an ID consisting of eight or fewer alphanumeric characters. 

4 Click Next. Select the appropriate status of this pass type. 

5 Select whether this pass type can be categorized as Normal, GolfTrac, CYS, or Secondary. 

Note: This selection will affect the screens that you will visit as you set up this pass type. 

6 Review and select the toggle selections at the bottom of the screen that are applicable for this pass type. Press 

F1 for field-level Help as necessary. 

7 Complete all other fields or leave their default settings. 

8 Click Next. You will proceed to the Pass Type Restrictions/Features screen. 


10 Click Next. You will proceed to the Fees screen. 

11 Complete all applicable fields, or leave their default settings. Press F1 for field-level Help as needed. 

12 If this is a Golf pass type, click Next to continue to the Golf Features screen (see steps 14–18). 

If this is a CYS pass type, click Next to continue to the CYS screen (see steps 19 and 20). 

If this is a Normal pass type, click Next or Done to return to the Pass Type Maintenance screen. 

Complete steps 13–17 if this is a Golf pass type 

13 Select the appropriate tee time reservation option (Fixed Days in Advance or Floating Time in Advance). 

14 Select or deselect the appropriate toggle box options in the bottom left hand corner of the screen. 

15 Select the appropriate Golfer Inventory Discount %, and whether it is Discount or Cost Plus). 

16 Fill in all other fields or leave their default settings. Press F1 for screen-level Help as necessary. 


Complete steps 19 and 20 if this is a CYS pass type 

18 Fill in all fields or leave their default settings. Press F1 for screen-level Help as necessary. 




20 Click Done to return to the Pass Type Maintenance screen. 


Creating an Allowance or Restriction Record 

The Restrictions/Allowances Group Maintenance Program allows you to designate times that 

either tran codes or pass types are valid or invalid, or instructors/trainers are allowed or not 

allowed to be reserved. This program replaces the time range restrictions that used to reside on 

the tran code and pass type core information screens. 

• For pass type restrictions/allowances, go to Files � Pass � Pass Restrictions/Allowances. Press F1 for 

screen-level Help as necessary. 

• For tran code restrictions/allowances, go to Files � POS � TC Restrictions/Allowances. Press F1 for screenlevel 

Help as necessary. 

• For instructor/trainer restrictions/allowances, go to Files � Activity � Instructor Restrictions/Allowances or Files 

� PT � Trainer Restrictions/Allowances. Press F1 for screen-level Help as necessary. 

Pass Set Up Option #1 

• You register a family member for a particular pass type membership that corresponds to the type of 

membership that they are purchasing. 

For example: 

FPOOL = family pool pass type membership 

IPOOL = individual pool pass type membership 

FGYM = family gym pass type membership 

• A pass number is then assigned to this membership. This pass type membership number may be entered 

manually or generated automatically by the system. 

For example: FPOOL pass type membership number = 101; FGYM pass type membership number = 

102, etc. 

• You print the pass type membership number (described above) as the bar code number on the label that is 

attached to the pass. 

• The pass holder carries one pass per pass type membership. 

For example: The pass holder carries one pass for the pool, another pass for the recreation center, 

etc. 

• Staff record each visit to the pass membership site by swiping the pass in the Pass Visit Update program. 

• If staff swipe the pass at a screen that has a Pass Number Lookup field, they will gain quick access to the 

corresponding program. 


• You register a family member for a particular pass type membership that corresponds to the type of 

membership that they are purchasing. 

For example: 

FPOOL = family pool pass type membership 

IPOOL = individual pool pass type membership 

FGYM = family gym pass type membership 



For example: FPOOL pass type membership number = 101, FGYM pass membership number = 102, 

etc. 

• You print the pass holder’s household ID number plus family member number as the bar code number on the 

label that is attached to the pass. This number differs from the pass type membership number described above. 

• The pass holder is issued one ("universal") pass for all of their memberships. The pass holder uses this one 

universal pass to visit any site at which their various pass type memberships are valid. 




• If staff swipe the pass at any screen that has a Household ID Number Lookup field, they will gain quick access 

to the corresponding program. 


• Your pass types are set up such that their beginning letters refer to the facility location at which they are valid. 

You register a family member for a particular pass type membership that corresponds to the location at which 

they are purchasing a membership. 

For example: EFAM and EINDV may refer to the Eastside Recreation Center’s family and individual 

pass types. SFAM and SINDV may refer to the Southside Recreation Center’s family and individual 

pass types, etc. 



For example: EFAM pass membership number = 101, SFAM pass membership number = 102, etc. 



• The pass holder is issued one ("universal") pass for all of their memberships. The pass holder uses this one 

universal pass to visit any location at which their various pass type memberships are valid. 

• Staff record each visit to the facility location by swiping the pass in the Pass Visit Update program. 




Pass members only register for ONE pass type membership under this set up option. 

• You set up one main pass type that is differentiated only by the scope of its membership coverage (family, 

individual, senior citizen, etc.). You register a family member for a particular pass type membership that 

corresponds to the scope of membership that they are purchasing. 

For example: You may require Association pass type membership in order for pass holders to visit 

your town pool, beach and park. Your pass types might be set up as FASSC = family association 

member pass type; IASSC = individual association pass type membership, SASSC = senior 

association pass type membership, etc. The pass holder’s ONE pass type would provide entrance 

to all sites at which the association membership is required. 



For example: FASSC pass type membership number = 101. 



See Household ID/Family Member Number for more information 

• The pass holder is issued one pass for their one membership. The pass holder uses this one pass to visit any 

site at which their pass type membership is valid. 





This option is typically used for military sites. 

• No formal registration process is required. Members are issued a "universal" pass that serves as a membership 

ID card. 

• You print the Military ID number as the bar code number on the label that is attached to the universal 

pass/membership ID. 

• The member carries the universal pass/membership ID for visits to any of the sites where the pass is required. 



• Staff record each visit to the site where the universal pass/membership ID is required by swiping the pass in the 

Pass Visit Update program. Because specific pass type membership numbers are not attached to the universal 

pass/membership ID, a generic visit update is performed based on the generic pass type assigned to the staff’s 

user ID on the Security File Maintenance: Security Core Information screen. 



League Files 

Setting Up a League 

There are two required steps needed to set up a league: 

• Create the league. 

• Link facilities to the league. 

All steps are described below. After the basic setup is completed, you may register teams for the 

tournament, add players to teams, and create the tournament schedule using the Schedule 

Generator program (Daily � League). 

Creating the league 

1 Click the League Maintenance hot button 

OR 

Go to Files � League � League Maintenance. You will proceed to the League Maintenance screen. 

2 Click Add. You will continue to the League Core Information screen. 

3 In the League field, enter the league ID consisting of eight or fewer alphanumeric characters. Click Next. 

Note that all other fields are now made available for entering data. 

4 Select whether this is a Regular Season, Single Elimination, or Double Elimination league. 

5 Enter the league’s Name. 

6 Enter the number of Total Teams. 

7 Enter the number of League Games. 

8 Enter the Minutes/Game. 

9 Enter the number of Practice Games. 

10 Enter the number of Setup Minutes. 

11 In the Referee Count field, enter the number of referees that you wish to schedule for this league, if applicable. 

12 In the Break Ties By dual selection list, link at least one tiebreaker you want to use to determine the standings for 

this league. 

13 If you will be using RecTrac to schedule your referees, link the appropriate Referee Qualification IDs to the 

league. 


15 Click Next. You will proceed to the League Additional Info screen. Complete all fields or leave their default 

settings. Press F1 for field-level Help as needed. 

16 Click Next. You will proceed to the League Fees/Charges screen. Complete all fields or leave their default 


17 Click Next. You will proceed to the League Statistics screen. Complete all fields or leave their default settings. 

Press F1 for field-level Help as needed. 


Linking facilities to the league: 

1 On the League Maintenance screen, highlight the appropriate league and click Facilities. The following question 

will display: "No Facilities Exist. Do you want to Add Facilities?" Click Yes to proceed to the Facility File 

Maintenance for League screen. 

2 Click Add. Select the Facility Type, Location, and ID of the first facility you want to link to the league (where the 

games or matches will be played). 



3 On the appropriate day(s) of the week, enter the Beginning and Ending Times that the league will need to use 

the facility. If there are early games, followed by a break, and then more games, use the Beg and End Time 1 

slots for the early game times and the Beg and End Time 2 slots for the games after the break. 

For example: Assume the softball league plays Saturdays 9-12 and 2-5. Enter 9:00a-12:00p in Saturday 

Time 1 slots. Enter 2:00p-5:00p in Saturday Time 2 slots. 

4 Click Done. You will proceed to the Facility File Maintenance for League screen. 

5 Click Add to link additional facilities to the league and repeat steps 1 through 4. 

6 Otherwise, click


Linking facilities to the tournament league 

1 On the Facility File Maintenance for League screen, click Add. 

2 Select the Facility Type, Location, and Facility ID of the first facility you want to link to the league (where the 

tournament games or matches will be played). 

3 On the appropriate day(s) of the week, enter the Beginning and Ending Times that the league will need to use 

the facility. If there are early games, followed by a break, then more games, use the Beg and End Time 1 slots 

for the early game times and the Beg and End Time 2 slots for the games after the break. 

For example: Assume the softball league plays Saturdays 9-12 and 2-5. Enter 9:00a-12:00p in Saturday Time 1 

slots. Enter 2:00p-5:00p in the Saturday Time 2 slots. 

4 Click Done. You will proceed (or return) to the Facility File Maintenance for League screen. 

5 Click Add to link additional facilities to this tournament. Repeat steps 1 through 4. 

6 Click Exit when you have finished linking facilities. You will return to the Main Menu. 

Linking a Facility to a League 

The following steps assume that you have already established the appropriate leagues. 

1 Click the League Maintenance hot button. 

OR 

Go to Files � League � League Maintenance. You will proceed to the League Maintenance program. 

2 Highlight the league to which you wish to link a facility. 

3 Click Facilities. 

4 If no other facilities have been linked to the league, the following message will display: "No Facilities Exist. Do 

you want to Add Facilities? Click Yes. 

OR 

If other facilities have already been linked, you will proceed to the Facility File Maintenance for League screen. 

5 Click Add. You will proceed to the Facility Linked to League screen. 

6 Select the appropriate Facility Type, Facility Location, and Facility ID. 

7 Enter the Beg(in) and End Times 1 and 2 for all applicable days of the week. 

8 Click Done. You will proceed (or return) to the Facility File Maintenance for League screen. 

9 Click Add to continue linking facilities to this league. Repeat steps 4 through 8. 

10 When you have finished linking facilities to this league, click Exit to return to the Main Menu. 

Setting Up League Player Statistics 

The following steps assume that you have already set up your leagues in League File 

Maintenance. 


OR 

Go to Files � League � League Maintenance. You will proceed to the League Maintenance screen. 

2 Highlight the league to which you wish to setup league player statistics. Click Change. You will continue to the 

League Core Info screen. 

3 Click the Statistics radio set button at the top of the screen. You will proceed to the League Statistics screen. 

4 Complete all applicable fields. Press F1 for field-level Help as needed. 

5 Click Done to return to the League Maintenance screen. 




Setting Up Players on a Team: Uploading from an Activity Using the 

Section to Team Upload Method 

The Section to Team upload method allows you to group all enrollees with the same section 

letter(s) (and/or number(s)) together on the same team. 

For example: All enrollees in section A would will become players on Team 1, all enrollees in section B will become 

players on Team 2, etc. 

Note: Once the upload process is complete and your player assignments are finalized, any new 

players that wish to join the league must be entered using the League Maintenance program. 

1 Create an activity with one section in Activity File Maintenance. 

2 Register all enrollees in this one section using the Activity Registrations program. 

3 Set up additional sections for the activity using the Activity Section Clone program (Files � Activity). A total of 

one section per team is needed for your league. 

4 Assign players to individual sections using the Roster/Team Draft program (Files � Activity). 

5 Create your league in League File Maintenance. 

6 Run the Activity Roster Upload program (Files � League) and select the "Section to Team" upload option. 


Balance Skill Level to Team Upload Method 

The Balance Skill Level to Team upload method allows you to equally distribute players of various skill 

levels to different teams. 

For example: User code S1 might identify advanced skill level, S2 might equal intermediate skills and S1 beginner. 

Teams would then be made up of equal numbers of S1, S2 and S3 players. 



1 Create an activity in Activity File Maintenance. 

2 Set up just one section for the activity. 

3 Register all players in the first section of the activity only using the Activity Registrations program. 


5 Assign the appropriate user codes to each activity enrollee on the Activity Roster Upload: Feature Assignment 

screen (Files � League). 

OR 

Assign the user codes to the enrollees in any of the Household Maintenance programs. 

6 Run the Activity Roster Upload program (Files � League) and select the "Balance Skill Level to Team" upload 

method. 


Feature to Team Upload Method 

The User code to Team upload method allows you to group all enrollees with like user codes together 

on the same team. 

For example: All enrollees who live in region 1 might have user code R1 and would become players on Team 1. All 

enrollees who live in region 2 might have user code R2 and would become players on Team 2, etc. 





3 Register all players in the first section of the activity only using the Activity Registrations program. 




5 Assign the appropriate user codes to each activity enrollee on the Activity Roster Upload: Feature Assignment 

screen (Files � League). Assign one user code for each team. 

OR 

Assign the user codes to each enrollee in any of the Household Maintenance programs. 

6 Run the Activity Roster Upload program (Files � League) and select the "Feature to Team" upload option. 

Assigning Features to Activity Enrollees Before Uploading to a League 

You may assign user codes to activity enrollees using: 

• The Activity Roster Upload program 

OR 

• The Household Maintenance program. 

To add user codes to activity enrollees using the Activity Roster Upload program 

1 Go to Files � League � Activity Roster Upload. You will proceed to the Activity Registration to League 

Scheduling Team/Roster Upload screen. 

2 Select the Upload Activity Number. 

3 Select the Download League ID. 

4 Click Assign Features. You will proceed to the Feature Assignment screen where the first player on the list is 

automatically highlighted. 

5 In the Features field, right-click or press F9 from within the field to select the appropriate family member feature 

from the picklist. Hold down the Control key to select more than one code. 

6 Click Add to assign the feature code(s) to the player. The next player on the list is automatically highlighted. 

Confirm this by checking the player listed at the bottom of your screen. 

7 Repeat steps 5 and 6 for each player as they are listed. To enter a user code for a player out of the order in 

which they are listed, highlight that player in the browser. 

8 To delete a player’s user code, highlight that player in the browser, enter or select the code(s) you want to delete, 

and click Delete. 

9 Click


Revising Team Assignments after Uploading from an Activity to a 

League 

The following steps assume that you have already uploaded activity enrollees to a league using 

any of the upload methods. 

1 Go to Files � League � Activity Roster Upload. You will proceed to the Activity Registration to League 

Scheduling Team/Roster Upload screen. 

2 In the Upload Activity Number field, select the activity from which you previously uploaded. 

3 Select the Download League ID to which you previously uploaded. 

4 Click Revise Players. You will proceed to the Revise Team Assignments screen. 

5 Remove, add, or switch team members as required. Press F1 for field-level Help as needed. 

6 Click


Setting Up Qualification Codes for Instructors, Referees, and Trainers 

1 Go to Files � Activity � Instructor Qualification ID Maintenance. 

OR 

Go to Files � League � Referee Qualification Maintenance. You will proceed to the Qualification ID 

Maintenance screen. 

2 Click Add. You will proceed to the Qualification ID Core Information screen. 

3 Enter the Qual ID and click Next. 

4 Enter the Description. 

5 Click Done. You will return to the Qualification ID Maintenance screen. 


Note: You can link qualification codes to instructors/referees in Instructor/Referee/Trainer 

Maintenance (Files � Activity or League) on the Qualifications screen. 

Adding Players to a Team 

1 Go to Files � League � League Team Maintenance. The first screen you will visit is the League Team Update 

Team Selection screen. 

2 In the Lookup field, type the last name of the family member linked to the team that is registering for the league. 

Press Enter. You will proceed to the Family Member Selection screen. Highlight the appropriate family member 

and click Select. 

3 You will proceed to the Team Listing screen. Highlight the appropriate team and click Players. You will proceed 

to the Player Listing screen for the selected team. 

4 Click Add to proceed to the Player Details screen. 

5 Click the Family Member button in the upper right hand corner of the screen. You will proceed to the Family 

Name Lookup Picklist screen. Highlight the family member that you wish to link as a player and click Select. 

OR 

If the player does not exist in your database, manually enter the player’s birthday, name, address, and any other 

information you require. 

6 Click Done. You will return to the Player Listing screen. 

7 Click Add to add another player to this team and repeat steps 4 through 6. 

8 When you have finish linking all players to this team, click


Point of Sale 

Setting Up a Tran Code 


• You have already set up your General Ledger codes using the G/L Code Maintenance program (Files � 


• You have already set up your Cost Center codes using the Cost Center Maintenance Program (Files � System 

� Finance Codes Maintenance). 

If you have not set up your General Ledger or cost center codes, you will be able to add them "on 

the fly," although the steps for doing so are not described in detail. 

1 Go to Files � POS � Trans Code Maintenance. You will proceed to the Tran Code Maintenance browser box 

screen. 

2 Click Add. You will continue to the Tran Code Maintenance - Core Information screen. 

3 Enter a Tran Code of up to six alphanumeric characters. 

For example, 201. 

4 Click Next. All other fields are now made available for entering data. 

5 Enter a Print Description, Second Print Line, and Detail Description. 

6 Select the appropriate Tran Code type from the drop down list. 

7 In the G/L Code fields for Revenue 1–3, enter the G/L codes where you want revenue from sales of this tran 

code to be deposited. 

THEN 

In the Rev Percent fields for Revenue 1–3, enter the percent for each line item. 

8 In the Discount G/L field, enter the G/L Code from which you want discounted amounts debited. 

Important Note: If your organization ever allows partial payments (i.e., households can pay less 

than the full amount owed for a given transaction), you MUST select the same GL code that is in 

the Revenue 1 G/L Code field. 


10 Click Next to continue to the Tran Code Restrictions/Features screen. 


12 Click Next to continue to the Fees/Charges screen. 


14 Click Next to continue to the Comments/Ticket screen. 


16 Click Done to save your changes and return to the Tran Code File Maintenance browser box screen. 

Setting Up a Standard Inventory Item 

The following steps assume that you have already set up your tran codes using the Trans Code 


If you have not set up your tran codes, you will be able to add them "on the fly," although the 

steps for doing so are not described in detail. 

1 Go to Files � POS � Inventory Maintenance � Inventory Maintenance. You will proceed to the Inventory 

Maintenance browser box. 

2 Click Add. You will proceed to the Inventory Maintenance - Core Information screen. 

3 Enter an Item Number consisting of up to 15 alphanumeric characters. 

For example, BAL-004. 


5 Enter a Print Description. 

For example, Wilson Tennis Balls. 



6 Enter or select a transaction code from the picklist. If you wish to create your Tran Code "on the fly" enter the 

code that you wish to create and click Yes when the system asks you if you want to add it. You will proceed to 

the Tran Code Core Information screen. 

Note: The linked tran code must be of Type Inventory. 


8 Click Next. You will continue to the Inventory Price Matrix screen. 


10 Click Next. You will continue to the Inventory Sales Figures screen. 


12 If you will be scanning UPC codes, click Update UPC’s to continue to the UPC update screen 

OR 

Click Done to save your changes and return to the Main Menu. 

Setting Up a Child Inventory Item 

The following steps assume that you have already set up your transaction codes using the POS 

Trans Code File Maintenance program. 

If you have not set up your tran codes, you will be able to add them "on the fly," although the 


1 Go to Files � POS � Inventory Maintenance � Child Inventory Maint. You will proceed to the Child Inventory 

Maintenance browser box. 

2 Click Add. You will proceed to the Child Inventory Maintenance - Core Information screen. 

3 Enter an Item Number consisting of fifteen or fewer alphanumeric characters. 

For example, Ketchup. 



For example, Ketchup Packet. 


7 Click Next. You will continue to the Child Item Matrix screen. 




11 When you have finished filling in all appropriate fields, click Done to save your changes and return to the Child 

Inventory Item browser box. 

Creating a Recipe Item 

1 Go to Files � POS � Inventory Maintenance 

2 Click Add. You will proceed to the Standard Inventory Maintenance - Core Information screen. 

3 Enter a Standard Inventory Number consisting of up to 15 alphanumeric characters. 

For example, FOD-001. 



For example, Hamburger. 

6 Select the appropriate sales tax table from the drop-down list. 

7 Enter or select a transaction code from the picklist. If you wish to create your Tran Code "on the fly" enter the 

code that you wish to create and click Yes when the system asks you if you want to create the tran code. You will 

proceed to the Tran Code Core Information screen. 

Note: The Tran Code must be an Inventory Type Tran Code. 

8 Click Update Recipe/Photo/Prep Instructions. You will proceed to the Recipe Update screen. Select Link Item 

To A Recipe. Click Exit. 




10 Click Next. You will continue to the Inventory Price Matrix screen. 




14 If you will be scanning UPC codes, click Update UPC’s to continue to the UPC update screen 

OR 

Click Done to save your changes and return to the Main Menu. 

Creating Recipe Components 

1 Go to Files � POS � Inventory Maintenance � Child Inventory Maint. 

2 Click Add. You will continue to the Child Inventory Maintenance - Core Information screen. 

3 Enter an Item Number consisting of fifteen or fewer alphanumeric characters. 

For example, Patty. 



For example, Hamburger Patty, ¼. 


7 Click Next. You will continue to the Child Item Matrix screen. 


Note: The Recipe UOM should equal the amount of this item that is used in the recipe. 



11 When you have finished filling in all appropriate fields click Done to save your changes and return to the Child 

Inventory Item browser box. 

12 Repeat steps 3–11 for each recipe component. 

For example, for the recipe item ‘Hamburger’ you would create: Hamburger Buns, Lettuce, Tomato, Ketchup, 

Onion, and Pickle child inventory items as recipe components. 

Linking a Recipe to an Inventory Item 


• You have already created recipe components (Child Inventory). 

• You have already created a recipe item (Standard Inventory). 

If you have not yet created recipe components or a recipe item, do so before continuing with this 

process. 

1 Go to Files � POS � Inventory Maintenance 

2 Highlight the Recipe (standard) Inventory Item in the browser box and click Change. You will continue to the 

Inventory Maintenance - Core Information screen. 

3 Click the Update Recipe/Photo/Prep Instructions button. Verify that the Link Item To A Recipe option has been 

selected. 

4 Click Add to continue to the Recipe Item field in the upper right-hand corner of the screen. Enter the recipe item, 

or right-click or press F9 to choose an item from the picklist. 

5 Enter the Quantity, and Print Order in which you want this item to print on a recipe card; then click Done to add 

the item to the browser on the left-hand side of the screen. (Optionally click Cancel to quit without saving your 

changes.) Do this for each item that this recipe inventory item is comprised of. 

Note: The Quantity is the amount of the item needed in the recipe, using the UOM shown. For example: If the 

recipe calls for 2 of something and the UOM shown is EACH, then you’ll enter 2. If the UOM shown is PAIR, 

then you’ll enter 1. The Print Order is the order in which you want the ingredient to print on a recipe card or 

to show on the recipe browser screen. If all ingredients in a recipe are labeled with Print Order = 1, then 

they will display/print in an alphabetic sort order. 



6 Enter the Photo File name for the photo that you would like to print on the recipe card. Or right-click or press F9 

from within the field to browse to the .jpg Photo File you wish to use for this inventory item. 

Note: This file must be in .jpg format. 

7 Enter the Prep Instructions that you would like to print on the recipe card. 

8 Repeat steps 4–7 for each recipe component. When the browser box displays all the necessary recipe 

components that make up the inventory Item, click Exit to return to the Inventory Maintenance screen. Now when 

you sell a recipe inventory item, child inventory will be deducted accordingly as per the recipe component 

records. 

Setting Up a Ticket 


• You have already set up your tran codes using the Tran Code Maintenance Program. 

• You have already set up your General Ledger codes using the G/L Code Maintenance program. 

• You have already set up your cost center codes using the Cost Center Maintenance Program 

If you have not set up your tran codes, General Ledger codes, or cost center codes, you will be 

able to add them "on the fly," although the steps for doing so are not described in detail. 

1 Go to Files � POS � Ticket Maintenance. You will proceed to the Ticket Maintenance screen. 

2 Click Add. You will continue to the Ticket Maintenance - Core screen. 

3 Enter a Ticket ID consisting of ten or fewer alphanumeric characters. 

For example, WWORLD. 

4 Click Next. All other fields are now available for entering data. 


For example, Water World (Adult). 

6 Select the appropriate tax table from the drop down list. 

7 Enter or select a Trans Code from the picklist. 

8 In the Revenue G/L Code field, enter or select a G/L code where you want revenue amounts posted. 

9 In the Remittal G/L Code field, enter or select a G/L code where you want remittal amounts posted. 

10 Complete all other fields or leave their default settings. Press F1 for field-level Help if necessary. 

11 Click Next. You will continue to the Ticket Options screen. 

12 Complete all appropriate fields or leave their default settings. Press F1 for field-level Help if necessary. 

13 Click Update Blocks. You will continue to the Ticket Block Update screen. Press F1 for field-level Help if 

necessary. 

14 Click Exit to return to the Ticket Options screen. 

15 Click Done to save your changes and return to the Ticket Maintenance screen. 

Setting Up a Ticket Type 

1 Go to Files � POS � Ticket Type Maintenance. You will proceed to the Ticket Type Maintenance screen. 

2 Click Add. You will continue to the Ticket Type Maintenance - Core Information screen. 

3 Enter a ticket type Code consisting of eight or fewer alphanumeric characters. 

For example, Parks. 

4 Click Next. 

5 Enter a Description. 

For example, Parks. 

6 If applicable, click Subtype to create subtypes for this ticket type. Press F1 for field-level Help if necessary. 

7 Click Done to save your changes and return to the Ticket Type Maintenance screen. 

8 Repeat steps 2–7 for each additional ticket type you want to add. 




Setting Up a Vendor 

1 Go to Files � POS � Vendor Maintenance. 

2 Click Add. You will continue to the Vendor Maintenance - Core Information screen. 

3 Enter a Vendor ID code consisting of ten or fewer alphanumeric characters. 

For example, SGS. 

4 Click Next. Select the vendor status from the drop down list. 

5 Enter the vendor’s name and address. 

6 Complete all other fields or leave their default settings. Press F1 for screen-level Help as necessary. 

7 When you have finished filling in all applicable information, click Next or Done to save your changes and return to 

the Vendor Maintenance screen. 

Adding a Warehouse Link 

The Warehouse Link program allows you to update warehouse links with quantity on hand and 

quantity on order for each link. These links then allow the Inventory Posting program to link 

postings to a warehouse. 

1 Go to Files � POS � Inventory Maintenance � Inventory Maintenance. You will proceed to the Inventory 


2 Highlight an inventory item and click Change. 

3 On the Core Information screen, click the Warehouse Links button. 

4 Click Add to link a new warehouse to the item. The fields on the bottom of the screen will be activated. Enter or 

select a warehouse. Enter a quantity on hand and quantity on order. Click Done to save your changes. 

5 Click Change to modify the warehouse link that is selected in the browser. The fields on the bottom of the screen 

will be activated. 

6 Click Delete to remove the warehouse link that is selected in the browser. 

7 Click


4 Click Next. Note that all other fields will be made available for editing. 

5 In the Type field, select Capacity from the drop-down list. 

6 In the Print Descript field, enter a description to be used on all picklists, reports and inquiry screens. 

7 In the Quantity field, enter the capacity for this rental item. 

For example, you are setting up a boat rental item that can only hold six people. In the Quantity field, you would 

enter 6. 

8 The Rental Class defaults to ZDFLT. You may change the class or delete the default one. The rental class 

allows you to link standard rental times and other features to your rental items. If you charge different daily, 

weekly or monthly rates for this rental item, you MUST select a rental class that has the Use Lowest Pricing 

Option option selected. 


10 Click Next. You will proceed to the Rental Fees/Charges screen. 

11 Select all applicable Bill Code fees. 

12 In the Qty field, enter Y for any bill code fee that will be applied to the number of this rental item that are being 

reserved. Enter N if this bill code fee should be charged, no matter the capacity number renting this rental item. 

Using the boat example above: If this bill code fee were determined by the number of persons renting this boat, 

then you would enter a Y here. This Y tells the system to charge whatever number is entered in the Quantity field 

during the rental reservations process (see step 19 below). If this bill code fee should be charged to the 

household, regardless of the number of persons renting this boat, then you would change the entry to N. 

13 Optional step: If the Bill Code fee is a flat late fee that is charged for this rental item if it is returned late, be sure to 

set the Late column for that bill code fee to Y. 

14 Optional step: If this Bill Code fee is a package rate, be sure to set the Pack column to P (for package) or B (for 

both package and non-package). 

15 Enter information in all remaining Bill Code fields, or leave their default settings. 

16 Enter a Default Deposit, if applicable, and select whether it is a Flat or Percent amount. Press F1 for field-level 

Help with this screen as needed. 

17 Click Next. You will proceed to the Rental Features screen. 


19 Click Done to save your newly added rental item and to return to the Rental Item Maintenance screen. 

20 Click Add to continue adding other rental items. 

21 When you have finished adding all applicable rental items, click Exit to return to the Main Menu. 

Setting Up Quantity Rental Items 

The following steps assume that you have: 

• Set up any applicable bill codes that you wish to link to a rental item using the Bill Code Maintenance program 

(Files � System � Finance Codes Maintenance). 

• Set up any applicable rental class that you wish to link to the rental item. 

1 Go to Files � Rental � Rental Item Maintenance. You will proceed to the Rental Item Maintenance screen. 

2 Click Add. You will continue to the Rental Core Information screen. 

3 Enter a Rental Item name of up to ten alphanumeric characters. 


5 In the Type field, select Quantity from the drop-down list. 


7 In the Quantity field, enter the quantity of this rental item. 

For example, if you are setting up the rental item "CHAIRS" of which you have two hundred, you would enter 200 

in the Quantity field. 

8 The Rental Class defaults to ZDFLT. You may change the class or delete the default one. The rental class allows 

you to link standard rental times and other features to your rental items. If you charge different daily, weekly or 

monthly rates for this rental item, you MUST select a rental class that has the Use Lowest Pricing Option option 

selected. 



11 Select all applicable Bill Code fees. 



12 In the Qty field, enter a Y for any bill code fee that will be applied to the number of this rental item that are being 

reserved (see step 20 below for more information). Enter a N if this bill code fee should be charged regardless of 

the number of this rental item that are being reserved. 

Using the chair example above: If this bill code fee were determined by the number of chairs begin rented, then 

you would enter a Y here. This tells the system to charge whatever number is entered in the Quantity field during 

the rental reservations process (see step 20 below). If this bill code fee should be charged to the household, 

regardless of the number of chairs being rented, then you would enter an N. 

13 Optional step: If the bill code fee is a flat late fee that is charged for this rental item if it is returned late, be sure to 

set the Late column for that bill code fee to Y. 

14 Optional step: If this bill code fee is a package rate, be sure to set the Pack column to P (for package) or B (for 

both package and non-package). 

15 Enter information in all remaining Bill Code fields, or leave their default settings. 

16 Enter a Default Deposit, if applicable, and select whether it is a Flat or Percent amount. Press F1 for field-level 







Setting Up Individual Rental Items 




• Set up any applicable rental classes that you wish to link to the rental item. 



3 Enter the Rental Item name, consisting of up to ten alphanumeric characters. 


5 In the Type field, select Quantity from the drop-down list. 


7 Leave the Capacity/Qty field with the default setting of 1. 


you to link standard rental times and other features to your rental items. If you charge different daily, weekly or 

monthly rates for this rental item, you MUST select a rental class that has the Use Lowest Pricing Option option 

selected. 



11 Select all applicable bill code fees. 

If the bill code fee is a flat late fee that is charged for this rental item if it is returned late, be sure to set the Late 

column for that bill code fee to Y. 

12 If this bill code fee is a package rate, be sure to set the Pack column to P (for package) or B (for both package 

and non-package). 

13 Enter a Default Deposit, if applicable, and select whether it is a "Flat" or "Percent" amount. 

14 Enter information in all remaining bill code fields, or leave their default settings. Press F1 for field-level Help with 

this screen as needed. 








Setting Up Capacity/Quantity Rental Items that Allow Different Rates 

for Adults, Children, etc. 

The following steps are useful for those organizations that rent items such as campsites and have 

a limited capacity for the campsite. In addition, different rates are charged for adults and children. 

The following steps assumes that: 

• You do NOT charge different weekly, daily, or monthly rates for the capacity rental item that you are setting up 

using these steps. 

• You do NOT link a rental class to this capacity/quantity rental item that has the Use Lowest Pricing option 

selected. 

The following steps use an example that assumes: 

• Your organization runs a rental camping area that holds one hundred people. 

• Your daily rate for adults is $10.00 and your daily rate for children (under eighteen) is $7.00. 





5 In the Type field, select Capacity from the drop-down list. 


7 In the Quantity field, enter the capacity for this rental item. 

Using the example above, you would enter 100. 

8 Right-click in the Rental Class field. If the rental class that you want to use already exists, select it and skip to 

step 26. To add a new rental class, continue with step 9. 

Note: If you link a rental class to a rental item that charges different rates for adults, children, etc., 

the rental class must NOT have the Use Lowest Pricing Option option selected. 

9 On the Rental Class Picklist screen, click Add. Enter a rental class code consisting of five or fewer alphanumeric 

characters. Click Next. 

10 Enter a Description and enter or select a Deposit G/L Code. 

11 Right-click in the CheckIn Question Group field. If the question group that you want to use already exists, select 

it and skip to step 22. To add a new question group, continue with step 12. 

12 On the Question Group Picklist screen, click Add. Enter a question group code consisting of eight or fewer 

alphanumeric characters. Click Next. 

13 Enter a Description. 

14 Click Questions. 

15 Click Add. In the Question Number field, enter 1. Click Next. 

16 Select Number as the Answer Type. 

17 In the Question Text field, enter the text for the first question. For example, How many adults? 

18 In the Question Fee Group field, enter or select the fee code that will be linked to the corresponding fee for this 

question. 


20 Repeat steps 15–19 for the next question, making the question number 2 and the question How many children? 

21 Click


31 In the Type field, enter or select the corresponding question fee code type for this bill code. 

32 Enter a Default Deposit, if applicable, and select whether it is a "Flat" or "Percent" amount. Press F1 for fieldlevel 






Setting Up Quick Rental Items 

Quick rental item show up on picklists in the Quick Rental Item (Daily Processing - Rental) 

program. These are rental items for which there is no charge. Quick rental items do not require 

any entries on the Rental File Maintenance: Fees/Charges or Features screens. 




• Set up any applicable rental class that you wish to link to the rental item. 





5 In the Type field, select Quick from the drop-down list. 


7 In the Quantity field, enter the quantity of this rental item. 

For example, you are setting up the quick rental item BASKETBALL of which you have twenty. In the Quantity 

field, you would enter 20. 


you to link standard rental times and other features to your rental items. 

9 If you process quick rentals for daily users, you may want to link your quick rental items to a "QUICK" rental class 

that asks up to four questions regarding your daily users (name, phone number, etc.). 





Linking Items to a Rental Item 

The following steps assume that the rental item that you wish to link items to has already been set 

up in Rental Item File Maintenance. 


2 Highlight the rental item to which you wish to link the items and click Change. You will proceed to the Rental 


3 Click the Features radio set button at the top of the screen. You will proceed to the Rental Features screen. 

4 Select the Link Items option. Note that the Linked Items button at the bottom of your screen is now enabled. 

5 Click the Linked Items button. 

If no other items have been linked to this rental item, the following message will display: "This Rental Item Has No 

Linked Items. Do You Wish To Add One?" Click Yes 

OR 

If other items have already been linked to this rental item, you will proceed to the Linked Item Listing screen. Click 

Add. 

6 You will proceed to the Linked Item Update screen for the rental item. 



7 Enter the name of the linked item. This name will print on the rental reservations receipt. For example, if you were 

linking a cover to a racquet, you might enter Cover. 

8 In the Print Desc field, enter a description that will display during the rental reservations process and will print on 

the reservations, check-out or return receipt. Using the example above: You might enter "Racquet Cover." 



11 You will proceed (or return) to the Linked Item Listing screen where the linked item that you just added will be 

listed in the browser box. 

12 Click Add to continue adding linked items. 

13 When you have finished linking all applicable items, click


To set up the premium group: 

1 Go to Files � Facility � Facility Premium Maintenance. You will proceed to the Premium Group Maintenance 

screen. 

2 Click Add. You will proceed to the Premium Group Core Information screen. 

3 Enter a Premium Group ID consisting of eight or fewer alphanumeric characters and press the Enter key. 

4 Click Next. Enter a Description for the premium group. 

5 Click Done. 

6 The following question displays: "No Premiums have been set up for this Premium Group. Do you want to set up 

Premiums now?" Click Yes. You will proceed to the Premium Update screen for this premium group. 

7 Select the appropriate days to which this premium rate applies. 

8 Enter the Beginning and Ending Date range that this premium rate applies. 

9 Enter the Beginning and Ending Times in the range of times that this premium rate applies. 

10 Enter the Premium Amount, if you want the system to add a flat amount to the standard rental item reservation 

fees 

OR 

Enter a Premium Percentage, if you want the system to add a percentage amount to the standard rental item 

reservation fees. 

11 Click OK. You will proceed to the Premium Listing screen for the premium group, where the newly added 

premium date and time will be added to the browser box. 

12 Click Add to add another premium date/time. Otherwise, click



When you process a reservation for this rental item, if the reservation falls on a day of the week or 

holiday that is linked to the premium group, the charges will be altered by the flat amount or 

percentage that you specified. 

Setting Up Rental Items to Recalculate Fees for Early Rental Item 

Returns 


• Set up any rental item (using the Rental Item File Maintenance program) for which you wish to recalculate early 

return fees. 

• Set up any rental class (using the Rental Class File Maintenance program) that you wish to link to a rental item 

for which you wish to recalculate early return fees. 

To first set up the rental class properly: 

1 Go to Files � Rental � Rental Class Maintenance. You will proceed to the Rental Class Maintenance screen. 

2 Highlight the rental class that you will link to the rental item that you wish to recalculate fees for late returns. 

3 Click Change. You will proceed to the Rental Class Core Information screen. 

4 Select the Recalculate Early Returns option. 

5 Click Done to return to the Rental Class Maintenance screen. 


Next set up the rental item properly: 


2 Highlight the rental item to which you wish to recalculate fees for late returns and click Change. You will proceed 

to the Rental Item Core Information screen. 

3 In the Rental Class field, select the rental class for which you selected the Recalculate Early Returns toggle in 

the previous section. 

4 Click Done to return to the Rental Item Maintenance screen. 


When you process a rental return (using the Rental Check Out/Check In program), the fees for the rental item will 

automatically be recalculated if it is returned early. You may opt not to recalculate the fee during the rental return 

process. 

Setting Up Rental Items to Recalculate Rental Item Fees for Late 

Returns 


• You have set up any rental class (using the Rental Class File Maintenance program) that you wish to link to a 

rental item for which you wish to recalculate fees for late returns. 

• You have set up any rental item (using the Rental Item File Maintenance program) to which you wish to 

recalculate fees for late returns. 

To set up the rental class properly: 

1 Go to Files � Rental � Rental Class Maintenance. You will proceed to the Rental Class Maintenance screen. 

2 Highlight the rental class that you will link to the rental item that you wish to recalculate fees for late returns. 


4 Select the Recalculate Late Returns option. 

5 Click Done to return to the Rental Class Maintenance screen. 




To set up the rental item properly: 


2 Highlight the rental item to which you wish to recalculate fees for late returns and click Change. You will proceed 

to the Rental Item Core Information screen. 

3 In the Rental Class field, select the rental class for which you selected the Recalculate Late Returns toggle in 

the previous section. 



When you process a rental return (using the Rental Check Out/Check In program), the fees for the rental item will 

automatically be recalculated if it is returned late. You may opt not to recalculate the fee during the rental return 

process. 

Setting Up Rental Item Late Fees 

There are two types of fees that may be charged for rental items that are returned late. There are 

flat late fees that are charged if an item is returned late. You might charge a $25 late fee if a 

rental item is returned one hour or one day late. There are also recalculated fees. These are fees 

that are recalculated when the rental item is returned, based on how late it is. The following steps 

describe how to set up a flat late fee for your rental items. To recalculate the fees, the 

Recalculate Returns option must be selected on the rental class that is linked to the rental item 

for which you wish to recalculate fees for late returns. 


• You have set up any rental item (using the Rental Item File Maintenance program) to which you wish to link a 

flat late fee. 

• Any bill code fee that you wish to link to a rental item has been set up in Bill Code Maintenance (Files � 

System � Finance Codes Maintenance) AND that bill code has been set up with a Flat rate type. 


2 Highlight the rental item to which you wish to link the late fee and click Change. You will proceed to the Rental 

Item Core Information screen. 

3 Click Next. You will proceed to the Rental Item Fees/Charges screen. 

4 In the Code column, press the F9 key or right-click from within the field to proceed to the Rental BillCode picklist. 

5 Highlight the flat late rental fee (that you set up in Bill Codes Maintenance) and click Select. 

6 You will return to the Rental Item Fees/Charges screen where the late fee bill code will be added to the 

appropriate field Bill Code column. 

7 In that same bill code late fee row, enter Y in the Late column. 



When you process a rental return (using the Rental Check Out/Check In program), this late fee 

will automatically be charged for this rental item if it is returned late. You may opt not to charge 

the late fee during the rental return process. 

Setting Up Graphical Campsite Touchscreens 

The following steps assume that you have set up any applicable rental classes for which you want 

to set up touchscreens, and that they have a Camp Site Rental Graph Background image linked 

on the Additional Information screen in Rental Class Maintenance. 

Note: These screens can be used in WebTrac and in the Graphical Search function in Campsite 

Reservations (Daily � Rental). 

1 Go to Files � Rental � Camp Site Screen Setup. 

2 Highlight a rental class and click Buttons. You will proceed to the Camp Site Button Update screen. Press F1 for 




Court Files 

Setting Up Courts 

The following steps assume that you have already: 

• Set up all applicable facility types and facility locations (for your courts) using the Facility Type File Maintenance 

and Facility Location File Maintenance programs, respectively. 

You may add facility types and locations "on the fly" as you are adding your new court(s). However, the 

following steps do not describe the "on the fly" process. 

To add the court to the database: 

1 Go to Files � Facility � Facility Maintenance. You will proceed to the Facility Maintenance screen. 

2 Click Add. You will proceed to the Facility Core Information screen. 

3 Select the applicable Facility Type for this court. 

4 Select the applicable Facility Location for this court. 

5 Enter the Facility ID, which in this case is the court’s ID. 

6 Click Next. Note that all other fields are now made available for entry. 

7 In the Prt Desc field, enter a print description for the court. 

8 Select the Is This a Court Module Facility? option. 

9 Complete all other fields, or leave their default settings. Press F1 for field-level Help as required. 

10 Click Next. You will proceed to the Restrictions/Features screen. 

11 Complete all fields or leave their default settings. Press F1 for field-level Help as required. 

12 Click Next. You will proceed to the Facility Fees/Charges screen. 

13 Enter all applicable bill codes and complete each bill code’s related fields. 

14 Complete all other fields or leave their default settings. Press F1 for field-level Help as required. 

15 Click Done. You will return to the Facility Maintenance screen, where the court facility that you just added will be 


16 Click Add to continue adding court facilities. 

17 When you have finished adding all court facilities, click Exit to return to the Main Menu. 

To generate the court’s slots: 

1 Go to Period End � Court � Court Slot Generator. You will proceed to the Court Slot Generator screen. 

2 In the Beginning Court and Ending Court fields, enter or select the court or range of courts for which you want 

to generate slots. 


4 Click Generate. The court slots will automatically be generated by the system. 

5 After the slots have been created, you can view and/or update the court slots using the Court Slot Maintenance 

program (Files � Court). 

Setting Up Court Hot Buttons for Use with Express Courts 

The buttons displayed on the Express Court Reservations (Daily � Court � Express Courts) 

screen are created and maintained in Hot Button Maintenance. Court Hot Buttons need to be 

created before you can use the Express Courts Reservation feature. The following presents the 

steps necessary to create a single Court Hot Button. 

Note: You have a great deal of flexibility when creating Court Hot Buttons. The following steps 

present one method only. See Hot Button Variations for other ideas. 



1. Go to Function �� Edit Desktop �� Hot Button Maintenance. Wait while RecTrac Initializes 

the Buttons. 

2. Click the down arrow next to the Menu Group field at the bottom of the screen and select the 

appropriate menu group from the drop-down list. 

Note: Court buttons created here will apply to this menu group only. However, Court Buttons can 

be cloned from one Menu Group to another in Menu Group Maintenance. 

3. Click the down arrow next to the Type field at the bottom of the screen and select Court from 

the drop-down list. 

4. Click the Add button at the bottom of the screen. You will continue to the Hot Button 

Add/Change screen. 

5. In the Parameter field, enter the court facility type, court location, court ID, day advance, 

start hour, end hour and beginning and ending age all separated by commas. Beginning 

and Ending Age are not mandatory. 

For example: To create hot button for the Tennis Court A at Walden Park described above, open 

for reservations between 0800a-0700p, you would enter something similar to the following: 

Where each code or number represents the following data: 

Code/No. What it Represents 

TENIS The Facility Court Type – “Tennis Court,” in this example 

WALP The Facility Court Location – “Walden Park,” in this example 

WATNA The Facility Court ID – “Walden Park Tennis Court A,” in this example 

0 The Day Advance – “0” in this example, or “Today.” 

o a ‘0’ in this field = ’Today’ 

o a ‘1’ = ‘Tomorrow’ 

o a ‘2’ = ‘the day after Tomorrow,’ etc… 

o See Hot Button Variations to enter specific Days of the Week. 

8 The time you start taking reservations – 08:00 am in this example. Time 

must be entered in Military/24 hour style. i.e., 18 = 06:00 pm). 

19 The time of the last reservation – 07:00 in this example. Time must be 

entered in Military/24 hour style. i.e., 18 = 06:00 pm). 

12 The Beginning Age – 12 years old in this example. Individuals under 12 will 

not be allowed to make reservations at this court. Beginning Age is NOT 

mandatory and is NOT typically used by municipalities. 

110 The Ending Age – 110 years old in this example. Individuals older than 110 

will not be allowed to make reservations at this court. Beginning Age is 

NOT mandatory and is NOT typically used by municipalities. 

Note: The text to the immediate right of the Parameter field lists the information you need to enter 

as follows: (Type, Loc, ID, Day Adv, Beg Hr, End Hr, Beg Age, and End Age). 

6. You will NOT visit the Run Program or Bit Map File fields. 



7. In the field to the right of the Run Program field, enter the text that you wish to appear on the 

hot button that you are creating. Using the example above you might enter Court A. 

8. Click OK to create the button, then click and drag with your mouse to place it on the screen 

and size it as necessary. 

9. Repeat Steps 4–8 for each court hot button that you wish to display on the Express Courts 

processing screen. 

Hot Button Variations 

The following present some different things you can do in the Parameters field that will change 

what the buttons represent. 

1. Use an asterisk (*) for the ID. Doing this will wildcard the Court ID thus allowing the user to 

choose from any court at the location. In the example above, if you put an asterisk (*) in the 

ID spot, the user would see all the Tennis Courts at Walden Park when clicking this hot 

button. 

The Parameter field would look like this: TENIS,WALPK,*,0,8,19,12,110 

Note: The browser behind the button sorts by Time by default. If you use this feature, you will 

want to click the Description column header when the browser opens to sort by Court. 

2. Make Buttons for the Days of the Week. You can make your buttons represent static days 

of the week (Sunday, Monday, Tuesday, Wednesday, etc…) instead of dynamic ones 

(Today, Tomorrow, the Day After Tomorrow etc…) by using a 3-digit code, such as 1w2, in 

the Day Advance spot. 

The 3-digit code is a combination of weeks and days and is broken down as follows: The 

first two digits represent which week (‘0’ = last week, ‘1’ = this week, ‘2’ = next week, etc…) 

and the third digit represents which day of the week (‘1’ = Sunday, ‘2’ = Monday, ‘3’ = 

Tuesday, etc…) 

Examples: 

"1w2" stands for "Monday of this week" where "1w" stands for "this week" and "2" represents the 

second day of the week: Monday. 

"0w1" represents "last Sunday," 

"1w5" represents " Friday of this week”" 

"2w4" represents "next Wednesday" and etc… 

When using this method, the button will consistently display the day of the week and the date 

of the month in parenthesis, such as Mon (11/26/07). 

To make buttons for the days of the week in the example above, Mon, Wed, Fri, Sat & Sun 

for Tennis Court A, you would make five (5) separate buttons. The Parameter field for each 

would look as follows: 

Monday’s Button: TENIS,WALPK,WATNA,1w2,8,19,12,110 

Wednesdays’ Button: TENIS,WALPK,WATNA,1w4, 8,19,12,110 

Friday’s Button: TENIS,WALPK,WATNA,1w6, 8,19,12,110 

Saturday’s Button: TENIS,WALPK,WATNA,1w7, 8,19,12,110 

Sunday’s Button: TENIS,WALPK,WATNA,2w1, 8,19,12,110 

You would then make five (5) additional buttons for Tennis Court B. 

Note: The Sunday Button Day Advance code displays 2w1, or “Next Sunday.” This was done so 

the buttons could be organized from Monday though Sunday on the screen, instead of Sunday 

through Saturday. See the screen shot in Payment With Reservation below. 



The Beginning and Ending Age numbers accept decimals. This is important if your courts are 

age-specific and you don’t want to allow people over or under a certain age to make 

reservations. 

Locker Files 

For example: Assume Tennis Court A in the example above is only open for teenagers 

between 12 and 20 years of age. Using ’20 as an ending age, any one under 21 would be 

allowed to reserve a court because the Age represents the whole 365 days in a year. 

Therefore, you can use decimals to restrict the age to children who are not over a certain 

age, such as 20. In this event, the Ending Age would be 19.99, thus allowing anyone who is 

over 19 years of age, but not yet 20 to make a reservation. 

The Parameter field may look like this: TENIS,WALPK,WATNA,0,8,19,12,19.99 

Setting Up a Locker Room 

The following steps assume that you have already set up your general ledger codes using the G/L 

Code Maintenance program (Files � System � Finance Codes Maintenance). 

If you have not set up your general ledger codes, you will be able to add them "on the fly," 

although the steps for doing so are not described in detail. 

1 Go to Files � Locker � Locker Room Maintenance. You will proceed to the Locker Room Maintenance screen. 

2 Click Add. You will continue to the Locker Room Maintenance - Core Information screen. 

3 Enter a locker room ID consisting of eight or fewer alphanumeric characters. 

For example, Men1. 

4 Click Next. Enter a locker room description. 

For example, Men’s Locker Room 1. 

5 Enter a Facility Location. 

6 Enter a Deposit G/L code. This points to the G/L account where you want to post credits for monies collected 

from locker deposits. When you refund locker deposits after lockers are returned, monies will be debited from this 

account. 

7 Select this locker room’s gender. 

8 Enter information into the rest of the fields or leave their defaults. Press F1 for field-level Help as necessary. 

9 Click Next. You will continue to the Comments/Ticklers screen. 

10 Enter any ticklers/comments that you want to attach to the locker room record. 

11 Enter information into the rest of the fields or leave their defaults. Press F1 for field-level Help as necessary. 


Setting Up a Locker 


• Any locks that you wish to link to a locker have already been established using the Lock Maintenance program 

(Files � Locker�Lock Maintenance). You may also link a lock to a locker when processing a locker rental or 

using the Lock Bulk Assignment program (Period End � Locker). 

• You have already set up your locker rooms (Files � Lockers). 

1 Go to Files � Locker � Locker Room Maintenance. You will proceed to the Locker Room Maintenance screen. 

2 Highlight the locker room in which you with to add a locker and click Change. 

3 Click the Lockers button at the bottom of the screen. You will continue to the Locker Maintenance screen for this 

locker room. 

4 Click Add. You will continue to the Locker Core Information screen. 

5 Enter the locker number. 

6 Click Next. Note that all other fields are now made available for editing. 

7 In the Lock Number field, select the lock that is linked to this locker, if applicable. 

8 Add all applicable locker features using the Features dual selection list. 




10 Click Next. You will proceed to the Locker Fees and Features screen. 

11 Select all applicable bill codes and set their parameters as required. Press F1 for field-level Help as needed. 

12 If applicable, enter a Default Deposit and select whether it is a Flat or Percentage amount. 

13 Click Done. You will return to the Locker Maintenance screen, where this newly added locker will be added to the 

browser box. 

14 Click Add to continue adding lockers to the selected locker room. 

15 When you have finished adding lockers, click


3 Click Change. You will continue to the Locker Room Core Information screen. 

4 Click the Lockers button at the bottom of the screen. You will continue to the Locker Maintenance screen. 

5 Highlight the locker that you wish to set up a deposit for and click Change. You will proceed to the Locker Core 


6 Click Next. You will continue to the Locker Fees and Features screen. 

7 Enter an amount in the Default Deposit field. 

For example: 25. 

8 Select whether this amount is a flat amount or a percentage of the locker rental fees. 

9 Click Done. 

10 Click


For example, Bruins vs. Islanders. 

6 Enter a Return Date and Return Time. 

7 Select whether the trip is active or inactive. 

8 Fill in all other fields or leave their default settings. Press F1 for screen-level Help if necessary. 

9 Click Next. You will continue to the Trip Fees screen. 

10 Fill in all appropriate fields or leave their default settings. Press F1 for screen-level Help if necessary. 

11 Click Next. You will continue to the Trip Comments screen. 

12 Fill in all appropriate fields or leave their default settings. Press F1 for screen-level Help if necessary. 

13 Click Done to save your changes and return to the Trip Maintenance screen. 

14 Repeat steps 2–13 to add another trip. 


Setting Up Multiple Trips in Bulk 

The Trip Clone program allows you to create new trips in bulk. Unlike other cloning programs, this 

program does not require you to clone from a pre-existing trip. 

This program can save a considerable amount of data entry time if many similar trips are being 

created. The trips you create by this method will all share the same description, comments, fees, 

and permissions; the only thing varying among the trips you create are the departure days, dates 

and times. 

1 Go to Files � Trip � Trip Clone. You will proceed to the Trip Clone screen. 

2 Enter a trip ID consisting of eight or fewer alphanumeric characters. 

OR 

Select an existing trip by right-clicking or press F9 from within the field. 

3 Enter a description to print on trip tickets and receipts. 

For example, Summer Garden Tours. 

4 Enter beginning and ending departure dates (the first and last departure dates for this group of trips). 

For example, 06/19/2007 and 08/21/2007. 

5 Enter beginning and ending times (the earliest departure time and the latest return time for each day in this range 

of trips). 

For example, 09:30a and 01:30p. 

6 Enter the length of the trip in hours and/or minutes. 

For example, 4 hours and 0 minutes. 

7 Select the days of the week on which these trips will depart. 

8 Select how often the trips will depart. 

9 Enter or select the Permissions code(s) you want to link to the trips you are creating. 

10 Enter information in all remaining fields, or leave their default settings. Press F1 for field-level Help as needed. 

11 Click Next. You will continue to the Trip Clone - Fees & Comments screen. 

12 Enter all appropriate information. Press F1 for field-level Help as necessary. 

13 Click Process. The program will now clone the trip for the selected range of dates and times. When the process 

is complete, you will return to the Trip Clone screen. 




Incident Files 

Setting Up Incident Type Codes 

An incident type allows you to set up information for a group of incidents that share like 

information. An incident type that is linked to an incident allows you to ask questions during the 

creation process. 

1 Go to Files � Incident � Incident Type Maintenance. 

2 Click Add. You will continue to the Incident Type Maintenance Core Information screen. 

3 Enter an incident type code consisting of five or fewer alphanumeric characters. 

For example, NV. 

4 Click Next. Enter a description for the incident type. 

For example, Noise Violation. 

5 If applicable, enter or right-click or press F9 from within the field to select the question group you want to link to 

this incident type. 

6 Click Done. You will return to the Incident Type Maintenance Screen. 

7 Repeat steps 2–6 for each incident type code that you want to add. 


System Files 

System Integrity 

Prudent data management should include the following system integrity precautions. 

Backups 

1 Back up the RecTrac database daily (the …\RTDATA directory). 

2 Back up the full RecTrac system weekly (the …\VSI directory and all its subdirectories). 

3 Backup your whole system at least monthly! 

4 Cycle your backup tapes or disks so that you always have a whole week’s worth. If you are open 7 days a week, 

then have 7 tapes each labeled with a different day of the week. 

5 Make multiple copies of important month-end and year-end backups. 

6 Store backup media off-site in a waterproof, fireproof safe! All the backup tapes in the world cannot help if they 

are stored right next to a computer system that is damaged by flood or fire! 

Virus Protection 

1 Scan all hard drives daily for viruses by running reputable virus detection/protection software. 

2 Subscribe to a virus software update service, to stay current with new virus strains. 

Power Failure Protection 

1 All workstations should be plugged into power surge protection devices, to protect against variable power surges. 

2 Servers and key workstations should be plugged into UPS (Uninterrupted Power Supply) devices to ensure that 

the whole system can be safely shut down in case of power failure. 



System Security 

The System Administrator should utilize the following precautions to ensure a secure RecTrac 

system. 

RecTrac Login Controls 

1 Create unique User Security IDs for each and every RecTrac user. 

2 Use passwords and change them periodically. 

3 Use the Blank Passwords in F/M option (Files � System � Parameter Codes Maintenance � Static 

Parameters Maintenance - Core Info screen) for privacy when entering new passwords during Security File 

Maintenance. 

4 Set up Login Time Periods for permanent or full-time employees (Files � System� Users/Menus Maintenance 

� Security Maintenance). This won’t work for employees who work a variable schedule. 

5 Train all personnel to exit out of RecTrac completely at the end of a shift. 

System Controls 

1 Never divulge the Master password and change it periodically. 

2 Periodically change the passwords found in Password Maintenance (Files � System � Parameter Codes 

Maintenance � Password Maintenance ), and advise managers that need to know. 

Program/Menu Controls 

1 For each job position or group of employees, create a Menu Group. This limits the programs that these users are 

allowed to access. 

2 Disallow users to edit menus (Files � System � Users/Menus Maintenance � Security Maintenance). 

3 Customize Hot Buttons and Hot Key Selections for each menu group. 

4 Periodically run the Audit Log Listing (Reports � System � Other Reports and Listings), and review for program 

access by unauthorized personnel. 

5 Linking Permissions devices (Files � System� Device Maintenance � Device Assignments) that limit the items 

available to different users. 

Financial Controls 

1 Assign each user a unique cash drawer number via a Drawer device (Files � System � Device Maintenance � 

Device Assignments). 

2 Develop end-of-day balancing procedures with accountability. 

3 Train all personnel to exit out of RecTrac completely at the end of a shift. 

4 Disallow users to view over/short amounts via the linked End-of-Shift device. 

Adding New RecTrac Users 


• You have access rights to the Security File Maintenance program. 

• You have your menu groups established in Menu Group File Maintenance (Files � System � Users/Menus 

Maintenance). 

1 Go to Files � System � Users/Menus Maintenance � Security Maintenance. 

2 On the Password Signon screen, enter the Security File password. 

3 Click OK. You will proceed to the Security Maintenance screen. 

4 Click Add. You will continue to the Security Core Information screen. 

5 Enter the new user’s ID. 

6 Click Next. All other fields will now be available for editing. 

7 Enter this user’s Password. 

8 Enter the user’s Name. 



9 Select the Menu Group to which you wish to link this user. The menu group that you select will dictate which 

menus this user can access. 


11 Click Done to save your changes and the newly added user and return to the Security Maintenance screen. Your 

newly added user will be listed in the browser box. 


Limiting or Customizing Menus 

Creating menu groups allows you to restrict users’ access to certain programs. You link menu 

groups to particular users in Security File Maintenance. Certain menu groups (e.g., ZZZZZ) allow 

access to all programs within RecTrac. A system administrator might be linked to the ZZZZZ 

menu group, whereas a clerk might be linked to the CLERK menu group, which only allows 

access to a select module’s daily processing, inquiry, or reports programs. 

Note: Another method of restricting user access to certain programs is by Editing Menu 

Permissions. 

1 Go to Files � System � Users/Menus Maintenance � Menu Group Maintenance. You will proceed to the Menu 

Group Maintenance screen. 

2 Click Add to add a new menu group. You will proceed to the Menu Group Core Information screen. 

3 Enter the Menu Group name consisting of five or fewer alphanumeric characters. 

4 Click Next. Enter the menu group Description and if desired, a Background Bitmap and custom Display Title. 

5 Click Menu Items. You will continue to the Menu Group Permissions screen. 

6 Select a Base Menu Group on which you wish to base your new group. 

7 Select which hot buttons you want to clone from the base menu group, if any. 

8 For each Module and Functional area, select whether you wish to allow access to this module’s function, or leave 

blank if you do not. 

Hint: Click All On or All Off to quickly select or deselect all modules and functions. 

9 When you have finished defining the menu group, click OK. 

10 An informational message will display the name of your new menu group and the menu group on which it was 

based. The following question will display: "Continue with Menu Update?" Click Yes to begin the menu creation 

process. You will return to the Menu Group Maintenance screen where your newly added menu group will be 

added to the browser box. You can now link this menu group to one or more users using the Security File 



Editing Menu Permissions 

To Edit Menu Permissions by Module: 

1 Go to Files � System � Users/Menus Maintenance � Menu Group Maintenance. 

2 Highlight the menu group that you wish to edit. 

3 Click Change. You will continue to the Menu Group Core information screen. 

4 Click Menu Items to alter the permission selections that already exist. You will proceed to the Menu Group 

Permissions screen. 

5 Make all applicable permissions changes for the selected Menu Group. When you have finished, click OK to save 

your changes and return to the Menu Group Maintenance screen. 

To Edit Menu Permissions by Program: 

1 Select the Function in which you wish to work on Menu Permissions. 

2 If you have right to Edit Menus (set in Security Maintenance), go to Function � Edit Desktop � Pull-Down Menu 

Maintenance. You will proceed to the Menu Permissions Edit screen. 

3 Select an item from one of the pull-down menus. When you click on the menu item it will appear in the Menu 

Permissions Edit dialog box. 



4 All of the menu groups that exist within your system should be listed in the available column of the dual selection 

list. Highlight the menu group(s) that you wish to restrict from accessing the selected menu item. 

5 Click Add>> to move these menu groups to the Restricted Column. Users with a menu group listed in the 

restricted column will NOT have access to the selected menu item. 

6 Click OK. 

7 Repeat steps 3–6 for each menu item for which you wish to restrict access. 

Note: To switch between functions: select the appropriate function from the Function menu. 

8 Click Exit when you are finished. You will return to the Main Menu. 

CYS Periodic Processes 

The programs described below all need to be run on a standard schedule for each CYS 

installation. It is important that the time interval and who should run each program be decided as 

soon as you begin using the CYS system. If these programs are not run consistently your 

database may not function as you expect it to. 

Program Name Required If: 

Provider Attendance 

Posting 

No Show Fee Posting 

USDA Meal 

Reimbursements 

Hourly Care Time Slot 

Generator 

CYMS Project Care Waitlist 

Transfer 

CYS Wait List Age Group 

Advance 

CYMS Waitlist Purge 

CYMS Waitlist Status 

Change 

• You wish to post meal reimbursement amount for 

Provider classes. 

• You wish to include Provider attendance figures in 

your Pass Visit reports/inquiries. 

• You wish to charge a penalty fee for Hourly care No 

Shows. 

• You wish to generate meal reimbursement amounts 

based on attendance figures. 

• Note: If you wish to generate amts for CYS and 

Provider enrollees the Provider Attendance Posting 

should ALWAYS be run just before running the meal 

reimbursement program. 

• You wish to offer Hourly Care and want to track 

attendance, reservations and no shows. 

• You want to keep your wait lists up-to-date based on 

Need Dates. 

• You want to keep the ages listed on your wait list 

entries up-to-date. 

• You want to remove wait list entries that have not 

been renewed within a specified time period. 

• You want to change the status of wait list entries that 

have not been renewed to inactive. 



Using the Device Assignments Program 

The Device Assignments program lets you view and change the devices linked to user IDs, menu 

groups, workstations, and defaults. 

1 Go to Files � System � Device Maintenance � Device Assignments. 

2 In the Device Assignment browser box, select a user ID, menu group, or work station (or the system defaults) by 

clicking the plus sign (+) next to User IDs, Menu Groups, Work Stations, or Defaults, and highlighting an 

individual entry. The linked devices are displayed in the bottom right browser. 

3 To add a new device, select a device type from the Device Type drop-down list. Next, select a device from the 

Device to Add drop-down list. The entries on this list will vary based on the device type selected in the previous 

field. 

4 Click Add To Linked Devs to link the selected device to this user/menu group/workstation/default. 

5 To remove a linked device, select the device in the bottom right browser and click Remove Selected. 

6 To modify a device, select the device in the bottom right browser and click Modify Device. 

OR 

To modify the device linked to the currently logged in user, select a Device Type and a Device to Add and click 

Modify My…Device. 

7 To view the device assigned to a given user at a given workstation, in the Device by Workstation section, click on 

the workstation. The system will generate the device hierarchy for this workstation. Click the plus sign that 

appears. Scroll down and click the pluses to see the devices linked by user. Click Reset to collapse the 

hierarchy. 

8 Click Done to exit to the Main Menu. 

Setting Up RecTrac to Use Marine AFFES Ticket Numbers as Payment 

In order to use Marine AFFES ticket numbers as payment for transactions processed in RecTrac, 

you will need to set up a corresponding payment code. To do so, complete the following steps. 

1 Go to Files � System � Finance Code Maintenance � Payment Code Maintenance. 

2 Click Add. You will continue to the Payment Code Core Information screen. 

3 Enter a pay code consisting of two or fewer digits. Remember that: 

• Payment codes 4–89 are completely user-definable. 

• Six payment codes (1, 2, 3, 97, 98 & 99) are semi-fixed; they cannot be deleted and their descriptions cannot 

be edited. Their associated account number and other data can be edited. 

• Payment codes 90–96 are reserved by VSI for internal use. 

4 Click Next. 

5 Click the down arrow next to the Pay Type field. Select Marine DPP from the drop down list. 

6 Enter a Description and Screen Description to accompany this pay code. 

7 Click Done. You will return to the Payment Code Maintenance screen. 

8 Click Exit. 

Adding a Hot Button to a Menu Group’s Global Sales Hot Button 

Display 


• You have already set up your menu groups using the menu group maintenance program. 

1 Go to Files � Global � Global Sales Button Maintenance. 

2 In the Menu Group field, enter or select the menu group to which you wish to add a global sales hot button. 

3 Notice that the menu group’s current global sales hot button layout is displayed on the screen. 

4 Click the Add button. You will continue to the Global Sales Buttons Add/Change screen. 

5 Highlight the program in the program field that you wish to add to the selected menu group’s global sales hot 

button screen. 



6 Click OK. You will return to the Global Sales Button Maintenance. Adjust the buttons location on the screen as 

needed. Press F1 to view online Help as necessary. 

7 Repeat steps 4–6 for every hot button that you wish to add to this menu group’s global sales hot button layout. 

Optionally, you may click Add All to add all available Global Sales buttons to the selected menu group. 

8 Click Exit. 

Deleting a Hot Button from a Menu Group’s Global Sales Hot Button 

Display 

The following steps assume that you have already set up your menu groups using the menu group maintenance 

program. 

1 Go to Files � Global � Global Sales Button Maintenance. 

2 In the Menu Group field, enter or select the menu group from which you wish to delete a global sales hot button. 

3 Notice that the menu group’s current global sales hot button layout is displayed on the screen. 

4 Select the button that you wish to delete by selecting it with your mouse. You will know the button is selected 

when boxes appear on the button’s perimeter. 


6 Repeat steps 4 and 5 for every button that you wish to delete from this menu group. 

7 Click Exit. 

Restarting a Range of Installment Bills 

Perform the following steps to restart installment bills after they have been suspended. 

1 Go to Period End � System � Installment Billing Updates � Install Billing Status Update. 

2 In the individual selection browser, select the household(s) for which you wish to restart installment billing. 

OR 

Enter or select the range of households for which you wish to restart installment billing. 

Then, choose whether you wish to restart installment bills based on your selections in the range and browser, or 

the browser only. 

3 Select Restart as the Billing Status Option. 

4 In the Date to Restart Billing field, enter the date that you want billing to restart. 

5 Select the modules for which you wish to restart installment billing. 

6 Select whether you want to process Installment Bills, Auto Debit from Checking/Savings, and/or Auto Debit 

from Credit Cards. 

7 Select the Print Status Change Log option if you want to print a log that includes the Household Name, 

Household Number, Module, Family Member Name, Installment Billing Details, Bill Type, and Bill Amount for the 

selected range of installment bills. 

8 Click Details>>. You will continue to the Installment Billing Status Update – Details screen. 

9 Enter or select the range of Activities, Pass Types, Rental Items, and/or Locker Rooms for which you wish to 

restart installment billing. 

10 Click Process. You will continue to the Output Selection screen. 


12 When you return to the Installment Billing Status Update screen click Exit. 

Note: To suspend installment bills, refer to the "Suspending a Range of Installment Bills" topic. 



Setting Up a Trans Code or Pass Restriction Code 

Restriction codes allow you to specify days of the week, dates, and times during which you do 

NOT want customers to be able to use a given tran code or pass type. 

1 For tran code restrictions, go to Files � POS � TC Restrictions/Allowances. 

OR 

For pass type restrictions, go to Files � Pass � Pass Restrictions/Allowances. 

2 Click Add. You will continue to the Restriction Header Core Info screen. 

3 Enter a Restriction Header code consisting of eight or fewer alphanumeric characters. 

For example, GRPMRES. 

4 Click Next. Enter a description to accompany this code. 

For example, Resident Golf Pass Restriction. 

5 Select Restrict as the Record Type. 

6 Click Done. The following message will display: "No detail records have been set up for this group. Do you want 

to set up detail records now?" 

7 Click Yes. You will continue to the Restriction Update screen. 

8 Select the days of the week that you do NOT want customers to be able to use the tran code or pass type to 

which you will link this restriction code. 

9 Select whether or not you want this restriction to apply to days designated as holidays. 

10 Enter the date range that you do NOT want customers to be able to use the tran code or pass type to which you 

will link this restriction code. 

11 Enter the time range that you do NOT want customers to be able to use the tran code or pass type to which you 

will link this restriction code. 

12 Click OK. You will return to the Restriction Line Item Listing screen for the Restriction Header Code File. Click 

Add and repeat steps 8–12 for each restriction code that you wish to create under the selected header record. 

13 Click


12 Click OK. You will return to the Allowance Line Item Listing screen for the Allowance Header Code File. Click 

Add and repeat steps 8–12 for each restriction code that you wish to create under the selected header record. 

13 Click


8 In the Print Column field, enter the column or dot number on which to begin printing the selected field. The 

column or dot depends on the type of printer that you are using to print gift certificates. If you are using a dot 

matrix or laser printer use the scale based on the selected 'Pitch'. If you are using an Ovation 2 pass printer use a 

scale of 100 dots per inch. For example, if you entered '25', the field would print ¼" from the left-hand side of the 

finished gift certificate. If you are using the Sato CX2000 or the Clever Code 243 use a scale of 203 dots per inch. 

For example, if you entered '300', the field would print approximately 1 ½" from the left-hand side of the finished 

gift certificate. 

9 In the Field drop-down list, click the down arrow and highlight the appropriate Field from the drop-down list. This 

is the field that you wish to print on your pass. Each pass template must end with the END-OF-FORM field. 

10 In the Pitch drop-down list, click the down arrow and highlight one of the following options from the drop-down 

list. Pitch refers to the number of characters that print per inch. The smaller the pitch, the larger the print. 10 

Pitch: If you want the field selected above to print in 10-pitch on your gift certificate. If you are using the Ovation 

2, the Sato CX2000 or the Clever Code 243 printer, this is the pitch that corresponds to your 'Lg (Large) Text 

Font' as established in Printer File Maintenance. 12 Pitch: if you want the field selected above to print in 12-pitch 

on your gift certificate. If you are using the Ovation 2, the Sato CX2000 or the Clever Code 243 printer, this is the 

pitch that corresponds to your 'Med(ium) Text Font' as established in Printer File Maintenance. 17 Pitch: If you 

want the field selected above to print in 17-pitch on your gift certificate. If you are using the Ovation 2, the Sato 

CX2000 or the Clever Code 243 printer, this is the pitch that corresponds to your 'Sm(all) Text Font' as 

established in Printer File Maintenance. Begin Bold: If you want the field selected above to print in bold on your 

gift certificate. End Bold: To end the printing of bold text and begin printing a field without bold. 

Note: If you are 1. printing to a dot matrix or laser printer, 2. you elected to print your 'Fields' with 

different pitches, and 3. you have the print column set to the same number, the fields will not be 

aligned on the left-hand side of the finished gift certificate. 

11 Select one of the following options: Fixed Row/Col Position: If you are using this template to print gift certificates 

to a dot matrix or laser printer and the 'Print Row' and 'Print Column' fields indicate the row and column at which 

the selected 'Field' should print. Precision Dot Position: If you are using a printer that allows you to print one gift 

certificate at a time, complete with text, and barcodes, if applicable (such as the Ovation 2, the Sato CX2000 or 

the Clever Code 243 printers). The 'Print Row' and 'Print Column' fields then indicate the number of dots per inch. 

See the 'Print Row' field above for the applicable number of lines or dots per inch. See the 'Print Column' field 

above for the applicable number of characters or dots per inch. 

12 Click Done to save your changes and return to the Pass Template Listing screen. 

13 Repeat steps 7–12 for each line item that you wish to add to this template. 

14 Click Exit twice to return to the Main Menu. 

Setting Up a Group of Gift Certificates 

1 Go to Files � System � Other Maintenance � Gift Certificate Maintenance. 

2 Click Add. You will continue to the Gift Certificate Header Update screen. 

3 Enter the Gift Certificate Header Code for the Grouping of Gift Certificates that you wish to create, consisting of 

eight or fewer alphanumeric characters. 

For example, XMAS05. 

4 Enter a description to accompany the header code. 

For example, Christmas 2005. 

5 In the Date Created field, enter the date on which this gift certificate header was created. This field will default to 

today’s date. 

OR 

Press the F9 key or right-click from within the field to select the appropriate date from the calendar. 

6 Enter or select the user ID that created this gift certificate header. This field will default the to the currently logged 

in user. 


8 Click Done. You will return to the Gift Certificate Update screen. 

Setting Up a Gift Certificate Tran Code 


• You have already set up your General Ledger codes using the G/L Code Maintenance program. 

• You have already set up your cost center codes using the Cost Center Maintenance program. 



If you have not set up your General Ledger or cost centers codes, you will be able to add them 

"on the fly," although the steps for doing so are not described in detail. 

1 Go to Files � POS � Trans Code Maintenance. You will proceed to the Tran Code File Maintenance screen. 

2 Click Add. You will continue to the Tran Code Maintenance - Core Info screen. 

3 Enter a Tran Code of up to six alphanumeric characters. 



5 Enter a print description. 

For example, Gift Certificate. 

6 Select G’cert as the T/C Type from the drop-down list. 

7 In the G/L Code fields for Revenue 1–3, enter the G/L codes where you want revenue from sales of this tran 

code to be deposited. 

THEN 

In the Rev Percent fields for Revenue 1–3, enter the percent for each line item. 

8 In the Discount G/L field, enter the G/L Code from which you want discounted amounts debited. 

Important Note: If your organization ever allows partial payments (i.e., households can pay less 

than the full amount owed for a given transaction), you MUST select the same GL code that is in 

the Revenue 1 G/L Code field. 


10 Click Next to continue to the Tran Code Restrictions/Features screen. 


12 Click Done to save your changes and return to the Tran Code File Maintenance browser box screen. 

Question Groups 

Setting Up a Question Group 

The following set of instructions show you how to set up a grouping of questions that can be 

asked during daily processing functions as well as during household and family member 

maintenance. You can use these questions to store user-defined information about each 

household/member and/or transaction as well as to alter locker and rental fees. 

1 Go to Files � System � Other Maintenance � Question Group Maintenance. 

2 Click the Add button at the bottom of the screen. You will continue to the Question Group Core Information 

screen. 

3 Enter a question group code consisting of eight or fewer alphanumeric characters. 

For example, HSEHLD. 

4 Click Next. Enter a question group description to accompany this code. 

For example, Household Questions. 

5 Click the Questions button at the bottom of the screen. You will continue to the Household Questions - Question 

Group Maintenance screen. 

6 The browser box will display all questions that currently exist in the selected question group. Click Add to 

continue to the Question Core Information screen to add a new question record. 

7 The Question Group code will already be entered in the appropriate field. In the Question Number field, enter a 

question number. 


8 Click Next. Select whether the answer type you expect for this question will be character based (a name), 

number, logical (yes or no), date, radio set (selected set of answer options) or sel list (selected set of answer 

options). 

9 Enter the text of the question. 

For example, What is the name of your insurance company? 

10 If applicable, enter or select the Question Fee Code that will be used to specified fees that should be charged 

based on the answer given. 



Note: This field is only active during locker and rental daily processing procedures. 

11 Enter the default answer for the selected question. You may find this field helpful if customers answer a question 

the same way a majority of the time. 

12 If you selected the Radio Set or Sel List Answer Type, enter the answer options for this question. Answers 

should be separated by a comma. 


14 Repeat steps 6–13 for every question that you wish to add to this question group record. 

15 Click


Linking a Question Group to a Facility 

These instructions show you how to link a grouping of questions to a facility in your database. The 

linked questions will display during Facility Reservations Processing after the user clicks either 

the Select or Fees button. 

The following steps assume that you have already set up your question groups using the 

Question Group Maintenance program. 

1 Go to Files � Facility � Facility Maintenance. 

2 Highlight the facility to which you wish to link a question group. 

3 Click Change. You will continue to the Facility Core Information screen. 

4 Click Next. You will continue to the Facility Features/Other screen. 

5 In the Question Group field, enter or select the grouping of questions that you would like to display during facility 

daily processing for facility reservations. 

6 Click Done. 

7 Repeat steps 2–6 for every facility that you wish to link to a grouping of questions. 

8 Click Exit. 

Linking a Question Group to a Pass Type 

These instructions show you how to link a grouping of questions to a pass type in your database. 

The linked questions will display during pass registration processing after the user clicks either 

the Select or Fees button. 




2 Highlight the pass type to which you wish to link a question group. Click Change. 

3 You will continue to the Pass Type Core Information screen. 

4 Click Next. You will continue to the Pass Type Restr/Featr screen. 

5 In the Question Group field, enter or select the grouping of questions that you would like to display during pass 

registration processing. 

6 Click Done. 

7 Repeat steps 2–6 for every pass type that you wish to link to a grouping of questions. 

8 Click Exit. 

Linking a Question Group to a Locker Room 

These instructions show you how to link a grouping of questions to a locker room in your 

database. The linked questions will display during either Locker Reservation, Renewal, or Return 

processing, after the user clicks the Select or Fees button. In the locker module question groups 

can be used not only collect miscellaneous user-defined information but also to alter locker fees. 



1 Go to Files � Locker � Locker Room Maintenance. 

2 Highlight the locker room to which you wish to link a question group. Click Change. 

3 You will continue to the Locker Room Core Information screen. Click the Next button to continue to the Locker 

Room Comment/Ticklers screen. 

4 In the New Reservation Question Group field, enter or select the questions that you want to display during new 

locker reservation processing. 

5 In the Renewal Question Group field, enter or select the questions that you want to display during locker 

renewal processing. 

6 In the Return Question Group field, enter or select the questions that you want to display during locker return 

processing. 

7 Click Done. 



8 Repeat steps 2–7 for every locker room to which you wish to link question groups. 

9 Click Exit. 

Linking a Question Group to a Personal Trainer 

These instructions show you how to link a grouping of questions to a specific personal trainer 

record in your database. These questions will display during Personal Trainer Reservation 

Processing after the user clicks either the Select or Fees button. Please note that you can link a 

different question grouping to each trainer record linked to a personal trainer’s record. 

For example, a trainer possesses expertise in the areas of weight and distance running training. 

Therefore, there are two records linked to this Personal Trainer on the Trainer Links screen. 

Depending on the area that a customer wishes to train, the trainer needs to collect different 

information. For weight training, the trainer needs to know information about the customer’s 

current weight lifting abilities. For distance running training, the trainer needs to know information 

about the customer’s current running and stamina abilities. 



1 Go to Files � PT � Trainer Maintenance. 

2 Highlight the personal trainer to whom you wish to link a question group. Click Change. 

3 Click the PT Links button at the bottom of the screen. You will continue to the Personal Trainer Links screen. 

4 Highlight the Personal Trainer record to which you wish to link a question group. Click Change. 

5 In the Question Group field, enter or select the grouping of questions that you would like to display during 

personal trainer reservation processing. 

6 Click Done. 

7 Repeat steps 4–6 for every record under the selected personal trainer for which you wish to link a question 

grouping. 

8 Click


1 Go to Files � Rental � Rental Item Maintenance. 

2 Highlight the first rental item for which you wish to alter the fees charged. Remember that this rental item has to 

be linked to the class that was linked to the question group. 

3 Click Change. You will continue to the Rental Item Core Information screen. 

4 Click the Next button to continue to the Rental Item - Fees/Charges screen. 

5 Locate the fee line item that you wish to base on the answer to one of your questions. 

For example, you rent several different vehicles. In addition to charging a daily rental fee, you charge a fee based 

on the number of miles that they drove the vehicle. You might ask the following question in this situation: How 

many miles did you drive in this vehicle? 

Since you charge 25 cents per mile, you would want to have a bill code linked to this rental item that is used to 

charge for mileage. For this example, let’s say the bill code is MILES. When you set up your questions in the 

question maintenance program, you would have selected a Question Fee Type code to associate with the 

question. In Rental Item Maintenance on the Fees/Charges screen you would link this same Question Fee Type 

in the Fee Codes screen next to the bill code MILES (in the Type box). You would then adjust the count as 

necessary. Using this example, you would set the bill code fee to $0.25 and the count to 1—for every 1 mile 

entered, 25 cents will be charged. 

6 Enter the appropriate fee code type in the Type field for the bill code that you wish to charge based on the 

answer to a specific question. See the example above for additional details. 

7 Click Done. 

Setting Up RecTrac to Base Locker Fees on Answers to Locker 

Questions 

To begin, you will need to set up a Question Fee Type User Code. This code is used to match 

questions to a line item on the locker fees screen. The answer to the question will determine if 

that fee line item should be charged for the selected transaction. To set up a Question Fee Type 

User Code, complete the following steps: 


2 Click the Add button. You will continue to the User Code Core Information screen. 

3 Select Question Fee as the Code Type. 

4 Enter a user code for this question fee type consisting of five or fewer alphanumeric characters. 

For example, LOCK. 

5 Click Next. Enter a description for this question fee type. 

For example, Lock Charge. 

6 Click Done. 

7 Repeat steps 2–6 for every question fee type that you wish to add to the system. 

For example, in the case of lockers you may select to create the following fee types: 

• LKPKG – Charge for Locker Convenience package (includes water bottle, shampoo, conditioner, soap and 

sweatband). 

• LOCK – Charge for Lock (charged when customer needs to purchase a new lock because they lost the original 

one they were issued) 

• NRLK – Charge for a Lock that is not returned during the Locker Returns process. 

8 Click Exit. 

Next you will link these question fee types to the questions that will determine if the fee is 

charged. To do this, you must first set up the appropriate question groups and questions. 



screen. 


Using the example above, you would create three different question groups for lockers since you want each of 

the questions to be asked during a different daily processing function (i.e., reservations, renewals, and returns). 

Reservations = LKRSVN, Renewals = LKRNWL, and Returns = LKRET. 

4 Click Next. Enter a description to accompany the selected code. 



5 Click the Questions button at the bottom of the screen. You will continue to the Question Maintenance screen. 

6 Click the Add button at the bottom of the screen. 

7 Enter a Question Number for this question. 

8 Click Next. Select the Answer Type for the selected question. 

For example, to create a question to ask if the customer wants to purchase a locker convenience package you 

would select the Logical answer type—the answer to the question would be either Yes or No. 

9 Enter the question text. 

Using the example above, enter Do you want to purchase the locker convenience package? 

Note: The system will only charge for questions that are answered with a Yes. 

10 In the Question Fee Code field, enter the corresponding fee type that you created earlier in User Code 

Maintenance. 

Using this example, you would select the LKPKG fee type code. 

11 Click Done to save this question and return to the Question Maintenance screen. 

12 Repeat steps 2–11 for each question grouping that you wish to create. 

Using the example above you would create two more question groups LKRNWL and LKRET with the following 

corresponding questions and fee types: 

Question Group Question Text Fee Types 

LKRNWL Do you need to purchase a new lock this year? LOCK 

LKRET Did you lose the original lock that was issued to you? NRLK 

For the next step, you will link these question groups to the appropriate locker room record(s). 

Complete the steps outlined in the topic titled: Linking Question Groups to a Locker Room. Using 

the above example, you would create the following links: 

Question Group Field: Question Group to Link: 

New Reserv. Question Group LKRSVN 

Renewal Question Group LKRNWL 

Return Question Group LKRET 

Finally, you will need to link the fee types you created above on the corresponding bill code line 

items for the fees that you want to be charged when the corresponding questions are answered in 

the affirmative. To do so: 

1 Go to the Files � Locker � Locker Room Maintenance. 

2 Highlight the locker room to which you wish to link the question groups specified above. 

3 Click the Change button. You will continue to the Locker Room Core Information screen. 

4 Click the Lockers button at the bottom of the screen. 

5 Highlight the locker for which you wish to charge the selected fees based on the customer's answers to the 

logical questions specified above. 

6 Click the Change button. You will continue to the Locker Core Information screen. 

7 Click Lockers. You will continue to the Locker Maintenance screen. 

8 Select the locker to which you want to link the fee type and click Change. 

9 Click Next to continue to the Locker Fees and Features screen. 

10 In the Fee Type field next to the bill code linked to the fee for the locker convenience package, enter or select the 

question fee type that corresponds to the locker convenience question (LKPKG). Repeat this process in the fee 

code fields next to the bill codes linked to the new lock charge and the lost lock charge. 

11 Click Done. You will return to the Locker Maintenance screen. 

12 Repeat steps 8–11 for any other lockers to which you want to link the fee type. 

13 Click


After completing the steps above the following questions will be displayed during the designated 

locker daily processing procedures. Please note what will happen based on the customer's 

answers to these questions. 

Locker Rental Locker Renewal Locker Return 

Do you want to purchase the 

locker convenience package? 

Do you need to purchase a new 

lock this year? 

Did you lose the original lock that 

was issued to you? 

Answer Yes: Answer No: Answer Yes: Answer No: Answer Yes: Answer No: 

Customer is 

charged fee 

linked to 

LKPKG fee 

type. 

Customer is 

NOT charged 

the fee linked 

to LKPKG fee 

type. 

Customer is 

charged fee 

linked to 

LOCK fee 

type. 

Customer is 

NOT charged 


to LOCK fee 

type. 

Customer is 

charged fee 

linked to 

NRLK fee 

type. 

Setting Up RecTrac to Base Locker Fees on Answers to Locker 

Questions 

Customer is 

NOT charged 


to the NRLK 

fee type. 

To begin, you will need to set up a Question Fee Type User Code. This code is used to match 

questions to a line item on the locker fees screen. The answer to the question will determine if 

that fee line item should be charged for the selected transaction. To set up a Question Fee Type 

User Code, complete the following steps: 


2 Click the Add button. You will continue to the User Code Core Information screen. 

3 Select Question Fee as the Code Type. 

4 Enter a user code for this question fee type consisting of five or fewer alphanumeric characters. 

For example, LOCK. 

5 Click Next. Enter a description for this question fee type. 

For example, Lock Charge. 

6 Click Done. 

7 Repeat steps 2–6 for every question fee type that you wish to add to the system. 

For example, in the case of lockers you may select to create the following fee types: 

• LKPKG – Charge for Locker Convenience package (includes water bottle, shampoo, conditioner, soap and 

sweatband). 

• LOCK – Charge for Lock (charged when customer needs to purchase a new lock because they lost the original 

one they were issued) 

• NRLK – Charge for a Lock that is not returned during the Locker Returns process. 

8 Click Exit. 

Next you will link these question fee types to the questions that will determine if the fee is 

charged. To do this, you must first set up the appropriate question groups and questions. 



screen. 


Using the example above, you would create three different question groups for lockers since you want each of 

the questions to be asked during a different daily processing function (i.e., reservations, renewals, and returns). 

Reservations = LKRSVN, Renewals = LKRNWL, and Returns = LKRET. 

4 Click Next. Enter a description to accompany the selected code. 

5 Click the Questions button at the bottom of the screen. You will continue to the Question Maintenance screen. 



6 Click the Add button at the bottom of the screen. 

7 Enter a Question Number for this question. 

8 Click Next. Select the Answer Type for the selected question. 

For example, to create a question to ask if the customer wants to purchase a locker convenience package you 

would select the Logical answer type—the answer to the question would be either Yes or No. 

9 Enter the question text. 

Using the example above, enter Do you want to purchase the locker convenience package? 

Note: The system will only charge for questions that are answered with a Yes. 

10 In the Question Fee Code field, enter the corresponding fee type that you created earlier in User Code 

Maintenance. 

Using this example, you would select the LKPKG fee type code. 

11 Click Done to save this question and return to the Question Maintenance screen. 

12 Repeat steps 2–11 for each question grouping that you wish to create. 

Using the example above you would create two more question groups LKRNWL and LKRET with the following 

corresponding questions and fee types: 

Question Group Question Text Fee Types 

LKRNWL Do you need to purchase a new lock this year? LOCK 

LKRET Did you lose the original lock that was issued to you? NRLK 

For the next step, you will link these question groups to the appropriate locker room record(s). 

Complete the steps outlined in the topic titled: Linking Question Groups to a Locker Room. Using 

the above example, you would create the following links: 

Question Group Field: Question Group to Link: 

New Reserv. Question Group LKRSVN 

Renewal Question Group LKRNWL 

Return Question Group LKRET 

Finally, you will need to link the fee types you created above on the corresponding bill code line 

items for the fees that you want to be charged when the corresponding questions are answered in 

the affirmative. To do so: 

1 Go to the Files � Locker � Locker Room Maintenance. 

2 Highlight the locker room to which you wish to link the question groups specified above. 

3 Click the Change button. You will continue to the Locker Room Core Information screen. 

4 Click the Lockers button at the bottom of the screen. 

5 Highlight the locker for which you wish to charge the selected fees based on the customer's answers to the 

logical questions specified above. 

6 Click the Change button. You will continue to the Locker Core Information screen. 


8 Select the locker to which you want to link the fee type and click Change. 

9 Click Next to continue to the Locker Fees and Features screen. 

10 In the Fee Type field next to the bill code linked to the fee for the locker convenience package, enter or select the 

question fee type that corresponds to the locker convenience question (LKPKG). Repeat this process in the fee 

code fields next to the bill codes linked to the new lock charge and the lost lock charge. 

11 Click Done. You will return to the Locker Maintenance screen. 

12 Repeat steps 8–11 for any other lockers to which you want to link the fee type. 

13 Click


After completing the steps above the following questions will be displayed during the designated 

locker daily processing procedures. Please note what will happen based on the customer's 

answers to these questions. 

Locker Rental Locker Renewal Locker Return 

Do you want to purchase the 

locker convenience package? 

Do you need to purchase a new 

lock this year? 

Did you lose the original lock that 

was issued to you? 

Answer Yes: Answer No: Answer Yes: Answer No: Answer Yes: Answer No: 

Customer is 

charged fee 

linked to 

LKPKG fee 

type. 

Customer is 

NOT charged 


to LKPKG fee 

type. 

Surveys and Promotions 

Customer is 

charged fee 

linked to 

LOCK fee 

type. 

Surveys and Promotions Overview 

Customer is 

NOT charged 


to LOCK fee 

type. 

Customer is 

charged fee 

linked to 

NRLK fee 

type. 

This following steps explain how to setup and use the Survey and Promotions feature in 

WebTrac. 

Customer is 

NOT charged 


to the NRLK 

fee type. 

In response to some customers who wanted to administer Satisfaction Surveys and hold 

Promotional Drawing to promote their WebTrac site, VSI has added the following functionality to 

RecTrac and WebTrac. 

General Specifications: 

• The survey "button" is displayed on all screens during a registered user’s web session. 

• Customer must click the "button" to trigger the survey on all WebTrac screens, except for the 

receipt. On the receipt screen, the survey automatically pops up. 

• If registered user declines to answer the survey questionnaire or if the customer completes the 

questionnaire, his/her RecTrac household is entered into the active promotion. If the customer 

closes the survey window without accepting or declining, he/she is NOT entered into the 

promotion. 

• The survey is also offered to Guest logins, but guests cannot be entered into any drawing since 

by default we don’t know who they are—they are not a valid RecTrac household. 

• Whether or not there is an active promotion, the survey results are stored for reporting 

purposes. 

• Only one promotion can be active at a time. 

• Only one set of survey questions can be active at a time. 

• All survey questions are presented on one screen, with a Submit button at the bottom. 

• Customers may take the survey and enter the promotion without actually having to purchase or 

sign up for anything. 

• The customer may take the survey as many times as he/she wants. However, he/she is only 

entered into the active promotion once. 

• The number of winners is variable—all winners may be selected in a random drawing and will 

be notified by email, if the household’s email address is on file and accurate. 

• The odds of winning depends on the total number of entries received during the promotion 

period. 



Survey Setup 

Required 

Optional 

Optional 

Optional 

Optional 

Required 

STEP 

Taking the Survey 

Information to Enter 

1 Create a question group and set up your survey questions. 

Files � System � Other Maintenance � Question Group Maintenance 

2 Create a promo code. 

Files � System � Other Maintenance � User Code Maintenance (Code Type = H’Hold 

Feature) 

3 Create a survey intro paragraph code. 

Files � System � Other Maintenance � Comment Code Maintenance (Comment Type= 

WebTrac) 

4 Create a survey thank you paragraph. 

Files � System � Other Maintenance � Comment Code Maintenance (Comment Type = 

WebTrac) 

5 Create a "Rules and Regs" html page which you can link to from the Intro, the Thank You, or 

in the WebTrac Footer. 

6 Activate the survey and/or promotion by entering the codes into WebTrac Parameters 

Maintenance - Pmts/Misc screen (Files � System � Parameter Codes Maintenance � 

WebTrac Parameters Maintenance). Once you save these codes in WebTrac Parameters 

Maintenance, the survey and/or promotion are activated. 

Once you have logged in (and have been authorized), the "Enter to Win" or "Take a Short 

Survey" button appears. You can click on it on any page. It triggers the survey to pop up, which 

you may complete or decline. In either case, you are entered in the drawing, unless you are a 

guest. 

If you close the survey pop up window without accepting or declining, you are not entered. 

Once you have been entered in the drawing, the "Enter to Win" button is replaced by a "Take Part 

in a Short Survey" button. You can click on it on any page. It triggers the survey to pop up, which 

you may complete or decline. It does not re-enter you in the drawing. 

If you make a purchase, when you get to the receipt screen, the survey pops up in a new window, 

and you may complete it or decline. Either way, you are entered in the drawing, if you weren’t 

already entered. 

Survey Results 

In RecTrac, run the Survey Statistics Report (Reports � System � Survey Statistics Report) to 

view the survey results. Press F1 for field-level Help as needed. 

Note: If you are graphing the report output, run this report for one question at a time. 



Random Drawing for Promotion 

Run the Promotional Giveaway Labels/Letters program (Reports � Global � Global 

Miscellaneous Reports). Press F1 for field-level Help as needed. 

TeleTrac/WebTrac Files 

Assigning WebTrac Settings 

The Bulk WebTrac Settings program gives you an easy way to assign (or reassign) WebTrac 

settings to any or all of your RecTrac activity sections. It is the equivalent of visiting the Activity 

Section File Maintenance - Web/Tele screen for each of your activity sections. 

1 Go to Utilities � System � WebTrac Utilities � Bulk WebTrac Settings. 

2 Enter a range of activity sections. 

3 Select who can use WebTrac to enroll: Residents only, Non-Residents only, Both residents and non-residents, 

or None (no one can use WebTrac to register). 

4 Select who can use WebTrac to view program information: Residents only, Non-Residents only, Both residents 

and non-residents, or None (no one can use WebTrac to view program information). 

5 Select whether you want to Allow Waitlist Enrollments on the Web. 

6 Select the Update WebTrac Enrollment Counts? option if you want to make changes to enrollment counts. 

7 Choose how you wish to set the enrollment max counts for enrollments done via WebTrac: 

Use the section max counts for residents/non-residents. 

OR 

Use a percentage of the section max counts for residents/non-residents. 

For example, if the class max count for non-residents is 25 but you want to reserve 5 slots for 

walk-in enrollments only, then choose Use Pct of Section Count and enter 80 (80% of 25 = 

20 slots open to Web enrollments). 

8 Select the Update WebTrac Enrollment Dates? option if you want to make changes to enrollment dates. 

9 Choose how you wish to set the starting enrollment date for enrollments done via WebTrac: 

Use the selected date you enter in the Resident/Non-Res Beg Date field. 

OR 

Use the section enrollment start date for residents/non-residents. 

OR 

Use the section enrollment start date plus or minus a certain number of days. 

For example, if class enrollments start on November 10 th but you want to allow walk-in 

enrollments to have one day of lead time, then choose Beg Enroll Date +/- Days and enter 1 

(November 10 th plus 1 day = November 11 th to start for Web enrollments). 

10 Choose how you wish to set the ending enrollment date for enrollments done via WebTrac: 

Use the selected date you enter in the Resident/Non-Res End Date field. 

OR 

Use the section start date for residents/non-residents. 

OR 

Use the section start date plus or minus a certain number of days. 

For example, if a class starts on June 8 th but you want to close Web enrollments a week 

earlier, then choose Beg Enroll Date +/- Days and enter -7 (June 8 th minus 7 days = June 1 st 

to stop Web enrollments). 

11 Fill In the starting enrollment times for resident and non-resident enrollments done via WebTrac: 

For example, if the doors to the Rec Department open at 8:00am and you want Web 

enrollments to match this time, enter 08:00am here. 

12 Click Next to continue to the Bulk WebTrac Settings for Other Modules screen. 

13 Enter a range to process for each module you want to change WebTrac settings. 



14 Select who can use WebTrac by module: Residents only, Non-Residents only, Both residents and nonresidents, 

or None (no one can use WebTrac). 

15 Click Process to apply all the settings that you have chosen to the ranges of items you selected. 


Making Bulk Changes to Installment Bill/ACH/CC Fields 

The Installment Bill/ACH/CC Bulk Field Change program allows you to make bulk changes to 

installment bills and credit card/ACH files. You can change the last billed date, change the 

expiration date, and/or change the fee charged for the bill code(s) you specify. 

1 Go to Utilities � System � Installment Billing/ACH Utilities � Installment Bill/ACH/CC Bulk Field Change. 

2 Select the toggles for the installment bills, ACH files, and credit card files you want to change. 

3 Enter an activity, pass, rental, and/or locker room ranges, if applicable. 

4 Select the Change From Billed To Unbilled option to change the status of the selected bills. Then, enter the 

date of the bills you want to change in the For This Date field. 

5 Select the Change Expiration Date option to change the expiration date for the selected installment/credit 

card/ACH bills. 

6 In the Current Expire Date field, enter the last expiration date that is entered in your RecTrac database. 

7 In the New Expire Date field, enter or select the date that you wish to use as the expiration date. 

8 Click More>> to continue to the Installment Bill/ACH/CC Bulk Field Change - Details screen. 

OR 

Click Process to make the specified changes. 

9 On the Details screen, select the Change Bill Fee option to change the bill fee charged for the selected 

installment/credit card/ACH bills. 

10 Enter the bill code you want to change. The bill code type for the code selected in the Billcode field will appear in 

the Type field. You will not visit this field. 

11 In the New Bill Fee field, enter the fee that you wish to use for the selected bill code. 

12 Select the Change Fee If Current Fee For Billcode Is Zero option to make the fee change no matter what the 

current bill code fee is, including if the fee is $0. De-select this option to make the fee change only if the current 

bill code fee is greater than $0. 

13 Click Process to make the specified changes. 

14 Click


Setting Up a Golf Course Group 

Golf course groups are used as the basis for the multi-course tee time dwell option in Golf Touch 

Point of Sale. To set up a golf course group: 

1 Go to Files � Golf � Golf Course Group Maintenance. 

2 Click Add. You will continue to the Golf Course Group Core Information screen. 

3 Enter a course number consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a group description. 

5 In the Golf Courses dual selection list, highlight the applicable courses in the Available column. Click the Add>> 

button to link the courses to this golf course group. 

6 Click Done. 


Setting Up a Hole on a Golf Course 


• You have already set up your golf courses using Golf Course Maintenance. 

If you have not set up your Golf Courses you will be able to add them "on the fly," although the steps 

for doing so are not described in detail. 

1 Go to Files � Golf � Golf Course Maintenance. 

2 Select the golf course for which you wish to create holes. 

3 Click Change. You will proceed to the Golf Course Core Information screen. 

4 Click Holes. 

5 If no holes currently exist for the course you will be prompted as to whether you wish to add one. Click Yes. 

OR 

If holes do currently exist for the course you will proceed to Course Hole Maintenance. Click Add. 

6 Enter the number of the hole. Click Next. 

7 For each tee description that currently exists for this course, enter the hole length, par for hole, and the hole 

handicap rank (a rank of all the holes 1–18, easiest to most difficult). 

8 Click Done. 


Setting Up a Handicap Index for a Set of Tees 


• You have already set up your golf courses using Golf Course Maintenance. 

• You have set up all holes at each golf course using Golf Course Maintenance. 

If you have not set up your Golf Courses you will be able to add them "on the fly," although the steps 

for doing so are not described in detail. 


2 Select the golf course for which you wish to create a handicap index for. Highlight it in the browser box. 

3 Click Change. You will proceed to the Golf Course Core Information screen. 

4 Click H’Cap Index. 

5 You will proceed to Handicap Index Listing screen. Click Add. 

6 Enter the tee for which you are creating the index. 

7 Enter the beginning handicap index to use. Click Next. Enter the ending handicap index and the resulting 

handicap for that range. 

8 Click Done. 

9 Click Exit to return to the Main Menu.. 



Assign Default Tran Codes by Course, Pass Type, Date, Etc. 

1 Go to Files � Golf � Default Golf Green Fees. 

2 Click Add. You will proceed to the Fee Information for New Course screen. 

3 Enter or select a course code. 

4 Enter the description for this default greens fee record. 

5 Select the days of the week on which you want this default green fee to apply. 

6 Select the date range on which you want this default green fee to apply. 

7 Select the time range on which you want this default green fee to apply. 

8 Enter or select the pass types on which you want this default green fee to apply. 

Note: To select more than one code from the picklist, hold down the Control key. 

9 Enter the default 18 hole tran code you want to use for GUI (GolfTrac), WebTrac, and TeleTrac. 

10 Enter the default 9 hole tran code you want to use for GUI (GolfTrac), WebTrac, and TeleTrac. 

11 Click OK. 

12 Repeat steps 2–11 to enter more default golf green fees. 


Setting Up a Weather Record 

The following steps assume that you have already set up your golf courses using the Golf Course 


If you have not set up your golf courses you will be able to add them "on the fly," although the 


1 Go to Files � Golf � Weather Maintenance. 

2 Click Add. You will continue to the Weather Core Information screen. 

3 Enter or select the golf course for which you wish to enter weather information. 

4 Enter or select the date for which you wish to enter weather information. 

5 Click Next. Select the appropriate Course Open Status, Temperature Rating, Humidity Rating, Wind Rating, and 

Precipitation Rating for the selected day and golf course. 


7 Click Done. 

8 Click Exit. 

Setting Up a Player’s Handicap 


• You have already set up your Golf Courses using Golf Course Maintenance. 

• You have set up the player and his/her golf membership pass using Pass Member Maintenance. 

If you have not set up your Golf Courses you will be able to add them "on the fly," although the 


1 Go to Files � Pass � Pass Member Maintenance. You will proceed to the Pass Update Family Member 


2 Enter the pass member’s name, pass number (or swipe the ID card), or Social Security number. Click Name 

Search, Pass Number, or Soc Sec No. On the Family Member Listing screen, highlight the member golf pass 

and click Select. You will proceed to the Pass Member Core Info screen. 

3 Click the Golfer Info radio button at the top of the screen. You will advance to the Golfer Info screen. 

4 Click Handicap. 

6 If no handicap scores currently exist for the golfer, you will be prompted as to whether you wish to add one. Click 

Yes. 

OR 

If scores do currently exist for the golfer, you will proceed to Handicap Score Listing screen. Click Add. 



7 Enter the course, tee, play date, and score that you are posting. 

8 Fill in all fields or leave their default settings. Press F1 for screen-level Help as necessary. 

9 Click Done. 

10 Repeat steps 6-9 for more scores that need to be posted 

OR 

Click Exit. You will be asked if you want to recalculate the Trend Handicap Index. Click Yes to recalculate it. 

Note: the Trend Handicap Index is only calculated for golfers with fiver or more posted scores. 


Setting Up Tee Time Lottery Maximums 

The Tee Time Lottery programs allow you to make tee time reservations based on the results of a 

random spin. Tee Time Lottery is a good way of insuring fair and random reservations during 

known high volume hours when you have more golfers than tee times available. 

There are a number of steps involved in the lottery process, from creating the lottery tee times to 

running the spin. The basic set up is outlined below: 

1. Generate Tee Times with the Lottery Option. Use the Tee Time Slot Generator to do this. You will have to 

delete any existing non-Lottery Tee Times prior to generating the new ones. 

2. Establish new Tee Time Restrictions with the lottery option to control who, when and how often golfers can 

enroll in the lottery. Tee Time Restrictions are optional. 

3. Set up Lottery Maximums to control percentages of golfer types allowed to win a lottery tee time based on the 

pass types held. 

For example: Members holding a G-GOLD pass will get a maximum of 67% of the lottery tee times between 

10:00a – 2:00p. Lottery Maximums are optional. 

4. Enroll golfers into the Lottery using the Tee Time Lottery Enrollment program. Golfers can also enroll into the 

Lottery via the Tee Sheet. 

5. Run the Tee Time Lottery Spin. 

To Set Up Lottery Maximums 

1. Go to Files �� Golf �� Tee Time Lottery Maximums and click Add. 

2. Right-click or press F9 from within the Course field to select the golf course to which this code will apply and 

enter a Description. 

3. Fill out the remaining information, including Pass Types and Maximum Percentage. Press F1 for field level help 

as needed. 

4. Click OK when done. You will proceed back to the Tee Time Lottery Maximums screen. From this screen you 

can: 

• Add another Maximum – Click Add 

• Change an existing line item – highlight and click Change. 

• Delete an existing line item – highlight and click Delete. 

• Exit back to the main menu. 

Tournament Setup 

Setting Up a Golf Tournament 


• You have already set up your golf courses using the Golf Course Maintenance program. 

• You have already set up your tran codes using the Tran Code Maintenance program. 

If you have not set up your golf courses or tran codes you will be able to add them ‘on the fly,’ 

although the steps for doing so are not described in detail. 

1 Go to Files � Golf � Tournament File Maintenance. You will continue to the Tournament Maintenance program. 

2 Click Add. You will continue to the Tournament Core Information screen. 

3 Enter a tournament code consisting of eight or fewer alphanumeric characters. 



For example, GREEN. 

4 Click Next. Enter a title for this tournament. 

For example, Green Mountain Classic. 

5 Enter a description for this tournament. This information will print on selected reports and inquiries. 

For example, The Green Mountain Classic is played in June each year as a benefit event to raise funds for the 

American Cancer Society. 

6 Select the type of this tournament. 

Individual Stroke – The individual golfer with the fewest strokes wins the tournament. 

Individual Match – The individual golfer who wins the most holes wins the tournament. 

Team Match – The team that wins the most holes wins the tournament. 

Team Stroke – The team with the fewest strokes wins the tournament. 

7 Select whether your players will tee off on the 1 st tee, the 1 st and 10 th tees or shotgun (all tees). 

8 Fill in all other fields on this screen to match the parameters of this tournament. 

9 Click Next. You will continue to the Courses/Times screen. 

10 For each day on which the tournament will be played, create a line item entry with the play date, golf course, and 

tee time ranges. 

11 Click Next. You will continue to the Flights screen. Fill in all fields as appropriate for your organization's needs. 

Press F1 for field-level Help as necessary. 

12 Click Next to continue to the Financials screen. 

13 For each fee associated with this tournament, create a line item entry for that charge. Press F1 for field-level Help 

as necessary. 


15 Repeat steps 2–14 for each tournament record that you wish to create. 


Adding a Player Record to a Tournament 

The following steps assume that you have already set up your tournament records. 

1 Go to Files � Golf � Tournament Player Maintenance. 

2 Highlight the tournament to which you wish to add a player. Click the Players button at the bottom of the screen. 

3 You will continue to the Player Listing screen. Click Add. 

4 Right-click or press the F9 key from within the Pass Number field. You will continue to the Pass Number picklist 

screen. Highlight the pass for the player that you wish to add and click Select. 

5 You will return to the Player Update screen where the player’s family member number, pass number and name 

will now be entered on the screen. 

6 Enter the flight, team number, and handicap for this player. 

7 Click Done. 

8 Repeat steps 3–7 for every player that you wish to add to the selected tournament. 

9 Click


To Generate 9 or 18 Hole Tee Times 

1 Go to Period End � Golf � Tee Time Generator 

2 Select the 9 or 18 Hole format you desire from the drop down list located at the top of the screen. 

3 If this is a "9 or 18" format, determine whether you want to View Open Back Nine Tee Times. Enabling this 

toggle will allow you to book the Back Nine before booking the corresponding Front Nine. If you disable this 

toggle, corresponding Back Nine tee times will disappear from your tee sheet once you’ve booked the Front Nine. 

4 Enter the range of courses for which you wish to generate tee times. 

OR 

Press the F9 key or right-click from within the field to select the courses from the picklist 

5 Enter the range of dates for which you wish to generate tee times. 

OR 

Press the F9 key or right-click from within the field to select the dates from calendar. 

6 Enter the range of times during which you wish to generate tee times. 

7 Enter the interval in minutes between tee times. If you want uniform tee times, such as one tee time every 10 

minutes, fill in this field only. If you want to stagger your intervals, you will enter a value here and another in the 

next field. 

For example, tee times could be every 07 minutes, then every 08 minutes, thus making two tee times every 15 

minutes. 

8 If you want to stagger your tee time intervals, enter the second interval in minutes in the Rsvn Hours/Min #2 

field. 

9 Enable Flag every and fill in a value for tee time as a Starter’s Time if you have a Starter and allow him or her 

to squeeze golfers in. ‘Starter’ tee times display as booked on your Tee Sheets and Tee Sheet reports. Flagging 

consistent tee times throughout the day for the Starter is a good way to keep tee times on schedule regardless of 

whether you have a starter. 

10 Select the days of the week on which you wish to create tee times. 

11 In the Skip Dates fields, enter the dates within the selected date range on which you do not want to generate tee 

times, if applicable. 

12 Click Generate to create tee time slots based on the designated criteria. 


Generating Tee Time Slots for Cross Over 

1 Go to Period End � Golf � Tee Time Generator. 

2 Select the Crossover format you desire from the drop down list located at the top of the screen. 

3 Enter the range of courses for which you wish to generate tee times. 

OR 

Press the F9 key or right-click from within the field to select the courses from the picklist 

4 Enter the range of dates for which you wish to generate tee times. 

OR 

Press the F9 key or right-click from within the field to select the dates from calendar. 

5 Enter the range of times during which you wish to generate your first set of cross over tee times. This range 

should equal the total amount of time it takes to play 18 holes. 

For example, if it takes 4 hours and 30 minutes to play 18 holes on this course and you want to start your tee 

times at 7:00 am, you would enter 7:00 am in the Beginning Time field and 11:30 am in the Ending Time field. 

The system would then generate tee times on the 1 st and 10 th holes from 7:00–9:15. It would also then block out 

all tee times from 9:15–11:30 am to allow the golfers to finish the other nine holes (cross over). You may then 

wish to generate another cross over from 12:00pm–4:30pm or you could generate 9 or 18-hole tee time 

reservation slots for the remainder of the day. 

6 Enter the interval in minutes between tee times. If you want uniform tee times, such as one tee time every 10 

minutes, fill in this field only. If you want to stagger your intervals, you will enter a value here and another in the 

next field. 

For example, tee times could be every 07 minutes, then every 08 minutes, thus making two tee times every 15 

minutes. 

7 If you want to stagger your tee time intervals, enter the second interval in minutes in the Rsvn Hours/Min #2 

field. 



8 Enable Flag every and fill in a value for tee time as a Starter’s Time if you have a Starter and allow him or her 

to squeeze golfers in. ‘Starter’ tee times display as booked on your Tee Sheets and Tee Sheet reports. Flagging 

consistent tee times throughout the day for the Starter is a good way to keep tee times on schedule regardless of 

whether you have a starter. 

9 Select the days of the week on which you wish to create tee times. 

10 In the Skip Dates fields, enter the dates within the selected date range on which you do not want to generate tee 

times, if applicable. 

11 Click Generate to create tee time slots based on the designated criteria. 


Setting Up Your PC to Process Touch Screen Tee Time Reservations 

Setting Up Touch Screen Tee Time Reservation for Use 

Before beginning to use Touch Screen Tee Time Daily Processing you will need to: 

• Add Touch Screen Tee Time Icon to your Desktop 

• Change the Screen Resolution Setting 

Add Touch Screen Tee Time Icon to Your Desktop 

Since touch screen capability is not available on the RecTrac signon screen, you will need to 

create an icon to allow your employees to be transported directly to the Touch Screen Tee Time 

Update screen without having to complete the RecTrac signon screen. 

1 Copy the RecTrac live icon currently displayed on the Stealth display. 

2 Right-click on the copied icon and select Rename. 

3 Enter Tee Time Touch Screen as the new icon name. 

4 Right-click on the POS Touch Screen icon and select Properties. 

5 In the Target field find the text -p rt1000. Substitute the following text for this entry: 

-p rt1000c -param gr0356 

6 Click Apply. Click OK to save your change and return to your desktop. 

Changing Screen Resolution Settings 

1 Go to Start � Settings � Control Panel � Display � Select the Settings tab. 

2 In the Screen Area field, adjust the resolution to the desired resolution. 

3 Click Apply. You will receive a message notifying you that Windows will adjust your desktop based on this new 

screen resolution. Click OK. 

4 Click OK. 

5 Close the Control Panel window. 

Setting Up Bag Tags 

Bag Tag Overview 

Bag Tags can be set up in RecTrac to print when a customer pays for a greens fee tran code at a 

selected golf course. In order to use Bag Tags you will need to perform the following set up steps: 

Create a Bag Tag Pass Template 

Link the Template to a Bag Tag Device 

Link the Bag Tag Device to a User ID 

Select to Print Bag Tags at a Golf Course 




1 Go to Files � Pass � Pass Template Maintenance. 

2 Click Add. You will continue to the Template Header Update screen. 

3 In the Template ID field, enter BAGTAG1. 

4 In the Description field, enter Bag Tag Template. Select Pass as the Type. 

5 Click Next. 

6 On the Detail Listing screen, click Add to begin defining the information that you want to display on the bag tag. 

Eltron Note: When designing your template, remember that the Eltron prints at a dot density of 

+/- 203 dpi (dots per inch). Also the higher the row and column numbers, the closer you will be 

printing to the TOP LEFT of the card. For example, row 300 Column 500 will print at the top left of 

the card, whereas row 60 column 300 will print closer to the bottom center of the card. 

Ovation Note: When designing your template, remember that the higher the print row number the 

closer you will be printing to the TOP of the card. For example, print row 300 will print at the top of 

the card whereas print row 60 will print closer to the bottom of the card. 

7 Press F1 to use the online help to build your bag tag template. Click Done when you are finished adding a bag 

tag template line item. 

8 Repeat steps 6 and 7 for each line item that you wish to add to the template. 

9 When you have added all the fields that you want, add one more to act as the END-OF-FORM signal to the 

printer. On the Detail Listing screen, highlight the Row 1/Column 1 End of Form line item in the browser. Click on 

Change. Change the row, column and field information as shown below: 

For the Eltron: 

Row Column Row/Col Option Field Pitch 

350 600 Precise X/Y END-OF-FORM 12 

For the Ovation: 



300 1 Precise Dot Position END-OF-FORM 12 

11 On the Detail Listing screen, click Exit. 

12 At the Pass Template Listing screen, click Exit. You have now successfully created the Bag Tag template that 

will print when greens fees are paid at a specific golf course. 


1 Go to Files � Pass � Pass Template Maintenance. 

2 Click Add. You will continue to the Template Header Update screen. 

3 In the Template ID field, enter BAGTAG1. 

4 In the Description field, enter Bag Tag Template. Select Pass as the Type. 

5 Click Next. 

6 On the Detail Listing screen, click Add to begin defining the information that you want to display on the bag tag. 

Eltron Note: When designing your template, remember that the Eltron prints at a dot density of 

+/- 203 dpi (dots per inch). Also the higher the row and column numbers, the closer you will be 

printing to the TOP LEFT of the card. For example, row 300 Column 500 will print at the top left of 

the card, whereas row 60 column 300 will print closer to the bottom center of the card. 

Ovation Note: When designing your template, remember that the higher the print row number the 

closer you will be printing to the TOP of the card. For example, print row 300 will print at the top of 

the card whereas print row 60 will print closer to the bottom of the card. 

7 Press F1 to use the online help to build your bag tag template. Click Done when you are finished adding a bag 

tag template line item. 

8 Repeat steps 6 and 7 for each line item that you wish to add to the template. 




printer. On the Detail Listing screen, highlight the Row 1/Column 1 End of Form line item in the browser. Click on 

Change. Change the row, column and field information as shown below: 

For the Eltron: 



For the Ovation: 



300 1 Precise Dot Position END-OF-FORM 12 


12 At the Pass Template Listing screen, click Exit. You have now successfully created the Bag Tag template that 

will print when greens fees are paid at a specific golf course. 

Link the Bag Tag Device to a User ID 

1 Go to Files � System � Device Maintenance � Device Assignments. 

2 You will continue to the Device Assignments screen. 

3 Click the + next to User IDs. Highlight a user ID that will be printing bag tags. 

4 Click the down arrow next to the Device Type field. Select BAGTAG from the drop-down list. 

5 Click the down arrow next to the Device to Add field. From the drop-down list, highlight the bag tag device that 

you just created. 

6 Click Add To Linked Devs. 

7 Repeat steps 3–6 for each user ID that will print bag tags. 

8 Click Exit. 

Select to Print Bag Tags at a Golf Course 


2 Highlight the Golf Course at which you wish to print bag tags. 

3 Click Change. You will continue to the Golf Course Core Information screen. 

4 Click Next. You will continue to the Golf Course Receipt/Pass Types screen. 

5 Select the Print Bag Tags option. 

6 Click Done. 

7 Repeat steps 2–6 for each golf course at which bag tags will be printed. 

8 Click Exit. 



CYS Files 

Provider Records 

Linking a Provider to a Program 


• You have already set up your Provider or Staff Member Providers using either the Provider or Staff Member 

Code Maintenance program. 

• You have already set up your programs using the Activity Maintenance program. 


2 Highlight the activity to which you wish to link a provider. 



5 Highlight the section to which you wish to link providers. 

6 Click Change. You will proceed to the Core 1 Section Detail screen. 

7 Click Instructors. 

8 To link a provider, click Add. Highlight the provider you want to add and click Select. 

9 Select the appropriate rate table and click Select. 

10 Repeat steps 8–9 for every provider that you wish to link to this program’s record. 

11 Click


9 Select the Use CYS Rate Calculations? toggle. 

Note: Typically, this option is NOT selected for day care classes that do not allow the 2 nd rate 2 nd 

child discount (e.g., day camps). 

10 Select the CYS Default Installment Billing Frequency for this program. 

11 Highlight the Age Group(s) in the Available column for which this program offers care. Click the Add>> button to 

add this code(s) to the Linked Age Group column. 

12 Click the Sections button. You will need to add a section for every classroom that exists at your center for the 

selected age group(s). 

13 Click Yes when asked if you want to add a new section. You will continue to the Section Core Information 1 

screen. 

14 Enter a section code of 01. Section numbering should always begin with 01 and continue sequentially. 

15 Click Next. Enter a description for the section that will be identifiable in a picklist. 

For example, 3352, Rm 4, FD Inf. Typically, your section description will encompass the following information: 

Building #, Room #, Care Type, and Age Range. 

Using this information, you can tell that the activity described above is located in building number 3352, Room #4, 

and it is a full day infant care class. 

16 In the Fac Type field, enter CDC. 

17 In the Fac Loc field, enter or select the building number. 

18 In the Fac ID field, enter or select the room number. 

19 In the Beg Date field, enter the first date that this class is offered. 

20 In the End Date field, enter 12/31/2099. Since CYS classes are ongoing, you don’t want this class to end. 

21 In the Beg Time field, enter the time at which the first child can be cared for in this room. 

22 In the End Time field, enter the time at which the last child must leave care. 

23 Select the days on which this class meets. 

24 Click Next. You will continue to the Section Maintenance – Core Information 2 screen. 

25 Enter the age range of children that can be accepted into this program. 

26 Enter the maximum number of children that can be enrolled in this class. 

27 Select the Require Current Pass Membership toggle. 

28 Select the Child Care Activity toggle. 

29 Click Next twice to continue to the Fees screen. 

30 Enter all bill codes that apply to the activity. Make sure that the entry in the Amount field is 0.00. (Fees will be 

determined using the CYS Rate table set up earlier.) 

31 Select whether or not you want late fees to be charged multiple times if left unpaid. 


33 Repeat steps 13–32 for every room that offers care for the selected age group. 

34 Click


6 Select the option labeled Include On Web Search For Care if you want to include this age group in the WebTrac 

Search for Care process. 

7 In the Beginning Age and Ending Age fields, enter the youngest and oldest ages that will be included in this 

age grouping. 

8 If you selected to include this code in the Web Search for Care process, enter the text that you wish to 

accompany this option. Press Shift + F7 to spell check the text entered in this field. 

9 Click Done. You will return to the Family Member Age Group Code Maintenance screen. 

10 Repeat steps 2–9 for every CYS Family Member Age Group Code that you wish to add to the system. 

11 When you have finished adding codes, click Exit. 

Linking a CYS Family Member Age Group to a Family Member 


• You have already set up family member age group codes using the Family Member Age Group Code 


• You have already set up your households and family members using the Household and Family Member 

Maintenance programs. 

1 Go to Files � Activity � Household Maintenance. 

2 You will proceed to the Activity Household Selection screen. Click Sponsor Name to proceed to the Household 

Listing screen. 

3 Highlight the household of the family member to which you wish to link a family member age group code. Click 

Select. You will proceed to the Household Maintenance screen. 

4 Click Members. You will proceed to the Family Member Listing screen. Select a family member and click 

Change. 

5 In the Birthdate field, enter the family member’s birth date. Based on this entry, a family member age group code 

will be displayed in the Age Group field listed above the Birthdate field. 

6 Click Done. You will return to the Family Member Listing screen. 

7 Click Exit. 

Setting Up a CYS Housing Area Code 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Housing Area Maintenance. 

2 Click Add. You will continue to the CYS Housing Area Code - Core Information screen. 

3 Enter a CYS Housing Area code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Housing Area code. 

5 In the Web Help Text field, enter the text that you wish to accompany this option when displayed in WebTrac. 

Press Shift + F7 to spell check the text entered in this field. 

6 Click Done. You will return to the Housing Area Code Maintenance screen. 

7 Repeat steps 2–6 for every CYS Housing Area Code that you wish to add to the system. 


Setting Up a CYS Installation Code 

1 Go to Files � CYS � CYS HH/Program Maint � CYS Installation Name Maint. 

2 Click Add. You will continue to the CYS Installation Code - Core Information screen. 

3 Enter a CYS Installation code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Installation code. 

5 Click Done. You will return to the CYS Installation Code Maintenance screen. 

6 Repeat steps 2–5 for every CYS Installation Code that you wish to add to the system. 




Setting Up a National Origin Code 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Ethnicity Maintenance. 

2 Click Add. You will continue to the Ethnicity Code - Core Information screen. 

3 Enter an Ethnicity code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Ethnicity code. 

5 Click Done. You will return to the Ethnicity Code Maintenance screen. 

6 Repeat steps 2–5 for every Ethnicity Code that you wish to add to the system. 


Linking a National Origin to a Family Member 


• You have already set up national origin codes using the National Origin Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link an ethnicity code. Click Select. You will 

proceed to the Household Maintenance screen. 

4 Click Members. You will proceed to the Family Listing screen. Select a family member and click Change. 

5 In the Ethnicity field, press the F9 key or right-click from within the field to select the appropriate national origin 

from the picklist. 

6 Click Done. You will return to the Family Listing screen. 

7 Click Exit. 

Setting Up a CYS Program Type 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Program Type Maintenance. 

2 Click Add. You will continue to the Program Type Code - Core Information screen. 

3 Enter a Program Type code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Program Type code. 

5 Select the Include on Web Search for Care option if you want to include this program in the WebTrac Search 

for Care process. 

6 If you selected to include this code in the Web Search for Care process, enter the text that you wish to 

accompany this option. Press Shift + F7 to spell check the text entered in this field. 

7 Click Done. You will return to the Program Type Code Maintenance screen. 

8 Repeat steps 2–7 for every Program Type Code that you wish to add to the system. 


Linking a Program to a Staff Member 


• You have already set up your Staff Members using the CYS Staff Maintenance program. 

• You have already set up your programs using the Activity Maintenance program. 

1 Go to Files � CYS � CYS Staff Module. 

2 You will proceed to the CYS Staff Maintenance screen. Highlight the staff member to which you wish to link a 

program. 

3 Click Assignments. You will proceed to the Linked Program screen. 

4 Click Add. Notice that the fields at the bottom of the screen are now available for data entry. 



5 In the Activity/Section field, press the F9 key or right-click from within the field to select the appropriate activity 

and section from the picklist. 

6 In the Activity Type field, enter or select the activity type. 

7 In the Facility Type field, enter or select the facility type. 

8 In the Location ID field, enter the location ID. 

9 Select whether this link is active or inactive. 

10 Click OK. 

11 Repeat steps 4–10 for every program that you wish to link to the selected staff member record. 

12 Click



Setting Up a Waitlist Priority Code 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Wait List Priority Maint. 

2 Click Add. You will continue to the Waitlist Priority Code - Core Information screen. 

3 Enter a Waitlist Priority code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Waitlist Priority code. 

5 In the Priority field, enter a priority number. 

6 Click Done. You will return to the Waitlist Priority Code Maintenance screen. 

7 Repeat steps 2–6 for every Waitlist Priority Code that you wish to add to the system. 


Setting Up a Military Branch Code 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Military Branch Maintenance. 

2 Click Add. You will continue to the CYS Military Branch Code - Core Information screen. 

3 Enter a CYS Military Branch code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Military Branch code. 

5 Click Done. You will return to the Military Branch Code Maintenance screen. 

6 Repeat steps 2–5 for every CYS Military Branch Code that you wish to add to the system. 


Linking a CYS Military Branch Code to a Sponsor and/or Spouse 


• You have already set up military branch codes using the Military Branch Code Maintenance program. 




2 You will proceed to the Activity Household Lookup screen. Type in the name of the household or Family Member 

and press Enter. You will proceed to the Family Member Listing screen. 

3 Highlight the household of the family member to which you wish to link a military branch code. Click Select. You 

will proceed to the Household Maintenance/Sponsor Info screen. 

4 In the Branch field, press the F9 key or right-click from within the field to select the appropriate military branch 

code from the picklist. 

5 Click the Spouse Info radial dial, located at the top of the screen. 

6 If a Spouse exists and if the Spouse is affiliated with the Military, repeat Step 4 above. If there is no Spouse or if 

the Spouse is not in the Military, you may skip this step. 

7 Click Done. You will proceed to the Activity Household Lookup screen. 

8 Click Exit. 

Time Saver Note: Right-click or press F9 in the Mil Rank field to make your selection. Doing this will fill in the 

following fields automatically: Branch, Mil Grade and Mil Rank. 

Setting Up a Military Rank and Grade Code 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Military Grade/Rank Maint. 

2 Click Add. You will continue to the Military Rank Code - Core Information screen. 

3 Press the F9 key or right-click from within the field to select the appropriate branch of the military from the picklist. 

4 Enter a Grade. 

5 Enter a Rank code consisting of eight or fewer alphanumeric characters. 



6 Click Next. Enter a Description to accompany the military rank code. 


8 Click Done. You will return to the Military Rank Code Maintenance screen. 

9 Repeat steps 2–8 for every Military Rank Code that you wish to add to the system. 


Linking a Military Rank and Grade Code to a Sponsor and/or Spouse 


• You have already set up your military rank codes using the Military Rank Code Maintenance program. 




2 You will proceed to the Activity Household Lookup screen. Type in the name of the household or Family Member 

and press Enter. You will proceed to the Family Member Listing screen. 

3 Highlight the household of the family member to which you wish to link a military branch code. Click Select. You 

will proceed to the Household Maintenance/Sponsor Info screen. 

4 In the Mil Rank field, press the F9 key or right-click from within the field to select the appropriate militaryrank 


5 Click the Spouse Info radial dial, located at the top of the screen. 

6 If a Spouse exists and if the Spouse is affiliated with the Military, repeat Step 4 above. If there is no Spouse or if 

the Spouse is not in the Military, you may skip this step. 

7 Click Done. You will proceed to the Activity Household Lookup screen. 

8 Click Exit. 

Time Saver Note: Right-click or press F9 in the Mil Rank field to make your selection. Doing this will fill in the 

following fields automatically: Branch, Mil Grade and Mil Rank. 

Setting Up a Military Status Code 

1 Go to Files � CYS � CYS HH/Program Maintenance � CYS Military Status Maintenance. 

2 Click Add. You will continue to the Military Status Code – Core Information screen. 

3 Enter a CYS Military Status code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Military Status code. 

5 Decide whether this status code can be classified as either ‘Military’ or ‘DoD’ and then select the appropriate 

toggle box. 


7 Click Done. You will return to the Military Status Code Maintenance screen. 

8 Repeat steps 2–7 for every CYS Military Status Code that you wish to add to the system. 


Medical Records 

Setting Up an Allergy Code 

1 Go to Files � CYS � CYS Medical Maintenance � Allergy Maintenance. 

2 Click Add. You will continue to the Allergy Code Core Information screen. 

3 Enter an Allergy code consisting of eight or fewer alphanumeric characters. 

For example, A-BEES. 

4 Click Next. Enter a Description to accompany the allergy code. 

For example, Bee Sting Allergy. 




6 Click Done. You will return to the Allergy Code Maintenance screen. 

7 Repeat steps 2–6 for every Allergy Code that you wish to add to the system. 


Linking an Allergy Code to a Family Member 


• You have already set up allergy codes using the Allergy Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link an allergy code. Click Select. You will 


4 Click Members. You will proceed to the Family Listing screen. 

5 Highlight the family member to which you wish to link an allergy code. Click Change. You will proceed to the 

Family Member Maintenance - Core Information screen. 

6 Select the Allergies radio set option at the top of the screen. You will proceed to the Family Member Maintenance 

- Allergies screen. 

7 Click Add Allergy. You will proceed to the Allergy Update screen. 

8 In the Allergy Code field, press the F9 key or right-click from within the field to select the appropriate allergy 



10 Click Update. You will return to the Family Member Maintenance - Allergies screen. 

11 Repeat steps 7–10 for every allergy code that you wish to add to this family member record. 



Setting Up a Basic Care Code 

1 Go to Files � CYS � CYS Medical Maintenance � Basic Care Maintenance. 

2 Click Add. You will continue to the Basic Care Code Core Information screen. 

3 Enter a Medical code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the basic care code. 


6 Click Done. You will return to the Basic Care Code Maintenance screen. 

7 Repeat steps 2–6 for every Basic Care Code that you wish to add to the system. 


Linking a Basic Care Code to a Family Member Record 


• You have already set up basic care codes using the Basic Care Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link a basic care code. Click Select. You will 





5 Highlight the family member to which you wish to link a basic care code. Click Change. You will proceed to the 


6 Select the Medical radio set option at the top of the screen. You will proceed to the Family Member Maintenance 

- Medical screen. 

7 Click Add Med. You will proceed to the Medical Record Update screen. 

8 Select the Basic Care toggle option. 

9 In the Med Code field, press the F9 key or right-click to select the appropriate basic care code from the picklist. 


11 Click Update. You will return to the Family Member Maintenance - Basic Care screen. 

12 Repeat steps 7–11 for every basic care code that you wish to add to this family member record. 


14 Click Exit to return to the Household Selection screen. 


Setting Up an Illness Code 

1 Go to Files � CYS � CYS Medical Maintenance � Illness Maintenance. 

2 Click Add. You will continue to the Illness Code Core Information screen. 

3 Enter an Illness code consisting of eight or fewer alphanumeric characters. 

For example, FEVER. 

4 Click Next. Enter a Description to accompany the illness code. 

For example, Fever of over 100 degrees. 


6 Click Done. You will return to the Illness Code Maintenance screen. 

7 Repeat steps 2–6 for every Illness Code that you wish to add to the system. 


Linking an Illness Code to a Family Member 


• You have already set up illness codes using the Illness Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link an illness code. Click Select. You will 



5 Highlight the family member to which you wish to link an illness code. Click Change. You will proceed to the 


6 Select the Illnesses radio set option at the top of the screen. You will proceed to the Family Member Maintenance 

- Illness screen. 

7 Click Add Illness. You will proceed to the Illness Update screen. 

8 In the Illness Code field, press the F9 key or right-click from within the field to select the appropriate illness code 

from the picklist. 


10 Click Update. You will return to the Family Member Maintenance - Illness screen. 

11 Repeat steps 7–10 for every illness code that you wish to add to this family member record. 






Setting Up a Medical Condition Code 

1 Go to Files � CYS � CYS Medical Maintenance � Medical Condition Maintenance. 

2 Click Add. You will continue to the Medical Condition Code Core Information screen. 

3 Enter a Medical Condition code consisting of eight or fewer alphanumeric characters. 

For example, DDELAY. 

4 Click Next. Enter a Description to accompany the medical condition code. 

For example, Developmental Delay. 


6 Click Done. You will return to the Medical Condition Code Maintenance screen. 

7 Repeat steps 2–6 for every Medical Condition Code that you wish to add to the system. 


Linking a Medical Condition Code to a Family Member 


• You have already set up medical condition codes using the Medical Condition Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link a medical condition code. Click Select. 

You will proceed to the Household Maintenance screen. 


5 Highlight the family member to which you wish to link a medical condition code. Click Change. You will proceed 

to the Family Member Maintenance - Core Information screen. 




8 Select the Med Condition toggle. 

9 In the Med Code field, press the F9 key or right-click from within the field to select the appropriate medical 

condition code from the picklist. 


11 Click Update. You will return to the Family Member Maintenance - Medical screen. 

12 Repeat steps 7–11 for every medical condition code that you wish to add to this family member record. 




Setting Up a Medication Code 

1 Go to Files � CYS � CYS Medical Maintenance � Medications Maintenance. 

2 Click Add. You will continue to the Medication Code Core Information screen. 

3 Enter a Medication code consisting of eight or fewer alphanumeric characters. 

For example, INSULIN. 

4 Click Next. Enter a Description to accompany the medication code. 

For example, Insulin Injection. 


6 Click Done. You will return to the Medication Code Maintenance screen. 

7 Repeat steps 2–6 for every Medication Code that you wish to add to the system. 




Linking a Medication Code to a Family Member 


• You have already set up medication codes using the Medication Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link a medication code. Click Select. You will 



5 Highlight the family member to which you wish to link a medication code. Click Change. You will proceed to the 





8 Select the Medication toggle. 

9 In the Med Code field, press the F9 key or right-click from within the field to select the appropriate medication 



11 Click Update. You will return to the Family Member Maintenance - Medical screen. 

12 Repeat steps 7–11 for every medication code that you wish to add to this family member record. 




Staff Records 

Setting Up a Staff Member Record 

When setting up your staff member records, you MUST complete all three file maintenance 

screens in order for daily processing functions to complete properly. After setting up all of your 

staff members, you will need to revisit their records to update each member’s background checks, 

medical evaluations, and training requirements with valid dates and information. 

1 Go to Files � CYS � CYS Staff Module 

2 You will proceed to the Staff Member Code Maintenance screen. Click Add. 

3 Enter the staff member’s last name in the Staff ID field. 

For example, RILEY. 

4 Click Next. Enter the staff member’s social security number. 

5 Enter the staff member’s full name, street address, email address and phone number. 

6 Select whether this staff member’s status is Active, LWOP (Leave Without Pay), or Resigned. 

7 Select whether this staff member’s appointment is Full, Part, Flex, or Seasonal. 

8 In the Ethnic field, select this staff member’s ethnicity from the drop-down list. 

9 Enter the date that this staff member was hired in the Date Staff Hired field. 

10 Enter this staff member’s date of birth in the Staff Person Date of Birth field. 

11 Enter or select the name of this installation. 

12 Enter or select this staff member’s pay plan, grade and assignment. 

13 Enter or select this staff member’s job series and title. 

14 Click Next. You will continue to the Staff Member – History screen. 



15 Fill in all fields on this screen. This information will be used during the background check process. Press F1 for 

more detailed field explanations if necessary. 

16 Click Next. You will continue to the Staff Member – Emergency screen. 

17 Enter this staff member’s sponsor’s name, address, and Social Security number. 

18 Enter or select the staff member’s sponsor’s military status, branch, grade, rank and work phone number. 

19 Select whether this sponsor is a spouse or dependent of this staff member. 

20 Click Done. You will return to the Staff Member File Maintenance main screen. 

21 Click the Load Std Codes button to update all the "button" data. 

22 Repeat steps 2–21 for every staff member employed by your center. 


See Also: 

Linking a Certification code to a Staff Member 

Linking an Administrative Action code to a Staff Member 

Linking a Background Check code to a Staff Member 

Linking a Medical Requirement code to a Staff Member 

Linking a Benefit code to a Staff Member 

Linking a Recognition code to a Staff Member 

Linking a Training code to a Staff Member 

Linking a Comment code to a Staff Member 

Linking a Program to a Staff Member 

Adding a Comment to a Staff Member’s Record 

The following steps assume that you have already set up your staff member codes using the Staff 

Member Code Maintenance program. 


2 Highlight the staff member to whom you wish to add a comment. 

3 Click Comments. You will continue to the Staff Member - Comment Update screen. 

4 Click Add. 

5 In the Comment Date field, leave the default date or enter the date for this comment. 

OR 


6 Enter the comment text that you wish to link to this staff member. 

7 Click Save. 

8 Repeat steps 4–7 for each comment that you wish to add to this staff member’s record. 

9 Click



Setting Up a Staff Pay Assignment Code 

1 Go to Files � CYS � CYS Staff Maintenance � Staff Pay Assignment Maint. 

2 Click Add. You will continue to the Staff Pay Level Code - Core Information screen. 

3 Enter a Staff Pay Level code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Staff Pay Level code. 

5 Click Done. You will return to the Staff Pay Level Code Maintenance screen. 

6 Repeat steps 2–5 for every Staff Pay Level Code that you wish to add to the system. 


Setting Up a Staff Job Series Code 

1 Go to Files � CYS � CYS Staff Maintenance � Staff Job Series Maintenance. 

2 Click Add. You will continue to the Staff Job Series Code - Core Information screen. 

3 Enter a Staff Job Series code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Staff Job Series code. 

5 Click Done. You will return to the Staff Job Series Code Maintenance screen. 

6 Repeat steps 2–5 for every Staff Job Series Code that you wish to add to the system. 


Setting Up a Staff Job Title Code 

1 Go to Files � CYS � CYS Staff Maintenance � Staff Job Title Maintenance 

2 Click Add. You will continue to the Staff Job Title Code - Core Information screen. 

3 Enter a Staff Job Title code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Staff Job Title code. 

5 Enter a Subtotal Field entry if needed. 

6 Click Done. You will return to the Staff Job Title Code Maintenance screen. 

7 Repeat steps 2–6 for every Staff Job Title Code that you wish to add to the system. 


Setting Up a Staff Cred/Evaluation Code 

1 Go to Files � CYS � CYS Staff Maintenance � Staff Cred/Eval Maintenance. 

2 Click Add. You will continue to the Staff Credentials Code - Core Information screen. 

3 Enter a Staff Credentials code consisting of eight or fewer alphanumeric characters. 

4 Click Next. Enter a Description to accompany the Staff Credentials code. 

5 Select the option labeled Standard Staff Code if this staff code is generally required for staff member records. 

Staff codes with this option selected can be linked to a staff member record by clicking the Load Std Codes 

button on the CYS Staff Maintenance screen instead of having to link each code individually. 

6 Click Done. You will return to the Staff Cred/Evaluation Code Maintenance screen. 

7 Repeat steps 2–6 for every Staff Cred/Evaluation Code that you wish to add to the system. 




Linking a Staff Cred/Evaluation Code to a Staff Member 


• You have already set up your staff member codes using the Staff Member Code Maintenance program. 

• You have already set up your staff cred/evaluation codes using the CYS Staff Cred/Evaluation code 



2 Highlight the staff member to whom you wish to link a certification. 

3 Click Credential/Eval. You will continue to the Credential/Evaluations screen. 

4 Click Add. 

5 Highlight the credential code(s) you want to add. Hold down the Control key to select more than one credential 

code. Click OK. 

6 In the Credential Date field, enter the date on which the staff member received this certification. 

OR 


7 In the Due Date field, enter or select the next due date for this credential/evaluation. 

8 Enter any applicable credential/evaluation comments in the Details box. 

9 Click Save. 

10 Repeat steps 4–9 for each certification that you wish to link to this staff member’s record. 

11 Click


8 In the Action Reason field press the F9 key or right-click to select the reason that this administrative action was 

taken. 

9 Enter all applicable details/comments in the Details box. 

10 Click Save. 

11 Repeat steps 4–10 for each administrative action code that you wish to link to this staff member’s record. 

12 Click


12 Repeat steps 4–11 for each background check that you wish to link to this staff member’s record. 

13 Click


Linking a Staff Recognition Code to a Staff Member 


• You have already set up your staff member codes using the Staff Member Code Maintenance program. 

• You have already set up your staff recognition codes using the CYS Staff Recognition Maintenance program. 


2 Highlight the staff member to whom you wish to link a recognition. 

3 Click Recognition. You will continue to the Recognitions screen. 

4 Click Add. 

5 Highlight the recognition code(s) you want to add. Hold down the Control key to select more than one recognition 

code. Click OK. 

6 In the Recognition Date field, enter the date on which the staff member received this recognition. 

OR 


7 Enter any applicable comments in the Details box. 

8 Click Save. 

9 Repeat steps 4–8 for each recognition that you wish to link to this staff member’s record. 

10 Click


12 Repeat steps 1–11 for every training item that you wish to add to this provider’s record. 

13 Click


4 Click Add. 

5 Highlight the benefit code(s) you want to add. Hold down the Control key to select more than one benefit code. 

Click OK. 

6 Enter any applicable comments in the Details box. 

7 Click Save. 

8 Repeat steps 4–7 for each benefit code that you wish to link to this staff member’s record. 

9 Click


DoD Income Categories 

Updating DoD Income Categories 

Your CYS database will come pre-loaded with all of the current DoD income categories that will 

be used to determine applicable rates to be charged for each household’s children in care. Use 

the following steps to update your DoD Income categories on an annual basis. 

1 Go to Files � CYS � CYS Financial Maintenance � DoD Income Category Maintenance. 

2 Highlight the first DoD Income Category in the browser box. 

3 Click Change. You will continue to the DoD Income Category - Core Information screen. 

4 Enter the effective date for this rate. 

5 Enter the lower and upper income limits for this DoD Income Category. 

6 Click Done. You will return to the DoD Income Category Maintenance screen. Notice that the next consecutive 

DoD Income Category is already highlighted in the browser box. 

7 Repeat steps 2–6 for every DoD Income Category that you wish to update. 

8 When you have finished updating all of the categories, click Exit. 

Shots/Immunizations 

Setting Up a Shot/Immunization Code 

1 Go to Files � CYS � Medical Maintenance � Shots Maintenance. 

2 Click Add. You will continue to the Shot/Immunization Code - Core Information screen. 

3 Enter a Shot/Immunization code consisting of eight or fewer alphanumeric characters. 

For example, DPT02. 

4 Click Next. Enter a Description to accompany the shot/immunization code. 

For example, 2 Mo DPT and TOPV. 


6 Click Done. You will return to the Shot/Immunization Code Maintenance screen. 

7 Repeat steps 2–6 for every Shot/Immunization Code that you wish to add to the system. 


Linking a Shot/Immunization Code to a Family Member 


• You have already set up shot/immunization codes using the Shot/Immunization Code Maintenance program. 






3 Highlight the household of the family member to which you wish to link a shot/immunization code. Click Select. 

You will proceed to the Household Maintenance screen. 


5 Highlight the family member to which you wish to link a shot/immunization code. Click Change. You will proceed 

to the Family Member Maintenance - Core Information screen. 

6 Select the Shots radio set option at the top of the screen. You will proceed to the Family Member Maintenance - 

Shots screen. 

7 Click Add Shot. You will proceed to the Shot Update screen. 

8 In the Shot Code field, press the F9 key or right-click from within the field to select the appropriate 

shot/immunization code from the picklist. 


10 Click Update. You will return to the Family Member Maintenance - Shots screen. 



11 Repeat steps 7–10 for every shot/immunization code that you wish to add to this family member record. 



USDA Income Categories 

Updating USDA Income Categories 

Your CYS database will come pre-loaded with all of the current USDA income categories that will 

be used to determine applicable meal reimbursement categories for each household’s children in 

care. Use the following steps to update your USDA Income categories on an annual basis. 

1 Go do Files � CYS � CYS Financial Maintenance � USDA Category Maintenance. 

2 Highlight the first USDA Income Category in the browser box. 

3 Click Change. You will continue to the USDA Income Category – Core Information screen. 

4 Enter the effective date for this category. 

5 Enter the family size for this income category. 

6 Enter the income limits for free and reduced fee services categories. 

7 Click Done. You will return to the USDA Income Category Maintenance screen. Notice that the next consecutive 

USDA Income Category is already highlighted in the browser box. 

8 Repeat steps 2–7 for every USDA Income Category. 

9 Click Exit. 

Hourly Care 

Setting Up CYS Hourly Visit Fees 


2 Highlight the Pass Type for which you wish to setup up CYS Hourly visit fees. Click Change. 

3 Select the CYS radio set. 

OR 

Click Next four times to continue to the Pass Type Maintenance - CYS Features screen. 

4 Enter the hourly fees for the first, second, third and fourth child. Even if the same fee is used you MUST enter a 

fee in each field. 

5 In the Hourly Time Block in Minutes field, enter a time block that indicates how often each fee is charged (e.g., 

30 minutes, 60 minutes, etc.). 

6 If there is a minimum amount that can be charged for hourly fees, enter this amount in the Minimum Hourly Fee 

To Charge field. If there is not a maximum amount enter 999,999.00. 

7 Select the toggle option labeled Round Hourly Fees UP Based on Time Blocks if you want CYMS to charge a 

member for the next full time block after the swipe out if the swipe out does not take place at the very end of a 

specified time block. 

For example, if someone logged 1.5 time blocks (90 minutes) and you selected this toggle you would charge the 

pass holder for 2 time blocks. If you did not select this toggle you would charge the customer for 1 time block. 

8 Select the appropriate Visit Fee Rounding Factor option for your needs. 

9 Select the Include Registrations For This Pass On Annual Report toggle to include registrations linked to this 

pass on the CYMS annual report. 

10 If hourly late fees apply after a certain time, enter the time(s) into the Hrly Late Start fields. 

11 If full day late fees apply after a certain time, enter the time(s) into the Full Late Start fields. 

12 In the Late Fee Amount (by the block) field, enter the late fee to be charged per time block. 

13 In the Late Fee Time Block in Minutes field, enter how often the late fee should be charged. For example, if you 

enter 15 in this field the late fee will be charged every 15 minutes. 

14 If there is a maximum late fee that can be charged, enter this amount in the Maximum Late Fee to Charge field. 

15 Select the option labeled Round Late Fees UP Based on Time Blocks if you want CYMS to charge a member 

for the next full time block after the swipe out if the swipe out does not take place at the very end of a specified 

time block. 




17 Repeat steps 2–16 for every Pass Type for which you wish to set up an hourly fee. 


Setting Up CYS Hourly Care Slots 

In order to track and organize hourly care slots, you will use a feature in RecTrac that was 

originally intended to track court reservations. This procedure should be run consistently at 

selected intervals to create hourly time slots so that you are always able to process hourly care 

reservations for a selected period of time in the future. 

The following steps assume that you have already set up your facilities (rooms). 

1 Go to Period End � Court � Court Slot Generator. 

2 In the Beginning Court field, enter the first CYS room in the range of rooms for which you wish to generate 

hourly care slots. 

OR 

Press the F9 key or right-click from within the field to select the appropriate room from the picklist. 

Note: In order for CYS facilities to be displayed in these picklists, the ‘Is this a Court Facility?’ 

toggle must be selected on the Facility Maintenance - Core Information screen. 

3 In the Ending Court field, enter or select the last CYS facility in the range of facilities for which you wish to 

generate hourly care slots. 

4 In the Beginning Date and Ending Date fields, enter the range of dates for which you wish to generate hourly 

care slots. 

OR 

Press the F9 key or right-click from within the field to select the appropriate dates from the calendar. 

5 In the Beginning Time and Ending Time fields, enter the range of times for which you wish to generate hourly 

care slots for the date range selected. 

Note: The ending time is the last time block for which reservations will be accepted. 

6 In the Rsv’n Hrs/Min field, enter the size of the time block in minutes for which you wish to generate hourly care 

time slots. This entry should be the minimum amount of time for which you accept hourly care reservations. 

Typically this entry will be either 15 or 30 minutes. 

7 In the Max Booking Count field, enter the maximum number of hourly care slots available for each of the rooms 

selected above. 

8 Select the days of the week for which you wish to generate hourly care slots. 

9 In the Skip Dates fields, enter any days in the selected range for which you do not wish to generate hourly care 

slots. 

10 Click Generate. You will proceed to a question box that will ask you to confirm your wish to generate hourly care 

slots. 

11 Click Yes. When the generator is finished, you will return to the Court Slot Generator screen. 


13 To validate the time slots that you created go to Inquiry � Court � Court Reservation Inquiry. 

Creating CYS Hourly Hot Buttons 

The buttons displayed on the Express Court Reservations (Daily � Court � Express Courts) 

screen are created and maintained in Hot Button Maintenance. Court Hot Buttons need to be 

created before you can use the Express Courts Reservation feature. See the Court Files section 

earlier in this document for instruction on creating CYS Hourly Hot Buttons. 



Patron Self Registration 

Setting Up Patron Self Registration For Use 

In order to use the Patron Self Registration feature, you will need to enter information into each of 

the different categories that is specific to your base’s CYS program. In order to do this you will 

need to complete the following steps: 

Make a Backup Copy of the Pre-Loaded Documents: 

The CYS program comes preloaded with documents for each of the view options listed on the 

Child Development Services - Information screen. Before creating your own specific documents 

to replace these documents, you may want to backup the generic documents for use when you 

may decide to edit your own specific documents. To do so, complete these steps: 

1 In Windows Explorer, go to the location of the RecTrac CYMISC directory (…vsi\rectrac\cymisc). 

2 Copy all of the files listed in this directory. 

3 Paste the files copied from the CYMSMISC directory into your predetermined location for backup documentation. 

The following files should now be saved into your backup directory: 

File Description 

button.btn CYS hot buttons 

CDCinfo.doc CDC information Word document 

CDCinfo.rtf CDC information RTF file 

Events.doc Upcoming events Word document 

Events.rtf Upcoming events RTF file 

Providerinfo.doc Provider information Word document 

Providerinfo.rtf Provider information RTF file 

GenInfo.doc General information Word document 

GenInfo.rtf General information RTF file 

LoclInfo.doc Local policies/offerings Word document 

LoclInfo.rtf Local policies/offerings RTF file 

Patron.doc Patron info Word document 

Patron.rtf Patron info RTF file 

SASinfo.doc SAS information Word document 

SASinfo.rtf SAS information RTF file 

SPSinfo.doc SPS information Word document 

SPSinfo.rtf SPS information RTF file 

SPSopt.doc SPS child care options Word document 

SPSopt.rtf SPS child care options RTF file 

SPSsuprt.doc SPS support services Word document 

SPSsuprt.rtf SPS support services RTF file 

WaitList.doc Wait list information Word document 

WaitList.rtf Wait list information RTF file 



Creating the Document to View: 

1 In MS Word open a new document. Enter all applicable information for the selected topic. 

2 When you have finished writing the document click File � Save As. 

3 Select the Save In location as the location where you originally located the \cymisc directory. 

4 In the File Name field, enter the name of the file. This entry should exactly match the entries listed above based 

on the information that the document outlines. For example, if you just wrote a document concerning your military 

base’s local policies and offerings, you would save the document as ‘LoclInfo.rtf’. If you do not use the same file 

names as designated above the system will be unable to find the correct document during the Patron Self 

Registration - Information Viewing process. 

5 In the Save As Type field select *.rtf. 

6 Click Save. 

Setting the Document Location for the Applicable User ID: 

In addition to the steps outlined above, you will need to set the Patron Self Registration Work 

Station’s user ID to look for the documents in the appropriate location. To do so: 


2 Select the Location device linked to the User ID that you use on the work station that displays the Patron Self 

Registration screens. 

3 Click Change. 

4 In the Misc CYS Loc field, enter the location of the cymisc directory that contains the documents that you wish to 

display during the Patron Self Registration - Information Viewing process. 

For example, c:\vsi\rectrac\cymisc\ 

5 Click Done. 

6 Click Exit. 

CYS Pass Types 

Setting Up a CYS/Youth Center Pass Type 

Your CYS database comes pre-loaded with all the passes that you will issue to either CDC, 

Provider or Youth Center services enrollees. The following passes currently exist in your new 

CYS database: 

Pass Type Sell to: 

CY-CHILD (Child Pass) Children from 0 – 5 years of age 

CY-SAS (School Age Pass) Children from 6 – 12 years of age 

CY-MST (MS/Teen Pass) Children from 13 – 18 years of age 

CY-MZZ (YS Privilege) All children with CY-CHILD or CY-SAS 

passes. 

Complete the following steps to customize these pass types for your installation. 


2 Highlight the CY-CHILD pass type in the browser box. 

3 Click Change. You will continue to the Pass Type Maintenance – Core Information screen. 



4 Click Next four times or select the CYS radio button at the top of the screen to continue to the Pass Type – CYS 

Features screen. 

5 Enter the hourly fees for the first, second, third and fourth child. Even if the same fee is used, you MUST enter a 

fee in each field. 

6 In the Hourly Time Block in Minutes field, enter a time block which indicates how often each fee is charged 

(e.g., 30 minutes, 60 minutes, etc.). 

7 If there is a minimum amount that can be charged for hourly fees, enter this amount in the Minimum Hourly Fee 

To Charge field. If there is not a maximum amount enter 999,999.00. 











10 Select the appropriate visit rounding fee option for your needs. 

11 Select the Include Registrations For This Pass On Annual Report toggle to include registrations linked to this 

pass on the CYMS annual report. 

12 If hourly late fees apply after a certain time, enter the time(s) into the Hrly Late Start fields. 

13 If full day late fees apply after a certain time, enter the time(s) into the Full Late Start fields. 

14 In the Late Fee Amount (by the block) field, enter the late fee to be charged per time block. 

15 In the Late Fee Time Block in Minutes field, enter how often the late fee should be charged. For example, if you 

enter 15 in this field the late fee will be charged every 15 minutes. 

16 If there is a maximum late fee that can be charged, enter this amount in the Maximum Late Fee to Charge field. 

17 Select the option labeled Round Late Fees UP Based on Time Blocks if you want CYMS to charge a member 

for the next full time block after the swipe out if the swipe out does not take place at the very end of a specified 

time block. 


19 Repeat steps 2–18 for the CY-SAS and CY-MST pass types. 


CYS Financial Settings 

Setting Up CYS Rates 

Your new CYS database comes preloaded with all of the rate categories that will be required for 

CYS daily processing. You will need to adjust the fee values for each rate type to reflect the fees 

charged at your specific installation. Complete the following steps to update this information. 

1 Go to Files � CYS � CYS Financial Maintenance � CYS Rates Maintenance. 

2 Highlight the first rate that appears in your browser. 

3 Click Change. You will proceed to the CYS Rate Maintenance – Core Information screen. 

4 Enter the amount charged per month for a first child in his first program, a first child enrolled in his second 

program, a second child enrolled in his first program, and a second child enrolled in his second program. 

Note: For third, fourth, fifth, etc. children, the second child rates are used. 

Note: Fees MUST be rounded to the nearest dollar. 

5 Click Done. 

6 Repeat steps 3–5 for all Rate codes listed in the browser box. 

7 Click Exit. 



Setting Up CYS Parameters Entries 

The CYS Parameter File holds miscellaneous fee information that is used throughout the CYS 

system for multiple purposes. You will need to visit this program to customize USDA 

reimbursement rates, administrative tier rates, late payment fees, and meal serving times for your 

installation. In some instances, these entries are merely defaults and you will have the opportunity 

to change them during processing functions. In these cases you should enter the value that 

applies to the majority of centers/Providers at your installation. 

Complete the following steps to customize CYS parameters for your installation: 

1 Go to Files � CYS � CYS Financial Maintenance � USDA Reimb Rate Maint. 

2 For CDC centers and Providers, enter the amount that the center or provider is reimbursed for each meal in the 

designated reimbursement type. 

3 Typically, the USDA will reimburse CDC and/or Provider a set amount for every facility/provider. It is usually set 

up such that ‘x’ amount of providers/centers get a reimbursement amount for ‘x’ number of providers/centers. 

For example, suppose the following tier setup is used to determine the amount of reimbursement. 

Tier ‘X’ Centers Flat Amount 

1 10 $50.00 

2 15 $40.00 

3 20 $30.00 

4 25 $20.00 

Using this tier setup for 18 centers, we can determine that the following reimbursements would take place each 

month: 

Tier 1 = $500.00 (10 x 50) 

Tier 2 = $200.00 (5 x 40) 

Tier 3 = $90.00 (3 x 30) 

Tier 4 = 0 

4 Enter the default times at which each meal/snack is charged. This information will be used in conjunction with 

attendance tracking features to determine which children were present when each meal was served. 

5 Click Next. 

6 If you plan to charge parents of your enrollees when their payment has not been received before a selected date, 

enter the aging date(s) and fee(s) that you wish to charge based on how late the payment arrives. 

7 Enter the number of grace days before the late fee will be charged as well as whether you wish to include 

weekends or holidays in the number of aging days. 

Note: You may also just update charges during fee processing for the households that you wish 

to charge late fees. 

8 Click Done. 

Setting Up an Agency Pay Code 

In order to use agency vouchers as payment for CYS care, you will need to set up a 

corresponding payment type. You will need to set up an agency pay code for every agency from 

which you accept vouchers as payment. 

1 Go to Files � System � Finance Codes Maintenance � Payment Code Maintenance. 

2 Click Add. You will continue to the Payment Code Maintenance - Core Information screen. 

3 Enter a unique pay code consisting of two or fewer digits. 

4 Click Next. Click the down arrow in the pay type field. Select Disc/Agency. 

5 Select Active as the status. 

6 Enter a description for this Agency Pay Code. 

For example, Red Cross. 



7 Enter a screen description for the pay code. 

8 Click Next. You will continue to the Payment Code Maintenance – G/L Information screen. 

9 If you will be interfacing your financial information into another financial software package, enter the appropriate 

offset accounts for this pay type. 


11 Repeat 2–10 for every agency from which you accept vouchers as payment. 


Personal Trainer Files 

Setting Up a Personal Trainer Record 

1 Go to Files � PT � Trainer Maintenance 

OR 

Go to Files � Activity � Instructor Maintenance. 

2 Click Add. You will continue to the Instructor Core Information screen. 

3 In the Instructor ID field, enter a personal trainer ID consisting of eight or fewer alphanumeric characters. 

For example, BROWN, D 

4 Click Next. Enter the personal trainer's Social Security or Tax ID Number, Name, Address and Home, Work, 

and Emergency Phone numbers. 

5 Complete all remaining fields on this screen, or leave their default settings. Press F1 for field-level Help as 

needed. 

6 Select the Is This a Personal Trainer toggle. 

7 Click Next. You will proceed to the Qualifications screen. 


9 Click the PT Links button at the bottom of the screen. 

10 You will be prompted with the following message: "No Trainer Links Have Been Created! Do You Want To Add 

One?" Click Yes. You will continue to the Personal Trainer Links screen, where you will specify the qualifications, 

facilities, and fees linked to this personal trainer. 

11 In the Purpose field, press the F9 key or right-click from within the field to select the appropriate qualification 


12 In the Facility field, enter or select the facility in which this personal trainer typically works. 

Note: If you did NOT select the Do NOT reserve a Facility with P/T Reservations? option on 

your linked Daily Processing device, when you make a personal trainer reservation RecTrac will 

check for facility conflicts, and if none exist reserve the facility during the personal trainer 

reservation block. 

13 In the Bill Code fields, enter or select the bill codes that are charged for working with this personal trainer. Adjust 

the Amount, Count, Required, Fee Codes, and Dsc fields as needed. 

14 Click Done. You will return to the Personal Trainer Links screen. Click Add and repeat steps 11–13 for each link 

that you wish to create for this personal trainer. 

15 Click


Setting Up Qualification Codes for Instructors, Referees, and Trainers 

1 Go to Files � Activity � Instructor Qualification ID Maintenance. 

OR 

Go to Files � League � Referee Qualification Maintenance. You will proceed to the Qualification ID 


2 Click Add. You will proceed to the Qualification ID Core Information screen. 

3 Enter the Qual ID and click Next. 

4 Enter the Description. 

5 Click Done. You will return to the Qualification ID Maintenance screen. 


Note: You can link qualification codes to instructors/referees in Instructor/Referee/Trainer 

Maintenance (Files � Activity or League) on the Qualifications screen. 

Linking Qualifications, Facilities and Fees to Personal Trainers in Bulk 


• You have already set up your personal trainer records. 

• You have already set up your facility records. 

• You have already set up your trainer qualification codes. 

• You have already setup your personal trainer bill codes. 

If you have not already performed these setup steps, do so before continuing. 

Important Note: This program will create links for every combination of qualifications, facilities 

and fees selected. For example, if you selected Qualifications 1, 2, and 3 and Facilities A, B, and 

C for every personal trainer selected the following job links will be created: 1A, 1B, 1C, 2A, 2B, 

2C, 3A, 3B, 3C. 

1 Go to Files � PT � Trainer Facility Links Creation. 

2 Enter the range of instructors (personal trainers) that you wish to link to a selected set of features. 

OR 

Press the F9 key or right-click from within the field to select the appropriate instructor IDs from the picklist. 

3 Using the dual selection lists, add or remove qualifications in the Linked (right) column until it reflects the ones 

that you wish to link to the selected personal trainers’ records. 

4 Using the dual selection lists, add or remove facilities in the Linked (right) column until it reflects the ones that you 

wish to link to the selected personal trainers’ records. 

Note: If you do NOT have the Do NOT reserve a Facility with P/T Reservations? option 

selected in your linked Daily Processing device, when you make a personal trainer reservation 

RecTrac will check for facility conflicts, and if none exist reserve the facility during the personal 

trainer reservation block. 

5 Click Details>> to continue to the Personal Trainer Facility Links - Details screen. 

6 Enter or select the personal trainer bill code(s) that you wish to charge for this personal trainer. Adjust the 

amount, count, required, fee codes and discount as necessary. 


8 Click Process to begin linking the selected personal trainers to the selected qualifications, facilities, and fees. 




Linking a Question Group to a Personal Trainer 

These instructions show you how to link a grouping of questions to a specific personal trainer 

record in your database. These questions will display during Personal Trainer Reservation 

Processing after the user clicks either the Select or Fees button. Please note that you can link a 

different question grouping to each trainer record linked to a personal trainer’s record. 

For example, a trainer possesses expertise in the areas of weight and distance running training. 

Therefore, there are two records linked to this Personal Trainer on the Trainer Links screen. 

Depending on the area that a customer wishes to train, the trainer needs to collect different 

information. For weight training, the trainer needs to know information about the customer’s 

current weight lifting abilities. For distance running training, the trainer needs to know information 

about the customer’s current running and stamina abilities. 



1 Go to Files � PT � Trainer Maintenance. 

2 Highlight the personal trainer to whom you wish to link a question group. Click Change. 

3 Click the PT Links button at the bottom of the screen. You will continue to the Personal Trainer Links screen. 

4 Highlight the Personal Trainer record to which you wish to link a question group. Click Change. 

5 In the Question Group field, enter or select the grouping of questions that you would like to display during 

personal trainer reservation processing. 

6 Click Done. 

7 Repeat steps 4–6 for every record under the selected personal trainer for which you wish to link a question 

grouping. 

8 Click


7 Enter the dates within the selected date range on which you do not want to generate personal trainer reservation 

slots, if any. 

8 Click Generate to create personal trainer slots based on the designated criteria. 

9 Click Exit. 

Updating Trainer Notes/No Show Statuses 

Complete the following steps to add trainer notes and/or update the no-show status linked to a 

selected trainer reservation. 

1 Go to Files � PT � Trainer Note/No Show Update. 

2 Enter the personal trainer ID for which you wish to update the notes/no show status. 

OR 

Press the F9 key or right-click from within the field to select the appropriate personal trainer ID from the picklist. 

3 In the Purpose field, enter or select the personal trainer qualification ID for which you wish to update the notes/no 

show status. 

4 Enter the range of reservation dates for which you wish to update the notes/no show status. 

OR 

Press the F9 key or right-click from within the field to select the appropriate dates from the calendar. 

5 Click Next. You will continue to the Trainer Reservation Selection screen. 

6 Highlight the Trainer Reservation in the browser box for which you wish to update the notes/no show status. 

7 Click Update. You will continue to the Trainer Note/No Show Record Update screen. 

8 Enter the notes that you wish to link to this personal trainer reservation in the Notes field. 

9 Select whether you wish to flag this reservation as a no-show. 


11 Click


Chapter 2: Processing Daily Work 

Global/Household Daily Work 

Tracking Households by Street Addresses 

If your organization sells or distributes passes, memberships, or some other option based on 

members’ street addresses, you may wish to make sure that no one is falsifying their legal 

residence in an effort to receive a residence based benefit. This procedure will walk you through 

the steps required to adequately track households by street address. 

Uploading Address Information - One Time Only 

If you upgraded to RecTrac from 9.5a5 or earlier (9.5a4, etc.) and did NOT have the Track HH 

By Street Address option selected in Static Parameters, in order to be able to correctly query 

household street address information, the data must initially be copied to another table. To do so: 

1 Go to Utilities � System � Household Utilities � Household Street Address Upload. 

2 Select the Upload Addresses for All Households option. 


4 Click Process. 

5 New households added to the database after this step will automatically be added to the proper tables for 

tracking. 

Querying Household Address Information 

1 Go to Inquiry � Global � Global Street Address HH Inquiry. 

2 Enter the Street Name for which you wish to view all current residents. 

Note: Enter street names only—not street numbers. 



5 Select the Household for which you wish to view additional information. Highlight it in the browser box. 

6 Click Fam Members. 

7 Select the Family Member for which you wish to view additional information. 

8 Click Details. 


Updating Household/Family Member Information 

Updating a Household’s Information During Daily Processing or 

Global Sales 

1 Press the applicable registration, reservation, or Global Sales hot button. 

OR 

Go to Daily � Activity/Facility/Pass � Activity/Facility/Pass Registrations or Reservations or go to Daily � Global 

� Global Sales. You will proceed to that module’s Household Selection screen (or the Global Sales Household 

Selection screen). 

2 In the Lookup field, type all or part of the household’s name and press Enter. You will proceed to the Household 


3 Highlight the appropriate household and click Update. You will proceed to the Household Core Information 

screen. 

4 Make any necessary changes to this screen. Click Next to visit the Financial Info screen, and click Next again to 

visit the Misc Information screen. 

5 Click Done to save your changes. You will proceed to the applicable registration or reservation screen (or to the 

Global Sales screen). 

6 Process the registration or reservation as usual. 



Updating a Family Member’s Information During Daily Processing 

1 Proceed to the appropriate registration or reservation screen. 

2 Highlight the appropriate family member in the Family Member Selection Browser Box. 

3 Click Update in the Family Member Selection frame. You will proceed to the Family Member Update screen. 

4 Make any necessary changes. 

5 Click Done to save your changes and return to the previous registration or reservation screen. 

Updating a Family Member While in Global Sales 




OR 



2 In the Lookup field, enter the name of the household for which you wish to process a transaction and update a 




screen. 


Note: You cannot update family members from the Facility Reservations program. 


screen. In the Family Member Selection frame, click Update. 

OR 




7 Make any necessary changes and click Done to save your changes and return to the previous screen. 

8 Process the transaction as usual. 

Answering the Medical Record Questions for a Family Member 

Note: This option is not available for CYMS users. 


• Selected the Track Med Records option selected on your linked Household device (on the Household Core 

screen). 

• Set up all applicable households using the Activity or Pass Household Maintenance programs. 

• Established your medical record questions using the Medical Question Maintenance program (Files � Activity). 

1 Press the H/H Member Update hot button. 

OR 

Go to Files � Activity (or Pass) � Household Maintenance. You will proceed to the Activity (or Pass) H/H Update 

Household Selection screen. 

2 In the Lookup field, type all of part of the household name for which you wish to update the medical record and 

press the Enter key. You will proceed to the Household or Family Member Listing screen. 

3 Highlight the applicable household and press Enter or click Select. You will continue to the Household Core 


4 Click Members. You will continue to the Family Member Listing screen. 

5 Highlight the family member for whom you wish to update the medical record and click Change. You will continue 

to the Family Member Update screen. 



6 Click Med Record. You will continue to the Medical Record Update screen. Enter your override password, if 

prompted. 

7 Enter information in all applicable fields or leave their default settings. Press F1 for field-level Help as needed. 

8 Click Details. You will continue to the Medical Record Detail Update screen. 

9 Highlight the medical record question that you wish to update and click Update. You will continue to the Question 


10 Enter the Answer to the question and click OK. You will return to the Medical Record Detail Update screen. 

11 Repeat steps 9 and 10 for all medical record questions that you wish to update. 

12 Enter any detailed explanations in the text box, as applicable. 

13 Click Print if you want to print the record. 


15 Click Done to return to the Family Member Listing screen. 

16 Click


Manually Applying a Household Payment 

Manual Payments occur whenever a Household makes a payment that is less than the total amount due for a specific 

module or less than the total Household balance due if you’re using Global Sales to make payments. 

1 Process the registration(s), reservation(s) or other sales as usual OR click Global Sales and proceed to the 

Payment Update screen for the Household you’ve selected. 

2 Enter the amount being paid in the Pay Amt field. To make a manual payment, this amount must be less than the 

total amount due for the module or Household balance. 

3 Enter or select an appropriate Pay Code 

4 Enter any applicable payment references in the Pay Ref 1 and Pay Ref 2 fields. 

5 Enter information in any other applicable fields or leave their default settings. Press F1 for field-level Help as 

needed. 

6 Click Print or No Print to proceed to the Manual Apply screen. You will receive a challenge message which 

reads "You have selected to Manual Apply a payment of . Once you are on the Manual Apply 

screen you will not be able to cancel this transaction without damaging the database. Do you want to continue to 

the Manual Apply screen?" Answer Yes to proceed. 

Note: IF you are using Global Sales to make this payment and IF the household has balances in multiple 

modules, such as Activity Registrations and Pass Management, you will proceed to the Global Payment 

Update screen first, BEFORE visiting the Manual Apply Screen. The Global Payment Update screen will 

show the Household’s balances in the various modules. Enter the amounts you want to pay toward the 

modules where balances are owed on this screen and screen and click ‘OK’ when done. Then click ‘Print’ 

or ‘No Print’ to proceed to the Manual Apply screen challenge message. 

7 You will proceed to the Manual Apply with Balances screen for the module where money is owed, or to 

the first applicable module, if the household has balances on more than one. This screen displays separate line 

items for all balances due in the module. 

8 Select the line item towards which you want to apply a payment. 

9 The amount that you have to apply is listed in the Original Amount field, located I the lower right hand corner of 

the screen. 

10 Click Full Pay to apply as much of the Original Amount as possible toward the selected line item. If the Original 

Amount to apply is more than the Amount Due on the selected line item, you must select another line item and 

apply money toward that balance. 

OR 

Click Partial Payment to apply a portion of the Original Amount toward the selected line item. You will proceed 

to the Partial Apply screen, where you can choose the appropriate amount to be paid for each bill code. Click 

Done to return to the Manual Apply screen. 

Note: You MUST apply payments toward line items, using either Full Pay or Partial Pay until the Amount 

Left To Apply = $0.00. 

Note: Reset Paid will remove any amounts you’ve applied and reset the Original Amount back to what it 

was. Auto Apply will automatically apply 100% of the Original Amount to the line items beginning with the 

oldest balance first. 

11 When you are finished making your full and/or partial manual payments, click Done. If you are making manual 

payments in more than one module, you will proceed to a Manual Apply With Balances screen. Repeat 

Step 10 above until all applicable manual payments are complete. 

12 Your receipt will then be sent directly to the printer or you will proceed to the Print Preview screen, depending on 

your previous choice on the Output Selection screen. 

Manually Reversing a Household Payment 

Payment Reversals are done to remove payments that have been made by a Household toward a specific balance. 

When you process a Payment Reversal, you create a Household balance. Payment Reversals are not refunds and they 

are not cancellations. 

1 Click the Payment Reversal hot button. 

OR 

Go to Daily � Global � Global Payment Reversals. You will proceed to the Global Payment Reversal Household 


2 In the Lookup field, enter the last name of the household for which you to reverse the payment. 

3 Press Enter. You will proceed to the Household Listing screen. 

4 Highlight the name of the household for which you wish to reverse the payment. 



5 Click Select. You will proceed to the Payment Reversal Module Selection screen. 

6 Optional: You can deselect any modules that do not apply. 

7 Click OK. You will proceed to the Payment Reversal screen. 

8 In the Reversal Amount field on the appropriate module line, enter the amount that you wish to reverse for that 

module. You may reverse payments from multiple modules, if applicable. 

9 Enter a pay code in the Rev Code field. This must be the same pay code that was used to make the original 

payment that you are now reversing. 

Example: If you processed the payment using checks (Pay Code 1), then you would select the check when 

reversing the payment (Reversal Code 1). 

11 Enter any relevant reversal notes in the Rev Ref fields. 

12 Click Print or No Print to proceed to the Output Selection screen. 

13 IF you are reversing 100% of the amount paid toward that module, you are done. If you are not, you will receive 

the following challenge message: "You have selected to Manually Reverse a payment of . Once 

you are on the Manual Reversal screen you will not be able to cancel this transaction without damaging the 

database. Do you want to continue to the Manual Reversal screen?" Select Yes to continue. You will proceed to 

the Payment Reversal screen for the first applicable module (if more than one). 

14 Highlight the registration or reservation transaction towards which you are reversing the payment amount entered 

on the Payment Reversal screen. 

15 The amount that you are reversing is listed in the Original Amount field in the bottom left hand corner of your 

screen. 

16 Click Full Rev to reverse as much of the Original Amount as possible toward the selected line item. If the 

Original Amount to reverse is more than the Amount Paid toward the selected line item, you must select another 

line item and reverse money against that balance. 

OR 

Click Partial Rev to reverse a portion of the Original Amount against the selected line item. You will proceed to 

the Partial Reversal screen, where you can choose the appropriate amount to be reversed for each bill code. 

Click Done to return to the Manual Reversal screen. 

Note: You MUST reverse payments against line items, using either Full Rev or Partial Rev until the Amount 

Left To Rev = $0.00. 

Note: Reset Rev will remove any amounts you’ve applied and reset the Original Amount back to what it 

was. Auto Apply will automatically reverse 100% of the Original Amount against the line items beginning 

with the oldest balance first. 

17 When you are finished making your full and/or partial payment reversals, click Done. 

18 If you are making payment reversals in more than one module, you will proceed to the next module's Payment 

Reversal screen. Continue to make changes until all applicable module's payment reversals are complete. 

19 Your reversal receipt will then be sent directly to the printer or you will proceed to the Print Preview screen, 

depending on your previous choice on the Output Selection screen. 

Paying Off a Debit Balance in One Module with a Credit Balance in 

Another Module 


• The applicable household has a credit balance in any module. 

• You are processing payments globally on the Global Payment Update screen. 

1 Process the registration(s) and/or reservation(s) through the Global Sales program as usual. 

2 After you click Payment from any reservation or registration screen, you will proceed to the Global Payment 

Update screen, and then the Module Details frame. 

3 Select the Auto Balance toggle box in the lower left hand corner of the Module Details frame. Do not confuse the 

Auto Balance field with the Auto toggle box located next to each module’s New Amt Paid field. 

4 A Net Paids button will appear. The Net Paids button allows the system to automatically calculate the new 

balance for each module after the system uses one (or more) module’s credit balance to pay off any fees due in 

another module. 

5 Click Net Paids. The exact amount that the household now owes for each applicable module will display in each 

module’s New Amt Paid field. 

6 Enter the correct amount being paid by the household for each applicable module in the New Amt Paid field. 



7 Click Print to proceed to the Output Selection screen where you may elect to print or preview the resulting 

receipt. 

Making a Split Payment 

Spilt Payments occur whenever you use two or more pay codes to process one payment. Example: A household 

makes a $200 payment for a registration and the customer gives you a check for $100 (pay code 1) and $100 in cash 

(pay code 2). 

1 Process any transaction that results in a payment for the household. You will proceed to the Payment Update 

screen for that module or to the Global Payment Update screen. 

2 Enter the first pay code being used in the Pay Code field and the amount being remitted using that pay code in 

the Pay Amt field. 

3 Enter any pay references in the Pay Ref 1 and Pay Ref 2 fields. 

4 Click Add Split Pmt. A line item will appear in the Split Payment Detail browser, located in the upper right-hand 

corner of the screen. 

5 Repeat Steps 2-4 for the additional amounts being remitted using other pay codes. 

Example: Pay Code 1 (Check), Pay Amt 100.00, Pay Ref 1: Ck# 1701, 

Pay Code 2 (Cash), Pay Amt 100.00, Pay Ref 1: , 

6 Click Print to continue to the Output Selection screen to preview and/or print the resulting payment receipt. 

OR 

Click No Print to complete the transaction without printing or previewing the receipt. A receipt will be generated 

and stored in your Common Receipt location even if you choose not to print/preview it. 

OR 

Click Exit to leave the payment screen without processing the payment. 

Processing a Gift Certificate Payment 


• You are currently on the Payment Update screen after processing a transaction. 

• You have already set up your gift certificate records. 

1 In the Payment Code field, enter or select 10 (gift certificates). 

2 Click Print. You will continue to the Gift Certificate Selection screen. 

3 Highlight the gift certificate that you are using as payment. 

4 Click OK. You will continue to the Output Selection screen. 

5 Select whether you wish to print or preview the receipt to complete the transaction. 

Important Note: Gift certificate usage restrictions are set only at the Transaction Code level 

(Trans Code Maintenance: Restriction/Features screen); however, depending on the 

circumstances of the transaction/payment, you may or may not be able to use a Gift certificate to 

pay off existing modular balances - this depends on whether you are also processing a POS 

transaction that includes a trans code with restrictions. The following stipulations apply: 

1 If any item in the transaction listing is a POS item, the system will add up all POS gift certificate eligible items and 

all non-POS items to get the total eligible amount that could be paid off by using a gift certificate. If this total 

amount exceeds the amount available on the gift certificate, a message will tell the user how much can be 

applied by gift certificate. 

2 If there is a POS item in the transaction listing and it is NOT eligible to be paid by gift certificate AND you have an 

existing modular balance, you can NOT use a gift certificate to pay off the existing module balance. Even in split 

payment this rule applies. Users will need to process two separate payments in this circumstance, if they would 

like to use the gift certificate to pay off the existing modular balance. This is a program limitation. 

3 If there are no POS items in the transaction listing for the current sale, then NO gift certificate restrictions apply. 

You may use whatever available balance is left on a gift certificate to pay off any previous balance, whether it be 

an Activity balance or even a POS balance that is comprised of an item that is NOT gift certificate eligible. This is 

a program limitation. 



Using a Marine AFFES Ticket Number as Payment 

The following steps assumes that: 

• You have already set up RecTrac to use a Marine AFFES ticket as payment. 

• You are currently on the Payment Update screen. 

1 Enter the amount that the customer is paying in the New Amt Paid field. 

2 In the Pay Code field enter the pay code you created with the Marine DPP type. 

OR 

Press the F9 key or double click from within the field to select the correct pay code from the picklist. 

3 Click Print. You will continue to the AFFES Ticket Number entry screen. 

4 Enter the AFFES ticket number that will be used as payment for this transaction. Remember that ticket numbers 

must be at least 8 digits in length. 


6 Click Print to print a receipt for this transaction. 

Canceling Transactions/Processing Refunds 

Canceling Transactions Across Multiple Modules 

1 Click the Global Cancel/Changes hot button. 

OR 

Go to Daily � Global � Global Cancel/Changes. You will proceed to the Global Cancels/Changes Household 


2 In the Lookup field, enter the name of the household for which you wish to cancel multiple transactions and 

press Enter. You will proceed to the Household Listing screen. 

3 Highlight the household for which you wish to cancel multiple transactions and press the Enter key or click 

Select. You will proceed to the Global Cancel/Changes screen. 

4 In the Household Transaction Listing browser box, highlight the transaction that you wish to cancel. 

5 Click Cancellation/Void. You will proceed to the Cancellation screen for the applicable module. 


7 Click OK. You will return to the Global Cancel/Change screen, where the transaction will be cancelled from the 

Household Transaction Listing Browser Box. 

8 Repeat steps 4 through 7 for all applicable transactions. 

9 When you have changed/canceled all applicable transactions, note the amount listed in the New H/H Balance 

field in the lower right hand corner of your screen. If this amount is greater than or equal to zero, you will next 

proceed to the Global Payment Update screen. If this amount is less than zero, you will next proceed to the 

Global Refund Update screen. 

Note: Select the Include Other Balances toggle box at the top of the screen if you want to factor 

in previous household credit or debit balances when processing the refund for this cancellation. If 

you select this option and you owe money for another transaction, the refund amount would be 

applied against your debit balance(s). De-select this option if you do not wish to factor in other 

balances in your refund for this cancellation transaction. 

10 Click Payment/Refund. An informational message will appear which details all changes that have been made. 

11 Click Yes when you have confirmed that the information is correct. You will proceed to the Global Payment or 

Global Refund Update screen, depending on the amount listed in the New H/H Balance field (and described 

above). 

12 If you are on the Global Refund Update screen, be sure to select the Refund Type (Apply to Household Balance, 

Refund from Cash Drawer Now, etc.), refund Pay Code and enter any appropriate refund reference notes (in the 

Ref 1 and 2 fields) OR If you are on the Global Payment Update screen, be sure to enter the correct Pay Amt, if 

any, the correct Pay Code, and any appropriate payment reference notes (in the Pay Ref 1 and 2 fields). 

13 Click Print or No Print. 



Processing Refunds Due to Cancellations or Fee Changes 

The following steps describe how to process a refund due to a cancellation or any transaction, 

such as a fee adjustment, that results in a credit balance for the Household in question. For 

information on how to process the actual refund checks within RecTrac, see Processing Refund 

Checks within RecTrac. 

1 Click the Global Cancellation/Changes hot button. 

OR 

Go to Daily � Global � Global Cancel/Changes. 

OR 

Go to Daily � Activity � Activity Cancel/Changes (Indiv), Daily � Facility � Facility Cancel/Changes, or Daily � 

Pass � Pass Cancel/Changes, etc… 

Click Name Lookup. You will proceed to the Global Cancel/Changes Household Selection screen (or the 

applicable module’s Household Selection screen). 

2 In the Lookup field, enter the last name of the applicable household and press Enter. You will proceed to the 

Household Listing screen. 

3 Highlight the applicable household and press Enter or click Select. You will proceed to the Cancel/Changes 

screen. 

4 In the Household Transaction Listing browser box, highlight the transaction you wish to cancel or for which you 

wish to update the fees. 

5 Click Cancellation/Void or Update Charges, depending on what you are changing. You will proceed to the 

Cancellation screen or the Fee Update screen for the applicable module. 

6 Complete all applicable fields or leave their default settings. Press F1 for field-level Help as needed. 

7 Click OK. You will return to the Cancel/Change screen, where the transaction will be cancelled from the 

Household Transaction Listing browser box or the fees will be altered for the transaction. 

8 Repeat Steps 4–7 for all applicable transactions. 

9 When you have cancelled/changed all applicable transactions, note the amount listed in the New H/H Balance 

field, located at the bottom right-hand corner of the screen. If this amount is less than zero, the household will be 

due a refund. 

10 Click Refund. A message will appear that details all changes that have been made. 

11 Click Yes when you have confirmed that the information is correct. You will proceed to the Refund Update 

screen. 

12 Select the Refund Type (Apply to Household Balance, Refund from Cash Drawer Now, Refund from Rectrac 

Later, Refund from Finance Later), based on your organization's refund policy and procedures. 

13 In the Ref 1 and 2 fields, enter any appropriate refund reference notes. 

14 Click Print to continue to the Output Selection screen to preview and/or print the resulting payment receipt. 

OR 

Click No Print to complete the transaction without printing or previewing the receipt. A receipt will be generated 

and stored in your Common Receipt location even if you choose not to print/preview it. 

OR 

Click Cancel to leave the Refund Update screen without processing the payment. 

Changing the Address for a Refund Check’s Recipient 

Note: These steps only apply if you select the "Refund Later from RecTrac" or "Refund Later from 

Finance" refund type options on the Refund (or Global Refund) Update screen. 

1 Process any changes from any module’s Cancel/Change program (or the Global Cancel/Change program) that 

result in a refund for a household. 

2 On the Refund (or Global Refund) Update screen, select the Free Form Ref Address option. The Alternate 

Refund Address screen will display. 

3 Enter the Name, Address, City, State and Zip Code. 

4 Click OK to save your changes and return to the Refund (or Global Refund) Update screen. 

5 Process the refund as usual. 



Refunding a Household Credit Balance 

1 Go to Daily � Global � Global Credit Balance Refunds. You will proceed to the Global Credit Balance Refund 


2 In the Lookup field, type all of part of the household name for which you wish to swap payment and press Enter. 

OR 


number, or the family member’s name, and click the appropriate lookup button. You will proceed to the 

Household or Family Member Listing screen, depending on the lookup option selected on the previous screen. 

3 Highlight the household or family member for whom you wish to process a credit balance refund and press Enter 

or click Select. You will proceed to the Credit Balance Refund screen. 

4 Enter the Refund Amount on the appropriate module line(s). 

5 In the Refund Type field, select whether you wish to: Apply the Refund to the Household Balance, Refund 

from the Cash Drawer Now, Refund Later from RecTrac, or Refund Later from Finance. 

6 Select whether you want to print the receipt in mailer format. 

7 Select whether you want to print the household balance on the receipt. 

8 Fill in all other fields of leave their default settings. Press F1 for screen-level Help as needed. 

9 Click Print. You will continue to the Output Selection screen. 

10 Click Print to print the refund receipt. 


An Activity Enrollment or Cancellation Failed to Complete 

Successfully 

Run the Special Roster Update program (Utilities � Activity � Roster Utilities � Special Roster Update). 


Using the Marines' (Matra) Check/Credit Card Authorization Process 

The Marines Check/Credit Card Authorization process allows the RecTrac database to 

communicate with two other entities that verify whether the customer is allowed to use checks 

and/or credit cards. This process is specifically dependent upon the following RecTrac selections. 

Review the screen-level Help for these options for additional detailed information. 

Device to be linked 

Check device with subtype "Marine" 

Credit Card device with subtype "Marine" 

See Also: 

Marines Credit Card Verification Procedure 

Marines Check Verification Procedure 



Marines Credit Card Verification Procedure 

The Marines credit card verification procedure is comprised of several steps. The following 

diagram and step-by-step overview explain this process in more detail. It is important to note that 

both of the procedures listed as running on the RecTrac User’s PC (the RecTrac database and 

DLL) will be activated when the user launches the RecTrac icon. In addition, this process will run 

without any additional user interaction once all of the settings are correctly entered. 

1 A RecTrac customer purchases an activity registration, pass membership, POS item, etc. using a credit card. The 

RecTrac user processes the transaction as usual. 

2 The RecTrac database sends the credit card information to the DLL process currently running on the PC. 

3 The DLL communicates the credit card information to the Marines Unix box. 

4 The Marines Unix box transmits the credit card information to an external credit card processor who verifies the 

credit card. 

5 The Credit Card processor transmits the resulting verification information back to the Marines Unix box. 

6 The Unix box communicates the verification information back to the DLL. 

7 The DLL tells RecTrac whether or not the credit card was accepted or declined and the RecTrac database either 

completes the transaction or displays a message to notify the RecTrac user that for some reason the card was 

declined. 

Marines Check Verification Procedure 

The Marines check verification procedure is comprised of several steps. The following diagram 

and step-by-step overview explain this process in more detail. It is important to note that both of 

the procedures listed as running on the RecTrac User’s PC (the RecTrac db and DLL) will be 

activated when the user launches his or her RecTrac icon. In addition, this process will run 

without any additional user interaction once all of the settings are correctly entered. 

1 A RecTrac customer purchases an activity registration, pass membership, POS item, etc. and pays with a check. 

The RecTrac user processes the transaction as usual. 

2 The RecTrac database sends the check information to the DLL process currently running on the user’s machine. 

3 The DLL communicates the check information to the Marines Unix box. The Marines Unix box verifies that the 

customer is NOT on the "bad check list" and that he/she has not exceeded the maximum check limit ($200.00) for 

this day. 

4 The Marines Unix box communicates the verification information back to the DLL. 

5 The DLL tells RecTrac whether or not the customer’s check was accepted and the RecTrac database either 

completes the transaction or displays a message to notify the RecTrac user that for some reason the check 

cannot be accepted. 

Swapping Payment 

Swapping Payment Between Different Transactions in the Same 

Module 

1 Go to Daily � � Transaction Payment Swap. 


OR 




3 Highlight the household or family member for whom you wish to process activity enrollments and press Enter or 

click Select. You will proceed to the Payment Swap screen. 

4 Highlight the transaction(s) in the From Transaction browser box that has a Fee Paid amount you want to swap 

to another transaction. 



5 In the To Transaction browser box, highlight the transaction with the Net Due amount that you wish to pay for 

using the selected transaction(s) in the From Transaction browser box. 

6 Enter the User ID in the Swap User field that you want to be associated with this transaction. This information will 

be linked to all associated general ledger entries. 

OR 

Press the F9 key or right-click from within the field to select the appropriate user ID from the picklist. 

7 Enter a Swap Reference to link to the general ledger entries. 

8 In the Swap Drawer field, enter the cash drawer number you want to link to the swap transaction’s general ledger 

entries. 

9 In the Date field, enter the date on which the pay swap is taking place. 

OR 


10 Click Swap to complete the transaction payment swap process. 


Credit Books 

Updating a Family Member’s Credit Book 

The Credit Book Maintenance program allows you to update the current credit book balance for 

the selected family member. To be eligible for a credit book balance, the family member must 

have the Allow Credit Book option selected in Family Member Maintenance. 

1 Go to Daily � POS � Credit Book Family Member Processing. Highlight the family member whose credit book 

you want to update and click Select. 

The Current Credit Book Amount field lists the selected family member’s current credit book balance. 

2 In the Credit Book Change Amount field, enter the amount by which you want to change the selected family 

member’s current credit book balance. To decrease the balance, enter a negative number. 

3 In the Reference field, enter a reference note for this transaction. 

4 Click Process to change the selected family member’s credit book balance by the amount in the Credit Book 

Change Amount field. 


Activity Daily Work 

Processing Activity Registrations 

Processing an Activity Registration 

These instructions list the minimum information required to process an Activity Registration for a 

single Household. Press F1 for field-level Help and more detailed information as needed. 

1 Press the Activity Registration hot button. 

OR 

Go to Daily � Activity � Activity Registrations. You will proceed to the Activity Registration Household Selection 

screen. 

OR 

Click the Global Sales hot button 

OR 

Go to Daily � Global � Global Sales 

2 In the Lookup field, type all or part of the household name for which you wish to process activity enrollments and 

press the Enter key. 



OR 

Enter the appropriate information from any of the search buttons on the bottom of the screen and then click that 

button. You will proceed to the Household or Family Member Listing screen, depending on the lookup option 

selected on the previous screen. 


click Select. You will proceed to the Activity Registrations screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the registration 

and click Select. Then click the Activity Registrations button located at the bottom of the screen to proceed to 

the Activity Registrations screen. 

4 In the Family Member Selection browser box, located in the upper left-hand corner of the screen, highlight the 

family member for whom you wish to process activity enrollment(s). 

Note: The Update button allows you to edit Family Member information for the selected individual "on the fly." 

The New button will allow you to add a new Family Member to the selected Household. 

5 In the Actv No field, right-click or press F9 to select the activity/section for which you are registering the selected 


Note You can select multiple activities/sections if the individual wants to sign up for more than one activity. Once 

in the Section Listing browser, hold the key down and use the mouse to select the desired Activity 

Sections. Click Select when done and all classes will move to the Transaction Listing browser box. 

You will get a pop-up message allowing you to accept or skip a range of billing methods if the Activity/Section is 

set up to allow ACH Withdrawal, Auto-Debit from Credit Card or Installment Billing. 

Any comments associated with the Section will appear in the browser box once you have an Activity 

Number/Section in the Act No field. To remove these from view, click Hide Notes, which is located on the righthand 

side of the screen. 

To view the selected activity's details, click Details located beneath the Act No field. 

To add roster notes for the Family Member, click the Roster Note button located beneath the Act No field. 

6 Click Select to add this activity registration to the Transaction Listing browser box. 

OR 

Click Fees if charges need to be updated. See the topic titled Updating Fees During the Registration, Renewal, or 

Transfer Process in the online help. 

Note: If a question group has been linked to this section, these questions will display at this 

time. 

See Also: Linking a Question Group to an Activity Section. 

7 Repeat Steps 4-6 as needed to register the same Family Member or other Family Members for additional 

activities. 

Note: The Update button removes the Activity from the browser and places it back in the Act No field, allowing 

you to edit information entered in Steps 5 and 6 above. The Remove button removes the Activity from the 

transaction completely. 

8 Click Payment to process the registration(s) listed in the Current Transaction Listing browser box. You will 

proceed to the Activity (or Global) Payment Update screen. 

9 Complete the transaction. For assistance with taking payments, see Processing a Module Payment for a 

Household and/or Processing a Global Payment for a Household. 

OR 

Click Exit to return to the main RecTrac screen without processing the enrollment. 

Note: If you are using Global Sales, you can process transactions for this Household from other 

modules before clicking the Payment button by clicking any of the module buttons listed at the 

bottom of the screen, such as Rental Reservations, Pass Renewal and etc… 

Processing Bulk Activity Enrollments 

The Activity Bulk Registration program allows you to continually process activity registrations for 

multiple households without having to exit the program between transactions. This is a great way 

to process mail-in registration forms which will save you time and keystrokes. 

1 Go to Daily � Activity � Activity Bulk Registrations. You will proceed to the Bulk Activity Enrollment screen. 



2 Highlight the first activity/section for which you wish to begin processing bulk activity enrollments. The 

activity/section information is listed in the appropriate boxes at the bottom of the screen. 

3 Click Continue. You will be prompted with a message asking if you want to continue. 

4 Click Yes. You will continue to the Bulk Activity Registration Household Selection screen. 

5 Enter the last name of the first household for which you wish to process an activity registration for the selected 

activity. Press Enter. You will continue to the Household Listing screen. 

6 Highlight the household for which you wish to process an activity registration and click Select. You will continue 

to the Activity Registration screen. The selected activity information is listed in the upper right hand section of the 

screen. 

7 Highlight the family member you want to enroll, and click Select to move this information to the current 

transaction listing browser box at the bottom of your screen. 

8 Click Payment to proceed to the Activity Payment Update screen. 

9 Click Print to print the Activity Registration receipt. After the receipt has printed, you will be prompted with a 

message asking if you want to enroll another person in this activity. 

10 Click Yes. You will return to the Household Selection screen. 

11 Repeat Steps 5–10 for each household for which you wish to process a registration for the selected activity. 

12 When you wish to begin processing bulk enrollments for another activity, click No when prompted with the 

message asking if you want to enroll another person in this activity. You will return to the Bulk Activity Enrollment 

Activity Selection screen. 

13 Repeat Steps 2–12 for each activity/section for which you wish to process bulk activity enrollments. 

14 When you have completed processing bulk activity enrollments, click Exit. 

Creating and Processing Lottery Enrollments 

Lottery enrollments allow you to register enrollees for an activity through a process of random 

assignment from those who signed up versus the first-come, first-served ‘Normal’ enrollment 

process. The lottery enrollment is a viable alternative for filling rosters of popular activities where 

demand exceeds capacity. 

Note: To process a Lottery Enrollment, the Activity/Section must be set up to allow for it. To do 

this, set the Lotto Opt field to Lotto Only or Both.This field is located in the upper right-hand corner 

of the Activity/Section Maintenance – Core 1 screen (Files � Activity � Activity Maintenance � 

� Change � Sections � ) 

To Process a Lottery Enrollment 

1 Process the Activity Enrollment using normal procedures. Select the Family Member and enter the 

Activity/Section in the Actv No field. Click Select or Fees. You will be proceed to the - Lottery 

Extra Picks screen. 

2 Enter the enrollee’s alternate activity choices, if applicable, in the Lottery 2 nd Pick and Lottery 3 rd Pick fields as 

needed. Alternate Activity Picks are NOT required for lottery enrollments. The Activity Lottery Spin program uses 

these choices in the event that the Family Member is not randomly selected for enrollment in the lottery activity. 

After randomly filling the lottery activity, the Lottery Spin program assigns all remaining enrollees to their second 

or third choice activities. To add 2 nd and 3 rd choice activity picks, right-click or press F9 from within the appropriate 

field and select from the Section Listing screen. 

3 Enter the enrollee’s Buddy Links (or 1 st , 2 nd or 3 rd Choice Friends) for the 1st Pick, 2 nd Pick and 3 rd Pick 

activities, if applicable. Buddy Links are NOT required for lottery enrollments. Buddy Links make an individual’s 

enrollment dependant on another’s (or multiple other’s) enrollment(s) in the same activity. 

Example: If a parent wants his or her children in the same swimming class, regardless of which swimming class it 

is, the parent will sign up the children and list them as reciprocal buddies in the 1 st , 2 nd and 3 rd Choice activities. 

To add a Buddy Link, click the appropriate activity Choice and then right-click or press F9 from within the Friend 

HH ID No. field and select from the Family Member Selection Picklist. 

4 When the cut off date for lottery enrollments is reached, run the Activity Lottery Spin program (Period End � 

Activity � Activity Lottery Spin) and allow the system to randomly select enrollees for the lottery activity/section. 

5 After randomly filling the lottery activity, the Activity Lottery Spin program assigns all remaining registrants to their 

second or third choice activities, if applicable/available. Those who do not get into any of their choices (or those 

who did not select alternate activities) are placed on the Wait List for the Activity/Section. 

6 Click Print Spin Report to see the results of the spin. 



Selecting Second and Third Choice Activities when Enrolling in a 

Lottery Activity 

To process a lottery enrollment, the activity/section must be set up on the Section Maintenance - 

Core 1 Information screen to have either the Lotto (Lottery Only enrollments) or Both (Normal and 

Lottery enrollments) Lottery Option. 

1 Go to Daily � Activity � Activity Registrations. You will proceed to the Activity Registration Household Selection 

screen. 

2 In the Lookup field, type all or part of the household name for which you wish to process a lottery activity 

enrollment and press the Enter key. You will proceed to the Household Listing screen. 

3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Activity Registrations 

screen. 

4 In the Family Member Selection Browser Box, highlight the family member for whom you wish to process a 

lottery activity enrollment. 

5 In the Actv No field, select the lottery activity/section for which you are registering the selected family member. 

6 Click Select. Answer "Yes" if asked if this is a lottery enrollment. You will proceed to the Lottery Extra Picks 

screen. 

7 Right-click in the Lottery 2nd Pick field and select the appropriate second choice activity/section from the 

picklist. 

8 Right-click in the Lottery 3rd Pick field and select the appropriate third choice activity/section from the picklist. 

9 Click OK to save your changes and return to the Activity Registrations screen. 

10 Click Payment to process the registration(s) listed in the Current Transaction Listing Browser Box. 

11 You will proceed to the Payment Update screen. 

12 In the New Amt Paid field, enter the current amount begin paid by the household. Press F1 for field-level Help as 

needed. 


receipt. 

Processing Enrollments from the Waitlist 

These instructions list the minimum information required to complete an enrollment for an 

individual on a Waiting List for an Activity/Section and assume that the bulleted items below are 

true. Press F1 for field-level Help and more detailed information as needed. 

• You have set up your Activity Sections to allow for a maximum number of enrollees and identified the maximum 

number of resident and non-residents allowed. 

• You have at least one individual on the Waitlist for an Activity Section. 

• You have an open slot that Activity Section, created by increasing the maximum count or because of a 

cancellation, and you wish to fill it. Run the Activity Waiting List Report (Reports � Activity � Activity Waiting 

List Report) to identify the individuals on your Waitlist for a selected range of activities. 

Note to CYMS users: This is NOT the CYMS Waitlist. The CYMS Waitlist and Search For Care processes are 

discussed in the CYS Procedures booklet. 

To Process An Enrollment From the Waitlist: 

1 Go Daily � Activity � Activity Waitlist Enrollment. You will proceed to the Waitlist Enrollment - Activity Selection 

screen. 

2 Right-click or press F9 in the field to select the activity and section for which you wish to process wait list 

enrollments. 

3 Click OK. You will proceed to the Waitlist Enrollment screen for the selected activity/section. 

OR 

Click Exit to return to the main RecTrac screen. 

Note that the total number of Slot(s) Available, and the Max(imum) slots available for Residents and 

Nonresidents are display at the top of the browser box. 

4 Highlight the person that you wish to enroll in the activity/section. Selecting a name other than the first on the list 

will result in a Challenge Message asking whether you wish to continue. 



5 Click Enroll/Fees to proceed to the Payment Update screen. (Skip to Step 7). 

OR 

Click Enroll/Fees to proceed to the Fee Update screen. Enter any applicable changes to the fees. 

6 Click OK. You will proceed to the Payment Update screen. 

7 Enter the correct payment amount. 

Note: Fees charged on this screen will vary depending on your fee policy for Waitlisting patrons. You should be 

certain of that polity before proceeding. Examples include, but are not limited to, the following scenarios: 

• If fees were charged at the time of enrollment to the Waitlist, the patron will owe nothing for this Activity. 

• If fees were charged and subsequently Refund-Applied to the Household because the patron was placed 

on the Waitlist after a Lottery Spin, the Household will owe for the Activity but may have a credit balance 

equal to the enrollment fee. 

• If no fees were charged due to the patron being placed on the Waitlist, the individual will owe the 

enrollment fee. 

8 Click Print or No Print to complete the enrollment. You will return to the Waitlist Enrollment screen. The 

individual you selected in Step 4 above will no longer be on this list. 

Note: Click Cancel to terminate the enrollment. You will be returned to the Waitlist Enrollment screen and the 

individual you selected in Step 4 above will still be there. 

9 Repeat Steps 4–8 for as many wait listed enrollees as you wish to enroll. 

10 Click


Processing a Day Care/Camp Registration 

1 Go to Daily � Activity � Activity Daycare/Camp Regist. You will proceed to the Activity Registration Household 


2 In the Lookup field, type all or part of the household name for which you wish to process day care enrollments 

and press the Enter key OR enter the household ID number, the primary guardian’s home phone number, the 

primary guardian’s work phone number of the family member’s name and click the appropriate lookup button. 

You will proceed to the Household or Family Member Listing screen, depending on the lookup option selected on 

the previous screen. 

3 Highlight the household or family member for whom you wish to process day care/camp registrations and press 

Enter or click Select. You will proceed to the Day Care/Camp Registrations screen. 

4 In the Family Member Selection Browser Box, highlight the family member for whom you wish to process activity 

enrollment(s). 

5 Right-click or press the F9 key from within the Actv No field to select the Day Care Session from the picklist for 

which you are registering a family member. 

6 Click the down arrow next to the Child Code field to select the appropriate child code. Note that these codes 

come from the Daycare Group linked to this activity. 

See Also: Setting Up a Child Code 

7 Click Select to continue to the Day Care Section Selection screen to register this child for a selected pattern of 

day care sections (i.e. daily, multi-day, weekly, etc). 

8 Click the down arrow next to the Month field to select the month in which you wish to make day care/camp 

registration(s). Notice that the cloned sessions for this month automatically appear in the Day Care session 

browser box. 

9 Click the down arrow next to the Rate field to select the appropriate rate to charge for this day care/camp 

registration. Remember that the rate is a Day Care Fee Type that you set up in the User Code Maintenance 

program. This information will be used in conjunction with the child code entered on the previous screen to 

determine the appropriate fee amount to charge this individual. 

See Also: Setting Up RecTrac to Process Day Care/Camp Registrations 

10 Select the Charge Upfront Fees for Selected Sections option IF the enrollee’s parents/guardians are going to 

pay in one initial payment at the time of enrollment OR If the enrollee’s parents/guardians are going to pay for the 

daycare registration in installments click on the option labeled Installment Bill Selected Sections. See Updating 

Installment Billing for Daycare for additional information. 

Note: In order to be able to use the Day Care Installment billing option, you had to select an 

Installment Billing Default Template and Daycare Fee Group on the Activity Maintenance 


Note: Payment may be a combination of initial payment and installment billing. First process 

sessions for Charege Upfront Fees (i.e. the first month) and then process subsequent sessions 

(i.e. the second and third months) to be Installment Billed. 

12 Press the F9 key from within the fields to select the appropriate Pickup and Dropoff Transportation points for the 

selected enrollee, if applicable. 

13 Decide whether you wish to register for day care/camp sessions in a pattern or whether you wish to simply select 

the days from the browser that you wish to enroll in. 

To create a pattern: 

Select the days of the week on which you wish to register. Then select the weeks of the month in which you wish 

to register. Then click the Enroll Pattern button. Notice that your registrations have been added to the Day Care 

session browser box. 

To select from the browser: 

Click your mouse on the day on which you wish to register for day care. Then click the Enroll Selected Sections 

button. 

Note: If you make a mistake and accidentally enroll on a day that you did not wish to enroll on, 

highlight that day by clicking on it with your mouse and then clicking the Un-Enroll Selected 

Sections button. 

14 Repeat steps 10–13 for each registration that you wish to process under a different fee rate and pattern for the 

selected child. 

15 At this point you can repeat the process for another month by selecting a different month from the drop down list 

and registering the child for selected patterns in the same manner as described in steps 10–13 above OR if you 

have finished registering this child for day care sections, click Done to save your changes and return to the Day 

Care Registration screen to either register another sibling for selected day care sessions, or proceed to the 



payment screen if you have processed all day care registrations for the selected household OR click Cancel to 

return to the Day Care Registration screen without saving your changes. 

16 Notice that upon returning to the Day Care Registration screen all of the day care/camp registrations that you 

completed on the Section Selection screen are now entered in the Current Transaction Listing Browser Box at the 

bottom of the screen. 

17 If you wish to register another child in the same household for the day care/camp sections return to step 3 to 

begin the registration process for the other sibling(s) before processing payment OR if you have completed day 

care/camp registration for all of the children in this household, click Payment to continue to the Payment Update 

screen to process the registration(s) listed in the Current Transaction Listing Browser Box OR click Cancel Sales 

to exit without saving your registration. 

View the Activity Details 

To View the activity details during the activity registration or transfer process: 

1 From the Activity Registrations or Transfer screen, click Details in the Activity Selection frame. You will proceed 

to the Section Core 1 screen where you may view the selected activity’s details. 

2 Click Next to continue to the Core 2 screen to view more details for the selected activity. Click Next again to 

proceed to the Comments, Fees, Finance, and Web/Tele screens as needed. 

3 Click Done to return to the Activity Registrations screen when you are done viewing. 

Reserving a Facility for an Activity 


• Any existing rosters have been sent to history using the Roster Transfer to History program (Period End � 

Activity � Roster Maintenance). This does not apply for first-time RecTrac users. 

• If rosters have not been sent to history and when you are running the Activity Reservations program, the section 

dates are the same as those for any existing reservations, the system assumes that you are recreating 

reservations for an activity. Any existing reservations for the section dates will be overwritten. 

• Any applicable activities have been set up, along with their section(s) using the Activity File Maintenance 

program. 

• Any applicable facilities have been linked to each activity/section on the Section Maintenance - Core 1 screen 

(and on the Multi-Facility Update screen if more than one facility is linked). 

To create facility reservations for all sections linked to an activity: 


2 Highlight the activity for which you wish to make facility reservations and click Change. You will proceed to the 

Activity Core Information screen. 

3 Click Reserve Facility. You will proceed to the Activity Reservations screen, where the activity and all possible 

sections linked to it will be listed in the title bar. 

4 Enter or Select an Event Type, Event Site, and Print Option, if applicable. 

5 Select Print Only to print potential reservations only. 

6 Choose whether or not you wish to override warnings. 

7 Checking this option will allow activity facility reservations to be booked beyond a facility’s open and close times, 

on a holiday or during a facility location lock. Make your selection based on your organization’s policies. 

8 Select Print Conflicts Only. Checking this option will only print the activity facility reservations with conflicts. If 

you are creating reservations for a small range of activity/sections, you may deselect this option and print all 

reservations as well. 

9 Click Process to begin the process of printing the potential reservations. 

10 When the process is complete, you will proceed to the Output Selection screen where you can preview and then 

print the resulting reservation report. 

12 After you have previewed and/or printed the report, an information message will alert you that the "Reservation 

process is Complete." 

13 Click OK to return to the Activity Core Information screen. 

14 If any conflicts existed, you must resolve the conflicts through the Activity Maintenance program for the applicable 

activity (or activities) by changing the activity/section dates, times, meeting days or the facility (or facilities) to 



which the activity/sections are linked. After the changes have been made, repeat steps 1 through 13 until no 

conflicts exist on the reservation report. 

15 To now make the reservations, click Reserve Facility from the Activity Core Information screen. 

16 On the Activity Reservations screen, select Print and Update. 


18 Select Print Conflicts Only. 


20 An informational message will display regarding the activity rosters begin sent to history along with the following 

question: "Do you want to continue?" Assuming that you have sent any previous season’s rosters to history, click 

Yes. 

21 The reservations process will begin. After the process is complete, you will proceed to the Output Selection 

screen where you may elect to preview and/or print the resulting reservation report. The report should not have 

any conflicts. 

22 After printing or previewing, the following message will display: "Reservation process is complete." 

23 Click OK to return to the Activity Core Information screen. 

24 Click Done to return to the Activity Maintenance screen. 


To create reservations for one section linked to a selected activity: 


2 Highlight the activity for the section you wish to create facility reservations. 



5 Highlight the section for which you wish to create facility reservations. 

6 Click Reserve Facility. You will proceed to the Activity Reservations screen, where the single activity/section will 

be listed in the title bar. 

7 Select an Event Type, Event Site, and Print Option, if applicable. 

8 Select Print Only to print potential reservations only. 


10 Checking this option will allow activity facility reservations to be booked beyond a facility’s open and close times, 

on a holiday or during a facility location lock. Make your selection based on your organization’s policies. 


12 Checking this option will only print the activity facility reservations with conflicts. If you are creating reservations 

for a small range of dates, you may deselect this option and print all reservations as well. 

13 Click Process to begin the process of printing the potential reservations. 

14 When the process is complete, you will proceed to the Output Selection screen where you may opt to preview 

and then print the resulting reservation report. After you have previewed and/or printed the report, an information 

message will alert you that the "Reservation process is Complete." 

15 Click OK to return to the Section Listing screen. 

16 If any conflicts existed, you must resolve the conflicts through the Activity Maintenance program for the applicable 

activity/section by change the activity/section dates, times, meeting days or the facility (or facilities) to which the 

activity/section is linked. After the changes have been made, repeat steps 1 through 15 until no conflicts exist on 

the reservation report. 

17 To now make the reservations, click Reserve Facility from the Section Listing screen. 

18 On the Activity Reservations screen, select Print and Update. 




22 An informational message will display regarding the activity rosters begin sent to history along with the following 

question: "Do you want to continue?" Assuming that you have sent any previous season’s rosters to history, click 

Yes. 

23 The reservations process will begin. After the process is complete, you will proceed to the Output Selection 

screen where you may elect to preview and/or print the resulting reservation report. The report should not have 

any conflicts. 



24 After printing or previewing, the following message will display: "Reservation process is complete." 

25 Click OK to return to the Section Listing screen. 

26 Click


Transferring from One Activity to Another 

Note: In RecTrac you cannot have two records for the same unique registration. Therefore, after 

you transfer out of a specific class you CANNOT transfer the same individual back into the same 

class. When you transferred the individual out of the class, a roster record was created in the 

database for that registration with the status of Cancelled. This is the one unique registration 

record that can exist in your database for this registration. In order to transfer an individual back 

into a class that they transferred out of, you MUST go to Daily � Activity � Activity Cancelled 

Regist Update and use the Detail Changes option to change the status of the registration back to 

Enrolled. 

1 Go to Daily � Activity � Activity Transfers (Indiv). 

2 You will continue to the Activity Transfer Household Selection screen. In the Lookup field, type all or part of the 

household name for which you wish to process activity enrollments and press the Enter key 

OR 





click Select. You will proceed to the Activity Transfers screen. 

4 In the Family Member Selection Browser Box, highlight the family member/activity/section that you wish to 

transfer FROM. 

5 Enter the activity number and section in the Actv No field that you want to transfer the family member TO. 

OR 

Press the F9 key or right click from within the field to select the appropriate activity/section from the picklist. 

6 Adjust the Surcharge Amount entry and Surcharge Bill code as necessary. 

7 The amount in the Net Fees field is calculated by subtracting the ‘Old Fees Paid’ from the ‘New Fees’. Click 

Select to add the transfer to the Current Transaction Listing browser box at the bottom of the screen. 

8 Repeat steps 4–7 for every activity transfer that you would like to process for this household. 

9 Click Payment (or Refund). You will continue to either the Payment Update or Refund Update screen to either 

process an additional payment or refund for this activity transfer transaction. 

Making Changes to an Existing Activity Registration 

Adding or Updating Roster Notes After the Activity Registration 

You can add or update roster notes through file maintenance or daily processing. 

To add or update roster notes through file maintenance: 

1 Go to Files � Activity � Roster Update. 

2 In the Activity Number field, enter or select the activity/section for the activity in which the family member is 

enrolled and for whom you wish to add or change a roster note. 

3 Click Next. You will proceed to the Enrollee Selection screen. 

4 Highlight the enrollee for whom you wish to add or change a roster note. 

5 Click Class Note. You will proceed to the Roster Note/Billing Detail Update screen. 

6 In the Notes field, enter the new or update the existing roster notes. 

7 Click Done to save your changes and return to the previous screen. 

8 Click


2 In the Lookup field, type the name of the applicable household and press the Enter key. You will proceed to the 


3 Highlight the applicable household and press the Enter key or click Select. You will proceed to the Activity 

Cancel/Changes screen. 

4 Highlight the activity registration to which you wish to add or change a roster note. 

5 Click Detail Changes. 

6 In the Roster Note field, enter the new or update the existing roster notes. 

7 Click OK to return to the Activity Registration Cancel/Changes screen. 

8 Click Payment/Refund. Even though no payment is due, you must click the Payment/Refund button to save the 

new roster notes. An informational message with the zero balance changes will display along with the following 

question: "Do you wish to continue?" 

9 Click Yes. You will proceed to the Payment Update screen. 

10 Click No Print (no payment is being processed—no receipt is required). The roster note changes will be saved. 


Canceling an Activity Registration 

The following steps detail the minimum information needed to cancel a single enrollment from a 

single Activity. For more detailed information, or for information about cancelling an entire Activity 

and/or Section (Daily � Activity � Activity Cancellations (All)), press F1 for field level help. 

1 Go to Daily � Activity � Activity Cancel/Changes (Indiv). You will proceed to the Activity Registrations 

Cancels/Changes Household Selection screen. 

OR 

Click the Global Cancel/Change hot button to launch the Global Cancels/Changes Household Selection screen. 

OR 

Go to Daily � Global � Global Cancel/Changes to launch the Global Cancels/Changes Household Selection 

screen. 

2 In the Lookup field, enter the last name of the household for which you wish to cancel the activity registration and 


3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Activity 

Cancel/Changes screen. You will proceed to the Global Cancel/Changes screen, if using Global 

Cancel/Changes. 

4 In the Household Transaction Listing browser box, highlight the activity registration that you want to cancel. 

5 Click Cancellation/Void. You will proceed to the Cancel Activity screen. 

6 Type any applicable Cancellation Reason. 

7 Select a Cancellation Code, if applicable. 

8 Enter a Surcharge Amount and Surcharge Bill Code, if applicable. 

9 Determine whether you wish to prorate the Refund, if applicable. Leave the default prorate percent (determined 

by class time remaining) in the Prorate Percent field or enter a new prorate percentage amount and click Adjust. 

The amount to be charged will display immediately below. Toggle Apply Proration to Refund – Charge Fees of 

to prorate the refund. 

Note: The Refund Amount field will NOT change until you enable the Apply Proration to Refund toggle. 

10 Select whether or not you wish to delete the record. Records should only be deleted if they are the result of a 

mistake. 

Note: You cannot delete a record if you are applying a Surcharge OR Prorating the refund. 

11 Click OK. You will be given a challenge message displaying the amount of the surcharge, the amount of the refund 

and asking whether you are sure. Click Yes to return to the Activity Cancel/Change screen. The transaction will 

display as ‘Cancelled’ in the browser. 

Note the amount listed in the New H/H Balance field in the lower right hand corner of your screen. If this amount 

is greater than or equal to zero, you will next proceed to the Payment Update screen. If this amount is less than 

zero, you will next proceed to the Refund Update screen. 

12 From here you may make changes/cancellations to additional enrolments (or line items associated with other 

modules, if using Global) for this Household 

OR 



Click Payment/Refund. to complete the cancellation. An informational message will appear that details all 

changes you have made. Click Yes and complete the transaction. 

OR 

Click Cancel Changes to exit the screen and return to the appropriate Household Selection screen without 

saving your changes. 

Creating a Tickler for an Activity 

1 Go to Files � Activity � Activity Tickler Maintenance. You will proceed to the Activity Tickler Message Update 

screen. 

2 Enter or select the activity number to which you wish to add a tickler. 

3 Click Next. 

5 If no other ticklers have been linked to this activity, the following message will display: "No ticklers exist for this 

activity on or after this date. Do you wish to add one?" Click Yes. 

OR 

If other ticklers already exist, you will proceed to the Activity Tickler Listing screen. Click Add. You will proceed to 

the Activity Tickler Detail Update screen. 

6 (Optional) In the Brief Desc field, add a brief description. 

7 Enter the Tickler Note. Press F1 for field-level Help as needed. 

8 Click Done to save the tickler and proceed (or return) to the Activity Tickler Listing screen. 

9 Click Add to add another tickler to this activity. 

10 When you have finished adding ticklers to this activity, click


Uploading an Activity to the League Module Using Feature to Team 

The Feature to Team upload method allows you to group all enrollees with like user 

codes/features together on the same team. 


players that wish to join the league must be entered using the League Team Maintenance 

program. 



3 Register all players in the first section of the activity only. 


5 Assign the appropriate user codes to each activity enrollee on the Files � League � Activity Roster Upload, 

Feature Assignment screen. 

OR 

Assign the user codes to the enrollees in any of the Household Maintenance programs. 

6 Run the Activity Roster Upload program (Files � League � Activity Roster Upload) and select the Feature to 

Team upload option. 

Uploading an Activity to the League Module Using Section to Team 

The Section to Team upload method allows you to group all enrollees with the same section letter 

(and/or number) together on the same team. 

For example, all enrollees in section A will become players on Team 1, all enrollees in section B 

will become players on Team 2, etc. 


players that wish to join the league must be entered using the League Team Maintenance 

program. 

1 Create an activity with one section in Activity File Maintenance. 

2 Register all enrollees in this one section. 

3 Set up additional sections for the activity using the Files � Activity � Activity Section Clone program—a total of 

one section per team is needed for the league. 

4 Assign players to individual sections using the Files � Activity � Roster/Team Draft program. 


6 Run the Activity Roster Upload program (Files � League � Activity Roster Upload) and select the Section to 

Team upload option. 

Working with Lottery Buddy Links 

Lottery Buddy Link Requirements/Limitations 

The Lottery Buddy Link can be a very powerful and helpful feature to use when processing lottery 

enrollments. However, it is important to take note of the following requirements and limitations 

that will drastically affect how this feature functions. 

Requirements/Limitations: 

• Although you can link a buddy before processing an activity registration for that individual, you MUST process 

an Activity Registration for the linked buddy in the selected class BEFORE the lottery spin takes place for the 

original enrollee’s activity. If this registration has not taken place, the buddy’s enrollment will not be processed 

regardless of the outcome of the spin for the original enrollee. 

• During the enrollment process, the system will only look one link deep. This simply means that if you have 

inadvertently created a chain of links, the system will only look at the buddy enrollment linked to the original 

enrollee. 

For example, consider the following buddy link chain: Helen’s linked buddy is Gail and Gail’s 

linked buddies are Helen and Clarence. If you run the lottery spin for Helen’s activity 

enrollment the system will check to see if Gail is able to enroll in her selected activity. 



However the system will NOT then check Gail’s buddy links (Clarence) for enrollment 

possibilities. Rather, the system will only check these links if you had run the lottery spin on 

Gail’s selected activity. As you can see, in instances like this the final buddy link is voided and 

does not function as might be expected. Gail expects that she will not be enrolled unless 

Clarence can be enrolled as well—in the example above this is NOT the case. 

It is therefore recommended that if you have a situation like the one described above you 

create reciprocal buddy links among all of the individuals. In other words, each person would 

have two buddy links. If you do not make this adjustment you may have to deal with confused 

customers (e.g., Clarence) who don’t understand how their buddy (e.g., Gail) was able to 

enroll in a class without them. 

• If an individual’s lottery number comes up and that person’s buddy has already been enrolled in a class, the 

system will ignore the buddy link and enroll the first individual. 

• Regardless of when the lottery spin is run for either the original enrollee or his buddy’s class, when the first 

enrollee’s lottery number comes up if there is a spot in the appropriate class(es) for each of the enrollees they 

will both be enrolled, even if the spin has not yet been run for the second class. 

Creating a Lottery Buddy Link 

The following steps assume that you are enrolling an individual in a lottery activity. 

See Also: Lottery Buddy Link Requirements/Limitations 

1 Go to Daily � Activity � Activity Registrations. 

OR 

Click the Activity Registration hot button. 

2 In the Lookup field, type all or part of the household name for which you wish to process activity enrollments and 

press the Enter key 

OR 





click Select. You will proceed to the Activity Registrations screen. 

4 In the Family Member Selection Browser Box, highlight the family member for whom you wish to process activity 

enrollment(s). 

5 In the Actv No field, enter or select the activity/section for which you are registering the selected family member. 


8 Since this is a lottery enrollment you will receive the following message: "A slot in this class has been created and 

there are people on the wait list who should be given priority over this new enrollee. Select one of the following 

options for this person. Yes = enroll this person, No = place this person on the wait list, or Cancel = cancel this 

enrollment." Click Yes. 

9 You will continue to the Lottery Extra Picks screen. Double click the appropriate second choice activity/section 

from the Browser Box. Your selection will automatically be added to the Lottery 2 nd Pick field for the family 

member. 

10 Double click the appropriate third choice activity/section from the Browser Box. Your selection will automatically 

be added to the Lottery 3rd Pick field for the family member. 

11 Click the Add to 1 st Choice Friends button. You will continue to the Add to Friends List screen. 

12 Enter the Family Member that you wish to link as this individual’s ‘1 st choice enrollment buddy ‘. 

OR 

Press the F9 key or right click from within the field to select the appropriate family member from the picklist. 

13 Enter or select the activity that the friend needs to be able to enroll in order for the original 1 st choice lottery 

enrollment to take place. 

14 Click OK. 

Note: Whenever you create a buddy link opposite of that link is created on the buddy’s lottery 

record. 

15 Click the Add to 2 nd Choice Friends button. You will continue to the Add to Friends List screen. 

16 Repeat steps 12 – 14. 



17 Click the Add to 3 rd Choice Friends button. You will continue to the Add to Friends List screen. 

18 Repeat steps 12 – 14. 

19 Click OK. 

20 You will return to the Activity Registration screen. 

21 Repeat steps 3 through 20 as needed, for the same or other family members. 


proceed to the AR (Activity) Payment Update screen. 

23 In the New Amt (Amount) Paid field, enter the current amount begin paid by the household. Press F1 for fieldlevel 



receipt. 

Updating a Lottery Buddy Link 

See Also: Lottery Buddy Link Requirements/Limitations 

1 Go to File Maintenance � Activity � Roster Update. 

2 In the Activity Number field enter the activity and section number for the class for which you wish to update a 

lottery buddy link. 

OR 

Press the F9 key or right click from within the field to select the appropriate activity from the picklist. 

3 Click Next. You will continue to the Enrollee Selection screen. 

4 Highlight the family member for whom you wish to update a lottery buddy link. 

5 Click Lottery Info. You will continue to the Lottery Extra Picks screen. 

To add a buddy link: 

6 Click the Add to 1 st Choice Friends button. You will continue to the Add to Friends List screen. 

7 Enter the Family Member that you wish to link as this individual’s ‘1 st choice enrollment buddy ‘. 

OR 

Press the F9 key or right click from within the field to select the appropriate family member from the picklist. 

8 Enter or select the activity that the friend needs to be able to enroll in order for the original 1 st choice lottery 

enrollment to take place. 

9 Click OK. 

10 Repeat steps 6 – 9 for the 2 nd and 3 rd choice buddies if applicable. 

To remove a buddy link: 

11 Highlight the buddy link that you wish to delete. 

12 Click the corresponding Remove from ___ Choice Friends button. 

13 When you have finished making all of the appropriate changes, click Done. 

14 You will return to the Enrollee Selection screen. 

15 Click


4 Press the F9 key or right-click from within the Location field to select the location at which you wish to post 

attendance. 

5 Click Post to continue to the Activity Roster Listing screen 

6 Select an individual from the browser and click Post Indiv to post attendance for this person. 

OR 

Click Post Roster to post attendance for all the individuals listed in the browser box. 

Updating Activity Visits 

1 Go to Daily � Activity � Activity Visit Update. You will proceed to the Activity Visit Update - Search Criteria 

screen. This screen allows you to narrow the range of visits you see by activity/section and/or visit date range. 


2 Click Continue to accept your selections and proceed to the Activity Visits Household Selection screen. 

3 Enter the household name, ID, etc. for whom you want to update visit records. Press F1 for field-level Help as 

needed. Once the household is selected, you will proceed to the Activity Visit Update screen, where all the visit 

records matching your criteria will be listed. 

4 Click Update Visit to update the visit amount charged for the selected visit. 

OR 

Click Payment to continue to the Global Payment Update screen for the selected household. 

Facility Daily Work 

Making Reservations 

Making a Facility Reservation 

These instructions list the minimum information required to process a Facility Reservation for a 


1 Click the Facility Reservations hot button. 

OR 

Go to Daily � Facility � Facility Reservations. You will proceed to the Facility Reservation Household Selection 

screen. 

OR 


OR 


2 In the Lookup field, type all or part of the household name for which you wish to process facility reservations and 


OR 




3 Highlight the household or family member for whom you wish to process a reservation and press Enter or click 

Select. You will proceed to the Facility Reservations screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the reservation 

and click Select. Then click the Facility Reservations button located at the bottom of the screen to proceed to 

the Facility Registrations screen. 

4 Insure the radial dial is set to Facility and not Group. 

5 Right-click or press F9 in the Facility field to select the facility for which you wish to create the reservation. 

Note You can select multiple facilities by holding the key down and using the mouse to select the desired 

Facilities. Click Select when done. All subsequent information entered will apply to ALL facilities selected in this 

manner unless you Update individual line items once they’re in the Transaction Browser. 



Any comments or tickler associated with the Facility will appear in the browser box once you have a facility in the 

Facility field. To remove these from view, click Hide Notes, which is located on the right-hand side of the screen. 

6 In the From field, enter the starting date of the reservation. 

7 In the To field, enter the ending date of the reservation. 

8 In the Start field, enter the starting time of the reservation. 

9 In the End field, enter the ending time of the reservation. 

10 Select the appropriate reservation Status. 

11 To enter an expected headcount figure, enter a number in the Head Cnt field. 

12 To add reservation purpose notes, enter notes in the Purpose field. 

13 Click Add Info add any additional information. 

14 Click Select to add this facility reservation to the Transaction Listing browser box. 

OR 

Click Fees if charges need to be updated. 

Note: If a question group has been linked to this facility, these questions will display at this time. 

See Also: Linking a Question Group to a Facility. 

15 Repeat steps 4–14 as needed for this household or organization. 

Note: The Update button removes the Facility from the browser and places it back in the Facility field, allowing 

you to edit information entered in Steps 4 through 13 above. The Remove button removes the Facility from the 


16 Click Payment to process the reservations listed in the Transaction Listing browser box. You will proceed to the 

Payment Update screen. 



OR 

Click Exit to return to the main RecTrac screen without processing the reservation. 




Making a Pattern Reservation 

The Pattern Reservations feature allows you to create a reservation that utilizes the same facility 

and time block over a number of days (consecutive or not), weeks or months. Multiple Pattern 

Reservations are required if multiple time blocks are needed, even if the time blocks fall on the 

same days. A Pattern Reservation is also required for the same time block over consecutive 

days, unless the party wants the location reserved around the clock for the length of the 

reservation. 

Examples: A group requires a reservation every day for a week (30 April through 04 May) from 

1100a to 0200p and from 0500p to 0800p. To fit this scenario, you would make two Pattern 

Reservations, one for the morning hours and a second for the evening hours, both on the same 

dates and in the same location. 

Without Pattern Reservations, the reservation would run around the clock from 1100a on 30 April 

through 0800p on 04 May, as detailed below. The following assumes the facility’s opening hours 

are 0700a – 1100p daily: 

• 04/30: From 1100a (the start time of the reservation) to 11:00p (the facility’s closing time). 

• 05/01 – 05/03: From 0700a to 1100p daily (Open to close) 

• 05/04: From 0700a (the facility’s opening time) to 0800p (the reservations’ end time) 



To Make a Pattern Reservation: 


OR 


screen. 

OR 


OR 




OR 






OR 


and click Select. Then click the Facility Reservations button located at the bottom of the screen to proceed to 



5 Right-click or press F9 in the Facility field to select the facility for which you wish to create the reservation. 

Note You can select multiple facilities by holding the key down and using the mouse to select the desired 

Facilities. Click Select when done. All subsequent information entered will apply to ALL facilities selected in this 

manner unless you Update individual line items once they’re in the Transaction Browser. 







10 Toggle the Pattern Detail time interval you want from the Daily, Weekly, Monthly and Random selections 

located in the Pattern Detail filed on the right-hand side of the screen and then choose enter an Every 

increment. 

Examples: In the scenario above, you would select Daily as your time interval and enter Every 1 Days for your 

increment because you want the group to meet every day for that week. 

If a group wanted to meet from 0700p to 0900p every other Tuesday for three months (May through July), you 

would enter 05/0/YY to 07/31/YY in the From/To range, 0700p and 0900p in the Start/End range, select Weekly 

for Pattern Detail, enter Every 2 Week(s) and then toggle the Tue button. 

Note: For Random patterns, you must select the days from the Calendar pop-up. 

Press F1 for additional field-level Help as needed. 

10 Click Select or Fees when you are ready. You will proceed to the Pattern Reservation Update/Delete screen. 

11 Edit the pattern reservation as required. Press F1 for help as needed. 

12 When you have finished editing the pattern reservation, click Select. You will return to the Facility Reservations 

screen where your pattern reservation will appear in the Transaction Listing browswer. 

OR 

Click Fees to update charges, if necessary. 

13 Repeat steps 4–12 as needed for additional pattern reservation for the Household or Organization. 

Note: The Update button removes the Facility from the browser and places it back in the Facility field, allowing 

you to edit information entered in Steps 4 through 13 above. The Remove button removes the Facility from the 








OR 


Creating Multi-Facility Reservations 

The Multi-Facility Reservation feature allows you to create a reservation for more than one facility 

at one time. 

For example, you might use this feature if an organization needed to reserve three baseball fields 

for the same date and time. 


OR 


screen. 

OR 


OR 




OR 






OR 

If Using Global Sales, click the Facility Reservations button located at the bottom of the screen to proceed to 



5 Right-click or press F9 in the Facility field. Select multiple facilities by holding the key down and using the 

mouse to select the desired Facilities. Click Select when done. All subsequent information entered will apply to 

ALL facilities selected in this manner unless you Update individual line items once they’re in the Transaction 

Browser. 



6 In the From field, enter the starting date of the reservations. 

7 In the To field, enter the ending date of the reservations. 

8 In the Start field, enter the starting time of the reservations. 

9 In the End field, enter the ending time of the reservations. 

10 Select the appropriate reservation Status. 

11 To enter an expected headcount figure, enter a number in the Head Cnt field. 

12 To add reservation purpose notes, enter notes in the Purpose field. 

13 Click Add Info add any additional information. 

14 Click Select to add these facility reservations to the Transaction Listing browser box. 

OR 


Note: If a question group has been linked to this facility, these questions will display at this time. 

See Also: Linking a Question Group to a Facility. 

15 Repeat steps 4–14 as needed for this household or organization. 



Note: The Update button removes the Facility line item from the browser and places it back in the Facility field, 

allowing you to edit information entered in Steps 4 through 13 above. The Remove button removes the Facility 

from the transaction completely. 





OR 


Making a Facility Reservation for a Facility Group 


OR 


screen. 

2 Type the name of the household for which you wish to process a facility group reservation and press the Enter 

key. You will proceed to the Household Listing screen. 

3 Highlight the applicable household or organization and press Enter or click Select. You will proceed to the 

Facility Reservations screen. 

4 Select the Group radio set button. 

5 Press the F9 key or right-click from within the Group field. 

6 Make your selection from the Facility Group Picklist screen and click Select. 

7 You will return to the Facility Reservations screen and the name of the facility group will automatically display in 

the Group field. 

8 Enter the dates and times for the facility group reservation. 

9 Click Select to add the facility group reservation to the Current Transaction Listing browser box. 

10 Repeat steps 4–9 as necessary. 

11 Click Payment to process the facility group reservation(s) listed in the Current Transaction Listing browser box. 

You will proceed to the Payment Update screen. 

12 In the Pay Amt field, enter the current amount begin paid by the household. Press F1 for field-level Help as 

needed. 


receipt. 

Making a Reservation for Your Own Organization Using the Internal 

Household 

You may want to create a reservation for your organization if you need to schedule a staff 

meeting or schedule a facility for maintenance work. 


OR 


screen. 

2 Click Internal Household. You will proceed to the Facility Reservations screen. 

3 Select the facility, dates, and times for which you wish to create the reservation. 

4 Select Internal or Maintenance, depending on the type of internal reservation you are making. 

5 Click Select to add the reservation to the Current Transaction Listing Browser Box. 

6 Repeat steps 2–5 for as many internal reservations as are required. 

7 Click Payment to continue to the Payment Update screen. No fees will be associated with the reservation, only 

the reservation will be made. 

8 Click Print to continue to the Output Selection screen where you may opt to print or preview the resulting receipt. 



Reserving a Facility Through Its Closed Hours 

The 24 Hour option on the Facility Reservations screen allows you to reserve a facility through its 

closed hours. 

For example, assume that you were reserving a facility that had normal operating hours from 

8:00am to 11:00pm (the facility is closed from 11:00pm to 8:00am) and you were creating a 

reservation for the following dates and times: 

From Date Start Time To Date End Time 

01/01 10:00am 01/02 06:00pm 

24 Hour NOT Checked 24 Hour Checked 

The reservation would run from 

10:00am to 11:00pm (the closing 

time) on 01/01. 

And then again from 8:00am (the 

opening time) to 6:00pm on 01/02. 

The reservation would run from 10:00am 

on 01/01 through 6:00pm on 01/02. The 

reservation would run through the 

facility’s closed hours. 

All facility reservation fees would be updated automatically by the system as appropriate. 


OR 


screen. 

2 Type the name of the household or organization for which you are processing a facility reservation and press the 

Enter key. You will proceed to the Household Listing screen. 

3 Highlight the household or organization and press Enter or click Select. You will proceed to the Facility 

Reservations screen. 

4 In the Facility field, select the facility that you wish to reserve. 

5 Enter the dates for which you wish to create the reservation. 

6 Enter the times that run through the facility’s closing times. 

7 Select the 24 Hrs option. Depending on the hours that you establish for your reservation, the 24 Hrs field may be 

automatically selected by the system. 

8 Click Select to add this reservation to the Current Transaction Listing Browser Box. 

9 Click Payment to process the reservations listed in the Browser Box. You will proceed to the Payment Update 

screen. 


needed. 


receipt. 

Creating a New Reservation Based on an Existing Reservation 

1 Go to Daily � Facility � Event Processing/Reservations Clone. You will proceed to the Event 

Processing/Reservations Clone Household Selection screen. 

2 Type the name of the household or organization for which you wish create a new reservation and press Enter. 


3 Highlight the applicable household or organization and press Enter or click Select. You will proceed to the Event 

Processing/Reservations Clone screen. 

4 Choose whether you want to include facility reservations in your search criteria. 

5 Choose whether you want to include rental reservations in your search criteria. 

6 Select the Update Fees option if you want to charge fees other than what was charged for the original 

transaction. 



7 Select the Recalc Fees if you want to recalculate fees for the new reservations. You would typically select this 

option if your organization’s reservations fees change from year to year. If they are static, recalculating the fees 

has no effect. 

8 Select whether you want to Re-ask Questions, Keep the Same Answers, or have No Answers associated with 

the new transaction. 

9 Enter the range of dates to determine the results that display in the Transaction Listing browser on the next 

screen. 

10 Enter a new starting date for the reservation you are creating. 

11 Click Process to proceed to the next screen and choose from the selected transactions. 

12 Select a transaction from the browser. 

13 Click Process to create a new transaction based on this transaction. If you chose to update fees or questions 

and answers on the previous screen, you will be prompted to review and/or change them. You will then visit the 


14 Click


Searching for a Facility that Meets Specified Criteria 

The Facility Reservation (Search) program allows you to automatically search for and reserve a 

facility that meets a pre-set selection of criteria. 

For example, you may need an auditorium that has a maximum capacity of 1,000, an audio 

system and bleachers and is available between 1:00p and 4:00p on the second Saturday of every 

month from April through June. Facility Reservations (Search) allows you to find a facility or 

facilities that meet those requirements and make the reservations. 

1 Click the Facility Reservations (Search) hot button. 

OR 

Go to Daily � Facility � Facility Reservations (Search). 

OR 


OR 


2 In the Lookup field, type all or part of the household name for which you wish to process this function and press 

the Enter key. 

OR 





Select. You will proceed to the Facility Reservation Search screen. 

OR 


and click Select. Then click the Facility Search button located at the bottom of the screen to proceed to the 

Facility Reservation Search screen. 

4 Fill in your search criteria in the fields provided in the upper left-hand of the screen. The more information you 

enter, the more detailed your search will be. 

Note: Click Reset to reset your search criteria, if necessary. The Time Block field counts time in minutes. Press 

F1 for field level help as needed. 

5 Enter any keywords and use the Dual Selection List to search for selected features, if applicable. Press F1 for 

field level help as needed. 

6 Click Search Matrix to search for facilities that meet your criteria. You will proceed to Mult-Day/Multi-Facility 

Search screen. 

7 Select the reservation(s) you want in the results matrix by clicking in the field(s) where the time going across to 

the right meets the facility coming down. Once you click in the field, it will turn pink and display ‘RSV.’ Click in 

additional fields to make additional reservations as necessary. Click in a field again to delete the reservation. 

Click Facility Res to complete the reservation. 

OR 

Click


Note: The Update button removes the Facility line item from the browser and places it back in the Facility field, 

allowing you to edit selected information entered in Steps 4 through 9 above. The Remove button removes the 

Facility from the transaction completely. 





OR 


Searching for and Selecting an Available Time Block for a Facility 

Reservation 

The Availability Calendar feature allows you to view a facility’s availability by the day, week or 

month. You can then select the facility and its corresponding open date and times for your 

reservation. Additionally, you can view the availability for multiple facilities and select their 

corresponding open date and times. 

Note: You may view a facility’s availability in the Facility Inquiry (Inquiry � Facility) as well. The 

inquiry program does not allow you to select an available time block for a reservation. 


OR 


screen. 

2 Type the name of the household or organization for which you wish to process a facility reservation and press 

Enter. 



4 Click Avail Calendar. Specification of the facility, reservation dates and times on the Facility Reservations screen 

is not required. You will proceed to the Facility Inquiry screen. 

5 Highlight the facility for which you wish to check availability (or select the Multi-Facility Schedule option). Press 

F1 from the Facility Inquiry screen for screen-specific Help. 

6 Select the mode in which you wish to view the facility’s availability (by the week, month, day, etc.). This step is 

not required for multi-facilities. You will proceed through one or more screens, the last of which will display the 

facility’s available time block(s). For more specific help, press F1 from each of the inquiry screens. 

7 Highlight the open date and time(s) for which you wish to make a reservation and click OK. You will return to the 

Facility Reservations screen where the information that you select will automatically be entered in the appropriate 

fields. 

8 Click Select to add the reservation to the Current Transaction Listing browser box. 

9 Repeat steps 2 through 8 as necessary. 

10 Click Payment to process the facility reservation(s) listed in the Current Transaction Listing browser box. You will 

proceed to the Facility Payment Update screen. 


needed. 


receipt. 



Charging Deposits and Damage Fees for a Facility Reservation 

Making a Deposit 

You can make deposits at two different points—during the reservation or after a reservation has 

been made. 

To make a deposit during the reservation: 


OR 


screen. 

2 Highlight the household or organization for which you wish to process facility reservations/charge a deposit and 

press Enter or click Select. You will proceed to the Facility Reservations screen. 

3 In the Facility field, select the facility for which you wish to create the reservation. 





8 Click Fees. You will proceed to the Facility Fees Update screen. 

9 In the Deposit Amount field, enter any deposit required. 

10 Any default amount in this field is established in Facility File Maintenance on the Facility Fees/Charges screen. 

11 Click OK to return the Facility Reservations screen where the reservation and applicable deposit will be added to 

the Current Transaction Listing Browser Box. 

12 Repeat steps 2 through 11 as needed. 

13 Click Payment to process the reservation(s) listed in the Current Transaction Listing browser box. You will 


14 In the Pay Amt field, enter the amount paid for the reservation and deposit combined. 


To charge a deposit after the reservation has been made: 

1 Go to Daily � Facility � Facility Deposit Changes. You will proceed to the Facility Reservation Household 


2 In the Lookup field, enter the name of the household or organization for which you wish to charge a deposit. 


4 Highlight the household or organization for which you wish to charge a deposit. 

5 Click Select. You will proceed to the Facility Deposit Changes screen. 

6 Highlight the facility reservation transaction for which you wish to charge a deposit. 

7 Click Update Deposits. You will proceed to the Deposit Revision screen. 

8 In the Deposit Charged field, enter the amount of the deposit that you wish to charge. 

9 Click OK. You will return to the Facility Deposit Changes screen. 

Note the amount in the Amount Due field. If this amount is greater than or equal to zero, you will proceed to the 

Payment Update screen. If this amount is less than zero, you will proceed to the Refund Update screen. 

10 Click Payment/Refund to proceed to the Payment Update screen (if the New Deposit Balance is greater than or 

equal to zero). 

11 In the Deposit Paid field, enter the amount of the deposit being paid. 

12 Select the appropriate Pay Code. 




Refunding a Deposit 



2 In the Lookup field, enter the name of the household or organization for which you wish to apply a deposit to a 

reservation balance. 


4 Highlight the household or organization for which you wish to apply a deposit to a reservation balance. 


6 Highlight the deposit transaction that you wish to update and click Update Deposits. You will proceed to the 

Deposit Revision screen. 

7 Enter 0.00 in the Deposit Charged field and click OK. You will return to the Deposit Changes screen. 

Note the amount in the Amount Due field. If this amount is greater than or equal to zero, you will proceed to the 

Payment Update screen. If this amount is less than zero, you will proceed to the Refund Update screen. 

8 Click Payment/Refund to proceed to the Refund Update screen (if the New Deposit Balance is less than zero). 

9 Select the appropriate Refund Type. 

10 Select the appropriate Refund Code. 


Applying a Deposit Refund to a Facility Reservation Balance 

The following steps can be used to apply a household’s or organization’s deposit refund to facility, 

rental, or locker reservation fees balance (or any other module balance). 

For example, household paid a $50 facility deposit and still owes $250 for their facility reservation 

fee. The following steps would allow you to "refund" the $50 deposit in cash, which you could then 

use as a payment towards the $250 facility reservations fee balance. 










7 Enter 0.00 in the Deposit Charged field and click OK. You will return to the Deposit Change program. 

8 Click Payment (or Refund, depending on whether your changes result in a balance owed or a credit balance). 

You will proceed to the Payment (or Refund) Update screen. You will only proceed to the Refund Update screen 

if the total New Deposit Balance for the household is less than zero. If you are on the Payment screen, go to 

step 9. If you are on the Refund screen, go to step 10. 

9 If the household is paying more money in addition to their refund amount toward their balance, the amount in the 

Pay Amt field should reflect the difference, and you may select the appropriate pay code the customer is using to 

pay the balance. Click Print or No Print. You will NOT continue with the next steps. 

10 On the Refund screen, select the Refund Now refund type and select a Refund Pay Code of 2 (or your Refund 

Code that equals "Cash"). Click Print to print a refund receipt. 

11 Next, go to Daily � Global � Global Sales. You will proceed to the Global Sales Household Selection screen. 





15 Click Select. You will proceed to the Global Sales screen. 

16 Click Payment. You will receive a question: "There are no transactions to process. Are you sure you want to go 

to the payment screen?" Click Yes, and you will proceed to the Global Payment Update screen. 



17 In the Pay Amt field, enter a payment amount equal to the amount of the deposit that you just refunded and enter 

a Pay Code of 2 (or your Pay Code that equals "Cash"). 

18 You will be prompted to continue to the Manual Apply screen if there are multiple items for which the household 

has a balance. Click Yes, then select the item(s) that you would like to make the payment against. 

19 Click Print to print a payment receipt. 

Charging a Damage Fee for a Facility Reservation 



2 In the Lookup field, enter the name of the household or organization for which you wish to charge a damage fee. 


4 Highlight the household or organization for which you wish to charge a damage fee. 

5 Click Select. You will proceed to the Deposit Changes screen. 

6 Highlight the facility reservation transaction for which you wish to charge a damage fee. 


8 Decrease the Deposit Charged value to 0.00. This will automatically update the Amount Due field with the same 

dollar amount, as though you were going to refund the entire amount. 

9 Then, to apply any incurred Damage Fees, enter an amount in the Damage Fee field then right-click or press F9 

from within the Damage Bill Code field to select the appropriate Damage Bill Code. 

Note: A Damage Bill Code is required if you enter an amount in the Damage Fee field. 

10 Click OK. You will return to the Deposit Changes screen. 

Note the amount in the New Mod/Dep Balance field. If this amount is now greater than or equal 

to zero, you will proceed to the Payment Update screen. If this amount is less than zero, you will 

proceed to the Refund Update screen. 



12 In the Pay Amt field, enter the damage fee being paid at this time. 



Adding Additional Information to a Facility Reservation 

Entering Event Type, Site Type, and/or Print Options for a Facility 

Reservation 

The following steps assume that you have set up your F/R Event Type, F/R Site Type and F/R 

Print Opt user codes in User Code Maintenance (File Maintenance � System � Other 

Maintenance). 


OR 


screen. 


Enter. You will proceed to the Household Listing screen. 



4 Select the appropriate facility in the Facility field. 

5 Enter the appropriate beginning and ending reservation dates in the From and To fields. 

6 Enter the appropriate reservation times in the Start and End fields. 

7 Click Add Info to proceed to the Facility Reservation Additional Information screen. 

8 Select the appropriate Event Type, Site Type, and Print Options. 

9 Click OK. You will return to the Facility Reservations screen. 





proceed to the Global Payment Update screen. 


needed. 


Adding Reservation and/or Maintenance Comments to a Facility 

Reservation 


OR 


screen. 








7 Click Add Info to proceed to the Facility Reservation Additional Information screen. 

8 Enter any additional reservation comments in the Reserv. Comment field. 

9 A Reservation ID may already have been linked to the facility on the Facility File Maintenance - Facility Core 

Information screen. If not, you may select a new one here, if applicable. 

10 Enter any additional maintenance comments in the Maint. Comments field. 

11 A Maintenance ID may already have been linked to the facility on the Facility File Maintenance - Facility Core 

Information screen. If not, you may select a new one here, if applicable. 






needed. 


Revising Setup/Cleanup Times During the Facility Reservations 

Process 

The Setup/Cleanup feature allows you to modify the setup and cleanup times established in 

Facility ID Maintenance. The system automatically adds the setup and cleanup times to the 

reservation’s start and end times. 

For example, assume that you needed to create a facility reservation from 6:00pm to 8:00pm and 

that this particular reservation required an extra fifteen minutes of setup and cleanup time. 

Assume additionally that you did not establish any setup or cleanup times for this facility in Facility 

ID Maintenance. Following the steps as listed below, the system would automatically add a setup 

time reservation from 5:45pm to 6:00pm and a cleanup time reservation from 8:00pm to 8:15pm 

as "Internal/Staff" reservations. Other reservations for this facility, for this date, would only be 

allowed before 5:45pm and after 8:15pm. 

Note: If you require setup and/or cleanup times for a pattern reservation, you must establish the 

setup and cleanup times prior to creating the pattern reservation. 


OR 




screen. 





4 Enter the appropriate information for the Facility, Dates, and Times. 

5 Click Add Info. You will proceed to the Additinoal Information screen. 

6 Enter the new Setup Minutes and/or Cleanup Minutes and click OK. You will return to the Facility Reservations 

screen. 


8 Any new setup times or cleanup times that you established will automatically be added before and/or after your 

reservation start and end times. 





needed. 


Adding a New Contact Person to a Facility Reservation 


OR 


screen. 

2 Highlight the household or organization for which you wish to process a facility reservation and press Enter or 

click Select. You will proceed to the Facility Reservations screen. 

3 Enter the appropriate facility in the Facility field. 



6 Click Add Info to proceed to the Additional Information screen. 

7 Click New Contact, and enter the new contact’s information. 






needed. 


Posting Headcount Figures to a Facility 

To post headcount figures to facilities, you can use either of the following programs: 

• Auto Facility Attendance Post 

• Facility Attendance Post 

To use the Auto Facility Attendance program: 

The Auto Facility Attendance program allows you to automatically post the facility reservation headcount 

figures that you added on the Facility Reservations screen or that you updated in the Facility (or Global) 

Cancel/Change program. The Auto Facility Attendance program allows you to automatically post these 

headcount figures to a selected range of facilities for a specified range of dates. 



1 Go to Period End � Facility � Facility Auto Attend Post. You will proceed to the Automatic Facility Attendance 

Posting program. 

2 Enter a range of facilities for which you wish to post headcount figures. 

3 Enter a range of dates for which you wish to post headcount figures. 

4 Click Post to post the figures to the selected facilities. 

5 Click Print Log to print a posting log or click Exit to return to the Main Menu. 

To use the Facility Attendance Posting program: 

The Facility Attendance Posting program allows you to post headcount figures to your facilities. You 

would use this program if the headcount numbers you entered during the facility reservations or the 

facility cancel/change process differed from your current headcount figures. 

1 Go to Period End � Facility � Facility Attendance Post. You will proceed to the Facility Attendance Posting 

program. 

2 In the Facility field, select the facility for which you wish to post headcount figure. 

3 In the Attendance field, enter the head count figure. 

4 In the Posting Date field, enter the date to which you wish to post the headcount figure. 

5 Click Post to post the figures to the selected facilities. 

6 Click Print Log to print a posting log. 

OR 


Making Changes to an Existing Reservation 

Making Changes to a Facility Reservation 

1 Go to Daily � Facility � Facility Cancel/Changes. You will proceed to the Facility/Rental Search Criteria screen. 

2 In the Reservation Number field, enter the reservation number that you are changing 

OR 

Click Name Lookup to proceed to the Facility Reservation Cancel/Changes Household Selection screen to 

search for the household or organization that has the reservation you are changing. In the Lookup field, enter the 

first few letters of the last name of the household for which you wish to change the reservation and press Enter. 

You will proceed to the Household Listing screen. Highlight the appropriate household or organization and click 

Select. You will proceed to the Facility Cancel/Change screen. 

3 In the Household Transaction Listing browser box, highlight the facility registration that you want to change. 

4 Click Detail Changes. You will proceed to the Detail Change for Reservation screen. Press F1 for field-level Help 

as needed. 

5 You can change any of the information on the fields listed on the screen. If you make changes to the facility, date, 

or times, the system will automatically check that the facility is available for the newly selected criteria. 

6 Click OK. You will return to the Facility Cancel/Change screen. 




7 Click Payment/Refund. 

8 You MUST click the Payment/Refund button, even if the changes you have made do not result in any payment or 

refund for the selected household. An informational message will appear which details all changes that have 

been made. 

9 Click Yes when you have confirmed that the information is correct. You will proceed to the Payment or Refund 

Update screen, depending on the amount listed in the New H/H Balance field (and described above). 

10 If you are on the Refund Update screen, be sure to select the correct Refund Type (Apply to Household Balance, 

Refund from Cash Drawer Now, etc.), Refund Code and enter any appropriate refund reference notes (in the Ref 

1 and 2 fields). If you are on the Payment Update screen, be sure to enter the correct Pay Amt, if any, and select 

a Pay Code and any appropriate payment reference notes (in the Pay Ref 1 and 2 fields). 




Changing the Number of Light Reservation Hours if You are Using a 

Light Export Program 

For the following steps, assume that: 

• The New Profile Bill Code is "NLGHT" and the Old Profile Bill Code is "OLGHT" (as established in Static 

Parameters - Screen 6 of 6). 

• You are increasing a household’s light reservation hours from two to five. 

1 Go to Daily � Facility � Facility Cancel/Changes. 

2 Enter the reservation number. 

3 Click OK to proceed to the Facility Cancel/Changes screen. 

4 Highlight the specific reservation for which you wish to change the number of light hours (if it is not highlighted 

already). 

5 Click Update Charges. 

To make changes: 

6 Before the reservation date and before exporting the light codes: 

7 Change the Count for the NLGHT bill code from "2" to "5" OR Before the reservation date but after exporting the 

light codes: 

8 Press the F9 key or right-click from within the field and add NLGHT as a new bill code line item. Enter "3" in the 

corresponding Count field (5 hours - 2 hours = 3) OR After the reservation date: Change the Count for the 

OLGHT bill code from "2" to "5." 

9 Click OK to return to the Facility Cancel/Changes screen. 

10 Click Payment/Refund. You will continue to the Payment or Refund Update screen, depending on whether the 

household or organization is now owed money or is due a refund. 

11 Process the payment or refund as usual. 

Adding a New Reservation to an Existing Reservation 


OR 


screen. 

2 Type the name of the household or organization for which you wish add a new reservation to one of their existing 

reservations and press Enter. You will proceed to the Household Listing screen. 






7 Click Add Info to proceed to the Additional Information screen. 

8 Enter the existing reservation number in the Link to Reservation # field. 






needed. 


receipt. 



Canceling a Facility Reservation 

The following steps detail the minimum information needed to cancel a single Facility reservation. 

For more detailed information, or for information about cancelling a range of Facility reservations, 

press F1 for field level help. 

1 Go to Daily � Facility � Facility Cancel/Changes. You will proceed to the Search Criteria screen. Click Name 

Lookup. 

OR 


OR 


screen. 

2 In the Lookup field, enter the last name of the household for which you wish to cancel the reservation and press 


3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Facility 



4 Highlight the facility reservation that you wish to cancel. 

5 Click Cancellation/Void. You will proceed to the Cancel screen. Press F1 

for field-level Help for this screen as needed. 




9 Select whether you wish to include the Deposit Paid in the Refund, if applicable. 

10 Select whether you wish to cancel the entire reservation and/or pattern, if applicable. 

11 Determine whether you wish to prorate the Refund, if applicable. Leave the default prorate percent in the 

Prorate Percent field or enter a new prorate percentage amount and click Adjust. The amount to be charged will 

display immediately below. Toggle Apply Proration to Refund – Charge Fees of to prorate 

the refund. 



mistake. 



and asking whether you are sure. Click Yes to return to the Facility Cancel/Change screen. The transaction will 







OR 



OR 





Creating a Tickler for a Facility 

1 Go to Files � Facility � Facility Tickler Maintenance. You will proceed to the Facility Tickler Message Update 

screen. 

2 Select the facility type, location, and ID to which you wish to add a tickler. 

3 Click Next. 

4 If no other ticklers have been linked to this activity, on or after the action date entered, the following message will 

display: "No ticklers exist for this facility on or after this date… Add one?" Click Yes 

OR 

If other ticklers already exist, you will proceed to the Facility Tickler Listing screen. Click Add. You will proceed to 

the Facility Tickler Update screen. 

5 Enter the beginning and ending action dates for this tickler. 

6 You may optionally add a brief description. 

7 Enter the tickler note. Press F1 for field-level Help as needed. 

8 Click Done to save the tickler and proceed (or return) to the Facility Tickler Listing screen. 

9 Click Add to add another tickler to this facility. 

10 When you have finished adding ticklers to this facility, click


Pass Daily Work 

Processing Pass Registrations, Renewals and Transfers 

Selling a Pass Membership 

Note: If you are a CYS User and are selling a CY-CHILD or CY-SAS pass type, remember to also 

sell a CY-MZZ pass type to those pass holders. If you do not sell a youth pass to a youth you 

must sell that youth a CY-MZZ pass type. 

1 Click the Pass Registration hot button. 

OR 

Go to Daily � Pass � Pass Registrations. You will proceed to the Pass Management Household Selection 

screen. 

OR 


OR 

Go to Daily � Global � Global Sales. You will proceed to the Global Sales Household Selection screen. 

2 In the Lookup field, type all or part of the household name for which you wish to process a pass membership and 


OR 




3 Highlight the household or family member for whom you wish to process the membership and press Enter or click 

Select. You will proceed to the Pass Registrations screen. 

OR 


and click Select. Then click the Pass Registrations button located at the bottom of the screen to proceed to the 

Pass Registrations screen. 

4 In the Family Member Selection browser box, located in the upper left-hand corner of the screen, highlight the 

family member for whom you wish to process the pass registration. 


The New button will allow you to add a new Family Member to the selected Household. 

5 In the Type field, right-click or press F9 to select the pass type for which you are registering the selected family 

member. 

Note You can select multiple passes if the individual wants to sign up for more than one membership. Once in 

the Section Listing browser, hold the key down and use the mouse to select the desired passes. Click 

Select when done and all passes will move to the Transaction Listing browser box. 

You will get a pop-up message allowing you to accept or skip a range of billing methods if the Pass is set up to 

allow ACH Withdrawal, Auto-Debit from Credit Card and/or Installment Billing. 

Any comments associated with the Pass will appear in the browser box once you have a Pass n in the Type field. 

To remove these from view, click Hide Notes, which is located on the right-hand side of the screen. 

To view details about the Pass, click Details located beneath the Type field. 

6 Click Select to add this pass registration to the Transaction Listing browser box. 

OR 


Note: If a question group has been linked to this pass, those questions will display at this 

time. 


passes. 

Note: The Update button removes the Pass from the browser and places it back in the Type field, allowing you 

to edit information entered in Steps 5 and 6 above. The Remove button removes the Pass from the transaction 

completely. 


proceed to the Pass (or Global) Payment Update screen. 





OR 





Renewing a Pass Membership 

1 Click the Pass Renewals hot button. 

OR 

Go to Daily � Pass � Pass Renewals. You will proceed to the Pass Renewal Household Selection screen. 

OR 


OR 



2 In the Lookup field, type all or part of the household name for which you wish to process a pass renewal and 


OR 




3 Highlight the household or family member for whom you wish to process the renewals and press Enter or click 

Select. You will proceed to the Pass Renewals screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the renewal and 

click Select. Then click the Pass Registrations button located at the bottom of the screen to proceed to the 


4 In the browser box, located in the upper left-hand corner of the screen, highlight the pass you wish to renew. 

Information about Pass Type, Pass Number, Months, Exp Date and Ft Exp Date will fill in automatically. 


5 Click Select to add this pass registration to the Transaction Listing browser box. 

OR 


Note: If a question group has been linked to this pass, those questions will display at this 

time. 



Any comments associated with the Pass will appear in the browser box once you have a Pass n in 

the Type field. To remove these from view, click Hide Notes, which is located on the right-hand side 

of the screen. 



passes. 

Note: You can renew a Pass into a different Pass Type ONLY if you have Allow Pass Renewal into Different 

Pass Type enabled on your Daily Processing Device. 

Note: The Update button removes the Pass from the browser and places it back in the Type field, allowing you 

to edit information entered in Step 5 above. The Remove button removes the Pass from the transaction 

completely. 

7 Click Payment to process the renewal(s) listed in the Current Transaction Listing browser box. You will proceed 

to the Pass (or Global) Payment Update screen. 





OR 





Processing a Pass Transfer 

1 Click the Pass Transfer hot button. 

OR 

Go to Daily � Pass � Pass Transfers. You will proceed to the Pass Transfer Household Selection screen. 

OR 


OR 



2 In the Lookup field, type all or part of the household name for which you wish to process a pass transfer and 


OR 




3 Highlight the household or family member for whom you wish to process the transfer and press Enter or click 

Select. You will proceed to the Pass Renewals screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the transfer and 

click Select. Then click the Pass Transfer button located at the bottom of the screen to proceed to the 

PassTransfers screen. 

4 In the browser box, located in the upper left-hand corner of the screen, highlight the pass you wish to transfer. 

Information about Member Date and Expiration Date will fill in automatically. 

5 In the Pass Type field, press the F9 key or right-click from within the field to select the appropriate pass to which 

you are transferring the family member. 

Note: The Prorate percentage is calculated automatically. To apply, click Prorate. You may adjust 

the prorate amount by right-clicking on Prorate and entering a new amount. 

Note: The amount in the Net Fees field is then calculated by subtracting the "To" pass fees from the 

"From" pass fees. This determines whether the household will owe money, will be owed a refund, or 

will have a zero balance after the transfer is complete. 

6 If a question group has been linked to this pass, those questions will display at this time. 



Any comments associated with the Pass will appear in the browser box once you have a Pass n in 

the Type field. To remove these from view, click Hide Notes, which is located on the right-hand side 



7 Change the membership or expiration dates, as needed. And click Select when done to move the pass to the 

Transaction browser box. 

8 Repeat Steps 4–7 for the same or other family members, as needed. 

9 Click Payment (or Refund) to process the tranfer(s) listed in the Current Transaction Listing browser box. You 

will proceed to the Pass (or Global) Payment Update screen. 





OR 





Processing a Gift Certificate Payment 


























Update the Pass Registration, Renewal, or Transfer Fees 

Note: The fields that you are allowed to update on the Fees Update screen are determined by 

your override settings in your linked Permissions device. 

To update the pass fees during the pass registration, renewal, or transfer process: 

1 Select the family member and pass type for which you are processing the registration, renewal, or transfer. 

2 Click Fees to proceed to the appropriate Pass Fees Update screen. 

3 Enter the appropriate changes. 

4 Click OK. You will return to the Pass Registration, Renewal or Transfer screen where the pass type membership 

transaction will automatically be added to the Current Transaction Listing browser box. 

5 Process the registration, renewal, or transfer as usual. 



View the Pass Details 

To view the pass details during the pass registration, renewal or transfer process: 

1 Select the family member and pass type for which you are processing the registration, renewal or transfer. 

2 In the Pass Selection frame, click Details. 

3 You will proceed to the Pass Type Details screen where you can view the selected activity’s details. 

4 Click Next to view more details for this pass. 

5 Click Exit to return to the Pass Registration, Renewal, or Transfer screen when you are done viewing. 

Adding Additional Information During the 

Registration/Renewal/Transfer 

Manually Entering a Pass Number During the Pass Registration 

Process 

This feature is primarily designed for those organizations that have pre-numbered passes. 

The following steps assume that you have deselected the Auto Assign Pass Numb? option in 

Static Parameters - A/R & P/M screen. 

1 Click the Pass Registration hot button. 

OR 

Go to Daily � Pass � Pass Registrations. You will proceed to the Pass Management Household Selection 

screen. 

2 Type the household name for which you wish to register for a pass and press Enter. You will proceed to the 


3 Highlight the applicable household or family member and press Enter or click Select. You will proceed to the 


4 Select the family member and pass type for which you are processing the registration. 

5 In the Pass No field, enter the pass number. 

Note: You must have the Auto Assign Pass Numb? option de-selected on the A/R & P/M screen in Static 

Parameters Maintenance (Files�System�Paremeter Codes Maintenace), in order for this field to be available. 

6 Process the pass registration as usual. 

Changing the Max Number of Visits for a Punch Pass During the Pass 

Registration or Renewal Process 

1 Proceed to the Pass Registration or Pass Renewals screen. 

Note: This option does not apply to pass transfers. 

2 Select the family member and pass type for which you are processing the registration or renewal. 

3 In the Max Vst field, enter the new number of visits. 

4 Process the registration or renewal as usual. 

Changing the Number of Pass Membership Months During the Pass 

Registration or Renewal Process 

1 Proceed to the Pass Registrations or Pass Renewals screen. 

2 Select the family member and pass type for which you are processing the registration or renewal. 

3 In the Months field, enter the new number of months. 

For non-prorated pass types: The Exp Date field will automatically update. To update the 

fees for a non-prorated pass type membership, click the Fees and manually change the fees 

on the Fees Update screen. 



For prorated pass types: For The Exp Date field for prorated pass types defaults to the Exp 

Date entered on the Pass Type Maintenance - Restr/Featr screen. The standard fees will 

automatically adjust based on the proration option established in Pass Type Maintenance - 

Restr/Featr screen. 

4 Process the registration or renewal as usual. 

Changing the Pass Membership Date During the Pass Registration, 

Renewal, or Transfer Process 

Changing the pass membership date is useful if you are processing a pass type membership in 

the middle of the month for someone that wants whose membership should start on the first day 

of the next month. 

1 Proceed to the Pass Registration, Renewal, or Transfer screen. 


3 In the Mem Date field, enter the date (or press F9 to select the date from the calendar). 

For non-prorated pass type registrations or renewals: The Expiration Date will automatically 

update. You must manually enter any new fees by clicking the Fees button on the Pass 

Registration, Renewal or Transfer screen and entering any applicable changes on the Fee 


For prorated pass type registrations or renewals: You must manually update the Expiration 

Date. The Standard Fees will automatically adjust based on the proration option established 

in Pass Type Maintenance - Restr/Featr screen. 

For non-prorated and prorated pass type transfers: You must manually update the 

Expiration Date. You must manually enter any new fees by clicking the Fees button and 

entering any applicable changes on the Fee Update screen. 

4 Process the registration, renewal or transfer as usual. 

Changing the Pass Expiration Date During the Pass Registration, 

Renewal, or Transfer Process 



3 In the Exp Date field, enter the date (or press F9 to select the date from the calendar). 

For non-prorated pass type registrations or renewals: You must manually enter any new 

fees for by clicking the Fees button and entering any applicable changes on the Fee Update 

screen. 

For prorated pass type registrations or renewals: The Standard Fees will automatically 

adjust based on the proration option established in Pass Type Maintenance - Restr/Featr 

screen. 

For non-prorated and prorated pass type transfers: You must manually enter any new fees 

click the Fees button and enter any applicable changes on the Fee Update screen. 

4 Process the registration, renewal or transfer as usual. 

Linking Features to a Pass During the Pass Registration, Renewal, or 

Transfer Process 



3 Click Add Info to proceed to the Comments/Features Update screen. 

4 Link the features to the pass using the dual selection list. Press F1 for field-level Help as needed. 

5 Click OK to return to the previous screen. 




Changing the Pass Features Expiration Date During the Pass 

Registration, Renewal, or Transfer Process 


2 Select the family member and pass type for which you are processing the registration, renewal or transfer. 

3 Click Add Info to proceed to the Comments/Features Update screen and enter the date in the Pass Features 

Expiration Date field. Click OK to return to the previous screen. 


Entering Pass Registration, Renewal, or Transfer Notes 



3 In the pass selection frame, click Add Info. You will proceed to the Pass Comments/Features Update screen. 

4 Enter the notes in the Pass Notes field. 



Making Changes to an Existing Pass Membership 

Canceling a Pass Membership 

1 Go to Daily � Pass � Pass Cancel/Changes. You will proceed to the Pass Management Cancels/Changes 


OR 


OR 


screen. 

2 In the Lookup field, enter the last name of the household for which you wish to cancel the pass registration and 


3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Pass 



4 In the Household Transaction Listing browser box, highlight the pass registration that you want to cancel. 

5 Click Cancellation/Void. You will proceed to the Cancel Pass screen. 




9 Determine whether you wish to prorate the Refund, if applicable. Leave the default prorate percent (determined 

by class time remaining) in the Prorate Percent field or enter a new prorate percentage amount and click Adjust. 

The amount to be charged will display immediately below. Toggle Apply Proration to Refund – Charge Fees of 

to prorate the refund. 



mistake. 



and asking whether you are sure. Click Yes to return to the Pass Cancel/Change screen. The transaction will 









OR 



OR 



Printing Passes 

Printing Passes During the Pass Registration or Renewal Process 


• Set up all applicable pass types using the Pass Type File Maintenance program. 

• Selected the Print Pass During Registration option for the applicable pass types on the Pass Type 

Maintenance - Core Info screen. 

• Linked a pass printer to the user, menu group, workstation, or defaults (Files � System � Device Maintenance 

� Device Assignments). Press F1 for field-level Help as needed. 

• Linked a Paper ID Card Template or PVC ID Card Template to the applicable pass types on the Pass Type 

Maintenance - Core Info screen. 

1 Go to Daily � Pass � Pass Registrations (or Pass Renewals). You will proceed to the Pass Management (or 

Renewal) Household Selection screen. 

2 Type the household name for which you wish to process a pass registration or renewal and press Enter. You will 


3 Highlight the household or family member name for which you wish to process a pass registration or renewal and 

press Enter OR click Select. You will proceed to the Pass Registrations or Pass Renewals screen. 

4 Select the applicable family member and pass type for which you wish to process the pass registration or 

renewal. 

5 Click Select to add this pass registration or renewal to the Current Transaction Listing browser box. 

6 Repeat steps 3 through 5 as needed, for the same or other family members. 

7 Click Payment to process the payments for all of the current transactions. You will proceed to the Payment 


8 In the Pay Amt field, enter the current amount being paid by the household. Press F1 for field-level Help as 

needed. 


receipt. 

10 After you have previewed and/or printed the receipt, you will continue to the Photo/XRef/Pass Print Selection 

screen. 

11 Click Print All if you would like to print all of the passes listed on this screen. Or select only those you would like 

to print at this time, and click Print Selected. 

12 Press F1 for field-level Help as needed. 

13 Click OK to continue to the Output Selection screen where you may preview (if desired) and then print the 

resulting pass. 

OR 

Click Skip Print to cancel without printing this pass. 

Printing a Range of Passes 

1 Go to Reports � Pass � Pass Print. You will continue to the Pass Print program. 

2 Enter the pass range that you wish to print. 

AND/OR 

Make selections in the Pass Number browser. 



3 Choose whether you wish to include the range plus browser selections, or just browser selections. 

4 Enter a range of Membership Dates in the appropriate fields, if desired. Leaving the Pass Number fields 

to 999999 and selecting a Membership Date Range will yield all passes for all memberships sold within the date 

range. 

5 Enter a range of Pass Types in the appropriate fields, if desired. Leaving the Pass Number fields to 

999999 and selecting a Pass Type Range will yield all passes for all memberships within the range. 

Note: You can mix and match these fields as necessary to print the desired range of passes. 

6 Enter an Aux Pass Template if any of the pass types within the selected range do not have a pass template 

linked to them. The default template is ‘3.’ 

7 You may want to select the Print New Passes Only option if you wish to leave the default ranges to include all 

passes and pass types, but only want the system to print new passes. 

8 Select Photos Only if you want to print only passes with photos. 

Click Details>>. You will continue to the Pass Print - Details screen. 

Note: You may not be required to complete the steps listed below. 

9 If you are printing barcodes to a different printer from the printer that you are using to print your passes, select the 

Use Aux Printer To Print Barcodes option and then select an Aux Barcode Printer. 

10 If you are creating an interface file for an external pass ID print program, select the Interface Files Processing 

Option. 

11 If you want the household ID number to print above the barcode, select the Print ID Number Above Barcode 

option. Select Print Unique Household ID’s Only if you want to print one of the selected passes per Household. 

12 Click Print to continue to the Output Selection screen. 

Processing Pass Visits 

Processing a Pass Visit: Standard Generic Visit 

The screens that you visit during the pass check-in process depend on the interplay between many 

different factors. The following steps assume that: 

• The pass holder that you are checking-in is registered for more than one pass type membership. 

• The pass type does NOT have the Use Quick Visit Option field selected on the Pass Type Maintenance - 

Core Info screen. 

• The pass type has Allow Update To Visit Fees/Cnts? enabled. 

• The Visit Device linked to the current user has the Preview Receipts Before Printing option selected (on the 

Visit Core screen). 

1 Click the Visit Check-In hot button. 

OR 

Go to Daily � Pass � Pass Visit Processing. The first screen you will visit is the Pass Visit Options Update 

screen. 

OR 

Click the Global Sales hot button and select Visit Processing 

Note: This option is only available if you have the Visit Processing from HH Selection toggle enabled on your 

Daily Processing device. 

2 Confirm the Visit Date and click OK. You will proceed to the Visit Processing Family Member Selection screen. 

3 Swipe the pass card. 

OR 

In the Lookup field, enter the pass number and press Enter. 

OR 

In the Lookup field, enter the pass holder's name and click Name Search to proceed to the Family Member 

Listing screen where you may highlight the appropriate family member and click Select. You will proceed to the 

Pass Listing screen. 

4 Highlight the appropriate pass type membership and click Select. You will to proceed to the Pass Visit Update 

screen. 

Note: Passes can be displayed as buttons if you have that toggle enabled on the Other Settings screen of your 

Visit Device. 



5 Enter a different Visit Count, if applicable. 

6 Enter the Guest Count, if applicable. 

7 Click OK. 

8 If any money is due for this pass type visit, you will proceed to the Pass Visit Payment screen. Enter the 

appropriate New Amount Paid and Pay Code. Press F1 for field-level Help as needed. Click Print to preview 

and print the resulting receipt. After printing the receipt, you will return to the Visit Processing Family Member 


OR 

If no money is due, you will return immediately to the Visit Processing Family Member Selection screen. 

Note that the pass visit is recorded in the Visit Listing browser box along with the visit status and the current time. 

9 Repeat Steps 5–8 for as many pass visits as applicable. 

10 When you have finished processing pass visits, click Exit to return to the Main Menu. 

Processing a Pass Visit: Generic Visit Pass Type with the "Quick Visit" 

Option 



• The pass holder that you are checking-in is registered for more than one pass type membership. 

• The Use Quick Visit Option field selected on the Pass Type Maintenance - Core Info screen has been 

selected for the selected pass type. 




OR 

Go to Daily � Pass � Pass Visit Processing. The first screen you will visit is the Pass Visit Options Update 

screen. 

OR 





3 Swipe the pass card. 

OR 

In the Lookup field, enter the pass number and press Enter. 

OR 

In the Lookup field, enter the pass holder's name to proceed to the Family Member Listing screen where you 

may highlight the appropriate family member and click Select. You will proceed to the Pass Listing screen. 

4 Highlight the appropriate pass type membership and click Select. 


Visit Device. 

5 If any money is due for this pass type visit, you will proceed Pass Visit Payment screen. Enter the appropriate 

New Amount Paid and Pay Code. Press F1 for field-level Help as needed. Click Print to preview and print the 

resulting receipt. After printing the receipt, you will return to the Visit Processing Family Member Selection 

screen. 

OR 

If no money is due, you will return immediately to the Visit Processing Family Member Selection screen. 

Note that the pass visit is recorded in the Visit Listing browser box along with the visit status and the current time. 

6 Repeat Steps 3–5 for as many pass visits as applicable. 




Processing a Pass Visit: Selling a Daily Visit Pass Type 



• You have more than one daily visit pass type in your database (set up in Daily Pass Type Maintenance). 



• The Visit Device linked to the current user has the Allow Visit Count Entry for Daily Visits option selected (on 

the Visit Core screen). 


OR 

Go to Daily � Pass � Pass Visit Processing. You will proceed to the Pass Visit Options Update screen. 

OR 





3 Click Daily Visit. You will proceed to the Pass Type Listing screen. 


Visit Device. 

4 Highlight the appropriate daily visit pass type(s) and click Select. You will proceed to the Visit Type screen. 

5 Enter a new Visit Count, if applicable 

6 Enter a new Visit Amount, if applicable. 

7 Click OK. You will proceed to the Payment screen. 

8 Enter the appropriate New Amount Paid and Pay Code. Press F1 for field-level Help as needed. Click Print to 

preview and print the resulting receipt. After printing the receipt, you will return to the Visit Processing Family 

Member Selection screen. 

Note: The daily visit is recorded in the Visit Listing browser with the current time. 


Processing Pass Visits with Fees for Multiple Family Members on the 

Same Receipt 

The following steps assume that you have a Visit device linked with the Allow Multiple Visits on 1 

Receipt (Same Family) option selected, as well as, the Allow Clerk To Update Visit Fees & 

Counts? option selected on the Core Info screen of the selected pass type. 

1 Go to Daily � Pass � Pass Visit Processing. You will proceed to the Pass Visit Options Update screen. 

2 Enter or select the Visit Date, or accept the default of today’s date. 

3 Click OK. You will proceed to the Visit Processing Family Member Selection screen. 

4 Swipe the first family member’s pass or enter his/her number in the Lookup field. 

5 Press the Enter key. 

6 Depending on the Pass Type Maintenance settings for the swiped pass, you will either visit the Pass Visit Update 

screen or the Pass Payment Update screen. 

7 Click Next Member. You will return to the Visit Processing screen. 

8 Swipe the second family member’s pass or enter his/her number in the Lookup field. 

9 Press the Enter key. 

10 Depending on your Pass Type Maintenance settings you will either visit the Pass Visit Update screen or the Pass 

Visit Payment screen. 

11 Repeat steps 7–10 for every family member whose pass fees you wish to pay for at the same time and print on 

the same receipt. 

12 If you are on the Pass Visit Update screen, click OK to continue to the Pass Visit Payment screen. Click Print. 

13 You will continue to the Output Selection screen. Click Print. 



Visit Swipe Display Options 

The options selected on the Pass Type Maintenance - Core Information screen for the pass being 

swiped determine the screens and selections that will display. Go to Files � Pass � Pass Type 

Maintenance. Highlight the appropriate pass type and click Change. Press F1 for field-level Help 

as needed. 

Creating a Tickler for a Pass 

1 Go to Files � Pass � Pass Tickler Maintenance. You will proceed to the Pass Tickler Message Update screen. 

2 Enter or select the appropriate Pass Number. 

3 Click Next. 

4 If no other ticklers have been added on or after the action date entered, the following message will display: "No 

ticklers exist for this pass number. Do you wish to add one?" Click Yes. 

OR 

If other ticklers already exist, you will proceed to the Pass Member Tickler Listing screen. Click Add. 

You will proceed to the Pass Tickler Detail Update screen. 

5 Enter the beginning and ending action dates, user ID, and menu group for this tickler. 

6 You may optionally add a Brief Desc(ription). 

7 Enter the Tickler Note. Press F1 for field-level Help as needed. 

8 Click Done to save the tickler and proceed (or return) to the Pass Tickler Listing screen. 

9 Click Add to add another pass tickler. 

10 When you have finished adding pass ticklers, click


3 Click OK. 

4 Your league registration will automatically be added to the Current Transaction Listing Browser Box on the 

League Registrations screen. 

View the League Details 

To view the league details during the league registration process: 

1 From the League Registrations screen, click Details in the League Selection frame. You will proceed to the 

League Inquiry screen where you may view league details. Press F1 for field-level Help as needed. 

2 Click Exit to return to the League Registrations screen when you are done viewing. 

Reserving a Facility for a League 

The following steps assume that you have set up all applicable leagues using the League 


To link a facility to a league: 


OR 

Go to Files � League � League Maintenance. 

Highlight the league to which you wish to link the facility. 

2 Click Facilities. If no facilities have been linked, you will be prompted with a message asking if you want to add 

facilities. Click Yes. 

OR 

If there are facilities linked, you will proceed to the Facility File Maintenance screen. 

3 Click Add. You will proceed to the Facility Linked to League screen. 

4 Select the Facility (Type, Location and ID) that you wish to link to the league. 

5 Enter the Begin and End Times for each appropriate day of the week that this league will use this facility. 

6 Click Done. 

7 Repeat Steps 1–6 for all facilities that you wish to link to this league. 


To generate the league's schedule, thereby creating the facility reservations for the league: 

1 Press the LG Schedule Generator hot button. 

OR 

Go to Daily � League � League Schedule Generator. You will proceed to the Schedule Generator - League 


2 Highlight the league for which you wish to generate the schedule and make the facility reservations. 

3 Click Auto Generate Schedule. If a schedule exists for the league, you will be asked if you want to overwrite it. 

Click Yes. You will proceed to the Schedule Generator for League screen. 

4 Enter the appropriate Start and End Dates for the league's schedule. 

5 Enter the Maximum Games per Team per Week, or accept the default setting of 1. 

6 Enter the Maximum Games per Week, or accept the default setting of 1. 

7 Enter the date through which you wish to Schedule Referees Through. This date may differ from your league 

ending date. 

8 Click Generate Algorithm Schedule to begin generating the league's schedule. When the schedule is complete, 

click OK to return to the Schedule Generator for League screen. 

9 Click View Schedule to view the league's schedule and the facilities at which each game is played. 




Scheduling Leagues, Tournaments and Referees 

Scheduling a League 

The basic setup steps required before you can generate a league's schedule are: 

• Create the league using the League File Maintenance program. 

• Link facilities to the league, using the League File Maintenance - Facilities Linked to 

League program. 

• If you want the system to schedule referees for your leagues, then you also must also link 

referee qualification IDs to your league, along with the required number of referees to link 

to the league. This information is added on the League File Maintenance: League Core 


• Optionally, you may add players to the league teams using the League Maintenance - 

Team Maintenance program. 

Auto Schedule Generator 

1 Click the LG Schedule Generator hot button. Or go to Daily • League • League Schedule 

Generator. You will proceed to the Schedule Generator - League Selection screen. 

2 Highlight the league for which you wish to generate a schedule and click Auto Schedule 

Generator. You will proceed to the Schedule Generator screen. 

3 In the Start Date field, enter the beginning date for the league. Or press the F9 key or rightclick 

from within the field to highlight the date from the calendar. 

4 In the End Date field, enter the ending date for the league. Or press the F9 key or right-click 


5 Enter the Maximum Games per Team per Week, or accept the default setting of "1." 

6 Enter the Maximum Games per Week, or accept the default setting of "1." 

7 Select whether you want to Balance Facility Assignments, Balance Time Slots, and/or 

Balance Day-of-Week Assignments. Press F1 for field-level Help as needed. 

8 Select whether you want to Balance Referee Assignments. 

9 Enter the date through which you wish to Schedule Referees Through, if applicable (this date 

may differ from the league schedule's ending date). 

10 You may optionally click the Advanced button and complete any applicable fields on the 

Advanced Settings screen. Press F1 for field-level Help as needed. 

11 Click Generate Algorithm Schedule. The schedule generating process will begin. The 

processes will display on the screen. 

12 When the process is complete, click OK when the "Schedule Complete" informational 

message displays. You will return to the League Schedule Generator screen. 

13 Click View Schedule to proceed to the Schedule for League screen to view the leagues 

newly created schedule. 


Matrix Schedule Generator 



2 Highlight the league for which you wish to generate a schedule and click Matrix Schedule 

Generator. You will proceed to the Matrix Schedule Generator screen. 







5 Select if you would like to use the Automatic schedule generator, or the Manual schedule 

generator. (You must have created a manual template for the Manual option to work 

properly.) 

6 Complete the remaining fields. Press F1 for for fiel-level Help as necessary. 

7 Click Continue. You will continue to the Time Slot Selection screen. Based on the 

combination of information entered on the Matrix Schedule Generator screen and within 

League Maintenance, the Time Slot Selection Screen displays a matrix (grid) of the dates, 

times and facilities that you may choose from to schedule games for a league. 

Notes: Each of the following fields are automatically updated: 

Slots Available is the equivalent of dates and times that have been specified in League 

Maintenance for this league. Slots Needed is the number of time slots needed to play the 

specified number of games in League Maintenance. Slots Picked is the total number slots that 

you have selected from the matrix. The Select All button will select all time slots. The Deselect 

All button will deselected all previously selected time slots. 

Color Coding – Once all time slots have been selected and the schedule has been generated, 

each slot will be color coded, highlighted in either purple, or green. Games which are highlighted 

in purple suggest that there is a scheduling conflict, due to prior reservations etc.; whereas a 

game highlighted in green indicates the selected game time is valid with no conflicts. 

Right-clicking on any scheduled time slot - Will produce a window identifying the Game Number, 

Home Team Name, and Away Team Name. 

How to create a schedule: 

1 Click on the desired time slots you would like to designate for league games. The time slots 

will display with the word Include when selected. Continue to select time slots until the Slots 

Picked equals the Slots Needed. To deselect time slots, simply click the chosen time slot 

again; the word Include will be removed from the time slot. 

2 Click Schedule to schedule the selected time slots. 

3 When the schedule has finished generating, each time slot will display the teams that have 

been assigned to play on that date and time. 

4 If you are happy with the schedule, click <<Back, and then click View Schedule if you 

would like to view or print the schedule. 

How to move a game: 

1 To move a game, first click Move Game. The Move Game button will then be highlighted in 

yellow, to indicate that it is active. 

2 With your mouse, click on the game you would like to move, then drag it to the desired time 

slot you would prefer this game to be played. If the game is dragged and dropped on top of 

another game, the games will be swapped. If the game is dragged and dropped on an 

available time slot that has not yet been scheduled, the game will simply be moved to the 

new time slot. 

How to change a game: 

1 To change the teams that have been assigned to a specific time slot, first click Change 

Game. The Change Game button will then be highlighted in yellow, to indicate that it is 

active. 

2 With your mouse, click on the game you would like to change. 



3 The teams for this game will be displayed, allowing you to change the Home Team and/or 

the Away Team. 

4 Click OK when finished updating the teams. 

Manual Schedule Generator 



2 Highlight the league for which you wish to generate a schedule and click Manual Schedule 

Generator. You will proceed to the Manual Schedule Generator screen. 





5 Select a Template ID for this schedule. Press F1 for field-level Help as needed. 

6 Select whether you want to Balance Referee Assignments. 

7 Enter the date through which you wish to Schedule Referees Through, if applicable (this date 

may differ from the league schedule's ending date). 

8 Click Generate Schedule. The schedule generating process will begin. The processes will 

display on the screen. 

9 When the process is complete, click OK when the "Schedule Complete" informational 

message displays. You will return to the League Schedule Generator screen. 

10 Click View Schedule to proceed to the Schedule for League screen to view the leagues 

newly created schedule. 


Scheduling a Tournament 


• Created the tournament league using the League Maintenance program. 

• Selected Single Elimination or Double Elimination as the league type on the League Maintenance - Core Info 

screen. 

• Linked facilities to the league, using the League Maintenance - Facilities button. 

• (Optional if you want the system to schedule referees for your leagues) Linked referee qualification IDs to your 

league, along with the required number of referees to link to the league. This information is added on the 

League Maintenance - League Core Information screen. 

1 Press the LG Schedule Generator hot button. 

OR 

Go to Daily � League � League Schedule Generator. You will proceed to the Schedule Generator - League 


2 Highlight the single or double elimination tournament for which you wish to generate a tournament schedule. 

3 Click Auto Generate Schedule. You will proceed to the Tournament Schedule Generator screen. 

4 Enter the Start Date for the tournament. 

5 Enter the End Date for the tournament. 

6 Select whether you want to Use Team Seedings and/or Balance Referee Assignments. Press F1 for field-level 


7 Enter the date through which you wish to Schedule Referees Through, if applicable (this date may differ from 

the tournament's End Date, entered above). 

8 Click Generate Schedule. The schedule generating process will begin. The processes will display on the screen. 

9 When the process is complete, click OK when the "Schedule Complete" informational message displays. You will 

return to the League Schedule Generator screen. 



10 Click View Schedule to proceed to the Schedule for League screen to view the leagues newly created schedule. 


Scheduling Referees AFTER the League’s Schedule has been 

Generated 


• Set up qualification IDs using the Referee Qualification Maintenance program (Files � League). 

• Linked the appropriate referee qualification IDs to the appropriate referee(s) in the League Referee 

Maintenance program (Files � League). 

• Linked the appropriate qualification IDs to the league on the League Maintenance - Core Info screen. 

• Entered the number of referees that you wish to schedule for the league on the League Maintenance - Core 


Note: You can also schedule referees for a league at the time you generate the schedule using 

League Schedule Generator program (Daily � League). 

To schedule referees for a league after the league’s schedule has been generated: 

1 Click the League Sched Maintenance hot button. 

OR 

Go to Daily � League � League Schedule Maintenance. You will proceed to the League Schedule Maintenance 

screen. 

2 Highlight the league for which you wish to schedule referees. 

3 Click Schedule Refs. You will proceed to the Schedule Referees screen. 

4 Enter the date through which you wish to Schedule Referees Through. 

5 You may optionally select the Check the Balance Referee Assignments option if you want the system to 

attempt to assign an equal number of games to each referee with the appropriate qualification ID. If this option is 

not selected, the system will schedule the first available qualifying referee until that referee is no longer available 

and then continue in this manner until all qualifying referees have been scheduled. 

6 Click OK to begin the referee scheduling process. You will return to the League Schedule Maintenance screen. 

7 Click Maintain Schedule to view the newly scheduled referee assignments. 


Automatically Rescheduling League Games 

The following steps illustrate how to: 

• Change each applicable game’s status to Reschedule. 

• How to automatically reschedule the games flagged as Reschedule. 


OR 


screen. 

2 Highlight the league for which you wish to make reschedule games. 

3 Click Maintain Schedule. You will proceed to the Schedule Information screen. 

4 Highlight the game that you want to reschedule and click Adjust Status. You will proceed to the Change Game 

Status screen. 

5 Select Reschedule. 

6 Click OK to save your changes and return to the Schedule Information for League screen. 

7 Repeat steps 4 through 6 for as many games as you want the system to automatically reschedule. 

8 Click


11 A listing of all games to reschedule is displayed. Highlight any games that you do not want to reschedule and 

click Delete. 

12 Enter the Start Date on which you want the system to begin rescheduling the games listed. 

13 The date defaults to the last date after the existing league’s schedule ends. 

14 Enter the Maximum Games per Day and Maximum Games per Week, or leave the default settings at 1. 

15 Click OK to begin the automatic game rescheduling process. You will return to the League Schedule 


16 To view the scheduled changes, highlight the applicable league and click Maintain Schedule. The original 

games will be listed with a Status of C (cancelled). The rescheduled games will be listed with a status of N 

(normal). 


Manually Rescheduling League Games 


OR 


screen. 

2 Highlight the league for which you wish to make reschedule games. 

3 Click Maintain Schedule. You will proceed to the Schedule Information for League screen. 

4 Highlight the game that you wish to reschedule and click Change. You will proceed to the Add/Change screen. 

5 Make changes to the date and times and any other fields as required. Press F1 for field-level Help as needed. 

6 Click OK to save your changes and return to the Schedule Information for League screen. 

7 Repeat steps 3–6 for as many games as you want to manually reschedule. 

8 Click Exit to return to the Main Menu when you are finished. 

Making Changes to an Existing League Schedule 

Making Changes to a League’s Schedule 


OR 


screen. 

2 Highlight the league for which you wish to make schedule changes. 

3 Click Maintain Schedule. You will proceed to the Schedule Information screen. 

4 Highlight the game that you wish to update and click Change or click Add to add a new game. You will proceed 

to the Add/Change screen. 

5 Make any necessary changes. Press F1 for field-level Help as needed. 

6 Click OK to save the changes and return to Schedule Information for League screen. 

7 Repeat steps 2–6 for all applicable games. 


League Financials 

Updating Charges for a Team 

1 Go to Daily � League � League Cancel/Changes. You will proceed to the League Cancel/Changes Team 


2 In the Lookup field, enter the last name of the household linked to the team for which you wish to update the 

league charge and press Enter. You will proceed to the Household Listing screen. Optionally, you may type the 

team name, and then click Team Name, to look up by team. 

3 Highlight the appropriate household and press Enter or click Select. You will proceed to the League 




4 In the Household Transaction Listing browser box, highlight the league registration that you want to change. 

5 Click Update Charges. You will proceed to the Update Charges screen. 

6 Add, change, or delete an existing Bill Code, as applicable. 

7 Change the Fee Amount or the Count, as applicable. 

8 Click OK to return to the League Cancel/Changes screen. Repeat steps 4–7 for any other charges you want to 

update. 

9 Click Payment/Refund (depending on whether the household owes or is owed money). 

10 Enter an Amt Paid or Refund Amount, depending on the changes made. 

11 Select the appropriate Pay Code or Refund Code, depending on the changes made. 

12 Enter any appropriate payment or refund reference notes, in the Pay Ref 1 and 2 or Refund Ref 1 and 2 fields, 

depending on the changes made. 

13 If this is a refund, select the appropriate Refund Type (Apply to Team Balance, Refund Now, etc.) 

14 Enter information in the remaining fields or leave their default settings. Press F1 for field-level Help as needed. 

15 Click Print to continue to the Output Selection screen, where you may opt to preview and/or print the resulting 

receipt. 


Posting League Scores and Player Statistics 

Posting Scores for a League 

1 Click the League Scores Update hot button. 

OR 

Go to Daily � League � League Scores Update. You will proceed to the League Scores Update screen. 

2 Highlight the league for which you wish to update scores and click Update Scores. You will proceed to the Score 

Update screen. When you first enter this screen, the first game without a valid score is automatically highlighted 

in the Browser box. 

3 For the highlighted game, enter each team’s score in the Score 1 column. 

4 If this is a match, enter the scores for any subsequent match games in the Score 2 through 5 columns. 

5 If you wish to count each match game as a separate win, loss or tie, select the Count Scores Separately option. 

This option is deselected as the default. 

6 If this is a forfeited game or match, check the Forfeit box for the appropriate team(s). 

7 If you enter a score greater than zero for either team, the Valid Score field will automatically be checked. If this is 

a 0 - 0 tie score, be sure to manually check the Valid Score field. 

8 Click OK to assign the score(s) to the currently highlighted game. The next game in the browser box will 

automatically be highlighted. Confirm this by checking the game listed at the bottom of your screen. 

9 Repeat Steps 6–8 for each game as listed. To enter a score for a game out of the order in which it is listed, 

double click the game or highlight the game and click Update Game Score. 

10 When you have finished updating the league scores, click Exit to return to the Main Menu. 

You can view the team's record and standing—as computed by the system based on the scores 

entered using these instructions—on the Team Inquiry screen. 

Posting League Player Statistics 


• You have set up the league along with the appropriate statistics on the League Maintenance - Statistics screen. 

• You have linked teams to the league, using the League Registration program. 

• You have linked players to the teams, using the League Team Maintenance program. 

• You have generated the league’s schedule, using the League Schedule Generator program. 

1 Click the League Scores Update hot button. 

OR 

Go to Daily � League � League Scores Update. You will proceed to the League Scores Update screen. 



2 Highlight the league for which you wish to update player statistics. 

3 Click Update Scores. You will proceed to the Score Update for League screen. 

4 Highlight the game for which you wish to update player statistics. 

5 Click Update Game Score to select the game. 

6 Click Stat. You will proceed to the Player Statistics screen. 

7 The first player on the team listed in the title bar will display along with the first statistic that you established on 

the League Statistics screen in League Maintenance. 

8 Enter the current player's game statistics in the fields provided. 

9 Click OK to assign the statistic numbers to the current player. 

10 The next statistic will automatically display (if you established more than one statistic on the League Statistics 

screen in League Maintenance). 

11 Repeat for each of the players on the second team or click Cancel at any time to exit without saving your current 

entries. After you have entered all of the statistics for the players on the second team, you will automatically be 

returned to the Score Update for League screen. The next game in the list will automatically be selected. 

12 To update player statistics for this game, click Stat and repeat Steps 1–11. 

13 When you have finished entering player statistics for all applicable games, click Exit to return to the Main Menu. 

Transferring a Team from One League to Another 

Transferring a Team from One League to Another 

1 Go to Daily � League � League Team Transfer. 

2 You will continue to the League Team Transfer Household Selection screen. In the Lookup field, type all or part 

of the household name for which you wish to process the transfer and press the Enter key. Optionally, you may 

type the team name, and then click Team Name, to look up by team. 

3 Highlight the household or team you wish to process the transfer for and press Enter or click Select. You will 

proceed to the League Team Transfers screen. 

4 In the Team Selection Browser Box, highlight the team that you wish to transfer FROM. 

5 In the League field, enter or select the league that you want to transfer the team TO. 

6 Adjust the Surcharge Amount entry and Surcharge Bill code as necessary. 

7 The amount in the Net Fees field is calculated by subtracting the ‘Old Fees Paid’ from the ‘New Fees’. Click 

Select to add the transfer to the Current Transaction Listing browser box at the bottom of the screen. 

8 Repeat steps 4–7 for every team transfer that you would like to process for this household. 

9 Click Payment (or Refund). You will continue to either the Payment Update or Refund Update screen to either 

process an additional payment or refund for this transfer transaction. 

Cloning a Team 

The League Team Clone program allows you to clone teams from one league to another. You 

can charge the fees from the "from" league, the "to" league, or charge no fees at all. 

Note: If fees are charged, no payment is made at this time. You will need to use the League or 

Global Payments program to make payments. 

1 Go to Daily � League � League Team Clone. 

2 In the From League box on the left side of the screen, enter the league ID whose teams you are cloning from. 

OR 

Using the From League browser, select the league whose teams you are cloning from. 

3 In the To League box on the right side of the screen, enter the league ID whose teams you are cloning to. 

OR 

Using the To League browser, select the league whose teams you are cloning to. 

4 Select the appropriate fee option: 

• Use Same Fees As Charged on ‘From’ Registration – Apply the fees of the from league on the to league teams. 

• Use Fees Linked to the ‘To’ League – Apply the fees of the to league on the to league teams. 



• Charge No Fees 

5 Select the Clone Team Seeds option to include linked seeding information on the teams created in the to league. 

6 Click Process to continue to the Team Listing screen. 


Removing All Teams From a League 

The League Cancel (ALL Teams) program allows you to remove all teams from a league. This 

program can automatically change the league status to inactive, delete the league’s schedule and 

reservations, handle the general ledger adjustments, and print refund vouchers for each enrollee. 

To run the League Cancel (ALL Teams) program go to: (Daily � League�). Press F1 for fieldlevel 


Point of Sale Daily Work 

Processing Daily Sales 

Selling a Tran Code in POS 

The following instructions detail the minimum steps required to sell a Tran Code to a general 

customer or a Household in POS. For more detailed information, press F1 for field level help. 

1 Go to Daily � POS � Point of Sale. You will proceed to the Point-of-Sale screen. 

2 In the Scan No field, enter a period (.) and then right-click or press the F9 key. You will continue to the Tran Code 

Picklist screen. 

3 Highlight the appropriate Tran Code and click Select. You will return to the POS screen, and the Tran Code will 

appear in the San No field. 

4 Click Select to move the information to the Current Transaction Listing browser box at the bottom of the screen. 

Note: If a question group has been linked to this item, these questions will display at this 

time. 

Note: You may use the Remove button located on the right-hand side of the screen to delete a line 

item from the browser, if necessary. 

5 Repeat Steps 2–4 for each Tran Code the customer wishes to purchase. 

Note: The following three steps will walk you through the process of selling the Tran Code(s) to a 

Household/Family Member in your database. If this is a general sale with no associated household, skip to Step 

9 

6 To associate a Household with this sale, click the Name Lookup button located at the bottom of the screen. You 

will proceed to the Point-of-Sale Household Selection screen. 

7 Enter the last name of the individual to whom you are selling the Tran Code and press Enter. You will continue to 

the Household Listing screen. 

8 Select the appropriate Household/Family Member and press Enter or click Select. You will return to the 

Point-of-Sale screen. 

9 When all of the items that the individual wishes to purchase are listed in the Current Transaction Listing browser 

box at the bottom of the screen, click Payment to continue to the Payment Update screen. 



OR 

Click Exit to return to the main RecTrac screen without processing the sale. 

Selling a Tran Code in POS to a Household 

1 Go to Daily � POS � Point-of-Sale. You will proceed to the Point-of-Sale screen. 

2 Enter a period (‘.’) in the Scan No field and then press the F9 key or right-click from within the field. You will 

continue to the Tran Code Picklist screen. 



3 Highlight the appropriate tran code and click Select. You will return to the Point-of-Sale screen. Note that all of 

the appropriate tran code information is listed in the upper left hand corner of your screen. 

4 If the information is correct, click Select to move the information to the Current Transaction Listing browser box at 

the bottom of the screen. 

Note: If a question group has been linked to this item, these questions will display at this time. 

5 Repeat steps 2–4 for each tran code you are selling. 

6 When all of the items that the Household wants to purchase are listed in the Current Transaction Listing browser 

box at the bottom of the screen, click Name Lookup to continue to the Household Selection screen. 

7 Enter the Household Name and press Enter or locate household through another available search option. Press 

F1 for field-level Help as needed. 

8 You will continue to the Household Listing screen. Select the appropriate household and click Select. Click 

Payment. You will proceed to the Payment Update screen. 

9 Enter the amount paid in the Pay Amt field. 

For example, $5.00. 

10 Enter the appropriate pay code in the Pay Code field. 

For example, 2 (Cash). 

11 If the customer is paying with a check, you might enter the customer’s driver’s license number in the Pay Ref 1 

field depending on your office policies. 


Selling a Tran Code in Point of Sale Without a Household 


2 Enter a period (‘.’) in the Scan No field and press the F9 key or right-click from within the field. You will continue 

to the Tran Code Picklist screen. 

3 Highlight the appropriate tran code and click the Select button at the bottom of the screen. You will return to the 

Point-of-Sale screen. Note that all the appropriate tran code information is listed in the upper left hand corner of 

your screen. 




5 Repeat steps 2–4 for each tran code item that the customer wishes to purchase. 

6 When all of the items that the customer wishes to purchase are listed in the Current Transaction Listing browser 



For example, $5.00. 



Note: For information on processing split payments, see Split Payment Processing. 




Selling an Inventory Item 

Selling an Inventory Item to a Household Member in POS 

The following instructions detail the minimum steps required to sell an Inventory Item to a general 

customer or a Household in POS. For more detailed information, press F1 for field level help. 


2 In the Scan No field, right-click or press the F9 key. You will continue to the Inventory Picklist screen. 

3 Highlight the appropriate Inventory Item and click Select. You will return to the POS screen, and the Inventory 

Item will appear in the San No field. 





time. 



5 Repeat Steps 2–4 for each Inventory Item the customer wishes to purchase. 

Note: The following three steps will walk you through the process of selling the Inventory Item(s) to a 

Household/Family Member in your database. If this is a general sale with no associated household, skip to Step 

9 



7 Enter the last name of the individual to whom you are selling the Inventory Item and press Enter. You will 

continue to the Household Listing screen. 







OR 


Selling an Inventory Item to a Household Member in Point of Sale 


2 Scan the inventory item or enter or select the scan number from the picklist. Note that all the appropriate 

inventory information is listed in the upper left hand corner of your screen. 




4 Repeat steps 2 and 3 for each inventory item you are selling. 

5 When all of the items that the Household member wishes to purchase are listed in the Current Transaction Listing 

browser box, click Name Lookup to continue to the Household Selection screen. 

6 Enter the household name and press Enter or locate household through another available search option. Press 





For example, 5.00. 



Note: For information on processing split payments see Split Payment Processing. 




Selling an Inventory Item in Point of Sale Without a Household 


2 Scan the inventory item or enter or select the scan number from the picklist. Note that all the appropriate 

inventory information is listed in the upper left hand corner of your screen. 






4 Repeat steps 2 and 3 for each inventory item you are selling. 











Selling a Ticket 

Selling a Ticket in POS 

The following instructions detail the minimum steps required to sell a Ticket to a general customer 

or a Household in POS. For more detailed information, press F1 for field level help. 


2 In the Scan No field, enter a forward slash (/) and right-click or press the F9 key. You will continue to the Ticket 


3 Highlight the appropriate Ticket and click Select. You will return to the POS screen, and the Ticket will appear in 

the San No field. 



time. 



5 Repeat Steps 2–4 for each Ticket the customer wishes to purchase. 

Note: The following three steps will walk you through the process of selling the Ticket(s) to a Household/Family 

Member in your database. If this is a general sale with no associated household, skip to Step 9 



7 Enter the last name of the individual to whom you are selling the Ticket and press Enter. You will continue to the 








OR 


Selling a Ticket in Point of Sale to a Household 


2 Enter a slash (‘/’) in the Scan No field and press the F9 key or right-click from within the field. You will continue to 

the Ticket picklist screen. 

3 Highlight the appropriate Ticket and press the Select button at the bottom of the screen. You will continue to the 

Ticket Number Selection screen for the selected ticket. Press F1 for screen-level Help if needed. 





5 A Ticket Dialog box will appear. Fill in all relevant fields and press OK. Press F1 for screen-level Help if needed. 

6 Repeat steps 2–5 for each ticket item the Household member wishes to purchase. 

When all of the items that the Household member wishes to purchase are listed in the Current Transaction Listing 

browser box at the bottom of the screen click Name Lookup to continue to the Household Selection screen. 













Selling a Ticket in Point of Sale without a Household 


2 Enter a slash (‘/’) in the Scan No field and press the F9 key or right-click from within the field. You will continue to 

the Ticket Picklist screen. 

3 Highlight the appropriate Ticket and press the Select button at the bottom of the screen. You will continue to the 

Ticket Number Selection screen for the selected ticket. Press F1 for screen-level Help if needed. 




5 A Ticket dialog box will appear. Fill in all relevant fields and press OK. Press F1 for screen-level Help if needed 

6 Repeat steps 2–5 for each ticket item you are selling. 


box at the bottom of the screen click Payment to continue to the Payment Update screen. 









Selling a Trip 

Selling a Trip in POS 

The following instructions detail the minimum steps required to sell a Trip to a general customer 

or a Household in POS. For more detailed information, press F1 for field level help. 


2 In the Scan No field, enter a pound sign (#) and right-click or press the F9 key. You will continue to the Trip 


3 Highlight the appropriate Trip and click Select. You will return to the POS screen, and the Trip will appear in the 

San No field. 





time. 



5 Repeat Steps 2–4 for each Trip the customer wishes to purchase. 

Note: The following three steps will walk you through the process of selling the Trip(s) to a Household/Family 

Member in your database. If this is a general sale with no associated household, skip to Step 9 



7 Enter the last name of the individual to whom you are selling the Trip and press Enter. You will continue to the 








OR 


Selling a Trip in Point of Sale to a Household 


2 Enter a number sign (‘#’) in the Scan No field and press the F9 key or right-click from within the field. You will 

continue to the Trip picklist screen. 

3 Highlight the appropriate Trip and press the Select button at the bottom of the screen. You will return to the 

Point-of-Sale screen. Note that all the appropriate trip information is listed in the upper left hand corner of your 

screen. 




5 You will proceed to the Fees Update screen for the Trip you have selected. Make any necessary 

updates/changes and press the OK button at the bottom of the screen. You will return to the Point-of-Sale screen 

where the appropriate trip information will be listed in the Current Transaction Listing browser box at the bottom 


6 Repeat steps 2–5 for each trip item you are selling. 

7 When all of the items that the household member wishes to purchase are listed in the Current Transaction Listing 

browser box at the bottom of the screen, click Name Lookup to continue to the Household Selection screen. 













Selling a Trip in Point of Sale without a Household 




2 Enter a number sign (‘#’) in the Scan No field and press the F9 key or right-click from within the field. You will 

continue to the Trip picklist screen. 

3 Highlight the appropriate Trip and press the Select button at the bottom of the screen. You will return to the 

Point-of-Sale screen. Note that all the appropriate trip information is listed in the upper left hand corner of your 

screen. 




5 You will proceed to the Fees Update screen for the Trip you have selected. Make any necessary 

updates/changes and press the OK button at the bottom of the screen. You will return to the Point-of-Sale screen 

where the appropriate trip information will be listed in the Current Transaction Listing browser box at the bottom 


6 Repeat steps 2–5 for each trip item you are selling. 











Selling a Gift Certificate 

Selling a Gift Certificate in POS 

Before completing this process you must have completed all of the necessary setup steps for gift 

certificate usage. These steps include: 

• Setting up a Group of Gift Certificates 

• Setting up a Gift Certificate Tran Code 


2 Enter a period (‘.’) in the Scan No field and then press the F9 key or right-click from within the field. You will 

continue to the Tran Code Picklist screen. 

3 Highlight the appropriate Gift Certificate tran code and click Select. You will return to the Point-of-Sale screen. 

Note that all of the appropriate tran code information is listed in the upper left hand corner of your screen. 

4 In the Price field, enter the amount of the gift certificate that the customer wishes to purchase 

5 Click Select. You will proceed to the Gift Certificate Purchase Details screen. 

6 Press the F9 key or right-click from within the Gift Certificate Code field. You will continue to the Gift Certificate 


7 Highlight the gift certificate type that you wish to sell and click the Select button. 

8 If the gift certificate will be given to someone who has a record in your RecTrac database, press the F9 key or 

right-click from within the Household Link field to select the appropriate household from the picklist and click 

OK. 

OR 

If the gift certificate will be given to someone who does NOT have a record in your RecTrac database, click OK. 

9 Click OK. You will return to the Point-of-Sale screen and the Gift Certificate will appear in the Transaction 

browser. 

10 When all of the items are listed in the Current Transaction Listing browser box at the bottom of the screen, click 

Name Lookup to continue to the Household Selection screen. 

OR 

Click Payment to proceed to the payment screen without associating the sale with a household. 







13 Complete the transaction. 

Tracking Demographics in Point of Sale 

Tracking User-Defined Demographics 

RecTrac offers you the ability to not only track statistical information for households set up in your 

database, but also for Point-of-Sale sales that are not linked to a RecTrac household. 

Note: It is important to be aware that the Demographics Code field is entirely user-defined and is 

set as a ten character alpha-numeric free-form field. Before beginning to use this feature, your 

organization should decide the following: 

� The information that you wish to track 

� The format in which the information should be entered. Inconsistent data entry methods could 

result in reporting difficulty in the future. 

Perform the following steps to use this feature in your daily sales process. 


2 Highlight the Payment device linked to the user/menu group/workstation/defaults that will be processing 

transactions. 

3 Click Change. You will continue to the Payment Core screen. 

4 Select the Track Demographics toggle box. 

5 Click Done. 

6 Click Exit. 

7 Go to Daily � POS � Point-of-Sale. 

8 Process a Sale. 

9 Click Payment. You will proceed to the Payment Update screen. 

10 Fill out all applicable information or leave the defaults. Press F1 for field-level Help as needed. 

11 Click Print to print the customer’s receipt. 

12 The Demographics Tracking window will display. Enter the Demographics Code that your organization has 

decided to track. 

13 Enter all other applicable information or leave the defaults. Press F1 for field-level Help as needed. 

14 Click OK. You will return to the Point-of-Sale screen. 



Reprinting a POS Receipt 

1 Go to Reports � Global � Quick Receipt Reprint. If prompted, enter your Receipt Reprint Password. You will 

proceed to the Quick Receipt Reprint screen. 

2 Enter the Receipt Number that you wish to reprint. 

OR 

If you don’t know the receipt number, enter or select the Household Name on the receipt that you want to reprint. 

3 If you entered the Household Name, select the appropriate receipt from the browser box. 


Processing a Sale Using a Gift Certificate for Payment 


























Making Changes to a POS Transaction 

Processing a Return/Refund 

Processing a Return in POS 


2 Enter the appropriate character in the Scan No field for the item being returned (nothing for Inventory Items, a 

period (.) for Tran Codes, a forward slash (/) for Tickets or a pound sign (#) for Trips) and right-click or press F9 

to bring up the corresponding picklist. 

3 Highlight the item being returned and press Enter or click Select. You will return to the POS screen, and the item 

will appear in the San No field. 

5 In the Qty field, enter -1. 

6 Click Select to move the return transaction to the current transaction browser box listing at the bottom of the 

screen. 





8 Enter the last name of the individual to whom you are selling the Trip and press Enter. You will continue to the 




7 Click Refund. You will proceed to the Refund Update screen. 

Note: If you’re processing a return for a Household, and if the Household has an original POS balance greater 

than the refund, you will proceed to the Payment Update screen. 

8 In most instances, you will select to either Refund from Cash Drawer Now or Apply to Household Balance. Select 

the appropriate option for your circumstances. Press F1 to refer to screen-level Help as necessary. 

9 Complete the transaction. 

OR 

Click Exit to return to the main RecTrac screen without processing. 

Processing a Return/Refund in Point of Sale 


2 Scan the item that the member is returning or select the item from the picklist. 

3 In the Quantity field, and enter -1. 


screen. 

5 Click Name Lookup. You will continue to the Point-of-Sale Household Selection screen. 




Refund. You will proceed to the Refund Update screen unless the household has an original debit balance 

greater than the refund. In this case you will proceed to the Payment Update screen. 

8 In most instances you will select to either Refund from Cash Drawer Now or Apply to Household Balance. Select 

the appropriate option for your circumstances. Press F1 to refer to screen-level Help as needed. 

9 Select a refund pay code. 

For example, if you selected to Refund from Cash Drawer Now, you would enter a refund pay code of 2 (Cash). 


Processing a Return/Refund in Point of Sale Without a Household 


2 Scan the item that the member is returning or select the item from the picklist. 

3 In the Quantity field, and enter -1. 


screen. 

5 Click the Refund button at the bottom of the screen. You will proceed to the Refund Update screen. 

6 In most instances you will select Refund from Cash Drawer Now. Press F1 to refer to screen-level Help as 

needed. 

7 Select a refund pay code. 

For example, if you selected to Refund from Cash Drawer Now, you would enter a refund pay code of 2 (Cash). 


Processing Additional POS Payment 

The steps listed below assume that a household has a balance (i.e., owes money) in the POS 

module. 

1 Go to Daily � POS � POS Payment. You will proceed to the POS Payment Household Selection screen. 

2 Enter the household name and press Enter or locate household through another search option. Press F1 for 

field-level Help as necessary. 



3 You will continue to the Household Listing screen. Select the appropriate household and click Select. You will 

proceed to the PS Payment Update screen. 

4 In the Pay Amt field, enter the amount being paid. For example, 5.00. 

5 In the Pay Code field, enter the appropriate pay code. For example, 2 (Cash). Press F1 for field-level Help as 

needed. 

6 Click Print or No Print to complete the transaction. 

OR 


Adding Additional Information During a POS Transaction 

Giving a Discount 

Giving a Discount During POS Processing 

The steps listed below assume that: 

• You are currently on the Point-of-Sale screen. 

• You have already selected an inventory/tran code/ticket or trip item. 

1 Click the Calc Disc button in the upper right section of your screen. A Discount Calculator dialog box will display. 

2 Enter the percent or amount of the discount. 

3 Click the appropriate button depending on your discount amount. This discount amount will now be listed in the 

discount field. 

Note: The discount amount entered on the Point-of-Sale screen will override any previous 

discounts attached to this record. 

For example, an employee with a 20% employee discount purchases a sweatshirt with a 10% off coupon. If you 

ring up the coupon as a discount at the time of sale, the attached 20% employee discount will be overridden. 

See Also: Discount Precedence 

Viewing Item Costs 

Viewing Item Costs During POS Processing 




1 Click the Disp Cost button in the upper right section of your screen. 

2 If prompted, enter a Cost password. 

3 Click OK. An Inventory Cost Display dialog box will appear on your screen. 

4 The last and average costs for this item are displayed. Click OK to return to the Point-of-Sale screen. 

Note: You cannot edit the cost fields on this screen. 

Adding a Receipt Note 

Adding a Receipt Note During POS Processing 




1 Click the Add Notes button in the upper right section of your screen. A Sales Notes dialogue box will appear. 

2 Enter any applicable notes that you want to print on the receipt. 

3 Click OK to save your receipt note and return to the POS screen. 



Note: This dialogue box will automatically appear when you sell a ticket so that you can enter the 

ticket numbers that were sold. 

Family Member Add/Update 

Adding a Family Member During POS Processing 



• You have already selected a household. 

1 Click the FM Link button in the upper right side of the POS processing screen. 

2 Click New. Press F1 to refer to screen-level Help as needed. 

3 Click Done. You will return to the POS Daily Processing screen where the new household member will now be 

listed in the Family Member Selection browser box. 

Updating a Family Member Record During POS Processing 



• You have already selected a household. 

1 Click the FM Link button in the upper right side of the POS processing screen. Highlight the family member that 

you wish to update in the Family Member Selection browser box. 

2 Click the Update button. You will proceed to the Family Member Update screen. 

3 Make any required changes. Press F1 to refer to screen-level Help as needed. 

4 Click Done. You will return to the Point-of-Sale screen. 

Tracking Inventory Using a Hand-held Device 

Importing/Posting Inventory Physical Counts from a Handheld Device 

1 Go to Period End � POS � Inv Physical Count Import. 

Importing: 

2 Right-click in the Import File Name field and locate the .dat file that you wish to import. 

3 In the Count Posting Date field, enter the date that you want to link to the posted items. 

OR 


4 In the Warehouse Location field, enter a warehouse location to link the import to. 

5 Select the Double Space Report For Easier Viewing option to add a double space between the entries on the 

report. 

Select the Create Missing UPC Error Log option to create an error log for UPCs not found in database. If you 

select this option, a file named UPCError.log will be created in the Misc Export Location specified in your linked 

location device. 

6 Click Import. 

7 You will be prompted with the question "Do you wish to continue?" Click Yes. 

8 An information box will display that reads "Import of Hand-held file complete!" Click OK. 

Posting: 

9 You will return to the Physical Count Import screen. Click Review. You will continue to the Physical Count Import 

Review screen. 

10 Review each line item. If everything looks correct, click Post. 

11 You will receive a message asking "Do you wish to zero items not included in this import?" Review the 

explanation listed above this question in the question box and then select either Yes or No. 



12 You will receive the message "Do you wish to continue?" Click Yes. The post will begin. When finished, the 

following message will display "Hand-held Import Post Now Complete!" Click OK. You will return to the Physical 

Count Import screen. 


Editing Physical Counts Imported from a Handheld Device 


• You have already successfully imported a .dat file from a Handheld Device. 

• You are currently on the Physical Count Import screen (Period End � POS � Inv Physical Count Import). 

1 Click Review. You will continue to the Physical Count Import Review screen. 

2 Highlight the inventory line item that you want to edit. 

3 Click Update. You will continue to the Physical Count Adjustment screen. 

4 In the New Qty-On-Hand field, enter the current physical count of the selected item. 

5 Click OK. You will return to the Physical Count Import Review screen. 

Deleting Physical Count Line Items Imported From a Handheld Device 


• You have already successfully imported a .dat file from a Handheld Device. 

• You are currently on the Physical Count Import screen (Period End � POS) 

1 Click Review. You will continue to the Physical Count Import Review screen. 

2 Highlight the inventory line item that you want to edit. 


4 You will be prompted with the following question: "Are You Sure That You Want To Delete This Record?" Click 

Yes. You will return to the Physical Count Import Review screen. 

Updating Sales Prices 

Updating Individual Sales Dates and Prices for a Range of Inventory 

Items 

1 Go to Period End � POS � Quick Sale Price Update. 

2 You will be prompted with the question: "Do You Wish To Auto-Cycle Through A Range Of Inventory Items?" 

• Select Yes to select a range of inventory items through which you will auto-cycle to update sales dates and 

prices. Complete steps 3–8. 

• Select No to select and update individual inventory item sales date and prices one at a time. Complete steps 9– 

11. 

3 You will continue to the Quick Sale Price Defaults Update screen. Enter or select the range of inventory items for 

which you wish to update sales prices. 

4 Enter or select the range of sales dates that you wish to link to the selected inventory item range. 

5 Click Process. You will continue to the Quick Sale Price Update screen. The first inventory item in your range will 

be displayed. 

6 Enter the sales prices for the selected inventory item and sales dates. 

7 Click Process. You will continue to the screen for the next inventory item in the selected inventory item range. 

8 Repeat steps 6 and 7 for every inventory item in the selected range. After clicking Process the last item, you will 

return to the Main Menu. 

9 Enter or select the inventory item for which you wish to update sales dates and price. 

10 Enter or select the range of sales dates for the selected inventory item. 

11 Enter the sales price for the selected inventory item. 

12 Click Process to update the sales dates and price entered. 

13 You will return to the Main Menu. 



Posting Inventory Receivings 

Posting Inventory Receivings Using the Invoice Balancing Method 

Using the invoice balancing method in the Standard Inventory Receivings program allows you to 

post receivings in such a way that you may check invoice amounts against the inventory received. 

Using this method you will be able to check to make sure that the invoice amount matches the 

cost of the inventory received. 

Note: An inventory item must currently exist in the RecTrac database in order for you to post 

receivings counts and amounts for that item. You will not be able to add inventory items ‘on-thefly’ 

during this process. 

For example, your office receives a shipment of sporting goods to fill invoice number 1234 in the amount of $300.00. 

The shipment includes 5 pairs of soccer cleats at a cost of $50.00 each and 3 t-shirts at a cost of $7.00 each Using the 

invoice balancing method, as you entered the goods received you would automatically find out that the cost of the 

goods received doqwes not equal the amount of the invoice. No additional checking is required. 

1 Go to Period End � POS � Inventory Posting. 

2 Click Post Receivings. The Receiving Option Update screen will display. 

3 Click Invoice Balance. You will proceed to the Inventory Receivings screen. 

4 Enter the applicable invoice information and click Process. You will return to the Inventory Receivings Post By 

Invoice screen. 

6 Note that the invoice number and amount that you just entered are listed in the appropriate fields. 

7 In the Item Number field, enter the inventory item for which you wish to post receivings. Click Add Item. 

8 Enter all applicable information and click Process. You will return to the Inventory Receivings Post By Invoice 

screen. Note that the applicable amount is now entered in the Qty Received column. 

9 Repeat steps 7 and 8 for each inventory item received that you are posting against the selected invoice. 

10 Click Post Invoice. A Question box will appear. Read the information in the box; if you want to continue, click 

Yes. Click Yes to continue with the invoice posting. 

11 Repeat steps 1–10 for each applicable invoice. 

12 Click Exit to return to the Inventory Posting screen. 

13 Click Print Journal. You will continue to the Receiving Header Update screen. 

14 Select the appropriate page header. Press F1 for field-level Help as needed. 

15 Click Process. You will continue to the Device Selection screen. 

16 Click Print. Note that each posted inventory item’s information is listed on the report as well as the invoice 

number to which each posting was linked. 

17 Click Exit Postings to return to the Main Menu. 

Rental Daily Work 

Processing Rental Reservations and Check Out 

Reserving Rental Items 

Processing a Reservation for Rental Items Previously Rented by a 

Household 

1 On the Rental Processing screen (Daily � Rent � Rental Processing), select the Previous radio set button. This 

feature is useful for rental items that a household likes to rent over and over again or if there are specific answers 

to rental class questions linked to a previously rented rental item that you do not want to reenter. 

2 In the Prev field press the F9 key or right-click. 

3 Make your selection(s) on the Previous Rentals Listing screen and click Select. 

4 If this household previously rented a rental package, all package rental items will be listed separately on the 

Previous Rentals Listing screen. You will return to the Rental Processing screen and the name of the previously 

rented item will automatically display in the Prev field. 

5 If you selected more than one previously rented rental item, the entry in the Prev field will read Multi. 



6 Enter the reservation dates in the From and To fields. 

7 Enter the reservation times in the Start and End fields. 

8 Click Select to add this reservation to the Current Transaction Listing browser box. 

9 Click Payment to process the reservation payment as usual. 

Processing Rentals for Capacity/Quantity Rental Items that Charge 

Different Rates for Adults and Children 

The following steps use the campsite that was set up using the Setting Up Capacity/Quantity 

Rental Items that Allow Different Rates for Adults, Children instructions. Assume that: 

• A family of five wanted to rent this campsite. 

• This family has two adults and two children. 

1 Proceed to the Rental Processing screen (Daily � Rent � Rental Processing). 

2 You would make the entries on the Rental Processing screen as displayed below. 

3 Click the Fees button. You will be prompted to enter the number of adults and children. Enter 2 for each. 

4 You will proceed to the Rental Update Fees screen, which would display as follows: 

Note: $10.00 was charged for each of the two adults (for a total of $20.00) and $6.00 was 

charged for each of the two children (for a total of $12.00). The deposit is $25. The Net Fees 

Charged For This Reservation are $57.00. 

5 Click OK. You will return to the Rental Item Reservations screen, where the rental reservation will automatically 

be added to the Current Transaction Listing browser box. 

6 Click Payment to proceed to the Rental Payment Update screen. 

7 Process the rental reservation payment as usual. 

Processing Rental Reservations for Individual Rental Items 

These instructions list the minimum information required to process a Rental Reservation for a 


1 Press the Rental Processing hot button. 

OR 

Go to Daily � Rentl � Rental Processing. You will proceed to the Rental Reservation Household Selection 

screen. 

OR 


OR 


2 In the Lookup field, type all or part of the household name for which you wish to process Rental and press the 

Enter key. 

OR 




3 Highlight the household or family member for whom you wish to process the Rental and press Enter or click 

Select. You will proceed to the Rental Item Reservations screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the Reservation 

and click Select. Then click the Rental Reservations button located at the bottom of the screen to proceed to 

the Rental Item Reservations screen. 

4 Select the Individual radial button. 



5 Enter the Item you wish to rent or right-click or press F9 from within the Item field to select from the Rental Item 

Listing. 

Note: You can select multiple items. Once in the listing, hold the key down and use the mouse to select 

the desired Rental Items. 

6 In the From and To date fields, enter the beginning and ending dates of the rental reservation, or leave the 

default settings. 

7 In the Start and End time fields, enter the starting and ending times for the rental reservation or leave the default 

settings. 

8 Optional: Click the various buttons to search for availability and detail, as needed. 

You will get a pop-up message allowing you to accept or skip a range of billing methods if the Rental Class 

associated it the item is set up to allow ACH Withdrawal, Auto-Debit from Credit Card or Installment Billing. 

Any comments associated with the Item will appear in the browser box once you have a Rental Item in the Item 

field. To remove these from view, click Hide Notes, which is located on the right-hand side of the screen. 

Add Misc. Rental Cmnts as needed. 

9 Adjust the Quantity/Capacity as needed and determine whether you wish to Start Rental Now. 

10 Click Select to add this Rental Reservation to the Transaction Listing browser box. 

OR 

Click Fees if charges need to be updated. See the topic titled Updating Fees During the Reservation, Renewal, or 

Transfer Process in the online help. 

Note: If a question group has been linked to this section, these questions will display at this 

time. 

See Also: Linking a Question Group to an Rental Section 

11 Repeat Steps 4-10 as needed to reserve more items for the same individual or family. 

Note: The Update button removes the Rental from the browser and places it back in the Item field, allowing you 

to edit information entered in Steps 5 and 6 above. The Remove button removes the Rental from the transaction 

completely. 

12 Click Payment to process the Reservation(s) listed in the Current Transaction Listing browser box. You will 

proceed to the Rental (or Global) Payment Update screen. 



OR 




bottom of the screen, such as Activity Registrations, Pass Renewal and etc… 

Reserving Rental Packages 

Processing Reservations for Rental Packages 

1 On the Rental Processing screen, select the Package radio set button. 

2 Press the F9 key or right-click in the Pack field. 

3 Make your selection from the Rental Package picklist screen. You will return to the Rental Processing screen with 

the rental package name displayed in the Pack field. 



6 Click Select to add the rental package reservation to the Current Transaction Listing browser box. 

7 If you linked any bill code fees with the Pack column set to P (meaning "yes, charge this fee if this is a package") 

or B (meaning "yes, charge this fee both when part of a package and when not part of a package"), those fees 

will automatically be charged for the package rental. 




Quick Rentals 

Quick Rental Check Out and Check In Methods and Results 

The guide below lists the various check-out and check-in methods for the Quick Rental program 

(Daily � Rent). Each check-out/check-in method yields a different result, depending on whether 

you are checking an item out or checking an item in. 

Check Out/In Method: Checking Out/In Results: 

Swipe the family member’s 

pass. 

Enter all or part of the 

family member’s last name, 

optionally followed by a 

comma and then all or part 

of the family member’s first 

name (all without any 

spaces). Press the Enter 

key. 

Enter nothing and press 


OR 

Enter the family member’s 

Social Security Number 

and click Soc Sec No. 

OR 

Enter nothing and click the 

Name Search or the Soc 

Sec No button. 

OUT 

IN 

OUT 

IN 

You will proceed directly to the Item Selection screen where you 

can select the applicable rental item(s). You will return to the Quick 

Rental screen, where the item(s) will be listed as OUT in the 

Current Rental Log. 

If only one rental item was checked out by this family member: The 

quick rental item will automatically be returned and listed as IN in 

the Current Rental Log. 

OR 

If more than one rental item was checked out by this family 

member: You will proceed to the Item Selection screen, where you 

can select the rental items that are being returned. You will return to 

the Quick Rental screen, where each of the items will be listed as 

IN in the Current Rental Log. 

You will proceed to the Family Member Selection screen, where 

you can select the family member that is renting the quick rental 

item. 

You will then proceed to the Item Selection screen where you can 

select the applicable rental item(s). 

You will return to the Quick Rental screen, where the item(s) will be 

listed as OUT in the Current Rental Log. 

You will proceed to the Family Member Listing screen, where you 

can select the family member that is returning the rental item. 


item will automatically be returned and you will return to the Quick 

Rental screen, where the item will be listed as IN in the Current 

Rental Log. 

OR 




the Quick Rental screen, where each item will be listed as IN in the 





Enter nothing and press F9 

or click Daily Use. 

OUT 

IN 

Processing Quick Rentals for Daily Users 


• You are renting items to persons who are not in your database. 

You will proceed to the Item Selection screen, where you can select 

the quick rental item being used by the daily user (a person who is 

not in your database). 

You will then proceed to the Daily Use Questions screen where you 

can enter any questions linked to the selected quick rental item(s) 

rental class (the daily user’s name, phone number, etc.). 

You will then return to the Quick Rental screen, where the item(s) 

will be listed as OUT in the Current Rental Log. 

Does not apply. In the Current Rental log, double click on the 

Rental Items you want to check in. 

• Your quick rental items are linked to a rental class that has (up to four) user-defined questions established for it 

on the Rental Class Maintenance - Core Information screen. 

To proceed to the Quick Rental screen: 

1 Go to Daily � Rent � Quick Rentals. You will proceed to the Quick Rental Family Member Selection screen. 

2 Click Daily Use. You will proceed to the Item Selection screen. 

3 In the Item field, press the F9 key or right-click to proceed to the Rental Item picklist. 

4 Highlight the appropriate rental item(s) and press Enter or click Select. You will return to the Item Selection 

screen where your selection(s) will be added to the browser box. 

5 Click OK. You will be asked the questions linked to the Pending Question Group on the first screen of Rental 

Class Maintenance for the class linked to this rental item. 

6 Enter the applicable information in each user-defined field. 

If you want any of the daily user information to print on the Outstanding Rental Listing (an end-of-day report of all 

quick rental items that have not yet been returned), be sure to enter that information in the first user defined 

question field. 

7 Click OK. You will return to the Quick Rental Family Member Selection screen, where the first entry from the 

Questions screen (typically the daily user's name and possibly a phone number) will be listed in the Current 

Rental Log, along with the each of the quick rental item(s) and a status of OUT. 

Rental Check Out 

Checking Rental Items Out/Checking People In (to Campsites, Boat 

Slips, etc.) 


• The rental reservation was created one or more days prior to the current processing date using the Rental 

Processing program (Daily � Rent � Rental Processing). 

• The household is now checking out the rental item or checking into the rented campsite, boat slip, etc. 

1 Go to Daily � Rent � Rental Check Out/Check In. The first screen you will visit is the Rental Check Out/Check 

In Household Selection screen. 

2 In the Lookup field, type the name of the household that is checking out the rental item or is checking into the 

campsite, boat slip, etc. Press Enter. You will proceed to the Household Listing screen. 



3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Rental Check 

In/Check Out screen. 

The date and time listed in the title bar of the Rental Check In/Check Out screen reflect the current system date 

and time. 

4 In the browser box, highlight appropriate rental reservation. 

5 Click Select Rental Reservation. 

6 The Exp Complete (Expected Completion) date for the rental is listed on the right side of the screen. 

7 Click Select to add this rental return to the Current Transaction Listing browser box. 


9 If the household already paid for the rental at the time you processed the reservation, no payment will be due. 

10 Click Print to print the check out/check in receipt. You will return to the Rental Check Out/Check In Household 



Also see: Returning Rental Items/Checking People Out (of Campsites, Boat Slips, etc.) 

Quick Rental Check Out and Check In Methods and Results 

The guide below lists the various check-out and check-in methods for the Quick Rental program 

(Daily � Rent). Each check-out/check-in method yields a different result, depending on whether 

you are checking an item out or checking an item in. 


Swipe the family member’s 

pass. 

Enter all or part of the 

family member’s last name, 

optionally followed by a 

comma and then all or part 

of the family member’s first 

name (all without any 

spaces). Press the Enter 

key. 

OUT 

IN 

OUT 

You will proceed directly to the Item Selection screen where you 

can select the applicable rental item(s). You will return to the Quick 

Rental screen, where the item(s) will be listed as OUT in the 



quick rental item will automatically be returned and listed as IN in 

the Current Rental Log. 

OR 




the Quick Rental screen, where each of the items will be listed as 

IN in the Current Rental Log. 

You will proceed to the Family Member Selection screen, where 

you can select the family member that is renting the quick rental 

item. 

You will then proceed to the Item Selection screen where you can 

select the applicable rental item(s). 

You will return to the Quick Rental screen, where the item(s) will be 

listed as OUT in the Current Rental Log. 




Enter nothing and press 


OR 

Enter the family member’s 

Social Security Number 

and click Soc Sec No. 

OR 

Enter nothing and click the 

Name Search or the Soc 

Sec No button. 

Enter nothing and press F9 

or click Daily Use. 

IN 

OUT 

IN 

You will proceed to the Family Member Listing screen, where you 

can select the family member that is returning the rental item. 


item will automatically be returned and you will return to the Quick 

Rental screen, where the item will be listed as IN in the Current 

Rental Log. 

OR 




the Quick Rental screen, where each item will be listed as IN in the 


You will proceed to the Item Selection screen, where you can select 

the quick rental item being used by the daily user (a person who is 

not in your database). 

You will then proceed to the Daily Use Questions screen where you 

can enter any questions linked to the selected quick rental item(s) 

rental class (the daily user’s name, phone number, etc.). 

You will then return to the Quick Rental screen, where the item(s) 

will be listed as OUT in the Current Rental Log. 

Does not apply. In the Current Rental log, double click on the 

Rental Items you want to check in. 

Enter the Check Out or Return Condition of the Rental Item 

1 On the Rental Check In/Check Out screen, highlight the rental reservation that you wish to check out or return in 



3 Click Add. Info. You will proceed to the Rental Details screen. 

4 In the Condition field, select the condition of the rental item. 

5 Click OK. You will return to the Rental Check Out/Check In screen. 

6 Click Select to add this rental check out or return to the Current Transaction Listing browser box. 

7 Click Payment to process the reservation check out or return payment as usual. 

Completing the Rental Class Questions during the Rental 

Reservations Process 

Rental class questions are added on the Rental Class Maintenance - Core Information screen. 

Note: The rental item that you select in the steps listed below must be linked to a rental class that 

has questions linked to it. 

1 On the Rental Item Reservations screen, select the appropriate rental item in the Item field. 

2 Enter the appropriate reservation date in the From and To fields. 




4 Click Select. You will automatically proceed to the Rental Class Questions screen. 

5 Complete the user-defined questions. 

6 Click OK. You will return to the Rental Processing screen where this transaction will automatically be added to 

the Current Transaction Listing browser box OR If you are processing a reservation for more than one rental item 

that has a rental class with questions linked to it, you will continue to the next rental item’s Rental Class 

Questions screen. 

7 Repeat until all questions have been completed. You will return to the Rental Processing screen. 


Updating the Rental Item Check Out or Return Fees 

1 On the Rental Check Out/Check In screen, highlight the rental reservation that you wish to check out or return in 



3 Click Fees. You will proceed to the Fees Update screen. 

Note: The fields that you are allowed to update are determined by your override settings on your 

linked Permissions device. 

4 Enter any appropriate changes. 

5 Click OK to return to the Rental Check In/Check Out screen, where the rental check out or return transaction will 

automatically be added to the Current Transaction Listing browser box. 

6 Click Payment to process the rental reservation payment as usual. 

Managing the Statuses of Rental Areas 

The Rental Area Open/Close program allows you to manage the status of rental areas. It would 

be helpful to run this program on a daily basis to ensure that all of your rental areas hold the 

appropriate status (Open or Closed) based on your current TeleTrac rental reservations. 

1 Go to Daily � Rent � Teletrac Rental Avail Status Chg. 

2 Select the rental class for which you wish to view the open/close status by clicking the down arrow next to the 

Show Class field. 

3 Enter the first date for which you wish to view the selected rental class open/close statuses in the Open/Closed 

Date field. 

4 Enter the last date for which you wish to view the selected rental class open/close statuses in the Through field. 

5 Highlight the rental class(es) that you wish to work with. 

OR 

Click Select All to highlight all of the rental items listed in your browser box. 

OR 

Click De-select All to de-select all of the highlighted rental items in your browser box. 

6 Once you have selected the appropriate files, click the button for the function that you wish to perform. 

Click Open Selected to change the status of all highlighted rental items to Open. 

OR 

Click Close Selected to change the status of all highlighted rental items to Closed. 

OR 

Click Print to print a listing of the rental areas in the browser box. 

OR 




Checking Out Rental Items in Bulk 

Run the Rental Bulk Check Out program (Daily � Rent � Rental Bulk Check Out). Press F1 for 


Reserving Campsites 

Processing Campsite Rental Reservations 

1 Go to Daily � Rent � Campsite Reservations. 

2 You will continue to the Campsite Rental Processing Household Selection screen. In the Lookup field, type the 

name of the household that is making the campsite reservation and press Enter. You will proceed to the 


3 Highlight the appropriate household and press the Enter key or click Select. You will proceed to the Campsite 


4 In the Campsite field, press the F9 key or right-click from within the field to proceed to the Campsite Listing 

screen. 

OR 

Click Search to search for a campsite based on criteria you can specify. Press F1 for field-level Help as needed. 

5 Highlight the campsite that you want to reserve and press the Enter key or click Select. You will return to the 

Campsite Rental Processing screen where the previously selected campsite will automatically be added to the 

campsite field. 

6 In the From and To date fields, enter the beginning and ending dates of the campsite rental. 

7 Click Select to add this transaction to the Current Transaction Listing browser box at the bottom of the screen. 

Note: If a Question Group has been linked to this rental class these questions will display at this 

time. 

See Also: Linking a Question Group to a Rental Class 

8 Click Payment to proceed to the Payment Update screen to process the campsite reservation payment as usual. 

9 Click Print to print the campsite reservation receipt. You will continue to the Output Selection screen. Click Print. 


Viewing Additional Information During the Reservation Process 

Viewing the Tickler Linked to a Rental Item During the Rental Check 

Out or Return Process 

1 On the Rental Check In/Check Out screen, select the appropriate rental reservation in the browser box. 

2 Click Select Reservation. 

3 Click the Tickler button. 

Note: If a tickler message is linked to the rental item, the button will display in red. Ticklers are 

linked to the rental item on the Rental Item Maintenance - Features screen. 

The tickler will display in an informational message. 


Viewing the Items Linked to a Rental Item during the Rental 


1 On the Rental Item Reservations screen, select the appropriate rental item in the Item field. 



4 Click Linked Items. The linked items will display in an informational message. 

5 Click OK. You will return to the Rental Item Reservations screen. 

6 Process the rental reservation and payment as usual. 



Viewing Comments Linked to a Rental Item during Rental Check Out 

or Return Process 

1 On the Rental Check In/Check Out screen, select the appropriate rental reservation in the browser box. 

2 Click Select Reservation. 

3 Click the Comment button. 

4 If you are processing a check-out (for a pending reservation) the Comment button displays in red if there are OUT 

comments (Comment Code or Miscellaneous Comments) linked to the rental item on the Rental Item 

Maintenance - Features screen. If you are processing a check-in (for an Out or Late rental), the comments button 

will display in red if there are IN comments (Comment Code or Miscellaneous Comments) linked to the rental 

item. 

The comments will display in an informational message. 

5 Click OK to finish viewing the comments and return to the previous screen. 

Viewing the Rental Item Details during the Rental Reservations 

Process 

1 On the Rental Processing screen, select the appropriate rental item in the Item field. 



4 Click Detail. You will proceed to the Rental Item Detail screen. You cannot make any changes to this screen. The 

fields display for informational purposes only. 

5 Click Next. You will proceed to the Feature Details screen. You cannot make any changes to this screen. The 

fields display for informational purposes only. 

6 Click Exit. You will return to the Rental Processing screen. 

7 Process the rental reservation and payment as usual. 

Processing Rental Waitlists 

Adding a Rental Reservation to a Waitlist (charge fees now) 

If all rental items of a certain type been rented for a selected date, you can add an additional 

rental reservation for that date to a waitlist in case an item is returned early or a rental reservation 

is cancelled. To do so, complete the following steps. These steps assume that: 

• The total number of rental items have already been rented out for a selected date. 

• You wish to process payment for the waitlist rental reservation at the time the individual is added to the waitlist. 

1 Go to Daily � Rent � Rental Processing. 

2 You will continue to the Rental Processing Household Selection screen. In the Lookup field, type the name of the 

household that is making the rental waitlist reservation and press Enter. You will proceed to the Household 


3 Highlight the appropriate household and press the Enter key or click Select. You will proceed to the Rental Item 


4 In the Item field, press the F9 key or right-click from within the field to proceed to the Rental Item Listing screen. 

5 Highlight the rental item that you wish to reserve and press the Enter key or click Select. You will return to the 

Rental Item Reservations screen where the previously selected rental item will automatically be added to the Item 

field. 

6 In the From and To date fields, enter the beginning and ending dates of the rental reservation. 

7 In the Start and End fields, enter the beginning and ending times of the rental reservation. 


9 A Waitlist Selection dialog box will display. The message will state Rental Item Not Available in Quantity 

Required. Select one of the following options for this Rental. 

10 Click Waitlist/Fees. 




time. 


11 Click the Payment button to proceed to the Payment Update screen to process the waitlist rental reservation 

payment as usual. 

12 You will continue to the Payment Update screen. Click Print. You will continue to the Output Selection screen. 

13 Click Print to print the waitlist rental receipt. 


Adding a Rental Reservation to a Waitlist (charge fees later) 

If all rental items of a certain type been rented for a selected date, you can add an additional 

rental reservation for that date to a waitlist in case an item is returned early or a rental reservation 

is cancelled. To do so, complete the following steps. These steps assume that: 

• The total number of rental items have already been rented out for a selected date. 

• You wish to process payment for the waitlist rental reservation at the time the individual is added to the waitlist. 

1 Go to Daily � Rent � Rental Processing. 

2 You will continue to the Rental Processing Household Selection screen. In the Lookup field, type the name of the 

household that is making the rental waitlist reservation and press Enter. You will proceed to the Household 


3 Highlight the appropriate household and press the Enter key or click Select. You will proceed to the Rental Item 


4 In the Item field, press the F9 key or right-click from within the field to proceed to the Rental Item Listing screen. 

5 Highlight the rental item that you wish to reserve and press the Enter key or click Select. You will return to the 

Rental Item Reservations screen where the previously selected rental item will automatically be added to the Item 

field. 

6 In the From and To date fields, enter the beginning and ending dates of the rental reservation. 

7 In the Start and End fields, enter the beginning and ending times of the rental reservation. 


9 A Waitlist Selection dialog box will display. The message will state Rental Item Not Available in Quantity 

Required. Select one of the following options for this Rental. 

10 Click Waitlist/No Fees. 


time. 


11 Click the Payment button to proceed to the Payment Update screen to complete the waitlist reservation process. 

12 You will continue to the Payment Update screen. Notice that no fees are listed on this screen. Click Print. You 

will continue to the Output Selection screen. 

13 Click Print to print the waitlist rental receipt. 


Processing a Waitlist Rental Reservation 

The following steps assume that you have already added the individual to the rental item’s 

waitlist. 

1 Go to Daily � Rent � Rental Waitlist Reservations. 

2 You will continue to the Wait List Rental Reservations - Item Selection screen. Press the F9 key or right-click from 

within the Rental Item field. You will continue to the Rental Item picklist. 

3 Highlight the rental item for which you wish to process a waitlist reservation. Click Select. 

4 Click OK. You will continue to the Waitlist Reservation Listing screen. 

5 Highlight the rental waitlist entry that you wish to process. 

6 Click Reserve. You will continue to the Payment Update screen. 



OR 

Click Reserve/Fees to continue to the Fees Update screen to alter fees for the waitlist reservation before 

completing the process by visiting the Payment Update screen. 

7 Depending on whether or not fees have already been charged for this waitlist rental reservation you may or may 

not be charged rental fees at this time. Click Print. You will continue to the Output Selection screen. 

8 Click Print to print the rental reservation receipt. 


Searching for an Available Rental Item for a Reservation 

Searching for an Available Rental Item 

1 Press the Rental Processing hot button. 

OR 

Go to Daily � Rent � Rental Processing. You will proceed to the Rental Reservation Household Selection 

screen. 

OR 


OR 


2 In the Lookup field, type all or part of the household name for which you wish to process Rental and press the 

Enter key. 

OR 




3 Highlight the household or family member for whom you wish to process the Rental and press Enter or click 

Select. You will proceed to the Rental Item Reservations screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the Reservation 

and click Select. Then click the Rental Reservations button located at the bottom of the screen to proceed to 

the Rental Item Reservations screen. 

4 Click Avail Calendar. You will proceed to the Rental Inquiry screen. 

Note: Specification of the rental item, reservation dates, and reservation times on the Rental 

Reservations screen is NOT required. 

5 On the Rental Inquiry screen, highlight the rental item for which you wish to check availability. Press F1 for fieldlevel 

Help, if needed. 

6 Click on the button that will best serve your search needs. 

For example, if you wanted to search for a rental item that was available on a Saturday, you might click Weekday 

Schedule. Press F1 from the Rental Inquiry screen for more information on which button will provide you with the 

best availability options. 

8 You will proceed to the next applicable inquiry screen, which will display the rental item's available time block(s). 

Select the open date and time(s) for which you wish to make a reservation. Press F1 from the applicable inquiry 

screen for more information on how to select an available date or time block. 

9 You will return to the Rental Processing screen where the information that you selected will automatically be 

entered in the appropriate fields. 





Searching for a Rental Item Based on Specified Criteria 

1 On the Rental Item Reservations screen, click Search. You will proceed to the Search Information Detail screen 

where you may input your search criteria. For more specific help, press F1 from the Search Information Detail 

screen. 

2 Enter your search criteria and click OK. You will proceed to the Rental Search Results screen where any rental 

items that meet your search criteria will display. 

3 If none of the rental items meets the reservation needs or the screen is blank, click


14 Click Print to proceed to the Output Selection screen, where you can print or preview the resulting receipt. 


1 Go to Daily � Rent � Rental Deposit Changes. You will proceed to the Rentals Household Selection screen. 




5 Click Select. You will proceed to the Rental Deposits Changes screen. 

6 Highlight the rental reservation transaction for which you wish to charge a deposit. 


8 In the Deposit Charged field, enter the amount of the deposit that you wish to charge. 

9 Click OK. You will return to the Rental Deposit Change program. 

Note the amount in the New Mod/Dep Balance field. If this amount is greater than or equal to 

zero, you will proceed to the Payment Update screen. If this amount is less than zero, you will 




11 In the Deposit Paid field, enter the amount of the deposit being paid. 


13 Click Print to proceed to the Output Selection screen to either print or preview the resulting refund receipt. 

Refunding a Deposit for a Rental Reservation 

1 Go to Daily � Rent � Rental Deposit Changes. You will proceed to the Rental Reservation Household Selection 

screen. 
















Charging a Damage Fee for a Rental Reservation 

1 Go to Daily � Rent � Rental Deposit Changes. You will proceed to the Rental Reservation Household Selection 

screen. 





6 Highlight the facility reservation transaction for which you wish to charge a damage fee. 




8 Enter the Damage Fee. 

9 Select the appropriate Damage Bill Code towards which you wish to post the damage fee. 







12 In the New Amt Paid field, enter the damage fee being paid at this time. 



Updating the Deposit for a Rental Item Check Out or Return 

Note: Any pre-existing deposit defaults to the deposit linked to the rental item: 1) on the Rental 

Item File Maintenance: Fees/Charges screen; 2) during the rental reservations process (if you are 

processing a rental item check-out); or 3) during the rental check-out process (if you are 

processing a rental item return). 




3 Click Fees. You will proceed to the Rental Check Out/Check In Fees Update screen. 

4 Enter any new deposit in the Deposit Amount field. 

5 Click OK to return to the Rental Check In/Check Out screen, where the rental check out or return transaction will 


6 Click Payment to process the rental reservation payment as usual. 

Adding Additional Information During the Reservation 

Adding a New Family Member During the Rental Reservations Process 

1 On the Rental Item Reservations screen, enter the appropriate rental item in the Item field. 



4 Click Family Member Link. You will proceed to the Family Member Link screen. 

5 Click New. You will proceed to the Family Member Update screen. 

6 Enter the family member’s Name. 


8 Click Done. You will return to the Family Member Link screen where the family member you just added will be 

highlighted in the browser box. 

9 Click OK. You will return to the Rental Processing screen. 

10 Click Select to add this transaction to the Current Transaction Listing browser box. 


Linking a Family Member to the Rental Item Reservation 

1 On the Rental Processing screen, enter the appropriate rental item in the Item field. 




5 Highlight the family member to which you wish to link the rental item reservation. 



Note: You can view any notes linked to the family member by clicking the Notes button (if it 

displays in red). 




Adding Comments to a Rental Reservation 

1 On the Rental Processing screen, enter the appropriate rental item in the Item field. 



4 In the Misc. Rental Cmnt field, type any additional comments that you wish to print on the rental reservation 

receipt. 

Any comments for this rental item that were added in the Misc Out Cmnts field on the Rental Item Maintenance - 

Features screen will not display here, but will print on the reservations receipt. 

5 Click Fees to proceed to the Rental Fees Update screen. 

6 In the Out Code field, select the comment code that you wish to print on the rental reservation receipt. Any 

Comment Code that exists in this field defaults to the Out Comment linked to the rental item on the Rental Item 

Maintenance - Features screen. 

7 Click OK. You will return to the Rental Processing screen where the rental item reservation will automatically be 

added to the Current Transaction Listing browser box. 


Adding Comments to the Rental Item Check Out or Return 

Note: The comments that exist in any of the fields listed below default to those comments that 

may have been linked to the rental item: 1) on the Rental Item File Maintenance: Features 

screen, 2) during the rental reservations process (if you are processing a rental item check-out) or 

3) during the rental check-out process (if you are processing a rental item return). 




3 Click Detail. Click Next>>. 

4 In the Miscellaneous Out Cmnts field (or Miscellaneous In Cmnts field), enter any other comments that you 

wish to print on the rental check out or return receipt. 

5 Click Exit. You will return to the Rental Check Out/Check In screen. 


7 In the Out Code field, select the comment code that you wish to print on the rental reservation receipt. Any 

Comment Code that exists in this field defaults to the Out Comment linked to the rental item on the Rental Item 

Maintenance - Features screen. 



Entering the Condition of the Rental Item during the Rental 






5 In the Condition field, select the condition of the rental item. 

6 Click OK. You will return to the Rental Processing screen, where the rental item reservation will automatically be 





Updating a Family Member’s Information during the Rental Item 

Reservation Process 





5 Highlight the family member to which you wish to link the rental item reservation. 

6 Click Update. You will proceed to the Family Member Update screen. 

7 Make any necessary changes. Press F1 from the Family Member Update screen for field-level Help as needed. 

8 Click Done. You will return to the Family Member Link screen. 




Making Changes to an Existing Rental Reservation 

Resolving a Reservation Conflict 

You will receive the following pop-up message on the Rental Item Reservations screen if a 

conflict exists when selecting a rental item: "Rental Item Not Available in Quantity Required. 

Select one of the following options for the Rental." 

1 Click Search to proceed to the Search Information Detail screen. 

2 From the Search Information Detail screen, enter the criteria for the rental item reservation. Press F1 for fieldlevel 


3 Click OK to begin the search. You will proceed to the Rental Search Results screen where any rental items that 

match the criteria entered on the previous screen will be listed. 

4 Highlight the rental item and the corresponding date/time that you wish to reserve and click OK. 

OR 

If none of the rental items meets the reservation needs or the screen is blank, click Second. 

Updating the Capacity/Quantity Numbers During the Rental Check 

Out/Check In Process 

These steps only apply if you are processing a check out or return for a Capacity or Quantity 

rental item. 




3 In the Capacity/Quantity field, update the capacity or quantity number. 





Updating the Rental Item Fees During Daily Processing 

To update the rental item reservation fees during the rental item reservations process: 

1 On the Rental Processing screen, enter the appropriate rental item in the Item field. Enter the appropriate 

beginning and ending reservation dates in the From and To fields. Enter the appropriate reservation times in the 

Start and End fields. 

OR 

On the Rental Check In/Check Out screen, highlight the appropriate reservation in the browser box and click 

Select Rental Reservation. 


3 The fields that you are allowed to update are determined by your override settings on your linked Permissions 

device. 

4 Enter the appropriate changes. 

5 Click OK. 

6 You will return to the previous screen where the rental item reservation will automatically be added to the Current 

Transaction Listing browser box. 

7 Click Payment to process the payment as usual. 

Returning Rental Items 

Returning Rental Items/Checking People Out (of Campsites, Boat 

Slips, etc.) 


• The rental item was checked out or the household checked in to the campsite, boat slip, etc. before the current 

processing date and time using the Rental Check Out/Check In program (Daily � Rental � Rental Check 

Out/Check In). 

• The household is now returning the rental item or checking out of the rented campsite, boat slip, etc. 

1 Go to Daily � Rent � Rental Check Out/Check In. The first screen you will visit is the Rental Check Out/Check 

In Household Selection screen. 

2 In the Lookup field, type the name of the household that is returning the rental item or is checking out of the 

campsite, boat slip, etc. Press Enter. You will proceed to the Household Listing screen. 

3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Rental Check 

In/Check Out screen. 

Note: The date and time listed in the title bar of the Rental Check In/Check Out screen reflect the 

current system date and time. 

4 In the browser box, highlight the rental reservation listed with a status of O (out). 


6 The Exp Complete (expected completion date/time) for the rental is listed on the right side of the screen. This 

allows you to view whether the rental item is being returned on time or not. 

Note: If the rental item is being returned late, the Late Rental Fees option will automatically be 

selected. 

7 Leave the Late Rental Fees option selected to allow the system to either charge any flat late fee linked to the 

rental item or to recalculate the fees based on when the household is returning item or checking out. De-select 

this option if you do not wish to charge any late fees for the late return. 

8 Click Select to add this rental return to the Current Transaction Listing browser box. 


If the household already paid for the rental at the time you processed the reservation, no payment will be 

due. 

10 Click Print to print the check out/check in receipt. 



Also see: Checking Rental Items Out/Checking People In (to Campsites, Boat Slips, etc.) 

Processing Auto Returns for Rental Items 

The following steps assume that no fees are due for any auto returns that you are processing. 

1 Go to Daily � Rent � Rental End-of-Day. You will proceed to the Rental End-of-Day Processing screen. 

2 Enter all appropriate rental item ranges and/or individual selections and/or wildcard selections. Press F1 for fieldlevel 


3 Enter an appropriate Rental Class range, or select the defaults to include all rental classes. Press F1 for fieldlevel 


4 Select the Auto Returns option. 

5 Select the Auto Return Log option. 

6 Make selections in all remaining fields, or leave their default settings. Press F1 for field-level Help as needed. 


8 You will proceed to the Output Selection screen, where you can preview and/or then print the resulting report. 

The report will list all rental items within the selected ranges that were auto-returned. 

Returning Individual Rental Items in Bulk (Without Processing the 

Return Through the Household) 

1 Go to Daily � Rent � Rental Bulk Returns. You will proceed to the Bulk Rental Return screen. 

2 Enter the appropriate Return Date. 

3 Enter the appropriate Return Time. 

4 In the Return Item field, select the individual rental item that you wish to return. 

5 Click Return. The rental item return will be added to the Current Rental Log at the bottom of the screen. 

6 Repeat these steps as required for all individual rental items that you wish to return. 

7 At the end of the day, you can optionally print a Bulk Rental Return Log by clicking Report. 

8 When you have finished returning all items, click Exit to return to the Main Menu. 

Processing Quick Rental Returns for Family Members 

1 Select Daily � Rent � Quick Rentals. You will proceed to the Quick Rental Family Member Selection screen. 

2 In the Lookup field, type the name of the family member that is renting the quick rental item and press the Enter 

key. 

OR 

If your organization uses passes or household/family member ID cards with bar codes, you can also swipe these 

cards from this screen to process quick rentals. You will proceed to the Family Member Listing screen. 

OR 

Click Name Search. 

OR 

Click Soc Sec No. 

4 Highlight the appropriate family member and press Enter or click Select. 

5 If this family member only has one quick rental item checked out, you will be asked if you are checking in the 

item. Click Yes. 

You will return to the Quick Rental Family Member Selection screen, where the selected family member will 

automatically be added to the Current Rental Log browser box and the quick rental item will be listed with a 

Rental Status of IN. 

OR 

If this family member has more than one quick rental item checked out, you will be asked if you are checking in 

items. Click Yes. On the Item Selection Screen, select each of the items that the family member is returning and 

click OK. You will return to the Quick Rental screen, where each of the selected rental items will be listed 

individually for the family member, along with a rental status of IN. 



Processing Quick Rental Returns for Daily Users 

The following steps assume that a person who is not in your database wishes to return a quick 

rental item. 

1 From the Quick Rental Family Member Lookup screen, click Rental Items. You will proceed to the Rental 

Picklist. 

2 Highlight the rental item that is being returned and press Enter or click Select. 

3 The following message will display: "Are you checking this item in?" Click Yes. 

4 If only the one daily user has this rental item checked out, you will immediately return to the Quick Rental Family 

Member Lookup screen, where the daily user will automatically be added to the Current Rental Log browser box 

and the quick rental item will be listed with a rental status of IN. 

OR 

If more than one daily user or family member has this item checked out, you will proceed to the Renter Listing 

screen, where all family members and daily users that have this quick rental item checked out will be listed. 

Highlight the appropriate daily user’s name and click OK. You will return to the Quick Rental Family Member 

Lookup screen, where the daily user will automatically be added to the Current Rental Log browser box and the 

quick rental item will be listed with a Rental Status of IN. 

Other Rental Daily Work 

Printing a List of All Rental Items that Should Have Been Picked Up for 

the Current Date/Time 

1 Go to Daily � Rent � Rental End-of-Day. You will proceed to the Rental End-of-Day Processing screen. 

2 Enter all appropriate rental item ranges and/or individual selections and/or wildcard selections. Press F1 for fieldlevel 


3 Enter an appropriate rental class range, or leave the default selections to include all rental classes. Press F1 for 


4 Select the Print Past Pickup Listing option. 

5 Do NOT select the Auto Returns option. 

6 Make selections in all remaining fields, or leave their default settings. Press F1 for field-level Help as needed. 

7 Click Print. You will proceed to the Output Selection screen, where you can elect to preview and/or then print the 

resulting report of all rental items that fall within the selected ranges that should have been picked up before the 

current processing date and time. 

Reporting on Quick Rental Items that Have Not Been Returned 

1 On the Quick Rental Family Member Lookup screen, click Report. You will proceed to the Output Selection 

screen. 

2 Click Preview to proceed to the Print Preview screen. The rental items that have not yet been returned will 

display with the current processing date, the check out time and the first field entry from the Daily Use Questions 

screen. 

3 Click Print to print the Outstanding Quick Rental Listing report. You will return to the Quick Rental Family 

Member Lookup screen. 




Court Daily Work 

Making Reservations 

Processing Reservations for Courts 

These instructions list the minimum information required to process a Court Reservation for a 


1 Go to Daily � Court � Court Reservations. 

OR 

Click the Court Reservations hot button 

OR 


OR 


2 In the Lookup field, type all or part of the household name for which you wish to process a court reservation and 


OR 




3 Highlight the household or family member for whom you wish to process a court reservation and press Enter or 

click Select. You will proceed to the Court Reservations screen. 

OR 


and click Select. Then click the Court Reservations button located at the bottom of the screen to proceed to the 

Court Reservations screen. 

4 In the Court ID field, enter the court ID for which you are making the reservation, or right-click or press F9 from 

within the field to select the court from the Court Listing browser. 

Note You can select multiple courts if the individual wants to sign up for more than one. Once in the Court Listing 

browser, hold the key down and use the mouse to select the desired courts. Click Select when done and 

the Court ID field will display ‘Multi.’ 

Any comments associated with the Court will appear in the browser box once you have one selected. To remove 

these from view, click Hide Notes, which is located on the right-hand side of the screen. 

5 Enter any applicable Headcount. 

6 Enter an applicable Date Range. If this is a multi-day reservation over non-sequential days, you will need to 

toggle the appropriate days of the week as well. 

7 Enter an applicable Time Range. 

8 Type any Rsv'n Notes (reservation notes) regarding the reservation purpose, if applicable. 

These notes will print on the reservation receipt and on selected reports. 

9 Click Select to add each court slot reservation to the Current Transaction Listing browser box. If one or more 

reservation conflicts exist, you will proceed to the Court Reservation Conflict Detail screen. Once all conflicts are 

resolved, click Reserve to return to the Court Reservations screen, where all reservations without conflicts will 


Note: The Update button removes the Reservation from the browser and places it back in at the top of the 

screen, allowing you to edit information entered in Steps 5 - 8 above. The Remove button removes the 

Reservation from the transaction completely. 


proceed to the Court (or Global) Payment Update screen. 



OR 







Processing Reservations for Multiple Households for the Same Date 

and Time 

1 Proceed to the Court Reservations screen (Daily � Court � Court Reservations). 

2 Process the court reservation as usual, being sure to select the Allow Group Bookings option. 

3 Click Select to add each group court slot reservation to the Current Transaction Listing browser box. 

4 If one or more reservation conflicts exist, you will proceed to the Court Reservation Conflict Detail screen. Once 

all conflicts are resolved, click Reserve to return to the Court Reservations screen, where all reservations without 

conflicts will automatically be added to the Current Transaction Listing browser box. 

5 Click Payment to process the court reservation payment as usual. 

Processing Express Court Reservations 

The Express Court Reservations program allows you to use customized hot buttons to quickly 

and easily reserve courts without having to visit the Court Reservations screen. This program 

currently does NOT charge court reservation fees and therefore should only be used for no-fee 

court reservations. 


• You have already set up your Express Court Hot Buttons using the Hot Button Maintenance program. 

1 Go to Daily � Court � Express Court Reservations. 

2 Click the hot button for the reservation range that you wish to process. You will continue to the Express Court 

Reservation Selection screen. 

3 Highlight the court slot(s) for which you wish to process an express court reservation. 

4 Enter the number of slots that you wish to reserve in the Head Count field. 

5 Press the F9 key or right-click from within the Use Code field to select the appropriate court usage code for this 

no fee reservation from the picklist. 

6 Click Resv & Back. You will continue to the Court Reservation Household Selection screen. 

7 Enter or lookup the household for which you are processing this express court reservation. You will then return to 

the Express Court Reservation Hot Button screen. 

8 Repeat steps 2–7 for every express court reservation that you wish to complete. 


Resolving Reservation Conflicts 

The following reservation status messages appear on the Court Reservation Conflict Detail 

screen if one or more conflicts exist when processing court reservations. The following table 

displays a list of reservation status messages, their meanings and possible solutions. 

Status Meaning Conflict Resolution Solution 

Available 

Slot 

Unavailable 

The court reservation is 

available for the displayed date 

and time; no reservation conflict 

exists. 

The court slot does not exist. No 

slot was generated for the 

selected court, date or time. You 

must select a court, date and 

time for which generated court 

Not applicable, reservation has no conflicts. 

If you receive this message, you will be unable 

to automatically or manually resolve the 

reservation conflict from this screen. You must 

change the court, the reservation date and/or 




No Group 

Bookings 

Max Count 

Exceeded 

slots exist. time on the Court Reservation screen. 

The court has already been 

reserved for the selected date 

and time. 

The maximum headcount for the 

court has been exceeded. 

Click the Auto Resolve or Manl Resolve 

buttons on the Court Reservations Conflict Detail 

screen. The system will attempt to find another 

court for the same date and time 


OR 

Return to the Court Reservations screen and, if 

appropriate, check off the Allow Group 

Bookings option and process the reservation 

again. This field allows more than one 

household or organization to reserve a court for 

the same date and time. 





OR 

Click the Max Bump button to increase the 

maximum count allowed for the court slot. A 

password is required if you do not have override 

rights for the Court module (as established in 

your linked Permissions device). 

If reservation conflicts still exist after using all of the applicable conflict resolution methods above, 

click the Cancel button to return to the Court Reservations screen. The original parameters for 

your court reservations will be listed in all applicable fields. Change the reservation dates and/or 

the reservation times. You may optionally change the court, but only in conjunction with changing 

the reservation dates and/or times (as the system has already searched for another court for the 

same dates and times). 

Process the reservation again. 

OR 

Click the Reserve button. You will return to the Court Reservations screen, where only the court 

reservations without any conflicts will be added to the Current Transaction Listing browser box. 

Any reservation with a conflict will be deleted. You may optionally make new reservations (with 

new dates and/or times) to replace the deleted reservations. 

Searching for an Available Court for a Reservation 

Searching for an Available Court 

1 Proceed to the Court Reservations screen (Daily � Court � Court Reservations, select a household). 

2 Click Avail Inq to proceed to the Schedule for Court calendar. 

3 If necessary, click any of the applicable buttons at the bottom of the screen (Next Mo>>, Next Year>>, etc.) until 

you have reached the date on which you wish to process the court reservation. 

4 If necessary, click the Next Crt>> button until you find a desired court with an opening on the desired date. 

A court date must be listed as OPEN or PARTIAL to have any slots available. 

5 Click the numbered part of the date to proceed to the Daily Schedule for Court screen. 

6 Click on one time block, or hold the Control key down and click on multiple time blocks.


If you select nonconsecutive time blocks, the reservation will be created from the beginning 

time of the first time block through the ending time of the last time block. 

7 Click Select. You will return to Court Reservations screen, where the selected court, date, day and times will 

automatically be entered in the applicable fields. 

8 If this reservation is for more than one day, select the "ending" date in the Date Range field AND select all 

applicable days of the week for which the reservation applies (Mo, Tu, We, Th, Fr, Sa and/or Su). 

9 Click Select to add each court slot reservation to the Current Transaction Listing browser box. 

10 If one or more reservation conflicts exist, you will proceed to the Court Reservation Conflict Detail screen. Once 

all conflicts are resolved, click Reserve to return to the Court Reservations screen, where all reservations without 



Adding Additional Information to a Court Reservation 

Processing Payment for a Court Reservation after the Reservation 

Process 

1 Go to Daily � Court � Court Payments. You will proceed to the Court Payment Household Selection screen. 


F1 for field-level Help as necessary. 

3 You will continue to the Household Listing screen. Select the appropriate household and click Select. You will 

proceed to the Court Payment Update screen. 

4 Enter the amount paid in the Total Amount Paid field. 





6 If the customer is paying with a check, you might enter the check number (or the customer’s driver’s license 

number, etc.) in the pay reference field(s), depending on your office policies. 

7 Click Print to save the payment information and proceed to the Output Selection screen. 

8 Click Print to print the receipt. 

Making Changes to an Existing Reservation 

Court Reservation Status Messages and How to Resolve Reservation 

Conflicts 




Status Meaning Conflict Resolution Solution(s) 

Available 

Slot 

Unavailable 

The court reservation 

is available for the 

displayed date and 

time; no reservation 

conflict exists. 

The court slot does 

not exist. No slot was 

generated for the 

selected court, date or 

time. You must select 

Not applicable, reservation has 

no conflicts. 

If you receive this message, you 

will be unable to automatically or 

manually resolve the reservation 

conflict from this screen. You 

must change the court, the 




No Group 

Bookings 

Max Count 

Exceeded 

a court, date and time 

for which generated 

court slots exist. 

The court has already 

been reserved for the 

selected date and 

time. 

The maximum 

headcount for the 

court has been 

exceeded. 

reservation date and/or time on 

the Court Reservations screen. 

Click the Auto Resolve or Manl 

Resolve buttons on the Court 

Reservations Conflict Detail 

screen. The system will attempt 

to find another court for the same 

date and time. 

-OR- 

Return to the Court Reservations 

screen and, if appropriate, check 

off the "Allow Group Bookings" 

field and process the reservation 

again. This field allows more than 

one household or organization to 

reserve a court for the same date 

and time. 

Click the Auto Resolve or Manl 

Resolve buttons on the Court 

Reservations Conflict Detail 

screen. The system will attempt 

to find another court for the same 

date and time. 

-OR- 

Click the Max Bump button to 

increase the maximum count 

allowed for the court slot. A 

password is required if you do not 

have override rights for the Court 

module. 




If reservation conflicts still exist after 

using all of the applicable conflict 

resolution methods above… 

Click the Cancel button to return 

to the Court Reservations screen. 

The original parameters for your 

court reservations will be listed in 

all applicable fields. Change the 

reservation dates and/or the 

reservation times. You may 

optionally change the court, but 

only in conjunction with changing 

the reservation dates and/or 

times (as the system has already 

searched for another court for the 

same dates and times). Process 

the reservation again. 

-OR- 

Click the Reserve button. You will 

return to the Court Reservations 

screen, where only the court 

reservations without any conflicts 

will be added to the Current 

Transaction Listing browser box. 

Any reservation with a conflict will 

be deleted. You may optionally 

make new reservations (with new 

dates and/or times) to replace the 

deleted reservations. 

Changing the Fees While Processing a Court/Quick Court Reservation 


• You are currently either on the Court Reservations or Quick Court Reservations screen. 

• You have already set up your courts. 

1 Highlight the slot(s) you want to reserve. Click Fees. You will proceed to the Court Fees Update screen. 

2 Make any necessary changes/updates. Click OK. You will return to the Court Reservations or Quick Court 

Reservations screen where the court reservation will be entered in the Current Transaction Listing Browser Box. 

3 Click Payment to finish processing your court reservation. 

View the Current Reservation Holder’s Name if a Court Reservation 

Conflict Exists 

1 Proceed to the Court Reservations screen (Daily � Court � Court Reservations). 

2 Process the court reservation as usual, being sure to select the Show Conflict Details option. 

3 Click Select to add each court slot reservation to the Current Transaction Listing browser box. 

4 If one or more reservation conflicts exist, you will proceed to the Court Reservation Conflict Detail screen. Any 

current reservation holder for a conflicted reservation will be listed in the "Current Bookees" column. Once all 

conflicts are resolved, click Reserve to return to the Court Reservations screen, where all reservations without 





Canceling a Court Reservation 

The following steps detail the minimum information needed to cancel a single Court Reservation 

for a single Household. For more detailed information, press F1 for field level help. 

1 Go to Daily � Court � Court Cancel/Changes. You will proceed to the Facility/Rental Search Criteria screen. 

Click Name Lookup to proceed to the Court Reservations Cancels/Changes Household Selection screen. 

OR 


OR 


screen. 

2 In the Lookup field, enter the last name of the household for which you wish to cancel the court reservation and 


3 Highlight the appropriate household or family member and press Enter or click Select. You will proceed to the 

Court Cancel/Changes screen. You will proceed to the Global Cancel/Changes 

screen, if using Global Cancel/Changes. 

4 In the Household Transaction Listing browser box, highlight the court reservation that you want to cancel. 

5 Click Cancellation/Void. You will proceed to the Cancel screen. 




9 Determine whether you wish to prorate the Refund, if applicable. Leave the default prorate percent in the Prorate 

Percent field or enter a new prorate percentage amount and click Adjust. The amount to be charged will display 

immediately below. Toggle Apply Proration to Refund – Charge Fees of to prorate the 

refund. 


10 Select whether you wish to cancel the Entire Reservation/Multiple Dates. 


mistake. 



and asking whether you are sure. Click Yes to return to the Court Cancel/Change screen. The transaction will 







OR 



OR 



Changing a Court Reservation after the Reservation Process 

1 Go to Daily � Court � Court Cancel/Changes. You will proceed to the Court Reservation Search Criteria screen. 

2 Enter the Reservation Number or use another search method to locate the correct court reservation. Press F1 for 


3 Click OK. You will continue to the Court Cancels/Changes screen. 

4 Highlight the appropriate court reservation in the browser box. 

5 Click the Detail Changes button. You will proceed to the Court Detail Change screen. 

6 Change all appropriate fields. Press F1 to refer to field-level Help as needed. 



7 When you have completed changing the reservation, click OK. You will return to the Court Cancel/Changes 

screen. 

8 Repeat steps 4–7 for each reservation in the browser box for which you need to process changes. 

9 When you have finished making changes to all of the appropriate reservations, click the Payment/Refund button 

to save your changes. You will proceed to the Court Payment Update screen. 

10 If there are additional charges/refunds that now apply to this reservation due to the selected change, process the 

payment appropriately and press Print. 

OR 

If there are no additional charges/refunds that now apply click No Print. 

Locker Daily Work 

Processing Locker Rentals 

Note: If you have many lockers for which you process reservations, you might want to run the 

Locker Rental History Status Change program (Period End � Lock � Locker Rental History 

Status Change). This program is typically run on a regular basis, especially for those 

organizations that have thousands of lockers in their database. In these instances, running this 

program may allow the system to search for an available locker more quickly during the locker 

rental process. See the instructions titled Changing the Locker Reservation Status for more 

detailed information on using this program. 

1 Go to Daily � Lock � Locker Rentals. You will proceed to the Locker Rentals Household Selection screen. 

OR 


OR 


2 Enter the household for which you wish to process a locker rental and press Enter or click Select. You will 


3 Highlight the household or organization and press Enter or click Select. You will proceed to the Locker Rentals 

screen. 

OR 

If Using Global Sales, highlight the household or family member for whom you wish to process the rental and 

click Select. Then click the Locker Reservations button located at the bottom of the screen to proceed to the 

Locker Rentals screen. 

4 Press the F9 key or right-click in the Locker Room field to select the locker room in which you wish to process a 

locker rental. 

5 Insure the family member that is reserving the locker is highlighted in the browser box. 

6 In the From and To fields, enter the beginning and ending locker rental reservation dates or press the F9 key or 

right-click from within the field to select the dates from the calendar. 

Note: These fields will auto-fill if established default settings for locker rentals in Locker Room Maintenance. 

7 Right-click or press F9 in the Locker No field to select a locker from the Locker picklist 

OR 

Click Features to continue to the Features Listing screen. Highlight the locker feature(s) required by this family 

member and click Select. 

8 The locker you selected will appear in the Lock No field. 

OR 

If you used the Feature button, you will return to the Locker Processing screen where the first available locker 

that meets all of the selected features will be entered in the Locker No field. 

10 If a lock has been linked to the selected locker, that lock number will display in the Lock No field. 

OR 

If you wish to link a lock to this locker rental at this time, press the F9 key or right-click in the Lock No field to 

select the applicable lock from the picklist. 

11 Click Select to add this locker rental reservation to the Current Transaction Listing browser box 



Note: Any comments associated with the Trip will appear in the browser box once you have it in the 

Trip ID field. To remove these from view, click Hide Notes, which is located on the right-hand side of 

the screen. 

Any question group associated with the Trip will appear at this time. 

To view the selected locker room’s details, click Details located beneath the LockNo field. 

See Also: Setting Up RecTrac to Base Locker Fees on Answers to Locker Questions 

12 Repeat Steps 4–11 as necessary. 

13 When you have finished registering family members, click Payment. You will continue to the Locker Payment 




OR 





Renewing a Locker Rental 

1 Go to Daily � Lock � Locker Renewals. 

OR 


OR 


2 Enter the household or organization for which you wish to process a locker renewal and press Enter or click 

Select. You will proceed to the Household Listing screen. 

3 Highlight the household or organization and press Enter or click Select. You will proceed to the Locker Renewal 

Processing screen. 

OR 


click Select. Then click the Locker Renewals button located at the bottom of the screen to proceed to the 

Locker Renewal Processing screen. 

4 The locker(s) currently rented to the selected family member will be listed in the browser box. Select the locker you 

wish to renew. 

5 In the From and To fields, enter the correct beginning and ending locker renewal dates 

OR 

Press the F9 key from within the field to select the dates from the calendar. 

Note: These fields will auto-fill if established default settings for locker rentals in Locker Room Maintenance. 

6 If a lock has been linked to the selected locker, that lock number will display in the Lock No field. 

OR 

If you wish to link a lock to this locker renewal at this time, press the F9 key or right-click in the Lock No field to 


6 Click Select to add this locker renewal to the Current Transaction Listing browser box. 



the screen. 



See Also: Linking a Question Group to a Locker Room 


7 Repeat Steps 2–6 as needed. 



8 Click Payment. You will continue to the Locker Payment Update screen. 



OR 





Processing Locker Returns 

1 Go to Daily � Lock � Locker Returns. You will proceed to the Household Selection screen. 

OR 


OR 


2 Enter the household name for which you wish to process a locker return. Press Enter. You will proceed to the 

Household listing screen. 

3 Highlight the household for which you wish to return a locker and click Select. 

OR 


click Select. Then click the Locker Returns button located at the bottom of the screen to proceed to the 

Locker Return Processing screen. 

4 On the Locker Return Processing screen, highlight the locker that you wish to return in the Outstanding Locker 

Rentals browser box. The locker balance due (if applicable) will now be listed in the Std Fees field on the right 

hand side of the screen along with the return status and Return Date. 

5 Click Select to move your locker selection to the Current Transaction Listing browser box at the bottom of the 

screen. 



the screen. 



See Also: Linking a Question Group to a Locker Room 


6 Repeat Steps 4 and 5 for each locker for this household that you wish to return. 

7 Click Payment/Refund to proceed to the Locker Payment Update/Refund Update screen. 

Note: If the household already paid for the locker at the time you processed the rental, no payment will be due. 

However you MUST visit this screen to complete the transaction. Similarly, if a deposit was charged on the locker 

rental, you may need to refund it at this time. 



OR 




Adding Additional Information to a Locker Reservation 

Adding a Family Member Record During Locker Processing 

1 Go to Daily � Lock � Locker Rentals. You will proceed to the Locker Processing Household Selection screen. 

2 Enter the household name and press Enter or locate the household through another available search option. 

Press F1 for field-level Help as necessary. You will continue to the Household Listing screen. 

3 Highlight the correct household and click Select. You will proceed to the Locker Rentals screen. 

4 Click the New button next to the Household Selection browser box. You will continue to the Family Member 


5 Fill in all appropriate fields for the new family member. Press F1 to refer to screen-level Help as necessary. 

6 When you have finished entering information, click Done to save the new record and return to the Locker 


7 Finish processing the current locker reservation as usual. 

Updating a Family Member Record During Locker Processing 




3 Highlight the correct household and click Select. You will proceed to the Locker Processing screen. 

4 Highlight the family member that you want to update. Click the Update button next to the Family Member 

Selection browser box. You will proceed to the Family Member Update screen. 

5 Make any necessary changes to the Family Member Update fields. Press F1 to refer to screen-level Help as 

necessary. 

6 Click Done when you have finished making changes to the record. You will return to the Locker Processing 

screen where you can continue processing the current locker reservation. 

Add Comments to the Locker During the Locker Rental Process 




3 Highlight the correct household and click Select. You will proceed to the Locker Processing screen. 

4 Highlight the appropriate family member in the Family Member Selection browser box. 

See Also: Quick Tip for getting around the Browser Box 

5 Select the appropriate locker room in the Locker Room field. 


7 Click Features to continue to the Features Listing screen, where you can highlight the locker feature(s) required 

by this family member and click Select. 

8 You will return to the Locker Processing screen where the first available locker that has all of the selected 

features will automatically be entered in the Locker No (Locker Number) field. 

9 If a lock has been linked to the automatically selected locker, then that lock number will display in the Lock No 

field. 

OR 

If you wish to link a lock to this locker rental at this time, press the F9 key or right-click in the Lock No field to 


10 Click Add Info. In the Locker Comment Code field, select the comment code that you wish to print on the locker 

rental receipt. Any Comment Code that exists in this field defaults to the Comment Code linked to the locker on 

the Locker Room File Maintenance - Comments/Ticklers screen (or the Locker File Maintenance - Locker Core 

Information screen). 

11 In the Miscellaneous Locker Comments field, type any additional comments that you wish to print on the locker 

rental receipt. Any comments for this locker that were added in the Comment Code and Comment Text fields on 

the Locker Room File Maintenance - Comment/Ticklers screen (or on the Locker File Maintenance - Locker Core 

Information screen) will not display here, but will print on the reservations receipt. 



12 Click OK. You will return to the Locker Rentals screen. 

13 Click Select. The locker rental will be added to the Current Transaction Listing browser box. 

14 Click Payment to process the locker payment as usual. 

Enter the Condition of the Locker during the Locker Rental Process 

1 On the Locker Rentals screen, highlight the appropriate family member in the Family Member Selection browser 

box. 


2 Select the appropriate Locker Room. 


4 Click Features to continue to the Features Listing screen, where you can highlight the locker feature(s) required 

by this family member and click Select. You will return to the Locker Processing screen where the first available 

locker that has all of the selected features will automatically be entered in the Locker No (Locker Number) field. 

5 If a lock has been linked to the automatically selected locker, then that lock number will display in the Lock No 

field OR If you wish to link a lock to this locker rental at this time, press the F9 key or right-click in the Lock No 

field and select the applicable lock from the picklist. 

6 Click Fees to proceed to the Locker Fees Update screen. 

7 In the Condition field, select the condition of the locker. 

8 Click OK. You will return to the Locker Rentals screen, where the locker rental will automatically be added to the 

Current Transaction Listing browser box. 

9 Click Payment to process the locker payment as usual. 

Making Changes to an Existing Locker Reservation 

Changing Locker Reservations 

1 Go to Daily � Lock � Locker Cancel/Changes. You will proceed to the Locker Cancel/Changes Household 




3 Highlight the correct household and click Select. You will proceed to the Locker Cancel/Changes screen. 

4 Highlight the locker reservation that you want to change and click Detail Changes. You will proceed to the 

Locker Detail Change screen. 

5 Enter all locker changes. Press F1 for screen-level Help as necessary. 

6 Click OK. You will return to the Locker Cancel/Changes screen. 

7 Repeat steps 4–6 for each locker reservation within the browser box that you wish to change. 

8 Click Payment/Refund. You will proceed to either a Payment Update or Payment Refund screen depending 

upon the consequences of your changes. 

9 Process the payment/refund and click Print or No Print. 

Changing the Locker Fees During Locker Processing 




3 Highlight the correct household and click Select. You will proceed to the Locker Rentals screen. 

4 Select the locker room in which you want to reserve a locker. 

5 Enter the date range during which you want to reserve a locker. 

6 Select the locker that you wish to reserve. 

7 Click Fees. You will continue to the Locker Fees Update screen. 

8 Change all appropriate information. Press F1 to refer to screen-level Help as necessary. 



9 When you have finished making changes click OK. You will return to the Locker Rentals screen where your 

adjusted locker selection will now be listed in the current transaction listing browser box at the bottom of the 

screen. 

Processing Locker Payments After Locker Processing 

1 Go to Daily � Lock � Locker Payments. You will proceed to the Locker Payment Household Selection screen. 



3 Highlight the correct household and click Select. You will proceed to the Payment Update screen. 

4 Enter the amount being paid in the Pay Amt field. 

5 Enter the appropriate pay code. 


Canceling Locker Reservations 

1 Go to Daily � Lock � Locker Cancel/Changes. You will proceed to the Locker Cancels/Changes Household 


OR 


OR 


screen. 

2 Enter the household name and press Enter or locate the household through another search option. Press F1 for 

field-level Help as necessary. You will continue to the Household Listing screen. 

3 Highlight the correct household and click Select. You will proceed to the Lockers Cancel/Changes screen. 

4 Highlight the Locker that you want to cancel. 

5 Click Cancellation/Void. You will continue to the Locker Cancel screen. 

6 Enter all appropriate information. Press F1 for screen-level Help as necessary. Click OK. You will return to the 

Locker Cancel/Changes screen. 

7 Repeat Steps 4–6 for each Locker that you wish to cancel for this household. 

Note: Select the Include Other Balances toggle box at the top of the Cancel/Changes screen if you 

want to factor in previous household credit or debit balances when processing the refund for this 

cancellation. If you select this option and you owe money for another transaction, the refund amount 

would be applied against your debit balance(s). De-select this option if you do not wish to factor in 

other balances in your refund for this cancellation transaction. 

8 Click Payment/Refund. You will continue to the Refund Update screen. 

9 Complete the transaction. Enter all appropriate information. Press F1 for screen-level Help as necessary. 

Updating the Locker Fees During the Locker Return Process 

To update the locker rental fees during the locker rental return process: 

1 Go to Daily � Lock � Locker Returns. You will proceed to the Locker Returns Household Selection screen. 



3 Highlight the correct household and click Select. 

4 Highlight the appropriate family member in the Family Member Selection browser box. 


5 Highlight the appropriate Locker in the Outstanding Locker Rentals browser box and click Fees to proceed to the 

Locker Fees Update screen. 

6 Enter the appropriate changes. Press F1 for screen-level Help as necessary. 

7 Click OK. You will return to the Locker Returns screen where the locker rental will automatically be added to the 

Current Transaction Listing browser box. 




Charging Deposits & Damage Fees for a Locker Reservation 

How to Make a Locker Deposit 

You can make deposits at two different points—during the reservation or after a reservation has 

been made. 

To make a deposit during the reservation: 

1 Click the Locker Rental hot button. 

OR 

Go to Daily � Lock � Locker Rentals. You will proceed to the Locker Household Selection screen. 

2 Highlight the household or organization for which you wish to process facility reservations/charge a deposit and 

press Enter OR click Select. You will proceed to the Locker Rentals screen. 

3 In the Locker Room field, select the locker room for which you wish to create the reservation. 

4 In the Locker No field, select the locker that you wish to reserve. 



7 Click Fees. You will proceed to the Locker Fees Update screen. 

8 In the Deposit Amount field, enter any deposit required. 

9 Any default amount in this field is established in Locker Maintenance on the Fees and Features screen. 

10 Click OK to return the Locker Processing screen where the reservation and applicable deposit will be added to 

the Current Transaction Listing browser box. 

11 Repeat steps 2 through 10 as needed. 



13 In the Pay Amt field, enter the amount paid for the reservation and deposit combined. 



1 Go to Daily � Lock � Locker Deposit Changes. You will proceed to the Locker Household Selection screen. 




5 Click Select. You will proceed to the Lockers Deposit Changes screen. 

6 Highlight the locker reservation transaction for which you wish to charge a deposit. 


8 In the Deposit Charged field, enter the amount of the deposit that you wish to charge in the Deposit Charged 

field. 

9 Click OK. You will return to the Locker Deposit Change program. 

Note the amount in the New Mod/Dep Balance field. If this amount is greater than or equal 

to zero, you will proceed to the Payment Update screen. If this amount is less than zero, you 

will proceed to the Refund Update screen. 



11 In the Pay Amt field, enter the amount being paid. 





Charging a Damage Fee for a Locker Reservation 






6 Highlight the locker reservation transaction for which you wish to charge a damage fee. 


8 Decrease the Deposit Charged value to 0.00. This will automatically update the Amount Due field with the same 

dollar amount, as though you were going to refund the entire amount. 

9 Then, to apply any incurred Damage Fees, enter an amount in the Damage Fee field then right-click or press F9 

from within the Damage Bill Code field to select the appropriate Damage Bill Code. 

Note: A Damage Bill Code is required if you enter an amount in the Damage Fee field. 







12 In the Pay Amt field, enter the damage fee being paid at this time. 



Applying a Deposit Refund to a Reservation Balance 

The following steps can be used to apply a household’s or organization’s deposit refund to a facility, 

rental or locker reservation fees balance (or any other module balance). 

For example, a household paid a $50 locker deposit and still owes $250 for their facility 

reservation fee. The following steps would allow you to "refund" the $50 deposit in cash, which 

you could then use as a payment towards the $250 facility reservations fee balance. 






5 Click Select. You will proceed to the Locker Deposit Changes screen. 



7 Enter 0.00 in the Deposit Charged field and click OK. You will return to the Deposit Change program. 

8 Click Payment/Refund. You will proceed to the Refund Update screen. You will only proceed to the Refund 

Update screen if the total New Deposit Balance for the household is less than zero. 

9 Select Refund Now as the refund type and select a Refund Pay Code of 2 (or your Refund Code that equals 

"Cash"). 

10 Click Print to print a refund receipt. 

11 Next, go to Daily � Global � Global Sales. You will proceed to the Global Sales screen. You will continue to the 

Household Selection Screen. 





15 Click Select. You will proceed to the Global Sales screen. 



16 Click Payment. You will receive a question: "There are no transactions to process. Are you sure you want to go 

to the payment screen?" Click Yes, and you will proceed to the Global Payment Update screen. 

17 In the Pay Amt field, enter a payment amount equal to the amount of the deposit that you just refunded and enter 

a Pay Code of 2 (or your Pay Code that equals "Cash"). 

18 You will be prompted to continue to the Manual Apply screen if there are multiple items for which the household 

has a balance. Click Yes, then select the item(s) that you would like to make the payment against. 

19 Click Print to print a payment receipt. 

Refunding a Deposit 

















Trip Daily Work 

Processing a Trip Booking 

Booking a Trip 

1 Go to Daily � Trip � Trip Booking. You will proceed to the Trip Processing Household Selection screen. 

OR 


OR 




3 Highlight the correct household and click Select. You will proceed to the Trip Bookings screen. 

OR 


and click Select. Then click the Trip Booking button located at the bottom of the screen to proceed to the 

Trip Bookings screen. 

4 Right-click or press F9 from within the Trip ID field. You will continue to the Trip Picklist screen. 

5 Highlight the trip that you would like to book for this household and press Enter or click Select. You will return to 

the Trip Bookings screen. 

6 Click Select. Your trip selection will now be listed in the Current Transaction Listing browser box at the bottom of 

the screen. 



the screen. 




To view the selected trip’s details, click Details located beneath the Trip ID field. 

7 Repeat Steps 4–6 for each trip that you wish to book for a member of this household. 

Note: The Update button removes the trip from the browser and places it back in the Trip ID field, allowing you 

to edit information entered in Steps 5 and 6 above. The Remove button removes the trip from the transaction 

completely. 

8 When you have finished registering family members, click Payment. You will continue to the Trip Payment 




OR 





Adding Additional Information to a Trip Reservation 

Viewing the Trip Details during the Booking Process 

1 Go to Daily � Trip � Trip Booking. 

2 In the Lookup field, type all of part of the household name for which you wish to book a trip and press Enter. 

OR 

Enter the household ID number, the primary guardian’s home phone number, or the primary guardian’s work 

phone number, and click the appropriate lookup button. You will proceed to the Household Listing screen. 

3 Highlight the household for whom you wish to process an answer update and press Enter or click Select. You 

will proceed to the Trip Bookings screen. 

4 Right-click from within the Trip ID field to select the trip for which you wish to process the booking. If you are 

unsure of the trip that you wish to select, click the Search button from the Trip Picklist. 

5 The Dept Date defaults to the selected trip’s departure date. 

6 The Dept Time defaults to the selected trip’s departure time. 

7 Click Details. You will proceed to the Trip Details screen. 

Note: The fields on this screen cannot be edited. 

8 Click OK to return to the Trip Bookings screen. 

9 Enter the Booking Headcount. 

Note: You will only be able to add a headcount on this screen if you do NOT have the Use 

Question Answers To Determine Trip Headcount option selected on your linked Household 

device. To use the Use Question Answers To Determine Trip Headcount option, you need to 

set the bill codes up as a headcount type for the fee lines that deal with a head count, by 

selecting Headcount in the Rate Type field on the Bill Code Rate Information screen. In addition, 

for the question group linked to the trip, you must link the questions to the fee code linked on the 

corresponding bill code line. 

10 Enter an Opt(ional) Marketing Code, if applicable. 

11 Enter any applicable Booking Notes. 

12 Click Select to add this trip booking to the Current Transaction Listing browser box. 

13 Click Payment to process the trip payment as usual. 



Making Changes to an Existing Trip Reservation 

Changing a Trip Reservation 

1 Go to Daily � Trip � Trip Booking Cancel/Changes. You will proceed to the Trip Search Criteria screen. Click 

Name Lookup to proceed to the Trip Cancel/Changes Household Selection screen. 

OR 


OR 


screen. 



3 Highlight the correct household and click Select. You will proceed to the Trips Cancel/Changes screen. 

4 Highlight the trip that you wish to make changes to. 

5 Click Detail Changes. You will continue to the Trip Booking Update screen. 

6 Enter all appropriate changes. Press F1 for screen-level Help as necessary. 

Note: You cannot makes changes to the Dept Date or Dept Time fields. 

7 Click OK. You will return to the Trip Cancel/Changes screen. 

8 Repeat Steps 4–7 for each trip booking in the browser box that you wish to change for this household. 

9 When you have finished making changes to all the trips listed within the browser box, click Payment (or Refund). 

10 Depending on the changes you have made you will either proceed to the Payment Update screen or the Refund 


11 Complete the transaction. Enter all appropriate payment/refund information. Press F1 for screen-level Help as 

necessary. 

Canceling a Trip Reservation 

1 Go to Daily � Trip � Trip Booking Cancel/Changes. You will proceed to the Trip Search Criteria screen. Click 

Name Lookup to proceed to the Trip Cancel/Changes Household Selection screen. 

OR 


OR 


screen. 



3 Highlight the correct household and click Select. You will proceed to the Trips Cancel/Changes screen. 

4 Highlight the trip that you want to cancel. 

5 Click Cancellation/Void. You will continue to the Trip Cancel screen. 

6 Enter all appropriate information. Press F1 for screen-level Help as necessary. Click OK. You will return to the 

Trip Cancel/Changes screen. 

7 Repeat Steps 4–6 for each trip that you wish to cancel for this household. 

Note: Select the Include Other Balances toggle box at the top of the Cancel/Changes screen if you 

want to factor in previous household credit or debit balances when processing the refund for this 

cancellation. If you select this option and you owe money for another transaction, the refund amount 

would be applied against your debit balance(s). De-select this option if you do not wish to factor in 

other balances in your refund for this cancellation transaction. 

8 Click Payment/Refund. You will continue to the Refund Update screen. 

9 Complete the transaction. Enter all appropriate information. Press F1 for screen-level Help as necessary. 



Cancelling All Enrollees From a Trip 

Run the Trip Cancel (ALL) program (Daily � Trip �Trip Cancel (ALL)). Press F1 for field-level 


Booking a Trip from the Waitlist 

1 Go to Daily � Trip � Trip Waitlist Booking 

2 Right-click or press F9 from within the Trip ID field to select the appropriate trip from the picklist. 

3 The Depart Date and Depart Time will auto-fill based on your trip selection. 

4 Click OK to proceed to the Waitlist Booking for screen to process wait list enrollments for the selected trip 

OR 


Processing Payment for a Trip Reservation after the Reservation 

Process 

1 Go to Daily � Trip � Trip Booking Payments. You will continue to the Trip Payment Household Selection screen. 

2 In the Lookup field, enter the Household Name and press Enter or locate the household through another 

available search option. Press F1 for field-level Help as needed. You will continue to the Household Listing 

screen. 

3 Highlight the correct household and click Select. You will proceed to the Payment Update screen. 

4 Enter the amount paid in the Total Paid field. 


5 Enter the appropriate pay type in the Pay Code field. 

For example, 2 (cash). 


6 If the customer is paying with a check, you might enter the customer’s driver’s license number in the pay 

reference field depending upon your office policies. 


Updating the Trip Fees During the Booking Process 

1 Proceed to the Trip Bookings program (Daily � Trip � Trip Booking). 


OR 





4 Right-click from within the Trip ID field to select the trip for which you wish to process the booking. If you are 

unsure of the trip that you wish to select, click the Search button from the Trip Picklist. 

5 The Dept Date field defaults to the selected trip’s departure date. 

6 The Dept Time field defaults to the selected trip’s departure time. 











8 In the Opt Marketing Code field, enter a marketing code, if applicable. 


10 Click Fees. You will proceed to the Fees Update screen. The fields that you are allowed to update are 

determined by the override settings in your linked Permissions device. 

11 Make any necessary changes. 

12 Click OK. You will return to the Trip Bookings screen where the trip booking transaction(s) will automatically be 



Searching for a Trip 

Searching for a Trip During the Booking Process 

1 Proceed to the Trip Bookings program (Daily � Trip � Trip Booking). 


OR 





4 Right-click from within the Trip ID field to select the trip for which you wish to process the booking. 

5 Click Search. You will proceed to the Trip Search screen. 

6 Enter the departure date, departure time, and/or the trip ID of the trip for which you are searching. 

7 Click Search. You will return to the Trip Picklist. The first trip in the series of trips that matches the selected 

criteria will be highlighted. 

8 Highlight the trip for which you wish to process the trip booking and click Select. You will return to the Trip 

Booking screen, where the previously highlighted trip criteria will be entered in all applicable fields. 









10 In the Opt Marketing Code field, enter a marketing code, if applicable. 


12 Click Select to add this trip booking to the Current Transaction Listing browser box. 


Incident Work 

Reporting an Incident 

1 Go to Daily � Incident � Incident Reporting Processing. 

2 Click Add. You will continue to the Incident Reporting Update screen. 

3 Select the status for this incident. 

4 Enter a description for this incident. 

5 Enter the date and time for this incident. 

6 In the Incident Type field, right-click or press F9 from within the field to select an incident type from the picklist. 

7 Enter or select the user ID who is reporting this incident. This field defaults to the currently logged in user. 

8 To link comments to this incident, click Comments. Press F1 for screen-level Help as necessary. 

9 To link participants to this incident, click Participants. Press F1 for screen-level Help as necessary. 



10 To answer questions about this incident, click Questions. Press F1 for screen-level Help as necessary. 



System Daily Work 

Changing the Current Processing Date 

1 Go to Daily � System � Change Date. You will proceed to the Change Date screen. Press F1 for field-level Help 

as needed. 

2 Enter the new Current Processing Date that you want to use. 

3 Click Process. The following message will display: "Do You Wish To continue?" 

4 Click Yes. An informational message will display with the following message: "Date Changed to ==> xx/xx/xx." 

5 Click OK. You will return to the Main Menu and all processing will be dated (or defaulted) with the new current 

processing date. 

Creating a Tickler for Any Module or a Miscellaneous Item 

1 Go to Files � System � Other Maintenance � Tickler Maintenance. You will proceed to the Tickler Message 


2 Click Add. You will proceed to the Tickler Detail Update screen. 

3 Enter or select the appropriate beginning and ending action date. Press F1 for field-level Help as needed. 

4 In the Brief Desc field, you may optionally add a brief description for this tickler. 

5 Select the Module for which you wish to create the tickler, or leave the default setting (Misc Item). 

6 Enter the Tickler Note. 

7 Click OK to save the tickler. 

If you selected a Misc Item tickler, you will return to the Tickler Selection Listing screen. 

If you selected an Activity, Facility, or Pass tickler, you will be prompted to link an activity/section, facility 

type/location/ID, or pass number. 

8 Repeat steps 2–7 to add another tickler. 

9 When you have finished adding ticklers, click Exit to return to the Main Menu. 

Resolving Reservation Conflicts 





Available 

Slot 

Unavailable 

The court reservation is 

available for the displayed date 

and time; no reservation conflict 

exists. 

The court slot does not exist. No 

slot was generated for the 

selected court, date or time. You 

must select a court, date and 

time for which generated court 

slots exist. 

Not applicable, reservation has no conflicts. 

If you receive this message, you will be unable 

to automatically or manually resolve the 

reservation conflict from this screen. You must 

change the court, the reservation date and/or 

time on the Court Reservation screen. 

No Group The court has already been Click the Auto Resolve or Manl Resolve 




Bookings reserved for the selected date 

and time. 

Max Count 

Exceeded 

The maximum headcount for the 

court has been exceeded. 





OR 

Return to the Court Reservations screen and, if 

appropriate, check off the Allow Group 

Bookings option and process the reservation 

again. This field allows more than one 

household or organization to reserve a court for 

the same date and time. 





OR 

Click the Max Bump button to increase the 

maximum count allowed for the court slot. A 

password is required if you do not have override 

rights for the Court module (as established in 

your linked Permissions device). 

If reservation conflicts still exist after using all of the applicable conflict resolution methods above, 

click the Cancel button to return to the Court Reservations screen. The original parameters for 

your court reservations will be listed in all applicable fields. Change the reservation dates and/or 

the reservation times. You may optionally change the court, but only in conjunction with changing 

the reservation dates and/or times (as the system has already searched for another court for the 

same dates and times). 

Process the reservation again. 

OR 

Click the Reserve button. You will return to the Court Reservations screen, where only the court 

reservations without any conflicts will be added to the Current Transaction Listing browser box. 

Any reservation with a conflict will be deleted. You may optionally make new reservations (with 

new dates and/or times) to replace the deleted reservations. 

Correcting a Mistake Made During the Cash-Out Process After Posting 

The following steps assume that you are a manager with system Close-Out Adjustments rights. 

1 Go to Daily � System � End of Day Processing � Close-Out Adjustments. 

2 In the Drawer Number field, enter the drawer number which you wish to make close-out adjustments. Then, 

press Tab or Enter. 

3 Highlight the close-out entry on which you wish to make adjustments and click Adjust. Depending on the settings 

in your End-of-Shift device, you will proceed either to the Cash Balancing or the Tender Balancing screen. 

Press F1 for field-level Help as needed.


Looking Up Detailed Sales Information Linked to a Transaction Number 

or Authorization Code 

The Receipt Number Lookup program allows you to look up receipt numbers based on 

transaction numbers. You can get the transaction number from the Lynk Credit Card Report. 

1 Go to Daily � System � Credit Card Processing � CC Transaction/Authorization Number Lookup. 

2 You will continue to the Password Update screen. Enter your CC View/Print/Del password (or Master password) 

and click OK. 

3 You will continue to the CC Transaction/Authorization Number Lookup screen. Select whether you wish to look 

up a transaction by Transaction Number, Authorization Code, or Receipt Number. 

4 Based on your selection in the Lookup Using field, enter either the transaction number of authorization code. 

5 Click the Lookup button at the bottom of the screen. 

6 If RecTrac finds a transaction linked to the selected number or code the following information will display for the 

selected sale: Date/Time, Card Number, Auth Code, Expiration Date, Amount, Household ID, Transaction #, User 

ID, Receipt Number, and Cash Drawer #. 

7 Repeat steps 3–5 for every sale that you wish to search for. 

8 Click Exit when you are done searching for specific sales. 

Getting Messages from Vermont Systems 

Run the Get Messages from VSI program (Daily � System � Get Messages from VSI). Press F1 

for field-level Help as needed. 

Note: You must have a linked VSINews device to use this feature. To link a device, go to Files � 

System � Device Maintenance � Device Assignments. 

Viewing, Playing, and Deleting Voice Mail Messages 

Run the Voice Mail Client program (Daily � System � TeleTrac Processing � Voice Mail Client). 


Golf Daily Work 

Golfer Score Update 

Self-Entry of Golfer Scores for a Home Course 

Using the Handicap Update program, golfers can enter their scores at the end of a round to track 

his or her handicap at a selected golf course facility. Each day an employee of the golf course will 

set up the score self-update program. 

Starting the Handicap Update Program 

1 Go to Daily � Golf � Golfer Handicap Scores Posting. You will visit the visit the Handicap Post Options Update 

screen. 

2 Enter the password you want to be used for exiting the Handicap Update program. If you use a dedicated PC 

accessed by the public, VSI STRONGLY RECOMMENDS the use of a password to protect your system security, 

database integrity, and customer’s confidentiality. 

3 Check the Post Scores Using Hole-by-Hole Method option to enter the score for each hole played during the 

round. Un-check this option to enter one total score for the round. 

4 Check the Show Golfer IDs on Lookup Picklist option to display the following detailed information on the 

Family Member Listing screen: Family Member Name, H/H ID Number, Family Member Number, Gender, 

Residency Flag, Birthday, Status, Grade, Organization, Social Security Number and Photo ID Number. Un-check 

this option to show only the following limited information: Family Member Name, Birthday, Status, and 

Organization. 

5 Select the Allow Golfer to Post Multiple Scores option if you want to allow golfers to post more than score. 

6 Click Next to continue to the GolfTrac Scores Update Family Member Selection screen. 



Entering Scores 

1 Enter your pass number in the Lookup field and press Enter, or swipe your pass through the swiper device. 

2 You will proceed to the Play Date screen. Enter or select the date on which you played this round. 

3 Click Next. You will proceed to the Score Update screen. Enter the applicable score(s). 

4 Click Next. You will continue to the Tourney screen. 

5 Select whether this round was played as part of a tournament. 

6 Click Next. You will continue to the Home Course screen. 

7 Select the toggle box next to the label ‘Is This A Home Course Score?’ 

8 Click Next. You will proceed to the Home Course Selection screen. 

9 Select the home course on which this round was played. 

10 Click Next. You will proceed to the Tee Played screen. 

11 Select the tee from which this round was played. 

12 Click Next. You will be prompted with the question ‘Would you like to review any of your input?’ Notice that all of 

the entries you made are listed at the top of the screen. If any of the entries are incorrect click Yes to cycle back 

through your selections and make the applicable correction. Otherwise click No. 

13 You will return to the GolfTrac Scores Update Family Member Selection screen where the next golfer may now 

enter his or her scores. 

Shutting Down the Handicap Update Program 

1 Go to the terminal on which you setup the Score Posting program. The GolfTrac Scores Update Family Member 

Selection screen should be displayed. If not, click Cancel until you reach this screen. 

2 Click Exit. You will continue to the Password Update screen. 

3 Enter the exit password that you selected when you started the program. 

4 Click Next. You will return to the Main Menu. 

Self-Entry of Golfer Scores for a Foreign Course 

Using the Handicap Update program, golfers can enter their scores at the end of a round to track 

his or her handicap at a selected golf course facility. Each day an employee of the golf course will 

set up the score self-update program. 

Starting the Handicap Update Program 

1 Go to Daily � Golf � Golfer Handicap Scores Posting. You will visit the visit the Handicap Post Options Update 

screen. 

2 Enter the password you want to be used for exiting the Handicap Update program. If you use a dedicated PC 

accessed by the public, VSI STRONGLY RECOMMENDS the use of a password to protect your system security, 

database integrity, and customer’s confidentiality. 

3 Check the Post Scores Using Hole-by-Hole Method option to enter the score for each hole played during the 

round. Un-check this option to enter one total score for the round. 

4 Check the Show Golfer IDs on Lookup Picklist option to display the following detailed information on the 

Family Member Listing screen: Family Member Name, H/H ID Number, Family Member Number, Gender, 

Residency Flag, Birthday, Status, Grade, Organization, Social Security Number and Photo ID Number. Un-check 

this option to show only the following limited information: Family Member Name, Birthday, Status, and 

Organization. 

5 Select the Allow Golfer to Post Multiple Scores option if you want to allow golfers to post more than score. 

6 Click Next to continue to the GolfTrac Scores Update Family Member Selection screen. 

Entering Scores 

1 Enter your pass number in the Lookup field and press Enter, or swipe your pass through the swiper device. 

2 You will proceed to the Play Date screen. Enter or select the date on which you played this round. 

3 Click Next. You will proceed to the Score Update screen. Enter the applicable score(s). 

4 Click Next. You will continue to the Tourney screen. 

5 Select whether this round was played as part of a tournament. 



6 Click Next. You will continue to the Home Course screen. 

7 De-select the toggle next to the box labeled ‘Is This A Home Course Score?’ 

8 Click Next. You will proceed to the Course/Slope Rating screen. 

9 Enter the applicable course and slope ratings for the foreign course. 

10 Click Next. You will be prompted with the question ‘Would you like to review any of your input?’ Notice that all 

of the entries you made are listed at the top of the screen. If any of the entries are incorrect click Yes to cycle 

back through your selections and make the applicable correction. Otherwise click No. 

11 You will return to the GolfTrac Scores Update Family Member Selection screen where the next golfer may now 

enter his or her scores. 

Shutting Down the Handicap Update Program 

1 Go to the terminal on which you setup the Score Posting program. The GolfTrac Scores Update Family Member 

Selection screen should be displayed. If not, click Cancel until you reach this screen. 

2 Click Exit. You will continue to the Password Update screen. 

3 Enter the exit password that you selected when you started the program. 

4 Click Next. You will return to the Main Menu. 

Deleting a Handicap Score 

1 Go to Utilities � Golf � Golf Scores Delete. 

2 Enter the name of the RecTrac family member for whom you wish to delete a handicap score in the Lookup field. 

OR 

Click Name Search or Pass Number to continue to the Family Member Listing screen. 

3 Highlight the appropriate family member and click Select. You will continue to the Handicap Scores Listing 

screen. 

Note: If this person holds more than one pass, depending on your setup you may visit the Pass 

Listing screen before proceeding to the Handicap Scores Listing screen. 

4 Highlight the handicap score that you wish to delete. Click Delete. 

5 You will be prompted with the following message, "Continue With Delete Of This Score?" Click Yes. 

6 Click Exit. 

7 You will be prompted with a message that lists your Old Trend Handicap Index and your New Trend Handicap 

Index. Click OK. You will return to the GolfTrac Scores Delete Family Member Selection screen. 

8 Click Exit. 

Tee Time Reservations 

Tee Time Reservation Methods 

Depending on your needs and preferences, there are three different methods that can be used to 

process tee time reservations. Review the following specifications to determine which method 

best suits your needs. 

Tee Sheet 

• Displays 15 tee time slots at one time 

• No touch screen capability 

• Reserve tee times always starting on the 1st tee 

• Schedule tee times for 18 holes 

• Minimum resolution of 640 x 480 

Touch Tee Sheet - Block 




• Touch screen capability 

• Ability to reserve tee times in the front and back nine 

• Schedule tee times for 9 & 18 holes 

• Requires 800 x 600 resolution 

Touch Tee Sheet - Rolling 


• Touch screen capability 

• Ability to reserve tee times in the front and back nine 

• Schedule tee times for 9 & 18 holes 

• Auto refresh 

• Can use independently, or via Touch POS 

• Requires 800 x 600 resolution 

Using the Touch Tee Sheet - Rolling Program 

The Touch Tee Sheet - Rolling program allows you to view and update the tee slots for your golf 

course(s). It is important to note that although this program is designed with touch screen 

capability in mind, it can also be used without touch screen capability simply by using mouse 

clicks in place of touching the screen. 

Each tee time button will be bordered in Green (available), Red (no slots are available), Black 

(Tee’d Off), or Blue (Showed Up). These colors designate the availability and status of a time slot 

and will allow a clerk processing reservations to quickly determine where open slots can be 

found. 

Important Note: After reviewing the basic tee time reservation procedure outlined below decide 

how your organization processes tee time reservations and review the corresponding step-bystep 

instructions outlined in the How do you Process Tee Time Reservations? links section below. 

This will teach you how to use this program for your situation to GolfTrac's utmost capability. 

See Also: Tee Time Reservation Methods 

When you enter this program directly from a Hot Button, or by selecting Touch Tee Sheet - 

Rolling from the menu: 

Click the tee time button or individual slot you want to process. You will continue to the Assign 

Reservees screen, where you can view , change, or add a new reservation. 

When you enter this program from Golf Touch Point of Sale: 

Click the slots you want to check in; or 

Click POS to return to the Touch Point of Sale Menu; or 

Select a time or slot and click Book Times to assign reservees for that slot. 

Using the Touch Tee Time - Block Program 

The Touch Screen Tee Time Update screen (Daily � Golf � Touch Tee Sheet - Block) displays 

all of the tee time slots that currently exist in your database for today's date. If the Times>> button 

is active, an additional screen of tee times is available for use. It is important to note that although 

this program is designed with touch screen capability in mind, it can also be used without a touch 

screen simply by using mouse clicks in place of touching the screen. 

Each tee time button will be bordered in Green (all slots available), Yellow (some slots available), 

Red (no slots are available), Black (Tee’d Off) and Blue (Showed Up). These colors designate the 

availability and status of a time slot, allowing a clerk processing reservations to quickly determine 

where open slots can be found. In addition, each button is labeled with the tee time and a slot 

availability counter. The slot availability counter consists of two numbers divided by a forward 

slash. The first number is the number of tee time slots available for your front nine at that time. 

The second number is the number of tee time slots available for your corresponding back nine tee 



time. The corresponding back nine tee time is determined by the time limit entered on the Course 

Maintenance screen. The time is added to the front nine tee time to determine the corresponding 

back nine tee time. 

For example, if the course on which you wish to reserve a tee time had a 2 hour and 15 minute 

time limit and you reserved a 9:00 tee time for 18 holes for four slots, the number on the front nine 

screen at 09:00 would read 0/0. For the same reservation the back nine screen would read 0 on 

the 11:15 time block designating the 11:15 tee time on the 10 th hole was full. Conversely if you 

had someone who wanted to play 9 holes at 10:00 with two other golfers and the front nine was 

already booked you could process a reservation for an open back nine tee time at 10:00. The 

back nine 10:00 time slot would read 1 showing that 3 slots had been booked and one remained. 

The front nine screen would read 4/1 at the 7:45 time slot showing that only one golfer could play 

18 holes starting at the 7:45 time slot since the back nine time slot of 10:00 (7:45 + 2hrs 15 min = 

10:00) had already been booked for three slots. 

Important Note: After reviewing the basic tee time reservation procedure outlined below decide 

how your organization processes tee time reservations and review the corresponding step-bystep 

instructions outlined in the How do you Process Tee Time Reservations? links section below. 

This will teach you how to use this program for your situation to GolfTrac’s utmost capability. 

See Also: Tee Time Reservation Methods 

1 Click the tee time button for which you wish to process a tee time reservation. 

2 You will continue to the Tee Time Update screen. This is where you will be able to select the golfer who is making 

the tee time reservation. 

If you know the golfer’s membership number: 

Use the keypad at the top of the screen to enter the golfer’s number. Touch the Enter key and then enter the 

number of slots to reserve in the slots number field. Notice that all of the fields at the bottom of the screen have 

been filled with this golfer’s information. 

If you want to look up the golfer’s membership/Household number: 

Touch twice or touch the picklist graphic next to either the pass member of household field. You will proceed to a 

Pass Member or Household picklist. Highlight the individual for whom you wish to process a tee time reservation. 

Then touch the appropriate number button to indicate the number of slots that this individual would like to 

reserve. Touch the Enter button. You will return to the Tee Time Update screen where all selected data is 

displayed on the screen. 

If you want to enter the name of someone not in your RecTrac database: 

Touch twice in the Name field to proceed to a keypad. Type the name of the individual using the keypad, then 

touch the ‘/’ key followed by a number designating the number of slots that this individual wishes to reserve. 

3 Touch the OK button. You will return to the Tee Time Reservation screen. Notice that the color surrounding this 

tee time button has changed. Based on the number of slots you selected the box will display as either Blue 

(designates partially available time slot) or Red (unavailable time slot). Green designates a totally available time 

slot. 

4 Touch Exit to return to the Main Menu. 

Golfer Tee Time Update 

Reserving a Tee Time 

These instructions list the minimum information required to process a single Tee Time 

reservation. Press F1 for field-level Help and more detailed information as needed. These 

instructions also assume that you have generated tee times for the selected golf courses. 

1 Go to Daily � Golf � Block Tee Sheet 

OR 

Go to Daily � Golf � Rolling Tee Sheet 

OR 

Daily � Golf � Multi Course Tee Sheet 

2 Using the mouse, click on the Tee Time you wish to reserve. You will proceed to the - Assign 

Reservees for on screen. 



3 In the Slot 1 field, enter any or all of the following information for the individual reserving the tee time: 

• Phone Number in the following format: xxx-xxx-xxxx 

• Member Number 

• House # and Family Member # 

• Golfer’s Name 

Note: Use the name field to list golfers who are not members. 

4 Repeat Step 3 to add any additional golfers 

5 Optional: Place a toggle in the Lead field to designate on of the golfers as the Lead. Lead golfers will designated 

as " (L)" on the rolling Tee Sheet. For example: Nicklaus (L). 

6 Click the Reserve button at the bottom of the screen. You will be returned to the tee sheet from which you came, 

and the reserved tee time will be displayed. Reserved tee times will show differently depending on your tee sheet 

dwell option. 

Pattern Tee Times 

Generating Pattern Tee Time Reservations 

1 Go to Daily � Golf � Pattern Tee Time Reservation. 

2 Enter the range of courses for which you wish to generate pattern tee time reservations. 

OR 

Press the F9 key or right-click from within the field to select the appropriate courses from the picklist. 

3 Enter the range of dates for which you wish to generate pattern tee time reservations. 

OR 

Press the F9 key or right-click from within the field to select the appropriate date from calendar. 

4 Enter the range of times for which you wish to generate pattern tee time reservations. 

5 Enter the number of slots for which you wish to generate pattern tee time reservations. 

6 Select the days on which you wish to generate pattern tee time reservations. 

7 Enter or select the golfer ID that you wish to link to the pattern tee time reservation. 

OR 

Enter the name of a non-RecTrac family member or tournament that you wish to link to the pattern tee time 

reservation. 

8 Fill in all other fields or leave their default entries. Press F1 for field-level Help as necessary. 

9 Click Process to begin the tee time pattern reservation process. 

Note: This process will assign as many tee times as possible to the Golfer ID(s) selected over 

the date/time range entered. 

Teeing Off 

Updating Tee Time Statuses Using the Tee Time Starter Program 

The following steps assume that you are using a computer with touch screen capabilities. 

1 Go to Daily � Golf � Tee Time Starter. You will proceed to the Tee Time Starter Options screen. 

2 Touch twice from within the Course field to select the golf course from the touch picklist. 

3 Touch in the Play Date field. Touch the Keyboard button. 

4 Use the Keyboard screen to enter the Play Date for which you wish to process tee time starts. 

5 In the Refresh Min field, use the keyboard to enter the interval in minutes that you want the tee time starter 

display field to be updated with changes made in Touch Screen Tee Time Processing. 

6 Click OK. You will continue to the Tee Time Starter screen. 

7 Highlight the tee time slot that you wish to update. 

8 Touch the Tee’d Off button at the bottom of the screen. 

9 Repeat steps 7 and 8 for each Tee Time Slot that you wish to mark as Tee’d Off. 

10 Touch the Exit button. 



11 You will return to the Tee Time Starter Options screen. Touch the Exit button. 

Using the Tee Time Monitor to View the Statuses of Tee Times 

The Tee Time Monitor screen allows you to view upcoming tee times. The following steps 

assume that you are using a computer with touch screen capabilities. 

1 Go to Daily � Golf � Tee Time Monitor. You will proceed to the Tee Time Monitor Options screen. 

2 Touch twice from within the Course field to select the golf course from the touch screen picklist. 

3 Touch in the Play Date field. Touch the Keyboard button. 

4 Use the Keyboard screen to enter the Play Date for which you wish to view tee time statuses. 

5 Select the appropriate refresh settings based on your needs. Press F1 for field-level Help as needed. 

6 Select whether you want to run in manual or auto-mode. If you manually tee off golfers, do NOT run in automode; 

only run the monitor in auto-mode if not using the Starter program. 

7 Touch the OK button to continue to the Tee Time Monitor. You will proceed to the Tee Time Monitor. The 

following fields are displayed: 

• Scheduled Time: The time slot for which the golfers were originally scheduled. 

• Order: The order of the golfers scheduled for this slot (Waiting, In-Hole, On-Deck, Up). 

• Status: The status for this slot. 

• Tee Time: The tee time for the golfers who made a reservation in this slot. You can move these times back 

using the Tee Time Monitor Delay program. 

• Golfers: The number of golfers for this slot, and their status. 

8 Touch the Exit button to return to the Main Menu. 

Using the Tee Time Starter Program 

The Tee Time Starter program allows you to set up a touch screen for your golf starter to use to 

keep customers up-to-date regarding tee off times. Customers are able to view this information 

using the Tee Time Monitor program. The following set of steps should be used by your starter to 

maintain tee times throughout the day. 

1 Go to Daily � Golf � Tee Time Starter. You will proceed to the Tee Time Starter Options screen. 

2 In the Course field use the keyboard to enter the Golf Course for which you are tracking start times. 

OR 

Touch twice in the field to select the appropriate golf course from the picklist. 

3 Enter today’s date in the Play Date field using the keyboard. 

OR 

Touch twice in the field to select the appropriate date from the calendar. 

4 In the Refresh Min field enter the number of minutes you wish to pass before the browser on the Starter screen 

will be updated. 

5 Choose whether you want the display tee times that have been tee’d off. 

6 Choose whether you want to tee off all golfers linked to a slot, or individual golfers. 

7 Touch the OK button. You will continue to the Tee Time Starter screen. 

8 Highlight the reservation that you just started and touch the Tee’d Off button. 

9 Repeat this step for each reservation as you tee them off. 

10 At the end of the day, touch the Exit button to leave this program and log out. 

Enrolling in Tee Time Lottery and Running the Spin 

The Tee Time Lottery programs allow you to make tee time reservations based on the results of a 

random spin. Tee Time Lottery is a good way of insuring fair and random reservations during 

known high volume hours when you have more golfers than tee times available. 

There are a number of steps involved in the lottery process, from creating the lottery tee times to 

running the spin. The basic set up is outlined below: 



1 Generate Tee Times with the Lottery Option. Use the Tee Time Slot Generator to do this. You will have to 

delete any existing non-Lottery Tee Times prior to generating the new ones. 

2 Establish new Tee Time Restrictions with the lottery option to control who, when and how often golfers can 

enroll in the lottery. Tee Time Restrictions are optional. 

3 Set up Lottery Maximums to control percentages of golfer types allowed to win a lottery tee time based on the 

pass types held. 

For example: Members holding a G-GOLD pass will get a maximum of 67% of the lottery tee times between 

10:00a – 2:00p. Lottery Maximums are optional. 

4 Enroll golfers into the Lottery using the Tee Time Lottery Enrollment program. Golfers can also enroll into the 

Lottery via the Tee Sheet. 

5 Run the Tee Time Lottery Spin. 

To Enroll Golfers in a Tee Time Lottery 

The Tee Time Lottery Enrollment screens allow you to sign golfers up for tee times that will be 

awarded by the Lottery Spin. Tee Time Restrictions apply to this program. 

The Tee Time Lottery Enrollment screen allows you to sign golfers up for a block of time (For 

example: 0200-0500pm). When you run the spin, those golfers will be eligible for any available 

tee time within that block. 

1 Go to Daily �� Golf �� Tee Time Lottery Enrollment and click Add. You will proceed to the Tee Time Lottery 

Enrollment screen. 

2 Right-click or press F9 in the Course filed to select the Golf Course at which the golfer wants to enroll. Then 

enter the appropriate date. 

3 Enter the block of time for which the golfer wants to enter. When the Lottery Spin is run, the golfer will be entered 

for any available time slot within this block. 

4 Enter the number of slots the golfer wants reserved, should he or she win a tee time. 

5 Right-click or press F9 within the Pass# field to find the golfer who is enrolling. If the golfer is not a member but 

is still eligible for Lottery Enrollment, enter a name in the blank field. 

6 Click OK to return to the Tee Time Lottery Enrollment screen. 

7 Repeat Steps 1-6 for any additional enrollments. 

Note: The Lottery Spin program will fill as many Tee Slots as are available and will award Tee 

Slots within the same Tee Time to multiple winners if space exists. For example: Golfer A, who 

requested three (3) tee slots may win the 2:47p Tee Time. Golfer B, who requested only one (1) 

slot, may also win the 2:47p Tee Time, thus completing the foursome. The Lottery Spin will NOT 

divide a golfer’s requested tee slots across multiple tee times, and it will not award tee times to 

golfers who reserve more tee slots than the Tee Sheet allows for a single Tee Time. 

To Run the Lottery Spin 

The Tee Time Lottery Spin is the final step in the Tee Time Lottery process. It allows the system 

to randomly assign open Tee Slots to golfers based on their enrollment choices. This program 

also allows you to send email notification to those golfers, if desired. 

Note: This program should only be run upon completion and verification of all lottery enrollments. 

This program affects golf course tee time reservation file records and household file records. It is 

therefore important to run this program when changes are not actively being made to tee times or 

household files. This is especially applicable for large lottery spins. 

1 Go to Period End �� Golf �� Tee Time Lottery Spin. 

2 Enter appropriate Course, Date and Time Range data. Press F1 for field level help as needed. 

3 Enable the ReCheck Golfer Tee Time Restrictions toggle to have the system include or exclude golfers from 

the lottery based the Tee Time Restrictions linked to their passes. 

4 Enable the User Golfer Lottery Maximums toggle to have the system award Tee Times based on the 

Maximums, if any, created and linked above. 

5 Enable the Send Email Notification toggle to have the system generate and send email notification to golfers 

who win Tee Times. A valid email address must be linked on the household. 

6 Click OK to spin the lottery. The system will return a message detailing how many Tee Time Lottery Entries were 

assigned on the First Run. Click OK to: 

• Spin the Lottery Again. 

• Clear the settings and run a new lottery. 

• Exit Back to the main menu. 



Note: You should spin the Lottery until the message returns that 0 Tee Times were assigned. 

7. Once the lottery has been spun and tee times exist, they will act as ‘regular’ tee times within the system. You can 

Cancel, Modify, Move and etc… as normal. You can also post Tee Time No Show Fees (Daily �� Golf �� Tee 

Time No-Show Processing), if applicable. 

Billing Tee Time No-Shows 

Run the Tee Time No-Show CC Processing program. (Daily � Golf � Tee Time No Show 

Processing) Press F1 for screen-level Help as needed. 

CYS Daily Work 

Posting Attendance Figures 

Posting Provider Attendance Figures for Full/Part Day Care 

This program is typically run on a weekly basis. It must be run prior to running the USDA Meal 

Reimbursement Posting program if you wish to include Provider attendance figures in your 

posting process. 

1 Go to Daily � CYS � Provider Attendance Posting. 

OR 

Click the Provider Attendance Posting hot button. 

2 Enter the activity number for which you wish to post Provider attendance figures. 

OR 

Press the F9 key or right-click from within the field to select the appropriate activity from the picklist. The browser 

at the bottom of the screen will populate with the children assigned to the Provider. 

3 Enter the range of dates for which you wish to post Provider attendance figures. 

OR 

Press the F9 key or right-click from within the Posting Dates fields to select the appropriate dates from the 

calendars. 

4 Optional: Enter Skip Dates, if appropriate. 

5 Highlight the first child in the browser box for whom you wish to post Provider attendance and click Listing. You 

will proceed to the Provider Attendance Posting for in screen, and the browser 

at the top will be populated with date and time information based on your date range selections and the preselected 

attendance hours for the child. 

6 To post for all dates and times in the browser, click Post Attendance, located at the bottom of the screen. You 

will receive a confirmation that attendance has been posted, and you will be returned to the Provider 

Attendance Posting screen to pick another child. Skip to Step 12 below. 

7 To edit arrival and departure times for a specific date, or to post a no-show, click on the date you wish to modify. 

Notice that the appropriate information is listed in the fields at the bottom of the screen. 

8 Click No Show to post a no-show for that day, or edit these fields as necessary to modify arrival and departure 

times. Press F1 for field-level Help as necessary. 

9 When done, click Record in List. 

10 Repeat steps 7-9for each date that you wish to enter an attendance posting for this individual. 

11 When done, click Post Attendance. You will receive a confirmation that attendance has been posted, and you 

will be returned to the Provider Attendance Posting screen to pick another child. 

12 Repeat steps 5–11 until all children with visits in the date range have been posted. If a child visited a home and 

isn't on the browser, click Add Enrollee. 

13 When all attendance has been posted, click Print Journal for a hard copy of posted information. 

14 Click Exit when done or to exit without printing the journal. 



Searching for Care 

Posting Provider Attendance Figures for Hourly (Walk-in) Care 

This program is typically run on a weekly basis. It must be run prior to running the USDA Meal 

Reimbursement Posting program if you wish to include Provider attendance figures in your 

posting process. 

1 Go to Daily � CYS � Provider Attendance Posting. 

OR 

Click the Provider Attendance Posting hot button. 

2 Enter the activity number for which you wish to post Provider attendance figures. 

OR 

Press the F9 key or right-click from within the field to select the appropriate activity from the picklist. The browser 

at the bottom of the screen will populate with the children assigned to the Provider. 

3 Enter the range of dates for which you wish to post Provider attendance figures. 

OR 

Press the F9 key or right-click from within the Posting Dates fields to select the appropriate dates from the 

calendars. 

4 Optional: Enter Skip Dates, if appropriate. 

5 Click Add Enrollee. You will continue to the Family Member Section Picklist. 

6 Highlight the family member for whom you wish to post Provider Hourly Care attendance. 

7 Click Select. You will return to the Provider Attendance Postings screen. The new individual will be displayed in 

the family member browser box. 

8 Repeat steps 5–7 until all additional enrollees are displayed in the browser. 

9 Highlight the newly added enrollee in the browser box for whom you wish to post Provider attendance figures and 

click Listing. You will continue to the Provider Attendance Posting for in . The 

browser at the top will be populated with the date range information you selected. 

10 Click on the date for which you wish to post an attendance posting. 

11 Enter the appropriate arrival and departure times. Press F1 for field-level Help as necessary. 

12 Click Record in List. 

13 Once your arrival and departure times for the child are entered, click Post Attendance. You will receive a 

confirmation message that attendance has been posted for the child, and you will be returned to the Provider 

Attendance Postings screen. 

14 Repeat steps 8–13 for each hourly care individual for whom you wish to process an attendance posting. 

15 When all attendance has been posted, click Print Journal for a hard copy of posted information. 

16 Click Exit when done or to exit without printing the journal. 

Searching for an Available Provider 

These instructions list the minimum information required to complete the Search for Care process 

for Provider-based care within CYS. Press F1 for field-level Help and more detailed information 

as needed. 

1 Go to Daily � CYS � CR Search for Care. 

OR 

Select the Search for Care hot button. 

2 In the Lookup field, type all or part of the household's last name and press Enter. 

OR 

Leave the Lookup field blank and press Enter. You will proceed to the Household Listing screen. 

3 Highlight the household for which you wish to search for care. 





4 Click Select. You will continue to the Search for Care screen. 

5 Highlight the family member in the browser box for whom you wish to search for care. 

6 Select the Include Providers in Search option. 

7 De-select the Include Center Based Options In Search option. 

8 The Age Group field will fill in by default when you select the child. If the field is blank, the child has no birth date. 

You will have to add one for the child using the HH & Member Update hot button. If you are performing a search 

for care for a child that has not yet been born, you may need to manually select the Infant age group. 

9 Select the Only Include in List if Vacancy Exists option if you wish to view programs that meet your selected 

criteria AND have at least one opening. De-select this option to view all programs that meet the selected criteria 

regardless of whether those programs are at capacity. 

10 Using the Location dual select list, highlight the Provider locations for which you wish to search and Add>> them 

to the Include column. If you do not choose a location, the search will include all locations. 

11 In the Prog Type dual selection list, make sure that you select the program type(s) desired. If you do not choose a 

program type, the search will include all types of programs for that age group. 

12 Click Search. You will continue to the Provider Search for Care - Screen 1 of 2, which provides 

further selection criteria. 

13 Optional: Use the Military Bases dual selection list to include selected Military Bases in your search. Leave the 

Include column blank to search for Provider care regardless of Military Base specifications. 

13 Optional: Use the School Districts dual selection list to include selected School Districts in your search. Leave 

the Include column blank to search for Provider care regardless of School District specifications. 

14 Optional: Use the Housing Areas dual selection list to include selected Housing Areas in your search. Leave the 

Include column blank to search for Provider care regardless of Housing Area specifications. 

15 Select or de-select whether to include or exclude Providers located ON and OFF post as needed. 

16 Click More Opt to continue to the Provider Search for Care for Screen 2 of 2 screen. 

17 Optional: Use the Special Requirements dual selection list to include selected Special Requirements in your 

search. Leave the Include column blank to search for Provider regardless of Special Requirements. 

18 In the Prog Type dual selection list, make sure that you select the program type(s) desired. If you do not choose 

a program type, the search will include all types of programs for that age group. 

Note: The program type selection(s) will be carried over from the entry on the initial search screen. 

19 In the Required Begin and End Time #1 fields enter the beginning and ending times for which care is needed, 

such as Mon – Fri, 0700 – 1700. 

20 If care is required for different sessions during day, such as for Before and After school care, enter a second 

range of times in the Begin and End Time #2 fields. 

21 Click Search to continue to the Care Options for screen to display all applicable care options based 

on the Provider specified search criteria. 

Note: Providers who fully meet ALL requirements will be listed with a ‘Yes’ in the OK column. Providers listed with ‘NO!’ 

in the OK column meet all the requirements EXCEPT care times. 

From here, you can either: 

Post Provider Referrals 

Print Results (Providers will print in random order) 

Add the child to a waitlist 

OR 

Cancel 

You cannot enroll a child into a program from this screen. 

Changing an Existing Wait List Entry 

1 Go to Daily � CYS � CYS Search for Care OR select the Search for Care hot button. 

2 In the Lookup field, type all or part of the household’s last name and press the Enter key OR leave the field 

blank and press the Enter key. You will proceed to the Household Listing screen. 

3 Highlight the household for which you wish to change a wait list entry. 




5 Highlight the family member for which you wish to change a wait list entry. 



6 Click H/H Wait List. You will continue to the Household Wait List Entries screen. 

7 Highlight the Wait List entry that you wish to change. 

8 Click Change. You will continue to the Family Member Wait List Update screen. 

9 Select whether you wish this wait list entry to be in the Excess Demand or Projected Care Category. 

10 Make all changes as necessary. Press F1 for field-level Help as needed. 

11 Click OK to save your changes and return to the Household Wait List Entries screen. 


Deleting a Wait List Entry 




3 Highlight the household for which you wish to delete a wait list entry. 




5 Highlight the family member for which you wish to delete a wait list entry. 

6 Click H/H Wait List. You will continue to the Household Wait List Entries screen. 

7 Highlight the Wait List entry that you wish to delete. 


9 You will receive the following message: "Continue with Wait List Delete?" Click Yes. 


Printing a List of CYS Available Care Options 




3 Highlight the household for which you wish to search for care. 




5 Highlight the family member in the browser box for whom you wish to search for care. 

6 Select whether or not you wish to include Providers in your search. 

7 Select whether or not you wish to include Center-Based Options in your search. 

8 Select whether or not you wish to view only classes that currently have a vacancy. 


10 Click Search. 

If you opted to include Providers in your search, you will continue to the Search for Care - 

Screen 1 of 2. Select the Military Base, School District, Housing Area, Age Requirement, and 

On/Off Post requirements and click More Opt. Select the Special Requirements and 

Program Type Requirements, enter required beginning and ending times, and click Search. 

You will continue to the Care Options screen, which will provide a listing of all available CYS 

classes that meet the criteria you specified on the Search for Care screen. 

OR 

If you opted not to include Providers in your search, you will continue to the Care Options 

screen, which will provide a listing of all available CYS classes that meet the criteria you 

specified on the Search for Care screen. 

11 Click Print Results to continue to the Print Search Results screen. 

12 Decide whether or not you wish to print the Print Address, Miscellaneous Provider Information, skip a line 

between each referral line item, print schedule details for Providers on the list, and/or print only Provider matches 

that are ok. 



13 Click Print. You will continue to the Device Selection screen. 


Hourly Care 'No Show' Fees 

Posting Hourly Care ‘No Show’ Fees 

The CYS system has the ability to charge fees to households when an hourly reservation for care 

was made but no one showed up for care. In order for the system to be able to track information 

and charge fees accurately you will need to: 

• Always enter hourly reservations into your CYS system using Daily � Court � Quick Court 

Reservations. 

See Also: Processing Hourly Reservations 

• Select the Check for Hourly Reservations toggle on the Pass Visit Processing Options screen. 

1 Go to Daily � CYS � CYS Resv No Show Fee Posting. 

2 Enter the location for which you wish to process hourly care no show fees. 

OR 

Press the F9 key or right-click from within the field to select the appropriate location from the picklist. 

Note: This entry will default to the Facility Location entry specified on the Security File Maintenance - Core 

Information screen for your user ID. 

3 Enter or select the date range in which you wish to search for hourly no shows. 

4 Enter the fee that you wish to charge as a penalty for not showing up for scheduled hourly care. 

5 Select whether this fee should be charged as a flat or hourly rate. 

6 Enter or select the date on which you wish to post the selected no-show fees. 

7 Click Journal Only. You will continue to the Device Selection screen. Print and review the results of this posting. 

If everything looks okay and there are no mistakes continue to step 8. 

8 Click Post. You will continue to the Device Selection screen. 

9 Click Print to print a journal listing of all households who owe hourly care no-show fees. 

10 You will return to the CYS No Show Fee Postings screen. Click Exit. 

Posting Meal Reimbursement Amounts 

Posting USDA Meal Reimbursement Amounts 

This program uses posted attendance figures for Provider and visit swipes for CDC/SAS care to 

base counts for which USDA Meal Reimbursement charges should be billed. 

1 Go to Daily � CYS � CYS USDA Meal Reimbursement Posting. 

2 Enter the Activity Number for the class for which you wish to post meal reimbursement amounts. 

OR 

Press the F9 key or right-click from within the field to select the appropriate activity from the picklist. 

3 Enter the date on which you are posting meal reimbursements for this class. 

OR 


4 Enter or select search dates that encompass the entire range of dates for which you wish to post meal 

reimbursement amounts. 

5 Enter the number of adults in the classroom or a Provider household for which you are posting meal 

reimbursement counts. 

6 Select whether you wish to post for: Full Time (CDC Classes), Hourly, Full Time/Hourly (Provider Classes), or 

Other Care (EDIS child). 

7 Click Listing. You will continue to the Meal Reimbursement Update screen. 

8 Review each child’s meal counts and edit as necessary. Press F1 for field-level Help as necessary. 

9 Click Post Meal Record. 



10 Click OK. 


Note: If you do not click on Print Journal before posting another meal record you will not be able 

to print a detailed report for those postings. 

12 To verify that you entered this information correctly go to Reports � CYS � CYS General Reports � USDA 

Meal Reimbursement Report. 

Correcting Meal Reimbursement Amounts (Before Posting) 

The following steps assume that you are currently on the Meal Reimbursement Update screen 

(Daily � CYS � CYS USDA Meal Reimbursement Posting) and have not yet posted meal counts 

for the selected activity and date range. 

1 Highlight the child and double click in the browser box for which you wish to edit meal counts. Notice that this 

child’s meal counts are now listed in the appropriate fields at the bottom of the screen. 

2 Enter the correct meal count for this child in each field. 

3 Click Update Meal List to save your changes. 

4 Repeat steps 1–3 for each child in the selected activity for whom you need to edit meal count amounts. 


6 Click Exit. 



Correcting Meal Reimbursement Counts (After Posting) 

1 Go to Daily � CYS � CYS USDA Meal Reimbursement Posting. 

2 Enter the Activity Number for the class for which you wish to change posted meal reimbursement amounts. 

OR 

Press the F9 key or right-click from within the field to select the appropriate activity from the picklist. 

3 Enter the date on which you originally posted the meal reimbursements for this class. 

OR 


4 Enter or select search dates that encompass the entire range of dates for which you wish to post meal 

reimbursement amounts. 

5 Enter the number of adults in the classroom or a Provider household for which you are posting meal 

reimbursement counts. 

6 Select whether you wish to post for: Full Time (CDC Classes), Hourly, Full Time/Hourly (Provider Classes), or 

Other Care (EDIS child). 

7 Click Listing. You will continue to the Meal Reimbursement Update screen. 

8 Review each child’s meal counts and make changes as necessary. Press F1 for field-level Help as necessary. 


10 You will receive the following message: "A USDA Meal Posting Already Exists for this Class on this Date. Do you 

want to overwrite this record?" Click Yes. Click OK. 






Posting Meal Reimbursement Administrative Charges 

If Provider centers get reimbursed based on the number of providers per base, you will need to 

run this program. Values entered in the fields are defaults from the USDA Misc Rate/Fee 


1 Go to Daily � CYS � CYS Administration Post. 

2 Review all of the count and amount entries on this screen and make changes as necessary. 

3 Enter or select the date on which you wish to post the entered figures. 

4 Click Post. 

5 Click Exit. 



Posting Meal Reimbursement Counts for Children Not Enrolled in an 

Activity 

This procedure will allow you to register meal counts for visitors to your class that are not 

currently enrolled in the class. 

Note: In order to use this procedure, the child that is not enrolled in the activity must be already 

set up as a family member in your RecTrac database and he/she must hold a current CYS pass. 

1 Go to Daily � CYS � CYS Provider Attendance Postings. 

2 Enter or select the activity for which you wish to post meals. 

3 Enter the date range for which you wish to post meal counts. Enter any dates within the range you want to skip. 

4 Click Add Enrollee. You will proceed to the Family Member Listing Picklist. 

5 Highlight the visiting family member and click Select. You will return to the Provider Attendance Posting screen. 

Notice that the family member you just selected is now listed in the browser box with the rest of the Activity 

enrollees. 

6 Click Listing. You will continue to the Fee Attendance Posting - Detail screen. 

7 Highlight the date for which you wish to post meal reimbursement counts. 

8 Edit the arrival and departure times accordingly. 

9 After making all applicable adjustments click the Record in List button. 

10 Click the Post Attendance button after all changes have been made. Click OK. 

11 Click Exit and perform the steps outlined in the topic Posting USDA Meal Reimbursement Amounts to complete 

the meal reimbursement posting process. 

Processing Wait Lists 

Adding a Wait List Entry 


• You have already run Search for Care for CYS Programs and/or Providers. 

• You are currently on the Search for Care – Care Options for screen. 

1 Highlight the desired CYS Program or Provider. 

2 Select the appropriate Waitlist Category at the bottom of the screen. Valid entries include: Excess 

DemandPreference for CareProjected Care 

2 Click Add to W'List. You will continue to the Wait List Update screen. 

3 Enter the initial date on which this family member is being added to the selected wait list. The date will default to 

"today." 

OR 

Press the F9 key or right-click from within the field to select a different date from the calendar 



4 Enter the time at which this family member was added to the wait list. The time will default to "now," or you may 

enter a different time. 

5 Select the appropriate Priority Code from the picklist. 

6 Enter comments as necessary. 

Note: If you are placing a child on the Projected Care waitlist, you must assign a Need Date to the waitlist entry. 

Note: If you are placing the child on the Preferred Care waitlist, you must assign a Preference Date and Time. 

"Today’s" date the current time will be entered by default, or you may override them. 

7 Click OK. Click Yes when you are prompted with a question asking whether you wish to add the child to the 

waitlist. 

8 If you were searching for an Provider Provider, remember to post referrals before exiting this program. This will 

allow you to prove to Provider providers that you have been recommending their households to prospective 

clients. 

9 Click Exit. 

Transferring an Individual to a New Wait List 

Transferring individuals between wait lists is a hierarchical function. Children on the Projected 

Care Wait List can only be transferred to the Excess Demand Wait List. Children on the Excess 

Demand Wait List can only be transferred to the Preference for Care Wait List. Children on the 

Preference for Care Wait List can not be transferred to any other Wait List. 

1 Go to Daily � CYS � CR Waitlist Processing. 

OR 

Click the Wait List Processing hot button. 

2 Enter the activity/section number for which you wish to process a wait list transfer. 

OR 

Press the F9 key or right-click from within the field to select the appropriate activity/section from the picklist. 

3 Click OK. You will continue to the CYMS Waitlist Processing for screen. 

4 Select the wait list type that you wish to transfer from. The children on these waitlists are all waiting for the 

Program or Provider that was selected in step 2. 

5 Highlight the child in the browser box that you wish to transfer to another wait list. 

6 Click Transfer to New Wait List. 

7 Based on the Wait List Type that you are transferred from you will visit one of two screens (Projected Care to 

Excess Demand transfer Or Excess Demand to Preference for Care transfer). 

8 Fill in each field(s) or leave their default settings. Press F1 for field-level Help as needed. 

9 Click OK to complete the transfer process. You will return to the Wait List Processing screen. 

10 Repeat steps 4–9 for every wait list entry in this activity type that you wish to transfer. 


Adding Comments to a Wait List Entry 

1 Go to Daily � CYS � CYS Waitlist Processing OR click the Wait List Processing hot button. 

2 Enter the activity/section number for which you wish to add a wait list comment. 

OR 


3 Click OK. You will continue to the Wait List Processing screen. 

4 Select the wait list type from which you wish to add a wait list comment. 

5 Highlight the child in the browser box for whom you wish to add a wait list comment. 

6 Click Waitlist Comments. You will proceed to the Waitlist Comments screen. 

7 Enter all applicable comments in the text box. 

8 Click OK. 

9 Repeat steps 4–8 for every wait list comment that you wish to add for the selected activity. 




Enrolling a Child in a CYS Class from the Wait List 


2 Enter the activity/section number for which you wish to process an enrollment from the wait list. 

OR 



4 Select the wait list type from which you wish to process an enrollment from the wait list. 

5 Highlight the child in the browser box for whom you wish to process an enrollment. 

6 Click Enroll from Wait List. You will be prompted with a question that asks whether you wish to be removed 

from the waitlist. Select either Yes or No. You will proceed to the Activity Registration screen. 

7 The appropriate activity number will display as the default in the Actv No field. 

To view the selected activity’s details, click Details. 

To view a tickler linked to the selected activity, click the Tickler button (if it displays in red). 

If this is a Provider class registration go to step 8. All other registrations continue to step 11. 

8 Click Roster Note. You will continue to the Roster Note Update screen. 

9 In the CYS Prog Type field enter or select the appropriate program type for this registration. This information is 

required for the Provider Weekly Report to display the correct enrollment counts. 

10 Click OK. You will return to the Activity Registration screen. 


12 If this is a CYS Center class you will continue to the Enrollment Start Date screen. Enter the first day on which 

this child will attend class. 

If this is a Provider class you will continue to the Attendance Times screen. Enter the days and times that you 

want this enrollee to be enrolled in Provider care. 

13 Click OK. 




Help as needed. The family will be charged a pro-rated fee for the CYS registration until the end of the 

current month. At that time CYS installment billing will begin for this CYS registration. 

16 Click Print to continue to the Device Selection screen where you can elect to preview and/or print the resulting 

receipt. 

Enrolling a Child in a CYS Class from the Wait List 


2 Enter the activity/section number for which you wish to process an enrollment from the wait list. 

OR 



4 Select the wait list type from which you wish to process an enrollment from the wait list. 

5 Highlight the child in the browser box for whom you wish to process an enrollment. 

6 Click Enroll from Wait List. You will be prompted with a question that asks whether you wish to be removed 

from the waitlist. Select either Yes or No. You will proceed to the Activity Registration screen. 

7 The appropriate activity number will display as the default in the Actv No field. 

To view the selected activity’s details, click Details. 

To view a tickler linked to the selected activity, click the Tickler button (if it displays in red). 

If this is a Provider class registration go to step 8. All other registrations continue to step 11. 

8 Click Roster Note. You will continue to the Roster Note Update screen. 

9 In the CYS Prog Type field enter or select the appropriate program type for this registration. This information is 

required for the Provider Weekly Report to display the correct enrollment counts. 





12 If this is a CYS Center class you will continue to the Enrollment Start Date screen. Enter the first day on which 

this child will attend class. 

If this is a Provider class you will continue to the Attendance Times screen. Enter the days and times that you 

want this enrollee to be enrolled in Provider care. 

13 Click OK. 




Help as needed. The family will be charged a pro-rated fee for the CYS registration until the end of the 

current month. At that time CYS installment billing will begin for this CYS registration. 

16 Click Print to continue to the Device Selection screen where you can elect to preview and/or print the resulting 

receipt. 

Transferring Multiple Projected Care Wait List Entries to the Excess 

Demand Wait List 

1 Go to Period End � CYS � CYS Projected Care W’List Trf. 

2 Enter the need date for which you wish to transfer projected care wait list entries. Entries with a need date on or 

before the selected Transfer date will be moved to the Excess Demand Wait List. 

OR 


3 Click OK. You will receive the following message: "Transfer all Projected Care Wait List Entries with a Need Date 

on or before ___________ to the Excess Demand Wait List?" 

4 Click Yes. You will receive the following message: "CYMS Projected Care Transfer for _________ complete." 

5 Click OK. 

Renewing a CYS Wait List Entry 

Note: If you want to renew multiple wait list entries for the same date, follow the instructions listed 

in the topic titled Initializing Renewal Dates on Wait List Entries. 

1 Go to Daily � CYS � CYS Search for Care. 



3 Highlight the household of the family member that you wish to renew their waitlist. 




5 Click the HH Waitlist button at the bottom of the screen. You will continue to the Household Wait List Listing 

screen. 

6 Highlight the wait list entry that you wish to renew. 

7 Click Renewal. You will receive the following message: "The Renewal Date Has Been Updated To ==> For: ." 

8 Click OK. 

9 Click Exit to return to the Search for Care screen. 




Removing a Child from the Wait List 

Method #1 – Removing a single name from a waitlist and/or all wait list entries associated with a single Program type. 

1 Go to Daily � CYS � CR Waitlist Processing. 

OR 

Click the Wait List Processing hot button. 

2 Enter the activity/section number for which you wish to remove a wait list entry. 

OR 


3 Click OK. You will continue to the Waitlist Processing for screen. 

4 Select the wait list type from which you wish to remove an entry. 

5 Highlight the child in the browser box that you wish to remove from the wait list. 

6 Click Remove from Waitlist. 

Note: This will remove the child's waitlist entry on all 'like' classes, not just the particular section 

that was selected in step 2. 

7 A challenge message will appear asking whether you want to remove the child from the waitlist. Click Yes. 

8 Repeat steps 4–7 for every wait list entry that you wish to remove from the selected activity class. 

9 Click Exit. 

Method #2 – Removing all wait list entries associated with a Household. 

1 Go to Period End � CYS � CYS Waitlist Processes � CYS Waitlist Delete. 

2 In the Lookup field, type all or part of the household's last name and press the Enter key or leave the Lookup 

field blank and press Enter. You will proceed to the Household Listing screen. 

3 Highlight the household for which you wish to remove a wait list entry. 



4 Click Select or press the Enter key. 

5 A challenge message will appear asking whether you wish to remove this household from the CYMS waitlist. 

Click Yes. 

6 Once the household is removed, click OK. 

Processing CYS Full/Part Day Visit Swipes 

Note: Full/Part Day visit swipes should be performed on the CYMS workstation designated as the Swipe Station. 

To Swipe Into Daily Care: 

1 Go to Daily � Pass � Pass Visit Processing. 

OR 

Click the Visit Processing hot button. 

2 You will proceed to the Pass Visit Options Update screen. Insure that the Treat All CYMS Swipe-Ins As 

Full/Part Day toggle is enabled and decide whether to toggle Display Message If HH Balance Exists 

3 Click OK when ready to proceed to the Visit Processing Family Member Selection screen. 

4 If the pass has a bar code, swipe the pass. 

OR 

Enter the child’s pass number, if known 

OR 

In the Lookup field, enter the child’s last name to proceed to the Family Member Listing screen where you may 

highlight the appropriate family member and click Select. 

Note: Messages regarding shots due or past-due, illnesses and pass expiration as well as any linked Household 

or Family Member ticklers will be displayed at this time. Linked .wav files will also play at this time. 



5 Once the pass has been read, you will return to the Visit Processing Family Member Selection screen. The most 

recent pass swipe will appear at the top of the Visit Listing browser, along with the swipe time, pass expiration 

date, swipe status (In or Out) and other information. 

Note: The listing will continue to grow as more children swipe and all swipes for the processing day will remain in 

the browser, regardless of whether your exit Visit Processing. The browser will refresh at the start of the next 

business day. 

6 Repeat steps 3–5 for as many pass visits as applicable. 


8 For a listing of children who have been swiped into care, run the CYS Current Attendance Inquiry (Inquiry � 

CYS). Press F1 for field-level Help as necessary. 

To Swipe Out of Daily Care: 

1 Go to Daily � Pass � Pass Visit Processing. 

OR 

Click the Visit Processing hot button. 

2 You will proceed to the Pass Visit Options Update screen. Insure that the Treat All CYMS Swipe-Ins As 

Full/Part Day toggle is enabled and decide whether to toggle Display Message If HH Balance Exists 

3 Click OK when ready to proceed to the Visit Processing Family Member Selection screen. 

4 If the pass has a bar code, swipe the pass. 

OR 

Enter the child’s pass number, if known 

OR 

In the Lookup field, enter the child’s last name to proceed to the Family Member Listing screen where you may 

highlight the appropriate family member and click Select. 

Note: Messages regarding shots due or past-due, illnesses and pass expiration as well as any linked Household 

or Family Member ticklers will be displayed at this time. Linked .wav files will also play at this time. 

5 Once the pass has been read, you will return to the Visit Processing Family Member Selection screen. The most 

recent pass swipe will appear at the top of the Visit Listing browser, along with the swipe time, pass expiration 

date, swipe status (In or Out) and other information. 

Note: The listing will continue to grow as more children swipe and all swipes for the processing day will remain in 

the browser, regardless of whether your exit Visit Processing. The browser will refresh at the start of the next 

business day. 

6 Repeat steps 3–5 as needed. 


8 For a listing of children who have been swiped into care, run the CYS Current Attendance Inquiry (Inquiry � 

CYS). Press F1 for field-level Help as necessary. This will also verify that children who were in care have been 

swiped out. 

Checking In/Out of Full/Part Day Care 


• Individuals using care have already purchased an Annual (Pass) Registration. 

To Check In to Full/Part Day Care: 

1 Go to Daily � Pass � Pass Visit Checkin. Enter the Visit Date. You will continue to the Visit Processing Family 

Member Selection/Last Four Visits screen. 

2 Swipe the member’s pass. 

OR 

Enter the enrollee’s last name in the Lookup field and press the Enter key. 

3 You will proceed to the CYMS Care Type screen. Select Full/Part Day Care. 

Note: If the Treat All CYMS Swipe-Ins as Full/Part Day? option is selected on the visit device 

linked to your user, you will not visit this screen. 



4 Click OK. You will return to the Visit Processing Family Member Selection/Last Four Visits screen. Notice that the 

last pass visit is recorded in the "Last Four Visits" browser box as a swipe-in. 

5 Repeat steps 2–4 for every individual that you wish to swipe-in to Full/Part Day care. 

To Check Out of Full/Part Day Care: 




OR 


3 You will return to the Visit Processing Family Member Selection/Last Four Visits screen. Notice that the last pass 

visit is recorded in the ‘Last Four Visits’ browser box as a swipe-out. 

4 Repeat steps 2 and 3 for every individual that you wish to swipe-out of Full/Part Day care. 

Temporarily Checking Out of and Back Into Care 

Signing Children Out of Care Temporarily 

Use this program to sign children out of care for a short block of time before being signed back in 

to care. For example, you would use this program for a child that is in care all day but leaves for 

one hour to go to a swimming lesson. 

1 Go to Daily � CYS � CYS Temp Visit Sign In/Out. 

2 Enter or select the Activity/Section number in which the full/part day child(ren) that you wish to sign out of care 

are registered. 

OR 

Enter or select the Location where the hourly child that you wish to sign out of care is located. 

3 Click Signed In List. You will proceed to the CYS Temp Visit - Signed In screen. 

4 Highlight the child(ren) in the browser box that you wish to sign out of care; if everyone in the room is signing out, 

check the Select All toggle. 

5 Click Process/Journal. You will continue to the Sign Out Purpose screen. 

6 Enter the reason that the child(ren) is being temporarily sign out of care. 

7 Click OK. You will continue to the Device Selection screen. 

8 Click Print to print a listing of all CYS enrollees checked out of care temporarily. 

9 Click Exit. 

10 To validate the children that have been swiped out of care temporarily go to Inquiry � CYS � CYS Current 

Attendance Inquiry. 

Signing Children Back Into Care After a Temporary Absence from Care 

1 Go to Daily � CYS � CYS Bulk Visit Sign In/Out. 

2 Enter or select the Activity/Section number in which the child that you wish to sign back into care is registered. 

OR 

Enter or select the Location where the child’s class that you wish to sign back into care is located. 

3 Click Signed Out List. You will proceed to the CYS Temp Visit - Signed Out screen. 

4 Highlight the child(ren) in the browser box that you wish to sign back into care, check the Select All toggle to 

select all the children in the browser. 

5 Click Process. You will return to the CYS Bulk Visit Temporary Posting screen. 

6 Click Exit. 



Bulk Visit Check In/Out 

Signing Children into Care in Bulk 

Use this program when a group (e.g., bus load) of children arrive at your center for care at one 

time. It is not recommended that you use this program to check children into care as this program 

will NOT check individual records for shot, illness, pass, and/or tickler information. 


2 Enter or select the Activity/Section number in which you wish to sign children into care in bulk. 

3 Click Sign In. You will proceed to the CYS Bulk Visit - Sign In screen. 

4 Highlight the children in the browser box that you wish to sign in to care; click Select All to select all the children 

in the browser. 

5 Click Process. You will return to the CYS Bulk Visit Posting screen. 

6 Click Exit. 

7 To verify the children that were signed into care go to Inquiry � CYS � CYS Attendance Inquiry. 

Signing Children Out of Care in Bulk 

Use this program when a group (e.g., a bus load) of children leave your center’s care at the same 

time. This program is not to be used in lieu of the Individual Check In procedure and should only 

be used in situations like the one described above. 


2 Enter or select the Activity/Section number from which you wish to sign children out of care in bulk. 

3 Click Sign Out. You will proceed to the CYS Bulk Visit – Sign Out screen. 

4 Highlight the children in the browser box that you wish to sign out of care. 

5 Click Process. You will return to the CYS Bulk Visit Posting screen. 

6 Click Exit. 

Hourly Care 

Reserving/Filling Hourly Care Time Slots 

The following steps assume that you have already generated hourly care time slots for the selected facility. 

Note: This procedure must be completed for ALL children who use hourly care regardless of 

whether they have reserved a spot ahead of time or are a drop-in. If this procedure is not followed 

you will be unable to keep accurate hourly care counts. 

1 Go to Daily � Court � Quick Court Reservations. 

2 You will continue to the Quick Court Reservations screen. Click Next Crt>> until the Browser displays the room 

for which you wish to reserve/fill an hourly care time slot. 

3 Select the toggle labeled Allow Group Bookings. 

4 Click the time slot(s) for which you wish to reserve/fill an hourly care time slot. 

5 Click Select. This hourly care slot will now be displayed in the Transaction Browser Box at the bottom of the 

screen. 

6 Repeat steps 4 and 5 for every hourly care time slot that you wish to reserve/fill for the selected individual. 

7 Click Payment. You will continue to the Court Reservations Family Member Selection screen. 

8 Enter the child’s last name and click the Name Search button to proceed to a Family Member picklist. 

OR 

Swipe the reservee’s pass. 

9 Highlight the family member for whom you are processing a quick court reservation and click Select. 

10 You will proceed to the Court Payment Update screen. Notice that no fees are due for this reservation. Hourly 

care fees are calculated and collected at the time of the Visit Swipe-Out. Click Print. 

11 You will continue to the Device Selection screen. Click Print. 



12 You will return to the Quick Court Reservation screen. Click Exit. 

13 To verify that you have entered this reservation correctly go to Inquiry � Court � Court Reservation Inquiry. If a 

Court shows as being partially reserved you can click on that date to view the people already reserved on that 

date. 

Checking In/Out of CYS Hourly Care 


• You have already generated hourly care time slots for the selected facility. 

• Individuals using care have already purchased an Annual (Pass) Registration. 

The hourly fee amount is determined by the entry in the Hourly Fee Schedule field on the CYS 

screen of the Pass Type for the selected individual’s pass. 

To Check In to Hourly Care: 




OR 


3 You will proceed to the CYMS Care Type screen. Select Hourly Care, and the appropriate child number. 

4 Click OK. You will receive a reservation information box that reads " is scheduled from 

to in ." 

Note: If the child is late, an hourly reservation late show fee screen will display. Enter your local penalty fee (if 

any) and click OK. 

Note: If a reservation does not exist for this child you will be prompted with a message that outlines this 

information and asks you if you wish to continue. Click No and process an hourly reservation for this child before 

continuing. Without a reservation there is no way to track that that child’s space has been used and you may 

accidentally overbook the room. 

5 Click OK. You will return to the Visit Processing Family Member Selection/Last Four Visits screen. Notice that the 

last pass visit is recorded in the "Last Four Visits" browser box as a swipe-in. 

6 Repeat steps 2–5 for every individual that you wish to swipe-in to hourly care. 

7 To verify that this child has been checked into care go to Inquiry � CYS � Current Attendance Inquiry. 

To Check Out of Hourly Care: 




OR 


3 You will proceed to the CYMS Care Type screen. Select Hourly Care. 

4 Previous visit balances and any late fee balance for this child will be displayed. 

Note: If late fee displays but you do not wish to charge the fee you may zero that amount out on this screen. 

If there is another child in this family that needs to be signed out of care click the Next Member button at the 

bottom of the payment screen. Select Payment and enter the total paid in the Visit Paid field. 

5 Click Print to process payment and print a Pass Visit receipt. You will continue to the Device Selection screen. 

6 Click Print. You will return to the Visit Processing Family Member Selection/Last Four Visits screen. Notice that 

the last pass visit is recorded I the "Last Four Visits" browser box as a swipe-out with the selected time. 

7 Repeat steps 2–6 for every individual that you wish to swipe-out of hourly care. 



Using an Agency Pay Code with the Split Payment Option 

When processing payment for hourly visit fees you may encounter customers who wish to pay for 

part of their visit using an Agency voucher. Typically agency vouchers are good for a specified 

amount of time. The RecTrac split payment program allows you to enter the amount of time that 

the agency pay code will cover and then the system calculates the remaining fee. 


• You have processed an hourly visit swipe in and out. 

• You are currently on the Payment Processing screen. 

1 Enter the Total Amount Paid in the Total Paid field. 

2 Click the Split Payment button at the bottom of the screen. You will continue to the split payment processing 

window. 

3 In the pay code field press the F9 key or right-click to continue to the Pay Code picklist. 

4 Highlight the Agency pay code against which you wish to charge part of the hourly visit fee. 

5 Click OK. You will return to the Split Payment - Detail screen. 

6 Enter the amount you want to distribute to this pay type. 

7 Click the Split Payment button. 

8 Repeat steps 3–7 for every pay code against which you wish to charge hourly care visit fees. 

9 When you have finished distributing all of the hourly care visit fees, click Print to complete the payment process. 

Collecting Hourly Care "No Show" Fees 

1 Go to Daily � Pass � Pass Payments. 



3 Highlight the household for which you wish to pay a "no show" fee. 



4 Click Select. You will continue to the Payment Update screen. The total pass visit balance for this household will 

appear in the Visit Prev Balance field. 

5 Enter the amount being paid in the appropriate field. 

6 Enter the appropriate Pay Code. 


8 Click Print to print a receipt through the printer that you selected as your default receipt printer in Security File 

Maintenance. 

Transferring Children Between CYS Classes 

Transferring a Child from One CYS Class to Another (when the class 

fees are different) 


• You have run the Transition Report and are transferring an enrolled child in need of transition from one CYS 

class to another. 

• There is an open slot in the CYS class that you are transferring the child into. 

Transferring Out of a Class: 

1 Go to Period End � Activity � Activity Roster Maintenance � Roster Transfer to History (Indiv). 



3 Highlight the household of the family member that you wish to transfer to another CYS class. 





4 Click Select. You will continue to the Individual Roster Transfer to History screen. 

Note: If the child is currently only enrolled in one class you will be prompted with a message 

asking if you if you want to transfer the selected child from this class. Click Yes. 

5 Highlight the activity roster record for the enrollment that the child is transferring out of. 

6 Click Transfer. Click Yes. Click OK. 

7 Click Exit. You will return to the Main Menu. 

Enrolling in the New CYS Class: 

1 Go to Daily � Activity � Activity Registrations. 



3 Highlight the household of the family member that you wish to enroll in the new CYS class. 

4 Click Select. You will continue to the Activity Registration screen. 

5 Highlight the appropriate family member in the Family Member Selection Browser Box. 

6 Press the F9 key or right-click in the Actv No field and select the activity/section for which you are registering the 


7 Click Select to add this activity registration to the Current Transaction Listing Browser Box. You will continue to 

the Enrollment Start Date screen. 

8 Enter or select the date on which this activity enrollment will begin. 


10 Click Payment to process the registration(s) listed in the Current Transaction Listing Browser Box. 

Note: Remember this amount will represent the prorated fees for the remainder of the month in 

which your enrollment start date falls. All subsequent monthly fees will be installment billed to this 

household. 

Transferring a Child from One CYS Class to Another (when the fees 

are the same) 


• You have run the Transition Report and are transferring an enrolled child in need of transition from one CYS 

class to another. 

• There is an open slot in the CYS class that you are transferring the child into. 

• The fees of the old and new CYS classes are identical. 

1 Go to Period End � CYS � CYS Roster Reassignment. 

2 In the Lookup field, type all or part of the household’s last name and press the Enter key OR leave the field blank 

and press the Enter key. You will proceed to the Household Listing screen. 

3 Highlight the household of the family member that you wish to enroll in the new CYS class. 

4 Click Select. You will continue to the CYS Roster Reassignment screen. 

5 Highlight the CYS enrollment in the browser box that you wish to reassign to a new class. 

6 In the New Act/Sec field, enter the activity/section that you wish to transfer the enrollee into. 

OR 


7 Click Reassign to move the enrollee to the new class. 

8 You will receive the following question box: "Reassign from to ?" 

9 Click Yes. The following message will display: "CYS Roster Reassignment Complete." 

10 Click OK. You will return to the Household Selection screen. 




Transferring a Child Out of CYS Care 

1 Go to Period End � Activity � Activity Roster Maintenance � Roster Transfer to History (Indiv). 



3 Highlight the household of the family member that you wish to transfer out of a CYS class. 



4 Click Select. You will continue to the Roster Transfer to History (Individual) screen. 

Note: If the child is currently only enrolled in one class you will be prompted with a message 

asking if you if you want to transfer the selected child from this class. Click Yes. 

5 Highlight the activity roster record for the enrollment that the child is transferring out of. 

6 Click Transfer. Click Yes. Click OK. 

7 Click Exit. You will return to the Main Menu. 

Personal Trainer Daily Work 

Processing a Personal Trainer Reservation 

The following steps assume that you have already generated you personal trainer reservation 

slots using the Trainer Time Slot Generator program. 

Note: The Do NOT reserve a facility with P/T reservations option in your linked Daily 

Processing device controls whether or not RecTrac will check for facility conflicts when you make 

a personal trainer reservation. 

1 Go to Daily � PT � Trainer Reservations. You will proceed to the Personal Trainer Reservations Household 


2 Type the last name of the household for which you wish to process a trainer reservation and press the Enter key. 



Personal Trainer Reservations screen. 

4 In the Family Member Selection browser box, highlight the family member for whom you wish to process the 

personal trainer reservation 


5 In the Trainer field, right-click or press the F9 key to select the appropriate trainer from the picklist. 

AND/OR 

In the Purpose field, right-click or press the F9 key to select the appropriate qualifications from the picklist. 

6 In the From and To fields, enter the beginning and ending personal trainer reservation dates or press the F9 key 

or right-click from within the field to select the dates from the calendar. 

7 In the Start and End fields, enter the starting and ending reservation times. 

8 Click Select to proceed to the Trainer Time Slots screen. Select the slot(s) you want to reserve. (Hint: To select 

more than one slot, hold down the Control key.) 

9 Click Select to add this Personal Trainer reservation to the Current Transaction Listing browser box. 

Note: If there is more than one option (slot) available for your selected criteria you will be 

prompted to make a selection from the available options browser box. 


11 Click Payment to process the personal trainer reservation(s) listed in the Current Transaction Listing browser 

box. You will proceed to the Personal Trainer Payment Update screen. 

12 In the New Amt Paid field, enter the amount being paid by the household. Press F1 for field-level Help as 

needed. 


receipt. 



Reserving Facilities for Personal Trainer Purposes 

Note: The Do NOT reserve a facility with P/T reservations option in your linked Daily 

Processing device controls whether or not RecTrac will check for facility conflicts when you make 

a personal trainer reservation. 

1 Go to Daily � PT � Trainer Facility Hold. 

2 Enter or select the range of facilities that you want to reserve for personal trainer purposes. 

3 Enter or select the range of dates that you want to reserve the selected facilities for personal trainer purposes. 

4 Enter the range of times that you want to reserve the selected facilities for personal trainer purposes. 

5 Enter the block of time that can be reserved in hours/minutes in the Resv Hrs/Min fields. 

6 Select to Print and Update the selected facility reservations. 

7 Select whether you wish to Override Warnings and Print Conflicts Only. 

8 Click Process to begin reserving the selected facilities for personal trainer purposes. 

9 You will continue to the Output Selection screen. Select to Print the resulting report. 

10 The following message will display: Personal Trainer Reservations Complete! 

11 Click OK. Click Exit. 

Updating Personal Trainer Fees During Daily Processing 

To update the personal trainer fees during the personal trainer reservation process: 

1 On the Personal Trainer Reservations screen (Daily � PT � Trainer Reservations), highlight the appropriate 

family member in the Family Member Selection browser box. 


2 In the Trainer field, right-click or press the F9 key to select the appropriate trainer ID from the picklist. 

AND/OR 

Right-click or press the F9 key from within the Purpose field to select the appropriate qualifications from the 

picklist. 

3 In the From and To fields, enter the correct beginning and ending personal trainer reservation dates or press the 

F9 key or right-click from within the field to select the dates from the calendar. 

4 In the Start and End fields, enter the starting and ending personal trainer reservation times. 

5 Click Select to proceed to the Trainer Time Slots screen. Select the slot(s) you want to reserve. (Hint: To select 

more than one slot, hold down the Control key.) 

6 Click Fees to proceed to the Fees Update screen for the first selected slot. 

The fields that you are allowed to update are determined by your override settings on your linked Permissions 

device. 

7 Enter the appropriate changes. Click OK. 

8 Repeat step 7 for any additional selected slots. 

9 You will return to the Personal Trainer Reservation processing screen where the reservation will automatically be 



Updating Personal Trainer Rsvn Charges After the Reservation 

Process 

1 Go to Daily � PT � Trainer Cancel/Change. You will proceed to the Personal Trainer Cancel/Changes 



Press F1 for field level help as necessary. You will continue to the Household Listing screen. 

3 Highlight the correct household and click Select. You will proceed to the Personal Trainer Cancel/Changes 

screen. 

4 Highlight the personal trainer reservation for which you wish to update charges. 

5 Click Update Charges. You will proceed to the Personal Trainer Fee Update screen. 



6 Enter all field changes. Press F1 for field-level Help as needed. 

7 Click OK. You will return to the Personal Trainer Cancel/Changes screen where the corrected fees will now be 


8 Repeat steps 4–7 for all personal trainer reservations within the browser box for which you wish to change the 

fees. 

9 Click Payment/Refund. Depending on your changes you will be taken to either the Payment Update or Payment 

Refund screen. 

10 Process Payment. 


Processing Trainer Per Head Pay 

The Trainer Per Head Pay Processing program allows you to make payments to a range of 

personal trainers who are paid on a per head basis. 

1 Go to Period End � PT � Trainer Per Head Pay Processing. 

2 Use the Individual Selections Browser to select the trainers you want to pay. 

OR 

In the Begin Trainer and End Trainer fields, enter a range of trainers that you want to pay. 

Then, choose whether you wish to process for the range plus browser selections, or just browser selections. 

3 Enter the date range for which you wish to process per head pay processing. 

4 Enter the pay date you want to use. 

5 (Optional) Enter a purpose (qualification) range. 

6 Check the Print Journal? option if you wish to print a payment journal. Deselect this option if you do not wish to 

print a payment journal. Note: It is recommended that you select this option for auditing purposes 

7 Select the Print Addresses? option if you want trainers’ addresses to appear on the payment journal. 

8 Select the Post Per Head Pay? option to update the applicable trainers’ records with the payment information. 

9 Select the Print G/L Accounts? option if you want general ledger accounts to appear on the payment journal. 

10 Select the pay code to be used for posting the payment transactions. 

11 Click Process to begin percent pay processing. 


Processing Trainer Percent Pay 

The Trainer Percent Pay Processing program allows you to make payments to a range of 

personal trainers who are paid with a percent pay type. 

1 Go to Period End � PT � Trainer Percent Pay Processing. 


OR 



3 Enter the date range for which you wish to process percent pay processing. 






8 Select the Post Percent Pay? option to update the applicable trainers’ records with the payment information. 







Processing Trainer Hourly Pay 

The Trainer Hourly Pay Processing program allows you to make payments to a range of personal 

trainers who are paid on an hourly basis. 

1 Go to Period End � PT � Trainer Hourly Pay Processing. 


OR 



3 Enter the date range for which you wish to process hourly pay processing. 






8 Select the Post Hourly Pay? option to update the applicable trainers’ records with the payment information. 










Chapter 3: Correcting Processing Mistakes 

Global (All Modules) Fixes/Corrections 

A Check is Returned with NSF or a Credit Card Charge is Denied 

• Check the module in which the original payment was made using the Household Inquiry program. 

• Process a payment reversal for the amount of the check or credit card payment and reverse it for the 

appropriate module using the Global Payment Reversal program. 

• Select the appropriate "Reversal Code" that reflects a check or credit card reversal, whichever is 

appropriate. 

• You may optionally select the Log as Bad Payment option and/or add a comment to the household in the 

Household Maintenance program. 

• You may optionally add a payment restriction (check or credit card) for the household in the Household 


Accidentally Processed a Surcharge During a Cancellation 

• Post a miscellaneous expense for the amount of the surcharge taken to the "Misc" module using the 

Global Miscellaneous Income/Expense Postings program (Period End � Global). 

• Post the expense with a non-cash pay code that will be included in Cash Journal and GL reports, as well 

as interfaced to Finance. 

• Select the same GL code and cost center to which the surcharge was mistakenly posted. 

• If the household "paid" the surcharge (the refund they received was reduced by the amount of the 

surcharge), then process a payment for the household for the same amount as the surcharge using the 

Activity Payments program. Use a non-cash pay code that will be included in Cash Journal and GL 

reports, as well as interfaced to Finance. If the household currently has a zero balance, allow the system 

to make the overpayment. The payment will automatically be applied towards the household’s balance. 

• You may leave the credit in the household’s balance or process a household credit balance refund using 

the Global Credit Balance Refund program. 

Forgot to Process a Surcharge for a Cancellation 

All steps assume that you have NOT printed a refund check for the household. 

If you selected the "Refund Later RecTrac" OR "Refund Later Finance" refund type: 

• Process the original activity or pass registration or facility reservation, etc. using the appropriate daily 

processing program. Process the transaction again for the full amount. 

• Make a payment in the amount of the refund voucher, using a Journal Pay Code. Print a payment receipt. 

• Cancel the transaction again using the applicable module’s Cancel/Change program. This time, enter a 

surcharge amount. 

• Staple the first incorrect voucher (where no surcharge was taken) to the payment receipt (from the 

payment processed using these steps). Process the correct refund with the surcharge using RecTrac’s 

Refund Check Print program (Period End � System) OR submit to finance the correct refund voucher (on 

which a surcharge is taken). 

If you selected the "Apply Refund to Household Balance" refund type: 

• Process the original activity or pass registration or facility reservation using the appropriate module’s daily 


• The household balance will automatically pay off the charges. Print a payment receipt. 

• Cancel the transaction again using the appropriate module’s Cancel/Change program. This time enter the 

surcharge amount. 

• Select the "Apply Refund to Household Balance" option. This will apply a refund less the surcharge 

amount to the household’s balance. 



If you selected the "Refund from Cash Drawer Now" refund type: 

• Process the original activity or pass registration or facility reservation, etc. using the appropriate daily 


• Make a payment in the amount of the refund voucher, using the same Pay Code as was used for the 

Refund Code. For example, if you processed a refund with a Refund Code of 2 (cash), you would use a 

Pay Code of 2. Print a payment receipt. 

• Cancel the transaction again using the applicable module’s Cancel/Change program. This time, enter a 

surcharge amount. Select the "Refund from Cash Drawer Now" option. 

Updating an Answer Record 

The following steps assume that you have already answered a question record either during 

household/family member maintenance or during a daily processing procedure. 

1 Go to Daily � Global � Global Answer Update. 


OR 




3 Highlight the household or family member for whom you wish to process an answer update and press Enter or 

click Select. You will proceed to the Answer Update screen. 

4 Highlight the family member record for whom you wish to update an answer record. Then click the button that 

corresponds to the module (or system area) where you answered the question originally. You will continue to the 

Answer Update Details screen. 

5 Highlight the transaction for which you wish to update an answer record. 

6 Click Answer Update. You will continue to the Question box. 

7 Fill in the appropriate answer for this question and click OK. 

8 Repeat steps 5–7 for each transaction for which you wish to update an answer record. 

9 Click . You will continue to the Bulk Bill Code Fee Change – Details screen. 

6 Enter the range of activities, facilities, pass types, leagues, locker rooms, trips, rentals and personal trainers to 

which you wish to apply the new bill code change. 


Activity Fixes/Corrections 

Charged Wrong Price for an Activity 

Before fixing the problem for the existing household, check the following to make sure an 

incorrect charge will not reoccur for this activity/section or household: 

• Is the household incorrectly set as a resident or non-resident? 



• Is the household incorrectly listed as taxable or non-taxable? 

• Is a discount table incorrectly linked to the household? 

• Is an activity/section late bill code fee incorrectly set as required? 

• Is any activity/section non-resident bill code fee incorrectly set to R(esident) or B(oth)? 

• Is a discount not allowed for the bill code fee when it should be? 

• Are discounts mistakenly always allowed for a bill code, even if the discount is not allowed for the bill code 

fee when linked to the activity/section? 

• Is an incorrect bill code fee linked to the activity/section? 

• If installment billing is allowed for this activity/section, are the activity/section fees mistakenly set up as the 

total fees due, when the fees should reflect the amount due for each installment bill? 

If you require additional assistance resolving any of these problems, please call Vermont 

Systems, Inc. 

To fix the problem for the current household: 

• Update the charges for the activity registration using the Activity Cancel/Changes (Indiv) program. 

• If a payment was made and the fee the household originally paid was less than the updated fee (e.g., you 

charged and the household paid $25 but the household should have paid $50), then process a payment 

amount (if you have the additional fee in your hand). 

OR 

• If a payment was made and the fee the household originally paid was greater than the updated fee (e.g., 

you charged and the household paid $50 but the household should have paid $25), then process a refund 

as per your organization’s policy. (Refund options are: Apply The Refund To The Household Balance, 

Refund From Your Cash Drawer Now, Refund Later Through RecTrac OR Refund Later Through Another 

Financial Software Package). 

OR 

• If no payment was made earlier and the fee you originally charged was less than or greater than the 

updated fee, process the payment amount (if you have a payment in hand now). 

Enrolled the Correct Family Member in the Wrong Activity 

• Run the Activity Transfers (Indiv) program and transfer the family member from the incorrect activity into 

the correct activity. 

• If a payment was made and the fee the household originally paid for the wrong activity was less than the 

correct activity’s fees (e.g., you charged and the household paid $25 for the incorrect activity, but the 

correct activity costs $50), process a payment amount (if you have the additional fee in your hand). 

OR 

• If a payment was made and the fee the household originally paid for the wrong activity was greater than 

the correct activity’s fees (e.g., you charged and the household paid $50 for the incorrect activity, but the 

correct activity costs $25), process a refund as per your organization’s policy. Refund options are: apply 

the refund to the household balance, refund from your cash drawer now, pay later through RecTrac or pay 

later through another financial software package. 

OR 

• If no payment was made earlier and the wrong activity’s fees are less than or greater than the correct 

activity’s fees, process the payment amount (if you have a payment in hand now). 

OR 

• Process a cancellation for the family member in the incorrect activity using the Activity Cancel/Changes 

(Indiv) program and select the "Apply the Refund to the Household’s Balance" option. 

• Enroll the family member in the correct activity using the Activity Registrations program and allow the 

credit balance to pay the correct activity’s fees. A refund or payment may ultimately be due, depending on 

the difference between the correct activity’s fees and the incorrect activity’s fees. See the steps above for 

how to handle a payment or refund, based on whether or not the household paid. 



Enrolled the Wrong Family Member in the Correct Activity 

• Cancel the registration for the incorrect family member using the Activity Cancel/Changes (Indiv) program 

and select the "Apply the Refund to the Household’s Balance" option. 

• Register the correct family member for the activity using the Activity Registrations program and allow the 

credit balance to pay off the registration fees. 

Entered an Incorrect Payment Amount for an Activity Registration 

If you notice the error on the same day that the error was made: 

• Process a payment reversal using the Global Payment Reversal program for the incorrect payment 

amount, and use the original pay code as the reversal code. For example: if you processed a payment 

with a pay code of 1 (check), you would use a reversal code of 1 (check). 

• Process a payment for the correct amount using the Activity Payments program. 

If you notice the error one or more days after the error was made: 

NOTE: You should NOT change the date if you are running End of Shift Processing. In the 

event you are running EOS, you should process this transaction using the Void Drawer 

User ID. 

• Process a payment reversal using the Global Payment Reversal program, but change the Reversal Date 

to the original processing date. Use the original pay code as the reversal code. For example: if you 

processed a payment with a Pay Code of 1 (check), you would use a reversal code of 1 (check). 

You will need an override password in order to change the date. 

• Re-run your Cash Journal and G/L Distribution Report for the original date. 

Entered the Wrong Pay Code for an Activity Registration 

If you notice the error on the same day that it was made: 

• Process a payment reversal using the Global Payment Reversal program and use the original payment 

code as the reversal code. For example, if you processed a payment with a pay code of 1 (check), you 

would use a reversal code of 1 (check). 

• Process a payment for the activity using the Activity Payments program and use the correct Pay Code. 




User ID. 

• Process a payment reversal using the Global Payment Reversal program and use the original pay code as 

the reversal code. For example, if you processed a payment with a pay code of 1 (check), you would use a 

reversal code of 1 (check). Change the reversal date to the date the error was made. 


• Rerun the Cash Journal and G/L Distribution reports for the date the error was made. 

Processed an Activity Registration for the Wrong Household 


• Process a cancellation for the family member in the incorrect household using the Activity Cancel/Changes 

(Indiv) program. If you processed a payment for the incorrect household, use the original pay code as the 

refund code. For example, if you processed a payment for the incorrect household with a pay code of 1 

(check), you would use a refund code of 1 (check). Select the Refund from Cash Drawer Now option. 



• Enroll the correct family member from the correct household in the activity using the Activity Registrations 

program and make the payment using a pay code of 1 through 89. 




User ID. 

• Process a cancellation for the incorrect family member from the incorrect household and use the original 

pay code as the refund code. For example, if you processed a payment with a pay code of 1 (check), you 

would use a refund code of 1 (check). Change the refund date to the date the error was made. Make any 

appropriate refund reference notes in the Ref 1 and 2 fields. 


• Enroll the correct family member from the correct household using the Activity Registrations program and 

make the payment with a the original pay code. Change the payment date to the date the error was made. 



Changing the Class Status on a Range of Activities/Sections 

The ability to change the class status on a range of activities/sections is a time saver for end of 

season procedures. Since only active classes show on the activity/section picklist during a 

registration, you could run this program for a finished season of activities and thereby keep them 

from being included on the picklist. (You would NOT want to run Rosters Transfer to History on 

this season of classes until preparation for their new season). 

1 Go to Utilities � Activity � Section Status Change. 

2 Enter or select the range of activities/sections for which you wish to change the status. 

3 In the Activity Type Range fields, enter or select the range of activity types for which you wish to change the 

status. 

4 In the Sec End Date Range fields, enter or select the range of end dates for which you wish to change the status 

of the linked activity/sections. 

5 Based on your organization’s unique needs, select whether you wish to change the status of activities/sections 

with a status of Active, Inactive, Cancelled or Pending to active, inactive, cancelled or pending. 

6 Select the Make Activity Inactive If All Sections are Inactive option. 

7 Click Process to begin changing the statuses of the selected activities/sections. 

Facility Fixes/Corrections 

Charged Wrong Price for a Facility Reservation 

Before fixing the problem for the existing household, check the following to ensure that an 

incorrect charge will not reoccur for this facility or household: 

• Is the household or organization incorrectly set as a resident or non-resident? 

• Is the household or organization incorrectly listed as taxable or non-taxable? 

• Is a discount table incorrectly linked to the household or organization? 

• Is any facility non-resident bill code fee incorrectly set to R(esident) or B(oth)? 


• Are discounts mistakenly always allowed for a bill code fee even if the discount is not allowed for the bill 

code fee when linked to the facility? 

• Is an incorrect bill code fee linked to the facility? 



If you notice the error before the customer pays: 

• Update the charges for the reservation number using the Facility Cancel/Changes program. 

If you notice the error after the customer paid for the reservation: 

• Update the charges for the reservation number using the Facility Cancel/Changes program. 

• If the correct charge was lower than what they household paid, then process a refund as per your 

organization’s policy. Refund options are: Apply The Refund To The Household Balance, Refund From 

Your Cash Drawer Now, Refund Later Through RecTrac, OR Refund Later Through Finance. 

• If the correct charge was higher than what was paid, send the customer a new statement with the revised 

charges. 

Entered a Deposit Payment in Error 

If you notice the error the same day that the error was made: 

• Refund the deposit using the Facility Deposit Changes program. Use the original pay code as the refund 

code. For example, if the incorrect deposit payment was made with a pay code of 1 (check), then select 1 

as the refund code. Select the Refund from Cash Drawer Now option. 




User ID. 

• Refund the deposit using the Facility Deposit Changes program. Use a Journal refund code. 

Mistakenly Applied Money from a Deposit to the Facility Fees 


• Process a payment reversal for the amount of the deposit against the reservation fees, using the Global 

Payment Reversals program. Use the original pay code as the reversal code. For example, if the incorrect 

payment was made with a pay code of 1 (check), then select 1 as the reversal code. 

• Make a deposit payment for the same amount using the Facility Payments program and select the correct 

pay code. 




User ID. 

• Process a payment reversal for the amount of the deposit against the reservation charges using the Global 


payment was made with a pay code of 1 (check), then select 1 as the reversal code. Change the reversal 

date to the date that the error was made. 

You will need an override password to change the date. 

• Make a deposit payment for the same amount using the Facility Payments program and use a Journal pay 

code. 



Pass Fixes/Corrections 

Charged Wrong Fees for a Pass 

Before fixing the problem for the current household, check the following to make sure the an 

incorrect charge will not reoccur for this pass type or household: 

• Is the household incorrectly set as a resident or non-resident? 

• Is the household incorrectly listed as taxable or non-taxable? 

• Is a discount table incorrectly linked to the household? 

• Is any pass type non-resident bill code fee incorrectly set to R(esident) or B(oth)? 


• Are discounts mistakenly always allowed for a bill code fee even if the discount is not allowed for the bill code 

fee when linked to the pass type? 

• Is an incorrect bill code fee linked to the pass type? 

• If installment billing is allowed for this pass type, are the pass type fees mistakenly set up as the total fees due, 

when the fees should reflect the amount due for each installment bill? 


• Update the charges for this family member using the Pass Cancel/Changes program. 


charged and the household paid $25, but they should have paid $50), then process a payment amount (if you 

have the additional fee in your hand). 

OR 

• If a payment was made and the fee the household originally paid was greater than the updated fee (e.g., you 

charged and the household paid $50, but they should have paid $25), then process a refund as per your 

organization’s policy. Refund options are: apply the refund to the household balance, refund from your cash 

drawer now, pay later through RecTrac, or pay later through another financial software package. 

OR 

• If no payment was made earlier and the fee you originally charged was less than or greater than the updated 

fee (e.g., you charged $25, but you should have charged $50), process the payment amount (if you have a 

payment in hand now). 

Entered an Incorrect Payment Amount for a Pass Registration 


• Process a payment reversal for the incorrect payment amount using the Global Payment Reversal program and 

use the original pay code as the reversal code. For example, if you processed an incorrect payment with a pay 

code of 1 (check), you would use a reversal code of 1. 

• Process a payment for the correct amount using the Pass Payments program. 




User ID. 

• Process a payment reversal for the incorrect payment amount using the Global Payment Reversals program 

and use the original pay code as the reversal code. For example, if you processed an incorrect payment with a 

pay code of 1 (check), you would use a reversal code of 1. 

• Change the reversal date to the date that the error was made. 


• Rerun the Cash Journal and G/L Distribution Reports for the date that the error was made. 



Entered the Wrong Pay Code for a Pass Registration 


• Process a payment reversal using the Global Payment Reversals program and use the original payment code 

as the reversal code. For example, if you processed a payment with a pay code of 1 (check), you would use a 

reversal code of 1. 

• Process a payment for the pass type registration using the Pass Payments program and use the correct pay 

code. 




User ID. 

• Process a payment reversal using the Global Payment Reversals program and use the original pay code as the 

reversal code. Change the reversal date to the date the error was made. For example, if you processed a 

payment with a pay code of 1 (check), you would use a reversal code of 1. 


• Process a payment for the pass type registration using the Pass Payments program and use the correct pay 

code. 


Processed a Pass Registration for the Wrong Household 


• Process a pass cancellation for the incorrect family member using the Pass Cancel/Changes program. If you 

processed a payment for the incorrect household, use the original pay code as the refund code. For example, if 

you processed a payment for the incorrect household with a pay code of 1 (check), you would use a refund 

code of 1. Select the Refund from Cash Drawer Now option. 

• Register the correct family member from the correct household for the pass type using the Pass Registrations 

program and make the payment using a payment code of 1 through 89. 




User ID. 

• Process a cancellation for the incorrect family member from the incorrect household using the Pass 

Cancel/Changes program and use the original pay code as the refund code. For example, if you processed a 

payment with a pay code of 1 (check), you would use a refund code of 1. Change the refund date to the date 

the error was made. Make any appropriate refund reference notes in the Ref 1 and 2 fields. 


• Register the correct family member from the correct household for the pass type using the Pass Registrations 

program and make the payment with a the original pay code. Change the payment date to the date the error 

was made. 





Sold the Correct Family Member the Wrong Pass Type 

• Run the Pass Transfers program and transfer the family member from the incorrect pass type to the correct 

pass type. 

• If a payment was made and fee the household originally paid for the wrong pass type was less than the correct 

pass type’s fees (e.g., you charged and the household paid $25 for the incorrect pass type, but the correct pass 

type costs $50), process a payment amount (if you have the additional fee in your hand). 

OR 

• If a payment was made and the fee the household originally paid for the wrong pass type was greater than the 

correct pass type’s fees (e.g., you charged and the household paid $50 for the incorrect pass type, but the 

correct pass type costs $25), process a refund as per your organization’s policy. Refund options are: Apply The 

Refund To The Household Balance, Refund From Your Cash Drawer Now, Refund Later Through RecTrac, or 

Refund Later Through Finance. 

OR 

• If no payment was made earlier and the wrong pass type’s fees are less than or greater than the correct pass 

type’s fees, process the payment amount (if you have a payment in hand now). 

OR 

• Process a cancellation for the family member in the incorrect pass type using the Pass Cancel/Changes 

program and select the Apply the Refund to the Household’s Balance option. 

• Register the family member for the correct pass type using the Pass Registrations program and allow the credit 

balance to pay the correct pass type’s fees. A refund or payment may ultimately be due, depending on the 

difference between the correct pass type’s fees and the incorrect pass type’s fees. See the steps above for how 

to handle a payment or refund, based on whether or not the household paid. 

Pass Visit History Record Fixes 

Adding a Pass Visit History Record 

Perform the following set of steps if you wish to add a pass visit history record that is NOT linked 

to any visit fees. 

1 Go to Utilities � Pass � Pass Visit Utilities � Pass Visit History Update. 

2 In the Pass field, enter or select the pass type for which you wish to add a pass visit history record. 

3 In the Date Range fields, enter or select the range of dates over which you wish to add pass visit history 

record(s) for the selected pass type. 

4 Click Process. You will continue to the Pass Visit History Line Item Listing screen. 

5 Click Add. You will continue to the Pass Visit Update screen. 

6 In the Visit Date field, enter or select the date on which the visit took place. 

7 In the Time In field, enter the time that the visit begin. In the Time Out field, enter the time that the visit ended, if 

applicable. 

8 In the Visit Count field, enter the number of visits being recorded for this pass holder’s visit. 

9 In the Guest Count field, enter the number of guests accompanying this pass holder. 

Note: In order for a Guest Count to be entered, the pass type must have the Max Guest Visits 

option on the Pass Type Maintenance - Restr/Featr screen set to 1 or more. 

10 Press the F9 key or right-click from within the Purpose field to select the appropriate visit purpose. 

11 Press the F9 key or right-click from within the Location field to select a default location from the location from the 

location picklist, if applicable. 

12 If this is a CYMS day care visit, select the type of visit that corresponds to your needs. 





Changing a Pass Visit History Record 

Perform the following set of steps if you wish to update an existing pass visit history record that is 

NOT linked to any visit fees. 


2 In the Pass field, enter or select the pass type for which you wish to change a pass visit history record. 

3 In the Date Range fields, enter or select the range of visit dates for which you wish to update pass visit history 

records. 


5 Highlight the Pass Visit History record that you wish to update and click Change. You will continue to the Pass 

Visit Update screen. 

6 Update the fields as needed. Click Process when you have completed making your changes. 

7 Repeat steps 5 and 6 for each pass visit history record listed that you wish to change. 


Deleting a Pass Visit History Record 

Perform the following set of steps if you wish to delete an existing pass visit history record that is 

NOT linked to any visit fees. 


2 In the Pass field, enter or select the pass type for which you wish to delete a pass visit history record. 

3 In the Date Range fields enter the range of visit dates for which you wish to delete pass visit history records. 


5 Highlight the Pass Visit History record that you wish to delete. Then, click Delete. 

6 A question box will display asking you if you are sure that you want to delete this record. Click Yes to confirm. 

7 Repeat steps 5 and 6 for each pass visit history record listed that you wish to delete. 


Point of Sale Fixes/Corrections 

Charged Wrong Price for an Inventory Item 

Before fixing the problem for the existing household, check the following to make sure an 

incorrect charge will not reoccur for this item or household: 

• Make sure sale dates and prices have not been incorrectly entered on the inventory or tran code level for the 

item. 

• Check to make sure that the default quantity field on the tran code level is correct. 

• Check the tax tables on the tran code, inventory and household levels. Consult the Inventory/Ticket, Tran Code 

and Trip Tax Precedence tables to confirm that the correct tax amount is being charged for the selected item. 

• If purchasing an inventory item, check to make sure that the price is listed correctly in the right time spot on the 

price matrix screen. 

• If purchasing an inventory item, check to see if the correct price option is selected along with the appropriate 

markup/margin percent. 

• Check the residency status on the household. 

• Check the discounts by module on the household. 

• Review the quantity listed on the POS screen. 

If you require additional assistance resolving any of the aforementioned problems, please call 

Vermont Systems, Inc. 


• Update the charges for the item under the appropriate file maintenance section (inventory/tran code/trip/ticket). 




charged and the household paid $25, but the household should have paid $50), then process a payment 

amount (if you have the additional fee in your hand) through the POS Payment program. 

OR 

• If a payment was made and the fee the household originally paid was greater than the updated fee (e.g., you 

charged and the household paid $50, but the household should have paid $25), then process a refund as per 

your organization’s policy. Refund options are: Apply The Refund To The Household Balance, Refund From 

Your Cash Drawer Now, Refund Later Through RecTrac, or Refund Later Through Finance . 

OR 

• If no payment was made earlier and the fee you originally charged was less than or greater than the updated 

fee, process the payment amount (if you have a payment in hand now) through the POS payment program. 

Entered a Discount Amount in Error During POS Processing 

If you notice the error the same day the error was made: 




• Process a payment for the correct transaction amount using the POS Payment program and use the correct pay 

code. 

Didn't Link a Household to a Sale During Point of Sale Processing 


• Process a Point of Sale reverse sale with no household. If you processed a payment, use the original pay code 

as the refund code. For example, if you processed a payment with a pay code of 1 (check), you would use a 

refund code of 1. Select the Refund from Cash Drawer Now option. 

• Sell the item to the correct family member from the correct household using the Point of Sale program and 

make the payment using a payment code of 1 through 89. 




User ID. 

• Process a Point of Sale reverse sale with no household. Use the original pay code as the refund code. For 

example, if you processed a payment with a pay code of 1 (check), you would use a refund code of 1. Change 

the refund date to the date the error was made. Make any appropriate refund reference notes in the Ref 1 and 2 

fields. 






Entered the Wrong Pay Code During POS Processing 





• Process a payment for the item using the POS Payment program and use the correct pay code. 






User ID. 

• Process a payment reversal using the Global Payment Reversals program and use the original pay code as the 

reversal code. For example, if you processed a payment with a pay code of 1 (check), you would use a reversal 

code of 1. Change the reversal date to the date the error was made. 



Entered an Incorrect Payment Amount in POS Processing 


• Process a payment reversal using the Global Payment Reversals program for the incorrect payment amount, 

and use the original pay code as the reversal code. For example, if you processed a payment with a pay code 

of 1 (check), you would use a reversal code of 1. 

• Process a payment for the correct amount using the POS program. 




User ID. 

• Process a payment reversal using the Global Payment Reversals program, but change the reversal date to the 

original processing date. Use the original pay code as the reversal code. For example, if you processed a 



• Rerun your Cash Journal and G/L Distribution Report for the original date. 

Processed a Sale for the Wrong Household 


• Process a cancellation (return/refund) for the family member in the incorrect household using the Point of Sale 

program. If you processed a payment for the incorrect household, use the original pay code as the refund code. 

For example, if you processed a payment for the incorrect household with a pay code of 1 (check), you would 

use a refund code of 1. Select the Refund from Cash Drawer Now option. 






User ID. 

• Process a reverse sale return/refund) for the incorrect family member from the incorrect household and use the 

original pay code as the refund code. For example, if you processed a payment with a pay code of 1 (check), 

you would use a refund code of 1. Change the refund date to the date the error was made. Make any 









Sold the Wrong Item to the Right Household 


• Process a POS reverse sale for the incorrect family member using the Point of Sale program. If you processed 

a payment for the incorrect household, use the original pay code as the refund code. For example, if you 

processed a payment for the incorrect household with a pay code of 1 (check), you would use a refund code of 

1. Select the Refund from Cash Drawer Now option. 






User ID. 

• Process a POS reverse sale for the incorrect family member from the incorrect household using the Point of 

Sale program and use the original pay code as the refund code. For example, if you processed a payment with 

a pay code of 1 (check), you would use a refund code of 1. Change the refund date to the date the error was 

made. Make any appropriate refund reference notes in the Ref 1 and 2 fields. 






Rental Fixes/Corrections 

Entered a Rental Deposit Payment in Error 


• Refund the deposit using the Rental Deposit Changes program. Use the original pay code as the refund 






User ID. 

• Refund the deposit using the Rental Deposit Changes program. Use a Journal refund code. 

Mistakenly Applied Money from a Deposit to the Rental Fees 





• Make a deposit payment for the same amount using the Rental Payments program and select the correct 

pay code. 






User ID. 






• Make a deposit payment for the same amount using the Rental Payments program and use a Journal pay 

code. 

Court Fixes/Corrections 

Updating Charges on a Court Reservation after the Reservation 

Process 

1 Go to Daily � Court � Court Cancel/Changes. You will proceed to the Search Criteria screen. 

2 Enter the Reservation Number or use another search method to locate the correct court reservation. Press F1 

for field-level Help as needed. 

3 Click OK. You will continue to the Court Cancel/Changes screen. 

4 Highlight the appropriate court reservation in the browser box. 

5 Click Update Charges. You will continue to the Court Fee Update screen. 

6 Enter the appropriate fee changes and click OK to return to the Court Cancel/Changes screen where the new 

fee will now be entered in the browser box listing. 

7 Repeat steps 4–6 for each reservation within the browser box for which you need to update charges. 

8 When you have updated all of the appropriate court reservations click the Payment/Refund button. You will 

proceed to the Court Payment Update/Refund screen depending on the fee changes you made. 

9 Enter all appropriate information depending upon your situation. Press F1 for field-level Help as needed. 


Entered the Wrong Pay Code During Court Reservation Process 


• Process a payment reversal using the Global Payment Reversals program and use the original payment 


would use a reversal code of 1 (check). 

• Process a payment for the item using the Court Payments program and use the correct pay code. 




User ID. 

• Process a payment reversal using the Global Payment Reversals program and use the original pay code 

as the reversal code. For example, if you processed a payment with a pay code of 1 (check), you would 

use a reversal code of 1 (check). Change the reversal date to the date the error was made. 



• Process a payment for the item using the Court Payments program and use the correct Pay Code. 



Entered an Incorrect Payment Amount During Court Reservations 


• Process a payment reversal using the Global Payment Reversals program for the incorrect payment 

amount, and use the original pay code as the reversal code. For example, if you processed a payment 

with a pay code of 1 (check), you would use a reversal code of 1 (check). 

• Process a payment for the correct amount using the Court Payments program. 




User ID. 

• Process a payment reversal using the Global Payment Reversals program, but change the reversal date 

to the original processing date. Use the original pay code as the reversal code. For example, if you 

processed a payment with a pay code of 1 (check), you would use a reversal code of 1 (check). 



• Process a payment for the correct amount using the Court Reservations program. 

Charged Wrong Price for a Court Reservation 

Before fixing the problem for the existing household, check the following to make sure the an 





• Is any facility non-resident bill code fee incorrectly set to R(esident) or B(oth)? 



code fee when linked to the court? 

• Is an incorrect bill code fee linked to the court? 


• Update the charges for the reservation number using the Court Cancel/Changes program. 


• Update the charges for the reservation number using the Court Cancel/Changes program. 

• If the correct charge was lower than what they paid, then process a refund as per your organization’s 

policy. Refund options are: Apply The Refund To The Household Balance, Refund From Your Cash 

Drawer Now, Refund Later Through RecTrac or Refund Later Through Finance Software Package. 


charges. 

Reserved the Right Court for the Wrong Household 


• Process a cancellation for the family member in the incorrect household using the Court Cancel/Changes 

program. If you processed a payment for the incorrect household, use the original pay code as the refund 

code. For example, if you processed a payment for the incorrect household with a pay code of 1 (check), 

you would use a refund code of 1 (check). Select the Refund from Cash Drawer Now option. 



• Reserve the court for the correct household using the Court Reservations program and make the payment 

using a payment code of 1 through 89. 




User ID. 



would use a refund code of 1 (check). Change the refund date to the date the error was made. Make any 



• Reserve the court for the correct household using the Court Reservations program and make the payment 

with a the original pay code. Change the payment date to the date the error was made. 



Reserved the Wrong Court for the Right Household 


• Process a cancellation for the family member using the Court Cancel/Changes program. If you processed 

a payment for the incorrect reservation, use the original pay code as the refund code. For example, if you 

processed a payment for the incorrect household with a pay code of 1 (check), you would use a refund 

code of 1 (check). Select the Refund from Cash Drawer Now option. 

• Reserve the correct court for the household using the Court Reservations program and make the payment 





User ID. 

• Process a cancellation for the family member and use the original pay code as the refund code. For 

example, if you processed a payment with a pay code of 1 (check), you would use a refund code of 1 

(check). Change the refund date to the date the error was made. Make any appropriate refund reference 

notes in the Ref 1 and 2 fields. 


• Reserve the correct court using the Court Reservations program and make the payment with the original 

pay code. Change the payment date to the date the error was made. 



Locker Fixes/Corrections 

Updating Locker Charges After Processing a Locker Reservation 




Press F1 for field-level Help as needed. You will continue to the Household Listing screen. 

3 Highlight the correct household and click Select. You will proceed to the Locker Cancel/Changes screen. 

4 Highlight the locker reservation for which you wish to update charges. 



5 Click Update Charges. You will proceed to the Locker Fee Update screen. 

6 Enter all field changes. Press F1 for field-level Help as needed. 

7 Click OK. You will return to the Locker Cancel/Changes screen where the corrected fees will now be listed in the 

browser box. 

8 Repeat steps 4–7 for all locker reservations within the browser box for which you wish to change the fees. 

9 Click Payment/Refund. Depending on your changes you will be taken to either the Payment Update or Payment 

Refund screen. 

10 Process Payment. 


Entered the Wrong Pay Code During Locker Reservation 


• Process a payment reversal using the Global Payment Reversals program and use the original payment 


would use a reversal code of 1. 

• Process a payment for the item using the Locker Payments program and use the correct pay code. 




User ID. 

• Process a payment reversal using the Global Payment Reversals program and use the original pay code 

as the reversal code. For example, if you processed a payment with a pay code of 1 (check), you would 

use a reversal code of 1. Change the reversal date to the date the error was made. 



• Process a payment for the item using the Locker Payments program and use the correct pay code. 

Entered an Incorrect Locker Payment Amount 


• Process a payment reversal using the Global Payment Reversals program for the incorrect payment 

amount, and use the original pay code as the reversal code. For example, if you processed a payment 

with a pay code of 1 (check), you would use a reversal code of 1. 

• Process a payment for the correct amount using the Locker Payments program. 




User ID. 

• Process a payment reversal using the Global Payment Reversals program, but change the reversal date 

to the original processing date. Use the original pay code as the reversal code. For example, if you 

processed a payment with a pay code of 1 (check), you would use a reversal code of 1. 


• Re-run your Cash Journal and GL Distribution Report for the original date. 

• Process a payment for the correct amount using the Locker Payments program. 



Entered a Locker Deposit Payment in Error 


• Refund the deposit using the Locker Deposit Changes program. Use the original pay code as the refund 






User ID. 

• Refund the deposit using the Locker Deposit Changes program. Use a Journal refund code. 

Charged Wrong Price for a Locker Rental 








code fee when linked to the locker? 

• Is an incorrect bill code fee linked to the locker? 


• Update the charges for the reservation by visiting the Fees screen from the Locker processing screen and 

modify the charges there. 


• Update the charges for the reservation number using the Locker Cancel/Change program. 

• If the correct charge was lower than what they paid, then process a refund as per your organization’s 

policy. Refund options are: Apply The Refund To The Household Balance, Refund From Your Cash 

Drawer Now, Refund Later Through RecTrac, or Refund Later Through Finance. 


charges. 

Mistakenly Applied Money from a Deposit to the Locker Fees 





• Make a deposit payment for the same amount using the Locker Payments program and select the correct 

pay code. 




User ID. 








• Make a deposit payment for the same amount using the Locker Payments program and use a Journal pay 

code. 

Selected the Right Locker for the Wrong Person 


• Process a cancellation for the family member in the incorrect household using the Locker Cancel/Changes 

program. If you processed a payment for the incorrect household, use the original pay code as the refund 

code. For example, if you processed a payment for the incorrect household with a pay code of 1 (check), 

you would use a refund code of 1 (check). Select the Refund from Cash Drawer Now option. 

• Reserve the locker for the correct household using the Rental Processing program and make the payment 





User ID. 



would use a refund code of 1. Change the refund date to the date the error was made. Make any 



• Reserve the locker for the correct household using the Rental Processing program and make the payment 

with a the original pay code. Change the payment date to the date the error was made. 



Selected the Wrong Locker for the Right Person 

• Process a Detail Change for the family member using the Locker Cancel/Changes program. 

• Reserve the correct locker by selecting it on the Detail Changes screen, and complete the transaction by 

continuing to the payment screen and printing the receipt. 

Trip Fixes/Corrections 

Entered an Incorrect Payment Amount During Trip Reservation 

Process 


• Process a payment reversal using the Global Payment Reversals program for the incorrect payment amount, 

and use the original pay code as the reversal code. For example, if you processed a payment with a pay code 

of 1 (check), you would use a reversal code of 1. 

• Process a payment for the correct amount using the Trip Booking program. 






User ID. 

• Process a payment reversal using the Global Payment Reversals program, but change the reversal date to the 

original processing date. Use the original pay code as the reversal code. For example, if you processed a 




• Process a payment for the correct amount using the Trip Booking program. 

Updating the Charges After the Trip Reservation Process 

1 Go to Daily � Trip � Trip Booking Cancel/Changes. Click Name Lookup. You will proceed to the Trip 

Cancel/Changes Household Selection screen. 


Press F1 for field-level Help as needed. You will continue to the Household Listing screen. 

3 Highlight the correct household and click Select. You will proceed to the Trip Cancel/Changes screen. 

4 Highlight the trip for which you wish to update charges. 

5 Click Update Charges. You will continue to the Trip Fee Update screen. 

6 Make all appropriate fee changes. Press F1 for screen level help as necessary. 

7 Click OK. You will return to the Trip Cancel/Changes screen. 

8 Repeat steps 4–7 for each trip that is listed in the browser box for which you wish to update charges. 

9 Click Payment/Refund. Depending on the changes you have made you will proceed to either the Trip Payment 

Update or Trip Refund screen. 

10 Make all appropriate changes. Press F1 for field-level Help as needed. 


Entered the Wrong Pay Code During the Trip Reservation Process 





• Process a payment for the item using the Trip Booking program and use the correct pay code. 




User ID. 

• Process a payment reversal using the Global Payment Reversal program and use the original pay code as the 

reversal code. For example, if you processed a payment with a pay code of 1 (check), you would use a reversal 

code of 1 (check). Change the reversal date to the date the error was made. 



• Process a payment for the item using the Trip Booking program and use the correct pay code. 



Charged Wrong Price for a Trip Booking 







• Are discounts mistakenly always allowed for a bill code fee even if the discount is not allowed for the bill code 

fee when linked to the trip? 

• Is an incorrect bill code fee linked to the trip? 


• Update the charges for the reservation number using the Trip Booking Cancel/Changes program. 


• Update the charges for the reservation number using the Trip Booking Cancel/Changes program. 

• If the correct charge was lower than what they paid, then process a refund as per your organization’s policy. 

Refund options are: Apply The Refund To The Household Balance, Refund From Your Cash Drawer Now, 

Refund Later Through RecTrac, OR Refund Later Through Finance. 


charges. 

Reserved a Spot on the Right Trip for the Wrong Household 


• Process a cancellation for the family member in the incorrect household using the Trip Booking 

Cancel/Changes program. If you processed a payment for the incorrect household, use the original pay code as 

the refund code. If you processed a payment for the incorrect household with a pay code of 1 (check), you 

would use a refund code of 1. Select the Refund from Cash Drawer Now option. 

• Reserve the trip for the correct household using the Trip Booking program and make the payment using a 

payment code of 1 through 89. 




User ID. 

• Process a cancellation for the incorrect family member from the incorrect household and use the original pay 

code as the refund code. For example, if you processed a payment with a pay code of 1 (check), you would use 

a refund code of 1. Change the refund date to the date the error was made. Make any appropriate refund 

reference notes in the Ref 1 and 2 fields. 


• Reserve the locker for the correct household using the Locker Rentals program and make the payment with a 

the original pay code. Change the payment date to the date the error was made. 





Reserved a Spot on the Wrong Trip for the Right Household 


• Process a cancellation for the family member using the Trip Booking Cancel/Changes program. If you 

processed a payment for the incorrect reservation, use the original pay code as the refund code. If you 

processed a payment for the incorrect household with a pay code of 1 (check), you would use a refund code of 

1. Select the Refund from Cash Drawer Now option. 

• Reserve the correct locker for the household using the Trip Booking program and make the payment using a 

Payment Code of 1 through 89. 




User ID. 

• Process a cancellation for the family member and use the original pay code as the refund code. For example, if 

you processed a payment with a pay code of 1 (check), you would use a refund code of 1 (check). Change the 

refund date to the date the error was made. Make any appropriate refund reference notes in the Ref 1 and 2 

fields. 


• Reserve the correct locker using the Trip Booking program and make the payment with the original pay code. 

Change the payment date to the date the error was made. 





Chapter 4: End of Day, Week, Month, Season and Year 

Procedures 

Period End Processing Overview 

The following procedures and the recommended frequency with which each procedure should be 

run (end of season, end of year, etc.) are provided for reference purposes only. These 

recommendations seek to balance database size with program performance and information 

availability. Adjust the frequency of these procedures to meet your own organization’s needs. 

Each procedure is listed as one of the following: 

• Required – Procedures should be run as directed or the system will malfunction or provide incorrect information. 

• Should Be Done – Procedures may hinder efficiency and speed if they are not done, but will not cause the 

system to malfunction if not completed. 

• Optional – Procedures may be done on an optional basis and will not have an adverse affect if they are not 

completed. 

Note: Any procedure related to a module that is not installed on your system is not required (even 

if it is listed as required). 

Processes Not Covered Here: 

Yearly, seasonal, or occasional pricing and date (activation or expiration) changes may require 

that you update file maintenance records in any module. Do so at any time if the need arises. 

If you have a question related to running the actual program, press F1 for field-level Help from 

any screen. 

How Far Back to Purge: 

VSI recommends saving at least 2 years of data in your database if disk space and application 

performance and speed are not issues. 

For example, if you wish to purge at 2006 year-end, do not include the current year (2006) or 

previous year (2005) in your purge date range. You would purge only from 1/1/1985 – 

12/31/2004. 

End of Day Procedures 


Each user should follow these steps at the end of the shift or day: 

1 If applicable, run the Rental End-of-Day program (Daily � Rent) to print lists of the rental items that should have 

either been returned or picked up by the current system date/time but have not yet been returned or picked up. 

The program can also process auto returns, allowing you to automatically return rental items without having to 

return the item for each household through the Rental Check Out/Check In program. When processing auto 

returns, no fees are processed. It is therefore recommended that you only process auto returns for rental items to 

which no fees are attached or for which you collect all payments in advance. 

2 Remove your cash drawer and count your cash. 

3 Total the refund vouchers that you’ve printed out that day. Treat them as a separate tender type. 

4 Run the Global Refund Report (Reports � Global � Global Financial Reports). You might attach to this report all 

refund vouchers printed for that day. 

5 Run the Cash Journal (Reports� System � System Financial Reports) with a balancing worksheet. Make sure 

to use your pre-defined selection criteria. 

6 Enter your cash totals on the balancing worksheet. 

7 Run the GL Distribution Report (Reports� System � System Financial Reports) for the same selection range as 

you used for the Cash Journal. 



If the net debit and credit totals on the Cash Journal and GL Distribution reports match and 

your cash drawer tender totals match the Cash Journal tender totals, turn in the cash and 

reports to your manager or finance department. You have successfully balanced! 

If the report totals don’t match and/or your drawer totals don’t match the reports, see the 

section titled What to Check if You Are Out of Balance. 

Note: Military users can run the DAR Report (Reports� System � System Financial Reports) 

instead of (or in addition to) the Cash Journal and GL Distribution Reports. Non-military users 

may run the End of Shift Cash-Out program (Daily � System). 

8 Once you’ve balanced, you may run the GL Interface Processing program (Period End � System � GL/Cash 

Processing) to create a batch file for import into your finance department’s software. Note: Only organizations 

that automatically interface with an accounting system will do this. 

9 USMC only: Marines also need to run the Payment Export program process (Period End � System). 

10 USMC only: Run the Inventory Daily Accountability Report for the present day (Reports � POS � Inventory 

Reports). 

11 Log out of RecTrac. 

Manager: If you use a credit card authorization tool (ICVerify, PCCharge, Lynk, or VeriSign), 

after all cash drawer users have balanced individually, go to the workstation that runs the 

credit card server. Run the Credit Card Server software. Print the appropriate report that lists 

all transactions for the day. Compare this total to the credit card total on the Cash Journal for 

all cash drawers. DO NOT close the batch until you compare this report to the RecTrac 

Cash Journal report! If totals are correct, follow your normal procedures to close the batch. 

If you have to make corrections in RecTrac, come back into the credit card software to re-run 

the report and close the batch. 

Remember, your goal is to: 

• Match your cash drawer totals by tender type to the Cash Journal tender types 

• Match the Cash Journal net debits and credits total to the GL Distribution Report net debits and 

credits total 

• Match the refund vouchers to the Global Refund Report; they should also balance to the pay types 97 

and 98 on your Cash Journal and GL Distribution reports. 


See Also: 






















The 

Scenario 

The following examples show some of the most common end-of-day error scenarios and how to 

correct them: 

In Balance $90 - Check 

Your Cash Drawer 

Totals by Tender Type 

$25 - Cash 

$45 - Credit Card 

Total $160 

Cash Journal by Tender 

& Net Debits/Credits 

$90 - Check 

$25 - Cash 


Total $160 

GL Distribution Net 

Debits/Credits 

$10 Sales Tax 

$135 Programs 

$15 T-shirt Sales 

Total $160 

If your cash drawer tender totals match the Cash Journal tender types exactly 

and the Cash Journal and GL totals match: 

You are in balance! 

********************************************************************************************************************** 

Tender 

Type 

Switch 

$100 - Check 

$25 - Cash 


Total $160 

$90 - Check 

$25 - Cash 


Total $160 

If the Cash Journal and GL totals match, 

$10 Sales Tax 

$135 Programs 


Total $160 

but your cash drawer tender totals do not match the Cash Journal tender types: 

Recount your cash drawer. You may have miscounted among the different tender types. 

OR 

If your cash drawer recount holds up, match each check and credit card receipt by name or number to the 

Cash Journal. You may find that an incorrect payment type was processed for a transaction. In the above 

example: A $10 credit card payment accidentally got processed as a check, so the checks are OVER 

while credit cards are SHORT by the same amount. To correct it, find the erroneous transaction, process a 

Global Payment Reversal (Daily � Global � Global Payment Reversals) and reapply with the correct 

payment type. 

********************************************************************************************************************** 

Cash Over $90 - Check 

$30 - Cash 


Total $165 

$90 - Check 

$25 - Cash 


Total $160 

$10 Sales Tax 

$135 Programs 


Total $160 



The 

Scenario 






but you have more money than the Cash Journal and GL say you should have: 

Recount your cash drawer. You may have miscounted the total. 

OR 



If your cash drawer recount holds up, then match up each check and credit card receipt by name or 

number to the Cash Journal Detail. You may find that an extra check or credit card item was put into your 

drawer, but not processed in RecTrac. Unfortunately, if the extra $ is cash, it may be more difficult to find 

out which household it belongs to. If you save copies of all receipts for the day, match them up with the 

cash drawer items. To correct the problem, find the household in question, process the transaction and 

apply the payment. 

OR 

If the above steps don’t yield you an answer, you may post the "cash over" as a miscellaneous transaction 

for the day. 

********************************************************************************************************************** 

Cash Short $90 - Check 

$30 - Cash 


Total $155 

$90 - Check 

$25 - Cash 


Total $160 


$10 Sales Tax 

$135 Programs 


Total $160 

but you have less money than the Cash Journal and GL say you should have: 


OR 

If your cash drawer recount holds up, then match up each check and credit card receipt by name or 

number to the Cash Journal Detail. You may find that an extra payment was processed in RecTrac, with 

no money put into your drawer. (This sometimes happens if you have setup RecTrac to default to "full 

payments" on the payment screen, and you quickly advance through the payment screen, thus posting a 

payment that was never made.) Unfortunately, if the $ short is cash, it may be more difficult to find out 

what household had a payment applied in error. If you save copies of all receipts for the day, match them 

up with the cash drawer items. To correct the problem, find the household in question, reverse the 

transaction and process again with no payment. 

OR 

If the above steps don’t yield you an answer, you may post the "cash short" as a miscellaneous 

transaction for the day. 

********************************************************************************************************************** 


Out Of 

Balance 

$90 - Check 

$25 - Cash 


Total $160 

$90 - Check 

$25 - Cash 


Total $160 

$5 Sales Tax 

$135 Programs 


Total $155 



The 

Scenario 







If your cash drawer totals match either the Cash Journal totals or the GL Distribution totals 

but the Cash Journal and GL totals don’t match each other: 

Run the Cash/GL Comparison Report (Reports � System � System Financial Reports). Find the 

transaction(s) that are out of balance. Call VSI Customer Support at 1-877-883-8757 for help correcting 

the offending transaction. 

OR 

If the Cash/GL Comparison Report doesn’t yield an answer, that is an indication that RecTrac is out of 

balance with itself. Please call VSI Customer Support at 1-877-883-8757 to report your findings. We may 

ask that you fax supporting documentation to help us solve the problem quickly and accurately. 

Note: If you used the End of Shift Cash-Out program to balance your cash drawer, a manager 

can run the Close Out Adjustments program (Daily � System � End of Day Processing) to 

correct over/short amounts. 


Each organization has different financial reporting needs in terms of what to send to the finance 

department and when. Discuss this topic with your finance contact person, and produce the 

reports that best you’re your organization’s needs. 

At a Minimum: 

• Cash Journal (Reports � System � System Financial Reports) in summary for all cash drawers for the date (or 

date range) 

• GL Distribution Report (Summary) (Reports � System � System Financial Reports) for all cash drawers for the 

date or date range 

• Global Refund Report (Reports � Global � Global Financial Reports) for all modules for the date or date range 

Note: Military customers may run the Military DAR report in place of the Cash Journal Report and 

GL Distribution Report. 

Optional 

Run the GL Interface Processing program (Period End � System � GL/Cash Processing) to 

create a batch file for import into your finance department’s software. Only organizations that 

automatically interface with an accounting system will do this. 

Exporting Light Codes 

When you need to export your facility light codes to any light system: 

1 Go to Period End � Facility � Facility Lite Sys Interface. Press F1 for field-level Help as needed. 



End of Week Procedures 

What to Do at End of Week 

Activity Module: 

• Should Be Done 

Run the Flat, Hourly, Percent, or Per Head Payment Processing program (Period End � Activity � Instructor 

Payments & Maint). This option is included under end-of-week processing assuming that your payroll is done on 

a weekly basis. If your payroll is not done weekly, you should run this program to match your payroll frequency. 


Run the Salary Payment Processing program (Period End � Activity � Instructor Payments & Maint). This 

option is included under end-of-week processing assuming that your salaried instructors are paid on a weekly 

basis. If your payroll is not done weekly, then you should run this program to match your payroll frequency. 

• Optional 

If you charge additional fees when your customers do not pay for registrations on time, run the Activity Late Fee 

Calculation program (Period End � Activity). 

Facility Module: 

• Not applicable. 

Pass Module: 


If you have pass type visits that are not recorded using the Pass Visit Processing program, run the Pass Type 

Posting program (Period End � Pass). This program can be run on a daily basis, if desired. The figures posted 

under this program will be reflected on both the Pass Type Comparative Report and the Pass Type Analysis 

reports (Reports � Pass � Statistical Reports). 

League Module: 


POS Module: 

• Optional 

Run the Inventory Posting Program (Period End � POS). 

• In preparation, you might run the following reports to assist you in this procedure: 

Inventory Count Worksheet (Reports � POS � Inventory Reports) 

Inventory Reorder Report (Reports � POS � Inventory Reports) 

Rental Module: 

• Optional 

Print the Rental Billing Reminder Report (Reports � Rent � Financial Reports). 

• Optional 

Print the Outstanding Quick Rental Report and Outstanding Rental Report (Reports � Rent � 

Availability/Usage Reports). 

• Optional 

Print the Rental Alert Report (Reports � Rent � Availability/Usage Reports). 

Court Module: 


Locker Module: 


Run the Locker Rental History Status Change program (Period End � Lock). 



Trip Module: 


Golf Module: 


Personal Trainer Module: 


Global Module: 

• Optional 

Run the Global Late Charge Assessment program (Period End � Global) to charge late fees for balances still 

due. 

• Optional 

Run the Global HH Trial Balance report (Reports � Global � Global Financial Reports) to view debit and credit 

balances by module. 

• Optional 

Run the Global Refund Report (Reports � Global � Global Financial Reports) to view refunds due or paid. 

System Module: 

• Optional 

Run the Cash/GL Comparison Report (Reports � System � System Financial Reports) to view entries that are 

out of balance. 

End of Month Procedures 

What To Do At End of Month 


Optional 

Run the Facility Attendance Post program or Facility Auto Attendance Post program (Period 

End � Facility). 

Pass Module: 

Should Be Done 

Run the Pass Member Status Update program (Period End � Pass) before running the Pass 

Member Count Initialization program listed below. This program will read each member’s 

pass expiration date and compare it to the current processing date and will change the pass 

type membership status to Expired for any pass type where the expiration date is earlier than 

the current date. 


Run the Pass Member Count Initialize program (Period End � Pass) after running the 

Member Status Update program listed above. This program will re-total the member count for 

each pass type and count only active passes. 

Optional 

Run the Pass Type Analysis Report (Reports � Pass � Statistical Reports). This report will 

provide a snapshot of the pass membership profile for a selected month or a selected range 

of membership dates. 

Optional 

Run the Pass Labels and Letters program (Reports � Pass) to send out pass renewal 

notification mailings for those passes set to expire in the next month. 



POS Module: 


Do a physical count of all inventory and post (Period End � POS � Inventory Posting). 

(Required for month-to-month comparison reporting.) 


Run the Inventory Month End Transfer program (Period End � POS). (Required for monthto-month 

comparison reporting.) 


Print the following reports immediately after the Month End Transfer: (Required for month-tomonth 

comparison reporting) 

• Inventory Comparison Report 

• Inventory Valuation Report 

• Cost of Goods Sold Report 

• Sales History Report 

• Ticket Valuation Report 

• Inventory Cost Value Comparison Report 


Inventory Sales Accountability History Report (Reports � POS � Inventory Reports). 

(Required if you wish to compare sales figures from month to month.) 


Not applicable. 

Court Module: 


Generate next month’s court slots if they are created one month in advance (Period End � 

Courts � Court Slot Generator). 


Optional 

Run the Abandoned Locker Deposit Reallocation program (Period End � Locker) if you want 

to move deposit funds not collected by customers from a liability account to a revenue 

account. 

Golf Module: 

Important Reminder: Perform the steps listed in the POS and Pass modules, if applicable. 

Required 

Run the GolfTrac Month End program (Period End � Golf). 


If using tee times, run the Tee Time Generator to create next month’s tee times if they are 

created one month in advance (Period End � Golf). 



Generate next month’s personal trainer time slots if they are created one month in advance 

(Period End � PT � Trainer Time Slot Generator). 

Global Module: 

Optional 

Run the Global Invoice/Statements program (Period End � Global) for all applicable modules 

that your organization uses. 



Optional 

Run the Auto Debit/Installment Billing program (Period End � Global). Auto Debit is typically 

run twice per month. 



Run the Household Duplicate Listing from the (Utilities � System � Household Utilities) 

menu to produce a Suspect Duplicate HH Listing. You can then use this list to clean up the 

household file. 


Run the Duplicate Family Member Listing program (Utilities � System � Household Utilities) 

to produce a suspect duplicate family member listing. You can use this list to clean up the 

family member files. 

Trip Module: 


Processing Installment Bills/Auto Debits 

1 Go to Period End � Global � Global Auto Dr/Install Billing. You will proceed to the Installment Billing/Auto Debit 

screen. 

2 Enter the appropriate Due Date, Bill Date, and Post Date. Enter information in all applicable fields or leave their 

default settings. Press F1 for field-level Help as needed. 

3 Click Details>> to proceed to the Installment Billing/Auto Debit - Details screen for more selection criteria. Press 


4 Click Process to proceed to the Output Selection screen to select to print or preview the resulting installment 

bills. 

5 After the printing process is complete, you will return to the Installment Billing/Auto Debit screen. 


Processing Invoices/Statements 

1 Go to Period End � Global � Global Invoices/Statements. 

2 In the Begin Date and End Date fields, enter the dates of any activity enrollments, facility reservations, pass 

memberships, rental reservations, trips, or POS transactions for which you want an invoice or statement to print. 

3 In the Inv. Date field, enter the date that you want to be printed on the invoice or statement. 

4 Enter the Due Date that you want to print on the invoice or statement. 


6 Be sure to leave the Review Invoice Detail for Each Household option de-selected if you are processing many 

invoices or statements. 

7 To limit the range of activity/sections, pass types, facilities, rental items, transaction codes, and lockers, click 

Detail>>. You will proceed to the Global Invoices & Statements - Details screen. Enter the appropriate ranges. 


9 Click Print to send your invoices or statements directly to the printer. Be sure NOT to click Preview if you are 

processing many invoices or statements. 

10 If you de-selected the Review Invoice Detail for Each Household option, your Invoices/statements will be sent 

directly to the printer. If you selected the Review Invoice Detail for Each Household option, you will proceed to 

the Invoice Detail for Household screen. Review the household transactions; for each transaction that you do 

NOT want to include, highlight the transaction and click Remove. Press F1 for field-level Help as needed. Click 

Print/Next Household to print the current household’s invoice or statement and then continue to the next 

household’s Invoice Detail screen. 



Processing Refund Checks Using RecTrac 

1 Go to Period End � System � Refund Processing � Refund Check Print. You will proceed to the Refund Check 


2 Choose Laser 1, Laser 2, Laser 3, or Matrix printing. Make sure that your check paper is properly inserted in the 

printer. 

3 For matrix printers, click Align Checks. You will proceed to the Output Selection screen. For laser printers, go to 

step 7. 

4 Click Advanced. Click the arrow next to the Function field and select RecTrac Printers. Click the arrow next to 

the Printer field and select your Check printer from the list. 

5 Click Select Printer. Select your printer from the drop-down list. Click OK. Click Print. The following question will 

appear: "Are The Checks Locked And Loaded"? Load your checks and click Yes. When the printing process has 

completed you will proceed to the Refund Check Post screen. 

6 After the check alignment form has printed, you will return to the Refund Check Processing screen. Make any 

necessary adjustments to your check paper and re-click Align Checks as many times as required until the check 

alignment form is printing properly. 

7 When you are ready to print your refund checks, click Print Checks. You will proceed to the Output Selection 

screen. Click Advanced. Click the arrow next to the Function field and select RecTrac Printers. Click the arrow 

next to the Printer field and select your check printer from the list. 

8 Click Print. You will continue to the Refund Check Options Update screen. Enter the Beginning and Ending 

Refund Dates. 

9 Enter information in the remaining fields, or leave their default settings. Press F1 for field-level Help as needed. 

10 Click Print Checks. You will proceed to Refund Check Options Screen 2. 

11 Enter a range of Activities, Passes, or Leagues for which you wish to print refund checks, or accept the default 


12 Click Print Checks. Click Yes to continue with the check printing. 

13 When the printing process has completed you will proceed to the Refund Check Post screen. If all checks printed 

correctly, accept the default check number in the Last Good Check Printed field. 

OR 

If the checks did not all print correctly, enter the number of the last check that printed correctly in the Last Good 

Check Printed field and click Reprint Checks. Click Yes to continue with the check printing. 

14 When the printing process has completed you will proceed to the Refund Check Post screen. 

15 When all applicable checks have printed correctly, click Post Checks. Click Yes to continue posting the checks. 

If you want to print a check register, click Yes when prompted. If you elected to print a check register, you will 

continue to the Output Selection screen. Click Print. 


Refund Check Printer Setup 

To ensure proper alignment of your refund checks, you must set up the printer that you select 

during the refund check printing process with the Form Size field set to 0 (zero) in Printer/Device 

Maintenance . If the printer you will use for check printing is already created in Printer/Device File 

Maintenance, clone that printer and set the newly cloned printer’s Form Size to 0 (zero). 

For example, assume that IBM-PP is your report and refund check printer, and you have already 

set up the IBM-PP in Printer/Device File Maintenance as your default Report Printer. You would 

use the following steps to clone the IBM-PP and modify the new device to be your check printer. 

1 Go to Files � System � Other Maintenance � Printer/Device Maintenance. 

2 Highlight the IBM-PP printer and click Clone. The following message will appear: "Is this a Sequence Number 

Clone?" 

3 Click No. You will proceed to the Printer/Device Record Clone screen. 

4 In the New ID field, enter CHECK. 

5 Click Clone. Your new printer will be added to the browser box on the Printer/Device File Maintenance screen. 

6 Highlight the CHECK printer and click Change. 

7 In the Form Size field enter 0 and click Done. You will return to the Print/Device File Maintenance screen. 




Beginning/End of Season Procedures 

What to Do at Beginning of Season 

Pass Module: 


Update default membership and expiration dates as needed. Update pass type fees. 


Run Activity Reservations program for new season’s activities if not already done. 


Optional 

Use the League Record Clone program (in League Maintenance). This program allows you 

to copy last season’s leagues to new league IDs for the current season with the option to 

also copy the facilities and exemptions. 

Court Module: 

Optional 

Run the Court Slot Generator program (Period End � Court) to create court reservation slots 

for the coming season, if not already done. 


Optional 

In Locker Room Maintenance, update the default locker begin and end dates, if applicable. 



Run the Global Refund Report (Reports � Global � Global Financial Reports), Cash 

Journal, and the GL Distribution Report (Reports � System � System Financial Reports) for 

the same date range on which you will run the purge programs for cash and GL transactions. 

You will want to retain a copy of these reports for audit purposes. 

Golf Module: 


Optional 

Run the Tee Time Generator program (Period End � Golf) to generate tee time slots for the 

coming season, if not already done. 


Optional 

Run the Trainer Time Slot Generator program (Period End � PT) to generate personal 

trainer time slots for the coming season if not already done. 

Facility, Rental, POS, and Trip Modules: 




What to Do at End of Season 



Run the Flat Payment Processing program (Period End � Activity � Instructor Payments & 

Maint). This option is included under end of season assuming that you pay instructors at the 

end of the activity season. If you pay instructors two weeks into the activity season, run this 

program at that time. 


Run the Percent Payment Processing program (Period End � Activity � Instructor Payments 

& Maint). You may optionally run this program at one point during the season and pay 

instructors a portion of their earnings and then run the program at the end of the season and 

pay instructors the remaining percentage. 


Run the Per Head Payment Processing program (Period End � Activity � Instructor 

Payments & Maint). This option is included under end of season assuming that you pay 

instructors at the end of the activity season. If you pay instructors two weeks into the activity 

season, run this program at that time. 

Print the following reports on the same range of classes that you plan to transfer to history 

(see below): 

• Bottom Line Report 

• Activity Fees Report 

• Miscellaneous Income/Expense Report 

• Refund Report 

• Cash Receipts Journal and the GL Distribution Report 

(Run for the same date range on which you will run the purge programs for cash and GL transactions. 

You will want to retain a copy of these reports for audit purposes.) 

• Any other statistical reports on which you need to report information 

Required 

After all reports listed above are printed, run the Roster Transfer to History program (All) 

(Period End � Activity � Activity Roster Maintenance). This program must be run before you 

begin enrollments for your next cycle of seasons. If you began using RecTrac with your 

summer season, then you would have to run the roster transfer before you started 

enrollments for the next summer session. At a Minimum, this program must be run at 

least once per year. 

Optional 

Run the Activity Miscellaneous Income/Expense Item Purge program (Period End � Activity). 

You would typically run this program for activities after transferring their rosters to history in 

preparation for the new season. 

Optional 

Prepare the Activity Brochure Interface (Period End � Activity) for upcoming season. 

Optional 

Run the Inactive Activity Section by End Date (Period End � Activity) program to make all 

sections inactive, if desired. 

Pass Module: 

Prior to running any of the period end programs listed below, print the following reports for 

audit purposes: 

• Pass Type Comparative Report 

• Pass Type Analysis Report 

• Pass Visit History Report 

• Pass Member Report 

• Pass Type Membership Report 

• Pass Type Listing 

• Pass History Analysis Report 



Optional 

Run the Pass Type Visit Purge program (Period End � Pass � Pass Purges). This program 

purges visit statistics that are used for the Pass Type Visit Report. 

Optional 

If you do NOT use the Pass Renewal program, then run the Pass Purge program (Period 

End � Pass � Pass Purges). 


Run all final reports for Leagues that are ended: 

• League Schedule Print 

• League Master Schedule Print 

• League Team Standings Report 

• League Results Report 

• League Facility Usage Report 

Optional 

Run the League Transfer to History program (Period End � League). This allows you to 

retain last year’s league information for mailing purposes. 

Optional 

If you use the same league IDs for the current year that you used last year and use the 

League Maintenance program to update changes for the new year, run the League Initialize 

program (Period End � League) to remove that season’s league schedules and to remove 

last year’s team payments. When generating the schedule for the new year, the system 

removes the facility reservations for the old schedule before creating the new schedule. This 

could reduce the facility usage reports for last year. 

Court Module: 


Generate next season’s court slots if they are created one season in advance. 

Golf Module: 


If using tee times and you want to purge previous season’s worth of tee time reservations, 

run the Bulk Tee Time Delete program (Period End � Golf). Input dates and times to purge 

and select the Delete Tee Times That Have Been Reserved option. 


If using tee times, run the Tee Time Generator program (Period End � Golf) to create next 

season’s tee times if they are created one season in advance. 



Generate next season’s personal trainer time slots if they are created one season in 

advance. 

Facility, POS, Rental, Locker, Trip, System, and Global Modules: 




End of Calendar or Fiscal Year Procedures 

What to Do at End of Calendar or Fiscal Year 

If your organization runs on a calendar year, then on the Static Parameters - Core Info 

screen (Files � System) you would have selected January in the Beg Fiscal Month field. 

The following required period end programs should be run on December 31 or before you 

start any processing in January of the next year. 

If your organization is running on a fiscal year, then on the Static Parameters - Core Info 

screen (Files � System) you would have selected July in the Beg Fiscal Month field. The 

following required programs should be run on June 30 or before you start any processing in 

the next month in the new year. 

The following list of programs should be run consistently, either on a calendar year or fiscal 

year basis, depending on your organization. Do NOT run some of them at calendar year end 

and others at fiscal year end. 

Required 

You must perform a full backup of RecTrac before you begin the year end processes. The 

\vsi directory with all its subdirectories must be included in the backup. Your RecTrac 

engines must be shut down to ensure your database is backed up. Validate that the backup 

tape or disks are good. Label the backup as RecTrac Final Backup Year End mm/dd/yyyy. 

You will want to save this backup in a fireproof, waterproof, secure place for at least one 

year. 


Required 

Run the Instructor YTD Initialize program (Period End � Activity � Instructor Payments & 

Maint). 

Optional 

Run the Payment History Purge program (Period End � Activity � Instructor Payments & 

Maint). You would typically keep two years of transactions. 

Optional 

Run the Roster History Purge program (Period End � Activity � Activity Roster 

Maintenance). If this is your first year using the RecTrac system, this step can be skipped. 

The roster history can be kept indefinitely, but its value for mailing purposes decreases with 

each passing year. You may choose to purge all roster entries that are older than two years. 


Required 

Run the Facility Reservation Year End Transfer program (Period End � Facility). This 

program must be run prior to the first facility attendance post for the new fiscal year. 


If you have premium dates linked to any of your facilities, run the Facility Premium 

Maintenance program (Files � Facility) to update any days/dates on which premium billing 

should apply. 

Print the Facility Attendance Report (Reports � Facility � Statistical/Usage Reports) on the 

same range of facilities that you plan to run the Facility Year End Transfer program: 

Print the following reports on the same range of facilities that you plan to run the Facility 

Reservation Purge program: 

• Facility Attendance Schedule 

• Facility Fees Report 


Run the Facility Reservation Purge program (Period End � Facility). Typically, you might 

want to want to keep two years worth of reservations. By running the program annually and 

clearing out old reservations, the facility reservation programs will process more efficiently. 




Run the Global Misc Inc/Exp Report (Reports � Global � Global Financial Reports) to print a 

hard copy of this information before running the purge (see next step). 


Run the Facility Misc Income/Expense Item Purge (Period End � Facility). Typically you 

might want to keep two years worth of postings. By running the program annually and 

clearing out old miscellaneous postings, the programs will run more efficiently. 

Pass Module: 

Prior to running any of the period end programs below, print the following reports for audit 

purposes: 

• Pass Type Comparative Report 

• Pass Type Analysis Report 

• Pass Visit History Report 

• Pass Member Report 

• Pass Type Membership Report 

• Pass Type Listing 

Required 

Run the Pass Type Statistics Transfer program (Period End � Pass). This program must be 

run before you post any pass type figures for the first month of the new fiscal year. 

Optional 

Run the Pass Type Visit Purge program (Period End � Pass � Pass Purges). This program 

purges visit statistics that are used for the Pass Daily Visit Report. You would typically keep 

two years of data. 

Optional 

If you do not use the Pass Renewal program, then run the Pass Purge program (Period End 

� Pass � Pass Purges). 

Optional 

Run the Pass Visit History Purge program. This program removes the pass member’s visit 

history. You would typically keep two years of data. 


Optional 

If you do not run the same leagues year after year, and you want to delete your leagues from 

the system, run the League Purge program (Period End � League). 

Optional 

Use the League Record Clone program (in League Maintenance). This program allows you 

to copy last year’s leagues to new league IDs for the current year with the option to also copy 

the facilities and exemptions. 

POS Module: 

Required 

Perform all your regular month end processes. 

Prior to running any of the period end programs below, print the following reports for audit 

purposes: 

• Household Sales Report 

• Sales Summary Report 

• Cost of Goods Sold Report 

• Inventory Comparison Report 

• Inventory Cost/Value Comparison Report 

• Inventory Valuation Report 

• Ticket Valuation Report 

• Sales History Report 

• Ticket History Report 



• Inventory Daily Accountability Report 

Required 

Run the Inventory Year-End Transfer program (Period End � POS). This program transfers 

all the cost, sales, and quantity figures for each month of last year to the respective historical 

records for the previous year, and those for the current fiscal year to last year. In addition. 

this program resets the year to date figures to zero. 

Required 

Run the T/C Statistics Transfer program (Period End � POS). This program transfers all the 

cost, sales, and quantity figures for each month of last year to the respective historical 

records for the previous year, and those for the current fiscal year to last year. In addition, 

this program resets the year to date figures to zero. 


Run the Sales History Purge program (Period End � POS). This program removes the sales 

history for a given period of time for a selected range of trans codes, inventory, and/or 

tickets. You would typically keep two years of data. 


Run the Ticket History Purge program (Period End � POS). This program removes ticket 

sales history for a selected range of dates and tickets. You would typically keep two years of 

data. 


Prior to running any of the period end programs listed below, print the following reports for 

audit purposes: 

• Rental Yearly Usage Report 

• Rental Revenue Report 

Required 

Run the Rental Year-End Transfer program (Period End � Rent). This program transfers 

rental revenue and expense figures for each month of last year to respective historical 

records for the previous year and does the same for each month of the current year to 

records for last year. 


Run the Rental History Purge program (Period End � Rent). This program removes rental 

sales history for a selected range of dates and items. You would typically keep two years of 

data. 

Court Module: 


If you have premium dates linked to any of your court facilities, run the Facility Premium 

Maintenance program (Files � Facility) to update any days/dates on which premium billing 

should apply. 

Print any statistical reports for the same range of courts for which you plan to run any of the 

purges or deletions listed below. The reports you choose to run might be those reports that 

provide you with essential information that will be lost with the purge or deletion. 

Optional 

Run the Court Reservations Purge program (Period End � Court). You would typically keep 

two years of data. 

Optional 

Run the Court Slot Delete program (Files � Court). 


Optional 

If you do NOT use the Locker Renewal program, then run the Locker Rental History Purge 

program (Period End � Locker). You would typically keep two years of data. 



Trip Module: 

Optional 

Run the Trip Booking Purge program (Period End � Trip). You would typically keep two 

years of data. 

Golf Module: 


Optional 

Run the Golfer Auto Expire program (Period End � Golf). 

Optional 

Run the Golfer History Analysis Report (Reports � Golf � Golfer Reports). 

Run the Weather Purge program (Period End � Golf) if you input weather information and 

want to remove it from your database. You would typically keep two years of data. 


If you want to purge previous years worth of personal trainer time slots, run the Trainer Time 

Slot Delete program (Period End � PT). Input dates and times to purge and toggle options to 

delete reserved time slots with or without balances. You would typically keep two years of 

data. 

System Administration Module: 

Optional 

Run the Cash Journal (with the Print Detail option DE-selected) and GL Summary 

Distribution Report for the year. Note: These two reports can take hours to run; please plan 

accordingly. 


Update system holidays in the Holiday Dates Maintenance program (Files � System � 

Parameter Codes Maintenance). 


Revise default POS tiered pricing cutoff dates/times as needed (Files � System � 

Parameter Codes Maintenance � Static Parameters - POS/Misc screen) 

Optional 

At the end of the school year, run the Grade Bump program (Period End � System) to 

advance family member grade codes. 

Optional 

Run the following purges (all found in Period End � System � Period End Purges), taking 

care to purge only data that you will not need to refer to in the future: 

• Audit Log Purge 

• Cash Journal Purge 

• GL Distribution Purge 

• Refund Purge 

• Tickler Purge 

• Transaction History Purge 

• Household Purge (for inactive households only) 





The programs described below all need to be run on a standard schedule for each CYS 

installation. It is important that the time interval and who should run each program be decided as 

soon as you begin using the CYS system. If these programs are not run consistently your 

database may not function as you expect it to. 

Program Name Required If: 

Provider Attendance 

Posting 

No Show Fee Posting 

CYS Miscellaneous 

Income/Expense 

Posting 

USDA Meal 

Reimbursements 

Hourly Care Time Slot 

Generator 

CYMS Project Care 

Waitlist Transfer 

CYS Wait List Age 

Group Advance 

CYMS Waitlist Purge 

CYMS Waitlist Status 

Change 

CYS Installment Billing 

• You wish to post meal reimbursement amount for 

Provider classes. 

• You wish to include Provider attendance figures in your 

Pass Visit reports/inquiries. 

• You wish to charge a penalty fee for Hourly care No 

Shows 

• You receive reimbursement checks at your center 

• You wish to generate meal reimbursement amounts 

based on attendance figures. 

• Note: If you wish to generate amts for CYS and 

Provider enrollees the Provider Attendance Posting 

should ALWAYS be run just before running the meal 

reimbursement program. 

• You wish to offer Hourly Care and want to track 

attendance, reservations and no shows. 

• You want to keep your wait lists up-to-date based on 

Need Dates. 

• You want to keep the ages listed on your wait list 

entries up-to-date. 

• You want to remove wait list entries that have not been 

renewed within a specified time period. 

• You want to change the status of wait list entries that 

have not been renewed to inactive. 

The installment billing procedure should be run on a consistent basis based on the smallest 

interval of time for which you installment bill for any one enrollee. Prior to running the installment 

billing procedure you will need to run the Installment Billing Recalc program to update billing 

amounts based on any changes that may have taken place in your CYS database since the last 

time you ran the installment billing program. 

Note: Whenever the installment billing process is run, the DAR Report should be run immediately 

after. By completing these two processes in succession you will be able to see the installment bill 

amounts move from the control account into the proper revenue account. 


• You set up your activities according to CYS standards and selected the ‘Allow Installment Billing’ toggle on all 

CYS activities. 

1 Go to Period End � CYS � CYS Install Bill Recalc. 

2 Leave the Household range wide open, including all households. 

3 Click Recalc. Click Yes. 



4 When the process is complete the following message will display: ‘CDC Activity Installment Bill Recalc 

Complete!’ 

5 Click OK. Click Exit to will return to the Main Menu. Now that all installment bill amounts have been checked for 

accuracy we can run the Installment Bill procedure. 

6 Go to Period End � Global � Global Auto Dr/Install Billing. 

7 Select the Activity toggle. De-select Pass, Rental and Locker. 

8 Select the Process and Journal option. 

9 Enter the appropriate due date for this batch of installment bills. This entry will automatically default to one month 

after the bill date. Remember that late fees will be assessed based on this due date. 

10 Click Process to begin the Installment Billing Process. 

11 A message will be displayed in regards to auto-debiting. Since CYS does not currently use the auto-debit feature 

in RecTrac ignore the message and click Yes. 

12 You will continue to the Output Selection screen. Click Preview. An Installment Billing Journal will display. 

13 Click Print to print the journal listing. You will return to the Installment Billing screen. 


Calculating Late Fees 

Run this program to calculate and charge late fees to households who have not paid their 

installment bills before the dates specified on the USDA Meal Reimbursement – Late Payment 

Fee Parameters screen. 

1 Go to Period End � Activity � Activity Late Fee Calculation. 

2 Enter or select the range of CYS classes for which you wish to calculate and charge late fees. 

3 Click Process and Journal. You will receive the following message ‘The following process will assess late 

charges for all enrollments that have outstanding balances and are linked to sections with late fees enabled. Do 

you wish to continue with this program?’ 

4 Click Yes. You will continue to the Output Selection screen. 

5 Click Preview to view the journal before printing. 

6 Click Std Print. The following message will appear: ‘Activity Late Fee Assessment Complete!’ 

7 Click OK. 

8 Click Exit. 

Advancing Ages for CYMS Wait List Entries 

The CYMS Waitlist Age Group Shift program allows you to adjust program types linked to wait list 

entries. The program advances the age group of children on the wait list as time advances so that 

their wait list criteria will always stay up-to-date. Run this program at consistent periodic intervals 

(e.g., the last day of each month). 

1 Go to Period End � CYS � CYS Waitlist Processes � CYS Waitlist Age Group Advance. 

2 In the Aging Date field, enter or select the date on which you wish to recalculate wait list enrollees’ ages. 

3 In the Age Group Range fields, enter the range of age groups for which you wish to recalculate wait list 

enrollees’ ages. 

4 If the enrollee record does not have a date of birth specified, select whether you wish to: 

• Leave the waitlist age entry as is 

• Set the waitlist age entry to infant 

• Set the waitlist age entry to blank 

5 Select the Print Group Advance Log option if you want to print a log of all entries that are shifted during this 

process. The report prints the Member Name, From Group, To Group, Sponsor Name, Work Phone and Home 

Phone Number of the shifted waitlist enrollees. 

6 Click OK to begin processing your selections. 

7 Click Exit. 



Deleting Wait List Entries Based on Renewal Dates 

The CYMS Waitlist Purge program allows you to delete wait list entries based on wait list renewal 

dates. 

See Also: Renewing a Wait List Entry 

Inactivating Wait List Entries that Have Not Been Renewed 

1 Go to Period End � CYS � CYS Waitlist Processes � CYS Waitlist Purge. 

2 In the Renewal Cutoff Date field, enter or select the renewal date on which you wish to base your purge. All 

waitlist entries with a renewal date before the date entered here will be deleted. 

3 Select the Include Active Waitlist Records? option if you wish to include wait list entries with an active status in 

this process. 

4 Select the Include Inactive Waitlist Records? option if you wish to include wait list entries with an inactive 

status in this process. 

5 Click OK. The purging process will begin. 

6 Click Exit when the process is complete. 

Inactivating Wait List Entries that Have Not Been Renewed 

The CYMS Waitlist Status Change program allows you to inactivate wait list entries that have not 

been renewed within a specified period of time. You would run this program to make sure that 

your wait list stays active and current. 

See Also: Renewing a Wait List Entry 

Deleting Wait List Entries Based on Renewal Dates 

1 Go to Period End � CYS � CYS Waitlist Processes � CYS HH Waitlist Status Change. 

2 Select whether you want to use the Cutoff Date Only or Beginning/Ending Cutoff Dates. 

3 In the Cutoff Date field (or Inactive Cutoff Date range fields if you selected Beginning/Ending Cutoff Dates 

above), enter or select the date(s) that wait list entries have to be renewed by in order to remain on the wait list. 

Wait list entries with dates before this date will be coded as inactive. 

4 Select whether you want to include Inactive Waitlists Only or All Waitlists. 

5 Select whether you want to print a Status Change log, showing the details of the changes you made. 

6 Select the waitlist type(s) you want to include. 

7 Click OK to begin processing your selections. 

8 Click Exit. 



Chapter 5: Installment Billing & Auto Debiting 

Installment Billing and Auto Debiting: Setup/Overview 

What You Need to Know Before Using the Auto Debit Feature 

Before your organization will be able to use the Auto Debit feature, you will need to make sure 

that you complete the following pre-setup steps. 

Sample Files 

If you are currently using an Electronic Funds Transfer procedure with another vendor, you will 

need to send a sample of the file that the vendor sends to the bank to VSI. We will then analyze 

what information is exported, the format in which it is exported and match our export from 

RecTrac to this design. 

If you cannot give VSI a sample file, VSI will produce a sample file based on your organization’s 

account and routing numbers. You will then need to forward the sample file to your bank to 

confirm that the format is functional. 

Information Needed 

VSI will need to know your Account Number and Routing Number in order to direct funds to the 

correct account. 

Connectivity 

Your organization will need to have some way to transmit the file that RecTrac creates for Auto 

Debit (i.e., secure bank web site, modem, etc.). 

Hardware Requirements 

If you wish to use the Auto Debit feature with credit cards, you must have an approved credit card 

processor in place and functioning from within RecTrac. 

The following steps lead you through: 

• Creating an Installment Billing Default Template. 

• Allowing installment billing/auto-debit for each module and setting up the proper fees. 

• Establishing an installment billing/auto-debit plan during the initial registration or rental. 

• Updating an existing installment billing/auto-debit plan for each module. 

• Canceling an existing installment billing/auto-debit plan for each module. 

• Suspending an existing installment billing/auto-debit plan for each module. 

• Reinstating an existing installment billing/auto-debit plan for each module. 

• Creating an installment billing/auto-debit plan AFTER the original registration or rental is complete. 

• Processing auto debits at the end of each week, month, etc. 

• Printing installment bills at the end of each week, month, etc. 

• Processing the household’s installment billing payment. 



Creating an Installment Billing Default Template 

Before you can begin installment billing or auto-debiting patrons you must FIRST create at least 

one Installment Billing Default Template. Templates may then be used as an installment billing 

and/or auto-debiting guideline within the following RecTrac modules: 

� Activity 

� Facility 

� Pass 

� Rental 

� Locker 

The Installment Billing Default Templates determine the default billing frequency, days of the 

week/month/year and any additional options or rules that may apply. 

1 Go to Files � System � Finance Codes Maintenance � Installment Billing Default Template Maintenance. 

2 Click Add to create a new Installment Billing Template. You will proceed to the Installment Billing Default 

Template Core Information screen. 

3 Enter a code (up to five alpha-numeric characters) in the IB Default Code field. For example, MTHLY for a 

monthly template. 

4 Enter a Description for the template. For example, Monthly Billing. 

5 Select an Interface Mode for the template. If Auto is selected, the RecTrac user processing registrations linked to 

this Installment Billing Template will automatically be prompted for the preferred installment billing method upon 

selection of the pass, activity, etc. If Manual is selected, the user will need to proceed to the billing screen during 

a transaction to setup the billing manually. 

6 Select if installment billing is required (IB Required). If this option is not selected, patrons will have the option to 

pay in full at the time of each transaction that is linked to this template. 

7 Select if installment billing will be allowed Always, Never or Prompt (user choice) for WebTrac transactions linked 

to this template. 

8 Select a Billing Frequency for this template. There are many different ways to setup each Installment Billing 

Template. Here are the options you may choose from: 

Weekly - If this option is selected, you will be required to select which day of the week the patron will be billed. 

Bi-Weekly - If this option is selected, you will be required to select which day of the week the patron will be billed. 

You will also need to specify "A Dates Only", "B Dates Only", or "1/2 Cycle Each". These options allow you to 

specify which two weeks out of the month the billing will take place. Click the Biweekly Preview button to view 

the dates that each option has been pre-set to use. 

Semi-Monthly - If this option is selected, you will be required to enter the two days within the month the patron 

will be billed. (ie. Day 1=1, Day 2=15. Patrons would then be billed on the 1st and 15th of every month.) 

Monthly - If this option is selected, you will be required to enter the day of the month the patron will be billed. (ie. 

Day =1. Patrons would then be billed on the 1st of every month.) 

Quarterly - If this option is selected, you will be required to select which four months of the year the patron will be 

billed, as well as, enter the day of the month. (ie. Jan/Apr/Jul/Oct; Day =1. Patrons would then be billed on the 1st 

of January, April, July, and October.) 

Semi-Annually - If this option is selected, you will be required to enter two dates the patron will be billed within a 

single year. (ie. Month 1=1, Day 1=1 & Month 2=6, Day 2=1. Patrons would then be billed on the 1st of January, 

and again on the 1st of June.) 

Annually - If this option is selected, you will be required to enter a single date the patron will be billed each year. 

(ie. Month =1, Day =1. Patrons would then be billed on the 1st of January.) 

Bi-Annually - If this option is selected, you will be required to enter a single date the patron will be billed everyother 

year. (ie. Month =1, Day =1. Patrons would then be billed on the 1st of January every-other year.) 

9 Select a Billing Start Date Rule for this template. Select Start with Next Billing Cycle, if you would like billing to 

always start with the next billing cycle. Select Start with Begin Date of Billed Item, if you would like to start billing 

with the begin date of the billed item. For example: If a person purchases a pass in April but does not want the 

membership to become active until June; you may not want to begin billing until the pass becomes active in June. 

(Optionally, you may select either Use Daycare Rules – Bill in Advance or Bill in Arrears if you were setting up a 

template for daycare billing.) 

10 If you would like to skip a specific number of bills after a registration or reservation, enter the number of bills you 

wish to skip in the Skip ‘X’ Bills Before First Billing Cycle field. 



11 Enter the default number of bills for this template. For example, if this template is a monthly installment billing 

template that you will be using for an annual pass type, you may want to enter 12, so the billing schedule is 

automatically setup for 12 billing cycles. 

12 Select the Allowable Payment Options that are excepted when using this template. 

13 Select the default payment option for this template. 

Note: This is only the default selection. If all payment options are allowed (including Auto-Debit 

ACH, Auto-Debit from Credit Card, and Installment Billing), you will have the option to switch the 

payment option at the time of the transaction. 




Activity Registrations 

Allowing Installment Billing/Auto-Debit And Setting Up The Proper 

Fees For An Activity/Section: 


• Any activity/sections for which you wish to allow installment billing/auto-debit have already been added to the 

database. 

• Most of the activity registrants will use the installment billing/auto-debit plan and therefore you will set up the 

fees to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module’s Fees 

screen. 

1 Go to Files � Activity � Activity Maintenance. 

2 Highlight the activity for which you wish to allow installment billing. Click Change. You will proceed to the Activity 


3 Select an Installment Billing Default Template. 

Note: You MUST select a template in order for auto-debit to be allowed. 


5 Highlight the section for which you wish to allow installment billing. 

6 Click Change. You will proceed to the Activity/Section Core Information screen. 

7 Click the Fees radio set button at the top of the screen. 

8 Add the bill code fees that reflect the installment billing amount. 

For example: If you charge $120 for a six week class and you auto-debit activity enrollees’ accounts 

weekly, you would set up your IB Amt fees to equal $20 ($20 per week for six weeks equals $120). 

9 Click Done to save your changes and return to the Section Listing screen. 


Establishing An Installment Billing/Auto-Debit Plan During The 

Activity Registration Process: 

1 Proceed to the Activity Registrations screen. 

2 Select the appropriate Family Member. 

3 Select the appropriate Activity/Section. 

4 If the Installment Billing Default Template linked to the selected Activity has been setup to use an interface mode 

of Auto, immediately after you select an activity, the Installment Billing Options screen will appear, prompting for 

the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto Debit 

from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing Default 

Template settings you may not have all of these settings. Select the payment option, and click Ok, then click 

Select to add the activity registration to the Transaction Listing Browser box. 

OR 

If the Installment Bill Default Template linked to the Activity has been setup to use an interface mode of Manual, 

you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any necessary 

changes to the installment billing for this activity registration. 

Note: Even if no changes are made, you must visit this screen in order to establish the installment billing for the 

patron when using the manual interface mode. 

5 Click OK. You will return to the Activity Registrations screen. 

6 Process the registration and payment as usual. 

Updating Installment Billing For An Individual Activity Enrollee: 

1 Go to Files � Global � HH Installment Billing Update. You will proceed to the Household Selection screen. 

2 In the Lookup field, enter all or part of the primary guardian’s name for which you wish to update the installment 

billing plan, and click Primary Name. 

Note: You may use an alternate lookup method if preferred. 



3 Select the appropriate name from the Household Listing screen, and click Select. You will proceed to the List of 

Installment Bills screen. 

4 Highlight the installment billing line item that you wish to update. 

5 Click Change Bill to proceed to the Billing Schedule screen. 

6 Make any necessary changes to the installment billing plan. Press F1 for field-level Help as needed. 

7 Click Done to save your changes to return to the List of Installment Bills screen. 


Updating Installment Billing For An Activity (All Enrollees): 

1 Go to Files � Activity � Roster Update. You will proceed to the Roster Update screen. 

2 In the Activity Number field, enter or select the activity whose enrollees you want to update. 

3 Click Next to proceed to the Activity Enrollee Selection screen. 

4 Highlight the enrollee for whom you wish to update the installment billing plan. 

5 Click Billing to proceed to the Billing Update screen. 


7 Click Done to save your changes to return to the Activity Enrollee Selection screen. 

8 Click


4 Highlight the family member for whom you wish to suspend the installment bill. 

5 Click Select. You will proceed to the Cancel/Changes screen. 

6 Highlight the activity for which you wish to suspend the installment billing plan. 

7 Click Update Charges to proceed to the Fee Update screen. 

8 Click Suspend Billing. 

9 Click OK to save your changes and return to the Update Charges screen. 


11 Answer "Yes" to continue after confirming that the resulting financial figures are correct. You will proceed to the 

Payment (or Refund) Update screen, depending on the household balance for the activity module. 

12 Process any payment or refund as usual. 

Reinstating Installment Billing For An Activity Enrollee: 

Note: The following steps may be used to reinstate the installment billing for an activity enrollee 

who has had their installment billing plan suspended. 

1 Go to Daily � Activity � Activity Cancel/Changes (Indiv). You will proceed to the Activity Registration 

Cancels/Changes Household Selection screen 

2 In the Lookup field, enter all or part of the family member’s name for which you wish to reinstate the installment 

billing plan. 

3 Click Family Member. You will proceed to the Family Member Listing screen. 

4 Highlight the family member for whom you wish to reinstate the installment bill. 

5 Click Select. You will proceed to the Chancel/Changes screen. 

6 Highlight the activity for which you wish to reinstate the installment billing plan. 


8 Click Reinstate Billing. 



11 Answer Yes to continue after confirming that the resulting financial figures are correct. You will proceed to the 

Payment (or Refund) Update screen, depending on the household balance for the activity module. 


Creating Installment Billing After The Activity Registration: 

1 Go to Files � Activity � Roster Update. You will proceed to the Roster Update screen. 

2 In the Activity Number field, enter or select the activity in which the applicable family member is enrolled. 

3 Click Next to proceed to the Activity Enrollee Selection screen. 

4 Highlight the enrollee for whom you wish to create the installment billing plan. 

5 Click Billing. The following question will display: "No Installment Billing Plan has been set up for this roster. Do 

you want to set one up?" 

6 Click Yes. You will proceed to the Billing Update screen. 

7 Make any necessary changes to the newly created installment billing plan. Press F1 for field-level Help as 

needed. 

Even if no changes are made to the entries on this screen, you must visit this screen in order to establish 

the registrant’s installment billing. 

8 Click Next>> to proceed to the Activity Billing Schedule screen. 

9 Click Done to return to the Activity Enrollee Selection screen. 

10 Click


Pass Management 


Fees For A Pass: 


• Any pass types for which you wish to allow installment billing/auto-debit have already been added to the 

database. 

• Most of the pass registrants will use the installment billing/auto-debit plan and therefore you will set up the fees 

to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module’s Fees screen. 


2 Highlight the pass type for which you wish to allow installment billing/auto-debiting. 

3 Click Change. You will proceed to the Pass Type Core Information screen. 

4 Click the Fees/Featr radio set button at the top of the screen. 

5 Add the Bill Code fees that reflect the installment billing/auto-debiting amount. 

For example: If you charge $240 for an annual pass membership and you auto debit pass holder’s 

accounts monthly, you would set up your IB Amt fees to equal $20 ($20 per month for 12 months equals 

$240). 

6 Select an Installment Billing Default Template. Using the example above, you would select a template which 

has been set up to bill/charge monthly. 

Note: You MUST select a template in order for installment billing/auto-debit to be allowed. 

7 Click Done to save your changes and return to the Pass Type Maintenance screen. 


Establishing An Installment Billing/Auto-Debit Plan During The Pass 

Registration Process: 

1 Proceed to the Pass Registrations screen. 

2 Select the appropriate Family Member. 

3 Select the appropriate Pass Type. 

4 If the Installment Billing Default Template linked to the selected Pass Type has been setup to use an interface 

mode of Auto, immediately after you select a pass, the Installment Billing Options screen will appear, prompting 

for the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto 

Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing 

Default Template settings you may not have all of these settings. Select the payment option, and click Ok, then 

click Select to add the pass registration to the Transaction Listing Browser box. 

OR 

If the Installment Bill Default Template linked to the pass has been setup to use an interface mode of Manual, 


changes to the installment billing for this pass registration. 



5 Click OK. You will return to the Pass Registrations screen. 

6 Process the registration and payment as usual. 

Note: If renewing a pass which has not yet expired and there are remaining unbilled bills, the 

unbilled bills are NOT deleted or cancelled. These bills will be APPENDED TO with the new bills 

for renewed pass. This has several benefits: 

1 If the previous billing frequency or dollar amount is different than the new billing frequency or 

dollar amount, the old bills finish up. 

2 Expiration dates of the old pass and the begin date of the new pass are compared, so you 

patrons are not double-billed if they renew early. Conversely, if a patron renews late, they will 

not be billed for the lapsed period of time. 



Updating Installment Billing For A Pass Member (Using Household 

Installment Billing Update): 


2 In the Lookup field, enter all or part of the family member’s name for which you wish to update the installment 

billing plan. 


4 Highlight the family member for whom you wish to update the installment bill. 

5 Click Select. You will proceed to the List of Current Installment Bills screen. 




9 Click Done to save your changes to return to the List of Current Installment Bills screen. 


Updating Installment Billing For A Pass (Using Pass Member 

Maintenance): 




billing plan. 

3 Press Enter. You will proceed to the Family Member Listing screen. 

4 Highlight the family member for whom you wish to update the installment billing plan. 

5 Click Select to proceed to the Pass Listing screen. 

6 Highlight the pass membership for which you wish to update the installment billing plan. 

7 Click Select to proceed to the Pass Detail Core Information screen. 

8 Click the Fees/Charges radio set button at the top of the screen. You will proceed to the Pass Detail 

Fee/Charges screen. 

9 Click Billing to proceed to the Billing Schedule screen. Enter your override password if prompted. 


11 Click Done to save your changes and return to the Fees/Charges screen. 

12 Click Done to return to the Pass Update Family Member Selection screen. 

13 Repeat steps 2–12 to change any other pass installment bills, as needed. 


Canceling Installment Billing For A Pass Member: 



2 In the Lookup field, enter all or part of the family member’s name for which you wish to cancel the installment 

billing plan. 


4 Highlight the family member for whom you wish to cancel the installment bill. 

5 Click Select. You will proceed to the Pass Management Cancel/Changes screen. 

6 Highlight the pass membership for which you wish to cancel the installment billing plan. 


8 Click Cancel Billing. 

Note that the Net Fees Charged will now reflect the total amount due for the pass type 

membership (less any previous fees paid for the pass type membership). 



9 Click OK to save your changes and return to the previous screen. 



Payment (or Refund) Update screen, depending on the household balance in the pass module. 


Suspending Installment Billing For A Pass Member: 

Note: Suspending installment billing tells the system not to include the installment bill the next 

time you run the Installment Billing program. When you reinstate the installment bill, the system 

will bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for a 

Pass Member. 

1 Go to Daily � Pass � Pass Cancels/Changes. You will proceed to the Pass Management Cancels/Changes 

Household Selection screen 

2 In the Lookup field, enter all or part of the family member’s name for which you wish to suspend the installment 

billing plan. 


4 Highlight the family member for whom you wish to suspend the installment bill. 


6 Highlight the pass membership for which you wish to suspend the installment billing plan. 








Reinstating Installment Billing For A Pass Member: 

Note: The following steps may be used to reinstate the installment billing for a pass member who 

has had their installment billing plan suspended. 


Household Selection screen 


billing plan. 


4 Highlight the family member for whom you wish to reinstate the installment bill. 


6 Highlight the pass membership for which you wish to reinstate the installment billing plan. 








Creating Installment Billing After The Pass Registration/Renewal: 



2 In the Lookup field, enter the family member for whom you wish to create the installment billing plan. 



3 Click Name Search to proceed to the Family Member Listing screen. 

4 Highlight the family member for whom you wish to create the installment billing plan 

5 Click Select to proceed to the Pass Listing screen. 

6 Highlight the pass membership for which you wish to create the installment billing plan. 

7 Click Select to proceed to the Pass Detail Core Information screen. If the selected family member has multiple 

passes you will first need to select the pass that you wish to modify before proceeding to the Pass Detail Core 


8 Click the Fees/Charges radio set button at the top of the screen. You will proceed to the Pass Detail 

Fee/Charges screen. 

9 Click Billing. Enter your override password if prompted. 

10 You will to proceed to the Billing Update screen. 


needed. Note that the default number of bills will be the number that has been specified on the Installment Billing 

Default Template which is linked to this pass type. 

12 Click Next>> to proceed to the Billing Schedule screen. Press F1 for field-level Help as needed. 

13 Click Done to save your changes and return to the Pass Detail Fee/Charges screen. 

14 Click Done to return to the Pass Listing screen. 

15 Click Exit to return to the Pass Update Family Member Selection screen. 




Rentals 


Fees For Rental Items: 


• Any rental items for which you wish to allow installment billing/auto-debit have already been added to the 

database. 

• Most of the renters will use the installment billing/auto-debit plan and therefore you will set up the fees to reflect 

the amount of the installment billing/auto-debit fee in the IB Amt field of each module’s Fees screen. 

1 Go to Files � Rental � Rental Class Maintenance. 

2 Highlight the rental class for which you wish to allow installment billing/auto-debiting. 




5 Click Done to save your changes and return to the Rental Class Maintenance screen. 


7 Go to Files � Rental � Rental Item Maintenance. 

8 Select the rental item that you wish to allow installment billing for and click Change. 

8 Click the Fees/Charges radio set button at the top of the screen. 


For example: If you charge $600 for a yearly rental and you installment bill/auto debit patrons monthly, 

you would set up your IB Amt fees to equal $50 ($50 per month for 12 months equals $600). 

10 Click Done to save your changes and return to the Rental Item Maintenance screen. 


Establishing Installment Billing For Rental Items: 

1 On the Rental Item Reservations screen, select the appropriate rental Item. 



4 If the Installment Billing Default Template linked to the Rental Class Maintenance - Core Information screen has 

been setup to use an interface mode of Auto, immediately after you select a rental item, the Installment Billing 

Options screen will appear prompting for the patrons preferred payment option. The four possible options are: 

Auto Debit from Bank Account, Auto Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. 

Depending on your Installment Billing Default Template settings you may not have all of these settings. Select the 

payment option, and click Ok. Then, click Select to add the rental to the Transaction Listing Browser box. 

OR 

If the Installment Bill Default Template linked to the rental item has been setup to use an interface mode of 

Manual, you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any 

necessary changes to the installment billing for this rental item. 



5 Click OK. You will return to the Rental Item Reservations screen where the rental item reservation will 

automatically be added to the Transaction Listing Browser Box. 

6 Process the rental and payment as usual. 

Updating Installment Billing For A Rental Customer: 

1 Go to Files � Rental � Rental Install Billing Update. You will proceed to the Rental Installment Billing Update 

Family Member Selection screen. 

2 Enter the Household Name for which you wish to update the installment billing record. 

3 Click Name Search. You will continue to the Family Member Listing screen. 

4 Highlight the Family Member in the browser box for which you wish to update the installment billing record. 



5 Click Select. You will proceed to the Rental Listing screen. 

6 Highlight the rental item for which you wish to update the installment billing record. 

7 Click Select to continue to the Billing Schedule screen. 


9 Click OK to save your changes and return to the Rental Installment Billing Update Family Member Selection 

screen. 


Canceling Installment Billing For A Rental Customer: 

1 Go to Daily � Rent � Rental Cancel/Changes. You will proceed to the Rental Search Criteria screen. 

2 Click Name Lookup to find the rental reservation by customer name. You will proceed to the Rentals 


3 In the Lookup field, enter all or part of the family member’s name for which you wish to cancel the installment 

billing plan. Click Primary Name. You will continue to the Household Listing screen. 

4 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Rental 


5 Highlight the rental reservation for which you wish to cancel the installment billing plan. 



8 The following message will display: "Do you want to charge all remaining fees before cancelling the Installment 

Bills?" Click Yes. 

Note that the Net Fees Charged will now reflect the total amount due for the rental reservation (less any previous 

fees paid for the rental.) 



Payment (or Refund) Update screen, depending on the household balance for the rental module. 


Suspending Installment Billing For A Rental Customer: 


time you run the Installment Billing program. After you reinstate the installment bill, the system will 

bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for a 

Rental Customer. 

To suspend installment billing for a rental customer: 

1 Go to Daily � Rental � Rental Cancel/Changes. You will proceed to the Rental Search Criteria screen. 







5 Highlight the rental reservation for which you wish to cancel the installment billing plan. 






Payment (or Refund) Update screen, depending on the household balance for the Rental module. 




Reinstating Installment Billing For A Rental Customer: 

Note: The following steps may be used to reinstate the installment billing for a rental customer 

who has had their installment billing plan suspended: 

1 Go to Daily � Rental � Rental Cancel/Changes. You will proceed to the Rental Search Criteria screen. 







5 Highlight the rental reservation for which you wish to reinstate the installment billing plan. 






Payment (or Refund) Update screen, depending on the household balance for the Rental module. 


Creating Installment Billing After The Rental Reservation: 

1 Go to Files � Rental � Rental Install Billing Update. You will proceed to the Rental Installment Billing Update 

Family Member Selection screen. 

2 Enter the Household Name for which you wish to update the installment billing record. 

3 Click Name Search. You will continue to the Family Member Listing screen. 

4 Highlight the Family Member in the browser box for which you wish to update the installment billing record. 

5 Click Select. You will proceed to the Rental Listing screen. 

6 Highlight the rental item for which you wish to create the installment billing record. 

7 Click Select. The following message will display: "No Installment Billing has been set up for this Rental. Do you 

want to set one up?" 

8 Click Yes. You will proceed to the Billing Update screen. 


needed. 

Even if no changes are made to the entries on this screen, you must visit this screen in order to establish the 

customer’s installment billing plan. 

10 Click Next to save your changes and return to the Billing Schedule screen. Make any necessary changes to the 

newly created installment billing plan. Press F1 for field-level Help as needed. 

11 Click Done to return to the Rental Installment Billing Update Family Member Selection screen. 




Lockers 


Fees For Lockers: 


• Any lockers for which you wish to allow installment billing/auto-debit have already been added to the database. 

• Most of the renters will use the installment billing/auto-debit plan and therefore you will set up the fees to reflect 

the amount of the installment billing/auto-debit fee in the IB Amt field of each module’s Fees screen. 

1 Go to Files � Locker � Locker Room Maintenance. 

2 Highlight the locker room for which you wish to allow installment billing/auto-debiting. 

3 Click Change. You will proceed to the Locker Room Core Information screen. 




6 Highlight the locker(s) (one at a time) that you wish to allow installment billing/auto debit for and click Change. 

7 Click Done to save your changes and return to the Locker Room Maintenance screen. 

8 Click the Fees and Features radio set button at the top of the screen. 


For example: If you charge $120 for a yearly locker rental and you installment bill/auto debit patrons 

monthly, you would set up your IB Amt fees to equal $10 ($10 per month for 12 months equals $120). 

10 Click Done to save your changes and return to the Rental Item Maintenance screen. 


Establishing Installment Billing For Locker Customer: 

1 On the Locker Rentals screen, select the appropriate locker room. 


3 Enter or select the locker number in the Locker Number field. 

4 If the Installment Billing Default Template linked to the Locker Room Maintenance - Core Information screen has 

been setup to use an interface mode of Auto, immediately after you select a locker, the Installment Billing 

Options screen will appear prompting for the patrons preferred payment option. The four possible options are: 

Auto Debit from Bank Account, Auto Debit from Credit Card, Installment Bill Only, or Skip Installment Billing. 

Depending on your Installment Billing Default Template settings you may not have all of these settings. Select the 

payment option, and click Ok, then click Select to add the locker rental to the Transaction Listing Browser box. 

OR 

If the Installment Bill Default Template linked to the locker has been setup to use an interface mode of Manual, 


changes to the installment billing for this locker rental. 



5 Click OK to return to the Locker Rentals screen where the locker rental will automatically be added to the 

Transaction Listing Browser Box. 

Update Installment Billing For A Locker Customer: 



billing plan. 


4 Highlight the family member for whom you wish to update the installment bill. 

5 Click Select. You will proceed to the List of Current Installment Bills screen. 






9 Click Done to save your changes to return to the List of Current Installment Bills screen. 


Cancel Installment Billing For A Locker Customer: 

1 Go to Daily � Lock � Locker Cancel/Changes. You will proceed to the Household Selection screen. 

2 Click the Family Member button to find the locker rental by customer name. You will proceed to the Family 

Member Listing screen. 

3 Highlight the appropriate customer in the browser box and click the Select button. You will continue to the Locker 


4 Highlight the locker rental for which you wish to cancel the installment billing plan. 



7 The following message will display: ‘Do you want to charge all remaining fees before cancelling the Installment 

Bills?’ Click Yes. 

Note: The net fees charged will now reflect the total amount due for the locker rental (less any previous fees paid 

for the rental.) 

8 Click OK. 



Payment (or Refund) Update screen, depending on the household balance for the locker module. 


Suspend Installment Billing For A Locker Customer: 


time you run the installment billing program. After you reinstate the installment bill, the system will 

bill for all amounts during the suspended period. See Also: Reinstate Installment Billing for a 

Locker Customer. 

1 Go to Daily � Lock � Locker Cancel/Changes. You will proceed to the Household Selection screen. 





4 Highlight the locker rental for which you wish to cancel the installment billing plan. 






Payment (or Refund) Update screen, depending on the household balance for the Locker Module. 


Reinstate Installment Billing For A Locker Customer: 

Note: The following steps may be used to reinstate the installment billing for a locker customer 

who has had their installment billing plan suspended: 









4 Highlight the locker rental for which you wish to reinstate the installment billing plan. 






Payment (or Refund) Update screen, depending on the household balance for the Locker module. 




Updating A Range Of Installment Bill Records: 

The Bulk Installment Billing Update program allows you to update the bill codes and fees linked to 

selected installment billing records. It would be helpful to run this program when your organization 

implements new rate structures that will affect your installment billed customers. 

1 Go to Period End � System � Installment Billing Updates � Bulk Installment Billing Update. 

2 Select the module(s) in which you wish to update installment bills. 

3 Enter the appropriate bill codes and fees that you wish to replace those on the records that you will be updating. 

4 Click the Details>> button at the bottom of the screen. You will continue to the Installment Billing/Auto Debit - 

Details screen. 

5 Based on the modules that you selected on the previous screen, select the appropriate ranges for the installment 

bills that you wish to update. 

6 When you are finished selecting the precise range of installment bills that you wish to update, click the Process 

button. 

7 You will continue to the Output Selection screen. Select whether you wish to print or preview the resulting Bulk 

Installment Billing Update Log. The report prints the Household Name, Household Number, Family Member 

Number, Module, Description, Bill Code, Old Bill Amount, and the New Bill Amount. 

8 After the report has printed and the appropriate records have been updated, you will return to the Bulk Installment 

Billing Update screen. Click Exit. 

Suspending A Range Of Installment Bills: 


2 In the individual selection browser, select the household(s) for which you wish to suspend installment billing. 

OR 

Enter or select the range of households for which you wish to suspend installment billing. 

Then, choose whether you wish to suspend installment bills based on your selections in the range and browser, 

or the browser only. 

3 Select Suspend as the Billing Status Option. 

4 Enter or select the Date to Suspend. 

5 Select the modules for which you wish to suspend installment billing. 






8 Click Details>>. You will continue to the Installment Billing Status Update - Details screen. 


suspend installment billing. 



12 When you return to the Installment Billing Status Update screen, click Exit. 

Note: To restart installment bills, refer to the "Restarting a Range of Installment Bills" instructions. 



Processing Auto Debits: 

1 Go to Period End � Global � Global Auto Dr/Install Billing. You will proceed to the Installment Billing/Auto-Debit 

screen. 


3 When the system processes a family member’s auto-debit, it temporarily creates a fee due for the family 

member’s household. The new fee equals the amount of the auto-debiting amount. 

4 The system then immediately processes a payment for the auto-debit amount; however, if a credit balance exists 

the credit balance will automatically be used first before billing. If the credit balance is less that the total amount of 

the bill, only the remaining amount will be billed. 

5 Auto-debiting does not print a bill, however, an Installment Billing Log will print by selecting the Process and 

Journal option, and a receipt for the payment will be generated. 

Printing Installment Bills: 

1 Go to Period End � Global � Global Auto Dr/Install Billing. You will proceed to the Installment Billing/Auto Debits 

screen. 


3 Select the option to Process and Journal if you wish to print a log of all installment bills/auto-debits. 

4 Mail out the installment bills to all applicable households. 

Processing The Household’s Installment Bill Payment: 

1 Go to Daily � Activity or Pass � Activity or Pass Payments. Select the appropriate household. You will proceed 

to the Payment Update screen. 

2 Enter the Pay Amount. 

3 Click Print to print the payment receipt. 

You would then continue to run the Installment Billing/Auto Debit program on a weekly, bi-weekly, 

semi-monthly, monthly, quarterly, semi-annual, annual, or bi-annual basis. You would print out the 

installment bills, mail them out to the applicable households and then process the payments as 

they come in. 



Chapter 6: Running Reports and Inquiries 

Report and Inquiry List 

Global 

Reports in the Global Module 


CDBG Report Month-by-month activity enrollment, facility reservation, and 

pass visit totals by Age, Race and Income categories 

Global Childcare Statement Annual records of payments made towards activities that 

have been flagged as "child care" activities 

Global Childcare Statements II Annual records of payments made towards activities that 

have been flagged as "child care" activities. (Transaction 

history records.) 

Global Childcare Statements 

(General Ledger) 

Pulls its data from General Ledger records and NOT from 

transaction numbers, like the other Childcare Statements 

do 

Global Deposit Liability Report All reservation deposits on account within the system 

Global Deposit Trial Balance Who owes you deposit money, by module (FR/LK/RN) 

Who you owe deposit money to, by module (FR/LK/RN) 

Global HH Payment Restriction Report Households that have been restricted to using one type of 

pay code 

Global HH Transaction History Listing Household balance, by module 


Global HH Trial Balance Credit balances due for each household, by module 





Global HH Trial Balance II Credit balances due for each household, by module 








Global Misc Income/Expense Report Any misc income or expense items posted 




Global Receipts Reprint Reprint any past receipt, by household 


Global Refund Report Refunds due or paid, due to payment reversals and 

cancellations 

Global Statements II Detail information for the current period plus any payments 

received thus displaying the true net household balance. 

Global Statements III Detail information for the current period plus any payments 

received thus displaying the true net household balance. 

Ability to specify a minimum amount spent on a given tran 

code range; ability to display user-specified tran code 

subtotals 

Global Statements IV Transaction history statements , including payment detail 

(i.e., what was actually paid off) 

HH Adjustment Decrease Report Shows any houshold that has had an adjustment decrease 

made to it via a Cancel/Changes program 

Household Discount Code Listing Households with linked discount codes 

Household Payment Summary 

Installment Billing Audit Report 

Installment Billing Labels & Letters 

Installment Billing Receivables Report 

Customers in order of the amount of money they have 

spent 

Installment bills within a range of activity registrations, 

passes, rentals, and/or locker rentals 

Installment billing setup information in laser or matrix 

mailing labels, mail merge letters, export file, and/or report 

form 

Installment billing amount that will be billed between two 

user-specified dates 

Installment Billing Report Installment Billing setup information 

Installment Billing Schedule Proof 

Report 

Scheduled installment bills for a given date range 




Labels & Letters by Member Features Export file of households 

Labels & Letters by Household 

Features 

Mail merge for households 

Mailing labels for households 

Report of households with addresses 

Export file of households 

Mail merge for households 

Mailing labels for households 

Report of households with addresses 

Lynk Credit Card Report Detailed information about credit card transactions 

processed through Lynk 

Promotional Giveaway Labels & 

Letters 

Randomly select a number of individuals who have 

participated in the WebTrac promotional giveaway and give 

them a prize 

User Codes Statistical Report Breakdown of males and females by each user code 

Inquiries in the Global Module 

Breakdown of residents and non-residents by each user 

code 

Total family members within each user code 

This Inquiry: Gives You This Information: 

Global Household Inquiry Activity registrations for household 

Court reservations for household 

Facility reservations for household 

Family member medical records 

Family member setup info 

Golf memberships for household 

Household transaction history for all modules 

Locker rentals 

Pass cancellations for household 

Pass memberships for household 

Point of sale history for household 

Registration cancellations for household 

Rentals for household 

Roster history for household 

Trip bookings for household 

Global HH Installment Billing Inquiry Installment billing records linked to the select household 




Global Street/Address HH Inquiry Households currently established in your database that fit 

the street address criteria 

Activity 

Reports in the Activity Module 


Activity Accrual Report 

Activity Below Minimum 

Enrollment Report 

Activity Billcode Report 

Fees and accrual amounts for a selected range of activities. 

Activities that have not met the minimum enrollment threshold 

The bill codes and fees attached to a selected range of activity 

sections 

Activity Billcode Roster Enrollees that have specific bill codes linked to them. 

Activity Bottom Line Report Activities, with enrollment counts 

Activity Brochure Report 

Activity Budgetary Report 

Fees charged, less discounts, plus amounts paid, less amounts 

refunded, less instructor pay, misc income and expense, and net 

income or expense, by activity 

Net income (expense), by activity 

Creates an ASCII file that can be imported into the word 

processing or desktop publishing software program that you use 

to create your activity brochure 

Budget versus actual and variance, by activity 

Activity Bus Stop Roster List of all family members on bus route with five blank spaces to 

write in dates and ten blank check boxes [ ] (two boxes for each 

day of the week to mark whether a student was picked up and 

dropped off) 

Activity Calendar 

Activity Child Care Statement 

Calendar with activity reservations for selected month(s) and year 

Enrollment and financial info for "child care" activities, by 

household 

Activity Discount Report Enrollees who have received fee discounts 

Total fee discounts 




Activity Facility Usage Report Facilities being used by activities, with meeting times, days and 

dates 

Facility reservation numbers, by activity 

Activity Fee Code Report Number of rosters with selected fee code(s). 

Activity Fees Report Fees + tax charged, less discounts, plus amounts paid, less 

partial refunds and net amount due, by bill code for each activity 

Activity Full Class Report 

Activity G/L Report 

Activities that have met the maximum enrollment threshold 

Revenue received for a given date range and activity range. 

Activity History Rosters Roster records that have been transferred to history 

Activity Household Roster Activities that Household Members have signed up for. 

Activity Household Roster II Household members that have signed up for activities. 

Activity Instructor Report Activities, with meeting times, days and dates 

Instructors for each activity 

Activity Labels & Letters Export file of activity enrollees 

Mail merge for activity enrollees 

Mailing labels for activity enrollees 

Report of activity enrollees with addresses 

Activity Listing List of activities, with enrollment counts and class status 

List of activities, with meeting times, days and dates 

Summary activity section setup info 

Summary list of activities, with user-defined category values 

Activity Location Report Lists all facilities, dates, and times associated for a range of 

activities and sections. 

Activity Lottery Spin Report Activities that have lottery entries 

Summary lottery results, by activity 

Activity Medical Roster Lists medical conditions of the enrollees in the class in an 

instructor roster format 

Activity Proof Report 

Activity Roster Fees Report 

Detailed activity section setup info 

Fees paid by activity. 




Activity Rosters Enrollee information, such as phone numbers, addresses, 

comments 

Who is enrolled in an activity 

Activity Status Report Activity begin dates 

Activity end dates 

Instructors and their pay rates, by activity ** 

Activity Transportation Roster Activity enrollees that require transportation (based on reg/ref user 

codes) 

Activity Trial Balance Balances due for each household 

Activity Type Statistics Report 

Activity Types Listing 

Activity Visit Report 

Activity Waiver Print 

Total Household balances 

Total outstanding monies 

Who owes you money 

Activity enrollment statistics for analysis 

Detailed activity type setup info 

Pass visits recorded for activities. 

Liability waivers, by family member 

Activity Wellness Statement Compensation amounts for enrollees’ participation in a wellness 

incentive program 

Activity Year-End Information 

Birthday/Grade Report 

Activity year-end information in summary or detail 

Enrollees with age, grade, gender, guardian, phone numbers 

Brochure Generator Report Creates an text file that can be imported to the word processing or 

desktop publishing software that you use to create your activity 

brochure Allows you to select a range of activities and the status 

of those activities that are to be included You may also specify up 

to twelve activity details that you wish to print 

Class Attendance Worksheet Activity roster with attendance check boxes 

Class Emergency Contact 

Listing 

Activity roster with class meeting numbers to check off 

Activity roster with enrollee signature lines 

Emergency contact information for enrollees in a selected range of 

activities 

Daycare Sign In/Out Sheet Sign in/sign out sheet for each daycare enrollee 




Demographic Statistics Report Demographics statistics, by activity 

Statistics, by activity: age, grade, zip code, user code, registration 

referral code, gender, residency 

Double Booking Report All family members in the database that have more than one 

activity enrollment and those enrolled in the same activity but 

different section 

Enrollment Statistics Report 

Comparison of activity enrollment statistics between GUI 

(RecTrac), WebTrac, and TeleTrac 

Enrollment Type Report Enrollment statistics broken down by Web, TeleTrac, and Regular 

enrollments—by date. 

Family Member Comments 

Report 

Enrollees with their family member comments 

Household Roster Calendar Calendar for specified household(s), by indicating the month(s) 

and year. 

Instructor Block Schedule Instructor schedules in a block format 

Instructor Class Listing 

Instructor Comments Report 

Instructor Evaluation/Contracts 

Report 

Instructors with a list of their activity sections, meeting 

dates/times, enrollment counts 

Instructors with instructor comments 

Instructor evaluation comment form with activity section info, 

activity fee info and instructor pay info ** 

Instructor GL Report Instructor’s pay rate tables and associated g/l codes ** 

Instructor Labels & Letters Export file of instructors 

Instructor Listing By Rate Table 

Instructor Pay Alert Report 

Mail merge for instructors 

Mailing labels for instructors 

Report of instructors with addresses 

Instructors sorted by and including rate tables 

Instructors’ gross earnings ** 

Instructor Pay History Report Instructors and their pay history by activity ** 

Instructor Phone Listing 

Instructors’ standard, overtime, other and total wages ** 

Instructors’ home, work and emergency phone numbers 




Instructor Rosters Enrollee information, such as phone numbers, addresses, 

comments for each instructors’ activity sections 

Who is enrolled in each instructors’ activity sections 

Instructor Roster Schedule Roster schedules for instructors for each day of the week 

Instructor Summary Report Instructors linked to each activity 

Instructors and their personnel and pay rate info ** 

Instructors with addresses, phone numbers 

Lottery Batch Receipts Batch enrollment receipts for lottery enrollees 

Lottery Enrollment Report Activities that have lottery entries 

Detailed pre-lottery spin information by activity 

Participation Report Activities, by status: active (below minimum, wait list, full), 

inactive, pending, cancelled 

Participation hours and enrollment counts, by activity 

Pass Linkage Report Activities, with enrollment counts 

Pass Membership Counts as a percentage of activity enrollments, 

by activity 

Pass Membership Counts, by activity 

Post Card Confirmations Same as Labels & Letters but uses custom post card text that you 

enter in Letter File Maintenance 

Roster History Analysis Compares roster history records from multiple years. 

Section Address Exception 

Report 

SRA Activity Type Stats Report 

SRA Fam Member Profile Print 

and Labels/Letters 

Enrollees whose street address does not match the list of streets 

entered in the Keyword Search field of the selected sections. 

The number of registrations that member districts (family member 

user codes) had during a certain time period based on activity 

type. 

Allows Special Recreation Assocations to mail a profile letter and 

questionnaire to individuals that have no email address and email 

the report as an attachment (if desired) to individuals with an email 

address 




Unique Enrollment Report Number of unique family members with enrollments 

Number of unique family members with lottery entries 

Number of unique family members with wait list entries 

Total number of enrollments in all current activities 

Total number of lottery entries in all current activities 

Total number of wait list entries in all current activities 

Unique Family Report Number of unique families with enrollments 

Unique Participation Stats 

Report – Details 

Number of unique families with wait list entries 

Total number of enrollments in all current activities 

Total number of wait list entries in all current activities 

Number of family members in each district (family member user 

code) that answered yes to a selected range of medical condition 

questions 

User Codes Statistical Report Breakdown of males and females by each user code 

Breakdown of residents and non-residents by each user code 

Total family members within each user code 

Waiting List Report Activities that have wait list entries 

Wait listed enrollees with phone numbers, by activity 

Wellness Report/Export Compensation enrollees should receive based on their completion 

of a selected range of activities 

** Contains confidential information 

Inquiries in the Activity Module 

Create an export file that can be imported into Johnson Control’s 

payroll. 


Activity Inquiry Activity setup info 

Current year roster 

Instructors 

Misc income and expense postings 

Previous years rosters 

Section setup info 

Activity Search Specific activity and section based on a selected set of 

criteria 



Activity Type Inquiry Activity types and descriptions 

Instructor Inquiry ** Instructors comments 

Instructors pay history 

Instructors pay info 

Instructors qualifications 

Instructors schedules 

Instructors unavailable times 

Referees schedules 

Roster Quick Glance What activities a family member is enrolled in 

Section Inquiry 

Facility 

Reports in the Facility Module 

Current year roster 

Instructors, misc income and expense postings 


Previous years rosters 

Section setup info 


Billing Premium Report Bill code premiums with definitions 

Who needs to be billed or invoiced 

Billing Reminder Report Households that need to be billed for Facility Reservations. 

Billing Report Who has been billed or invoiced 

Consolidated Reservation 

Report 

Summary reservation info and fee info, by facility ID 

Daily Facility Schedule Reservations in your database for a selected range of facilities 

and reservation dates broken down by facility and day 

Deposit Liability Report Deposits that have been charged, but not yet returned. 

Facility Attendance Report Attendance and income figures for this year, last year and 

variance, by month 

Daily schedule of reservations with expected headcounts and 

space to write in actual headcounts 




Facility Attendance Schedule Reasons for Facility Usage for a selected range of facilities 

and dates. 

(i.e. Activity or Household/Organization Reservations) 

Facility Availability Report Available time blocks for a selected range of facilities and 

dates 

Facility Block Schedule Multiple facility schedules in a block format 

Facility Bottom Line Report 

Reservation and financial statistics for each selected facility. 

Facility Checklist Household facility reservation information in card format. 

Facility Daily Count Report Bill code count for each reservation, by date 

Facility Deposit Trial Balance Deposit Balances due for each household 

Total Household deposit balances 

Total outstanding deposit monies 

Who owes you deposit money 

Facility Double Booking Report Facility reservations that are double booked 

Facility Family Report Facilities that have siblings and children 

Facility "family trees" 

Facility Fees Report Total fees charged and paid, by bill code 

Facility G/L Report Facility revenue by G/L 

Facility Household Report Detailed trial balance (with address, phone numbers, contact 

person) 

Facility Household Reservation 

Report 

Who owes you money, by FR/TP/CR modules 

Summary reservation info and fee info, by household 

Facility ID Listing Facility ID codes and their descriptions 

Facility Labels & Letters Export file of facility reservees 

Mail merge for facility reservees 

Mailing labels for facility reservees 

Report of facility reservees with addresses 

Facility Locations Listing Facility location codes, descriptions, addresses and phone 

numbers 




Facility Reservation Calendar Reservation info at a facility ID, in calendar format 

Facility Reservation Denial Stats 

Report 

Facility reservations that have been denied 

Facility Reservation Schedule Reservation info and fee info, by date 

Facility Reservations Change 

Report 

Changed and/or deleted facility reservations 

Facility Schedule Reservation info at a facility, by date 

Facility Schedule (Landscape 

Format) 

Facility Schedule By Booking 

Date 

Facility schedule information in landscape format 

Reservations info and fee info, by booking date 

Facility Statistics Report Total reservation count, headcount, fees charged and paid, by 

facility ID 

Facility Summary Block 

Schedule 

View multiple facility schedules in a column format 

Facility Trial Balance Balances due for each household 




Facility Types Listing Facility type codes and their descriptions 

Facility Usage Report Facilities with usage in hours and percent of utilization per 

number of open hours 

Facility Weekly Booking Report Booked time blocks for a selected range of facilities 

Household Reservation Detail 

Report 

Household Reservation Detail II 

Report 

Household Reservation Report 

II 

Household Usage Statistics 

Report 

Summary reservation info and fee info, by household, 

selectable by reservation number 

Detailed reservation, fee and receipt information for 

reservations, by household, selectable by reservation number 

Summary reservation and fee information by household 

Total reservation count, headcount and fees paid, by 

household/org 

Location Fee Code Report Reservation and fee code totals by location. 




Location G/L Revenue Report 

Facility G/L distribution records for a given date range. 

Total revenue figures by location by G/L code based on the 

bill codes linked to each reservation. 

Location Maintenance Schedule Maintenance Information/Instructions for a selected range of 

Locations, Facility Types, and Dates. 

Location Reservation Calendar Reservation info at a facility location, in calendar format 

Location Schedule By Date Reservation info at a facility location, by date 

Location Statistical Report Total reservation count, headcount and fees paid, by location 

Location Usage Report Facility usage by location 

Maintenance Schedule Reservation info and maintenance info and comments, by 

facility and date 

Reservation Statistical Report Total reservation counts, headcounts and percent of totals by 

facility ID 

Summary Facility Schedule Summary reservation info, by date 

Today’s Reservations Cards Facility Reservation information in card format. 

Inquiries in the Facility Module 


Facility Block Search A specified number of time blocks that meet your 

requirements: facility type, location, ID, days of the week 

or weeks of the month or facility features (e.g., bleachers 

or dugouts) 

Facility Inquiry Current year attendance and revenue figures 

Facility setup info 

Last year attendance and revenue figures 


Monthly/daily facility schedule 

Monthly/weekly facility calendar schedules 

Multi-facility schedule 

Schedule search by reservation number 




Facility Search Search by criteria required for a reservation 

Location Inquiry Daily location schedule 

Specify reservation requirements; Search results 

display facility, description and open time blocks 

Location setup info 

Monthly location calendar schedule 

Search by reservation number 

Facility Reservation Monitor Continuous display of upcoming facility reservations 

Pass 

Reports in the Pass Module 


Access Control Comparative Report Members who did not check in at a required, central pass 

swipe location, with option to suspend violators 

Activity Visit Report Pass visits recorded for activities (Actually found under the 

Activity drop-down menu) 

Average Daily Attendance Report Average daily attendance by day of week for a range of 

pass types, facility locations, days of the week, dates, and 

times 

Daily Visit Summary Report Total counts and fees for daily visit pass types 

Generic Visit History Report Generic visits for given search criteria 

Individual Visit History Report Prints a listing of visits and associated fees by individual 

pass holder. 

Individual Generic Visit History Report Print a listing of visits by individual family member(s) over a 

selected date range 

Location Pass Visit Report Summarizes visits by pass type by location 

Member Count Report Records created from the daily member archive program. 

Monthly Attendance Summary Attendance summary based on a given activity and date 

range 




MTSS Meal Reimbursement Report Visits for each person broken down by breakfast, lunch, 

dinner, Sunday brunch, Sunday dinner, and holiday meals 

Pass Access Control Attendance 

Report 

Prints pass access control ticket information. 

Pass Access Control Ticket Print Bar-coded tickets for entrance into access control points of 

entry 

Pass and Access Control Visit Log Allows you to print a log listing of all Pass Visits and 

Access Control Visits within the date and time range 

selected. 

Pass Bar Code Print Prints bar codes for passes or ID cards for a selected 

range 

Pass Billing Report Estimate of pass billing reimbursement based on the swipe 

counts for a given date range, grouped by the passes you 

associate with up to four schools 

Pass Bottom Line Report Registration and financial statistics for each selected pass 

type 

Pass Daily Visit Report Hourly breakdown of visits on a given date, by pass type 

Total visits on a given date, by pass type 

Pass Discount Report Pass members who have received fee discounts and the 

total amount of fee discounts given 

Pass Generic Visit Report Hourly visits counts by age, organization, gender, FM and 

HH user codes, for each pass type 

Pass G/L Report Displays fees paid toward passes by G/L Code and Cost 

Center (if applicable) over the date/time range and pay 

codes selected. 

Visits counts by age, organization, gender, FM and HH 

user codes, for each pass type 

Pass History Analysis Report Historical membership information broken down by pass 

type 

Pass Labels & Letters Export file of pass members 

Pass Labels & Letters – 

Market New Members 

Mail merge for pass members 

Mailing labels for pass members 

Report of pass members with addresses 

Report to find people who DO NOT have a pass. Marketing 

report to acquire new memberships. 




Pass Loads/Swipes Report Pass members or swipes for a range of up to fifteen days, 

grouped by the passes you associate with up to four 

schools 

Pass Member Analysis Report Current membership information broken down by pass type 

Pass Member Fee Code Report Registration totals by pass type 

Pass Member Liability Report Calculates membership liability, which means unearned 

income for passes that have been paid for, but not used 

Pass Member Question and Answer 

Report 

Questions asked and answers given during pass 

registration 

Pass Member Report Pass members with membership info and fee info 

Pass Member Visit Report Pass members with membership info, fee info and total 

visit count 

Pass Membership Monthly Comparison 

Report 

Monthly comparison of new and renewed pass 

memberships/revenue for last year and the current year 

Pass Print Pass printing in pass template format, with or without bar 

codes 

Pass Trial Balance Balances due for each household 




Pass Type Analysis Report Morning/afternoon/evening attendance and income figures 

for this year, last year and variance, by pass type 

Pass Type Comparative Report Monthly attendance and income figures for this year, last 

year and variance, by pass type 

Pass Type Daily Stats Report Pass visits broken down by location, pass type and gender 

Pass Type Demographics Report Age, grade, Zip code, and user code analysis of pass 

members 

Pass Type Listing Pass Type, Description, Months, Restrictions, Member 

Count, New Fee, and Renewal Fee information for 

selected pass types 

Pass Type Membership Report Pass members with membership info and fee info, by pass 

type. Summary membership counts and fee info, by pass 




type 

Pass Visit Blank G/L Report Will help to identify those visits that during the initial swipe 

process were not assigned a G/L. It runs without any user 

input other than the initial verification that you want to run 

the report 

Pass Visit Demographics Report Pass visit counts and percentages by age, grade, zip code, 

purpose, family member user codes, gender and residency 

Pass Visit Fee Code Pass members' visit history information (dates, times, 

purposes, and fee amounts) restricted by the fee codes 

linked to the pass members 

Pass Visit History II Report Members visit detail (dates and times) and statistics for 

generic check ins 

Pass Visit History Report Pass members with visit history info: dates, times, 

purposes, fee amounts 

Visit statistics for generic check ins: total visits, number of 

pass holders, gender breakdown, average length of stay 

Pass Visit Log Pass visits that took place during a specified time range for 

a selected set of pass types, numbers and visit purposes 

Pass Visit Purpose Report Purposes linked to pass visits 

Pass Visit Trial Balance Report Pass visit balances owed by and to selected pass 

members 

Pass Visits By Expiration Date Visits by visit date range if there is a pass history record 

that expires within the selected expiration date range 

Punch Pass Visit Trial Balance Starting and remaining punch pass visit counts for punch 

pass type passholders 

Purpose Daily Visit Report Report showing total number of visits by purpose. 

Quick Pass Print Pass printing in pass template format, with or without bar 

codes 

Rejected Visits Report Rejected swipes by family member for a given date range 

Summary Pass Usage Report Summarizes visits by month, day, or hour. 

Percent of the total visits and average variance (i.e., how 

far a total is from the average) for the passes selected 




Swipe to Billing Comparison Swipes compared to billing, grouped by the passes you 

associate with up to four schools 

Unique Family Pass Report The number of unique family members with passes 

Inquiries in the Pass Module 

List of households with number of unique pass members 

and total number of passes 

The number of unique families with passes 


Pass Inquiry Pass members, membership and visit info 

Pass Type Inquiry Pass members and membership info by pass type 

Pass type setup info 

Pass Visit Inquiry All pass visits for a selected location (or all locations), 

family member (or all locations), and date range 

League 

Reports in the League Module 


Basketball League Score Sheets Basketball score sheet with pre-filled team and player info 

League Bottom Line Report 

League Demographics Report 

Registration and financial statistics for each selected 

league 

Age and grade analysis of players linked to teams 

League Facility Usage Report The facilities being used by leagues with dates, days of the 

week and times 

League Labels and Letters Export file of team members 

Mail merge for team members 

Mailing labels for team members 

Report of team members with addresses 

League Master Schedule Print Schedule of all games within a league "master" category, 

by date & time 




League Officials Report Referees and their personnel and pay rate info 

Referees with addresses, phone numbers 

League Officials Schedule For each referee, their game dates, times, facilities and pay 

rates ** 

League Participation Statistics 

Report 

Lists the number of teams and players who have 

participated in leagues that fit your selection criteria. 

League Player Conflicts Report Player conflicts with league restrictions. 

League Player Stats Report For each player on a team, their personal statistics 

League Report Detailed or summary league setup info 

League Results Report Team standings within a league, with team records and last 

game with scores 

League Schedule Print League schedule information in a side by side format: 

Team info on left and Game dates, times, facilities, team 

pairings on right 

Game dates, times, facilities, team pairings and space to 

write in scores 

League Statistics Report For each team within a league, the average number of 

games played on each day of the week, at each time slot, 

at each facility 

League Team Roster Report Players on a team, with optional personal info 

League Team Standings Report Team standings within a league, with team info and records 

Team names and records 

League Trial Balance Balances due for each team 

League Type Statistics 

League Visit Report 

Credit balances due for each team 


Total team balances 

What teams owe you money 

What teams you owe money to 

Number of leagues, teams, and players for each league 

type. 

Pass visits recorded for leagues 




Master Schedule Calendar Daily calendar of all games within a league "master" 

category, by facility type and location 

Referee Labels and Letters Export file of league officials 

Mail merge for league officials 

Mailing labels for league officials 

Report of league officials with addresses 

Schedule Template Print Generic schedule with Game#, Round#, Home and Away 

Team #s 

Team Listing League(s) linked to selected family members 

Team Schedule Print For each team, their game dates, times, facilities and space 

to write in scores 

Tournament Brackets Generic winner and loser brackets for single and double 

elimination tourneys 

Inquiries in the League Module 

Winner and loser team pairings for single and double 

elimination tourneys 


League History Inquiry Leagues that have been transferred to history, team info 

and player info 

League Officials Schedule ** Instructors schedules 

Referees comments 

Referees pay history 

Referees pay info 

Referees qualifications 

Referees schedules 

Referees unavailable times 

League Referee Inquiry ** All of the instructors/referees currently established in your 

database. 

League Search ** Search for a specificleague based on a selected set of 

criteria. 

League/Team Inquiry & Schedule Facilities linked to leagues 

League schedules 

League setup info 

League skip dates 





Player setup info 

Team schedules 

Team setup info 

Team skip dates 

Team Inquiry ** Team league registrations 

Point of Sale 

Players 

Gift certificates 

Waiver history 

Household information 

Web information 

Reward points 

Transaction history 

Reports in the Point of Sale Module (by Report) 


Access Control Ticket Attendance 

Report 

Tickets/visits sold 

Tickets Used/Unused 

Cashiers Sales History Report Number of tickets/items a selected cashier sold 

Clerk Ticket Assignment Report 

Sales by a selected cashier 

Refunds by a selected cashier 

Clerk assigned to the tickets in a given range 

Ticket detail information 

Cost of Goods Sold Comparison of average sales amount to the gross sales 

amount 

Gross margin for a selected range of inventory items 

Cost Valuation Comparison Report Comparison of quantity on hand for two selected months 

Comparison of average cost for two selected months 

Comparison of cost value for two selected months 

Comparison of value change for two selected months 

Household Detailed Sales Report POS sales broken down by household 

Household Sales Report Household sales amounts by month 




Household sales amounts by quarter 

Total household sales 

Inventory Comparison Report Comparison of inventory quantities sold this year to last 

year and two years ago 

Inventory Daily Accountability 

Report 

Quantity sold variance for this year as compared to last 

year and two years ago 

How sales, transfers and receipts affect total inventory 

value on a daily basis 

Inventory Listing Listing of quantity sold YTD for inventory items 

Listing of normal stock amount for inventory items 

Listing of quantity on hand for inventory items 

Listing of quantity on order for inventory items 

Inventory Physical Count Worksheet Total inventory items on hand 

Last activity date for inventory items 

Inventory Posting Journal Inventory totals for posted physical count records 

Inventory totals for posted order records 

Inventory totals for posted receiving records 

New costs for inventory items 

Old and new posted inventory quantity on hand 

Posted inventory quantity variance 

Inventory Price List Unit price for each inventory item 

Inventory Recipe Report Recipe ingredients and amounts 

Inventory Reorder Report Comparison of quantity on hand to normal stock quantity for 

order evaluation 

Inventory Sales Accountability 

Report 

Number of inventory items sold 

Number of inventory items purchased 

Number of inventory items transferred 

Number of inventory items lost due to spoilage 

Inventory Ticket Bar Codes Scannable price tag labels for ticket and inventory items 

Inventory Valuation Report Comparison of inventory cost and sales basis figures 

Inventory sales margins 

Lakewood CO Ticket Sales Report Tickets sales made via WebTrac only. This is custom report and is 

not available on RecTrac menus 




Markup/Margin Variance Report 

Items whose markup or margin is below or above a target 

percent 

Military Ticket Voucher Report Military ticket voucher information for a selected range of 

items and dates 

Military Voucher Remittal Report 

Military ticket voucher remittal information for a selected 

range of items and dates 

Monthly Sales Report Monthly figures for quantity sold, amount sold, discount 

given, and tax 

Open Ticket Clerk Report 

Open tickets that have been closed out for a given range of 

days, clerks, and/or locations 

Open Ticket Listing Tickets that have not been closed for range of clerks and 

dates 

POS Bottom Line Report 

Sales and financial statistics for each selected tran code 

POS Discount Report Discounts given by household 

POS Hourly Sales History Report POS sales by date 

POS Household Receivables Report 

POS Labels and Letters Mailing address labels 

Household balances broken down into date categories 

Mail merge letters 

Member report 

Create export file of member information 

POS Profit Report Profit on selected transaction codes for a date range 

Profit on selected inventory items for a date range 

Profit on selected tickets for a date range 

POS Ticket Print Print a large number of tickets in advance for a specified 

event 

POS Ticket Reprint Reprint a POS access control ticket. 

POS Trial Balance Report Balances due for each household 

Credit balances due for each household 

Total household balances 



Who you owe money to 




Quick Trans Code Review Cash register receipt tape for one day at one selected 

course 

Sales Demographics Report Sales statistics based on demographics codes entered 

during quick POS processing 

Sales History Report Transaction totals by Tran Code 

Sales Promotion Report Sale dates and prices for a selected range of items 

Sales Tax Report Sales Tax G/L credit and debit transactions 

Summary Sales Report Summary transaction totals by Item, Date, User ID or Time 

Range 

Trans Code GL Sales Report General ledger distributions broken down by tran code 

T/C Sequence File Comparative 

Report 

Comparison of transaction totals from year-to-year for 

miscellaneous sales and golf rounds 

T/C Sequence File Layout Print Listing of selected tran codes in connection with funds 

attached to that account 

T/C Sequence File Sales Report Comparison of total sales of one tran code to tran code 

gross sales 

Comparison of total count of one tran code to tran code 

gross count 

Ticket Commission Report Total commission earned on ticket sales 

Total amount remitted to ticket vendor for sales 

Ticket GL Report Listing of G/L Codes and Cost Centers linked to tickets 

Ticket History Report Total transactions by ticket type 

Ticket Listing Listing of ticket fees 

Listing of ticket revenue 

Listing of number of tickets sold 

Listing of number of tickets available 

Ticket Physical Count Worksheet Quantity of tickets on hand 

Ticket T/C Report Ticket quantity sold 

Commission on ticket sales 

Remittance amount on ticket sales 

Ticket Valuation Report Comparison of ticket cost and sales basis 




Ticket sales margins 

Comparison of ticket cost and sale value 

Touch POS ID Card Print Create user ID cards to use to swipe in to and out of POS 

Touch Screen Processing 

Tran Code Activity Report Income totals by transaction codes 

Tran Code Comparative Report Comparison of transaction totals from one selected year to 

transaction totals from another selected year 

Tran Code Listing Listing of G/L Code, Account Number and Cost Center 

linked to a Tran Code 

Tran Code deflated amount/count 

Tran Code override amount/count 

Tran Code Percentage Report Summary of all sales activity for a given date, course and 

tran code range 

Unused Serialized Tickets Report 

Unused serialized tickets in the database 

Vendor Listing Vendor setup information 

Vendor Sales History Report 

Sales by vendor 

Void History Report Voided transactions for a given date and course range 

What's Hot What's Not Report Sales of items during a date/time range 

Inquiries in the Point of Sale Module 

Percent of total count sold during a selected date/time 

range 

Percent of total amount sold during a selected date/time 

range 


Access Ticket Inquiry Information for an access ticket 

Inventory Inquiry Child inventory items (if applicable) 

Current budget figures by month 

Current year inventory quantities by month 

Inventory item setup info 

Inventory recipe items (if applicable) 

Last year inventory quantities by month 




Tickets Inquiry Ticket detail by ticket group 

Ticket sales history 

Ticket setup info 

Tran Code Inquiry Current budget figures by month 

Rental 

Reports in the Rental Module 

Tran Code setup info 


Campsite Search Campsite rentals by date range 

Household Rental Schedule 

Rental reservations by household 

Outstanding Quick Rental Report Quick rental items that have not been yet been returned 

for a selected range of dates 

Outstanding Rental Report Rental items that have not been yet been returned 

Rental Access Control Attendance 

Report 

Rental/Facility Use Report 

Rental Picnic & Camping Report Custom report 

View sales and redemption information for Access Control 

Tickets linked to rental items. 

Rental item code, rental item name, date out/in, time 

out/in, reservee name/household number/address/home 

phone/work phone, reservation number, headcount, and 

reservation comments 

Rental Alert Report Rental Items that have either been returned late or not 

returned at all. 

Rental Availability Report Availability of a selected range of rental items for a 

selected range of dates 

Rental Billing Reminder Report A listing of rental reservations that are to take place in a 

specified number of days and that have an outstanding 

balance You may also print a listing of those rental 

reservations that have already occurred and that also 

have an outstanding balance 

Rental Bottom Line Report Reservation and financial statistics for each selected 

rental item 




Rental Calendar All reservations for selected rental items in a monthly 

calendar format 

Rental Daily Schedule 

Daily rental information for each rental item at a glance 

Rental Daily Schedule II Report View rental information on a pager per day format. 

Rental Deposit Trial Balance Deposit Balances due for each household 

Total household deposit balances 



Rental Headcount Statistics Report Rental counts and percentages for each 

Capacity/Quantity rental item within selected ranges 

Total rental counts and percentages for Capacity/Quantity 

rental items 

Rental Item Fee Listing A listing of all rental items and their associated bill code 

fees and fee descriptions 

Rental Item Bar Code Labels Allows you to print rental item labels for a selected range 

of rental items You may also print bar codes on a laser 

printer or dot matrix printer Labels can print one, two or 

three columns wide and can print just the item and 

description (for bin markers) or item, description and serial 

number (for individual item labels) 

Rental Item Listing All rental items within a specified range 

Rental Labels & Letters Export file of renters 

Mail merge for renters 

Mailing labels for renters 

Report of renters with addresses 

Rental Package Report A list of all rental packages 

Rental Percent Usage Report Rental usage percentages for each month of the selected 

and previous years 

Rental Return Schedule A selected range of rental items that have been returned 

Rental Revenue Report Total revenue figures for all rental items that fall within the 

selected ranges 




Rental Schedule by Item All reservations for all rental items that fall within the 

selected ranges. This report lists all rental items that are 

"Out" (checked out) or "Pending" (are reserved but have 

not yet been taken out) You may optionally include rental 

items that have been "Returned" (checked-in) 

Rental Schedule by Class Schedule of reservations for rental items of a certain class 

Rental Schedule by Class II 

All reservations for all rental items that are linked to a 

selected range of rental classes and that fall within a 

selected date range. 

Rental Status Report A list of items that are currently being rented, regardless 

of the out date and in date 

Rental Trial Balance Balances due for each household 




Rental Usage Report Number of rentals for each rental item within selected 

ranges 

Rental Yearly Usage Report Rental figures for the months of the selected and previous 

years 

Weekly Rental Availability Report Rental availability for a selected range of dates and rental 

items 

Inquiries in the Rental Module 


Campsite Calendar Rental information for items designated as campsites 

Campsite Search Campsite information on a weekly or date range basis 

Campsite Vehicle Search Campsite rental information for a household with the 

specified entry in the corresponding user-defined field 

Rental Inquiry Current year reservation counts 

Item fee information by bill code 





Monthly/daily facility schedule 

Monthly/weekly facility calendar schedules 

Multi-item schedule 

Multi-item, multi-day schedule 

Rental item setup info 

Schedule search by reservation number 

Rental Search Search by criteria required for a reservation 

Court 

Reports in the Court Module 

Specify reservation requirements; Search results display 

item, description and open time blocks 


Court Bottom Line Report 

Court Labels and Letters 

Enrollment and financial statistics for each selected court 

Laser or matrix mailing labels, mail merge letters, an export 

file, and/or a report of court reservees 

Court Reservation by Court Reservations in signup sheet format 

Reservations, by date & time 

Court Reservation Calendar Daily reservations in time block format 

Court Reservation Report II (CYMS) Reservations in signup sheet format 

Court Reservation Show/No-Show 

Report 

Reservations, by date & time 

Tracks whether or not a range of court reservees showed 

for their court reservations 

Court Reservation Statistics Report Usage statistics in hours and percent used based upon 

number of court reservations 

Court Reservation Usage Report Court Reservations by day and time. 

Court Trial Balance Balances due for each household 









Inquiries in the Court Module 


Court Multi-Court Inquiry Slots reserved for a specified date, household, or court 

Court Reservation Inquiry Court setup info 

Locker 

Reports in the Locker Module 

Number of reservations per court slot 

Standard fees charged per court slot 

Current year attendance and revenue figures 

Daily court schedule 

Last year attendance and revenue figures 

Monthly court calendar schedule 


Impounded Locker Report 

Lock Listing 

Locker Bottom Line Report 

Lockers that will be impounded or will expire within a 

specified date range. 

Lock setup information 

Locker Labels and Letters Export file of locker renters 

Reservation and financial statistics for each selected locker 

room 

Mail merge for locker renters 

Mailing labels for locker renters 

Report of locker renters with addresses 

Locker Deposit Trial Balance Deposit balances due for each household 

Total household deposit balance 



Locker Listing A listing of all lockers, or all rented lockers, or all available 

lockers or all lockers that have expired rental periods 

Locker Post Card Confirmations Laser or matrix labels, post cards, and reports or create an 

export file for a selected range of locker rooms and/or 

lockers. 




Locker Proof Report Financial information linked to selected locker rooms and 

lockers 

Locker Rental Report Locker rental names over a specified date range. 

Locker Room Listing Locker room setup information 

Locker Trial Balance Balances due for each household 

Inquiries in the Locker Module 





Locker Inquiry Lock combinations (password protected) 

Locker availability by locker feature 

Locker rental history 

Locker room setup info and availability 

Locker setup info and availability 

Lock Inquiry Lock combinations (password protected) 

Trip 

Reports in the Trip Module 

Lock setup info 


Labels & Letters Export file of trip passengers 

Trip Access Control Attendance 

Report 

Trip Booking Report By Log Date 

Mail merge for trip passengers 

Mailing labels for trip passengers 

Report of trip passengers with addresses 

Used to print pass access control ticket information. 

Trip booking information, sorted either by log date or 

departure date 

Trip Booking Statistics Report Trip bookings broken down by zip code, group size, and 

market code 



Trip Bottom Line Report 

Trip Payment Report 

Trip Proof Report 


Booking and financial statistics for each selected trip 

Bookings and payment information for these bookings 

Detailed trip setup information 

Trip Report Trip setup information 

Trip Roster Trip passengers, by date and trip ID 

Trip Ticket Reprint Reprints selected range of tickets. 

Trip Trial Balance Balances due for each household 

Inquiries in the Trip Module 





Trip Booking Inquiry Trip comments 

Incident 

Reports in the Incident Module 

Trip fees 

Trip rosters 

Trip setup info 


Incident Report Detailed information about incidents You may also specify 

up to seventeen incident details that you wish to print 

Incident Summary Report 

Summary information for incident records within a selected 

number and date range 



System 

Reports in the System Admin Module 


Audit Log Listing Audit log entries for all modules, by date 

Authorization Receipt Reprint 

Credit card authorization receipt reprinting 

Bar Code Print Print bar codes for passes, ID cards, tran codes 


Bill Code Revenue Report Revenue earnings broken down by bill code type 

and bill code 

Bill Code Revenue Report II Revenue earnings broken down by bill code type 

and bill code; this report offers a ‘slimmed-down’ 

version of the original Bill Code Revenue Report 

Bulk Ticket Print 

Cancellation Reason Report 

Print tickets in bulk for all modules 

Cancellation user codes selected in all of the 

Cancel/Changes programs in RecTrac 

Cash Journal- Detail Cash receipts details for date range 

Cash Journal Cash receipts sorted by date, cash drawer or 

receipt number 

Total debits and credits by payment type for date 

range 


Cash-GL Comparison Report Comparison of cash journal and general ledger 

records 


Census Tract Report Tracks monthly activity of user defined field 1 

household entries in the Activity, Facility, and 

Pass Management modules 

Comment Codes Comment codes setup info 

Consolidated End-of-Shift Consolidated batches for a specified date range. 

Cost Center G/L Report General ledger distribution records sorted by cost 

center 





Credit Book Listing Credit book totals for a range of family members 

Credit Card Report Detailed information about credit card 

transactions processed through Lynk 

Credit Card Tips Report 

Information about credit card transactions that 

included tips 

Custody Cards Custody card items setup info 

Device Assignments By Device Devices linked to users, menu groups, 

workstations, and the default level in your 

database 

Device Assignments Report 

Devices associated with a user ID and/or 

workstation 

Device Links RecTrac devices and their links to the users, 

menus, workstation, and/or defaults 

Discount Codes Discount codes setup info 

Dupe CC Transaction Report 

Duplicate credit card transactions/authorizations 

based on matching credit card numbers, 

expiration dates, and amounts 

E-Check Report Detailed information about EChecks processed 

through RecTrac. 

End-of-Day Summary Report 

Comparison of cash journal activity both for users 

who have and have not posted their End-of-Day 

closeout 


Finance Codes Proof Report Financial codes linked to activity numbers, facility 

locations, pass types, leagues, rental items, 

locker rooms and/or trips 

40 Column Cash Journal Cash receipts sorted by date, cash drawer or 

receipt number in 40 column receipt format 


range in 40 column receipt format 

Total debits and credits for date range in 40 

column receipt format 

G/L Accrual Proof Report Results of accrual processing 




G/L Accrual Report Transactions that are being accrued for a predetermined 

time period 

G/L Code Proof Report 

Bill code or tran code detailed setup information 

for file maintenance records. 

G/L Codes Report General ledger distribution detail records for date 

range 

G/L Department Report General ledger distribution records sorted by g/l 

code, cost center, date or receipt number 

G/L Distribution Report- Detail Total debits and credits by payment type for date 

range 

G/L Distribution Report- Summary Total debits and credits for date range 

Gift Certificate Activity Report Gift certificate detail information (number, code, 

name of the person issued the gift certificate, 

issue date, expiration date, issue amount, amount 

used, amount left, and status) 

Gift Certificate Listing Gift certificate setup information 

Gift Certificate Print Gift certificate forms 

Global Childcare Statements Individual statements for a selected range of 

transactions 

Global Household Trial Balance 

Global Household Trial Balance II 

Balances and credit balances due by module 

Balances and credit balances due by module 

HH Adjustment Decrease Report Households that have had adjustment decreases 

made via a Cancel/Changes program 

HH ID Print Print ID cards with bar codes for a selected range 

of household numbers 

HH Pay Code Audit Report 

HH Scholarship Usage Report 

Subtotal of payment codes against other pay 

codes and displays the percentage of total paid 

using a given pay code 

Household usage details for Scholarship pay 

codes for any combination of modules 




Household and Family Member 

Profile Print 

Profile information about enrollees in selected 

RecTrac activities 

Household Creation Report The method used to create the households in 

your database 

Household Installment Billing Report Installment billing setup information 

Household Listing- Detail Household and family member detail setup info 

Household Listing- Summary Household setup info 

Household Pay Restriction Report Households that have been restricted to using 

one type of pay code 

Household X-Ref Listing Household listing of family member crossreference 

numbers. (Option to print family 

members with cross-reference numbers, without 

cross-reference numbers, or both.) 

Language Audit Report Lists whether or not Language Codes have been 

linked to applicable fields. 

Language File Listing Lists language file entries and there is a "Search 

For" option to print out only items that contain the 

phrase or word you enter. 

Marine Household AFFES Ticket 

Report 

Menu Print Text menu setup info 

Marine AFFES tickets that currently exist in your 

RecTrac database 

Text menu, in menu tree format 

Military DAR Report End-of-day automatic cash drawer balancing 

process 

General ledger distribution records sorted by cost 

center and g/l code 

Tender totals with offset distributions, by cost 

center 


range 


Military DAR II Report General ledger distribution records sorted by cost 

center and g/l code 

Tender totals with offset distributions, by cost 

center 



Missing Receipts Report 


Nova Batch Totals Report 


range 


Receipts that do not have either cash or GL 

information stored in the database 

Nova batch totals 

Parameters Report System parameter detailed setup info 

Pay Code Listing 

Pay code setup information 

Pay Code Summary Cash Report Cash transactions for a selected range by pay 

code 

PcCharge Report Generator 

Permissions Proof Report 

Promotional Giveaway Labels and 

Letters 

Question Group Answer Details 

Question Group Answer Listing 

Question Group Answer Statistics 

Credit Card Detail Report 

Batch Pre-Settle Report 

Batch Post-Settle Report 

File maintenance records and their permissions 

Randomly select a number of individuals who 

have participated in the WebTrac promotional 

giveaway and give them a prize 

Detail records that match user-selected questions 

and required answers 

Answers to registration questions and answer 

statistics 

Analyze answers for a given question group 

Receipts Report General ledger and cash journal distributions for a 

selected range of receipts 

Refund Check Register A report of your refund check register items: 

reconciled, unreconciled and voided items 

Scheduled Events Calendars Provides a week by week listing of all program 

scheduled to via AppServer/Scheduler, displayed 

by the month. 

Scholarship G/L Report Scholarship general ledger distributions 

Scholarship Listing Scholarship setup information 

Scholarship Trial Balance Household scholarship balances 




Security File Print User security setup info ** 

Somers Family Member Listing Print household/family member information on 

custom pre-printed forms 

SRA Family Member Profile Report & 

Labels & Letters 

Profile letter and questionnaire for individuals that 

have no email address and emails the report as 

an attachment (if desired) to individuals with an 

email address 

Summary G/L Distribution Report General ledger distribution records sorted by g/l 

code, cost center, date or receipt number 


range 


Survey Statistics Report Analyze answers from surveys posted on kiosks 

and/or the web 

Tender Balancing Report A quick way to balance your cash drawer(s) by 

printing the breakdown of what pay types (cash, 

check, etc) make up the daily physical drawer 

holdings 

Ticket Print Template Report 

Line items linked to a selected range of ticket 

templates 

Tickler Report Tickler messages and action date info 

Unearned Income Report Earned and unearned income, by g/l code and 

cost center 

User Codes Listing User codes setup info, by type 

Web Address Change Lists households that have changed their 

address(es) via WebTrac. Also lists old and new 

address information. 

WebTrac Parameters Listing WebTrac parameter settings in your RecTrac 

system 

WebTrac Surf Path Report 

Detailed "action list" for a selected range of Web 

sessions 




Weekly Cash Journal Cash totals for a selected range of dates (typically 

one week) 


Inquiries in the System Admin Module 


Address Inquiry Address codes 

Bill Code Inquiry Bill codes, descriptions and setup info 

Comment Codes Inquiry Comment codes, descriptions and full text 

Cost Center Inquiry Cost center budget info 

Cost center code setup info 

Cost center distributions 

Custody Cards Inquiry Custody card items setup info 

Gift Certificate Inquiry Gift certificate header info 

Gift certificate setup info 

G/L Codes Inquiry G/L budget info 

Gift certificate transaction history 

G/L code setup info 

G/L distributions 

Global Gift Certificate Inquiry Gift certificate setup info categorized by type 

Street Address Household Lookup Information for households with selected street addresses 

and zip codes 

Tickler Inquiry Tickler messages and action date info, restricted by the 

user who is logged in 

Golf 

Reports in the Golf Module 


Golf GL Report General ledger distributions for golf transactions 




Golf Tee Time Labels and Letters 

Tee times in laser or matrix mailing labels, mail 

merge letters, export file, and/or report form 

Golfer History Analysis Report Average plays by member type and average 

amounts calculated at the member and daily play 

rate 

Golfer Income Report Revenue received within a selected date and golfer 

type range 

Golfer Rounds Report Number of rounds (in 18-hole equivalents) and the 

amount charged for these rounds by tran code 

Golfer Scores Listing Posted scores 

Golfer Type Analysis Report Greens fee counts and rates by golfer pass type 

calculated at the member and daily play rate 

Golfer Type/Tran Code Analysis 

Report 

Golfer type transaction totals for tran codes 

GolfTrac Comparison Report Compare point of sale and pass revenues recorded 

between two date ranges 

GolfTrac Daily Recap Report Processed GolfTrac POS fees in a 40 column 

format 

Golfer Handicap Card Print Handicap cards for a selected range of pass 

members 

Golfer Handicap PIN Report** Players’ Personal ID Numbers for posting golf 

scores for handicap 

Golfer Handicap Report Golfers and their trend handicap index and actual 

handicap 

Golfer Tee Sheet Reserved and/or open tee times for a selected 

range of courses and dates 

Tee'd Off Report 

Difference between scheduled tee times and actual 

start times for golfers that have been teed off from 

the starter program 




Tee Time Daily Usage Report 

Daily tee time statistics by a user-defined block size 

Tee Time No Show Report Members who did not show for tee times that they 

had previously reserved 

Tee Time Statistics Report 

Statistics based on filled versus unfilled slots; show 

versus no-show slots, and tee times by golfer type 

Tournament Rosters Anticipated participants in a selected range of 

tournaments 

Tournament Score Cards Score cards for your tournament enrollees to use 

Tournament Signup Sheet Form on which customers interested in playing in a 

tournament can signup for that tournament 

Weather Report Weather conditionns by date and golf course 


Inquiries in the Golf Module 


Tee Time Inquiry Booked and available tee times by golf course and 

date, with search capability by golfer name or golfer 

ID number 

Tournament Inquiry All of the golf tournaments that are currently in the 

system 

CYS 

Reports in the CYS Module 


Allergy Report Allergy information for children enrolled in CYS programs 

Court Reservation Report Hourly day care reservations 

CYS Agency Payment/Reimbursement 

Report 

Allows you to view payments and reimbursements made using 

Discount/Agency pay codes and Miscellaneous Income/Expense 

Postings over separate date ranges. 




CYMS Attendance Report Lists children who were swiped into a Center during any portion 

of the date/time range entered. For example, if you set the time 

range for 0600p – 0630p and your date range for one week, 

07/23 – 07/29, the report will list any child who was swiped 

whose visit encompassed some part of that range. Children with 

multiple visits will be listed multiple times. So, a child who 

swiped in at 0500p and swiped out at 0615p will be included, but 

a child who swiped in at 0700a and out at 0559p will not. 

CYS Auto Pay Report Lists family members who have a portion of their CYS Program 

fees paid automatically when billing is run. The report lists the 

program, family member, Agency Paycode and amount of the 

benefit/entitlement. 

CYS Boys and Girls Club Report Statistical participation analysis of total pass 

memberships and visits to selected centers and activities. 

CYMS Hourly Visit Report 

Roster of hourly visits—who came in and how often, what 

was paid, etc. 

CYMS Picklist Report Displays set up information for all Codes in CYMS. 

CYMS Unique Statistics Report Statistics for CYMS households based on spouse status 

and sponsor rank 

CYMS Weekly Report Number of children in each activity involved in each stage 

of the enrollment process 

CYS Ethnicity Report Provides statistical analysis of ethnic diversity by Pass 

Memberships or Activity Registrations. 

CYS Income Rates Change Report Effects of proposed income category rate changes on the 

households in your database 

CYS Labor Schedule Tool A report designed to assist CYS directors/managers in 

the scheduling process of their staff by displaying trends 

in attendance at a specific location during any given 

week. 

CYS PCS Report Provides a detailed listing of children who are due (or 

were due) to PCS from selected CYS activities within the 

date range specified. 

CYS Rates Report Provides a listing of the CYS Rates Maintenance Table 

and can be sorted by Income Category or Program Type. 

CYS Unit Labels and Letters Provides labels and letters report capability based on Unit 

Table entries. 

CYS Visit Report Provides a pass holder’s individual usage totals, either by 

Total Visits or Total Hours, over a selected date range. 




CYS Wait List Report Projected Care, Excess Demand or Preference for Care 

wait list enrollees (report or label format) 

CYS Waitlist Labels & Letters 

DOD Form 2605 – CDP Annual 

Summary 

DOD Form 2646 – SAC Annual 

Summary 

DOD Form 2884 – YP Annual 

Summary 

Estimated Meal Reimbursement 

Report 

Wait list Projected Care, Excess Demand, or Preference 

for Care enrollees report or labels/letters 

Annual statistical summary of CDP activity to include 

Center/Provider Enrollments, Staff Funding and other 

information. 

Annual statistical summary of SAC activity to include 

Center Enrollments, Staff Funding and other information. 

Annual statistical summary of CDP activity to include 

Activity Type and Category Enrollments, Staff Funding 

and other information. 

Meal reimbursement counts and amounts based on an 

overall percentage of enrollees that receive free, reduced 

and paid meals 

Facility Visit Usage Report Unique facility visits by date for each family member 

broken down by military status, and male and female 

Family Care Plan Report Status of single parent or dual military households’ family 

care plans 

Health Assessment/Physical Report Family members whose health assessment or physical 

exam date will expire during a specified date range 

Household Audit Report Inaccurate household information specific to CYS 

functions 

Household Hourly Reservation 

Report 

Households’ court reservations and total booked hours 

for a given date range 

Illness Report Illnesses for a selected range of dates 

Income Status Report Household and family member enrollment statistics 

broken down by programs, locations and income 

categories 

Medical Issues Report Lists Medical Conditions, Medications, Allergies, Basic 

Care and Illness Information based on CYS Passes held. 

Medical Report 

Medical records linked to family members by activity 

Military Status Statistics Report Provides statics on Sponsor and Spouse military status 

based on passes held by children and activities into 

which they are enrolled. 




Provider Audit Report Missing information specific to Provider functions 

Provider Availability Report 

Provider Background Check Form 

Provider Background Check Report 

Summary of provider availability 

Handout sheets of provider availability for sites where 

access to CYMS is not possible 

Provider background check information in selected Form 

format 

Background check information for a selected range of 

Providers 

Provider Certification Report Status of Providers’ certifications 

Provider Credentials Report Lists Credential and Evaluation award and renewal dates 

for Providers. 

Provider Home Visit Report Room visit results for Providers and Child Care Center 

staff members 

Provider Inspection Report Printout of inspections that are coming due or delinquent 

for a selected range of Providers, dates, and inspection 

codes 

Provider Listing Provider setup information 

Provider Listing II Allows you to list pre-selected information about your 

Providers using the same reporting flexibility found in the 

Activity Roster. Using selections on the Details screen, 

you can define what information you want the report to 

display and choose the location on the report where you 

want it listed. 

Provider Medical Report Medical records for selected providers 

Provider Operational Requirements 

Report 

Operation records for selected providers 

Provider Pet Report Allows you to list Provider’s pet’s shot dates that are due 

or coming due. 

Provider Quarterly Report General Provider information totals by quarter 

Provider Referral Report Referrals made to selected Providers during the search 

for care process 

Provider Subsidy Invoice Provider subsidy information 

Provider Subsidy Report Summary of subsidies approved for selected providers, 

total subsidy amounts and valid dates. 




Provider Training Report Number of credits received by selected Providers for 

completing training courses 

Provider Training Due Report Providers that are due to complete a required training 

procedure 

Provider Weekly Report Number of children in each activity involved in each stage 

of the enrollment process 

Shots Report Shots that have been given and shots that are due for a 

selected range of shots, due dates and family members 

Shots/Assessment Labels & Letters 

Mailing labels for a range of CYMS enrollees 

Mail merge letters for a range of CYMS enrollees 

Export file for a range of CYMS enrollees 

Report for a range of CYMS enrollees 

Special Needs Labels & Letters Export file for CYS enrollees with special needs 

Mail merge for CYS enrollees with special needs 

Mailing labels for CYS enrollees with special needs 

Report of CYS enrollees with special needs 

Staff Audit Report Listing of Staff Members who are missing Core 

Information data, such as Pay Plan, Pay Grade and 

Assignment that is critical to the Annual Report. 

Staff Background Check Report Background check information for a selected range of 

CYS staff members 

Staff Certification Report Status of CYS staff members’ certifications 

Staff Credentials/Evaluation Report Lists Credential and Evaluation award and renewal dates 

for Staff Members. 

Staff Last Evaluation Report Allows you to print a list of Staff Members whose last 

evaluation record in CYMS occurred on or before the Last 

Evaluation Cutoff Date entered in the selection criteria of 

the report. This report also provides a listing of Staff 

Members who have never had an evaluation recorded in 

CYMS. 

Staff Listing CYS staff member setup information 

Staff Listing II Allows you to list pre-selected information about your 

Staff Members using the same reporting flexibility found 

in the Activity Roster. Using selections on the Details 

screen, you can define what information you want the 




report to display and choose the location on the report 

where you want it listed. 

Staff Medical Report Medical records for selected staff members 

Staff Room Visit Report Room visit results for Child Care Center staff members 

Staff Training Record Number of credits received by selected CYS staff 

members for completing training courses 

Staff Sponsor Unit Report The Staff Sponsor Unit Report displays Staff Members 

who have Spouses in certain military units. 

Training Due Report Staff members or Providers that are due to complete a 

required training procedure 

Transition Report Children enrolled in CYS Programs that currently exceed 

the maximum age for that class and are thus ready to be 

transitioned to another class 

USDA Meal Reimbursement Report Total posted meal counts and fees by meal time 

USDA Meal Reimbursement 

Summary Report 

Meal counts by activity number and meal times 

USDA Monthly Meal Summary Report Number of meals that were served for each activity at 

each specified meal time 

USDA Category (Child) Report CYMS enrollee counts broken down by USDA 

reimbursement category 

USDA Category (Household) Report USDA meal reimbursement type (free, reduced, and paid) 

household counts 

Waitlist Follow Up/Renewal Report Wait list entries that you wish to follow-up on based on 

the date they were initially added to the wait list or wait 

list entries that are due to be renewed 

Waitlist Placed Statistics Report View statistics related to the number of days family 

members have spent on a waitlist prior to being placed in 

a Program and also report on how many children were 

placed into Programs over a specific date range. 

Waitlist Report Waitlist registrations for a selected waitlist type 

Waitlist Statistics Report 

Statistics related to the amount of time family members 

spent on a waitlist prior to class registration 

Weekly Child Care Report Provider, enrollment and visit counts for a selected visit 

date range 




Inquiries in the CYS Module 

This Inquiry Gives You This Information: 

CYS Current Attendance Inquiry 

A listing of all children currently in attendance. This inquiry 

can be listed for all and by specific Center. Users may also 

print out the listing. 

CYS Quick Medical Inquiry A listing of all medical information for a specific child or 

household. 

CYS Waitlist Inquiry A listing of all children currently on a CYS Waitlist. This 

inquiry can be sorted by Waitlist Type, Class restrictions 

and Location Restrictions. Users may also view specific 

household waitlist information. 



Personal Trainer 

Reports in the Personal Trainer Module 


Household Trainer Reservation 

Report 

Personal trainer reservations by household 

Personal Trainer Date Comparison Comparison of reservations, amounts charged and 

amounts paid for two separate date ranges 

Personal Trainer Labels & Letters Export file of personal trainer enrollees 

Mail merge for personal trainer enrollees 

Mailing labels for personal trainer enrollees 

Report of personal trainer enrollees with addresses 

Personal Trainer Purpose Statistics Personal trainer reservation hours, fees and count totals 

Personal Trainer Reservations Personal trainer reservations that currently exist in your 

database 

Personal Trainer Statistics Hours used and fees charged for each selected personal 

trainer 

Personal Trainer Trial Balance 

Report 

Trainer Bottom Line Report 

Households that have an overdue balance in the personal 

trainer module 

Reservation and financial statistics for each selected 

trainer 

Trainer Demographics Report Age, grade, Zip code, and user code analysis for personal 

trainer reservations 

Trainer Open Slots Report 

Trainers available for a given date range 

Trainer Pay History Report Pay information for a given range of personal trainers 

Trainer Time Slots Report Personal trainer slots that are available, filled or all 

personal trainer slots regardless of status 



Inquiries in the Personal Trainer Module 


Personal Trainer Schedule Inquiry Monthly/daily personal trainer schedule 

Monthly/weekly personal trainer calendar schedules 

Personal Trainer Inquiry Assignments linked to personal trainers 

Daily personal trainer schedule 

Unavailable times for personal trainers 

Qualifications linked to personal trainers 

Comments linked to personal trainers 



Chapter 7: Database Organization and Cleanup 

Financial/Balancing Procedures 

Changing the GL Codes and Cost Centers Linked to Historical Bill 

Code Records 

This set of instructions will allow you to attach new GL codes and cost centers to bill code 

records. RecTrac automatically updates pre-existing GL distributions for all transactions involving 

those bill codes. 

Note: This procedure does not change future transactions—only history. If you want to change 

bill code information for all future transactions, use the Bill Codes Maintenance program (Files � 


1 Go to Utilities � System � Conversion Utilities � Bill Code/CC Code Conversion. 

2 In the Bill Code field, enter or select the bill code to be converted. 

3 Enter or select the date range of general ledger transaction history to be updated with the new bill code 

parameters. 

4 In the New G/L Code field, enter or select the new general ledger code that you will post the revenue for the bill 

code to. 

5 In the New Cost Center field, enter or select the new cost center code that you will use to post the revenue for 

this bill code to. 

6 In the New Discount G/L Code field, enter or select the new general ledger code that you will post the discounts 

for this bill code to. 

7 In the New Discount Cost Center field, enter or select the new cost center code that you will post the discounts 


8 In the New Suspense/Wash G/L Code field, enter or select the new general ledger code that you will post the 

suspense or wash activity for this bill code to. 

9 In the New Suspense/Wash Cost Center field, enter the new cost center code that you will post suspense or 

wash activity for this bill code to. 

10 Click the Add to List button at the bottom of the screen. Notice that the bill code and its new GL and cost center 

information has been added to the conversion browser box at the bottom of the screen. 

11 Repeat steps 2–10 for each bill code that you wish to convert. 

12 When the list is complete including all bill codes that you wish to convert, click Convert Bill Codes to process all 

items in the browser box. 


If you want the changes made in this program to affect future transactions, go to Bill Code File Maintenance 

(Files � System � Finance Codes Maintenance � Bill Code Maintenance) and make the appropriate 

adjustments to the selected bill code records. 

Changing the GL Codes and Cost Centers Linked to Historical Bill 

Code Records 

This set of instructions will allow you to attach new GL codes and cost centers to bill code 

records. RecTrac automatically updates pre-existing GL distributions for all transactions involving 

those bill codes. 

Note: This procedure does not change future transactions—only history. If you want to change 

bill code information for all future transactions, use the Bill Codes Maintenance program (Files � 


1 Go to Utilities � System � Conversion Utilities � Bill Code/CC Code Conversion. 

2 In the Bill Code field, enter or select the bill code to be converted. 

3 Enter or select the date range of general ledger transaction history to be updated with the new bill code 

parameters. 

4 In the New G/L Code field, enter or select the new general ledger code that you will post the revenue for the bill 

code to. 



5 In the New Cost Center field, enter or select the new cost center code that you will use to post the revenue for 

this bill code to. 

6 In the New Discount G/L Code field, enter or select the new general ledger code that you will post the discounts 


7 In the New Discount Cost Center field, enter or select the new cost center code that you will post the discounts 


8 In the New Suspense/Wash G/L Code field, enter or select the new general ledger code that you will post the 

suspense or wash activity for this bill code to. 

9 In the New Suspense/Wash Cost Center field, enter the new cost center code that you will post suspense or 

wash activity for this bill code to. 

10 Click the Add to List button at the bottom of the screen. Notice that the bill code and its new GL and cost center 

information has been added to the conversion browser box at the bottom of the screen. 

11 Repeat steps 2–10 for each bill code that you wish to convert. 

12 When the list is complete including all bill codes that you wish to convert, click Convert Bill Codes to process all 

items in the browser box. 


If you want the changes made in this program to affect future transactions, go to Bill Code File Maintenance 

(Files � System � Finance Codes Maintenance � Bill Code Maintenance) and make the appropriate 

adjustments to the selected bill code records. 

Converting Bill Codes from Old to New 

Complete the following set of steps to change your bill code naming scheme after your initial 

RecTrac setup. RecTrac will update pre-existing GL distributions for transactions involving those 

bill codes within the date range selected. If you no longer want the old bill code to appear on 

picklists, select the Delete Old Bill Code on Merge option. 

1 Go to Utilities � System � Conversion Utilities � Bill Code Conversion. 

2 In the Old Bill Code field, enter or select the bill code that you wish to convert from. 

3 In the New Bill Code field, enter or select the bill code that you wish to convert to. 

4 In the Beginning Financial Conversion Date and Ending Financial Conversion Date fields, enter the range of 

dates for general ledger transaction history that you want to be updated with the new bill code parameters. 

5 Select the Delete Old Bill Code After Merge option if you want to delete the old bill code record after the 

conversion/merge has been processed. If you do not wish to delete the old record, do NOT select this option. 

6 Click Convert to begin converting the selected bill code record. 

7 You will be prompted with a message to make sure that you wish to convert the selected bill code record. Click 

Yes. 

8 When the conversion is complete, a message will display. Click OK. 

9 Repeat steps 2–8 for each bill code record that you wish to convert. 


Fixing Combinations of Capitalized and Non-capitalized Characters 

Throughout Your RecTrac Database 

The Beautify Data program allows you to change the text format of selected data in your RecTrac 

Database. Although this function will not harm the integrity of your database, depending on your 

database size and table selections it will take a substantial amount of time to run. 

1 Go to Utilities � System � Upper/Lower Case Change. You will continue to the Beautify Data screen. 

2 In the Select Table to Display field, click the down arrow to select the RecTrac database table for which you 

wish to reformat RecTrac data. Call VSI support for more information. 

3 Select whether you wish to change data in the selected table to: 

• ALL UPPER CASE 

• all lower case 

• First To Upper 

• First character upper only 



• First character of sentence to upper 

4 Click Convert. The conversion process will begin. 

5 Click Exit. 

Reducing Family Members’ Grade Entries by One 

The Grade Reduction program allows you to reduce the grade entry of all of your household 

family members by 1. This program can be run to reverse the effects of running the Grade Bump 

program more than once in a given year. 

1 Go to Period End � System � Grade Reduction. 

2 In the Maximum Grade to Use field, enter the highest grade number for which you wish to reduce grades. 

3 Click Process. The grade reduction process will begin. 

4 Click Exit. 

Rerunning the Prenote for all Installment Bills 

You may find that you need to re-run the pre-note for all of your installment bills if you 

organization switches banks, or your bank decides to reconfigure its processing procedures. This 

program will de-select the pre-note toggle on all installment bills in your database. 

1 Go to the Function menu. Select Custom Program Loader. 

2 In the Program to Run field, enter prenote.r. 

3 Click OK. The following message will display on your screen: "Do you want to reset all the Installment Bill Prenote 

Toggles to No? (This will allow you to rerun a prenote for all Installment Bills)." 

4 Click Yes. When the system has finished resetting all the toggles the following message will display: "All 

Installment Bills Prenotes Have Been Set to No." 

5 Click OK. 

Resequencing Question Numbers 

When a question is deleted from the middle of a sequence of questions, run the Question Answer 

Resequence program (Utilities � System � Question Answer Resequence). Press F1 for fieldlevel 


Household Procedures 

A Household’s Line Item Balance is Mistakenly Flagged as Fully Paid 

Run the Household Fully Paid Recalc program (Utilities � System � Household Utilities � 

Household Fully Paid Recalc). Press F1 for field-level Help as needed. 

Have Duplicate Households in the Database 

Run the Household Merge/Family Member Transfer program (Utilities � System � Household Utilities 

� Household Transfer/Merge) and run the Full Merge or Partial Merge. Press F1 for field-level Help as 

needed. 



A Household has a ‘0’ Household ID Number 

Run the Household Zero Delete program (Utilities � System � Household Utilities � Household Zero ID 

Delete). Press F1 for field-level Help as needed. 

On-Line Help Does Not Work Properly 

Typical Error Messages: How to Proceed: 

"An error exists in this Help file. 

Contact your application vendor for 

an updated Help file. (1024)" 

"Cannot display the Help file. Try 

opening the Help file again, and if you 

still get this message, copy the Help 

file to a different drive, and try again. 

(136)" 

"Cannot find or load the file 

Roboex32.dll. This file should be 

copied to c:\windows\system or a 

directory in your path. 

This error usually occurs if you are missing a .dll file. 

The following .dll files are required based on your 

operating system: 

• Win98 users need the following .dll files in their 

\WINDOWS\SYSTEM directory: ROBOEX32.DLL. 

• Win-NT/200/XP users need the following .dll files in their 

\WINNT\SYSTEM32 directory: ROBOEX32.DLL. 

If they are missing, please contact VSI support at 1-800- 

377-7427. 

The error is most likely being caused by the GID file, 

which is a Help Topics Dialog (Contents, Index, and 

Find) database that gets created, and updated every 

time any .HLP file is opened. The .GID file is a hidden 

file that gets written to the same folder as the .HLP file 

unless the folder is read only. The error you are getting 

is caused because the Microsoft Help engine won't let 

that file be used by more then one user. 

There are two solutions: 

1) You can delete the .GID file and force the operating 

system to write the .GID to each user's local system. You 

can do this by setting the network file permissions of the 

directory that the .HLP file is located in, to Read Only or 

Non-Writable. The Windows operating system will then 

write the GID file to the users Windows\Help folder, which 

should allow the .HLP to run properly. 

2) You can copy the RT95.HLP, .GID and .CNT to 

each users workstation, and make sure that their 

Windows Registry entry is pointing to that local destination 

folder. 

Note: You may also want to search all your drives for 

RT95.GID, and delete all instances of the file. An old 

version of this file can compete with a current version 

and cause problems. 

Look in the \VSI\RECTRAC\MISC directory for a file 

called helpdlls.exe. Run this file. It will extract several 

.dll files into the \misc directory. Copy the roboex32.dll 

file to your c:\windows\system or c:\winnt\system32 

directory as the case dictates. 



Typical Error Messages: How to Proceed: 

"Cannot find the (for example: 

rt95.hlp) file. Do you want to try to 

find this file yourself? Yes or No." 

"Cannot find the (for example:) 

rt95.hlp Help file. Check to see that 

the file exists on your disk. If it 

doesn't, you need to reinstall it." 

"The topic does not exist. Contact 

your application vendor for an 

updated Help file. (129)" 

You found the Help file the last time 

you were in RecTrac, but now you are 

prompted to find it again. How can 

you save the settings? 

Configuring for Win-NT Clients running in Progress 9: 

If you answer YES, use the file browser to find the file in 

following directory: 

RT95.HLP in the …\VSI\RECTRAC\HELP 

directory 

If you're not sure what drive and directory to look in, 

please contact your System Administrator. 

If the file mentioned is not in the above directory, please 

contact your System Administrator. They may need to 

re-copy or reinstall ONLY THE HELP FILE portion of 

RecTrac. 

Your RecTrac program or procedure is newer than the 

Help file. Please call Vermont Systems Customer 

Support at 1-800-377-7427. We will ask you to take note 

of what you were doing when you got this message, and 

we will send you a new Help file to install. 

Each PC should only need to find the Help file once. The 

Windows Registry automatically saves the RT95 Help 

file location for future use. See Also: On-Line Help Does 

Not Work Properly for how to adjust the Windows 

Registry entry. If this does not work for you, then please 

contact your System Administrator or call VSI Customer 

Support at 1-800-377-7427. 

• The Help File is called RT95.HLP. It normally resides in the …\VSI\RECTRAC\HELP directory. 

• The Help Contents file is called RT95.CNT. It needs to be in the "Working Directory" of each Win NT 

workstation (...VSI\RECTRAC\HELP). 

• Win-NT users need the following .dll files in their \WINNT\SYSTEM32 directory. If they are missing, please 

contact your System Administrator or call VSI at 1-800-377-7427. 

CTL3DV2.DLL 

CNT31.DLL 

HYPERTOP.DLL 

ROBOEX32.DLL (for WinHelp 2000-style Help) 

• No Registry entries are needed. 

Deleting Refund and Refund Check Records 

The Refund Purge program allows you to delete refund and/or check records that are stored in 

your database. You can include any or all of the following refund types in the purge: Refund Now, 

Refund Later RecTrac, Refund Later Finance, or Refund Applied to Household. 

Note: Proceed with caution, especially if you run accrual processing. You should only run this 

program at the end of the year; it should be run at least two months after you know that all of your 

financial figures are correct for the year (or after you have run accrual processing for the last 

month of the year). 



1 Go to Period End � System � Period End Purges � Refund Purge. 

2 Enter the range of transaction dates for which you are deleting refund records. 

3 Enter or select the range of activities/sections for which you are deleting refund records. 

4 Enter or select the range of facility reservations for which you are deleting refund records. 

5 Enter or select the range of leagues for which you are deleting refund records. 

6 Enter or select the range of pass type registrations for which you are deleting refund records. 

7 In the Check Purge Options date range fields, enter or select the range of refund check dates that you wish to 

purge. 

8 Select whether or not you wish to include Reconciled, Unreconciled, and/or Voided checks in the check 

purging process. 

9 Select those modules that you wish to include in the refund purge. All modules are selected as the default. Only 

refunds that occurred in the selected modules (and affecting the selected ranges above) will be deleted. 

10 Select the refund types that you wish to include in the refund purge. All refund types are selected as the default. 

Note: Proceed with caution if you choose to delete the Refund Later RecTrac or Refund Later 

Finance refund types—you do not want to delete refund records until you or finance has printed 

all applicable refund checks for the selected date range. 

11 Select the Print Refund Purge Journal option. This will give you a printed listing of the data that is selected to 

be deleted. The following fields will be included on this report: Refund Date, Module, Source, Description, Family 

Member, Original Date, Type, Source, Refund By, Total Paid, and the Refund Amount. 

12 Select the Include Refund Notes on Purge Journal option if you want to print the refund notes that were added 

during the cancel/change process in the ‘Cancellation Reason’ field on the cancellation screen on the purge 

journal. 

13 When you are happy with all of your selections on this screen, click Purge. 

14 A question box will appear asking you if you wish to continue with the purge process. Click Yes to confirm. 

15 You will continue to the Output Selection screen. Click Print. 

16 A message box will display telling you that the purge is complete. Click OK. 


Changing Phone Area Codes for Existing Records 

Use the following steps if a phone area code changes after you have entered multiple 

household/family member records in your RecTrac database. The program will NOT change any 

other area codes in your database. 

1 Go to Utilities � System � Conversion Utilities � Area Code Conversion. 

2 In the Old Area Code field, enter the three digit old phone area code that you want to change. 

3 In the New Area Code field, enter the new three digit phone area code that you wish to substitute for the old area 

code. 

4 If you want to change area codes for all households in RecTrac with the old area code entered above, leave the 

default entry of ‘ALL’ in this field. However, if you wish to limit the area code conversion to a specific geographic 

area within your jurisdiction, enter a list of affected Zip codes, separated by commas (no spaces). The conversion 

will only affect households with the listed Zip codes. 

5 Click Process. A message box will display asking you if you want to continue with the process. Click Yes. 

6 When the conversion is complete, a message box will display. Click OK. 

7 Click Exit. 

If the area code you changed is the default code entered in your system, complete the 

following steps. 


2 Select your linked Household device. Click Change. 

3 Select the Household Core 2 radio set at the top of the screen. 

4 In the Hm/Wk/Em Area Codes fields, enter the new default area codes for home, work, and emergency phone 

numbers. 

5 Repeat steps 2–4 for the other Household devices in your system as needed. 

6 Click Done. Click Exit to return to the Main Menu. 



Merging Household Records 

Perform the following set of steps if you want to merge two existing RecTrac household records 

into one. All rosters, history, passes, reservations, etc. for the affected households will also be 

merged or transferred. The only files that cannot be converted are the cash receipts file and the 

general ledger file. The implication of this is apparent on detailed (past history) cash and GL 

reports—any line item that would normally show a merged/transferred household name would 

now say No Household Found. 

Before you run this program, all users should log out of RecTrac; or, schedule to run it at 

the close of a day. 

A Note about Conflicts: If you try to run this program and get a conflict message indicating a 

household won’t merge, it means that duplicate items have been found in both the from and to 

households. You will need to check for the following items: current roster entries, previous roster 

(history) entries, pass types and credit balances. Typically you would cancel or delete the 

duplicate from the from household and let it stay on the to household. 

1 Go to Utilities � System � Household Utilities � Household Transfer/Merge. 

2 On the left side of the screen, enter the household number that you wish to merge from. 

OR 

Use the From Household browser box to select the household to be merged from. 

3 On the right side of the screen, enter the household number that you wish to merge into. 

OR 

Use the To Household browser box to select the household to be merged into. 

4 Click Full Merge. You will continue to the Family Member Merge screen. 

Note: If you want to be able to make adjustments to family member records before the merge, 

click Partial Merge. 

5 Click Continue Merge. A question box will appear asking you to confirm your selection. Click Yes. 

6 When the merge is complete an information message will display. Click OK. 

7 Repeat steps 2–6 for each set of households that you wish to merge. 

8 Click Exit. 

Copying Your Live RecTrac Database Over Your Demo RecTrac 

Database on an NT/2000 Server 

For training purposes you may want to copy your live database files to the rtdemo directory. 

Anytime that this task is performed, you are required to repair the database files in the rtdemo 

directory after the copy is complete. If the database is not repaired after the copy is complete, you 

will corrupt the live database. 

Standard RecTrac installation creates a CopyDB utility in the …\vsi\utilities directory. This utility 

will copy the desired database to the desired location and then will repair it. Run the CopyDB 

executable from this location. Make sure that both the Live and Demo engines are stopped before 

continuing. 

The CopyDB utility will walk you through copying the database files of your choice to a new 

location. Be extremely careful to make sure you choose the correct files to copy as well as the 

correct destination for those files. The following example is copying the live database files to the 

RTDemo directory. 

Please select the database control area () for the database you want to 

copy. 

Browse to \vsi\rectrac\rtdata, select the rectrac file and then click Open. 

COPY to the following folder 

Browse to the \vsi\rectrac\rtdemo folder and then click on Next. 



Please select the first schema area () from the database you want to 

copy. 

Browse to \vsi\rectrac\rtdata, select the rectrac.d1 file and then click Open. 

COPY to the following folder’ 

Browse to the \vsi\rectrac\rtdemo folder and then click Next. 

Please select the first primary recovery area () for the database you 

want to copy. 

Browse to \vsi\rectrac\rtdata, select the rectrac.b1 file and then click Open. 


Browse to the \vsi\rectrac\rtdemo folder and then click on Next. 

Please select the first after image area () for the database you want to 

copy. 

Browse to \vsi\rectrac\rtdata, select the rectrac.a1 file and then click on Open. 


Browse to the \vsi\rectrac\rtdemo folder and then click Next. 

Please provide the location of a valid Progress 9 folder (i.e. \dlc9) 

Browse to the \vsi\dlc9 folder and click Next. Click OK. 

The CopyDB utility will copy the live database files to the RTDemo directory and also repair the 

database in the RTDemo directory. 

Start the live and demo engines and be sure to initialize the demo database (Utilities � System � 

Custom Program Loader, run sa0675.r). 

Exporting/Importing Household Records from/to a Remote Site 

The household import/export allows you to import or export the household file for a selected 

active date range. It is useful for all RecTrac users who may have multiple sites that are not 

connected to a network, but who want to share consolidated household data. This program is a 

necessity for Army installations that are take several single user sites and upload/download 

household information on a daily basis. 

Note: You have the choice of exporting all households or just those households created since the 

last time the export program was run. To keep track of new households added since the last 

export, you MUST select the Track H/H’s For Export? flag in Static Parameters - Core Info 

screen. If this flag is deselected, the incremental export will create empty files. 

• When the export program is run, the system creates two files—ARHOUSE.DAT and ARMEMBER.DAT—and 

sends them to the Misc Exp Location defined in the user's linked Location device. 

• When the import program is run, it pulls in the new households/members within the ARHOUSE.DAT and 

ARMEMBER.DAT fields. If a matching household is found, its information will be overwritten. If a matching 

household is not found, it will be added. 

Note: This program ties up all RecTrac households as it runs. Before you run this program, all 

users should log out of RecTrac; or, schedule to run it at the close of a day. 

1 Go to Utilities � System � Household Utilities � Household Import/Export. 

2 Select whether you wish to Export Households or Import Households. 

3 Select whether your export or import path is Local or on the Network. 

4 In the Household File field, enter or browse to the path and filename of the household export file. The file name 

default entry is arhouse.d. 

5 In the Fam Member File field, enter or browse to the path and filename of the family member export file. The 

filename default entry is armember.d. 

6 In the Emer Contact File field, enter or browse to the path and filename of the emergency contact export file. 

The filename default entry is aremerg.d. 

7 Select whether you wish to export/import ALL Households or Perform an Incremental Dump/Load. The 

Incremental option export or imports only households added since the last export/import. 



8 In the H/H ID Option field, select whether you want to use the household ID numbers from the export file or 

create new household ID numbers during import. 


Converting Pass Types to Military Codes 

Run the Pass Type to Military Codes Conversion program (Utilities � System � Conversion 

Utilities � Pass Type to Military Codes Conversion). Press F1 for field-level Help as needed. 

Assigning WebTrac IDs/PINs in Bulk 

Run the Bulk WebTrac ID/PIN Assign program (Utilities � System � WebTrac Utilities � Bulk 

WebTrac ID/PIN Assign). Press F1 for field-level Help as needed. 

Automatically Paying Household Balances 

The Household Balance Auto Pay program allows you to create either a credit card payment or 

an ACH payment—depending on how the household is set up—to cover all outstanding charges 

that exist at the time that this program is run. 

1 Go to Period End � Global � Household Balance Auto Pay. 

2 In the individual selection browser, select the household(s) for which you wish to pay balances. 

OR 

Enter or select the range of households for which you wish to pay balances. 

Then, choose whether you wish to pay balances based on your selections in the range and browser, or the 

browser only. 

3 Select those modules that you want to include in the auto pay transaction. Deselect those modules that you do 

not want to include. 

4 Select whether you want to print households with missing ACH information (Miss Info), print a review report (Print 

Only), post payments and print a report (Post & Print), or post payments only (Post Only). 

5 Enter or select the pay date that you wish to display on the statements. 

6 Enter the user and drawer you want to use for this payment. 

7 Enter the minimum balance amount on which you wish to report/process. 

8 Click Details to continue to the next screen, or click Exit to return to the Main Menu. 

9 Enter the first and second pay reference lines you want to appear on credit card and ACH payment transactions. 

10 Enter the path for the ACH file you want to be created. 

11 Fill in the remaining fields or leave their default settings. Press F1 for field-level Help as needed. 

12 Click Process to process your selections and exit to the Main Menu screen. 

OR 

Click Exit to exit without saving your changes. 

Importing Photo Files 

The Photo Import Utility program is used to rename photo ID image files to match 

RecTrac/GolfTrac family member photo ID numbers. This is useful for organizations that already 

have photo images of their members (e.g., universities). 

Note: The import file needs to be a semi-colon (;) delimited file with the identifier (household or 

Social Security number) as the left entry, and the old photo file name (e.g., ABC.jpg) as the right 

entry. A carriage return (enter) is needed at the end of the last record in the text file. 

Examples of good records: 

1234;ABC.jpg (household method) 

111223333:XYZ.jpg (Social Security method) 

1 Go to Utilities� System � Household Utilities � Universal Photo-ID Import. 



2 Right-click in the Import File Name field. Browse to the location of the import file. Highlight the file and click 

Open. 

3 Right-click in the Loc of Current Photos field. Browse to the location of the photos. Highlight a file in the 

directory and click Open. 

4 Right-click in the Loc For Converted Photos field. Browse to the location where you want the converted photos 

to go. Highlight a file in the directory and click Open. 

5 Select whether the import file uses household IDs, Social Security Numbers, or Cross Reference Numbers as the 

identifier. 

6 Select the appropriate conversion option: 

Input From Text File – Use a text file (specified in the Import File Name field) to determine the new names for 

the image files. 

Input From Folder With Images – Convert the images directly without a text file. The program renames the 

image files based on the selected Record Match Option. For example, if your Record Match Option is Soc Sec 

Number, the program takes the image file name, looks for a corresponding Social Security number in the 

database, and renames the image file to the appropriate RecTrac photo ID number. 

7 Select the Overwrite Images If They Already Exist option to overwrite images during the import process, 

assuming the existing images have the same names as those being imported. 

8 Click Import to begin the renaming process. 


Finding and Fixing Duplicate Household Records 

Changing Household Names to All Capital Letters 

It would be helpful to run the Household Name Utility program if you notice that household 

information has been entered in a non-uniform manner and you would rather have all household 

names look the same in your picklists. For example, if some of your household names were 

entered in ALL CAPITAL LETTERS, while others were added using Upper And Lower Case 

Letters, your household picklists will appear jumbled and un-organized. Use this program to 

standardize the look of all records. 

Note: This program ties up all RecTrac households as it runs. All users should log out of RecTrac 

before running this program, or schedule to run it at the close of a day. 

1 Go to Utilities � System � Household Utilities � Household Name Utilities. 

2 Select whether you wish to: 

• Capitalize Primary Guardian Information 

• Capitalize Secondary Guardian Information 

• Capitalize Contact Name for Reservations 

• Capitalize Organization Name for Reservations 

• Capitalize Family Member Names 

• Assign Organization Name to FR Lookup Name 

• Auto-Assign Blank HH PINs 

Note: All information associated with each of these options will be capitalized if selected (i.e. 

address, phone number, etc). 

3 Click Process to update the selected records. 


Generate a Listing of Duplicate Household Records 

The Duplicate Household Listing program allows the system to scan the household file for records 

that have the same primary guardian last name and then prints a listing report. The report is 

printed in alphabetical order by the primary guardian’s last name. You can use the report to select 

those households that you wish to delete from your database using the Household Maintenance 

program or merge using the Household Merge/Family Member Transfer program (Utilities � 

System � Household Utilities). You can also optionally indicate whether you want the system to 



also search for duplicate primary guardian home phone numbers, work phone numbers, 

addresses (line 1), and/or Zip codes. 

Note: This program may take hours to run and can tax the resources of your system. It is strongly 

recommended that this program be run after hours when it will not adversely affect normal daily 

operations. 

1 Go to Utilities � System � Household Utilities � Household Duplicate Listing. 

2 Select the Use Home Phone in Match Criteria option if you want the system to search for those primary 

guardian’s with the same last name or those with the same home phone number. This option is selected as the 

default. 

3 Select the Use Work Phone in Match Criteria option if you want the system to search for those primary 

guardian’s with the same last name or those with the same work phone number. 

4 Select the Use Address Line 1 and Last Name in Match Criteria option If you want the system to search for 

those primary guardians with the same last name and the same address (Iine 1). 

5 Select the Use Zip Code and Last Name in Match Criteria option if you want the system to search for those 

primary guardians with the same last name and the same Zip code. 

6 Select the Use F/M Soc Sec Number to Find Duplicates option if you want the system to search for those 

family members with the same Social Security number. 

7 Click Process. The system will begin searching for duplicate households based on your selections. 

8 When the search process is complete, you will continue to the Output Selection screen. Click Print. 

9 Review the duplicate household entries and decide whether you wish to merge the records or delete one of the 

duplicate records. 

Note: If transaction history is tied to both households, you should choose to merge the 

households to save all transactional data. 

10 Then, review the following set of instructions based on your decision. 

Deleting a Household Record 

Merging Household Records 

Deleting a Household Record 

Perform the following steps if you find a household record that does not belong in your RecTrac 

database. This might occur when a household is accidentally entered for a daily user, or when 

duplicate households exist in your RecTrac database. In order for RecTrac to allow you to delete 

a household record, the following conditions must exist: 

• Household status must be Inactive. 

• Household balance must be zero. 

• No active rosters must exist for this household. 

• No active passes must exist for this household. 

If any of these conditions are NOT met, you should merge the household records using the 

merging household records procedure. 

Note: You will be required to enter the master override password in order to complete this 

process. 

1 In order to delete a household record, you should ensure that no transactional history exists for this household 

record. To confirm this, go to Reports � Global � Global Financial Reports � Global HH Transaction History 

Listing. 

2 Click Default Settings to set all selections to include an open range of transactions. 

3 Highlight the household that you wish to delete in the browser box. Then select the Browser Only radio set. 



6 If any transactions are listed on this report, you will need to merge this household record with another household 

record. To do so, see the instructions titled Merging Household Records. 

Note: If the transaction is for a daily user, you will need to merge this household with the Internal 

RecTrac Household (#999999999) record. 



If no transactions are listed on this report, continue to step 7. 

7 Click Exit. 

8 Go to Files � Activity � Household Maintenance. You will continue to the Household Selection screen. 

9 In the Lookup field, type the last name of the Household record that you wish to delete. Press the Enter key. You 

will continue to the Household Listing screen. 

10 Highlight the household that you wish to delete. Click the Select button at the bottom of the screen. 

11 You will continue to the first screen of the Household Maintenance record. If you are sure this is the household 

record that you wish to delete, click the Delete button at the bottom of the screen. 

12 You will continue to the H/H Delete Override screen. Enter your master password then click OK to proceed. 

13 When the household is deleted, you will return to the Household Selection screen. Click Exit. 

Activity or Roster Procedures 

Assigning a Question Group to a Range of Activities/Section 

The following instructions describe assigning a question group to a grouping of activities/sections 

without having to add the question group to each record individually. This is a real time-saver if 

you want to ask the same questions during multiple activity/section registrations. 

1 Go to Utilities � Activity � Activity Question Group Assignment. 

2 Enter or select the range of activities/sections to which you want to assign a selected question group. 

3 Enter or select the range of activity types to which you want to assign a selected question group. 

4 Enter or select the range of section end dates for activities/sections to which you want to assign a selected 

question group. 

5 Enter or select the question group that you wish to link to the selected activity/section records. 

6 Click Process to begin assigning questions groups to the selected activities/sections. 

Changing Settings for a Range of Activity Sections 

The Bulk Activity Section Field Changes program allows you to update the following: 

• Age Requirements 

• Aging Date 

• Begin/End Date Range 

• Comment Code 

• Delete All Linked Instructors 

• Enrollment Dates/Times 

• Facility 

• Fees 

• Gender Requirements 

• Holiday Dates 

• Keywords 

• Late Fee Date 

• Late Fee On/After Date 

• Misc Comment 

• Min/Max Counts 

• Min Count 

• Overrides 

• Season 

• Section Description 

• Ticklers 

• Resident/Non-Resident Enrollment Date 



• WebTrac Settings 

1 Go to Utilities � Activity � Bulk Activity Section Field Changes. 

2 Select the activity section range and setting(s) you want to update. Click More>> and


4 In the Proc Option field, select to export the Complete Record. This will export all fields on the selected roster 

records. 

5 In the Export File field, enter the location and filename of the file that you wish to export. The default entry is your 

default export location and the filename roster.txt. 


Instructor’s YTD Wages Are Not in Balance with the Pay History Entries 

Run the Instructor Pay Recalc program (Utilities � Activity � Instructor Pay Recalc). Press F1 for fieldlevel 


Roster Items Exist but are Not Attached to a Household 

1 Run the Missing Household Creator program (Utilities � Activity � Missing Household Creator). 

2 The program uses ZZZ-FIX as the Last Name (where ZZZ stands for your user ID) and JOE as the First Name for 

any missing households or family members. After running the program, edit your newly created households with 

the correct household and family member names. 

Rosters were Incorrectly Transferred to History 

Run the Recover Rosters from History program (Utilities � Activity � Roster Utilities � Recover Rosters 

from History). Press F1 for field-level Help as needed. 

Transferring an Individual Roster Record to History 

1 Go to Period End � Activity � Activity Roster Maintenance � Roster Transfer to History (Indiv). You will 

continue to the Household Selection screen. 

2 Enter the name of the household for which you wish to transfer a roster to history or use one of the other lookup 

options on this screen. 

3 Once you select the household record for which you wish to transfer a roster to history, you will continue to the 

Roster Transfer to History (INDIVIDUAL) screen. Highlight the roster record in the browser box that you wish to 

transfer. 

4 Enter or select a Season and Year. This is season and year that you will need to use whenever you wish to 

report on this roster record. 

5 Click Transfer to move the roster record to history. 

Troubleshooting - Processing Instructor Pay 

If you are attempting to process instructor pay (Period End � Activity � Instructors Payments & 

Maint) and are having difficulty, please check the following lists for the payment type that you are 

attempting to process. 

All Types 

Payment Type What to check 

Make sure that you have not already 

processed payment for the same 

instructor for the same class. The system 

will only let you pay an instructor once for 

each class. For information on resetting 

Instructor pay to allow for duplicate 

payments, refer to Roster Resequence 

help. 



Payment Type What to check 

Flat Payment Processing 

Percent Payment 

Processing 

Make sure that when you linked the 

instructor to the section on which that you 

specified a flat payment amount. Although 

it may appear that when you select a pay 

table you are selecting that specific 

payment amount, this is not the case. 

RecTrac requires you to change an 

instructor's flat payment amount each time 

you link the instructor with that pay type to 

a class. You MUST enter a flat payment 

amount in order to process payroll. 

Without that amount entered, the system 

has nothing to process. 

Check the Section Fees screen to make 

sure that you entered a Y in the Ins field 

next to the bill code for the selected class. 

This field allows the instructor to be paid a 

percentage of this amount. 

For example, if you offered an art class 

which provided students with paints, 

paintbrushes, and a canvas, you might 

have four bill codes listed on the Fees 

screen: Arts Class - enrollments, Paints, 

Paintbrushes, and Canvas. Since a 

certain amount of money needs to be 

allocated to each option, you need to have 

a bill code connected to each amount. 

However, you don't want to pay the 

instructor a percent of the amount that is 

allocated towards supplies, so you would 

enter N in the Ins field for Paints, 

Paintbrushes, and Canvas. To pay the 

instructor a percentage of the enrollment 

fees (Arts Class) you would enter a Y in 

the Ins field linked to this bill code. 

If you add a second instructor to a class 

and attempt to pay the instructor after 

paying the previous instructor, you will be 

unable to do so. Make sure to link all of 

the instructors for a class prior to 

processing percent pay. Once you pay an 

instructor for a class, the enrollment fees 

have been allocated and will not be 

available for further instructor pay. 

Exporting Activity Rosters to a Text or CSV File 

To export roster data in either a text or csv file format, run the Activity Roster Export program 

(Period End � Activity � Activity Roster Export). Press F1 for field-level Help as needed. 



Activity Picklists are Too Long 

There could be two reasons that your activity picklists are too long: 

1 Out-of-season activities have not been made inactive. To correct, send the out-of-season rosters to history and 

make the sections inactive. 

OR 

Run the Activity Status Change program for out-of-season activities (those that are not actively in progress or 

being enrolled into). Then the picklists will only show the active status activities. 

2 If the picklists are still too long, your System Administrator may want to edit users’ linked Permissions devices. 

Note: Your activity numbering scheme must be set up to facilitate this practice. 

For example, if staff at one location (the Youth Center) are only allowed to process enrollments into a certain 

consecutive range of activity numbers (510000–599999), then set their user ID permissions so that their picklists 

only display that limited range of activities. 

On the other hand, if staff at another locations are allowed to process enrollments for 1–499999 and 600001– 

800000 and 950000–999999, then editing their user permissions would not work. 

Activity Reservations Were Made with Incorrect Parameters 

Re-run the Activity Reservations program (Daily � Facility � Activity Reservations). Press F1 for fieldlevel 


Activity Wait List Numbers are Incorrect 

Run the Waitlist Number Resequence program (Utilities � Activity � Waitlist Resequence). Press 


Bulk Reducing Roster Fees 

Note: The Bulk Roster Fee Reduction program allows you to adjust the fees charged to every 

roster for a selected activity. 

1 Go to Daily � Activity � Activity Bulk Fee Reduction. 

2 Press the F9 key or right-click from within the Activity fields to select the activity section(s) for which you wish to 

adjust fees. The corresponding bill codes for the beginning activity section you chose will appear in the Bill Code 

column. 

3 Choose whether the amount you will enter is the New Fee Amount you want to charge or the amount of the Fee 

Reduction you want to make to the corresponding bill code. 

4 Enter the new fee amount or fee reduction amount on the appropriate bill code lines. 

5 Click Continue to continue to the Details screen 

6 Select the refund type: 

Apply – The refund is applied as a household credit 

Refund Now – The refund is paid from the cash drawer. 

Refund RecTrac – Refund checks will be written from within RecTrac via the Refund Check 

Processing program. 

Refund Finance – Your finance department will process refund checks. 

7 If you chose Refund Now in step 6, select the pay type you want to use for refunds. All other refund options will 

automatically select the appropriate refund pay type. 

8 Select the user, drawer, and date to process refunds. 

9 Select if you want to print a refund voucher for every enrollee. 

10 Select if you want to print the refund vouchers in a mailer format. 

11 Right-click or press F9 from within the Refund Cmnt field to select a refund comment from the picklist, if 

applicable. 

11 In the Misc Ref Cmt field, enter a miscellaneous comment that want to print on the refund receipts, if applicable. 



12 Click Process to process your fee reductions. 

OR 

Click


Facility Reservation Procedures 

Converting Facility Type/Location/ID(s) from Old to New 

The Facility Conversion program allows you to convert facility types/locations/IDs midstream if 

your naming scheme changes. RecTrac automatically updates all pre-existing reservations 

involving those facilities. It also converts GL and cash journal history involving those facilities, 

within the date range selected. 

1 Go to Utilities � Facility � Facility Conversion. 

2 In the Old Facility field, enter or select the facility type/location/ID that you want to convert from. 

3 In the New Facility field, enter the new facility type/location/ID that you want to convert to. 

4 Click Convert. A question box will appear asking you if you want to continue with the conversion. 

5 Click Yes. The conversion process will begin. 

6 When the conversion is complete an information message box will display. Click OK. 

7 Repeat steps 2–6 for every facility ID that you wish to convert. 

8 When you are finished converting facilities, click Exit. 

9 A message box will appear that reads: "If you have processed any conversions then you should run the Facility 

Tree Creation Procedure. Do you want to run it now?" Click Yes. 

10 You will continue to the Facility Links Creation screen. Review the text on the screen and click Yes. 

Converting Facility Location Codes from Old to New 

The Facility Location Conversion program allows you to convert facility location codes midstream 

if your naming schema changes. RecTrac automatically updates all pre-existing reservations 

involving those locations. It also converts general ledger and cash journal history involving those 

locations. 

1 Go to Utilities � Facility � Facility Location Conversion. 

2 In the Old Location field, enter or select the facility location code that you want to convert from. 

3 In the New Location field, enter or select the facility location code that you want to convert to. 

4 Select the Delete Old Location After the Conversion option if you want to delete the old location record after 

the conversion process is complete. 

5 Click Convert. A message box will appear asking you to confirm your selection. Click Yes. 

6 The conversion process will begin. When it is complete a message box will display with this information. Click 

OK. 

7 Repeat steps 2–6 for each location code that you wish to convert. 

8 Click Exit. A message box will display with the following information: ‘If you have processed any conversions then 

you should run the Facility Tree Creation Procedure. Do you want to run it now?’. 

9 Click Yes. You will continue to the Facility Links Creation screen. Review the text on the screen and click Yes. 

Deleting #0 Facility Reservation Number(s) 

1 Confirm that no users—including yourself—are making facility reservations. 

2 Run the Facility Workfile Purge program (Utilities � Facility � Facility Workfile Purge). Press F1 for field-level 


Reservations or Line Items Exist but are Not Attached to a Household 

The Facility Missing Household Creator program uses MISSING HOUSEHOLD as the Last Name 

for any missing households. Therefore, you will need to edit your newly created households with 

the correct household and organization information. 

1 Go to Utilities � Facility � Facility Missing HH Creator. Press F1 for field-level Help as needed. 



Auto Canceling Facility Reservations 

1 Go to Daily � Facility � Facility Reservation Auto Cancel. 

2 Choose whether you want to cancel reservations of the following types: Hold, Tentative, or Both hold and 

tentative. 

3 Choose whether you want use Days Before Reservation or Days After Log Date as the selection criteria. 

4 Select whether you want to print a journal only, process your selections and print a journal, or process your 

selections only. 

5 Enter the number of days (either before the reservation date or after the reservation log/entry date, depending on 

the option you chose above) to set as the cutoff date for processing cancellations. 

6 Enter the interval, in days, at which you run this program. 

7 Enter the surcharge you want to add to the reservations you cancel. 

8 Enter the bill code for the surcharge. 

9 Enter the cancellation reason you want to add to the cancellation records you create. 

10 Enter a cancellation code you want to attach to the cancellation records you create. 

11 Click OK to process the cancellations on the selected reservations. 


Pass or Pass Type Procedures 

Changing a Range of Pass Membership and/or Expiration Dates 

The Pass Membership Date Change program allows you to either change selected pass 

members’ expiration or membership dates or extend the selected pass members’ expiration 

dates. 

1 Go to Utilities � Pass � Pass Membership Date Change. 

2 In the Individual Selections browser, select that pass type(s) for which you wish to change membership and/or 

expiration dates. 

OR 

In the Beg Type and End Type fields, enter or select the range of pass types for which you wish to change either 

the membership or expiration date. 

OR 

Enter a pass type wildcard. 

Then, choose whether you want to use the range plus browser or just the browser selections. 

3 In the Beg Membership Date and End Membership Date fields, enter or select the range of pass membership 

dates for which you wish to change either the membership or expiration date. 

4 In the Pass Range fields, enter or select the range of pass numbers for which you wish to change either the 

membership or expiration date. 

5 Select the pass status(es) you want to include. 

6 Select whether you want to enter a New Expiration Date, New Membership Date, Extend the Expiration Date, 

or Reduce the Expiration Date of the selected passes. 

7 In the New Date field, enter or select a new expiration date or a new membership date (depending on your 

selection above). 

8 If you selected to Extend the Expiration Date, enter the number of days that you wish to extend this date in the 

Extend Day field. 


10 When the date change process is complete, click Exit. 



Converting Pass Types from Old to New 

The Pass Type Conversion program allows you to convert a pass type from one pass type code 

to another. The program creates the new pass type if it does not already exist or it merges the old 

pass type with a selected existing pass type (see the Processing Option field description below). 

This program also converts all pass holders associated with the old pass type so that they hold 

pass type memberships for the new pass type. 

1 Go to Utilities � Pass � Pass Type Conversion. 

2 In the Old Pass Type field, enter or select the old pass type that you are converting from. 

3 In the New Pass Type field, enter or select the new pass type that you are converting to. 

4 In the Processing Option field, select New Pass Type if you are converting your old pass type into a brand new 

pass type that does not yet exist in your database. 

OR 

Select Merge Pass Type if you are merging your old pass type with an existing pass type from your database. 

5 Select the Delete OLD Pass Type After Conversion option if you want to delete the old pass type after the 

conversion is complete. 

6 Select whether you want to convert pass types for Residents, Non-Residents, or Both. 

7 Click Process. A message box will display that will explain what is about to happen. Click Yes to confirm your 

selections. 


9 Repeat steps 2–8 for each pass type that you wish to convert. 


Converting a Pass Number 

The Pass Conversion program converts and existing pass to a new pass number. It converts all 

visit and financial history from the old pass number to the new pass number. 

1 Go to Utilities � Pass � Pass Number Conversion. 

2 In the Old Pass Number field, enter or select the old pass number that you are converting from. 

3 In the New Pass Number field, enter the new pass number that you are converting to. 

4 Click Process. A message box will display that will explain what is about to happen. Click Yes to confirm your 

selections. 


6 Click Exit. 

Importing Pass Visits from a Remote Site 

The Pass Visit Import program allows you to import pass visit counts for visits that were recorded 

using a hand-held device, scanner, the PerForm program, or another site’s RecTrac database. 

Refer to the Processing Option field below for more information on what statistics are updated 

during the import process. 

For example, one of your pass visit locations doesn’t have the RecTrac program on site, and 

instead uses a hand-held device through which pass holders swipe their passes. These visits are 

temporarily stored on the hand-held device. This device then generates a file of the pass visits. 

You would use this program to import the pass visit file into the RecTrac database. 

1 Go to Utilities � Pass � Pass Visit Utilties � Pass Visit Import 

2 In the Processing Option field, select one of the following options: 

M3000 Handheld – If you are importing pass member pass type visit counts from a file created by an M3000 

Handheld device. 

Hand Scanner – If you are importing pass member pass type visit counts from a file created by a Hand Scanner. 

Marc Card – If you are importing pass type visit counts from a Marc Card file. 

PerForm – If you are importing or exporting pass type visit counts from a file created by PerForm. 



Note: All imports update the pass member pass type visit counts, except imports from Marc Card 

or PerForm. These imports only update the pass type visit counts. 

3 Enter or right-click to browse to the appropriate import path and filename. Be sure to include the device and 

directory name(s) as applicable. 

4 In the Begin Pass Type and End Pass Type fields, enter or select the pass types for which you wish to import or 

export pass visits. 

5 In the Pay Code field, enter or select the pay code for the revenue amount to post to cash and GL. 

Note: You might use this field if you collected additional fees for any of the pass types within the 

selected range. The system generates a revenue figure based on the number of visits multiplied 

by the Additional Visit Fee amount (from the Pass Type Maintenance - Fees/Charges screen) for 

each applicable pass type. 

6 In the Facility Type field, enter or select the facility type for which you are optionally updating the total of all 

imported pass type visit counts. 

7 In the Facility Loc field, enter or select the facility location for which you are optionally updating the total of all 

imported pass type visit counts. 

8 In the Facility ID field, enter or select the facility ID for which you are optionally updating the total of all imported 

pass type visit counts. For example: You may be importing a range of pass type visit counts that all apply to a 

specific facility, such as a pool. You would select that pool's Facility ID to update with visit statistics. 

9 Enter or select the range of dates for which you wish to import pass type visit counts. 

10 Select the Print Import Visit Results Report? option if you would like to print an import visits results report. 


12 When the import is complete, click Exit. 

Incorrect Figures Display on Pass Membership Reports 

If the numbers on your Pass Membership reports appear to be lower than you think they should 

be, you may have selected to Use the Original Member Date in place of the (current) 

membership date. This selection can be found on the Pass Type Maintenance – Core Information 

screen. 

RecTrac always keeps track of pass holders’ original pass membership date as long as they keep 

their pass active. This option should be selected ONLY if you wish to use the original membership 

date in place of the (current) membership date when reporting. Leave this box blank to use the 

default (current) membership dates for reporting. If you check this box, you'll need to take care 

when analyzing pass membership data. 

For example, Joe Smith purchased his first pass in June 1990 and has kept it active ever since. If 

you have checked this box and run a Pass Membership Analysis Report with the current fiscal 

year as your membership date range, Joe Smith will not be counted on the report. This is 

because his original membership date is outside the range of the current fiscal year. 

Linking Households to Orphaned Passes 

This program would be run in a situation in which passes exist but are not attached to a 

household. This program will find these unlinked passes and then create and attach a valid family 

member and household to them. The program uses ZZZ-FIX as the last name and JOE as the 

first name for these missing households or family members. 

1 Go to Utilities � Pass � Pass Missing HH Creator. 

2 Select the Continue with Missing H/H Creator option. 


4 A message box will display asking you if you wish to continue. Click Yes. 

5 When the update is complete, a message box will display. Click OK. 

6 Click Exit. 



Pass Visit Counts are Incorrect 

1 Go to Utilities � Pass � Pass Visit Utilities � Pass Visit Correction. 

2 Enter or select the appropriate pass. 

3 Click Process. Click Yes to continue. 

4 Enter the correct visit count by month. 

5 Click Exit to select another pass. 

6 Repeat steps 2–5, or click Exit to continue to the Visit Stats Correction screen. 

The Visit Stats Correction screen allows the system to check for and correct invalid daily visit statistics. RecTrac 

will check each hourly visit count for the selected date range to see if the field is filled with an invalid character (a 

negative number or ?). If this is the case, the system will fill this field with a count of 1. 

7 Enter or select the range of dates for which you just made pass visit statistics corrections. 

8 Click Process to begin the correction procedure. Click Yes to continue. 

9 Click OK to return to the Main Menu. 

Photo ID Image Displays as Grey Screen 

This can happen when either the image directory you are using is invalid or you do not have 

rights to read/write to the image directory. Check to make sure that the image directory specified 

in your .ini file is valid. If it is, discuss your rights with a network administrator. Call VSI Support 

for more information. 

Registering All Family Members in a Database for a Selected Pass Type 

The Auto Pass Enroll program allows you to automatically enroll all family members in your 

database into a selected pass type. This program is useful if you need to enroll all family 

members into a pass type for which there is no fee involved, since you will not visit any payment 

screens during this process. 

1 Go to Utilities � Pass � Pass Auto Enroll. 

2 In the Pass Type field, enter or select the pass type for which you are registering all family members. 

3 In the Membership Date field, enter or select the beginning membership date for all of the pass type 

membership enrollments. 

4 In the Expiration Date field, enter or select the expiration date for all of the pass type membership enrollments. 

5 Select the family member age range you want to include. 

6 Select whether you want to Include Members With No Birthdays. 

7 Select whether you want to apply your selections to family members that are specified as Residents, Non- 

Residents or All Members regardless of residency status. 


9 When the registration process is complete click Exit. 

Updating the Fee Codes Linked to a Range of Passes 

The Pass Member Fee Code Update program allows you to update the fee codes linked to a 

selected range of pass types. It would be helpful to use this program if your pass fee schedule 

changes after you set up your passes. 

1 Go to Utilities � Pass � Pass Member Fee Code Update. 

2 In the Beg Family Member and End Family Member fields, enter or select the range of family members for 

which you wish to update linked fee codes. 

3 In the Valid Pass Date field, enter the date that you wish to use to determine if passes are valid. All passes with 

expiration dates that fall after this date will be included in the range for which you wish to update linked fee codes. 

4 Select the Link Fee Codes to Household option if you want to link the updated fee codes to the household 

records. 

5 In the Individual Selections browser, select that pass type(s) for which you wish to update linked fee codes. 



OR 

In the Beg Type and End Type fields, enter or select the range of pass types for which you wish to update linked 

fee codes. 

OR 

Enter a pass type wildcard. 


6 Select whether you wish to include Residents Only, Non-Residents Only, or Both Residents and Non- 

Residents in the fee code update process. 

7 Select the Only Include Selected Pass Type Holders option if you want your VALID PASS and INVALID/NO 

PASS selections on the Details screen to apply only to pass members of the types you select in the range and/or 

browser. 

DE-select the Only Include Selected Pass Type Holders option if you want your INVALID/NO PASS selections 

on the Details screen to pass members all types you select in the range and/or browser. 

8 Click Details>>. You will continue to the Pass Member Fee Code Update - Details screen. 

9 Select whether you wish to update fee codes linked to passes with a status of: Active, Lost, Future, New, 

Revoked, Expired, Suspended, and/or Cancelled. 

10 Use the VALID PASS dual selection list to add or remove fee codes from the Add column until it reflects all of the 

fee codes that you wish to add to the selected valid pass types. If the family member records selected are not 

linked to one of the pass types selected above these fee codes will be removed from the family member records. 

Note: If you selected the Link Fee Codes to Household option in step 4, the system will look 

only to see if a family member within a household is linked to at least one of the selected pass 

type records and will apply the dual selection lists selections based on the result for the 

household. 

11 Use the INVALID/NO PASS dual selection list to add or remove fee codes from the Add column until it reflects all 

of the fee codes that you wish to add to the selected invalid/no pass households. If the family member records 

selected are not linked to one of the pass types selected above these fee codes will be added to the family 

member records. 

Note: If you selected the Link Fee Codes to Household option in step 4, the system will look 

only to see if a family member within a household is linked to at least one of the selected pass 

type records and will apply the dual selection lists selections based on the result for the 

household. 


13 A question box will display explaining what will happen based on your selections. Review the contents of this 

message and click Yes. 

14 When the process is complete, a message box will display. Click OK. 

15 Repeat steps 2–14 for each range of family members for which you wish to update linked fee codes. 


Changing the Pass Status Based on a Minimum Pass Balance 

1 Go to Period End � Pass � Pass Member Status Update. 

2 Select the Suspend or Revoke Passes With A Balance option. 

3 Enter the minimum pass balance required to change the selected pass members’ status. 

4 Click the down arrow to select the status to which you wish to change selected pass member records based on 

their pass member balances. 

4 Enter or select the to and from date for the status change(s) you want to make. 


6 Click Exit. 



Merging Pass Visits from One Database to Another 

The Pass Visit Merge program allows you to merge visits from an external RecTrac database into 

your existing RecTrac database for a selected range of visit dates. 

1 Go to Utilities � Pass � Pass Visit Utilities � Pass Visit Merge. 

2 In the Enter Connect String for Host Database field, enter the connect string of the database from which you 

are importing pass visit information. For example, -db rectrac -H Server1 -S rtlive -N tcp. 

3 In the Merge Visit Dates From fields, enter the range of visit dates that you wish to import from this database. 

4 Click OK to process your selections. 

Posting Military Bulk Visits 

The Military Bulk Visit Post program allows military customers to post bulk visits to a "pseudo" 

family member so that generic visit stats as well as pass type stats can be updated as if 50 pass 

members swiped individually. 

1 Go to Period End � Pass � Military Bulk Visit Post. 

2 Select the appropriate family member to whom the swipes will be registered. 

3 Select the appropriate visit pass type to which the swipes will be registered. 

4 Select the appropriate facility location to which the swipes will be registered. 

5 Enter or select the date you want the visits to be posted. 

6 Enter the time at which the swipes will be registered. 

7 Enter the number of visit swipes you want to register. 

8 Click Post to post the swipe records. 


Purging Generic Pass Visit Statistics 

The Pass Generic Visit Statistics Purge program allows you to delete generic visit statistics. 

1 Go to Period End � Pass � Pass Purges � Pass Generic Visit Statistics Purge. 

2 In the Individual Selections Browser, select the pass type(s) for which you wish to delete generic visit statistics. 

OR 

In the Beg Pass Type and End Pass Type fields, enter or select the range of pass types for which you wish to 

delete generic visit statistics. 


3 Enter the Beginning Visit Date. This is the beginning date for which you are deleting generic visit statistics. 

Note: You must enter a range of dates for any statistics to be deleted. 

4 Enter the Ending Visit Date. This is the ending date for which you are deleting generic visit statistics. 

5 Leave the Print Purged Generic Visit Records option DE-selected if you do NOT wish to print a list of the 

generic visit records you are purging. Select this option if you want to print this list. 

6 Click Purge to begin the process of deleting generic visit records. 


Updating Passes Based on a Future Date 

The Future Member Status Update program allows you update or change the status of a selected 

group of passes based on a future date. Selecting the Change Pass Status with Balance Only? 

option allows you to suspend or revoke the passes of members who have owe a (user-defined) 

balance on that pass. DE-selecting this option will make all passes in the range you select 

become updated with the appropriate current status. 

1 Go to Period End � Pass � Future Member Status Update. 



2 In the Individual Selections browser, select the pass type(s) for which you wish to update or change the status 

based on a future date. 

OR 

In the Beg Type and End Type fields, enter or select the range of pass type(s) for which you wish to update or 

change the status based on a future date. 

3 Optional: Enter a pass type Wildcard. 

The wildcard is used to select additional pass types that fall outside of the range selected above. The pass type 

wildcard must be five characters, with a dot (.) substituting for any non-specific character. For example, a pass 

type wildcard of NR… would include any pass type that begins with NR. 

4 Choose whether you want to use the range plus browser or just the browser selections. 

5 Enter the date as of which you want to process updates. 

6 Select the Change Pass Status with Balance Only? option if you want to change the change the pass status 

based on a minimum membership balance owed. 

Note: If you do NOT select this option, the fields listed below will not be visible on the screen. 

7 If you selected the Change Pass Status with Balance Only? toggle, enter the minimum membership pass 

balance for which you wish to change the pass status. 

Then, click the down arrow to select the pass status that pass member records with the specified minimum 

membership balance will hold after running this program. 

If you selected to change the pass status to Suspended, enter the range of dates for which the pass will be 

suspended. 

8 Click Process to begin the process of changing the pass statuses. 


Using the Pass Off-Line Batch Processing Program 

To allow workstations to continue to process pass transactions locally when the network goes 

down, VSI has created a process called Pass Off-Line Batch Processing. This program performs 

the following functions: 

If you are exporting at server or importing at local 

The data being transferred are core file maintenance records used in Pass Management: 

Households, family members, pass members, pass types, and pass history records. 

If you are exporting at local or importing at server 

The data being transferred are pass-related transactions: Cash and GL records as well as pass 

visit-related records 

Warning: Do not run this program without knowing exactly why you are doing it. 

Unauthorized use of this program on either the host/server or the local workstation can 

result in double data entries and/or other database inaccuracies! 

1 Go to Utilities � Pass � Pass Off-line Batch Processing. 

2 Enter a range of dates for which you would like to import or export pass data. 

3 Select whether you want to import or export the Pass data records. 

For example, after a network outage, you would run this program at the local workstation in Export mode to 

export the transactions that took place locally while the server was down. Then at the server, you would run this 

program in Import mode to import the transactions so that the host’s database POS transaction history files would 

be updated. 

4 Select whether you are running this program on the Server (host) or on the Local workstation. 

5 If this is a local PC (not the host/server), the Batch Local Suffix field will default to the entry you have set up in 

Static Parameters - G/L Info screen. This entry identifies the periodic export files that come from this local PC. If 

this is the server/host, this field should be left blank. 

6 If this is the server/host, the Server Suffix List field will default to the entry you have set up in Static Parameters 

- G/L Info screen. As a periodic import occurs, any files that match the suffixes in this list will be imported to the 

server. If this a local PC (not the host/server), this field should be left blank. 

7 Enter the location where you would like to either import or export the pass data. The default comes from the 

Export File Location in Security File Maintenance of the currently logged in user. 

Note: This destination should always be a shared network drive and directory! If it is not, edit accordingly. If the 

network is down/inaccessible, wait until the network is up again before running this program. 



8 Enter a range of pass types that you would like to import. 

9 Enter or select a range of menu groups to import. 

10 Enter or select a range of drawers that you would like to include. 

11 Enter or select a range of IDs that you want to include. 

12 Click More Details to continue to the Pass Off-Line Batch Processing - Details screen. 

13 On the Details screen, enter a range of membership dates that you would like to include. 

14 If you want to update a specific facility, enter the facility type/location/ID to update. 

15 Select the Copy Photos During Server Export or Local Import? option to include captured photos in the export 

or import. 

16 Enter the path to the source location for the photo files. 

17 Enter the path to the destination location for the photo files. 

18 Click Process to begin the import/export process. 


Fixing Visit History Records With Invalid Linked Pass Types 

Run the Visit History Missing Pass Type Fix program (Utilities � Pass � Pass Visit Utilities). 


Changing the Residency Status of Family Members with a Selected 

Pass 

The Pass Member Residency Utility program changes the residency status of each family 

member with a pass in the selected pass range. If the pass is valid on the selected valid pass 

date, the residency status is set to Resident (or equivalent). If the pass is not valid on the selected 

valid pass date, the residency status is set to Non-Resident (or equivalent). Family members with 

no pass in the selected range will be skipped. 

To run the Pass Member Residency Utility: (Utilities � Pass � Pass Member Residency Utility). 


Adding a GL Record to a Pass Visit 

This utility will identify visits that were not assigned a G/L record during the initial swipe-in process 

w and fix them based on the Location defined in the Visit device linked to the user that is running 

this program. This program runs without any user input other than the initial verification that you 

want to run the utility. 

Note: The Visit Fees Maintenance screens must be corrected first. 

1 Go to Utilities � Pass � Pass Visit GL Fix by Location 

2 Click Yes. 

League Scheduling Procedures 

Linking a Household to Orphaned League Facility Reservations 

This program would be run in a situation in which a league’s facility reservations exist but are not 

attached to a household. This program will find these unlinked reservations and attach them to 

the RecTrac internal household. 



1 Go to Utilities � League � League Missing HH Fix. 


3 A message box will display when the process is complete. Click OK. 

4 Click Exit. 

Resequencing League Teams 

Run the League Team Resequence program (Utilities � League � League Team Resequence). 


Point of Sale Procedures 

Changing the Formula Used for Inventory Pricing 

The Inventory Price Recalc program allows you to change the formula by which a selected range 

of inventory items is priced. This program will recalculate prices for the inventory items that you 

choose as long as they hold a price option of either Margin or Markup on the Inventory 

Maintenance - Price Matrix screen. This program will have no effect on items priced with the 

MSRP price option. 

For example, your organization has a snack bar where you serve several different types of 

lunches. One lunch option is a chef's salad. You are located in the northeastern United States; 

therefore, salad child items become more expensive to purchase in the winter. However, they are 

very plentiful and inexpensive in the summer. If you were to base your costs on the normal 

Margin and Markup calculations, the change in costs would be reflected in a change in price for 

the customer. If you would prefer to have a more ‘steady’ cost throughout the year, you would 

enter the Inventory Price Recalc program and select all of the inventory items that come together 

to make the salad and then choose ‘Average.’ By doing this, the average cost amount for each 

item will be substituted into the Margin and Markup calculations for the Last Cost amount. 

See Also: Margin/Markup calculations for further explanation. 

1 Go to Utilities � POS � Inventory Price Recalc. 

2 In the Beginning Item and Ending Item fields, enter or select the range of inventory items for which you would 

like to recalculate the price. 

Note: If you choose recipe items in your range, the recipe pricing will be likewise recalculated 

based on the child item costs. 

3 Select whether you want to recalculate Margin and/or Markup prices using the Average Cost or Last Cost of the 

items. 

4 Click Recalc. 

5 A message box will display explaining what the program will do, and asking you whether you wish to continue 

with the process. Click Yes. 

6 When the price recalc is complete, a message box will display. Click OK. 

7 Repeat steps 2–6 for each range of inventory items for which you wish to recalculate prices. 

8 Click Exit. 

Forgot to Run the Inventory Year-End Transfer Program 

Run the Inventory Stats Recalc Program. (Utilities � POS � Inventory Stats Recalc). Press F1 

for field-level Help as necessary. 



Importing Physical Counts from a Hand-Held Device 

The Physical Count Import program allows you to import physical count information into the 

RecTrac database for all inventory items on a selected posting date. This feature is needed if you 

process your physical counts by using a hand-held device. In that case, you would walk through 

your stock room recording physical counts on the device and then import this information into the 

RecTrac database. 

1 Go to Period End � POS � Inv Physical Count Import. 

2 In the Import File Name field, enter or browse to the location and filename that you wish to import. This is the file 

that was exported from your hand-held device. 

3 In the Count Posting Date field, enter or select the posting date for which you wish to import inventory physical 

counts. 

4 In the Warehouse Location field, enter or select the warehouse for which you wish to import inventory physical 

counts. 



7 Review the items listed in the import file. If you are happy with the results, click Import. 

8 When the import is complete, repeat steps 2–7 for each file that you wish to import. 

9 Click Exit. 

Importing/Exporting Inventory Setup Information 

The Inventory Item Import/Export program allows you to share the set up of your inventory items 

with remote sites. This program allows you to import or export inventory items, child inventory 

Items, recipes, and UPC codes at the same time. This saves you from having to run the 

import/export program multiple times. 

For example, your organization uses multiple databases, due to site constraints. The main site 

would set up the inventory items and then run the inventory export program sending a selected 

range of inventory item to a designated file location in ASCII format. Each remote site using the 

inventory items would then import these records into their own RecTrac database. 

1 Go to Files � POS � Inventory Maintenance � Inventory Import/Export. 

2 In the Beginning Inventory Item and Ending Inventory Item fields, enter or select the range that you wish to 

either import or export. 

3 Select whether you are exporting or importing data. 

4 In the Inventory Location field, enter or browse to the path and filename where the inventory items will be 

imported to or exported from your RecTrac database. 

5 In the Child Location field, enter or browse to the path and filename where the child inventory items will be 


6 In the Recipe Location field, enter or browse to the path and filename where the recipes will be imported to or 

exported from your RecTrac database. 

7 In the UPC Location field, enter or browse to the path and filename where the UPC inventory items will be 



9 A message box will display asking if you wish to continue with the process. Click Yes. 



Linking a Range of Inventory Items to a Different Tax Table 

The Bulk Tax Table Init program allows you to link a range of inventory items to a selected tax 

table. 

1 Go to Utilities � POS � Bulk Tax Table Initialize. 

2 In the Item Range fields, enter or select the range of items that you wish to link to a specified tax table. 

3 In the Tax Table to Link field, enter the tax table to which you wish to link the selected inventory items. 



Note: Tax Tables are defined in Static Parameters on the G/L Info screen. Up to five tax tables 

can be defined. Therefore, selecting a tax table between 6 and 9 will result in bad data. 


5 When the initialization is complete, a message will display. Click OK. 

6 Repeat steps 2–5 for each range of inventory items that you wish to link to a different tax table. 

7 Click Exit. 

Non-existent Tax Table is Linked to a Bill Code 

Run the Tran Code Tax Fix program (Utilities � POS � Tran Code Tax Table Fix). 

Processing POS Transactions when Disconnected from the Network 

You will need to use the POS Off-line Batch Processing Program. (Utilities � POS � POS Batch 

Off-line Processing) 

BEFORE ATTEMPTING TO USE THIS PROGRAM 

Refer to the following topics for setup and usage instructions: 

Overview 

Using the POS Off-line Batch Processing program 

Ticket Figures out of Balance with Sales History Figures 

Run the Ticket Recalc program. (Utilities � POS � Ticket Recalc). Press F1 for field-level Help 

as needed. 

Assigning Tickets to Specific Clerks 

Run the Clerk Ticket Assignment program (Period End � POS � Clerk Ticket Assignment). 


Touch Screen POS Bitmaps Appear to be 'Drifting' Off the Screen 

1 Go to Files � POS � Touch Screen Maintenance. 

2 Click Resequence. 

3 Click Exit. 

Updating Inventory and/or Tran Code Override Settings in Bulk 

The Inventory/TC Bulk Update program allows you to update settings on a selected range of 

inventory items and/or tran codes. 

1 Go to Utilities � POS � Inventory/TC Bulk Update. 

2 In the Beginning Item and Ending Item fields, enter or select the range of inventory items that you wish to 

update. 

3 In the Average Cost Option field, select whether you: 

• Do not want to update the average cost option on the selected inventory items (No Update) 

• Want to use the last cost as the average cost (Use Last Cost) 

• Want to make the average cost equal zero (Make Zero) 

4 In the Override Inv Qty Option fields, select whether you: 

• Do not want to update the quantity override setting (No Update) 



• Want to allow quantity overrides (Allow Override) 

• Do not want to allow quantity overrides (No Override Allowed) 

5 In the Override Inv Amt Opt fields, select whether you: 

• Do not want to update amount override setting (No Update) 

• Want to allow amount overrides (Allow Override) 

• Do not want to allow amount overrides (No Override Allowed) 

6 Select the Update Inventory Min Alert Quantity option to set a minimum quantity alert for the selected range of 

inventory items. If you select this option, enter the minimum quantity for the alert. 

7 In the Beginning Tran Code and Ending Tran Code fields, enter or select the range of tran codes that you wish 

to update. 

8 In the Override T/C Qty Opt fields, select whether you: 

• Do not want to update the quantity override setting (No Update) 

• Want to allow quantity overrides (Allow Override) 

• Do not want to allow quantity overrides (No Override Allowed) 

9 In the Override T/C Amount Opt fields, select whether you: 

• Do not want to update amount override setting (No Update) 

• Want to allow amount overrides (Allow Override) 

• Do not want to allow amount overrides (No Override Allowed) 

10 Select the Update Tran Code Min Alert Quantity option to set a minimum quantity alert for the selected range of 

tran codes items. If you select this option, enter the minimum quantity for the alert. 


12 A message box will display that explains what will happen when this program is run and will ask you if you wish to 

continue. Click Yes. 


14 Repeat steps 2–13 for each range of inventory items for which you wish to update override settings. 


Updating Inventory Sales Prices in Bulk 

The Bulk Inventory Sale Price Update program allows you to update sale prices and dates for a 

selected range of inventory items. The sale price update is based on a discount flat or percentage 

amount that is applied to the entire range of inventory items. 

For example, if you were holding a sale of 20% off all sporting goods you would use this program 

to process the sale price update. In contrast, if you were holding a sale where individual items’ 

prices were reduced by varying amounts, you would use the Quick Sale Price Defaults Update 

program. 

1 Go to Period End � POS � Bulk Inv Sale Price Update. 

2 Use the Individual Selection Browser to select the inventory item(s) that you wish to update. 

OR 

In the Beg Item Number and End Item Number fields, enter or select the range of inventory items that you wish 

to update. 

AND/OR 

Enter an inventory wildcard. 

Then, choose whether you wish to process the update for the range plus browser selections, or just browser 

selections. 

3 In the Beginning Sale Date and Ending Sale Date fields, enter the range of sale dates for which you wish to 

update sale prices. 

4 Enter the discount amount or percentage that you wish to use for the selected sale dates and inventory items. 

5 In the Discount Option field, select whether the discount amount is a percent or flat amount. 


7 A message box will display explaining what will happen when this program is run, and asking you if you wish to 

continue with the process. Click Yes. 




9 Repeat steps 2–8 for each sales price update that you wish to process. 


Updating POS Tiered Price Dates and Times 

The POS Tiered Price Date/Time Update program allows you to quickly update tiered pricing 

dates and times for a selected range of tran codes and/or inventory items. 

1 Go to Period End � POS � POS Tiered Date/Time Update. 

2 Use the Individual Tran Code Selection Browser to select the tran codes that you wish to update. 

OR 

In the Beg T/C and End T/C fields, enter a range of tran codes that you wish to update. 


selections. 

3 Select the Process Tran Codes During the Update option to process updates for the selected tran code 

selections. 

4 Use the Individual Inventory Selection Browser to select the inventory items that you wish to update. 

OR 

In the Beg Item and End Item fields, enter a range of inventory items that you wish to update. 


selections. 

5 Select the option labeled Process Inventory Items During This Update to process updates for the selected 

inventory item range. 

6 Click Details>>. You will continue to the POS Tiered Price Date/Time Update - Details screen. 

7 In the New Dates to Use for Selected Tiers fields, enter or select the new dates for each of the POS price tiers 

listed. If you wish to skip a tier, select the Skip toggle box next to the appropriate tier date entry. 

8 In the New Times to Use for Selected Tiers fields, enter or select the new times for each of the POS price tiers 

listed. If you wish to skip a tier, select the Skip toggle box next to the appropriate tier date entry. 


10 A message box will display that explains what will happen during this program and asks you if you wish to 

continue with the process. Click Yes. 

11 Repeat steps 2–10 for each grouping of inventory items or tran codes for which you wish to update tiered dates 

and times. 


Posting a Reward to a Household or Credit Book 

Run the POS Rewards Post program (Period End � POS � POS Rewards Post). Press F1 for 


Bulk Cloning Inventory Items 

The Bulk Inventory Clone program allows you to clone a range of standard or child inventory 

items. This program is useful when a new department (or golf course, etc.) is added that sells the 

same items as other departments. 

1 Go to Utilities � POS � Bulk Inventory Clone. 

2 Enter the range of inventory items that you wish to clone. 

3 Enter the old prefix for the items you are cloning from. 

4 Enter the new prefix for the items you are cloning to. 

5 Select the Clone Inventory UPC Codes? option if you want to clone inventory UPC codes. 

6 Select the Clone Inventory Recipe Links? option if you want to clone inventory recipe links. 

7 Enter the old UPC prefix for the items you are cloning from. 



8 Enter the new UPC prefix for the items you are cloning to. 

9 Select whether you want to clone standard or child inventory items. 

10 Enter the trans code you want to link to the new inventory items. 

11 Click Process to begin cloning the selected inventory items. 


Bulk Purging Inventory Items 

The Bulk Inventory Item Purge program allows you to inactivate and/or delete inventory items 

based on a user-specified range and last active date. 

WARNING: Run this program with caution—it can be used to delete all items selected as well as 

the sales history linked to the selected items. 

1 Go to Period End � POS � Bulk Inventory Item Purge. 

2 Use the Individual Selection browser to select the inventory items that you want to inactivate or delete. 

OR 

In the Begin Item and End Item fields, enter a range of inventory items that you want to inactivate or delete. 

AND/OR 

Enter an inventory item wildcard. 

Then, choose whether you wish to process the purge for the range plus browser selections, or just browser 

selections. 

3 Use the Individual Selection browser to select the child inventory items that you want to inactivate or delete. 

OR 

In the Begin Child and End Child fields, enter a range of child inventory items that you want to inactivate or 

delete. 

AND/OR 

Enter a child inventory item wildcard. 

Then, choose whether you wish to process the purge for the range plus browser selections, or just browser 

selections. 

4 Select the Inactivate selected inventory items… toggle to make inventory items inactive. 

If you select this toggle, enter a last active date in the calendar box. Any items that were last active prior to the 

date you select will be inactivated. 

5 Select the Purge inactive inventory items… toggle to delete any inventory item with a status of Inactive. This 

will also delete the history and statistics for the deleted inventory item(s). 

6 Click Process to continue with the purge. 


Posting POS Minimum Sales 

The POS Minimum Sales Post program posts debit balances to members’ accounts if they did not 

meet the minimum purchase requirements for a given period. This program is used in conjunction 

with the Global Statements III report. 

1 Go to Period End � POS � POS Minimum Sales Posting. 

2 Enter a range of food trans codes of which you require a minimum purchase. 

3 Enter any food trans codes that fall outside the range, separated by commas. 

4 Enter the minimum purchase required. 

5 Enter the food trans code used to post the debit balance. 

6 Enter a range of pro shop trans codes of which you require a minimum purchase. 

7 Enter any pro shop trans codes that fall outside the range, separated by commas. 


9 Enter the pro shop trans code used to post the debit balance. 

10 Enter a range of beverage trans codes of which you require a minimum purchase. 



11 Enter any beverage trans codes that fall outside the range, separated by commas. 


13 Enter the beverage trans code used to post the debit balance. 

14 Enter the range of dates for the minimum purchase period. 

15 Enter the date the debit balances will be posted. 

16 Enter a range of pass types to include. 

17 Click Process to begin the minimum sales post procedure. 


Setting All Members' Credit Book Balances to Zero 

Run the Bulk Credit Book Delete program (Utilities � POS � Bulk Credit Book Delete). 

Changing a Paymentech or Vital Batch Number 

Run the Credit Card Batch Number Change program (Daily � System � Credit Card Processing 

� Credit Card Batch Number Change). Press F1 for field-level Help as needed. 

Importing Sales Information from Aloha Systems into RecTrac 

Run the Aloha Systems Sales Import program (Utilities � POS � Aloha Systems Sales Import). 


Conversions 

Converting Tran Codes from Old to New 

This program allows you to convert a tran code from one number to another, including all its 

corresponding history. This program is very useful for organizations that are changing the 

numbering structure of their tran codes. 

Note: The tran code conversion will affect all inventory items linked to the specified tran code. 

1 Go to Utilities � POS � TC/Inventory/Ticket Conversions � Trans Code Conversion. 

2 In the Old Tran Code field, enter or select the tran code that you are converting from. 

3 In the New Tran Code field, enter the tran code that you are converting to. 

4 Click Convert. 

5 A message box will display asking you if you wish to continue with the conversion process. Click Yes. 

6 Repeat steps 2–5 for each tran code that you wish to convert. 

7 Click Exit. 

Converting Tran Codes in Bulk 

Run the Bulk Tran Code Conversion program (Utilities � POS � TC/Inventory/Ticket 

Conversions � Bulk Tran Code Conversion). Press F1 for field-level Help as needed. 

Converting Inventory Numbers from Old to New 

This program allows you to convert an inventory item from one number to another, include all of 

its corresponding history. This program is very useful for organizations that are changing the 

standard inventory item numbering scheme. 

1 Go to Utilities � POS � TC/Inventory/Ticket Conversions � Inventory Conversion. 

2 In the Old Item field, enter or select the inventory item that you are converting from. 



3 In the New Item field, enter the new inventory item number that you are converting to. 


5 A message box will display that asks you if you wish to continue with the conversion. Click Yes. 


7 Repeat steps 2–6 for each inventory item that you wish to convert. 

8 Click Exit. 

Converting Child Inventory Numbers from Old to New 

This program allows you to convert a child inventory item from one number to another, including 

all the recipes that utilize this child item, plus all its corresponding history. This program is very 

useful for organizations that are changing their child inventory item numbering structure after the 

initial setup of RecTrac. 

1 Go to Utilities � POS � TC/Inventory/Ticket Conversions � Inventory Child Conversion. 

2 In the Old Item field, enter or select the child inventory item that you are converting from. 

3 In the New Item field, enter the new child inventory item that you are converting to. 


5 A message box will display that asks you if you wish to continue with the conversion. Click Yes. 


7 Repeat steps 2–6 for each inventory item that you wish to convert. 

8 Click Exit. 

Converting Tickets 

Run the Ticket Conversion program (Utilities � POS � TC/Inventory/Ticket Conversions � Ticket 

Conversion). Press F1 for field-level Help as needed. 

Rental Procedures 

Changing the Status Entries Linked to Converted Rental History 

Records 

The Rental Status Fix program allows you to fix the rental status of converted rental histories. 

This program will change all converted rental history records that have a reserved check-out date 

greater than or equal to the selected Pending status start date from a status of Out to Pending. 

1 Go to Utilities � Rental � Rental Status Fix. Press F1 for field-level Help as needed. 

2 In the ‘Pending Status Start Date’ field, enter today’s date. All rental history records with a reserved check-out 

date greater than or equal to this date will have their status entry set to ‘Pending.’ 



5 Click Exit. 

Cloning the Rental Item Fees to a Range of Rental Items 

The Rental Fee Utility program allows you to clone fee information (amounts, counts, fee codes, 

fee types, deposits, etc) from a base rental item to a range of items. 

1 Go to Utilities � Rental � Rental Fee Change Utility. 

2 In the Base Item field, enter or select the rental item that you wish to use as the base rental item on which to 

base the rental item fee cloning process. 

3 In the Begin Item and End Item fields enter or select the range of rental items to which you wish to clone the 

base item’s fee information. 




5 A message box will be displayed asking you if you wish to continue. Click Yes. 

6 When the cloning process is complete, a message box will display. Click OK. 

7 Repeat steps 2–6 for each base rental item that you wish to clone. 

8 Click Exit. 

Converting Rental Item Names from Old to New 

The Rental Item Conversion program allows you to convert rental items if the naming schema for 

your rental items changes. RecTrac automatically updates all pre-existing rental reservations 

involving those rental items. 

1 Go to Utilities � Rental � Rental Item Conversion. 

2 In the Old Item field, enter or select the rental item that you want to convert from. 

3 In the New Item field, enter the rental item that you want to convert to. 


5 A message box will appear asking you if you wish to continue. Click Yes. 


7 Repeat steps 2–6 for each rental item name that you wish to convert. 

8 Click Exit. 

Creating Households for Orphaned Rental Reservations 

This program would be run in a situation in which rental reservations exist but are not attached to 

a household. This program will find these unlinked reservation records and then create and attach 

a family member and household to them. The program uses ZZZ-FIX as the last name and JOE 

as the first name for these missing households or family members. 

1 Go to Utilities � Rental � Rental Missing HH Creator. 

2 Select the Create Missing Households option if you want to create and attach a valid household to unlinked 

rental reservation entries. 

3 Select the labeled Remove Records w/Zero H/H option if you want to delete the rental reservation that is linked 

to a ‘Zero’ household. 


5 A message box will display when the process is complete. Click OK. 

6 Click Exit. 

Deleting Rental Reservation Balances 

The Rental Reservation Balance Purge program allows you to delete household rental balances 

for a selected range of rental items and dates. 

1 Go to Utilities � Rental � Rental Balance Purge. 

2 In the Beginning Rental Item and Ending Rental Item fields, enter or select the range of rental items for which 

you wish to purge household balances. 

3 In the Beginning Purge Date and Ending Purge Date fields, enter or select the range of rental dates for which 

you wish to purge household balances. 

4 Click Purge. 

5 RecTrac will ask you if you wish to continue with the purge. Click Yes. 

6 When the purge is complete, a message box will display. Click OK. 

7 Repeat steps 2–6 for each range of rental reservations for which you wish to delete household balances. 

8 Click Exit. 



Deleting Zero Rental Reservation Numbers 

The Rental Zero Reservation Number Purge program allows you to add rental reservation 

numbers to reservations that hold a zero number. 

Important Note: Before running this program, make sure that all other RecTrac users are logged 

out of RecTrac! Running this program while users are logged on can cause data corruption. 

1 Go to Utilities � Rental � Rental Zero Resv Purge. 



4 Click Exit. 

Deleting a Range of Rental Items 

The Bulk Rental Item Delete program allows you to delete a range of rental items. 

WARNING: Run this program with caution as it will delete all items selected as well as the rental 

history linked to the selected items. 

1 Go to Utilities � Rental � Rental Bulk Item Delete. 

2 In the Beg Rental Item and End Rental Item fields, enter or select the range of rental items that you wish to 

delete. 


4 A message box will display that explains the function the program will perform and asks you if you wish to 



6 Repeat steps 2–5 for each range of rental items that you wish to delete. 

7 Click Exit. 

Getting a "Rental Item Cannot be Reserved X Number of Days in 

Advance" but My Rental Start Date is Less than X 

The maximum days in advance that a rental item may be reserved (as established on the Rental 

Item Maintenance - Core Information screen) prevents you from reserving an item if the 

reservation start or end date of the reservation exceeds the current processing date plus the 

maximum days in advance. Therefore, you must be sure that the ending date of your rental item 

reservation also does not exceed the maximum. 

For example:, assume that the Max Days in Adv field is set to 14 and you are creating a 

reservation on January 1 st . If you tried to create a reservation that started on the 7 th (less than 

fourteen days in advance) but ended on or after the 14 th , you would receive the "The rental item 

cannot be reserved more than 14 days in advance" message. You must change the reservation 

end date so that it is before the 14 th . 

Recalculating Rental Counts 

Run the Rental Count Recalc program (Utilities � Rental � Rental Count Recalc). Press F1 for 


Returning Selected Rental Statuses Back to Cancelled 

Run the Cancelled Rental Status Fix program (Utilities � Rental � Cancelled Rental Status Fix). 




Court Reservation Procedures 

Number of Available Court Slots is Incorrect 

Run the Court Reservation Recalc Program (Utilities � Court � Court Reservation Recalc). Press 


Adjusting Court Reservation Max Counts 

Run the Court Reservation Max Count Adjustment program (Utilities � Court � Court Max Count 

Adjustment). Press F1 for field-level Help as needed. 

Locker Procedures 

Changing the Locker Reservation Status 

The Locker Rental History Status Change program allows the system to change any rented 

locker's internal status. This status does not appear on any File Maintenance screen. It is used as 

an internal flag for the rental processing program. The internal status is changed to "C" (for 

Complete) if that locker's rental period ends on or before the "Process Date" entered on this 

screen. The internal status is changed to "I" (for Impound) if the "Process Date" entered on this 

screen falls within that locker's grace or impound period. See the "Process Date" field description 

below for more details. 

Note: This program may be run on a regular basis, especially for those organizations that have 

thousands of lockers in their database. In these instances, running this program may allow the 

system to find an available locker more quickly during the locker rental process. 

1 Go to Period End � Lock � Locker Rental History Status Change. 

2 In the Beginning Locker Room and Ending Locker Room fields, enter the range of locker rooms for which you 

wish to change the internal reservation status. 

3 In the Beginning Locker and Ending Locker fields, enter the range of locker numbers for which you wish to 

change the internal reservation status. 

4 Enter a Process Date that will be used to determine the following change processes: 

• Any locker reservation (that falls within the ranges selected above) that has a rental period ending date that 

ends on or before the date selected here, will have its status changed to C (complete). 

• Any locker reservation (that falls within the ranges selected above) that has an impound period ending date that 

ends on or before the date selected here, will also have its status changed to C (complete). 

• If the process date entered here falls between a rental reservation’s rental period ending date and the impound 

period ending date, that reservation will have its status changed to I (Impound). 

5 Select the Charge Impound Fee option if you want to charge impound fees for each locker coded as Complete. 

Note: This option applies only to those lockers for which an Impound Period has been 

established. 

6 Select the Use Deposit to Pay Impound Fee option if you selected to charge impound fees and you want the 

collected deposit to pay for the impound fee. 

Note: This option applies only to those lockers for which an Impound Period has been 

established. 

7 In the Pay Code field, enter or select the pay code that you want to use to pay the required amounts. 

8 Enter or select the pay drawer that will be used to process payment. 

9 Enter or select the user who will process the payment for this locker reservation process. 


11 When the locker status conversion is complete, a message box will display to notify you. Click OK. 




Assigning Locks in Bulk 

The Bulk Lock Assignment program allows you to quickly assign locks to lockers in a selected 

locker room. This program is useful if your maintenance staff makes lock assignments to lockers 

and keeps a log of all assignments. You could use this program to make the lock assignments 

based on the log. 

When a lock is assigned to a locker, the program automatically changes its status to "In Use." 

When you replace one lock with another, the replaced lock’s status is changed to "Available" until 

it is reassigned to another locker. You cannot manually delete a lock’s link to a locker using this 

program, but, if you reassign a lock (lock C-50 was on locker A, now its assigned to locker B), the 

lock’s original link to the old locker (locker A) will be deleted. 

You can make lock assignments using the browser boxes or by typing in the locker and lock 

numbers. Both processes are described in the steps below. 

Note: You can manually make lock assignments using the Locker File Maintenance program. 

1 Go to Period End � Lock � Lock Bulk Assignment. 

2 In the Locker Room field, press the F9 key or right-click from within the field to select the locker room in which 

you wish to assign locks to lockers. The first locker in the Locker Selection browser box will automatically be 

highlighted. 

Note: Select the Activate Locker with Lock Assignment option if you wish to change inactive 

lockers to active when you assign a lock to the inactive locker. 

3 To assign the locks using the browser boxes, go to step 4. To assign locks by typing in the locker and lock 

number, go to step 6. 

4 Highlight the first locker number to which you wish to assign a lock. 

5 In the Lock Selection browser box, double-click the "Available" lock that you wish to assign to the highlighted 

locker. 

Note that the lock numbers are listed as "Available" if the lock is available or "In-Use" if the lock is already 

assigned to a locker. 

OR 

Highlight the "Available" lock that you wish to assign to the highlighted locker and click the Process button. The 

next locker in the Locker Number browser box will automatically be highlighted. 

Continue to step 9. 

6 The entry in the Locker field will default to the first locker in the locker room. Enter the first locker number to 

which you wish to assign a lock. 

7 In the Lock field, enter the lock that you wish to assign. 


9 You will return to the Locker field, where the next locker in the list will be entered. 

10 Repeat steps 2–9 for all lockers to which you wish to assign locks in this locker room. 

11 To switch to a new locker room, click the Next Locker Room button at the bottom of your screen. 

OR 

Click Exit if you are finished assigning locks. 

Updating Locker Statuses and/or Conditions 

The Bulk Locker Conversion program allows you to change the status and/or condition for a 

specified range of lockers within a specified range of locker rooms. 

1 Go to Period End � Lock � Bulk Locker Update. 

2 In the Beginning Locker Room field, enter or select the locker room in which you wish to begin converting the 

status and/or condition entries. 

3 In the Ending Locker Room field, enter or select the locker room in which you wish to end converting the status 

and/or condition entries. 

4 Enter or select the range of lockers for which you wish to convert the status and/or condition entries. 



5 Select whether you want the selected lockers new status entries to be set to Active, Inactive or be left as the 

Current entry. 

6 Select whether you want the selected lockers new condition entries to be set to Good, Damaged, Totalled or be 

left as the Current entry. 

7 Click Process. The conversion process will begin. 

8 When the conversion is complete, a message will display. Click OK. 

9 Repeat steps 2–8 for each grouping of lockers that you wish to convert. 


Deleting a Range of Lockers 

The Locker Purge program allows you to purge specified lockers in selected locker rooms from 

your database. 

IMPORTANT NOTE: This function should be performed with caution—it will delete all selected 

lockers and their history from your database. 

1 Go to Period End � Lock � Locker Purge. 

2 In the Beginning Locker Room and Ending Locker Room fields, enter or select the range of locker rooms in 

which you wish to delete existing locker records and history. 

3 In the Beginning Locker and Ending Locker fields, enter or select the range of lockers that you wish to delete. 

4 Select the Print Purge Journal option if you want to print a listing of the purged lockers after the purge is 

complete. 

5 Click Process. The purging process will begin. 

6 A message box will appear asking you if you wish to continue with the purge. Click Yes. 

7 When the purge is complete a message box will display. Click OK. 

8 Repeat steps 2–7 for each range of lockers that you wish to delete. 

9 Click Exit. 

Deleting a Range of Lock Records 

The Lock Purge program allows you to delete a range of locks from your system. 

1 Go to Period End � Lock � Lock Purge. 

2 In the Beginning Lock and Ending Lock fields, enter or select the range of lock records that you wish to delete. 

3 Select the Print Purge Journal option if you want to print a listing of the purged lockers after the purge is 

complete. 


5 A message box will display that asks you if you wish to continue with the purge. Click Yes. 

6 When the purge is complete a message box will display. Click OK. 

7 Repeat steps 2–6 for each range of lock records that you wish to delete. 

8 Click Exit. 

Updating a Range of Locker Prices 

Update the Bill Code: 

1 Go to Files � System � Finance Codes Maintenance � Bill Code Maintenance. 

2 Highlight the bill code linked to the selected range of lockers—the bill code will have be type LK. Click Change. 

3 Click Next. You will continue to the Bill Code Maintenance - Rate Information screen. 

4 In the Default Amount field, enter the updated price amount. 

5 Click Done to save your changes and return to the Bill Code Maintenance screen. 

6 Click Exit. 



Update the Locker Files Linked to This Bill Code: 

7 Go to Period End � Lock � Locker Bulk Price Update. 

8 Enter or select the range of locker rooms and lockers that are linked to the bill code that you just updated. 

9 Enter a New Deposit amount (if applicable), as well as, indicate if it is a flat amount or a percentage of the bill 

code default amount. 

10 Click Process to update the new bill code default amount on each locker file record. 


Linking Households to Orphaned Lockers 

This process would be run in a situation in which locker reservations exist but are not attached to 

a household. This program will find these unlinked roster entries and then create and attach a 

valid family member and household to them. The program uses ZZZ-FIX as the last name and 

JOE as the first name for these missing households or family members. 

1 Go to Utilities � Lock � Locker Missing HH Creator. 

2 Select the Create Missing Households option if you want to create and attach a valid household to unlinked 

locker reservation entries. The locker entry will be linked to ZZZ-Fix for future editing. 

3 Select the Remove Records w/Zero H/H or Zero F/M option if you want to delete the locker reservation that is 

linked to a ‘zero’ household or family member. 



6 Click Exit. 

7 At this point you should review all locker reservations linked to the ZZZ-FIX household and edit/delete as needed. 

Reallocating Uncollected Locker Deposit Fees to a Revenue Bill Code 

The Abandoned Locker Deposit Reallocation program allows you to move deposit funds not 

collected by customers from a liability account to a revenue account. 

1 Go to Period End � Lock � Abandoned Locker Dep Reallocate. 

2 In the Individual Selections browser, highlight the locker room(s) for which you wish to reallocate uncollected 

locker deposit fees. 

OR 

In the Beginning Locker Room and Ending Locker Room fields, enter or select the range of locker rooms for 

which you wish to reallocate uncollected locker deposit fees. 

3 In the Beginning Locker and Ending Locker fields, enter or select the range of lockers for which you wish to 

reallocated deposit fees. 

4 In the Processing Date field, enter or select the date on which you want the reallocation to take place. 

5 Select the Inactivate Lockers and Remove Locks option to assign a status of inactive to all selected lockers 

and remove the links to associated locks. 

6 In the Lckr Revenue Bill Code field, enter or select the bill code to which you wish to post uncollected locker 

deposit fees. 

7 In the Pay Code field, enter or select the pay code to which you wish to post uncollected locker deposit fees. 

8 In the Pay Drawer field, enter or select the pay drawer to which you wish to post uncollected locker deposit fees. 

9 In the Pay User field, enter or select the pay user who will post the uncollected deposit fees. 


11 A message box will display that asks you if you wish to continue with the reallocation. Click Yes. 

12 When the reallocation is complete, a message box will display. Click OK. 




Cloning Locker Fees from a Base Locker to a Range of Lockers 

The Locker Fee Utility program allows you to clone fee information (amounts, counts, fee codes, 

fee type, deposits, etc.) from a base locker to a range of lockers. 

1 Go to Utilities � Lock � Locker Fee Utility. 

2 In the Locker Room field, enter or select the locker room in which the base locker is located. 

3 In the Base Locker field, enter or select the locker that you wish to use as the base locker for the locker fee 

information cloning process. 

4 In the Feature to Match field, enter or select the feature that will be required to be matched before the fee 

information linked to the base locker will be cloned into the selected locker records. 

5 Enter or select the range of lockers for which you wish to clone fee information from the base locker. 


7 A message box will display asking you to confirm your selections. Click Yes. 

8 When the cloning process is complete, a message box will display. 

9 Repeat steps 2–8 for each set of records that you wish to clone. 


Trip Booking Procedures 

Converting Trip IDs from Old to New 

This program allows you to convert a trip from one number to another, with all its corresponding 

history. This program is very useful for organizations that are changing their standard trip 

numbering structure. 

1 Go to Files � Trip � Trip Conversion. 

2 In the Old Trip ID field, enter or select the trip ID that you are converting from. 

3 In the Old Dept Date field, enter or select the departure date for the old trip ID. This field will automatically be 

filled in when you select the old trip ID. 

4 In the Old Dept Time field, enter or select the departure time for the original trip ID. This field will automatically 

be filled in when you select the old trip ID. 

5 In the New Trip ID field, enter the new trip ID that you are converting to. 

6 Enter or select the new departure date for the new trip. 

7 In the New Departure Time field, enter the departure time for the new trip ID. 

8 In the New Return Date field, enter the return date for the new trip. 

9 In the New Return Time field, enter the return time for the new trip. 




13 Repeat steps 2–12 for each trip that you wish to convert. 


Deleting a Range of Trip Bookings 

The Trip Booking Line Item Purge program allows you to delete a selected range of trip bookings. 

1 Go to Period End � Trip � Trip Booking Purge. 

2 In the Beg Trip and End Trip fields, enter or select the range of trip IDs for which you are purging trip bookings. 

3 In the Beg Purge Date and End Purge Date fields, enter or select the range of trip dates for which you wish to 

purge trip bookings. 

4 In the Booking Purge Opt field, select whether you wish to Purge Trip Bookings Even With Balance Due, Purge 

Trip Bookings if No Balance Due, or Zero Trip Booking Balances, But Keep Bookings. 

5 In the Trip Purge Opt field, select whether you wish to Purge Trips if No Bookings Exist, or Maintain Trips 

Regardless of Whether Bookings Exist. 






9 Repeat steps 2–8 for each range of trip bookings that you wish to purge. 


Trip Figures Do Not Match the Trip File Detail Entry 

Run the Trip Booking Resequence program (Utilities � Trip � Trip Booking Resequence). Press 


Updating Fees for a Group of Trips with the Same Bill Code 

The Trip Bulk Price Update program allows you to update fees for a specific group of trips listed 

under the same bill code at one time and in one screen. This can be a great timesaver if you often 

need to update prices for a large number of trips. 

Important Note: This program will update prices on the file maintenance level only. If you have 

already made reservations for this trip before changing the price, the history records for these 

reservations will NOT be updated. 

For example, your department offers bus trips to several major sporting events throughout the 

year. Each sports trip (Football, Basketball, Hockey and Baseball) has a different price and is 

listed under a separate bill code. Every time that there is a game scheduled, a trip is offered. 

Each year the price of the trips changes. Instead of having to enter the information separately into 

each record through Trip Maintenance on the Fees and Comments screen, you can change all of 

the fees for each bill code in the Trip Bulk Price Update screen. 

1 Go to Period End � Trip � Trip Bulk Price Update. 

2 In the Beg Trip ID and End Trip ID fields, enter or select the range of trips for which you wish to update prices. 

3 In the Beginning Trip Date and Ending Trip Date fields, enter or select the range of trip dates for which you 

wish to update prices. 

4 Press the F9 key or right-click from within the Bill Code field to select the bill code that you wish to update. The 

description of this bill code will appear in the Description column. 

5 In the Fee Amount field, enter the new price for this bill code. 

6 Repeat steps 4 and 5 for each of the trip prices that you need to update. 

7 In the Fee Code(s) field, press the F9 key or right-click from within the field to select the fee code(s) that you wish 

to link to the selected range of trip IDs from the picklist. Hint: Hold down the Control key to select multiple fee 

codes. 


9 A message box will display asking if you wish to continue. Click Yes. 


11 Repeat steps 2–10 for each range of trips that you wish to update. 


Exporting Trip Setup Information 

Run the Trip Export Program (Utilities � Trip � Trip Export Program). Press F1 for field-level 


Importing Trip Setup Information 

Run the Trip Import program (Utilities � Trip � Trip Import). Press F1 for field-level Help as 

needed. 



Incident Procedures 

Purging Incident Records 

Run the Incident Reporting Purge program (Period End � Incident � Incident Reporting Purge). 

Press F1 for screen-level Help as necessary. 

General/System Procedures 

The Computer Failed or Lost Power in the Middle of a Transaction 

Call Vermont Systems, Inc. after you have checked the following items, but before making 

any alterations: 

• Check the Cash Journal. 

• Check the G/L Distribution Report. 

• Check the household history and household balance. 

• Check the activity roster, facility, court, pass, inventory or rental item that you were working on when the 

interruption occurred. Verify if the procedure completed—is the person on the roster, if the facility/court/rental 

item reserved, if the person registered for the pass type, etc. 

Restarting a Range of Installment Bills 

Perform the following steps to restart installment bills after they have been suspended. 


2 In the individual selection browser, select the household(s) for which you wish to restart installment billing. 

OR 

Enter or select the range of households for which you wish to restart installment billing. 

Then, choose whether you wish to restart installment bills based on your selections in the range and browser, or 

the browser only. 

3 Select Restart as the Billing Status Option. 

4 In the Date to Restart Billing field, enter the date that you want billing to restart. 

5 Select the modules for which you wish to restart installment billing. 






8 Click Details>>. You will continue to the Installment Billing Status Update – Details screen. 


restart installment billing. 



12 When you return to the Installment Billing Status Update screen click Exit. 

Note: To suspend installment bills, refer to the "Suspending a Range of Installment Bills" topic. 

Recreating an Installment Billing ACH File 

The Installment Billing - ACH File Recreate program allows you to recreate the ACH file that you 

will send to the bank with RecTrac transaction figures. You would run this program if you find that 

your ACH file was not configured properly when it was first created. This program will not affect 

any figures in your RecTrac database. 

1 Go to Utilities � System � Installment Billing/ACH Utilities � Install Bill ACH File Recreate. 



2 In the Bill Date field, enter or select the bill date for all of the records in the ACH file. The default entry is today’s 

date. 

3 In the ACH File Date field, enter or select the date on which this ACH file will be created. 

4 Select whether or no you want to include pre-notes in the ACH file you’re creating. 

5 Click Process. The ACH file will be recreated. 

6 Click Exit. 

Buttons are Missing at the Bottom of the Screen 

If you cannot see all of the buttons on the bottom of the window, check your Windows Font Size. 

Use "Normal Font" or "Small Font." Large fonts will make buttons disappear. (Some non-standard 

video drivers may do the same.) 

Voiding a Shift Close-Out Entry 


• You have already performed an End-of-Shift Close Out. 

• You wish to delete your End-of-Shift close-out entry entirely from your system. 

1 Go to Daily � System � End of Day Processing � Close Out Adjustments. 

2 In the Drawer Number field, enter the drawer number for the end-of-shift close out entry that you wish to void. 

Press Tab or Enter. 

3 Highlight the Close-Out entry that you wish to void. 

4 Click Void. 

5 You will be prompted with the following question: "Do you want to continue with this Void?" Click Yes. 

6 You will return to the Close-Out Adjustments screen where the voided entry will no longer be listed. 

7 Click Exit. 


An Update Program Failed to Complete Successfully 

Run the Roster Resequence program (Utilities � Activity � Roster Utilities � Roster Resequence). 


Ovation is Printing Darker on the Right Side Than the Left 

Adjust the horizontal ribbon tension using the green knob. 

A Household’s Bar Code on their Pass/ID Card is Not Working Properly 

Run the ID Card Translator program (Utilities � System � Household Utilities � Household ID Card 

Translator) to see if the bar code number translates to a Household and Family Member number, using 

the ID card parameters from the ID-Swipe device linked to the currently logged in user/menu 

group/workstation/defaults. The program will indicate if the translated Household and Family Member 

numbers are valid within the RecTrac database. If they are, the associated Household and Family 

Member names will display. 

Need to Delete a Range of Gift Certificates 

Run the Gift Certificate Purge program (Period End � System � Period End Purges � Gift 

Certificate Purge). Press F1 for field-level Help as needed. 



Restoring Paymentech Batch Files 

Run the Paymentech Batch Restore program (Utilities � System � Paymentech Batch Restore). 


Converting Family Member User Codes to Military Codes 

Run the F/M User Code to Military Code Conversion program (Utilities � System � Conversion 

Utilities � F/M User Code to Military Code Conversion). Press F1 for field-level Help as needed. 

Deleting WebTrac Master Records 

Run the WebTrac Master Record Purge program (Period End � System � Period End Purges � 

WebTrac Master Record Purge). Press F1 for field-level Help as needed. 

Changing the Start/Expiration Date on Installment, ACH 

Checking/Savings, and/or ACH Credit Card Bills 

Run the Installment Billing Date Change Utility program (Utilities � System � Installment 

Billing/ACH Utilities � Installment Billing Date Change Utility). Press F1 for field-level Help as 

needed. 

Assigning Permissions in Bulk 

Run the Bulk Permissions Assign program (Utilities � System � Bulk Permissions Assign). Press 


Converting a Pay Code to a New Code 

Run the Installment Pay Code Conversion program (Utilities � System � Conversion Utilities � 

Pay Code Conversion). Press F1 for field-level Help as needed. 

Converting a Check Transaction File Into an ACH Format File 

Run the Check Processing ACH File Creation program (Period End � System � Check 

Processing ACH File Creation). Press F1 for field-level Help as needed. 

Deleting Answers Linked to Questions 

Run the Question Answer Purge program (Period End � System � Period End Purges � 

Question Answer Purge). Press F1 for field-level Help as needed. 

Splitting Sales Tax 

This feature is no longer needed as a new Tax Table exists that allows users to link up to five (5) 

separate tax rates per Tax Code. 

To establish or modify a Tax Table Record: 

1 Go to Files � System � Financial Codes Maintenance � Tax Tables Maintenance 

2 Select a Tax Table Record or click ‘Add’ to create a new Record 

3 Enter a tax rate in the Tax 1 field. You may add up to four (4) additional tax rates per Tax Table Record. 

4 Enter a G/L Code for each tax rate 



5 Enter a Cost Centers for each tax rate, if applicable. 

6 Enter a Receivables offset GL Code and Cost Center for each tax rate, if you are using Receivables. 

7 Click OK to save your changes and return to the Tax Table Maintenance screen. 

Purging WebTrac User Orphans 

The WebTrac User Orphan Purge program can be used to delete WebTrac users in bulk or just 

those WebTrac users with missing or inactive households. 

1 Go to Period End � System � Period End Purges � WebTrac User Orphan Purge. 

2 Select the Purge User IDs for Inactive RecTrac Households option to remove WebTrac users linked to inactive 

households. 

3 Select the Purge User IDs for Missing RecTrac Households option to remove WebTrac users linked to 

households that are missing. 

4 Select the Purge All WebTrac User IDs option to remove all WebTrac users. Use this option with extreme 

caution. 

5 Click Purge to begin the WebTrac user purge process. 


Consolidating ACH Files 

The ACH Record Consolidation program allows you to combine multiple ACH files. This program 

should be run after running the Installment Bill/Auto-debit process. If a household has four 

different ACH bills that are all to be charged against the same account and routing number, these 

are combined into one record with amount equaling the total of all of the separate bills. 

1 Go to Utilities � System � Installment Billing/ACH Utilities � ACH Record Consolidation. 

2 In the Bill Date field, enter the bill date for the records you want to consolidate. 

3 In the ACH File Date field, enter the date on which this ACH file will be created. 

4 Select the Exclude Pre-Note Records option to include only those billing records that have been pre-noted. 

5 Click Process to create the consolidated ACH file. 


Changing Residency Status Based on Zip Code 

Run the Household Residency Change program (Utilities � System � Household Utilities � 

Household Residency Change). Press F1 for field-level Help as needed. 

Adding a Member ID Number to the XRef or Social Security Number 

Field and/or Converting Household IDs 

Run the Bulk Household Transfer II program (Utilities � System � Household Utilities � Bulk 

Household Transfer II). Press F1 for field-level Help as needed. 

Merging a Pay Code into an Existing Code 

Run the Pay Code Conversion program (Utilities � System � Conversion Utilities � Pay Code 


Changing the Status and Schedule for Scheduled Events 

Run the Scheduled Events Maintenance program (Period End � System � Scheduled Events 

Maintenance). Press F1 for field-level Help as needed. 



Converting Device Codes 

Run the Device Conversion program (Files � System � Device Maintenance � Device 


Menus or Hot Button Procedures 

Main Menu Screen is Slow to Appear 

If your Main Menu screen is slow to appear when you login or exit out of RecTrac programs, try 

copying the \VSI\RECTRAC\BMP folder to a local drive. By storing all your bitmaps locally, you 

can significantly speed up the "screen-painting" process. 

Also remember, if you change the location of RecTrac bitmaps, you'll need to edit the PROPATH 

line of your RECTRAC.INI file accordingly. 

If all users share a common RECTRAC.INI file, create a copy of the .INI file for your personal 

login that points to a local drive for bitmaps. 

You Have Menu Items That Do Not Have Users Associated With Them 

Run the Menu Orphan Item Purge program (Utilities � System � Menu & Button Utilities � Orphan 

Menu Item Purge). Press F1 for field-level Help as needed. 

Posting Finance Refund Check Amounts Against the RecTrac Wash 

Account 

The Refund Finance Offset Post program allows organizations that print refund checks through 

their Finance department to debit the RecTrac Credit Balance Control account by the amount of 

the checks being written in Finance. This is NOT a necessary step and this program should only 

be run if your organization meets the following criteria: 

• Your Finance department always cuts the refund checks (i.e., Refund Finance option on the Refund Update 

screen). 

• Your Finance department notifies you when the refund checks have been cut and the amount of the refunds. 

• In Static Parameters - G/L Info screen you have selected the Keep ‘RR/RF’ In The Control Account As A CR 

option. 

• You want to keep track of an accurate balance in the RecTrac wash account. 

1 Go to Period End � System � Refund Processing � Refund Cks by Finance Post. 

2 In the Posting Date field, enter or select the date on which you wish to post the refund finance offset amount. 

3 In the Posting Amount field, enter the amount to be posted. This entry should equal the amount of money 

refunded by finance. 

3 In the User ID field, enter or select the user ID under which you wish to post the offset. 

4 In the Cash Drawer field, enter the cash drawer under which you wish to post the offset. 

5 Click Process. The system will begin posting the selected offset entries. 

6 You will be asked whether you wish to continue with this process. Click Yes. 

7 An informational message box will notify you when the offsets have been posted. Click OK. 

8 Repeat steps 2–7 for each offset posting you wish to process. 

9 Click xit. 



Exporting/Importing Hot Buttons 

These steps describe exporting hot buttons for all menu groups, or importing hot buttons for 

specified menu groups. Any hot buttons that are imported will overwrite old hot buttons for a 

specified menu group. 

1 Go to Utilities � System � Menu & Button Utilities � Hot Button Import/Export. 

2 In the File Name field, enter or browse to the full path and filename of the hot button file that you are importing or 

exporting. The default filename for a menu hot button export is BUTTON.BTN. The default filename is 

BUTTON.BTN. 

3 Select whether you wish to import/export the following buttons: 

Menu Buttons – Button layouts displayed on the Main screen. 

Global Sales – Button layouts displayed on the Global sales screen. 

Hot Keys – Hot key layouts displayed on the Hot Key screen when you press the F12 key. 

Court – Court button layouts displayed on the Express Court screen. 

4 To Import Hot Button Files: 

Click Import. You will continue to the Hot Button Import Selection Criteria screen. 

To Export Hot Button Files: 

Click Export. The export process is complete. Click Exit to return to the Main Menu. You will need to log out of 

RecTrac and back in for your changes to take effect. 

Horizontal and Vertical Scroll Bars Hide Part of the RecTrac Screen 

If you cannot see all of the screen because of horizontal and vertical scroll bars at the edge of 

your screen, check your Windows Font Size. 

Use "Normal Font" or "Small Font." Large fonts will cause scroll bars to appear. (Some nonstandard 

video drivers may do the same.) 

Golf Procedures 

Adjusting a Day’s Tee Time Slots 

The Tee Time Adjustment program allows you to push out tee times for a range or courses on 

one date, beginning at a given time. 

1 Go to Period End � Golf � Tee Time Adjustment. 

2 In the Beginning Course and Ending Course fields, enter the range of courses for which you wish to begin 

changing tee time slots. 

3 In the Date to Adjust field, enter or select the date for which you wish to process a tee time adjustment. 

4 In the Starting Time field, enter the time at which you wish to start pushing out tee times. 

5 Enter the number of hours and minutes by which you wish to adjust the tee time slots in the Push Out Tee Times 

By fields. 

For example, if the tee off times are behind schedule by 14 minutes, you would enter 0 hours and 14 minutes. 

6 Click Process. A message box displays that explains the process and asks you if you wish to continue. Click 

Yes. 

7 When the process is complete a message box will display to notify you. Click OK. 

8 Repeat steps 2–7 for each tee time adjustment that you wish to process. 

9 Click Exit. 

Deleting a Family Member's Handicap Score 

1 Go to Utilities � Golf � Golf Scores Delete. 

2 You will continue to the GolfTrac Scores Delete Family Member Selection screen. Select a family member by 

clicking Name Search or Pass Number. If prompted, select the appropriate pass. 



OR 

Swipe the member’s ID card. 

3 You will continue to the Handicap Scores Listing screen. The Handicap Scores Listing screen allows you to view 

all handicap scores for a selected family member. 

4 Highlight the score that you wish to delete. 


6 Repeat steps 4 and 5 for each handicap score that you wish to delete. 

7 Click Exit. You will return to the Family Member Selection screen. 

8 Repeat steps 2–7 for each family member’s handicap score(s) that you wish to delete. 

9 Click Exit. 

Deleting a Range of Golf Weather Records 

The Weather File Purge program allows you to remove old weather records that are no longer of 

any value. The weather file is used to assess play statistics and should be purged at the same 

time that the history file is purged. Weather data should be posted daily using Weather 

Maintenance (Files � Golf � Weather Maintenance). 

1 Go to Period End � Golf � Weather Purge. 

2 In the Beginning Course and Ending Course fields, enter or select the range of courses for which you wish to 

purge weather records. 

3 In the Date Range fields, enter or select the range of dates for which you wish to purge weather records. 

4 Select the Print Weather Purge Journal option. RecTrac will print a journal of all weather files deleted from the 

system during the purge process. This document can serve as a backup in case you accidentally purge 

information. 

5 Click Purge. You will continue to the Output Selection screen. 


7 A message box will display asking if you wish to continue with the purging process. Click Yes. 

8 The purge journal will print. When the purging process is complete a message box will display to notify you. Click 

OK. 

9 Repeat steps 2–8 for each range of weather records that you wish to purge. 


Deleting a Range of Tee Time Slots 

The Bulk Tee Time Slot Purge program allows you to delete large blocks of tee time slots that 

were either generated in error, or slots that need to be blocked out so that they cannot be 

reserved (for a tourney or course maintenance, etc.) 

1 Go to Period End � Golf � Bulk Tee Time Delete. 

2 In the Beginning Course and Ending Course fields, enter or select the range of courses for which you wish to 

delete tee time slots. 

3 In the Date Range fields, enter or select the range of dates for which you wish to delete tee time slots. 

4 In the Time Range fields, enter the range of times for which you wish to delete tee time slots. 

5 Select the Delete Tee Times that Have Been Reserved option if you want to delete tee times that have been 

reserved in your tee time range selected above. 

Note: If you select to delete reservations, it is recommended that you run the Tee Sheet report 

(Reports � Golf � Tee Time Reports) for the ranges selected above so that you will know whom 

to contact regarding reservation cancellations. 

6 Select the days of the week for which you wish to delete tee time slots. 

7 In the Skip Dates fields, enter or select the dates that you wish to skip during the purge process. 

8 Click Purge. A message box will display that explains what will happen during the purge and asks you if you want 

to continue. 

9 Click Yes. 



10 When the purge process is complete, a message box will display. Click OK. 

11 Repeat steps 2–10 for each range of tee times that you wish to delete. 


During Combo Golf POS Processing I Skip Over the Golfer Selection 

Screen 

If this happens, check to see if you have the Skip Golfer Select During POS option selected on 

the Golf Course Maintenance - Receipt/Pass Types screen. For a course that does not wish to 

track golfer sales history or golfer play statistics, this option saves a few keystrokes. All 

sales/plays will be linked to golfer #9999999999 (the daily player). 

To change this selection: 


2 Highlight the appropriate golf course in the browser box. 

3 Click Change to continue to the Core Information screen. 

4 Click Next. 

5 DE-select the Skip Golfer Select During POS option. 

6 Click Done. 

7 Click Exit. 

Expiring a Range of Golfer Memberships 

The Golfer Auto Expire program allows you to expire golfer records based on the entered 

expiration date. The program does not change the expiration date on the membership pass; it 

simply changes the pass status to Expired. 

The program will inactivate golfers with an expiration date in the future. 

Note: Be careful when using this option since the Daily Player 999999 and the Temporary Player 

999998 will typically have active dates far into the future. 

1 Go to Period End � Golf � Golfer Auto Expire. 

2 Use the Individual Selections browser to select the golf pass types that you wish to expire. 

OR 

In the Beg Type and End Type fields, enter a range of golf pass types. 

Then, select whether you wish to update the range plus browser selections, or just the browser selections. 

3 If you want to expire all golfer memberships linked to the selected pass types, DE-select the Expire Golfers 

Based on Cutoff Date Below option. Continue with step 5. 

OR 

If you want to expire golfer memberships based on the selected pass type range AND a user-defined cutoff date, 

select the Expire Golfers Based on Cutoff Date Below option. Continue with step 4. 

4 In the Memb Expiration Cutoff Date to Use field, enter a date to use as an expiration cutoff date. All selected 

golfer types whose membership expiration dates are less than or equal to this date will be charged. 

For example, you run this program with a cutoff date of 12/31/2004. If a golfer is set to expire on 1/15/2005, then 

that golfer’s status will remain Active. If another golfer is set to expire 3 months from now but that date is prior to 

12/31/2004, his/her status will change to Expired. 

5 Click Process. A message box will display. Click Yes to continue. 

6 The golfer expiration process will begin. When the process is complete, a message box will display. Click OK. 

7 Click Exit. 



Exporting Golf Tee Times in a .dat File 

The Tee Time Export program allows you to create a .dat file for selected tee times. The following 

information is contained in the export file: Golf Course Number, Play Date, Tee Time and Golfers 

1, 2, 3, and 4. Each field is separated by the pipe ( | ) symbol. 

1 Go to Period End � Golf � Tee Time Export. 

2 Enter or select the range of golf courses for which you wish to export tee time information. 

3 Enter or select the range of play dates for which you wish to export tee time information. 

4 Enter the range of tee times for which you wish to export tee time information. 

5 In the Tee Time Export File field, enter the path and filename to the export file that you wish to create. 

6 Click Export. 

7 A confirmation message will display when the export is complete. Click OK. 

8 Click Exit. 

Updating No Show Counts on the Household Record 

The No Show Count Update program allows you to update no show counts on the household 

record. This information can be displayed during touch screen tee time processing to notify the 

end-user if a golfer attempting to make a tee time reservation has had several no-shows in the 

past. This program must be run consistently in order to keep this information as up-to-date as 

possible. 

1 Go to Period End � Golf � No Show Count Update. 

2 Use the Individual Selections browser to select individual golf courses for which you wish to update tee time no 

show counts. 

OR 

Enter or select the range of golf courses for which you wish to update tee time now show counts. 

Then, choose whether you wish to update for the range plus browser selections, or just browser selections. 

3 In the Begin Date and End Date fields, enter or select the range of play dates for which you wish to update no 

show counts. 

4 Click Process. The system will begin updating the no show counts on the appropriate household records. 

5 A message box will display to notify you when the process is complete. Click OK. 

6 Click Exit. 

Exporting Tournament Players to Vision Perfect 

Run the Tournament Player Export program (Period End � Golf � Tournament Player Export to 

VP). 

CYS Procedures 

Changing the CYS Installment Billing Start Date 

The CYS Installment Billing Date Change Utility allows you to set a standard start date for 

installment bills. You would typically use this program in a situation where you just installed CYS 

and have set up all your installment bills for existing enrollees with an anticipated installment bill 

start date. Once you feel certain that your system has been properly set up and you are ready to 

begin using your live CYS database, you might wish to alter your estimated installment bill start 

date. You would use this program to do this. 

Important Note: Use this program with care if you do not fit the scenario described above. This 

program will NOT change the installment bill end date based on the new start date. Therefore, 

this program should typically be used only for CYS installment bills. 

1 Go to Utilities � CYS � Installment Billing Date Change. 



2 In the New Installment Billing Start Date field, enter or select the date on which you want to begin installment 

billing. 

3 In the New Installment Billing Expiration Date field, enter or select the date on which you want the installment 

billing cycle to expire. 

4 Select the frequency that you wish to apply to all installment bills at the bill and activity level. If you select to apply 

the frequency at the bill level, RecTrac will apply your changes to all of the affected installment bill records. If you 

select to apply the frequency at the activity level, RecTrac will change the frequency selection on the Activity – 

CYMS Information screen and will ensure that future registrations in the class are set up with the proper billing 

frequency. 


6 Click Exit when the date change utility has finished running. 

Correct Fields are Not Displayed on the Household/Family Member 

Maintenance Screens 


2 Enter the master password. Click OK. 

3 Highlight the user for whom the screens are displaying incorrectly. Click Change. 

4 Select the CYS User option. 

5 Click Done. 

6 Repeat steps 3–5 for every user that is experiencing the display problem during Household/Family Member 

Maintenance. 

7 Click Exit. 

Correct Information Does Not Display on the Patron Self Registration - 

Information Screen 

If an incorrect document is displayed: 

1 Edit the Location device linked to the user ID that you use on the workstation that displays the Patron Self 


2 Find and record the location listed in the Misc CYS Loc field. This location contains the documents that you wish 

to display during the Patron Self Registration - Information Viewing process. 

For example, c:\vsi\rectrac\cymsmisc\. 

3 In Windows Explorer, go to the location designated in the Misc CYS Loc field. 

4 Check to make sure that the correct document is saved in this location. If this document is incorrect, locate the 

good copy and paste it over the incorrect copy. 

If no document is displayed: 

1 Edit the Location device linked to the user ID that you use on the workstation that displays the Patron Self 


2 Find and record the location listed in the Misc CYS Loc field. This location contains the documents that you wish 

to display during the Patron Self Registration - Information Viewing process. 

For example, c:\vsi\rectrac\cymsmisc\. 

3 If this entry was correct, in Windows Explorer, go to the location designated in the Misc CYS Loc field. 

4 Check to make sure that the document exists in this location. If this document is not listed in the directory, locate 

the correct document and paste it into this directory. 

CYS Hourly Care Fees are Incorrect 

Hourly care fees are determined on the Pass Type Maintenance - CYS screen. To check your 

current hourly care fee settings: 

1 Go to Files � Pass Type Maintenance. 

2 Highlight the Pass Type for which you wish to check the hourly care fees. 



3 Click Change. You will proceed to the Pass Type Maintenance – Core Information screen. 

4 Select the CYS radio set at the top of the screen 

OR 

Click Next four times to continue to the CYS Features screen. 

5 Review the entries on this screen and compare these to the hourly care fees that you expected. Make changes 

as needed. Press F1 for additional field-level Help if needed. 

6 Click Done to save your changes and return to the Pass Type Maintenance screen. 

7 Repeat steps 2–6 for each Pass Type for which you wish to review the selected hourly care fee entries. 

8 Click Exit. 

Deleting Wait List Entries that are Not Linked to Household Records 

The CYS Missing H/H Waitlist Purge program allows you to delete waitlist records that are not 

linked to households. Running this program on a consistent basis will ensure that your waitlists 

contain valid data. 

1 Go to Utilities � CYS � Waitlist Missing HH Purge. 

2 Select the labeled Purge CYMS Waitlist Records without Households option. 

3 Click Process. The system will begin deleting the appropriate wait list entries. 

4 Click Exit. 

Hourly Care No Show Fees Are Not Being Generated As Expected 

1 Go to Files � System � Device Maintenance. 

2 Select the Visit device linked to the currently logged in user/menu group/workstation/defaults. 


4 Make sure the Check for Court/CYMS Reservations option is selected. 

5 Click Exit. 

6 Go to Daily � CYS � CYS Reserv No Show Fee Posting. 

7 Enter the location and dates that you wish to process. 

8 Change other fields or leave the default settings. Press F1 for field-level Help as needed. 

9 Click Journal Only to check the No Show Fee generation information before posting. 

10 If all of the information listed is correct, click Post. 

Initializing Renewal Dates on Wait List Entries 

The CYMS Waitlist Bulk Renewal Init program allows you to reset the renewal date for a selected 

range of waitlist entries. It would be helpful to run this report if you renewed all of your waitlist 

entries on the same day. 

See Also: Renewing Wait List Entries 

1 Go to Utilities � CYS � Waitlist Bulk Renewal Initialize. 

2 Select the wait list type(s) for which you wish to reset the renewal date. 

3 In the Date to Use field, enter the renewal date that you want to link to the selected grouping of waitlist types. 


5 When the initialization process is complete, click Exit. 



My CYS Facilities Do Not Display in Hourly Care (Court) Picklists 

The only facilities that will display in the CYS Hourly Care (Court) Picklists are those that are 

specifically designated as ‘Court’ facilities. To check your CYS facilities for this setting: 

1 Go to Files � Facility � Facility Maintenance. 

2 Highlight the first CYS Facility that accepts hourly care reservations. Click Change. 

3 You will proceed to the Facility Maintenance - Core Information screen. Select the Is This A Court Module 

Facility? option. 

4 Click Done. 

5 Repeat steps 2–4 for every CYS facility that accepts hourly care reservations. 

6 Click Exit. 

Recalculate Installment Bills Based on New CYS Rates 

The CDC Household Installment Bill Recalc program allows you to update established CYS billing 

amounts based on any changes that may have taken place in your CYS database since the last 

time you ran the installment billing program. This program should be run each time prior to 

running the installment billing procedure. 

1 Go to Period End � CYS � CYS Installment Bill Recalc. 

2 In the Household Range field, enter or select the range of households for which you wish to update installment 

bills. 

3 Click Recalc. The CYS installment bills will be recalculated. 

4 Click Exit. 

Note: To process the resulting CYS installment bill records, go to Period End � Global � Global 

Auto Dr/Install Billing. 

Removing a Household from the CYS Wait List 

Complete the following steps to remove a child from the CYMS wait list. You may wish to perform 

the function if a family moves after adding a child to the waitlist. 

1 Go to Period End � CYS � CYS Waitlist Processes � CYS Waitlist Delete. You will continue to the Household 


2 Enter the last name of the household for which you wish to delete a child from the waitlist and click the Sponsor 

Name button. 

3 You will continue to the Household Listing screen. Highlight the household for which you wish to delete a waitlist 

entry and click Select. 

4 A message box will display asking if you wish to remove this household from the CYMS wait list. Click Yes. 

5 When the household has been removed a message will display. Click OK. 

6 Repeat steps 2–5 for each household wait list entry that you wish to delete. 

7 Click Exit. 

Prorating Final Installment Bill Amounts When a Sponsor is PCSing 

Run the CYS PCS Prorate for Installment Bill/Auto-Debit program (Period End � CYS � CYS 

PCS Prorate for Installment Bill/Auto-Debit). 

Prorating Before/After School Class Fees for Summer Camp 

1 Go to Period End � CYS � CYS B/A School Prorate for Camp. 

2 Enter the range of activity sections that you want to prorate. 

3 Enter the before/after school end date you want to use for proration. 



4 Enter the before/after school resume date you want to use. 

5 Click Process to begin the proration process. 

Personal Trainer Procedures 

Deleting Personal Trainer Links 

The Personal Trainer Links Delete program allows you to delete all of the personal trainers linked 

to a selected range of instructor IDs. 

Note: You will not be able to delete personal trainers with attached reservations. 

1 Go to Files � PT � Trainer Links Delete. 

2 In the Trainer Range fields, enter or select the range of trainers for whom you wish to delete personal trainer 

links. 

3 Fill in all other fields or leave the default settings. Press F1 for field-level Help as needed. 


5 A message box will display that explains what function this program will perform and asks you if you wish to 


6 When the process is complete, a message will display. Click OK. 

7 Repeat steps 2–6 for each range of personal trainer links that you wish to delete. 

8 Click Exit. 

Deleting Facility Reservations Generated for Personal Trainer 

Purposes 

The Personal Trainer Reservation Delete program allows you to delete a selected range of facility 

reservations for personal trainer purposes. It would be helpful to run this program if you 

accidentally reserved a facility on the wrong day. 

1 Go to Daily � PT � Trainer Facility Release. 

2 In the Beg Facility and End Facility fields, enter or select the range of facilities for which you wish to delete 

existing facility reservations for personal trainer purposes. 

3 In the Date Range fields, enter the range of dates for which you wish to delete reservations for the selected 

range of facilities. 

4 Enter or select the range of times for which you wish to delete reservations for the selected range of facilities. 


6 When the process is complete, a message will display. Click OK. 

7 Repeat steps 2–6 for each range of facilities, reservations dates and times that you wish to delete. 

8 Click Exit. 

Deleting Personal Trainer Time Slots 

The Personal Trainer Time Slot Purge allows you to delete person trainer time slots that were 

created using the Trainer Time Slot Generator program (Period End � PT). 

1 Go to Period End � PT � Trainer Time Slot Delete. 

2 In the Individual Selection Browser, highlight the personal trainer ID(s) that you wish to include in the purge. 

OR 

In the Begin Trainer and End Trainer fields, enter the range of personal trainers for which you wish to delete 

time slots. 

Then, select whether you wish to base your selection on the Range and Browser or the Browser Only. 

3 In the Date Range fields, enter or select the range of dates for which you wish to delete personal trainer slots. 

4 Enter the range of times for the selected date range for which you wish to delete personal trainer slots. 

5 Select the days of the week on which you wish to delete personal trainer slots. 



6 Select the Purge Reserved Slots Without Balance? option if you want to purge reserved personal trainer time 

slots without a remaining balance. 

7 Select the Purge Reserved Slots With Balance? option if you want to purge reserved personal trainer time slots 

with a remaining balance. 


9 A message box will display that explains what this program will do, and asks if you would like to continue. Click 

Yes. 

10 When the purge process is complete, a message box will display. Click OK. 

11 Repeat steps 2–10 for each range of personal trainer time slots that you wish to delete. 


WebTrac Procedures 

Switching from Cash-Based to Receivables Processing 

The Cash to Receivables Conversion program is run exactly one time, when your organization is 

switching from cash-based to receivables-based processing. This program posts a credit the 

appropriate revenue GL accounts for all charges that have bee made but not fully paid. The 

receivables account is debited for the total amount credited to the revenue accounts. 

1 Go to Utilities� System � Custom Program Loader. In the Program to Run field, enter sa0634.r. Leave the 

Program Options field blank. Click OK. 

2 Enter the drawer of the user posting to receivables. 

3 Enter the user posting to receivables. 

4 Enter the transaction date you want to use. 

5 Click Print to print a journal of the revenue GL accounts that will be credited. 

6 Click Post to post credits to revenue accounts and a corresponding debit to the receivables account. 


Deleting WebTrac IDs/PINs in Bulk 

Run the Bulk WebTrac ID/PIN Delete program (Utilities � System � WebTrac Utilities � Bulk 

WebTrac ID/PIN Delete). Press F1 for field-level Help as needed. 



Chapter 8: Printing & Printers 

Printing Overview 

Printing Overview 

The result of Vermont Systems' growing number of software products, combined with two 

versions of the 4GL Progress Development Language (version 6 and version 7), and multiple 

printer types and methods gives you various printing configuration options. Each printing option 

has requirements, restrictions, and limitations. A thorough understanding of these scenarios will 

enable you select the best options to meet your needs during the planning process, and save 

time and energy during installation. 

VSI Print Overview 

The VSIPrint method of printing was introduced in RecTrac release 9.2c1 in the Summer of 2000. 

Before using the VSIPrint printing method the following procedure must be completed on every 

one of your client machines. 

See Also: Printing Methods 

Preparing to Use VSI Print: 

1 Load the RecTrac 9.2c1 upgrade cd in the client machine’s cd rom. 

2 Click Start on your Windows task bar and select Run. 

3 Enter x:\setup in the Open field (where X is the name of your cdrom drive). 

4 Click OK. The RecTrac installation script will begin to run. 

5 Select Manual Selection (Select Components). 

6 Click Next. 

7 Select the VSIPrint option. 

Note: It is suggested that you also select the Misc OCX toggle. This will allow you to use automatic ticklers 

feature on each of the client machines that you install. 

8 Click Next. The installation will now begin. 

RecTrac Setup: 

After installing VSIPrint the client machine will now have the ability to select between a printer 

setup in either Windows or RecTrac. Therefore you may now choose to change your default 

printers to the newly added Windows printers. 

1 Go to File Maintenance � System Administration � Users and Menu File Maint � Security File Maintenance. 

2 Enter a Master Password and click OK to continue. 

3 Highlight the user ID in the browser box for which you wish to change the printer defaults. 


5 Go to the Devices screen by selecting the Devices radio set at the top of the screen or click Next twice. 

6 Notice that in all of the device drop down lists EXCEPT Photo, MRR, and Access all of the windows printers set 

up on your system are listed as Win- device name. The Win- devices do NOT have a setup file listed in 

Printer/Device File Maintenance. All of the settings are passed directly to RecTrac from Windows. 

7 Change the appropriate default device settings. Remember that you will still have the ability to change the printer 

selection at the time of printing on the Device Selection screen. 

8 Click Done. You will return to the Security File Maintenance screen. 

9 Click Exit. 


The following steps assume that you are currently viewing the Device Selection screen after 

preparing a receipt or report to print. 

1 In the Report Printer field select a Windows printer if it is not already selected as the default. 



2 Click Preview to view the increased VSIPrint preview capabilities. 

3 Review the following topics for field and option capabilities. 

� VSIPrint Preview 

� VSIPrint - Select Windows Printer 

� VSIPrint - Settings 

� VSIPrint - Windows Save As Dialog Box 


Special Guidelines by Operating Systems: 

Windows 95/98/XP 

WIN95 users may need to print through a spooled printer. For reasons yet to be determined, you 

may need to try one of the following combinations to succeed in getting print jobs to print properly. 

• If you are not using the Windows Print Manager, a proven printing combination is to set the WIN95 printer 

properties to "Spooled-EMF" and the Printer Type field (in Printer File Maintenance) set to "S" for spooled. 

• OR Set the WIN95 printer properties set to "Spooled-RAW" and set the Printer Type field (found in Printer 

Setup) set to "N" for normal. 

• OR Set the WIN95 printer properties set to "Spooled-RAW" and set the Printer Type field (found in Printer 

Setup) set to "S" for Spooled. This is the most successful option. 

• If using Windows Print Manager for non-laser printing or 40 column receipt printing, you must edit the properties 

for the printer and attach a Generic/Text Only printer driver. This prevents Win 95 from trying to print in NLQ 

(near letter quality) format. Or add a Generic/Text Only printer, in addition to the name-brand printer. 

• If only port printing, send raw text directly to the LPT port, so no printer is necessary in Win95. 

Win-NT 4.0/2000 

In most situations, you must have a printer configured for every port being used in VSI application 

software. However, this is not true if you are using "Spooled" with a printer directly attached to a 

PC. If only port printing, RecTrac sends raw text directly to the LPT port, so no printer is 

necessary in Win-NT. 

WIN-NT Workstation Known Printing Problems: 

• Since Progress has difficulty printing to a serial port using Win-NT, serial devices will not work properly. This 

includes printers, pole displays, etc. 

• Win-NT interprets any character (printable or non-printable) sent to a port as a print job, thus producing a form 

feed on the printer attached to a cash drawer. This causes a form feed when printing any non-POS receipt 

operation which also attempts to open a cash drawer. 

WIN-NT Acceptable Printing Methods: 

• Spooled printing in POS with cash drawers works well in both RecTrac and GolfTrac. If using an Ithaca POS 40 

column receipt printer, will get best results, if NO printer is setup in NT. Some systems may experience Line 

Feeds at the end of the POS receipt print, if the printer is setup in NT. The RecTrac POS receipt Print Option 

should also be set to "S" for Spooled. There is no Special Print Option in RecTrac at this time (8.2f7 or lower). 

• The Windows Print Manager can be utilized for most report printing in RecTrac. The only known exception is 

Label/Bar code printing, as they must be sent to a network printer from a PC that has the Win-NT "Net Use" 

command directing print jobs through an LPT port (LPT1, LPT2, or LPT3). The "Net Use" statement is initiated 

at the Command Prompt. Example of "Net Use" command: 

"net use LPT2 \\SERVER\HP5" (SERVER = your server name) 

You can add "/ persistent:yes" at the end of the command to save the connection and restore at the next login. 



UNIX Local & Remote Printing 

Although there can be other combinations, generally, there are two UNIX configuration options as 

follows: 

Host/Terminal: 

This concept is based on a UNIX server which is configured with multi-port adapters to 

connect multiple local or remote terminals or printers to the server with each terminal or 

network printer assigned a port. Processing is handled by the server, since a terminal 

consists of a display with limited memory and a keyboard. Any network printers can be 

shared by all terminal users. Further, printers can also be directly attached to a terminal as a 

local (slave) printer. PC’s can be substituted for terminals using Terminal Emulation software 

which enables the PC to function like a terminal. The terminal emulation software can provide 

many Windows-like features, as well. 

• If all printers are configured as network printers, printing results are very good. 

• If configured with slave-printers (directly attached to a port on the terminal), you can experience printing 

problems as a result of print redirection with Progress. For this reason, we do not recommend configuring slave 

printers in the host/terminal environment. 

• In the new RecTrac V2 (Progress 7) software, host/terminal configurations will not be supported. 

• If you are currently using RecTrac 8.1xx (Progress V6), configured UNIX host/terminal with slave printers, you 

should not upgrade to RecTrac 8.2xx (Progress V7), since slave printing problems will undoubtedly occur. If you 

want to upgrade to the newer products, you should also plan to eliminate slave printing using any of the 

solutions discussed. 

Client/Server - RecTrac 8.1xx (Progress Version 6) and RecTrac 8.2xx (Progress Version 7): 

This concept is similar to PC based networks, in that the server can still handle most of the 

processing, as well as database, communications, and print server functions. However, the 

PC client can be configured with a network interface card (NIC), such as Ethernet, to allow 

much faster communications with the server via TCP/IP, for example. Further, the PC has its’ 

own operating system, memory, display, keyboard, and disk storage capabilities which 

enables it to off-load processing functions from the server. Not only can users process any 

number of local PC Windows applications, but also communicate with the server mush faster. 

• TCP/IP True Client Server - this method utilizes a TCP/IP software package that supports both network IP 

connections. The software package selected must be one that has been qualified as being compatible with 

Progress. For example, Microsoft TCP/IP or the FTP PC/TCP package are supported by Progress for true 

client/server database connectivity. Client/server connectivity through Progress implies a client personal 

computer running standard DOS programs against a UNIX, Windows NT, Novell, etc database server. The 

personal computer operates true MS-DOS/Windows Progress programs, wherein printing to any port is fully 

supported. This solution would also allow the client workstation to utilize all pc devices, such as COM1-4 and 

LPT1-3. Improved performance is another benefit, since the RecTrac programs are executed locally. 

• All current and future Progress V6 and V7 VSI software will support TCP/IP client/server configurations using 

network printers, as well as printers directly attached to the client computers. 

• The new RecTrac software will only support TCP/IP client/server configurations. 



Seven Components for Successful Printing 

In order to set up a RecTrac system with complete printing capabilities there are seven 

components which must be reviewed. Each componenent is essential to the printing process, and 

must not be overlooked in order to allow for efficient and effective printing. 

The seven components are: 

1 Printer File Maintenance (File Maintenance�System Admin�Printer/Device Maintenance) 

Each printer (network and local) should be set up with one of the following port types: 

D=Disk 

N=Normal (port) 

S=Spooled (port) 

For additional information, see Printer/Device Print Options. 

2 Security File Maintenance (File Maintenance�System Admin�Users and Menu File Maintenance�Security File 

Maintenance) 

Each user in the VSI application software can be linked to default printers for each of their 

printing needs: Reports, Labels, (AR/FR/PM) Receipts, POS Printing, Credit Card 

Authorization. The printers they choose can be Port Printers, Windows Printers or a 

combination. 

3 Static Parameter File Maintenance (File Maintenance�System Admin�Parameter Codes File Maintenance� 

Static Parameters) 

Export File Location where spooled print jobs are copied must be valid and accessible by all 

RecTrac users. 

4 Command Line Parameters (in DOS batch file or Windows icon properties) (None noted at this time) 

5 Printer Setup in the operating system (DOS, Windows, Win95, Win-NT, Novell, UNIX, etc.) Within the operating 

system, certain printing issues need to be defined: 

For LAN clients, whether or not to "capture" the printer port or to just print to the queue 

For NT clients, the "NET USE" command 

Spool Settings: Print directly to the port or Spool print jobs; If spooling, use RAW or EMF 

data format; Start printing after first or last page is spooled; etc. 

Port Settings: To spool MS-DOS print jobs or not; to check port state before printing or not; 

etc. 

6 Permissions Setup in the operating system 

Users must have full access to the export file location directory, as well as full permissions to 

the device/printer. 

7 Physical Port Configuration on the PC 

Depending on the printer model attached, and the PC itself, you may have to edit CMOS to 

configure your local port as ECP (enhanced capability printing) or SPP (standard port 

printing). If not printing at all, try to adjust the printer port in CMOS. Normally, you must 

change from faster ECP to plain SPP setting. 



Setup and Configuration of the Seven Components 

1 Printer File Maintenance - Printer File Maintenance is the key program for setting up printers and other devices in 

VSI application software. There are three screens that you will need to visit: Core Information, Device Control 

Codes and More Control Codes. Please refer to online help for detailed field by field entry options. Note that 

Printer File Maintenance can be found under File Maintenance�System Admin�Other File Maintenance. 

2 Security File Maintenance - On the Core Information screen of the Security File Maintenance menu option you 

may select to 'Use Windows Print Drivers'. If you select this option, you will use WinPrinting for every print option 

made available to you, regardless of module. If you do not select this option you may select entries for default 

printers for Reports, Labels, Receipts, POS Receipts and ICVerify devices. The same printer device name can be 

assigned to any or all of the fields, if you don't have different printers to assign. Please refer to online help for 

detailed field by field entry options. 

Note: You may not combine Windows and Progress type printing. 

3 Static Parameter File Maintenance - This is where you define the Export File (or Extract) location where spooled 

(Port) print jobs are copied before printing. This directory must be valid and accessible to all users. See item 6 

below for allowing accessibility. Please refer to online help for detailed field by field entry options. 

Note: The syntax must be a full path to the directory with a terminating ' \ '. 

4 Command Line Parameters - The command line (in the DOS startup batch file or the Windows icon properties) 

has many parameters that are assigned as you begin your login session in the VSI application software. 

5 Printer Setup in the operating system(DOS, Windows, Win95, Win-NT, Novell, UNIX, etc.) - Within the operating 

system, certain printing issues need to be defined. 

LAN/WAN clients - whether or not to "capture" the printer port or to just print to the queue. 

General Windows/Win95/Win-NT Issues 

• Spool Settings: Print directly to the port or spool print jobs; if spooling whether to use RAW or EMF data format; 

Start printing after first or last page is spooled;etc. 

• Port Settings: To spool MS-DOS print jobs or not; to check port state before printing or not; etc. 

Windows 3.x 

• A valid printer must be the first entry in your {printer ports} and {devices} sections of your WIN.INI file. 

• If spooling, your Windows default printer must be the same as your default VSI application printer(s). 

Win 95 

• Set the desired receipt/report printer as your default Windows printer. To do so, proceed by selecting start, 

settings, printers. Click on the desired default printer with the right mouse button and choose set as default. 

Please note that the default printer changes every time you use WINPRINT. 

• For non-laser printing or 40 column receipt printing, you must edit the properties for the printer and attach a 

Generic/Text Only printer driver. This prevents Win 95 from trying to print in NLQ (near letter quality) format. To 

do so, select this printer with the right mouse button and choose properties. If this Generic/Text Only driver is 

not available, you will have to add it by inserting your Win 95 CD or disks in order to load the driver. 

Win-NT clients, whether to use the "NET USE" command 

6 Permissions Setup in the operating system - All users, particularly for any Windows printing configuration, must 

have full access to the export file location directory for any printing configuration. This includes full read, write, 

create, delete, and modify access rights. 

• The default path: R:\RTDATA or R:\RECTRAC\RTDATA 

• If all users access server via TCP, then the export file location will be setup as /tmp. 

• If users are a mix of TCP and terminals, then the export directory must be blank, as the files will be created in 

the current working directory. 

7 Physical Port Configuration on the PC - Depending on the printer model attached, you may have to edit CMOS to 

configure your local port as ECP (enhanced capability printing) or SPP (standard port printing). 

• Typically, IBM Proprinters and the like will need to be attached to an SPP port. Newer printers, especially laser 

models, can handle an ECP port. 



Selecting a Printer 

At the start of each print job, the application software will look to your security file to get your print 

driver selection (either Windows or Progress). If you did not select to 'Use Windows Print Drivers' 

the program will look to your default printer ID for that type of print job (Receipt, POS, Labels or 

Reports). 

If the default printer ID is a Progress port printer, then the Device Selection box will pop up, 

except during POS Daily Sales. See Figure 1. At the Device Selection box, if the user wants to 

use the default, they simply press PRINT or PREVIEW. The user can change printers by clicking 

on or pressing the F9 key and selecting from the Printer Picklist. 

Figure 1: Device Selection Box 

If you are processing POS Daily Sales, the printer is selected as you enter the POS function. 

If the default printer selection is a Windows printer, then the "Windows Print" box will pop up, 

except during POS Daily Sales. See Figure 2. At the "Windows Print" box, the default will now be 

the last Windows printer you used. If the user wants to use the default, they must click OK. You 

cannot press ENTER - a mouse must be attached to any PC using a Windows printer type. 

In most Windows printing situations, you will not be switching to different printers within the 

Windows Print Manager, so this option should work well. 

Figure 2: Windows Print Box 

If you are processing POS Daily Sales, the printer is selected as you enter the POS function. 

However, the user can change printers by clicking SETUP and selecting from the "Windows Print 

Setup" dialog box. See Figure 

Figure 3: Windows Print Setup Dialog Box 

Printer/Device Print Options 


Setting Information Description 

D=Disk Description Print job goes to a file on disk 

Requirements Requires permissions to whatever directory is listed in 

the Prtr Dev field. 

Restrictions No VSI application restrictions. 

Benefits Printing is immediate - the fastest method. 

Limitations Users print to disk using the same filename, therefore 

they overwrite the same file over and over. If you 





Compatible 

Prtr Dev 

Other Notes 

need to save the file, you'll have to copy it to a new 

name. 

Must enter a filename here. VSI recommends that 

you enter a full path and filename. If you do not enter 

a path, the file will go to the working directory as 

defined in Windows icon properties (usually \RTOBJ 

to which most users will not have permissions.) 

For example: C:\TEMP\REC-FILE.TXT 

N=Normal Description Print Job goes to a port or device. 

S=Spooled 

(port) 

Requirements 

Restrictions No VSI application restrictions 

Benefits 

Printing is immediate 

More automatic than Windows printing since each printer ID 

has its own unique device and settings. 

Limitations If printer fails, you lose print job, and transaction is 

possibly left incomplete. This option probably will not 

work with Win 95 and Win NT workstation. 

Compatible 

Prtr Dev 

Other Notes 

Must enter a valid (captured or physical) port such as LPT1 or 

LPT3. 

If you enter a full path and filename, you will print to disk. (See 

option D above.) 

If you enter PRINTER, you will be in effect spooling your print 

job to the default printer in your Windows print manager. If you 

choose this option, be sure that the default Windows printer is 

compatible with the printer pitch codes of this printer ID. 

Be sure not to enter VIEW or LIST as the PRTR DEV when 

the type is N, as you will overwrite valid executable files. 

Description Print job is spooled to disk prior to starting to print 

Requirements Requires a valid export file location to which they 

have permissions 





Restrictions No VSI application restrictions 

Benefits 

Spooled, so if printer fails, you can recover the print job and 

transaction will update completely 

More automatic than Windows printing since each printer ID 

has its own unique device and settings 

Limitations Not quite as fast as Normal. You will see a message, 

"printing report through Spooler II" but returns to 

application automatically. 

Compatible 

Prtr Dev 

Other Notes 

Must enter a valid (captured or physical) port such as LPT1 or 

LPT3. 

If you enter a full path and filename, you will print to disk. (See 

option D above.) 

If you enter a printer, you will be in effect spooling your print 

job to the default printer in your Windows print manager. If you 

choose this option, be sure that the default Windows printer is 

compatible with the printer pitch codes of this printer ID. 

WinPrint Description A report generated by VSI software application is sent 

to the Windows Print Manager program which sends it 

to a file which is then controlled by a DLL. Since the 

Windows Print Manager takes total control of the 

output, the VSI software no longer has control over 

print generation. 

Requirements 

A file called VSIPRINT.DLL must reside in your 

\VSI\DLC7WIN directory. 

A mouse must be attached to any PC using this printer type, 

since clicking is a requirement. 

Restrictions No VSI application restrictions. 

Benefits 

Limitations 

Win-NT clients have better success using this option for 80 

column print jobs than regular port printing options. 

Offers a solution for other software which does not have DOS 

or port printing capabilities. 

For laser printers, the print speed is similar to Spooled (port). 

However, for dot matrix printers, the Windows Print Manager 

will print in NLQ (near letter quality - VERY slow!) unless the 

default Windows printer is Generic/Text. 

No bar codes in a pass template of mailing labels can be 

printed through Windows Print. The Windows Print Manager 

does not accept the bar code or label print file format, so they 

must be processed using a Port printing option. 





Compatible 

Prtr Dev 

Other Notes 

Windows Print Manager is not compatible with print preview. 

No duplicate printer is currently allowed through Windows 

Print Manger. If you have a situation in which you need a 

duplicate printer (ie: kitchen printer), then you should continue 

to use a regular Port printing option. 

Certain specialty reports, such as the Reservation Calendar by 

Facility and by Location can only print out in one pitch using 

the Windows Print Manager. 

When the Windows Print Manager appears, it always defaults 

to the last printer used, so the operator may have to select the 

appropriate printer for each receipt or report print job, unless 

the desired printer happens to be the last one used. 

If Win NT client with a cash drawer attached, a form feed will 

occur. 

Must enter the number of lines per page, as well as the 

following in pitch code fields for the Windows printer ID: 

10 Pitch: 60 

12 Pitch: 70 

17 Pitch: 100 

In the REC/GOLF/FINTRAC.INI file, add or edit the following 

lines: 

Font0=FixedSys 

Font1=System 

Font2=Courier New, size=8 

Font3=Courier New, size=8 

Font4=MS Sans Serif, size=8 

Font5=System 

Font6=System 

Font7=System 

Font8=FixedSys 

Font9=System 

Font10=Courier New, size 12 

Font11=Courier New, size 24, bold 


Font13=Courier New, size 14, bold 

Font14=System 

Font15=System 

Font16=System 




What To Do If RecTrac Locks Up While Printing To Spooler 

If you are printing (spooled) and RecTrac locks up at the Printing to Spooler screen, follow these 

steps: 

1 Try to close other applications that may be running. 

2 Press Ctrl + Alt + Delete to launch the Windows (Task Manager) Close Program dialog box. 

3 On the list of open apps, you should see WINOLDAPP – not responding. Highlight it and click End Task. Ending 

the WINOLDAPP process should release RecTrac, but your print job will be lost. Do not attempt to reprint it yet. 

4 In Windows, go to Start � Settings � Printers. Find the printer to which you were sending the failed print job. 

Highlight it and right-click for a menu and select Properties. 

5 Click on the Details tab to see what the Port settings are. Some operating systems require that the printer port be 

"captured" to a logical port name, while other operating systems will work with the printer queue name. 

For example: 

QUEUE NAME: \\vsi_srvr\hplaserjetq 

CAPTURED: LPT3 = \\vsi_srvr\hplaserjetq 

If your printer is pointing to a queue name, try capturing a port. 

6 Go back to RecTrac, and edit the printer in question (Files � System � Device Maintenance � Printer/Device 

Maintenance). On the Device/CTL Codes screen, make sure that the Printer Dev field matches what you set up 

in Step 5. 

7 Click Done to save your change and then try reprinting the print job. 

General Printing Procedures 

Printing in RecTrac 

Setup: 

1 Printing in RecTrac begins with the Printer and Device setup. In (Files - System - Other) - Printer/Device 

Maintenance: Add or edit any of the many printer IDs that come pre-loaded in RecTrac. If you have a similar 

brand of printer but a different port, you may wish to use the clone feature to create your new printer without 

having to type in all the printer specific codes again. You'd just need to edit the Description and Prtr Dev fields. 

Be sure to Test Print each printer ID that you plan to use. 

2 Go to (Files - System - Users and Menus - ) Security File Maintenance - Devices Screen 3 of 6: Assign each 

user to a default device for each of 11 application uses: 

Report - to be used for printing reports 

Pass - to be used for printing passes. 

Photo - to be used for printing photo IDs. 

Graph - to be used for printing graphs (future use). 

Receipt - to be used for printing receipts in all modules except POS. 

Label - to be used for printing labels. 

Acs Tckt - to be used for printing Access Control Tickets and other custom ticket printing 

(such as Trips). 

Visit - to be used for printing receipts during Visit Processing. 

POS - to be used for printing Point of Sale receipts. 

MSR(Magnetic Stripe Reader) - to be used as a magnetic stripe reader for credit card 

processing. 

Other - for Future Use. 

Having a "default" means that for every instance when you need to select a printer, a default printer will 

fill in. In most cases, you can override the default with another choice at the time of the print job. 

3 Go to (Files - System - Parameter Codes - ) Static Parameters - Screen 1 of 6, and fill in the Windows Print 

Page Size fields. For printing with Windows Print Drivers, you need to enter the number of lines of printing per 

page for each of the pitch sizes shown. This does not apply if you will be printing using RecTrac printer devices. 

4 Also in Static Parameters - Screen 1 of 6, enter a valid Default Export Location. This field is necessary when 

previewing or printing via a spooled method. 



Using Printers: 

1 During most Daily Processing programs, you will have the option to print a receipt or a log report. Also, every 

report starts a print job. 

2 At the start of every print job, the Device Selection dialog box will pop up, allowing the user to change printers (by 

clicking on the and selecting from the Printer Picklist), or choose to Preview, or choose to WinPrint (standard 

Windows printing). 

FIGURE 1 - DEVICE SELECTION BOX FOR RECTRAC (NON-WINDOWS) PRINTING 

3 If you choose WinPrint at the start of a print job, the Windows Print dialog box will pop up. You will be allowed to 

change printers using standard Windows techniques. 

FIGURE 2 - PRINTER SELECTION BOX FOR WINDOWS PRINTING 

Printing Methods 

RecTrac: 

There are four methods by which you can print reports and receipts. Each method offers different 

levels of functionality in multiple areas. VSI recommends using the VSIPrint option as it offers the 

most flexibility and capability out of all of the options. Each method is enacted by performing the 

following steps: 


2 Select RecTrac printer. 

3 Click Print or Preview from the Device Selection screen. 

Windows Printing: 

1 On the Security File Maintenance – Core Information screen select the option ‘Use Windows Print Drivers’. 


3 Select Windows printer. 

4 Click Print from the Windows Print Dialog box. 

WinPrint Printing: 


2 Click WinPrint from the Device Selection screen. 

3 Select Windows printer. 

4 Click Print from the Windows Print Dialog box. 



VSIPrint: 


2 Select a Windows OR RecTrac printer. 

3 Click Print or Preview from the Device Selection screen. 

Review the following table for each method’s capabilities and restrictions: 

Method Printing/Printer 

Settings are 

Determined by: 

VSI App 

Printing 

Windows 

Printing 

WinPrint 

Printing 

VSIPrint 

VSI 

Recommended 

Printer 

Setup 

Occurs in: 

VSI Application VSI App 

and 

Windows 

Ability to 

Switch 

between 

Windows 

and 


Printing 

Print Preview 

Functionality 

Rating 

No Restrictive Yes 

Windows Windows No None No 

VSI App OR 

Windows 

VSI App OR 

Windows 

Previewing Your Print Job 

VSI App 

OR 

Windows 

VSI App 

OR 

Windows 

Yes None or 

Restrictive 

Yes Restrictive or 

Maximum 

Capability 

Intended 

for use 

with Dot 

Matrix 

Printers 

? 

If you do not use the Windows Printer Drivers (see Security File Maintenance), then at the start 

of every print job, the Device Selection dialog box will pop up, allowing the user to click on 

PREVIEW. Previewing will send the print job to the screen first and offer you the option of printing 

(to the printer selected on the previous screen) or canceling the print job after the preview. 

Changing the Settings for a Specific Print Job 

1 Process any transaction that results in a payment or refund for the household. 

2 From the Payment Update or Refund Update screen (or the Global Payment Update or Global Refund Update 

screen), click Print Options. You will proceed to the Print Options screen. 

3 Only the module(s) for which you are processing a transaction will be made available for editing. 

4 Make any necessary changes to the entries on this screen. 

5 Press F1 for field level help as needed. 

6 Click Print to proceed to the Device Selection screen to preview and/or print the resulting receipt with its 

applicable changes. 


No 

No


How to Use PCAnywhere 8.0 

1 Load PCAnywhere onto your PC. 

2 At the Host, add the printer driver in which you would like to print with from the remote PC. 

Note: When you add your printer, you will notice a new printer port in which to connect this 

printer. 

3 Attach it to PCAW.PRN instead of, for example, LPT1. 

Note: The pcaw.prn port is not accessible or available until pcanywhere is loaded. 

4 Go to the printer properties and click the details tab. 

5 Select the spool settings tab. Make sure the spool data format is set to EMF. 

6 Go into PCAnywhere at the host computer. 

7 Click on file and go to application options. 

8 Click on the remote printing tab and make sure that the printer you added is listed. If it is not you can add it at this 

time. 

9 At the REMOTE site you will need to add the same printer with the same printer driver and make sure that this is 

also set to EMF. Print to port LPT1 NOT PCAW.PRN as in the host setup. 

10 Parallel port was set to SPP in CMOS. 

Change Dot Matrix 17 Pitch Codes 

1 Go to File Maintenance - System - Other File Maintenance - Printer/Device File Maintenance. You will proceed to 

the Device Maintenance screen. 

2 Highlight the dot matrix printer to which you wish to print the League Basketball Score Sheet report. 

3 Click Change. You will proceed to the Printer/Device Core Information screen. 

4 Click the Device/CTL Codes radio set button at the top of your screen. You will proceed to the Printer/Device 

Control Codes screen. 

5 In the 17 Pitch field, add the following codes ",27,48" (with no spaces between the commas). 

6 Click Done to save your changes and return to the Device Maintenance screen. 


IMPORTANT STEP: After printing the report that requires these codes additions, be sure to 

delete the newly added codes from the 17 Pitch field. If you do not delete the codes, other 

reports will not print properly. 

Change Laser Printer's Printer Init Codes 

1 Go to File Maintenance - System - Other File Maintenance - Printer/Device File Maintenance. You will proceed to 

the Device Maintenance screen. 

2 Highlight the laser printer to which you wish to print the League Basketball Score Sheet report. 

3 Click Change. You will proceed to the Printer/Device Core Information screen. 

4 Click the Device/CTL Codes radio set button at the top of your screen. You will proceed to the Printer/Device 

Control Codes screen. 

5 In the Print Init field, enter the following codes "27,40,49,48,85" (with no spaces between the commas). 



Changing the VSIPrint Margins 


• You are currently on the VSIPrint preview screen. 

• VSIPrint.exe has been successfully loaded on your local machine. 



1 Click File on the menu bar. 

2 Select Settings. You will continue to the VSIPrint – Settings screen. 

3 In the Page Layout section enter the number (in inches) for each margin. 

Note: Although you have the ability to change the top, bottom, left and right margins, VSI 

recommends keeping the left and right margin settings at approximately .25". Settings that vary 

from this entry may result in line wrapping on your report. 

4 Click OK. You will return to the VSIPrint Preview screen. 

Saving a VSIPrint Report File in a Different Format 


• You are currently on the VSIPrint preview screen. 

• VSIPrint.exe has been successfully loaded on your local machine. 

1 Click File on the menu bar. 

2 Select either, Save as ASCII or Save as RTF. You will proceed to the Windows Save As Dialog Box. 

3 Click the down arrow next to the Save In field to select the appropriate location in which you wish to save the file. 

4 Enter the name under which you wish to save the file in the File Name field. 

5 Click the down arrow next to the Save as Type field to select the file format in which you wish to save the report. 

This field will already be filled depending upon your menu selection. 

6 Click Save to save the file in the selected location and format. 

OR 

Click Cancel to return to the VSIPrint Preview screen without saving the file. 

Printing Bar Code Labels for Inventory, Tickets, Tran Codes, Rental 

Items 

Printing Bar Coded Inventory Labels 

You can create inventory labels with bar codes in RecTrac for use in POS. Having bar codes on 

all inventory items saves many keystrokes and increases accuracy during POS. To use bar 

codes, you must attach a bar code reader as a peripheral input device. 

Setup: 

1 If you plan to print your inventory labels on laser labels, then you must first setup a laser label template. In (Files - 

System - Other - ) Laser Label Template Maintenance: Add or edit any one of the TAG templates found on the 

Label Maintenance browser. These templates are pre-defined to fit on Avery 5160 or 5161 label sizes. Be sure 

that any inventory template you add is coded with Type = Bar Code Label. You may choose the pitch according 

to how much needs to fit on the labels. Remember: the smaller the pitch number, the larger the font is. 

• Inventory labels need to be at least 2 print lines long (for item number and description). 

• If you plan to print Bin Location and/or Price on the labels, you may need to add a line for each. 

Default Label Information + Price Option + Bin Location? Then Use A: 

Inventory Item and Description None No 2 line label 

template 

Inventory Item and Description None Yes 3 line label 

template 



Default Label Information + Price Option + Bin Location? Then Use A: 

Inventory Item and Description Next To No 2 line label 

template 

Inventory Item and Description Next To Yes 3 line label 

template 

Inventory Item and Description Above No 3 line label 

template 

Inventory Item and Description Above Yes 4 line label 

template 

2 If you plan to print your inventory labels on a dot matrix printer, there are no prior setup steps. 

Creating the Labels: 

1 Go to Reports → POS → Inventory/Ticket Labels. Select Standard or Child Inventory as the Item Option. 

2 Pick and choose among the selection criteria to get a very small sub-population for test printing. Choose whether 

you want to print bin location and/or price on the labels. Choose whether you'll be printing Laser or Matrix labels. 

If Matrix labels, complete the other fields as needed, and press F1 if you need field level Help. 

3 Click Print to print a test sheet of labels. Print it on plain paper and hold it up to the label stock to see how close it 

aligns. You may need to adjust the label margins, page size or font (here or in Laser Label Template File 

Maintenance - see Step 1). 

4 When you have made all necessary adjustments to produce a perfect test label, return to the selection criteria to 

get the whole selection that you want. When you are satisfied with the range selected, click Print. 

5 When you print, a file called ZZZ.LBL (where ZZZ stands for your 3 character user ID) will be saved to your 

Export Location, as defined in Security File Maintenance - P'Loc Screen 5 of 6. If your printer malfunctions during 

the actual printing, you can re-print this file using conventional DOS or Windows print commands. 

Dot matrix label output will print to your default Label Printer, as defined in Security File 

Maintenance - Devices Screen 3 of 6. Remember to load your label stock into the printer 

before this final step. All dot matrix bar code labels will print "one up." 

Laser label output will require that you select a Laser Label Template (see Step 1), and also 

choose a laser printer from the printer ID picklist. Remember to load your label stock into the 

printer before this final step. 

Printing Bar Coded Ticket Labels 

You can create ticket labels with bar codes in RecTrac for use in POS. Having bar codes on all 

ticket blocks saves many keystrokes and increases accuracy during POS. To use bar codes, you 

must attach a bar code reader as a peripheral input device. 

Setup: 

1 If you plan to print your ticket labels on laser labels, then you must first setup a laser label template. In (Files - 

System - Other - ) Laser Label Template Maintenance: Add or edit any one of the TIX templates found on the 


that any ticket template you add is coded with Type = Bar Code Label. You may choose the pitch according to 

how much needs to fit on the labels. Remember: the smaller the pitch number, the larger the font is. 

• Ticket labels need to be at least 2 print lines long (for ticket ID and description). 

• If you plan to print Price on the labels, you may need to add a line. 



Default Label Information + Price Option Then Use A: 

Ticket ID and Description None 2 line label template 

Ticket ID and Description Next To 2 line label template 

Ticket ID and Description Above 3 line label template 

2 If you plan to print your ticket labels on a dot matrix printer, there are no prior setup steps. 


1 Go to Reports → POS → Inventory/Ticket Labels. Select Ticket as the Item Option. 


you want to print price on the labels. Choose whether you'll be printing Laser or Matrix labels. If Matrix labels, 

complete the other fields as needed, and press F1 if you need field level Help. 















Printing Bar Coded Transaction (Tran) Codes 

At a Point of Sale workstation, you may wish to have a sheet of bar codes for each of your 

miscellaneous tran codes in order to save input time on the POS screen. Here's how to print 

those tran code bar codes. 

Setup: 

1 If you plan to print your tran code bar codes on laser labels, then you must first setup a laser label template. In 

(Files - System - Other - ) Laser Label Template Maintenance: Add or edit the ID or PASS templates found on 

the Label Maintenance browser. The templates are pre-defined to fit on Avery 5160 or 5267 label sizes. Be sure 

that any tran code bar code template you add is coded with Type = Bar Code Label. The number of print lines will 

always be 1 and pitch is unimportant as the only thing that will be bar coded is the tran code number. 

Bar Code Printing: 

1 Whenever you wish to print, go to (Reports - System -) Bar Code Print. If you are printing for a defined tran code 

or range of tran codes, enter it in the 'Code Range' fields. Specify T/C in the 'Code Option' field. After you select 

the 'Processing' and 'Length' options, specify the other criteria for bar code printing. Press F1 for specific field 

level Help. 

2 If you've chosen Laser label printing, when you click Print, you will advance to the RecTrac Laser Label 

Spooler screen. Here, you need to pick a laser label template from the Laser Template Picklist. 

3 When you click Print again, choose the appropriate printer to print the bar codes on. 

4 The default settings for these screens are saved from the last time the screens were used. Since pass and bar 

code printing are fairly picky endeavors, once you find your most successful settings, copy them down to use 

each time. Jot down the Print screen settings as well as the template and Printer(s) you selected. 



Printing Bar Coded Rental Item Labels 

You can create rental item labels with bar codes in RecTrac for use in the Rental Module. Having 

bar codes on rental items saves many keystrokes and increases accuracy during rental check 

out/in. To use bar codes, you must attach a bar code reader as a peripheral input device. 

Setup: 

1 If you plan to print your rental item labels on laser labels, then you must first setup a laser label template. In (Files 

- System - Other - ) Laser Label Template Maintenance: Add or edit any one of the TAG templates found on the 


that any rental item template you add is coded with Type = Bar Code Label. You may choose the pitch according 

to how much needs to fit on the labels. Remember: the smaller the pitch number, the larger the font is. 

• If you plan to print Item Numbers and/or Serial Numbers on the labels, you will need to add a line for each. 

Default Label Information Print Item 

Number 

+ Serial 

# 

Then Use A: 

Rental Item Description No No 1 line label template 

Rental Item Description No Yes 2 line label template 

Rental Item Description Yes No 2 line label template 

Rental Item Description Yes Yes 3 line label template 

2 If you plan to print your rental item labels on a dot matrix printer, there are no prior setup steps. 


1 Go to Reports → Rental → Rental Item Labels. 


you want to print item numbers and/or serial numbers on the labels. Choose whether you'll be printing Laser or 

Matrix labels. If Matrix labels, complete the other fields as needed, and press F1 if you need field level Help. 

















Printing Household ID Cards and Passes 

When To Print Passes 

There are several pass printing options in RecTrac: 

1 You can print passes during the pass registration or renewal process. You would normally do this if you have a 

receipt printer and a separate pass printer loaded with card stock. 

OR 

2 You can wait and print all new passes at the end of each day. You would normally do this if you only have one 

printer in which you need to switch from receipt paper to card stock for passes. 

OR 

3 You'd want to wait to print a range of passes if you print passes on a laser printer, instead of perforated card 

stock. That way, if the laser card stock holds 3 passes per sheet, you'd want to print passes in batches of 3,6,9 so 

that you don't waste a lot of extra laser card stock. 

Whenever you choose to print passes, you may print them without bar codes, with integrated bar 

codes or print bar codes separately to stick on them. 

Printing Passes 

Setup: 

1 For all pass printing, both laser and matrix, you must first setup a pass template. Go to (Files - Pass -) Pass 

Template Maintenance - Add or edit any one of the templates found on the Pass Template browser. These 

templates are pre-defined to show a wide variety of pass information in different formats. Valid information that 

can display on the pass are: Name, Address, Pass Number, Membership Date, Expiration Date, Age, Gender, 

Features, Pass Type, Year, (the word) 'PASS', Yr/Type/Pass, Home Phone, Work Phone, Household ID, 

Birthday, Pass Number Bar Code,and Household ID Bar Code. You may choose the pitch according to how much 

needs to fit on the labels. Remember: the smaller the pitch number, the larger the font is. 

2 After you have created or edited your template, be sure to Test Print for alignment and proper placement on the 

pass form or card stock. 

3 (Files - Pass -) Pass Type Maintenance - Core Information Screen: For each pass type that you allow 

registrations for, click the and select the appropriate Pass Form from the Pass Template picklist. This will be the 

pass template used to print passes for this pass type. If you leave it blank, you will have the opportunity to choose 

one during the pass print process. 

4 If you want to print passes during the registration or renewal process, you must check the box "Print Pass During 

Registration" on the Fees/Charges Screen. If you plan to only print passes by batch, then do not check the box: 

then you won't be given the option to print passes during the sale. 

Pass Printing: 

1 Process the Pass Registration, Transfer or Renewal. Note: You cannot print passes during a Pass Transfer; you 

must print those passes at a later time so skip to Step 4. 

2 If you're printing passes during Registrations and Renewals, then you need to proceed from the Pass 

Registration or Pass Renewal screen to the Payment Screen. After you've processed any payments and chosen 

whether to print a receipt, the Pass Print Options screen pops up. The Pass Print Options screen allows you to 

specify criteria for pass printing during the pass registration or renewal process. Press F1 for specific field level 

Help. 

3 The default settings for this screen are saved from the last time this screen was used. Since pass and bar code 

printing are fairly picky endeavors, once you find your most successful settings, copy them down to use each 

time. Jot down the Print Option screen settings as well as the Printer(s) you selected. 

4 If you are printing passes later, then complete the Pass Registration, Renewal or Transfer, making payments and 

printing receipts as needed. At the end of the day or week, go to (Reports - Pass -) Pass Print. On the first 

screen, choose the population who you wish to print passes for. After you select the pass member range, click 

Details>>. You will advance to the Pass Print Details screen, where you need to specify criteria for pass 

printing. Press F1 for specific field level Help. 

5 The default settings for this screen are saved from the last time this screen was used. Since pass and bar code 

printing are fairly picky endeavors, once you find your most successful settings, copy them down to use each 

time. Jot down the Print Details settings as well as the Printer(s) you selected. 



Printing Passes in Household Maintenance 

This feature is only applicable if you are currently using ID Pass Management. 

1 Go to File Maintenance � Activity � Household Maintenance. 

OR 

Click the Household Maintenance hot button on your desktop. 

2 In the Lookup field, type all of part of the household name for which you wish to print passes and press the Enter 

key OR Enter the household ID number, the primary guardian's home phone number, the primary guardian's 

work phone number or the family member's name and click the appropriate lookup button. You will proceed to the 


3 Highlight the family member for which you wish to process print a pass. 

4 Click Select or press Enter. You will continue to Household Core Information screen. 

5 Click Members. You will continue to the Family Member Listing screen. 

6 Click Photo/XRef/Pass Print. You will continue to the Photo/XRef/Pass Print Selection screen for that 

household. This screen displays: 

o A section for all family members. 

o The family member’s current photo, if applicable. "There is no photo for this individual" will be 

displayed if you do not use Photo IDs and/or if no photo exists for a family member. 

o Tabs for XRef and Photo. 

o A toggle for Print. 

• OR 

• A separate toggle for every pass held by the family member. 

• The toggles you see (one for Print or one for each pass type held) are 

determined by the Household ID toggle setting on your Device Core Information for Daily 

Processing Device. 

• Note: Toggles for Active passes ONLY will be displayed. 

7 Click the XRef button to add a new cross reference or add a new one for the selected family member. 

8 Click the Photo button to update the member’s existing photo or create a new image for the selected family 

member. 

9 Select the passes you wish to print by enabling or disabling the toggle next to ‘Print’ or the various pass types for 

the selected family member. 

10 Repeat Steps 7-9 for each family member. 

11 Click Print Selected to print the toggled passes. 

12 Click Print All to print all passes displayed. 

13 Click Skip Print to return to the Family Member Listing screen. 

Printing Bar Codes For Use On Passes 

Some organizations have pre-printed laminated passes, or pre-printed cards that are disposable 

as soon as they expire. In these cases, printing passes in RecTrac would be redundant. However, 

you may wish to affix pass number bar codes to these passes for ease of use for RecTrac Pass 

Visit Processing swipe ins. 

Setup: 

1 If you plan to print your pass number bar codes on laser labels, then you must first setup a laser label template. 

In (Files - System - Other - ) Laser Label Template Maintenance: Add or edit the ID or PASS templates found 

on the Label Maintenance browser. These templates are pre-defined to fit on Avery 5160 or 5267 label sizes. Be 

sure that any pass bar code template you add is coded with Type = Bar Code Label. The number of print lines 

will always be 1 and pitch is unimportant as the only thing that will be bar coded is the pass number. 



Pass Number Bar Code Printing: 

1 Process your Pass Registrations, Renewals or Transfers, making payments and printing receipts as needed. At 

the end of the day or week, go to (Reports - Pass -) Pass Bar Codes. Choose the pass members who you wish to 

print bar codes for. After you select the pass member range, specify the other criteria for bar code printing. Press 

F1 for specific field level Help. 

2 When you click Print, you will advance to the RecTrac Laser Label Spooler screen. Here, you need to pick a laser 

label template from the Laser Template Picklist. When you click Print again, choose the appropriate printer to 

print the bar codes on. 




When To Print Household ID Cards 

There are several ID card printing options in RecTrac: 

1 You can print ID cards on the spot as new Households are added to your database. You would normally do this if 

you have a receipt printer and a separate ID Card printer loaded with card stock. 

OR 

2 You can wait and print all new ID cards at the end of each day. You would normally do this if you only have one 

printer in which you need to switch from receipt paper to card stock for ID cards. 

OR 

3 You'd also wait to print a range of ID cards if you print ID cards on a laser printer, instead of perforated card 

stock. That way, if the laser card stock holds 3 ID cards per sheet, you'd want to print ID cards in batches of 3,6,9 

so that you don't waste a lot of extra laser card stock. 

Printing Household ID Cards 

Setup: 

1 (Files - Pass -) Pass Template Maintenance - You must first setup a pass template. Add or edit any one of the 

templates found on the Pass Template browser. These templates are pre-defined to show a wide variety of 

information in different formats. Valid information that can display on the form are: Name, Address, Pass Number, 

Membership Date, Expiration Date, Age, Gender, Features, Pass Type, Year, (the word) 'PASS', Yr/Type/Pass, 

Home Phone, Work Phone, Household ID, Birthday, Pass Number Bar Code,and Household ID Bar Code. You 

may choose the pitch according to how much needs to fit on the labels. Remember: the smaller the pitch number, 

the larger the font is. 

2 After you have created or edited your template, be sure to Test Print for alignment and proper placement on the 

ID form or card stock. 

ID Card Printing in RecTrac: 

1 To print ID cards, go to (Reports - System -) Household ID Print. On the first screen, choose the households 

who you wish to print ID cards for. Pick the pass template whose format you will be using to print the ID cards. 

After you select the household family member range, click Details>>. You will advance to the Household ID 

Print Details screen where you need to specify additional criteria for ID card printing. Press F1 for specific field 

level Help. 

2 The default settings for these screens are saved from the last time the screens were used. Since ID card and bar 


each time. Jot down the Print Details screen settings as well as the template and Printer(s) you selected. 

Printing Bar Codes For Use On Household ID Cards 

Some organizations have pre-printed laminated passes, or pre-printed ID cards that are 

disposable as soon as they expire. In these cases, printing full ID cards in RecTrac would be 

redundant. However, you may wish to affix household ID number bar codes to these cards for 

ease of use in RecTrac household or family member lookup screens. 



Setup: 

1 The first thing you need to setup is the Housesehold ID Swipe parameters in (Files - System - Parameters -) 

Statics Parameters - Screen 5 of 6. Once this has been determined, you will not change it! 

2 If you plan to print your ID card bar codes on laser labels, then you must first setup a laser label template. In 

(Files - System - Other - ) Laser Label Template Maintenance: Add or edit the ID or PASS templates found on 

the Label Maintenance browser. The templates are pre-defined to fit on Avery 5160 or 5267 label sizes. Be sure 

that any ID card bar code template you add is coded with Type = Bar Code Label. The number of print lines will 

always be 1 and pitch is unimportant as the only thing that will be bar coded is the household ID number. 

Bar Code Printing: 

1 Whenever you wish to print, go to (Reports - System -) Bar Code Print. If you are printing for a defined 

household or range of households, enter it in the 'Code Range' fields. Specify H/H ID in the 'Code Option' field. 

After you select the 'Processing' and 'Length' options, specify the other criteria for bar code printing. Press F1 for 

specific field level Help. 

2 If you've chosen Laser label printing, when you click Print, you will advance to the RecTrac Laser Label 

Spooler screen. Here, you need to pick a laser label template from the Laser Template Picklist. 

3 When you click Print again, choose the appropriate printer to print the bar codes on. 

4 After the labels have printed, you will be asked to confirm the last household that printed correctly. This is so that 

if you run out of paper or the printer jams, you can pick up where it left off, instead of reprinting the whole range 

again. 




Printing Letters and Mailing Labels 

Exporting RecTrac Addresses 

You can export the RecTrac address data to file and use in your own word processing software, 

or you can perform a rudimentary mail merge within RecTrac. To find out more about mail merge 

in RecTrac, see the section entitled Merging a Letter With RecTrac Addresses . 

Main Advantage Of Exporting RecTrac Data To Use In Your Word Processing Software: 

• It's prettier - Using your word processor, you can insert graphics or use different fonts to change the look of your 

letter. 

Main Disadvantage: 

• If you are not already proficient in your word processing software's mail merge feature, then you will have a 

learning curve ahead of you. 

Creating the Export File: 

1 Depending on what RecTrac population you wish to send the mailing to, choose the appropriate Labels & Letters 

program. 

To Export From This Group: Run this Program: 

Activity Enrollees (Current Or Past Years) Reports - Activity - Activity Labels & Letters 

Any or All Family Members, based on Family 

Member features 

Any or All Households, based on Household 

features 

Reports - Global - Global Labels & Letters (FM) 

Reports - Global - Global Labels & Letters (HH) 

Facility Reservees Reports - Facility - Facility Labels & Letters 

Instructors Reports - Activity - Instructor Labels & Letters 



To Export From This Group: Run this Program: 

League Officials Reports - League - Officials Labels & Letters 

Leagues or Team Members Reports - League - League Labels & Letters 

Pass Members Reports - Pass - Pass Labels & Letters 

Point of Sales Customers Reports - POS - POS Labels & Letters 

Rental Reservees Reports - Rental - Rental Labels & Letters 

Trip Enrollees Reports - Trip - Trip Labels & Letters 

2 Pick and choose among the selection criteria to get the population that you want. Choose 'Create Export.' 

3 When you are satisfied with the range selected, click Print. An export file called ZZZ.EXP (where ZZZ stands for 

your 3 character user ID) will be saved to your Export Location, as defined in Security File Maintenance - P'Loc 

Screen 5 of 6. 

4 Using your word processor software, create the form letter and save. Then using your word processor's mail 

merge feature, merge the form letter with the data file ZZZ.EXP that was created in Step 3. Review the output 

letters before printing them. 

Merging a Letter With RecTrac Addresses 

You can perform a rudimentary mail merge in RecTrac, or you can export the RecTrac address 

data to a file and use in your own word processing software. To find out more about exporting 

RecTrac address data, see the section entitled Exporting RecTrac Addresses 

Main Advantage Of Using RecTrac Mail Merge: 

• It's quick and easy - Select the RecTrac population to receive the letter, pick your letter ID, put paper in the 

printer and PRINT. 

Main Disadvantage: 

• There are limited fonts in RecTrac and no graphics capabilities. 

Setup: 

1 In (Files - System - Other - ) Letter/Waiver/Rules Maintenance: Add or edit the letter text that you wish to use in 

your mail merge. Be sure that the letters you add are coded with Type = LL (for Labels & Letters use). After you 

choose the font and type in the letter body, be sure to Test Print. 

Running the Mail Merge: 


program. 

To Send To: Run this Program: 

Activity Enrollees (Current Or Past 

Years) 

Any or All Family Members, based on 

Family Member features 

Any or All Households, based on 

Household features 

Reports - Activity - Activity Labels & Letters 

Reports - Global - Global Labels & Letters (FM) 

Reports - Global - Global Labels & Letters (HH) 





To Send To: Run this Program: 







3 Pick and choose among the selection criteria to get a very small sub-population for test printing. Choose 'Create 

Letter.' Find the Letter Options section of the Labels & Letters program (it may be on the Details Screen). Enter 

the Letter ID that you setup in Step 1. Complete the other fields as needed, and press F1 if you need field level 

Help. 

4 Click Print to print a test letter. You may need to adjust margins, page size (on this screen) or font (in Letter File 


5 When you have made all necessary adjustments to produce a perfect test letter, return to the selection criteria to 


6 When you print, a file called ZZZ.LTR (where ZZZ stands for your 3 character user ID) will be saved to your 



7 The output will print to your default Label Printer, as defined in Security File Maintenance - Devices Screen 3 of 

6. 

Printing Mailing Labels 

You can create mailing labels in RecTrac to use for mailing brochures or other direct mail pieces 

to your customers. 

Setup: 

1 If you plan to print your address labels on laser labels, then you must first setup a laser label template. In (Files - 

System - Other - ) Laser Label Template Maintenance: Add or edit the MAIL-LBL template found on the Label 

Maintenance browser. This template is pre-defined to fit on the Avery 5160 label size. Be sure that the template 

you add is coded with Type = Address or Text (for mailing label use). Address labels should always be 4 print 

lines long. You may choose the Pitch according to how much needs to fit on the labels. Remember: the smaller 

the pitch number, the larger the font is. 

FIGURE 3 - SAMPLE LASER LABEL TEMPLATE FOR AVERY 5160 LABELS 

2 If you plan to print your address labels on a dot matrix printer, there are no prior setup steps. 



program. 

To Create Labels For: Run this Program: 

Activity Enrollees (Current Or Past Years) Reports - Activity - Activity Labels & Letters 

Any or All Family Members, based on 

Family Member features 

Any or All Households, based on 

Household features 

Reports - Global - Global Labels & Letters 

(FM) 

Reports - Global - Global Labels & Letters 

(HH) 



To Create Labels For: Run this Program: 









2 Pick and choose among the selection criteria to get a very small sub-population for test printing. Choose 'Create 

Labels.' Find the Label Options section of the Labels & Letters program (it may be on the Details Screen). 

Choose whether you'll be printing Laser or Matrix labels. If Matrix labels, complete the other fields as needed, and 

press F1 if you need field level Help. 











before this final step. 




Using the Labels & Letters Export Option to Create Labels in MS Word 

Note: The following set of steps describe how to perform this function when using Word 2000. 

Menu locations and feature selections may vary if you are currently using a different version of 

Microsoft Word. 


• You are currently on the RecTrac Labels and Letters screen which can be reached from any Labels and Letters 

report. 

• You have already entered your export file selection criteria on previous screens. 

1 Click your mouse in the toggle box next to the Process Export? Label. 

2 Deselect any other toggle boxes. 

3 Click the Export Options button. You will continue to the RecTrac Export Option Update. 

4 Select Delimited as the Export Option. 

5 Enter a comma (,) in the Field Delimiter When Using this Option field. 

6 Enter the path and name of the export file that you wish to create in the Export File to Create field. 

7 Click



Perform the following steps in Microsoft Word. 

11 On the drop down menu click File – Open. 

12 Navigate to the location of the file that you just exported from RecTrac. Highlight the file in the Open dialog box 

and click Open. 

13 Place your cursor at the beginning of the first line of text. Press the Enter key. 

14 Arrow up to the first empty line of this file. Enter field names that correspond to the export file created. Separate 

each field with a comma. 

For example, FNAME,LNAME,ADDRESS,CITY,STATE,ZIP, 

15 Check to make sure that there are no duplicate delimiters within the export text. Eliminate all duplicates before 

proceeding. 

16 On the drop down menu click File – Save As. 

17 You will continue to the Save As dialog box. Click the down arrow next to the Save As Type field and select 

Word Document (*.doc). 

18 Click the Save button. 

19 On the Word drop down menu click File – Close. 

20 Open a new Word document window. 

21 Click Tools – Mail Merge. You will continue to the Mail Merge Helper screen. 

22 Under #1 (Main Document) click the Create button. 

23 Select the Mailing Labels… option. You will be asked the following question: "To create mailing labels, you 

can use the active document window Document1 or a new document window." 

24 Click the Active Window button. 

25 Under #2 (Data Source) click the Get Data button. 

26 Select the Open Data Source option. 

27 Navigate to the location where you previously saved your altered RecTrac export file. Make sure you select the 

Word (*.doc) version. 

28 Click Open. The following message will display: "Word needs to set up your main document. Choose the Set 

Up Main Document button to finish setting up your main document." Click the Set Up Main Document 

button. You will continue to the Label Options screen. 

29 Make the appropriate selections for the labels that you wish to print. Click OK. You will continue to the Create 

Labels screen. 

30 Click the Insert Merge Fields button. Notice that the field names you inserted on the first line of the data source 

file are listed. 

31 Insert the fields in the order and layout that you wish to appear on the label. See the example below. 

32 Click OK. 

33 Under #3 (Merge the data with the document) click the Merge button. At this point the Merge Labels file will be 

opened. 

34 Load the appropriate labels in your printer. Click File – Print. 

35 On the Print screen, select the printer and print options that you wish to use and click OK to begin printing labels. 

Printing Custom Admittance Tickets 

Creating Custom Admittance Tickets 

Use the following set of instructions to create custom admittance tickets that are linked to a tran 

code and printed during the point of sale process when the tran code is sold. You may wish to 

use this procedure to create ski tickets, amusement park tickets, etc. 

First you will need to assign a printer that you wish to use to print the custom admittance 

tickets: 

1 Go to File Maintenance � System � Users/Menus Maintenance � Security Maintenance. 



2 You will proceed to the Password Signon screen. Enter your master password and click OK. You will continue to 

the Security Maintenance screen. 

3 Highlight the user ID who will be selling the custom admittance tickets. Click Change. 

4 Click Next twice to continue to the Security File Maintenance – Devices screen. 

5 In the Acs Tckt field click the drop down arrow and select the appropriate printer from the drop down list. All 

devices linked to the Printer type will be displayed in this drop down listing. 

6 Click Done to save your changes and return to the Security File Maintenance screen. 

7 Repeat steps 3 – 6 for each user ID that will be printing custom admittance tickets. 

8 Click Exit. 

Now you will need to create the ticket layout: 


• You have already created the tran code that you wish to link to a custom admittance ticket. 

1 Go to File Maintenance � POS � Trans Code Maintenance. 

2 Highlight the tran code that you wish to link to the custom admittance ticket and click Change. 

For example, Splash Park Adult. 

3 Select the Prt Cust Admit Tckt? option on the Tran Code Core Information screen. 

4 Click Next three times to continue to the Ticket Print screen. 

OR 

Select the Ticket Print radio set at the top of the screen. 

5 Enter the raw text or field data that you wish to print on the custom admittance ticket in the Information to Print 

field. Press F1 for guidelines on entering text and/or field data in these fields. 

6 Enter the font location parameters for each line of text entered in the previous fields. These entries will vary 

based on the printer that you will be using to print the tickets. Repeat this process in the Font/Loc Param 2 & 3 

fields. You will probably need to call VSI toll free at 1-877-883-8757 for more detailed information on this process. 

7 In the Fld # field enter the field number to print using the specified font location parameters. 

8 Under the Printer/Format Type section select the option labeled 'Tran Code Print That Uses Fields As 

Defined Above'. 

9 Click Done. 

10 Repeat steps 2 – 9 for every tran code to which you wish to link a custom admittance ticket. 


Sending a RecTrac Receipt/Report as an Email Attachment 

Sending a RecTrac Receipt/Report as an Email Attachment 


• You have Outlook (or another MAPI email application) up and running in the background. 

If your application is not running, you’ll get an error message when you try to send the 

receipt/report. 

Note: If you select to send a receipt as an email attachment, the transaction is linked to this 

specific family member and RecTrac finds an entry in this field, the receipt will be sent to this 

address. Otherwise, RecTrac will look to the household record for the email address. 



Set up the Attachment Text: 

1 Go to File Maintenance � System Admin � Other File Maint � Comment Codes Maintenance. 

2 Click Add. You will continue to the Comment Code Maintenance – Core Information screen. 

3 Select Email as the Comment Type. 

4 Enter the Comment Code ‘EMAIL’. This entry must match exactly. 

5 Enter the description ‘Email Receipt Body Text’. 

6 Enter applicable Comment Text. The Comment text should be whatever you want the body of the email to read, 

such as: 

Attached you will find a text file representing your receipt for services. Open the attachment file using a text editor 

(such as Notepad) or a word processor. If you have any questions, please call our office. 

Your Recreation Department 

Telephone: 1 (800) 555-1234 

Hours of Operation: Monday – Friday 8:30am – 4:30pm. 

Address: 14 Maple Street Your City, VT 05452 

7 Click Done. You will return to the Comment Code Maintenance screen. 

8 Click Exit. 

Send the Email Receipt/Report 

9 Process the receipt/report. 


11 Click Email. 

12 Enter the applicable email address if necessary. 

13 Click OK. 

Printers 

Using the Datamax Ovation 2 Printer 

Pass Printing with the Ovation Printer - Overview 

1 Setting Up the Ovation Printer 

2 Template Setup for Pass Printing with the Ovation Printer 

3 Troubleshooting for the Ovation Printer 

Setting Up the Ovation Printer 

1 Take the Printer out of the Box and set where you would like. 

2 Take the printer cable that came with the machine and plug the cable into the LPT port you would like to use on 

your PC. Plug the other end (Blue Connection) into the printer. 

3 To load the Pass Paper Stock into the printer, push in the buttons on both side of the printer at the same time to 

open the cover. 

4 To load the pass stock, push forward on the green lever with notches. This will release the printing mechanism. 

Tilt this all the way to the left. Feed card stock in the slot where the cover and printing unit meet. The stock should 

be loaded printed side up (the side on which the printer will print). Pull enough stock through so it feeds all the 

way through the printer. There is a slide guide on the bottom of the printer: get the stock flush with the left guide 

and slide the right green guide over so that the paper stock cannot move. Now tilt the printing mechanism back 

down. It will click when it is in place. 

Note: Make sure that the cards are lined up straight so that text is straight on the card. 

5 Special circumstance: If there is even the slightest wrinkle in the ribbon, the print quality will suffer. In order to 

alleviate this, release the print mechanism using the green lever. Turn the green knob counter clockwise to create 

slack in the ribbon. With the white knob in front, turn this counter-clockwise to spool the crinkled ribbon. After all 



of the wrinkled ribbon has been spooled onto the front spool, push the printing mechanism back down until you 

hear it click into place. 

6 Now that the print stock is loaded, adjust the print ribbon. On the right side of the printing mechanism, there's a 

dial with the numbers 1-9 on it. These numbers designate how wide the pass stock is. For 3 inch wide stock, 

set the number to 6. 

7 Close the cover. It should click into place. 

8 Turn the Power On. 

9 In Windows go to Start � Settings � Printers. 

10 Select Add Printer and follow the steps in the Wizard. 

Note: Before starting steps 9 & 10 make sure you have the printer's drivers disk handy. 

See Also: Troubleshooting the Ovation Printer 

RecTrac Printer FM for the Ovation Printer 

1 In RecTrac, click on (Files - System - Other -) Printer/Device File Maint. 

2 Scroll down the Device Listing to see if there is an OVATION2 Printer. If not, click Add. 

3 Click the down arrow next to the Type field and select Printer from the drop down list. 

4 In the Sub-Type field select Ovation from the drop down list. 

5 In the ID field, type OVATION2. 

6 Click the Next button at the bottom of the screen. Notice that several new fields are now displayed on the screen. 

7 In the Description field, enter Ovation 2 Pass Printer. 

8 Select Active as the status option. 

9 In the Form Size field enter the form size of your passes. 

Note: The typed entries are case sensitive. 

10 In the Print Option field, enter N for normal. 

11 In the Large Font field, 4. In the Medium Font field, 3. In the Small Font field, type 2. These are all taken from 

the manual and are printer specific. 

Note: You can also use fonts 0,1,5 and 6. Fonts 0 – 2 are upper and lower case, fonts 3 – 7 are all upper case letters. 

12 In the Bar Code field, type 1A40040. 

13 In the Backfeed Rotation field, type f400. This field is how far back the printer will rotate the card to detect the 

black line to start printing. f400 has been proven to work, but if you would like the printer to feed more or less, 

then adjust the 400 number to what you would like, using the formula 200dots=1inch. 

14 In the Prt Device field, type the port that the ovation printer is attached/captured to (for example: LPT1 or com1). 

15 In the Print Speed field, type PB. There are other options but this option has proven to worked well in the past. 

16 In the Slew Speed field, type SB. There are other options but this option has proven to work well in the past). 

17 In the Dot Size field, type D11. This is required for an Ovation2 printer and is in the manual. 

18 In the Density field, type H25. There are other options but this option has proven to work well in the past. 

19 In the Gap/Bline field, type r if the pass stock is separated by a black line OR type e if the stock is separated by 

a notch. 

20 In the Text Rotation field, type 1. 

Note: 1 = no rotation, 2 = 180 degree rotation (upside down) 

21 Click Done. The printer has been setup. You will return to the Printer/Device Maintenance screen. 


Template Setup for Pass Printing with the Ovation Printer 

1 In RecTrac, click on (Files - Pass -) Pass Template Maintenance. If you receive a message No Pass Templates 

Exist - Do You Wish To Add, click Yes. 

2 In the Template ID field, name the Pass Template whatever you would like. 

3 In the Description Field, use whatever description best describes your Pass. 



4 Click Next. 

5 On the Detail Listing screen, click Add to begin defining the information that you want to display on the pass. 

6 In the Row field, type 10. 

7 In the Print Column field, type 50. 

8 Select Precise Dot Position as the Row/Col Option. 

9 In the field labeled Field, select H/H ID Barcode from the drop down list if you would like the bar code to be the 

Household ID. Or if you would like the barcode to be the pass number, then select Pass Barcode option from the 

drop down list. ALWAYS SELECT THE BARCODE FIELD FIRST, BEFORE ADDING ADDITIONAL FIELDS OF 

INFORMATION. 

10 Change the Pitch to 17. 

11 Click on Done. You have now added the first of multiple items that may print out on the pass. 

12 To add additional fields, click Add. You will repeat these steps but change the row, column and field information 

as shown below: 

Note: When designing your template remember to keep in mind that the higher the print row 

number the closer you will be printing to the TOP of the card. For example, print row 300 will print 

at the top of the card whereas print row 60 will print closer to the bottom of the card. 

Print 

Row 

Print 

Column 

Row/Col Option Field Pitch 

60 35 Precise Dot Position HH ID # 17 

90 100 Precise Dot Position Exp Date 17 

100 100 Precise Dot Position Memb Date 17 

110 100 Precise Dot Position Gender 17 

110 200 Precise Dot Position Age 17 

120 100 Precise Dot Position Pass No 17 

135 100 Precise Dot Position Pass Type 17 

150 100 Precise Dot Position Name 12 

300 1 Precise Dot Position End of Form 12 

Click here for a sample Pass Template. 


printer. On the Detail Listing screen, highlight the Row 1/Column 1 End of Form line item in the browser. Click 

on Change. Change the row, column and field information as shown below: 

14 Click on Done. 

Print Row Print Column Field Pitch Row/Col Option 

300 1 END-OF-FORM 12 Precise Dot Position 


16 At the Pass Template Listing, click Exit. You have now successfully created the Pass Template that will Print 

out on your passes. 



Sample Pass Template For Use with the Ovation Printer 

Here is a sample Pass Template for use on the Ovation Printer: 

Print Row Print Col Field Pitch Row/Col Option 

10 65 H/H Barcode 17 Precise Dot Option 

70 100 Exp Date 17 Precise Dot Option 

80 100 Memb Date 17 Precise Dot Option 

90 100 Gender 17 Precise Dot Option 

90 200 Age 17 Precise Dot Option 

100 100 Pass No 17 Precise Dot Option 

110 100 Pass Type 17 Precise Dot Option 

130 100 Name 12 Precise Dot Option 

300 1 END-OF-FORM 17 Precise Dot Option 

Using the Eltron TLP2742 Printer 

Setting Up the Eltron 2742 Printer 

1 Take the printer out of the box and set where you would like. 

2 Turn the power off. Attach the power cord and plug it in. 

3 Take the printer interface cable that came with the machine and plug the cable into the LPT port you would like to 

use on your PC. Plug the other end into the printer. 

4 To load the pass paper stock into the printer, open the cover. Open the print head and open the guides. Install 

the pass stock onto the roll. Thread the pass stock under the print head. Seat the roll into the two grooves. Close 

the guides and the print head. Close the cover. 

5 To install the thermal ribbon, open the print head. Load the ribbon core and the transfer ribbon (with the direct 

thermal side facing up). Start the ribbon by pulling the ribbon around the print head. Then close the print head. 

6 Press and hold the FEED button, then turn the power on. Release the FEED button. Read the print status, then 

press the FEED button again. 

7 Add the printer as a Windows device using the Add Printers Wizard. (Go to Start � Settings � Printers and 

double click the Add Printers icon). When you get to the screen that allows you to select a print driver 

Manufacturer and Printer select either: 

Manufacturer Printers 

Generic 

(*recommended) 

Generic/Text Only 

IBM IBM Pro-Printer 

See Also: Troubleshooting the Eltron 2742 



RecTrac Printer FM for the Eltron 2742 Printer 

1 In RecTrac, click on (Files - System - Other -) Printer/Device File Maint. 

2 Scroll down the Device Listing to see if there is an ELTRON Printer. If not, click Add. 

Note: If your card stock is Black Line Stock you will be adding/changing the printer ID Eltron. If 

your card stock is label card stock you will be adding/changing the printer ID Eltron27. 

3 On the Core Info screen, select Printer from the drop down list in the Type field. 

4 In the Sub-Type field select Eltron 2742 from the drop down list. 

5 Enter the ID for this device in the ID field. 

6 Click the Next button. Notice that several new fields are now displayed on the screen. 

7 In the Description field, enter either Eltron 2742 Black Line Stock or Eltron 2742 Label Stock. 

8 Select Active as the printer status. Active printers will appear on picklists. Inactive ones will not. 

9 Select the option labeled Pause Before Print if you need to pause before printing the pass(es). This option may 

be needed if you share one printer port with two printers and you need time to switch an A-B switch. 

10 Select the option labeled Skip Ticket Print if you never want to print tickets while using this printer ID. This will 

complete a transaction without prompting you wish print options. 

Note: The following typed entries are case sensitive. 

11 In the Print Option field indicate how this device is to be used. Valid print options are: 

D = Disk File 

N = Normal Print 

S = Spooled Print 

12 In the Large Text Font field enter: 2,4,2,2,N 

13 In the Med Text Font field enter: 2,3,1,1,N 

14 In the Small Text Font field enter: 2,2,1,1,N 

Review the information listed below to determine the information that each character is providing to your RecTrac 

system. 

1 st Character 2 nd Character 3 rd Character 4 th Character 5 th Character 

Rotation 

1=no rotation 

2=180 degree 

rotation 

Font Size 

1=20 cpi (char 

per inch) 

2=17cpi 

3=15cpi 

4=13cpi 

5=6cpi 

Horiz. Factor Vertical Factor 

1=no factor 

2=2x (double) 

3=3x (triple) 

4=4x 

5=5x 

1=no factor 

Text Image 


2=2x 

3=3x 

4=4x 

5=5x 

N=Normal 

Image (For 

example: Black 

& White) 

R=Reverse 

Image (For 

example, White 

& Black) 

Note: '2' is the standard rotation (1 st character entry). If 1 is chosen text will print upside down on 

the ID card. 

Note: It is strongly recommended that the Horizontal and Vertical factor entries stay the same. 

For example, a large text font setting of 2,3,2,2,N will print with 180 degrees rotation, using 15cpi font size, will 

double the width and height of the font, and print as a Normal image. 

15 Enter N in the Clear Buffer field. 

16 Enter OD in the Form Options field. 

17 Enter JF in the Backfeed field. This field is how far the pass will eject from the printer after it is printed. 

18 In the Prt Device field, type the port that the printer is attached/captured to (for example: LPT1 or com1). 

19 In the Barcode field enter: 2,3,2,4,75,N 

20 In the Print field enter P1. 

21 In the Print Speed field enter S2. There are other options but this option has proven to worked well in the past.


Note: For additional information on printer setting options refer to your Eltron Printer Manual. 

22 In the Density field enter D8. 

23 In the Form Length field the following default entry will be displayed: Q,380,B25+0 (these entries must total 405) 

leave the default entry if the pass stock is separated by a black line, 

OR 

Leave blank if using label stock. 

Note: If the pass stock is separated by a black line you will need to perform additional set up 

steps. After completing this process follow the instructions for Adding the Card Size Definitions to 

the Printer Settings. 

24 Enter q600 in the Form Width field. 

25 In the Ticket Count field enter your default selection for how many tickets you want to print for each trip 

perquantity per bill code. Valid selections include: 

Multiple: print one ticket with multiple bill code quantities per trip 

Single: prints a single ticket for each trip per quantity per bill code. 

Choose: each time you sell a ticket, a dialog box will pop up to allow you to choose between Multiple, Single or 

None. 

None: do not print ticket 

For example, you have a trip (TRAIN) with 2 bill codes (ADULT, YOUTH). A family of 5 comes up to purchase 

tickets. You ring up the trip with 2 x the ADULT bill code and 3 x the YOUTH bill code. If you selected Multi, only 

1 ticket would print, detailing 2 adults and 3 youths. If you selected Single, 2 separate adult tickets and 3 separate 

youth tickets would print. If you selected None, no tickets would print. 

26 Click Done. You will return to the Printer/Device Maintenance screen. 


Template Setup for Pass Printing with the Eltron 2742 Printer 

1 In RecTrac, click on (Files - Pass -) Pass Template Maintenance. If you receive a message No Pass Templates 

Exist - Do You Wish To Add, click Yes. 

2 In the Template ID field, name the Pass Template Eltron 2742 ID Card . 

3 In the Description Field, use whatever description best describes your Pass. 

4 Click Next. 

5 On the Detail Listing screen, click Add to begin defining the information that you want to display on the pass. 

6 In the Row field, type 80. 

7 In the Print Column field, type 550. 

8 Select Precise X/Y Position as the Row/Col Option. 

9 In the field labeled Field, select H/H ID Barcode from the drop down list if you would like the bar code to be the 

Household ID. Or if you would like the barcode to be the pass number, select Pass Barcode option from the drop 

down list. ALWAYS SELECT THE BARCODE FIELD FIRST, BEFORE ADDING ADDITIONAL FIELDS OF 

INFORMATION. 

10 Change the Pitch to 12. 

11 Click on Done. You have now added the first of multiple items that may print out on the pass. 

12 To add additional fields, click Add. You will repeat these steps but change the row, column and field information 

as shown below: 

Note: When designing your template, remember that the Eltron prints at a dot density of +/- 203 

dpi (dots per inch). Also the higher the row and column numbers, the closer you will be printing to 

the TOP LEFT of the card. For example, row 300 Column 500 will print at the top left of the card 

whereas row 60 column 300 will print closer to the bottom center of the card. 

Print Row Print Col Row/Col Option Field Pitch 

80 550 Precise X/Y H/H ID Barcode 12 

125 550 Precise X/Y H/H ID# 12 




220 550 Precise X/Y Exp Date 12 

250 550 Precise X/Y Memb Date 12 

300 550 Precise X/Y Name 10 


Click here for a sample Pass Template. 


printer. On the Detail Listing screen, highlight the Row 1/Column 1 End of Form line item in the browser. Click 

on Change. Change the row, column and field information as shown below: 



14 Click on Done. 


16 At the Pass Template Listing, click Exit. You have now successfully created the Pass Template that will Print 

out on your passes. 

Sample Pass Template For Use with the Eltron 2742 Printer 

Here is a sample Pass Template for use on the Eltron 2742 Thermal Line Printer using Black Line 

stock: 


80 550 Precise X/Y H/H ID Barcode 12 

125 550 Precise X/Y H/H ID# 12 

220 550 Precise X/Y Exp Date 12 

250 550 Precise X/Y Memb Date 12 

300 550 Precise X/Y Name 10 


Using the Eltron P310C/P310CM Printer 

Setting Up the Eltron P310 Printer 

1 Unpack your printer and set it where you would like. 

2 Open the cover of the printer. Install the card cleaning cartridge according to the Printer User's Manual. 

3 Install the card cartridge and the card output hopper according to the Printer User's Manual. 

4 Load the ribbon according to the Printer User's Manual. 

5 Load the PVC cards according to the Printer User's Manual. 

6 Set the card thickness control lever according to the Printer User's Manual. 

7 Take the printer cable that came with the machine and plug the cable into the LPT port you would like to use on 

your PC. Plug the other end into the printer. 



8 Close the printer cover. 

9 Turn the printer's power switch On. 

10 In Windows go to Start �� Settings �� Printers. Select Add Printer and follow the steps in the Wizard. Place the 

Eltron P310 CD or diskette in your PC's CD-ROM or floppy drive. When you get to the list of printers and 

manufacturers, click on the Have Disk button. Using the Browse feature, find the drive where you placed the CD 

or diskette and open the Drivers folder, the P310 folder and your operating system folder (Win95 or WinNT). 

Highlight the OEMSETUP.INF file and click OK. Continue with the Printer Setup Wizard, choosing a port and a 

printer name. 

11 When setup, you may test print a card according to the instructions in the Printer User's Manual. 

See Also: Troubleshooting the Eltron P310 

Additional Steps (if applicable): 

If you are Using a Monochrome Ribbon 

If the Image is Too Dark 

Additional P310 Setup Steps if the Print is Too Dark 

1 Go to Start Menu � Settings � Printers. 

2 Right click the Eltron P310 icon. Select Properties. 

3 Select the Ribbon tab. Go to Head Settings. 

4 Change the kr value from the default 3 to 0. 

5 Test the printer. 

6 If the image is still too dark you will need to lower the head resistance. 

7 Open the printer cover. 

8 Pop the printer head. 

9 Look for a label on the inside of the print head assembly that has an R followed by a value. This is the head 

resistance value. 

For example, R = 1750. 

10 Reset the printer head and close the printer cover. 

11 On your computer go to Start Menu � Settings � Printers. 

12 Right click the Eltron P310 icon. 

13 Select Properties � Printer Tab. Click the Tools button. 

14 In the Command to Send to Printer field enter !R (value). 

15 Click OK. 

Note: All characters in this field MUST be capitalized. 

Note: The head resistance value (R) can handle a maximum change of 200 in either direction 

from the original value. For example, if your original head resistance value was 1750 you could 

change this entry to anything between 1550 and 1950. 

Additional P310 Setup Steps If Using a Monochrome Ribbon 

1 Go to Start Menu � Settings � Printers. 

2 Right click the Eltron P310 icon. Select Properties. 

3 Select the Ribbon tab. 

4 Change the Ribbon Type from ‘YMCKO’ (Color) to ‘K’ (Monochrome). 

5 Click OK. 

6 Select Printer Tab. 

7 Click the Tools button. 

8 In the Command to Send to Printer field enter ‘+RIB 4’. 

Note: All characters in this field MUST be capitalized. 



9 Click OK. 


RecTrac Printer FM for the Eltron P310 Printer 

The Eltron P310 printer does not have to be set up in RecTrac as a printing device. If you have 

set up the printer through Windows, then you are ready to go. 

Using the Fargo Quatro/4250 Printer 

Setting Up the Fargo Quatro Printer 

Please excuse our appearance. This help topic is currently under construction. 

RecTrac Printer FM for the Fargo Quatro Printer 

The Fargo printer does not have to be set up in RecTrac as a printing device. If you have set up 

the printer in Windows, then you are all set to go. 

Using the Magicard Printer 

Setting Up the Magicard Printer 

Please excuse our appearance. This help topic is currently under construction. 

RecTrac Printer FM for the Magicard Printer 

The Magicard printer does not have to be set up in RecTrac as a printing device. If you have set 

up the printer in Windows, then you are all set to go. 

Using the Boca Ghostwriter 

Boca Ghostwriter Printer Commands 

The following commands can be used when setting up tickets to print on the Ticket Print screen in 

Tran Code Maintenance. This topic is intended to provide a brief overview of each command. If 

you find you need additional information please call VSI toll free at: (877) 883-8757. 

Note: In each line item a command is designated by the text contained within to angle brackets 

(i.e. < >). 

Command: Function: 

 

 

 

 

Row/Column Command 

This command would start printing at Row 10 and Column 330. These entries are 

incremented in dpi (dots per inch). 

Rotation Command 

This command designates the rotation of the text. NR = No Rotation, RR = Rotate 

Right (+90 degrees), RU = Rotate Upside Down (+180 degrees), and RL = Rotate 

Left (+270 degrees or –90 degrees) This command affects all of the text following 




it. 

 

 

 

 

Height/Width Command 

This command designates the character height and width multiplier. In this 

example, applied against a normal 7 x 8 dot size character the text following this 

command would print at 21 dots wide and 16 dots high. 

Note: To reset the height and width, enter to set the entries back to the 

normal size. 

Font Size Command 

This command allows you to alter the size of the characters that you wish to print. 

Valid entries include: 

= Font1 characters (5 x 7) 

= Font2 characters (7 x 10) 

= OCRB (17 x 31) 

= OCRA (5 x 9) 

= Large OCRB (30 x 52) 

= OCRA (17 x 31) 

= Courier (18 x 30) 

= Small OCRB (13 x 20) 

= Prestige (25 x 41) 

= Script (25 x 49) 

= Orator (46 x 91) 

= Courier (20 x 40) 

The default selection is . 

Note: Alternate print sizes will be available for certain models of the Boca 

Ghostwriter printer. 

Note: OCRA cannot be formatted properly on 100 dpi print heads. 

Draw Box Command 

This command tells the printer to draw a box. The ‘r’ entry should be replaced with 

a number that designates the height of the box. The ‘c’ entry should be replaced 

with a number that designates the width of the box. 

Note: It is recommended that you use the Row/Column command after you create 

a box to avoid any confusion regarding the location of the cursor following this 

command. 

Draw Vertical Line 

This command draws a vertical line. The line is one dot wide and its length equals 

the entry that you substitute for ‘r’. 



command. 




 

 

Enhanced Receipts 

Draw Horizontal Line 

This command draws a horizontal line. The line is one dot wide and its length 

equals the entry that you substitute for ‘c’. 



command. 

Line Thickness Command 

This command is used to allow the user to designate the line thickness used in 

connection with the Draw Box, Draw Vertical Line and Draw Horizontal Line 

commands. Replace the # sign with the requested thickness of the line. This entry 

should be specified BEFORE any of the drawing commands. After a line is drawn 

the printer reverts back to the default line thickness of 1 dpi. The thickness of a 

line grows towards the center of the box. A vertical line grows to the right and a 

horizontal line grows towards the bottom of a ticket. 

Limitations: Vertical/Horizontal lines can have a maximum thickness of 8 dots. 

The line thickness of a box cannot be more than ½ the size of the smallest box 

dimension. For example, a 10 x 20 box cannot have a line thickness greater than 

5. 

Setting Up RecTrac to Use Enhanced Receipts 

Adjust Users' Default Printer Settings 

Complete the following steps for each of the user IDs in your RecTrac system. 

1 Go to File Maintenance � System Administration � Users/Menus Maintenance � Security Maintenance. You 

will continue to the Password Signon screen. Enter your organization's master password and click OK. 

2 Highlight the first user in the browser box. Click Change. 

3 Click Next twice to continue to the Devices screen. 

4 Next to the Exec Device field click the down arrow to select the appropriate EXEC device from the drop down 

list. 

Note: Remember if you are working in a multi-user environment and only some of your users will 

be using the local report bldr database option make sure to select the appropriate EXEC device 

based on whether this user will be using a local receipt db. 

5 Next to the Receipt Device field click the down arrow to select the appropriate default receipt printer from the 

drop down list. 

If you want to use a dot matrix printer: 

Select the appropriate RecTrac printer from the drop down list. 

If you want to use a laser printer: 

Select a laser printer with the Win- prefix attached. 

For example: Win-HP LaserJet 5. 

6 Click Done. 

7 Repeat steps 2 – 6 for every user in your RecTrac system. 






Chapter 9: Financial Management 

Financial Overview 

• By default, RecTrac operates on a real-time cash basis method. This means that as money is received or 

disbursed, each transaction is recorded in a general ledger transaction file maintained by the RecTrac 

system. If a transaction in any module—Activity, Facility, Pass, etc.—is processed but no money is 

received or disbursed, no transaction is recorded in the general ledger transaction file. However, the 

household balance by module is updated so that there is complete control over the money that is due or 

owed. 

• At the end of the day/shift, all cash drawers within the RecTrac system are balanced to the RecTrac's cash 

reports. Once cash for the complete system is balanced, the RecTrac system generates a full GL 

Distribution Report which is a summary of each bill code and/or tran code reduced to a general ledger 

account number. This report provides the overall status of all activity processed during the day or shift for 

final management review. The GL Distribution Report is supported by various other more specific reports 

available within the Reports � System � System Financial Reports menu. 

• The RecTrac General Ledger Interface process creates an electronic file of data summarized the same as 

that provided by the GL Distribution Report. This transaction file can be imported into any financial system. 

The interface generates all journal entries automatically for subsequent GL account update. The RecTrac 

GL Interface eliminates the need to enter this data and ensures accuracy. 

Other Highlights: 

• Interface accommodates all RecTrac modules. 

• Interface can handle single or multiple funds. 

• Interface can be imported by any financial system on a batch basis. 

• RecTrac provides some accrual processing functions and the results are included in the GL Interface. 

• RecTrac allows for multiple refund options: 

Refund Apply (credit household balance) 

Refund Now (credit cash) 

Refund Later by Finance (refund checks created by finance department) 

Refund Later by RecTrac (refund checks created by RecTrac) 

• All refund options are properly included in the interface for appropriate balance sheet and operating 

statement entries. 

Financial Building Blocks 

The financial building blocks in RecTrac are: 

1a. Inventory Items and Tickets 

↑ 

Tran Codes (revenue/discounts) 

GL Codes 

↑ 



↑ ↑ 


↑ 

Cost Center 


1b. Activity Section, Facility, Pass Type, 

League, Rental Item, Court, Locker and Trip 

Fees 


↑ 

Bill Codes (revenue/discounts/suspense) 

GL Codes 

↑ 



↑ ↑ ↑ 


↑ 

Cost Center Account 

Numbers


2. Pay Codes: 1=check 

2=cash 

3=credit card 

4-89 user defined 

90-97 reserved 

98=journal 

99=system 

↑ 

Payment Types: cash, check, credit card, gift certificate, foreign 

currency, scholarship, journal, system, miscellaneous 

↑ 

Offset GL Account Numbers (for Interface) 

GL Codes 

↑ 

General Ledger Account 

Numbers 

3. Sales Tax Table(s) 

Payment Codes and Payment Types 

↑ 



↑ 

Cost Center Account Numbers 

RecTrac allows you to define up to eighty-six payment methods. Each payment method consists 

of a code and a type. You may use the numbers "4" through "89" as your user-defined payment 

codes. The payment codes 90 through 99 are reserved for system use and payment codes 1, 2, 

and 3 may only have minimal information revised. 

The payment codes are linked to one of ten payment types: Check, Cash, Credit Card, Gift 

Certificate, Scholarship, Foreign Currency, Journal, System, Miscellaneous, Marine DPP 

(Deferred Payment Plan) and Account Transfer. 

Each payment code is also linked to a specific G/L Account Number. 

For example: Note below how the payment types may be used more than once to create specific methods of payment: 


1 Check Check (local) 

2 Cash Cash 

3 Credit Card Visa/Master Card 

4 Credit Card American Express 

5 Scholarship United Way Children's Scholarship 

6 Gift Certificate Gift Certificate Redemption 

7 Check Travelers Check 

8 Foreign Currency Canadian Currency



9 Foreign Currency 

* 

* 

Yen 

Each foreign currency must be set up with its own exchange rate. 

What is the Control Account? 

A control account is a holding or suspense account. You may wish to think of this account as an 

Accounts Payable account. In RecTrac, we use this term to refer to the Credit Balance Control 

Account where monies are held pending some further action—they are funds waiting to be 

refunded or applied to a future fee. Balances in the RecTrac Credit Balance Control account are 

recognizable as household credit balances. With the RecTrac financial reports, you have a 

complete audit trail of all entries into and out of the control account. 

Credits to the control account occur if a payment is made without an offsetting fee amount due, or 

if a cancellation refund is processed and applied to the household balance. They also occur if 

refunds are processed and the check is to be written later (either by RecTrac or Finance 

department). In this case, the balance of the RecTrac Credit Balance Control account equals or 

acts as a control amount over checks that are pending. The RecTrac Refund Report lists all such 

pending checks. 

Setting up a control account in RecTrac is necessary for the system to work properly. Your 

finance office MUST have a RecTrac control account for the recreation department as well. The 

RecTrac Credit Balance Control account is a liability account on your designated balance sheet. 

For single or multi-funds departments, when you set up your RecTrac credit balance control 

account, you must choose one fund in which to set up the control account. The decision to have a 

single control account (as opposed to a control account in each fund) allows RecTrac customers 

to "Refund Apply." This means that refund money stays on account for future use in the same or 

other modules. 

Setup: 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen. In 

the Credit Bal Control fields, enter a GL code and (optional) cost center code that points to a control account in 

your general ledger. This is the default control account for RecTrac, and is used whenever more specific 

suspense accounts are not defined. 

2 If you will be using Lottery Processing for Activity Registrations: 

Go to Files � System � Finance Codes Maintenance � Bill Codes Maintenance. Go to the Core Information 

screen of each of your AR type bill codes. In the Susp/Wash fields, enter a GL code and (optional) cost center 

code that points to a control account in your general ledger for this bill code. During a transaction involving this 

bill code, if a control account is needed, it will look here. If you leave this field blank, RecTrac will look in Static 

Parameters (see Step 1). 

How is the Control Account Used in RecTrac? 

Funds flow into the control account when: Funds flow back out of the control account when: 

� A household overpayment is made � The household overpayment is applied to a new fee or 

refunded 

� A payment has been reversed but not yet refunded � The reversed payment is refunded 

� A cancellation or void has occurred but not yet 

refunded 

� The proceeds from a cancellation or void are refunded 

� A transfer out of one activity or pass has occurred � The resulting transfer into the new activity or pass has 



Funds flow into the control account when: Funds flow back out of the control account when: 

occurred 

� Fee reduction has occurred but not yet refunded � The proceeds from the fee reduction are applied to a new fee 

or refunded 

� A payment made with no fee having been 

processed prior 

Using Funds in RecTrac 

� A subsequent fee being processed and customer choosing to 

auto-apply the household credit to the new fee 

For customers who have multiple funds and interface their financial figures into FinTrac, the fund 

number MUST be incorporated into the GL and cost center account number as two digits followed 

by a hyphen, followed by the GL or Cost Center account number. For example, 01-123456-9000 

would mean "fund 1, gl account 123456-9000." 

See Also: 


How Are Control Accounts Used in RecTrac? 



An Inter-Fund Control account is a holding or suspense account for monies that are owed to/from 

other funds. The inter-fund control accounts are considered liability accounts (on multiple fund 

balance sheets). 

This type of account is used for RecTrac refunds that come out of any fund other than the fund 

that contains the RecTrac Credit Balance Control Account. The inter-fund control accounts are 

posted to via manual journal entries by Finance; RecTrac does NOT post entries to it. However, 

the RecTrac Refund Report will print a summary of refunds by fund with suggested entries to help 

Finance. 

For examples of how and when the inter-fund accounts should be used, see: 

RA GL Entries 

RN GL Entries 

RF GL Entries 

RR GL Entries 

How are Inter-Fund Control Accounts Used in RecTrac? 


For examples of how and when the inter-fund accounts should be used for each refund type, see: 

RA GL Entries 

RN GL Entries 

RF GL Entries 

RR GL Entries 



Refund Types and What They Mean 


Apply to 

Household 

Balance (RA) 

Refund from 

Cash Drawer 

Now (RN) 

Refund Later 

from RecTrac 

(RR) 

Refund Later 

from Finance 

(RF) 



During the cancellation refund process, the control account is credited in 

anticipation of the funds being used for future enrollments, passes, 

reservations or purchases. If the customer does not use the funds, they 

may be refunded in the future by using the "Credit Balance Refund" 

program. 



DR Control Account - whatever pay type is being taken out of the cash 

drawer 

During the cancellation refund process, the control account is debited 

using whatever Refund Code corresponds to the type of payment you are 

physically giving the customer (check, cash, voucher, etc.). 

If the Keep 'RR/RF' In the 

Control Acct As a CR toggle is 

checked (ON) 


CR Control Account - Pay type 

99 

(When Checks are printed: DR 

Control Account - Pay type 97) 




checks being printed/posted at 

a later date. 

The Refund Check Post 

process will post a debit entry 

to the control account for the 

amount of each check being 

printed/posted. 


CR Control Account - Pay type 

99 

(Manual Entry: DR Control 

Account - Pay type 98) 




checks being printed/posted at 

a later date. 




Acct As a CR toggle is blank (OFF) 






debited. 

Therefore, the Refund Check Post 

process will not post a debit entry to 

the control account for the amount of 

each check being printed/posted. 






automatically debited. 


interface the pay type 98s to Finance, 

as they will be posting debits to their 

RecTrac control account when they 

cut refund checks. If you interface the 

type 98 entry, it will result in a 




Sample G/L Entries 

RN G/L Entries 




checks. If you interface the type 

98 entry, it will result in a 

double-debit in Finance's G/L. 

When Finance issues the 

refund checks, you must 

manually post a debit to the 

control account for the total 

amount of refund checks 

issued, 

OR you run the RF Offset Post 

program to debit the Control 

Account. 

double-debit in Finance's G/L. 

Here is a representation of how the refund type RN, Refund Now would get posted to the 






items and Refund 

Now (out of the cash 

drawer) 


XYZ Financial 



cash offset entry and 


entries 





Revenue1 

$17.10 

Tax 

Liability 

$1.93 


Control 

$49.98 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Cash1 

$49.98 

Interfund 

1 

Liability 

$30.45 

Revenue 

2 $16.20 

Interfund 

2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 




RA G/L Entries 

Cash1 

$30.45 


Cash2 

$16.20 

Cash3 

$14.25 

Here is a representation of how the refund type RA, Refund Apply would get posted to the 



RA example Fund 1 Fund 2 Fund 3 



items 


XYZ Financial 




entries 

Step 2a: In RecTrac, 

use part of the HH 

balance to pay for 

three other (taxable) 

RecTrac items; make 

a cash payment of 

$6.50 


XYZ Financial 



cash offset and fundbalancing 

entries 


Revenue1 

$22.50 

Tax 

Liability 

$1.65 

Interfund1 

Liability 

$17.85 


Control 

$37.32 

Cash1 

$0.40 


Control 

$42.00 

Revenue 

1 $18.00 

Tax 

Liability 

$1.72 

Interfund 

1 

Liability 

$18.00 

Revenue 

2 $3.60 

Interfund 

2 

Liability 

$3.75 

Cash2 

$6.10 

Interfund2 

Liability 

$3.60 

Revenue2 

$9.85 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Revenue3 

$14.25 



RR G/L Entries 

Here is a representation of how the refund type RR, Refund Later RecTrac would get posted to 

the RecTrac G/L, and further how it should be treated when interfaced to your Finance system. 

For illustrative purposes, we are showing a cancellation that affects multi-funds. 

RR example Fund 1 Fund 2 Fund 3 



items 


XYZ Financial 




entries 

Step 2a: RecTrac 

prints refund checks 


XYZ Financial 



cash offset entry 





Revenue1 

$17.10 

Tax 

Liability 

$1.93 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Cash1 

$30.45 


Control 

$49.98 

Cash1 

$49.98 

Interfund 

1 

Liability 

$30.45 

Revenue 

2 $16.20 

Interfund 

2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 










items 


XYZ Financial 




entries 





refunds 








Revenue1 

$17.10 

Tax 

Liability 

$1.93 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$49.98 

Interfund 

1 

Liability 

$30.45 

Revenue 

2 $16.20 

Interfund 

2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 



Financial Setup 








items 


XYZ Financial 




entries 





refunds 








Revenue1 

$17.10 

Tax 

Liability 

$1.93 

Interfund1 

Liability 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$30.45 


Control 

$49.98 

Accts 

payable 

$49.98 

Cash1 

$49.98 

Interfund 

1 

Liability 

$30.45 

Revenue 

2 $16.20 

Interfund 

2 

Liability 

$16.20 

Interfund2 

Liability 

$16.20 

Cash2 

$16.20 

Revenue 

3 $14.25 

Interfund 

3 

Liability 

$14.25 

Interfund3 

Liability 

$14.25 

Cash3 

$14.25 



Refund Setup 

There are two Refund setup steps: 

1 In Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen, there 

is a field labeled Keep 'RR/RF’ In The Control Acct As a CR. Answer the questions in the topic How To Decide 

Which Refund Setup is Best before you set this toggle. Checking this box will leave a credit entry in the credit 

balance control account whenever you process a Refund Later - RecTrac or Refund Later - Finance entry. This 

toggle has no effect on Refund Now or Refund Apply transactions. 

2 In the linked Payment device(s) in Device Assignments (Files � System � Device Maintenance), first review 

Refund Types and What They Mean. Then, in the Default Refund Type field for each module, indicate how you 

want the "refund payment option" field to default. 

RA = Refund Applied (to household) 

RN = Refund Now (out of the cash drawer) 

RF = Refund Later via Finance (will produce vouchers) 

RR = Refund Later via RecTrac (will mark for later refund check-writing in RecTrac) 

Important Note: RecTrac operates on the assumption that you won’t use both RF and RR refund types. You 

can, however, use a combination of RAs and RNs with either RFs or RRs. 






Question 1 




Question 2 




Account? 

Question 3 




Question 4 



















basis) 













Financial Procedures 

Scholarships 






Question 1 




Question 2 




Account? 

Question 3 

Will you be able to get refund check 

totals from Finance whenever RecTrac 

refund checks are printed? 

Question 4 




Sales Tax 

Sales Tax in RecTrac 

Setup: 





the Refund Check Print 

program) 










basis) 











1 Go to Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen: 

You can enter up to five different sales tax rates. For each tax rate entered, pick the general ledger code that 

you will post the tax revenue to. Optinally, for each tax rate entered, pick the cost center code that you will post 

the tax revenue to. 

2 On the POS/Misc screen, select whether you want to round the tax to nearest .05. Checking this option will 

round sales tax to the nearest nickel. Leave it blank to calculate to the nearest penny. 

3 Go to Files � System � Finance Codes Maintenance � GL Codes Maintenance. For the general ledger codes 

linked to your tax tables in Step 1, go to the Core Information screen and select the GL Code Is Used For 

Tracking Sales Tax option. 

4 Go to Files � System � Finance Codes Maintenance � Bill Code Maintenance. For each bill code that you set 

up, go to the Rate Information screen. Select which tax table it uses. 



5 For each entity for which you set up fees (e.g., activity sections, facility IDs, pass types, leagues, rental items, 

courts, lockers, trips, etc.), link the applicable bill codes. You may link a combination of taxable and non-taxable 

bill codes to the same entity. 

For example, a snack fee may be non taxable, a t-shirt fee may be taxable at one rate and a lesson fee 

may be taxable at another rate. 

6 Go to Files � POS � Trans Code Maintenance. For each transaction code that you set up, go to the 

Restrict/Features Screen. In the Tax Code field, select the appropriate tax table. 

7 Go to Files � POS � Inventory Maintenance � Inventory Maintenance. For each inventory item that you set 

up, go to the Core Information screen. Select the appropriate tax table. and link the applicable tran code. 

8 Go to Files � POS � Ticket Maintenance. For each ticket code that you set up, go to the Core screen. Select 

the appropriate tax table and link the applicable revenue and remittal GL codes. 

9 Go to Files � Activity (or Pass or Facility) � Household Maintenance. For each household or organization that 

you set up, go to the Core Information screen and select whether this household/organization is taxable or not 

taxable. 


1 Simply rent, sell, reserve or enroll as you normally would. The tax will automatically calculate and charge as 

appropriate! 

2 To find out how much tax revenue is being brought in, run the General Ledger Distribution Report for the GL 

codes that you linked to your tax tables in step 1. 

Period End Processing (Optional): 

When you remit the sales tax you’ve collected to the state, you may wish to debit the GL codes in 

RecTrac that you linked to your tax tables in step 1. Obviously, when Finance remits the tax, they 

will be taking care of their general ledger entries. 

1 First, to find out how much tax revenue has been brought in since the last remittance, run the General Ledger 

Distribution Report for the GL codes that you linked to your tax tables in step 1. Use a date range that 

encompasses all activity since your last remittance to the state. 

2 Next, go to Period End � Global � Global Misc Income/Exp Postings. Choose Misc as the module and then 

click Post Details. Click Add. Complete all fields, using the first GL code that you linked to your first tax table in 

step 1. Use the total amount for that GL code as printed in step 11. Be sure that you code the transaction as an 

Expense and choose a pay code that you would NOT be interfacing to Finance (e.g., 98) so that you Finance 

won’t double-debit the tax liability account. Repeat for each GL code for each tax table. 

3 When you are done posting, check your work by re-running Step 11. If you posted correctly, the net 

debits/credits for your tax table GL codes should net to $0.00. 

End Of Day 



















See Also: 




Financial Reporting 

Finding Out Who Owes You Money 




4 In the Minimum Balance to Show field, enter 0.01 to show any household that owes any amount. 


Finding Out Who Your Organization Owes Money To 




4 In the Minimum Balance to Show field, enter "-0.01" to show any household that is owed any amount. 


List of All Financial Reports 


40 Column Cash Journal Cash receipts sorted by date, cash drawer or receipt 

number in 40 column receipt format. 



in 40 column receipt format. 

Total debits and credits for date range in 40 column 

receipt format 

Bill Code Revenue Report Revenue earnings broken down by bill code type and bill 

code 

Cash Journal Cash receipts sorted by date, cash drawer or receipt 

number 



Cash Journal - Detail Cash receipts details for date range 




Cash-GL Comparison Report Comparison of cash journal and general ledger records 


Cost Center G/L Report General ledger distribution records sorted by cost center 



G/L Codes Report General ledger distribution detail records for date range 

G/L Department Report General ledger distribution records sorted by G/L code, 


G/L Distribution Report- Detail Total debits and credits by payment type for date range 

G/L Distribution Report - 

Summary 


Global Deposit Trial Balance Who owes you deposit money, by module 

Who you owe deposit money to, by module 

Global HH Trial Balance Balances due for each household, by module 

Global Misc Income/Expense 

Report 

HH Transaction History 

Statement 

Credit balances due for each household, by module 





Any misc income or expense items posted 




Household balance, by module 





Military DAR Report End-of-day automatic cash drawer balancing process 

General ledger distribution records sorted by cost center 

and G/L code 

Tender totals with offset distributions, by cost center 



Receipt Reprint Reprint any past receipt, by household 


Refund Check Register A report of your refund check register items: reconciled, 

unreconciled and voided items 

Refund Report Refunds due or paid, due to payment reversals and 

cancellations 

Summary G/L Distribution 

Report 

Refund summary by fund 

General ledger distribution records sorted by g/l code, 




Tender Balancing Report A quick way to balance your cash drawer(s) by printing 

the breakdown of what pay types (cash, check, etc) 

make up the daily physical drawer holdings 

Unearned Income Report Earned and unearned income, by G/L code and cost 

center 



Chapter 10: Surveys and Promotions 

Surveys and Promotions Overview 

This following steps explain how to setup and use the Survey and Promotions feature in 

WebTrac. 

In response to some customers who wanted to administer Satisfaction Surveys and hold 

Promotional Drawing to promote their WebTrac site, VSI has added the following functionality to 

RecTrac and WebTrac. 

General Specifications: 

• The survey "button" is displayed on all screens during a registered user’s web session. 

• Customer must click the "button" to trigger the survey on all WebTrac screens, except for the 

receipt. On the receipt screen, the survey automatically pops up. 

• If registered user declines to answer the survey questionnaire or if the customer completes the 

questionnaire, his/her RecTrac household is entered into the active promotion. If the customer 

closes the survey window without accepting or declining, he/she is NOT entered into the 

promotion. 

• The survey is also offered to Guest logins, but guests cannot be entered into any drawing since 

by default we don’t know who they are—they are not a valid RecTrac household. 

• Whether or not there is an active promotion, the survey results are stored for reporting 

purposes. 

• Only one promotion can be active at a time. 

• Only one set of survey questions can be active at a time. 

• All survey questions are presented on one screen, with a Submit button at the bottom. 

• Customers may take the survey and enter the promotion without actually having to purchase or 

sign up for anything. 

• The customer may take the survey as many times as he/she wants. However, he/she is only 

entered into the active promotion once. 

• The number of winners is variable—all winners may be selected in a random drawing and will 

be notified by email, if the household’s email address is on file and accurate. 

• The odds of winning depends on the total number of entries received during the promotion 

period. 

Survey Setup 

Step Description 

Required 

Optional 

Optional 

1 Create a question group and set up your survey 

questions. 

Files � System � Other Maintenance � 

Question Group Maintenance 

2 Create a promo code. 

Files � System � Other Maintenance � User 

Code Maintenance (Code Type = H’Hold 

Feature) 

3 Create a survey intro paragraph code. 


Comment Code Maintenance (Comment Type= 

WebTrac) 



Step Description 

Optional 

Optional 

Required 

Taking the Survey 

4 Create a survey thank you paragraph. 


Comment Code Maintenance (Comment Type = 

WebTrac) 

5 Create a "Rules and Regs" html page which you 

can link to from the Intro, the Thank You, or in 

the WebTrac Footer. 

6 Activate the survey and/or promotion by entering 

the codes into WebTrac Parameters 

Maintenance - Pmts/Misc screen (Files � 

System � Parameter Codes Maintenance � 

WebTrac Parameters Maintenance). Once you 

save these codes in WebTrac Parameters 

Maintenance, the survey and/or promotion are 

activated. 

Once you have logged in (and have been authorized), the "Enter to Win" or "Take a Short 

Survey" button appears. You can click on it on any page. It triggers the survey to pop up, which 

you may complete or decline. In either case, you are entered in the drawing, unless you are a 

guest. 

If you close the survey pop up window without accepting or declining, you are not entered. 

Once you have been entered in the drawing, the "Enter to Win" button is replaced by a "Take Part 

in a Short Survey" button. You can click on it on any page. It triggers the survey to pop up, which 

you may complete or decline. It does not re-enter you in the drawing. 

If you make a purchase, when you get to the receipt screen, the survey pops up in a new window, 

and you may complete it or decline. Either way, you are entered in the drawing, if you weren’t 

already entered. 

Survey Results 

In RecTrac, run the Survey Statistics Report (Reports � System � Survey Statistics Report) to 

view the survey results. Press F1 for field-level Help as needed. 

Note: If you are graphing the report output, run this report for one question at a time. 

Random Drawing for Promotion 

Run the Promotional Giveaway Labels/Letters program (Reports � Global � Global 

Miscellaneous Reports). Press F1 for field-level Help as needed. 



Chapter 11: Changing System or User Settings/Defaults 

Household Settings 

Manually Assigning Household ID Numbers 


2 Select the Household device linked to the currently logged in user/menu group/workstation/defaults. 


4 DE-select the Auto Assign H/H # option. 



Changing Phone Number Format 


2 Select the Static-Parameters device linked to the currently logged in user/menu group/workstation/defaults. 


4 In the Phone Format field, select the option that describes how you want to enter and display phone numbers. 


Changing Default Area Codes 


2 Select the Household device linked to the currently logged in user/menu group/workstation/defaults. 

3 Click Change. Click Next. 

4 Enter the area codes that you wish to be used as the default home, work, and emergency phone numbers, 

respectively. 


Changing the User Defined Household Fields on the Household 

Maintenance: Misc Info Screen 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameter Maintenance - Core Info screen. 

2 In the H/H Fld #1 and/or H/H Fld #2 fields, enter the new user defined household field descriptions. 

For example, Insurance Company. 

3 If you want the user-defined fields to have a drop-down list, type the entries you want on that list separated by a 

comma in the Val Values fields. Leave these fields blank to make them "fill in the blank" format 


Changing the Household ID Number Swipe Format 


2 Select the ID Swipe device linked to the currently logged in user/menu group/workstation/defaults. 


4 In the Swipe Type field, select the new swipe type. 

5 In the Swipe Option field, select the new swipe type. 

6 In the Start H/H ID Pos field, enter the starting position in the bar code for the household ID number. 

7 In the H/H ID Length field, enter the length of the household ID number. 

8 In the Beg F'Memb Pos field, enter the starting position in the bar code for the family member number. 



9 In the F'Memb Length field, enter the length of the family member number. 




Activity/Instructor Settings 

Enabling the System to Track Registration Referral Codes 

Referral codes allow you to track how an enrollee learned about an activity or pass enrollment, so 

that you may better track the effectiveness of your advertising dollars. 


2 Select the Daily Processing device linked to the currently logged in user/menu group/workstation/defaults. 


4 Select the Track AR/PM Reg/Ref Src field. 

5 Click Done and Exit to save your changes and return to the Main Menu. 


7 Click Add. You will proceed to the User Codes Core Information screen. 

8 In the Code Type field, select Reg/Ref. 

9 Enter the user code, consisting of five or fewer alphanumeric characters. 

10 Click Next. Enter the Description. 


12 Repeat steps 6–11 for as many registration referral user codes as you wish to create. 


When you process an Activity Registration, you may link a referral code to the enrollee’s 

registration by clicking the Roster Note button on the Activity Registrations screen. 

Changing the Default Overtime Factor for Instructor Hourly Pay 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameter Maintenance - A/R & P/M screen. 

2 In the A/R Default Inst Pay OT Factor field, enter the appropriate overtime factor. 


Pass Settings 

Manually Adding Pass Numbers 


2 DE-select the Auto Assign Pass Numb option. 


Changing a User's Daily Visit Pass Type Setting 




4 Click Next. 

5 Use the Daily dual selection list to enter the appropriate pass type(s). Press F1 for field-level Help as needed. 





Changing a User's Generic Visit Pass Type Setting 




4 Click Next. 

5 Use the Generic dual selection list to enter the appropriate pass type(s). Press F1 for field-level Help as needed. 



Changing the Morning, Afternoon & Evening Definitions for Pass Type 

Visits 


2 In the Pass Visit Morning Cutoff Time field, enter the cutoff time for morning visits. 

3 In the Pass Visit Afternoon Cutoff Time field, enter the cutoff time for afternoon visits. Evening visits will be any 

visits that occur after the Pass Visit PM Time. 


Changing the Household ID Number Swipe Format 


2 Select the ID Swipe device linked to the currently logged in user/menu group/workstation/defaults. 


4 In the Swipe Type field, select the new swipe type. 

5 In the Swipe Option field, select the new swipe type. 

6 In the Start H/H ID Pos field, enter the starting position in the bar code for the household ID number. 

7 In the H/H ID Length field, enter the length of the household ID number. 

8 In the Beg F'Memb Pos field, enter the starting position in the bar code for the family member number. 

9 In the F'Memb Length field, enter the length of the family member number. 




System Settings 

Changing the Date Format 




4 In the Date Format field, select the code that describes how you want to enter and display dates. 


Changing the Time Format 






4 In the Time Format field, select the code that describes how you want to enter and display times. 


Daylight Savings Time 

When Daylight Savings Time ends in the fall and begins in the spring, most computer operators 

and system administrators will want to adjust computer clocks accordingly. Follow these steps 

or risk database corruption! 

For Single-User RecTrac System: 

1 You must log out of RecTrac completely. 

2 Change your PC date/time, if not done automatically. 

3 You may log back in to RecTrac. 

For Multi-User RecTrac System: 

1 All users must log out of RecTrac completely. 

2 All users should log out of the network. 

3 Shut down the RecTrac engine on the server. 

4 Change the server date/time, if not done automatically. 

5 Restart RecTrac engine on the server. 

6 Users may log back in to the network. 

7 If server date/time does not carry over to the PC, change user’s PC date/time. 

8 Users may log back in to RecTrac. 

Changing the System Colors for a User 


2 Select the Colors device linked to the currently logged in user/menu group/workstation/defaults. 


4 Make any applicable changes. Press F1 for field-level Help as needed. 



7 You must log out of RecTrac and then log back in for any changes to take effect. 

Payment/Refund Default Settings 

Changing the Cash Drawer Linked to a User 


2 Select the Drawer device linked to the currently logged in user/menu group/workstation/defaults. 


4 In the Logical Drawer Number for Drawer #1 field, enter the appropriate cash drawer number. 

5 In the Logical Drawer Number for Drawer #2 field, enter the appropriate cash drawer number for the user’s 

second cash drawer, if applicable. 





Changing the Default Pay Code for Each Module 

The following steps assume that all pay codes have been set up through the Payment Code 

Maintenance program (Files � System � Finance Codes Maintenance). 


2 Select the Payment device linked to the currently logged in user/menu group/workstation/defaults. 


4 Click Next. 

5 In the Payment Pay Code field, enter the default pay code for each module. 



Changing the Default Refund Pay Code for Each Module 

The following steps assume that all pay codes have been set up through the Payment Code 

Maintenance program (Files � System � Finance Codes Maintenance). 




4 Click Next. 

5 In the Refund Pay Code field, enter the default pay refund code for each module. 



Changing the Default Refund Type for Each Module 




4 Click Next. 

5 In the Default Refund Type field, enter the default pay type for each module: 

RA – Apply to household balance. 

RN – Refund from cash drawer now. 

RR – Refund from RecTrac later. 

RF – Refund from Finance later. 

Note: The selections in the User Refund Options field at the top of the screen determine 

whether or not you will be able to change the entries in the Default Refund Type field. 



Changing the Default Require Pay Reference Setting for Each Module 




4 Click Next. 

5 In the Require Pay Reference field, enter a Y for each module you want to require a pay reference. Enter an N 

for each module you do NOT want to require a pay reference. 





Changing Whether the System Defaults to Auto or Manual Apply for 

Each Module 




4 Click Next. 

5 In the Auto Apply field, enter a Y for each module you want to default to auto apply payment. Enter an N for 

each module you want to default to manual apply. 



Other Financial Settings 

Changing the Default Surcharge for Transfers and Cancellations 


2 In the Cancel SC fields, enter the appropriate cancellation surcharge for each applicable module. 

3 In the Transfer SC fields, enter the appropriate transfer surcharge for the Activity and Pass modules. 


Updating the Tax Table 

1 Go to Files � System � Financial Codes Maintenance � Tax Tables Maintenance 

2 Select a Tax Table Record or click ‘Add’ to create a new Record 

3 Enter a tax rate in the Tax 1 field. You may add up to four (4) additional tax rates per Tax Table Record. 

4 Enter a G/L Code for each tax rate 

5 Enter a Cost Centers for each tax rate, if applicable. 

6 Enter a Receivables offset GL Code and Cost Center for each tax rate, if you are using Receivables. 

7 Click OK to save your changes and return to the Tax Table Maintenance screen. 

Changing Override Settings for All Modules 


2 Select the Permissions device linked to the currently logged in user/menu group/workstation/defaults. 


4 Select the module(s) for which users linked to this device will have override rights. 


Changing Whether the System Automatically Makes a Full or Zero 

Payment for Each Module 




4 Click Next. 



5 In the Pay Amount Default field, enter an F for each module for which you want to default to full payment. Enter 

an N for each module for which you want to default to the new amount due. Enter a Z for each module for which 

you want to default zero. 



Setting the Beginning Fiscal Month 

Warning: Do not change this setting arbitrarily. Doing so would skew RecTrac’s statistical data 

and certain measures will need to be taken to reset the statistics. 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameter Maintenance - Core Info screen. 

2 In the Beg Fiscal Month field, select the appropriate month, based on what is the beginning of your 

organization's fiscal year. 


Establishing a Wild Card Cost Center for a User 


2 Select the Drawer device linked to the currently logged in user/menu group/workstation/defaults. 


4 In the WildCard Cost Center field, enter or select the cost center that you wish to use for this user. 



G/L and Cost Centers Defaults 

Changing G/L Code and Cost Center for Credit Balances 

1 Go to Files � System � Parameter Codes Maintenance � Static Parameter Maintenance - G/L Info screen. 

2 In the Credit Bal Control field, enter or select the appropriate G/L Code and Cost Center. 


Note: If you link a wild card cost center to users via a Drawer device, that cost center will override 

the cost center linked to the credit balance control account in Static Parameters. 

Changing G/L Code and Cost Center for Unearned Revenue 


2 In the Unearned Revenue field, select the appropriate G/L Code and Cost Center. 



the cost center linked to the unearned revenue account in Static Parameters. 

Changing G/L Code and Cost Center for Deposits 


2 In the Dflt Deposit Liab field, select the appropriate G/L Code and Cost Center. 



the cost center linked to the default deposit liability account in Static Parameters. 



Changing G/L Code and Cost Center for Instructor Pay 


2 In the Dflt Instructor Pay field, select the appropriate G/L Code and Cost Center. 



the cost center linked to the default instructor pay account in Static Parameters. 

Receipt Printing Settings 

Changing the Default Number of Receipt Copies to Print for All 

Modules 


2 Select the Receipt Format device linked to the currently logged in user/menu group/workstation/defaults. 


4 Go to the Module Details screen. 

5 In the Receipt Copies field, enter the number of default copies that you want to print for each module. 



Changing the Default Print Receipt as Mailer Setting 





5 In the Receipts as Mailers field, enter a Y for each module you want to default to creating receipts as mailers. 

Enter an N for each module you do NOT want to default to creating receipts as mailers. 



Changing the Default Print Receipt Detail Setting for Each Module 





5 In the Detail Display field, enter a Y for each module you want to default to display receipt detail. Enter an N for 

each module you do NOT want to display receipt detail. 



Menu Group Settings 

Changing the Menu Group Linked to a User 


• You have access rights to the Security File Maintenance program. 

• All users have been setup in your system through the Security File Maintenance program 



• All menu groups have been established using the Menu Group File Maintenance program (Files � System � 

Users/Menus Maintenance). 


2 Enter a password on the Password Signon screen. You will proceed to the Security File Maintenance screen. 

3 Highlight the applicable user. 

4 Click Change. You will proceed to the Core screen. 

5 In the Menu Group to Use field, enter or select the appropriate menu group. 

6 Click Done to save your changes and return to the Security File Maintenance screen. 


Export Location Settings 

Changing the Default Export Location for a User 


2 Select the Location device linked to the currently logged in user/menu group/workstation/defaults. 


4 In the Misc Exp Loc field, enter the default Export Location field for this user. 

Note: Be sure to include a terminating backslash in the path. For example, c:\vsi\rectrac\export\. 


Hot Key Program Selections 

Changing the Hot Key Program Selections for a User 











8 Click Exit. 







OR 




OR 


8 Click OK. 






Deleting a Hot Button From the Hot Key Screen 







CYS Settings 

Changing the Default Meal Reimbursement Rates 


2 You will proceed to the USDA Reimbursement screen. 

3 Select the Program Types and meals for which you wish to change the default reimbursement rate. 

4 Enter the changes in the appropriate boxes. 

5 Click Done. 

Changing the Default Meal Times 



3 In the Default Beginning Meal Times For CDC and Provider Sites section, enter the new times for the appropriate 

meals. These entries will be used to calculate ALL meals served for each of the different program types (based 

on attendance records). 

4 Click Done. 

Changing the Default Late Fees 



3 Click Next to continue to the Late Payment Fee Parameters screen. 

4 Enter the changes that you wish to make to the way in which late fees are calculated. Press F1 for field-level Help 

as necessary. 

5 Click Done. 



Chapter 12: Troubleshooting 

My Demonstration Period Has Expired 

1 Run the Demo Date Extension program (Utilities � System � Demo Date Update � Demo Date Extension). 

You will need an access code from Vermont Systems, Inc. 

2 Enter the access code and click OK. 

3 All users will need to log out of RecTrac and log back in for the update to take effect. 

Printers 

Troubleshooting for the Eltron P310 Printer 

Where can I go on the internet to find out more about Eltron card printers? 

http://www.zebracard.com/ 

Can I set up the Eltron printer as a shared network printer? 

The P300 or P310 can operate as a network printer. Eltron Tech Support has verified that the 

printers will connect via Ethernet like any other printer, so all VSI Photo ID Card options 

(multi-photo capture PCs with one or more ID card printers) will work as intended. 

Do I have to use Eltron Wincard software to set up my pass templates? 

No, you can use Microsoft Word or other software to set up card layout for reverse side 

printing. However, Wincard software is easier since it was designed for this purpose. 

How do I clean the Eltron card printer? 

1 Use cleaning swabs to clean the print head every time you change the printer ribbon. The cleaning swabs can be 

used whenever print anomalies appear on cards to remove visible deposits from the print head. It is important 

never to use a sharp object to scrape deposits from the print head, as it may permanently damage the print head. 

Follow the directions that come with the cleaning supplies. 

2 Clean the drive rollers of your printer with a cleaning card (a two-sided adhesive card that cleans the drive rollers 

by picking up dust and dirt that accumulate inside the printer). Regular use of the cleaning cards will keep your 

card printer clean and maintain of the printer (print head, transport rollers, and magnetic encoder station). Follow 

the directions that come with the cleaning supplies. 

Troubleshooting for the Ovation Printer 

The Ovation2 may need to print a couple passes before the print head is warmed up. The first few 

passes may appear splotchy. It is recommended that you enter a beginning pass number prior to 

the actual beginning pass number to avoid printing difficulties. 

When printing passes, the barcode or any part of the text fades or is broken up. 

If the text/barcode breaks up on the left side of the pass, then turn the green dial on the right 

side of the printing mechanism counter-clockwise. If the text/barcode breaks up on the right 

side of the pass, turn the dial clockwise. 



Pass comes out jagged and the print is broken up. 

Passes are not aligned. 

Adjust the tightness of the print ribbon. If, after you adjust the ribbon and it is still jagged, then 

you may need to reload the print ribbon on the spool. 

Push the form feed button on the printer. 

Printer will not stop printing passes. 

Turn the printer off and on again. Try printing again. 

When using the printer for the first time after turning it on, it may print out some passes with no information 

on them. 

Eltron P310 

The printer is aligning itself. After a few print jobs it should correct itself. 

Troubleshooting for the Eltron 2742 Thermal Printer 

Where can I go on the internet to find out more about Eltron Thermal Printers? 

http://www.zebracard.com/ 

If the printer does not print or form feed properly, perform the following steps: 

1 Load the paper ID card stock. 

2 Turn off the printer. 

3 Hold the FEED button down and turn the printer back on, holding the FEED button for 2 seconds. 

4 Release the FEED button. 

5 This should reset the form feed and eject two ID cards. 

How do I clean the Eltron Thermal Printer? 

1 Use the Easy Swab method to clean the thermal print head every time you change the printer ribbon. The 

cleaning swabs can be used whenever print anomalies appear on cards to remove visible deposits from the print 

head. It is important never to use a sharp object to scrape deposits from the print head, as it may permanently 

damage the print head. 

Directions: Squeeze the swab stem to release cleaning solution into the foam tip. Swipe the 

Easy Swab across the entire print head surface to remove contamination deposits. Repeat if 

necessary. Swabs can be reused until solution runs out or the foam tips become too dirty. 

Store used swabs in a plastic bag to insure that they stay as clean as possible and do not dry 

out. 

2 Clean the drive rollers of your printer with a cleaning card (a two-sided adhesive card that cleans the drive rollers 

by picking up dust and dirt that accumulate inside the printer). Regular use of the cleaning cards will keep your 

card printer clean and maintain of the printer (print head, transport rollers, and magnetic encoder station). Follow 

the directions that come with the cleaning supplies. 



Eltron 2742 

Troubleshooting for HP Jet Admin 

Scenario Solution 

I use HP Jet Admin and 

I can't print through 

RecTrac. What's 

wrong? 

HP Jet Admin 

1 Go to the HP website (www.hp.com). Download the latest 

drivers, install, and reboot. You should now be able to 

print. 

Printing Issues Using Windows Printing (WinPrinting) 

The Wrong Font is Being Used: 

There are two different places that your RecTrac system will look to determine print fonts—your 

Windows Registry and your RecTrac ini file. VSI has specified the appropriate print fonts to use 

for printing within the RecTrac ini file. These fonts are acceptable in most situations; however, if 

after completing the following steps you are still not content with your print results, call Vermont 

Systems at 1-877-883-8757 to discuss your printing options. Based on your hardware and/or 

software configuration, there may be different solutions. 

Printing 

Form Feed when the Cash Drawer is Popped 


Local laser printer 

does a form feed 

when the cash drawer 

is popped. 

Known Limitations of WinPrinting 

You cannot use WinPrinting for the following: 

• Labels & Letters output (labels, letters or reports) 

• Printing passes or ID cards 

• Printing bar code labels 

1 Go to Files � System� Device Maintenance � Printer/Device Maintenance. 

2 Select the printer that is doing a form feed when the cash drawer is popped. 

3 On the Core Information screen, enter 2 in the Win Drwr Pause field. 

4 On the Core Information screen, set the enter S in the Print Option field 

(spooled). 

If the spooled option doesn't work, try setting using the N option (normal). 

5 On the More CTL Codes screen, enter 13,13 in the Drwr 1 Open field. 



What To Do If Screen Goes Black and PC Reboots when I try to Print 


When I attempt to 

print the screen goes 

black and the PC 

reboots itself. 

If you are attempting to print from a HP1100 printer: 

1 Delete the HP1100 printer driver. 

2 Add a plain HP LaserJet driver. 

Printing Passes With Integrated Bar Codes on a Dot Matrix Printer 

To guarantee successful integrated bar codes on passes printed on a dot matrix printer, be sure 

to set up as follows: 

1 Go to Files � System � Device Maintenance � Printer/Device Maintenance. Select the Printer device and click 

Change. On the Core Information screen, make sure that the dot matrix printer is setup with N as the Print 

Option (normal). 

2 If you use the dot matrix printer for other purposes and need it to stay spooled (S), then clone it with a new name 

(for example, MATXPASS) and set the MATXPASS print option to N. 

3 In the Windows Printer Properties for the dot matrix printer, make sure that the Spool Data Format (in the Spool 

Settings) is "RAW." 

Strange Characters on Receipt when Cash Drawer is Attached 


The characters 

'pOOp' print on my 

receipts since I have 

attached my cash 

drawer. 

Pole Display Troubleshooting 

1 Go to Files � System� Device Maintenance � Printer/Device Maintenance. 

2 Select the printer that is printing the receipt when the cash drawer is popped. 

3 On the More CTL Codes screen, enter 27,112,48,5,5 in the Drwr 1 Open field. 

4 On the More CTL Codes screen, enter 27,112,49,5,5 in the Drwr 2 Open field. 


Pole display doesn't 

display 

1 Are all the cables (between the PC and pole display) secure? 

2 If the power on? 

3 Is the printer to which the pole display is attached set up properly? Go to 

Printer/Device Maintenance (Files � System � Device Maintenance). Select 

the device and click Change. On screen 1, check the Is A Cash Drwr 

Attached? option. On screen 2, the Pole device should reflect the port that the 

pole is connected to. 

4 Go to Device Assignments (Files � System � Device Maintenance). Check the 

user/menu group/workstation/defaults for clerks who will be using the 

workstation attached to this pole display and printer. 

5 Check each user’s Peripherals device. Go to Files � System � Device 

Maintenance � Printer/Device Maintenance. Be sure that each Peripheral 

device’s settings matches the configuration of the workstation they are working 

at. 

6 Go to Daily � Global Sales. Advance to any transaction screen and see if the 

pole displays "Welcome to ." If it still does not display, 




Pole Shows Part of 

Message/Inventory 

Item/Price – but Not 

the Complete Text 

continue. 

7 Check to see if your pole's port is set up properly. In Windows, go to Control 

Panel � System� Hardware � Device Manager. Double click on Ports and 

then check the Properties of the Port in question. 

8 If you notice that the computer focus does not go back to the current frame after 

sending information to the pole display (in POS for example), adjust the Pole 

Use Opt field entry on screen 2 in your Peripheral device settings. Add a 

number (of seconds) after the V (for VSI Print) to indicate the number of 

seconds to wait for VSIPrint to completely finish before refreshing the current 

frame. For example, V1 or V2 or V3. 

Adjust the pole settings on screen 2 in your Peripheral device settings as follows: 

Pole Use Opt: Normal 

Pole Init: 33,35,49 

Pole Home: 13,33,35,50 

Troubleshooting - POS Peripherals 

• In a POS environment you will have far better results printing to a physical or captured port. It’s much faster and 

more automatic than Windows Print Manager with fewer variables to deal with during the printing process. 

• If you experience line feed problems in RecTrac port printing to a local port (i.e., LPT1) with a 40 column printer 

(Ithaca, etc) and it is the only printer directly attached to the PC, then NO printer should be setup. In this case, 

RecTrac will use the Spooled print option. 

• If only port printing, RecTrac sends raw text directly to the LPT port, so no print driver is necessary. 


Cash drawer never 

pops 

Cash Drawer pops 

during a test print, but 

won't pop when I 

process sales receipts 

or when I press Alt + 

W. 

1 Is the drawer locked? 

2 Are all the cables (between the PC, the printer and the drawer) secure? 

3 Is the printer to which the cash drawer is attached set up properly? Go to 

Printer/Device Maintenance (Files �System � Device Maintenance). Select the 

printer and click Change. On screen 1, check the Is A Cash Drwr Attached? 

option. On screen 2, the Drawer device should be the same as the PRT device. 

4 Are the users set up with correct default printers? Go to Device Assignment 

(Files � System � Device Maintenance). Check the user/menu 

group/workstation/defaults for clerks who will be using the workstation attached 

to this cash drawer and printer. 

5 Go to Daily � POS � POS. Press Alt + W. If it still does not pop, continue. 

6 Check to see if your printer port is set up properly. In Windows, go to Control 

Panel� System � Device Manager tab. Double click on Ports and then check 

the Properties of the Port in question. Update Driver. See if it is ecp, epp, or 

Printer Port. It MUST be Printer Port for Smart cash drawers to work, so if it is 

set to anything but Printer Port, change it. Show all drivers and pick the standard 

printer port and reboot the workstation. 

Since you are able to print in one scenario and not the other it is likely that the 

same printer is not being used for all three functions. To find out which printer is 

the problem: 

1 Go to Printer/Device Maintenance (Files � System � Device Maintenance). 

Select the device and click Change. 

2 On screen 1, check the Is A Cash Drwr Attached? option. 

3 On screen 2, the Drawer device should be the same as the PRT device. 

4 Go to Device Assignment (Files � System � Device Maintenance). Check the 




Cash Drawer Dip 

Switch Settings for 

Smart Drawers 

Peripherals 


workstation attached to this cash drawer and printer. 

5 Go to Daily Processing�POS. 

6 Go to Daily � POS � POS. Press Alt + W. 

If printer is attached, dip switches on smart drawer should be: 

Group of 8 (1,3,4 set to ON) 

Group of 4 (all OFF) 

IF NO printer attached, dip switches on smart drawer should be: 


Group of 4 (all ON) 

End-Of-Day Troubleshooting 

Scenario Recommended Steps to Find and Fix the Problem: 

In Balance If your cash drawer tender totals match the Cash Journal tender types 

exactly and the Cash Journal and GL totals match: 

You are In Balance! 

Tender Type Switch If the Cash Journal and GL totals match, but your cash drawer tender 

totals do not match the Cash Journal tender types: 

Recount your cash drawer. You may have miscounted among the different 

tender types. 

OR 

If your cash drawer recount doesn’t change, match up each check and 

credit card receipt by name or number to the Cash Journal Detail. You 

may find that an incorrect payment type was processed for a transaction. 

In the above example, a $10 credit card payment accidentally got 

processed as a check, so the checks are over while credit cards are short 

by the same amount. To correct it, find the erroneous transaction, reverse 

it and reapply with the correct payment type. 

Cash Over If the Cash Journal and GL totals match, but you have more money than 

the Cash Journal and GL say you should have: 


OR 



may find that an extra check or credit card item was put into your drawer, 

but not processed in RecTrac. Unfortunately, if the extra money is cash, it 

may be more difficult to find out what household it belongs to. If you save 

copies of all receipts for the day, match them up with the cash drawer 

items. To correct the problem, find the household in question, process the 

transaction and apply the payment. 




OR 

If the above steps don't yield you an answer, you may post the "cash over" 

as a miscellaneous transaction for the day. 

Cash Short If the Cash Journal and GL totals match, but you have less money than the 

Cash Journal and GL say you should have: 

RecTrac Out-Of- 

Balance 


OR 



may find that an extra payment was processed in RecTrac, with no money 

put into your drawer. (This sometimes happens if you have setup RecTrac 

to default to Full Payment on the payment screen, and you quickly 

Enter/F2 through the payment screen, thus posting a payment that was 

never made.) Unfortunately, if the money short is cash, it may be more 

difficult to find out what household had a payment applied in error. If you 

save copies of all receipts for the day, match them up with the cash drawer 

items. To correct the problem, find the household in question, reverse the 

transaction and process again with no payment. 

OR 

If the above steps don't yield you an answer, you may post the "cash 

short" as a miscellaneous transaction for the day. 

If your cash drawer totals match either the Cash Journal totals or the GL 

Distribution totals but the Cash Journal and GL totals don't match each 

other: 

Run the Cash GL Comparison report. Find the transaction(s) that are out 

of balance. Call VSI Customer Support at 1-877-883-8757 to report your 

findings, and help with correcting the offending transaction. 

OR 

Troubleshooting - POS Peripherals 

If the Comparison Report doesn't yield an answer, that is an indication that 

RecTrac is out of balance with itself. Call VSI Customer Support at 1-877- 

883-8757 to report your findings. You may be asked to fax supporting 

documentation to help us solve the problem. 

• In a POS environment you will have far better results printing to a physical or captured port. It’s much faster and 

more automatic than Windows Print Manager with fewer variables to deal with during the printing process. 

• If you experience line feed problems in RecTrac port printing to a local port (i.e., LPT1) with a 40 column printer 

(Ithaca, etc) and it is the only printer directly attached to the PC, then NO printer should be setup. In this case, 

RecTrac will use the Spooled print option. 

• If only port printing, RecTrac sends raw text directly to the LPT port, so no print driver is necessary. 


Cash drawer never 

pops 

1 Is the drawer locked? 

2 Are all the cables (between the PC, the printer and the drawer) secure? 

3 Is the printer to which the cash drawer is attached set up properly? Go to 

Printer/Device Maintenance (Files �System � Device Maintenance). Select the 




Cash Drawer pops 

during a test print, but 

won't pop when I 

process sales receipts 

or when I press Alt + 

W. 

Cash Drawer Dip 

Switch Settings for 

Smart Drawers 

Passes 

printer and click Change. On screen 1, check the Is A Cash Drwr Attached? 

option. On screen 2, the Drawer device should be the same as the PRT device. 

4 Are the users set up with correct default printers? Go to Device Assignment 

(Files � System � Device Maintenance). Check the user/menu 

group/workstation/defaults for clerks who will be using the workstation attached 

to this cash drawer and printer. 

5 Go to Daily � POS � POS. Press Alt + W. If it still does not pop, continue. 

6 Check to see if your printer port is set up properly. In Windows, go to Control 

Panel� System � Device Manager tab. Double click on Ports and then check 

the Properties of the Port in question. Update Driver. See if it is ecp, epp, or 

Printer Port. It MUST be Printer Port for Smart cash drawers to work, so if it is 

set to anything but Printer Port, change it. Show all drivers and pick the standard 

printer port and reboot the workstation. 

Since you are able to print in one scenario and not the other it is likely that the 

same printer is not being used for all three functions. To find out which printer is 

the problem: 

1 Go to Printer/Device Maintenance (Files � System � Device Maintenance). 

Select the device and click Change. 

2 On screen 1, check the Is A Cash Drwr Attached? option. 

3 On screen 2, the Drawer device should be the same as the PRT device. 

4 Go to Device Assignment (Files � System � Device Maintenance). Check the 


workstation attached to this cash drawer and printer. 

5 Go to Daily Processing�POS. 

6 Go to Daily � POS � POS. Press Alt + W. 

If printer is attached, dip switches on smart drawer should be: 


Group of 4 (all OFF) 

IF NO printer attached, dip switches on smart drawer should be: 


Group of 4 (all ON) 

End-Of-Day Troubleshooting 


In Balance If your cash drawer tender totals match the Cash Journal tender types 

exactly and the Cash Journal and GL totals match: 

You are In Balance! 

Tender Type Switch If the Cash Journal and GL totals match, but your cash drawer tender totals 

do not match the Cash Journal tender types: 

Recount your cash drawer. You may have miscounted among the different 

tender types. 

OR 





credit card receipt by name or number to the Cash Journal Detail. You may 

find that an incorrect payment type was processed for a transaction. In the 

above example, a $10 credit card payment accidentally got processed as a 

check, so the checks are over while credit cards are short by the same 

amount. To correct it, find the erroneous transaction, reverse it and reapply 

with the correct payment type. 

Cash Over If the Cash Journal and GL totals match, but you have more money than 

the Cash Journal and GL say you should have: 


OR 



find that an extra check or credit card item was put into your drawer, but not 

processed in RecTrac. Unfortunately, if the extra money is cash, it may be 

more difficult to find out what household it belongs to. If you save copies of 

all receipts for the day, match them up with the cash drawer items. To 

correct the problem, find the household in question, process the transaction 

and apply the payment. 

OR 

If the above steps don't yield you an answer, you may post the "cash over" 


Cash Short If the Cash Journal and GL totals match, but you have less money than the 

Cash Journal and GL say you should have: 

RecTrac Out-Of- 

Balance 


OR 



find that an extra payment was processed in RecTrac, with no money put 

into your drawer. (This sometimes happens if you have setup RecTrac to 

default to Full Payment on the payment screen, and you quickly Enter/F2 

through the payment screen, thus posting a payment that was never 

made.) Unfortunately, if the money short is cash, it may be more difficult to 

find out what household had a payment applied in error. If you save copies 

of all receipts for the day, match them up with the cash drawer items. To 

correct the problem, find the household in question, reverse the transaction 

and process again with no payment. 

OR 

If the above steps don't yield you an answer, you may post the "cash short" 


If your cash drawer totals match either the Cash Journal totals or the GL 

Distribution totals but the Cash Journal and GL totals don't match each 

other: 

Run the Cash GL Comparison report. Find the transaction(s) that are out of 

balance. Call VSI Customer Support at 1-877-883-8757 to report your 

findings, and help with correcting the offending transaction. 

OR 

If the Comparison Report doesn't yield an answer, that is an indication that 

RecTrac is out of balance with itself. Call VSI Customer Support at 1-877- 




883-8757 to report your findings. You may be asked to fax supporting 

documentation to help us solve the problem. 

A Household’s Balance (by Module) Does Not Total a Module’s Detail 

Line Items 

Run the Household Balance Recalc program (Utilities � System � Household Utilities � Household 

Balance Recalc). Press F1 for field-level Help as needed. 

End of Day 

Drop-down Menu Options are Wrapping Onto a Second Line 

1 In Windows, go to the Control Panel. 

2 Double click on Display. 

3 Select the Appearance tab. 

4 In the Scheme field, select Windows Standard from the drop-down list. 

5 Click Apply. Click OK. 

OR 

If you want to keep your Windows scheme…. 

1 In Windows go to the Control Panel. 

2 Double click on Display. 

3 Select the Appearance tab. 

4 Click on the Active Window. 

5 In the Font field, select MS Sans Serif (Western) from the drop-down list. 

6 Enter 8 in the Font Size field. 

7 Click Apply. Click OK. 



0 


0,Deleting 0 activity numbers..........................405 

0,Deleting 0 facility reservation numbers ........410 

0,Deleting 0 household IDs.............................395 

2 

24 Hours,Reserving a facility for .....................169 

A 

ACH File 

Changing start/expiration on bills.............438 

Converting a check transaction file into ...437 

Activities 

Applying a payment manually for.............142 

Assigning questions groups to a range of404 

Bulk registration .......................................150 

Changing dates linked to .........................404 

Converting activity numbers.....................409 

Correcting wait list numbers.....................408 

Enrolling in ...............................................149 

Manually applying a payment for .............142 

Registering for .........................................149 

Activities,Adding a new one to the database ....37 

Activities,Beginning of season procedures for 315 

Activities,Charged wrong price when registering 

for ................................................................284 

Activities,Fixing incorrect facility reservations for408 

Activities,Manually reversing a payment for....142 

Reference Guide Index 

Activities,Period end processing procedures310, 311, 315, Activity 316, 318 Transfers,Updating fees for ............... 141 

Activities,Reports (by report)...........................346 

Activities,Reports (by topic).............................352 

Activities,Reversing a payment manually for...142 

Activities,Setting up...........................................37 

Activity 

Canceling a registration ...........................159 

Canceling installment billing for an enrollee329 

Changing class status of a range of.........287 

Enrolling in an ..........................................149 

Linking a question group to a.....................91 

Manually applying a payment for .............142 

Processing bulk enrollments ....................150 

Registering for .........................................149 

Activity Numbers,Deleting zero ones ............. 405 

Activity Numbers,Limiting picklists for ............ 408 

Activity Picklists,What to do it they are too long408 

Activity Registrations 

Canceling a registration .......................... 159 

Processing .............................................. 149 

Activity Registrations,Entered an incorrect pay 

code during................................................. 286 

Activity Registrations,Entered an incorrect 

payment amount during.............................. 286 

Activity Registrations,Processed for the wrong 

household................................................... 286 

Activity Registrations,Selected wrong activity 

during ......................................................... 285 

Activity Registrations,Selected wrong family 

member during ........................................... 286 

Activity Registrations,Updating fees during.... 141 

Activity Registrations,Updating roster notes for158 

Activity Sections 

Changing status for range of................... 287 

Activity Sections,Adding to your database ....... 37 

Activity Sections,Deleting blank ones............. 405 

Activity Sections,Linking a newly added 

instructor to................................................... 41 

Activity Sections,Linking Instructors to ............. 40 

Activity Sections,Linking multiple facilities to.... 39 

Activity Sections,Setting up.............................. 37 

Activity,Charged wrong fee for ....................... 284 

Activity,Enrolled family member in wrong one 285 

Activity,Enrolled wrong family member in....... 286 

Activity,Entered an incorrect pay code for an. 286 

Activity,Entered an incorrect payment for an.. 286 

Activity,Linking multiple facilities to an ............. 39 

Activity,Linking to a CYS staff member .......... 112 

Activity,Linking to a referral code ................... 153 

Activity,Linking to an instructor......................... 41 

Activity,Made incorrect facility reservations for408 


Reference Guide Index RecTrac 10.1 

Activity,Manually reversing a payment for.......142 

Activity,Processed a registration for the wrong 

household....................................................286 

Activity,Processing wait list enrollments..........152 

Activity,Reports (by Report) ............................346 

Activity,Reports (by topic) ...............................352 

Activity,Reversing a payment manually for .....142 

Activity,Selecting 2nd and 3rd choice activities152 

Activity,Setting up an ........................................37 

Activity,Suspend installment billing for an 

enrollee........................................................329 

Activity,Updating the fees................................153 

Activity,Uploading an ..............................160, 161 

Adding 

a Comment to a CYS wait list entry .........269 

a member ID number to the Xref or Social 

Security number field............................438 

an incident type code.................................81 

Emergency contacts to a household....29, 35 

Hot button to a menu group's global sales 

hot button ...............................................85 

New RecTrac users ...................................82 

Pass visit history record...........................291 

Touch screen tee time icon to your desktop106 

Adding,a Comment to a CYS staff member 

record ..........................................................120 

Adding,a Household while in global sales.........30 

Adding,a Household with a manually entered 

household ID number ....................................31 

Adding,a New contact person to a facility 

reservation...................................................177 

Adding,a New reservation to an existing 

reservation...................................................179 

Adding,a Receipt note.....................................210 

Adding,an Activity section to your database......37 

Adding,an Organization to your database...30, 49 

Adding,Credit amounts to wellness activities ....45 

Adding,Maintenance comments to a facility 

reservation...................................................176 

Adding,Reservation comments to a facility 

reservation.................................................. 176 

Addresses,Changing for refund check 

recipients .................................................... 146 

Adjusting 

Tee times when running late................... 440 

Administrative Charges,Posting (for CYS) ..... 267 

Agency Pay (CYS),Using with the split payment 

option.......................................................... 276 

Allergy Codes,Linking to a family member ..... 116 

Allergy Codes,Setting up................................ 115 

Allowance code 

Setting up an............................................. 87 

Aloha Systems 

Importing sales information from Aloha 

Systems............................................... 425 

Answers 

Deleting, linked to questions ................... 437 

Area Codes 

Changing................................................. 397 

Area Codes,Creating default ones ................. 505 

Attendance 

Posting Provider figures.......................... 261 

Authorization Code 

Looking up sales information linked to a . 254 

Adding,a CYMS household...............................32 

Auto Apply,Changing to default setting for any 

modules...................................................... 510 

Adding,a CYS wait list entry............................263 

Auto Balancing,How to perform...................... 143 

Adding,a Facility to your database ....................50 

Auto Cancelling Facility Reservations ............ 411 

Adding,a Family member to a CYS household .34 

Auto Debit,Setup, Overview ....................325, 326 

Adding,a Family member to your database29, 31, 211, 243 

Auto Debit,What you need to know before 

Adding,a Household to your database ..............28 

using.......................................................... 325 

Auto Returns,Processing ............................... 231 

Automatically,Rescheduling league team 

games......................................................... 196 

Automatically,Resolving reservation conflicts 170 


B 

Bag Tag 

creating a template for ............................ 107 

Link bag tag device to a user .................. 108 

link the template to a device.................... 107 

overview.................................................. 107 

Balance,for a Household mistakenly flagged as 

fully paid ..................................................... 396 

Balance,for a Household not totaling properly 395

RecTrac 10.1 Reference Guide Index 

Balancing,at End of Day ...................23, 306, 499 

Balancing,Troubleshooting..............................524 

bar code 

printing for inventory ................................462 

printing for pass members .......................467 

printing for rental items ............................465 

printing for tickets.....................................463 

printing for tran codes ..............................464 

printing for use on household ID cards ....468 

printing for use on passes........................467 

Bar Code,Are not readable for passes............522 

Bar Code,Not working properly on a pass or 

household ID ...............................................524 

Bar Code,Problems printing on dot matrix 

printers ........................................................458 

Basic Care Codes (CYS),Linking to a family 

member .......................................................116 

Basic Care Codes (CYS),Setting up ...............116 

Beginning of Season,What to do at beginning of315 

Bill Code 

Changing fee codes linked to a................284 

Changing g/l codes and cost centers linked 

to historical bill code records ................393 

Converting to new ones ...........................393 

Bill Code,How they fit into the financial structure 

of RecTrac.............................................11, 487 

Bill Code,Non-existent tax table is linked to a .421 

Blank Activity Sections,Deleting......................405 

Boca Ghostwriter 

Printer commands....................................483 

Booking,Trips..................................................248 

Bulk 

Activity enrollments..................................150 

Assigning locks in ....................................430 

Checking out rental items in.....................221 

Transfer Rosters to History ......................406 

Updating inventory and/or tran code 

override settings in ...............................421 

Updating inventory sales prices in ...........422 

Bulk,Checking into CYS care in ......................274 

Bulk,Rental returns .........................................231 

Bulk,Signing children out of CYS care in ........274 

Buttons,Missing on Screen .............................439 

C 

Calculating 

Activity late fees.......................................323 

Calendar Year,What to do at end of................318 

Campsites 

Processing reservations for..................... 221 

Setting up graphical touchscreens ............ 75 

Campsites,Checking in to .............................. 217 

Campsites,Checking out of ............................ 230 

Cancelling 

a Court Reservation ................................ 239 

a Facility reservation ............................... 180 

a Locker reservation ............................... 245 

a Pass Membership ................................ 188 

a Trip Booking......................................... 250 

All enrollees from a trip ........................... 251 

an Activity Registration ........................... 159 

Installment billing for a locker customer .. 339 

Installment billing for a pass member...... 332 

Installment billing for a rental customer... 336 

Installment billing for an activity enrollee. 329 

Registrations or reservations .................. 145 

Transactions across multiple modules .... 145 

Capacity Rental Items 

Updating the number of during the check 

out/check in process............................ 229 

Capacity Rental Items,Processing reservations 

for those that have different adult and 

children rates.............................................. 214 

Capacity Rental Items,Setting up..................... 67 

Capacity Rental Items,Setting up to charge 

different rates................................................ 70 

Capital Letters 

Standardizing throughout database ........ 435 

Cash Drawer,Cashing out at the end of your 

shift............................................................. 253 

Cash Drawer,Changing/setting for a user ID.. 508 

Cash Drawer,Troubleshooting.........518, 519, 520 

changing 

dot matrix 17 pitch codes ........................ 461 

laser printer's init codes .......................... 461 

Changing 

A Trip Booking ........................................ 250 

Activity status entries in bulk................... 287 

An existing Tee Time .............................. 260 

CYS installment billing start date ............ 443 

Dates linked to activities/sections ........... 404 

Default settings for an individual user ..... 512 

Fee codes linked to a bill code................ 284 

Fees during Daily Processing ................. 426 

Formula used for inventory pricing.......... 419 

GL codes and cost centers linked to 

historical bill code records ................... 393 

Household names to all capital letters .... 398 

Locker reservation status........................ 429 



Lottery enrollment status of 

activities/sections .................................405 

Pass expiration dates...............................411 

Pass membership dates ..........................411 

Pass status based on a minimum pass 

balance.................................................415 

Pass visit history records .........................292 

Paymentech or Vital batch numbers ........425 

Phone area codes....................................397 

Print receipt as mailer default settings for 

all modules ...........................................512 

Rental item fees.......................................426 

Residency status based on Zip code .......437 

Start/expiration date on installment/ACH 

bills.......................................................438 

Status entries linked to converted rental 

history records......................................426 

The residency status of family members 

with a selected Rass ............................418 

The status and schedule for scheduled 

events...................................................439 

Wait list entries (CYS)..............................264 

Changing,Auto apply and manual apply default 

setting..........................................................510 

Changing,Cash drawer for a user ID...............508 

Changing,Court reservations ..........................239 

Changing,Current processing date .................253 

Changing,Daily Visit Pass Type setting for user 

ID.................................................................506 

Changing,Date Format....................................507 

Changing,Default area codes..........................505 

Changing,Default late fees for CYS ................514 

Changing,Default meal reimbursement rates for 

CYS.............................................................514 

Changing,Default meal times for CYS ............514 

Changing,Default number of receipt copies that 

print .............................................................512 

Changing,Default settings for all users505, 506, 507, 510 

Changing,Default settings for an individual user506, 507, 508, Checking 509, 510, In,Rental 512 items ............................... 230 

Changing,Facility reservations........................178 

Changing,Fee detail settings for all modules ..512 

Changing,Fees during Daily Processing .238, 244 

Changing,G/L codes and cost centers ....511, 512 

Changing,Generic visit pass type setting for 

user ID.........................................................507 

Changing,Household ID swipe format.....505, 507 

Changing,Instructor pay default overtime 

factors..........................................................506 

Changing,League schedules...........................197 

Changing,Light reservation hours .................. 179 

Changing,Locker reservations........................ 244 

Changing,Manual apply or auto apply default 

setting for any module ................................ 510 

Changing,Maximum visits for a Punch Pass .. 186 

Changing,Menu group linked to a user ID...... 512 

Changing,Morning or afternoon or evening hour 

definitions for pass visits............................. 507 

Changing,Number of Pass Membership Months186 

Changing,Override settings for each module . 510 

Changing,Pass Expiration Date ..................... 187 

Changing,Pass features expiration date ........ 188 

Changing,Pass Membership Date.................. 187 

Changing,Pay code default settings for all 

modules...................................................... 509 

Changing,Phone Number Format .................. 505 

Changing,Refund check recipient's address .. 146 

Changing,Refund code default settings for all 

modules...................................................... 509 

Changing,Reservations.................................. 178 

Changing,Tax table ........................................ 510 

Changing,Team assignments after uploading 

an activity to a league................................... 61 

Changing,the Address for a refund recipient.. 146 

Changing,Time format.................................... 507 

Changing,User's default export location......... 513 

Charge 

a Deposit................................................. 225 

Charge,a Damage fee.....................175, 226, 247 

Charge,the Wrong price284, 287, 289, 292, 297, 300, 303 

Checking In,After a temporary absence from 

care (CYS).................................................. 274 

Checking In,to campsites ............................... 217 

Checking In,to Care in Bulk (CYS) ................. 274 

Checking In,to Hourly care (CYS) .................. 275 

Checking Out 

Rental items in bulk................................. 221 

Checking Out,of Campsites ........................... 230 

Checking Out,of Care in bulk (CYS)............... 274 

Checking Out,of Care temporarily (CYS) ....... 273 

Checking Out,of Hourly Care (CYS)............... 275 



Checking Out,Rental items .............................217 

Checks 

Deleting refund ........................................394 

Checks,Processing refund checks using 

RecTrac.......................................................314 

Checks,What to do if one bounces .................283 

Child Care Fee Types 

Setting up...................................................46 

Child Codes 

Setting up...................................................46 

Child Inventory Item 

Converting numbers from old to new .......426 

Child Inventory Item,Forgot to run the inventory 

year-end transfer .........................................419 

Child Inventory Item,Linking to a recipe ............65 

Child Inventory Item,Setting up a ......................64 

Class Attendance 

Setting up RecTrac to track .......................42 

Class Visit Fees 

Setting up...................................................42 

Cloning 

Inventory items in bulk .............................423 

Locker fees from a base locker to a range 

of lockers..............................................432 

Rental item fees from a base item ...........426 

Cloning,Trip Setups ..........................................80 

Colors,Changing screen colors for a user.......508 

Comments 

Adding to a CYS wait list entry.................269 

Comments,Adding ..................................228, 243 

Comments,Adding to a CYS staff member .....120 

Comments,Viewing .........................................222 

Contact Person,Adding to a facility reservation177 

Contact Person,Changing for an existing facility 

reservation...................................................178 

Control Account,Definition.........................13, 489 

Control Account,How is it used .................14, 489 

Converting 

Activity numbers ......................................409 

Bill codes from old to new........................393 

check transaction files into ACH format 

files.......................................................437 

Child inventory numbers from old to new.426 

Device codes ...........................................437 

Facility locations ......................................410 

Facility type/location/id(s).........................410 

Family member user codes to military 

codes................................................... 436 

Household IDs ........................................ 438 

Household IDs in bulk ............................. 401 

Instructor IDs........................................... 409 

Inventory items from old to new .............. 425 

Lettered sections to numbers for use with 

TeleTrac .............................................. 409 

Locker status and/or condition entries .... 430 

Pass type(s)............................................ 412 

Pass types to military codes.................... 437 

Pay codes ............................................... 437 

Rental item names .................................. 427 

Rental item names from old to new......... 427 

Tickets .................................................... 426 

Tran codes from old to new..................... 425 

Tran codes in bulk................................... 425 

Trip ids from old to new........................... 433 

Converting a Pass Number ............................ 412 

Copying 

Live database over your demo database86, 435 

Correcting,Cash-out process mistake ............ 254 

Correcting,USDA meal reimbursement amounts266, 267 

Cost Center,How they fit into the financial 

structure of RecTrac ..............................11, 487 

Courts 

Canceling a reservation for ..................... 239 

Processing reservations for..................... 233 

Reserving................................................ 233 

Courts,Changing the fees during a reservation238 

Courts,Charged wrong price for a .................. 297 

Courts,Entered an incorrect payment during 

reservation process .................................... 297 

Courts,Entered the wrong pay code for a....... 296 

Courts,Number of available ones is incorrect. 429 

Courts,Processing payment for a reservation 236 

Courts,Reports (by report) ............................. 373 

Courts,Reports (by topic) ............................... 374 

Courts,Reserved the right court for the wrong 

household................................................... 297 

Courts,Reserved the wrong court for the right 

household................................................... 298 

Courts,Resolving reservation conflicts ........... 236 

Courts,Setting up ............................................. 76 

Courts,Updating charges on .......................... 296 

Creating 

a Roster note .......................................... 153 

An allowance or restriction record45, 54, 67, 137 



Bag tag template......................................107 

Household for orphaned rental reservations427 

Installment billing .....................330, 333, 337 

Lottery buddy link.....................................162 

Lottery enrollments ..................................151 

Multi-Facility reservations ........................167 

Recipe components ...................................65 

Recipe item................................................64 

Scheduled events ....................................438 

Ticklers ....................................................253 

Credit Balances 

Refunding for a household.......................147 

Credit Balances,Changing g/l and cost centers 

for ................................................................511 

Credit Balances,Using to pay off a debit in 

another module ...........................................143 

Credit Book 

Setting all to zero .....................................425 

Updating for a family member..................149 

Credit Card,What to do if a charge is rejected 283 

Current Processing Date,Changing ................253 

CYS 

Installment billing process........................322 

Searching for an available class ..............262 

CYS Available Care,Printing options...............265 

CYS Full/Part Day Care 

Processing visits for.................................271 

CYS Hourly Care 

Processing Visits .....................................272 

CYS Installation Codes 

Setting up.................................................111 

CYS Programs 

Searching for an available .......................262 

CYS Staff Member,Linking a previous 

experience code to a ...................................126 

CYS Staff Member,Linking to a program ........109 

CYS,Periodic processes .................................322 

D 

Daily Processing,Updating a family member 

during ..........................................................140 

Daily Processing,Updating a household during139 

Daily Visit Pass Type,Changing setting for user 

ID.................................................................506 

Damage Fees,Charging..................175, 226, 247 

Database 

Copying live over demo .....................86, 435 

Day,Balancing at end of....................23, 306, 499 

Day,What to do at end of23, 305, 306, 307, 309, 499 

Daycare 

Processing a registration......................... 154 

Setting up classes..................................... 48 

Setting up RecTrac to process registrations46 

Debit Balance,Paying off with a credit balance 

in another module....................................... 143 

Deleting 

Answers linked to questions.................... 437 

CYS wait list entries not linked to 

households.......................................... 445 

Facility reservations for personal trainer 

purposes.............................................. 447 

Family member's handicap score............ 440 

Hot button from a menu group's global 

sales layout ........................................... 85 

Households............................................. 402 

Lock records ........................................... 431 

Orphan WebTrac users........................... 448 

Pass visit history records ........................ 292 

Personal trainer links .............................. 447 

Personal trainer time slots....................... 447 

Range of lockers ..................................... 431 

Refund check records ............................. 394 

Refund records ....................................... 394 

Rental item range.................................... 428 

Rental reservation balances.................... 427 

Tee time reservations ............................. 441 

Trip bookings .......................................... 433 

Voice mail messages .............................. 255 

Wait list entries based on renewal dates. 324 

Wait list entry (CYS)................................ 264 

WebTrac IDs/PINs in bulk....................... 401 

WebTrac master records......................... 448 

Zero rental reservation numbers ............. 427 

Deleting,a Handicap score ............................. 257 

Deleting,Blank activity sections...................... 405 

Deleting,Physical count line items imported 

from a handheld device .............................. 212 

Deleting,Zero Activity Numbers...................... 405 

Deleting,Zero Facility Reservation Numbers.. 410 

Deleting,Zero Household ID Numbers ........... 395 

Demographics,Tracking ................................. 207 

Deposits 

Applying a ............................................... 142 

Charging a .............................................. 225 

Deposits,Applying a ................................174, 247 

Deposits,Changing g/l and cost centers for.... 511 

Deposits,Entered one in error ........................ 288 

Deposits,Incorrectly applied a .........288, 295, 300 



Deposits,Making a ..........................................173 

Deposits,Refunding.........................................248 

Deposits,Refunding a..............................174, 226 

Deposits,Reversing a facility...........................142 

Deposits,Setting up a locker .............................79 

Designing 

Gift certificate layout ..................................88 

Devices 

Converting ...............................................437 

Discount Code,Entered in error during POS 

processing...................................................293 

Discount Code,Giving a discount during POS 

processing...................................................210 

DoD Income Category Codes (CYS),Setting up128 

Duplicate Households 

Listing ......................................................402 

Merging into one ......................................403 

Duplicate Households,Merging into one .........399 

E 

Early Return Fees,Setting up rental items to 

calculate ........................................................74 

Editing,Menu permissions.................................83 

Eltron 2742 

Troubleshooting .......................................517 

Eltron P310 

Troubleshooting .......................................516 

email receipt/report 

sending as an attachment........................474 

Emergency Contacts 

Adding to a household .........................29, 82 

End Of,Day balancing ...............23, 306, 307, 499 

End Of,Day balancing troubleshooting............524 

End Of,Day what to do......23, 305, 306, 309, 499 

End Of,Month what to do ................................311 

End Of,Season what to do ......................315, 316 

End Of,Week what to do .................................310 

Enrolling 

a Child in a CYS class from the wait list269, 270 

a Family member for a pass ....................182 

a Family member in an activity ................149 

Enrolling,a Person from the wait list into an 

activity .........................................................152 

Enrollment Status 

Changing Roster Entries..........................405 

Establish,Installment billing for a locker 

customer..................................................... 338 

Establish,Installment billing for a rental item 

reservation.................................................. 335 

Establish,Wildcard cost center for a user....... 511 

Evening Hours,Defining for pass type visits ... 507 

Event Type,Entering during the facility 

reservations process .................................. 175 

Export Location,Changing for a user.............. 513 

Exporting or Importing 

all Households to or from a remote site .. 399 

Hot buttons.............................................. 439 

Hot keys.................................................. 439 

Inventory setup information..................... 420 

Menus ..................................................... 440 

Pass visits to/from a remote site ............. 412 

Roster information to a txt file ................. 405 

Tournament players to Vision Perfect ..... 443 

exporting/importing 

addresses ............................................... 469 

golf tee times in a .dat file ....................... 443 

Express Court 

processing reservations .......................... 234 

setting hot buttons for use with ................. 76 

Extending,Demo date for software ................. 436 


F 

Facility 

Canceling a reservation .......................... 180 

Converting............................................... 410 

Creating multi-facility reservations .......... 167 

Deleting reservations for personal trainer 

reservations......................................... 447 

Linking a question group to a.................... 91 

Linking to a personal trainer.................... 136 

Manually applying a payment for ............ 142 

Reserving for personal trainer use .......... 279 

Facility Group,Making a reservation for a....... 168 

Facility Links,to Activities ................................. 38 

Facility Location 

Converting............................................... 410 

Facility Reservations 

Canceling (singular reservations)............ 180 

Manually applying a deposit payment 

amount for ........................................... 142 


Facility Reservations,Adding a new contact 

person to .................................................... 177 

Facility Reservations,Adding a new reservation 

to an existing one ....................................... 179


Facility Reservations,Adding comments to .....176 

Facility Reservations,Adding site type or event 

type or print option to...................................175 

Facility Reservations,Changing details of .......178 

Facility Reservations,Charging a damage fee 

for a .............................................................175 

Facility Reservations,Creating through the 

closing times of a facility..............................169 

Facility Reservations,Deleting 0 numbers.......410 

Facility Reservations,for Activities...................408 

Facility Reservations,for Households or 

organizations ...............................................164 

Facility Reservations,for the Internal household168 

Facility Reservations,for Your own organization168 

Facility Reservations,Making a ...............164, 168 

Facility Reservations,Making changes to 

existing ones ...............................................178 

Facility Reservations,Making for organizations 

or households..............................................164 

Facility Reservations,Manually reversing a 

deposit payment for.....................................142 

Facility Reservations,Manually reversing a 

payment for .................................................142 

Facility Reservations,Revising setup or cleanup 

times while making ......................................176 

Facility Reservations,Updating fees for while 

making.........................................................141 

Facility Tree,Setting up a ..................................50 

Facility Type/Location/ID 

Converting ...............................................410 

Facility,Adding a new ........................................50 

Facility,Charged wrong fees for a ...................287 

Facility,CYS facilities do not display in houly 

care picklists................................................446 

Facility,Linking multiple facilities to an activity...39 

Facility,Linking to a league................................58 

Facility,Making a repetitive/pattern reservation 

for a .............................................................165 

Facility,Manually reversing a payment for.......142 

Facility,Period end processing procedures311, 318 

Facility,Posting attendance figures for ............177 

Facility,Reports (by report)..............................353 

Facility,Reports (by topic)................................356 

Facility,Reservations.......................................164 

Facility,Searching for an one that meets 

specified criteria.......................................... 171 

Facility,Searching for and selecting an available 

time block (by the day, week or month) during 

the reservations process ............................ 172 

Facility,Setting up a.......................................... 50 

Facility,Setting up light codes for a................... 53 

Family Member 

Changing names to all capital letters ...... 398 

Converting user codes to military codes . 436 

Linking to more than one household ......... 32 

Reducing grade entries by one ............... 400 

Family Member Age Group (CYS),Setting up a110 

Family Member,Adding to a CYS household ... 34 

Family Member,Adding to a household............ 29 

Family Member,Adding while in global sales ... 31 

Family Member,Answering medical record 

questions for............................................... 140 

Family Member,Enrolled correct one in wrong 

activity ........................................................ 285 

Family Member,Enrolled wrong one in correct 

activity ........................................................ 286 

Family Member,Linking a basic care code to a 

(CYS).......................................................... 116 

Family Member,Linking a CYS medical 

condition code to a ..................................... 118 

Family Member,Linking a medication code to a 

CYS ............................................................ 119 

Family Member,Linking an allergy code to a 

(CYS).......................................................... 116 

Family Member,Linking an illness code to a .. 117 

Family Member,Linking to a rental item ......... 227 

Family Member,Linking wellness user codes to 

a ................................................................... 43 

Family Member,Registering in a wellness 

activity .......................................................... 45 

Family Member,Sold the wrong pass type to . 291 

Family Member,Updating while in daily 

processing .................................................. 140 

Family Member,Updating while in global sales30, 140 

Fee Codes 

Updating those linked to a range of passes414 

fee detail 

changing setting for a specific print job ... 460 

Fee Detail,Changing the default printer settings 

for all modules ............................................ 512 



Fees 

Basing on answers to questions ..........93, 95 

Linking to a personal trainer.....................136 

Fees,Charged wrong ......................284, 287, 289 

Fees,Hourly care are incorrect (CYS) .............445 

Fees,Incorrect hourly care (CYS)....................444 

Fees,Mistakenly applied deposit fees to 

reservation fees...........................................288 

Fees,Posting hourly care 'no show' (CYS)......265 

Fees,Setting up hourly care (CYS) .................129 

Fees,Setting up rental item late ........................75 

Fees,Update activity .......................................153 

Fees,Updating.................................141, 185, 251 

Financial,Building blocks...........................11, 487 

Financial,Overview............................................11 

Financial,Reports listing............................24, 500 

Financial,Setup steps................................21, 496 

Fiscal Year,Setting the first month for system to 

use ..............................................................511 

Fiscal Year,What to do at end of.....................318 

Full Payments,Setting the system to always 

make in daily processing programs .............510 

Funds,Inter-fund control accounts.......14, 15, 490 

Funds,Using..............................................14, 490 

G 

G/L Code,Entries made during the refund 

process......................17, 19, 20, 492, 494, 495 

G/L Code,How they fit into the RecTrac 

financial structure ..................................11, 487 

Game,Automatically rescheduling for leagues 196 

Game,Manually rescheduling for leagues.......197 

Generating 

Pattern tee time reservations ...................260 

Personal trainer slots ...............................137 

Tee time slots ..........................................105 

Generating,League schedules ........................195 

Generating,Tournament schedules.................195 

Generic Visit Pass Type,Changing setting for 

user ID.........................................................507 

Generic Visit Pass Type,Setting for user ID in 

Security File Maintenance ...........................507 

Gift Certificates 

Designing a layout for ................................88 

Selling......................................................206 

Setting up a gc tran code .......................... 89 

Gift Certificates,Processing payment using144, 185 

Gift Certificates,Setting up ............................... 89 

Global Programs,Inquiries.............................. 345 

Global Programs,Reports (by report) ............. 343 

Global Programs,Reports (by topic)............... 377 

Golf 

Selling a Membership ............................. 182 

Tee Times............................................... 259 

Golf course group 

Setting up................................................ 101 

Golf Memberships 

Expiring a range of.................................. 442 

Golf Memberships,Setting up a........................ 53 

Golf Tournament 

Setting up a............................................. 103 

Golf,Reports............................................384, 385 

Grace Periods,Setting up for lockers................ 78 

Grades 

Reducing on family member records ...... 400 

Green Fees 

Assigning default tran codes by course, 

pass type, date, etc. ............................ 102 


H 

Handicap 

Deleting a score ...................................... 440 

Handicap,Deleting a score ............................. 257 

Handicap,Entering past scores for ................. 103 

Head Count,Posting to a facility ..................... 177 

Hot Button 

Adding to a menu group's global sales 

layout..................................................... 85 

Changing programs for ........................... 513 

Exporting/importing ................................. 439 

managing .................................................. 36 

Hot Key Selections 

Changing for a user ................................ 513 

Exporting/importing ................................. 439 

Hourly Care (CYS),Checking in/out of............ 275 

Hourly Care (CYS),CYS facilities do not display 

in picklists for.............................................. 446 

Hourly Care (CYS),Fees are incorrect ....444, 445 

Hourly Care (CYS),Posting 'no show' fees for 265 

Hourly Care (CYS),Reserving slots................ 274


Hourly Care (CYS),Setting up fees .................129 

Hourly Care (CYS),Setting up time slots.........130 

Household 

Adding emergency contacts.................29, 35 

Changing names to capital letters............398 

Creating for orphaned rental reservations427 

Deleting....................................................402 

Deleting balances linked to rental 

reservations..........................................427 

Didn't link to a sale in quick POS 

processing............................................293 

Generate a listing of duplicate .................402 

Importing or exporting from or to a remote 

site........................................................399 

Linking a family member to more than one 32 


Linking to orphaned league facility 

reservations..........................................418 

Linking to orphaned lockers .....................432 

Linking to orphaned passes .....................413 

Manually applying a household payment.142 

Merging duplicate ....................................403 

printing ID cards for..................................468 

when to Print ID Cards for........................468 

Household ID and Family Member Number 

when to printing bar codes for..................468 

Household ID and Family Member 

Number,Changing swipe format ..........505, 507 

Household IDs 

Converting in bulk ....................................401 

printing bar codes for use on household ID 

cards ....................................................468 

printing household ID cards .....................468 

when to print household ID cards ............468 

Household,Adding a CYS .................................32 

Household,Adding a family member to a CYS..34 

Household,Adding one to your database ..........28 

Household,Adding while in global sales............30 

Household,Balance by module does not total a 

module line items ........................................395 

Household,Barcode on their pass or household 

ID is not working properly............................524 

Household,Changing the ID Swipe Format for505, 507 

Household,Line item balance mistakenly 

flagged as fully paid.....................................396 

Household,Merging duplicate..........................399 

Household,Processed activity registration for 

the wrong one..............................................286 

Household,Processed pass registration for 

wrong one....................................................290 

Household,Processing payment for a ............ 141 

Household,Processing refunds for a .............. 146 

Household,Updating during daily processing . 139 

Household,with Zero ID number..................... 395 

Housing Area (CYS),Setting up...................... 111 


I 

Illness Codes (CYS),Linking to a family member117 

Illness Codes (CYS),Setting up...................... 117 

Importing or Exporting 

all Households from or to a remote site .. 399 

Hot buttons.............................................. 439 

Hot keys.................................................. 439 

Inventory setup information..................... 420 

Menus ..................................................... 440 

Pass visits from/to a remote site ............. 412 

Physical counts from a hand-held device 419 

Sales information from Aloha Systems ... 425 

Trip setup information ............................. 434 

Importing or Exporting,Inventory physical 

counts from a hand-held device.................. 211 

Impound Periods,Setting up for lockers ........... 78 

Inactivating 

CYMS wait list entries based on renewal 

dates.................................................... 324 

Incidents 

Adding type codes .................................... 81 

Purging ................................................... 434 

Reporting/recording ................................ 252 

Initializing 

CYS renewal dates on wait list entries.... 445 

Inquiries,Global module ................................. 345 

Inquiries,Locker module ................................. 375 

Inquiries,Trip module...................................... 376 

Installment Billing 

Canceling.........................329, 332, 336, 339 

Changing the CYS start date .................. 443 

Chaning start/expiration on bills .............. 438 

Creating ...........................................333, 337 

Processing CYS...................................... 322 

Reinstating.............................................. 341 

Suspending......................................339, 341 

Installment Billing,Creating............................. 335 

Installment Billing,Establishing....................... 338 

Installment Billing,Reinstating .330, 333, 337, 339 

Installment Billing,Suspending ................329, 333 

Installment Billing,Updating.............328, 332, 338


Instructor 

Converting ids from old to new ................409 

Instructor Pay,Changing default overtime factor506 

Instructor Pay,Changing GL and 

placePlaceNameCost PlaceTypeCenters for512 

Instructor Pay,Troubleshooting .......................406 

Instructor Pay,When to process ..............310, 316 

Instructor Pay,YTD wages are not in balance 

with pay history............................................406 

Instructor,Adding a rate table to while linking to 

an activity ......................................................41 

Instructor,Adding to database .....................39, 61 

Instructor,Linking to an activity..........................41 

Instructor,Setting up an...............................39, 61 

Instructor,Setting up qualification ids for40, 62, 135 

Instructor,YTD Wages are not in balance with 

pay history...................................................406 

Interface 

Refunds ...................................................394 

Inventory 

Bulk cloning items....................................423 

Changing the formula used for pricing .....419 

Importing/exporting items.........................420 

Updating sales prices in bulk ...................422 

Updating tiered price dates and times for 423 

Invoices and Statements,Processing ..............313 

Invoices,Processing ........................................313 

L 

labels 

using RecTrac to create in MS Word .......472 

Late Fee 

Calculating ...............................................323 

Late Fee,Changing the CYS default ...............514 

League 

Team resequencing .................................419 

League Scores Update,Entering game scores198 

League Scores Update,Entering player 

statistics.......................................................199 

League Statistics,Adding in the League Scores 

Update program ..........................................199 

League Statistics,Establishing in League File 

Maintenance..................................................58 

League,Automatically rescheduling games for196 

League,Entering scores for.............................198 

League,Generating a schedule for..................195 

League,Linking to a facility............................... 58 

League,Making changes to a schedule.......... 197 

League,Manually rescheduling games for...... 197 

League,Posting league player statistics ......... 199 

League,Posting scores for ............................. 198 

League,Reports (by report) ............................ 361 

League,Reports (by topic).............................. 364 

League,Scheduling ........................................ 195 

League,Scheduling a tournament .................. 195 

League,Setting up............................................ 56 

League,Updating payments/charges for ........ 198 

letters 

how to mail merge................................... 470 

Light Codes,Changing the number of light 

reservation hours if using the Profile Light 

System Interface......................................... 179 

Light Codes,Exporting.................................... 309 

Light Codes,Setting up..................................... 53 

Limiting Picklists,for Activity Numbers............ 408 

Linked Items,Setting up for rental items ........... 71 

Linked Items,Viewing linked items during the 

rental reservation........................................ 221 

Linking 

a bag tag device to a user....................... 108 

a template to a bag tag device................ 107 

Family member to more than one 

household.............................................. 32 

Household to orphaned league facility 

reservations......................................... 418 

Households to orphaned lockers............. 432 

Households to orphaned passes............. 413 

Question groups.....................91, 92, 93, 136 

Range of inventory items to a different tax 

table .................................................... 420 

Linking,a CYS program to a staff member ..... 112 

Linking,a Facility to a league............................ 58 

Linking,a Family member to a rental reservation227 

Linking,a Lock to a locker................................. 79 

Linking,a Newly added instructor to an activity. 41 

Linking,a Provider to a program ..................... 109 

Linking,a Recipe to an inventory item .............. 65 

Linking,Allergy code to a family member (CYS)116 

Linking,an Inventory item to a recipe................ 65 

Linking,Basic care code to a family member 

(CYS).......................................................... 116 



Linking,Features to a pass..............................187 

Linking,Illness codes to a family member........117 

Linking,Instructors to an activity ........................40 

Linking,Items to rental items .............................71 

Linking,Linking benefit codes to a staff member126 

Linking,Medical condition codes to a family 

member (CYS) ............................................118 

Linking,Medication codes to CYS family 

members .....................................................119 

Linking,Multiple facilities to an activity...............39 

Linking,Previous experience code to a staff 

member .......................................................126 

Linking,Shot/immunization codes to a family 

member (CYS) ............................................128 

Linking,Staff administrative action codes to a 

staff member ...............................................122 

Linking,Staff background check codes to a staff 

member .......................................................123 

Linking,Staff certification codes to a CYS staff 

member .......................................................122 

Linking,Staff medical requirements to a staff 

member .......................................................124 

Linking,Staff recognition code to a staff member125 

Linking,Staff training to a staff member...........125 

Linking,Wellness user codes to family members43 

Locker Processing,Entered deposit payment in 

error.............................................................300 

Locker Rooms 

Linking a question group to........................92 

Locker Rooms,Setting up..................................77 

Lockers 

Basing fees on answers to questions ........93 

Canceling a reservation ...........................245 

Changing the reservation status ..............429 

Cloning fees from a base locker to a range 

of ..........................................................432 

Converting status and/or condition entries430 

Deleting a range of ..................................431 

Linking households to orphaned lockers..432 

Suspending installment billing for ............339 

Updating prices........................................431 

Lockers,Changing locker reservations ............244 

Lockers,Charged wrong fees for a rental ........300 

Lockers,Charging a damage fee for a.............247 

Lockers,Entered the wrong pay code for ........299 

Lockers,Inquiries.............................................375 

Lockers,Linking to a lock.................................. 79 

Lockers,Renewing rentals for......................... 241 

Lockers,Reports (by report) ........................... 374 

Lockers,Selected the right locker for the wrong 

person ........................................................ 301 

Lockers,Selected the wrong locker for the right 

person ........................................................ 301 

Lockers,Setting up a deposit............................ 79 

Lockers,Setting up with grace and impound 

periods.......................................................... 78 

Lockers,Updating charges after processing a 

reservation.................................................. 298 

Lockers,Updating fees during the return 

process....................................................... 245 

Locks 

Assigning in bulk ..................................... 430 

Deleting a range of.................................. 431 

Locks,Linking to a locker.................................. 79 

Locks,Setting up............................................... 79 

Lottery 

Buddy link ............................................... 161 

Creating and processing ......................... 151 

Lottery Buddy Link 

Creating a ............................................... 162 

Requirements/limitations for use............. 161 

Lottery Buddy Link,Updating .......................... 163 

Lottery,Selecting second and third choice 

activities during lottery activity enrollment .. 152 


M 

mail merge 

how to mail merge a letter....................... 470 

how to print labels for mail merge ....471, 472 

Maintenance Comments,Adding to a facility 

reservation.................................................. 176 

Manual Apply,Changing to default setting for 

any module................................................. 510 

Manually 

Applying payment ................................... 142 

Manually,Adding a household id number ......... 31 

Manually,Adding pass numbers ..................... 506 

Manually,Assign household ID numbers ........ 505 

Manually,Enter pass numbers........................ 506 

Manually,Reschedule league games ............. 197 

Manually,Reversing payments ....................... 142 

Marine AFFES Tickets


Using as payment ....................................145 

Marines (Matra),Check verification procedure 148 

Marines (Matra),Credit card verification 

procedure ....................................................148 

Marketing 

and Promotions..................................98, 503 

Matra (Marines),Check verification procedure 148 

Matra (Marines),Credit card verification 

procedure ....................................................148 

Meal Reimbursement (CYS),Posting counts for 

children not enrolled in an activity ...............267 

Meal Times,Changing the default ...................514 

Medical Condition Codes (CYS),Linking to a 

family member.............................................118 

Medical Condition Codes (CYS),Setting up ....118 

Medical Record Question,Answering for a 

family member.............................................140 

Medication Codes (CYS),Linking to a family 

member .......................................................119 

Medication Codes (CYS),Setting up ...............118 

Menu Group,Changing the one linked to a user 

ID.................................................................512 

Menu Items,What to do if no users are 

associated with them...................................440 

Menus 

Importing/Exporting..................................440 

Menus,Customizing ..........................................83 

merging 

letters with RecTrac addresses................470 

Merging 

Duplicate households...............................403 

Pass visits from one database to another 416 

Pay codes ................................................437 

Merging,Duplicate households........................399 

Military Branches,Setting up ...........................114 

Military Codes 

Converting family member user codes to.436 

Converting pass types to .........................437 

Military Ranks,Setting up ................................114 

Modules,Changing the financial override 

settings for each ..........................................510 

Month,What to do at end of.............................311 

Morning Hours,Defining for pass type visits....507 

N 

National Origin Code (CYS),Setting up...........112 

New Reservation,Adding to an existing 

reservation.................................................. 179 

Non Sufficient Funds,What to do if a check is 

returned ...................................................... 283 

Notes,Adding receipt...................................... 210 

Notes,Entering during the pass registration or 

renewal or transfer...................................... 188 


O 

Organization,Adding one to your database 30, 49 

Ovation 

pass printing with the .............................. 475 

setting up ................................................ 475 

Ovation,Troubleshooting ................................ 515 

Override 

Updating inventory and/or tran code 

settings in bulk..................................... 421 

Override,Changing settings for all modules ... 510 

Overtime Factor,Changing default for all users506 

overview 

of pass printing with the ovation printer... 475 

of VSIPrint............................................... 449 

Overview,of Auto-debiting .......................325, 326 

Overview,of Financial system........................... 11 

Overview,of Period End Processing............... 305 

Overview,of Post card confirmations................ 44 

P 

pass 

printing .................................................... 466 

when to print ........................................... 466 

Pass 

Changing status based on a minimum pass 

balance................................................ 415 

Changing the expiration date .................. 411 

Changing the membership date .............. 411 

Linking households to orphaned ............. 413 


Registering for......................................... 182 

Selling a .................................................. 182 

Transferring membership for a................ 184 

Pass Member 

Canceling installment billing for a............ 332 

Pass Member,Incorrect figures display on 

report .......................................................... 413 

Pass Member,Suspend installment billing for a333 

Pass Registrations 

Manually applying a payment for ............ 142


Processing ...............................................182 

Pass Registrations,Charged wrong fee for .....289 

Pass Registrations,Entered an incorrect pay 

code during..................................................290 

Pass Registrations,Entered an incorrect 

payment amount for ....................................289 

Pass Registrations,Manually reversing a 

payment for .................................................142 

Pass Registrations,Printing passes during......189 

Pass Registrations,Processed for wrong 

household....................................................290 

Pass Renewals,Printing passes during...........189 

Pass Renewals,Processing.............................183 

Pass Renewals,Updating fees for ...................141 

Pass Set Up,Options.............................54, 55, 56 

Pass Status 

Cancelled.................................................188 

Pass Transfers 

Processing ...............................................184 

Pass Transfers,Updating fees for....................141 

Pass Types 

Canceling a membership .........................188 

Converting from old to new......................412 


Registering all family members for a 

selected................................................414 

Updating fee codes linked to....................414 

Pass Types,Adding a new.................................53 

Pass Types,Sold the correct family member the 

wrong...........................................................291 

Pass Types,Sold wrong one to a family member291 

Pass Visit History 

Adding a record .......................................291 

Changing an existing record ....................292 

Deleting a record .....................................292 

Pass Visits 

Exporting/importing from/to a remote site 412 

for Generic visits ......................................190 

Merging from one database to another....416 

Processing .......................................190, 191 

Processing a CYS Daily visit....................271 

Processing an Hourly CYS visit ...............272 

Processing quick visits.............................191 

Pass Visits,Defining morning or afternoon and 

evening visits for..........................................507 

Pass Visits,for Daily visit pass types ...............192 

Pass Visits,Processing....................................192 

Pass Visits,Processing with fees for multiple 

family members on the same receipt.......... 192 

Pass,Bar codes are not readable................... 522 

Pass,Charged wrong fees for a...................... 289 

Pass,Correcting visit counts........................... 414 

Pass,Entered an incorrect pay code for ......... 290 

Pass,Entered an incorrect payment for a ....... 289 

Pass,How to print........................................... 189 

Pass,Manually entering a pass number ......... 186 

Pass,Manually reversing a payment for ......... 142 

Pass,Period end processing procedures310, 311, 316, 318 

Pass,Printing a range of................................. 189 

Pass,Processed registration for the wrong 

household................................................... 290 

Pass,Renewing a ........................................... 183 

Pass,Renewing membership for .................... 183 

Pass,Reports (by report) ................................ 357 

Pass,Reports (by topic).................................. 361 

Pass,Set up options ..............................54, 55, 56 

Pass,Updating the fees .................................. 185 

passes 

printing in household maintenance ......... 467 

Passes,Period end processing procedures310, 311, 316, 318 

Passes,Printing a range of ............................. 189 

Patron Self Registration (CYS),Correct 

information does not display....................... 444 

Patron Self Registration (CYS),Setting up for 

use.............................................................. 130 

Pattern Reservations 

Generating tee time ................................ 260 

Pattern Reservations,Creating ....................... 165 

Pay Code 

Merging/converting ................................. 437 

Pay Code,Changing the default one for all 

modules...................................................... 509 

Pay Code,Changing the default refund type for 

each module............................................... 509 

Pay Code,Entered incorrect one286, 293, 296, 299, 302 

Pay Code,Entered wrong one for a pass 

registration.................................................. 290 

Pay Code,How they fit into the financial 

structure of RecTrac ..............................11, 487 

Pay Ref 1 and 2,Requiring for all receipts...... 509 



Pay Reference Notes,Setting whether they are 

required or not for all modules.....................509 

Pay Type,How they fit into the RecTrac 


Payment 

Manually applying a household................142 

Splitting between more than one module.144 

Payment,Swapping between different 

transactions in the same module.................148 

Paymentech 

Changing batch numbers.........................425 

Payments,Entered an incorrect one........286, 289 

PCAnywhere 8.0 

how to use ...............................................461 

PCS 

Indiviual Transfer to History .....................406 

Prorating Final Installment Bill Amounts ..446 

Period End,Processing overview ....................305 

Permissions 

Assigning in bulk......................................438 

Personal Trainer 

Deleting facility reservations for a ............447 

Deleting links for a ...................................447 

Deleting time slots ...................................447 

Generating slots for .................................137 

Linking a question group to a.............92, 136 

Linking qualifications, facilities and fees to136 

Processing a reservation for a .................278 

Reports ............................................391, 392 

Reserving a facility for a...........................279 

Setting up a..............................................135 

Updating fees for .............................229, 280 

Updating trainer notes/no-show status.....137 

Phone Number Format,Changing ...................505 

Photo ID 

Displays as a grey screen........................414 

PINs 

Deleting WebTrac, in bulk........................401 

placePlaceNameCost 

PlaceTypeCenter,Establishing wild card for a 

user .............................................................511 

Players 

Adding to a tournament............................104 

Players,Entering game statistics for................199 

Players,Posting statistics ................................199 

Players,Setting up league statistics.................. 58 

Players,Setting up on a team ..................... 59, 60 

Players,Uploading from an activity to a league59, 60 

Playing 

Voice mail messages .............................. 255 

Pole Display,Does not display........................ 521 

Payment,Entered an incorrect payment amount286, 289, 294, POS 297, Processing 299, 301 

Payment,Mistakenly applied deposit288, 295, 300 

Rewards posting ..................................... 423 

Payment,Processing for a household .............141 

POS Processing,Entered a discount amount in 

error during................................................. 293 

POS Processing,Entered an incorrect payment 

amount during............................................. 294 

POS Processing,Entered the wrong pay code 

during ......................................................... 293 

POS Processing,Giving a discount during ..... 210 

POS Processing,Processed a sale for the 

wrong household ........................................ 294 

POS Processing,Processing a return............. 208 

POS Processing,Reports (by report).............. 365 

POS Processing,Reports (by topic)................ 369 

POS Touch Screen,Setting up a grouping for .. 87 

Post Card Confirmations,Overview .................. 44 

Posting 

FCC attendance figures .......................... 261 

Finance refund check amounts ............... 395 

POS rewards........................................... 423 

Posting,Correcting USDA meal reimbursement 

amounts after.............................................. 267 

Posting,Correcting USDA meal reimbursement 

amounts before........................................... 266 

Posting,Headcount figures to a facility ........... 177 

Posting,Hourly care 'no show' fees ................ 265 

Posting,Inventory physical counts from a handheld 

device ................................................. 211 

Posting,Inventory receivings using the invoice 

balancing method ....................................... 213 

Posting,League player statistics..................... 199 

Posting,Meal reimbursement administrative 

charges....................................................... 267 

Posting,Meal reimbursement counts for children 

not enrolled................................................. 267 

Posting,Scores for a league ........................... 198 

Posting,USDA meal reimbursement amounts 266 

Power,Lost in the middle of a transaction ...... 436 

Premium Groups,Setting up............................. 51 



Premium Groups,Setting up for rental items .....72 

previewing 

a print job before printing .........................460 

Print Receipt as Mailer 

Changing default settings ........................512 

printer 

change dot matrix 17 pitch codes ............461 

changing laser printer's init codes............461 

selecting a................................................454 

Printer,Troubleshooting for the Ovation ..........515 

printers 

setting up .........................475, 478, 481, 483 

printing 

bar codes .................462, 463, 465, 467, 468 

changing settings for a specific job ..........460 

household ID cards..................................468 

in RecTrac ...............................................458 

mailing labels ...........................................471 

methods...................................................459 

overview...................................................449 

passes .............................................466, 475 

passes in household maintenance...........467 

previewing before ....................................460 

set up and configuration of the seven 

components..........................................453 

seven components of successful .............452 

when to print household ID cards ............468 

when to print passes................................466 

Printing,a Range of passes.............................189 

Printing,Bar codes...........................................458 

Printing,CYS available care options................265 

Printing,Known limitations of windows ............518 

Printing,Passes ...............................................458 

Printing,Rental items that should be picked up232 

Printing,Troubleshooting .........................458, 517 

Processed,Activity registration for the wrong 

household....................................................286 

Processed,Pass registration for the wrong 

household....................................................290 

Processing 

Program,Linking to a CYS staff member........ 112 

Activity Registrations................................149 

Activity registrations in bulk......................150 

Programs 

Cancellations/changes to items processed145, 159, 180, 188, 

Changing 

201, 245 

hot key programs.................... 513 

CYS full/part day visits.....................201, 271 

CYS hourly care visits..............................272 

Pass registrations ....................................182 

Pass transfers..........................................184 

Pass visits........................................190, 191 

Personal trainer reservation.....................278 

placeCitySplit payments...........................144 

Quick POS returns/refunds ..................... 209 

Rental reservations ................................. 214 

Selling a tran code in Quick POS to a 

household............................................ 201 

Selling a tran code in Quick POS without a 

household............................................ 201 

Split payments ........................................ 144 

Processing Date,Changing ............................ 253 

Processing,Auto returns................................. 231 

Processing,Date Changes ............................. 253 

Processing,Facility reservation deposits ........ 173 

Processing,Facility reservations..................... 164 

Processing,Installment bills and auto debits .. 313 

Processing,Invoices and statements.............. 313 

Processing,Pass renewals ............................. 183 

Processing,Pass visits ................................... 192 

Processing,Pass visits with fees on the same 

receipt......................................................... 192 

Processing,Payment reversals....................... 142 

Processing,Payment using a gift certificate144, 185 

Processing,Payments .............141, 236, 245, 251 

Processing,POS returns................................. 208 

Processing,Quick rental returns ..................... 231 

Processing,Quick rentals ........................216, 217 

Processing,Refund checks............................. 314 

Processing,Refunds for a household ............. 146 

Processing,Rental reservations for 

capacity/quantity items that charge different 

rates for adults and children ....................... 214 

Processing,Reservations for multiple 

households ................................................. 234 

Processing,Sales tax.................................23, 498 

Processing,Wait list enrollments .................... 152 

Program 

Transferring from one CYS class to 

another ................................................ 277 

Projected Care 

Transferring multiple wait list entries from270 

Promotions 

Marketing and ....................................98, 503 

Random drawing for...........................99, 504 

Prorating 



Before/After school class fees for summer 

camp ....................................................446 

Providers,Linking to a program .......................109 

Providers/FCC 

Posting attendance figures for .................261 

Punch Pass Type,Changing maximum number 

of visits for a ................................................186 

Purging 

Generic pass visit statistics......................416 

Incident records .......................................434 

WebTrac user orphans ............................448 

Q 

Qualification ID 

Linking to a personal trainer.....................136 

Qualification ID,Setting up...................40, 62, 135 

Quantity Rental Items 

Updating the number of during the check 

out/check in process.............................229 

Quantity Rental Items,Setting up ......................68 

Quantity Rental Items,Setting up to charge 

different rates for adults and children ............70 

Question Group 

Assigning to a range of activities/sections404 

Basing fees on .....................................93, 95 

Linking to a facility .....................................91 

Linking to a household...............................90 

Linking to a locker room.............................92 

Linking to a pass type ................................91 

Linking to a personal trainer...............92, 136 

Linking to a rental class .............................93 

Linking to an activity section ......................91 

Setting up a................................................90 

Questions 

Deleting answers linked to.......................437 

Resequencing numbers...........................437 

Quick Rental Items,Check out/in methods and 

results..........................................................218 

Quick Rental Items,Processing rentals for216, 217 

Quick Rental Items,Processing returns for231, 232 

Quick Rental Items,Reporting on those that 

have not been returned ...............................232 

Quick Rental Items,Setting up...........................71 

Quick Rental,Check in/out methods................218 

Quick Rental,Processing returns (for daily 

users) ..........................................................232 

Quick Rental,Processing returns (for family 

members) ....................................................231 

Quick Rental,Renting to daily users ............... 217 

Quick Rental,Renting to family members ....... 216 


R 

Random Drawing 

for Promotions....................................99, 504 

Rate Table,Adding a new while linking an 

instructor to an activity.................................. 41 

Rate Table,Selecting when linking an instructor 

to an activity/section ..................................... 40 

Recalculating 

Rental counts.......................................... 428 

receipt 

changing receipt as mailer setting for a 

specific print job................................... 460 

changing receipt detail settings for a 


changing the number that print for a 


sending as an email attachment ............. 474 

receipt as mailer 

changing setting for a specific print job ... 460 

receipt copies 

changing the number that print for a 


Receipt Copies,Changing the default number 

that print ..................................................... 512 

receipt detail 

changing settings for a specific print job . 460 

Receipt Detail,Changing the default printer 

settings for all modules............................... 512 

Receipt,Changing receipt detail setting defaults512 

Receipt,Changing the default number that print512 

Recipe 

Creating a recipe item............................... 64 

Creating components of a......................... 65 

Recipe,Linking to an inventory item ................. 65 

Ref Ref 1 and 2,Requiring for all receipts ...... 509 

Referees,Adding to the database............... 39, 61 

Referees,Scheduling for a league AFTER a 

schedule has been generated .................... 196 

Referees,Setting up ................................... 39, 61 

Referees,Setting up qualification ids for40, 62, 135 

Referral Codes,Allowing to track.................... 506 

Referral Codes,Tracking ................................ 506 

Refund 

Deleting records...................................... 394


Household credit balance ........................147 

Interfacing ................................................394 

Refund Checks 

Posting finance printed ............................395 

Refund Checks,Changing recipient's address 146 

Refund Checks,Printer set up .........................314 

Refund Checks,Processing.............................314 

Refund Code,Changing default settings for all 

modules.......................................................509 

Refund Type,Refund Type..........15, 16, 491, 497 

Refund Type,Setting default setting for each 

module...........................................16, 497, 509 

Refund Type,Setting up ............................22, 497 

Refund,a Deposit ............................................248 

Refund,Changing default refund code ............509 

Refund,Check printer set up ...........................314 

Refund,Deciding which setup is best ........16, 497 

Refund,G/L entries made during the refundfinance 

process .....................................20, 495 

Refund,G/L entries made during the refund-now 

process..................................................17, 492 

Refund,G/L entries made during the refund- 

RecTrac process ...................................19, 494 

Refund,Processing..........................................314 

Refund,Processing for a household ................146 

Refund,Sending a check to a new address.....146 

Refund,Setting default refund type....16, 497, 509 

Refunds,Changing the address on checks .....146 

Refunds,Processing for a household ..............146 

Registering 

All family members in a database for a 

selected pass type................................414 

for Activities .............................................149 

for Day Care classes................................154 

for Passes................................................182 

Reinstating 

Installment bill range................................341 

Reinstating,Installment billing for a locker 

customer......................................................339 

Reinstating,Installment billing for a pass 

member .......................................................333 

Reinstating,Installment billing for a rental 

customer......................................................337 

Reinstating,Installment billing for an activity 

enrollee........................................................330 

Relationship to Sponsor Codes (CYS),Setting 

up ............................................................... 113 

Removing 

a Child from the CYS waitlist................... 268 

a Household from the wait list (CYS) ...... 446 

Renewing 

a CYS wait list entry................................ 271 

Multiple CYS wait list entries................... 445 

Renewing,a Locker rental .............................. 241 

Renewing,a Pass membership....................... 183 

Rental Class 

Linking a question group to a.................... 93 

Rental Class,Completing the questions during 

the rental reservations process................... 219 

Rental counts 

Recalculating .......................................... 428 

Rental Item 

Reserving a............................................. 214 

Resolving a reservation conflict for ......... 229 

Searching for an available one................ 224 

Rental Items 

Adding to a waitlist ...........................222, 223 

Basing fees on answers to questions........ 95 

Cancel installment billing for a ................ 336 

Changing fees for a range of................... 426 

Charge a deposit for ............................... 225 

Charging a deposit for a.......................... 225 

Cloning fees linked to.............................. 426 

Converting from old to new ..................... 427 

Converting rental item names ................. 427 

Deleting a range of.................................. 428 

Processing a waitlist registration for a..... 223 

Rental Items,Auto returning ........................... 231 

Rental Items,Charging a damage fee for a .... 226 

Rental Items,Checking out rental items.......... 217 

Rental Items,Establishing installment billing for335 

Rental Items,Linking to a family member ....... 227 

Rental Items,Printing a list of those that should 

be picked up ............................................... 232 

Rental Items,Recalculating late return fees...... 74 

Rental Items,Refunding a deposit for a .......... 226 

Rental Items,Returning in bulk ....................... 231 

Rental Items,Searching for an item based on 

specified criteria.......................................... 225 

Rental Items,Setting up.......67, 68, 69, 70, 71, 72 

Rental Items,Setting up late fees for ................ 75 

Rental Items,Setting up premium groups for.... 72 



Rental Items,Setting up to recalculate early 

return fees .....................................................74 

Rental Items,Updating the condition of during 

daily processing...................................219, 228 

Rental Package,Setting up................................72 

Rental Reservations 

Deleting balances linked to ......................427 

Rentals 

Processing individual ...............................214 

Returning selected statuses back to 

Cancelled .............................................428 

Updating the fees for during daily 

processing............................................225 

Rentals,Adding comments to during daily 

processing...................................................228 

Rentals,Auto returning ....................................231 

Rentals,Bulk returning.....................................231 

Rentals,Checking out......................................217 

Rentals,Entered a rental deposit payment in 

error.............................................................295 

Rentals,Establishing installment billing for ......335 

Rentals,for campsites .............................217, 230 

Rentals,Linking a family member to a rental ...227 

Rentals,Processing .........................................214 

Rentals,Processing for previously rented items213 

Rentals,Processing for rental packages..........215 

Rentals,Processing quick rentals ............216, 217 

Rentals,Processing rental returns ...........230, 231 

Rentals,Reinstating installment billing for .......337 

Rentals,Reports (by report).............................370 

Rentals,Reports (by topic)...............................373 

Rentals,Returning ...................................230, 231 

Rentals,Suspending installment billing for ......336 

Rentals,Updating the fees for during daily 

processing...........................................227, 230 

Renting 

Individual items ........................................214 

Renting,Capacity rental items .........................214 

Renting,Capacity/Quantity rental items with 

different adult/child rates .............................214 

Renting,Quantity rental items..........................214 

Renting,Quick rental items......................216, 217 

reports 

Personal Trainer Module..................391, 392 

sending as an email attachment ..............474 

Reports,Activity Module ..........................346, 352 

Reports,Court Module .............................373, 374 

Reports,CYS Module ..................................... 386 

Reports,Facility Module...........................353, 356 

Reports,Global Module ...........................343, 377 

Reports,Golf Module ...............................384, 385 

Reports,Incorrect figures display on pass 

membership................................................ 413 

Reports,League Module..........................361, 364 

Reports,Locker Module .................................. 374 

Reports,Pass Module..............................357, 361 

Reports,POS Module ..............................365, 369 

Reports,Rental Module ...........................370, 373 

Reports,System Module..........................377, 383 

Reports,Trip Module....................................... 376 

Reschedule,League games automatically...... 196 

Reschedule,League games manually ............ 197 

Resequencing 

League teams ......................................... 419 

Question numbers................................... 437 

Reservation Comments,Adding to a facility 

reservation.................................................. 176 

Reservation Conflict,Resolving ...................... 170 

Reservations 

for Courts ................................................ 233 

For multiple facilities ............................... 167 

for Rental items....................................... 214 

Generating tee time ................................ 260 

Processing campsite............................... 221 

Processing express court........................ 234 

Reservations,Adding a new reservation to an 

existing one ................................................ 179 

Reservations,Charged wrong fees for............ 287 

Reservations,for a Facility Group................... 168 

Reservations,for Rental items213, 214, 215, 216, 217 

Reservations,Not attached to a household .... 410 

Reservations,Resolving conflicts for .............. 170 

Reserving 

a Tee Time for Golf ................................. 259 

Courts ..................................................... 233 

Facility for personal trainer use ............... 279 

Rental items............................................ 214 

Reserving,a Facility.................................164, 168 

Reserving,Hourly care slots (CYS)................. 274 



Reserving,Rental items...213, 214, 215, 216, 217 

Residency Status 

Changing, for family members with a 

selected pass .......................................418 

Resolving,Reservation conflicts ......170, 234, 236 

Restriction Code 

Setting up a trans code or pass .................86 

Returning 

a POS item in quick POS.........................209 

Returning,a POS item .....................................208 

Returning,Rental items ...................................230 

Returning,Rental items automatically..............231 

Reversing,a Household payment manually.....142 

Reversing,Payments for households in all 

modules.......................................................142 

Rewards 

POS posting.............................................423 

Roster 

Changing status to enrolled .....................405 

Exporting in txt file format ........................405 

Incorrectly transferred to history ..............406 

Transferring individual record to history...406 

Roster Notes,Adding after the registration or 

transfer ........................................................158 

Roster,Items not attached to a household ......406 

Roster,Updating notes linked to activity 

enrollees......................................................158 

S 

Sales Price,Updating individual.......................212 

Sales Tax,Explanation ..............................23, 498 

samples 

pass templates.................................478, 481 

Schedule,Generating for a league ..................195 

Schedule,Updating for a league......................197 

Scheduled Events 

Changing the status and schedule...........439 

Creating ...................................................438 

Scheduling 

A Tee Time ..............................................259 

Scheduling,a League ......................................195 

Scheduling,a Tournament...............................195 

Scheduling,Referees after the league schedule 

is generated.................................................196 

Scholarships,Overview .............................22, 498 

Scholarships,Using for payments..............22, 498 

School District Codes (CYS),Setting up ......... 113 

Screen Colors,Changing for a user................ 508 

Screen,Buttons missing from the ................... 439 

Screen,Goes black and PC reboots when I try 

to print ........................................................ 518 

Screen,Main menu is slow to appear ............. 436 

Screen,Scroll Bars on the .............................. 436 

Searching 

for a Rental item...................................... 224 

for an Available CYS class...................... 262 

Searching,for a Facility that meets specified 

criteria......................................................... 171 

Searching,for a Rental Item based on specified 

criteria......................................................... 225 

Searching,for a Trip during the booking process252 

Searching,for an Available court .................... 235 

Searching,for an Available facility .................. 172 

Season,What to do at beginning of ................ 315 

Season,What to do at end of.......................... 316 

Sections,Setting up .......................................... 37 

Security,System ............................................... 81 

Selling 

a Gift certificate ....................................... 206 

a Pass membership ................................ 182 

a Ticket ................................................... 204 

a Tran code............................................. 201 

a Trip................................................205, 206 

an Inventory item .............................202, 203 

Selling,a Ticket............................................... 203 

Selling,a Tran code ........................................ 200 

Selling,a Trip .................................................. 205 

Selling,an Inventory item................................ 202 

Setting Up 

Allowance codes ....................................... 87 

Campsite touchscreens ............................ 75 

Child care fee types .................................. 46 

Child codes ............................................... 46 

Class visit fees .......................................... 42 

Court hot buttons ...................................... 76 

Day care classes....................................... 48 

Gift certificate tran codes .......................... 89 

golf course groups .................................. 101 

Golf tournaments .................................... 103 

Installation codes (CYS) ......................... 111 

New users................................................. 82 

Personal trainer record ........................... 135 



Question groups ........................................90 

RecTrac to process day care/camp 

registrations............................................46 

RecTrac to track class attendance.............42 

Restriction codes for trans codes or passes86 

Ticket types................................................66 

Touch screen tee time rsvn for use..........106 

Setting Up Incident Type Codes .......................81 

Setting Up,Activity Sections ..............................37 

Setting Up,Allergy codes (CYS) ......................115 

Setting Up,Basic care codes (CYS) ................116 

Setting Up,Beginning fiscal month ..................511 

Setting Up,Capacity or Quantity rental items 

with different charges for adults and children 70 

Setting Up,Capacity rental items.......................67 

Setting Up,Child Inventory Items.......................64 

Setting Up,Courts..............................................76 

Setting Up,DoD income categories .................128 

Setting Up,Facilities ..........................................50 

Setting Up,Facility Trees...................................50 

Setting Up,Facility Types Locations and IDs.....50 

Setting Up,Family member age group ............110 

Setting Up,First month to use for fiscal year ...511 

Setting Up,Full or zero payment as default 

setting for all daily processing programs .....510 

Setting Up,Gift Certificates................................89 

Setting Up,Golf Course Holes.........................101 

Setting Up,Golf Courses .................................101 

Setting Up,Golf Handicaps..............................102 

Setting Up,Hourly care time slots (CYS) .........130 

Setting Up,Hourly care visit fees .....................129 

Setting Up,Housing areas (CYS) ....................111 

Setting Up,Illness codes .................................117 

Setting Up,Individual rental items......................69 

Setting Up,Instructors/Referees ..................39, 61 

Setting Up,League player statistics...................58 

Setting Up,Leagues ..........................................56 

Setting Up,Light codes for exporting .................53 

Setting Up,Linked items ....................................71 

Setting Up,Locker deposits ...............................79 

Setting Up,Locker rooms...................................77 

Setting Up,Lockers............................................77 

Setting Up,Lockers with grace and impound 

periods.......................................................... 78 

Setting Up,Locks.............................................. 79 

Setting Up,Medical conditions........................ 118 

Setting Up,Medication codes ......................... 118 

Setting Up,Military branch .............................. 114 

Setting Up,Military rank .................................. 114 

Setting Up,National origin codes (CYS) ......... 112 

Setting Up,Override settings for each module 510 

Setting Up,Pass Types....................53, 54, 55, 56 

Setting Up,Patron self registration for use...... 130 

Setting Up,POS touch screen grouping ........... 87 

Setting Up,Premium groups ............................. 51 

Setting Up,Program types (CYS) ................... 112 

Setting Up,Qualification IDs ................40, 62, 135 

Setting Up,Quantity rental items....................... 68 

Setting Up,Quick rental items........................... 71 

Setting Up,Refund check printer .................... 314 

Setting Up,Refund types for each module...... 509 

Setting Up,Relationship to sponsor codes ..... 113 

Setting Up,Rental item late fees....................... 75 

Setting Up,Rental packages............................. 72 

Setting Up,Sales tax table.........................23, 498 

Setting Up,School districts (CYS)................... 113 

Setting Up,Setup and cleanup times for facilities 

during the reservations process.................. 176 

Setting Up,Shot/immunization codes ............. 128 

Setting Up,Staff administrative action codes.. 122 

Setting Up,Staff background check codes ..... 123 

Setting Up,Staff benefit codes........................ 126 

Setting Up,Staff certification codes (CYS)...... 121 

Setting Up,Staff job series code..................... 121 

Setting Up,Staff job title codes (CYS) ............ 121 

Setting Up,Staff medical requirement codes .. 124 

Setting Up,Staff member (CYS) ..................... 119 

Setting Up,Staff member previous experience 

codes (CYS) ............................................... 127 

Setting Up,Staff pay assignments .................. 121 

Setting Up,Staff paygrade codes.................... 120 

Setting Up,Staff reason for action codes........ 123 

Setting Up,Staff recognition codes................. 124 



Setting Up,Staff training information codes.....125 

Setting Up,Standard inventory items.................63 

Setting Up,Tickets.............................................66 

Setting Up,Tournaments ...................................57 

Setting Up,Tran codes ......................................63 

Setting Up,Trips ................................................80 

Setting Up,USDA income categories ..............129 

Setting Up,Vendors...........................................67 

Setting Up,Waitlist priority codes (CYS)..........114 

Setting Up,Weather data.................................103 

Setting Up,Wellness activity user codes ...........43 

seven components 

for successful printing ..............................452 

Shot/Immunization Codes (CYS),Linking to a 

family member.............................................128 

Shot/Immunization Codes (CYS),Setting up ...128 

Site Type,Entering during the reservations 

process........................................................175 

Split Payment,Using with agency pay (CYS) ..276 

Staff Administrative Action Codes 

(CYS),Linking to a staff member .................122 

Staff Administrative Action Codes (CYS),Setting 

up ................................................................122 

Staff Background Check Codes (CYS),Linking 

to a staff member ........................................123 

Staff Background Check Codes (CYS),Setting 

up ................................................................123 

Staff Benefit Codes (CYS),Linking to a staff 

member .......................................................126 

Staff Benefit Codes (CYS),Setting up .............126 

Staff Certification Codes (CYS),Linking to a 

staff member ...............................................122 

Staff Certification Codes (CYS),Setting up .....121 

Staff Job Series Code (CYS),Setting up .........121 

Staff Job Title Codes (CYS),Setting up...........121 

Staff Medical Requirements (CYS),Linking to a 

staff member ...............................................124 

Staff Medical Requirements (CYS),Setting up a124 

Staff Pay Assignment Codes (CYS),Setting up121 

Staff Paygrade Codes (CYS),Setting up .........120 

Staff Previous Experience Codes (CYS),Linking 

to a staff member ........................................126 

Staff Reason for Action Codes (CYS),Setting up123 

Staff Recognition Codes (CYS),Linking to a 

staff member............................................... 125 

Staff Recognition Codes (CYS),Setting up..... 124 

Staff Training Codes (CYS),Linking to a staff 

member ...................................................... 125 

Staff Training Codes (CYS),Setting up........... 125 

Standard Inventory Item 

Converting numbers from old to new ...... 425 

Linking to a different tax table ................. 420 

Selling a ...........................................202, 203 

Updating inventory sales prices in bulk... 422 

Updating override settings ...................... 421 

Updating tiered price dates and times..... 423 

Standard Inventory Item,Charged wrong price 

for a ............................................................ 292 

Standard Inventory Item,Forgot to run the 

inventory year-end transfer......................... 419 

Standard Inventory Item,Posting receivings 

using the invoice balancing method............ 213 

Standard Inventory Item,Selling a .................. 202 

Standard Inventory Item,Setting up a............... 63 

Standard Inventory Item,Updating sales price 

for an individual .......................................... 212 

Statements,Processing .................................. 313 

Status 

Changing for activity sections ................. 287 

Enrollment........................................149, 150 

Pass........................................................ 188 

Returning selected rentals back to 

Cancelled ............................................ 428 

Surcharge,Accidentally charged during a 

cancellation................................................. 283 

Surcharge,Changing the default amount for all 

users........................................................... 510 

Surcharge,Changing the default amounts for 

transfers and cancels ................................. 510 

Surcharge,Forgot to process one for a 

cancellation................................................. 283 

Surveys 

How to conduct ....................98, 99, 503, 504 

How to set up.....................................98, 503 

Reporting results................................99, 504 

Suspending 

Installment bill range ............................... 341 

Installment billing for a locker customer .. 339 

Suspending,Installment billing for a pass 

member ...................................................... 333 

Suspending,Installment billing for a rental 

customer..................................................... 336 



Suspending,Installment billing for an activity 

enrollee........................................................329 

Swapping,Payment between different 

transactions in the same module.................148 

Swipe Format,Changing .........................505, 507 

System Administration,Reports (by report) .....377 

System Administration,Reports (by topic) .......383 

System,Integrity ................................................81 

System,Security ................................................81 

T 

Tax Table 

Linking to a range of inventory items .......420 

Tax Table,How they fit into the RecTrac 


Tax Table,Non-existent one is linked to a bill 

code ............................................................421 

Tax Table,Setting up or changing ...................510 

Teams,Assigning activity enrollees to .........59, 60 

Teams,Setting up players on a ...................59, 60 

tee time starter 

using the program....................................261 

Tee Times 

Adjusting for late starts ............................440 

Deleting a range of ..................................441 

exporting in a .dat file...............................443 

Generating pattern reservations ..............260 

Generating slots.......................................105 

Reserving.................................................259 

updating no show counts on the household 

record...................................................443 

Updating status of....................................260 

Viewing the status of................................260 

template 

setup................................................476, 480 

Template 

Creating a bag tag ...................................107 

Link to a bag tag device...........................107 

tickets 

creating custom admittance .....................473 

Tickets 

Assigning to clerks...................................421 

Converting ...............................................426 

Selling......................................................204 

Setting up types .........................................66 

Tickets,Figures out of balance with sales history 

figures..........................................................421 

Tickets,Selling.................................................203 

Tickets,Setting up............................................. 66 

Ticklers 

Adding for any module or miscellaneous 

items.................................................... 253 

Time Format,Changing .................................. 507 

Touch Screen POS 

Setting up tee time rsvns for ................... 106 

Tournament 

Adding a player to a ................................ 104 

Exporting players to Vision Perfect ......... 443 

Tournament,Scheduling a .............................. 195 

Tournament,Setting up a.................................. 57 

Tracking,Demographics ................................. 207 

Tracking,Registration referral codes .............. 506 

Tran Codes 

Converting from old to new ..................... 425 

Selling ..................................................... 201 

Updating override settings ...................... 421 

Updating tiered price dates and times for 423 

Tran Codes,Selling......................................... 200 

Tran Codes,Setting up ..................................... 63 

Transaction 

Canceling across multiple modules......... 145 

Looking up information linked to a .......... 254 

Transaction,Failed to complete successfully for 

an activity.................................................... 147 

Transaction,Lost power in middle of a............ 436 

Transferring 

A child from one CYS class to another ... 277 

A pass..................................................... 184 

A roster to history.................................... 406 

A team from one league to another......... 199 

An individual to a new wait list ................ 268 

Multiple CYS wait list entries................... 270 

Transferring,Out of CYS care......................... 278 

Trial Balance,Who owes you money.........24, 500 

Trial Balance,Who your organization owes 

money to................................................24, 500 

Trip Processing,Entered an incorrect payment 

amount during............................................. 301 

Trip Processing,Entered the wrong pay code 

during ......................................................... 302 

Trips 

Cancelling all enrolles ............................. 251 

Changing reservation for a...................... 250 

Converting ids from old to new................ 433 

Deleting a range of bookings .................. 433 

Exporting setup information .................... 434 



Importing setup information .....................434 

Selling..............................................205, 206 

Updating fees for a group of ....................434 

Trips,Booking a ...............................................248 

Trips,Charged wrong price for a......................303 

Trips,Figures do not match the trip file detail 

entries..........................................................434 

Trips,Inquiries .................................................376 

Trips,Reports (by report).................................376 

Trips,Reserved a spot on the right trip for the 

wrong household .........................................303 

Trips,Reserved a spot on the wrong trip for the 

right household............................................304 

Trips,Selling ....................................................205 

Trips,Setting Up ................................................80 

Trips,Setting up multiple ...................................80 

Trips,Updating charges...................................302 

Troubleshooting 

Eltron 2742 ..............................................517 

Eltron P310 ..............................................516 

Troubleshooting,Balancing..............................524 

Troubleshooting,Cash drawers .......................520 

Troubleshooting,Instructor YTD wages...........406 

Troubleshooting,POS peripherals518, 519, 520, 521 

Troubleshooting,Printing .........................458, 517 

Troubleshooting,Rental Items .........................428 

Troubleshooting,Update program failed to 

complete successfully .................................435 

U 

Unearned Revenue,Changing g/l and cost 

center for .....................................................511 

Unmet Demand 

Transferring multiple wait list entries to....270 

Updating 

Answer records........................................284 

Family member credit book......................149 

Fee codes linked to a range of passes ....414 

Fees for a group of trips with the same bill 

code .....................................................434 

Inventory and/or tran code override 

settings in bulk .....................................421 

Inventory and/or tran code tiered price 

dates and times....................................423 

Inventory sales prices in bulk...................422 

Locker prices ...........................................431 

no show tee times on the household record443 

Passes based on a future date ............... 416 

Personal trainer fees........................279, 280 

Tee Time Statuses.................................. 260 

Trainer notes/no show status.................. 137 

Updating,a Lottery buddy link......................... 163 

Updating,Activity registration fees during a 

registration or transfer ................................ 153 

Updating,Facility reservations ........................ 178 

Updating,Family member ..................30, 140, 229 

Updating,Fees................................................ 141 

Updating,Household information during daily 

processing .................................................. 139 

Updating,Installment billing .....328, 332, 335, 338 

Updating,League charges .............................. 198 

Updating,League schedule ............................ 197 

Updating,League scores ................................ 198 

Updating,Locker changes after processing a 

locker reservation ....................................... 298 

Updating,Locker fees during the locker return 

process....................................................... 245 

Updating,Pass registration fees during a 

registration/renewal/transfer ....................... 185 

Updating,Rental items fees .....................220, 230 

Updating,Reservations................................... 178 

Updating,Setup and cleanup times for facilities 

during the reservations process.................. 176 

Updating,Trip fees during the trip booking 

process....................................................... 251 

Uploading,an Activity using balance skill level to 

team method............................................... 160 

Uploading,an Activity using feature to team 

method ....................................................... 161 

Uploading,an Activity using section to team 

method ....................................................... 161 

USDA Income Category (CYS),Setting up ..... 129 

USDA Meal Reimbursement,Changing the 

default CYS amounts.................................. 514 

USDA Meal Reimbursement,Correcting (after 

posting)....................................................... 267 

USDA Meal Reimbursement,Correcting (before 

posting)....................................................... 266 

USDA Meal Reimbursement,Posting 

administrative charges................................ 267 

USDA Meal Reimbursement,Posting amounts266 

User Codes 

Converting family member military.......... 436 



User Codes,Assigning to activity enrollees 

before uploading to a league.........................60 

User Codes,Linking wellness user codes to a 

family member...............................................43 

User Codes,Setting up codes for use with 

wellness activities..........................................43 

Users 

Adding to system .......................................82 

Changing hot key program selections for a513 

Users,Changing cash drawer linked to a ........508 

Users,Changing default export location for a ..513 

Users,Changing system colors for a ...............508 

Users,Changing the menu group linked to a...512 

Users,No menu items associated with ............440 

using 

Marine AFFES ticket as payment ............145 

tee time starter program...........................261 

V 

Vendor,Setting up a ..........................................67 

Verification,Marines' check procedure ............148 

Verification,Marines' credit card procedure .....148 

Vision Perfect 

Exporting tournament players to ..............443 

Visit Processing 

CYS Daily ................................................271 

CYS Hourly ..............................................272 

Generic Daily ...........................................190 

Quick........................................................191 

Vital 

Changing batch numbers.........................425 

Voice Mail 

Viewing, playing, and deleting voice mail 

messages.............................................255 

Voiding 

a Shift close-out entry ..............................436 

Across multiple modules..........................145 

VSI News 

Getting Messages from Vermont Systems255 

VSIPrint 

changing the margins for .........................461 

overview...................................................449 


W 

Wait Lists 

for Rental items....................................... 224 

Removing a child from the CYS .............. 268 

Transferring an individual to a new CYS. 268 

Wait Lists,Adding a CYS ................................ 263 

Wait Lists,Enrollments.................................... 152 

Waitlist Priority Codes (CYS),Setting up ........ 114 

Waitlists 

Adding a rental item to a ..................222, 223 

Adding comments to an entry on the CYS269 

Advancing ages on CYS ......................... 323 

Changing an existing CYS ...................... 264 

Correcting incorrect numbers.................. 408 

Deleting CYS entries not linked to 

households.......................................... 445 

Deleting entries (CYS) .....................264, 324 

Inactivating based on renewal dates (CYS)324 

Processing a rental reservation............... 223 

Removing a household from the CYS..... 446 

Renewing a CYS entry............................ 271 

Renewing multiple CYS entries............... 445 

Transferring multiple CYS projected care 

entries to unmet demand..................... 270 

WebTrac 

Deleting master records.......................... 448 

Deleting orphan users............................. 448 

Deleting WebTrac IDs/PINs in bulk......... 401 

Week,What to do at end of............................. 310 

Wellness,Adding credit amounts to.................. 45 

Wellness,Necessary setup steps for statement 

report ............................................................ 44 

Wellness,Registering family members in 

wellness activities ......................................... 45 

Windows Print Manager,Problems with.......... 518 

Y 

Year,What to do at end of .............................. 318 

Z 

Zero,Activity Numbers.................................... 405 

Zero,Facility Reservation Numbers................ 410 

Zero,Household ID Number ........................... 395 

Zero,Zero payments....................................... 510


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