RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
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.
8 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.
9 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.
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.
18 Click Done.
19 Repeat steps 2–18 for the CY-SAS and CY-MST pass types.
20 Click Exit.
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.
Vermont Systems, Inc. 133 06/09/08