RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
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 following steps assume that:
• 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.
Vermont Systems, Inc. 143 06/09/08