RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
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
The following steps assume that:
• 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.
6/9/2008 144 Vermont Systems, Inc.