RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Processing a Day Care/Camp Registration
1 Go to Daily � Activity � Activity Daycare/Camp Regist. 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 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
Core Information screen.
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
6/9/2008 154 Vermont Systems, Inc.