RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
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
The following steps assume that:
• 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:
1 Go to Files � Activity � Activity Maintenance. You will proceed to the Activity Maintenance screen.
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
Vermont Systems, Inc. 155 06/09/08