RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Charging Deposits and Damage Fees for a Facility Reservation
Making a Deposit
You can make deposits at two different points—during the reservation or after a reservation has
been made.
To make a deposit during the reservation:
1 Click the Facility Reservations hot button.
OR
Go to Daily � Facility � Facility Reservations. You will proceed to the Facility Reservation Household Selection
screen.
2 Highlight the household or organization for which you wish to process facility reservations/charge a deposit and
press Enter or click Select. You will proceed to the Facility Reservations screen.
3 In the Facility field, select the facility for which you wish to create the reservation.
4 In the From field, enter the starting date of the reservation.
5 In the To field, enter the ending date of the reservation.
6 In the Start field, enter the starting time of the reservation.
7 In the End field, enter the ending time of the reservation.
8 Click Fees. You will proceed to the Facility Fees Update screen.
9 In the Deposit Amount field, enter any deposit required.
10 Any default amount in this field is established in Facility File Maintenance on the Facility Fees/Charges screen.
11 Click OK to return the Facility Reservations screen where the reservation and applicable deposit will be added to
the Current Transaction Listing Browser Box.
12 Repeat steps 2 through 11 as needed.
13 Click Payment to process the reservation(s) listed in the Current Transaction Listing browser box. You will
proceed to the Payment Update screen.
14 In the Pay Amt field, enter the amount paid for the reservation and deposit combined.
15 Click Print or No Print.
To charge a deposit after the reservation has been made:
1 Go to Daily � Facility � Facility Deposit Changes. You will proceed to the Facility Reservation Household
Selection screen.
2 In the Lookup field, enter the name of the household or organization for which you wish to charge a deposit.
3 Press Enter. You will proceed to the Household Listing screen.
4 Highlight the household or organization for which you wish to charge a deposit.
5 Click Select. You will proceed to the Facility Deposit Changes screen.
6 Highlight the facility reservation transaction for which you wish to charge a deposit.
7 Click Update Deposits. You will proceed to the Deposit Revision screen.
8 In the Deposit Charged field, enter the amount of the deposit that you wish to charge.
9 Click OK. You will return to the Facility Deposit Changes screen.
Note the amount in the Amount Due field. If this amount is greater than or equal to zero, you will proceed to the
Payment Update screen. If this amount is less than zero, you will proceed to the Refund Update screen.
10 Click Payment/Refund to proceed to the Payment Update screen (if the New Deposit Balance is greater than or
equal to zero).
11 In the Deposit Paid field, enter the amount of the deposit being paid.
12 Select the appropriate Pay Code.
13 Click Print or No Print.
Vermont Systems, Inc. 173 06/09/08