RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Refunding a Deposit
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 apply a deposit to a
reservation balance.
3 Press Enter. You will proceed to the Household Listing screen.
4 Highlight the household or organization for which you wish to apply a deposit to a reservation balance.
5 Click Select. You will proceed to the Facility Deposit Changes screen.
6 Highlight the deposit transaction that you wish to update and click Update Deposits. You will proceed to the
Deposit Revision screen.
7 Enter 0.00 in the Deposit Charged field and click OK. You will return to the 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.
8 Click Payment/Refund to proceed to the Refund Update screen (if the New Deposit Balance is less than zero).
9 Select the appropriate Refund Type.
10 Select the appropriate Refund Code.
11 Click Print or No Print.
Applying a Deposit Refund to a Facility Reservation Balance
The following steps can be used to apply a household’s or organization’s deposit refund to facility,
rental, or locker reservation fees balance (or any other module balance).
For example, household paid a $50 facility deposit and still owes $250 for their facility reservation
fee. The following steps would allow you to "refund" the $50 deposit in cash, which you could then
use as a payment towards the $250 facility reservations fee balance.
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 apply a deposit to a
reservation balance.
3 Press Enter. You will proceed to the Household Listing screen.
4 Highlight the household or organization for which you wish to apply a deposit to a reservation balance.
5 Click Select. You will proceed to the Facility Deposit Changes screen.
6 Highlight the deposit transaction that you wish to update and click Update Deposits. You will proceed to the
Deposit Revision screen.
7 Enter 0.00 in the Deposit Charged field and click OK. You will return to the Deposit Change program.
8 Click Payment (or Refund, depending on whether your changes result in a balance owed or a credit balance).
You will proceed to the Payment (or Refund) Update screen. You will only proceed to the Refund Update screen
if the total New Deposit Balance for the household is less than zero. If you are on the Payment screen, go to
step 9. If you are on the Refund screen, go to step 10.
9 If the household is paying more money in addition to their refund amount toward their balance, the amount in the
Pay Amt field should reflect the difference, and you may select the appropriate pay code the customer is using to
pay the balance. Click Print or No Print. You will NOT continue with the next steps.
10 On the Refund screen, select the Refund Now refund type and select a Refund Pay Code of 2 (or your Refund
Code that equals "Cash"). Click Print to print a refund receipt.
11 Next, go to Daily � Global � Global Sales. You will proceed to the Global Sales Household Selection screen.
12 In the Lookup field, enter the name of the household or organization for which you wish to apply a deposit to a
reservation balance.
13 Press Enter. You will proceed to the Household Listing screen.
14 Highlight the household or organization for which you wish to apply a deposit to a reservation balance.
15 Click Select. You will proceed to the Global Sales screen.
16 Click Payment. You will receive a question: "There are no transactions to process. Are you sure you want to go
to the payment screen?" Click Yes, and you will proceed to the Global Payment Update screen.
6/9/2008 174 Vermont Systems, Inc.