RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Canceling a Facility Reservation
The following steps detail the minimum information needed to cancel a single Facility reservation.
For more detailed information, or for information about cancelling a range of Facility reservations,
press F1 for field level help.
1 Go to Daily � Facility � Facility Cancel/Changes. You will proceed to the Search Criteria screen. Click Name
Lookup.
OR
Click the Global Cancel/Change hot button to launch the Global Cancels/Changes Household Selection screen.
OR
Go to Daily � Global � Global Cancel/Changes to launch the Global Cancels/Changes Household Selection
screen.
2 In the Lookup field, enter the last name of the household for which you wish to cancel the reservation and press
Enter. You will proceed to the Household Listing screen.
3 Highlight the appropriate household and press Enter or click Select. You will proceed to the Facility
Cancel/Changes screen. You will proceed to the Global Cancel/Changes screen, if using Global
Cancel/Changes.
4 Highlight the facility reservation that you wish to cancel.
5 Click Cancellation/Void. You will proceed to the Cancel screen. Press F1
for field-level Help for this screen as needed.
6 Type any applicable Cancellation Reason.
7 Select a Cancellation Code, if applicable.
8 Enter a Surcharge Amount and Surcharge Bill Code, if applicable.
9 Select whether you wish to include the Deposit Paid in the Refund, if applicable.
10 Select whether you wish to cancel the entire reservation and/or pattern, if applicable.
11 Determine whether you wish to prorate the Refund, if applicable. Leave the default prorate percent in the
Prorate Percent field or enter a new prorate percentage amount and click Adjust. The amount to be charged will
display immediately below. Toggle Apply Proration to Refund – Charge Fees of to prorate
the refund.
Note: The Refund Amount field will NOT change until you enable the Apply Proration to Refund toggle.
12 Select whether or not you wish to delete the record. Records should only be deleted if they are the result of a
mistake.
Note: You cannot delete a record if you are applying a Surcharge OR Prorating the refund.
13 Click OK. You will be given a challenge message displaying the amount of the surcharge, the amount of the refund
and asking whether you are sure. Click Yes to return to the Facility Cancel/Change screen. The transaction will
display as ‘Cancelled’ in the browser.
Note the amount listed in the New H/H Balance field in the lower right hand corner of your screen. If this amount
is greater than or equal to zero, you will next proceed to the Payment Update screen. If this amount is less than
zero, you will next proceed to the Refund Update screen.
14 From here you may make changes/cancellations to additional enrolments (or line items associated with other
modules, if using Global) for this Household
OR
Click Payment/Refund. to complete the cancellation. An informational message will appear that details all
changes you have made. Click Yes and complete the transaction.
OR
Click Cancel Changes to exit the screen and return to the appropriate Household Selection screen without
saving your changes.
6/9/2008 180 Vermont Systems, Inc.