RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Changing the Pass Features Expiration Date During the Pass
Registration, Renewal, or Transfer Process
1 Proceed to the Pass Registration, Renewal, or Transfer screen.
2 Select the family member and pass type for which you are processing the registration, renewal or transfer.
3 Click Add Info to proceed to the Comments/Features Update screen and enter the date in the Pass Features
Expiration Date field. Click OK to return to the previous screen.
4 Process the registration, renewal, or transfer as usual.
Entering Pass Registration, Renewal, or Transfer Notes
1 Proceed to the Pass Registration, Renewal, or Transfer screen.
2 Select the family member and pass type for which you are processing the registration, renewal, or transfer.
3 In the pass selection frame, click Add Info. You will proceed to the Pass Comments/Features Update screen.
4 Enter the notes in the Pass Notes field.
5 Click OK to return to the previous screen.
6 Process the registration, renewal, or transfer as usual.
Making Changes to an Existing Pass Membership
Canceling a Pass Membership
1 Go to Daily � Pass � Pass Cancel/Changes. You will proceed to the Pass Management Cancels/Changes
Household Selection screen.
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 pass registration 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 Pass
Cancel/Changes screen. You will proceed to the Global Cancel/Changes screen, if using Global
Cancel/Changes.
4 In the Household Transaction Listing browser box, highlight the pass registration that you want to cancel.
5 Click Cancellation/Void. You will proceed to the Cancel Pass screen.
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 Determine whether you wish to prorate the Refund, if applicable. Leave the default prorate percent (determined
by class time remaining) 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.
10 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.
11 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 Pass 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.
6/9/2008 188 Vermont Systems, Inc.