RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Charging a Damage Fee for a Locker Reservation
1 Go to Daily � Lock � Locker Deposit Changes. You will proceed to the Locker Household Selection screen.
2 In the Lookup field, enter the name of the household or organization for which you wish to charge a damage fee.
3 Press Enter. You will proceed to the Household Listing screen.
4 Highlight the household or organization for which you wish to charge a damage fee.
5 Click Select. You will proceed to the Lockers Deposit Changes screen.
6 Highlight the locker reservation transaction for which you wish to charge a damage fee.
7 Click Update Deposits. You will proceed to the Deposit Revision screen.
8 Decrease the Deposit Charged value to 0.00. This will automatically update the Amount Due field with the same
dollar amount, as though you were going to refund the entire amount.
9 Then, to apply any incurred Damage Fees, enter an amount in the Damage Fee field then right-click or press F9
from within the Damage Bill Code field to select the appropriate Damage Bill Code.
Note: A Damage Bill Code is required if you enter an amount in the Damage Fee field.
10 Click OK. You will return to the Deposit Changes screen.
Note the amount in the New Mod/Dep Balance field. If this amount is now 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.
11 Click Payment/Refund to proceed to the Payment Update screen (if the New Deposit Balance is greater than or
equal to zero).
12 In the Pay Amt field, enter the damage fee being paid at this time.
13 Select the appropriate Pay Code.
14 Click Print or No Print.
Applying a Deposit Refund to a Reservation Balance
The following steps can be used to apply a household’s or organization’s deposit refund to a facility,
rental or locker reservation fees balance (or any other module balance).
For example, a household paid a $50 locker 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 � Lock � Locker Deposit Changes. You will proceed to the Locker 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 Locker 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/Refund. You will proceed to the 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.
9 Select Refund Now as the refund type and select a Refund Pay Code of 2 (or your Refund Code that equals
"Cash").
10 Click Print to print a refund receipt.
11 Next, go to Daily � Global � Global Sales. You will proceed to the Global Sales screen. You will continue to the
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.
Vermont Systems, Inc. 249 06/09/08