RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Using an Agency Pay Code with the Split Payment Option
When processing payment for hourly visit fees you may encounter customers who wish to pay for
part of their visit using an Agency voucher. Typically agency vouchers are good for a specified
amount of time. The RecTrac split payment program allows you to enter the amount of time that
the agency pay code will cover and then the system calculates the remaining fee.
The following steps assume that:
• You have processed an hourly visit swipe in and out.
• You are currently on the Payment Processing screen.
1 Enter the Total Amount Paid in the Total Paid field.
2 Click the Split Payment button at the bottom of the screen. You will continue to the split payment processing
window.
3 In the pay code field press the F9 key or right-click to continue to the Pay Code picklist.
4 Highlight the Agency pay code against which you wish to charge part of the hourly visit fee.
5 Click OK. You will return to the Split Payment - Detail screen.
6 Enter the amount you want to distribute to this pay type.
7 Click the Split Payment button.
8 Repeat steps 3–7 for every pay code against which you wish to charge hourly care visit fees.
9 When you have finished distributing all of the hourly care visit fees, click Print to complete the payment process.
Collecting Hourly Care "No Show" Fees
1 Go to Daily � Pass � Pass Payments.
2 In the Lookup field, type all or part of the household’s last name and press the Enter key OR leave the field
blank and press the Enter key. You will proceed to the Household Listing screen.
3 Highlight the household for which you wish to pay a "no show" fee.
Quick Tip: Type the first few letters of the last name for which you are searching to proceed to the household(s)
that start with those letters.
4 Click Select. You will continue to the Payment Update screen. The total pass visit balance for this household will
appear in the Visit Prev Balance field.
5 Enter the amount being paid in the appropriate field.
6 Enter the appropriate Pay Code.
7 Click Print. You will continue to the Device Selection screen.
8 Click Print to print a receipt through the printer that you selected as your default receipt printer in Security File
Maintenance.
Transferring Children Between CYS Classes
Transferring a Child from One CYS Class to Another (when the class
fees are different)
The following steps assume that:
• You have run the Transition Report and are transferring an enrolled child in need of transition from one CYS
class to another.
• There is an open slot in the CYS class that you are transferring the child into.
Transferring Out of a Class:
1 Go to Period End � Activity � Activity Roster Maintenance � Roster Transfer to History (Indiv).
2 In the Lookup field, type all or part of the household’s last name and press the Enter key OR leave the field
blank and press the Enter key. You will proceed to the Household Listing screen.
3 Highlight the household of the family member that you wish to transfer to another CYS class.
Quick Tip: Type the first few letters of the last name for which you are searching to proceed to the household(s)
that start with those letters.
6/9/2008 280 Vermont Systems, Inc.