RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Chapter 3: Correcting Processing Mistakes
Global (All Modules) Fixes/Corrections
A Check is Returned with NSF or a Credit Card Charge is Denied
• Check the module in which the original payment was made using the Household Inquiry program.
• Process a payment reversal for the amount of the check or credit card payment and reverse it for the
appropriate module using the Global Payment Reversal program.
• Select the appropriate "Reversal Code" that reflects a check or credit card reversal, whichever is
appropriate.
• You may optionally select the Log as Bad Payment option and/or add a comment to the household in the
Household Maintenance program.
• You may optionally add a payment restriction (check or credit card) for the household in the Household
Maintenance program.
Accidentally Processed a Surcharge During a Cancellation
• Post a miscellaneous expense for the amount of the surcharge taken to the "Misc" module using the
Global Miscellaneous Income/Expense Postings program (Period End � Global).
• Post the expense with a non-cash pay code that will be included in Cash Journal and GL reports, as well
as interfaced to Finance.
• Select the same GL code and cost center to which the surcharge was mistakenly posted.
• If the household "paid" the surcharge (the refund they received was reduced by the amount of the
surcharge), then process a payment for the household for the same amount as the surcharge using the
Activity Payments program. Use a non-cash pay code that will be included in Cash Journal and GL
reports, as well as interfaced to Finance. If the household currently has a zero balance, allow the system
to make the overpayment. The payment will automatically be applied towards the household’s balance.
• You may leave the credit in the household’s balance or process a household credit balance refund using
the Global Credit Balance Refund program.
Forgot to Process a Surcharge for a Cancellation
All steps assume that you have NOT printed a refund check for the household.
If you selected the "Refund Later RecTrac" OR "Refund Later Finance" refund type:
• Process the original activity or pass registration or facility reservation, etc. using the appropriate daily
processing program. Process the transaction again for the full amount.
• Make a payment in the amount of the refund voucher, using a Journal Pay Code. Print a payment receipt.
• Cancel the transaction again using the applicable module’s Cancel/Change program. This time, enter a
surcharge amount.
• Staple the first incorrect voucher (where no surcharge was taken) to the payment receipt (from the
payment processed using these steps). Process the correct refund with the surcharge using RecTrac’s
Refund Check Print program (Period End � System) OR submit to finance the correct refund voucher (on
which a surcharge is taken).
If you selected the "Apply Refund to Household Balance" refund type:
• Process the original activity or pass registration or facility reservation using the appropriate module’s daily
processing program. Process the transaction again for the full amount.
• The household balance will automatically pay off the charges. Print a payment receipt.
• Cancel the transaction again using the appropriate module’s Cancel/Change program. This time enter the
surcharge amount.
• Select the "Apply Refund to Household Balance" option. This will apply a refund less the surcharge
amount to the household’s balance.
Vermont Systems, Inc. 287 06/09/08