RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
• Is the household incorrectly listed as taxable or non-taxable?
• Is a discount table incorrectly linked to the household?
• Is an activity/section late bill code fee incorrectly set as required?
• Is any activity/section non-resident bill code fee incorrectly set to R(esident) or B(oth)?
• Is a discount not allowed for the bill code fee when it should be?
• Are discounts mistakenly always allowed for a bill code, even if the discount is not allowed for the bill code
fee when linked to the activity/section?
• Is an incorrect bill code fee linked to the activity/section?
• If installment billing is allowed for this activity/section, are the activity/section fees mistakenly set up as the
total fees due, when the fees should reflect the amount due for each installment bill?
If you require additional assistance resolving any of these problems, please call Vermont
Systems, Inc.
To fix the problem for the current household:
• Update the charges for the activity registration using the Activity Cancel/Changes (Indiv) program.
• If a payment was made and the fee the household originally paid was less than the updated fee (e.g., you
charged and the household paid $25 but the household should have paid $50), then process a payment
amount (if you have the additional fee in your hand).
OR
• If a payment was made and the fee the household originally paid was greater than the updated fee (e.g.,
you charged and the household paid $50 but the household should have paid $25), then process a refund
as per your organization’s policy. (Refund options are: Apply The Refund To The Household Balance,
Refund From Your Cash Drawer Now, Refund Later Through RecTrac OR Refund Later Through Another
Financial Software Package).
OR
• If no payment was made earlier and the fee you originally charged was less than or greater than the
updated fee, process the payment amount (if you have a payment in hand now).
Enrolled the Correct Family Member in the Wrong Activity
• Run the Activity Transfers (Indiv) program and transfer the family member from the incorrect activity into
the correct activity.
• If a payment was made and the fee the household originally paid for the wrong activity was less than the
correct activity’s fees (e.g., you charged and the household paid $25 for the incorrect activity, but the
correct activity costs $50), process a payment amount (if you have the additional fee in your hand).
OR
• If a payment was made and the fee the household originally paid for the wrong activity was greater than
the correct activity’s fees (e.g., you charged and the household paid $50 for the incorrect activity, but the
correct activity costs $25), process a refund as per your organization’s policy. Refund options are: apply
the refund to the household balance, refund from your cash drawer now, pay later through RecTrac or pay
later through another financial software package.
OR
• If no payment was made earlier and the wrong activity’s fees are less than or greater than the correct
activity’s fees, process the payment amount (if you have a payment in hand now).
OR
• Process a cancellation for the family member in the incorrect activity using the Activity Cancel/Changes
(Indiv) program and select the "Apply the Refund to the Household’s Balance" option.
• Enroll the family member in the correct activity using the Activity Registrations program and allow the
credit balance to pay the correct activity’s fees. A refund or payment may ultimately be due, depending on
the difference between the correct activity’s fees and the incorrect activity’s fees. See the steps above for
how to handle a payment or refund, based on whether or not the household paid.
Vermont Systems, Inc. 289 06/09/08