RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
• Enroll the correct family member from the correct household in the activity using the Activity Registrations
program and make the payment using a pay code of 1 through 89.
If you notice the error one or more days after the error was made:
NOTE: You should NOT change the date if you are running End of Shift Processing. In the
event you are running EOS, you should process this transaction using the Void Drawer
User ID.
• Process a cancellation for the incorrect family member from the incorrect household and use the original
pay code as the refund code. For example, if you processed a payment with a pay code of 1 (check), you
would use a refund code of 1 (check). Change the refund date to the date the error was made. Make any
appropriate refund reference notes in the Ref 1 and 2 fields.
You will need an override password in order to change the date.
• Enroll the correct family member from the correct household using the Activity Registrations program and
make the payment with a the original pay code. Change the payment date to the date the error was made.
You will need an override password in order to change the date.
• Rerun the Cash Journal and G/L Distribution reports for the date the error was made.
Changing the Class Status on a Range of Activities/Sections
The ability to change the class status on a range of activities/sections is a time saver for end of
season procedures. Since only active classes show on the activity/section picklist during a
registration, you could run this program for a finished season of activities and thereby keep them
from being included on the picklist. (You would NOT want to run Rosters Transfer to History on
this season of classes until preparation for their new season).
1 Go to Utilities � Activity � Section Status Change.
2 Enter or select the range of activities/sections for which you wish to change the status.
3 In the Activity Type Range fields, enter or select the range of activity types for which you wish to change the
status.
4 In the Sec End Date Range fields, enter or select the range of end dates for which you wish to change the status
of the linked activity/sections.
5 Based on your organization’s unique needs, select whether you wish to change the status of activities/sections
with a status of Active, Inactive, Cancelled or Pending to active, inactive, cancelled or pending.
6 Select the Make Activity Inactive If All Sections are Inactive option.
7 Click Process to begin changing the statuses of the selected activities/sections.
Facility Fixes/Corrections
Charged Wrong Price for a Facility Reservation
Before fixing the problem for the existing household, check the following to ensure that an
incorrect charge will not reoccur for this facility or household:
• Is the household or organization incorrectly set as a resident or non-resident?
• Is the household or organization incorrectly listed as taxable or non-taxable?
• Is a discount table incorrectly linked to the household or organization?
• Is any facility 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 fee even if the discount is not allowed for the bill
code fee when linked to the facility?
• Is an incorrect bill code fee linked to the facility?
Vermont Systems, Inc. 291 06/09/08