RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
If you notice the error before the customer pays:
• Update the charges for the reservation number using the Facility Cancel/Changes program.
If you notice the error after the customer paid for the reservation:
• Update the charges for the reservation number using the Facility Cancel/Changes program.
• If the correct charge was lower than what they household paid, 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 Finance.
• If the correct charge was higher than what was paid, send the customer a new statement with the revised
charges.
Entered a Deposit Payment in Error
If you notice the error the same day that the error was made:
• Refund the deposit using the Facility Deposit Changes program. Use the original pay code as the refund
code. For example, if the incorrect deposit payment was made with a pay code of 1 (check), then select 1
as the refund code. Select the Refund from Cash Drawer Now option.
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.
• Refund the deposit using the Facility Deposit Changes program. Use a Journal refund code.
Mistakenly Applied Money from a Deposit to the Facility Fees
If you notice the error the same day that the error was made:
• Process a payment reversal for the amount of the deposit against the reservation fees, using the Global
Payment Reversals program. Use the original pay code as the reversal code. For example, if the incorrect
payment was made with a pay code of 1 (check), then select 1 as the reversal code.
• Make a deposit payment for the same amount using the Facility Payments program and select the correct
pay code.
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 payment reversal for the amount of the deposit against the reservation charges using the Global
Payment Reversals program. Use the original pay code as the reversal code. For example, if the incorrect
payment was made with a pay code of 1 (check), then select 1 as the reversal code. Change the reversal
date to the date that the error was made.
You will need an override password to change the date.
• Make a deposit payment for the same amount using the Facility Payments program and use a Journal pay
code.
6/9/2008 292 Vermont Systems, Inc.