RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
• 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) through the POS Payment program.
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 Finance .
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) through the POS payment program.
Entered a Discount Amount in Error During POS Processing
If you notice the error the same day the error was made:
• Process a payment reversal using the Global Payment Reversals program and use the original payment code
as the reversal code. For example, if you processed a payment with a pay code of 1 (check), you would use a
reversal code of 1.
• Process a payment for the correct transaction amount using the POS Payment program and use the correct pay
code.
Didn't Link a Household to a Sale During Point of Sale Processing
If you notice the error the same day that the error was made:
• Process a Point of Sale reverse sale with no household. If you processed a payment, 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. Select the Refund from Cash Drawer Now option.
• Sell the item to the correct family member from the correct household using the Point of Sale program and
make the payment using a payment 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 Point of Sale reverse sale with no household. 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. 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.
• Sell the item to the correct family member from the correct household using the Point of Sale 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.
Entered the Wrong Pay Code During POS Processing
If you notice the error on the same day that it was made:
• Process a payment reversal using the Global Payment Reversals program and use the original payment code
as the reversal code. For example, if you processed a payment with a pay code of 1 (check), you would use a
reversal code of 1.
• Process a payment for the item using the POS Payment program and use the correct pay code.
Vermont Systems, Inc. 297 06/09/08