RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Entered an Incorrect Payment Amount During Court Reservations
If you notice the error on the same day that the error was made:
• Process a payment reversal using the Global Payment Reversals program for the incorrect payment
amount, and use the original pay 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 (check).
• Process a payment for the correct amount using the Court Payments program.
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 using the Global Payment Reversals program, but change the reversal date
to the original processing date. Use the original pay 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 (check).
You will need an override password in order to change the date.
• Re-run your Cash Journal and G/L Distribution Report for the original date.
• Process a payment for the correct amount using the Court Reservations program.
Charged Wrong Price for a Court Reservation
Before fixing the problem for the existing household, check the following to make sure the 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 court?
• Is an incorrect bill code fee linked to the court?
If you notice the error before the customer pays:
• Update the charges for the reservation number using the Court Cancel/Changes program.
If you notice the error after the customer paid for the reservation:
• Update the charges for the reservation number using the Court Cancel/Changes program.
• If the correct charge was lower than what they 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 Software Package.
• If the correct charge was higher than what was paid, send the customer a new statement with the revised
charges.
Reserved the Right Court for the Wrong Household
If you notice the error on the same day that it was made:
• Process a cancellation for the family member in the incorrect household using the Court Cancel/Changes
program. If you processed a payment for the incorrect household, use the original pay code as the refund
code. For example, if you processed a payment for the incorrect household with a pay code of 1 (check),
you would use a refund code of 1 (check). Select the Refund from Cash Drawer Now option.
Vermont Systems, Inc. 301 06/09/08