RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Entered a Locker Deposit Payment in Error
If you notice the error the same day that the error was made:
• Refund the deposit using the Locker 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 Locker Deposit Changes program. Use a Journal refund code.
Charged Wrong Price for a Locker Rental
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 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 locker?
• Is an incorrect bill code fee linked to the locker?
If you notice the error before the customer pays:
• Update the charges for the reservation by visiting the Fees screen from the Locker processing screen and
modify the charges there.
If you notice the error after the customer paid for the reservation:
• Update the charges for the reservation number using the Locker Cancel/Change 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.
• If the correct charge was higher than what was paid, send the customer a new statement with the revised
charges.
Mistakenly Applied Money from a Deposit to the Locker 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 Locker 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.
6/9/2008 304 Vermont Systems, Inc.