RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Chapter 4: End of Day, Week, Month, Season and Year
Procedures
Period End Processing Overview
The following procedures and the recommended frequency with which each procedure should be
run (end of season, end of year, etc.) are provided for reference purposes only. These
recommendations seek to balance database size with program performance and information
availability. Adjust the frequency of these procedures to meet your own organization’s needs.
Each procedure is listed as one of the following:
• Required – Procedures should be run as directed or the system will malfunction or provide incorrect information.
• Should Be Done – Procedures may hinder efficiency and speed if they are not done, but will not cause the
system to malfunction if not completed.
• Optional – Procedures may be done on an optional basis and will not have an adverse affect if they are not
completed.
Note: Any procedure related to a module that is not installed on your system is not required (even
if it is listed as required).
Processes Not Covered Here:
Yearly, seasonal, or occasional pricing and date (activation or expiration) changes may require
that you update file maintenance records in any module. Do so at any time if the need arises.
If you have a question related to running the actual program, press F1 for field-level Help from
any screen.
How Far Back to Purge:
VSI recommends saving at least 2 years of data in your database if disk space and application
performance and speed are not issues.
For example, if you wish to purge at 2006 year-end, do not include the current year (2006) or
previous year (2005) in your purge date range. You would purge only from 1/1/1985 –
12/31/2004.
End of Day Procedures
What to Do at End of Shift/Day
Each user should follow these steps at the end of the shift or day:
1 If applicable, run the Rental End-of-Day program (Daily � Rent) to print lists of the rental items that should have
either been returned or picked up by the current system date/time but have not yet been returned or picked up.
The program can also process auto returns, allowing you to automatically return rental items without having to
return the item for each household through the Rental Check Out/Check In program. When processing auto
returns, no fees are processed. It is therefore recommended that you only process auto returns for rental items to
which no fees are attached or for which you collect all payments in advance.
2 Remove your cash drawer and count your cash.
3 Total the refund vouchers that you’ve printed out that day. Treat them as a separate tender type.
4 Run the Global Refund Report (Reports � Global � Global Financial Reports). You might attach to this report all
refund vouchers printed for that day.
5 Run the Cash Journal (Reports� System � System Financial Reports) with a balancing worksheet. Make sure
to use your pre-defined selection criteria.
6 Enter your cash totals on the balancing worksheet.
7 Run the GL Distribution Report (Reports� System � System Financial Reports) for the same selection range as
you used for the Cash Journal.
Vermont Systems, Inc. 309 06/09/08