RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
The
Scenario
Your Cash Drawer
Totals by Tender Type
Cash Journal by Tender
& Net Debits/Credits
GL Distribution Net
Debits/Credits
If your cash drawer totals match either the Cash Journal totals or the GL Distribution totals
but the Cash Journal and GL totals don’t match each other:
Run the Cash/GL Comparison Report (Reports � System � System Financial Reports). Find the
transaction(s) that are out of balance. Call VSI Customer Support at 1-877-883-8757 for help correcting
the offending transaction.
OR
If the Cash/GL Comparison Report doesn’t yield an answer, that is an indication that RecTrac is out of
balance with itself. Please call VSI Customer Support at 1-877-883-8757 to report your findings. We may
ask that you fax supporting documentation to help us solve the problem quickly and accurately.
Note: If you used the End of Shift Cash-Out program to balance your cash drawer, a manager
can run the Close Out Adjustments program (Daily � System � End of Day Processing) to
correct over/short amounts.
What to Send to Finance at End of Day
Each organization has different financial reporting needs in terms of what to send to the finance
department and when. Discuss this topic with your finance contact person, and produce the
reports that best you’re your organization’s needs.
At a Minimum:
• Cash Journal (Reports � System � System Financial Reports) in summary for all cash drawers for the date (or
date range)
• GL Distribution Report (Summary) (Reports � System � System Financial Reports) for all cash drawers for the
date or date range
• Global Refund Report (Reports � Global � Global Financial Reports) for all modules for the date or date range
Note: Military customers may run the Military DAR report in place of the Cash Journal Report and
GL Distribution Report.
Optional
Run the GL Interface Processing program (Period End � System � GL/Cash Processing) to
create a batch file for import into your finance department’s software. Only organizations that
automatically interface with an accounting system will do this.
Exporting Light Codes
When you need to export your facility light codes to any light system:
1 Go to Period End � Facility � Facility Lite Sys Interface. Press F1 for field-level Help as needed.
Vermont Systems, Inc. 313 06/09/08