RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Optional
Run the Auto Debit/Installment Billing program (Period End � Global). Auto Debit is typically
run twice per month.
System Module:
Should Be Done
Run the Household Duplicate Listing from the (Utilities � System � Household Utilities)
menu to produce a Suspect Duplicate HH Listing. You can then use this list to clean up the
household file.
Should Be Done
Run the Duplicate Family Member Listing program (Utilities � System � Household Utilities)
to produce a suspect duplicate family member listing. You can use this list to clean up the
family member files.
Trip Module:
Not applicable.
Processing Installment Bills/Auto Debits
1 Go to Period End � Global � Global Auto Dr/Install Billing. You will proceed to the Installment Billing/Auto Debit
screen.
2 Enter the appropriate Due Date, Bill Date, and Post Date. Enter information in all applicable fields or leave their
default settings. Press F1 for field-level Help as needed.
3 Click Details>> to proceed to the Installment Billing/Auto Debit - Details screen for more selection criteria. Press
F1 for field-level Help as needed.
4 Click Process to proceed to the Output Selection screen to select to print or preview the resulting installment
bills.
5 After the printing process is complete, you will return to the Installment Billing/Auto Debit screen.
6 Click Exit to return to the Main Menu.
Processing Invoices/Statements
1 Go to Period End � Global � Global Invoices/Statements.
2 In the Begin Date and End Date fields, enter the dates of any activity enrollments, facility reservations, pass
memberships, rental reservations, trips, or POS transactions for which you want an invoice or statement to print.
3 In the Inv. Date field, enter the date that you want to be printed on the invoice or statement.
4 Enter the Due Date that you want to print on the invoice or statement.
5 Complete all remaining fields or leave their default settings. Press F1 for field-level Help as needed.
6 Be sure to leave the Review Invoice Detail for Each Household option de-selected if you are processing many
invoices or statements.
7 To limit the range of activity/sections, pass types, facilities, rental items, transaction codes, and lockers, click
Detail>>. You will proceed to the Global Invoices & Statements - Details screen. Enter the appropriate ranges.
8 Click Process. You will continue to the Output Selection screen.
9 Click Print to send your invoices or statements directly to the printer. Be sure NOT to click Preview if you are
processing many invoices or statements.
10 If you de-selected the Review Invoice Detail for Each Household option, your Invoices/statements will be sent
directly to the printer. If you selected the Review Invoice Detail for Each Household option, you will proceed to
the Invoice Detail for Household screen. Review the household transactions; for each transaction that you do
NOT want to include, highlight the transaction and click Remove. Press F1 for field-level Help as needed. Click
Print/Next Household to print the current household’s invoice or statement and then continue to the next
household’s Invoice Detail screen.
Vermont Systems, Inc. 317 06/09/08