RecTrac 10.1 Reference Guide

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Reference Guide RecTrac 10.1 Creating an Installment Billing Default Template Before you can begin installment billing or auto-debiting patrons you must FIRST create at least one Installment Billing Default Template. Templates may then be used as an installment billing and/or auto-debiting guideline within the following RecTrac modules: � Activity � Facility � Pass � Rental � Locker The Installment Billing Default Templates determine the default billing frequency, days of the week/month/year and any additional options or rules that may apply. 1 Go to Files � System � Finance Codes Maintenance � Installment Billing Default Template Maintenance. 2 Click Add to create a new Installment Billing Template. You will proceed to the Installment Billing Default Template Core Information screen. 3 Enter a code (up to five alpha-numeric characters) in the IB Default Code field. For example, MTHLY for a monthly template. 4 Enter a Description for the template. For example, Monthly Billing. 5 Select an Interface Mode for the template. If Auto is selected, the RecTrac user processing registrations linked to this Installment Billing Template will automatically be prompted for the preferred installment billing method upon selection of the pass, activity, etc. If Manual is selected, the user will need to proceed to the billing screen during a transaction to setup the billing manually. 6 Select if installment billing is required (IB Required). If this option is not selected, patrons will have the option to pay in full at the time of each transaction that is linked to this template. 7 Select if installment billing will be allowed Always, Never or Prompt (user choice) for WebTrac transactions linked to this template. 8 Select a Billing Frequency for this template. There are many different ways to setup each Installment Billing Template. Here are the options you may choose from: Weekly - If this option is selected, you will be required to select which day of the week the patron will be billed. Bi-Weekly - If this option is selected, you will be required to select which day of the week the patron will be billed. You will also need to specify "A Dates Only", "B Dates Only", or "1/2 Cycle Each". These options allow you to specify which two weeks out of the month the billing will take place. Click the Biweekly Preview button to view the dates that each option has been pre-set to use. Semi-Monthly - If this option is selected, you will be required to enter the two days within the month the patron will be billed. (ie. Day 1=1, Day 2=15. Patrons would then be billed on the 1st and 15th of every month.) Monthly - If this option is selected, you will be required to enter the day of the month the patron will be billed. (ie. Day =1. Patrons would then be billed on the 1st of every month.) Quarterly - If this option is selected, you will be required to select which four months of the year the patron will be billed, as well as, enter the day of the month. (ie. Jan/Apr/Jul/Oct; Day =1. Patrons would then be billed on the 1st of January, April, July, and October.) Semi-Annually - If this option is selected, you will be required to enter two dates the patron will be billed within a single year. (ie. Month 1=1, Day 1=1 & Month 2=6, Day 2=1. Patrons would then be billed on the 1st of January, and again on the 1st of June.) Annually - If this option is selected, you will be required to enter a single date the patron will be billed each year. (ie. Month =1, Day =1. Patrons would then be billed on the 1st of January.) Bi-Annually - If this option is selected, you will be required to enter a single date the patron will be billed everyother year. (ie. Month =1, Day =1. Patrons would then be billed on the 1st of January every-other year.) 9 Select a Billing Start Date Rule for this template. Select Start with Next Billing Cycle, if you would like billing to always start with the next billing cycle. Select Start with Begin Date of Billed Item, if you would like to start billing with the begin date of the billed item. For example: If a person purchases a pass in April but does not want the membership to become active until June; you may not want to begin billing until the pass becomes active in June. (Optionally, you may select either Use Daycare Rules – Bill in Advance or Bill in Arrears if you were setting up a template for daycare billing.) 10 If you would like to skip a specific number of bills after a registration or reservation, enter the number of bills you wish to skip in the Skip ‘X’ Bills Before First Billing Cycle field. 6/9/2008 330 Vermont Systems, Inc.
RecTrac 10.1 Reference Guide 11 Enter the default number of bills for this template. For example, if this template is a monthly installment billing template that you will be using for an annual pass type, you may want to enter 12, so the billing schedule is automatically setup for 12 billing cycles. 12 Select the Allowable Payment Options that are excepted when using this template. 13 Select the default payment option for this template. Note: This is only the default selection. If all payment options are allowed (including Auto-Debit ACH, Auto-Debit from Credit Card, and Installment Billing), you will have the option to switch the payment option at the time of the transaction. 14 Click Done. Vermont Systems, Inc. 331 06/09/08
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