RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Activity Registrations
Allowing Installment Billing/Auto-Debit And Setting Up The Proper
Fees For An Activity/Section:
The following steps assume that:
• Any activity/sections for which you wish to allow installment billing/auto-debit have already been added to the
database.
• Most of the activity registrants will use the installment billing/auto-debit plan and therefore you will set up the
fees to reflect the amount of the installment billing/auto-debit fee in the IB Amt field of each module’s Fees
screen.
1 Go to Files � Activity � Activity Maintenance.
2 Highlight the activity for which you wish to allow installment billing. Click Change. You will proceed to the Activity
Core Information screen.
3 Select an Installment Billing Default Template.
Note: You MUST select a template in order for auto-debit to be allowed.
4 Click Sections. You will proceed to the Section Listing screen.
5 Highlight the section for which you wish to allow installment billing.
6 Click Change. You will proceed to the Activity/Section Core Information screen.
7 Click the Fees radio set button at the top of the screen.
8 Add the bill code fees that reflect the installment billing amount.
For example: If you charge $120 for a six week class and you auto-debit activity enrollees’ accounts
weekly, you would set up your IB Amt fees to equal $20 ($20 per week for six weeks equals $120).
9 Click Done to save your changes and return to the Section Listing screen.
10 Click Exit to return to the Main Menu.
Establishing An Installment Billing/Auto-Debit Plan During The
Activity Registration Process:
1 Proceed to the Activity Registrations screen.
2 Select the appropriate Family Member.
3 Select the appropriate Activity/Section.
4 If the Installment Billing Default Template linked to the selected Activity has been setup to use an interface mode
of Auto, immediately after you select an activity, the Installment Billing Options screen will appear, prompting for
the patrons preferred payment option. The four possible options are: Auto Debit from Bank Account, Auto Debit
from Credit Card, Installment Bill Only, or Skip Installment Billing. Depending on your Installment Billing Default
Template settings you may not have all of these settings. Select the payment option, and click Ok, then click
Select to add the activity registration to the Transaction Listing Browser box.
OR
If the Installment Bill Default Template linked to the Activity has been setup to use an interface mode of Manual,
you will need to click Fees, and then click Billing to proceed to the Billing Update screen. Enter any necessary
changes to the installment billing for this activity registration.
Note: Even if no changes are made, you must visit this screen in order to establish the installment billing for the
patron when using the manual interface mode.
5 Click OK. You will return to the Activity Registrations screen.
6 Process the registration and payment as usual.
Updating Installment Billing For An Individual Activity Enrollee:
1 Go to Files � Global � HH Installment Billing Update. You will proceed to the Household Selection screen.
2 In the Lookup field, enter all or part of the primary guardian’s name for which you wish to update the installment
billing plan, and click Primary Name.
Note: You may use an alternate lookup method if preferred.
6/9/2008 332 Vermont Systems, Inc.