RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Pass Management
Allowing Installment Billing/Auto-Debit And Setting Up The Proper
Fees For A Pass:
The following steps assume that:
• Any pass types for which you wish to allow installment billing/auto-debit have already been added to the
database.
• Most of the pass 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 � Pass � Pass Type Maintenance.
2 Highlight the pass type for which you wish to allow installment billing/auto-debiting.
3 Click Change. You will proceed to the Pass Type Core Information screen.
4 Click the Fees/Featr radio set button at the top of the screen.
5 Add the Bill Code fees that reflect the installment billing/auto-debiting amount.
For example: If you charge $240 for an annual pass membership and you auto debit pass holder’s
accounts monthly, you would set up your IB Amt fees to equal $20 ($20 per month for 12 months equals
$240).
6 Select an Installment Billing Default Template. Using the example above, you would select a template which
has been set up to bill/charge monthly.
Note: You MUST select a template in order for installment billing/auto-debit to be allowed.
7 Click Done to save your changes and return to the Pass Type Maintenance screen.
8 Click Exit to return to the Main Menu.
Establishing An Installment Billing/Auto-Debit Plan During The Pass
Registration Process:
1 Proceed to the Pass Registrations screen.
2 Select the appropriate Family Member.
3 Select the appropriate Pass Type.
4 If the Installment Billing Default Template linked to the selected Pass Type has been setup to use an interface
mode of Auto, immediately after you select a pass, 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 pass registration to the Transaction Listing Browser box.
OR
If the Installment Bill Default Template linked to the pass 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 pass 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 Pass Registrations screen.
6 Process the registration and payment as usual.
Note: If renewing a pass which has not yet expired and there are remaining unbilled bills, the
unbilled bills are NOT deleted or cancelled. These bills will be APPENDED TO with the new bills
for renewed pass. This has several benefits:
1 If the previous billing frequency or dollar amount is different than the new billing frequency or
dollar amount, the old bills finish up.
2 Expiration dates of the old pass and the begin date of the new pass are compared, so you
patrons are not double-billed if they renew early. Conversely, if a patron renews late, they will
not be billed for the lapsed period of time.
Vermont Systems, Inc. 335 06/09/08