RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Lockers
Allowing Installment Billing/Auto-Debit And Setting Up The Proper
Fees For Lockers:
The following steps assume that:
• Any lockers for which you wish to allow installment billing/auto-debit have already been added to the database.
• Most of the renters 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 � Locker � Locker Room Maintenance.
2 Highlight the locker room for which you wish to allow installment billing/auto-debiting.
3 Click Change. You will proceed to the Locker Room Core Information screen.
4 Select an Installment Billing Default Template.
Note: You MUST select a template in order for installment billing/auto-debit to be allowed.
5 Click Lockers. You will continue to the Locker Maintenance screen.
6 Highlight the locker(s) (one at a time) that you wish to allow installment billing/auto debit for and click Change.
7 Click Done to save your changes and return to the Locker Room Maintenance screen.
8 Click the Fees and Features radio set button at the top of the screen.
9 Add the Bill Code fees that reflect the installment billing/auto-debiting amount.
For example: If you charge $120 for a yearly locker rental and you installment bill/auto debit patrons
monthly, you would set up your IB Amt fees to equal $10 ($10 per month for 12 months equals $120).
10 Click Done to save your changes and return to the Rental Item Maintenance screen.
11 Click Exit to return to the Main Menu.
Establishing Installment Billing For Locker Customer:
1 On the Locker Rentals screen, select the appropriate locker room.
2 Enter the reservation dates in the From and To fields.
3 Enter or select the locker number in the Locker Number field.
4 If the Installment Billing Default Template linked to the Locker Room Maintenance - Core Information screen has
been setup to use an interface mode of Auto, immediately after you select a locker, 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 locker rental to the Transaction Listing Browser box.
OR
If the Installment Bill Default Template linked to the locker 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 locker rental.
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 to return to the Locker Rentals screen where the locker rental will automatically be added to the
Transaction Listing Browser Box.
Update Installment Billing For A Locker Customer:
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 family member’s name for which you wish to update the installment
billing plan.
3 Click Family Member. You will proceed to the Family Member Listing screen.
4 Highlight the family member for whom you wish to update the installment bill.
5 Click Select. You will proceed to the List of Current Installment Bills screen.
6 Highlight the installment billing line item that you wish to update.
6/9/2008 342 Vermont Systems, Inc.