RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
5 In the New Cost Center field, enter or select the new cost center code that you will use to post the revenue for
this bill code to.
6 In the New Discount G/L Code field, enter or select the new general ledger code that you will post the discounts
for this bill code to.
7 In the New Discount Cost Center field, enter or select the new cost center code that you will post the discounts
for this bill code to.
8 In the New Suspense/Wash G/L Code field, enter or select the new general ledger code that you will post the
suspense or wash activity for this bill code to.
9 In the New Suspense/Wash Cost Center field, enter the new cost center code that you will post suspense or
wash activity for this bill code to.
10 Click the Add to List button at the bottom of the screen. Notice that the bill code and its new GL and cost center
information has been added to the conversion browser box at the bottom of the screen.
11 Repeat steps 2–10 for each bill code that you wish to convert.
12 When the list is complete including all bill codes that you wish to convert, click Convert Bill Codes to process all
items in the browser box.
13 Click Exit to return to the Main Menu.
If you want the changes made in this program to affect future transactions, go to Bill Code File Maintenance
(Files � System � Finance Codes Maintenance � Bill Code Maintenance) and make the appropriate
adjustments to the selected bill code records.
Converting Bill Codes from Old to New
Complete the following set of steps to change your bill code naming scheme after your initial
RecTrac setup. RecTrac will update pre-existing GL distributions for transactions involving those
bill codes within the date range selected. If you no longer want the old bill code to appear on
picklists, select the Delete Old Bill Code on Merge option.
1 Go to Utilities � System � Conversion Utilities � Bill Code Conversion.
2 In the Old Bill Code field, enter or select the bill code that you wish to convert from.
3 In the New Bill Code field, enter or select the bill code that you wish to convert to.
4 In the Beginning Financial Conversion Date and Ending Financial Conversion Date fields, enter the range of
dates for general ledger transaction history that you want to be updated with the new bill code parameters.
5 Select the Delete Old Bill Code After Merge option if you want to delete the old bill code record after the
conversion/merge has been processed. If you do not wish to delete the old record, do NOT select this option.
6 Click Convert to begin converting the selected bill code record.
7 You will be prompted with a message to make sure that you wish to convert the selected bill code record. Click
Yes.
8 When the conversion is complete, a message will display. Click OK.
9 Repeat steps 2–8 for each bill code record that you wish to convert.
10 Click Exit.
Fixing Combinations of Capitalized and Non-capitalized Characters
Throughout Your RecTrac Database
The Beautify Data program allows you to change the text format of selected data in your RecTrac
Database. Although this function will not harm the integrity of your database, depending on your
database size and table selections it will take a substantial amount of time to run.
1 Go to Utilities � System � Upper/Lower Case Change. You will continue to the Beautify Data screen.
2 In the Select Table to Display field, click the down arrow to select the RecTrac database table for which you
wish to reformat RecTrac data. Call VSI support for more information.
3 Select whether you wish to change data in the selected table to:
• ALL UPPER CASE
• all lower case
• First To Upper
• First character upper only
6/9/2008 398 Vermont Systems, Inc.