RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
1 Go to Period End � System � Period End Purges � Refund Purge.
2 Enter the range of transaction dates for which you are deleting refund records.
3 Enter or select the range of activities/sections for which you are deleting refund records.
4 Enter or select the range of facility reservations for which you are deleting refund records.
5 Enter or select the range of leagues for which you are deleting refund records.
6 Enter or select the range of pass type registrations for which you are deleting refund records.
7 In the Check Purge Options date range fields, enter or select the range of refund check dates that you wish to
purge.
8 Select whether or not you wish to include Reconciled, Unreconciled, and/or Voided checks in the check
purging process.
9 Select those modules that you wish to include in the refund purge. All modules are selected as the default. Only
refunds that occurred in the selected modules (and affecting the selected ranges above) will be deleted.
10 Select the refund types that you wish to include in the refund purge. All refund types are selected as the default.
Note: Proceed with caution if you choose to delete the Refund Later RecTrac or Refund Later
Finance refund types—you do not want to delete refund records until you or finance has printed
all applicable refund checks for the selected date range.
11 Select the Print Refund Purge Journal option. This will give you a printed listing of the data that is selected to
be deleted. The following fields will be included on this report: Refund Date, Module, Source, Description, Family
Member, Original Date, Type, Source, Refund By, Total Paid, and the Refund Amount.
12 Select the Include Refund Notes on Purge Journal option if you want to print the refund notes that were added
during the cancel/change process in the ‘Cancellation Reason’ field on the cancellation screen on the purge
journal.
13 When you are happy with all of your selections on this screen, click Purge.
14 A question box will appear asking you if you wish to continue with the purge process. Click Yes to confirm.
15 You will continue to the Output Selection screen. Click Print.
16 A message box will display telling you that the purge is complete. Click OK.
17 Click Exit.
Changing Phone Area Codes for Existing Records
Use the following steps if a phone area code changes after you have entered multiple
household/family member records in your RecTrac database. The program will NOT change any
other area codes in your database.
1 Go to Utilities � System � Conversion Utilities � Area Code Conversion.
2 In the Old Area Code field, enter the three digit old phone area code that you want to change.
3 In the New Area Code field, enter the new three digit phone area code that you wish to substitute for the old area
code.
4 If you want to change area codes for all households in RecTrac with the old area code entered above, leave the
default entry of ‘ALL’ in this field. However, if you wish to limit the area code conversion to a specific geographic
area within your jurisdiction, enter a list of affected Zip codes, separated by commas (no spaces). The conversion
will only affect households with the listed Zip codes.
5 Click Process. A message box will display asking you if you want to continue with the process. Click Yes.
6 When the conversion is complete, a message box will display. Click OK.
7 Click Exit.
If the area code you changed is the default code entered in your system, complete the
following steps.
1 Go to Files � System � Device Maintenance � Printer/Device Maintenance.
2 Select your linked Household device. Click Change.
3 Select the Household Core 2 radio set at the top of the screen.
4 In the Hm/Wk/Em Area Codes fields, enter the new default area codes for home, work, and emergency phone
numbers.
5 Repeat steps 2–4 for the other Household devices in your system as needed.
6 Click Done. Click Exit to return to the Main Menu.
6/9/2008 402 Vermont Systems, Inc.