RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Merging Household Records
Perform the following set of steps if you want to merge two existing RecTrac household records
into one. All rosters, history, passes, reservations, etc. for the affected households will also be
merged or transferred. The only files that cannot be converted are the cash receipts file and the
general ledger file. The implication of this is apparent on detailed (past history) cash and GL
reports—any line item that would normally show a merged/transferred household name would
now say No Household Found.
Before you run this program, all users should log out of RecTrac; or, schedule to run it at
the close of a day.
A Note about Conflicts: If you try to run this program and get a conflict message indicating a
household won’t merge, it means that duplicate items have been found in both the from and to
households. You will need to check for the following items: current roster entries, previous roster
(history) entries, pass types and credit balances. Typically you would cancel or delete the
duplicate from the from household and let it stay on the to household.
1 Go to Utilities � System � Household Utilities � Household Transfer/Merge.
2 On the left side of the screen, enter the household number that you wish to merge from.
OR
Use the From Household browser box to select the household to be merged from.
3 On the right side of the screen, enter the household number that you wish to merge into.
OR
Use the To Household browser box to select the household to be merged into.
4 Click Full Merge. You will continue to the Family Member Merge screen.
Note: If you want to be able to make adjustments to family member records before the merge,
click Partial Merge.
5 Click Continue Merge. A question box will appear asking you to confirm your selection. Click Yes.
6 When the merge is complete an information message will display. Click OK.
7 Repeat steps 2–6 for each set of households that you wish to merge.
8 Click Exit.
Copying Your Live RecTrac Database Over Your Demo RecTrac
Database on an NT/2000 Server
For training purposes you may want to copy your live database files to the rtdemo directory.
Anytime that this task is performed, you are required to repair the database files in the rtdemo
directory after the copy is complete. If the database is not repaired after the copy is complete, you
will corrupt the live database.
Standard RecTrac installation creates a CopyDB utility in the …\vsi\utilities directory. This utility
will copy the desired database to the desired location and then will repair it. Run the CopyDB
executable from this location. Make sure that both the Live and Demo engines are stopped before
continuing.
The CopyDB utility will walk you through copying the database files of your choice to a new
location. Be extremely careful to make sure you choose the correct files to copy as well as the
correct destination for those files. The following example is copying the live database files to the
RTDemo directory.
Please select the database control area () for the database you want to
copy.
Browse to \vsi\rectrac\rtdata, select the rectrac file and then click Open.
COPY to the following folder
Browse to the \vsi\rectrac\rtdemo folder and then click on Next.
Vermont Systems, Inc. 403 06/09/08