RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
also search for duplicate primary guardian home phone numbers, work phone numbers,
addresses (line 1), and/or Zip codes.
Note: This program may take hours to run and can tax the resources of your system. It is strongly
recommended that this program be run after hours when it will not adversely affect normal daily
operations.
1 Go to Utilities � System � Household Utilities � Household Duplicate Listing.
2 Select the Use Home Phone in Match Criteria option if you want the system to search for those primary
guardian’s with the same last name or those with the same home phone number. This option is selected as the
default.
3 Select the Use Work Phone in Match Criteria option if you want the system to search for those primary
guardian’s with the same last name or those with the same work phone number.
4 Select the Use Address Line 1 and Last Name in Match Criteria option If you want the system to search for
those primary guardians with the same last name and the same address (Iine 1).
5 Select the Use Zip Code and Last Name in Match Criteria option if you want the system to search for those
primary guardians with the same last name and the same Zip code.
6 Select the Use F/M Soc Sec Number to Find Duplicates option if you want the system to search for those
family members with the same Social Security number.
7 Click Process. The system will begin searching for duplicate households based on your selections.
8 When the search process is complete, you will continue to the Output Selection screen. Click Print.
9 Review the duplicate household entries and decide whether you wish to merge the records or delete one of the
duplicate records.
Note: If transaction history is tied to both households, you should choose to merge the
households to save all transactional data.
10 Then, review the following set of instructions based on your decision.
Deleting a Household Record
Merging Household Records
Deleting a Household Record
Perform the following steps if you find a household record that does not belong in your RecTrac
database. This might occur when a household is accidentally entered for a daily user, or when
duplicate households exist in your RecTrac database. In order for RecTrac to allow you to delete
a household record, the following conditions must exist:
• Household status must be Inactive.
• Household balance must be zero.
• No active rosters must exist for this household.
• No active passes must exist for this household.
If any of these conditions are NOT met, you should merge the household records using the
merging household records procedure.
Note: You will be required to enter the master override password in order to complete this
process.
1 In order to delete a household record, you should ensure that no transactional history exists for this household
record. To confirm this, go to Reports � Global � Global Financial Reports � Global HH Transaction History
Listing.
2 Click Default Settings to set all selections to include an open range of transactions.
3 Highlight the household that you wish to delete in the browser box. Then select the Browser Only radio set.
4 Click Print. You will continue to the Output Selection screen.
5 Click Print.
6 If any transactions are listed on this report, you will need to merge this household record with another household
record. To do so, see the instructions titled Merging Household Records.
Note: If the transaction is for a daily user, you will need to merge this household with the Internal
RecTrac Household (#999999999) record.
Vermont Systems, Inc. 407 06/09/08