RecTrac 10.1 Reference Guide

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Reference Guide RecTrac 10.1 Activity Picklists are Too Long There could be two reasons that your activity picklists are too long: 1 Out-of-season activities have not been made inactive. To correct, send the out-of-season rosters to history and make the sections inactive. OR Run the Activity Status Change program for out-of-season activities (those that are not actively in progress or being enrolled into). Then the picklists will only show the active status activities. 2 If the picklists are still too long, your System Administrator may want to edit users’ linked Permissions devices. Note: Your activity numbering scheme must be set up to facilitate this practice. For example, if staff at one location (the Youth Center) are only allowed to process enrollments into a certain consecutive range of activity numbers (510000–599999), then set their user ID permissions so that their picklists only display that limited range of activities. On the other hand, if staff at another locations are allowed to process enrollments for 1–499999 and 600001– 800000 and 950000–999999, then editing their user permissions would not work. Activity Reservations Were Made with Incorrect Parameters Re-run the Activity Reservations program (Daily � Facility � Activity Reservations). Press F1 for fieldlevel Help as needed. Activity Wait List Numbers are Incorrect Run the Waitlist Number Resequence program (Utilities � Activity � Waitlist Resequence). Press F1 for field-level Help as needed. Bulk Reducing Roster Fees Note: The Bulk Roster Fee Reduction program allows you to adjust the fees charged to every roster for a selected activity. 1 Go to Daily � Activity � Activity Bulk Fee Reduction. 2 Press the F9 key or right-click from within the Activity fields to select the activity section(s) for which you wish to adjust fees. The corresponding bill codes for the beginning activity section you chose will appear in the Bill Code column. 3 Choose whether the amount you will enter is the New Fee Amount you want to charge or the amount of the Fee Reduction you want to make to the corresponding bill code. 4 Enter the new fee amount or fee reduction amount on the appropriate bill code lines. 5 Click Continue to continue to the Details screen 6 Select the refund type: Apply – The refund is applied as a household credit Refund Now – The refund is paid from the cash drawer. Refund RecTrac – Refund checks will be written from within RecTrac via the Refund Check Processing program. Refund Finance – Your finance department will process refund checks. 7 If you chose Refund Now in step 6, select the pay type you want to use for refunds. All other refund options will automatically select the appropriate refund pay type. 8 Select the user, drawer, and date to process refunds. 9 Select if you want to print a refund voucher for every enrollee. 10 Select if you want to print the refund vouchers in a mailer format. 11 Right-click or press F9 from within the Refund Cmnt field to select a refund comment from the picklist, if applicable. 11 In the Misc Ref Cmt field, enter a miscellaneous comment that want to print on the refund receipts, if applicable. 6/9/2008 412 Vermont Systems, Inc.
RecTrac 10.1 Reference Guide 12 Click Process to process your fee reductions. OR Click
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