RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Facility Reservation Procedures
Converting Facility Type/Location/ID(s) from Old to New
The Facility Conversion program allows you to convert facility types/locations/IDs midstream if
your naming scheme changes. RecTrac automatically updates all pre-existing reservations
involving those facilities. It also converts GL and cash journal history involving those facilities,
within the date range selected.
1 Go to Utilities � Facility � Facility Conversion.
2 In the Old Facility field, enter or select the facility type/location/ID that you want to convert from.
3 In the New Facility field, enter the new facility type/location/ID that you want to convert to.
4 Click Convert. A question box will appear asking you if you want to continue with the conversion.
5 Click Yes. The conversion process will begin.
6 When the conversion is complete an information message box will display. Click OK.
7 Repeat steps 2–6 for every facility ID that you wish to convert.
8 When you are finished converting facilities, click Exit.
9 A message box will appear that reads: "If you have processed any conversions then you should run the Facility
Tree Creation Procedure. Do you want to run it now?" Click Yes.
10 You will continue to the Facility Links Creation screen. Review the text on the screen and click Yes.
Converting Facility Location Codes from Old to New
The Facility Location Conversion program allows you to convert facility location codes midstream
if your naming schema changes. RecTrac automatically updates all pre-existing reservations
involving those locations. It also converts general ledger and cash journal history involving those
locations.
1 Go to Utilities � Facility � Facility Location Conversion.
2 In the Old Location field, enter or select the facility location code that you want to convert from.
3 In the New Location field, enter or select the facility location code that you want to convert to.
4 Select the Delete Old Location After the Conversion option if you want to delete the old location record after
the conversion process is complete.
5 Click Convert. A message box will appear asking you to confirm your selection. Click Yes.
6 The conversion process will begin. When it is complete a message box will display with this information. Click
OK.
7 Repeat steps 2–6 for each location code that you wish to convert.
8 Click Exit. A message box will display with the following information: ‘If you have processed any conversions then
you should run the Facility Tree Creation Procedure. Do you want to run it now?’.
9 Click Yes. You will continue to the Facility Links Creation screen. Review the text on the screen and click Yes.
Deleting #0 Facility Reservation Number(s)
1 Confirm that no users—including yourself—are making facility reservations.
2 Run the Facility Workfile Purge program (Utilities � Facility � Facility Workfile Purge). Press F1 for field-level
Help as needed.
Reservations or Line Items Exist but are Not Attached to a Household
The Facility Missing Household Creator program uses MISSING HOUSEHOLD as the Last Name
for any missing households. Therefore, you will need to edit your newly created households with
the correct household and organization information.
1 Go to Utilities � Facility � Facility Missing HH Creator. Press F1 for field-level Help as needed.
6/9/2008 414 Vermont Systems, Inc.