RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Note: All imports update the pass member pass type visit counts, except imports from Marc Card
or PerForm. These imports only update the pass type visit counts.
3 Enter or right-click to browse to the appropriate import path and filename. Be sure to include the device and
directory name(s) as applicable.
4 In the Begin Pass Type and End Pass Type fields, enter or select the pass types for which you wish to import or
export pass visits.
5 In the Pay Code field, enter or select the pay code for the revenue amount to post to cash and GL.
Note: You might use this field if you collected additional fees for any of the pass types within the
selected range. The system generates a revenue figure based on the number of visits multiplied
by the Additional Visit Fee amount (from the Pass Type Maintenance - Fees/Charges screen) for
each applicable pass type.
6 In the Facility Type field, enter or select the facility type for which you are optionally updating the total of all
imported pass type visit counts.
7 In the Facility Loc field, enter or select the facility location for which you are optionally updating the total of all
imported pass type visit counts.
8 In the Facility ID field, enter or select the facility ID for which you are optionally updating the total of all imported
pass type visit counts. For example: You may be importing a range of pass type visit counts that all apply to a
specific facility, such as a pool. You would select that pool's Facility ID to update with visit statistics.
9 Enter or select the range of dates for which you wish to import pass type visit counts.
10 Select the Print Import Visit Results Report? option if you would like to print an import visits results report.
11 Click Process.
12 When the import is complete, click Exit.
Incorrect Figures Display on Pass Membership Reports
If the numbers on your Pass Membership reports appear to be lower than you think they should
be, you may have selected to Use the Original Member Date in place of the (current)
membership date. This selection can be found on the Pass Type Maintenance – Core Information
screen.
RecTrac always keeps track of pass holders’ original pass membership date as long as they keep
their pass active. This option should be selected ONLY if you wish to use the original membership
date in place of the (current) membership date when reporting. Leave this box blank to use the
default (current) membership dates for reporting. If you check this box, you'll need to take care
when analyzing pass membership data.
For example, Joe Smith purchased his first pass in June 1990 and has kept it active ever since. If
you have checked this box and run a Pass Membership Analysis Report with the current fiscal
year as your membership date range, Joe Smith will not be counted on the report. This is
because his original membership date is outside the range of the current fiscal year.
Linking Households to Orphaned Passes
This program would be run in a situation in which passes exist but are not attached to a
household. This program will find these unlinked passes and then create and attach a valid family
member and household to them. The program uses ZZZ-FIX as the last name and JOE as the
first name for these missing households or family members.
1 Go to Utilities � Pass � Pass Missing HH Creator.
2 Select the Continue with Missing H/H Creator option.
3 Click Process.
4 A message box will display asking you if you wish to continue. Click Yes.
5 When the update is complete, a message box will display. Click OK.
6 Click Exit.
Vermont Systems, Inc. 417 06/09/08