RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Incident Procedures
Purging Incident Records
Run the Incident Reporting Purge program (Period End � Incident � Incident Reporting Purge).
Press F1 for screen-level Help as necessary.
General/System Procedures
The Computer Failed or Lost Power in the Middle of a Transaction
Call Vermont Systems, Inc. after you have checked the following items, but before making
any alterations:
• Check the Cash Journal.
• Check the G/L Distribution Report.
• Check the household history and household balance.
• Check the activity roster, facility, court, pass, inventory or rental item that you were working on when the
interruption occurred. Verify if the procedure completed—is the person on the roster, if the facility/court/rental
item reserved, if the person registered for the pass type, etc.
Restarting a Range of Installment Bills
Perform the following steps to restart installment bills after they have been suspended.
1 Go to Period End � System � Installment Billing Updates � Install Billing Status Update.
2 In the individual selection browser, select the household(s) for which you wish to restart installment billing.
OR
Enter or select the range of households for which you wish to restart installment billing.
Then, choose whether you wish to restart installment bills based on your selections in the range and browser, or
the browser only.
3 Select Restart as the Billing Status Option.
4 In the Date to Restart Billing field, enter the date that you want billing to restart.
5 Select the modules for which you wish to restart installment billing.
6 Select whether you want to process Installment Bills, Auto Debit from Checking/Savings, and/or Auto Debit
from Credit Cards.
7 Select the Print Status Change Log option if you want to print a log that includes the Household Name,
Household Number, Module, Family Member Name, Installment Billing Details, Bill Type, and Bill Amount for the
selected range of installment bills.
8 Click Details>>. You will continue to the Installment Billing Status Update – Details screen.
9 Enter or select the range of Activities, Pass Types, Rental Items, and/or Locker Rooms for which you wish to
restart installment billing.
10 Click Process. You will continue to the Output Selection screen.
11 Click Print.
12 When you return to the Installment Billing Status Update screen click Exit.
Note: To suspend installment bills, refer to the "Suspending a Range of Installment Bills" topic.
Recreating an Installment Billing ACH File
The Installment Billing - ACH File Recreate program allows you to recreate the ACH file that you
will send to the bank with RecTrac transaction figures. You would run this program if you find that
your ACH file was not configured properly when it was first created. This program will not affect
any figures in your RecTrac database.
1 Go to Utilities � System � Installment Billing/ACH Utilities � Install Bill ACH File Recreate.
Vermont Systems, Inc. 439 06/09/08