RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
My CYS Facilities Do Not Display in Hourly Care (Court) Picklists
The only facilities that will display in the CYS Hourly Care (Court) Picklists are those that are
specifically designated as ‘Court’ facilities. To check your CYS facilities for this setting:
1 Go to Files � Facility � Facility Maintenance.
2 Highlight the first CYS Facility that accepts hourly care reservations. Click Change.
3 You will proceed to the Facility Maintenance - Core Information screen. Select the Is This A Court Module
Facility? option.
4 Click Done.
5 Repeat steps 2–4 for every CYS facility that accepts hourly care reservations.
6 Click Exit.
Recalculate Installment Bills Based on New CYS Rates
The CDC Household Installment Bill Recalc program allows you to update established CYS billing
amounts based on any changes that may have taken place in your CYS database since the last
time you ran the installment billing program. This program should be run each time prior to
running the installment billing procedure.
1 Go to Period End � CYS � CYS Installment Bill Recalc.
2 In the Household Range field, enter or select the range of households for which you wish to update installment
bills.
3 Click Recalc. The CYS installment bills will be recalculated.
4 Click Exit.
Note: To process the resulting CYS installment bill records, go to Period End � Global � Global
Auto Dr/Install Billing.
Removing a Household from the CYS Wait List
Complete the following steps to remove a child from the CYMS wait list. You may wish to perform
the function if a family moves after adding a child to the waitlist.
1 Go to Period End � CYS � CYS Waitlist Processes � CYS Waitlist Delete. You will continue to the Household
Selection screen.
2 Enter the last name of the household for which you wish to delete a child from the waitlist and click the Sponsor
Name button.
3 You will continue to the Household Listing screen. Highlight the household for which you wish to delete a waitlist
entry and click Select.
4 A message box will display asking if you wish to remove this household from the CYMS wait list. Click Yes.
5 When the household has been removed a message will display. Click OK.
6 Repeat steps 2–5 for each household wait list entry that you wish to delete.
7 Click Exit.
Prorating Final Installment Bill Amounts When a Sponsor is PCSing
Run the CYS PCS Prorate for Installment Bill/Auto-Debit program (Period End � CYS � CYS
PCS Prorate for Installment Bill/Auto-Debit).
Prorating Before/After School Class Fees for Summer Camp
1 Go to Period End � CYS � CYS B/A School Prorate for Camp.
2 Enter the range of activity sections that you want to prorate.
3 Enter the before/after school end date you want to use for proration.
6/9/2008 450 Vermont Systems, Inc.