RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Printing Household ID Cards and Passes
When To Print Passes
There are several pass printing options in RecTrac:
1 You can print passes during the pass registration or renewal process. You would normally do this if you have a
receipt printer and a separate pass printer loaded with card stock.
OR
2 You can wait and print all new passes at the end of each day. You would normally do this if you only have one
printer in which you need to switch from receipt paper to card stock for passes.
OR
3 You'd want to wait to print a range of passes if you print passes on a laser printer, instead of perforated card
stock. That way, if the laser card stock holds 3 passes per sheet, you'd want to print passes in batches of 3,6,9 so
that you don't waste a lot of extra laser card stock.
Whenever you choose to print passes, you may print them without bar codes, with integrated bar
codes or print bar codes separately to stick on them.
Printing Passes
Setup:
1 For all pass printing, both laser and matrix, you must first setup a pass template. Go to (Files - Pass -) Pass
Template Maintenance - Add or edit any one of the templates found on the Pass Template browser. These
templates are pre-defined to show a wide variety of pass information in different formats. Valid information that
can display on the pass are: Name, Address, Pass Number, Membership Date, Expiration Date, Age, Gender,
Features, Pass Type, Year, (the word) 'PASS', Yr/Type/Pass, Home Phone, Work Phone, Household ID,
Birthday, Pass Number Bar Code,and Household ID Bar Code. You may choose the pitch according to how much
needs to fit on the labels. Remember: the smaller the pitch number, the larger the font is.
2 After you have created or edited your template, be sure to Test Print for alignment and proper placement on the
pass form or card stock.
3 (Files - Pass -) Pass Type Maintenance - Core Information Screen: For each pass type that you allow
registrations for, click the and select the appropriate Pass Form from the Pass Template picklist. This will be the
pass template used to print passes for this pass type. If you leave it blank, you will have the opportunity to choose
one during the pass print process.
4 If you want to print passes during the registration or renewal process, you must check the box "Print Pass During
Registration" on the Fees/Charges Screen. If you plan to only print passes by batch, then do not check the box:
then you won't be given the option to print passes during the sale.
Pass Printing:
1 Process the Pass Registration, Transfer or Renewal. Note: You cannot print passes during a Pass Transfer; you
must print those passes at a later time so skip to Step 4.
2 If you're printing passes during Registrations and Renewals, then you need to proceed from the Pass
Registration or Pass Renewal screen to the Payment Screen. After you've processed any payments and chosen
whether to print a receipt, the Pass Print Options screen pops up. The Pass Print Options screen allows you to
specify criteria for pass printing during the pass registration or renewal process. Press F1 for specific field level
Help.
3 The default settings for this screen are saved from the last time this screen was used. Since pass and bar code
printing are fairly picky endeavors, once you find your most successful settings, copy them down to use each
time. Jot down the Print Option screen settings as well as the Printer(s) you selected.
4 If you are printing passes later, then complete the Pass Registration, Renewal or Transfer, making payments and
printing receipts as needed. At the end of the day or week, go to (Reports - Pass -) Pass Print. On the first
screen, choose the population who you wish to print passes for. After you select the pass member range, click
Details>>. You will advance to the Pass Print Details screen, where you need to specify criteria for pass
printing. Press F1 for specific field level Help.
5 The default settings for this screen are saved from the last time this screen was used. Since pass and bar code
printing are fairly picky endeavors, once you find your most successful settings, copy them down to use each
time. Jot down the Print Details settings as well as the Printer(s) you selected.
6/9/2008 470 Vermont Systems, Inc.