RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Setup:
1 The first thing you need to setup is the Housesehold ID Swipe parameters in (Files - System - Parameters -)
Statics Parameters - Screen 5 of 6. Once this has been determined, you will not change it!
2 If you plan to print your ID card bar codes on laser labels, then you must first setup a laser label template. In
(Files - System - Other - ) Laser Label Template Maintenance: Add or edit the ID or PASS templates found on
the Label Maintenance browser. The templates are pre-defined to fit on Avery 5160 or 5267 label sizes. Be sure
that any ID card bar code template you add is coded with Type = Bar Code Label. The number of print lines will
always be 1 and pitch is unimportant as the only thing that will be bar coded is the household ID number.
Bar Code Printing:
1 Whenever you wish to print, go to (Reports - System -) Bar Code Print. If you are printing for a defined
household or range of households, enter it in the 'Code Range' fields. Specify H/H ID in the 'Code Option' field.
After you select the 'Processing' and 'Length' options, specify the other criteria for bar code printing. Press F1 for
specific field level Help.
2 If you've chosen Laser label printing, when you click Print, you will advance to the RecTrac Laser Label
Spooler screen. Here, you need to pick a laser label template from the Laser Template Picklist.
3 When you click Print again, choose the appropriate printer to print the bar codes on.
4 After the labels have printed, you will be asked to confirm the last household that printed correctly. This is so that
if you run out of paper or the printer jams, you can pick up where it left off, instead of reprinting the whole range
again.
5 The default settings for these screens are saved from the last time the screens were 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 screen settings as well as the template and Printer(s) you selected.
Printing Letters and Mailing Labels
Exporting RecTrac Addresses
You can export the RecTrac address data to file and use in your own word processing software,
or you can perform a rudimentary mail merge within RecTrac. To find out more about mail merge
in RecTrac, see the section entitled Merging a Letter With RecTrac Addresses .
Main Advantage Of Exporting RecTrac Data To Use In Your Word Processing Software:
• It's prettier - Using your word processor, you can insert graphics or use different fonts to change the look of your
letter.
Main Disadvantage:
• If you are not already proficient in your word processing software's mail merge feature, then you will have a
learning curve ahead of you.
Creating the Export File:
1 Depending on what RecTrac population you wish to send the mailing to, choose the appropriate Labels & Letters
program.
To Export From This Group: Run this Program:
Activity Enrollees (Current Or Past Years) Reports - Activity - Activity Labels & Letters
Any or All Family Members, based on Family
Member features
Any or All Households, based on Household
features
Reports - Global - Global Labels & Letters (FM)
Reports - Global - Global Labels & Letters (HH)
Facility Reservees Reports - Facility - Facility Labels & Letters
Instructors Reports - Activity - Instructor Labels & Letters
Vermont Systems, Inc. 473 06/09/08