RecTrac 10.1 Reference Guide

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Reference Guide RecTrac 10.1 2. Pay Codes: 1=check 2=cash 3=credit card 4-89 user defined 90-97 reserved 98=journal 99=system ↑ Payment Types: cash, check, credit card, gift certificate, foreign currency, scholarship, journal, system, miscellaneous ↑ Offset GL Account Numbers (for Interface) GL Codes ↑ General Ledger Account Numbers 3. Sales Tax Table(s) Payment Codes and Payment Types ↑ Cost Center Codes 6/9/2008 492 Vermont Systems, Inc. ↑ Cost Center Account Numbers RecTrac allows you to define up to eighty-six payment methods. Each payment method consists of a code and a type. You may use the numbers "4" through "89" as your user-defined payment codes. The payment codes 90 through 99 are reserved for system use and payment codes 1, 2, and 3 may only have minimal information revised. The payment codes are linked to one of ten payment types: Check, Cash, Credit Card, Gift Certificate, Scholarship, Foreign Currency, Journal, System, Miscellaneous, Marine DPP (Deferred Payment Plan) and Account Transfer. Each payment code is also linked to a specific G/L Account Number. For example: Note below how the payment types may be used more than once to create specific methods of payment: Payment Code Payment Type Description 1 Check Check (local) 2 Cash Cash 3 Credit Card Visa/Master Card 4 Credit Card American Express 5 Scholarship United Way Children's Scholarship 6 Gift Certificate Gift Certificate Redemption 7 Check Travelers Check 8 Foreign Currency Canadian Currency
RecTrac 10.1 Reference Guide Payment Code Payment Type Description 9 Foreign Currency * * Yen Each foreign currency must be set up with its own exchange rate. What is the Control Account? A control account is a holding or suspense account. You may wish to think of this account as an Accounts Payable account. In RecTrac, we use this term to refer to the Credit Balance Control Account where monies are held pending some further action—they are funds waiting to be refunded or applied to a future fee. Balances in the RecTrac Credit Balance Control account are recognizable as household credit balances. With the RecTrac financial reports, you have a complete audit trail of all entries into and out of the control account. Credits to the control account occur if a payment is made without an offsetting fee amount due, or if a cancellation refund is processed and applied to the household balance. They also occur if refunds are processed and the check is to be written later (either by RecTrac or Finance department). In this case, the balance of the RecTrac Credit Balance Control account equals or acts as a control amount over checks that are pending. The RecTrac Refund Report lists all such pending checks. Setting up a control account in RecTrac is necessary for the system to work properly. Your finance office MUST have a RecTrac control account for the recreation department as well. The RecTrac Credit Balance Control account is a liability account on your designated balance sheet. For single or multi-funds departments, when you set up your RecTrac credit balance control account, you must choose one fund in which to set up the control account. The decision to have a single control account (as opposed to a control account in each fund) allows RecTrac customers to "Refund Apply." This means that refund money stays on account for future use in the same or other modules. Setup: 1 Go to Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen. In the Credit Bal Control fields, enter a GL code and (optional) cost center code that points to a control account in your general ledger. This is the default control account for RecTrac, and is used whenever more specific suspense accounts are not defined. 2 If you will be using Lottery Processing for Activity Registrations: Go to Files � System � Finance Codes Maintenance � Bill Codes Maintenance. Go to the Core Information screen of each of your AR type bill codes. In the Susp/Wash fields, enter a GL code and (optional) cost center code that points to a control account in your general ledger for this bill code. During a transaction involving this bill code, if a control account is needed, it will look here. If you leave this field blank, RecTrac will look in Static Parameters (see Step 1). How is the Control Account Used in RecTrac? Funds flow into the control account when: Funds flow back out of the control account when: � A household overpayment is made � The household overpayment is applied to a new fee or refunded � A payment has been reversed but not yet refunded � The reversed payment is refunded � A cancellation or void has occurred but not yet refunded � The proceeds from a cancellation or void are refunded � A transfer out of one activity or pass has occurred � The resulting transfer into the new activity or pass has Vermont Systems, Inc. 493 06/09/08
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