RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Refund Setup
There are two Refund setup steps:
1 In Files � System � Parameter Codes Maintenance � Static Parameters Maintenance - G/L Info screen, there
is a field labeled Keep 'RR/RF’ In The Control Acct As a CR. Answer the questions in the topic How To Decide
Which Refund Setup is Best before you set this toggle. Checking this box will leave a credit entry in the credit
balance control account whenever you process a Refund Later - RecTrac or Refund Later - Finance entry. This
toggle has no effect on Refund Now or Refund Apply transactions.
2 In the linked Payment device(s) in Device Assignments (Files � System � Device Maintenance), first review
Refund Types and What They Mean. Then, in the Default Refund Type field for each module, indicate how you
want the "refund payment option" field to default.
RA = Refund Applied (to household)
RN = Refund Now (out of the cash drawer)
RF = Refund Later via Finance (will produce vouchers)
RR = Refund Later via RecTrac (will mark for later refund check-writing in RecTrac)
Important Note: RecTrac operates on the assumption that you won’t use both RF and RR refund types. You
can, however, use a combination of RAs and RNs with either RFs or RRs.
How To Decide Which Refund Setup is Best
RecTrac allows four different refund types, depending on your organization's needs and practices.
We recommend the following settings for the Keep 'RR/RF' In The Control Acct As A CR option in
Static Parameters Maintenance - G/L Screen.
Question If YES, If NO,
Question 1
Will you be printing refund checks for
RecTrac refunds using the RecTrac
Refund Check Print program?
Question 2
With Finance printing the RecTrac refund
checks, do you want to keep track of a
balance within RecTrac's Control
Account?
Question 3
Will you be able to get refund check totals
from Finance whenever RecTrac refund
checks are printed?
Question 4
Are you willing to post entries in RecTrac
periodically as you are notified that
Finance has cut refund checks?
Turn toggle ON
(RecTrac will net out
the Control Account
balance when you use
the Refund Check
Print program)
Continue to question 3
Continue to question 4
Turn toggle ON (You
would need to post
manual entries using
the RF Offset Post
program to net out the
Control Account
balance on a periodic
basis)
Continue to question 2
Turn toggle OFF (RecTrac will
net out the Control Account
balance every day)
Turn toggle OFF (RecTrac will
net out the Control Account
balance every day)
Turn toggle OFF (RecTrac will
net out the Control Account
balance every day)
Vermont Systems, Inc. 501 06/09/08