RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
Scenario Recommended Steps to Find and Fix the Problem:
If your cash drawer recount doesn’t change, match up each check and
credit card receipt by name or number to the Cash Journal Detail. You may
find that an incorrect payment type was processed for a transaction. In the
above example, a $10 credit card payment accidentally got processed as a
check, so the checks are over while credit cards are short by the same
amount. To correct it, find the erroneous transaction, reverse it and reapply
with the correct payment type.
Cash Over If the Cash Journal and GL totals match, but you have more money than
the Cash Journal and GL say you should have:
Recount your cash drawer. You may have miscounted the total.
OR
If your cash drawer recount doesn’t change, match up each check and
credit card receipt by name or number to the Cash Journal Detail. You may
find that an extra check or credit card item was put into your drawer, but not
processed in RecTrac. Unfortunately, if the extra money is cash, it may be
more difficult to find out what household it belongs to. If you save copies of
all receipts for the day, match them up with the cash drawer items. To
correct the problem, find the household in question, process the transaction
and apply the payment.
OR
If the above steps don't yield you an answer, you may post the "cash over"
as a miscellaneous transaction for the day.
Cash Short If the Cash Journal and GL totals match, but you have less money than the
Cash Journal and GL say you should have:
RecTrac Out-Of-
Balance
Recount your cash drawer. You may have miscounted the total.
OR
If your cash drawer recount doesn’t change, match up each check and
credit card receipt by name or number to the Cash Journal Detail. You may
find that an extra payment was processed in RecTrac, with no money put
into your drawer. (This sometimes happens if you have setup RecTrac to
default to Full Payment on the payment screen, and you quickly Enter/F2
through the payment screen, thus posting a payment that was never
made.) Unfortunately, if the money short is cash, it may be more difficult to
find out what household had a payment applied in error. If you save copies
of all receipts for the day, match them up with the cash drawer items. To
correct the problem, find the household in question, reverse the transaction
and process again with no payment.
OR
If the above steps don't yield you an answer, you may post the "cash short"
as a miscellaneous transaction for the day.
If your cash drawer totals match either the Cash Journal totals or the GL
Distribution totals but the Cash Journal and GL totals don't match each
other:
Run the Cash GL Comparison report. Find the transaction(s) that are out of
balance. Call VSI Customer Support at 1-877-883-8757 to report your
findings, and help with correcting the offending transaction.
OR
If the Comparison Report doesn't yield an answer, that is an indication that
RecTrac is out of balance with itself. Call VSI Customer Support at 1-877-
Vermont Systems, Inc. 527 06/09/08