Reading a Household s Transaction History RecTrac 10.3

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1 RecTrac 10.3 READING A HOUSEHOLD S TRANSACTION HISTORY...1 SUMMARY...1 Transaction Inquiry vs. Transaction History Report...1 HOUSEHOLD TRANSACTION INQUIRY...1 What the Toggles and Buttons Do...2 UNDERSTANDING THE TRANSACTION HISTORY BROWSER...4 Beginning and Ending Balance Columns...5 When the Ending Balance and Household Balance Don t Match...5 When a Transaction Fails to Update Cash, GL and History Correctly...5 The Order in which Transactions are Listed in the Transaction History...6 Transaction Types and What They Mean...7 Transaction Numbers...7 FINAL THOUGHTS Vermont Systems, Inc. 03/02/12 i

2 RecTrac by Vermont Systems, Inc. This document is the property of Vermont Systems, Inc. and is provided in conjunction with software by means of a licensed contract agreement between the customer and VSI. The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice. Vermont Systems, Inc. 12 Market Place Essex Junction, VT ii 03/02/12 Vermont Systems, Inc.

3 RecTrac 10.3 Summary A Household s Transaction History contains a listing of all actions taken by a household in the database since it was entered (or since the last Transaction History Purge date). Actions include but are not limited to registrations, payments, cancellations, transfers, etc. This information is helpful, especially when troubleshooting balance issues with a household, so knowing how to read a patron s transaction history is extremely important. This document will provide some tips and guidelines for making that process easier. Transaction Inquiry vs. Transaction History Report Two programs allow you to view a Household s Transaction Listing Household Inquiry Txn History Global HH Transaction History Listing The Household Transaction History Listing seems like the easier of the two to use, since it s a report that can be run quickly, sorts in ascending order and provides a running balance if needed. However, the Transaction Inquiry is the superior option because it provides more information, displays beginning and ending balances and contains a print option. This document will look at the Transaction Inquiry only. Household Transaction Inquiry The Browser Box on the Transaction History screen lists all of the transactions for the selected household since it was entered into the database (or since the last Transaction History Purge date). The fields listed may not be edited. 1 Go to Inquiry Global Global Household Inquiry. 2 Enter the household whose transaction history you wish to view in the Lookup field and press <Enter> on your keyboard. 3 Highlight/Select the household and click Select. You will continue to the Family Member Listing screen. 4 Click the Txn History button, which is located at the bottom of the middle column. You will continue to the History Search Criteria Screen. Vermont Systems, Inc. 03/02/12 1

4 RecTrac To view the household s full transaction history, leave the Date, Number, Receipt #, Transaction # and All Transaction Types at their default settings THEN Determine whether you wish to view transactions in Ascending Order (oldest transactions at the top of the browser and most recent transactions at the bottom Recommended option) or in Descending Order (most recent transactions at the top of the browser and oldest transactions at the bottom). 6 Click History. You will proceed to the Transaction History Browser. Note: You can sort the browser columns on this inquiry. Right-click on the browser heading and select Set Columns Movable to Yes. Then click and drag the column to the desired locations. Right-click again and select Save Browser Settings when done. This change affects the browser view only and not the report output. The view depicted above is the default view. A custom view appears on page 4. See also Custom Column Sorting in the F1 Help. What the Toggles and Buttons Do Print Options Mailer For use with the Print History button below; enable this option to print the Household s mailing address in the header on Page 1 of the output. It also prints the primary address and phone number of your organization. Running Balance For use with the Print History button below; enable this option to include a household s running balance on the Transaction History report output. Receipt Summary Click this button to view a consolidated transaction history listing. Rather than each individual transaction, only the Receipt Number, Receipt Date, Payment Amount and 'OK to Reprint?' option are displayed. From this screen you may choose to view detailed information for a selected receipt or reprint the currently highlighted receipt. Receipts should be stored in the Common Receipt Location. 2 03/02/12 Vermont Systems, Inc.

5 RecTrac 10.3 H/H Balances Click this button to view the Household Balances screen. This screen will display balances (debits or credits) for each individual module for the household selected. Detailed Receipt # Info Highlight/Select a receipt and click this button to proceed to the Detail Receipt History for all items linked to same receipt. From this screen, you can: Click Cash/GL Info to display the General Ledger Inquiry for the selected transaction. From the General Ledger Inquiry, you can click Cash to show the Cash Transactions Inquiry, click History to see the Transaction History for that item or click Refunds. See page 9 below. Click <<Back to return to the previous screen. The Credit Card button is obsolete as RecTrac no longer stores full credit card information Vermont Systems Inc. 03/02/12 3

6 RecTrac 10.3 Detail Trxn # Info Highlight/Select a transaction and click this button to proceed to the Detail Transaction History for all transactions linked to that number. From this screen, you can: Click Cash/GL Info to display the General Ledger Inquiry for the selected transaction. From the General Ledger Inquiry, you can click Cash to show the Cash Transactions Inquiry, click History to see the Transaction History for that item or click Refunds. See page 9 below. Click <<Back to return to the previous screen. The Credit Card button is obsolete as RecTrac no longer stores full credit card information. Print History This button acts like a shortcut to the Global HH Transaction History Listing and prints the Household Transaction Listing for the household selected. You export this report to MS Excel, if desired. Note: This report prints in Ascending Order and will filter by whatever date/receipt/transaction selections you made on the on the History Search Criteria screen. Print Receipt Prints the highlighted/selected receipt. Receipts should be stored in the Common Receipt Location.. <<Back Will return you to the Family Member Listing screen. Exit will return you to the main RecTrac menu. Understanding the Transaction History Browser The Browser Box on the Transaction History screen lists all of the transactions for the household listed in the title bar at the top of your screen since it was entered into the database (or since the last Transaction History Purge date). The fields listed may not be edited. By default, the browser displays the Transaction Date, Transaction Number, Transaction Type, Receipt Number, Transaction Description and Details, Beginning Balance, Net Fee, Paid Amount, Ending Balance, Fee Amount, Discount Amount, Memo Amount, Full Paid Amount, Bill Code, Module, User, Transaction Time, Special, Payment/Fee Reference, Credit Card Type, Credit Card Expiration, Credit Card Account Number and Credit Card Authorizaion Number. Full credit card numbers and expiration dates are not stored in RecTrac. Partial information only is displayed here. Note: You can sort the browser columns on this inquiry. Right-click on the browser heading and select Set Columns Movable to Yes. Then click and drag the column to the desired locations. Right-click again and select Save Browser Settings when done. This change affects the browser view only and not the report output. The Transaction History displayed on page 2 above is the default view. The custom view below displays the same Household. See also Custom Column Sorting in the F1 Help. 4 03/02/12 Vermont Systems, Inc.

7 RecTrac 10.3 Beginning and Ending Balance Columns The Begin Bal and End Bal columns on the transaction browser display what the household balance was prior to a transaction and what the balance is afterward. If all information on a household is accurate, the Ending Balance of one receipt will always match the Begin Balance of the next receipt. The example below show displays this. Beginning Balance Explanation When RecTrac processes a transaction, it literally looks at the Total Balance on the household and stamps it in the Begin Bal field before anything else happens. RecTrac arrives at the total balance by adding all credit and debit balances from the various modules in RecTrac. For Example: If a household has an Activity Balance of $50.00 and a Locker Deposit (Credit) of 20.00, the amount displayed in the Begin Bal column would be Ending Balance Explanation The Ending Balance is a calculated field. It is NOT a stamped value based on module balances. For Example: If a household has a $30.00 balance and makes a $30.00 payment, the amount displayed in the End Bal column will be $0.00 regardless of whether the Household balance displayed is $0.00. The logic dictates the end balance nets to $0.00 ($30.00 owed - $30.00 paid = $0.00). When the Ending Balance and Household Balance Don t Match Typically, the household balance displayed will match the Ending Balance displayed on the most recent receipt for a household in the Transaction Listing. However, events, such as power outages, network failure and etc, occasionally keep a transaction from completing in RecTrac. In those instances, the End Balance is typically correct and the displayed balance is wrong. The Household Balance Recalc utility (Utilities System Household/FM Utilities) is the best solution to this problem. When a Transaction Fails to Update Cash, GL and History Correctly One of the last things RecTrac does on a transaction is update the displayed household balance. Generally speaking, once a clerk clicks Print/No Print to process a transaction, RecTrac will update (in order) the Cash, GL, Transaction History and lastly Household Balance. So, for example, if a transaction appears on the Cash Journal but not on the GL, there is a good chance the Transaction History and Household Balance did not update properly. The Transaction History can help you identify these instances. Knowing what they look like can help you explain them to your patrons. In the example below, the End Balance on receipt 3997 does not match the Begin Balance for receipt 3998, yet receipt 3997 shows a Fee Amount. Typically, your end of day close out would uncover this problem before anything else. In an End of Shift setting, you would be unable to close out the drawer because Cash and GL are out of balance. In a non- End of Shift setting, the cash journal and GL reports run to balance the drawer would not match. Vermont Systems Inc. 03/02/12 5

8 RecTrac 10.3 In either scenario, you would run the Cash-GL Comparison Report (Reports System System Financial Reports) to identify the out of balance receipt. Course of Action When you have a Cash and GL out of balance issue you need to call Vermont Systems Customer Support ( ) and have us help you add the missing portion of the transaction as well as the transaction history entry. When a GL, Cash and/or History record is added to a receipt manually, RecTrac generates a Direct Add Transaction Reference and attaches it to the record. This is helpful in the event you ever have to explain an End Balance/Begin Balance discrepancy to your patrons. To view the Direct Add note, go to the HH Transaction History for the household, highlight/select the receipt and click Detail Rcpt # Info and then click Cash/GL Info. Scroll right to the Txn Ref field. Note: Adding missing records to the receipt will balance your cash and GL records and insure the history record and Household balance is correct. However, the Begin Bal field on the Household Transaction History for that receipt will NOT update because the value is stamped at the time of the transaction. The Order in which Transactions are Listed in the Transaction History Regardless of your sort option (Ascending or Descending), the order in which transactions appear on this Transaction History Listing are NOT always the exact order in which things happened. For instance, the example below shows a Credit Balance being used for a Payment then the patron being enrolled in an activity and charged $43.00 resulting in an ending balance of $ Logically, events could not have occurred in this sequence. Note: The above transaction includes a payment from an existing Credit Balance (Cr Used). To view the amount of the credit used, scroll to the right. The amount will be listed in the Memo field. Similarly, the example below shows appears to show a $10.00 check payment paying off a pass renewal before the pass was renewed. Such examples are the exception, though, and not the rule. Generally speaking, when a transaction involves multiple fees, the Payment (Pmt) will appear last. 6 03/02/12 Vermont Systems, Inc.

9 RecTrac 10.3 Transaction Types and What They Mean The following table lists the abbreviations that can appear in the Txn Type column and their full descriptions. Txn Type Full Description Txn Type Full Description Adj Dec Fee Adjustment - Decrease P Renew Pass Renewal Adj Inc Fee Adjustment Increase Pmt Payment Made Auto Bal Auto Balance Apply PreNote ACH/Auto-Debit Pre-Note Bal Balance Prev Previous Year Payment Canc Cancellation Rfnd Refund Chg Back Change Back Rfd App Refund Applied to Household Cr Appl Credit Applied/Used for Payment Rfd Fin Refund Finance Cr Added Credit Added to Household Balance Rfd Now Refund Now Dep Fee Deposit Fee Charged Rfd Rec Refund from RecTrac Dep Pmt Deposit Payment Made Rev Payment Reversal Detail Change Detail Changes in Cancel/Change Spec Update Special Roster Update Fee Fees Applied Statement Memo Statement/Invoice Printed for Household F Chng Finance Charge Surcharge Cancellation Surcharge Fees Hng Hang Up (TeleTrac Only) Swap Payment Swap IBill Fee Installment Bill Fee Applied Visit Pass Visit Invoice Memo Invoice Memo Visit Pmt Pass Visit Payment Lst Rfd Lost Refund Void Fee Fees Voided L From Lottery Transfer From Void Paid Payment Voided L To Lottery Transfer To X From Transfer From (AR,PM & LS) Lotto Memo Lottery Enrollment Memo X To Transfer To (AR, PM & LS) Note Transaction Note made by RecTrac Transaction Numbers A Transaction Number is generated whenever a fee is charged. Subsequent payments, refunds, etc made against that single fee will be linked to the original transaction number. This is handy if you re trying to research where a payment went when it was applied (i.e. what activity the payment was applied toward). The example below shows a fee generated from an Installment Bill and the subsequent payment. Even though the payment was made four (4) days after the bill was created, both transactions are linked to the same Transaction Number (3837). Vermont Systems Inc. 03/02/12 7

10 RecTrac 10.3 The next example shows three (3) separate receipts from three (3) separate days all linked to the same transaction number (9949) from the initial fees charged. Note: The above transaction includes a payment from an existing Credit Balance (Cr Used). To view the amount of the credit used, scroll to the right. The amount will be listed in the Memo field. To view all receipts associated with a single Transaction Number, highlight any one receipt and click the Detail Trxn # Info button at the bottom of the screen. To further track exactly where money involved with a transaction went (GL, Cost Center, etc ), highlight any transaction and click Cash/GL Info. You will proceed to the General Ledger Inquiry screen where a complete breakdown of all GL activity associated with the receipt in question will be displayed. The example below shows activity linked to the four (4) transactions that make up receipt number 2108 (above). Click Cash and/or History as needed for further information. See also the example on page /02/12 Vermont Systems, Inc.

11 RecTrac 10.3 Transaction Number 0 Some transactions result in a transaction number of 0. Reasons for this include, but are not limited to: Advance payments (Money has been paid but not applied to a fee). A single payment applied to multiple transaction numbers (i.e. one payment made for two enrollments). Enrollments into more than one activity on the same receipt, etc. The example below displays a split payment ($14.25 cash and $14.25 check) being applied to multiple Tran Codes associated with a single sale in POS Touch Courts. Note that each Fee has its own transaction number and that the transaction number for the payments is 0 even though all seven (7) line items are associated with the same receipt (2189). For instances where more than one transaction number was involved, you can highlight/select the transaction (receipt) in question and click Detail Receipt #Info. The examples below display the Detailed Receipt Information for receipt 2188, showing how a $50.00 check payment was applied toward multiple fees. The Cash/GL breaks it down further, showing more detailed information. Transaction History: 0 Txn Number on a payment means multiple transactions are linked to the $50.00 payment. Detail Receipt # Info: Proves the above and shows the $50.00 payment was applied to two transaction numbers: Txns ($20.00) and ($30.00) G/L Inquiry (from Cash/GL Button): Displays how the $50.00 payment was distributed between the two separate fees. In this instance, both were locker rentals. Cash Transactions (from Cash/GL Button): Shows the single $50.00 payment that matches the other totals. Vermont Systems Inc. 03/02/12 9

12 RecTrac 10.3 Final Thoughts Reviewing a household s transaction history is often the easiest and most affective method for sorting out balance discrepancies. Understanding a how the transaction history works and knowing what to look for will help you when sorting out balance issues with your patrons. When doing so, it is helpful to look at a few receipts prior to the one in question. When possible, choosing one that has a Begin Bal of $0 is smart. Follow it down through to the possible problem transaction making sure your End Bal of one transaction equals the Begin Bal of the next transaction, etc. Many times you will spot potential problem transactions immediately /02/12 Vermont Systems, Inc.