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Bret Alarcon

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How to remove the 'Amount to Be Paid Today' from WebTrac 3.1 Payment Screens

Published June 6th, 2022 by Bret Alarcon

Problem On the WebTrac checkout screen, we do not like that the customers are able to see the Amount to Be Paid Today field or that they are able to update/change the amount they're paying in it. It defaults to the maximum owed, but we don't want to leave it open for the chance of error with customers being able to adjust the amount they're paying.

177 Views 1 min

VIC fails to connect after updating to the latest build of RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem VIC fails to connect on all workstations after updating to the latest build of RecTrac 3.1. Solution There have been a few instances where the JS file in :\vsi3\rectrac\webserver\gui\js have failed to update. If this is the case the build we need to be re-run or the files will need to be manually updated. Contact VSI for assistance as rerunn

132 Views 1 min

SASiteManagementMain_help

Published July 10th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily. Check back soon!

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10.3 and 3.1 Progress Install Hangs at 34%

Published June 6th, 2022 by Bret Alarcon

Problem My Progress install hangs at 34% complete for more than an hour. Is something wrong? Solution The Progress install is a silent installation so there is no progress meter. During a typical installation, it will hang on 34% for the duration of the install. Depending on the computer hardware being installed on, the installation could take anywh

153 Views 1 min

Transactions are being recorded under the Default Drawer and not Drawer linked to User ID in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We're seeing some transactions going through on Cash Drawer 1, even though the user and/or workstation is linked to another Drawer. Is there a setting that can change this?RecTrac 3.1 Solution Ensure VIC is running on the workstation(s) where payments are being processed on Cash Drawer 1. Generally speaking, a default RecTrac setup includes

174 Views 1 min

Unable to send request to web server XYZ. Error code = 12031

Published June 6th, 2022 by Bret Alarcon

Problem This error only occurs when trying to access RecTrac from the server itself. All other RecTrac clients connect just fine.'Unable to send request to web server XYZ. Error code = 12031.' Solution A ping test to the server name replied with anIPv6 IP address which the city is not using. The fix was to add the server's IP address to the hosts fi

169 Views 1 min

3.1 Why Workstation Name Not Discovered with VPN Connection

Published June 6th, 2022 by Bret Alarcon

Problem Profiles linked at the workstation level are not working. We're on a LAN but have a VPN connection. Is there a reason this doesn't work and is there a workaround? Solution In order to use some RecTrac 3.1 features that require a 'Workstation name' (such as Profiles linked at the workstation level), the server(s) needs to be able to perform a

147 Views 1 min

Where are the ODBC Setup and Dictionary Listing programs in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Question Where is the ODBC program in RecTrac 3.1, and where can I find the 3.1 Dictionary Listing? Solution The fastest way to access this program is to use the main menu to search for "ODBC" and select ODBC Connection Management. A copy of the Dictionary Listing can be found in the online help. Click any "i" Information icon to be brought to the r

199 Views 1 min

Cannot Issue a Scholarship due to Error Message in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to use the Family Member Scholarship Maintenance program to issue a Scholarship to a family member. The system pops this message: An Error Occurred: You cannot post scholarship amounts to a Scholarship not setup to deduct from the member. What does this mean? Solution It means your Scholarship Code is set up as an 'All Members

113 Views 1 min

Scheduled reports are not being emailed from RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We have not been receiving the end of day reports via email from our Aquatic Center these past several days. Any ideas what the problem would be? Thanks. Solution This is most likely due to the Email Queue Scheduled Event being stalled or due to your Event Timer being down. In RecTrac, go to Scheduled Events Management and check the status o

182 Views 1 min

3.1 When adding items to the cart in Global Sales after RecTrac Update, error Message: index archived is inactive and cannot be referenced (995)

Published June 6th, 2022 by Bret Alarcon

Problem After updating to the latest version of RecTrac, we are unable to add items to the shopping cart due to error message: "index archived is inactive and cannont be referenced (995)." Solution Go to the RecTrac database server, stop the database and use DB Utilities to run an Index Rebuild. Steps: Remote onto the RecTrac database server. Open t

164 Views 1 min

RecTrac 3.1 Customization - Charts

Published June 6th, 2022 by Bret Alarcon

Problem How do you setup and display charts?How do you make a splash page from charts? Solution Important Note: Charts are generated from a report's Summary Output and the chart data comes from the subtotal data in the report. 1 In Report Output Maintenance, run (or create) a report output (must be a Summary output) that you want to make a chart out

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3.1 How To Know if VIC is Running

Published June 6th, 2022 by Bret Alarcon

Question When I log in to RecTrac 3.1, how can I tell if VIC is running, or if I have to start it? Answer There are a number of good ways to do this: From within RecTrac, run a report. When you get to the Report Options screen, see if you have a printer available. If you do, then VIC is running. If you see "Printer List Not Available," then VIC is n

121 Views 1 min

Where are Family Member Links in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem The old version of RecTrac allowed us to link children that were in more than one account, which was handy when parents get divorced and children need to belong to two households. Is this still an option? Solution The Family Member Links feature is obsolete in RecTrac 3.1, as the system now allows you to add existing Family Members to multip

154 Views 1 min

Range Express: System.IO.FileNotFoundException error after updating to 3.1.08.xx / Progress 11.7

Published June 6th, 2022 by Bret Alarcon

Problem Range express error when trying to sell Range Express bucket after updating to Progress 11.7 when going to RecTrac Version 3.1.08.01 System.IO.FileNotFoundException: Could not load file or assembly 'repins,Version=5.9.9.9, Culture=neutral,PublicKeyToken=null' or one of its depdencies. The system cannot find the file specified. Solution You n

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10.3 and 3.1 How to Restore a Deleted Household

Published June 6th, 2022 by Bret Alarcon

Problem How can we get a deleted household back in the system to pay off an old invoice? Solution You cannot restore a deleted household. Once a household has been deleted, it is permanently gone. VSI does not recommend deleting households. It's better to inactivate a household so that if a situation like this happens, you can just re-activate it. P

140 Views 1 min

3.1 Cannot update Fees in 3.1.08.04 - Getting "An Error Occurred - Invalid Value of BLANK for Table" errors

Published June 6th, 2022 by Bret Alarcon

Problem We recently updated from RecTrac 3.1.07.04 to RecTrac to 3.1.08.04 and are no longer able to update Fees. When we go into a Fee and click Change and then try to Save, we get the following error message: "An Error Occurred - Invalid Value of BLANK for Table"     Solution This is a case of the customer not completing all of the post-update ste

157 Views 1 min

Document Center Icon in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What does the Document Center icon in RecTrac 3.1 do? Solution The printer icon in the top right of each screen launches Document Center, a page where you can search by date, preview/view, print or delete these document types which are stored in the database: All document types ACH Export File AR Brochure Family Member Documents GL Interface

180 Views 1 min

3.1 How do I link a Question to an Incident (Incident Processing)?

Published June 6th, 2022 by Bret Alarcon

Problem How do I link a Question to an Incident (Incident Processing)? Solution 1.) In RecTrac, go to the Management ribbont System Management Fee/Rule/Question Management group Question Management. - Click the Add button, enter a Description, and select Incident for the Question Type. - Click the Save button. 2.) Go to the Management ribbont System

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An Error Occurred "SALetter record not available" when trying to process multiple greens fees in touch POS processing.

Published June 6th, 2022 by Bret Alarcon

Problem An Error Occurred "SALetter record not available" when processing multiple greens fees in Touch POS  Solution Pass Visits was checked in the Global Waiver Settings within Static Parameters which is incorrect. Steps for Solution Go to Management > System Management > Profile Assignments. Static Parameters Button. Expand Global Waiver Se

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3.1 Training Video - Rules

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Rules Training Video from a past Advanced User Training session. Run Time = 47 minutes. 3.1 Video

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3.1 Training Video - System Management, Profiles, and Design

Published June 6th, 2022 by Bret Alarcon

Click Here to watc the RecTrac 3.1 System Management, Profiles, and Design Training Video. Run Time = 15 minutes. 3.1 Video

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3.1 Training Video - File Management Best Practices

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 File Management Best Practices Training Video. Run Time = 8 minutes. 3.1 Video

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10.3 and 3.1 Determining why a credit card sale was declined

Published June 6th, 2022 by Bret Alarcon

Problem We just ran billing for the first time using CardConnect. We had about 100 transactions that were declined. We're wondering why that happened with those 100 customers. Solution VSI Support cannot provide this information. To determine why a card is authorized or declined, you should work with your gateway, in this case CardConnect. RecTrac i

171 Views 1 min

RecTrac 3.1 not allowing clerks to over-enroll an Activity; Enrollees going to Waitlist instead

Published June 6th, 2022 by Bret Alarcon

Problem We have just noticed recently that staff (who always used to have permission to Override waitlists) are not allowed to bypass the waitlist for programs and go ahead with enrollment. They are now being made to put enrollees on waitlists and then do a separate transaction to move them from the waitlist to being enrolled. I need help looking in

222 Views 1 min

10.3 and 3.1 Polaroid 3000E Card Printing Error (DR0093)

Published June 6th, 2022 by Bret Alarcon

Problem We see the following error when we try to print an ID card on our Polaroid 3000E Card Printer. Error processing this card. (DR0093) Solution The toggle was on to 'print on both sides' but it's a one-sided printer. Once we unchecked that toggle, the error went away.

169 Views 1 min

3.1 How do passes transition between status: active, future, and expired?

Published June 6th, 2022 by Bret Alarcon

Problem Patron has an active pass set to expire within a few days and also has a pass renewal that's set to future status. How do these pass statuses get updated (active pass becomes expired on expiration date, and future status pass becomes active)?     Solution The Pass Member SnapShot program takes care of this. It updates the statuses of your pa

191 Views 1 min

How are Households Organized in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem What happened to the Primary Guardian and Secondary Guardian terms in RecTrac 3.1?Is Person the new term for Family Member in RecTrac 3.1? Solution Households are still called households, but to better reflect the human data, what was previously called the Family Member table is now called the Person table. This expands the concept of the pe

149 Views 1 min

Interface Parameters in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What are Interface Parameters? What are they used for? Solution Interface Parameter Management is where the most basic settings needed for running RecTrac 3.1 and other VSI products are stored. For RecTrac to run there must be at least one RecTrac record type, and a VIC record type. However, even someone who only runs RecTrac may have two Re

156 Views 1 min

How to advance school grades in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do you advance school grades in RecTrac? Most children in my database are older than their school grade suggests. Solution The Grade Bump/Reduction program provides this functionality. It is located on the main Household Management DataGrid in RecTrac 3.1. 1. In the Standard VSI Design, go to Household Management. DO NOT select a househo

137 Views 1 min

3.1 Import the old payment screen

Published June 6th, 2022 by Bret Alarcon

Problem I'd like to revert to the old version of the payment screen. Solution RecTrac version 3.1.08.01 introduced a new arrangment of the payment screen. In the steps that follow, you will import the Screen Design of the old payment screen (used in RecTrac version 3.1.08.00 and prior). 1. Save the attached OLDGlobalSalesPayment.xml file to a locati

123 Views 1 min

3.1 Error after loaded 3.1.04.18 when using a 'Cash' Button in Touch POS

Published June 6th, 2022 by Bret Alarcon

Problem The Daily/Guest Household is required to fully pay all receipts. After loaded build 3.1.04.18, we get an error when using a 'Cash' button in Touch POS. Solution There were changes made in that build that affect the process you are referencing. There is a new toggle in Touch Button Maintenance called 'Full Pay'. This toggle needs to be turned

139 Views 1 min

3.1 Unable to Preview Receipts

Published June 6th, 2022 by Bret Alarcon

Problem I'm unable to download RecTrac PDF receipts/reports from Google Chrome and launch them in Adobe Acrobat Pro.  Google Chrome is configured to automatically download PDF documents, and then I use Chrome's "Open" option to launch my Adobe Acrobat Pro program. This functionality has stopped working after updating to Chrome Version 69.0.3497.81.

134 Views 1 min

How OrGroup Logic works with Rules in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem If an OrGroup is used on the Rules tab of an Activity, is it a grouping of 'OR' logic? If you have 5 individual Rules without OrGroups set, do all 5 Rules need to be met in order to register for that Activity? Otherwise you can specify OrGroups to say (Rule 1) If Resident OrGroup5 (Rule 2) If Non-Resident, and whatever other rules are set? I

250 Views 3 min

Adobe Error - There was an error opening this document. Access denied.

Published June 6th, 2022 by Bret Alarcon

Problem When trying to open a PDF file, I keep getting this error:There was an error opening this document. Access denied. Solution A Google search returned this and other potential solutions:http://www.brianstevenson.com/blog/adobe-acrobat-reader-x-there-was-error-opening-document-access-denied Use at your own risk as this is not sanctioned by Adob

181 Views 1 min

3.1 How to remove support notifications icons from the new RecTrac User Interface (UI)?

Published June 6th, 2022 by Bret Alarcon

Question I want to remove the Support and Notifications icons from showing for certain user groups in the new RecTrac Next Gen User Interface (UI). Is that possible? Answer Yes! You need to be running RecTrac 3.1.10.01.00 (or greater). You can remove support and notification icons. This is handled via the Permissions profile. Steps to do it Search f

145 Views 1 min

3.1 Socket Email Log Error: Authentication Failed

Published June 6th, 2022 by Bret Alarcon

Problem RecTrac is not sending out any emails. Scheduled reports and receipts are not being sent out. Reports are being generated, but the email is failing. We followed the steps in KBase 3474 (which was helpful!) and found this in the in the Socket email log: "Socket email Log error line: 535 5.7.8 Error: authentication failed: authentication failu

167 Views 1 min

How the Date Select Fields work in RecTrac

Published June 6th, 2022 by Bret Alarcon

Problem I want to use Document Purge to delete any Reports older than 30 days and am wondering whether to use 'Actual Date' and 04/01/2016' or to use 'Today' and '-30' in the Delete Documents Older Than field.Does it matter? Solution Either would work, provided 'today' is May 1. Date Select Fields appear on numerous reports and processes in RecTrac

151 Views 1 min

Invalid Screen Name of ProcessingPrompts_GiftCertificateSwipe' error in WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We're on RecTrac / WebTrac 3.1. When attempting to reload a gift card in WebTrac, my patrons are getting an 'Invalid Screen Name of ProcessingPrompts_GiftCertificateSwipe' error when trying to add the Gift Card to the Shopping Cart. Is there something wrong with our setup? Solution Link an IDSwipe NONE profile to the WWW User IDTo allow Gift

136 Views 1 min

3.1 Scholarship Payments: Only $0.00 of the payment can be applied message

Published June 6th, 2022 by Bret Alarcon

Problem When trying to purchase something with a Scholarship Pay Code, the following message displays: 'Only $0.00 of the $25.00 payment can be applied to items in your shopping cart. Would you like to only pay this amount?' The family has a scholarship and the amount remaining on it is enough to cover the purchase. What's wrong? Solution This is li

150 Views 1 min

10.3 and 3.1 How To Include Multiple Question Group Answers on Pass Template

Published June 6th, 2022 by Bret Alarcon

Problem Can you include multiple question group answers on one Pass Template? If so,a) What if we would like to include each question answer in a different field on the Pass Template?b) What if we would like to include all question answers in one field on the Pass Template? Solution a) If you have multiple questions for which you wish to print answe

140 Views 1 min

How to Fix a Class Archived Incorrectly in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem A customer changed the class dates prior to archiving a class, and then archived it. That advanced the year by 1. So the archive is in 2023 instead of 2022. He cannot set his current class up properly now. Is there a way to un-archive or change the archived class? Solution You can unarchive sections from the Activity Update screen.  Note: Ac

209 Views 1 min

10.3 and 3.1 How to test PlugNPay with TLS 1.2 mandate before deadline May 31, 2018

Published June 6th, 2022 by Bret Alarcon

Problem From the PlugNPay gateway status website: http://www.gatewaystatus.com/CipherModificationNotice.htm : SOURCE: Plug & Pay Technologies Inc. Modification To Permitted Ciphers Hauppauge, NY - March 26, 2018REDUCING RISK Solution REDUCING RISKMigration from SSL and Early TLS DeadlineEffective May 14th 2018 The Payment Card Industry Security

183 Views 1 min

3.1 RecTrac Update.exe is hanging. V3_Install Log: "Extracting and Restoring Staging Database"

Published June 6th, 2022 by Bret Alarcon

Problem When running the RecTrac 3.1.09.00 update, the update hangs. The last entries in the V3_Install.log file are similar to the following: mm/dd/yyyy - HH:MM:SS *- Extracting and Restoring Staging Database   What is the cause of this, and how can we resolve it in order to run the update?     Solution Cause The 3.1.09.00 update is expecting to fi

134 Views 1 min

10.3 and 3.1 What Happens if Pass/Class/Locker/Rental is Less than Installment Billing Period?

Published June 6th, 2022 by Bret Alarcon

Problem If you rent something that has an installment billing plan but you rent it for less than the entire life of the payment plan, what happens? Does the patron get billed upfront for all the expected payments?       Solution   RecTrac does not create bills beyond the item's end date. For example: If you have a boat slip with a 12 month payment p

158 Views 1 min

Where is the option for Florida Tax Rules in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 10.3, there was an option on the Tax Tables to 'Use Florida Tax Rules.' Is that available in RecTrac 3.1 and, if so, where is it set?       Solution   Yes. To use Florida tax rules in RecTrac 3.1, go to Module Management and select 'Florida' as your Tax Option for all applicable modules. This can be done using InLine Editing from

149 Views 1 min

Emails are not being sent from our Demo Database in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I ran some reports in Demo and tried emailing them to myself, but the emails did not come through. Solution This is by design in RecTrac 3.1. When you use the VSI Live to Demo utility, the Email profile is removed from the demo database when the copy completes. As a byproduct of running the Live to Demo utility, the following profiles are re

158 Views 1 min

3.1 Training Video - Bulk Changes

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Bulk Changes training video, which was recorded at a past Advanced User Training session. Run Time = 32 minutes 3.1 Video

211 Views 1 min

3.1 Error message running custom report

Published June 6th, 2022 by Bret Alarcon

Problem When running a custom version of the activity roster report the error below displays and the report never completes: Error Message:    ** Invalid character in numeric input C. (76) - (Business/Routines/Report.p)  Solution To resolve, use Report Output Management to recreate the custom report to resemble the previous one. Once completed, ensu

165 Views 1 min

Fixed Reports not allowing for New Custom Outputs in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem The VSI - Inventory Cost of Goods Sold Report under the POS Inventory Sales Report will not allow update. I need this report, however I need to use the last cost not the average cost value and I'm unable to update it. Solution This is correct. You cannot create a new, custom outputs from a VSI- Fixed report because Fixed reports typically co

141 Views 1 min

10.3 and 3.1 ETS Refunds Show a Status of Stopped on the Web Portal

Published June 6th, 2022 by Bret Alarcon

Problem Refunds are being flagged on the ETS portal as "STOPPED."   Solution ETS/Elavon have initiated a policy to crack down on fraudulent refunds. If the refund amount is less than the purchase amount, the transaction is flagged as stopped. The money will not be refunded back to the credit card until manual action is taken. Steps For Solution  Log

158 Views 1 min

3.1 Changing a Family Member's Fee Code and Residency when the Household Fee Code/Residency Code Changes

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to change the Household fee codes and residency on the Household Update screen and then have the system automatically change each individual member's fee codes and residency to reflect the change in the Household Update screen? Solution Yes. This is set/maintained on the Household profile. The field is labeled 'Family Member O

195 Views 1 min

10.3 and 3.1 CardConnect Ingenico Terminal - No Keys Injected Error

Published June 6th, 2022 by Bret Alarcon

Problem CardConnect Ingenico terminal is showing an alert message and is not working. Screen display shows 'TSA No Keys Injected' and other messages. Photos attached. Solution This cannot be resolved by Vermont Systems. You must contact CardConnect. The 'TSA No Keys Injected' error means the Pin pad was not configured by CardConnect or was properly

243 Views 1 min

Where is the Help in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Question How do I access the Help in RecTrac 3.1? The F1 key no longer works that way, like it did in previous versions of RecTrac. Answer When you are in a program, field level help is indicated with a lowercase 'i' icon next to every field in a program. Simply mouse-hover over the "i" to read the online help. Likewise, you can click on the "i" to

147 Views 1 min

How to put the 3.1 Demo Database on a separate drive partition

Published June 6th, 2022 by Bret Alarcon

Problem We want to put our RecTrac 3.1 Demo database on a separate hard drive. Please send the instructions. Solution To move a RecTrac 3.1 Demo database to a separate drive: 1. Stop the Demo Database in OpenEdge Management Console2. Zip/move VSI3/RecTrac/Data/Demo folder to new drive3. Update the .st file in the /Demo folder to match the drive part

124 Views 1 min

10.3 and 3.1 Invalid Character Issues when Pasting Text from MS Word into RecTrac fields

Published June 6th, 2022 by Bret Alarcon

Problem When copying text out of MSWord into a RecTrac waiver or letter or email field, why do the results not always look good and why do we sometimes get errors? Sometimes the emails never get sent. Solution MS Word has lots of extra (hidden) formatting, usually HTML, that needs to be removed before being pasted into RecTrac. The hidden formatting

133 Views 2 min

3.1 How to Determine/Verify VIC Product Version

Published June 6th, 2022 by Bret Alarcon

Problem How can I determine what version of VIC (Vermont Integration Client) is installed? Solution If you are running RecTrac 3.1.05.08 or greater, you can easily verify the VIC version on your workstation by clicking the User Settings widget on the upper right-hand corner of the RecTrac application. You can also use the manual process outlined bel

188 Views 1 min

3.1 Accessing the Startup folder in Windows 10

Published June 6th, 2022 by Bret Alarcon

Problem Where is the Startup folder in Windows 10? We want to put the VIC.exe shortcut in it. Solution 1. On the Windows 10 desktop, press and hold the Windows Key then press 'R' on the keyboard. This brings up the Run dialog box. 2. In the Open field type the following but do not include the quotation marks: 'shell:common startup' This opens the St

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3.1 VIC not working after Windows 10 update 1803

Published June 6th, 2022 by Bret Alarcon

Problem It seems like VIC will not work on Windows 10 after update to Windows 1803 Solution Here are some troubleshooting tips: This issue most likely does not have anything to do Windows 10 1803. The VIC exe log is needed, even if running the service only. The VICexe ALWAYS performs the actual update. The service calls the exe in order to use the C

136 Views 1 min

3.1 How to Change Tabs in Chrome when in Full Screen Mode

Published June 6th, 2022 by Bret Alarcon

Problem How do you change tabs in Chrome when using Full Screen Mode? When youre viewing RecTrac in Full Screen mode then click on the '?' Help icon, it brings up the Help Screen. But then you cant click back to RecTrac or close out the Help screen. Is there any way to put a Close button or Back button to go back to RecTrac? Right now you have to pr

150 Views 1 min

10.3 and 3.1 Determining the Release Version of your WebTrac Application

Published June 6th, 2022 by Bret Alarcon

Problem The Department Director is asking which version of WebTrac the Rec Department is running. Is there a way to figure that out? Solution The WebTrac version you are running is the same as your RecTrac version. You can see the release letter in RecTrac in the title bar at the top of the screen. In WebTrac, it's displayed in very small font at th

164 Views 1 min

RecChat: Pool Season Prep - 04/06/2023

Published April 6th, 2023 by Bret Alarcon

Episode Summary The temperatures are rising (mostly), and the snow has stopped (mostly), which can only mean one thing... Pool Season is coming!Traditionally pool season causes a spike in call volume and we don't want anyone to be left out to dry! Join Vermont Systems Senior Support Specialist Nick Salvatori and Technical Consultant Ross Tenaglia fo

333 Views 18 min

RecTrac 3.1 - When previewing a .pdf, users go to the RecTrac login screen

Published June 6th, 2022 by Bret Alarcon

Problem When attempting to preview a PDF document in Rectrac, such a receipt or report, opening the file opens a new browser page with the Rectrac sign in screen. Solution Ensure you have the proper Base HRef in your RecTrac_1 Interface Parameter. 1. In RecTrac, go to Management ribbon System Management Misc Management group Interface Parameters Man

122 Views 1 min

3.1 Bulk Changes does not include options for Season and Year

Published June 6th, 2022 by Bret Alarcon

Problem I'm trying to do a bulk update on my Sections in 3.1 and do not see an option for Season and Year. Why aren't these options and is there a work around? *Update: 7/31/19 - RecTrac versions 3.1.07.01 and greater include functionality to bulk update the year. Solution Season and Year field are part of a unique index in RecTrac and therefore are

145 Views 1 min

3.1 Does RecTrac offer any secondary login confirmation (2FA, MFA) options?

Published June 6th, 2022 by Bret Alarcon

Problem Does RecTrac offer any secondary login confirmation options? Solution Yes. This is maintained on the Application Security profile Two Factor Authentication group. Expand the Two-Step Verification Option field and select 'Email.' Then enter a value in Days Valid field. Use the 'i' or '?' Help for further information When logging into RecTrac,

213 Views 1 min

3.1 Error Code 'Invalid Screen Name' VSI - 517

Published June 6th, 2022 by Bret Alarcon

Problem We are getting this error when attempting to update fees from cart in RecTrac 3.1: Error Code 'Invalid Screen Name of ProcessingPromts_FRPatternFeeChange ' VSI - 517. Solution This error is caused by a screen design profile that may be limiting the function of Daily Processing. This can be fixed by updating the 'Processing Prompts Screen' Sc

128 Views 1 min

3.1 Card Connect Trend Cable Implementation

Published June 6th, 2022 by Bret Alarcon

Problem 3.1 Card Connect Trend Cable Implementation Shadow and Assistance The ingenico Jungo Driver package is installed on the workstation successfully. When the user powers the device and then inserts into an available USB port, the following message will appear as the workstation attempts to identify the device: 'USB Device Not Recognized'This me

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10.3 and 3.1 HPPV2 Conversion Credit Card Accepted Options

Published June 6th, 2022 by Bret Alarcon

Question During the Hosted Payment Page version 2 (HPPV2) conversion, in the CardConnect Admin Portal provided by CardConnect under Setup Payment Types, you cannot remove the following credit card types individually: VISA, MasterCard, and Discover. CardConnect advised they cannot remove the Discover icon by itselft without also removing icons for th

156 Views 1 min

How to Install VIC so it doesn't run as a Windows Service

Published June 6th, 2022 by Bret Alarcon

Question How do you install VIC so it doesn't run as a Windows Service? Answer When running the VIC Windows Installer, you will see a "Features" dialog window that lists three (3) options. Deselect the VIC Service check box. VIC will be installed as an .exe only. See Also: VIC Windows Installer

240 Views 1 min

3.1 Error Occurred! Error:04 - Username/Password not specified CardConnect

Published June 6th, 2022 by Bret Alarcon

Problem CardConnect Ecom Error trying to get to the cardConnect payment pageError Occurred!Error:04 - Username/Password not specified Solution If you are 100% sure the RSA Encrypted Key in the CardConnect Profile is correct, then check the CardConnect Site Name. It is Case Sensitive and should be vsi. For Example: The site name in your profile/devic

165 Views 1 min

Printing 3.1 Topic Docs without the Footer on every Page

Published June 6th, 2022 by Bret Alarcon

Problem How can I print the RecTrac 3.1 Topic Docs, such as the Vermont Integration Client Installation Guide, without the 'Contact Us' footer/banner appearing on every page? Solution Note: This entry is applicable for RecTrac 3.1.06.16 and previous only. The Header/Footer no longer prints from RecTrac if you are running RecTrac 3.1.06.17 or greater

123 Views 1 min

Changing Holiday Dates on System Codes for next year in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do we change the date of our Holidays in the system? Holidays Management only allows creating or deleting holidays. Is there a way to just change the year? Solution No. Holiday Codes are good for one date only, so a new Code must be made each year for all recurring holidays that you observe. For Example: New Year's Day is a recurring Hol

139 Views 1 min

What does the color coding on the 3.1 Visit Processing DataGrid signify?

Published June 6th, 2022 by Bret Alarcon

Questions What does the color coding on the Visit Processing DataGrid signify? When was it added? Can it be changed/removed       Answers   Color coding on the Visit Processing DataGrid was introduced in RecTrac 3.1.06.08. Colors are hard-coded and cannot be changed or suppressed. The color coding key can be found by clicking the Options button for

157 Views 1 min

10.3 and 3.1 Error 96 - System Malfunction

Published June 6th, 2022 by Bret Alarcon

Problem When attempting a credit card sale using PlugnPay, we are seeing this error: Error 96 - System Malfunction Solution This is a technical issue with the backend credit card processor (the processor that PlugnPay communicates with). Plug'nPay reported that the VISANET processor was having trouble during the time that this customer got the error

154 Views 1 min

10.3 and 3.1 Incorrect Client Time on One Workstation

Published June 6th, 2022 by Bret Alarcon

Problem One workstation displays the wrong time in RecTrac. The workstation time and time zone are correct but when any processing is done in RecTrac the wrong time is recorded. What controls the RecTrac time and how do we fix? Solution The cause is a time zone setting in Windows. You need to remove the tz environment variable in Windows. In Windows

172 Views 1 min

Inserting a patron's WebTrac ID and PIN (WEBID and WEBPIN tags) in RecConnect 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I am going to send out a mass email about an upcoming activity. Under 10.3 I could right click in the body and select WEBID, WEBPIN so everyone would have their username and password. Is there a way I can do that in 3.1? Solution Yes and No.Yes you can insert a tag for 'Household Web ID' ( [a WEBID] tag ) into RecConnect emails.No, you canno

133 Views 1 min

What is File Extractor Used For in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem What is File Extractor used for in RecTrac 3.1? Solution Found under Management > System Management, File Extractor is a program that extracts documents or images from the BLOB table and saves them to an extract location relative to the data server. It is most commonly used to export images that have been uploaded to the RecTrac database

125 Views 1 min

10.3 and 3.1 CGI Timeout in WebTrac/eRecTrac

Published June 6th, 2022 by Bret Alarcon

Problem This is the message we get when trying to access WebTrac or eRecTrac on Mondays (every Monday, IT cycles the power and the router gets rebooted). CGI Timeout The specified CGI application exceeded the allowed time for processing. The server has deleted the process. We have also seen this error in the wsrtlive.server.log file: WTA: npp_enable

185 Views 1 min

10.3 and 3.1 Trouble Entering Key Fob to Family Member

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to add a key fob to a family member on a household but the number we type in does not work. Can you refresh our memory on how to enter key fobs? Solution The steps for 'How to Set up Pre-Numbered Key Fobs' are available in kbase #2004. In this case, the customer was doing the steps correctly. She mentioned that she had another

151 Views 1 min

3.1 RecTrac and WebTrac are down after update to Progress 11.7.2

Published June 6th, 2022 by Bret Alarcon

Problem Updated Progress to 11.7.2. Client is down and server is down. Able to access local host now. Clients cannot reach server. Server has been restarted. Server is stopped; customer is trying to truncate database bi file. Error "A running database was found in database directory please stop database and try again," even though the database is st

143 Views 2 min

Can SuperGrids be set to 'Read Only' in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Question Can you make RecTrac 3.1 SuperGrids "read only" for some users? Answer Yes! "Read Only" settings for your SuperGrids are managed on the Daily Processing profile SuperGrid Profiles group. The fields are: SuperGrid Read Only SuperGrid profiles and Global Sales Read Only SuperGrid Profiles. Select the SuperGrid profile(s) you wish to link. Mul

133 Views 1 min

Error in 3.1: Indeterminate extent dimension 131073 is out of range of 1 - 28000 (11385)

Published June 6th, 2022 by Bret Alarcon

Problem  We are trying to run a League report in RecTrac 3.1 but are getting stopped by this error: Note: Other reports may trigger a similar error message but from a different report program (i.e Business/Reports/ARFacilityReservations.p) Error Message Indeterminate extent dimension 131073 is out of range of 1 - 28000 (11385)Business/Reports/League

158 Views 1 min

10.3 and 3.1 Credit Card Processing Decision Points

Published June 6th, 2022 by Bret Alarcon

Problem We would like to start allowing payments using credit cards. What is the process to get credit cards up and running in RecTrac? What are our options? What type of credit card merchant account do we need? Solution Your first step should be to call VSI and speak to one of our Sales representatives. They will ask you about how you do business,

172 Views 1 min

3.1 How to implement the mobile 'Hamburger' menu after updating to 3.1.06.08

Published June 6th, 2022 by Bret Alarcon

Problem Implementing the new mobile 'Hamburger' menu option after updating to 3.1.06.08. After a customer updates to .08 they have the ability to use the new mobile menu option. This option became available in 3.1.06.08. It hides the mobile menu options under a 'Hamburger' Icon which eliminates the need for scrolling through the menu. Solution New c

135 Views 1 min

10.3 and 3.1 What is Receivables Basis?

Published June 6th, 2022 by Bret Alarcon

Problem What is Receivables Basis? Solution Receivable Basis entails an accounts receivable entry being created in the general ledger for each transaction where fees are charged. For example: A customer signs up for a one-year pass membership that costs $1200. The total sales tax for this transaction is $48. At the time of the registration, the cust

122 Views 1 min

How to Extend Pass Expiration Dates in Bulk

Published June 6th, 2022 by Bret Alarcon

Question We have a subset of passes that had the wrong expiration date set. The households who were assigned the passes all need their pass expiration date further in the future. Is there a way to do this in bulk for 3.1?     Answer Yes. The Membership Bulk Change program provides this functionality in 3.1. In the standard Vermont Systesm design, th

213 Views 1 min

How to update a Member's Credit Book in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do you update a Member's Credit Book balance in 3.1? Solution To Update a Member's Credit Book Balance in RecTrac 3.1 1. Go to Management Ribbon Golf Management Credit Book Management.2. Lookup and select the Member in the Credit Book Maintenance Lookup field. Note: The Credit Book Maintenance Family Member DataGrid lists only those Fami

141 Views 1 min

10.3 and 3.1 All Credit Card transactions through PanPad and CardConnect are asking for manual entry of Expiration Date

Published June 6th, 2022 by Bret Alarcon

Problem We installed CardConnect PanPads a month or so ago and since then we are being asked to input an expiration date. This occurs no matter that type of transaction we do (manual, chip, and swipe, etc) Is there a way to shut off this requirement? Solution Yes. Contact CardConnect and have them verify whether or not clearNEC is enabled on your me

301 Views 1 min

10.3 and 3.1 One Household cannot pay by Credit Card. PlugNPay screen comes up blank and does not load

Published June 6th, 2022 by Bret Alarcon

Problem I have a customer that cannot remit for services using a Credit Card. The PlugNPay Screen comes up, but it remains blank and doesn't load. Solution Ensure the Primary Person in the household does not have any special characters in the First Name and Last Name fields. Make changes as needed. In this instance, the First Name field for the Prim

141 Views 1 min

3.1 How to add manual card info with Card Connect and Billing

Published June 6th, 2022 by Bret Alarcon

Problem How to add manual card info with Card Connect and Billing Solution When using CardConnect there is an option at the bottom of the Add/Select Billing Info screen to instruct the pin pad to prompt for manual entry. Toggle this on to continue to manually enter card info.

137 Views 1 min

3.1 Unable to process credit cards for one household only

Published June 6th, 2022 by Bret Alarcon

Problem We've tried to process a credit card payment for HH#97374 for a softball registration and PlugNPay keeps returning a blank page. We are unable to get it to pass through to the next stage to put in the credit card number and take payment. We have been able to process all other payments today. Solution Ensure the Family Member for whom you're

127 Views 1 min

3.1 POS Ticket PDFs Are Not Being Emailed To Patrons On New Sales

Published June 6th, 2022 by Bret Alarcon

Problem After processing a POS Ticket sale, the patrons email is missing a PDF Ticket attachment. Solution There is a setting on the Daily Processing Profile that determines whether a ticket is included in the email to the customer. Enable the "Include PDF Tickets when Emailing Receipts" option whithin the Daily Processing profile . Steps For Soluti

169 Views 1 min

How to configure Axis IP cameras for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What needs to be done to configure Axis IP cameras in RecTrac 3.1? In 10.3, the Photo device had a location to specify the camera's IP but there are no settings for this in the 3.1 Photo profile. Solution 1. Log into Windows with a User ID that allows you to modify programs.2. Install Axis Streaming Assistant on the workstation that will be

146 Views 1 min

Miscellaneous Inc/Expense Post program and report in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do you post miscellaneous income in RecTrac 3.1 and where is the Misc Income/Expense Report? Solution To post Misc/Income in the Standard RecTrac 3.1 Design, go to Processing Ribbon Misc Inc/Exp Posting. Refer to the '?' full page Help on the Misc Income/Expense Posting screen for complete step-by-step instructions and field definitions.

205 Views 1 min

How to Filter Data Records in RecTrac 3.1 Datagrids

Published June 6th, 2022 by Bret Alarcon

Problem What are all the ways you can filter data in RecTrac 3.1 datagrids? Solution Most columns in RecTrac Datagrids support filtering. The type of column (i.e. the data displayed) determines the filtering options. The top right-hand corner of the Datagrid displays the current number of records being displayed. To clear filters and reset your Data

160 Views 1 min

3.1 CardConnect - WebHook Failed or cf_hidden_sessionid hidden field was not added to the HPPV2 Design

Published June 6th, 2022 by Bret Alarcon

Problem After transitioning from CardConnect HPPv1 to HPPv2, we have occassionally seen emails with this subject go to our RecTrac Administrator. What does it mean? WebTrac-CardConnect - WEBHOOK FAILED OR cf_hidden_sessionid HIDDEN FIELD WAS NOT ADDED TO THE HPPV2 DESIGN To: The WebTrac credit card transaction was authorized but the details of the t

147 Views 1 min

Where are the File Maintenance Functions in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem I don't see File Maintenance on the RecTrac 3.1 menu. Where do I setup classes, passes, rental items, etc? Solution Management is the term that covers File Maintenance, as well as the Period End and Utility functions that affect data in the base tables (activities, facilities, passes, leagues, lockers, trips, rental items, etc.). Programs fo

134 Views 1 min

Virtual Symposium: RecConnect - 10/12/2021

Published June 26th, 2023 by Bret Alarcon

Recording   Your browser does not support HTML5 video.

97 Views 1 min

AR_Class_Visits_Prompt_Help

Published July 14th, 2023 by Bret Alarcon

Class Visits Prompt Table The following table displays how Class/No Class prompts will be displayed during Visit Processing depending on the selection you make in the Class Visits field on your Visit profile. For purposes of this example, the table assumes : "30" as the Minutes before Start value. "120" as the Minutes after Start (Never after Class/

160 Views 1 min

ERR_CONNECTION_REFUSED Error When Trying to Login to RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to login to http://:4180/wbwsc/client.wsc/index.html, but instead of a login screen, a blank page comes up which says 'ERR_CONNECTION_REFUSED'. Solution If you have been able to login to RecTrac 3.1 before, try clearing all cookies in the web browser.- For Internet Explorer, press CTRL+SHIFT+DEL simultaneously and click Delete.

128 Views 1 min

10.3 and 3.1 Swiping Credit Card Using Terminal Services Not Working

Published June 6th, 2022 by Bret Alarcon

Problem Swiping a credit card in GUI RecTrac using terminal services is not working. The credit card swipe field does populate but when you click OK or enter, nothing happens. The Credit card name, card number, and expiration date stays blank. Typing in the swipe field and hitting enter also doesn't do anything. Solution The terminal services sessio

177 Views 1 min

3.1 ETS Error - Failed to create customer account (-6) for Credit Card Reader when updating/adding credit card installment bills

Published June 6th, 2022 by Bret Alarcon

Problem RecTrac 3.1 ETS customers report on-screen error. Error - Failed to create customer account (-6). This error is presented when attempting to add a credit card to a new or existing installment billing record.  After error message is presented the credit card record in rectrac will not contain a masked cc number or expiration date and the info

189 Views 1 min

sasystemmain_help

Published July 10th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily. Check back soon!

64 Views 1 min

10.3 and 3.1 Error (293) ALLVars was not found.

Published June 6th, 2022 by Bret Alarcon

Problem A client is getting this error when trying to get into RecTrac today: ALLVars was not found (293) Solution The customer had run out of disk space on the data server hard drive. The solution was to move old backups to a different drive and delete some unnecessary folders on the drive. They were ultimately able to free up 11GB After stopping a

141 Views 1 min

How to Merge Facilities in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Can I combine two Facility Codes that represent a single facility? Id like to retain future reservations. Solution Merging Facility Codes is now possible through Code Conversion with RecTrac versions 3.1.06.17 (and later), although we strongly recommend contacting VSI support before processing. Note: You cannot undo the changes made by a mer

117 Views 1 min

How to embed an Unsubscribe Link in Emails sent from RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to include an 'Unsubscribe' link in emails sent from RecTrac? Solution Yes. To accomplish this: 1. Go to your Email Profile and ensure the Use HTML Email Body option is enabled. THEN enter '{UNSUBSCRIBE_LINK}' anywhere in the HTML Email Body field. The link will appear where you place the text.  If you prefer, the unsubscribe

636 Views 1 min

3.1 DatagridCache.p ERROR: Datagrid not found so can not find cache. This may be due to a hardcoded data

Published June 6th, 2022 by Bret Alarcon

Problem I see this message alot in my broker log file. Is it anything to be concerned about? DatagridCache.p ERROR: Datagrid not found so cannot find cache. This may be due to a hardcoded datagrid. Solution No need to worry. That message is informational only. It means there was no cache found for a datagrid and usually this is due to the datagrid b

122 Views 1 min

sasystemcodemanagement_help

Published July 14th, 2023 by Bret Alarcon

The System Code Management program allows you to add, update, delete, and clone System Codes. RecTrac provides over 70 System Codes that allow for categorizing features and traits about various elements in RecTrac. Certain System Codes, such as Household/Family Member Feature and Household/Family Member/Team Category, etc...) can be used as Fee, Que

58 Views 1 min

Screen Layout for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I like the new screen layout in RecTrac 3.1. What are all the parts and areas called? Solution See attached for an illustration with each screen part labeled. These are the terms we use to describe the parts of the RecTrac 3.1 screen: Ribbon - The top line of the screen. Contains (from left to right) the screen title, menu headings, User Set

171 Views 1 min

RecChat: RecConnect and the WebTrac App - 02/15/2024

Published February 16th, 2024 by Bret Alarcon

Episode Summary As of the 3.1.10.30.00 release, we're bringing the power of RecConnect to the WebTrac App! Join us for a discussion and demo with Vermont Systems Product Owner, Dave Ball to learn all about it. Recording Your browser does not support HTML5 video.  

175 Views 1 min

3.1 ETS Credit Card Error: Workstation not communicating with the AppServer?

Published June 6th, 2022 by Bret Alarcon

Problem Workstation not communicating with the AppServer?Put the Credit Card in and an error pops up. It does go through on ETS. The machines in question are not using Swipe Devices. We are on 3.1.05.04 and the VIC version is 3.1.5.11. This is the message:Error Communicating with AppServer. If you process this transaction again you will most likely

181 Views 1 min

Month of Date must be 1 to 12 (80) error in Class Attendance Worksheet - RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We're getting the following error when trying to run the Class attendance worksheet for any section. We just started seeing the error today. Prior to today we were able to run the report. ** The month of a date must be from 1 to 12. (80) - (Business/Reports/ARClassAttendanceWorksheet.p) Solution This is a known issue that impacts users runni

135 Views 1 min

3.1 How the Service Items and Inventory SubTotal Range group on Statements works

Published June 6th, 2022 by Bret Alarcon

Problem The Statement/Invoice program in RecTrac 3.1 contains a group for Service Items and Inventory SubTotal Ranges. What does it do? Solution The Service Items and Inventory SubTotal Ranges group on the Statements program allows you the option to group and subtotal like Inventory and/or Service Items together on the output, if desired. This optio

132 Views 1 min

10.3 and 3.1 Error 203-Maximum number of attempts exceeded (PnP)

Published June 6th, 2022 by Bret Alarcon

Problem We are getting this error when trying to process credit cards through Plug'nPay. 203-Maximum number of attempts exceeded. Solution You have a limit on the number of transactions per hour per IP addres in your Plug'nPay settings. To fix: 1 Login to the Plug'nPay account administration website at https://pay1.plugnpay.com/admin/login.cgi.2 Und

217 Views 1 min

10.3 and 3.1 XX - COM ERROR when trying to make a WebTrac payment with ETS (Elavon)

Published June 6th, 2022 by Bret Alarcon

Problem Unable to complete a WebTrac sale with a credit card and receive error "XX - COM ERROR."  The credit card processor being used for WebTrac is ETS (Elavon). Solution Your ETS account is no longer active. Call ETS/Elavon to reactivate your account or discuss options with them. Steps For Solution Reactivate the account with ETS. Call or contact

188 Views 1 min

3.1 Chrome prompts to save credit card info when Plug N Pay is processing the credit card

Published June 6th, 2022 by Bret Alarcon

Problem When processing a credit card transaction through Plug N Pay via RecTrac, a prompt appears in the Google Chrome browser asking if they would like to save the credit card information. Solution This is a Google Chrome setting:Turn off Save and fill payment methods. Steps For Solution Click the three dots in the upper right-hand corner. Click S

148 Views 1 min

3.1 Bulk Pass Print not returning any records / not finding passes to print

Published June 6th, 2022 by Bret Alarcon

Problem We're trying to Bulk Print Passes. All of the fields are filled out, but when we go to process, we get the message that there are no pass records to print. Any thoughts? Solution Ensure you have valid Template Design Studio Templates linked to your Pass Codes. On the Standard VSI Design, this is done in Pass Update Pass Print Settings Group.

156 Views 1 min

Ithaca Itherm 280 Installation Problem

Published June 6th, 2022 by Bret Alarcon

Problem We cannot get Ithaca Itherm 280 to install appropriately. Ithaca is trying to install with an Ithaca-M280 Driver instead of the Transact Serial USB Driver. Solution 1 Download the latest Windows Driver Version 3.0.2.0 from the TransAct website which is http://www.transact-tech.com/tsg/280drivers.html 2 Install the Windows Driver on the works

160 Views 1 min

3.1 (VSI) Event Timer Does Not Start in Windows 2012 when Appserver EVENTtimer Starts

Published June 6th, 2022 by Bret Alarcon

Problem (VSI) Event Timer will not automatically start in Windows 2012 when the Progress Appserver EVENT timer is started and running. Solution The Windows Service (VSI) Event Timer does not start when AppServer is running. The process of automatically starting the Windows service is executed by a net command that is found in the System32 folder cal

144 Views 1 min

RecChat: Disable Inactive Users - 06/15/2023>

Published June 16th, 2023 by Bret Alarcon

Episode Summary RecTrac 3.1.10.21.00 JUST came out, and there's a new feature that will help you manage your staff by automatically disabling accounts that have not logged in in a particular number of days. There are a few caveats that we'll go over, as well as a super simple setup process. Join us in a chat for all of the details! Recording Your br

210 Views 1 min

RecTrac 3.1 Terminology 'Staff'

Published June 6th, 2022 by Bret Alarcon

Problem Solution Staff is the term that covers the employees or volunteers in every RecTrac module. Activity Coordinators > Staff Activity Instructors > Staff Personal Trainers > Staff Referees > Staff

127 Views 1 min

10.3 and 3.1 Trouble With M2SYS Fingerprint Scanner

Published June 6th, 2022 by Bret Alarcon

Problem We are having problems with one of our M2SYS fingerprint scanners. We tried to uninstall and reinstall the drivers with no luck. We got an error saying it needs the phidget files. Solution 1 Go to the manufacturer's help desk website: http://support.m2sys.com/.2 Login to the help desk and request the drivers for the 6.6 client install and th

157 Views 1 min

3.1 Training Video - Super Grid Processing for Beginners

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Super Grid Processing for Beginners Training Video, which was recorded at a past Advanced User Training session. Run Time = 48 minutes. 3.1 Video

214 Views 1 min

Using Stunnel for Gmail and Office 365 in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question Is Stunnel required for emailing via RecTrac using Gmail and/or Office 365 with RecTrac 3.1? Answer The answer depends on the version of RecTrac 3.1 that you are running. RecTrac 3.1.06.16 and previous: Stunnel is required. Refer to this topic document. RecTrac 3.1.07.00 and greater: Stunnel is not required. Go to your Email profile(s) in R

139 Views 1 min

3.1 and 10.3 Resizing Touch POS Buttons

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to resize button to make the images bigger? The proshop clerk resized a number of buttons in Touch POS to make them bigger. Yet when logging into Touch POS, the button area is bigger but the image is the same size it was before. Now they look like big gray buttons with small boxes of red in the middle. How can this be correcte

174 Views 1 min

3.1 Server Error 502 - Web server received an invalid response while acting as a gateway or proxy server

Published June 6th, 2022 by Bret Alarcon

Problem When trying to visit a WebTrac 3.1 page, the web browser returns this error: Server Error 502 - Web server received an invalid response while acting as a gateway or proxy server.There is a problem with the page you are looking for, and it cannot be displayed. When the Web server (while acting as a gateway or proxy) contacted the upstream con

197 Views 1 min

User Settings Icon in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What does the User Settings icon in RecTrac 3.1 do? Solution The gear icon in the top right of each screen is where you can: Adjust default font size (small, normal, large, larger) Toggle to Show/hide field level Help icons Switch between your screen design and the default VSI design View details about person logged in: username, menu group,

122 Views 1 min

3.1 Training Video - RecTrac 3.1 Post Migration Overview

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Post Migration Overview training video. Run Time = 7 minutes. 3.1 Video

151 Views 1 min

10.3 and 3.1 How To Reserve Facilities for Activities/Classes

Published June 6th, 2022 by Bret Alarcon

Problem How do we reserve a facility for an Activity/Class?       Solution   RecTrac 10.3 offers three good solutions, which are listed here. For RecTrac 3.1, use the Reserve Facility program with Run Option "Facility Reservations Cancellations." Refer to Knowledge Base 3340 for step-by-step instructions. 10.3 Options Option 1 is to use the Reserve

170 Views 1 min

3.1 Training Video - RecTrac 3.1 System File Structure Overview

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 File Structure Overview training video, which was recorded at a past RecTrac Advanced User Training session. Run Time = 14 minutes 3.1 Video

157 Views 1 min

10.3 and 3.1 Does a P3000 Polaroid printer work with Windows 10?

Published June 6th, 2022 by Bret Alarcon

Problem Does a P3000 Polaroid printer work with Windows 10? Solution Unfortunately there are no drivers available for Windows 10 according to the site of the supplier, but it is quite possible that the driver works under Windows 10. We have no experience with this. The latest version for the P3000 can be downloaded from this site: https://valid.com/

166 Views 1 min

Visit Processing: Some Photos being displayed are of the wrong person

Published June 6th, 2022 by Bret Alarcon

Problem We have this random issue going on where a switch of member photos is occurring. Some member photos are displaying the photo of the wrong person. All the members whose photos seem to be switching have their own valid photos. For Example: Person 'A' swipes in and her photo displays. Then Person 'B' swipes in but the system displays the photo

192 Views 1 min

How to Update Visit Counts for Visits processed in the past - RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem One of our water parks forgot to put in several groups that visited the park last week. We have a button that brings them in as a group. In 10.3, we were able to update the date if this happened to reflect the day they actually were admitted to the park. In 3.1, how would I bring the group in and have the date reflect the actual date that th

159 Views 1 min

3.1 How to enroll patrons onto the Waitlist for one (1) Section of an Activity only in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem At last week's Minnesota User Group meeting, one of our Eagan users recalls a discussion explaining how to prevent patrons from enrolling in waitlists for multiple sections of the same activity. Please provide instructions for 3.1, or let us know if this can't be done in 3.1. Thank you!--Sue C / LOGIS Solution Go to your Static Parameters pr

200 Views 1 min

CardConnect 3.1: 'Unable to communicate with credit card gateway. Please try transaction again'

Published June 6th, 2022 by Bret Alarcon

Problem We are getting this error when trying to process card: Unable to communicate with credit card gateway. Please try transaction again. In build 3.1.06.12 and previous, the error is followed by error code 00082.In build 3.1.06.13 and greater, the error code is 00114 In VIC, the following appears: 'Index was outside the bounds of the array.' Sol

135 Views 1 min

10.3 and 3.1 Error in Sub Main: 339 component richtx32.ocx not correctly registered

Published June 6th, 2022 by Bret Alarcon

Problem Users are receiving the following error whenever they try printing a card on our Zebra printer: Error in Sub Main: 339 component richtx32.ocx not correctly registered: file is missing or invalid Can you help us resolve this? Solution The VSI install script no longer installs the richtx32.ocx file, so any first-time installation of RecTrac on

131 Views 1 min

3.1 Unable to communicate with the ETS gateway

Published June 6th, 2022 by Bret Alarcon

Problem Customer uses ETS in RecTrac 3.1 along with Ingenico ISC250 pinpads and are occasionally seeing a message 'Unable to communicate with the ETS gateway', after choosing a credit card paycode and clicking Process. Seems a few transactions will go through fine but then eventually itll come up again. Logging out and back in to RecTrac does seem t

163 Views 1 min

3.1 Overriding Minimum Payment due in RecTrac Global Sales

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to allow a minimum payment/partial payment at the RecTrac payment processing screen without having to change anything in the management settings during the sale? I had to sell an annual family pass to a family who had a scholarship worth $300. At first, I couldn't sell it to them because the minimum amount that could be paid w

175 Views 1 min

Activity Pass/Fail Posting in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Where do I find Pass/fail option for swim lessons? Solution To find the Activity Pass Fail Posting program in the RecTrac 3.1 Standard Default VSI Design, go to Management ribbon Activity Management Period End Programs group Activity Pass Fail Posting. (Note: Your Design may vary.) To Run the Pass/Fail Visit Program 1. Make your selections a

141 Views 1 min

How to Move the Add to Cart button in WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to move the 'Add to Cart' button in WebTrac from the bottom of the screen to the top? Solution Yes. Most screens in RecTrac and WebTrac are completely customizable.  Attached to this entry is an .xml file that when imported into RecTrac as a Comment Code, will effectively move the Add to Cart button to the top of the WebTrac b

153 Views 1 min

How to report on Resident and Non-Resident total enrollments in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem The 10.3 Activity Listing when run in Detail would print out resident and non-resident enrollment totals by section. Where is this report in 3.1? Solution This report already exists in 3.1. It can be found under Reporting > Report Listing > Activity > Activity Section Reports. The output is the VSI - Activity Section Listing Report.

169 Views 1 min

3.1 How to have Facility Reservation Purpose display on the WebTrac Event Calendar

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to display the Purpose for a Facility Reservation on the Event Calendar in RecTrac 3.1 as opposed to having the Facility Description display? Solution Yes. This can be accomplished by creating and linking three (3) VSI Function questions to the Facility. The VSI Function questions you want to link are:1. VSI Function - Web Eve

260 Views 1 min

Unable to send request to webserver server. error code = 12029

Published June 6th, 2022 by Bret Alarcon

Problem Customer has a hosted database and they were working fine previously. Now all sites cannot connect to RecTrac and are receiving this:Unable to send request to webserver server. error code = 12029 When they try to connect to http://connect001.rectrac.com they get these errors:Gateway GEO-IP alertThis request is blocked by the SonicWall Gatewa

174 Views 1 min

3.1 Topaz Signature Pad 4x3 inch display unit freezing With Waivers

Published June 6th, 2022 by Bret Alarcon

Problem 3.1 Topaz Signature Pad 4x3 inch display unit freezing With Waivers     Solution   Topaz Readers are not compatible with waivers within RecTrac 3.1.  To resolve this issue, disable sending waiver text to the Topaz signature pad using the steps that follow. 1. Open Profile Assignments. 2 . Expand Signature Profiles, select the Signature Profi

167 Views 1 min

3.1 Training Video - Fees Overview

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Fees Overview training video. Run Time = 12 minutes 3.1 Video

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10.3 and 3.1 What Processors Does Plug'nPay Interface With?

Published June 6th, 2022 by Bret Alarcon

Problem What processors does Plug'nPay interface with? Solution For the latest list of processors that Plug'nPay interfaces with, go to http://www.gatewaystatus.com/.

142 Views 1 min

3.1 RecTrac 3.1.10.03/04.01 Update Crashes on WebTrac Server.

Published June 6th, 2022 by Bret Alarcon

Problem When running the 3.1.10.03 or the 3.1.10.04.01 update on the WebTrac web server, the installation will crash during the Tomcat 8 starting process in the script.   Solution Re-run the update using process outlined below. Steps For Solution Delete the staging folder under :\VSI3 (if not present continue to the next step). Browse to :\VSI3\Prog

172 Views 1 min

Avery 5160 Label Settings for RecConnect 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I am trying to run labels through the Pass Member Report and am having trouble. Im sure the label template is not set up correctly, but not sure how to set it up. Specifically, I sent an email to our golf season pass holders and then want to run labels for those that dont have email addresses. Solution 1 Attached is a screenshot of label tem

237 Views 1 min

3.1 Web Camera specifications for RecTrac photos

Published June 6th, 2022 by Bret Alarcon

Question What are the technical specifications for supported web cameras in RecTrac 3.1? Answer Windows 8.1/10 compatible USB-A cable Resolution: HD 1080p Focus type: Auto-focus Zoom capability (digital zoom is OK typically it requires webcam software/utility to configure, like Logitech Camera Settings application) Tripod Ready or universal mounting

203 Views 1 min

10.3 and 3.1 Trouble installing an Ithaca 280 on a Windows 10 workstation

Published June 6th, 2022 by Bret Alarcon

Problem Issues with an Ithaca Itherm 280 / 610 printer on windows 10: This Device cannot Start. (Code 10) {Operation Failed}The requested operation was unsuccessful Solution The iTherm 280 printer can be used in Windows 10 as a USB printer, PROVIDED the printer was manufactured in June 2009 or later. If your printer is from June 2009 or later, then:

136 Views 1 min

10.3 and 3.1 Error 57:Trans. not Permitted-Card when Setting Up Installment Bills w/ Plug'nPay

Published June 6th, 2022 by Bret Alarcon

Problem When attempting to set up an Installment Bill in GUI RecTrac for a patron using PlugNPay WebXPress ERI, the clerks got the following error: Error 57:Trans. not permitted-Card. The department attempted this process again using both MasterCard and Visa cards and they get the same error repeatedly. Any insight into this? Solution Error 57: Tran

168 Views 1 min

10.3 and 3.1 Invalid Numeric Format Setting Causing Unpredictable Behavior

Published June 6th, 2022 by Bret Alarcon

Problem One client workstation has a problem where all commas in RecTrac are appearing as periods, so 1.00 looks like 1,00. It also gives this error when signing in: This Client Potentially has an Invalid Numeric Format Setting. Continuing May Cause Unpredictable Behavior         Solution   The customer's Region and Language Format setting in Window

130 Views 1 min

Unable to click on Hyperlinks in the 3.1 Help

Published June 6th, 2022 by Bret Alarcon

Problem When I use the 'i' Help widget and hover over a field, I see information. When a link is in the field, I can never click on it because the box disappears. I also notice sometimes there is more Help than the box can hold, but there are no scroll bars. Is this by design? Solution Yes and No. These are known limitations of the ToolTip Help. Hyp

120 Views 1 min

How to Reset User Password in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem If a RecTrac 3.1 user forgets their password, how can they reset it? Solution RecTrac 3.1 users are able to reset their own password as of release level 3.1.04.23. Setup1 - Go to Management > System Management > User Management.2 - For each User record in the DataGrid, add an email address. This is a requirement for being able to use t

178 Views 1 min

Recovering Sections from Archive doubles the Fees in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I have an Activity where the Fees are linked at the Activity level. That Activity was Archived by accident and then recovered. When I recovered it from Archive, the Fees were doubled. I notice that the Fees are still at the Activity level but the same fees are also now linked on the Section, itself. Solution This is a known 'bug' and it has

156 Views 1 min

3.1 VIC unable to connect when Proxy is in use

Published June 6th, 2022 by Bret Alarcon

Problem Computers/network is setup on a Proxy. VIC is connected but when trying to utilize VIC by printing (or using other peripherals), the VIC log fills with:  [SessionPool: No Available Sessions[Could not connect to the AppServer: General Error: 9990. (7203)] on https://*:65100 and so on. Solution Change the proxy settings under Internet Explorer

129 Views 1 min

Ingenico iSC250 EMV reader not working in RecTrac 3.1. Unit does not 'beep' at login

Published June 6th, 2022 by Bret Alarcon

Problem Our Ingenico 250 EMV reader is not working in RecTrac. The unit no longer emits the single, loud 'beep' at login to RecTrac. Nothing else has changed. Solution EMV reader needed a reboot. Hold down the '-' and Clear buttons until the unit reboots. Note: ETS suggests rebooting the Ingenico iSC250 until several times per week.

201 Views 1 min

10.3 and 3.1 Definition and Examples of Cash-Based Accounting vs. Receivables-Based Accounting

Published June 6th, 2022 by Bret Alarcon

Problem The Static Parameters profile Fiscal Settings group has a G/L Post Option field that offers Cash and Receivables (Required for Accrual). What's the difference? Solution In very general terms, the difference between a Cash-based accounting system, a Receivables-based accounting system, and a Receivables/Accrual-based accounting system is in h

177 Views 2 min

3.1 VIC not working after update to 3.1.05.08

Published June 6th, 2022 by Bret Alarcon

Problem VIC not working after 08 update: ERROR condition: Remote mismatched fields or mismatched BEFORE-TABLE attribute for temp-table parameter or dataset member parameter. (12324) (7211) Solution Build 3.1.05.08 includes a new version of VIC, (VIC 3.1.5.21). Installing that requires a stopping and starting the VIC Service and VIC.exe (if applicabl

214 Views 1 min

10.3 and 3.1 Fonts Used on PDF Receipts

Published June 6th, 2022 by Bret Alarcon

Problem What font styles and sizes are used on the PDF receipts? Solution In RecTrac, the fonts used on PDF receipts and reports are Helvetica, Helvetica-bold and Helvetica-oblique. The sizes range from 6 (very tiny) to 12 (medium).

137 Views 1 min

3.1 ETS/Elavon Error:Login Not Performed

Published June 6th, 2022 by Bret Alarcon

Problem Unable to process credit cards with ETS/Elavon on a new computer. Error message: ETS Error:Login Not Performed Solution You need to update the TLS registry in Windows. Click this link: https://www.etsemoney.com/DOCSSEC/Downloads/EMTransVault/EnableTLS12.zip

166 Views 1 min

3.1 Webtrac Permit Processing Prompt Displays Processing Prompts_PermitPatternOptions

Published June 6th, 2022 by Bret Alarcon

Problem When trying to process a facility permit on WebTrac on the Proccessing Prompts screen, the following error message is displayed: "Processing Prompts_PermitPatternOptions".  Solution This is a known issue and we'll fix it soon .  However; there is a workaround. All you have to do is drag and drop the permit processing prompt fields from the A

161 Views 1 min

10.3 and 3.1 Error (5890) 0x80020009 return-previous ic0329-pp.p

Published June 6th, 2022 by Bret Alarcon

Problem We receive the following error when processing credit cards. We use PlugnPay. Transaction Was Not Authorized... Reason: Error occurred while accessing component property/method:send.A connection with the server could not be establishedError code: 0x80020009 return-previous ic0329-pp.p (5890) Is there a resolution for this? Solution If you re

155 Views 1 min

3.1 Users unable to print to shared USB Ithaca 280

Published June 6th, 2022 by Bret Alarcon

Problem Some users on RecTrac 3.1 report lost ability to print to shared USB Ithaca 280s after the 10.3 to 3.1 migration, and it seems related to switching from the Generic Text Only driver to the actual Transact driver. Problem: Seems to be on Windows 7 clients - the local computer can print to the printer fine. The printer is shared out. When a re

146 Views 1 min

Where are Devices in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is Device Maintenance in RecTrac 3.1? How do I link Devices in RecTrac 3.1? Solution Devices are now called Profiles. There are fewer of them, but they are better organized and hopefully you will find it more intuitive where to find a particular toggle. Similar to 10.3 and prior releases, Profiles must be linked in Profile Assignments

155 Views 1 min

Clearing transactions that are stuck in the Shopping Cart - RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem One of our clerks was processing a sale in 3.1 Global Sales when the database went down. Upon restart, we couldn't recover the Session. So now the affected Household has items stuck in the Shopping Cart. Is there an easy way to clear the Shopping Cart and re-do the sale? Solution Yes. You can use the In Process tab in Global Sales. RecTrac 3

144 Views 1 min

RecChat: Wielding the Ban Hammer - 11/30/2023

Published November 30th, 2023 by Bret Alarcon

Episode Summary Every so often we're asked how to prevent a specific household from doing something, or on the flip side, only allowing a very small subset of households particular options. Hopefully, there aren't that many bad actors that need this treatment, but it was too good of a tagline to give up. Join us for a discussion all about how to get

205 Views 1 min

3.1 VIC won't connect on Windows 7 after Chrome and FireFox updates. TLS 1.0 and 1.1 deprecated

Published June 6th, 2022 by Bret Alarcon

Problem I am operating RecTrac 3.1 in Google Chrome Version  84.0.4147.89  Internet browser on a Window 7 PC, and my VIC no longer connects.  Other users report similar issue when using Firefox 78.0.02.   Solution Upgrade your PCs  to Windows 10. Microsoft ended support for Windows 7 in January of 2020. Vermont Systems decertified Windows 7 at that

149 Views 1 min

RecChat: Pass Pre-Req for Paperwork Requirements - 06/01/2023

Published June 8th, 2023 by Bret Alarcon

Episode Summary Do you need paperwork from your patrons before they're allowed to register for day care or summer camp? Do you need a document turned in before someone can reserve a facility? These are fairly common scenarios, and using the Pass Module in conjunction with the Pass Pre-requisite criteria is a great way to satisfy these requirements.

1 min

3.1 ePACT Troubleshooting Tips

Published June 6th, 2022 by Bret Alarcon

Question Can you provide some information about troubleshooting ePACT. We're not certain it is working correctly.       Answer Absolutely! GENERAL INFORMATION The ePACT Integration runs four (4) times per day via a scheduled event. This event runs at 12:00am, 6:00am, 12:00pm, and 6:00pm. Each time the ePACT Integration runs. it writes to the Audit L

346 Views 2 min

10.3 and 3.1 Office 365 TLS Email Stopped Working

Published June 6th, 2022 by Bret Alarcon

Problem Customers using Office 365 TLS Auth method abruptly stopped sending emails. Related to Microsoft's 8/17/2021 update that ends all Internet Explorer support for their Apps. Since we use IE for TLS commands to relay, this no longer works on Server 2016 and older. *Server 2019 and/or SMTP relay method is not affected. Solution  Must enable TLS

171 Views 1 min

Upsell Management for 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Does RecTrac/WebTrac provide a way to entice customers purchasing one thing to purchase another related thing?  We're looking for a 'because you bought this, you might want that' type feature for our patrons in WebTrac.     Solution Yes. Upsell Management provides this functionality in RecTrac 3.1. Upsell Management allows you to create link

186 Views 2 min

3.1 Does RecTrac integrate with an encrypted reader for PlugNPay (PNP)?

Published June 6th, 2022 by Bret Alarcon

Problem 3.1 Does RecTrac integrate with an encrypted reader for Plugn Pay (PNP)? Solution No, VSI offers only an unencrypted reader at this time for the PlugNPay Gateway at this time. There are no encrypted readers available for use with PNP and RecTrac. Note: You can consider an alternative Gateway like CardConnect, ETS, or VeriFone which all offer

169 Views 1 min

How to change the default payment amount due from Total Amount to None in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem At this time we can only register participants if they pay the amount due in full. RecTrac is set up in a way that will not allow us to process a registration with a partial nor no payment at all. Can you please show us how to correct this so we can register people in our programs that will either be on payment plans, or getting partial fund

147 Views 1 min

Events / Reports Not Running after an Update

Published September 22nd, 2022 by Bret Alarcon

Problem After performing an update with an Event Timer program, scheduled events and reports will not run, even after completing normal restart procedures. Upon your further review, under Control Panel > Programs and Features, note two(VSI) Event Timer programs. One is old and one is current, causing a mismatch with the service. If these are your

279 Views 1 min

Were my emails sent from RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to confirm that my emails are being sent from RecTrac 3.1? Solution Not exactly, becasue RecTrac doesn't send the email. RecTrac queues emails to your email server, and they are then sent from there. Your email server should be able to provide a report of which emails were sent and which were returned. However, we here are two

181 Views 1 min

Finding and Running the RecTrac Dictionary Listing in 3.1 and 10.3

Published June 6th, 2022 by Bret Alarcon

Question Where can I find the Dictionary Listing in RecTrac?     Answer Use the online help! RecTrac 3.1 In the NextGen UI, simply search for "Dictionary" and follow the link that appears. In the classic UI, go to the Report Output Listing program. Search for "Dictionary." When you find the report, click Run Report. In either UI, once you're on the

154 Views 1 min

Uploading Household and Family Member documents in WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I am trying to find how to enable the feature that allows patrons to upload family and household documents on WebTrac. How does this work? Solution This functionality is included in RecTrac 3.1.06.12 and greater. The ability to upload household and family member documents in WebTrac is managed/located under My Account Document, by default. P

166 Views 1 min

3.1 Session Cleaner and Email Queue Events show as Running but are stalled

Published June 6th, 2022 by Bret Alarcon

Problem Our Scheduled Events for Session Cleaner and Email Queue show as 'Running' in the DataGrid, but they have not run in over a day. Is there a way to reset them without having to delete and recreate the event? Solution Yes. Go to Scheduled Events Management and reset the status for those events to 'Active.' In turn with each stalled event, 1. H

138 Views 1 min

Why RecTrac 3.1 Data Grid Has All Data in First Column

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 3.1, the data grids have all the data in the first column. What's wrong? Solution This is a known issue with the IE 9 browser. The solution is to upgrade your browser to a newer version, or to use a different browser, such as Chrome, Firefox or Safari.

143 Views 1 min

How RecConnect Match Options Work in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What are the Match Options on RecConnect reports for and how do they work? Solution The Match Option field is found on the Report Options screen of all RecConnect Reports in RecTrac 3.1. Your Match Option selection determines the number of times a family member or household will be listed on the RecConnect Results DataGrid upon running a Rec

167 Views 1 min

10.3 and 3.1 Support Tickets on VSI Website

Published June 6th, 2022 by Bret Alarcon

Problem What is a Support Ticket and how do I use them? Solution Support Tickets are issues that you, as a VSI customer, can create, view, and update on our website. Once an issue has been created on the website, Support Tickets are assigned to Customer Support personnel who work with you to resolve them. Support Tickets are assigned in the order in

139 Views 1 min

Putting a future date on a Pass Membership cancellation in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do I cancel a pass in the future using RecTrac 3.1? We have only been able to cancel a pass for the current date. We cant find a future date button. Solution The Effective Cancellation Date prompt is a by-module option in RecTrac 3.1; it is maintained on the Daily Processing profile. 1. Go to your Daily Processing profile.2. Locate the P

150 Views 1 min

How to add Households using manually generated Household ID Numbers in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem When we go to manually add a Household in RecTrac 3.1, we cannot input or change the Household ID #. Our household ID #'s are tied to university ID #'s. For guests/visitors that do not come across the import, we need to create new Households, but cannot due to the ID issue. How can we input the ID # for new households? Solution RecTrac 3.1 p

146 Views 1 min

RecTrac 3.1 End of Shift Over/Short Postings posting to GL 0 (zero)

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 3.1, our End of Shift Over/Short postings are going to GL 0 (zero). Where/how do we correct this? Solution There are two options for linking over/short GL codes. They can be linked either a) at the paycode level or b) at the EOS Profile level. If you plan to use the Over/Short GL settings in the EOS Profile, then turn on the 'Make

191 Views 1 min

CYMSStaffProviderReport_Help

Published July 14th, 2023 by Bret Alarcon

The Staff/Provider reports allow you to report on SADetail records linked to CYMS Staff Members and Providers in RecTrac. RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work

77 Views 1 min

Bulk Unsold Ticket Print for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We're running 3.1 and need to print some unsold tickets. 10.3 has a Bulk Unsold Serialized Ticket Print program. Is there a 3.1 version? Solution Yes. It is the same program in 3.1 with some variations form the 10.3 version. The Bulk Unsold Ticket Print is used to print unsold POS Tickets, either serialized or non-serialized. This program al

146 Views 1 min

RecTrac 3.1 - Transactions are missing on the Refund Interface for Incode

Published June 6th, 2022 by Bret Alarcon

Problem We use the Refund Interface for Incode. We processed two Refund Finance transactions yesterday but only see one (1) showing on the Interface. We ran the Refund Report and can see both of the Refund finance transactions. The Transaction Inquiry also shows both refund. I simply cannot get it show on the Interface. Any thoughts? Solution The tr

152 Views 1 min

RecTrac 3.1 Terminology 'Cache/Caching'

Published June 6th, 2022 by Bret Alarcon

Problem Solution In RecTrac 3.1, all screens are built according to user-defined data (see also Screen Definitions and Field Parameters). This customizability has to be balanced against how data intensive a data-driven user interface is. Caching screens (saving their layout in a cache table) is one way to speed up screen display times. Each time a s

155 Views 1 min

10.3 and 3.1 How To Send Emails from RecTrac Using Gmail Account

Published June 6th, 2022 by Bret Alarcon

Problem Can I send emails from RecTrac using my Gmail account and where can I find setup guidance? Solution Refer to the following link from Google Apps: SMTP Relay Service Setting OR Copy the following into the URL field of your web browser: https://support.google.com/a/answer/2956491

320 Views 1 min

Where can you apply Scholarship amounts to Households in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Previously we had done our scholarship money at the Household level but we're having trouble figuring out how to do that again. We've found Family Member Scholarship Management but it's either not what we're looking for or we don't know how to use it correctly. A little help would be much appreciated. Solution In 3.1 it is different now that

167 Views 1 min

Receipt Documents not printing/previewing in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Are Receipt Documents working in 3.1? I've got one linked to a Section, and when I perform the transaction and preview the receipt, I see the receipt but not the Document. Am I missing a step? Solution No. You're doing everything correctly. The caveat is that Receipt Documents do not preview in 3.1. This is because RecTrac has no way of tell

219 Views 1 min

How to Customize Forgotten Password Email in WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to customize the Forgotten Password email in WebTrac 3.1? Solution If no custom email is setup, this is the default email that is sent out: ========================================================================= Subject: Per Your Request You have requested to reset your Password for 's web registration site. This can be done

190 Views 1 min

Progress 11.7.2 installation process. Error Code: -5001 : 0xffffec75 when installing RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem During Installation of RecTrac 3.1 the following error prior during the Progress 11.7.2 installation process. Error Code: -5001 : 0xffffec75 Error Information: >setup.cpp (220) PAPP:OpenEdge PVENDOR SC PGUID Solution This error is generally the result of a bad download of the Progress 11.7.2 software that is packaged with our install. Our

139 Views 1 min

How to get Pass Ticklers to print on Reports in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We're trying to set up a report that includes Pass Ticklers. When I click the Info button, I can see the name of the field is GlobalSalesStatusUpdate_PassTickler, but when I go to the Report Output Management I dont see that field. Can you tell me if I can use these items in a report? Solution Yes. You can get these on a report. The Pass Tic

147 Views 1 min

10.3 and 3.1 AdminService Won't Start After a System Restore

Published June 6th, 2022 by Bret Alarcon

Problem Clients cannot connect to the database after a system restore on the server. Can you help? Solution The system restore had reset the IP address value in the Hosts file to the default Gateway IP. Once the IP address was changed to the computer's actual IP address, we were able to start the AdminService, query Fathom, reload the client softwar

177 Views 1 min

10.3 and 3.1 Firewall Ports for RecTrac and WebTrac and VSI Standard Port Listing

Published June 6th, 2022 by Bret Alarcon

Problem Which Firewall ports need to be open for RecTrac and WebTrac to communicate and operate correctly? Also, which ports need to be open between the server and workstations. Solution The following information is taken from the WebTrac Pre-Installation Checklist:From Internet to WebServer: Ports 80 and 443Between WebServer & Transaction serve

172 Views 1 min

'Only one dashboard can be auto opened per menu' message in 3.1 Custom Menu design

Published June 6th, 2022 by Bret Alarcon

Problem Why does the system disallow creation of a custom menu with more than one program set to Auto Open? I am trying to make a menu where Activity Management and Pass Management both AutoOpen and am getting a message that reads, 'Only one dashboard can be auto opened per menu. The 'ARActivitymain'' menu item already has this toggled on.' Solution

124 Views 1 min

3.1 How to change the color of the Add to Cart bar in WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem How to change the color of the Add to Cart bar for Webtrac 3.1? When adding an item to the Shopping Cart, the bar shows up at the bottom of the page and often customers do not notice it. Solution Add the below entry to the mutliselect.css file on your WebServer in the :\VSI3\RecTrac\WebServer\WEB\css\WebTrac\model location. #websearch_multis

154 Views 1 min

3.1 Training Video - RecTrac 3.1 Highlights

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Highlights training video. Run Time = 9 minutes. 3.1 Video

154 Views 1 min

RecTrac 3.1 Terminology 'Screen Definitions'

Published June 6th, 2022 by Bret Alarcon

Problem Solution Screen definitions are the data records that control the screen layouts throughout RecTrac. This is how you choose what to show, hide, reorder, and rename the Tabs, Groups, Headers, Info Boxes, and Buttons on any given screen. To start with, RecTrac 3.1 comes pre-loaded with a complete set of VSI-Design Screen Definitions, any of wh

155 Views 1 min

3.1 Web Hosted Weblive will not connect after Progress 11.7 update from 11.3

Published June 6th, 2022 by Bret Alarcon

Problem After updating RecTrac from 3.1.07.04 to latest build and updating from Progress 11.3 to Progess 11.7, the customer's WebLive/WebDemo will not start within Progress OpenEdge. All proper pre and post update steps well done correctly. WebLive.Broker Error: [19/01/25@12:06:37.046-0600] P-007152 T-L-2533 3 UB Basic [19/01/25@12:06:37.170-0600] P

146 Views 1 min

10.3 and 3.1 Antivirus Blocked Installation of WebClient

Published June 6th, 2022 by Bret Alarcon

Problem We have Norton Antivirus. It seems to be blocking installation of your WebClient application. What should we do? Solution Temporarily disable Norton Antivirus for the duration of the WebClient and WebClient application installation, and once installed, re-enable Norton.

255 Views 1 min

10.3 and 3.1 Windows Firewall Blocking Client Connections to Server

Published June 6th, 2022 by Bret Alarcon

Problem After updates to the Windows server, client workstations are unable to the database. If the Firewall is disabled, the clients can connect. What should be done? Solution If client workstations can connect to RecTrac when the Firewall is down but not when it is up, the cause is most likely a block on port 2500. Under certain circumstances, you

132 Views 1 min

RecTrac Rules Overview

Published March 6th, 2023 by Bret Alarcon

RecTrac Rules Management A Rule is a set of criteria that must be met to allow a transaction to complete. The following presents a general overview of a complicated topic using examples and brief definitions and will guide you through the basic steps required to: Create and link a single rule with a single criterion. Create and link a single rule wi

39 min

3.1 Training Video - Global Sales Processing

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Global Sales Processing training video. Run Time = 22 minutes 3.1 Video

227 Views 1 min

10.3 and 3.1 ETS Invalid Swipe Message

Published June 6th, 2022 by Bret Alarcon

Problem On one workstation, we get an ETS Invalid Swipe message followed by the Debit Card/Credit Card selection screen. They are using an OMNI Barcode/MSR reader. What's wrong and how can we fix? Solution To troubleshoot, we swiped the card in the MSR reader while in Notepad. We found that there was a carriage return between tracks, and no carriage

162 Views 1 min

3.1 Mobile RecTrac Visit Processing - LineaPro Sled not scanning keyfobs

Published June 6th, 2022 by Bret Alarcon

Problem After upgrading to RecTrac 3.1, Mobile RecTrac using the Linea Pro Sled and WebBarCode App will not scan key fobs in visit processing. Solution The following should allow key fob scanning: 1. Update to RecTrac 3.1.05.15 or greater.2. Update the WebBarcode App to Version 4.13. On the iPod, go to Settings WebBarcode. Enable the Fill Form Text

148 Views 1 min

10.3 and 3.1 Unable to Print to a P4000 Network Printer

Published June 6th, 2022 by Bret Alarcon

Problem We have a P4000 printer that we cannot get to print. When we try to assign it an IP, the IP address does not seem to stick, and therefore we can't print to it. Solution The customer had downloaded the drivers but was unable to get them to work. The IP address would not save when he would go in and assign it. After speaking with Polaroid, we

123 Views 1 min

Where and When are Questions Prompted in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where and when are questions prompted in RecTrac 3.1? Solution Unlike previous versions of RecTrac, there are very few hard-coded system questions in RecTrac 3.1. The places where hard-coded questions were asked are now part of Question Management, so the user can determine if and when to ask a question, as well as the verbiage of the questi

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10.3 and 3.1 Topaz Unit Freezes/Shows One word per line

Published June 6th, 2022 by Bret Alarcon

Problem We're using theTopaz Signature Capture unit for our waivers. On some workstations, the unit freezes/shows one word per line only. This is not common across all units. Solution This is likely due to font size in Windows. Ensure font size is set to 100%. In Windows 7, font size is set in the Control Panel > Display. Select 'Smaller - 100% (

127 Views 1 min

3.1 Custom reports hang EVENTLive AppServer

Published June 6th, 2022 by Bret Alarcon

Problem Error when running a custom report. Report hangs, error in EVENTLive Appserver log displays. (Procedure: 'business/CreateLogLocRecord.p' Line:515) The total length of the fields in an index exceeds max key size. Index ttPrimary of table (TEMP-TABLE)ttReport (129) (11353).   Solution This error is a result of a customized reports with too man

126 Views 1 min

10.3 and 3.1 Honeywell EZ Config Cloud Solution for Drivers License Scanning

Published June 6th, 2022 by Bret Alarcon

Problem Honeywell is pleased to announce the general release our new cloud-based software service for Honeywell bar code scanner configuration and provisioning. This release moves the traditional PC-based configuration utility from requiring local installation for each use to a hosted, cloud-based solution enabling field technicians; sales people an

227 Views 1 min

How to make Fields 'Required' in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I clean up all the accounts created in RecTrac and from WebTrac (Online) and often come across accounts that are incomplete. Generally, clerks enter the Names, Addresses, Email and Phone Numbers, but sometimes Genders, Resident or Non-Resident, Phone Type, Relationship and Birthdays are not completed. This information is important for identi

184 Views 1 min

RecTrac 3.1 Terminology 'Panel'

Published June 6th, 2022 by Bret Alarcon

Problem Solution When you click a shortcut or menu item to start a program, a panel opens. The panel fills the content area of the screen. It has a title on the upper left, 3 icons on the upper right (Toggle Help, Screen Help, Close Panel) and a rectangle identifying the program on the bottom taskbar. You can open multiple programs and switch back a

132 Views 1 min

3.1 How to increase or decrease the signature time out value for the Topaz Signature unit

Published June 6th, 2022 by Bret Alarcon

Problem We use the Topaz signature pad in RecTrac 3.1 for signing waivers and waiver letters and find it is timing out too quickly for some customers to sign. Where can we adjust the time out setting? Solution In RecTrac 3.1, the time-out threshold is maintained in the Waiver Time Out (Seconds) field on your Daily Processing profile Miscellaneous Se

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10.3 and 3.1 How to Address the SSLv3.0 Vulnerability

Published June 6th, 2022 by Bret Alarcon

Problem Can we disable SSLv3.0 on our web server and/or how do we address the SSLv3.0 vulenerability? Solution This question came in response to the news that a vulnerability was found with SSL 3.0 (POODLE) which essentially makes it obsolete in terms of security. 'Encryption in SSL 3.0 uses either the RC4 stream cipher, or a block cipher in CBC mod

137 Views 1 min

How to setup the OffLoad AppServers in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How to setup the OffLoad AppServers in 3.1 Solution See attached documentation authored by Chris Tallman See Attachment: RT 3.1 Installing Offload AppServers.pdf

126 Views 1 min

3.1 After updating to Progress 11.7.5, AdminService starts but nothing happens

Published June 6th, 2022 by Bret Alarcon

Problem After updating to Progress 11.7.5 the AdminService starts in Windows Services but OpenEdge Explorer is not accessible and no Progress programs start up in Windows task manager; _dbagent.exe, _progress.exe, _proapsv.exe, mprshut.exe and _mprosrv.exe. Under <x>:\VSI3\Progress\DLC117_wrk is the admserv.log. Adminserver log file entries st

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3.1 Does Shutting Down OpenEdge Management Affect Running Databases?

Published June 6th, 2022 by Bret Alarcon

Problem Does shutting down OpenEdge Management affect running databases? Solution No, shutting down OpenEdge Management does not affect running databases. Shutting down OpenEdge Management can here be understood as either shutting OpenEdge Management down with a 'fathom -stop' or by shutting the remote machine on which OpenEdge Management is running

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3.1 Training Video - Enabling ePACT Integration in RecTrac.

Published June 6th, 2022 by Bret Alarcon

Click Here to watch a FastTrac video on enabling the ePACT API interface in RecTrac 3.1. Total Run Time = 2 minute 25 seconds. 3.1 Video

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Difference between Reprint Receipt - First and Reprint Receipt - Last options in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 3.1 Global Sales > Purchase History > Reprint, there are options for Reprint Receipt - First and Reprint Receipt - Last. What is the difference? Solution These buttons only come into play when you have a transaction linked to multiple receipts, like a pattern reservation or an installment bill, etc... (Any transaction linked

225 Views 1 min

How to Void a PnP Credit Card Payment in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I have taken a credit card payment via the PnP SmartScreen ERI window that I need to void, but I can't delete that payment from the payment browser. Why not? Solution If the settlement type on your PnP Credit Card Profile is set to 'auto', you cannot do a void of the credit card authorization because it has already been settled and PnP doesn

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3.1 WebTrac's add new household form no longer works since adding Custom splash, template, and CSS

Published June 6th, 2022 by Bret Alarcon

Problem WebTrac's add new household form no longer works since adding Custom Splash, Template, and CSS.   That form allows you to fill out all the information, but when you click the "Save" button, nothing happens. Solution You need to update the Screen Design with the change that follows when custom  Custom Splash, Template, and/or CSS are used wit

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3.1 RecTrac unable to Query Transaction at PNP - Curl Send Failed

Published June 6th, 2022 by Bret Alarcon

Problem We've gotten this error a few times. 'Unable to query the transaction at the PNP gateway. If you process this transaction again you could potentially charge the customer again. Before you continue, contact your RecTrac administrator and have them check the transaction at the PNP Portal.' 1. Why is the curl send failing?2. Where are the curl

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menuscreenmaintenancestart_help

Published July 10th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily Check back soon!

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10.3 and 3.1 PNP Error: The requested URL was rejected. Please consult with your administrator.

Published June 6th, 2022 by Bret Alarcon

Problem We have one particular patron whose credit cards cannot be authorized by Plug'nPay. No matter what location, user, workstation we swipe their card at, we get the following error: The requested URL was rejected. Please consult with your administrator. Your support ID is: 17988486198845997330 All other patrons' credit cards are going through f

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10.3 and 3.1 ETS Core Files verionsn as of date

Published June 6th, 2022 by Bret Alarcon

Problem What is the most recent version of the ETS Core Files? Solution The current verision of ETS Core Files is 1.1.6450, as of September 2017. To check the core file version: C:\Users\\Update\Local\ETS\TransvaultFile name would be similar to- TransVaultCore_1.1.6450....dat or greater. Anytime an ETS customer has an issue with using RecTrac 3.1 or

159 Views 1 min

10.3 and 3.1 Payware Transact Error Response Codes

Published June 6th, 2022 by Bret Alarcon

Problem We would like a listing of VeriFone Payware Transact error response codes. Solution VeriFone supplied a list. See attached document for a full listing. Some interpretation from VeriFone will be needed. See Attachment: Verifone Payware Full Error Codes.doc

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3.1 Training Video - Fees

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Fees training video. Run Time = 70 minutes 3.1 Video

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What is the maximum number of people who can be on a Waiting Listing in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem One of our activities is at 320+ on the waitlist. We increased the max waitlist value to 350, but every time someone registers RecTrac claims they are number '301' on the waitlist. Any thoughts on what we're doing wrong? Solution You're not doing anything wrong!  Rather, you're running up against a system limitation here. The maximum waitlis

123 Views 1 min

Unable to execute device transaction through ETS after updating from 10.3 to 3.1

Published June 6th, 2022 by Bret Alarcon

Problem The following error message displayed while processing a credit card transaction through ETS 'Unable to execute device transaction.' Site recently upgraded from RecTrac 10.3 to 3.1 and is using the same ETS device. Solution Contact ETS with the Client ID and have them push down the necessary updates to the device. To locate the Client ID: 1.

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10.3 and 3.1 How to Calculate Inventory Selling Price by Margin and Markup

Published June 6th, 2022 by Bret Alarcon

Problem In Fees Update for Inventory, what is the difference between Inventory - Average Cost Markup and Inventory - Average Cost Margin and how do you determine the formula? Solution In retail accounting, there is a distinction made between 'Markup' and 'Margin.' 'Markup' is the amount of increase in price over cost to calculate profit. If your cos

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3.1 How to Disallow Payment of Past Balances online using WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem We used to have things set up where a parent was not allowed to pay a past balance online, only what was currently in their cart. Our WebTrac setup is primarily used for our Recreation Dept, and our Childcare has to pay in person. We have had a family be able to pay their childcare balance online. Would you be able to show me where I can che

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3.1. Payment profile - All Drop-down lists in the Default Payment Pay Code Settings group are blank

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to set up some Default Pay Codes for various modules in RecTrac 3.1. We're in the Payment profile Default Payment Pay Code Settings group. The Drop-down list on every field is blank. How do we get that to populate with codes? Solution It is likely that you have invalid data in the Screen Description field on at least one (or mo

214 Views 1 min

League Template Management

Published May 19th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily Check back soon!

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3.1 How to Edit Stored Financial Info via WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem A household has some out-of-date banking info that needs to get deleted. Where can they update it before the next installment billing cycle? Solution In WebTrac, the patron can update their info:1 Login to WebTrac. 2 Go to My Account > Update > Auto Debit.4 Select the CC or ACH info that needs to be updated, and click the Update button

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10.3 and 3.1 What is RecConnect History?

Published June 6th, 2022 by Bret Alarcon

Problem What is RecConnect History and how does it work? Solution RecConnect History is the process of tracking RecConnect records that have been sent to households. When tracking RecConnect History, a RecConnect History record will be linked to each household included in your output. The RecConnect History record displays the date, time, RecConnect

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How to use Google Maps for your Locations on WebTrac

Published September 21st, 2022 by Bret Alarcon

Problem I want to use Google Maps to show customers how to locate Vermont Systems Facility Locations. Solution To use Google maps to show customers how to locate our Facility Locations, you need to update these two pieces in your RecTrac database: WebTrac Parameters Profile and Facility Locations. Then, select Google Maps as your Profile map option,

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3.1 - How do I Remove Question Linked to a Module?

Published June 6th, 2022 by Bret Alarcon

Problem How do I Remove Question Linked to a Module? Solution 1. Go to Management System Management Module Management. 2. Highlight the desired Module (i.e., AR-Activity Enrollments) and then click the Change button. 3. Click the Questions tab.4. Click the Pencil icon to in-line edit the desired question within the DataGrid. 5. Click the Drop-down l

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10.3 and 3.1 Patrons want to use their phones instead of key fobs for scanning their Pass Visits

Published June 6th, 2022 by Bret Alarcon

Problem Our patrons would rather use their mobile phones instead of key fobs to check themselves in through our RecTrac Visit Processing System.  Is there a way to scan our key fobs onto their mobile phones, and check in pass visits with their mobile phones? Solution VSI does not currently provide patrons with an App for storing or displaying their

175 Views 1 min

League Tiebreaker not working in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem The tiebreaker in league standings doesnt seem to be working. Ive got my league set up so head to head is the first tiebreaker. But I have two teams that are tied, and Team A won their only head to head matchup. Yet the standings show Team B ahead of Team A. Solution Make sure you're using Winning Percentage as a Tiebreaker and that it (Winn

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Where is the Activity Calendar Report in 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is the Activity Calendar report in 3.1? Solution An Output Template for the 'VSI - Activity Calendar' can be found in the Activity Section Setup Report. This output Template was introduced in RecTrac 3.1.06.07 and provides File Format options for iCal and .PDF.

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3.1 PayTrac - Error when trying to Refund a PIN Debit transaction: "Invalid Transaction Status: Refund & Refund Swipe"

Published June 6th, 2022 by Bret Alarcon

Problem A few days ago, we did a PIN Debit transaction using PayTrac. Now we are trying to refund that transaction, but we are getting stopped with an error: Invalid Transaction Status: Refund & Refund swipe Card present sale.    Solution   Process the refund using the Manual Refund Payment code that Vermont Systems set up for you when onboardin

286 Views 1 min

How to run the Rejected Visits report in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do I run my rejected visit reports in 3.1? I'm looking for the 'Track Rejected Visits' toggle option on the Visit profile and do not see it, and selecting 'Rejected' as a Visit Status on the Visit Report yields no results. Is there a way to run this report? Solution Yes. The short answer is to run the Pass Visit Report for Output VSI - P

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10.3 and 3.1 Defining the Difference Between Full and Partial Household Merges

Published June 6th, 2022 by Bret Alarcon

Problem What is the difference between a Full Household Merge and a Partial Household Merge? Solution Regardless of the RecTrac version you're running, the Household Transfer/Merge program provides two (2) merge options: Full Merge and Partial Merge. Full Merge allows you to consolidate two (2) households into one (1). When you complete a Full Merge

189 Views 1 min

How to Easily Find/Run a Customized Report in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We need a more intuitive way for our users to find the report they want to run. Example, Joe User has created a 'Global Bottom Line Report' but can't remember what report criteria screen title or primary table he linked it to. Any ideas? Solution Create a menu button for the report instead of using the 'All Reports' screen. 1 Go to Managemen

238 Views 1 min

How to setup dupe printing in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How to setup dupe printing in 3.1. For duplicate printing for kitchen or snack bar using POS Solution 1. In System Code Management, create 'Dupe Printer' System Codes2. Link those codes to the POS Inventory Items/Service Items as needed. The Dupe Printer Codes field is found on the Miscellaneous Settings group for both Inventory Items and Se

189 Views 1 min

'Contact Us' emails from WebTrac 3.1 aren't getting sent. Email log shows send failures

Published June 6th, 2022 by Bret Alarcon

Problem Contact us emails from WebTrac aren't getting sent. The socket email log and the bad mail log showing that the message failed, and it is probably because the system is trying to send the Contact Us email from the patron's email address, which is not valid. All other emails are working out of RecTrac and our Contact Us works whenever emails a

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When do changes made in Member Details get saved in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem I was working on training a new staff member on RT. In Demo, I went into a Household and (intentionally) deleted a family member who didn't have any purchases. When I got back to the main Household screen, when I selecting Save or Cancel, I selected Cancel - thinking that would cancel that deletion if I didn't Save it at the Household level.

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Printing Childcare Statements with Tax ID in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Our Tax ID is not being printed on our Childcare Statements. Is there a toggle for this? Solution There is no toggle option for printing/not printing Tax ID on Statements in 3.1. Rather, ensure you have a Tax ID listed on your Static Parameters profile Organization/Address field. The Federal Tax ID number only prints. 1. In RecTrac, go to Ma

245 Views 1 min

RecConnect Programs

Published March 9th, 2023 by Bret Alarcon

RecConnect Programs RecTrac 3.1 Table of Contents Document Summary Running RecConnect Programs Match Options RecConnect Results Field Descriptions RecConnect Results DataGrid Process Option Create RecConnect History Email Options Label Options Letter Options SMS Options RecConnect Programs Tracking RecConnect History Scheduling RecConnect Emails Exp

23 min

3.1 Training Video - End of Shift

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 End of Shift Video from a past Advanced User Training session. Run Time = 48 minutes 3.1 Video

166 Views 1 min

How to tell whether a 3.1 build was run on a web server for WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to check what build the WebTrac server is running? I am not sure whether our WebTrac is on build 12 or not. Solution Yes. To find out what 3.1 build your WebServer is running: 1. Go to the web server and open a Command prompt.2. Run regedit.exe and look at the entry in \HKEY_LOCAL_MACHINE\SOFTWARE\VSI3\RecTrac\Version3. It sho

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3.1: Access Control not Working on Windows Non-Admin Login

Published June 6th, 2022 by Bret Alarcon

Problem Access Control not working on Windows when logged in as a non-Admin User. Customer did an update from 3.1.07.01 to 3.1.08.04. Since then, the Access Control does not work properly at that location when logged into Windows as a non-admin user. The user ID is the same in RecTrac. Solution This was a bad VIC install, in that the non-admin user

137 Views 1 min

Errors (6019) and (6383) Trying to Launch RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We are getting this error in the web browser when trying to launch RecTrac 3.1 WebSpeed error from messenger process (6019). WebSpeed Agent Error: Agent did not return an HTML page (6383) Solution The Interface parameter in the DB was called 'rectrac_1' and it functioned correctly, but the URL being launched was looking for 'rectrac' not 're

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Miscellaneous Income/Expense Postings are not being listed on GL Reports in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem None of our miscellaneous postings are showing up on our GL reports. We are toggling miscellaneous income/expense, but still no postings show up. Solution As a general rule with any report, VSI recommends clicking the Default Settings button whenever a report doesn't produce the expected results. Doing this resets the report parameters and r

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10.3 and 3.1 Having issues with Installing a Star Printer

Published June 6th, 2022 by Bret Alarcon

Problem After installing the driver and plugging the Star Printer USB into the computer, the computer is not seeing the printer. The Green Power Button and the Red error button are blinking separately (Green on, red on, green on, red on) Solution Ensure the Star Printer is getting power directly from a wall socket-type source. Plug the printer direc

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3.1 Error message in CardConnect Bolt - No request queue registered for hsn

Published June 6th, 2022 by Bret Alarcon

Problem We recently switched to CardConnect BOLT and are getting an Information Pop-up box that reads, 'ErrorCode: 6 X-Content-Type-Options: nosniff X-Frame-Options: DENY Content-Type: application/json;charset=UTF-8 Content-Length: 84 Date: Mon, 26 Feb 2018 14:498:13 GMT Connection: close errorCode:6errorMessage:No request queue registered for hsn 6

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3.1 Screen Design error after update: "An Error Occurred - Invalid Value of BLANK for Table"

Published June 6th, 2022 by Bret Alarcon

Problem Client updated RecTrac to 3.1.08.04 and are now seeing an error "An Error Occurred - Invalid Value of BLANK for Table" after changing an activity fee.   Solution As the error occurred right after an update, it is very possible that the RecTrac installer did not successfully update everything to the new version. Check the date modified for re

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3.1 Database Extent Management Problem - Offload servers in use.

Published June 6th, 2022 by Bret Alarcon

Problem The RecTrac server implementation is split between a database server and a report offload server. We need to add more RecTrac database extents but, because of the offload server, we can't run the add database extents program in RecTrac. The process does not complete. The RecTrac database has an extent file that is well over 2 Gigabytes in si

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10.3 and 3.1 Payment Error: Transaction Was Not Authorized... Reason: (Response Status: )

Published June 6th, 2022 by Bret Alarcon

Problem Customer migrated to Card Connect and is now trying to process their first transaction but they are getting the following error message in RecTrac. Payment Error: Transaction Was Not Authorized... Reason: (Response Status: ) The Curl logs in the Webclientapps/VSI/RecTracLan/Temp directory displayed the following error HTTP Status 401 ......

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10.3 and 3.1 Java Version 8 Not Allowing WebClient Install

Published June 6th, 2022 by Bret Alarcon

Problem The security in Java version 8 is not allowing WebClient installs. When trying to run the WebClient install, the browser returns an error that states 'Failed to validate certificate. The Application will not be executed.' After clicking through the error, the page displays another error 'Setup cannot run from this Web page.' Solution In the

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3.1 CardConnect Payment Error: Transaction Was Not Authorized... Reason: (Response Status:)

Published June 6th, 2022 by Bret Alarcon

Problem Customer was receiving the below message when attempting to process a credit card with Card Connect. Payment Error: Transaction Was Not Authorized... Reason: (Response Status:) Solution This is likely due to firewall restrictions for the individual workstation. Refer to the Card Connect Topic Document for Network Minimum Requirements and ens

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3.1 No Refund option available in WebTrac after going to Build 3.1.05.12

Published June 6th, 2022 by Bret Alarcon

Problem Customers tell us that when performing a cancellation on WebTrac, it isn't prompting them to choose a refund method at the time of checkout. This is new since we went to Build 3.1.05.12. Did something change? Solution Yes. Prior to Build 3.1.05.12, WebTrac used a single field for both the Payment Method and the Refund Method. With Build 3.1.

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Refund Options in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What are the different refund options available to users in RecTrac 3.1? Solution RecTrac has four (4) Refund options. You can use as many of them as needed. Here are the definitions using a $50.00 refund to John Smith as the example. 'Refund Apply' - No money leaves the system. Refunds are credited back to the household. A $50.00 refund iss

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10.3 and 3.1 Logging into Access Control directly from the VSI Icon

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to run Access Control directly from the VSI icon in 10.3??   Solution Yes. Complete the steps outlined below. Logging into Access Control Directly from the Desktop Icon To log directly into Access Control from the desktop icon, you must modify the RecTracLAN.ini file in the :\VSI103\WebClientApps\VSI\RecTracLAN\ini folder on t

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How long does it take for the 3.1.07.00 Update to run?

Published June 6th, 2022 by Bret Alarcon

Problem We're planning to update to 3.1.07.00. How long should the process take? Solution Depending on system resources, the entire update process, including the creation of a current database backup file, could take anywhere from 15 minutes to one (1) hour or more. PLAN ACCORDINGLY: The 3.1.07.00 Update requires you to stop your RecTrac Database as

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How to fix Instructor Pay posted for the wrong amount in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We ran instructor pay processing bit used the wrong amount for a couple instructors. How do we fix this? Solution Use the Pay Update program. 1. In the Standard VSI Design, go to Management Ribbon Activity Management Staff Management Pay Update (this button is controlled by {permissions). 2. Click the Picklist icon to select the Instructor w

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Reversing Instructor Pay in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We made some mistakes just now when processing instructor pay.  How can we correct them? Solution You can use the Pay Update program for this, and it is a relatively simple process. Here are some some easy steps. Go to Staff Management Pay Update. Depending on your version of 3.1, this may be on the main screen or under the "More" menu. If t

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3.1 Allowing Patrons to Reserve Space at your Facilities as you Open for Business post COVID-19

Published June 6th, 2022 by Bret Alarcon

Question We are preparing to open some of our facilities and have concerns about social distancing and capacity limits in the post-COVID days. Is there a way we can leverage RecTrac 3.1 to help us ensure capacity limits are not exceeded at any given time when people are in our facilities and other spaces?     Answer Yes! In response to regulations f

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RecTrac 3.1 Topic Document Listing

Published June 6th, 2022 by Bret Alarcon

Question Is there a listing of 3.1 Topic Documents anywhere? Answer YES!  Click here to see the current listing of RecTrac 3.1 Topic Documents. Optionally, you can get to the Topic Documents (aka Topic Docs) listing through the RecTrac Help file. Launch RecTrac and open any program. Click an "i" Information icon (next to any field on the screen) to

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RecTrac 3.1 Terminology 'Tab'

Published June 6th, 2022 by Bret Alarcon

Problem Solution Within a program, if there is more than one screen of data or input fields, each screen is designated by a labeled tab at the top. To move among the screens, click the tabs at the top of the panel (or click the Previous/Next buttons at the bottom of the panel). In Global Sales, each module/function has a tab. After selecting a house

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RecTrac 3.1 Help File Contents and Topic Docs Listing

Published June 6th, 2022 by Bret Alarcon

Problem Do you have a listing of what's in the RecTrac 3.1 Help?       Solution The table of contents in RecTrac was activated in the 3.1.07.01 release, so as long as you're on that version (or later), it should be working for you.  If not, contact one of our Support professionals for assistance. We're here to help! To get to the Table of Contents (

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Epson TM-T88 Paper Conservation not taking effect in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We're trying to set our TM-T88 to Paper Conservation Mode, but we are unable to do so in 3.1. Any thoughts? Solution Paper Conservation Mode for the Epson TM-T88 is set in the Printer Driver. From the Print Driver, go to the Advance Tab. Click on Print Defaults. On Document Settings find 'Paper Conservation' and change it to 'Top & Botto

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Importing Existing Photo File Images into RecTrac 3.1 for use on Passes

Published June 6th, 2022 by Bret Alarcon

Problem Does RecTrac allow the uploading of an existing graphics file (.jpg, .png, etc.) for a membership pass card picture instead of only allowing photos that are taken through a live camera while logged into RecTrac? We allow members to supply their own photos for their passes and would like a way to get them into RecTrac. Solution Yes. The Photo

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10.3 and 3.1 Error with CardConnect BOLT - The DUKPT Base derivation key is missing

Published June 6th, 2022 by Bret Alarcon

Problem We use CardConnect BOLT as our credit card gateway. We are unable to take Apple Pay or Google Pay (NFC) payments on our BOLTed terminals. When attempting to take a payment, we get this error instead: Error when trying to use Apple Pay or Google Pay with CardConnect - decline "The DUKPT Base derivation key is missing" Solution Contact CardCon

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RecTrac 3.1 Visit Processing - OK to Pickup Logic

Published June 6th, 2022 by Bret Alarcon

Problem In 10.3, you could configure RecTrac to display Family Members 1 & 2 and Emergency Contacts as 'OK to Pickup' when swiping children out of a center. Has this been added for 3.1? Solution Yes. This functionality is available in RecTrac 3.1.06.15 and later. 'OK to Pickup' functionality is designed to provide facial recognition by means of

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3.1 Access Profile not Configuring EXE for Registry

Published June 6th, 2022 by Bret Alarcon

Problem Access Control profile not configuring EXE for registry Solution If you are running into issues getting the Access Control registry entry to appear (when clicking Configure Exe for Access Control), then try the following: Exit the VIC.exe Launch Internet Explorer as Administrator. (Right-click and select "Run as Administrator."") Paste the D

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3.1 You cannot pay for any of the items in your cart with the selected payment method - RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I am doing a Guest/Daily Sale for a POS Service Item. The patron wants to pay with a check. I cannot complete the sale due to this message: 'You cannot pay for any of the items in your cart with the selected payment method' Solution It is likely you have a Payment Code or a Payment Type restriction on the Fee linked to that Service Item. Go

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Error Logging Levels in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How and where do you control the logging level in the various log files? Solution There are 3 different levels at which you can set and control logging functionality. 1 In the root of the propath, the config.ini file has settings for 'logging-level' and 'stack-trace'.- 'logging-level' can be a number from 0-3 or the words 'None, Error Only,

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Writing Your Own Custom Help Field Entries for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible for us to write our own Help entries for RecTrac 3.1? Solution Yes. Customizing your Help in RecTrac 3.1 is a product of customizing your screens in Management Screen Management. The following five (5) steps outline the process. The hyper link leads you to the Step-by-Step instructions. 1. In Management Screen Management, Add

143 Views 1 min

Blank Card After Each ID Card Print

Published June 6th, 2022 by Bret Alarcon

Problem The card printer is printing a blank card after each card print. It's a Zebra printer. Solution In Adobe, they had a setting turned on that should be off. In Adobe, go to File > Print. Find the checkbox labeled 'Print on both sides of paper' and make sure that it is not checked. Then click Print. Turning this toggle OFF fixed the problem.

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10.3 and 3.1 Pass Printing Issues outside of Adobe

Published June 6th, 2022 by Bret Alarcon

Problem We are having issues printing passes. If we attempt to print the pass directly from RecTrac, the window simply closes. If we open it up in Adobe and then send it to the printer from there, it prints fine. Solution The workstation in question was recently upgraded to Adobe 11. 1 Logout of RecTrac.2 Launch Adobe and go to Edit > Preferences

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3.1 PayTrac Lane 3000 device is not connecting to the network

Published June 6th, 2022 by Bret Alarcon

Problem Our PayTrac Lane 3000 device will not connect to network. The connection light is orange and not green on unit. Solution DHCP is the likely culprit here. The unit doesn't recognize DHCP. Try using a static IP address instead. On the unit, press 0001. Continue to IP Configuration. Turn OFF DHCP. As IT to provide a static IP address. Input tha

181 Views 1 min

How to Change the Main Email for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question Where do I go to change the main email in RecTrac? I currently receive the Database Extent Management emails and such. They should be going to someone else. Where can I change that email? Answer Depending on the process being run, the email field you need to visit will vary. In this instance, the Database Extent Size Check program is a Misc

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10.3 and 3.1 Error message on VS-Hosted WebTrac: "You do not have permissions to perform this action."

Published June 6th, 2022 by Bret Alarcon

Problem Patron is attempting to use a WebTrac website that is hosted by Vermont Systems and gets an message stating they do not have permission to perform this action. The exact error message is, "You do not have permissions to perform this action" [Site: WEB1.VERMONTSYSTEMS.COM,Source IP XX.XXX.XXX.XX, WD-ID: xxxxxxxxxxxxxxxxxxxx]." Solution The er

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3.1 Setting up Inbound Verification Hash for Plug N Pay

Published June 6th, 2022 by Bret Alarcon

Problem My Plug N Pay Account has been or is vulnerable to bad actors to verify stolen credit card.   Solution Implement Plug N Pay's Inbound Verification Hash Process Steps For Solution Inbound Verification Hash PlugNPay has an additional security feature to verify that transactions being sent to them have not been manipulated in transit or through

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How do I change maximum report page length in 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem How do I change maximum report page length? Solution In RecTrac 3.1, this option is maintained on the Daily Processing profile Reporting Default Options group Max Pages per Report field.

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10.3 and 3.1 BOCA Fonts to big for Ticket

Published June 6th, 2022 by Bret Alarcon

Problem Font size is excessively large when printing tickets on BOCA printer. Print preview is fine as is sending tickets to a HP or Laser printer.  Workstation-specific. Solution The problems is the BOCA Systems BIDI FGL 26/46 600 DPI driver installed on this workstation. Changing drivers to BOCA Systems BIDI FGL 26/46 200 DPI on the workstation fi

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Printing Alignment in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I have been practicing in our 3.1 Test database, and I noticed when I got to print receipts/reports that the alignment is off and part of the wording is getting cut off on the left hand side of the page. Is the printing alignment something that we fix on our end, or is that something that is taken care of during the week of our migration? So

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RecChat: SMS Direct Text Notifications - 03/16/2023

Published March 16th, 2023 by Bret Alarcon

Episode Summary Join host Zach Malloch as he speaks with Dave Wirtz and Josh Jacobs about the Direct SMS Text Notifications features in RecTrac. We also speak about text prices and how to get your patrons to opt-in to use the feature. Recording Your browser does not support HTML5 video.   Transcript Zach Malloch  0:09  Makes me miss my ukulele. But

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3.1 Unable to complete Full Merge due to 2 Teams in 'To' Household with same Family Member Number

Published June 6th, 2022 by Bret Alarcon

Problem We're in the process of doing a Full Merge and notice that the 'To' household contains two (2) Teams, both of which are listed as Family Member 1. If we complete the Merge, we fear that the system will merge those teams into one. Since we can't edit family members/teams in the 'To' household, what can we do? Solution Abort the full merge.Do

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3.1 How to add "This is a Demo/Testing site" to WebTrac Demo

Published June 6th, 2022 by Bret Alarcon

Problem We want to differentiate between the Live and Demo WebTrac pages by adding "This is a Demo/Testing site" message to WebTrac Demo. Solution Sure, to do this you will have to create a demo-specific Cascading Style Sheet (CSS) and update your WebTrac template.  Note: Vermont Systems Fully-Hosted or Web-Hosted customers: you cannot do this on yo

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3.1 SAHousehold record not available

Published June 6th, 2022 by Bret Alarcon

Problem Receiving the following error when trying to save changes to a household:SAHousehold record not available Solution The error message was caused by a hung webspeed agent on the server. You best option would be to wait for the process that is hung to complete. If the error persists you can disconnect the Hung agents through PROENV and the PROM

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When did WebTrac 3.1 NextGen User Interface (UI) get released?

Published June 6th, 2022 by Bret Alarcon

Problem When did WebTrac 3.1 NextGen User Interface (UI) get released? Solution: The NextGen WebTrac UI was released in RecTrac Version 3.1.10.06.01

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File Type Layout Specifications and Examples

Published December 1st, 2022 by Bret Alarcon

Record Import File Type Layouts Activities The Activity file layout is below. Fields must be listed in this order and each field must be accounted for: Activity Code (Character) Long Description (Character) Short Description (Character) Record Status (Character - Example: "Active") Type Code (Character) Waiver Code (Character) Category Code (Charact

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3.1 What is 'VIC,' what is it used for, and how do you install it?

Published June 6th, 2022 by Bret Alarcon

Question What is 'VIC' and what is it used for?    Answer   Vermont Integration Client (VIC) the component of RecTrac 3.1 that allows you to use hardware (printers, pin pads, swipe devices, cash drawers, etc.) connected to client workstations. VIC is installed on a per workstation basis. Workstations that have hardware connected need to have VIC ins

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3.1 WebTrac Charging for the Incorrect Number of Nights

Published June 6th, 2022 by Bret Alarcon

Problem Patrons are charged the wrong number of nights for rentals made through WebTrac. Solution When searching on WebTrac, it was defaulting to one night.  The field was hidden via screen design, but still affecting the item. Steps For Solution In RecTrac, click on Managment > System Management > Webtrac Management Screen Management. Open th

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RecTrac 3.1 Terminology 'Design'

Published June 6th, 2022 by Bret Alarcon

Problem Solution A 'design' is the term for how you label customized screens or menus. There are two kinds of design system codes: Menu Design codes and Screen Design codes. Menu Designs1 Create a Menu Design system code: 'ManagerMenuDesign'.2 Create a new menu and label with the Menu Design system code. A new menu starts with a clone of the VSI sta

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3.1 Why Trend Analysis reports and Bottom Line reports don't match

Published June 6th, 2022 by Bret Alarcon

Question When I run a trend analysis report and then a bottom line report for the same date ranges and activities, I get different results. Why is this? Why are these reports different?       Answer   Good question! The simple answer is that they're looking at different numbers. Trend Analysis reports are based on fees paid only (i.e. net revenue).

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3.1 Users not being prompted for Installment Billing options in Global Sales

Published June 6th, 2022 by Bret Alarcon

Problem When selling items linked to Installment Billing templates, the Billing Option group is displaying for one RecTrac user ID only on the Processing Prompts screen. Other users are not getting this option. We tested this with the same household under different user IDs. There is nothing that appears to be incorrectly set up on the fees or pass.

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3.1 Microsoft LifeCam HD 3000 Stopped Working

Published June 6th, 2022 by Bret Alarcon

Problem The Microsoft Lifecam HD 3000 stopped working all of a sudden.  RecTrac shows a white screen, VIC is working, and camera lights up.  Solution Updating to RecTrac 3.1.09.00 corrected the issue. Google Chrome version 71.0.3578.80 breaks camera usage in RecTrac versions prior to 3.1.09.00.

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RecTrac 3.1: Icons on the ribbon are too large after Minor Version Update

Published June 6th, 2022 by Bret Alarcon

Problem We recently updated to the newest 3.1 and our icons in Ribbon are now too large. Are these new icons and can we get the older smaller ones back? Solution The icons do not change with the release of a new build. Try clearing cache on your browser. This should resolve your issue. On most browsers, you can do a hard refresh by clicking CTRL + F

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Interface Types in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What are Interface Types in RecTrac 3.1? What are they used for? Solution 'Interface' refers to the User Interface. The term 'Interface Type' is used throughout the system to allow you to match or differentiate between whats displayed/allowed in the current user interfaces of: RecTrac (staff-facing) WebTrac (patron-facing) Both interface typ

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How to make updates to a customer's Installment Billing Plan in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I need to make some changes to a customer's installment bill. Is there a program for this? Solution The Installment Billing Update program (Household Lookup > Select the Household > Click Installment Billing Update) allows you to view all billing records currently linked to a household. The top half of the screen allows you to view and

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How to change the 'Contact Us' email address for WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I would like to be able to add and/or change who gets the WebTrac 'Contact Us' emails. How can I do this? Solution This setting is maintained in the WebTrac Parameters profile. 1. In the Standard VSI Design, go to Management Ribbon System Management User/Menu/Profile Management group Profile Assignments.2. Highlight/select the WebTrac Parame

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Where are Bill Codes in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem How do I setup fees in RecTrac 3.1? I don't see Bill Codes File Maintenance on the menu. Solution The concept of Bill Codes in 10.3 has been replaced by Fees (and Fee Groups) in 3.1. The major differences are RecTrac 10.3===========1 Bill codes were specific to modules and each module had slightly different capabilities/features2 Bill codes

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3.1 How to set up a holiday alert schedule in Progress OEM?

Published June 6th, 2022 by Bret Alarcon

Problem I want to set up a holiday alert schedule in Progress Open Edge Management (OEM) Console that will direct the alert notification to an on-call resource, How can this be done? Applicable to: Organizations whove installed Progress OEM Console which is not part of a standard RecTrac/Progress installation. Solution Progress OEM does not have the

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Touch Maintenance Update

Published May 19th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily Check back soon!

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3.1 Error when installing Progress 11.7.5 patch Error Code: -5011 : 0x80040702

Published June 6th, 2022 by Bret Alarcon

Problem When running the Setup_3.1.10.03.00.exe we get Error Code: -5011 : 0x80040702, clicking the details button reveals the info below. It will then go on to display a message that states  Progress 11.7.5 Service Pack was unable to install.  Setup will now exit. Error Information: >setup.cpp (455) PAPP:OpenEdge PVENDOR:PSC PGUID:325659a8-02ee-

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10.3 and 3.1 Errors (12372) and (142) in Vital Batch Settlement

Published June 6th, 2022 by Bret Alarcon

Problem When attempting to settle our Vital batch, we got these errors: 'Attempt to update a program variable or parameter with more then 32000 bytes (12372)' 'Unable to update field (142)' At the end of settlement a message came up saying 'Record in batch does not end with ETX/ETB. End settlement.' What does this mean and how can I fix? Solution Th

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3.1 Management Screens - Save Button Does Nothing

Published June 6th, 2022 by Bret Alarcon

Problem Sometimes when Im in a management screen, I click the Save button and nothing seems to happen. Why? Solution If you click the Save button on a Management screen and nothing happens, it means that there is a required field that must be filled in before saving. If the program you're in has only one tab, you'll see the required field highlighte

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How to Update a Household's Reward Points Balance in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question Is there a way to update a household's Reward Points balance in RecTrac 3.1? Answer The Reward Points Management program allows you manually increase or decrease a Household's Reward Points balance. To increase a household's Reward Points balance, enter a positive number and click Process. To reduce a household's Reward Points balance, ente

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10.3 and 3.1 New USB SmartJ Prox reader configuration

Published June 6th, 2022 by Bret Alarcon

Problem Could you help me install the IBC reader? Solution To configure the USB IBC SproxJ reader to read proximity cards: 1 Download the USB Driver first from IBC - http://www.internationalbarcode.com/software.htm. 2 Select the USB Drivers for the corresponding operating system. 3 Install the unknown device in Windows from Device Manager.4 Then dow

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3.1 Is leaving the action properties as http when setting up a blank rule for URL Rewrite in IIS a security issue?

Published June 6th, 2022 by Bret Alarcon

Question Is it a security issue leaving HTTP:// as the Action Property for Tomcat on my IIS server for RecTrac?  Open Microsoft Internet Information Services Manager on your RecTrac server. Highlight the topmost node, which is your server name. Double-click URL Rewrite in the center panel. Highlight VSI AIA TRAFFIC in the center panel. Click Edit...

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How to run the badprimary.r 3.1 pre migration step in RecTrac 10.3

Published June 6th, 2022 by Bret Alarcon

Question We'll be migrating to 3.1 soon. One of the checklist items is to run badprimary.r. Can you tell us what it does and how to run it?       Answer   Of course! Badprimary.r finds potential problem records in a household where the first and second family member records might not match the primary and secondary records on the main household reco

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How to determine which Rules are being checked when adding items to the cart in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem An item added to the cart does not show the individual rule violations. Aside from going into the item and checking rules one by one to try and find the problem, is there an easier way to find out what rule is being broken? One item is returning a message without detail: Rules You have not satisfied any of the following Allowances. Individua

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3.1 How to use the Secondary Guardian Group in Household Update

Published June 6th, 2022 by Bret Alarcon

Problem How do I set up and use the Secondary Guardian group in Household maintenance? Solution To populate the Secondary Guardian Group in Household Update, you need a Relationship Code in the Secondary Guardian/Spouse Relationship Code field on your Static Parameters profile Misc Settings group. The system needs to find a match between the Code in

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10.3 and 3.1 What is the Difference between Margin and Markup with POS Inventory Fees?

Published June 6th, 2022 by Bret Alarcon

Problem POS Inventory allows for fees based on Margin and Markup. What is the difference between Markup and Margin? Are the terms interchangeable? Solution In accounting, there is a distinction made between 'Markup' and 'Margin.' Markup 'Markup' is the amount of increase in price over cost to calculate profit. If your cost is $1.00, and the retail p

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How to Export Facility/Activity Reservations to Outlook Calendar

Published June 6th, 2022 by Bret Alarcon

Question Is there a way to export all the days my programs meet into my Outlook calendar? Im looking for all of my activity sections to appear on my calendar so I can keep track of what's happening on any given day.     Answer The Facility Reservation Interface allows you to create an export file containing facility reservation information that can

292 Views 1 min

How to Run Installment Billing/Auto Debit in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question How do you run Installment Billing/Auto Debit in RecTrac 3.1? Answer Search for and go to the Installment Billing program. In the classic VSI design, this is Management System Management Installment Billing Use the "i" or "?" Help icons for field level descriptions. The online Help also a Topic Document, which provides systematic instructio

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How to 'Close' Facilities on Holidays in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Our department is closed on Thanksgiving Day and Christmas Day. How do I set up my facilities to show them as closed on those days? Solution Creating and implementing Holiday Dates in RecTrac is a three-step process that involves creating Holiday System Codes, creating Holiday Codes and creating and linking a Disallow Rule for Holidays. For

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3.1 Forgot Username and Password Links missing from WebTrac login screen after 3.1.10.09 Update.

Published June 6th, 2022 by Bret Alarcon

Problem Forgot Username and Password Links missing from WebTrac login screen after 3.1.10.09 Update Solution The will need to be added back to the custom weblogin screen design by moving to group3 or via adding a new group. Steps For Solution  Go to WebTrac Management Screen Management. Select Web Login/Login screen records and click Change. Expand

158 Views 1 min

GLCodeMain_help

Published July 14th, 2023 by Bret Alarcon

The GL Code Maintenance program allows you to add, update, delete, and clone GL Codes. General Ledger Codes are used to group like transactions together for financial reporting purposes. These codes are linked to a corresponding general ledger account number so that the reports can perform a seamless translation from code related information to acco

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How to setup Hourly Rentals in 3.1 WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem How do you setup Hourly Rentals for WebTrac in 3.1? It appears the system provides an option for Daily Rentals only. Solution If you hide the Nights field on the Rental search screen on WebTrac and set the FieldValue to 0 by default, the system will allow you to do Hourly Rentals. Just select the Date and Begin/End Times. You can hide the 'N

150 Views 1 min

3.1 Event Timer - Error 1053

Published June 6th, 2022 by Bret Alarcon

Problem The VSI Event Timer will not start after the update to 3.1.10.01.00 which included an update to the Event Timer.  Clicking on the VSITimer.exe found in C:\Program Files (x86)\VSI\(VSI) Event Timer results in a message that states that updating to NET Framework 4.7.2 or greater is needed.  Additionally, when attempting to manually start the V

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Prioritized Email Queue in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We need emails to be prioritized so that web password requests, receipts, and such don't get delayed because someone runs a process like RecConnect with 1000 emails, for example. Is this possible? Solution This is already being done behind the scenes. RecTrac uses an Email Priority feature to order the sending of emails in the Email Queue. E

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3.1 and 10.3 Credit Card Transactions Slow on Windows 7 Workstations

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac, our credit card transactions are taking several minutes on new Windows 7 workstations. How can we resolve this? Solution This problem is the result of Windows 7 causing RecTrac to hang when an invalid receipt printer is specified on the credit card device. Example: The linked credit card device points to ITHACA for the AuthReceip

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RecTrac 3.1 Operating System Requirement for Client Workstations

Published June 6th, 2022 by Bret Alarcon

Problem Does every RecTrac 3.1 client workstation have to run on a 64 bit PC to work with VIC? Solution There is no requirement for 64 bit client workstations with RecTrac 3.1 regardless of VIC usage. There is a requirement to have .Net framework 4.5 installed to run VIC, but you are not required to have a 64 bit OS. Note: At this time, the ETS Tran

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Comment Code Types in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What are all the Comment Code Types in RecTrac 3.1? Solution Comment Codes are maintained in Comment Management (Management Ribbon System Management Comment/Document/Letter Management Group) Comment Codes and their definitions are listed here.

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3.1 Error (7334) Could not create buffer object for table .

Published June 6th, 2022 by Bret Alarcon

Problem When going to Global Sales or Super Grid Processing, users are getting the following errors. Could not create buffer object for table . (7334) Stack Trace:CreateSchedulerProfiles Business/FetchScheduleSettings.p at line 1517 (Business/FetchScheduleSettings.r)Business/FetchScheduleSettings.p at line 1156 (Business/FetchScheduleSettings.r)Crea

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10.3 and 3.1 Zero (0) Receipt Number Transactions Displaying on the RecTrac Credit Card Report

Published June 6th, 2022 by Bret Alarcon

Problem The RecTrac Credit Card Report is showing transactions with a receipt number of zero. What causes this and what needs to be done to correct it? Solution Zero receipt numbers on the credit card report are caused by transactions that hit the credit card processor but did not post in RecTrac. Typically, you can resolve this issue by reprocessin

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10.3 and 3.1 Cannot find drivers for Epson TMT70II Receipt Printer

Published June 6th, 2022 by Bret Alarcon

Problem Client purchased a POS device and it did not come equipped with a receipt printer driver. They cannot get the receipt printer to work.  Solution You will need the manufacture's printer driver to use this printer. Download and install the needed printer drivers as described below: Go to https://epson.com/Support/Point-of-Sale/Thermal-Printers

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3.1 Activity Rosters showing up as click-able links in Google Searches

Published June 6th, 2022 by Bret Alarcon

Problem It has been brought to our attention that some of our Activity Rosters (Tiny Tots Swim, for example) are being displayed as click-able links in Google searches. These rosters contain our member's personal information, so we need to remove them from Google searches immediately. How did this happen? How can we remove the .pdfs from Google? How

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3.1 Cannot connect to localhost:9094 after installing Progress 11.7.2

Published June 6th, 2022 by Bret Alarcon

Problem Trouble with the Progress 11.7.2 install and subsequent update to RecTrac 3.1.08.00Cannot Connect to localhost:9094 to verify that AppServers and Database are stopped prior to running the RecTrac 3.1.08.00 update. Result = Page not found when trying to hit the http://localhost:9094 address. 3.1.08.00 when installing progress 11.7.2 the insta

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3.1 VIC disconnects when going through AIA to WAN enviroment

Published June 6th, 2022 by Bret Alarcon

Problem We are using VIC through AIA in a WAN environment and are also using a load balancer for our Web Servers. VIC does not stay connected. What do you recommend? Solution This topic is addressed in the Troubleshooting section of the VIC Installation Topic Doc. Refer to: Topic Doc - VIC Installation and Troubleshooting for further information.

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WebTrac is down after update to RecTrac 3.1.08.00

Published June 6th, 2022 by Bret Alarcon

Problem WebTrac is down after update to RecTrac 3.1.08.00 Solution In this instance, the customer is a VSI Web-Only Hosted database.1. Ensure the customer completed 3.1.08.00 Pre Update Step #2, which is specifically for Web-Only Hosted customers. 2. Ensure the customer completed 3.1.08.00 Post Update Step #2, which is specifically for Web-Only Host

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10.3 and 3.1 What is Receivable/Accrual Basis?

Published June 6th, 2022 by Bret Alarcon

Problem What is Receivable/Accrual Basis? Solution In a Receivable/Accrual environment, an unearned revenue account is credited and the receivables account is debited regardless of payment made against those fees. At certain intervals, the Accrual Processing program is run and unearned revenue eventually flows into the proper revenue accounts. For e

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What are File Management Default Record Add options in 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem We are putting in our information for the upcoming Fall sessions. For any New Activities (not archived from last fall), when we go to add a Section, we are being asked to choose a Default Section to use as a template. Only one activity/section is available, and it is not one we really want to use as a Default. This has not happened when we w

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Adobe Error - Adobe Reader has encountered a problem and needs to close.

Published June 6th, 2022 by Bret Alarcon

Problem We have Adobe Reader 10.1.2. We keep getting this error:Adobe Reader has encountered a problem and needs to close. Solution A Google search of the error returned these and other potential solutions:http://forums.adobe.com/message/3668018http://helpx.adobe.com/acrobat/kb/pdf-wont-print-reader-10.html Use at your own risk as they may not be sa

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How to Add/Update a Cross Reference (Xref) after Selling a Pass in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do I add a Cross Reference (Xref) number after Selling a Pass in 3.1? Solution Cross Reference (Xref) numbers are maintained in Household Management Edit Xref button. 1. Go to Household Management.2. Look up the patron's household. Highlight/select it and click 'Change.'3. Click the Edit Xref button for the Family Member in question. You

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3.1 How to Uninstall VIC

Published June 6th, 2022 by Bret Alarcon

Problem How do you uninstall VIC? Solution Uninstallation of Vermont Integration Client (VIC) is done on a per workstation basis. If you have VIC as a Service installed, do the following:1 If the VIC Application window is open, close it.2 Go to Windows Start > Control Panel > Administrative Tools > Services.3 Highlight '(VIC) Vermont Integr

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10.3 and 3.1 Cannot find the locator information for the application configuration file in the Windows Registry

Published June 6th, 2022 by Bret Alarcon

Problem Some of our users are getting this error whenever they login to any user account in the new Windows 10 image: 'Cannot find the locator information for the application configuration file in the Windows Registry.' Solution Try removing the VSI shortcut in the Windows Startup folder. That typically gets rid of this error.

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3.1 Cannot Start Application. Cannot continue. The application is improperly formatted. Contact vendor.

Published June 6th, 2022 by Bret Alarcon

Problem Customer is getting this message when trying to install VIC on a new machine. Cannot Start Application Cannot continue. The application is improperly formatted. Contact the application vendor for assistance. Solution Microsoft .Net Framework 4.5 or higher must be installed before installing VIC.

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Changing Tee Times to allow booking in WebTrac after they've been generated in 3.1

Published June 6th, 2022 by Bret Alarcon

Question I generated tee times in 3.1 and forgot to turn on Web tee times. How do I go back and turn that on? I've already started booking times so really don't want to purge and re-create if possible.       Answer The Pattern Tee Times program is your friend here. It has options that allow you to enable/disable the Web booking option for existing t

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Including a link for Evaluations in RecConnect

Published June 6th, 2022 by Bret Alarcon

Problem We do evaluations through RecTrac/WebTrac and want to email the survey to enrollees as a link. Can that be done through RecConnect? Solution Yes. Use RecConnect to email your rosters as you normally would and use a link like the one shown below for the evaluation. It will make your patrons login first, but after that, the link will take them

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Where is the Use VSI Design option in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is the option to allow users to see the 'Use VSI Design' in the User settings? Solution The toggle option for Use VSI Design is located on the User Settings menu (the 'gear' icon) on the top right-hand corner of the RecTrac screen. The ability for users to see to the Use VSI Design toggle option is maintained on your Permissions profil

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3.1 Passes not swiping. Always comes back with 'Invalid Access Ticket' message

Published June 6th, 2022 by Bret Alarcon

Problem In Visit Processing, we cannot get certain member's passes to swipe. They always come back with a message saying we've swiped an invalid Access Ticket. We don't even use Access Tickets. What's going on?       Solution   Ensure the first character of barcode is not the letter 'A.' The letter 'A' triggers the code to check for an Access Ticket

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3.1 How to Install VIC to Run as a Windows Service

Published June 6th, 2022 by Bret Alarcon

Question How do you install VIC to run as a Windows Service?       Answer   Refer to the VIC Windows Installer Topic Doc. Open a case with Vermont Systems Support if you need further assistance. We're happy to help!

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Installment Billing Error in RecTrac 3.1: Amount must be greater than $0

Published June 6th, 2022 by Bret Alarcon

Problem During Installment Billing in RecTrac 3.1, we tried to input the credit card, but we kept getting this error: 'Amount must be greater than $0.00' We use Plug'nPay as the credit card processor. Solution 1 Go to Management > System Management > Profile Assignments.2 Find the 'Credit Card -Installment Billing' profile in the Linked Profil

147 Views 1 min

Ithaca 280 and 610 printers no longer cut after migrating to RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Ithaca 280 and 610 thermal receipt printers no longer cut after migrating to RecTrac 3.1. The new printer and peripherals profiles appear to have no settings for this function, either. Solution You will need to download and install the ITherm-576 Windows Printer Drivers from www.transact-tech.com (navigate to Point of Sale > Ithaca 280 &g

140 Views 1 min

RecTrac 3.1 Terminology 'Archive/Archiving'

Published June 6th, 2022 by Bret Alarcon

Problem What does 'archive' mean in RecTrac 3.1? Solution 'Archiving' is the RecTrac 3.1 equivalent to 'Transfer to History' that you did in earlier releases. The Activity Management > Section Archive program allows you to move current Activity Section information from an 'active' status to an 'archived' status, thus allowing you to retain histor

350 Views 1 min

RecChat: Retiring the Classic WebTrac UI - The Final Countdown - 09/21/2023

Published September 21st, 2023 by Bret Alarcon

Episode Summary The Classic Web UI for WebTrac will be retired in our November 3.1.10.27.00 release. The NextGen Web UI has been available since August 2020, has a lot to offer, is 100% free to move to, and easy to do yourself. Over 75% of customers have already made the switch, are you ready? Recording Your browser does not support HTML5 video. Tra

1889 Views 12 min

3.1 Unable to Install VIC - Application is Improperly Formatted

Published June 6th, 2022 by Bret Alarcon

Problem We are unable to install VIC on some workstations. The system returns a message saying 'Application is improperly formatted.' Solution This is likely due to due to an incompatible version of .NET Framework being installed on the client workstation. To install and run VIC, the workstation must have .NET Framework 4.5 or greater installed. Upd

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10.3 and 3.1 After IP Address Change, How to Verify Plug'nPay Credit Card Processing Still Works

Published June 6th, 2022 by Bret Alarcon

Problem We use Plug'nPay for a our credit card authorizations. Our IP Address changed and we want to verify that credit card authorizations will still work. How? Solution 1 Go to https://pay1.plugnpay.com/admin/.2 Enter the Login and Password given to you by PlugNPay to log into your account.3 Under Settings, click Security Administration.4 On the S

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3.1 Message indicating .Net Framework 4.6.2 is required for VIC in RecTrac 3.1.06.09

Published June 6th, 2022 by Bret Alarcon

Problem We're getting the following message upon login to RecTrac 3.1.06.09 and wonder what it means: 'This message is to inform you that a future version of VIC will require a new version of the .NET framework. Vermont Systems recommends installation of .NET 4.6.2 prior to that time in order to avoid downtime during the future VIC update. From the

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3.1 - Reporting On Usage of the "Pop Cash Drawer" for non sale events

Published June 6th, 2022 by Bret Alarcon

Problem The "Pop Cash Drawer" button can be used to open the cash drawer when there is no transaction. Is there a report that can be run to show when and who is using it? Solution Yes, using the the "Pop Cash Drawer" button (often found on Touch POS or Global Sales screens) is an audited event. You can use the Audit Log Inquiry program and the Audit

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3.1 Database Extent Size Warning

Published June 6th, 2022 by Bret Alarcon

Question Received an email, "Database Extent Size Warning. The database has an extent that is reaching capacity. Please Visit 'Database Extent Management' in 'System Management' to add Extents to the following areas: XYZ, ABC." What should I do?  Answer The following solution is applicable to RecTrac 3.1.10.05.05 and previous. Users running RecTrac

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10.3 and 3.1 Credit Card Error: Invalid source for processing script.

Published June 6th, 2022 by Bret Alarcon

Problem After swiping a credit card and acknowledging the amount by clicking yes, response is: Transaction Was Not Authorized... Reason: Invalid source for processing script. Same error also presented during an Installment Billing run, when customer got 10 declines in a row with this response: Invalid source for processing script. Solution This erro

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Miscellaneous Scheduled Events and Other Scheduled Events in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What is the difference between a Miscellaneous Event and an 'Other Event' in Scheduled Events? Solution Miscellaneous Scheduled Events are processes provided by VSI designed to monitor certain areas of your database and/or or perform some general 'housekeeping' services. These events are created by clicking the Add Misc Event button in Sched

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10.3 and 3.1 Using Florida Tax Rules

Published June 6th, 2022 by Bret Alarcon

Problem Auditor suggests that RecTrac is not calculating Sales tax according to Florida tax rates/laws. Does RecTrac allow for Florida Tax Rules?       Solution   Yes. In any version of RecTrac 3.1, go to Module Management and select 'Florida' as your Tax Option for all applicable modules. See also Knowledge Base entry 3293. In RecTrac 10.3, you nee

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10.3 and 3.1 Forgot My VSI Website Password

Published June 6th, 2022 by Bret Alarcon

Problem I forgot my VSI website password. How can I retrieve it? Solution 1 On the VSI website (http://www.vermontsystems.com), there is a 'Help?' link at the top of the screen. Click the Help link and you will go to the Account Login screen. 2 Click the Forgotten Password link. 3 On the Forgotten Password screen, enter your email address and type t

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3.1 .pdfs do not print from RecTrac when using Chrome 80.0.398.7.87

Published June 6th, 2022 by Bret Alarcon

Problem After updating to Chrome 80.0.398.7.87, .pdfs are no longer printing from RecTrac.  Instead of the report or receipt, a single page prints out with this text, "ERROR: typecheck OFFENDING COMMAND: setlinecap Stack: -savelevel-" .pdfs print correctly from RecTrac when we use a different web browser. Solution Update your browser to Chrome versi

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Broken Bar Code on Card Print from Adobe X

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to print passes using a Polaroid P3500S and Adobe X. It produces a card, but the bar code looks fuzzy with broken lines and the text is unreadable. The Preview displays it perfectly. Solution The Adobe X Print Settings were missing the 'Print As Image' toggle in the Advanced Settings tab. Once the customer turned the toggle on,

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10.3 and 3.1 Installing Ithaca iTherm 280

Published June 6th, 2022 by Bret Alarcon

Question We have just purchased an Ithaca 280 to replace the Ithaca 1500. Are there instructions anywhere that I can download for assistance to setup the new printer in RecTrac?       Answer   If the printer is USB, see the attached document. You will need the Transact Virtual USB-Com Port program. It is on the Vermont Systems sFTP site. Use Knowled

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Cannot select any toggle options when using the Roster Clone/Transfer program in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem When running the Roster Clone/Transfer program, once I select my Sections and click the Display Roster buttons, I am no longer able to make selections on the screen. How can I enable the toggle options? Solution Don't click the Display Rosters button until you have made all your selections. Clicking Display Rosters locks the top half of the

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RecChat: Household Import as Bulk Change - 12/07/2023

Published December 15th, 2023 by Bret Alarcon

Episode Summary A question came up in last week's RecChat about Household Bulk Changes. We don't have that program yet, but we can do something similar with the Household Import Program. Join us to discuss how this utility can be used, including examples and precautions. Recording Your browser does not support HTML5 video.  

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Splitting a Household in RecTrac

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to split a household? It would be ideal if history can be split as well. Can history be cloned?     Solution This can be accomplished in all RecTrac products using the Household Transfer/Merge program. From the RecTrac main menu search for Household Transfer/Merge or navigate to System Management > Household Management grou

205 Views 1 min

How to trim AppServers and/or WebSpeed Agents in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What is 'trimming' an AppServer or WebSpeed Agent and how do you do it in 3.1? Solution Trimming Agents essentially allows normal operations to continue without impacting any users. You can get the same results after loading patches by stopping and restarting the brokers, but more planning is needed as it could impact users trying to use the

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Adobe Not Allowing RecTrac to Print Unless Previewed

Published June 6th, 2022 by Bret Alarcon

Problem I just upgraded our Adobe Reader software to version 11. Since doing so, Adobe will not allow RecTrac to print out receipts or reports unless they are previewed first. Solution Since the Adobe upgrade, the customer had not clicked on the Adobe icon from the Windows desktop. Once he clicked on the icon, he needed to accept the terms of the ag

154 Views 1 min

Where is Security File Maintenance in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is Security File Maintenance in RecTrac 3.1? Solution Security File Maintenance is now called User Management. 1 Go to Management > System > User Management.

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3.1 How to run an Enroll by day Roster

Published June 6th, 2022 by Bret Alarcon

Problem How do I run an Enroll by Day Roster for RecTrac 3.1? Solution Run the VSI Activity Roster Report (Enroll By Day) to get an activity roster showing only enrollments on a specific day.  This only works if you have set Allow Enrollments by Day for the Activity in Section Management. Steps For Solution In RecTrac 3.1, search for and go to the V

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10.3 and 3.1 Ithaca Printer Not Working on Windows 7 64-bit

Published June 6th, 2022 by Bret Alarcon

Problem We have tried to install an Ithaca 80 on Windows7 64-bit, but it is not printing. We are using Virtual Machines/VMWare. Solution Installing an ITherm280 on Windows 7 64-bit workstation(Please note. The only way to utilize an Ithaca iTherm280 with a Windows 7 64-bit workstation is to share out the printer. There is a 'beta' version Virtual Se

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3.1 - How link Questions to Fees

Published June 6th, 2022 by Bret Alarcon

Question Can RecTrac Charge Fees based off the way a patron answers a question?   Answer RecTrac has the ability to link a Yes or No type question to each Manually Prompted fee so that choosing to charge the fee answers the questions as YES and choosing not to charge the fee answers the question as a NO. Steps For Solution Create a manual prompted f

191 Views 1 min

Firefox 52 Updates are generating Security Message in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Since updating Firefox to version 52, my RecTrac users get a warning message on the login screen when they put the cursor in the Password field. 'This connection is not secure. Logins entered here could be compromised.'. This is strictly an internal LAN connection, so our connections are set up as http. We would rather not have to go to http

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10.3 and 3.1 Unable to Upload Photos using Mobile MainTrac

Published June 6th, 2022 by Bret Alarcon

Problem When we click the Photo button to access photos for a WO or Inspection, and then proceed to click Upload Photo,' the screen just flashes and displays 'Processing' for a second. Nothing actually happens. Is this a bug or are we doing something wrong? Solution You need to change the Binary Upload Max Size setting in your MainTrac Web Broker fr

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td_CYMS_Staff_Provider_Management_31_Help

Published July 13th, 2023 by Bret Alarcon

Table of Contents Doc will be completed as part of Task 145136 / CYMS Sprint 1

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Where is the Duplicate Household Listing in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is the Duplicate Household Listing in RecTrac 3.1? I can't seem to find it in the Report Output Listing program. Solution This is one of the few reports that is not on the Report Output Listing. To run the Duplicate Household Listing in the standard VSI Design, go to the Reporting Ribbon Report Listing Household & Family Member gro

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3.1 CardConnect terminals rebooting intermittently - mandatory security check

Published June 6th, 2022 by Bret Alarcon

Problem Intermittently, our new iSC250 CardConnect credit card terminals are restarting and flashing the following message: Mandatory security check in progress. Solution The Mandatory Security Check is supposed to happen between 2:00 am and 6:00 am.  Time is incorrectly set on your credit card terminals. The time will need to be adjusted on the ter

186 Views 1 min

3.1 Training Video - DataGrids

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the 3.1 Datagrid Video from a past RecTrac Advanced User Training session. Run Time = 40 minutes 3.1 Video

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How to increase the number of search results in WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is there a setting I have access to where I can change the WebTrac Search limit? Right now it's at 100, so you cannot see more than 100 results. I'd like it to show ALL results. Thanks for any help you can provide! Solution Yes. You can increase the number of search results to display on WebTrac. Keep in mind, however, that increasing search

178 Views 1 min

Linking Fees, Rules, Questions, and Email Features at Many Levels

Published June 6th, 2022 by Bret Alarcon

Problem What does it mean to link Fees, Rules, Questions, and Email Features at many levels? What are the benefits? Solution One of the most radical concepts in RecTrac 3.1 is that Fees, Rules, Questions, and Email Features can be linked at many levels. Here are the various places where you can link fees, rules and questions:   Global (all modules)

314 Views 1 min

Running the Pattern Tee Time Program

Published June 6th, 2023 by Bret Alarcon

The Pattern Tee Time program allows you to: Generate multiple tee time reservations in a set pattern for a specific golfer ID, set of golfers, regularly scheduled league play or for a tournament. Clear Pattern Tee Times that were created using the Pattern Tee Time Book option. Set the Web Booking flag to "On" or "Off" for any existing Tee Times. Thi

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What is the difference between Fixed Reports and Dynamic Reports in 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem What is the difference between a Fixed report and a Dynamic report? Solution Dynamic Outputs - Dynamic reports use VSI's Report Output Builder and can be customized by cloning the default VSI Output. Fixed Outputs - Fixed Reports use a standard VSI Report Screen but have a fixed output which cannot be customized. See Also: Knowledge Base 346

159 Views 1 min

Diagnostic and fix-it steps to use when RecTrac 3.1 is slow

Published June 6th, 2022 by Bret Alarcon

Problem Periodically we get reports from users that RecTrac is running slowly.What should we check to determine the source of speed issues? Solution The initial simple test is to determine whether the slow performance on the client(s) is duplicated when the application is run in a browser directly on the Server. This can help determine whether or no

259 Views 2 min

Where is BLOB Explorer/RecTrac File Explorer in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is the BLOB Explorer in RecTrac 3.1? Where is the RecTrac File Explorer in RecTrac 3.1? What is the Document Center in RecTrac 3.1? Solution The BLOB (Binary Large Object) Explorer was the 10.2 access point to see what documents, files, and images were stored in the BLOB table of the RecTrac database. It was also a way to push out prog

138 Views 1 min

How to embed an image into a RecConnect 3.1 Letter or Email

Published June 6th, 2022 by Bret Alarcon

Problem We are using RecConnect to prepare fee increase letters for our pass holders. I would like to include an image of our Director's signature to the form letter since we'll be printing 1500 of thiem. Is this possible? Solution Yes. This functionality is available in RecTrac 3.1. See the attached document for instruction. See Attachment: To embe

154 Views 1 min

3.1 OpenEdge Explorer startup fails with errors (10148) (9661)

Published June 6th, 2022 by Bret Alarcon

Problem OpenEdge Explorer startup fails with errors (10148) (9661)OpenEdge Management startup fails with errors (10148) (9661)Error when starting Fathom probe OE Explorer/Management cannot be started by the AdminServerOE Explorer/Management cannot be started manually with the fathom -start command fathom -start results in errors (10148) (9661) The j

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How to Run a Report or an Export to Excel of all Codes in a DataGrid - RecTrac 3.1.

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to run a report or an export to Excel all of the codes in Fee Management that will show the associated Revenue GL Code, the Receivable GL Code and Unearned GL Code? Solution Yes. All DataGrids in RecTrac have options for Export Comma Delimited and Print Friendly Table. Either of these will give you what you seek. Export Comma

187 Views 1 min

How to pass the workstation name in the URL in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do you pass the workstation name in the URL in 3.1?     Solution You can add '?WorkStation=<name of computer>' to the end of the URL For Example: https://parksdepartment.com:4180/wbwsc/client.wsc/login.html?WorkStation=POS1A In the example, the computer name in Windows is 'POS1A'  

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3.1 Cancelling a Credit Card payment in RecTrac that was cancelled by the Card Company

Published June 6th, 2022 by Bret Alarcon

Problem We had a customer dispute a charge on their AMEX and the payment was cancelled by AMEX. The customer is now going to remake the payment since it was a valid charge. We needed to CANCEL the original payment from the AMEX since it is still showing as a valid payment in the customer's account. We followed the payment reversal process to clear o

202 Views 1 min

3.1 Training Video - Global Sales Overview

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the RecTrac 3.1 Global Sales training video, which was recorded at a past RecTrac Advanced User Training session. Run Time = 1h, 35m 3.1 Video

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3.1 - There is a transaction missing from our GL interface Export

Published June 6th, 2022 by Bret Alarcon

Problem When the GL interface program ran, a transaction was missing from the export and never made it over to the finance software. The sale does show up on other financial reports like the cash journal and GL distribution reports.   Solution Check if the transaction was excluded due to the Start and End Times of the export. For Example: The missin

157 Views 1 min

10.3 and 3.1 SHA-1 vs. SHA-2 SSL Certificates

Published June 6th, 2022 by Bret Alarcon

Problem Why is my site not showing as fully trustworthy in some browsers even though my SSL certificate is valid? Solution This may due to the deprecation of SHA-1's use in some SSL certificates. (SHA stands for Secure Hash Algorithm.) SHA-1's use on the Internet has been deprecated since 2011, when the CA/Browser Forum, an industry group of leading

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SAmenugroupupdate_help

Published July 5th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily. Check back soon!

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How to Suppress Patron Information on Facility Reservations Viewed in WebTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to hide or suppress patron information on existing facility reservations that are viewable on WebTrac? Solution If you want to remove patron information on existing facility reservations viewed on WebTrac, you can add a custom language code with a phrase that replaces that information. 1 Go to Management > System Management

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3.1 RecTrac Icons/Buttons are missing (Global Sales, Touch POS, Change Password, etc...)

Published June 6th, 2022 by Bret Alarcon

Problem After upgrading to the the latest RecTrac 3.1 build, my RecTrac icons are missing and replaced with a broken link icon. Solution Probably you do not have the MIME types setup in IIS for SVG files. Use the steps below, the install should have done it but seems to fail sometimes. 1. Open IIS Manager and navigate to the level you want to manage

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10.3 and 3.1 Barcode readers not inputting the appropriate data into the swipe field when scanned in the browser

Published June 6th, 2022 by Bret Alarcon

Problem Barcode readers are not inputting the correct data into the swipe field when scanned in the browser. When a bar code scan is attempted users will get an error that there is not person associated with this ID, on about 75% of the scans. When scanning the ID cards into Notepad, or RecTrac 10.3 the data comes out correctly. The browser will som

330 Views 1 min

Screen Resolution for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem RecTrac 3.1 takes up my full screen. What is the best resolution with which to view it? Solution RecTrac 3.1 is designed for optimum viewing with 1920 x 1080 screen resolution. The minimum screen resolution should be no less than 1024 x 768. Please see Minimum Hardware Requirements for more detail.

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SAFormMain_help

Published May 16th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily Check back soon!

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How to change Character Case in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question Does RecTrac 3.1 have a program to change character case from ALL CAPS to regular case (Upper First and lower remaining)?       Answer Yes. The program is called "Beautify Fields." It allows you to change character case for the SAHousehold,  SAPerson, and SAAddress tables. Character case changes to other tables have to be done manually. In

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MTTaskUpdate_help

Published July 13th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily. Check back soon!

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How to customize the text for 'See Attached Receipt' in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We are running RecTrac 3.1. When we email receipts, the default text in the email reads, 'See Attached Receipt.' Is it possible to customize that to something else? Solution Yes, provided you are running RecTrac 3.1.07.03 or greater. 'See Attached Receipt' is the default text for Language Code Rcpt-Email-001 and can be customized in Language

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3.1 Unable to log into WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem Patrons are unable to log into WebTrac. Once WebTac login credentials are entered, the login routine brings them back to the guest account. No error message is presented. Solution This issue can be produced by time zone settings on either the WebTrac server or RecTrac server being incorrect. It can also be a result of the timezone setting in

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How to Reverse a Refund Now and Change it to a Refund Apply in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem A patron canceled from one of our activities and instead of giving him a household credit, the clerk processed a Refund Now. We didn't give the customer any money, so now we have a situation where he needs a household credit, and our Cash Count is over by the amount we didn't really refund. How can we fix this? Solution Use the Transaction U

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10.3 and 3.1 ETS Response 10 for partial authorization issues

Published June 6th, 2022 by Bret Alarcon

Problem ETS credit card gateway response code 10 for partial authorization issues. In August 2016, some RecTrac customers began reporting that transactions either not in ETS but completed in RecTrac, or declined in RecTrac and only authorized for part of the sale amount in ETS. Log files show a Response 10 from ETS. RecTrac 3.1, Transvault 3. Soluti

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10.3 and 3.1 White Screen in WebTrac When Selling a Ticket

Published June 6th, 2022 by Bret Alarcon

Problem We are having a problem with our patrons trying to purchase a ticket as a guest. The ticket is HERO140118 'Mothers Big Hero Day'. When selecting that ticket in WebTrac, the screen turns white and nothing happens. Solution The problem is that the ticket name has an apostrophe in it. Apostrophes (and space) in item names do not play well with

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3.1 WebTrac message All receipts are in .PDF format and require Adobe Reader

Published June 6th, 2022 by Bret Alarcon

Problem WebTrac is displaying the following message:  All receipts are in .PDF format and require Adobe Reader. Your browser must allow pop-ups to view receipts correctly. Click here to download free Adobe Reader software from Adobe.com.   Solution In this case, the WWW user account (utilized for WebTrac sessions) was set to Inactive status.  The WW

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3.1 Chrome Developer Tools open when scanning bar codes using Honeywell ms7580

Published June 6th, 2022 by Bret Alarcon

Problem We have an issue where scanning a bar code in RecTrac while using Chrome causes the Developer Tools to display. We are using key fobs and scanning using a Honeywell ms7580 bar code reader. When we scan the bar code into a name look field, the number goes into the look up field, and then the developer tools display, and we need to hit enter o

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3.1 Adding Extra Phone Number and Email Address Fields in RecTrac Household Update

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to have multiple phone number and email fields for family members in RecTrac? We have need of three phone numbers per family member and would like them listed on the main screen instead of on the Additional Phone Numbers tab. Solution Yes. RecTrac 3.1.05.08 and greater provides up to five (5) Phone Number fields and three (3)

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3.1 Training Video - WebTrac 3.1 Overview

Published June 6th, 2022 by Bret Alarcon

Click Here to watch the 3.1 WebTrac Overview Video 3.1 Video Run Time = 80 minutes.

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3.1 POS Tickets generate a .pdf that won't open - There was an error processing a page

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 3.1, we cannot view the .PDF Tickets after they are emailed. The customer gets the email and the attachement, but when they go to open the .pdf, Adobe throws an error saying, "Adobe Error (110) There was an error processing a page."   We need to resovle this, obviously. Solution We've seen this one a few times and it's a pretty ea

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Background Check Interfaces in RecTrac

Published June 6th, 2022 by Bret Alarcon

Problem Is there a simple way to keep track of employee background checks in RecTrac? We use the Southeastern Security Consultants, Inc. (SSCI) service and were hoping to be able to do it right from RecTrac.       Solution   Yes. RecTrac provides an interface to the SSCI service. The interface automates the process of entering volunteers' or instruc

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3.1 How to enable the RecTrac Next Gen User Interface and other Frequently Asked Questions

Published June 6th, 2022 by Bret Alarcon

Questions We're thinking about going to the new UI in 3.1 RecTrac and have some questions. How do I try the new user interface for a limited time? How do I switch all users to the new UI permanently? How long will the "old" UI be around?       Answers   You must be running RecTrac 3.1.10.00.00 (or greater) to utilize the Next Gen User Interface. Her

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3.1 New VIC Installer displays permission error when trying to install the VIC Service option

Published June 6th, 2022 by Bret Alarcon

Problem The new 3.1 VIC installer displays a permission error when trying to install the VIC Service option: "Service 'VSI VIC Service' (VSI VIC Service) could not be installed.  Verfity that you have sufficient privileges to install system services. Solution Be sure you're including the domain name when inputting your username for the VIC Service i

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Wildcards

Published November 1st, 2022 by Bret Alarcon

Wildcards A wildcard is a field where you can enter a partial code and the selection process will grab any record that matches the partial code. The type of wildcard most often depends on the module. In the examples below, the term "character" includes letters, numbers and any other miscellaneous characters (such as the hyphen). All examples may be

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3.1 Household Creation Report

Published June 6th, 2022 by Bret Alarcon

Problem This report provides Household creation information including Household Number, Name, Address, Email, Category, Creation Date, Creation Time, and Product used to create the household. Solution Report Base Table: SAHouseholdReport Module: SA This Report Output is accessed from the 'Household Report' screen as well as any custom screens with t

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PlugNPay failed Post Auth issues with RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We have had a number of PlugNPay failed Post Auth issues of late. Is there anything to be done about this? Solution As of RecTrac build 3.1.05.07, if your ECOMM PnP account is set to Auto settle, then it will be marked with a Post Auth at time of Auth, no secondary CURL (used to be winhttp) post is required. Configuring the settle type to Ma

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Virtual Symposium: Trac Plug-ins and Addons- 10/14/2021

Published June 26th, 2023 by Bret Alarcon

Recording Your browser does not support HTML5 video.

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Template Design Studio – Object Update Function Presets

Published July 6th, 2023 by Bret Alarcon

The following table presents some examples for using Function Presets when updating an Object in Template Design Studio. For further information, refer to Topic Document – Template Design Studio.       The Field You Want to Add The Preset You Select How It Displays in the Text Field How You Edit How It Will Display in the Template A Fixed Date Forma

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3.1 RecTrac Database not updating in Multi-DB environments

Published June 6th, 2022 by Bret Alarcon

Question There are multiple databases on my RecTrac server. At times one of the databases will not update with Vermont Systems Data. Other than guessing, is there a way to determine whether data was loaded?     Answer Yes. It's an easy process, and you are not alone. Hosted and multi-database customers have encountered this issue before too. Here is

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How to Use Address Management to Determine Residency in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Our department charges more for out-of-county residents. We have a database that contains all county roads. Is it possible to incorporate this database/listing in a dropdown manner for them to use and know which ones are local to our county? They would still need the flexibility to add streets manually for the public coming from other counti

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10.3 and 3.1 Expiration Date Prompt for every CardConnect PANpad Terminal Transaction

Published June 6th, 2022 by Bret Alarcon

Problem A prompt displays for credit card expiration date appears with every transaction on the CardConnect Ingenico PANpad terminal.  Solution Try reaching out to CardConnect and see if clearNEC is enabled for the client's account.  Since CardConnect made this change, all of the expiration date prompts are gone.  

150 Views 1 min

3.1 SABLOB error message during HH Document Uploads

Published June 6th, 2022 by Bret Alarcon

Problem SABLOB error message during HH Document Uploads Solution Usually this error is a result of the client not connecting to RecTrac using the full URL needed. Correct URL:https://YourServerName/gui/wbwsc/client.wsc/login.html?InterfaceParameter=RecTrac_WAN_1 Incorrect, Partial URL:https://YourServerName/gui/wbwsc/client.wsc/ Make sure users are

155 Views 1 min

10.3 and 3.1 Epson TM-U230 Control Codes

Published June 6th, 2022 by Bret Alarcon

Problem What are the 10 Pitch control codes for our Epson TM-U230 kitchen printer? Solution These codes worked for the customer: 10 Pitch -27,33,0,27,33,32,27,22,48

158 Views 1 min

Patrons who opted out of Email are still receiving RecConnect Emails in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Patrons who opted out of Email are still receiving RecConnect Emails in 3.1. Why? Solution When processing emails via RecConnect, be sure to enable the Skip Households that have Opted Out of Email option on the Email Options group of the RecConnect Results page. This ensures that households who have unsubscribed will be omitted from your mai

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3.1 VIC Not Connecting After Build 3.1.04..28

Published June 6th, 2022 by Bret Alarcon

Problem After updating to RecTrac 3.1.04.28, VIC no longer connects. We noticed changes to the VIC profile from what was there prior to this build. Solution If you update the VIC Startup Installation Type in the VIC Profile on build 27 or higher, the VIC Startup Parameters will update to use an AIA (Appserver Internet Adapter) to make connections wi

151 Views 1 min

RecTrac 3.1 Datagrid Options Menu Items

Published June 6th, 2022 by Bret Alarcon

Problem Can you define/explain what each of the items on the Datagrid Options menu means? Solution The DataGrid Options menu provides the following functionality: Refresh - Reloads the DataGrid to display any recent changes. The Refresh button immediately to the right of the Options button provides the same functionality. Clear Filters - Resets the

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10.3 and 3.1 Boca Printer Will Not Print Tickets Unless Set as Win Default Printer

Published June 6th, 2022 by Bret Alarcon

Problem Tickets will not print during POS sales unless the Boca printer is set as the default printer in Windows and the Ticket Device has Win- linked as the printer. Solution The Boca printer was called Win-Boca in Windows Printers and Faxes, so in the Ticket Device, it read as Win-Win-Boca. We changed the printer name from Win-Boca to Boca in Wind

298 Views 1 min

3.1 Mobile RecTrac Demo Database not providing option to access Full Version

Published June 6th, 2022 by Bret Alarcon

Problem When we are trying to access the demo link from a mobile device, we aren't getting the option to access the full version like we do with live. Was there an update done or some other way that we can access the full site in demo from our tablets? Solution Ensure the Is this the Default Parameter for this Interface Type? option is selected for

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Why some accounts in Household Management put Family Members in a DataGrid and others do not in 3.1.

Published June 6th, 2022 by Bret Alarcon

Problem Why do some accounts in household management group family members in a DataGrid and others don't? Solution This is a function of the Display Members in DataGrid (RecTrac) if Household has more than 'x' Members field on your Household profile. When a household has more family members than the threshold value entered in that field, family memb

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10.3 and 3.1 How to Change/Reset the SMTP User Account

Published June 6th, 2022 by Bret Alarcon

Problem How do you change or reset the SMTP user account used in RecTrac? Solution In RecTrac 10.3 and previous versions, the Email Device allows you to pass a user and password to the email server for authentication. 1 Go to Files > System > Device Maintenance > Printer/Device Maintenance.2 Sort by Type and double-click the Email Device to

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How to Adjust Timeout Settings in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Can I adjust my timeout settings in RecTrac? I keep getting this warning message:Session WarningYour Session will expire in 1 minute(s). Do you wish to continue with your session? (VSI: VSI-560) Solution Yes you can adjust timeout settings for both RecTrac and WebTrac on your Static Parameters profile. 1 Go to Management Ribbon System Manage

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What Modules Have Installment Billing in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Question Which modules have Installment Billing in RecTrac 3.1? Answer In RecTrac 3.1, Installment Billing is available in the Activity, Pass, Locker and Rental modules. An Installment Bill Fee will not be considered valid unless it is in the modules AR, LK, RN or PM. You are not prevented from setting these fees up though. They will just not be cha

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10.3 and 3.1 VSI Customer Support Hours

Published June 6th, 2022 by Bret Alarcon

Problem What are the VSI Customer Support days and hours? Do you provide any after-hours support? Thanks. Solution VSI Customer Support Hours are Monday - Friday, 8:00am - 8:00pm Eastern Time. After-hours Pager Support is chargeable and offered as follows: Monday - Friday, 8:00pm - 10:00pm Eastern Time ($100 per hour, with a half-hour minimum) - Aft

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RecTrac 3.1 Terminology 'Interface'

Published June 6th, 2022 by Bret Alarcon

Problem Solution Interface is short for User Interface (or UI). The 2 user interfaces of RecTrac 3.1 are RecTrac (staff-facing) and WebTrac (public/patron-facing). Both are accessed via a URL and viewed in a web browser. Throughout RecTrac, you will see an Interface field on many data tables. Choose RecTrac if only RecTrac staff will be allowed to a

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BLSuper.p ERROR: Cannot find file \photos\40.jpg in the blob.

Published June 6th, 2022 by Bret Alarcon

Problem I've seen this error often in the log file (with differing image names) and I can't find where to correct the data. What is causing it? Is there a missing image somewhere in RecTrac or WebTrac? Solution It's not an error per se. Each Family member in the database is assigned an image name whether or not they have a photo linked. Various plac

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Progress 11 OpenEdge Explorer will not open, page cannot be displayed 10148, 9661

Published August 11th, 2022 by Bret Alarcon

Problem Progress 11 OpenEdge Explorer will not open, page cannot be displayed. Admin service starts, all Databases and AppServers seem to start as well. fathom -start results in error 10148 Solution Errors in fathom logs pointed us to this  Progress  KB which corrected the issue. OpenEdge 11.3 and later use these steps:1. In OpenEdge 11.3 and later,

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3.1 VIC not working in Microsoft Edge Browser

Published June 6th, 2022 by Bret Alarcon

Problem Unable to connect to VIC in the Microsoft Edge Browser? This is a new installation of 3.1. Other web browsers are able to connect to VIC, just not MS Edge. Solution Try enabling 'loopback for network access' within MS Edge through the instructions that follow: 1. In Type Here to Search in Windows, type 'command prompt' without the quotes. Se

133 Views 1 min

Sending Email as Text Messages in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question Can text messages can be sent from RecTrac 3.1. Answer Note: True SMS Text Messaging is available in RecTrac 3.1.10.00.00 and higher. Contact Sales for further information and pricing. Yes. Email to Text Messaging is available in RecTrac 3.1.06.13 and later. This is NOT true SMS Text messaging. However, it does give you the option to send e

399 Views 1 min

3.1 Emailing Receipts from Transaction History in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to email receipts directly out of RecTrac from transaction history in 3.1? Solution Yes you can do this. Underneath the 'Receipt Reprint' button in Transaction History is a drop down menu that allows you to select reprint options 1. In standard VSI Design, go to Inquiry Ribbon Household Inquiry.2. Lookup the Household and high

158 Views 1 min

10.3 and 3.1 How are RecTrac, FinTrac, MainTrac Licensed?

Published June 6th, 2022 by Bret Alarcon

Problem How are RecTrac, FinTrac and MainTrac licensed? Solution VSI software is licensed for concurrent workstation connections to the database. This means, for example, that if the customer is licensed for 5 connections, no more than 5 workstations can log into RecTrac at the same time.

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How to set up and use Scholarships in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem How do you set up, issue and use Scholarships in RecTrac 3.1? Solution To Setup, issue and use Scholarships in 3.1, you must: 1. Create Scholarship Codes in Scholarship Code Management.2. Create a Scholarship Payment Code in Payment Code Management.3. Link the Payment Code to your Payment profile.4. Determine whether Scholarships will be for

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3.1 What Causes Drawer Prompts at Login?

Published June 6th, 2022 by Bret Alarcon

Problem Starting recently, a popup asks me to enter a Logical Drawer number when I login. What controls this? Solution The user's assigned Drawer Profile controls drawer prompts at login: The prompt for a Logical Drawer at login is controlled by whether there is a list of logical drawer numbers in the Valid Drawer List field. + If this field is not

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3.1 ODBC Progress OpenEdge Wire Protocol driver][OPENEDGE]Access Denied

Published June 6th, 2022 by Bret Alarcon

Problem When setting up ODBC, we're receiving the following error: [DataDirect][ODBC Progress OpenEdge Wire Protocol driver][OPENEDGE]Access Denied(Authorisation failed) Solution At the ODBC Progress OpenEdge Wire Protocol Driver Setup screen, when entering your User ID, your must include the tenant suffix. Typically this will be @VSI, though your s

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3.1 How to Run a Facility Reservation Report that omits Facility Trees

Published June 6th, 2022 by Bret Alarcon

Problem How can I run a Facility Reservation Report without facility trees showing? Solution When running a Facility Reservation Report, ensure Facility Tree is not one of your selections in the Reservation Type field on the Reservation Filters group. On RecTrac 3.1 reports, multi-select Combo Boxes will include ALL records within the Combo Box if n

183 Views 1 min

RecChat: Elevate - 06/29/2023

Published June 29th, 2023 by Bret Alarcon

Episode Summary Have you heard about Elevate? Our Elevate service allows our team to work with your users to eliminate knowledge gaps and make sure you're getting the most out of RecTrac. We work with your team to audit your current database and identify critical areas that will deliver the most value to your department and patrons. During this proc

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How to Setup Rewards in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Question What are the setup steps needed for patrons to earn and redeem rewards points in RecTrac 3.1?       Answer   Here are the file management steps: Create and link a Rewards profile. Ensure Fees are set to "Record Reward Points." Create and link a Payment code for "Rewards." Ensure households are eligible to earn rewards points. Using Reward P

141 Views 1 min

How to Link Profiles in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What is the RecTrac 3.1 equivalent of Device Assignments? How do you link profiles in RecTrac 3.1? Solution 1 Go to Management > System Management > Profile Assignments.2 The screen is divided into 3 columns. The left column is a list of all available profiles, grouped by Type. The center column is a tree format of linked profiles. - L

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What is the Placeholder option in RecTrac 3.1 Custom Reports?

Published June 6th, 2022 by Bret Alarcon

Problem What is the Placeholder field feature for Reports in RecTrac 3.1? - which allows for custom report building by staff 'on the fly. Solution Placeholder is available in RecTrac in Build 3.1.05.14 (and later) and allows users to add data to a report at the time of report run - basically allowing staff to 'build' a report 'on the fly' when runni

156 Views 1 min

In RecTrac 3.1, Where are the Questions that Used to be Asked in Daily Processing?

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 10.3 and prior versions, there were some hard-coded questions that were asked during Daily Processing. Now they are not hard-coded. But if you want to ask them, how do you add them back? Solution In RecTrac 3.1, you may create just the questions that you want to ask. For example, if you dont use Roster Notes, dont create a Roster

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SAFees

Published March 6th, 2023 by Bret Alarcon

This topic is under construction. Updates to the Help are being made daily. Check back soon!

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'Only $0.00 of the dollar payment can be applied' error when remitting with Gift Cards in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We tried to use a gift card for the first time today and it came up with an alert stating that the amount could only be $0.00. The gift card was for $25 and they were using it to pay for a class that was $15.75. How do we use gift cards and leave a balance or just use gift cards all together without an alert popping up? Solution Ensure the F

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10.3 and 3.1 Windows 10 Certification for VSI Products

Published June 6th, 2022 by Bret Alarcon

Problem When will VSI be certifying Windows 10 and for what products? Solution Progress certification of Windows 10 is complete as of 4/4/2016.See Also: Progress Knowledge Base: Is Windows 10 Supported with OpenEdge VSI certification for Windows 10 is complete for the following products: OpenEdge 10.2B08==========RecTrac/GolfTrac/CYMS 10.3y02 and la

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3.1 How do I remove text "Hide/Show Menu" shown off to the side of WebTrac?

Published June 6th, 2022 by Bret Alarcon

Problem Text off to the side of my WebTrac page says "Hide/Show Menu." How do I remove that?  Solution Seeing this in WebTrac means that your License Profile is missing key information.  In order to resolve this problem you must: 1.) Create a support ticket at VSI, as you will need their assistance to fix this.  2.) Open Profile Management, locate t

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3.1 Background Visit Processing with a Honeywell Scanner works for some Users IDs but not others

Published June 6th, 2022 by Bret Alarcon

Problem We run Background Visit Processing using a Honeywell scanner for our memberships. It seems to be working for some users but not for others. Solution Note: This issue was addressed with the release of RecTrac 3.1.05.09. In the event you are running RecTrac 3.1.05.08 or previous, refer to the solution below. Ensure that Visit Processing is NOT

161 Views 1 min

3.1 Clerks Cannot Print Passes, but Managers Can

Published June 6th, 2022 by Bret Alarcon

Problem Our clerks cannot print passes, but managers can. From Household Management, the clerk clicks Pass Print, selects the pass to print and clicks Continue. The Please Wait animation appears and disappears. Normally this is when a Printing Passes information box briefly shows, but this box does not come up. This started occurring when the 3.1.4.

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How to Recover Archived Leagues in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is there a way to recover archived leagues in 3.1?? Solution The main League Management DataGrid contains a Recover League button. Access to the button is controlled by your Permissions profile Buttons/Misc Permissions tab LSLeagueMain_ButtonRecover. To recover a league, set the League Management DataGrid to include Archived Leagues. Then, h

189 Views 1 min

3.1 How to Stop and Restart VIClive AppServer

Published June 6th, 2022 by Bret Alarcon

Problem How do you stop and restart the VIClive AppServer? Solution In the event that all clients are having a problem connecting to VIC, a restart of the VIClive AppServer may be needed to correct the issue. Here are the steps: 1 Launch the OpenEdge Explorer on the RecTrac database server or use a browser from another machine to get to OpenEdge Exp

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VIC is down after update to 3.1.08.00 / Progress 11.7.2

Published June 6th, 2022 by Bret Alarcon

Problem We updated to Progress 11.7.2 and RecTrac 3.1.08.00. Client workstations cannot connect to the VIC. The VIC log has the following: Error! in 'CreateConnection.GetOpenAPIobj' for Appserver Connection:http://SVITS1052273:4180/aia/Aiavic?AppService=VIClive Error Msg:SessionPool : NoAvailableSessions[Could not connect to the AppServer: General E

173 Views 1 min

3.1 Training Video - Star TSP Printer setup for RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Click Here to watch Part I of the Star TSP printer set up video for RecTrac 3.1: Hardware set up Click Here to watch Part II of the Star TSP printer set up video for RecTrac 3.1: RecTrac set up Total Run Time = 5 minutes 3.1 Video

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Refund Interface error - Entry to is outside the range of list (560) - (Business/RefundInterface.p)

Published June 6th, 2022 by Bret Alarcon

Problem When attempting to Refund to an Alternative Address containing only one word (i.e., VSI, ABC, etc...), the following error displays: Entry to is outside the range of list GPAC. (560) - (Business/RefundInterface.p) It is not uncommon to refund to a business or organization with one name (i..e, VSI).  If two words are entered (i.e., John Doe)

157 Views 1 min

Where are Receipt Logos linked in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem How do I put our city logo on the receipt and what size should it be before uploading it? Solution Receipt logs are maintained on the Receipt Format profile Standard Receipt Options group (for 80-column receipts) Condensed (40 Column) Receipt Options group (for 40-column receipts). 1. Find the appropriate Receipt Logo field (Receipt Logo for

175 Views 1 min

10.3 and 3.1 Error (5451) When Trying to Connect to WAN Client after Server Migration

Published June 6th, 2022 by Bret Alarcon

Problem Server is not connected. (5451) Invalid or inappropriate server handle specified for RUN We are receiving this when trying to connect to a WAN client after a server migration. During the migration, we moved the old RecTrac server to the DMZ to be used as our new web server. We renamed it, and then added a new RecTrac server with the same nam

132 Views 1 min

3.1 Issues with WebTrac and Android Devices

Published June 6th, 2022 by Bret Alarcon

Problem WebTrac users with Android devices may experience the following known issues. Difficulty entering their contact phone number on WebTracs Contact Us page. Unable to press the Close X in the upper-right corner of the Item Details window. Solution These are known issues that are in development, and will be fixed in a future build of RecTrac. Wo

164 Views 1 min

Removing the Waitlist Number from Activity Enrollment Receipts in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Is it possible to print activity enrollment receipts that do NOT show a waitlist number? Solution Yes. This involves creating and linking a Custom Language Code for your receipts. The steps presented below detail the process for 80-column receipts. 1. In RecTrac, go to Management ribbon System Management Misc. Management group Language Code

213 Views 1 min

3.1 Truncating Log files removes vital messages for OEM Database log monitors

Published June 6th, 2022 by Bret Alarcon

Problem We do not want to truncate/purge our rectrac.lg log file because doing so would remove vital messages needed for our organization's OEM Database log monitors.   Solution No problem. You can choose to not truncate your RecTrac database log file during a scheduled backup. That is recommended when using Progress's OEM*. What you need to do is r

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3.1 An item on WebTrac has no Description, but the item has Short and Long Descriptions in RecTrac

Published June 6th, 2022 by Bret Alarcon

Problem An item on WebTrac 3.1 has no Description, but the Short and Long Descriptions are filled in under the respective management area in RecTrac. Solution This is likely the result of an invalid or blank Language Code in RecTrac 10.3 that was converted to RecTrac 3.1. When you were using 10.3, a unique phrase was linked to the Item Description u

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RecTrac 3.1: How to Change an Activity Code once Saved

Published June 6th, 2022 by Bret Alarcon

Problem Can I change an activity code once I've already created the program in RecTrac? Solution In RecTrac 3.1: The Code Conversion program (Management Ribbon System Management Misc Management, in the Standard VSI Design) allows you to convert an activity from its current Code to a new Activity Code without affecting enrollments. This program is us

201 Views 1 min

3.1 WebTrac more info single icon in the search results is gone from the Activity search results.

Published June 6th, 2022 by Bret Alarcon

Problem The more info "single icon" is gone from my Activity WebTrac search results since updating to RecTrac 3.1.10.05.00.   Solution The update process modified icon status to hidden in the ARWebSearch Screen found within the WebTrac Management Screen Management.  Go to WebTrac Management Screen Management and change the ARWebSeach,  ARWebSearch_C

147 Views 1 min

10.3 and 3.1 Amex and Auto-Debits

Published June 6th, 2022 by Bret Alarcon

Problem We are having a problem setting up an installment bill with auto-debit for one patron. When the patron swipes her credit card, the MX830 says error - declined. It's an American Express card and it is a valid card. Solution If you are setting up a credit card auto-debit record using a non-MOTO account and the patron wishes to use Amex, the pa

276 Views 1 min

3.1 Visit Waivers linked to Pass Types are not displaying during Visit Processing

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to use the Visit Waiver by Pass Type feature and have different Visit Waivers linked to different Pass Types (Visit Waiver A to Pass A, Visit Waiver B to Pass B, for example). This isn't working. The same Waiver (Waiver A) keeps displaying for all Pass Types during Visit Processing regardless of what Visit Waiver we linked to t

171 Views 1 min

SAEmailQ record data exceeding 32000 error message when emailing from RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I get the following message when I attempt to send an email out of Rectrac. 'Attempt to update SAEmailQ record data exceeding 32000. (12370) - (Business/Routines/RecConnect.p)** Unable to update SAEmailQ Field. (142) - (Business/Routines/RecConnect.p)' How can I fix this? Solution It is likely that your character count exceeds the 30,000 cha

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3.1 'Cannot Start Application' Error when Installing VIC

Published June 6th, 2022 by Bret Alarcon

Problem I am trying to install VIC on a PC and I am getting the attached error. It looks like it is something on VSI's end. Can you please let me know how I can get this installed on this PC? The error is as follows:'Cannot download the application. The application is missing required fields. Contact application vendor for assistance' Solution Ensur

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10.3 and 3.1 What is Facility Reservation Interface Used For?

Published June 6th, 2022 by Bret Alarcon

Problem What is the Facility Reservation Interface program used for? Solution The Period End > Facility > Facility Reservation Interface program was originally designed to export data to ChyTV, a Video Graphics System for television information displays and digital signage. You can export facility reservation data in a text file format that Ch

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3.1 What is the RecTrac Lab and where can I find it?

Published June 6th, 2022 by Bret Alarcon

Question What is the RecTrac Lab and how do we navigate to it? Answer The RecTrac Lab is an ever-growing library of free, entertaining micro-learning courses that cover the basics of navigating and processing in RecTrac. It is accessible only in the RecTrac Next Gen UI. Check it out today and see what the EDU crew has concocted for you. We think you

208 Views 1 min

DataGrid error: No data received from the server 3.1

Published June 6th, 2022 by Bret Alarcon

Problem When working in RecTrac with Google Chrome, the DataGrid popups a message 'DataGrid Error: No Data Received From the Server.' As a result, you are unable to work within the DataGrid, you cannot edit line items, pick lists are empty, you cannot use the Save button, etc…. This issue occurs on multiple screens that contain a DataGrid. Solution

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How to Convert a Facility in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Can you please tell me the steps to process a Facility Conversion RecTrac 3.1. Solution Record conversions are done using the Code Conversion program, found under Management Ribbon System Management Misc Management Group.1. Expand the Process Option field and select the Module. In your case, you would select Facility.2. Click the Picklist ic

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10.3 and 3.1 Printing a Patron's Email Address on Receipts

Published June 6th, 2022 by Bret Alarcon

Problem Can you get a household's email address to print on a receipt? Solution Yes. The setting that determines whether household email address print is maintained on the Receipt-Format profile/device in both 3.1 and 10.3. In RecTrac 3.1: Receipt Format profile Standard Receipt Option Group Receipt as Mailers field (on the Standard VSI Design). A r

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3.1 How to remove the 'Wishlist' Menu Item from WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem I would like to take off the Wishlist on the top of our Webtrac Splash page. I cant find where to remove it. Solution Copy and paste the following to the bottom of your custom style sheet found on your webserver. Make certain everything is in lower case. The default location is :\vsi3\rectrac\Webserver\Web\css. Your setup may vary. a.wishlis

183 Views 1 min

Profile Types in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem What are the Profile Types in RecTrac 3.1? Solution The current list of Profile Types are listed in this Topic Document: Profile Types Topic Doc

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What are Punch Payment Passes in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Question In Pass Management, there is a Punch Pass option for 'Punch Payment.' What are Punch Payment Passes? Answer Punch Payment Passes allow patrons to purchase items and services at your department and use punches from the pass as payment. Punch Payment Passes are NOT meant to be swiped/used in Visit Processing; rather they are designed to be us

161 Views 1 min

How to force a Password change in RecTrac 3.1 and exempt certain User IDs from it

Published June 6th, 2022 by Bret Alarcon

Problem We need to force a Password Change every 90 days for the majority of our RecTrac users, but we also want to exempt a few accounts, such as Card Swipe, Card Printer, etc... What is the best way to do this? Solution Set Password expiration rules in your Static Parameters profile and exempt user IDs individually in User Management. You can set

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3.1 WebTrac Banner and Footer loads but additional content will not. WebTrac - 404 Page Not Found

Published June 6th, 2022 by Bret Alarcon

Problem WebTrac Banner and Footer load but additional content will not. May include Error Message: WebTrac - 404 Page Not Found. Solution The issue is a result of WebTrac's JS folder being edited or deleted. Steps For Solution Contact VSI with your RecTrac version to obtain the correct files. Copy files provided by VSI to x:\VSI3\rectrac\webserver\w

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10.3 and 3.1 Correcting Payments Processed in the Wrong Drawer

Published June 6th, 2022 by Bret Alarcon

Problem A clerk processed payments while signed into another clerk's drawer (i.e. the clerk signed into the Top Drawer 100 instead of the bottom drawer 101). The Cash Journal and GL reports are inaccurate. What is the best method for correcting this? **IF using RecTrac End-of-Shift, be sure to void the batch prior to completing the steps below, if n

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Progress 11.7.5 install / RecTrac 3.1.03.00 update is failing due to running processes

Published June 6th, 2022 by Bret Alarcon

Question We're trying to run the Progress 11.7.5 install /RecTrac 3.1.10.03.00 update, but it's failing. We get a few minutes into the process and it quits with the following error: Aborting Install Shut down these running processes before reinstalling. C:\VSI3\Progress\DLC117\bin\environ.dll C:\VSI3\Progress\DLC117\bin\jni_util.dll C:\VSI3\Progress

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10.3 and 3.1 Exchange 2010 - Connection Timeout in socketmail log with Email Queue Emails

Published June 6th, 2022 by Bret Alarcon

Problem We are still having email issues and need some additional trouble-shooting tips. Solution First, we asked the customer to provide VSI with this info: 1 Are you attempting to use the email queue for sending email or not?2 What kind of email server is RecTrac trying to send the requests to?3 Is the email server local to your LAN or farmed out

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How to Add a Templates Button to DataGrids in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem I attended a RecTrac User Group meeting recently and noticed that next to Options on the Datagrids that there was a Template button. The VSI Team said its available for everyone. How do I add it to my DataGrids? Solution Adding a Templates button to DataGrids is a product of customizing your screens in Management Screen Management. The Templ

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Where is Facility Type Maintenance in RecTrac 3.1?

Published June 6th, 2022 by Bret Alarcon

Problem Where is Facility Type Maintenance in RecTrac 3.1? What does Facility Class mean? Solution Because each module now has classifications called Type, Subtype and Category, the term 'Facility Type' is now called 'Facility Class.' Facility Class management is found under Management > Facility > Facility Class Management.

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10.3 and 3.1 What happens to failed emails sent from RecTrac?

Published June 6th, 2022 by Bret Alarcon

Problem If an email from RecTrac fails, is it saved and re-sent or just marked as a failed email and discarded? Solution This is a function of your setting in the Queued Email attempts before flagging as Failed field on the Static Parameters profile (3.1.) or Static Parameters device (10.3 and previous). The value you enter in this field represents

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3.1 ETS: 'Press Continue to manually input card data' after migrating to 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Has anyone ran into an issue during a migration or any other time where swiping a credit card does not work but manual entry does? The window is active when trying to swipe, but swipe doesn't work. Instead, a text box appears saying, 'please continue to enter manually' and does not say anything else. Solution The window will usually say, 'In

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3.1 Ingenico Credit Card Reader says "Contact Support. TMS-5" (CardConnect)

Published June 6th, 2022 by Bret Alarcon

Problem 3.1  Ingenico Credit Card Reader says "Contact Support  TMS-5" (CardConnect). Looses com port assignment. Solution The Ingenico reader was not using the TrendNet cable supplied, but another cable.  Problem resolved by using the Trend Cable.

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10.3 and 3.1 ETS sales stop working after updating to ETS Transvault3.x.

Published June 6th, 2022 by Bret Alarcon

Problem ETS sales stop working after updating to ETS Transvault 3.x. Solution ETS issue when going to RecTrac 3.1.6.04, verify the clients are using the correct Transvault Core files. If on any version less than 1.1.5959, then contact ETS with your Merchant account info and make sure ETS knows you (i.e. the customer) are using Transvault 3.x and sho

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3.1 CardConnect Bolt Unit Cancelling Transaction from pinpad

Published June 6th, 2022 by Bret Alarcon

Problem CardConnect Bolt Ingenico iPP320 Unit Always Cancels Transaction from pinpad. Solution When credit card inserted or swiped, it results in an immediate cancellation at the CardConnect Ingenico iPP320 pin pad. 1.) First, verify that the CardConnect credentials are entered correctly. 2.) If the problem persists then its probably related to the

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10.3 and 3.1 'Unable to connect to the application server' after a server reboot.

Published June 6th, 2022 by Bret Alarcon

Problem RecTrac fails to load after a server reboot. Clients are getting the message ---------------------------Error---------------------------Unable to connect to the application server. If this problem continues, please contact your System Administrator for assistance.---------------------------OK --------------------------- When checking the adm

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10.3 and 3.1 How to Configure SMTP Email with Office 365

Published June 6th, 2022 by Bret Alarcon

Problem How do you setup SMTP email for use in RecTrac when using Office 365?     Solution Outlook 365 requires the use of Stunnel (https://www.stunnel.org/index.html) in order to send email through RecTrac/WebTrac. RecTrac versions prior to 10.3s will also require a server side patch in order for this to work.   1 The following settings should be u

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10.3 and 3.1 Getting FIPS error when processing credit cards in Windows 10 using Army MX925 terminals

Published June 6th, 2022 by Bret Alarcon

Problem Getting FIPS error when processing credit cards through Microsoft Windows 10 with the Army's Verifone MX 925 terminals. Error: System.InvalidOperationException: This implementation is not part of the Windows Platform FIPS validated cryptographic algorithms Solution Turn off FIPS using the process that follows. 1. On the Windows task bar, ent

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What changes to RecTrac will be needed when CardConnect shifts to TLS 1.2?

Published June 6th, 2022 by Bret Alarcon

Problem CardConnect says they will no longer be supporting TLS 1.0 as of 01 July 2018. I am writing to see whether we need to do anything to our RecTrac environment. I would like to prepare for this now and make sure we are using TLS 1.2.  Solution The answer is dependent upon the credit card gateway you use and the version of RecTrac you're running

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ETS - 'Unable to Log Into ETS Client 126225. Installment Billing has been cancelled' messages in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We are trying to run credit card billing in 3.1 via ETS (which has worked in the past) and are getting an error in the notification center. ETS - Unable to Log Into ETS Client 126225. Installment Billing has been cancelled at this point. All records up to this point have been processed. Once the problem has been corrected you can rerun billi

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3.1 Credit Card Brands Not Showing on Plug'nPay Billing Transactions

Published June 6th, 2022 by Bret Alarcon

Problem In RecTrac 3.1, credit card brands are not showing for Plug'nPay billing transactions. Solution This should only be an issue when credit cards are loaded for AVS purpose using a Plug'nPay Retail account on WebTrac. When viewing credit card info in the credit card inquiry screen, the mask displays only the last 4 digits of the card number. Re

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M2SYS Biometrics Readers Will Not Respond on New Tablets 3.1

Published June 6th, 2022 by Bret Alarcon

Problem M2SYS-based Biometric Readers are not reponding with new Microsoft Surface Pro tablets. Windows Network Discovery was turned off for private networks. Solution Enable Network Discovery within Windows 10. 1. Go to the Start Menu Network & Internet. 2. Select either Ethernet or Wifi depending on your connection method. 3. Select from the l

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3.1 ETS customers experience abnormal number of credit card declines when running billing in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem ETS customers experience abnormal number of credit card declines when running billing in 3.1. Certain customers who use ETS as their Credit Card gateway for RecTrac have been experiencing an abnormal number of billing declines over the last several months. Solution Certain customers who use ETS as their Credit Card gateway for RecTrac have b

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3.1 VIC crashes when using Firefox to run RecTrac

Published June 6th, 2022 by Bret Alarcon

Problem We installed VIC using the Microsoft ClickOnce option. VIC is not working correctly in Firefox. It will not stay running and the .EXE will not update. The VIC log shows that they do not have the correct certificates. VIC is working with IE.       Solution   Your best option is to stop using the ClickOnce install and migrate to the new VIC us

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Printing 3.1 Reports from Preview in Google Chrome is Cutting Off Margins

Published June 6th, 2022 by Bret Alarcon

Problem When using RecTrac 3.1 and Google Chrome, going to Print > Preview for reports and receipts is cutting off margins when you print. When printing directly from RecTrac through VIC, margins are not cut off. It is only an issue when previewing the report first. Is there a good way to get the full margins to print? Solution Yes. Set the Margi

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Bulk Print not printing Statements by their Processing Date in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We can't seem to get the Bulk Print program to print Statements. We ran Statements on May 02 and used May 05 as the Statement Date. When we run the Bulk Print program, we enter May 2 into the Process/Bill date because that's the date on which we ran Statements, but nothing prints. Is this a bug? Solution Use 05 May in the Process/Bill Date f

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3.1 - How to change the number of WebTrac Activity results that display

Published June 6th, 2022 by Bret Alarcon

Problem Can I modify the default number of search results per page a user sees when searching for an Activity in WebTrac 3.1? Solution Yes. In RecTrac / WebTrac 3.1, this is controlled is your Webtrac Management Screen Design.1. Go to Management System Management Webtrac Management Screen Management.2. There may be a separate custom screen for each

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3.1 How to put a Cap/Maximum Limit on the Number of Memberships for a Certain Pass

Published June 6th, 2022 by Bret Alarcon

Problem We sell an unlimited group fitness pass as a pass membership (not a punch pass). Is there a way to apply a cap to how many pass memberships can be sold? Solution Yes. The Max Member Limit and Max Member Limit Override fields in Pass Update provide this functionality. The value in the Max Member Limit field determines the number of Active Mem

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10.3 and 3.1 Progress 11 Openedge explorer will not open

Published June 6th, 2022 by Bret Alarcon

Problem Progress 11 Openedge explorer will not openSubject: Article Title: Getting error with fathom.odb resource database when starting AdminServer Unable to start AdminServerUnable to start Fathom ManagementError when starting Fathom probefmconfig tool cannot be foundfathom -start results in error 10148 Possible errors:Error loading configuration

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3.1 How to Refresh Communication with VIC

Published June 6th, 2022 by Bret Alarcon

Question I am running VIC.exe (not as a Windows service). I know I should start the VIC icon on my desktop before logging into RecTrac 3.1, but once in a while I login to RecTrac before starting VIC. The VIC window opens but the light stays blue (instead of green). Is there a way to get the green light to go on short of stopping VIC, logging out of

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Virtual Symposium: WebTrac NextGen UI - 10/14/2021

Published June 26th, 2023 by Bret Alarcon

Recording Your browser does not support HTML5 video.

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10.3 and 3.1 Ticket Printing Issues When Ithaca Printer Is Not Windows Default Printer

Published June 6th, 2022 by Bret Alarcon

Problem Tickets only seem to print if the printer linked to the Ticket device is the default printer in Windows. I can print to it when my Ticket device is set to either Win- or Win-SpecificPrinterName. But once I set my default Windows printer to something else, ticket printing just previews and stays open in Adobe, or closes Adobe but does not pri

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10.3 and 3.1 .NET Requirements for ETS Credit Card Processing

Published June 6th, 2022 by Bret Alarcon

Problem What is the current .NET requirement for ETS credit card processing? Solution As of 13 January 2012, ETS requires .NET 3.5, although 4.0 is compatible.ETS will be mandating .NET 4.0 with their next release (date unknown) and advises customers to load that if possible.

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3.1 CardConnect Error Occurred Service Fee Declined (Response Status:C)

Published June 6th, 2022 by Bret Alarcon

Problem We're getting the following when trying to process sales through CardConnect: An Error Occurred Service Fee Declined (Response Status:C). None of the credit card machines on that MID can take cards. We haven't made any changes to RecTrac. Solution This is a CardConnect issue for any accounts that are set up to handle Service or Convenience F

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10.3 and 3.1 Timeouts and Disconnects from Appserver When Running Lengthy Reports/Processes

Published June 6th, 2022 by Bret Alarcon

Problem We seem to timeout and disconnect from the appserver when running lengthy reports or processes over WAN. Are there any fixes for this behavior? We have IIS 7.0 and use Application Request Routing. Solution Change the Proxy timeout on each web server via IIS in the Tomcat tree of Application Request Routing from 30 seconds to 10 minutes. This

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3.1 Scans not processing within RecTrac despite Scanner being set in Serial Emulation Mode

Published June 6th, 2022 by Bret Alarcon

Problem We have configured the scanner to be in Serial Emulation mode but the scans are still not processing in RecTrac. Solution If you see the scans scanning in the VIC Log but the scans are still not processing in RecTrac, it probably means that "VIC Long Polling" is broken. This essentially means VIC does not have permissions to listen for the s

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3.1 Credit Card Processing with PlugNPay / Firefox / Non-Encrypted Card Readers

Published June 6th, 2022 by Bret Alarcon

Problem 3.1 Credit Card Processing with PlugNPay / Firefox / Non-Encrypted Card Readers Encrypted Credit Card readers have reported an intermittent issue where some credit card swipes are read correctly by the reader but parsed incorrectly in the Firefox browser prior to transmission to PlugNPay. Upon receipt by PlugNPay, the transaction is refused

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10.3 and 3.1 CardConnect Payment Error: Transaction Was Not Authorized

Published June 6th, 2022 by Bret Alarcon

Problem 'Payment Error: Transaction Was Not Authorized... 'Reason: (Response Status: ) 'OK' When Reviewing the CardConnect Curl Response log: 11:09:32.659000 == Info: Trying 69.164.93.9... 11:09:32.690000 == Info: Connected to vsi.cardconnect.com (69.164.93.9) port 8443 (#0) 11:09:32.690000 == Info: schannel: SSL/TLS connection with vsi.cardconnect.

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3.1 How to change the Email Recipients on a Scheduled Event/Report

Published June 6th, 2022 by Bret Alarcon

Question I need to change the "Email To:" list for a couple of scheduled events. Is it possible to do this, or do I need to delete the event and start over?       Answer   Yes. This functionality is available in 3.1.07.00 and greater, but only for reports. In Scheduled Events Management, there is an "Update Event" option under the More button. This

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3.1 Can Patrons cancel or change their Facility Reservations in WebTrac?

Published June 6th, 2022 by Bret Alarcon

Question Is it possible for patrons to cancel or change their facility reservation in WebTrac?       Answer   Yes. You can configure this in RecTrac/WebTrac 3.1 with proper use of rules and some profile configuration. Here is an example for how you might do it. Turn on FR, RN, or other modular cancellations in the Daily Processing profile you use fo

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Bad Actors Targeting WebTrac 3.1 sites without ReCAPTCHA for PayTrac

Published June 6th, 2022 by Bret Alarcon

We cannot overstate the importance of acting on this alert. Please take this alert seriously. Failure to act may result in WebTrac payments no longer working. Please read the following and take action IMMEDIATELY if any of it applies to your current RecTrac set up. Contact Vermont Systems Support if you have any questions. We're happy to help!  What

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WebTrac is down for a Web-Only Hosted Customer

Published August 11th, 2022 by Bret Alarcon

Problem WebTrac is down for a Web Only Hosted Customer, and users are receiving a WebTrac down message when accessing the site for online registrations. Solution There are essentially five (5) things to check when a hosted WebTrac page is not loading. 1. Make sure the WebTrac broker is running on the database/transaction server. 2. Verify whether th

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Topaz Signature Capture in RecTrac 3.1

Published June 6th, 2022 by Bret Alarcon

Problem Are there any special setup steps to use Topaz for signature capture in RecTrac 3.1?   Solution RecTrac 3.1 can capture signatures electronically for Waivers and Rules/Regulations letters. The Topaz signature capture hardware must be purchased and configured. Specific verbiage is needed in the Waiver and Rules/Regs letter body field in Lette

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10.3 and 3.1 FinTrac Tax Table Instructions

Published June 6th, 2022 by Bret Alarcon

Question Where can I get the procedures for installing the new federal tax tables in FinTrac? We should install them after the New Year, correct?   Answer   You can find the instructions on our sFTP site. Here's what to do: Use Knowledge Base 1516 for the current sFTP credentials, if you don't have them. On your workstation, open a file transfer cli

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3.1 CardConnect - Canadian credit cards not working through WebTrac

Published June 6th, 2022 by Bret Alarcon

Problem Issue of declined tansactions with a patron who has a United States address and Canadian issued credit card.  Solution The patron lives within the USA but has a Canadian credit card. The CardConnect processor is requiring Address Verification Services (AVS) for eCommerce, card not present transactions. WebTrac is defaulting to the Country to

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10.3 and 3.1 Hot Buttons not Fitting on Main RecTrac Screen Properly

Published June 6th, 2022 by Bret Alarcon

Problem Hot buttons are not fitting properly on the main RecTrac screen and Windows scroll bars are showing on the right and bottom of the RecTrac window. What is the cause and how can this be corrected? Solution Change Windows DPI setting from Large (120 DPI) to normal / default (96 DPI). The main RecTrac menu appearing with scroll bars and users g

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RecTrac 3.1 Terminology 'Management'

Published June 6th, 2022 by Bret Alarcon

Problem Solution The term Management encompasses the functions that were previously under the menu headings of File Maintenance, some Period End Processes, and some Utilities. Programs that add, change, delete, bulk change, purge, and edit the underlying asset data records (classes, passes, facilities, leagues, rental items, system codes, etc.) will

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Recover_Leagues_Help

Published July 13th, 2023 by Bret Alarcon

Recovering Archived Leagues In the event you Archive more Leagues than you wanted to, a recovery option is available from the main League Management DataGrid. In the standard VSI Design, go to Management ribbon • League Management • League Management. Ensure the DataGrid is filtered to display Archived Leagues. Select the one you wish to recover and

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Manual credit card entry using CardConnect in 3.1

Published June 6th, 2022 by Bret Alarcon

Problem We are switching to card connect for our processor of credit cards. We are in the testing phase and we are running into an issue with manual CC entry. If a patron calls on the phone to book a facility we need the ability to enter a credit card manually. Card Connect recommended that we contact VSI for assistance with this. Solution Manual cr

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3.1 Setting a Minimum Age Requirement for the Primary Person in a Household

Published June 6th, 2022 by Bret Alarcon

Problem Can you force birthdays that make a person 18+ to be entered as the Primary Person in Household update for WebTrac and RecTrac, so that a minor cannot create an account (without lying about their birthday)? Solution Yes, you can. This requires a Custom Screen Design.Go to Management Screen Management and create a Custom Screen for Household

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10.3 and 3.1 F1 Help Misbehaving in IE10

Published June 6th, 2022 by Bret Alarcon

Problem We are having some problems displaying F1 Help on workstations that have IE10: 1. The user opens the Help.2. The Table of Contents (TOC) displays in the left panel as expected (with the full list of TOC links).3. The user clicks a TOC link and the help topic associated with that link displays in the left panel. It is not supposed to do that.

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10.3 and 3.1 Updating Firmware on the Polaroid P3000 and P4000 Series Printers

Published June 6th, 2022 by Bret Alarcon

Problem We received information that updating the firmware for our Polaroid P4000 would help us save money and 'go green.' Do you have instructions for this? Solution Yes. See the Updating Firmware section at the bottom of the attached document. It is applicable to both the P3000 and P4000 series Polaroid printers. See Attachment: Polaroid P3000 Car

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