Table of Contents
Summary
Join Dane Whitcomb as he walks through the process of setting up cancellation fees in RecTrac. Dane demonstrates these cancellation fees in action during a test Global Sales transaction.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over how to set up a cancellation fee. So this could be used for maybe an activity or Facility Reservation, something where they enrolled or they reserved a facility, they already purchased it, and now it comes time to cancel, they decided they want to cancel it. And maybe you have a policy where they're paying a fee if they do decide to cancel it. So that's going to be that cancellation fee. So when you go to cancel it through RecTrac, we want to prompt another fee to get charged when you're canceling. So I'm going to set this up on an activity. So I'm just gonna go to activity management. If you were setting this up on a facility, you can go into facility management, or maybe you're adding it to a certain Type or the whole module. So wherever you're linking your fees this could be applied to, so I'm going to apply it to this one bike lessons activity will maybe this program here, the instructor has a cancellation policy. So I want to put that fee in there.
Dane Whitcomb 1:01
So I'm going to Click Change on my my item. And just like any other, you know fee, you're building in RecTrac, it's always going to be in the fees tab. So this is my current fee setup here. Once this loads in here, you can see I have just a resident fee and a non resident fee. So those are the ones that are paying on the purchase. As you can see in that transaction Type column. So we need to add one for a transaction Type of cancellation. So we're gonna add a fee. And I'm just gonna call the fee description cancellation fee. And the next step is amount, you can jump over to this fee Type first, and just actually, it's just going to be a standard fee. This is the fee Type actually met, say jump to the transaction Type, which is going to be this Field here. So this is going to be cancellation, not purchase. So that way it knows when you're cancelling and RecTrac to prompt the fee. Now when you're purchasing. So our free Type can be standard. And our transaction Type needs to be cancellation.
Dane Whitcomb 2:11
So here in this, the amount Field is how much we want to charge for that cancellation fee. So I'm going to say it's just a $5 cancellation fee. And that's really all we need to do for just a base cancellation fee. There's sometimes a setup where the cancellation fee may always be different, the amount for that I should say. So what you could do is you can even go one step further and apply a fee group. And you can use what we call usually the manual fee prompt, you probably already have a fee group for that created. But what that's going to look like is it's going to have the prompt for fees Toggle turned on. And the setup is just going to look something like this where it's maybe called manual fee prompt, and the prompt for fees during add to carts on, that's just going to show that when you do go to cancel it through RecTrac, it's actually going to prompt the fee and allow you to adjust the amount Field. So I can show you what that looks like. So at this point, we can say we don't really need any criteria on this per se, just because it's going to be any cancellation. And one thing I do need to do that I forgot is add a revenue GL Code. So when I cancel which revenue is this going towards, a lot of the times you'll have a specific cancellation GL Code.
Dane Whitcomb 3:31
So we'll see if I have one in here. I'm just going to create one real quick. And actually, I'm just going to link it to my regular GL Code that I took in the payment for. But some people do have a dedicated, you know, cancellation GL Code. Sometimes it goes back just towards the original GL Code, though. So that's something to keep in mind. Just where do you want that money going towards. So I'm going to Click Save. And that's going to add a cancellation fee line item here. You can see my transaction Type is on cancellations, and I can save it. And then with any time you create a new fee, I do like the testing global sales by at least adding it to cart you don't really have to do a test transaction but as long as you can see it prompting in the cart. And you might actually have to do a transaction just because this is a cancellation fee. So if you're if you create a Demo database, a great use for that would be doing a test sale that activity in Demo and then going into cancel it so I'm just gonna do a quick sale of that activity. And then I'm just gonna go into my purchase history and cancel and see if I get that cancellation fee.
Dane Whitcomb 4:46
So we'll just go through a purchase real quick. Let's see I'm getting charged my $100 non resident rate. So I'm gonna go through with the payment Just pay it as cash. And I'm gonna process. So this is my receipt that gets generated, I can close out of this just because I know that was the purchase. And I'm, in this case more concerned with the cancellation fee. So I can go back into the household when this is kind of when the customer mattino or you are just deciding to cancel either the enrollment or the reservation. So you'd be going into purchase history, finding the item they enrolled into that you want to cancel. So this is the bike lessons, one with the cancellation fee on it. So I'm just going to Click on Cancel, actually, I don't even need to select the family member.
Dane Whitcomb 5:48
And so this prompts my cancellation fee. So when I added that fee group code that manual fee group code, that's what made it do this and made it prompt up on the Screen where I can check that I'm charging it and actually changed the amount depending on user permissions, some might not have the permissions to change it. If I didn't have that manual fee group in there, it would just automatically apply this $5 payment into their cart. So it's just a matter of do you want it to automatically go into the cart? Or do you want the ability to have it prompted and you can either choose at that point to charge it and one step further. You can even adjust the amount let's say that maybe $10 and charge that amount. So a manual fee prompt will just allow for a little more flexibility at the time of sale. But that's just kind of the general process of adding a cancellation fee to an item that was an activity but it would really be the very same process for a facility or a pass or things like that.