Introduction
Join Brian hatch as he walks through running Child Care Statements in RecTrac. He also covers the necessary configuration steps to make this an easy and consistent process.
Recording
Transcript
00:00:02:3 - 00:00:25:2
Brian Hatch
In this video, we're going to walk through the process of producing a childcare statement sometimes referred to as a childcare tax statement. In RecTrac. This is a popular function that customers typically use to offer to their patrons to assist with the filing of their tax paperwork. To run the process, you're going to go to your menu and just type in the word statement and you can launch your statements program.
00:00:25:7 - 00:00:42:5
Brian Hatch
I already have mine open and I've set my statement option to childcare statement below. There you're going to have an option to run this different ways If you want to run this in bulk for all households in your database, you can turn on the use household last name range toggle and it's automatically going to run it for all household records.
00:00:42:5 - 00:01:04:1
Brian Hatch
And then you can use other criteria on this program to narrow it down to certain qualifying payments. In our example, I'm going to leave that toggle off and I'm only going to run this for one individual account just to highlight the functionality using the individual household selection area. On the right hand side, I'm only going to run this for activity enrollments in my example, but you could run this for other modules.
00:01:04:4 - 00:01:26:1
Brian Hatch
It's very typical to have kind of before or after type of programs. They're going to qualify as child care programs, and that's what I'm using as my example. And there's two different date ranges on the screen and item date range and a transaction date range. So it's very typical to have the item date range be at the beginning of the year and the ending of the year for the tax year that you're running this for.
00:01:26:5 - 00:01:45:7
Brian Hatch
The transaction date range could be the same, but it also could be a wider net. If I made a payment, for example, in December of the previous year for a program in January of the tax year I'm running this for I might want to pick up that payment, and that's why we have two different date ranges allowing you for that flexibility.
00:01:46:5 - 00:02:09:6
Brian Hatch
Below there I have my pay code selection, so I want to make sure I choose the paycodes that are going to qualify for these types of payments. So very often that's going to be your your check cash, credit card type of payments, maybe your system payments to help pick up household credits that are generated and used throughout the year, but likely not type of scholarship type of payments and those other payments that maybe don't do not qualify for this purpose.
00:02:11:2 - 00:02:32:1
Brian Hatch
Below here, I'm going to go to my module ranges area and you have the option of choosing certain activities or certain module items depending on how you're running this. I'm going to highlight the only include child care activities option here. So this is very typical. By turning this on, it's going to look to any activities that are flagged as child activities and that flag is set at the section level.
00:02:32:2 - 00:02:53:3
Brian Hatch
I'm going to go to my activity section that I opened at the top, and it's really looking to this child care activity setting on the right hand side. So if you have your qualifying programs flagged at the section level, you can use on the statement screen, you're setting here to narrow it down to just those programs and associated payments. At the bottom of the screen
00:02:53:3 - 00:03:14:0
Brian Hatch
I have the option to set a date statement date that I want printed on the statement a particular title, if I want a custom title. In addition, you can add additional text, either freeform text that I'm doing here or you can create different comment codes for this type of text that you maybe you'll be using over and over again for, you know, info to provide your patrons.
00:03:14:6 - 00:03:39:4
Brian Hatch
And at the bottom you can choose to print as a mailer if you're ultimately going to be mailing this out, or you can choose to email this out to the customers you're running this for. I'm going to go ahead and hit process and I'm just going to hit continue here. And just like any process in RecTrac it's going to get sent to the server and I'll get my notification once it's complete. To actually view the statement I can go to my statement
00:03:39:4 - 00:03:58:6
Brian Hatch
History tab at the top. If this is your first time going to the tab since opening the program, it's automatically going to refresh if this is your second run or more for running this program, you might have to hit the refresh option on this data grid to get the latest entries. So I can see here my a new statement, number 11 is listed.
00:03:58:6 - 00:04:21:7
Brian Hatch
I'm just going to hit view at the bottom and that will automatically preview the statement. And I can see that I have my payment history based on my criteria. I've added in my custom text at the bottom. So that's where I can add additional info for my patrons. I have my organization info at the top, my household info. And I actually have my tax I.D. value as well as printed on here.
00:04:21:7 - 00:04:42:2
Brian Hatch
So that's very common. If they're doing this for tax purposes, they'll need that value as well. So that's actually pulling from static parameters. So if I close this preview and go to profile assignments, I can click on static parameters at the bottom. And on the right hand side, I'm going to my organization and address area that I can expand.
00:04:42:6 - 00:05:01:7
Brian Hatch
So if I expand that area of my screen, I can fill in my federal tax I.D. value here and where that's going to show up is going to be on that statement at the top of that statement. And one additional note, If you're running statements and you do not see any new entries here for how you ran the statement, I would review your statement criteria.
00:05:01:7 - 00:05:22:4
Brian Hatch
And there's probably something either module or date or maybe even code related that's keeping you from picking up the payments you need. So if one of these filters is causing you to exclude the payments you're looking for and it can't find any qualifying payments, it won't produce any new statement records listed here. So review your criteria should you run into that issue.
00:05:23:3 - 00:05:27:6
Brian Hatch
But that is the overview of how to produce a child care statement in RecTrac.