Summary
Join Brian Hatch as he walks through the process for canceling an item in RecTrac.
Video
Transcript
00:00:05:16 - 00:00:24:23
Brian Hatch
In this video, we're going to walk through the process for canceling an item in RecTrac. And to do this, we're going to go through global sales. I actually already have that panel open here at the top. And I'm going to select the household that I want to process the cancellation against. So I already have an active enrollment that I did on a previous transactions.
00:00:24:23 - 00:00:43:14
Brian Hatch
I'm gonna select this household. And in order to process the cancellation, I'm going to open up a tab at the top for purchase history since the start of been purchased on a previous transaction. And in this example I have an activity and a pass tied to this household. I'm going to go out and cancel the activity for this example.
00:00:43:16 - 00:01:05:11
Brian Hatch
And at the bottom, once it's highlighted, I have the option to select the cancel option and that I can see cancel selected items, which is what we'll do in this example. This will bring up a prompt box. If you have any cancellation questions, they'll just display. In this case I have a cancellation reason in a free form field that I can type in to record that information.
00:01:05:13 - 00:01:32:05
Brian Hatch
And then below that I've actually got a fee set up flagged specifically for cancellation. So in this example, I'd have the option as the person processing the cancellation to see that I want to charge a cancellation fee and then I could put in the dollar amount. I actually want to keep and refund the difference if there is one for the customer or obviously you could choose to keep it turned off and not to not keep any of that amount and refund the full amount back to the customer.
00:01:32:05 - 00:01:53:23
Brian Hatch
So depending on the scenario, you can update this as needed. If you don't have a cancellation fee that does prompt once you continue through and the item is added to your cart. So in this example, it is looking to refund the full amount. You can always go to the options and you can update fees from CART and you can choose to put a fee back on.
00:01:53:23 - 00:02:16:28
Brian Hatch
You know, if you want to say you want to keep the money, you could put that back in on the original revenue line item. If the cancellation fee isn't set up in your database at this point, you could process through and I have it set up to alert me how it was originally paid, originally with cash. But at this point I can make my decision on how I want to refund the transactions.
00:02:16:28 - 00:02:36:09
Brian Hatch
I have a refund now which would go back to the patron via a particular pay code. I could do refund finance, which would mean that finance will actually cut a check and that will go back to the patron or I can refund apply, which actually keep the money in the system on the household account that they can use it at a later date.
00:02:36:11 - 00:02:58:25
Brian Hatch
So in this example, they originally paid with cash. Typically, I wouldn't give them cash back unless it was same day. So I just said, you know what, keep that $2 on the account because they know they'll be using our services maybe for the next round of programing. And I'll just choose preview on the right process that through. In this case, it's creating a household credit.
00:02:58:25 - 00:03:21:18
Brian Hatch
So it's asking if I want to do any restrictions. And I'm just going to say that it's universal credit and it'll apply to anything I want to use in the future. At this point, I get my cancellation receipt, so I'm now moved to a canceled status. I'm no longer on the roster as enrolled. and again, it's highlights what took place as far as question answers and all the details that go along with it.
00:03:21:20 - 00:03:24:18
Brian Hatch
And that's how you process a cancellation in RecTrac.