Summary
In this FastTrac video, Dane Whitcomb highlights methods to locate a daily guest sale transaction and settings you can enable to make it easier to refund future guest sales.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're gonna be going over how to refund a daily guest sale and RecTrac. So this sale could have either came from a RecTrac sale in house or WebTrac Sale Online, and I need to refund it. So to do this, you're going to start out by going to global sales. And since this isn't tied to a specific household, it's the daily guest household, you're not going to select a family member here or a household in this data grid, you're actually going to Click Skip and then go into the daily slash guest household. So this is where all guest sales in RecTrac, or that come from WebTrac get funneled into this daily guest household in the purchase history. So if you go into purchase history, and you've been doing a lot of guest sales, there's most likely hundreds, if not 1000s, of records in this purchase history. So kind of the name of the game with refunding guest sales is making sure you can track down the right receipt. Because if you're not asking for any name or email of the person, when you're selling them an item, it's just going to fill in daily guests on every item. And it makes it very difficult to kind of figure out who to refund.
Dane Whitcomb 1:16
If you do have a bunch of those daily guests, hopefully you have the receipt number. If you do have the receipt number, you can search for that in the receipt column. So let's say I see 352 down there, if I just put in 352 and have it on equals, I can filter down to just that one receipt. So they handed me the receipt, I saw that with the receipt number I search for it. That's kind of an easy way to do it. But there might be some cases where you don't have the receipt number. So what we like to recommend is that for any modules, you're doing guest sales, then you be great to at least require a name or have an optional, probably want to require that you at least have something to search by. In purchase history when you need to cancel it. If you look at an item like this right here, I can see on this item, I was requiring somebody to put in a name. So it actually was very helpful and put in the name so I know who it's for. So if I do something like this one also required it but these all were just guest sales that were no name was entered.
Dane Whitcomb 2:25
So the spot where you can turn on to require these information like address, maybe email, or their name is going to be under Profile Management. And it's the daily processing Profile. So there's going to be a daily processing Profile you're most likely using for RecTrac. And then another one that's going to be used for web sales that might just say WebTrac daily processing Profile, you're gonna want to go through the settings in both of those. If you don't do any daily guests sales and WebTrac, you don't really need to worry about going into the web one. But that's assuming you do guest sales both in RecTrac, and WebTrac. So in here, we're going to want to go to the guest sale information tab. And there's two columns here, everything in the left column are fields that are going to be optional when they're going through the purchasing process. Any fields on the right side that we select are going to be required. And this is as you can see by module.
Dane Whitcomb 3:25
So something like maybe you do a lot of ticket sales, we will want to require at least the name when they go through RecTrac. And then optional I have they can put in the phone and the email if they want. So you just kind of want to go through each module for optional and required and just figure out which ones you want people to put in versus which ones you want to require. Another note is any info you require and they fill out or optional, and they fill out that's going to get shown on the receipt. So I'm going to Click Save in here. So once that's done, and we go back to global sales in the guest household when you sell so let's say I'm selling a Service Item and we're selling a donation item, so added to the cart. So since I've got name required, you can see actually has the required red text around it. So I have to fill that in when the phone and email are in that black text. So it's optional. So lets do Jack Smith, here is my name. And we'll Click Continue. And again, if you're if you're not seeing any of this info here, it means you're not requiring it or have it set to optional so they're probably all just going to say daily guests in your purchase history. And again, that just kind of makes it tricky to know which one to refund. So we'll just go through the payment process with this and then we'll take a look at what that looks like in purchase history. We'll just do cash here.
Dane Whitcomb 5:12
so when we go back into this daily slash guest household, me we go to purchase history we now have a name. So if we search jack in here actually, we can see it's right on the top because it's sorted by the most recent one. We've got a name attached to it now. And one other thing you can do is all modules have an inquiry. So I sold that as a Service Item. So if we go into Service Item inquiry, maybe you're doing tickets, that'd be ticket inquiry, inventory inquiry, so you can go to that and it'll show all the items in that module. So if I Click on that Burke donation item, and Click history, this will show all the sales I've done towards that one item. So this is a great way to try to track down which items belong to who. So you can see for these first two items that required a name, and for these other two I didn't. So that's why it's daily guests. So you can see why this is a lot more helpful here. And this also gives you the receipt number and their last name so Jack Smith, I've got the receipt number here and so now I can go into the daily guests and really have a few different ways that I can track down that receipt I could put in that one receipt number or the name so if you're kind of frustrated on you know not knowing which one to refund to because you don't have the receipt number and all the names are just daily guests, we would recommend that you require at least the name in there, and then you'll have a much easier time refunding those daily guests sales