FastTrac: WebTrac Round Up Donation Setup and Processing
Summary
In this FastTrac video, Brian Hatch reviews the topic of the roundup WebTrac donation functionality. Roundup donations give you the ability to offer a roundup donation option to customers purchasing items on WebTrac.
Video
Transcript
Brian Hatch 0:05
In this video, we're going to review the topic of the roundup WebTrac donation functionality on WebTrac. Roundup donations give you the ability to offer a roundup donation option to customers purchasing items on WebTrac. And to highlight this functionality, we're going to walk through an example. So I already have my WebTrac Search page up for activities, I'm going to add an item to my cart, select the family member. And I now have that enrollment in my cart for $9.50. If I proceed to checkout, on this Screen, you'll see we have a new area on the Screen for the roundup options. So at this point, that patron can choose to turn on the roundup option. And you'll notice when I turn this on that the dollar amount the top changes. So with this off, it's a $9.50 cent enrollment. And when I turn that on, it jumps to $10. If the item in my shopping cart was What say, $10. When you choose the roundup option, it's gonna assume you're gonna round up by $1. So change it from 10 to $11 in that example.
Brian Hatch 1:02
Below there you have a Pick list for choosing what roundup option you want. So you can offer one option where there would be only one option in this list, or you can Build as many different donation options that you would like in your database. In addition, you have the ability to link a comic code to give the customer any kind of text you want to give them based on what item they're selecting in the donation Pick list. And that's what it looks like for the patron on WebTrac. And this is a one WebTrac Only functionality as of today. To get this set up, we're gonna switch over to the My RecTrac database. And I'm actually on Point Of Sale Service Item management. And actually, I already have it narrowed down to my donation Type service items. So if I wanted to open up either one of these are actually built out to in my example. These are pretty straightforward. When you Build a Service Item, you just want to make sure it's a donation Type. And then you could give it the code and the descriptions that apply.
Brian Hatch 2:02
On the bottom, you want to make sure that's turned on to display on WebTrac sets one requirement under WebTrac settings. And then you have this area on the right donation settings that you can expand that allow you to set a couple different values allow round up is one option, you can turn on the comment code. So again, this is the description that you will display underneath that option on that checkout Screen. So you have the ability to create a comment code and actually link that here. So that description displays on the web. And as an option, you can also have an update a scholarship record. So for example, you can link back to a scholarship record in scholarship management. And every time somebody donates $1 amount using that roundup option, it can automatically by switch over to scholarship management, it'll automatically update the original amount value on your scholarship record. So it automatically increase that amount that's available based on what's coming in for your roundup option. So that's an option. If you use scholarship records in RecTrac.
Brian Hatch 3:01
Those are really the only two main setup items on the core Screen. In addition, you have to create a fee record. So in my case, I created a $0 fee record. And the reason this is needed is because of the GL record, that's going to be linked to the fee. And that's where the money for the round up portion of what the customer is paying on the web is going to go again. So in my case, I have my miscellaneous revenue GL that's linked to this item. So you'll see in my previous example $9.50 would go to my activity or rent program revenue. And then I would actually see the 50 cents in that example go to miscellaneous revenue, if I was to complete the sale and run a GL report to see what was actually posted.
Brian Hatch 3:42
So leaving the fee line item with the whatever description you'd like leaving the amount as zero and then setting the revenue GL is really all that's required in order to activate this roundup functionality on WebTrac. So that is the setup of again, you just repeat that setup for as many different roundup service items that you would like in your database. And then you automatically see those updates displaying on the checkout Screen Once these steps are completed, and that is your round up setup and processing in RecTrac.