How to allow one household to pay for another in RecTrac 3.1
Problem
I have someone in a household who wants to pay for 3 other people who are in 2 different households for a program. How do I do this in RecTrac?
Solution
Set your system up to allow for Alternate Payee.
Alternate Payee logic allows one household in your RecTrac database to make a payment for another household in your RecTrac database for an item or service and have that payment reflected on the Alternate Payee's household.
The only setup required is to enable the Allow Alternate Payee option found on your Static Parameters profile Financial Settings group. Once this option is enabled, an Alternate Payee button appears on your Payment screen in RecTrac.
On Standard VSI Design, the Static Parameters profile is accessed via the Static Parameters button in Profile Assignments (Management Ribbon System Managment Users/Menu/Profile Management group Profile Assignments. Your Design may vary.).
Processing Example
Elsa Greer signs up for Swimming Lessons, but her aunt, Caroline Crayle, wants to pay for the program. Elsa is a Family Member in the Greer household. Caroline is a Family Member in the Crayle household.
1. When enrolling Elsa into the Swimming program, the clerk would perform a standard RecTrac Activity Enrollment.
2. On Payment Screen, the Clerk will click the Alternate Payee button and select the Crayle household from the ensuing Lookup screen.
3. The clerk then completes the transaction as normal.
4. Elsa Greer gets enrolled into the Swimming program, but Caroline Crayle's household is linked to the payment. The ensuing receipt will list Caroline as the Payee. Rewards Points (as applicable) go to the Alternate Payee.
Notes regarding the Alternate Payee option:
1. The Payment Record does NOT show under the Alternate Payee's Purchase History. The Payment Record is found in Purchase History on the original household for whom the item was purchased. The receipt shows the Alternate Payee's name.
2. Refunds go back to the Alternate Payee. They do not go to household for whom the item was purchased.
3. You can Refund only to an Alternate Payee who is linked to the initial sale. In other words, you cannot use Alternate Payee to refund to a third party. For Example: Marian Paroo cancels her son's enrollment in Boys Band. She wants the refund to go to Harold Hill. The system will disallow this unless Harold was the original Alternate Payee for the Boys Band program. If Harold Hill was not the Alternate Payee, then the refund cannot go to him.
4. Payments made toward Childcare-eligible programs and services using an Alternate Payee are recorded under the Alternate Payee's household and will appear on Childcare Statements printed from RecTrac/WebTrac for the Alternate Payee.
5. Alternate Payee logic is available only for payments toward balances made through RecTrac Global Sales at this time. There is no Alternate Payee option for Auto-Debit through Installment Billing.
6. This is a System-wide setting, so once the Allow Alternate Payee option is enabled, the Alternate Payee button will appear on all RecTrac Payment screens that use the standard VSI design. Alternate Payee buttons may have to be added to Payment Screens that use a Custom design.