3.1 Why Payments made by an Alternate Payee do not show up in Purchase History
Problem
We're using the Alternate Payee logic but notice that while the Alternate Payee creates a payment reference, nothing appears in the Alternate Payee's purchase history. Why is this?
Solution
This is by design.
The functionality of the Alternate Payee Link allows RecTrac to mark payment for a service provided to one household by a member of another household. At present that is the extent of the logic. Alternate Payee information will show on the Receipt and it is linked in the system on the 'back end,' meaning if you have a person in one household paying for childcare for a member of another household (divorced parents, for example), then any Childcare Statements generated for the Alternate Payee household will reflect those payments.
However, Alternate Payee payments DO NOT currently show on any DataGrids in RecTrac. This enhancement has been submitted for review and may be considered for a future release.
When using Alternate Payee Logic, keep the following in mind:
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.