Creating Misc Charges using Service Items
RecTrac 3.1.10.21.00
Problem
We had a refund mixup (i.e double refund) with our credit card processor and now the patron's household needs to have a debit balance for our report to match. How can we create a way to add a debit to this household?
Solution
Create a service item to represent the debit with a prompting fee that allows for an amount update. Sell the item to the problem household, adjust the fee amount to the penalty amount, and then process the item without an amount paid to leave it as a debit balance.
Note:
For this solution, you will need the license for the Point of Sale Module. Contact Sales@Vermontsystems.com if interested in purchasing the module.
Steps For Solution
- From the RecTrac main menu, go to Service Item Management.
- Click Add.
- Click Continue.
- Set an identifiable Service Item Code (i.e Fine or Damage).
- Enter a Short Description and a Long Description.
- Set Display On Web to No.
- Click on the Fees Tab.
- Click Add > Advanced Fee Add.
- Click Continue.
- Set a Fee Description.
- Set a Revenue GL Code.
- Click the picklist icon next to Fee Group Code.
- From the DataGrid, highlight a Fee Group that has the Prompt for Fees toggle enabled.
- If one does not exist, click Add.
- Set a Fee Group Code.
- Enter a Description.
- Toggle on Prompt for Fees.
- Click Save.
- Click Select.
- Expand the Fee Override Settings group.
- Ensure the Amount Override option is set to Allow (This is generally the default).
- Click Save to save the fee.
- Click Save to save the Service Item.
Head to Global Sales for the household in question. Select the item and add it to the cart. Change the fee amount to the desired amount and process through the transaction leaving $0 as the amount paid to leave a debit on the household.