The Service Item Update screen allows you to change information related to the Service Item Code you selected on the previous screen.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From within the Gift Certificate Group, click the Gift Certificate Detail button to proceed to the Gift Certificate Detail Management screen where you can view and edit Gift Certificates that have been sold. This button is available only if your Service Item Type is Gift Certificate.
Buttons on the screen….
Click Save to save your changes. You will return to the POS Service Item Management DataGrid.
Click Cancel to return to the POS Service Item Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen (i.e. If you are on the Core screen, click Next to continue to the Fees screen.).
Core
Site Code (PSServiceItem_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (PSServiceItem_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (PSServiceItem_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteService Item Code (PSSERVICEITEM_ServiceItem)
If you are creating a new service item, enter your Service Item Code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design may vary.
If you are updating an existing service item you will not visit this field.
DeleteRecord Type (PSSERVICEITEM_RecordType)
If you are creating a new service item, select the appropriate Record Type for this service item. If you are updating an existing service item, you will not visit this field.
- Credit Book Add - For updating the amount on an existing member credit book. This option is available only for Touch POS.
- Donation - For patrons to give donations.
-
Gift Certificate - For standard RecTrac gift certificate and/or gift card sales.
See Also: Topic Doc - Gift Certificates/Gift Cards.
- Greens Fees - For golf course greens fees.
- Miscellaneous - For miscellaneous items not covered by any other item in this list. This is the default option.
-
Range Ball - For golf course driving range ball dispensers. This service item generates a unique PIN that can be entered on the golf ball dispenser at the range to get a bucket of balls.
-
Timer - Used for keeping track of time used. For example the customer buys a garage bay in POS at $ x.xx/hour and the timer keeps track of hours the garage was used and then modifies the quantity (hours) to calculate the correct charge. You can optionally change the unit of time by selecting or typing the Timer Unit.
See Also: POS Timer Service Items
- Tourney - For golf tournament registrations.
Status (PSSERVICEITEM_RecordStatus)
Select the status of your service item:
- Active
- Inactive
- Default - See below for a description
- Deleted - See below for a description
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels (Core Settings Additional Settings etc.) and tabs (Core Fees* Rules* Questions Comments etc.) will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
* Separate default records for fees and rules can be created as well in their respective File Management program. Permissions must be set to add a Default Record and once added the default record can be linked as needed to any module.
DeleteLong Description (PSServiceItem_LongDescription)
Enter the Long Description for this service item. DataGrids can be sorted by description, if desired.
DeleteShort Description (PSServiceItem_ShortDescription)
Enter the Short Description for this service item. The short description appears on reports, receipts, etc.
DataGrids can be sorted by Description, if desired.
DeletePermissions (PSSERVICEITEM_Permissions)
Select the Permissions code(s) you want to apply to this service item code.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Type (PSSERVICEITEM_TypeCode)
Select the Type code for this service item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
SubType (PSSERVICEITEM_SubType)
Select the Subtype code for this service item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Category (PSSERVICEITEM_Category)
Select the Category code for this service item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Report Tag (PSSERVICEITEM_ReportTag)
Select the Report Tag you wish to use for this service item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Additional Print Line (PSSERVICEITEM_AdditionalPrintLine)
Enter any additional text that you would like to have printed on a receipt when this service item is sold. This text appears below the service item's description.
Text entered here will print on receipts and labels for this item provided your Receipt Format Profile set to "Print Add'l Description." Go to Receipt Format profile • Additional Settings Tab • POS Sale group.
DeleteWaiver Code (PSSERVICEITEM_WaiverCode)
Select the Waiver for this service item, if desired.
The waiver letter that you select can be printed along with the receipt when this item is purchased. Waivers also be can linked to households or individual family members, if desired.
Waiver letters are managed in Letter Group Management. Code Type = Point of Sale Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
DeleteReceipt Documents (PSSERVICEITEM_ReceiptDocuments)
Select the receipt documents you want to link to this service item, if any.
Receipt Documents are maintained in Document Management and usually consist of pertinent information that you want to pass along to your patrons whenever a receipt of a certain type is generated. Receipt documents can vary by the transaction type (i.e. you can have separate receipt documents for new purchases/registrations cancellations changes etc.) or you can use the same document for all receipts. Further you can print separate documents for receipts generated via WebTrac and RecTrac if desired.
Printing Receipt Documents
-
RecTrac
- Receipt documents print along with receipt when queued to a printer either at the time of the transaction or later using the Receipt Reprint program. This is the preferred method for printing and reprinting receipt documents.
- Receipt documents are included as an attachment when receipts are emailed from RecTrac either at the time of the transaction or later using the Receipt Reprint program.
- When you link a receipt document in this field a copy of it gets placed in the Document Center. Document Type = "Standard Document." You can print it from there if needed. The copy gets placed in the Document Center at the moment you link it in this field. When a receipt document gets generated as part of a transaction the copy in the Document Center doesn't get updated and no new copy gets sent there.
-
WebTrac
- Receipt documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron.
- Additionally the WebTrac Confirmation Screen provides a click-able link to the document so patrons can print it at that time or save it.
Note: Receipt documents do not preview in RecTrac. If you're opting to Preview Receipts then the receipt and any waivers will preview but the receipt document won't. This is because RecTrac has no way of telling your browser what file type you're using for the receipt document (.pdf .jpg .docx .txt etc.). So if you're only previewing receipts then your best recourse for printing the receipt document at a later date is to use the Receipt Reprint program as noted above.
WebTrac - Whether receipt documents preview in WebTrac is dependent upon the file type and the browser being used. For best results Vermont Systems recommends using .pdf or .jpg file types for receipt documents in WebTrac. These file types always preview regardless of the browser being used. Your patrons will experience mixed results if you use other file types.
Include In Demographics? (PSSERVICEITEM_IncludeInDemographics)
Select this option to have a Demographics Tracking field appear when selling this service item. Clerks and/or WebTrac patrons will have to input demographic data before the sale can complete. For example, a zip code or street address, etc.
Demographics data is reportable.
Note: To track demographics select a Demographics Prompt Setting on your Payment profile • Core Settings group. Your selection in that field must be something other than "None."
Report Tag 2 (PSSERVICEITEM_ReportTag2)
Select the Report Tag 2 you wish to use for this service item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (PSSERVICEITEM_ReportTag3)
Select the Report Tag 3 you wish to use for this service item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Shipping Code (PSSERVICEITEM_PSShippingCode)
Select the Web Shipping and Handling Code for this inventory item, if desired.
The Web Shipping & Handling Code determines the price you will charge for shipping this item to patrons who order it via WebTrac. Web Shipping and Handling Codes are maintained in Shipping Code Maintenance .
Shipping charges can be applied to POS inventory items tickets and service items (i.e. things you can sell and ship). Shipping codes also can be linked to your WebTrac Parameters profile. A hierarchy ensues which works as follows:
- If a shipping code is found on the inventory item ticket or the service item RecTrac will use that shipping code for the item(s) being purchased.
- If no shipping code is found on the item(s) being purchased RecTrac will use the shipping code found on the WebTrac Parameters profile.
- If no shipping code is found on the WebTrac Parameters profile no shipping charges will be applied.
For example you have two (2) shipping codes: TSHIRTS and SHIPPING. You have the SHIPPING shipping code linked to your WebTrac Parameters profile.
- Your POS Inventory Item (1003-TS-003) is a T-Shirt. If you have the TSHIRTS Shipping Code linked to the 1003-TS-003 inventory item RecTrac will use that.
- If you opt NOT to link a Shipping Code to POS Inventory Item 1003-TS-003 RecTrac will use the Shipping Code linked to your WebTrac Parameters profile.
- If you opt NOT to link a shipping code to POS Inventory Item 1003-TS-003 AND you opt NOT to link a shipping code to your WebTrac Parameters profile (i.e. you have no shipping codes linked) RecTrac will not apply any shipping charge to the sale of POS Inventory Item 1003-TS-003.
Ticket Access RecTrac (PSSERVICEITEM_TicketAccessGUI)
Select the Access Control ticket template you wish to link to this service item when it is sold in RecTrac, if desired.
See Also: Ticket Access/Templates for a full field description.DeleteTicket Template RecTrac (PSSERVICEITEM_TicketTemplateGUI)
Select the Ticket template you wish to link to this service item when it is sold in RecTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.DeleteTicket Access Web (PSSERVICEITEM_TicketAccessWeb)
Select the Access Control ticket template you wish to link to this service item when it is sold in WebTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (PSSERVICEITEM_TicketTemplateWeb)
Select the Ticket template you wish to link to this service item when it is sold in WebTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.DeleteService Items Allowed (PSSERVICEITEM_ServiceItemsAllowed)
Select any additional service items you wish to link to this service item when it is sold, if desired.
See Also: Ticket Access/Templates for a full description (and examples) of this field.
DeleteAllow Round Up? (PSSERVICEITEM_AllowRoundUp)
Determine whether you want a new banner to be displayed to ask patrons during check-out to round up their purchase.
The exact scope of this is to provide an easy way for patrons to give donations, so when this option is checked, a new banner will be shown asking to round up their purchase to the nearest whole dollar with the difference given as a donation.
DeleteComment Code (PSSERVICEITEM_RoundUpCommentCode)
Select the Comment Code, if any, that you wish to link to the Round Up banner from the Comment Code Selection picklist. This comment will appear for patrons during check-out, asking if they want to round up their purchase.
Comment Codes are maintained in Comment Code Management. Code Type = Round Up Comment.
DeleteDisplay On Web (PSSERVICEITEM_DisplayOnWeb)
Determine whether you want this service item to display to patrons using WebTrac.
DeleteService Item Image (PSServiceItem_ServiceItemImage)
Browse to and select the image you want to associate with this file management record when it is being displayed in WebTrac or when it is printed on reports or in brochures, if applicable (i.e. the image you want to use for this section, or this pass, or this facility, etc. Allowed file formats include: .jpg, .bmp, .png .gif.
Upon selecting the image, the system will prepend the file name with \WebTracimages\. For example, your image name is MyActivity.jpg and it is stored in C:\temp on your workstation. When you select that image, this field will fill with: \WebTracimages\MyActivity.jpg
Leave this field blank if you don't want an image to display in WebTrac or on reports and brochures.
Images used for WebTrac must also be stored in the \images folder on your web server else they will not display in WebTrac. So if you wanted the MyActivity.jpg" image from the example to display in WebTrac then you would need to have the image in this field and you also would have to copy the "MyActivity.jpg" to the \images folder on your web server as well.
Note for Vermont Systems-Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Hosted team maintains your web server so any images you want displayed in WebTrac need to be sent to them. Select the image you want to display in this field as outlined above and then email a copy of your WebTrac image to HostedServices@vermontsystems.com. The Vermont Systems Hosted team will place the image in the \images folder on your web server. Contact the Hosted team for further information/instruction if needed.
What Size Should Your Images Be?
By default WebTrac displays thumbnail images at 165 (width) x 110 (height) pixels. Images in the \images folder get resized automatically upon display in WebTrac. Click-able images such as those used for facilities will display at their actual/true/full size when a patron clicks the thumbnail to enlarge the image.
When selecting images for display in WebTrac Vermont Systems recommends the following for best results:
- Pre-size your images to dimensions that are directly proportional to 165x110. When sized proportionately your image will not lose aspect ratio and appear skewed when reduced and displayed in the thumbnail.
- Keep the file size of your images at or below 100kb. When patrons use WebTrac the images linked to your items must be downloaded to the patron's browser. Larger images tax your web server far more than smaller ones and result in longer/slower page loading time on the patron's browser.
Keyword Search (PSServiceItem_KeywordSearch)
Enter any keywords you want to link to this service item. Patrons using WebTrac can do keyword searches for service items.
Keywords may be space-delimited (i.e. Lane Usage) or delimited with a comma and a space (i.e. Lane, Usage).
DeleteValid Punch Pass List (PSServiceItem_PunchPassList)
This field is applicable if using Punch per Service Item Punch Passes only.
Select the Punch per Service Item Punch Pass Code(s) you want to link to this service item.
THEN
Enter a value in the Punch Plays field. The value entered represents the number of punches that will be deducted from the patron's punch pass when it is swiped and this service item is sold.
Additional Setup is Required. See Also: Punch per Service Punch Passes.
Leave this field blank if you are not using swipes against Punch per Service Item Punch Passes to sell Greens Fee service items.
DeletePunch Plays (PSSERVICEITEM_PunchPlays)
This field is applicable if using Punch per Service Item Punch Passes only.
Select the Punch per Service Item Punch Pass Code(s) you want to link to this service item.
THEN
Enter a value in the Punch Plays field. The value entered represents the number of punches that will be deducted from the patron's punch pass when it is swiped and this service item is sold.
Additional Setup is Required. See Also: Punch per Service Punch Passes.
Leave this field blank if you are not using swipes against Punch per Service Item Punch Passes to sell Greens Fee service items.
DeleteHole Count (PSSERVICEITEM_HoleCount)
For use with Greens Fees type service items only.
Select the Greens Fees Hole Count for this service item.
- 18 Hole - 1 Round - This represents a full round of golf as being 18 holes.
- 9 Hole - 1 Round - This represents a full round of golf as being 9 holes.
- 9 Hole - .5 Rounds - This represents a 9-Hole round of golf as being half of one round (i.e. you have an 18-hole golf course but allow players to play 9 holes only).
- Both - 1 Round - This represents a full round of golf regardless of whether the golfer plays 9 or 18 holes.
Print On Receipt? (PSSERVICEITEM_PrintOnReceipt)
Select this option to print the actual service item description on the receipt in the event the service item in question does not have fees linked to it. The description always prints on a receipt for service items that have fees linked. In the event this service item is free (no linked fees), you still can print the description provided you enable this option.
DeletePrint Service Item Code On Receipt (PSSERVICEITEM_PrintItemNumberOnReceipt)
Select this option if you want to print the service item code on the receipt along with the description.
Deselect this option if you want to print the description only without printing the code.
DeleteDupe Printer Codes (PSServiceItem_DupePrinterList)
Select the Dupe Printer code(s) that you want to associate with this service item. This service item will print to dupe printers that contain the same code/codes as any listed here.
Dupe Printer codes are maintained in System Code Management. Type = Dupe Printer.
DeleteScholarship To Update (PSSERVICEITEM_ScholarshipToUpdate)
Select the Scholarship Code you wish to link to sales of this service item, if desired.
This field allows you to update the base (i.e. original) amount of an existing scholarship fund.
Positive sales of this service item (sales with a count of 1.00 or more) will increase the amount of the scholarship fund. Negative sales of this service item (sales with a count of -1.00 or less) will decrease the amount of the scholarship fund.
For example, the Bailey Building and Loan provides an annual scholarship to the Parks Department of Bedford Falls. The scholarship is set up in RecTrac as the Bailey B & L Scholarship. Each year, on May 1st the Building and Loan endowment provides an additional $500 to the scholarship fund. When that endowment is received, you would sell" this service item to the Building and Loan for $500.00 and the Bailey B & L scholarship fund would increase by $500.00.
Scholarships are maintained in Scholarship Maintenance.
See Also: Topic Doc - RecTrac Scholarships.
DeleteSkip Navy ITT Expense Post (PSSERVICEITEM_SkipNavyITTExpensePost)
For Navy customers only.
Select whether you want transactions linked to this service item to post to the Navy SAP interface.
- Yes - Answer Yes to have RecTrac skip the posting process. The SAP interface will not be updated..
- No - Answer No to have RecTrac post the sale to the Navy SAP interface.
Interface Post Option (PSSERVICEITEM_InterfacePostOption)
Select the GL Interface posting option for this service item.
- Detail - A separate record will be made for each service item sold. For example, if you sell three (3) service items of this code, then three (3) itemized entries will appear on the GL Interface record.
- Summary - A single record will be made that totals all sales of this service item. For example, if you sell three (3) service items of this code, then one (1) entry for the total of all three will be made on your GL Interface record.
Bucket Size (PSSERVICEITEM_ServiceItemTypeSpecificSettings)
This field is applicable only if the Record Type for this service item is "Range Ball."
Select the golf ball bucket size you wish to associate with this service item.
- Small Bucket
- Medium Bucket
- Large Bucket
-
Jumbo Bucket - This option is applicable only if using the Range Expresssolution.
Note: If your range ball solution is Range Systems then leave this field at its default (Not Applicable) setting. Range Systems uses a "number of balls per dollar spent" equation to dispense balls so standard bucket sizes are not needed.
Ball Count (PSSERVICEITEM_BallCount)
This field is applicable only if the Record Type for this service item is "Range Ball" and the range ball solution is Range Servant
Select the number of balls you want to associate with this item.
See Also: Topic Doc - Range Ball Solutions in RecTrac
DeleteTimer Buffer (Minutes) (PSSERVICEITEM_TimerBuffer)
For use with Timer type service items.
Enter your Timer Buffer (in minutes) in this field if desired.
The value you enter here allows you to stop the timer < x > minutes after the Timer Unit has expired without charging for an additional unit increment.
For example your Timer Unit is "Per Half Hour." Your Buffer (in Minutes) value is "5." You start the timer at 1:00PM. If you stop the timer any time before 1:35PM the patron will be charged for 30 minutes only. If you stop the timer any time after 1:35PM (but before 2:05PM) the patron will be charged for an additional 30 minutes. So if you stop the timer at 1:32PM the patron is charged for 30 minutes. If you stop the timer at 1:37PM the patron will be charged for an hour.
Leave the field at "0" if you do not allow a time buffer.
DeleteJournal Option (PSSERVICEITEM_JournalOption)
RecTrac allows you to split income/expense for service items between the owner" (your organization) and "other" (usually a vendor or sub-contractor). You may assign different service item activity journals to separate service items if desired.
- Both - Select this option to have activity for this service item listed on both the owner's journal/report and the "other's" journal/report. This is the default setting.
- Journal 1 - Select this option to have activity for this service item listed on the owner's journal/report only.
- Journal 2 - Select this option to have activity for this service item listed on the "other's" journal/report only.
Pre-Numbered Gift Certificates (PSSERVICEITEM_PreNumbered)
Select this option if your organization uses pre-printed, pre-numbered gift certificates. When selected, you will input the gift certificate number manually at the time of sale.
Note: This option assumes your organization uses 3rd party pre-printed/pre-numbered gift certificates and that the clerk processing the sale will input the gift certificate number manually. Numbers can be numeric-only and up to 15 digits are allowed. Gift certificate numbers must be unique and duplicates are not allowed.
Leave this option deselected to have the system give gift certificates a unique sequential number at the time of sale.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeleteFull Use Required (PSSERVICEITEM_FullUseRequired)
Select this option if your organization requires full use of the gift certificate at first redemption. When this option is enabled, the gift certificate is good for one use/purchase only. If the actual amount of the sale is less than the full value of the gift certificate, the remaining balance automatically will be removed; it will not be given back to the customer as change.
For example, if the total sale comes to $30, and a patron uses a $50 gift certificate, the remaining $20 will be removed when this option is enabled. The $20 will not remain on the certificate for future use, nor will it be given back to the patron as change.
Leave this option disabled to have the system track the remaining balance on the gift certificate and thus allow multiple use until the balance is exhausted.
For example, if an item costs $30, and a patron uses a $50 gift certificate, the remaining $20 will remain on the gift certificate and the patron may use it again at his/her next purchase.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeleteAllow Alternate Household Link (PSSERVICEITEM_AllowAlternativeHouseholdLink)
Determine whether you want to Allow Alternate Household Link. When this option is selected, a gift certificate can be linked to a household other than the one making the purchase at the time of sale. It can also be linked to free form Daily Name." This is a good option if:
- You allow patrons to purchase a gift certificate for someone else in your database as a gift for example.
- You allow patrons to purchase a gift certificate for someone not in your database (i.e. a "Daily Name").
- You "sell" gift certificates through the Daily/Guest Household and give them to patrons for such things as winning a raffle rain checks returns etc.
Notes:
- When selling gift certificates to the Daily/Guest household in RecTrac you will always have the Alternate Household Link and Daily Name options. Regardless of how this option set those choices always appear for the Daily/Guest household.
- When using this option determine whether you want to use the Require Household Link option as well. That setting is maintained on the Payment profile and determines whether a household match is required for gift certificate use.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeletePrint PIN On Receipt (PSSERVICEITEM_PrintPinOnReceipt)
Select this option to have the Personal Identification Number (PIN) for this gift certificate printed on the patron's receipt at the time of purchase. If you do not use PINs for your gift certificate, this option is not required.
This is a good option if your Payment profile is configured to Require Gift Certificate PIN.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeleteMonths (PSSERVICEITEM_Months)
Enter the number of months for which this gift certificate will be valid. The gift certificate will be valid for <x> months starting from the time of purchase. For example, you enter 12" this field. A gift corticated purchased on 29 August 20xx will be valid through 29 August of the following year (20xy).
OR
Leave this field at "0" and enter or select an Expiration Date from the calendar.
OR
Leave both fields blank if your gift certificates never expire.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeleteExpiration Date (PSServiceItem_ExpirationDate)
Enter or select an Expiration Date from the calendar. All gift certificates of this type will be valid through the date entered, and they will be void/expired after that date regardless of the date on which they were purchased.
For example, you enter 08/31/20xy in this field. A gift certificate purchased on 09/01/20xx will expire on 08/31/20xy; it will be valid for a year. A gift certificate purchased on 08/29/20xy will also expire on 08/31/20xy; it will be valid for two (2) days.
OR
Leave this field blank and enter the number of months for which this gift certificate will be valid in the Months field. The gift certificate will be valid for <x> months starting from the time of purchase.
OR
Leave both fields blank if your gift certificates never expire.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeleteFees
WildCard Cost Center (PSServiceItem_WildCardCostCenter)
Select a Cost Center if desired. Fees for this item will be linked to the Cost Center you enter here. The fees being charged for this item can be linked anywhere in fee hierarchy.
Note: Wildcarding of the Cost Center to the Cost Center entered here will occur only if the fee being processed is set to Wildcard Cost Center.
Cost Center hierarchy works as follows:
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is enabled:
- The Cost Center (if any) linked in the Wildcard Cost Center field on the Fees tab of an item in File Management will be used.
- If no Wildcard Cost Center is linked on the Fees the system will use the Wildcard Cost Center listed on the User's Drawer profile.
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is NOT enabled the system will use the Revenue Cost Center listed in the Core Settings group on the Fee itself.
- If none of the above no Cost Center will be used.
Fees (PSServiceItemUpdate_FeeDataGrid)
The POS Service Item Fees DataGrid allows you to see all applicable fees linked to this POS Service Item at the service item level of hierarchy or greater. Fees linked to the POS Service Item, to an Service Item Type, a Sub-type, the Category, or to the POS module, itself, will display here.
The Linked To column displays where fees are linked. Only those fees linked at the service item Level can be edited here. Fees linked elsewhere (any fee linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the POS Service Item Update Fees DataGrid displays where the Fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code Your set up may vary.
See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Add and make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Fees to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteRules
Rules (PSServiceItemUpdate_RuleDataGrid)
The POS Service Item Rules DataGrid allows you to see all applicable rules linked to this service item. Rules linked to the POS Service Item, to an POS Service Item Type, a Sub-type, the Category, or to the POS module, itself, will display here.
The Linked To column displays where Rules are linked. Only those rules linked at the POS Service Item Level can be edited here. Rules linked elsewhere (any rule linked at a different level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the POS Service Item Update Rules DataGrid displays where the Rule is linked the Linked Description the Allow Option (check mark for allow 'x' for disallow) the Rule Description the Rule Status the Transaction Type the (linked) Rule Group the Rule Override Option the Parent Table and ID the Clone ID and the Record Type. Your set up may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rules setup information and examples.
Buttons on the rule grid…
Click Add and make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rules to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteQuestions
Questions (PSServiceItemUpdate_QuestionDataGrid)
The POS Service Item Questions DataGrid allows you to see all applicable questions linked to this service item. Questions linked to the POS Service Item, to an POS Service Item Type, a Sub-type, the Category, or to the POS Service Item module, itself, will display here.
The Linked To column displays where Questions are linked. Only those questions linked at the POS Service Item Level can be edited here. Questions linked elsewhere (any question linked at a different level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the POS Service Item Update Questions DataGrid displays where the Question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your set up may vary.
See Also: RecTrac Questions for a full description RecTrac Questions set up information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.
Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.
DeleteEmail Features
Email Features (PSServiceItemUpdate_EmailFeaturesDataGrid)
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.
Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the item.
DeleteComments
Comment Code (PSSERVICEITEM_CommentCode)
Select the Comment Code, if any, that you wish to link to this POS Service Item from the Comment Code Selection picklist. This comment will appear when processing a transaction for this Item, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Management. Code Type = POS Service Item Receipt.
DeleteComment Text (PSSERVICEITEM_Comments)
Enter any additional comments that are specific to this Service Item that you want to print on a receipt, if any. The text in this field will print regardless of whether a Comment Code is linked. If a Comment Code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteBrochure Code (PSServiceItem_BrochureCode)
Select the Brochure Code, if any, that you wish to link to this service item from the Comment Code Selection picklist. This comment will print on the Brochure Generator report or on any Custom Brochure you may have purchased. Additionally, it will display on any WebTrac detail searches.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Brochure Codes are maintained in Comment Code Management. Code Type = POS Service Item Brochure.
DeleteBrochure Text (PSServiceItem_BrochureText)
Enter any additional comments that are specific to this service item that you want to print on the Brochure or in WebTrac detail searches, if any. The text in this field will print regardless of whether a Brochure Code is linked. If a Brochure Code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Tickler Code (PSServiceItem_TicklerCode)
Select the Tickler Code you wish to link to this service item, if any.
Tickler Codes display during Daily Processing and are used to relay information to the Clerk processing the transaction.
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text Interface Type (PSServiceItem_TicklerTextInterfaceType)
This option is applicable to whatever you've entered in the Tickler Text field only.
Accept the default entry (All) or select another Interface type. The selection you make dictates where your free form tickler text will appear.
- All - The tickler text will show in both RecTrac and WebTrac.
- RecTrac - The ticket text will be displayed in RecTrac only.
- WebTrac - The ticker text will be displayed in WebTrac only.
Tickler Text (PSServiceItem_TicklerText)
Enter any additional tickler type comments that are specific to this service item that you want a clerk to see upon selecting it into the shopping cart, if any. The text in this field will print regardless of whether a Tickler code is linked. If a Tickler code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
UPC Codes
(PSSERVICEITEMUpdate_UPCDatagrid)
The UPC DataGrid allows you to see all UPC codes linked to this service item. UPCs can be printed as barcodes on labels. Labels can be scanned during the purchase process to select the service item in lieu of having to enter the item manually or choose from a picklist.
The DataGrid displays the UPC Description, UPC Code, Parent ID, and Parent Table.
Buttons on the screen…
Click Add UPC to continue to the UPC Update screen where you may add a new UPC code for this service item.
Highlight/select an existing record and click Change UPC to continue to the UPC Update screen where you may change information for the record in question.
Highlight/select an existing record and click Delete UPC to remove it from the service item.
Delete