A Fee is a fixed charge for an item in RecTrac. Fee Management encompasses everything related to applying or reducing charges for items in RecTrac. This include, but is not limited to:
- Standard Fees (Enrollment fees, reservation fees, POS item fees, booking charges, etc…)
- Discounts (20% Senior Discounts, Employee Discounts, Multiple children discounts, etc…)
- Fee Reductions (Early bird specials, etc...) and Increases (Late enrollment fees, etc…)
- Visit Fees and Drop-In Fees
- Installment Billing Fees
- and many more
See Also: RecTrac Fees for a detailed description of RecTrac Fees, set up information, and examples.
See Also: Video - Fees
Fee Management also determines the type of transaction to which charges and/or discounts will be applied to. These include, but are not limited to:
- Purchases
- Changes
- Cancellations
- Renewals
- Transfers
- Deposits
- and many more
Fees can be linked to any RecTrac module (Activity, Pass, Facility, Locker, etc...) and to certain System Codes (Type, SubType, Category, Season, etc…).
Where a Fee is linked determines what it will charge. The following chart uses the Activity Module as an example, but the same holds true across all modules.
Fee Linked | Fee Applies To/Will Be Charged Against: |
---|---|
Activity Module | All Activities and their Sections in your database |
Activity Level | All Sections in the Activity to which the Fee is linked |
Activity Section Level | That Section only |
Activity Category | All Activities in your database to which that Category System Code is linked |
Activity Type | All Activities in your database to which that Type System Code is linked |
Activity SubType | All Activities in your database to which that SubType System Code is linked |
Season | All Activities in your database to which that Season System Code is linked regardless of Year |
SAFeeMain_Tab1
Fees (SAFeeMain_DataGrid)
The Fees Management DataGrid lists all the Fees currently established in your system that you have permission to view. Scroll up/down to view the Fees codes or scroll left/right to view additional details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Click Add to add a Default Fee if desired.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee.
If you receive the pop-up message you have Permissions to add "Regular" Fee Records and Default Fee Records to your database. Expand the Drop-down list and make your selection:
- If you have a Default Fee(s) established in your database you may opt to use it if desired.
- If you do NOT have a Default Fee(s) established in your database VSI recommends choosing --New Blank Record-- as that option 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.
Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default Fees are maintained in Fee Management.
Highlight/select an existing record and click Change to continue to the Fees Update screen to edit the selected Fee.
Highlight/select an existing record and click Delete to remove it from the database.
Note: The system will warn you if the Fee you are deleting is linked to an Item or Items in your Database. This is a warning only and can be bypassed by clicking Yes. Deleting a Fee in this manner deletes it from any Item and/or any Set and/or any Fee Group to which it is linked.
Click More • Export 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 RecTrac databases if necessary.
Note: Multiple selection is allowed in this DataGrid.
Click Bulk Change to continue to the Fees Bulk Change DataGrid. Bulk Change allows you to make field changes to multiple Fees at once.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • SAFeeMain_ButtonBulkChange.