The System Codes Update screen is used to add, update or delete information that pertains to the individual record selected. Depending on the type of System Code with which you are working, multiple tabs and fields may be available. Subsequent Tabs (Fees, Rules, Questions, Tax Tables etc...) where available allow you to update information pertaining to your System Code.
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.
See Also: System Code Types for a complete listing.
From the bottom of screen....
Click Save to save your changes and return to the System Code Management DataGrid.
Click Cancel to return the previous screen without saving your changes.
Core
System Code (SASYSTEMCODE_RecordCode)
If you are creating a new System Code, enter the identifier in this field. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating this System Code you will not visit this field.
DeleteType (SASYSTEMCODE_RecordType)
If you are creating a new System Code, select the System Code Type you want to add. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating this System Code you will not visit this field.
See System Code Types for a complete listing of System Codes.
DeletePermissions (SASystemCode_Permissions)
Select the Permissions code(s) you want to apply to this System 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.
Order (SASYSTEMCODE_Order)
This field is applicable for Discount Category Facility Feature Household Benefit and Rental Feature System Codes only.
Enter a numerical value if desired. RecTrac DataGrids can sort "like" records (i.e. records of the same type) either alphabetically by Record Code or numerically by Order.
DeleteDiscount Calculation (SASYSTEMCODE_DiscountCalculation)
This field is applicable to Discount Category Codes only.
Select the Discount Calculation for this Code:
- Replace - Any discount linked to this code will replace other discounts. Only the discount linked to this code will be used.
- Build - Any discount linked to this code will stack onto other discounts.
Begin Time (SASystemCode_BeginTime)
This field is applicable to Time Block Code Types only (i.e. Activity Time Block League Time Block Trip Time Block etc…).
Select the time of day at which you want this time block to begin.
For example this is is an activity time block with the code "MORNING." You would enter the time of day at which your earliest morning program starts.
DeleteEnd Time (SASystemCode_EndTime)
This field is applicable to Time Block Code Types only (i.e. Activity Time Block League Time Block Trip Time Block etc…).
Select the time of day at which you want this time block to begin.
For example this is is an activity time block with the code "MORNING." You would enter the time of day at which your earliest morning program starts.
DeleteInterface Type (SASYSTEMCODE_InterfaceType)
Determine whether this System Code will apply to transactions processed in RecTrac only (RecTrac), WebTrac only (WebTrac) or both (All).
DeleteDays Before (SASYSTEMCODE_DaysBefore)
This field is applicable for Household Benefit System Code only.
Enter a value in this field. This is the number of days after the Household Benefit end date that benefit will expire. For example the household benefit is Active Duty Deployment. You enter "14" in this field. When adding the benefit code to a household you would enter the actual deployment date range for the soldier as the begin and end dates for the benefit. When you save the record the DataGrid will display an Eligibility Begin Date two weeks prior to the actual deployment begin date due to the fact that you entered "14" in this field.
DeleteVisit Option (SASYSTEMCODE_VisitOption)
Select your visit option.
- Registration Based - For signing children in and out of programs for which they're registered, such as Fullday programs at the CDC, Before/After School programs at the SAC, etc.
- Reservation Based - For signing children in and out of the center when they have reserved time blocks, such as Hourly care.
Credit Module (SASystemCode_CreditModule)
Accept the default entry (All Modules) or expand the Drop-down list to select a specific Module, if desired.
DeleteDefault Fee Codes (SASYSTEMCODE_DefaultFeeCodes)
This field is applicable to Category (Household Family Member Team) Codes only.
Select the default Fee Codes you want to link to this Category Code. When this code is linked to a Family Member or Household or Team the default Fee Codes added here will be added to the Family Member or Household or Team.
DeleteItem Category Restriction (SASystemCode_CreditCategory)
This field is applicable only if something OTHER THAN All Modules selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific Category Code for the Module you selected.
DeleteDays After (SASYSTEMCODE_DaysAfter)
This field is applicable for Household Benefit System Code only.
Enter a value in this field. This is the number of days after the Household Benefit end date that benefit will expire. For example the household benefit is Active Duty Deployment. You enter "14" in this field. When adding the benefit code to a household you would enter the actual deployment date range for the soldier as the begin and end dates for the benefit. When you save the record the DataGrid will display an Eligibility End Date two weeks after than the actual deployment ends due to the fact that you entered "14" in this field.
DeleteHousehold Benefit Visit Type (SASystemCode_HouseholdBenefitVisitType)
This field is applicable to Visit Type System Codes only.
Select this option if this Visit Type should be associated with household benefits for free hours.
DeleteFree Hours (SASYSTEMCODE_FreeHours)
If free hours are associated with this benefit, then enter the number of free hours this benefit grants.
THEN
Select the Reset Interval for it.
Item Type Restriction (SASystemCode_TypeCode)
This field is applicable only if something OTHER THAN All Modules selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific Type Code for the Module you selected.
DeleteConnection URL (SASystemCode_FTPURL)
This field is applicable to FTP Connection and sFTP Connection System Codes only.
Enter the full File Transfer Protocol URL for the FTP/sFTP site to which you wish to upload your file. GL exports reports and certain other files from RecTrac can be sent to a FTP site if desired. GL exports can be sent to a sFTP site. The information contained in this System Code dictates where these files will go.
The FTP/sFTP site can be a 3rd party vendor such as Reach or it can a private location. The URL you enter can be the FTP/sFTP site itself or it can be a directory structure.
For example ftp://vermontsystems.com/reports/ or sftp://<Server IP Address>:22/glexports.
If you opt to use a directory structure the system will look for the folder on the FTP/sFTP site. If it is not found the system will attempt to create it.
If you opt to use a non-standard port then that must be included in your Connection URL. For example sftp://www.vermontsystems.com:2222
Note: In the event the FTP Site requires and/or accepts passive transport add " passive" to the end of your URL. For Example: ftp://www.vermontsystems.com/reports/ passive
Ask the FTP Site's owner if you are unsure whether or not passive transport is required/accepted.
Host Key (SASystemCode_HostKey)
This field is applicable to sFTP Connection System Codes only.
Enter the Public (Host) Key necessary to authenticate on the specified sFTP server. The sFTP site administrator will provide this information. For example sftp.vermontsystems.com.
See Also: How to locate your host key for transmitting files to an sFTP via RecTrac
DeleteFree Hours Reset Interval (SASYSTEMCODE_FreeHoursResetInterval)
Select the reset interval for this benefit.
- Monthly - This is recurring benefit. The free hours associated with this benefit get reset every month until the benefit expires.
- Never - This is a one-time benefit. The free hours associated with it never reset.
Item SubType Restriction (SASystemCode_SubType)
This field is applicable only if something OTHER THAN All Modules selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific Subtype Code for the Module you selected.
DeleteInventory Code Restriction (SASystemCodeUpdate_InventoryCode)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteLeague Code Restriction (SASystemCodeUpdate_LeagueCode)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteFacility Restriction (SASystemCodeUpdate_FacilityCombokey)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteActivity Code Restriction (SASystemCodeUpdate_ActivityCode)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeletePass Code Restriction (SASystemCodeUpdate_PassCode)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteLocker Room Restriction (SASystemCodeUpdate_LockerRoom)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteFree Hours Visit Type (SASYSTEMCODE_FreeHoursVisitType)
Select the visit type(s) that are applicable to this benefit. This should be your free hours visit type.
DeleteUsername (SASystemCode_FTPUserName)
This field is applicable to FTP Connection and sFTP Connection System Codes only.
Enter the Username to the FTP/sFTP site listed in the Connection URL field.
For example vsiftp
DeleteRental Item Restriction (SASystemCodeUpdate_RentalItemCode)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteTrip Restriction (SASystemCodeUpdate_TripComboKey)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteTicket Code Restriction (SASystemCodeUpdate_TicketCode)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteService Item Restriction (SASystemCodeUpdate_ServiceItem)
This field is applicable only if something OTHER THAN All Module selected in the Credit Module field.
Accept the default entry (<blank>) or click the Picklist icon to select a specific item within the Module you selected.
DeleteUnlimited Free Hours Visit Types (SASYSTEMCODE_UnlimitedFreeHoursVisitTypes)
Select the visit type(s) that are applicable to this benefit. Generally speaking, these should be hourly visit types.
DeleteInstallation Code (SASystemCode_SAPInstallationCode)
Enter the installation code for your base. This is a four-digit number specific to your Navy base.
- CYMS databases - Enter the Installation Code + 'C' in this field. For example, 1287C.
- RecTrac databases - Enter the Installation Code only. For example, 1287.
Site Category Restriction (SASystemCode_SiteCategory)
Accept the default entry (<blank>) or click the Picklist icon to select one or more Site Categories.
DeletePassword (SASystemCode_FTPPassword)
This field is applicable to FTP Connection and sFTP Connection System Codes only.
Enter the Password to the FTP/sFTP site listed in the corresponding Username field.
Passwords are masked in RecTrac. Passwords in RecTrac appear either as a series of "pipes" or dots in password fields (i.e. | | | | | or •••••).There is no Permission that allows you to see an actual password. There is no Report in RecTrac that will display a password.
Additionally RecTrac user passwords and WebTrac user passwords are encrypted based on the configuration settings as maintained on your Encryption profile.
DeleteSite (SASystemCode_SAPSite)
Enter the Site Number within the Installation Code. This is a mandatory field.
DeleteSite Area Restriction (SASystemCode_SiteArea)
Accept the default entry (<blank>) or click the Picklist icon to select one or more Site Areas.
DeleteSite Code Restriction (SASystemCode_SiteCode)
Accept the default entry (<blank>) or click the Picklist icon to select one or more Site Codes.
DeleteServer (SASystemCode_SAPServer)
Enter the Server number code for the Site and Installation. This is a mandatory field.
The Server Number almost always will be 001. Sever Number 002 would be used if a single site has multiple drawer number ranges. For example site 0123 has drawers 100-199 and 300-399 in use.
DeleteDrawer Range Begin (SASystemCode_SAPDrawerBegin)
Enter the drawer range for the Installation, Site, and Server. This is a mandatory field.
DeleteDrawer Range End (SASystemCode_SAPDrawerEnd)
Enter the drawer range for the Installation, Site, and Server. This is a mandatory field.
DeleteQuailies for Installment Billing Pre-Paynents (SASystemCode_QualifiesForBillingPrePayment)
This field is applicable to Household Benefit System Codes only.
Select this option if this Household Benefit should be given a discount for selected types of installment billed activity enrollments.
DeleteQualifying Billing Templates (SASYSTEMCODE_QualifyingBillingTemplates)
Select the billing template(s) that qualify for a discount on this benefit.
DeleteDiscount/Agency Pay Code (SASYSTEMCODE_AgencyPayCode)
Select the payment code that will be used for the installment billing pre-payment on this benefit.
DeletePre-Payment Option (SASYSTEMCODE_PrePaymentOption)
Select the pre-payment option for this benefit.
- Percent - The amount will be applied as a percent on the total installment billing fee.
- Flat - This is a one-time benefit. The amount is a flat amount to be applied against the installment bill fee, not to exceed the total billed amount.
Subtotal Category (SASYSTEMCODE_SubTotalCategory)
The purpose of this field is dependent upon the System Code Type.
Cell Phone Provider - Provider Domain - Enter the Provider Domain for this Cell Phone Provider System Code. For example @txt.att.net.
The following are commonly used nationwide Provider Domains. For more comprehensive lists use an internet search.
- ATT - @txt.att.net
- Sprint - @messaging.sprintpcs.com
- T-Mobile - @tmomail.net
- U.S. Cellular - @email.uscc.net
- Verizon Wireless - @vtext.com
Household Benefit - Subtotal Category - Enter the appropriate subtotal category for this code. For example Deployed Contingency Operations.
League Type - Subtotal Category - This field is for future use.
Phone Type - Receipt Abbreviation - Enter the abbreviation you want to use when this Phone Type is listed on a receipt. For Example: For a Cell Phone you might enter "Cell" or for a Home Phone you might enter "Home."
Default Phone types are maintained on the Misc Settings group of your Static Parameters profile.
DeleteBegin Income (SASystemCode_BeginIncome)
This field is applicable to Income Category System Codes only.
Enter a beginning and ending range of incomes for this System Code.
Income Category System Codes are linked to Household Income Fee Criteria and allow you to offer a sliding rate scale for Fee based on a household's income.
Note: Family Income must be added as a field in Household Update. Typically you will place this field on the Financial Info tab. This requires a Custom Screen Design
End Income (SASystemCode_EndIncome)
This field is applicable to Income Category System Codes only.
Enter a beginning and ending range of incomes for this System Code.
Income Category System Codes are linked to Household Income Fee Criteria and allow you to offer a sliding rate scale for Fee based on a household's income.
Note: Family Income must be added as a field in Household Update. Typically you will place this field on the Financial Info tab. This requires a Custom Screen Design
System Code Image (SASystemCode_SystemCodeImage)
This field is applicable for <Module> Category and <Module> Type System Codes only.
Enter the file name of the image to associate with this System Code or click on the File Upload icon to select the image via Windows Explorer. The image linked here will be displayed in WebTrac when this System Code is being used as a Link to Option in Upsell Management. Images linked here are used only as Upsell and will not display elsewhere in RecTrac/WebTrac.
Leave this field blank if you do not wish to associate an image with this record.
Images used in WebTrac must be stored in the \wbimages folder on your web server* else they won't display. For best results size your image to 165 (width) by 110 (height) pixels at 72 pixels per inch. WebTrac html resizes images to 165x110 automatically regardless of their original size. Sizing them before linking them allows the image to display naturally.
*Note for Vermont Systems Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Cloud team maintains your web server so any images you want displayed in WebTrac must be stored there. Email your WebTrac images to HostedServices@vermontsystems.com. Contact the VS Cloud team for further information/instruction if needed.
Fees
Fees (SASystemCodeUpdate_FeeDataGrid)
This field is applicable to <Module> Category and <Module> Type System Codes only such as Activity Category and Activity Type Codes.
The <Module> Fees DataGrid allows you to see all applicable fees linked to this <Module> Code. The DataGrid does not display the module-specific items to which this Code is linked if any. Fees linked to a <Module> Code will apply to any item in the Module of the Category or Type to which it is linked.
For example your Activity Category Code is 'YOUTH.' You link the 'YOUTH' Category Code to all your Youth programs. The base cost for all Youth programs is $50. You link a $50.00 Fee to the YOUTH System Code; it will apply to all programs with 'YOUTH' as a Category.
By default the <Module> Update Fees DataGrid displays where the Fee is linked (i.e. what kind of System Code it is) 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
RuleDataGrid (SASystemCodeUpdate_RuleDataGrid)
This field is applicable to <Module> Category and <Module> Type System Codes only such as Activity Category and Activity Type Codes.
The <Module> Rules DataGrid allows you to see all applicable Rules linked to this <Module> Code. The DataGrid does not display the module-specific items to which this Code is linked if any. Rules linked to a <Module> Code will apply to any item in the Module of the Category or Type to which it is linked.
For example your Activity Category Code is 'YOUTH.' You link the 'YOUTH' Category Code to all your Youth programs. The base age range for all YOUTH activities is 6-17. You link a Rule to YOUTH System Code requiring an age of at least 6 and no more than 17.99; it will apply to all programs with 'YOUTH' as a Category.
By default the <Module> Update Rules DataGrid displays where the Rule is linked (i.e. what kind of System Code it is) 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
Question (SASystemCodeUpdate_QuestionDataGrid)
This field is applicable to <Module> Category and <Module> Type System Codes only such as Activity Category and Activity Type Codes.
The <Module> Questions DataGrid allows you to see all applicable Questions linked to this <Module> Code. The DataGrid does not display the module-specific items to which this Code is linked if any. Questions linked to a <Module> Code will apply to any item in the Module of the Category or Type to which it is linked.
For example your Activity Category Code is 'YOUTH.' You link the 'YOUTH' Category Code to all your Youth programs. When registering for a Youth program parents have the option of purchasing a T-Shirt for their child. You link a Question asking whether a T-Shirt is needed; it will apply to all programs with 'YOUTH' as a Category.
By default the <Module> Update Questions DataGrid displays where the Question is linked (i.e. what kind of System Code it is) 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.
DeleteTax Tables
Tax Tables (SASYSTEMCODEUPDATE_TaxTableDataGrid)
This field is applicable to Tax Table System Codes only
The Tax Tables tab is where you link tax rates to your tax tables. You may link an unlimited number of tax rates to each Tax Table System Code you create if desired. Tax Tables are linked to Fees.
By default the Tax Table DataGrid displays the Description Tax Percent linked GL Code linked Cost Center Receivable GL Code and Receivable Cost Center. Your setup may vary.
Buttons on the DataGrid...
Click Add Tax Table to continue to the Tax Table Update screen to create a new tax rate.
Highlight/select an existing record and click Change Tax Table to continue to the Tax Table Update screen to update information for an existing Tax Rate.
Highlight/select an existing record and click Delete Tax Table to remove it from the database.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
DeleteImport Fields
Import Fields (SASYSTEMCODEUPDATE_SARecordStorageDataGrid)
The Import Fields DataGrid displays the fields in RecTrac that can be used when running the Household Import program.
See Also: Topic Doc - Household Import for complete step-by-step instruction for running this program.
See Also: Topic Doc - Household Import Field Listing for a listing of available fields in RecTrac 3.1 that can be populated using the Household Import program.
Buttons on the screen…
Click Add to continue to the Record Storage Update screen where you can add a new Household Import record if desired.
Highlight/select an existing record and click Change to continue to the Record Storage Update screen where you can update the Household Import record if desired.
Highlight/select an existing record and click Delete to remove it from the DataGrid.
Click Create Default Records to populate the DataGrid with the set of default Household Import records.
DeleteTime Blocks
Time Blocks (SASYSTEMCODEUpdate_TimeBlockDatagrid)
The Time Blocks DataGrid lists any existing Time Blocks you have added to this System Code.
Highlight/select a record and click Change to update its setttings, if desired.
Note: The Interval Minutes is available only when Adding a new Time Block record. You cannot update this field once you have saved the Time Block. To change the Interval delete the existing record and add a new one.
Monday (timeblocks_monday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Mondays are included in this Time Block.
DeleteTuesday (timeblocks_tuesday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Tuesdays are included in this Time Block.
DeleteWednesday (timeblocks_wednesday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Wednesdays are included in this Time Block.
DeleteThursday (timeblocks_thursday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Thursdays are included in this Time Block.
DeleteFriday (timeblocks_friday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Fridays are included in this Time Block.
DeleteSaturday (timeblocks_saturday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Saturdays are included in this Time Block.
DeleteSunday (timeblocks_sunday)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select this option if Sundays are included in this Time Block.
DeleteBegin Date (timeblocks_begindate)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select the beginning date for this Time Block.
DeleteEnd Date (timeblocks_enddate)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select the ending date for this Time Block.
DeleteBlock Option (timeblocks_processtype)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select your Allow/Disallow setting for this time block. The choice you make here determines whether the Time Block will display as "Available" or "Unavailable." Choosing to show a Time Block as "Available" or "Unavailable" is different from a Time Block being "Available" and "Reserved." For example your Personal Trainer is "available" for Reservations/Bookings on Monday Wednesday and Friday from 9:00am to Noon and from 3:00-6:00pm. You might make Time Blocks that show "Available" during those 6 hours and a separate Time Block that shows as "Unavailable" from Noon to 3:00pm. This would help clarify for your patrons when the Personal Trainer is in the building.
- Allow - The Time Block will show as "Available" for Reservations.
- Disallow - The Time Block will show as "Unavailable" for Reservations.
Note: With regard to Rental Time Block Codes this option is always "Allow."
Block Type (timeblocks_type)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
For Facility Time Block Codes this field is hardcoded for Fixed Times.
For Rental Time Block Codes accept the default (Fixed Times) or make an alternate selection for your Time Block Type.
- Fixed Times - The Block will run for the time range entered with each block being defined by the Interval Minutes.
- Minutes - The time block will run for the number of minutes entered.
- Hours - The time block will run for the number of hours entered.
- Days - The time block will run for the number of days entered. The length of time each day is measured by the begin/end time range.
- Weeks - The time block will run for the number of weeks entered. The length of time each day is measured by the begin/end time range.
- Months - The time block will run for the number of months entered. The length of time each day is measured by the begin/end time range.
- Years - The time block will run for the number of years entered. The length of time each day is measured by the begin/end time range.
- Fixed Dates - The time block will run for the range of dates entered. The length of time each day is measured by the begin/end time range.
Interface Type? (timeblocks_interface)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select the Interface to which this Time Block Code will apply.
- All - RecTrac and WebTrac.
- RecTrac - RecTrac only.
- WebTrac - WebTrac only.
Block Begin Date (timeblocks_rsvbegindate)
This field is applicable for Rental Time BlockSystem Codes only.
Enter the date range over which your time blocks will run.
DeleteBlock End Date (timeblocks_rsvenddate)
This field is applicable for Rental Time BlockSystem Codes only.
Enter the date range over which your time blocks will run.
DeleteBlock Interval (Minutes/Hours/Days/Weeks/Months/Years) (timeblocks_blockinterval)
This field is applicable for Rental Time BlockSystem Codes only.
Enter the Block Interval. The value you enter is the number of Minutes/Days/Weeks/Months/Years that a time block will last.
DeleteBlock Begin Time (timeblocks_begintime)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select the starting time for this Time Block.
DeleteBlock End Time (timeblocks_endtime)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Select the ending time for this Time Block.
DeleteInterval Minutes (0=Use Begin and End Time as a single Block) (timeblocks_interval)
This field is applicable for Facility Time Block Personal Trainer Time Block and Rental Time BlockSystem Codes only.
Accept the default value (0) or overwrite as needed. The value entered is the number of minutes that constitutes a single "block" of time. Leave the field at its default of "0" to have the time range entered counted as one (1) block only.
For example your Block Begin Time is 08:00AM and your Block End Time is 08:00pm. If the Interval Minutes is:
- 0 - You will have one (1) 12-Hour time block.
- 30 - You will have 24 30-minute time blocks.
- 60 - You will have 12 60-minute time blocks.
- 120 - You will have six (6) 2-hour time blocks.
- 240 - You will have three (3) 4-hour time blocks.
- etc…
Note: This field is available only when Adding a new Time Block record. You cannot update this field once you have saved the Time Block. To change the Interval delete the existing record and add a new one.
Email Features
Email Features (SASYSTEMCODEUpdate_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.
DeleteSubtypes
Subtypes (SASYSTEMCODEUPDATE_SASystemSubCodeDataGrid)
This field is applicable to ‹Module› Subtype System Codes only such as Activity Subtype Codes.
The ‹Module› Subtypes DataGrid allows you to see all applicable records linked as Subtypes to the ‹Module› Type Code you selected. Sub-Type Codes allow you to further define a Type Code. Any Fees Rules and Questions linked at the Sub-Type level provide the same functionality as Type Codes.
For example your Activity Type Code is 'BASEBALL.' You may create Subtype Codes to futher define "BASEBALL such as TBALL COACH_PITCH MINORS and MAJORS."
Buttons on the DataGrid...
Click Add Subtype to continue to the System Subtype Code Update screen to create a new System Subtype Code.
Highlight/select an existing record and click Change Subtype to continue to the System Subtype Code Update screen to update information for an existing System Subtype Code.
Highlight/select an existing record and click Delete Subtype to remove it from the database.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Delete