Sub-Type Codes allow you to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level and provide the same functionality as Fees, Rules, and Questions linked at the Type Level. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac.
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 the bottom of the screen...
Click Save to save your changes. You will be returned to the previous screen.
Click Cancel to return to the previous screen 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
Subtype Code (SASYSTEMSUBCODE_RecordCode)
If you are creating a new Subtype 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 Subtype Code you will not visit this field.
DeleteDescription (SASYSTEMSUBCODE_Description)
Enter a description for your Subtype Code. This field will accept up to 100 alphpa-numeric characters.
DeleteParent Code (SASYSTEMSUBCODE_ParentCode)
You will not visit this field.
This field displays the system-generated Parent Code for this Subtype.
DeleteParent Type (SASYSTEMSUBCODE_ParentType)
You will not visit this field.
This field displays the system-generated Parent Type Code for this Subtype.
DeleteParentID (SASYSTEMSUBCODE_ParentID)
You will not visit this field.
This field displays the system-generated Parent ID identifier for this Subtype.
DeleteFees
Fees (SASystemSubCodeUpdate_FeeDataGrid)
The <Module> Fees DataGrid allows you to see all applicable fees linked to this <Module> Subtype Code. The DataGrid does NOT display the module-specific items to which this Code is linked, if any. Fees linked to a <Module> Subtype Code will apply to any item in the Module of the Type to which it is linked.
For Example: Your Activity Subtype Code is 'COACHPITCH.' You link the 'COACHPITCH' Subtype Code to all your COACHPITCH programs. The base cost for all COACHPITCH programs is $50. You link a $50.00 Fee to the COACHPITCH System Subtype Code; it will apply to all programs with 'COACHPITCH' as a Subtype.
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
Rules (SASystemSubCodeUpdate_RuleDataGrid)
The <Module> Rules DataGrid allows you to see all applicable Rules linked to this <Module> Subtype Code. The DataGrid does NOT display the module-specific items to which this Code is linked, if any. Rules linked to a <Module> Subtype Code will apply to any item in the Module of the Type to which it is linked.
For Example: Your Activity Category Code is 'COACHPITCH.' You link the 'COACHPITCH' Subtype Code to all your COACHPITCH programs. The base age range for all COACHPITCH activities is 5-8. You link a Rule to COACHPITCH System Code requiring an age of at least 5and no more than 8.99; it will apply to all programs with 'COACHPITCH' as aSubtype.
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 (SASystemSubCodeUpdate_QuestionDataGrid)
The <Module> Questions DataGrid allows you to see all applicable Questions linked to this <Module> Subtype Code. The DataGrid does NOT display the module-specific items to which this Code is linked, if any. Questions linked to a <Module> Subtype Code will apply to any item in the Module of the Type to which it is linked.
For Example: Your Activity Subtype Code is 'COACHPITCH.' You link the 'COACHPITCH' Subtype Code to all your COACHPITCH programs. When registering for a COACHPITCH 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 'COACHPITCH' as a Subtype.
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.
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 (SASystemSubCodeUpdate_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.
Delete