The Trip Update Core screen allows you to add a new or update an existing Trip. The fields on this screen and the subsequent Tabs (Fees, Rules, Questions, etc...) allow you to update information pertinent to your Trip.
This program is useful for adding and changing unique trips that do not have a pattern or are not run multiple times, such as an annual trip to Disney World. To create multiple pattern-type trips (such as daily scenic tours that depart every 90 minutes each day in the summer), use the Trip Clone program.
See Also: Topic Doc - The Trip Module (Still Under Construction) for complete documentation regarding Trips.
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.
Buttons on the screen…
Click Save to save your changes. You will return to the Trip Management DataGrid.
Click Cancel to return to the Trip 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 (TPTrip_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 (TPTrip_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 (TPTrip_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.
DeleteTrip Code (TPTrip_TripCode)
If you are creating a new Trip, enter your Trip Code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Trip you will not visit this field.
DeleteStatus (TPTrip_RecordStatus)
Click the Drop-down List icon to select the status of your Trip.
- Active
- Cancelled
- 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.
DeletePermissions (TPTrip_Permissions)
Click in the Combo Box icon to select the Permissions code(s) you want to apply to this Trip 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.
Long Description (TPTrip_LongDescription)
Enter the Long Description for this Trip. DataGrids in RecTrac can be sorted by Description, if desired.
This field will accept up to 100 alpha-numeric characters.
DeleteShort Description (TPTrip_ShortDescription)
Enter the Short Description for this Trip. The Short Description appears on reports, receipts, etc....
DataGrids in RecTrac can be sorted by Description, if desired.
This field will accept up to 30 alpha-numeric characters.
DeleteDeparture Date (TPTrip_DepartureDate)
If you are creating a new Trip, select the Departure Date for your Trip. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Trip you will not visit this field.
DeleteReturn Date (TPTrip_ReturnDate)
Select the Return Date for your Trip. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteDeparture Time (TPTrip_DepartureTime)
If you are creating a new Trip, select the scheduled Departure Time for your Trip. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Trip you will not visit this field.
DeleteReturn Time (TPTrip_ReturnTime)
Select the estimated Return Time for your Trip. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteTrip Type (TPTrip_TypeCode)
Click the Picklist icon to select the Type Code for this Trip, 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 (TPTrip_SubType)
Click the Picklist icon to select the Subtype Code for this Trip, 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 (TPTrip_Category)
Click the Picklist icon to select the Category Code for this Trip, 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.
Max Count (TPTrip_MaxCount)
Enter the total number of people allowed for this trip. If this limit is reached, the system will prompt you to enroll the next patron to the Waitlist OR the system will prompt you to increase the value in this field.
If there is no limit to the number of patron who may enroll, enter '999999999.'
DeleteWaitlist Max Count (TPTrip_WaitlistMaxCount)
Enter the maximum number of people that are allowed to be added to the Waitlist for this Trip.
OR
- Enter '0' if you do not use a waitlist.
- Enter '999999999' if there is no limit to the number of patrons allowed on the Waitlist for this Trip.
Min Count (TPTrip_MinCount)
Enter the minimum number of people needed for this trip to be held.
If no minimum is required, enter '0.'
DeleteReport Tag (TPTrip_ReportTag)
Click the Picklist icon to select the Report Tag you wish to use for this Trip, 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."
Max Count Override (TPTrip_MaxCountOverride)
Expand the Drop-down List to select your Maximum Count Override option for this Trip.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
Max Count Override Codes (TPTrip_MaxCountOverridePerm)
This field is applicable only if you are using the Override With Matching Codes Maximum Count Override option.
Click the Picklist icon to select the Override Code/Codes you wish to link to this field. In order to override the maximum enrollment count for the Trip users must have at least one (1) of the Permissions Codes entered in this field linked on their Permissions Profile. One match only is needed.
Override Codes are maintained in System Code Maintenance. Type = Override Code.
For Example: This program takes place at your pool. Your Overall Max Count Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions Profile could override the Max Enrollment Count. Administrators with Override Code 'ADMIN' linked to their Permissions Profile could override the Max Enrollment Count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions Profile could not override the Max Enrollment Count for this program because they do not have a matching Code.
DeleteWaitlist Override (TPTrip_WaitlistOverride)
Expand the Drop-down List to select your Waitlist Override option for this Trip.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
Waitlist Override Codes (TPTrip_WaitlistOverridePerm)
This field is applicable only if you are using the Override With Matching Codes Waitlist Override option (and only if you are using a Waitlist for this trip).
Click the Picklist icon to select the Override Code/Codes you wish to link to this field. In order to override the waitlist count for the Trip users must have at least one (1) of the Permissions Codes entered in this field linked on their Permissions Profile. One match only is needed.
For Example: This program takes place at your pool. Your Waitlist Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions Profile could override the Waitlist Count. Administrators with Override Code 'ADMIN' linked to their Permissions Profile could override the Waitlist Count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions Profile could not override the Waitlist Count for this program because they do not have a matching Code.
DeleteReceipt Documents (TPTrip_ReceiptDocuments)
Click the Picklist icon to select the Receipt Documents you wish to link to this trip.
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.
Waiver Code (TPTrip_WaiverCode)
Click the Picklist icon to select the Waiver for this Trip, if desired.
The Waiver Letter that you select can be printed along with the receipt when a slot for this Trip is reserved. Waivers also be can linked to Households or individual Family Members, if desired.
Waiver letters are managed in Letter Group Management. Code Type = Trip Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
DeleteEnroll Count (TPTrip_EnrollCount)
You will not visit this field.
This field displays the current number of patrons who have registered for this trip.
DeleteWaitlist Count (TPTrip_WaitlistCount)
You will not visit this field.
This field displays the current number of patrons who are on the waitlist for this trip.
DeleteComboKey (TPTrip_ComboKey)
You will not visit this field.
This field displays the relationship between Trip ID the Departure Date and the Departure Time.
DeleteReport Tag 2 (TPTrip_ReportTag2)
Click the Picklist icon to select the Report Tag 2 you wish to use for this Trip, 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 (TPTrip_ReportTag3)
Click the Picklist icon to select the Report Tag 3 you wish to use for this Trip, 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."
Ticket Access GUI (TPTrip_TicketAccessGUI)
Click the Picklist icon to select the Access Ticket Template you wish to link to this Trip when a seat for it is booked in RecTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template GUI (TPTrip_TicketTemplateGUI)
Click the Picklist icon to select the Ticket Template you wish to link to this Trip when a seat for it is booked in RecTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteTicket Access Web (TPTrip_TicketAccessWeb)
Click the Picklist icon to select the Access Ticket Template you wish to link to this Trip when a seat for it is booked from in WebTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (TPTrip_TicketTemplateWeb)
Click the Picklist icon to select the Ticket Template you wish to link to this Trip when a seat for it is booked in WebTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeletePrint Ticket? (TPTrip_PrintTicket)
Select this option to print the ticket for this trip at the time of sale/booking.
DeleteDisplay On Web (TPTrip_DisplayOnWeb)
Click the Drop-down List icon to select whether you wish to display this Trip in WebTrac:
- Yes
- No
Delete
Keyword Search (TPTrip_KeywordSearch)
Enter any keywords you want to link to this Trip. Patrons using WebTrac can search for Trips using keywords.
Keywords may be space-delimited (i.e. Disney World Disneyworld Admission) or delimited with a comma and a space (i.e. Disney, World, Disneyworld, Admission).
DeleteWeb Event? (TPTrip_WebEvent)
Select this option to have the event associated with this Trip display on your WebTrac Event Calendar.
DeleteWeb Event Title (TPTrip_WebEventTitle)
If you selected Web Event , enter a custom title for this Event, if desired.
Optionally, you can leave this field blank. If this field is blank, the Event Calendar will display the text in the Short Description field.
DeleteTrip Image (TPTrip_TripImage)
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.
Fees
WildCard Cost Center (TPTrip_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 (TPTripUpdate_FeeDataGrid)
The Trip Update Fees DataGrid allows you to see all applicable fees linked to this Trip. Fees linked to the Trip, to a Trip Type, a Sub-type, the Category, or to the Trip module will display here.
The Linked To column displays where Fees are linked. Only those fees linked to this Trip, itself, 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 Trip 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 (TPTripUpdate_RuleDataGrid)
The Trip Update Rules DataGrid allows you to see all applicable rules linked to this Trip. Rules linked to the Trip, to a Trip Type, a Sub-type, the Category, or to the Trip module will display here.
The Linked To column displays where Rules are linked. Only those rules linked to the Trip can be edited here. Rules linked elsewhere (any Rule 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 Trip 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
Combined SAQuestionText Data Grid (TPTripUpdate_QuestionDataGrid)
The Trip Update Questions DataGrid allows you to see all applicable questions linked to this Trip. Questions linked to the Trip, to a Trip Type, a Sub-type, the Category, or to the Trip module will display here.
The Linked To column displays where Questions are linked. Only those Questions linked at the Trip can be edited here. Questions linked elsewhere (any Question 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 Trip 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 (TPTripUpdate_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 (TPTrip_CommentCode)
Click the Picklist icon to select the Comment Code, if any, that you wish to link to this trip from the Comment Code Selection picklist. This comment will appear when processing a registration, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Management. Code Type = Trip Receipt.
DeleteComment Text (TPTrip_CommentText)
Enter any additional comments that are specific to this trip that you want to print on a receipt that is generated. Text entered in this field will print in addition to the text from a linked Comment Code, if any.
The text in this field will print regardless of whether a Comment Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteMaintenance Code (TPTrip_MaintenanceCode)
Click the Picklist icon to select the appropriate Maintenance Code from the Comment Code Selection picklist. This comment will print on your Maintenance Report.
If you are using the RecTrac/MainTrac connectivity feature, an entry in this field will serve to create a MainTrac Work Request.
Maintenance Codes are maintained in Comment Code Management. Code Type = Facility Maintenance Comment.
DeleteMaintenance Text (TPTrip_MaintenanceComment)
Enter any additional maintenance comments that are specific to this activity/section that you want to have included on the Maintenance Report and/or MainTrac work order, if any. Text entered in this field will print in addition to the text from a linked Maintenance Code, if any.
The text in this field will print regardless of whether a Maintenance Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteTickler Code (TPTrip_TicklerCode)
Click the Picklist icon to select the Tickler Code you wish to link to this trip, if any.
Tickler Codes display during Daily Processing and are used to relay information to the Clerk processing the transaction.
For Example: Please remind patrons who register that black-soled shoes will NOT be allowed in the museum and to wear alternate footgear if needed."
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 (TPTrip_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 (TPTrip_TicklerText)
Enter any additional tickler type comments that are specific to this trip that you want a Clerk to see upon selecting this program into the Shopping Cart, if any. Text entered in this field will print in addition to the text from a linked Comment Code, if any.
The text in this field will print regardless of whether a Comment Code is linked.
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.
Brochure Code (TPTrip_BrochureCode)
Click the Picklist icon to select the Brochure Code, if any, that you wish to link to this trip from the Comment Code Selection picklist. This comment will print on the Brochure Generator report or on any Custom Activity Brochure you may have purchased. Additionally, it will display on any WebTrac detail search as well.
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 = Trip Brochure.
DeleteBrochure Text (TPTrip_BrochureText)
Enter any additional comments that are specific to this trip that you want to print on the Brochure or in WebTrac detail searches, if any. Text entered in this field will print in addition to the text from a linked Brochure Code, if any. The text in this field will print regardless of whether a Brochure Code is linked.
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.