The Cancel All <(Section Code)> screen allows you to cancel a section. This removes all enrollees from the selected section and processes refund vouchers for each participant. This program automatically purges the roster, resets the enrollee counts, handles the general ledger adjustments, and cancels any facility or court reservations.
For example, you might have offered an activity with a minimum enrollment requirement of ten. If only three (3) people signed up for this program, you may want to cancel it. Rather than processing three separate Cancellation transactions, you can run this program have all three cancellations processed at one time.
Printing Options for Statements
Receipts are generated as a byproduct of the cancellation. Your print options are:
- Email Receipts to the Household - You have the option to Email Receipts to Households with Email Addresses.
- Bulk Print Statements - Cancellation Receipts that are NOT emailed are stored in the database and can subsequently be printed from the Bulk Print program and either mailed or hand-delivered.
Other buttons on the screen…
Click Process and answer Process Cancel All to the challenge message to run the program. The process runs on the AppServer. The Notification Center will alert you when it completes.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
ARSectionCancelAll_Tab1
Section (ARSectionCancelAll_ComboKey)
You will not visit this field.
This field displays the Activity Section currently selected.
DeleteCalculate Proration (ARSectionCancelAll_CalculateProration)
Select this option if proration should be calculated for fees paid toward this activity.
THEN
Select the proration date.
Deselect this option if you do not want to prorate fees. When this option is deselected, patrons will receive a full refund.
DeleteProration Date (ARSectionCancelAll_ProrationDate)
This field is applicable only if you are opting to prorate the refund.
Select Calculate Proration.
THEN
Select the proration date.
Refund Option (ARSectionCancelAll_RefundOption)
Select your Refund Option. The option you choose will apply to all roster records in the section you are canceling. By default, the system provides the following options. Depending on your setup, your options may vary. Refer to the Note below.
- Refund Apply - The refund will be applied back to the household as a credit in RecTrac. The household balance will be updated accordingly.
- Refund Finance - Your Finance department will ensure the household gets refunded. The household balance in RecTrac will be updated accordingly.
- Refund Now - The Refund Now option will attempt refunds on Credit Cards, eChecks, and Scholarship payments only. Any other payment types, or failed credit card/eCheck refunds, will use the backup refund option you select below. A CSV report of all refunds is produced upon completion.
Note: Available refund options in this list are determined by the entries in the Allowed Refund Options on the Payment profile to which your User ID is linked. In the event your Payment profile does not allow for one or either refund option a Lock Icon will appear. To override the lock login credentials from a User ID with the proper Allowed Refund Options must be entered.
See Also: Topic Doc - Refunds.
DeleteRefund Option for when Refund Now fails or is not available (ARSectionCancelAll_RefundNowUnableOptions)
Select your Refund Option for when Refund Now fails or is not available. The option you choose will apply to all remaining roster records in the section you are canceling where Refund Now was not an option. By default, the system provides the following options. Depending on your setup, your options may vary. Refer to the Note below.
- Refund Apply - The refund will be applied back to the household as a credit in RecTrac. The household balance will be updated accordingly.
- Refund Finance - Your Finance department will ensure the household gets refunded. The household balance in RecTrac will be updated accordingly.
Note: Available refund options in this list are determined by the entries in the Allowed Refund Options on the Payment profile to which your User ID is linked. In the event your Payment profile does not allow for one or either refund option a Lock Icon will appear. To override the lock login credentials from a User ID with the proper Allowed Refund Options must be entered.
See Also: Topic Doc - Refunds.
DeleteCancel Waitlist Enrollments Only (ARSectionCancelAll_WaitlistOnly)
Select this option to cancel only those participants who are waitlisted for this section. When this option is selected, individuals with a status of 'Enrolled' will remain on the roster and those with a status of 'Waitlist' will be cancelled.
If you do not charge for placement on a Waitlist, no refund will take place. However, the roster will be trimmed to only those participants who are enrolled.
Note: When this option is selected the option to Change Section Status to Cancelled is removed since you would not want an active section to appear as if it were cancelled..
Change Section Status To Cancelled (ARSectionCancelAll_SectionCancel)
Select this option to have the system change the section status to Cancelled" when this program is run.
DeleteDelete Facility Reservations (ARSectionCancelAll_DeleteReservations)
Select this option to have the system cancel any/all facility reservations linked to this program upon cancellation.
Deselect this option to keep the facility reservation linked to this section after its cancellation.
Delete(ARSectionCancelAll_AutoUseNewCredit)
Select this option to have the system apply any refund generated by this process to an existing balance in the Activity module for an impacted household, if one exists. For example, Molly Jones has a $20.00 balance due for Early Bird Spinners. You run this program and generate a $10.00 cancellation credit in Writer's Workshop, which Desmond Jones is enrolled in. Rather than refunding the $10.00 to the Jones household, you can enable this option and have the system apply the refund to the balance due in Early Bird Spinners.
Deselect this option to skip the auto apply refund process.
DeleteEmail Receipt (ARSectionCancelAll_EmailReceipt)
Select this option to email households their receipt when the cancellation process completes. Receipts that are emailed will not have to be printed and therefore will not transfer to the Bulk Print program as the system considers them "printed."
Deselect this option if you do not want to email receipts to your patrons. In this event all cancellation receipts for this section will be queued to the Bulk Print program.
Note: The system looks only to see whether the household has data in the email field. The system does not check the validity of an email address so any patron with a bogus/invalid email address in the Email Address field on their household would not receive a receipt in the event you attempted to email them. Your email server should be able to provide a report that shows undelivered/returned/bounced emails.
Refund User Name (ARSectionCancelAll_PaymentUser)
Accept the default entry (your User ID) or select an alternate User ID, if desired. The User ID you select will be linked to the cancellations.
Note: The ability to override the entry in this field is determined by the permission setting for Payment User on your Permissions profile.
Refund Cash Drawer (ARSectionCancelAll_PaymentDrawer)
Accept the default entry (the drawer to which your User ID is linked) or enter an alternate drawer number, if desired. The drawer number you enter will be the drawer number that is linked to all cancellation transactions.
Note: The ability to override the entry in this field is determined by the permission setting for Payment Drawer on your Permissions profile.
Refund Date (ARSectionCancelAll_PaymentDate)
Accept the default entry (today's date) or select an alternate date, if desired. The date you enter will be the effective date of the cancellation as well as the date that is linked to all cancellation transactions.
Note: The ability to override the entry in this field is determined by the permission setting for Payment Date on your Permissions profile.