The Before and After School Prorate program is used to suspend billing for before school and after school day care programs during periods when school is not in session, such as summer vacation. The program does the following:
- Prorates the bill for the School End Date.
- Sets all non-prorated bills within the School End - School Resume date range to $ 0.00 and cancels them.
- Prorates the bill for the School Resume Date.
For Example: You bill semi-monthly on the 1st and the 15th. Your School End Date and School Resume Date range is 06/25/20xx - 08/25/20xx. When processing this program, the following will take place:
- 06/15 billing - Bills reduced, prorated for number of business days between 15 and 25 June. Business days between 26 and 30 June are not charged.
- 07/01 bill - Set to $ 0.00 with status of "Canceled."
- 07/15 bill - Set to $ 0.00 with status of "Canceled."
- 08/01 bill - Set to $ 0.00 with status of "Canceled."
- 08/15 bill - Bills reduced, prorated for the number of business days between 25 and 31 August. Business days between 15 and 24 August are not charged.
Note: This program should be run only when the school break spans at least two (2) billing cycles.
To Run the Before and After School Prorate Program
- Select your before and after school programs from the Sections DataGrid, or enter a range of Activity Sections in their respective fields or both.
- Enter your School End Date.
- Enter your School Resume Date.
- Click Process. The process runs on the AppServer. The Notification Center will alert you when the process completes.
Buttons on the screen….
Click Process to run the Before and After School Prorate program. The process runs on the AppServer. The Notification Center will alert you when the process completes.
Click Default Settings to reset the screen parameters. Vermont Systems recommends clicking Default Settings whenever a program or report doesn't produce the expected results. Resetting a program to its default settings removes any unseen spaces and/or bad data in the fields.
CYMSBeforeAfterProrate_Tab1
Sections (CYMSBeforeAfterProrate_Section_DataGrid)
The Activity Section DataGrid displays all Activity Section Codes in your database based on the DataGrid filters being used and your Permissions.
Highlight/select individual Activity Section Codes, as needed, from the DataGrid. Multiple selection is allowed.
OR
Select the Use Activity Section Range option.
THEN
Input the range of Activity Section Codes you wish to include.
Make selections in the DataGrid or use an Activity Section Range or Both. Leaving the DataGrid blank and the Use Range option de-selected will result in NO ACTIVITY SECTION CODES being selected.
Click here for a full description of RecTrac DataGrids.
DeleteUse Section Range (CYMSBeforeAfterProrate_ComboKey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of Activity Sections.
THEN
Enter the range of Activity Section Codes.
OR
Leave this option de-selected to skip the Activity Section Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do NOT have a DataGrid a selection here is NOT required. Leaving this option de-selected skips this filter and results in ALL Codes being included.
Section Status (CYMSBeforeAfterProrate_RecordStatus_ComboBox)
Click the Combo Box icon to select the Section Status(es) which you wish to include in this process. Only those Activity Section Codes with a Status matching your selection(s) will be included.
Leave this field at its default value, (0) Selected to skip the Status check.
DeleteBegin Activity Section (CYMSBeforeAfterProrate_ComboKey_Begin)
This field is applicable only if you opt to Use Activity Range.
Click the Picklist icon to select the Beginning and Ending Activity Codes for their respective fields. Activity Codes within the range entered will be included in the process.
DeleteEnd Activity Section (CYMSBeforeAfterProrate_ComboKey_End)
This field is applicable only if you opt to Use Activity Range.
Click the Picklist icon to select the Beginning and Ending Activity Codes for their respective fields. Activity Codes within the range entered will be included in the process.
DeleteActivity Section WildCard (CYMSBeforeAfterProrate_ComboKey_Equals)
This field is applicable for use with the Use Activity Section Range option.
Click the Picklist icon to select a single Section if desired to use as a base for your Wildcard selection.
OR
Enter a Wildcard value if desired
THEN
Expand the Drop-down list to select a Wildcard Option. Depending on your selection wildcard asterisks/periods may be required.
WildCard Option (CYMSBeforeAfterProrate_ComboKey_Equals_Option)
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members, entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match, but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
School End Date (CYMSBeforeAfterProrate_SchoolEndDate)
Enter your School End Date and School Resume Date range in their respective fields. Choose your Date options.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Generally speaking, it is safe to use Actual Date" and then enter the dates on which school ends and resumes. These are a Mandatory fields for the default Vermont Systems design. Your design and setup may vary.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteSchool Resume Date (CYMSBeforeAfterProrate_SchoolResumeDate)
Enter your School End Date and School Resume Date range in their respective fields. Choose your Date options.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Generally speaking, it is safe to use Actual Date" and then enter the dates on which school ends and resumes. These are Mandatory fields for the default Vermont Systems design. Your design and setup may vary.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Delete