GlobalSalesLookup Help
Learn how to use the GlobalSalesLookup feature to find and process sales data.
Open the Global Sales Lookup screen whenever you want to select a household or family member. Depending on where you open the lookup screen from, the options vary. The primary ways to access the lookup screen are from:
- Household Management - Enabling you to add, update, and delete households.
- Global Sales/Touch POS - Are primary avenues for daily processing functions, such as but not limited to: registrations, reservations, renewals, cancellations, changes and purchase history.
- Household Inquiry - Provides "read only" access to household information. Enables you to see registrations, reservations, renewals, cancellations, changes and purchase history made by the selected household.
GlobalSalesLookup_Tab1
(GlobalSalesLookup_LookupFillin)
Entering a lookup phrase
Typically, you'll locate a household/family member when this screen opens through the steps that follow, but there's also the Skip options described later available to you.
- At the top of the screen enter the information to lookup (i.e. the patron's or household's last name) or simply scan that information from the patron's ID card or key fob. Press ENTER to use the default lookup method or select an alternative lookup method as described within the next step.
Note: Default Lookup Options:
- Household Management - Default Lookup Option is set on the Household profile • Household Management Lookup field. The Default Option determines what will happen when swiping a card and/or using the 'Enter' key to run the Lookup screen.
- Global Sales - Default Lookup Option is set on the Daily Processing profile • Household Management Lookup field. The Default Option determines what will happen when swiping a card and/or using the 'Enter' key to run the Lookup screen.
- Reservation Number - Default Lookup Module Option is set on the Daily Processing profile • Miscellaneous Information group • Reservation Number Lookup Module field (on the Standard VSI Design). The Default Option determines the Module that is used for looking up households by Reservation Number. Options are: Facility Rental Personal Trainer and Court.
Choosing the lookup method
- Click Lookupto select one of the following lookup methods:
- Address - Looks up and sorts information by Street Address all or partial. The DataGrid displays addresses contain the information you specified in the sequence entered. For Example: Entering 'West' will find all households with 'West' in the street address such as 123 West Street 443 West Main Street 27 Park Place West 89 Westford Road etc….
- Email - Looks up and sorts information by Email Address all or partial prior to the ampersat (@) symbol. The DataGrid displays email addresses that contain the information you entered in the sequence you enter it For Example: Entering 'smith' will find all households with 'smith' in sequence anywhere in the email address as it appears prior to the ampersat (@) symbol such as john_smith@… smithsonian@… blacksmith@… etc…..
- Family Member - Looks up and sorts information by Family Member Last Name all or partial beginning with the first letter entered.
- Household Last Name - Looks up and sorts informaiton by Household Last Name all or partial beginning with the first letter entered.
- Household Number - Looks up and sorts information by exact Household Number. For Example: Entering '3' will find Household Number 3. Entering '33' will find Household Number 33.
- Organization Name - Looks up and sorts information by Organization Name all or partial beginning with the first letter entered.
- Phone - Looks up and sorts information by Phone Number all or partial. The system will find phone numbers that contain the numbers you enter in the sequence you enter them For Example: Entering '802' will find all households with '802' in sequence anywhere in the phone number such as 802-223-5247 313-802-1970 505-524-1802 etc….
- Reservation Number - This option is applicable for Global Sales Lookup only. The lookup finds the Household linked to the Reservation Number entered. This option skips the DataGrid and takes you directly to Global Sales for the household found. Refer to the Note at the bottom of this entry.
- Statement Number - This option is applicable for Global Sales Lookup only. The lookup finds the Household linked to the Statement/Invoice Number entered. This option skips the DataGrid and takes you directly to Global Sales for the household found.
- Team Name - Looks up and sorts information by Team Name all or partial beginning with the first letter entered.
- Click Search.
Note: For Inquiry Lookups highlight the desired household within the DataGrid and then use Benefits or the Transaction History Financial or More drop-down menus to specify the information you want to see (i.e. Activities Tickets Billing RecConnect History Transaction History etc.). The Inquiry screen opens for the selected Inquiry Type and selected household.
DeleteHousehold DataGrid (GlobalSalesLookup_HHDataGrid)
Selecting a Household
Note: Default Lookup Options:
- Household Management - Default Lookup Option is set on the Household profile • Household Management Lookup field.
- Global Sales - Default Lookup Option is set on the Daily Processing profile • Household Management Lookup field.
- Sort and filter the Family Members DataGrid however you need it. Learn everything DataGrids can do.
- Buttons on the screen…
- To select a household: Click Select to choose the household you have highlighted/selected in the DataGrid and continue to the Global Sales program to process your transaction. This option is applicable only if entering this screen via Global Sales.
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To create a new Household:
Click Add/Add Household: to create a new household on the Household Update screen.
-OR-
Click Add Household (Manual Number) to continue to the Household Update screen and create a new Household using a Household Number entered manually.Note: The Add Household (Manual Number) button does not appear in the Standard VSI Design. To utilize the Manual Add feature:
- Create a custom Global Sales Lookup screen in Processing Screen Management. Expand Group4 and change the Field Status for Add Household (Manual Number) (Button) to "Updateable." Do this for both buttons.
- Access to this button once it is onscreen is controlled via the Permissions profile: Buttons/Misc Permissions tab • GlobalSalesLookup_ButtonAddManual and Buttons/Misc Permissions tab • GlobalSalesLookup_ButtonMaintenanceAddManuall
See Also: Topic Doc - Basic Screen Customization.
- To edit a household: Select and click Change Household to continue to the Household Update screen to edit the selected Household.
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To delete a household: Select it and click Delete to remove it from the database. The Delete option is available only from Household Management and only when running your Lookup by Household Last Name.
Note: Data for the household (rosters pass memberships facility rentals etc…) must be purged. Regardless of your default Household Lookup option using the Household Last Name lookup option from Household Management will always display this button.
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To apply a grade bump/reduction: Click Grade Bump/Reduction to continue to the Grade Bump/Reduction program where you can increase (bump) or decrease (reduce) the Grad Level value for family members in your database. This option is applicable only if entering this screen via Household Management.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • GlobalSalesLookup_ButtonMaintenanceGradeBump.
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To modify Installment Billing: Click Installment Billing Update to continue to the Installment Billing Update program where you add edit or view any Installment Billing/Auto-Debit records linked to a household. This option is applicable only if entering this screen via Household Management.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • GlobalSalesLookup_ButtonInstallmentBillingUpdate.
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To modify Childcare Absences: Select a household and click Childcare Absences to continue to the Childcare Absences program where you add view or delete any absence records linked to the household you selected.
Notes: This button is visible only for databases that are Licensed for CYMS.
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To modify Household Benefits: Select a household and click Household Benefits to continue to the Household Benefits program where you add edit or view any benefit records linked to the household you selected.
Notes: This button is visible only for databases that are Licensed for CYMS. Household Benefits are used by US Military garrisons to track monetary benefits that have been awarded to households for circumstances such as active duty deployments etc.
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To change a household's Primary Guardian: Select a household in the DataGrid and click Change Primary Guardianto continue to the Change Primary Guardian dialog where you can change Primary Guardian of the selected Household from one Family Member to another. This dialog provides options to:
- Give the current Primary Guardian a new Relationship Code. The default entry in this field is your Secondary Guardian relationship code as identified in the Secondary Guardian/Spouse Relationship Code of your Static Parameters profile • Misc Settings group.
- Select a New Primary Guardian from the other Family Members in the Household.
- Make your selections as desired and click Continue. Then answer the Challenge Message. The system will change the family members and re-order them on the DataGrid. All information changes. This option is applicable only if entering this screen via Household Management.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • GlobalSalesLookup_ButtonChangePrimaryGuardian.
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To approve a batch: Select a Household in the DataGrid and click Approve Batch Household to change the Household's Status from "Batch" to "Active." This process is valid for "Batch" status households only and will give an error if tried on a household of another status such as "Active." This option is applicable only if entering this screen via Household Management.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • GlobalSalesLookup_ButtonApproveBatchHH.
- To print a pass: Click Pass Print to continue to the Pass Print screen where you can print/re-print passes and/or take/re-take photos for the selected Household/Family Member.
Skip Options
- Click Skip • Internal Household to continue to the Global Sales program to process a transaction that is linked to the Internal Household as defined on the Daily Processing profile to which your RecTrac User ID is linked. This option is applicable only if entering this screen via Global Sales.
See Also: Using Multiple Internal Households for more detailed information . - Click Skip • Daily/Guest Household to continue to the Global Sales program to process a transaction that is linked to the default RecTrac "Internal/Guest Household" (i.e. HH Number 999999999). Using this option bypasses the Daily Processing profile and simply links daily sales to the default RecTrac Internal Household. This option is applicable only if entering this screen via Global Sales.
See Also: Using Multiple Internal Households for more detailed information. - Click Skip • Skip Household Lookup to continue to the Global Sales program to process a transaction. When selecting any goods/services into the Shopping Cart you will be prompted to choose a household. This option is applicable only if entering this screen via Global Sales.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
DeleteFamily Member Datagrid (GlobalSalesLookup_FMDatagrid)
Selecting a Family Member
- Sort and filter the Family Members DataGrid however you need it. Learn everything DataGrids can do.
- Buttons on the screen…
- To select a family member: Click a family member within the DataGrid and then click Select. You continue to Global Sales and can process the transaction. This option is applicable only if entering this screen through Global Sales.
- To create this new family member within a new Household: Click Add to create a new household on the Household Update screen.
- To edit this family member's household: Select the desired household and then click Change Household. The Household Update screen opens where you can edit the selected Household.
- Other Buttons Other buttons are the same as defined above.