The Locker Room Update Core screen allows you to add a new or update an existing locker room. The fields on this screen and the subsequent tabs (Fees, Rules, Questions, et.) allow you to update information pertinent to your locker room.
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 Locker Room Management DataGrid.
Click Cancel to return to the Locker Room 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.).
Click Locker Maintenance to continue to the Locker Management DataGrid where you can add, change, delete, and clone Lockers for this Locker Room.
Core
Site Code (LKLockerRoom_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 (LKLockerRoom_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 (LKLockerRoom_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 .
DeleteLocker Room (LKLockerRoom_LockerRoom)
Enter your Locker Room 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 locker room you will not visit this field.
DeleteStatus (LKLockerRoom_RecordStatus)
Select the status of your locker room
- Active
- 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 (LKLockerRoom_Permissions)
Select the Permissions code(s) you want to apply to this locker room.
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 (LKLockerRoom_LongDescription)
Enter the Long Description for this locker room. DataGrids in RecTrac can be sorted by description, if desired.
DeleteShort Description (LKLockerRoom_ShortDescription)
Enter the Short Description for this locker room. This appears on reports, receipts, etc.
DataGrids in RecTrac can be sorted by description, if desired.
DeleteType (LKLockerRoom_TypeCode)
Select the Type Code for this locker room, 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 (LKLockerRoom_SubType)
Select the Subtype Code for this lockerr room, 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 (LKLockerRoom_Category)
Select the Category Code for this Locker Room, 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.
Report Tag (LKLockerRoom_ReportTag)
Select the Report Tag you wish to use for this locker room, 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."
Allow Waitlist (LKLockerRoom_AllowWaitList)
Select this option to allow a waitlist for lockers in this locker room. When this option is selected, the system will notify you that a wait list exists whenever a locker comes free. The patrons on the waitlist will be listed.
Additionally, if this option is enabled, the system will allow you to see lockers that are currently rented when looking for lockers in Global Sales.
Note: To have the system notify you of a locker waitlist in the event of a cancellation add "Locker" to the list of choices in the Search for Waitlists on Cancellations of these Modules field on your Daily Processing profile .
Locker Number Rental Interval (LKLockerRoom_LockerNumberRentalInterval)
Enter a value that equates to the number of lockers you want to skip by default between locker rentals. This option allows you to space out your physical lockers until such time as the room gets full. For example, you enter 2" in this field. Your first locker rental is M-101. When renting the next locker the system will default to M-104 because the system will skip two (2) lockers M-102 and M-103. When the last possible locker from the first run has been made (locker M-200 for example) the system will come back to the beginning and rent lockers M-102 M-105 M-108 etc.
Leave this field at '0' if you don't want to use this feature.
DeleteDefault Months (LKLockerRoom_DefaultMonths)
Enter a value that corresponds to the number of months for which you rent lockers at a time. This number will be added to the begin date listed on the locker processing screen and entered into the end date field. For example, you enter '12' in this field. A patron rents a locker on 11/13/20xx; the expiration date will be 11/13/20xy.
Leave this field at '0' if:
- You are using fixed begin and end dates.
- You are using an End Date List to determine your expiration date.
Begin Date (LKLockerRoom_BeginDate)
Select a default begin date for your locker rentals. You would use this option if your locker rentals have standard starting dates. Regardless of when the locker is rented, the start date will be the date input in this field.
For example, you rent lockers by the semester. You might enter the date which corresponds to the Monday before classes start in this field.
Leave this field blank if you are not using a fixed start date for your locker rentals.
Note: If you allow proration of fees for locker rentals with fixed expiration dates you will leave this field blank. Prorate settings are maintained in the Miscellaneous Settings Group of Advanced Fees .
End Date (LKLockerRoom_EndDate)
Select a default end date for your locker rentals. You would use this option if your locker rentals have fixed ending dates. For example, you rent lockers by the semester. You might enter the date which corresponds to the Friday after classes end in this field.
If you leave this field blank, the expiration date will be determined by one of the following options:
- The expiration date will default to the Default Months value entered.
- The expiration date will be determined at the time of rental from one of the End Date List dates
Note: If you allow proration of fees for locker rentals with fixed expiration dates then you will leave the Begin Date field blank but enter your default expiration date here. Prorate settings are maintained in the Miscellaneous Settings Group of Advanced Fees .
End Date List (LKLockerRoom_EndDateList)
Enter a comma-delimited list of dates in this field, if desired. The dates you enter will appear as a combo box (drop-down list) on the Sales/Renewal screen when renting/renewing a locker, allowing you (or the patron) to choose the desired expiration date from those offered.
For example, you rent lockers by the semester but allow students to rent lockers for the 1st semester or both the 1st and 2nd semester. You enter the ending date for the 1st semester (such as the Friday after classes end in December) and the ending date of the 2nd semester (such as the Friday after classes end in the Spring) in this field. When renting a locker, the students could choose their locker rental end date.
Leave this field blank if you are not using multiple expiration dates for your locker rentals OR if:
- You are using fixed begin and end dates.
- You are using default months to determine your expiration date.
Facility Location (LKLockerRoom_FacilityLocation)
Select the facility location at which this locker room is located.
Facility Locations are maintained in Facility Location Maintenance.
DeleteWaiver Code (LKLockerRoom_WaiverCode)
Select the Waiver for this locker room if desired. The waiver letter that you select can be printed along with the receipt when a locker is rented, renewed or returned. Waivers also be can linked to households or individual family members, if desired.
Waiver letters are managed in Letter Group Management. Code Type = Locker Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
DeleteLast Locker Features (LKLockerRoom_LastLockerFeatures)
Select locker features as desired. Entering features here speeds up the search for the next available locker by remembering the last locker that has this feature linked to it.
The Last Locker field will be updated only if the locker that is getting rented has a feature that appears in this list. For example, you reserve lockers by picking a feature on the Locker Rental screen, and typically it is the same type of locker that you rent, such as HALF." However occasionally a different type of locker is rented such as "FULL;" the Last Locker field will be updated with a number that isn't in the typical range of rentals. In this example the Last Locker would be in the range of the FULL lockers which isn't what you want. By entering the feature of the most rented lockers in this field the system will search for the next available locker in the range with this feature. Using our example if you rented a FULL locker the system will revert to looking for HALF lockers the next time a search is done.
DeleteYear To Date Revenue (LKLockerRoom_YearToDateRevenue)
You will not visit this field.
This field displays year to date revenue generated by rentals in this locker room.
DeleteLast Locker (LKLockerRoom_LastLocker)
You will not visit this field.
This field displays the number of the last locker rented for this locker room.
DeleteReport Tag 2 (LKLockerRoom_ReportTag2)
Select the Report Tag 2 you wish to use for this locker room, 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 (LKLockerRoom_ReportTag3)
Select the Report Tag 3 you wish to use for this locker room, 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."
Display On Web (LKLockerRoom_DisplayOnWeb)
Determine whether you want to display this locker room in WebTrac.
DeleteRoom Image (LKLockerRoom_RoomImage)
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.
Ticket Access GUI (LKLockerRoom_TicketAccessGUI)
Select the Access Control Ticket Template you want to link to this locker room when it is rented using RecTrac.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template GUI (LKLockerRoom_TicketTemplateGUI)
Select the Ticket Template you want to link to this locker room when it is rented using RecTrac. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteTicket Access Web (LKLockerRoom_TicketAccessWeb)
Select the Access Control Ticket Template you want to link to this locker room when it is rented using WebTrac.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (LKLockerRoom_TicketTemplateWeb)
Select the Ticket Template you want to link to this locker room when it is rented using WebTrac. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteUse Impound Procedure? (LKLockerRoom_UseImpoundProcedure)
Select this option if your organization has an impound period for lockers located in this locker room. Leave this option deselected if you do not have an impound period.
Generally speaking, an impound procedure is a policy whereby you restrict a patron's access to their locker and its contents after the rental period expires, thus forcing the renter to contact you with regard to the locker's disposition.
For example, you allow renters a grace period of seven (7) days after their rental period ends to either renew the rental or complete/return it. (See Impound Grace Days). During the grace days, the locker status is Grace." If the patron fails to take action during the seven-day grace period (i.e. if the renter fails to renew the locker rental or complete/return it) then an impound period will come into effect when the grace days expire
During the impound period the original patron should be denied access to the locker or its contents. To gain access the renter must interact with you and advise whether they wish to renew the locker (process a renewal) or complete/return the rental (process a return). Either action (renewal or return) removes the locker from impound. Typically impound fees are charged as well when the locker is "impounded." Impound fees will be applied either by the Locker Status Update Scheduled Event running (if configured to do so) or when the patron comes in to renew or return the locker during the impound period.
If the impound period expires without the renter contacting you you may declare the locker and its contents as "abandoned remove the contents, change the lock/change the combination, and rent the locker to a new patron, if desired. See Impound Days.
Notes: If you are using impound procedures and want to charge patrons an impound fee you must create and link an Impound Fee.
If utilizing an Impound procedure then Vermont Systems recommends scheduling the Locker Status Update program (accessed through Locker Room Management) to run nightly in order to properly update locker rental status. This is particularly important if your organization utilizes "floating" rental dates rather than fixed begin/end dates.
Impound Grace Days (LKLockerRoom_ImpoundGraceDays)
This option is applicable only if you select the Use Impound Procedures option.
Enter a value in this field that equates to the number of days your impound grace period will last. Enter '0' if you do not have a grace period.
A grace period is a specified number of days during which a renter may renew or return/complete the locker rental without having to pay any additional fees other than the normal renewal rental fees. During the grace period a locker's status is "Grace."
If/once the grace period expires and the renter has not contacted you to either renew or return/complete the rental then an impound procedure comes into effect. See Use Impound Procedure and Impound Days.
DeleteImpound Days (LKLockerRoom_ImpoundDays)
This option is applicable only if you select the Use Impound Procedures option.
Enter a value in this field that equates to the number of days your impound period will last. Enter '0' if you do not have an impound policy.
The impound period is the number of days that you will restrict a renter's access to their locker and its contents after the rental period has ended after the grace period has expired and the renter has not contacted you with regard to renewal or completion/return of the locker. During the impound period the locker status remains "Active." The locker rental status is changed to "Impound" as a byproduct of running the Locker Status Update program. Typically additional impound fees are charged for the locker during this period. Impound fees are applied as a byproduct of running the Locker Rental Status Update program.
Once the impound period expires you must take action to manually complete the locker return in Global Sales which if configured to do so will set the locker status to "Inactive" and remove the lock from the locker. On the physical locker you can remove the lock/change the combination and declare the locker's contents as "abandoned." In RecTrac you can re-activate the locker and then rent the locker to a new patron if desired.
Notes: If you are using impound procedures and want to charge an impound fee you must create and link an Impound Fee.
If utilizing an impound procedure then Vermont Systems recommends scheduling the Locker Status Update program (accessed through Locker Room Management) to run nightly in order to properly update locker rental status. This is particularly important if your organization utilizes "floating" rental dates rather than fixed begin/end dates.
Prompt for Lock with Locker Rental (LKLockerRoom_PromptforLock)
Select this option to have the system prompt for a lock number when adding a locker to the Shopping Cart during the rental and/or renewal process. This allows you to link a lock to the locker.
Note: When this option is selected you also can change a lock on an existing locker rental. To do this use Purchase History. When the locker is added to the Shopping Cart you will be prompted again for a lock. Selecting a new lock will overwrite the existing one when the transaction completes.
Deselect this option if you don't link locks to lockers.
Locks are maintained in Lock Management.
DeleteInactivate Locker on Return/Transfer/Cancel? (LKLockerRoom_InactivateLocker)
Select this option if you wish to change a locker's status to Inactive" when a household returns transfers or cancels a locker rental in this locker room. Enabling this option keeps you from immediately renting the locker to a new patron. This is a good idea if you wish to physically inspect lockers upon return and complete any required maintenance such as changing lock combinations before renting the locker again.
Deselect this option if you want to set the locker's status to 'Active' immediately upon its return. Lockers with an 'Active' status can be rented at any time.
DeleteRemove Lock on Return/Transfer/Cancel? (LKLockerRoom_RemoveLock)
Select this option if you want to disassociate the lock linked to this locker when a household returns, transfers or cancels a locker rental in this locker room. This is a good option if you use remove-able locks on your lockers and want to change them between rentals.
Deselect this option if you want to keep the same lock associated with the locker. This is a good option if your lockers have built-in locks or if you do not switch remove-able locks between rentals.
DeleteReceipt Documents (LKLockerRoom_ReceiptDocuments)
Select the Receipt Documents you want to link to this locker room.
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.
MainTrac Cost Center (LKLockerRoom_MainTracCostCenter)
If you are using the MainTrac module, and if you use cost centers, then select the applicable cost center to which you want maintenance charges associated. For example, the Women's Locker Room has a maintenance ID of PAINT. (End of semester paint all lockers.") When the maintenance crew receives and completes this task they will be able to charge their maintenance expenses to the cost center you link here.
DeleteMainTrac GL Code (LKLockerRoom_MainTracGLCode)
If you are using the MainTrac module, then select the applicable General Ledger code to which you want maintenance charges associated. For example, the Women's Locker Room has a maintenance ID of PAINT. (End of semester paint all lockers.") When the maintenance crew receives and completes this task they will be able to charge their maintenance expenses to the GL code you link here.
DeleteFees
Auto Deposit Refund? (LKLockerRoom_AutoDepositRefund)
Select this option to have deposits automatically refunded to the household when patrons return their locker.
Leave this option deselected to return deposits manually using the Global Credit Balance Refund program.
DeleteWildCard Cost Center (LKLockerRoom_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 (LKLockerRoomUpdate_FeeDataGrid)
The Locker Room Update Fees DataGrid allows you to see all applicable fees linked to this Locker Room. Fees linked to the Locker Room, to a Locker Room Type, a Sub-type, the Category, or to the Locker module will display here.
The Linked To column displays where Fees are linked. Only those fees linked to this Locker Room, 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 Locker Room 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 CenterTotal 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 (LKLockerRoomUpdate_RuleDataGrid)
The Locker Room Update Rules DataGrid allows you to see all applicable rules linked to this Locker Room. Rules linked to the Locker Room, to a Locker Room Type, a Sub-type, the Category, or to the Locker Room module will display here.
The Linked To column displays where Rules are linked. Only those rules linked at the Locker Room 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 Locker Room 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
Question (LKLockerRoomUpdate_QuestionDataGrid)
The Locker Room Update Questions DataGrid allows you to see all applicable questions linked to this Locker Room. Questions linked to the Locker Room, to a Locker Room Type, a Sub-type, the Category, or to the Locker Room module will display here.
The Linked To column displays where Questions are linked. Only those Questions linked at the Locker Room 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 Locker Room 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 (LKLockerRoomUpdate_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 (LKLockerRoom_CommentCode)
Select the Comment Code, if any, that you wish to link to this locker room. This comment will appear when selling/renewing a locker in this room, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Management. Code Type =Locker Room Comment.
DeleteComment Text (LKLockerRoom_Comments)
Enter any additional comments that are specific to this locker room that you want to print on a receipt, if any. The text in this field will print regardless of whether a Comment Code is linked. If a code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteTickler Code (LKLockerRoom_TicklerCode)
Select the Tickler Code you wish to link to this locker room, if any. Tickler Codes display during Daily Processing and are used to relay information to the clerk processing the transaction.
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 (LKLockerRoom_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 (LKLockerRoom_TicklerText)
Enter any additional tickler type comments that are specific to this locker room that you want a clerk to see upon selecting it into the Shopping Cart, if any. The text in this field will print regardless of whether a Brochure Code is linked. If a code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 3,000 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 (LKLockerRoom_BrochureCode)
Select the Brochure Code, if any, that you want to link to this locker room. This comment will print on the Brochure Generator report or on any Custom Brochure you may have purchased. Additionally, it will display on any WebTrac detail searches 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 = Locker Room Brochure.
DeleteBrochure Text (LKLockerRoom_BrochureText)
Enter any additional comments that are specific to this locker room 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.