The Refund Interface program allows you to create an export file containing selected refund financial information that can, in turn, interface with selected financial software packages. This program is helpful for organizations that print refund checks using 3rd party financial software but who wish to use the information collected in RecTrac to determine refund amounts and to whom the refunds should be granted.
If you wish to use this option, then call or email Vermont Systems Sales at 1-877-883-8757 x2/sales@vermontsystems.com to determine whether this program can interface with your current financial software package.
To Run the Refund Interface Program
- Expand Refund Option and make your selection.
- Accept the default value in Modules to Include (All modules), or select specific modules, if desired. Refunds will be included in the export file only for the module(s) selected.
- Enter a date and time range in their respective fields.
- Accept the default Drawer Range or overwrite with an alternate range as needed.
- Accept the default values in the Activity, Pass, and League range or make alternate selections as needed.
- Enter the path and file name of the refund interface file that this program will create. Typically, this will be a comma-delimited .CSV file or a fixed format .dat file. This is a mandatory field in the default Vermont Systems design. Your design may vary.
- Make selections in the remaining fields. Use the "i" Information icon for field descriptions as needed.
- Click the Additional Settings tab. In the event your Refund Option has a group on this tab, then enter appropriate information.For example, if running the MSI and/or HTE Refund Interface, then fill out the fields in the MSI and HTE group.. If you are not running of the interfaces listed on this tab, then leave all fields at their default value.
- Click Process to run the interface. The process runs on the AppServer. The Notification Center will alert you when the process is complete. Optionally, you can click Schedule if you wish to run the Refund Interface at regular intervals, such as daily.
Buttons on the screen…
Click Process to run the interface. The process runs on the AppServer. The Notification Center will alert you when the process is complete.
Click Last Settings to restore the selection criteria to the last settings you used.
General Information
The Refund Interface program allows you to create an export file containing selected refund financial information that can, in turn, interface with selected financial software packages. This program is helpful for organizations that print refund checks using 3rd party financial software but who wish to use the information collected in RecTrac to determine refund amounts and to whom the refunds should be granted.
If you wish to use this option, then call or email Vermont Systems Sales at 1-877-883-8757 x2/sales@vermontsystems.com to determine whether this program can interface with your current financial software package.
To Run the Refund Interface Program
- Expand Refund Option and make your selection.
- Accept the default value in Modules to Include (All modules), or select specific modules, if desired. Refunds will be included in the export file only for the module(s) selected.
- Enter a date and time range in their respective fields.
- Accept the default Drawer Range or overwrite with an alternate range as needed.
- Accept the default values in the Activity, Pass, and League range or make alternate selections as needed.
- Enter the path and file name of the refund interface file that this program will create. Typically, this will be a comma-delimited .CSV file or a fixed format .dat file. This is a mandatory field in the default Vermont Systems design. Your design may vary.
- Make selections in the remaining fields. Use the "i" Information icon for field descriptions as needed.
- Click the Additional Settings tab. In the event your Refund Option has a group on this tab, then enter appropriate information.For example, if running the MSI and/or HTE Refund Interface, then fill out the fields in the MSI and HTE group.. If you are not running of the interfaces listed on this tab, then leave all fields at their default value.
- Click Process to run the interface. The process runs on the AppServer. The Notification Center will alert you when the process is complete. Optionally, you can click Schedule if you wish to run the Refund Interface at regular intervals, such as daily.
Buttons on the screen…
Click Process to run the interface. The process runs on the AppServer. The Notification Center will alert you when the process is complete.
Click Last Settings to restore the selection criteria to the last settings you used.
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.
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
DeleteCore Settings
Refund Option (RefundInterface_ExportOption)
Select your Refund Option. The selection you make here needs to match your 3rd party financial software. If your financial solution is not listed,
then call or email Vermont Systems Sales at 1-877-883-8757 x2/sales@vermontsystems.com to determine whether this program can interface with your current financial software package.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Current Financial Software Solutions for this program include:
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Modules To Include (Blank = All) (RefundInterface_Module_ComboBox)
Accept the default value (All modules), or select specific modules, if desired. Refund transaction for the module(s) selected will be included in your export file.
DeleteBegin Transaction Date (RefundInterface_BeginDate)
Select your Begin/End Transaction Date option for the running of this interface.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Transactions completed within the date range you select will be included on the output.
If running the Interface for Today you can select Today" and "0" in both fields. If you are running the Interface "today" for "yesterday's" totals you can select "Today" and "-1" in both fields.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Note: This program can be scheduled to run at regular intervals if desired.
End Transaction Date (RefundInterface_EndDate)
Select your Begin/End Transaction Date option for the running of this interface.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Transactions completed within the date range you select will be included on the output.
If running the Interface for Today you can select Today" and "0" in both fields. If you are running the Interface "today" for "yesterday's" totals you can select "Today" and "-1" in both fields.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Note: This program can be scheduled to run at regular intervals if desired.
Begin Time (RefundInterface_BeginTime)
Select the beginning and ending transactions times for this running of the interface. Generally speaking, your time range should cover midnight to midnight though you can enter an alternate range, if desired.
Note: The Refund Interface provides the option to use Fixed Times if desired. Refer to the Begin/End Times are Fixed field definition.
End Time (RefundInterface_EndTime)
Select the beginning and ending transactions times for this running of the interface. Generally speaking, your time range should cover midnight to midnight though you can enter an alternate range, if desired.
Note: The Refund Interface provides the option to use Fixed Times if desired. Refer to the Begin/End Times are Fixed field definition.
Begin Drawer (RefundInterface_CashDrawer_Begin)
Accept the default cash drawer range or enter an alternate range. Only those cash drawers within the range you enter will be included when you process the interface.
DeleteEnd Drawer (RefundInterface_CashDrawer_End)
Accept the default cash drawer range or enter an alternate range. Only those cash drawers within the range you enter will be included when you process the interface.
DeleteBegin Activity Section (RefundInterface_ComboKey_Begin)
Enter the specific range of activity sections that you want to include in the interface
OR
Leave these fields at their default values (<blank> to ZZZZZZs) to include transactions from all sections in the interface.
Note: Specific ranges are options for activity sections pass codes and leagues only at this time. If opting to include other modules in your interface such as facility POS rental etc. then the interface will run for all items in those modules.
End Activity Section (RefundInterface_ComboKey_End)
Enter the specific range of activity sections that you want to include in the interface
OR
Leave these fields at their default values (<blank> to ZZZZZZs) to include transactions from all sections in the interface.
Note: Specific ranges are options for activity sections pass codes and leagues only at this time. If opting to include other modules in your interface such as facility POS rental etc. then the interface will run for all items in those modules.
Begin Pass (RefundInterface_PassCode_Begin)
Enter the specific range of pass codes that you want to include in the Interface
OR
Leave these fields at their default values (<blank> to ZZZZZZs) to include transactions from all pass codes in the interface.
Note: Specific ranges are options for activity sections pass codes and leagues only at this time. If opting to include other modules in your interface such as facility POS rental etc. then the interface will run for all items in those modules.
End Pass (RefundInterface_PassCode_End)
Enter the specific range of pass codes that you want to include in the Interface
OR
Leave these fields at their default values (<blank> to ZZZZZZs) to include transactions from all pass codes in the interface.
Note: Specific ranges are options for activity sections pass codes and leagues only at this time. If opting to include other modules in your interface such as facility POS rental etc. then the interface will run for all items in those modules.
Begin League (RefundInterface_LeagueCode_Begin)
Enter the specific range of league codes that you want to include in the interface
OR
Leave these fields at their default values (<blank> to ZZZZZZs) to include transactions from all league codes in the interface.
Note: Specific ranges are options for activity sections pass codes and leagues only at this time. If opting to include other modules in your interface such as facility POS rental etc. then the interface will run for all items in those modules.
End League (RefundInterface_LeagueCode_End)
Enter the specific range of league codes that you want to include in the interface
OR
Leave these fields at their default values (<blank> to ZZZZZZs) to include transactions from all league codes in the interface.
Note: Specific ranges are options for activity sections pass codes and leagues only at this time. If opting to include other modules in your interface such as facility POS rental etc. then the interface will run for all items in those modules.
Export File Name (RefundInterface_Export_Filename)
Enter the name and file extension for your refund interface export file. For example, glexport.csv. Alphanumeric characters only are allowed. This is a Mandatory field in the default Vermont Systems design. Your design may vary.
Note: The file name and extension are specific to your refund interface. Contact Vermont Systems Support if you are uncertain of the file name and extension type you need to enter in this field.
Begin/End Times Are Fixed (RefundInterface_TimesAreFixed)
This option applies only when you have a date range that spans more than one (1) day.
Select this option to make the begin and end times apply to each day in your date range individually.
OR
Deselect this option to have the export will run "around the clock" from the beginning time on the beginning day through the ending time on the ending day.
For example you select the date range 04/22/20yy - 04/26/20yy (Monday - Friday) and a time range of 06:00am - 02:00pm (the "Morning shift"). With this option enabled the export will include only those transactions that took place during the 8-hour shift on each day in your date range; so a transaction that took place at 03:00pm on 04/24/20yy (the "Evening shift") would NOT be included because it did not take place during the 06:00am - 02:00pm time range.
With this option de-selected the export will include all the transactions that took place starting at 06:00am on 04/22 and running through 02:00pm on 04/26 so a transaction that took place at 03:00pm on 04/24/20yy would be included in the export.
DeleteInclude Previously Posted Refunds (RefundInterface_IncludePrevious)
Select this option to include previously posted refunds in your current export file. Deselect this option to include only new refunds in your export file.
For example, at 12:00pm on 25 April, you run a refund interface for transactions since 7:00am. At 6:00pm you run another refund interface for transactions since 7:00am.
- With this option selected, the 6:00pm refund interface will include all transactions since 7:00am. Because you are including previously posted transactions, the same transactions that appeared on the 12:00pm refund interface will be included along with all new refund transactions that were posted after 12:00pm.
- With this option deselected, the 6:00pm refund interface will include only the refund transactions that posted after 12:00pm because you are opting to include new transactions only. The transactions that appeared on the 12:00pm refund interface will be excluded.
Copy Export File To Folder (RefundInterface_CopyFile)
Select this option to have a copy of the export file created when running this process.
THEN
Enter the file location, relative to your AppServer, where you wish the file to be copied.
Copy To Location (Relative to AppServer) (RefundInterface_CopyLocation)
If opting to Copy Export File to Folder, enter a file location, relative to your AppServer, where you want the file copied. If opting to do this, the field becomes Mandatory.
DeleteSkip Date/Time Stamp In File Name (RefundInterface_SkipDateTimeStamp)
Select this option to omit the date/time stamp from the export file name when running the interface. Deselect this option to include the date/time stamp on the file name.
When opting to include the date/time stamp in your file name, you ensure that each export you run will have unique name, such as glexport08252240765.xml where 082522 is the date (August 25, 2022) and 40765 is the time measured in seconds from midnight (approximately 11:19am).
When opting to exclude the date/time stamp, the system will overwrite the existing file each time the export is run.
DeleteAdditional Settings
MSIAPAcct (RefundInterface_MSIAPAcct)
This option is applicable for the MSI/HTE option only
Enter your MSI/HTE AP account number
DeleteMSI ID Option (RefundInterface_MSIIDOption)
This option is applicable for the MSI/HTE option only
Select your MSI ID:
- Household ID
- Unique Sequence Number
Freeform Address ID (RefundInterface_FreeformAddr)
This option is applicable for the MSI/HTE option only
Enter an ID for free form address refunds if desired.
THEN
Determine whether you wish to "Always Use" this free form ID.
The entry typed in this field takes the place of the ID Number in the refund interface file (typically this is the RecTrac household ID number). This is true only if the address option used during any refund process was "Free Form Address meaning the address information was entered manually as opposed to being generated automatically from the address associated with the household. Using a free form address essentially breaks any relation to a household in the database.
This field is skipped if your MSI ID Option is set to Unique Sequence Number."
Note: By default an ID consisting of all zeroes (00000000) is how free form addresses are flagged in the interface file. However the current version of MSI regards an ID of all zeroes as a "direct deposit vendor which causes conflicts. Therefore, you must enter something other than all zeroes for MSI type refund interfaces.
Always Use Freeform ID (RefundInterface_AlwaysUseFreeform)
This option is applicable for the MSI/HTE option only
Select this option to ensure the freeform address ID is used every time. When selected this option will use the freeform address ID instead of the household number for all household refunds.
This field is skipped if your MSI ID Option is set to "Unique Sequence Number."
DeleteExport Receipt Number (RefundInterface_ExportReceiptNumber)
This option is applicable for the MSI/HTE option only
Select this option if you would like to include receipt numbers in the export.
DeleteExport Refund Note (RefundInterface_ExportRefundNote)
This option is applicable for the MSI/HTE option only
Select this option if you would like to include refund notes in the export. Refund notes can be made for refund transactions in the Pay Reference/Refund Reference fields.
DeleteGeneral Refund Account (RefundInterface_LOTH_GeneralRefundAccount)
This option is applicable for the Lake in the Hills option only
Enter your General Refund Account Number in this field.
DeleteDepost Refund Account (RefundInterface_LOTH_DepostRefundAccount)
This option is applicable for the Lake in the Hills option only
Enter your Deposit Refund Account Number in this field.
DeleteGeneral Refund Account (RefundInterface_Wheaton_GeneralRefundAccount)
This option is applicable for the Wheaton option only
Enter your General Refund Account Number in this field.
DeleteDepartment (RefundInterface_Department)
This option is applicable for the West University Place option only
Select the department for which you with to process refunds.
Delete