The Roster Fee Change program allows you to Increase or Decrease Fees by a specific dollar amount for enrollees in the Section selected. Additional fees can be charged or refunds processed as a result of running this program. Household records and transaction records are updated and receipts are generated.
Note: Current functionality allows you to Increase/Decrease Standard and Facility-Deposit Fee Types only.
This feature is helpful in the event you need to change fees for all or multiple enrollees in the same section due to some unforeseen event, incorrect fees being charged at the time of enrollment, class cancellations due to inclement weather or instructor illness, etc….
For Example: Your Writer's Workshop class meets for 10 weeks and you charge Residents $100 per enrollment (or $10 per class meeting) and Non-Residents $120 per enrollment (or $12 per class meeting). Due to a winter storm, you are forced to cancel the 3rd meeting and no make-up date is scheduled. In this event, you might wish to refund your enrollees $10.00 or $12.00 respectively for the missed meeting. This program allows you to process the fee reduction (which results in the refund) for all enrollees at one time as opposed to updating fees for each individual.
To Run this Process
- Expand the Drop-down list for Fee Optionat the top of the screen and select whether you wish to Decrease Fees or Increase Fees.
- Using the example above, you would select Decrease Fee.
- Find the applicable fee in the Fees DataGrid that you wish to Increase/Decrease.
THEN
Click the Stylus Icon and use InLine Editing in the Fee Changecolumn to make your adjustment.- This is a flat dollar amount equal to the amount by which you wish to change the fee. It is NOT a percentage, and it is NOT a sum total of what you want the fee to be upon processing the fee change.
- Using the example above, you would enter $10.00 in this field.
- Click the Stylus Icon to close InLine Editing when done.
- Repeat the above steps to update other Fees as needed.
- Highlight/select the appropriate Fee Records in the Fees DataGrid. Fees you modified using InLine Editing must be selected.
- Using the example above, Resident (ARMOLRES) and Non-Resident (ARMOLNR) fees would be selected because the fee reduction applies to all enrollees.
- In the Detail Records DataGrid, highlight/select all applicable enrollees.
- Using the example above, all records would be selected because the fee reduction applies to all enrollees.
- Determine whether you wish to apply Fee Changes to a specific Household Category only or skip this field to include all Household Categories.
- In the event of Fee Reduction/Decrease, expand the Drop-down list for Refund Option and select appropriately.
- Fill in the remaining fields as necessary. Refer to the field level help.
- Click Process and answer Yesto the Challenge Message to run the Fee Change program. You will be notified when the process completes.
- Fees and household balances will be updated.
- Receipts generated as a byproduct of the clone process will be available in the Document Center.
- Exit the program when done.
From the bottom of the screen…
Click Process and answer Yes to the Challenge Message to run the Roster Fee Change program. You will be notified when the process completes.
Click Reset to clear the Roster Records DataGrid without processing a clone.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
SADetailFeeChange_Tab1
Fee Option (SADetailFeeChange_FeeOption)
Expand the Drop-down list and select your Fee Option for this process:
- Decrease Fee - You will reduce fees.
- Increase Fee - You will raise fees.
Fee Records (SADetailFeeChange_FeesDataGrid)
The Fees DataGrid displays all Standard and Facility-Deposit fee records linked to the Activity Section selected.
Note: Current functionality allows you to Increase/Decrease Standard and Facility-Deposit Fee Types only.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Find the applicable fee in the Fees DataGrid that you wish to Increase/Decrease.
THEN
Click the Stylus Icon and use InLine Editing in the Fee Change column to make your adjustment.
- This is a flat dollar amount equal to the amount by which you wish to change the fee. It is NOT a percentage and it is NOT a sum total of what you want the fee to be upon processing the fee change.
- For Example: To decrease a $50.00 Fee by $10.00 you would enter $10.00 in this field. You would NOT enter $40.00.
Detail Records (SADetailFeeChange_RecordsDataGrid)
The Detail Records DataGrid displays all enrollees in the Activity Section selected. Highlight/select all applicable enrollees to whom your Fee Change will apply.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
DeleteRefund Option (SADetailFeeChange_RefundOption)
This field is applicable only if your Fee Option is Decrease Fee.
Expand the Drop-down list to select your Refund Option. By default the system provides:
- Refund Apply - The refund will be applied back to the household as a credit in RecTrac. The household balance will be updated accordingly.
- Refund Finance - Your Finance department will ensure the household gets refunded. The household balance in RecTrac will be updated accordingly.
Refund Now is NOT an option for this program.
Note: Available Refund options in this list are determined by the entries in the Allowed Refund Options on the Payment profile to which your User ID is linked. In the event your Payment profile does not allow for one or either Refund Option a Lock Icon will appear next to the Drop-down list. To override the lock login credentials from a User ID with the proper Allowed Refund Options must be entered.
Apply Refund To Existing Module Balance (SADetailFeeChange_AutoUseNewCredit)
This field is applicable only if your Fee Option is Decrease Fee.
Select this option to have the system apply any refund generated by this process to an existing balance in the Activity module for an impacted household if one exists. For Example: Molly Jones has a $20.00 balance due for Early Bird Spinners. You run this program to generate a $10.00 Fee Reduction in Writer's Workshop which Desmond Jones in enrolled in. Rather than refunding the $10.00 to the Jones household you can enable this option and have the system apply the refund to the balance due in Early Bird Spinners.
De-select this option to skip the auto apply refund process.
DeleteEmail Receipt (SADetailFeeChange_EmailReceipt)
Select this option to have the system email participants their receipts created as a byproduct of this transaction in lieu of printing hard copy receipts.
Receipts generated as a result of this process can be viewed in the Document Center. Certain programs allow the option of printing receipts in bulk. In that event, go to the Bulk Print program.
DeleteTransaction User Name (SADetailFeeChange_PaymentUser)
Accept the default entry (your User ID) or expand the Drop-down list to select an alternate User ID, if desired. The User ID you select will be the User ID linked to all transactions processed here.
DeleteTransaction Cash Drawer (SADetailFeeChange_PaymentDrawer)
Accept the default entry (the drawer to which your User ID is linked) or enter an alternate drawer number, if desired. The drawer number you enter will be the drawer number that is linked to all transactions processed here.
DeleteTransaction Date (SADetailFeeChange_PaymentDate)
Accept the default entry (today's date) or click the Calendar icon to select an alternate date, if desired. The date you enter will be the effective date of the process as well as the date that is linked to all transactions processed here.
Delete