The Family Member Scholarship Management program allows you to issue new Scholarships to the family member selected and/or manually adjust the balance of an existing Scholarship.
Note: Scholarships must be issued to an individual family member regardless of whether everyone in the household can use it. Whether Scholarships are for single family member use or household use is determined by how you set the Allow Scholarship Use Across Family Members option on your Payment profile.
To issue a Scholarship to a family member, Scholarship Codes must be created in Scholarship Management (Management Ribbon • System Management • Financial Management group) AND the Scholarship Codes must be set to Deduct Usage from Member Balance (Scholarship Update • Other Settings group).
To process a payment using Scholarship funds, a corresponding Scholarship Payment Code Type must be created in Payment Code Maintenance (Management Ribbon • System Management • Financial Management) and linked to your Payment profile.
See Also: Topic Doc - RecTrac Scholarships.
To Issue a Scholarship:
- Look up and Select the Family Member to whom you wish to issue the Scholarship.
- The Family Member's Current Balance, if any, will appear in the corresponding field and any existing Scholarship history will appear in the DataGrid.
- Click the Picklist icon for Scholarship Code
- Enter the amount of the Scholarship in the Change Amount field.
- Click the Calendar icon to select an Expiration Date, if necessary.
- Determine whether you wish to Post to General Ledger
- Enter a note in the Reference field to explain, if desired. This note will appear in the Scholarship history.
- Leave other fields at their default value.
- Click Process to complete the action. The family member's Scholarship balance will be adjusted accordingly. You will be returned to the Family Member Lookup screen where you can repeat this process or Exit back to the main menu.
Note: You can use this program to manually adjust a Scholarship balance, if needed. Use the Picklist to select the Scholarship Code and enter a positive (+) or negative (-) value in the Change Amount field. Click Process to complete the adjustment. Changes take effect immediately.
Buttons on the screen…
Click Process to run the Scholarship update.
Click Cancel to return to the previous screen.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Scholarship_Tab1
Current Balance (Scholarship_CurrentBalance)
You will not visit this field.
This field displays the Family Member's current Scholarship balance if any. This field provides a cumulative total. In the event a Family Member has multiple Scholarships this field will display the sum total of them.
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.
Change Amount (Scholarship_ChangeAmount)
Enter the amount by which you wish to change the selected Family Member's Scholarship balance. To increase a Scholarship balance, enter a positive number and click Process To reduce a Scholarship balance, enter a negative number and click Process.
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.
Scholarship Code (Scholarship_ScholarshipCode)
Click the Picklist icon for Scholarship Code and make your selection. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Scholarship Codes are maintained in Scholarship Management. To appear in this picklist the Scholarship Code must be set to Deduct Usage from Member Balance (Scholarship Update • Other Settings group).
DeleteExpiration Date (Scholarship_ExpirationDate)
Click the Calendar icon to select an Expiration Date for the Scholarship, if necessary. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary. Scholarships that have expired can no longer be used as payment for services.
Note: The Date you enter in this field cannot exceed the Expiration Date on the Scholarship Code itself.
(Scholarship_Datagrid)
The Scholarship DataGrid displays the selected family member's Scholarship history. Scroll up and down or left and right to view the records.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
DeletePost To General Ledger (Scholarship_PostGL)
Determine whether you wish to post this transaction to General Ledger.
When opting to Post to General Ledger, the system records a Credit or Debit to the Scholarship Liability Account listed on the Scholarship Code for the amount of the adjustment. Increasing a Scholarship results in a Credit being posted. Decreases to a Scholarship result in a Debit. Additionally, Scholarship Post will display as a Payment Reference on the Cash Journal and GL Distribution report any time an amount is adjusted on a family member scholarship.
DeleteReference (Scholarship_Reference)
Enter a note in this field to explain the adjustment, if desired. This note will appear in the family member's Scholarship history.
DeletePay Code (Scholarship_Paycode)
Accept the default entry or expand the Drop-down list and select an alternate Payment Code, if necessary. Any Payment Codes listed will be Scholarship type Payment Codes.
Payment Codes are maintained in Payment Code Maintenance.
DeleteCash Drawer (Scholarship_PaymentDrawer)
Accept the default entry (the Cash Drawer to which your User ID is linked) or overwrite with another Cash Drawer, if necessary.
Note: The ability to update this field is controlled by the Payment Drawer field setting on your Permissions profile.
User Name (Scholarship_PaymentUser)
Accept the default entry (your User ID) or overwrite with another User ID, if necessary.
Note: The ability to update this field is controlled by the Payment User field setting on your Permissions profile.