The Cancel All <(Trip Code)> screen allows you to remove all registrants from the selected trip and process refund vouchers for each participant. This program automatically purges the roster, resets the registered counts, and handles the general ledger adjustments.
For example, you might have offered a trip with a minimum enrollment requirement of ten. If only three (3) people signed up for this trip, you may want to cancel it. Rather than processing three separate cancellation transactions, you can run this program have all three cancellations processed at one time.
Printing Options for Statements
Receipts are generated as a byproduct of the cancellation process. Your print options are:
- Email Receipts to the Household - You have the option to Email Receipt.
- Bulk Print Statements - Cancellation receipts that are not emailed are stored in the database and can subsequently be printed from the Bulk Print program and either mailed or hand-delivered.
Buttons on the screen…
Click Process and select Process Cancel All as the answer to the Challenge message to run the program. The process runs on the AppServer. The Notification Center will alert you when it completes.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
TripCancelAll_Tab1
Trip (TripCancelAll_TripComboKey)
You will not visit this field.
This field displays the Trip currently selected.
DeleteCalculate Proration (TripCancelAll_CalculateProration)
Select this option if proration should be calculated for fees paid toward this trip.
THEN
Select the proration date.
Deselect this option if you do not want to prorate fees. When this option is deselected, patrons will receive a full refund.
DeleteProration Date (TripCancelAll_ProrationDate)
This field is applicable only if you are opting to prorate the refund.
Select Calculate Proration.
THEN
Select the proration date.
Refund Option (TripCancelAll_RefundOption)
Select your Refund Option. The option you choose will apply to all registrants for the trip you are cancelling. By default, the system provides two options. Depending on your setup, your options may vary. Refer to the Note below.
- 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.
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. To override the lock login credentials from a User ID with the proper Allowed Refund Options must be entered.
See Also: Topic Doc - Refunds.
DeleteChange Trip Status To Cancelled (TripCancelAll_TripCancel)
Select this option to have the trip status changed to Cancelled upon running this program. Enrollment into a cancelled trip is prohibited.
Deselect this option to have all registrants cancelled from the trip while leaving the file management record Active." You might use this option in the event you registered people for the trip in error and need to clear the roster prior to reopening a registration period.
DeleteApply Refund To Existing Trip Balance (TripCancelAll_AutoUseNewCredit)
Select this option to have the system apply refunds to an existing balance(s) in the Trip module, if they exist for a household being cancelled from the trip selected. In the event a household does not have another existing balance in the Trip module, the system will dispense the refund as a global credit (if your refund option is Refund Apply) or as a Refund Finance (if you selected that option).
Deselect this option to have the system bypass the check for other Trip module balances and dispense the refund as a global credit (if your refund option is Refund Apply) or as a Refund Finance (if you selected that option).
DeleteEmail Receipt (TripCancelAll_EmailReceipt)
Select this option to email receipts to households when the cancellation process completes. Receipts that are emailed will not have to be printed and therefore will not transfer to the Bulk Print program as the system considers them "printed."
Deselect this option if you do not want to email receipts to your patrons. In this event all cancellation receipts will be queued to the Bulk Print program.
Note: The system looks only to see whether the household has data in the email field. The system does not check the validity of an email address so any patron with a bogus/invalid email address in the Email Address field on their household would not receive a receipt in the event you attempted to email them.
Your email server should be able to provide a report that shows undelivered/returned/bounced emails.Refund User Name (TripCancelAll_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 the cancellations.
Note: The ability to override the entry in this field is determined by the permission setting for Payment User on your Permissions profile.
Refund Cash Drawer (TripCancelAll_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 cancellation transactions.
Note: The ability to override the entry in this field is determined by the permission setting for Payment Drawer on your Permissions profile.
Refund Date (TripCancelAll_PaymentDate)
Accept the default entry (today's date) or select an alternate date, if desired. The date you enter will be the effective date of the cancellation as well as the date that is linked to all cancellation transactions.
Note: The ability to override the entry in this field is determined by the permission setting for Payment Date on your Permissions profile.