Episode Summary
In this episode, our host Zach Malloch is joined by Senior Technical Consultant Ross Tenaglia and Support Technician Ashley Houle to discuss running child care statements in both 10.3 and 3.1 versions of RecTrac. The group touches on reporting options, bulk emailing, and ways customers can run their own child care statements directly from WebTrac.
Recording
Transcript
Zach Malloch 0:58
All right, so our audio included premiere of the RecChat theme "Water in the Desert". Thank you all very much for joining us today for another exciting edition of RecChat. I am today joined by Ashley from support. And Ross, also from our support department. We have kind of a spectrum. Ashley is one of our newest employees. And Ross has been here for a little while,
Ross Tenaglia 1:24
almost eight years or more.
Zach Malloch 1:27
And today we are talking about childcare statements. So guys, what, what are childcare statements Ashley?
Ashley Houle 1:34
childcare statements are something that get produced that show like an itemization of activities or childcare that you have paid for over the course of a year for your child to then use for tax purposes. Okay. And so this is something that you can just get out of RecChat, RecTrac. Track.
Zach Malloch 1:58
And Ross, there's, there are a couple of components that you need to kind of have in place for this to work. Can you tell us about those?
Ross Tenaglia 2:04
Yeah, there's honestly not a whole lot to take advantage or a whole lot to do to take advantage of childcare statements really is a matter of setting your tax numbers federally and for the state. And it's one spot and RecTrac to do that. And then really, it's just a Toggle on each individual section that is deemed a childcare for tax purposes and away you go. And then you just run your reports when the time comes. Okay. Now, of course, with the two versions of RecTrac that are out there in the wild, we have kind of, we're kind of dividing this up. So Ashley is going to take us through what we need to do and be aware of in RecTrac 3.1. And Ross is going to show us on the 10.3 equivalent of things. So Ashley, would you mind just kind of taking us through? We want to took a look at those tax numbers.
Ashley Houle 2:53
Yep,
Zach Malloch 2:53
Probably most people have that setup early on. But if you didn't, it is something you can nicely include in your statements.
Ashley Houle 3:01
So like Ross said, It is located in one area within RecTrac. And I'm going to share my Screen.
Zach Malloch 3:09
Yeah, absolutely. Thank you. Alright, so now we're in the 3.1 Next Gen interface, the location is going to be the same whether you're in the Next Gen interface, or if you're in an older version of 3.1. This feature has been there for a while. But of course, with the 3.1 interface, we get into the nice quick filter option there. Otherwise, you just go into Profile assignments or system management. Correct.
Ashley Houle 3:36
So within Profile assignments, you have your static parameters.
Zach Malloch 3:48
Static parameters are loading.
And there's still loading the tax ID there's so much in static parameters that sometimes. So I like to always say when I have a loading Screen like that, the bigger the Screen is, the more titles and everything a little bit longer is going to take to load even though it doesn't look like a lot right now. But you can expand any of these fields.
Ashley Houle 4:18
Different things. Yeah. So within static parameters there is on your right hand side, it's called organization dash address. And that is where you would input your federal tax ID number as well as your state ID number. So that is where you would set that up within 3.1.
Zach Malloch 4:39
Okay. And we're going to have something very similar in 10.3. Roughly the same place, right, Ross.
Ross Tenaglia 4:47
Yep. It's not in Profile or device assignments. As the names are, it's in its own dedicated area that we will cover briefly to show you where it is.
Okay, so while we have Ashley Screen up So why don't you go ahead and show us a little bit of a process.
Ashley Houle 5:04
So the next thing I wanted to show was under Activities section management
Zach Malloch 5:14
service section, I think it's under there.
Ashley Houle 5:26
So as Ross was stating, you do have to have a specific Toggle on in order for that to be enabled as a childcare service to be produced on the childcare statements. So I accessed activity management found my section, and over here on your right hand side, there's additional settings, and you'd want to Toggle on the childcare activity Toggle. So that helps capture those activities for those statements.
Zach Malloch 5:56
I think one of the important things to bring up here is that if, if you have this setup, you could potentially let your customers run this for themselves. Yeah, WebTrac?
Ashley Houle 6:05
Absolutely. You can have your patrons print their own childcare statements on WebTrac. There's two ways you can go about emailing them as well as I'm accessing them on WebTrac. Do you want me to?
Zach Malloch 6:22
Yeah, let's go ahead and see what that looks like okay,
Ashley Houle 6:25
um so ...
Zach Malloch 6:37
so using that filter again. And so the report output listing lets you get in pretty quickly to see all of the different reports there. But I think that if we go to statements, then that's, so this is not just childcare statements in 3.1. It's one of the options you get to once the program actually launches. But you can run statements of accounts and invoices through this area also.
Ashley Houle 7:11
So within statements down here, there's email statements to the household with email addresses. So that is a way to do that. And you can change the email subject, as well as the childcare statement, the title of the statement itself.
Zach Malloch 7:11
And I think one of the the key pieces here is at the very top of this Screen, that's your statement options. That's where you can choose whether you're doing regular statements just to show somebody how much they've paid for things or how much they owe you or invoices, or as it's like to right now, that's your childcare steam. And that's kind of more the format, the statements will come out.
Ashley Houle 7:52
Yeah, so I can run through the different setup that you would need for the childcare statements. If you were doing it individually, you can select each individual household that you would want to do the childcare statement for, or you can run it for all households. A really big key to statemets to childcare statements is you want to have the activity enrollment module toggled on, as well as under module ranges. It says only include childcare activities. So those are two really key pieces to pulling childcare statements, as well as inputting the begin and end transaction date in the item begin and end date, you do have to have both of those in there, as well as the different pay codes in order to be able to run it.
Zach Malloch 8:47
So that just makes sure you're only pulling things from 2019 for their 2020 state more tax statement preparation, protecting technically, so 2019 tax.
Ross Tenaglia 8:57
And one thing to point out about those date ranges that I'm through support, I've often encountered people run into issues. We're talking about payments made not necessarily when a class takes place, and the government cares when it was paid. So the transaction date will always be the calendar year that you're running it for. But for the item begin date, in case you have childcare programs that are in December or January that are paid different years, you just want to make sure that those date ranges are a little bit more wide open than just the calendar year you're running it for to ensure you're grabbing all the programs that have payments made, for example for 2019.
Zach Malloch 9:40
Alright, so when you're talking wide open, you're really just saying that we need that date range to be wide enough to include everything that might have had a payment applied towards it within the 2000s.
Ross Tenaglia 9:50
Yes, if you take payments for a January 2019 program in November of 2018. That's something thatadd on or sorry, the other way around, you want to make sure that the program date or the item date is a little bit more inclusive for those payments.
Zach Malloch 10:10
So you could easily have the the item date be 2018 through 2021. The transaction dates here, really what you definitely want to make sure are low and one 2019 to 2019. Okay. All right. And then when you're ready to do this, you would just come down. And so we have those dates, we're filling those in. And so technically, we've got those item dates, and so we're filling that in right now. So I think that we might have had that a little bit. So your transaction date, that's where you'd actually want it 1/1 of 2019 through 12/31 of 2019. Go and Click the one there before you disappear. You can also Type in those fields if it's easier for you. So that that date widget is pretty nice. But if you don't make that actual Click on it, I've seen that happen plenty of times, and then the in transaction date. And that that is a little thing, just the distinction because they're so close together, the transaction dates are the ones you want 1/1/2019 to 12/31/2019 And then the begin item data, that's when you could potentially have it 2018 to 2021, or 2017 is as wide as you want. It's really just so we focus on those transactions. That's the more narrow filter. So that's the one that will be more important. In this case, if you're doing other statements that can potentially go completely out of the Window. But for childcare statements, that's what we want.
Ashley Houle 11:37
And my credit and debit pay codes were already selected. But just so you had to do that, you would just pop it out and select the ones you highlight the ones that you want and hit Select. For both of those. I'm going to run it for an individual household.
Zach Malloch 11:58
So selecting just yourself.
Ashley Houle 12:01
With today's date as the statement putting in childcare statement,
and Click that and Click that and do print as a mailer. So I'm gonna show you what it's like to produce just a regular statement,
Zach Malloch 12:17
otherwise, it would just go straight to your email address. And that would be the case, if you had 1000 people in that range of just email 1000 people, if you have that turned on, we have our timer. So just a little insight for people watching from the outside, when we move back and forth between the two different buildings here at VSI. Sometimes our timers don't like to get going again, once we move over here. So then we get to do some fun AppServer adjustments sort of stuff that
Ashley Houle 12:49
would look like
Zach Malloch 12:51
this is when you ran a little bit earlier
Ashley Houle 12:53
in the day. And then it's breaking down.
Okay, so it does have like the tax ID information displayed, as well as you know, an itemization of the payments in showing referencing the transaction date and the receipt information.
Zach Malloch 13:29
And so I noticed the date range for this was one 1/1/2020 to 1/15. That's just as you're preparing the database as an example. But if it was actually that's whatever transaction he actually run it for would be what it would be. So a customer would see one 1/1/2019 to 12/31/2019. And then when you submit that for their taxes, it would show that those happened within that timeframe. Okay,
Ashley Houle 13:50
and where I got the statement, once it's produced, I'm a little pop up, I forgot to mention that will come up and let you know that the statement has been produced. And then you can Click in the statement History tab that will let you view it, you have to highlight it and then Click View. It also will let you know if it's emailed. So if you have that Toggle on where you emailed all statements to households that had email addresses, it was like no as part of that one.
Zach Malloch 14:19
Okay. All right, that seems pretty straightforward. And so, let's see, we had a quick question. Well, okay, so I see one from Ian, we'll get to that when we get to the 10.3 version. But Bill had a question. If customers use household credits to pay for childcare statements. We we need to include the system pay code as far as pay codes available to include.
Ashley Houle 14:43
Yes,
Zach Malloch 14:43
yeah, yes for that bill. All right. And then we mentioned WebTrac. So we tease that I'd like to maybe see what that looks like for
Ashley Houle 14:55
do you want me just log in?
Zach Malloch 14:56
Yeah, let's just see what the the interface at least looks like.
Ashley Houle 15:02
So this is just my Demo RecTrac or WebTrac, sorry, I'm able to go in under My Account, and go in
Zach Malloch 15:14
your reports,
Ashley Houle 15:16
reports and childcare statements. Here, I can run it for the 2018 year. And it gives me the option to subtotal by payment month or by the member. And I can submit, and it's letting me know that the report has been emailed to me.
Zach Malloch 15:34
So that's a much simpler interface if you're the end customer trying to go in and data for themselves. Nice. Okay. So let's see, we have Linda had asked the question about emailing child stair chair, childcare statements to households in bulk. And that is basically what we showed there. So it's going to be your household range. So as big a range as you have for your households, as long as you have that Toggle at the very bottom and turned on to say, email to customers, that's going to send it to everybody within that range, whether it's five or 5000. Do you know Ross is there any issue with if you had 5000 people you're trying to email this to?
Ross Tenaglia 16:18
Yes. So when you have a lot of emails like that, you just want to make sure that you're, if you're, if you have your own server on site, and you have an Exchange server, office 365, whatever your solution is, you got to make sure that it's able to handle that many emails, because it's sending a PDF attachment, which naturally makes it a little bit bigger. And it could be stressful. So you generally, you want to make sure your IT department knows that you're doing a big email send off. And also, your internet service provider can blacklist you if you send too many emails, because they may they mark you as spam. So if you think you have a lot of households that will be getting child care statements, I would very much recommend do smaller ranges by the households. So yes, last name. So up top, instead of blank through all z's, do smaller alphabetical groupings
Zach Malloch 17:20
on a through m, and then yes, stuff like Q or something.
Ross Tenaglia 17:25
Exactly. And that will make it so you can break it up, make sure batch gets sent out and then do another one later. And that generally makes the ISP as well as your IT department happier.
Zach Malloch 17:36
Great. And I imagine you could run an activity roster potentially for the activities that you have flagged as childcare. So you get an idea of what the total numbers would be before you come in here and send it and that might help make some of those decisions.
Ross Tenaglia 17:48
Yeah, there's probably a handful of reports that you can isolate how many individuals there will be to gauge All right, I can send them all or maybe I better do them in chunks.
Zach Malloch 17:59
Okay, great. Let's see. Debbie is saying, oh, yeah, Ashley can go ahead and turn off your Screen sharing, because I think we're kind of done with that. And we'll kind of discuss a couple of the answers to some of these questions. And then we'll switch over to to Ross, and He'll show us kind of the equivalent in 10.3. So did you stop that I still see your Screen, you should have her in the center. There we go. Now we're back into taking the spotlight for ourselves. So do childcare statements need to be run before customers can print them online?
Ross Tenaglia 18:36
No.
Zach Malloch 18:37
So then telling it to print is telling it to basically run as an individual report just for their household?
Ross Tenaglia 18:43
Exactly. So you can let the memo out to all your customers, the say tax season is coming up. You can go online childcare statements, print it out at any moment. And for the sake of your own job, that's probably the best way to go about it. It saves you time. And it really is, as you saw with Ashley's presentation on WebTrac, it's really easy for them to do.
Zach Malloch 19:06
So that's another direction you can go rather than emailing it just to blast everybody, you could potentially publish and make it more obvious that this is something that they have the capability for themselves. And then they start to empower themselves and self service. So you could put a link potentially on your splash page for the month of January saying if you need your childcare statement go right here. You could potentially even do that right from your your part department page or use some sort of communication from a larger lists, more like RecConnect Type of thing that includes a link. And we do have a customized link that you can send out we're going to include that
Ashley Houle 19:41
and can talk about that. Yeah. So you can actually embed within like a an activity RecConnect You can embed your URL link with some HTML HTML along with it. So it will bring them right to that page right to this childcare statement page and everything. You know where It needs to be. So they don't need to go in and Click around and kind of find where they need to be.
Zach Malloch 20:04
Okay, so that's the benefit of 3.1. Ross is that something we can do in 10.3?
Ross Tenaglia 20:08
So unfortunately, with 10.3, we used to be able to do that. But the syntax in order to do so, pass the Username and password, that's not in it. So unfortunately, for security purposes, that's probably something you don't want to entertain. But you still have RecConnects mass emails, directions, you can send the customers to get them there. Unfortunately, you can't send a link that will log in and go right to it.
Zach Malloch 20:36
So that's something you'd really want to expose maybe on the splash page after somebody logs in. So you also have that in the menu, but so they don't have to go hunting through the menu, you can have it almost anywhere on the splash page. And that's once again, we'll have that program. And that syntax for both versions and the follow up document for this. So we're definitely getting some more questions. Can you show how to print the statements that might not have emailed?
Ashley Houle 21:01
Yeah.
Zach Malloch 21:02
So we'll go back to Ashley's screenshare, in just a moment, and then she'll show us how to do that part. And let's see, just looking through some of the other questions while she was bringing that up. Go ahead. Actually, I'll do some reading here.
Ashley Houle 21:17
So within the statement, I would just Click or statement history view. And then I can print it right from here. So that's,
Zach Malloch 21:29
so that's if we want to do it one at a time.
Ashley Houle 21:31
Yes. But the bulk like a bulk printing option. Yeah, of course. So. So say you ran your range of households, and you put them all to print, you can come in under bulk print. And that's what I changed when I said search up here. And under the print option, you would want your statements, there is a limit to like how many you want to print also, there's a couple options here. Only print like if not emailed, or you can print them all. It's kind of a
Zach Malloch 22:07
first off that that first option is kind of exactly what we're looking for here. So if they didn't have an email on address, then the system will know that they didn't get emailed. And this will just automatically print those stragglers that don't have email address entered
Ashley Houle 22:20
exactly. So yeah, and then select your printer, and then print and then there you have your book print option.
Zach Malloch 22:27
Okay, great. And then so there's a quick question about asking you if there's a report that shows which activities have childcare and Toggle selected. And as Robert, one of our intrepid panelists, he's also been here in front of the camera has shared that you can filter those reports just for your activities that have the childcare title turned on. So when you're running your section set of reports, you can filter it with that, and then you know exactly which ones you have set up or don't have setup. Actually, that's a good question. So if you're getting ready to do this, and you're not getting the statement, and maybe it's because they somebody forgot to turn that Toggle on is that are you out of luck, or what's
Ashley Houle 23:07
it will not produce in the childcare statement. But you can get an itemized statement with those charges. So that Toggle does need to be on in order to capture it within the Toggle.
Zach Malloch 23:20
The included childcare staements?
Ashley Houle 23:22
yes,
Ross Tenaglia 23:23
but the nice thing about it, it is retroactive. So if you forgot ran it, a whole group of programs that you know, should be shown up there, and you know, those individuals were registered, you can go into section management, Toggle it, rerun it, those programs will show up. So
Zach Malloch 23:39
it doesn't have to be there as at the time of the transaction. If it's last January, you're not going to be able to go back in time. But the Toggle kind of does that for ya.
Ross Tenaglia 23:46
And that's really our most common call when it comes to this season, when we have customers that call in and say the programs aren't showing up. And it should, that Toggle is normally the culprit, turn it on we run it. It'll be there.
Zach Malloch 24:00
Well, while we're talking about that, let's see, real quick Ross is going to switch over to 10.3. And we'll see exactly where that Toggle exists on that side. And I'll just answer a couple questions that are coming through. So how to customers set up the dates when they're running it for themselves online. And as you saw when Ashley brought up the WebTrac interface, it was just asking for the tax year and the logic inside of the system knows to automatically put in that January 1 to December 31 for whatever year you're putting in. And it ignores kind of the beginning and ending date. The reason we have that extra filter in the statements program. Correct me if I'm wrong is because it's used for so many other things, not just childcare statements.
Ashley Houle 24:41
That's correct.
Zach Malloch 24:42
And that's the benefit of having your customers do it because nice and streamlined and straightforward. Alright, so let's take a look at our legacy. 10.3.
Ross Tenaglia 24:51
Yes, so 10.3 I'm already logged in. They it's marked under a report. So you got to change your function Button um And then under your dropdowns, go to activity, financial reports and activity childcare statement right here.
Zach Malloch 25:07
Alright.
Ross Tenaglia 25:08
So this one, much like you saw with three, one, it uses your activity range, you can individually select households by clicking Add household, selecting than their, or include all households, which is most likely what you'd be doing in this case, scan hit scan history is a pretty important Toggle that you want to make sure you select. Because you might have already transferred your activities to history because you're working on the New Year's bunch. Without this Toggle, you will omit them. So definitely something you want to have checked. And then you have your mailer format as well.
Zach Malloch 25:50
Okay.
Ross Tenaglia 25:50
Likewise, with three one, you set your date range to include the transaction timeframe you're looking for.
Zach Malloch 26:01
So January 1 2019, put into 2020 or 2019, at the end of this one here.
Ross Tenaglia 26:06
Yep. But in this case, because I recently did transactions, I'm gonna set it to today's date to include those. And then you have the handy subtotal family members. If that's something that's needed,
Zach Malloch 26:19
okay,
Ross Tenaglia 26:20
then you print and preview, and finish. As you can see, I have two children in program does
Zach Malloch 26:33
not very creative with your children's names there Ross.
Ross Tenaglia 26:35
I literally did all this yesterday. So pretty quick
Zach Malloch 26:39
child 1 child 2 Very confusing! Alright, a couple more questions coming in. So well, actually, let's just show real quick in the sections in a 10.3, where that Toggle is
Ross Tenaglia 26:50
Certianly!
Zach Malloch 26:50
just to say it's childcare statement.
Ross Tenaglia 26:52
So this is the Yup,
Zach Malloch 26:54
and then maybe we can jump into static parameters, just to see where those tax numbers come in, just so we we cover those bases, and then we'll jump back into stop sharing and answer some more questions for people.
Ross Tenaglia 27:03
Absolutely. So that is the extent of the report. So if you find this missing information, like the tax numbers or programs that aren't there, you got to switch over to file maintenance. And then go to system parameter codes and static parameters and maintenance. So this is where you would go, if you need to input update the tax IDs. So once you're in here, there's your state, there's your federal, put them in, and then hit Done.
Zach Malloch 27:34
Okay, pretty straightforward.
Ross Tenaglia 27:36
And then the activity. Once again, we're under File maintenance, activity maintenance. can double Click on your program, go to the sections down below. Select your program again. And it's under the core info 2 Screen is the Toggle right here,
Zach Malloch 27:56
childcare activity.
Ross Tenaglia 27:58
And that's all you need to check and you're done.
Zach Malloch 28:01
Okay. So as often happens, go ahead and stop sharing there, Ross for a moment. Time flies when we are having fun. And we're almost done with our half an hour, we're gonna stick around. And there are a lot of questions that are still coming in. So we'll continue to answer that. If you can't stick around with us feel free to depart. We're going to post the recording and a follow up document, we'll answer all the questions even if we can't get to them while we're on the air. But thank you so much for joining in and participating if you do have to leave if not, let's go ahead and continue. So question, can the statements be populated if POS items were sold as child care items?
Ross Tenaglia 28:38
Yeah, so under? Let me bring up my RecTrac here, I think I have it shared. So with the statements, you can get other modules in there, it's just a matter of including the ranges.
Zach Malloch 28:57
Okay. And while Ross is bringing this up and starting to share, I also wanted to address another one probably pretty quickly. Is there a PDF view of the statement if they run it in REC in WebTrac? Or is it just going to be emailed to them?
Ashley Houle 29:10
It would be emailed to them like as an attachment PDF.
Zach Malloch 29:14
And is there any difference between how statements look if they're run through RecTrac or WebTrac.
Ashley Houle 29:18
Nope! It will include the tax ID information which is very easy for childcare students.
Zach Malloch 29:26
Okay, so Ross is now sharing and we're in 3.1 in that childcare statement program or in the statements program that Ashley showed us earlier. And what he's doing right now is looking at the modules area.
Ross Tenaglia 29:38
So if you have other modules that are included in childcare, Point Of Sale is common. Likewise pass visits can certainly attribute to childcare programs or child care deductible. You just want to include those extra modules so if you have activity in pass visits, make sure you check those for Point Of Sale, Most likely it would be a Service Item purchase, I wouldn't really see tickets or inventory items as such. So you just want to make sure you include those. And then under the module ranges. Likewise, the activities, make sure you include those items, or check off those ranges and put the Service Item, or items that you use in the range.
Zach Malloch 30:29
So at that point, it becomes much more important to use the ranges because we don't have that same Toggle for the other modules.
Ross Tenaglia 30:35
Yep.
Zach Malloch 30:36
So if you just ran it for every single pass in your system, then it would potentially bring up any membership, the household owns whether or not you consider it child care or not.
Ross Tenaglia 30:44
Yep,
Zach Malloch 30:45
so you want to be very careful with those ranges. At that point,
Ross Tenaglia 30:47
it becomes a little bit trickier. But it doesn't have to make sure that you are positive, you're including what you need to include and what you don't need to include, because we're talking about money here.
Zach Malloch 30:58
So yeah, so Ross, while you have the share up, we had the question to actually show where you could run the report that show which activities actually have that title turned on. So they can kind of audit themselves before they go out and run these things. And actually, that's a really good point, you probably want to make sure that this is set up properly before you have your customers running. Because if you're running it for your customers, you might be able to notice, oh, I know this person should be on there. But if you don't do that step first. And the customers are just trying to run their report, and they don't get anything, obviously, that's a little bit more of a service issue for you. So this gives you the option to audit and make sure that the database is set up. So everything that should be child care is child care.
Ross Tenaglia 31:37
Yep. So that would be your activity section report. And from there, the output that you choose isn't 100% important, because you're just looking at the end result which the criteria is doing most of the work. So I would recommend just a very basic activity section listing report. It's a pretty simple report, but you're just looking for the activities. And then under detailed criteria, childcare activity, say yes. And then back to the core criteria, you would set your activity range, you would include everything. And then it's really the section date ranges that are going to be the driving force to determine what activities you pull up. And then process and preview.
Zach Malloch 32:35
Alright, so hopefully that helps out with that. I'm just going to start going back through I will see if there's any questions we haven't gotten to. And we've got a lot coming in kind of quickly. So if I do miss anybody, I apologize, we'll definitely address these in the follow up document. So we've had some customers say they've never got never received the email. So the question is, what would potentially cause that.
Ross Tenaglia 33:00
So a few things that would cause that, especially if the situation is majority of your customers are getting the email, that means email in general is working. So that's always a good sign. If no one's getting it might have an issue with emailing. But if you have an individual it could be they have a bad email on file. So you would ensure that under household management or household maintenance for 10.3 in their account, they have a valid email address. And then the other one, it could be spam filter. The emails are a mass generated email, they are considered more threatening email by spam. And you're sending a PDF attachment which attachments in general love to get marked as viruses. So it's something might want to tell your customer make sure you whitelist our email, check your spam folder. Those would normally be the reasons why if it's an individual basis,
Zach Malloch 33:56
Yeah. And of course, there's also the possibility that there's a typo in the email address. So maybe a question would be Have you ever received an email from us before you could even potentially go into their receipt, reprint and find something that you know is just going to them and see if they get it that might help validate some of those communication settings. But Ross's point about whitelisting. So if you're going to send out, maybe RecConnect or put something on to your main website, telling people how they can self service, you can mention that, you know, emails would be coming from whatever your default reply to address is and make sure that that's flagged to not go into your junk mail folder. We're not gonna get into your super details of that because it's different for all sorts of different email programs and alike and that's more on your customer side. Hopefully they'll know how to do that though.
Alright, so we answer those questions bulk printing email, we covered that. How to run the report for all those items. Sit dates online simplified interface. We have the same option for 10.3 Actually, this is really quick when this question just came in where do you Toggle childcare for paths and Point Of Sale and there's really not a Toggle for that, you really have to be very careful when you're running the statements, it's just going to be that range. So if you have your beginning, let's say it's childcare, all your childcare items, start with CC, conveniently enough. So if you had CC through CC ZZZ, when you're running that range, it'll include everything between that if you left the range wide open, you potentially have every item they've every purchase, ever purchase, whether it's childcare or not. So unfortunately, we don't currently have toggles on anything other than the activity module, though, that's certainly something we could potentially put an enhancement request in there for. Alright.
Can statements be emailed to all of the email addresses on the householder they just default go to the primary,
Ross Tenaglia 35:52
it default goes to the primary because it's assumed it is the parent getting it. So you wouldn't want to send it to the children on the household because it could be adult children on the account. So it does send just to the primary, or whatever is marked as the primary email in the household.
Zach Malloch 36:10
Okay. All right. So let's have one other area, we can kind of come in here and look in some of these questions. I think that, you know, some good stuff. So, Kim is asking if she heard at some point that WebTrac have a slightly statements generated from WebTrac have a slightly different format. Was that ever the case? Or is this they're basically exactly the same thing?
Ross Tenaglia 36:39
So I don't believe I have a WebTrac generated one, but I can double check.
Zach Malloch 36:48
And while Ross is looking at that, can you delete previous statements from history?
So when you go into your bulk email, or print, you can potentially see a long list of a lot of different statements that have been run potentially, if you did this last year, and you have all of those pieces if you haven't more recently, or if you've run out a couple of times, maybe this year, as you're trying to test things out? Can you get rid of the old stuff?
Ross Tenaglia 37:13
Well, in terms of the bulk printing, especially with three, one, it's not really necessary to delete, because you have the filter, when you do a bulk print, there is a filter for processing date. So if you ran a bunch of statements, are you doing testing earlier in the week, and now today, you're doing your real batch, you would put the date in there, and that would lock down to just childcare statements generated today.
Zach Malloch 37:40
Alright.
Ross Tenaglia 37:41
So I hope that answers the question.
Zach Malloch 37:43
Okay. So not, there's no easy way to Bulk Delete, but you can very much filter it so that those older records don't really affect what you're doing on a day to day basis. Lets see. Right. Robert is asking if document purge would do anything with that Ross?
Ross Tenaglia 38:05
Oh, let me find out. If a document Well, document purge would delete anything in that grouping. So statements is a option under the document purge. But I don't have a confident answer. I can tell you if that's all anything marked as a statement or if childcare statements would be excluded from that. But it doesn't give you an it doesn't specify yea or nay, it'd be something that we'd have to verify to get real confident or answer the follow up.
Zach Malloch 38:40
Alright, and Angel, I heard that you did not hear the answer. You can run childcare statements for Point Of Sale items, but you just want to be careful in that Point Of Sale item range when you're running those statements. I'm assuming that you are on 3.1 in that question. There. Okay. And restate whether, yep, so that just answered the last question we got from that. Okay, so it seems like questions are slowing down a little bit now. So we'll go ahead and start wrapping up. If there's another one or two that kind of sneak in at the end here. We'll try to address them. Once again. Any questions that we get? Oh, awesome. Britney just says she's been trying since the second to get them to work. And now she got them working. So
Ashley Houle 39:24
Congratulations!
Zach Malloch 39:26
RecChat in action! Awesome. That's a that's a great note to end this on. I think. Thank you so much, Ashley and Ross, for joining me for this
Ross Tenaglia 39:35
of course.
Zach Malloch 39:35
And thank you to everybody that stuck with us. Throughout this. We will be posting the recording within the next 24 hours and we'll have a follow up doc for it. Usually we try to have it out there by Monday. So any of the questions that might not have gotten to be on air or anything that you were a little bit uncertain about whether or not it was answered? We'll, we'll go through line by line we'll combine the question. There are a lot of them that were kind of on the same topics, and we'll respond to those I do want to take real quick moment to tease next week we have our first new feature with RecChat, we're going to be doing a focus on one of our customers. One of you guys out there that will be talking to Jut McDaniels from Bend, Oregon. And we'll get a little bit of a sense of how their operation runs. You'll be all getting a survey and one of the questions on that survey if you would like to be included in a customer spotlight, you get to kind of show off what your organization does and how you're using the system and what Type of problems and solutions you're coming up with as you're serving your customers and your populations. So be sure to pay attention or join up for that one. Should be a lot of fun. And yeah, thank you all for participating today, and we'll see you next Thursday. Talk to you later.
Delete