Table of Contents
Episode Summary
In this episode, our host Bret Alarcon is joined by EDU Manager, Zach Malloch, and Director of Municipal Support, Cullen Barber to discuss RecTrac Fees and offer some tips and tricks. The group touches on advanced fee change, using fee groups, and bulk changing fees from Fee Management.
Video
Transcript
Bret Alarcon 0:00
hello, everyone and welcome to this week's edition of RecChat. I'm your host Bret Alarcon. So Zach's back today, and he's going to be talking about fees, tips and tricks. So if you have any questions, please ask them in the q&a section down at the bottom. Please try not to ask questions in the comments area, it's easier for us to sort and get to questions. If they're in the q&a section. Just use the comments section for just comments. All right. With that, how you doing, Zach?
Zach Malloch 0:39
You all right, Bret, how are you doing today?
Bret Alarcon 0:41
Doing good.
Zach Malloch 0:42
Sorry, first RecChat of 2021. And I think we could use some sunny weather today. Yes. And we're joined also by Cullen, who will be manning some of the questions and chat for us and helping out if we need any of that. So thank you very much, Cullen, also for joining us.
Cullen Barber 0:59
Great to see you guys.
Bret Alarcon 1:01
So today, we're going to be talking about fees. And just you know, fees are definitely a big topic of conversation. But I wanted to highlight a couple of maybe lesser known elements of fees or lesser used elements that I think are pretty useful. So let me just go ahead and share out my Screen and hopefully everybody can see my RecTrac database now. Can you confirm that for me, Bret?
Cullen Barber 1:30
Thumbs up, good.
Zach Malloch 1:31
Okay, good. Thanks for coming. Okay, so I wanted to start by talking about fee groups. So what I've got right here is I've got a rate attached to an activity, that's a member rate, I've got a senior rate, I've got a resident rate, and I've got a non resident rate. And if we had these as four separate rates, we could probably work through and do some stuff to get it, you can apply some discounts or apply extra bonus or extra fees depending on what's
being charged or sorry, who the person is. But the problem or the potential difficulty here is that you can be a member and a resident, you could be a member and a non resident, you could be a member and a senior, you could be a senior and a resident senior and a non resident. So you have multiple hits, basically, based on these criteria. So if somebody registered, they could be potentially getting charged $20.20 $5, for a total of 45, and 30, for a total of $75. Or, you know, however it happens up, they're gonna get charged for each one of these criteria that actually gets hit.
Now, the fee groups have basically three functions, I always start by kind of discussing that. So if I change this, there's not a lot of settings to really play with with fee groups. But a couple of things real quick. The description here, when you have fees that are grouped together, if you have this prompt for fees Toggle turned on, so it actually pops up the fees when you're adding something to the cart, and requesting your members or your clerks making a selection or a choice. Based on that pop up, the, the title of that little Window is going to be whatever this description is here. So you know, maybe find first one fee means something to me as somebody who's programming the database, but maybe it doesn't mean as much to somebody who might find it on WebTrac, it might sound a little bit confusing there as far as that goes. So this is a place to be descriptive, potentially for WebTrac. Now, I talked about this title, just real quick, this is really the first and main purpose that fee groups tend to have, which is popping up. And so basically any fees that would fit the criteria for a particular transaction. So if somebody was a member and a resident, it would pop up and we'd show you both the member fee and the resident fee. And then the clerk could pick between those two things, if if both applied, but we can make it so it actually does that part basically automatically. So by having my max fees allowed to be selected as one, and having my minimum fees required to be selected as one out of those four fees that I have set up in this example, I will only ever charge one fee. And there's another little piece of this, that's kind of important. So we'll go ahead and select this. First of all, it's similar to or groups with, with rules in that they have to all be linked to the same fee group for it to kind of consider these things together. So let's just put in the same fee group and all of these lines to illustrate that.
There we go and Okay, so they've all got the same fee groups, that means that these fees will be considered out of these four, we can only pick one and we have to pick one. So if none of these apply, we won't be able to complete the transaction because not enough fees have been selected. And it'll just automatically go through this but you know, we definitely want to be aware of of which order we're evaluating these fees for. And that's where this order column comes into play. This doesn't really have much to do anywhere else with fees. But this is the order that things will be evaluated. So I'll just go ahead and jump into my Show Settings areas, we're going to get in turn on the edit option for the order,
just so we can kind of do this without going one at a time. So basically, we're going to do we want to figure out what the best deal is for your customers and then evaluate the kind of descending order from that. So we would first have the member rate evaluated, then we would have the senior rate, then we would have resident and then we would have non resident. So basically, what we're doing here is telling the system that we have to pick one of these fees, we can't take more than one of the fees. And we're going to check to see which one applies. And as soon as we find one thing that applies, we're going to stop at that point. So if somebody is the member, meaning they have a membership, then it'll find this, it'll find the evaluation, it will say this works that satisfies that one fee, maximum and minimum, and it just stops there. So it will never charge more than the $20. If they're not a member, it's going to check their age. And if they are 60, or over, actually, I've put six year younger, I meant to do six year over, but that's my mistake, we can change that. But this pretend it says older. And then if that fits if that's the evaluation, then it will stop here, and it will not go further than that. So it'll only charge $25. If they're neither a senior nor a member, then it will check the resident rate. And if they're not resident, a member or a senior, then it will go to the non-resident rate. And technically speaking because of that, because it's really, I'm in edit mode, that's why I can't double Click on these. So I will go back to my defaults.
So we can kind of sort it like that. So we see what the order is. Now, technically speaking, because this is the last thing that would ever be evaluated, I don't actually need any criteria here at all. And this might save us a little bit of time, or conflict, because if somebody does do this registration, and you for whatever reason, they don't have a residency status of resident or non resident, then none of these criterias would have been met. And you would get that conflict that says you haven't selected enough fees, and it wouldn't let you do the registration. So if we leave this as blank, it's basically just saying, evaluate these three. And if it doesn't fit one of those, then everybody's just going to default to get charged this last rate.
Bret Alarcon 7:46
Hey Zach
Zach Malloch 7:47
so yeah,
Bret Alarcon 7:47
just want to butt in real quick. You do have the senior correct. It's age older than 60. And younger than and then
Zach Malloch 7:54
All right, yeah. Yeah, I put in 105. Very, very good point. And thank you for, for catching that. So that's, that's one of the nice things, I call this kind of the find first logic that we can do with the fee groups. So it will evaluate this stuff. There's an example that I use with a university customer in Ohio, in 10.3, they had this incredibly detailed structure for how much prices were there was a rate for students, there was the rate for grad students, there was a rate for faculty and staff, there was a rate for seniors, there was a rate for veterans, there was a rate for public members. And there was a rate for alumni. And so of course, all of those statuses, you can have a lot of different combinations of those different things. And it was nearly impossible to get to work in the previous versions of RecTrac. But in this case, you can just put the fees out directly. And as soon as it finds one of those criteria, whatever the best deal is for that person involved, then it will evaluate and it will use that. I also like to point out this logic works, whether these are fees or discounts. But if you're doing a discount, it's most likely going to be reverse in this order sort of consideration. So you want the largest discount possible to be the first thing evaluated, because if somebody qualifies for that, you want to give them that discount generally. So that is that's the part of Fee groups that can can sometimes vastly simplify the way that you set up your structures there.
I see there might be a question, but is that something
Bret Alarcon 9:26
Yeah, more about the data grid, can you make a default where the Edit Column is locked for all data grids. That way you don't have to scroll down, scroll back and forth between edit and the column you're working on record by record.
Zach Malloch 9:40
ID you can definitely set the debt, the defaults per DataGrid per user, but there's not a way to do it universally throughout the system each DataGrid and the templates that you do here and the settings that you control through this Show Settings option are per DataGrid and per user in the system.
Now that of course, you know, if you're if you are doing this and you're creating a template, you can make it available for everybody. So it would be able to be selected. I typically, like having this edit amounts option. So, you know, whenever I'm just
I must have messed up that template because it is not doing what it's supposed to. But basically, I just saved it. So I could just zip through these anytime I'm in an activity and go through that.
Okay.Right.
Bret Alarcon 10:29
And I think that one more if you want.
Zach Malloch 10:32
Yeah, definitely.
Bret Alarcon 10:33
Well, the fee group logic carry forward to install and billing feeds types as well.
Zach Malloch 10:40
Yes, it will. I'm sorry, I was distracted momentarily by moving the Window. The The question was, does this logic work with installment billing?
Bret Alarcon 10:49
Yes. So they invalid installment billing fee Type.
Zach Malloch 10:52
Yeah, so it's really it's just saying, evaluate this entire line. And so all of the configuration and settings on this line are considered. So like, you could have a cancellation fee setup. And you could have a tiered cancellation rate, depending on how long it's been actually, I believe that we did that with somebody. Whereas basically, you got 100% of your refund if you cancelled two weeks before the activity started. And then it was something like 75% of your week, your refund if you cancel within a week of the class starting and 50% of the refund if you cancel after the class has started. Now, in that case, those are kind of distinct instances. So you can set the criteria separately for those. But whenever you get a point where it might be a little bit complicated to really configure the criteria properly to exclude and include at the same, actually, the things you want to exclude and include the things you want to include. Sometimes this will make it a little bit easier, a little bit simpler.
So yeah, any anything that you change here, so if this was an installment billing fee, if it was a deposit, if it's a discount, if it's a reduction, or an increase, it's all going to be evaluated on same deal here. So you can have fee groups for visit rates, depending on who you are, your daily visits could be different rates. And that would require that your transaction Type is a visit transaction Type. So yes, any of those settings on basically anything that you do in the entire thing, you've been going to your advanced fee change. There's not any settings here that would prevent that group logic from working, if that's what you're trying to do with it.
Hey, look, we're in the advanced view Screen. And that brings us to the next point of the topic. Unless there any other questions about that part. Right now.
Cullen Barber 12:37
There is one that came in from Darla, she asked, Can you set up a rule or fee rule that requires that this be attached to a household before you can charge the fee?
Zach Malloch 12:52
Yeah, I mean, you can? I'm pretty sure. Yes, I'm gonna say yes. And I'm pretty sure it is a I could have done it where I was there. But we'll just jump into this criteria here. And I believe that we have the internal household option. As far as the daily house, I feel like that's something that I've seen before, but I
Cullen Barber 13:25
Okay, well, I'll just make a note, where might that dig into that a little bit?
Zach Malloch 13:28
Yeah, might need to come back to that. But man, I'm pretty sure.But yeah, we'll we'll we'll circle back around to that. And maybe if we get more time at the end of the session, or if we are out, I'll include it in the follow up afterwards. So we'll just leave that fee alone as it is. And I'll jump into our advanced fees Screen. So this one is, is will be a really quick mention here. There's not a lot to really configure. But it's it's something that I don't think a lot of people know necessarily that we have. But it's this rounding option. And this is a request that we've had a lot of times throughout the year, throughout the years, but it was maybe about four years ago that we added it. So we added it for Prince William County in in Maryland, and we've got our option to round to the nearest. So that's just going to use basically your your 50. And above will round up 50 envelope will round down for talking about $1. So 50 cents rounds up 50 or 49 cents round down, we have round up specifically. So we're always going to round up to the next amount and round down. So we always round down to whatever amount we define. And this is where we define that amount. So this is in dollars. So if we always want to round to the nearest quarter, for whatever reason, we can do that. And people generally want this so that they're not dealing with change. They're not worrying about the little
In your like having their customers come in and deal with the coin money. So this is probably the most common situation is that people want to round it to the nearest dollar. And then we have the option to round up down or always to the nearest this actually, so there's a couple of people that I've worked with and where basically your fee structure for non residents is always 20% more than what it is for resident rates. But sometimes 20% More means that it's going to run into some of those, you know, the, the non round numbers might be, you know, $13.40 is 20%, more than whatever it is, that's the base rate. So, where it could have just been something really easy where you go into activity, and you put a fee increased 20%, if household category is non resident, and then every other activity in your system just has the fee for that individual activity for resident rates. And you know, that non residents would have that increase play into come into play. But because it's not exactly 20%, you need to go in and manually create the non resident rates for every single one of your activities and sections, this would let you get around that. So as long as you're okay with, you know, it's 20% rounded up to the nearest dollar, then we could very easily, like just turn this into fee, increase percent, and we put in the 20%, right there. And we call this non resident surcharge.
And then with this rounding option, everything that we we only have to make our resident rates in the system. And then whenever a non resident comes in, they get charged 20% More, and it would be rounded to the nearest dollar. So that that's a pretty nice feature that, you know, if it's useful to you, it's hugely useful to you. But if it's not something that you do, then that's okay.All right, any questions when that part?
Bret Alarcon 16:53
Doesn't look like it? Jamie just had a quick comment tip for everybody else, saying, we create a fee group name required and assigned it to many of our fees that are required, the effect is that these fees will be presented to the clerk in addition to other optional fees and fees groups at the processing prompt Screen during booking process, rather than only becoming apparent after the item is in the shopping cart, this has been helpful info to the clerk's in certain cases.
Zach Malloch 17:21
Very nice. So I am taking it that you are basically just showing them the fees as they're getting added to the cart. So just it's not really necessarily allowing them to make the selections for some of the required pieces, but just exposing more of what the calculations are, that are being hat or letter going on. I'll turn that back to $35 and return it to where it was. So I will not round anymore. I'll get rid of that. And we will save it.
Bret Alarcon 17:53
And then Darla did have a follow up to her question earlier says or demonstrate how to add information for a daily or guest household if they don't have a household.
Zach Malloch 18:05
So there's an option that's kind of built into a lot of these things as far as tracking demographics. So particularly in the Point Of Sale, let's go to like inventory. So like these are areas where you don't have to have anything linked to a household, you know, they default to be daily sale Type of transactions. But there's the option of including in demographics right here. And by including in demographics, we can go into our, our static parameters, Profile, I'm pretty sure it's set of parameters, maybe it's daily, we can double check that in just a second. Or sorry, it says payment Profile. That's your prompt setting. But basically, you can choose what Type of demographics you want to choose. And in the case that this is a daily sale, it'll pop up and it'll ask you to record a little bit more that information, whether it's a zip code, or whatever. So let's just jump into that Profile and find it because that will show us what those options are daily and I believe that we can also control that as far as let's print options model household sale and from guest sale information. So this kind of plays a little bit with some of that. So this is when we're not actually tracking to a household so like tickets or as we were talking about inventory, so you can record the name, the address, the phone number or the email address. So that's in your payment Profile and that would give you the option of doing that for anything that has the demographic OPTION Toggle turned on. Darla, So hopefully that helps there.
Alright, so I also I wanted to just do a real quick Bulk Change overview here. So when when we're in Fee Management, when we're in most of the management programs, whether it's activity management into facilities or whatever, we can get into some bulk changes. And of course, you know, whenever we're changing seasons, when they're changing from the New Year, if any of your pricing structures have changed, then we can, this can be a really useful thing to do. Now, initially, and immediately, you're probably going to have a lot more than 500. different fees like these have been, largely for me creating things and testing them, and you know, pulling this database that was set up, partially. But especially for anybody migrated from 10.3 to 3.1, you could have 1000s of different fees. So a couple of things that make bulk change a little bit easier in establishing the setting. Just real quick, what Bulk Change is everything that is highlighted in this DataGrid, we can apply changes to and it will go through and do these changes throughout the entire system. So rather than needing to go to an activity section and go to the fees, and then change the numbers for something, you can do it through this, this bulk process and get it a lot faster for things that have kind of like consistent changes that you're doing. So if we go all the way over here to the right, we have our parents table. So this will tell us what module these are attached to. So FR is activity AR or sorry, FR is facility AR is activity, pm is paths. ls is League Scheduling, RN is Rental items. So we can filter this and start going if I only want to see fees that are attached to activities, then I could do something like that. And it's not going to show me anything that's linked to sections, it's not going to show me anything that's linked to facilities. And then we can also get into this parent code. So the parent code is the actual ID of whatever the thing is. So your activity number your activity code would be in here. So if I only went to effect my 4000 activities, activities that start with a four, have the option I say begins with a four. And then I'm filtering down from 488 to only 29 lines of fees. And if I go down here and I select all of my rows, all of those 29 lines will be selected. And any changes I do down here, let's say we want to do amount, and I'm going to add amount to the center column. So I can just change the value. So I can go to an amount, I can add a particular amount to that value. So this would rather than just making it absolute. And just real quick look back at here. So like these are all different amounts. But if I wanted to add, let's say that everything is $2, more expensive in 2021, than it was in 2020, we can use the Bulk Change, we can use that option to add and it'll just add $2 to everything rather than making these all exactly the same number.
If I did want to make it all exactly the same number, then I can just put in my new value. And I'm saying I want every single one of these fees to just end up being 100 bucks. But more likely, if I was wanting to do something like that, I would probably clear my filters. And there we go, scroll up, go back to my defaults real quick. And clear selected, that's what I was actually looking for. So here and didn't really I cleared my filters, but it didn't refresh, interesting. Oh, because I have that Toggle turned on. Okay, so I'm back to my full 488. If I said like every fee that was $100, I want to be $102, then I just make sure that this is equal. Now it's only showing the fuse in the database that are exactly $100. And then I can make my selections, either all of them, or I can kind of pick and choose, I can go into my amount and I can just replace that 100 with whatever the value is that I put into this bulk change process. You can do this with any Field that you have in your activity. So we can bulk and activate or activate things we can bulk change descriptions, we can when we get into some of those other fields bulk change is very useful in a lot of different scenarios, not just excuse me for fees.
But we can say a new value and then we want to prefix or suffix something. So if I just wanted to like add the year 2021 to the description and everything just to update it if I wanted to. We could hit continue. And then when I actually process this bulk change, whatever settings I have in the center area will be applied to whatever I have actually highlighted in the DataGrid above. All right, and we're already at 25 minutes into this 30 minute presentation. So let's open it back up to questions if there aren't any more or I can hunt a little bit more for that setting that I thought was there that would make it so we had to attach a, an item to the household, or we can talk a little bit more about fees.
Bret Alarcon 25:10
We do have a question from Brandy, does the percent fee increase for non residents calculate in print as a non residents rate on the brochure generator?
Zach Malloch 25:21
I? That's a good question. And I think so your brochure generator is going to be influenced by your model household is a daily processing Profile. So that's that's not what I wanted to get to,
Cullen Barber 25:39
I want to say, I want to say yes, sack I just don't know what it looks like. Because it, I think the depending on your brochure export, it probably can be forced to run through multiple households to get data, I just don't know how it actually displays.
Zach Malloch 25:58
So it's actually right here, this is our step. It's not the daily processing. So daily works for, or I'm sorry, maybe it's even WebTrac parameters that works to show what's on the website. But for the brochure, you define the resident household, you define the non resident household, and then it'll basically do the calculations for the fees for each of those examples, and then list the end result of that price under each of those columns, so yes, you would you would have it, it would, if you had it set as your base rate is $10. And you had a 20% non resident surcharge, when you print your brochure, it would show $10 for residents and $12 for non residents. Now, if you're talking about like on receipts, if you want to show that breakdown on the receipt or not show that breakdown on the receipt, that is an option in the advance fee change on in Fee Management here, so I'll just double check, double Click on these guys. So under the miscellaneous settings, there is the option to where is it print fee detail print option, so print individually, or you can print with versity, or print with the last fee. Now by default, I believe that your increase in your decreases will just kind of show in one line unless you do something different. But in this case, if I said print with the first fee, then if there's more than one fee that's being charged, it's going to combine this into whatever your base registration rate is. So maybe you have you know, registration fee is your baseline and then you have your non resident surcharge. And then if it's just a flat amount of $5, then I could come in here and I could say print with first fee. And then your receipts would print out just showing, let's just say $20 for residents and $25 for non residents, but it'd be the exact same line would just be the value that's different there. Any other questions coming in now?
Bret Alarcon 27:52
Yes. So Rebecca has a question. Our refund finance and refund now GL codes up GL Code updates fixed in the Bulk Change utility.
Zach Malloch 28:05
So that's that's a really good point, I'll revisit that in the bulk changes here. So there's this Toggle that says change detailed ring records linked to file maintenance records. And what this does is it means that any fees that were charged to customers that are still linked to whatever the item was that they purchased, so let's say you're registering for an activity, there's a $20 registration fee there. When you put that activity into your shopping cart, it's copying the settings from that $20 fee into kind of an instance version of that fee for this particular transaction for this particular household. So now that that kind of is a duplicate of what the source fee is, and so then if you go into your activity, and you update it, and now it's $25 Well, you wouldn't want it to go back and retroactively increase the amount that was charged everybody that ever went into that. So that's kind of like why we make it that distinct thing. So it's it's separated out. Now, if you did realize that you had a fee that was set up, it was incorrectly. So like Bret was saying, or like the question that came up was, if we had our GL codes, kind of our additional GL Code settings, and a little bit of a weird setting over here, like maybe we didn't have this properly assigned. All of these settings are copied when you put something into your shopping cart, so they would copy the wrong information there. So the option to include the detail records means that the Bulk Change settings that we're changing on these fees that are linked to your activities or facilities, everything there would also apply to the history of those fees as they're linked to people's accounts and their transaction history. Now something really important to understand is that this does not change any GL postings. So if money has already been put into a particular general ledger account or if it's been affected by this transaction if you cancel the activity already, and so that fee has it had the details as far as which refund codes to use, then that would be an issue. If, however, you notice that happened, and you have the you realize what the fix should be. And you can get that in place before you actually process any refunds, because you're just changing that value, and not the result of that value. So it wouldn't change the money that got put into that account. But it would change the the account number that's linked on the fee, as far as telling it where to put the money if it hasn't already been moved. So if you use this toggle, it will go back and it'll change the transactions that have already occurred. But once again, if there's GL postings that have been made, it won't update those. So in those cases, the best bet is use this to update your fees. And then through global sales in purchase history, use that reset fees option. And basically what that does is it discards the kind of that copied version of the fees, and replaces it with the current information that's on that fee, so it doesn't reset in that manner. And so for in purchase history, and we highlight a line and we go to change our sorry, update fees, this is that reset fee Button. So it basically does the equivalent of a cancellation and a reenrollment without having actually do a cancellation and reenrollment. It's just updating the fee information from whatever's currently attached to that base file record. Hopefully that provided some insight there.
Bret Alarcon 31:45
Thank you, Zack. Shoot accidentally clicked the wrong question. Let me dig and find it in a
Cullen Barber 31:52
Shannon did have a good question. I think essentially, what they're looking to do is they want to allow people to cancel online. Sack. So historically, they haven't. But now we want to allow that what's what's is there just a quick thing they need to do? Or is there really involved things they need to do? Or what's the so quick and dirty answer? Yeah.
Zach Malloch 32:13
So quick and dirty answer is basically, man, I'm, I'm a little rusty on this part. But it's either your WebTrac parameter or your daily Profile, or WebTrac parameter Profile, or the daily Profile linked to your web user. I want to say it's the daily here because that's that controls allowing cancellations just in general. So there's a couple of things. One is you have to make sure that the daily Profile linked to your web user allows cancellations for wherever you're allowed. So here's your allow cancellations for these modules. So if you want to allow cancellations for activities and facilities just turn both of those on. But then you also have to make sure that your WebTrac menu management is set to make that option available to your customers by default. That's, that's turned off most of the time. But actually, I think it's, it's in your transaction history on the web under My Account. So if you have that you have your transaction history, it should be able to show you the lines, and then if you allow the cancellation, you can cancel from there. Now most of the time, people also want to be a little bit cautious about the conditions of cancellation, like you can cancel up to a certain point, but not after that. Or you can apply surcharges to allow those cancellations. And at that point, we're getting into criteria. And the criteria works basically, I mean, you use the same basic criteria that you'd use for any of those controls, but you'd also include your interface Type. And that allows you to say that this particular rule, dealing with cancellations only applies to WebTrac. And it doesn't affect RecTrac. If you don't want it to, if you want it to be the same rules as far as managing cancellations for both scenarios, then you wouldn't need this parameter. And it'll just apply to both RecTrac and WebTrac. So
Cullen Barber 34:04
they will probably do mobile probably do mobile WebTrac and WebTrac.
Zach Malloch 34:08
Yeah, I would say so cases.
Cullen Barber 34:10
Yeah.
Zach Malloch 34:10
Nice to distinguish it separately.
Cullen Barber 34:16
There is one more question from Jessica. Is there a way to have one fee checked and blue and a prompt free fee group at checkout by default, but not make it unchangeable? Such grayed out by making the fee required?
Zach Malloch 34:33
Yeah, so I believe that that's the way that the fee groups work. Let's just I'm going to update my fee group here so that it is going to prompt because I turned that off, off. So let's turn that back on. And we'll just do it real quick. Because I think that what this does is it will still pop up, but it'll have the fees that apply already selected on I need to make a section for that it was just in the activity show. Not Archive sections. Come on RecTrac Know what I mean to do not what I actually do.
Cullen Barber 35:18
We haven't got that plugin figured out yet Zach.
Zach Malloch 35:19
And now the intention, the intention setting,
Cullen Barber 35:22
but support out of a job all right.
Zach Malloch 35:33
So just real quick go through here, set our base required fields so that I can do a registration in the future, so don't get the warning about it's not. Almost got there. It's an early morning class. Soon, we're already in global sales. So we'll jump back into activity. I'll see if I messed up any of the other stuff there it is that the cart? Oh, because I said there's zero people. I left the capacity to zero. Okay, so it's showing you the ones that would work. So in this case, she's a resident, and I left this fee with no anything else. So it would come in, but you do have to make that selection. So I guess the only way to make this default to be toggled is with that required Toggle, unfortunately. But once again, if you do not prompt for fees, then it will just assume that as it's supposed to use whatever the first valid match is and just put it into the cart anyway. So you wouldn't even have to see the Screen and turn on that toggle. But I understand if it's an optional thing where you'd want to do that. Is there. So what's the problem? I'm curious, Jessica, if the problem is that you have people that are kind of going through that and not making selections, because there could depending on what the end result you want to be is we could maybe play around with some other stuff also. But yeah, I don't think that there's a way to default that Toggle being turned on without having the required Field also turned on.
Unknown Speaker 37:39
And you know, that being said, the required toggle, it doesn't really stop you from doing all that much. So like, even if this was turned on, I couldn't turn it off, I could always just zero out fee here. And then when I hit continue, it's going to assume that's a $0 fee. And it's only going to charge me the well, it's not going to charge me anything because I didn't turn the title on for the non resident rate. So depending on how you have your fees set up, you can you can allow some editing beyond just that Toggle as well. So hopefully that helped out.
Bret Alarcon 38:15
She said, thank you in the chat.
Zach Malloch 38:18
Awesome. Okay. Well, I think that that's going to get us to basically where we wanted to be unless anybody has any closing words for us or any other questions to come in, right at the last minute here.
Cullen Barber 38:31
Board looks clean.
Zach Malloch 38:32
All right, awesome. As always, we'll be posting this afterwards, we're going to get a listing of all of your questions. And I see someone came in here, how can we completely cancel a large Prezi previous debt from the system? So I guess we'd need to Normally, I wouldn't associate picking a fee with a large debt. So maybe I need a little bit of clarification there, Shannon? Or that might be a little bit more specific question. So okay, so if, okay, I think so you're talking about purchase history, when you're, if they have a lot of money due, then you want to quickly put all of that into the shopping cart, basically. So we have this pay balance, and you can pay the selected balances where you're basically putting on the Toggle, if you pay all old balances, that'll take anything they owe money for, and just throw it into the shopping cart. Now, if you're, they don't have any outstanding balances in this household at the moment. So that's why that didn't do anything. But if you're talking about just removing their debt, saying that they're not going to pay for it, but Okay, so you are willing to actually do a cancellation to back everything out. I mean, if you cancel the item, then that's going to back out all fees attached to that item. So maybe that would be theway to do it, rather than just going into updating the fees individually that one didn't have.
Because I would, I would imagine that what you're talking about is right here, you're going into update the fees, and you're zeroing this out or something and then hitting continue to put it into the cart to back that balance off. Now, in this case, it would refund because I actually did pay that fee. But if it was just an amount due, then it would zero it out. And then when I hit the payment Button to go through that and finalize things, but if I didn't do that. And I still wanted to get rid of it, if I just go to like, let's say they're eight or nine different lines, because there's a complicated Facility Reservation, I have to highlight and cancel it is highlighted on throughout. So you're talking like you might just have a lot, like let's say fall daycare, right here, you have a ton of different sections, you have to highlight each one, you have to hit cancel, and then get prompts and everything like that. You know, the, as you're kind of adding things to the I was going to go the route that Denise suggests here. So rather than just going in and zeroing out the fees, you could write it off as basically a bad debt Type of thing. And so what you can do is you can create a Pay Code, set it as a miscellaneous Pay Code, attach it to a limited number of payment profiles probably just add in payment Profile, you come in here you go to pay all old balances, make sure that everything you want to pay off is in the shopping cart, go to payments, and then select that bad debt pay code to basically represent that. This is a write off and then you can notate the account, you can put a tickler on the account and do whatever you need to as far as that part goes. I think that's that would definitely be the faster way of getting it zeroed out is just basically faking the payment in a way that you're, it's considered a write off. And we have a lot of people that do that.
So I think that that, hopefully that kind of brings it down. Okay, let's see, there's another one from Amber having an issue with winter rate for rentals, criterias, and limits to one fee, even when the Rental date range overlaps, winter and spring. Amber, I think that, for that one, we might need to look at your specific setup, because the way that those criteria are set up, is going to have a huge impact as far as what that answer is now if you have a fee group, and the fee group is attached to the spring rate, and are winter and spring rate, actually, no, as I'm talking through this, I have a theory. Let's just jump into activity. And I don't know if this is going to be accurate. But it is a common thing that kind of runs into areas with like facilities and rentals, particularly with date ranges. And that criteria. I meant to do just a quick fee add so we can get into this criteria. So I would assume that you're probably using something like item date range or something along those lines. And when we're configuring this criteria, we have the option, maybe it's not, oh, yes, so any item dates. So if it's item begin date or item ending date, it's it's one or the other, it's going to fall into this criteria that is for the winter timeframe, or it's going to fall in the criteria for the spring timeframe. And it's it's one or the other. But if you say if any of the item dates fall within this date range, then it should start to, you know, potentially allow you to have a combination of these selected. So I don't know if that's exactly the solution. If that doesn't sound like what it is for you, then it might be easier just to do a quick support call so they can look directly at your fees and and see what's going on with that and get it working the way that you want it to.
Okay, so good questions and good additional value there for the last couple of minutes. So I think we are going to call it at that point. Any other questions you can always reach out to us. As I said, we'll be responding in the response document we'll be posting this as we always do to the RecChat archive. And that's also where you know the recording and response doc will bills to be posted there. And thank you all for joining us for this first RecChatof 2021. Hopefully, the the upcoming weeks will be a little bit calmer than what the very first one here has been so far, but we'll keep the topics coming. And as always, if anybody has suggestions or ideas for topics, just let us know and we'll try to put those onto the schedule. Anything else? Bret and Cullen?
Cullen Barber 44:58
No boards clear. Looking Good thank you Zack
Zach Malloch 45:01
absolutely we'll see everybody later
Bret Alarcon 45:03
thanks