RecChat: Invoices and Statements - 07/07/2022
Table of Contents
Episode Summary
In this episode our host Zach Mallock is joined by Learning Product Designer, Bret Alarcon, and Senior Support Technician, Seth Warren to discuss producing invoices and statements through RecTrac. The trio go over various settings to be aware of when running the Statement program, viewing statement history, and using the Bulk Print utility with statements.
Recording
Transcript
Zach Malloch 0:08
Welcome RecChat. There's the theme song were missing last week but the absence makes the heart grow fonder. hope everybody's doing well today, I am joined here by Bret Alarcon and Seth Warren, please leave that they are there. There they are. And we're going to be talking a about a topic. It always gets a little bit kind of muddled and confused, I think, invoices and statements. When do you print an invoice? When do you print a statement? What's the childcare statement? What's the deal with all these different things? Well, the man with the answers and disambiguation aplenty is Seth Warren, and he's joining us here today. So I'm about to hand things over to him. But before we do, I'll cover the topics that Brett usually does so eloquently for us. If you have questions, please use the q&a area at the bottom of the Screen. If you have just a general comment, you can use the chat and we'll try to respond to both of those. The q&a is a little bit more formal, making sure that we see everything and answer everything in turn. And that's what Brett and I will be kind of monitoring and bringing these questions up for Seth, when we have those questions from the audience. So we'll be your voice today. And yeah, so Brett, Seth, how you guys doing? I'm doing excellent. How are you?
Seth Warren 1:21
Great.
Zach Malloch 1:22
Awesome. doing really well. Also, it seems like a good day to talk about invoices and statements. I mean, who has anything else going on these days? So yeah, Seth, I think that you have some stuff prepared for us. Yeah.
Seth Warren 1:35
Yeah. Let me share my Screen here.
Hopefully everybody can see my Screen here. That look okay.
Zach Malloch 1:47
Yes, Yep, absolutely.
Seth Warren 1:48
Perfect. All right. Well, welcome everybody here. So my name is Seth Warren. And I'd like to talk to you all about some statements here. So in the instance, where you have a number of households that happen to owe you money, and you would like to reach out to them in an effort to collect said money. One good tool within RecTrac is our statement function. So now I have this saved as a Button here, of course, I can always come over to my menu, if you are in the new UI and search for the word statements, it will come right up. So I will select this here. Wait for this to load.
Zach Malloch 2:34
Data options in a statement Screen loading up there
Seth Warren 2:37
are a lot of options. That's That's right. So now, when you go to run a statement, I like to try to look at this just like if you were gonna run a report, you know, you have a number of filters and settings in here. And so, you know, you want to try to have a good idea in your head about what it is that you want to get from the statement, or who the audiences that you're trying to reach, in order to send statements, and then kind of just fill in the pieces as we're going down here. So So to start, you have some statement options. And if I expand this option, you'll see here that I've got three different fields, I have statements that are based upon the Transaction Date, of the of the items. So that would be I have purchased this maybe in the last month, and I owe you money. And that's how you would like to base the statement off of this is when I actually purchased the item, I have an option to do it by the date of the item. So if I owe you money, maybe from last fall, for Facility Reservation I had back in November, you would and you if you choose item dates, you would want to make sure that your date range encompasses that range of where those reservations might have physically taken place. So you have one option to run it by Transaction Date, one by item date, both of those will generate an invoice that lines out the items that somebody might owe you for. And then the dates tied to when those took place either when the item happened or the transaction happened. The last option I have here is a childcare statement. And so this might be something that some of you are familiar with. If you have families that come in at the end of the year asking for a statement on maybe how much they paid for daycare. So when they go to do their taxes, they can you know, have a statement or in this case a childcare statement showing evidence of how much they paid for this childcare or for any activity or item that might be considered a childcare eligible statement item. Hopefully that hopefully that makes sense.
Zach Malloch 4:58
Actually any difference between an invoice and a statement. Seth? I believe the only difference is the we use the term kind of we switch it between statement and invoice depending on which option we select?
Seth Warren 5:09
Yeah, that's a good question. To the best of my knowledge, it really is just a terminology difference. I mean, like, I would say, with a childcare statement, that's not so much about me owing you money, that's more of a statement of how much money I spent at your location towards childcare related items, where an invoice would speak more to, you know, I actually owe you x amount of dollars, potentially, you know, for this, you know, for the goods and services that I've purchased from your location. Now, I know you can run this without having a balance due. So I guess if somebody just wants to see like a printout of everything that they had done over the course of a year, potentially, you can run it that way without looking at a household with a with a balance, but instead just, you know, looking at, you know, all the transactions of a household through a date range. And then you'll see here, as we go through these options, there's here only print items, the balance, do, you could check that and then I would think that that would show every item that a household had purchased either during that transaction date, range or that day range. All right. So for the sake of so for the sake of the example here, at first, I think I'm going to start with a transaction date. And we'll kind of work our we'll just kind of work our way through here. Now that I have our statement option, just like just like a report that you might run, you're going to want to run it for a range of individuals. So in this case, here, you'll want to Toggle on the use the household last name range Field. Now if of course, if there's a specific household, you know that you know, you want to run it for, let's say the Warren household, you know, I could Type in the name Warran here on either side. But, but honestly, you know, what, in my you know, in my experience, what I think works best is using the household last name range wide open, like this currently is blank for the beginning, last name, and ZZ for the last name. And then as we go down further, there's an opportunity here where you can individually select the specific household within your database, if you're just looking to run a statement for one individual, instead of your entire your entire house, your entire database worth of households, it is important to note that you do have to be using this household name range in order to be able to individually select if I leave this off, and I choose a name, and I try to run this, it's not going to come up with anything just like you might find with with a report or something. If you don't have a range selected of passes or activities, then then your report might come up blank, which I'm sure everybody including myself has run into from time to time.
So their household name range here. And you have a couple other options when it comes to household features. So this is completely up to you if you wanted to create a household feature that you linked to certain households that maybe were, you know of a note. So if I owe a balance for if I rent wedding venues, and I want to know every household that owes us money for a wedding venue, or summer pavilion or something along those lines, I could create a household feature through system code management, I could link it to households through household management. And then when I go to run the statements, I can run it for the name range, and then only look for households with that specific household feature associated with it. And so in here, I can pick features obviously, unfortunately, my database doesn't have any. But assuming that you had some you could go and pick and choose some here. And then you would have a match option here if you want to match any all exact or or none.
I'll have a Field where I can select modules. So in this case, I have every module selected, but if I wanted to run statements just for activities or just for facilities or or anything like that, I can just kind of pick and choose specific modules that I might want to run them for. You know, in some cases, you might have it where you don't usually have houses carry balances on activities, but maybe you have houses carry balances on facilities if you do like a big summer Rental pavilion, you know extravaganza thing or if you allow households to pay like deposit and then maybe slowly over time, pay the remaining balance on their Facility Reservation for the summer or for Rental of some kind if you do like boat rentals or dock rentals or something along those lines.
Now for our date Field here, because we are looking at a transactional date. I can go ahead and put in an actual date here for one too. So if I want to look at, if I wanted to look at any transaction that had taken place this year, I do have the option to go, oh 101 2022 through whatever Today's date is, oh 707 2022. One thing I wouldn't like to note here, just because I don't know that everybody uses it, but super, super useful is, instead of using actual date, you do have these pre static date fields. So for instance, if I say begin of month, here, and I use today, what this would do is when this runs a statement, it would look for any transaction date that happened that from the beginning of July through today, and then generate a statement based off of that. Now, we're only seven days into July, maybe we're not really expecting a whole lot, maybe I run these monthly, and I'm looking or want to look at the month of June, I have the option. And hopefully I'm not getting too far into the weeds here. Where I could do begin of month minus one, end of month minus one. And what this does is it tells RecTrac to look at the beginning of last month, through the end of last month. So if I run this statement, just like this RecTrac is gonna look at any transaction that took place in the month of June, and then show me a list of the households that have a balance, you know, of one cent or greater from transactions that took place that took place took place during during that month.
Zach Malloch 11:35
We might have a couple of questions. Brett, do you see those?
Bret Alarcon 11:38
Yes. All right, Seth. Megan wants to know, in a household with multiple Members, is there a way to pull a statement for a specific household member?
Seth Warren 11:49
That is a good question. I don't believe so. This list here is just a primary household members, this looks at household features, not individuals within Let me see that just sorts by module. I honestly don't think there's a way I don't know, Zack, if you can think of a way that I'm not thinking of, but I don't think it's
Zach Malloch 12:19
possible household focused in this area.
Seth Warren 12:23
Unfortunately. And I don't know if that's I don't know if that's because our, like our sa control count table, just look specifically at households. Yeah, unfortunately, Megan, I think it is just households specific, not individual specific. You know, I guess that being said, too, if you had an individual that was in, you know, multiple households, so if, you know, if there's a kid, you know, whose parents are divorced, and they're in multiple households, you know, the statement would be related to the household that, that the individual is in not specific to the individual across both households. So so I'm sorry about that didn't have a better answer for you. But unfortunately, I do think it is just based specifically on household in general and not not to the specific individual within the household. Now with that said, the statement does say who the individual is on the statement, but it doesn't sort it out by the individual. It's, it's generally sorted either by item date or by transaction date on the statement, although it will say who the individual is that that signed up for the item or the activity or what have you.
Bret Alarcon 13:39
And Carol wants to know, can you just use this for Point Of Sale transactions for example, sponsorship payment do?
Seth Warren 13:48
Yeah, I would believe so. As long as well. So I guess that's a good question. As long as you as long as you make sure that your Point Of Sale transaction is associated with a household and not the daily guest household should be fine. You know, I know that sometimes when you're looking at Point Of Sale transactions, especially if you're looking at like touch Point Of Sale, you know, with buttons, you know, the default household tends to be the daily guest household. So just if you were going to do a sponsorship where somebody owed you something you would need to make sure that RecTrac was actually registering that Service Item to a specific household and not the daily guests household but but otherwise, I would think that that would appear in here. We had service items listed here along with inventory items here that within the module so that would be included. It's just important to note about the household piece just because so many Point Of Sale items are just the daily guest not an individual household and specifically
Bret Alarcon 14:50
other just wants to add my two cents it would be really nice to get through the demonstration and then open up to questions. So um, yeah, we I mean, we do try Then open up some questions that some pauses. But yes, we can continue on and then ask a couple more questions in a minute.
Seth Warren 15:07
That sounds good. All right, where was I? Okay, so, so we talked about the dates here. So just for this example, here, I'm going to run this for the beginning of the year, through today. And part of this is just as my database is a little limited, so I apologize about that, you know, like, I don't want me running this for the beginning of the year through today, to influence you on how you're running it at all, you know, that, ultimately is a decision on your end in terms of what contents you're hoping to get from the statements. You know, whether it's by transaction date, or by item date, this statement minimum here with a Toggle, so this is also up to you, when it comes to statements, maybe, maybe your policies that you only want to send a statement, if a household owes you $5 or greater, maybe you want it just to see any balance that's out there, you know, maybe you have some sort of cut off, at some point of when you want to send, you know, an invoice to a customer asking for no money to be paid back. You know, we'll cover it later, there is an opportunity to email these statements, but if a household doesn't have an email, you know, is it worth the time to print, you know, address and, you know, mail, you know, physically mail out a statement for, you know, if a customer owes $2.30. So, I mean, that's probably the cost of the stamp here in the next year. So, you know, chances are, you know, that might not be worth it to you. So you know, that statement minimum, again, different for every place, but you'll just want to decide, you know, what balances, you actually want to generate statements for in terms of how much they owe.
I touched on this earlier, but this individual household selection, so if we are using a household last name range, I can manually select a household or multiple households to run statements for now, my list of households is only 13. So it's not massive, you do have a search Field here. So if you know a household number, in particular, you can always filter this Field down to get to the household that you want to select. You can also filter by name, as well, or organization, if you're looking for just organizations, you know that maybe Oh, you for one thing or another. So this would be if you don't want to run a wide open, but you're just looking for, you know, maybe you have a patron that came in, specifically wanting an invoice statement, or specifically a childcare statement, then you can come in, look up that individual select their household here, run the childcare statement, and then it would only generate the one statement, not one for everybody.
Like so much of our reporting, we do have the ability to filter for specific module ranges. I think this really only comes into play if you're looking to run this for specific modules, and then specific activities or specific, you know, items related to that module. Most of the time, if you're going to one, if you run this wide open, you're going to want to look at every module and you're not going to want to filter those values here. But if you were just looking for facility reservations, that had to do with maybe your pavilions, you can come in here, choose that range of facilities that you wanted to run this for. And you would only get statements for facilities within this facility range here. So does give you just more flexibility in terms of how you're running this. And, you know, if you're looking for a narrow down range of statements, or if you're just looking for, you know, again, if you're looking for wide open, just you'll want to leave all of these unchecked and all of your modules.
Bret Alarcon 18:56
So quick question about that Screen. Jamie wants to know, is there a way to multi select specific items do on a household to include on a statement or invoice we use the range begin and date options, or sorry, begin and options. But sometimes there are items in the middle of a range I don't want to include. It was possible it was possible in RecTrac, 10. Three, that you got a result set, and then you can remove items you didn't want in the voice?
Seth Warren 19:26
It's a great question. I don't think so.
Bret Alarcon 19:32
Do you have the wild card but I mean, it's it's not really that. Not exactly what you want?
Seth Warren 19:39
Yeah.
Zach Malloch 19:41
Yeah, what Jamie's winning is the list of results and then the ability to individually pick and choose. And I don't think that's something we can do at the moment. Although he points out we could do it in 2.3
Seth Warren 19:54
10.3 was a brilliant system though. So
Zach Malloch 19:59
we can certainly add that Same answer.
Seth Warren 20:01
Yeah, absolutely. Absolutely, we could. Yes. So unfortunately, the answer currently is no, Jamie, but there is hope in the horizon. So just continuing on here. So along with Module ranges, we do have some Service Item and inventory ranges here. And then, we also, you know, similar to the module ranges here, where you're selecting, I can come in here, and then it looks like I can group, either service items or inventory items, coming up with a label here. So if I'm looking for by the series inventory items that are all clothing based, you know, I can put clothing here onto the label, I can say inventory, and then I can select my range where those inventory items fall. But again, you can't pick and select them. So if there are items that fall in between those that would be included within this group overall. And again, this is just for items that that people owe, on if you're running it, where balance is due. And then, the last part of the meat and potatoes of it all, here are our statement print options.
So along with having to have a transaction date range, you also have to have a statement date and a due date for your statement. In this case here. If you are one of the folks that run your statements, maybe monthly, I could say that our statement date is going to be the beginning of the month, which in this case would be July 1, and then if I run this next month, it'll be August 1, and then I can have a set due date here. So I could either look for the due date to be the end of the month, or I could even get a little fancy and say they have this month here and put like 15 and then have my due date be the 15th of the month, which is you know, 15 days after the statement date. So that again, just depends on when you want, you know, when you want to run the statements, and then what you want that date to be for the statements. Just note that if you use these functions here, you don't have to change them from month to month, the system just knows that it's the beginning of the current month, and that the due date is always the 15th of the current month. So just a little a little cheat, if you're not using it to save a few clicks, as you're going through and running things and RecTrac your statement title probably wants to be more clever than test, you know, so it could be you know, location name, you know, monthly statement for that. Like that, you can elect to have a statement Type.
So similar to your activity types, facility types, you know, every module Type that's out there under the sun, you can come in here, and if you have a Type created, you can link that here. I do not have any statement types credibly, but it is just, you know, as easy as coming in and adding a system code just like you would add any other Type for any other module. You know, this probably would come into play, if you are doing this thing so long. This would probably come into play if you're doing things like I'm just running statements for, you know, for my facilities, and so my system code, you know, so my statement Type here is going to be facility or it's going to be monthly because this is my monthly statement or it's going to be childcare because this is my yearly childcare statement. So so you can elect to have a series of types in here. It just depends on on how you're running the statement. And if you want to break it down into like a categorical thing or if it's just easier to you know, you're under no requirement to have this I guess it just depends on whether you want to have my print option here so I have a statement option and an invoice option. What I'll do here is I'm going to run this the first time with the invoice option and then I'll run it as a statement option and we can kind of look at what those differences are. I believe the differences all just tied to the bottom of the statement and whether it has like a detachable Field for somebody to return to remit payment versus just being a statement on what somebody might owe for.
So for comment codes here location override codes for middle lines. So a comment code here would just be if you wanted to have like a pre formed text that went into the statement, just like you can have comment codes on your activities or facilities or you know, really any module that prints out on a receipt you know for any item. So you would come in here select the specific comment code. So if you had some sort of language that you wanted to have on the that was pre typed up that you wanted to have on the statement, you could Type that up in a comment code, link it here and then that would appear on the on the statement itself. Zach, maybe you can help me with this one, I'm I actually don't know that I've ever used the location override code for middle lines. Do we use the location and address and location code you use for both return address and the remit to Okay, so this would be if I have location codes within RecTrac. So that would be like a facility location through facility location management, and then also, which also links back to your location profiles within Profile or assignments. But what I would do here is I would choose a location to do so if I choose Waterbury Park, it would just mean that the address for rebidding the payment would be the address tied to this location here. So if the location that somebody needs to make a payment is going to be different than the location address of your organization, then you would link that location here that somebody can remit a payment to, if the payment needs to go back to the same address as your organization, then you could leave this blank, and that would just default to your organizational address.
So that just depends on whether somebody needs to pay at another location, or if they need to pay at the same location that this has been sent from. Free forum comments. So just like, you know, just like so many other things, you can text, you can Type in whatever freeform comment you want to play. So it can be something, you know, it can be something lovely, like, Oh, here's your statement for the month, you know, please reach out if you have any questions, it can be, you know, shouldn't be threatening. So don't put like pay up or else or anything like that, you know, you can, but I wouldn't. But however you choose to, however you choose to employ this free form content, comments, and this would show up on your statement. So, so have fun, beware, you know, great power comes great responsibility.
Alright, and then last one, we got a series of toggles here. So if I want a single line item per fee, you know, I can leave this here, I can also break this down and see separate line items for each fee. You know, that just depends on if you have a lot of items with multiple fees on it, maybe you want to see a line item for each of the fees tied to the thing. So I you know, if I have a Facility Reservation, and somebody owes me, you know, the, you know, they owe me money for the reservation, but they also owe for liquor license, and they owe for firepit. And they owe for, you know, lights or something like that maybe I want it broken out by each fee. Or maybe I just want it broken out by the item, ultimately up to you. I can print this as a mailer that will go out to customers here. I can I can print payment details by item, I can email statements to households with email addresses. So you know, if you run statements, and you want to email this to your customers, you can do this. And any household that has a primary email address will will get their statement emailed to them. Now, if a household does not have an email address, it doesn't mean that the statements aren't generated or anything like that, there'll be a place here that we'll cover in just a second where you can see the statements that have either been emailed out or have not been emailed out. And then you can elect to print statements and mail them out physically to them after the fact. You can have RecTrac, print previous balances transaction notes based off the transaction notes that you make on your payment Screen. And then these credit card information lines, this is if you want somebody to be able to make a payment back to you through the removal process by writing down their credit card information and then having you manually enter it in. So that just depends on whether you want that as a part of the removal process or not. Hopefully that all made sense. That was a ton of information that I just threw at you all, you know, in the span of you know, a few minutes. 30 minutes.
Zach Malloch 29:21
Yeah, and actually, just real quick, since we have that. I think that we've got we're actually at the end of our 30 minutes here. So Oh, needs to go home.
Seth Warren 29:32
Oh my goodness. I'm sorry. It's I get rambly. That's my Oh, that's
Zach Malloch 29:36
totally totally okay. We will be posting the entirety of this recording after we're done. And I think that we're all okay to go for another 10 or 15 minutes if you are safe.
Seth Warren 29:45
Oh yeah. I mean, it's fine with me. I could go all day. So Captain America.
Zach Malloch 29:50
Yeah. Specifically, the statement history and then the bulk print are going to be the two pieces that I'd like to cover before we kind of end things up here. Yeah,
Seth Warren 30:01
absolutely. Alright, so I'm going to hit process here to run these do. So I get this note saying that statements have already been run today, it's because I ran some to make sure I actually had transactions in here, I am going to continue with statements anyway. So you can run them more than once a day, you know, if you, if you run them and realize you have your settings wrong, and you want to go and read run them, you know, like, you can do that, you'll notice I'm not emailing these right away. So if you're not sure what statements will come up or not, you might elect not to do this first, run them, make sure that all the statements look good. And then you can go back run them again, with the email statements toggled on to email to your folks, I do get the notification up in my upper right hand corner here that would lift in and out. And so what that means is, if I come over to statement history, which is just the tab up top here, I'm going to refresh to make sure I'm looking at all the new ones here. So I've got a couple of statements that I've run one for the Warren household, there's one for the shepherd household and the brown household. So I do have a few. These all have the status of news. So if these had been emailed out, they would have the status of emails not new. I can select a statement here and view if I like you, and it comes up as a PDF. Now, yours will look nice to the mind, especially if you have a location Profile.
So I'll have your logo up top here along with your email address. So you know, don't let the bareness of my statement, make you think that it can't look pretty or can't look better than than this example does here. So I can see that the Seth Warren household looks like they owe $200. Here, it looks like there was a payment, and then they owe $100 on this reservation here. So their total fees were 200, they've paid 100, they have a total do of $100. So you do get a little bit of a breakdown, you get a breakdown of the transaction dates, the receipt numbers. If I come down here, I can see you know, by invoice date was the beginning of this month, the due dates the 15th. So just like we set up, just like we set it up, you know my amount do here. There's this middle line here. So I've got like this dotted line across the top, and then I can either elect to pay, you know, check credit card, I can put my credit card number, and then I can mail it back to Waterbury, Park Vermont, you know, so that address, you know, would, yeah, so whatever that location that is that you selected on the Screen before would show up here into that room?
Zach Malloch 32:29
And there's actually a question related to this part. So Missy is asking me, Is there any way to change the credit card part where we could include the CVV? Because as it is right now, if they use that they still have to call the customer enable in order to get the payment? And I don't think
Seth Warren 32:46
it's a great question.
Zach Malloch 32:47
Anyway, that directly added that. But
I don't think
Seth Warren 32:51
so the only thing, the only thing I think that the only thing I could think of I guess until we add that in that would be another really good enhancement request idea that we should just implement. You know, I guess what I would do in that case is I would probably put a freeform comment in here or write a comment code that says that makes mention that if they're making a payment by credit card to include the CSV number for the CVV number, you know, listed, you know, either below the expiration date or, you know, mentioned somewhere on the thing. So you could run it now, no guarantee that somebody would read the comments. I mean, obviously, hopefully they would. But that would be the only thing I could think of until we can actually get that implemented. As a real good question, though, and a really good thought for us to add in there.
Zach Malloch 33:36
Yeah, and I'm sure that everybody's aware of this. But just in any case that you're getting people's credit card numbers, like their actual credit card numbers, that puts you into a whole different scope as far as the the PCI compliance sort of stuff. So you want to be very careful with those you have to like keep them stored if you're going to store them or you have to make sure that they're destroyed. So it is kind of an area that I'm seeing most people kind of go away from, for the most part, a lot of times the invoices will come with maybe the freeform comment might have instructions on how to go to WebTrac. And pay off your balance there if you want to use a credit card so that way, they're not doing the intermediary step of actually sending that in pen and paper.
Seth Warren 34:16
That's a that's a really good thought, especially the WebTrac thought because you could go on to WebTrac pay your balance pay on what in and you know, you're in PCI compliance, versus sending a credit card number through the mail, you know, who knows what happens, you know, somebody goes, pays it and crumple up the thing and throw it in the wastebasket. And then, you know, you know, who knows? So? Yeah, I think that's a great recommendation there about the you know, putting them to WebTrac if they're not going to pay by cheque or cash or however, you know, whatever. So in statement history here, like if I looked at this Warren statement here, this looked fine. I do have an option to email this here. I do have the option here to select multiple and I could hit email I don't have an email device linked because my database is sad. So I'm sorry about that. But I could email from here if I wanted to.
Now in the case where I have statements in the household doesn't have an email address, I do have an option to run a printing line here. So I'm going to jump back home. And then I've got this bulk print option here, which I could either just search for under bulk print in my menu. And so in here, under Print Type, I can come over to statements. And so I can print, you know, I can set a limit to how many statements I want to run, I can cross reference the statement Type, if I want to. So if I knew that my statements had a Type of, you know, wedding venue or monthly statement or childcare statement, I could go and select that Type here. And then I have this option here. So I can either print statements that weren't printed and not emailed, I can print statements that were not printed print statements that were not emailed, or I can print all statements. So I have a couple of different options there. You know, generally, you're going to want to probably print the ones that weren't emailed at least and then and then so you can send those out to your to your patrons.
And then lastly, you want to have your processing date for the statements in here, just because you don't want to generate every statement that you know, anybody has ever had since the end of time, you know, so if we run these monthly, and the statement date is July 1, then I would put July 1 in here. And I think that logic is right, not the physical day that you run it, but the statement date, let me just make sure. Yeah, oh is the date used when running the statement program. So if you run segments from May 2 and use may 2 Is your statement date, then enter may 2, if you run statements from a secondary use may 5 And your statement date, enter may 5, okay, so this is your statement date here. So in the case of where you run it, you know monthly on the first of each month or scheduled to run monthly on the first of each month, you know, I can put in July 1, and this would only print statements that had the statement date of July 1 here, and then you would select a printer if it's not connected, and I don't have any physical printers. So again, I apologize for the lack of preparedness on my part. But I'm sure you can imagine a drop down list here where you could select the printer LaserJet or brother printer, not another guy turn and then hit print, and then that would print out your statements.
Zach Malloch 37:33
Perfect. Thank you. That sounds like a good point to wrap it up to me, Seth, how about to you?
Seth Warren 37:39
Yeah, that sounds great to me. So you know, just two more really super quick points if you go if you want to run Child Care statements, but you've never run them before. Like in your activity sections, there is a Toggle for childcare statement items. So I just want to make sure to note that. Because this is what your childcare statements will look for when you're running them, you know, basically any activity that has this childcare activity toggled on. So just to note that in case you run childcare statements and find that the results aren't exactly what you were expecting. And so that was the only other note I really had about it. So yep, so I mean, saved it's super useful tool, great to be able to reach out to folks and, and kind of inquire about where things are at. So, you know, free, it's not a it's not an individualized licensed thing or anything like that. It's just a it's just a program within RecTrac that you can use. So hopefully everybody using it and
Zach Malloch 38:37
maximizing its Yeah, yeah, Click. Sorry, this talk over you there.
Seth Warren 38:42
Oh, no, you're fine. Because I don't ramble. So you're good.
Zach Malloch 38:46
Thank you very much for all the help Seth. I think we have one more. So yeah, Missy actually has a question about scheduling statements. And so we do have a rec chat already out there, that gets a lot more into scheduling things. I don't have the date off the top of my head. I'm not sure if you would have that, Brett, but I can try to get there.
Bret Alarcon 39:09
I'm gonna see if I can dig it up real quick.
Zach Malloch 39:19
Report scheduling March 3 of 2022. So just a little bit earlier this year. So if you go to the report or the rec chat archive, all of the logic about scheduling a report will apply directly to scheduling statements. I think what Seth is showing there is that he's using the what I like to call relative dates. So those will change based on when the process is running, versus being fixed dates that are like always the Fourth of July. But yeah, I would point you right to the March 3 2022 report scheduling RecChat chat and we get a little bit more into exactly how to go through the scheduling process.
Seth Warren 40:00
Yeah, I think, Oh, I'm sorry, Zack, I didn't mean to interrupt, I was just gonna say like in this case here, where if I, you know, if I am running this as a transactional statement for just balances from last month here. So if I had begin a month minus one and a month minus one and the statement date is like just the beginning of month and due dates end of month, then what this means is, from a scheduling perspective, I would schedule this to run like on August 1, and just the first of each month, and it would look at the previous month's transactions, but then your dates, you know, are always going to move ahead with you. So, you know, from a scheduling perspective, you don't, you know, you don't have to worry about the data, having to change the dates from month to month, this will just run automatically filling in those dates based off of, you know, when the scheduled event ran, and the fields in here. So begin a month minus one, just looking at the previous month. So if you run this on August 1, it'll look at July 1 through July 31. And
Zach Malloch 40:56
in so actually, Vicky has a quick question, what does the invoice look like? And I think that just real quick, we can say, oh, it's exactly the same as the statement. It's just wherever it says statement is replaced by the word invoice voice when you're actually looking at the document. And then Bob had a question, how do you find all of the past videos? So you're going if you're in RecTrac, you can actually just Click on your support sidebar. So you have stuff maybe you could show just real quick little Oh, you're over there. Yep. That's your support sidebar. It's actually underneath.
Seth Warren 41:28
Sorry, this this was just the statement versus the invoice but it is essentially the just like you said the same thing. Just the the name here really statement versus invoice.
Zach Malloch 41:39
Statement, due date versus invoice due date, due dates, changes that so, so right from to Bob's question for the support, you get a little support icon, and then you hit the Customer Support link, then you log into support. So you do need your support credentials. I think you've just Yeah, I think just hitting that will bring you right to the login for your dynamic support portal. And then from your drop down, you have your regular support, you have case management knowledge base, and then you have rec chat. And so rec chat is where you have all of those archive sessions. And if I like to just do a CTRL F while you're on this Screen, and like Type in schedule, and then that should find, yeah, so then there's your march 3 2022 is highlighted down there report scheduling. Oh, and then Gary's asking if the rec chat from 630 is going to be posted. Brett, do you have that just so
Bret Alarcon 42:40
that I am doing that right now I just noticed that hasn't been posted yet? Somewhere? Right, doing that as we speak.
Zach Malloch 42:47
Perfect. All right. Well, I think that that brings us to the end of that. Gary will get one from last week out there for you very shortly. Thank you to everybody else. Vicki and Bob, Megan, Carol, Monica, Jamie, for Missy, all those questions that were posed, making this a good discussion, as always is. Seth, thank you so much for lending your expertise about this. Oh, yeah. No problem reaching out into some of the questions that were related to it. And Brett, thanks as always, for being there and doing all the amazing stuff you do. And you're very welcome worrying. Yeah, I think we're at a good place. So. Yeah, we'll go ahead and say goodbye to everybody. And I think we're ready to take it in for the landing. All right.
Bret Alarcon 43:32
Take it easy. Everyone.
Seth Warren 43:33
Thanks, everyone. See you later.