Waivers versus Comment Codes for Receipt Text
RecTrac 3.1.10.18.00
Problem
We want to add custom verbiage to our receipts. Should I leverage a receipt comment code or a waiver?
Solution
Depending on your business needs, you can accomplish this in RecTrac via one of three methods:
1. Waiver: A document asking patrons to acknowledge departmental policy(ies) and relinquish their legal rights accordingly to ensure patron safety while preventing organizational liability.
(incorporate print frequency/receipt; approval process (acknowledging):
2. Comment Code on Facility: A short-form message that applies to specific Facilities.
(Bulk Change):
Specific for facility or facility subset. No acknowledgment required/not legally binding
3. Daily Comment Code on Receipt Format profile: A short-form message that applies globally, to every item in that module.
(leveraging common messaging for receipts across a particular module):
Enables you to--applies to every item in that module (global setting/module)
A decision tree is a hierarchical model that uses a root node and corresponding branches to represent each business decision and its possible outcomes.
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Yes
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No
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Creating a Waiver: This enables you to determine the print frequency and capture patron acknowledgment. Setting up a waiver entails creating a Letter Group, which controls the print frequency and receipt display, writing the waiver body / adding database value codes to capture a signature, and linking your waiver to your record codes.
Steps For Solution: Creating a Waiver
- From the Rectrac main menu, go to Letter Group Management.
- Click Add.
- Give your new letter group an identifiable Letter Code.
- Select a Type that matches the module to which you plan to link the waiver.
- Decide how often you want to present this waiver using Print Frequency and Waiver Frequency Days.
- Select a Print Option to determine which types of transactions trigger the waiver to print.
- Decide how you would like the waiver to appear on the receipt using Receipt Print Option.
- Click the picklist icon next to Waiver Letter.
- On the Letter Management - Waiver screen, click Add.
- Give your new letter an identifiable Letter Code.
- Enter your waiver message into Letter Text using the rich text editor.
- To capture the Patron's signature, you will need to select Signature Code under Add Database Value Code.
- Database Value Codes can also be used to dynamically pull in record values specific to the transaction that occurred.
- See Also: To Edit the Waiver/Letter Body section of the Electronic Signature Capture Topic Doc.
- Optional: You can add a logo and make fine-tuned adjustments to your waiver under the Miscellaneous Settings group.
- Click Save.
- Back on the Letter Management - Waiver screen, with the new waiver highlighted, click Select.
- Back on the Letter Group Update screen, click Save.
- From the Rectrac main menu, go to the Management screen for the item that you wish to link the waiver to. (i.e Facility Management)
- From the DataGrid, highlight the record.
- Click Change.
- Under Additional Settings add your Waiver Code.
- Click Save.
The next time a patron purchases this item, the waiver you created will be included with their receipt.
Will this verbiage apply to all facilities or a specific group of facilities?
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All Facilities
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Specific Group of Facilities
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Adding Daily Comment Code: Add a Daily Comment Code to the entire Facility Module from the Receipt Format profile in Profile Assignments.
Enables you to leverage common messaging for receipts across a particular module, applying globally to every item within that module.
Steps For Solution: Adding Daily Comment Code
- From the Rectrac main menu, go to Profile Assignments.
- From the Linked Profiles list, highlight the Receipt Format profile active for your user/user group/workstation/default.
- Click Update.
- Click on the Daily Comment Codes/Custom Receipt Titles tab.
- Under the Daily Comment Codes By Module settings group, click the picklist icon next to Facility Reservations or the module of your choosing.
- From the DataGrid, highlight an existing comment code.
- If one does not exist or a different comment code is needed, click Add.
- Enter a unique, identifiable Comment Code.
- Under Comment Text, enter the desired message that will appear on your facility receipts.
- Click Save.
- Click Select.
- Click Save to save the profile.
The next time a patron completes a transaction within the selected module, your custom comment code will appear on their receipt.
Next time a transaction is made within the module you have chosen, your custom comment code will appear on the receipt.
You can use the Facility Bulk Change to add a comment code to specific facilities from Facility Management.
Leveraging Facility Bulk Change: Enables you to specify a faciity or faciity subset for relaying custom messages on specific receipts. These comment codes differ from waivers in that they do not require patron acknowledgement/are not legally binding.
Steps For Solution:
- From the Rectrac main menu, go to Facility Management.
- Click More > Bulk Change.
- From the Facilities DataGrid at the top of the screen, highlight all applicable facilities that you wish to link custom verbiage to-- to which you wish to link custom verbiage.
- Using the DataGrid filters on the Bulk Changes Available Fields DataGrid, locate and highlight the CommentCode.
- Click Add.
- Click the picklist icon next to the Comment Code.
- Click Add.
- Give your comment an identifiable Comment Code.
- Enter your message under the Comment Text.
- Under Additional Settings, select which Interface Type and Transaction Type you wish to have trigger this comment. --to trigger this comment
- Click Save.
- Click Select.
- Click Continue.
- Click Process Bulk Change.
Your custom code now will be linked to your selected facilities. This comment code will print on receipts generated from each selected facility's reservation.
Once the process completes, your selected facilities will now have your custom comment code linked to them which will print on receipts generated from their reservation.