Table of Contents
Payment and Refund Processing
Below are the basic processes you follow when processing payments and refunds. Refer to the on screen "i" help for options not covered. The processes described within this section are identical whether you are using Global Sales, Touch POS, SuperGrid Processing, and Pass Visit Processing.
Processing Payments
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the desired POS items.
- Select the Family Member using the program/rental/item.
- Click Add to Cart.Note: If changes are necessary, such as adjusting the quantity, highlight the item and then click Update From Cart • Update Fees From Cart . Update as applicable and then click Continue.
- Click Payment.Note: The Processing Prompts screen opens with any Questions and Conflicts associated with this purchase, review them and then click Continue.
- The Global Sales Payment screen opens.
- Enter the amount being paid today in the Total Paid field.
- Change the Pay Code to the desired tender type (i.e., cash, check, credit card).
- Choose to Preview, Print, or Email Receipt and click Process.
Processing Refunds
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Select the desired POS items within the household's Purchases.
- Deposit Refunds: Click Update Fees • Deposit Refund and it now displays within the cart.
- Refund/Cancel: Click Cancel • Cancel Selected Items and it now displays within the cart.
- Review the refund(s) in the cart. Use the Update From Cart • Update Fees From Cart when adjustments must be made (i.e., for partial refunds involving restocking fees).
- Once the cancelled/changed items are in your cart, and the refund amount is accurate, click Refund within the cart.
- The Global Sales Payment screen opens.
- Verify the refund amount within the Total Paid field.
- Select the Refund Option of your choosing:
- Refund Now - Give cash back or refund back to a Credit Card.
- Refund Apply - Refund placed on the household as a credit balance for future purchases.
- Refund Finance - Finance Department will process a check refund.
- Refund Void - Indicates that this transaction was a mistake and the amount is given as cash back or a refund back to a Credit Card.
- If using Refund Now, then choose a Pay Code (Common Options: Cash, Credit Card, Scholarship, or Gift Card).
- Choose to Preview, Print, or Email Receipt and click Process.
Paying Old Balances
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Select the desired POS item(s) within household's Purchases, and then the family member.
- Click Pay Balance • Pay Selected Balances.
- Alternatively, click Pay Balance • Pay All Old Balances.
- Once items are in your cart, follow your standard process for Processing a Payment.
Refunding Existing Household Credits
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click Payment within the Shopping Cart.
- The Global Sales Payment screen opens.
- Click Use/Refund Credit.
- Click on the credits to refund and then click Refund Selected Credit(s).
- If not refunding the full credit balance, edit the Amount field as is appropriate.
- Choose to Preview, Print, or Email Receipt and click Process.
Adding Credit to Households
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click Payment within the Shopping Cart.
- The Global Sales Payment screen opens.
- Enter the credit amount, select the pay code type for this credit, and then click Process.
Note: If you are making a sale and your patron wants to add a credit to their household balance, then the only difference is on the Global Sales Payment screen. You would enter the total amount being paid (Cost of the sale + Credit Amount), and then click Process. For Example: Today, Tammy is paying for enrolling her children into your swimming class and also wants to place a $20.00 credit on her household. Her children can use this $20.00 credit toward snacks and drinks during their class.
Activity Enrollment Processing
Below are the steps you follow for basic and most common activity enrollment processes. Refer to the on screen "i" help for options not covered.
Enrolling into Activity/Program
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click the Activity tab.
- Select the Family Member(s) to enroll.
- Select the Activity Section(s) into which the Family Member(s) want to enroll.
- Click Add to Cart and address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Transferring Between Activity/Programs
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the Family Member to transfer.
- Click on the Purchase History tab.
- Locate the Enrollment from which you want to transfer and select it.
Note: To simplify the search, filter by Module = Activity Enrollments (AR).
- With the Enrollment selected, click Change • Change/Transfer Item.
- Select the new Activity into which the Family Member is transferring and click Continue.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment if the new enrollment results in a balance or Processing a Refund if the new enrollment results in a credit.
Cancelling out of Activities/Programs
Note: If the whole section is being cancelled (i.e., due to insufficient enrollment count) then instead use the Cancel Section on the Section Management screen.
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the Family Member.
- Click on the Purchase History tab.
- Locate the Enrollment you want to cancel and select it.
Note: To simplify the search, filter by Module = Activity Enrollments (AR).
- With the Enrollment(s) selected, click Cancel • Cancel Selected Items.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Refund.
Enrolling from Waitlists
- Click Skip Household Lookup at the bottom of the lookup screen.
- Click the Waitlist tab.
- Click Modules and select the Activity Module.
- If you click Search Waitlist, this will give you all waitlists for all activities.
- Optionally, you can populate the specific activity and then click Search Waitlist to populate a specific activity's waitlist.
- Select the waitlist enrollment you are now enrolling, and click Enroll From Waitlist.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Facility Reservation Processing
Below are the steps you follow for basic and most common facility reservation processes. Refer to the on screen "i" help for options not covered.
Processing in Global Sales
New Facility Reservation
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click the Facility tab.
- Select the Family Member making the Reservation.
- Select the Facility being reserved.
- Adjust Reservation Options for the needs of the reservation (i.e., Date, Time, Setup/Cleanup Time, Headcount, Waivers, Pattern Options, etc…).
- Click Add to Cart. Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Changing a Facility Reservation
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Locate the Reservation you want to change and select it.
Note: To simplify the search, filter by Module = Facility Reservations (FR).
- Once the Reservation is selected, click Change • Change/Transfer Item.
- Adjust Reservation Options for the needs of the reservation (i.e., Date, Time, Setup/Cleanup Time, Headcount, Waivers, Pattern Options, etc…).
- Click Continue. Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment if the reservation change results in a balance or Processing a Refund if the reservation change results in a credit.
Cancelling a Facility Reservation
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Locate the Reservation you want to cancel and select it.
Note: To simplify the search, filter by Module = Facility Reservations (FR).
- With the Reservation(s) selected, click Cancel • Cancel Selected Items.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Refund.
Processing on the SuperGrid
The SuperGrid provides you with a simple graphical view that many prefer. The process you follow is similar to that of Global Sales but with the differences described in the steps that follow.
New Facility Reservations
- Click the SuperGrid tab. Select the Profile for Facilities (i.e., Default Super Grid Facility).
- Use the Criteria options to search for the appropriate Facility and reservation date.
- Click within on the SuperGrid block for desired the Date, Time, and Facility you wish to reserve. This will create a NEW � Status reservation.
- Double-click on the block and then the Event Details screen opens. Here you can change/verify the Date, Time, and Facility being reserved. Click Add to Cart.
- Select the Family Member who is making the reservation.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Changing Facility Reservations
- Click the SuperGrid tab. Select your Profile for Facilities (i.e., Default Super Grid Facility).
- Use the Criteria options to search for the reservation you wish to change.
- Double-click on the block and then the Event Details screen opens.
- Update Fees, Questions, Dates, Times, Locations, etc…, and then click Continue.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment if the reservation change results in a balance or Processing a Refund if the reservation change results in a credit.
Cancelling Facility Reservations
- Click the SuperGrid tab. Select your Profile for Facilities (i.e., Default Super Grid Facility).
- Use the Criteria options to search for the reservation you wish to change.
- Double-click on the block and then the Event Details screen opens.
- Click Cancel Item.
- Click Bulk Cancel Item if you are canceling a pattern reservation.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Refund.
Processing Facility Permits
Your organization's WebTrac might allow patrons to send a request to use their desired facility for specific dates and times without making an actual reservation within RecTrac. This gives your patrons the convenience of requesting facility use online and gives your staff control over what becomes a facility reservation: your staff reviews Permits, your staff determines which permits to accept or reject, and your staff can work through all of the needed details before creating the facility reservation.
See Topic Doc - Facility Permits.
Pass Membership Processing
Below are the steps you follow for basic and most common pass membership processes. Refer to the on screen "i" help for options not covered.
Purchasing Pass Memberships
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click either the Standard Pass tab or the Punch Pass tab depending on the membership being purchased.
- Select the Family Member(s) receiving this Membership.
- Select the desired Pass Code.
- Click Add to Cart and address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Note: Depending on your configuration, you may be prompted to take a Photo, Link a Cross Reference (Barcode), and/or Print the Pass after the payment is processed.
Transferring Between Memberships
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Locate the Membership you want to change and select it.
Note: To simplify the search, filter by Module = Pass Memberships (PM).
- Once the Membership is selected, click Change • Change/Transfer Item.
- Select the new Pass into which the Family Member is transferring and click Continue.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment if the new membership results in a balance or Processing a Refund if the new membership results in a credit.
Cancelling Pass Memberships
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Locate the Membership you want to cancel and select it.
Note: To simplify the search, filter by Module = Pass Memberships (PM).
- With the Membership selected, click Cancel • Cancel Selected Items.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Refund.
Taking Member Photos and Printing Passes
Note: These steps are applicable only if the member photo and card printing were not done during the Pass Membership sale. These steps assume you print ID cards and that your camera and printer hardware is configured).
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click Update Householdto open the Household Update screen.
Member Photos
- Find the Family Member who needs a photo and then click View Photo.
- Click Activate Camera.
- When ready, click Snap Photo and then Close.
- Print Passes
- Click Pass Print at the bottom of the screen.
- Select the passes you wish to print.
- Click Continue to print the Pass. Assuming the Pass Printer is configured, your Pass ID will print.
Pass Visit Processing
Below are the steps you follow for basic and most common pass visit processes. Refer to the on screen "i" help for options not covered.
Recording a Visit for Standard or Punch Pass Memberships
- Go to Pass Visit Processing.
- Click into the ID Swipe field.
- If you do not have fees associated with pass visits, then enable the AutoComplete Transaction field to expedite the visit process.
- Scan the barcode on the Pass ID/key fob.
- Optionally, type in the Member's last name in the ID Swipe field and press ENTER on the keyboard. Select the member visiting.
- The visit will appear in the Visits grid.
Visit Color Coding
- White background indicates a Good visit.
- Red background indicates an Incomplete visit.
- Yellow background indicates a Denied visit.
- Green background indicates a Tickler.
Note: Color coding is listed under the Options menu on the upper left-hand corner of the Visit grid.
Recording Daily Pass Visits (Admittance for the Day)
- Go to Pass Visit Processing.
- Click into the ID Swipe field.
- Generally, you want the AutoComplete Transaction field DISABLED when processing Daily visits.
- Click Daily Visit and select the appropriate Daily Pass for the visit being processed.
- The Visit displays within your cart. Repeat step 3 as needed to process multiple Daily Visits under the same receipt.
- This option assumes the AutoComplete Transaction field is disabled.
- Once items are in your cart, refer to Processing a Payment.
Rental Processing
Below are the steps you follow for basic and most common rental processes. Refer to the on screen "i" help for options not covered.
Processing in Global Sales
New Rental Reservations
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click the Rental Item tab.
- Select the desired Rental Item.
- Update the Date Range for this rental period.
- If greater than one (1), update the Quantity of the item being rented.
-
Start Rental Now
- If the patron is taking the rental item at the time of the transaction, then enable the Start Rental Now field. This creates an In Use status reservation, meaning the item cannot be rented by anyone else until it is returned.
- If the patron is NOT taking the rental item at the time of the transaction (i.e., if the patron is reserving the rental item for future use), then disable the Start Rental Now field. This will create a Pending status reservation which means the item can be rented by someone else prior to the reservation you are making.
- Click Add to Cart and address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Starting Pending-Status Rental Reservations
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the Family Member using the Rental.
- Click the Current Rental tab.
- Select the Pending-Status Rental Reservation that you want to start.
- Click Start Rental.
- Optionally, click Start Rental with Changes if you need to change the dates or times from when the pending rental was originally placed.
- Click Add to Cart and address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Note: This Process will set the Rental to In Use status, meaning the Rental Item is unavailable. The rental needs to be "Completed" in order for the item to be made "Available."
Completing Rental Reservations
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the Family Member making this rental reservation.
- Click the Current Rental tab.
- Select the Pending or In-Use Rental you wish to Complete.
- Click /Complete Rental.
- Optionally, click Complete Rental with Changes if you need to change the dates or times from when the rental was originally placed.
- Click Add to Cart and address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Note: This Process will set the Rental to Complete status, meaning the Rental Item is available for rental again.
Cancelling Rental Reservations
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the Family Member renting this item.
- Click the Purchase History tab.
- Select the Rental Item you want to cancel.
Note: To simplify the search, filter by Module = Rental Reservations (RN).
- With the Rental Item selected, click Cancel • Cancel Selected Items.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Refund.
Processing on the SuperGrid
The SuperGrid provides you with a simple graphical view that many prefer. The process you follow is similar to that of Global Sales but with the differences described in the steps that follow.
New Current-Status Rental Reservations
- Click the SuperGrid tab. Select your Profile for Rentals (i.e., Default Super Grid Rental).
- Use the Criteria options to search for the appropriate Rental Item and reservation date.
- Select the Date, Time, and Rental Item block to reserve. This will create a NEW � Status reservation within that block.
Note: Ensure the Start Rental Now option is set to "Yes, Start Reservation now."
- Double-click on the block. The Event Details screen opens where you can change/verify the Date, Time, and Rental Item being reserved.
- Click Add to Cart. Lookup the household/member who is making the reservation, if not already selected.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Note: This Process (Start Rental Now) will set the Rental to In Use status, meaning the Rental Item is unavailable. The rental needs to be "Completed" in order for the item to be made "Available."
New Future-Status Rental Reservations
- Click the SuperGrid tab. Select your Profile for Rentals (i.e., Default Super Grid Rental).
- Select the Date, Time, and Rental Item block you wish to reserve. This will create a NEW � Status reservation within that block.
Note: Ensure the Start Rental Now option is set to "No, Start Reservation In the Future."
- Double-click on the block. The Event Details screen opens where you can change/verify the Date, Time, and Rental Item being reserved.
- Click Add to Cart. Lookup the household/member who is making the reservation, if not already selected.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Payment.
Note: This Process (Start Rental in the Future) will leave the Rental in a Pending status, meaning the Rental Item is still available. The rental needs to be "Started" in order for the item to be made "Unavailable."
Starting Pending-Status Rental Reservations
- Click the SuperGrid tab. Select your Profile for Rentals (i.e., Default Super Grid Rental).
- Use the Criteria options to search for the appropriate Rental Item and reservation date.
- Double-click the desired rental block. The Event Details screen opens.
- Update Fees, Questions, Dates, Times, etc… as needed. Then click Start Rental.
- Once items are in your cart, refer to Processing a Payment.
Note: This Process (Start Rental Now) will set the Rental to In Use status, meaning the Rental Item is unavailable. The rental needs to be "Completed" in order for the item to be made "Available."
Completing Current/In Use-Status Rental Reservations
- Click the SuperGrid tab. Select your Profile for Rentals (i.e., Default Super Grid Rental).
- Use the Criteria options to search for the appropriate Rental Item and reservation date.
- Double-click the desired rental block. The Event Details screen opens.
- Update Fees, Questions, Dates, Times, etc… as needed. Then click Complete Rental with Changes.
- If there were no changes to make based on the original rental item dates and times, just click Complete Rental.
- Once items are in your cart, refer to Processing a Payment.
Note: This Process (Complete Rental) will set the Rental to Complete status, meaning the Rental Item is available for rental again.
Cancelling Rental Reservations
- Click the SuperGrid tab. Select your Profile for Rentals (i.e., Default Super Grid Rental).
- Use Criteria to search for the appropriate Rental Item and reservation date.
- Double-click the desired rental block. The Event Details screen opens.
- Click Cancel Item.
- Address any prompts (i.e., questions, fees, rule overrides, etc…).
- Once items are in your cart, refer to Processing a Refund.
Touch POS Processing
Below are the steps you follow for basic and most common activity enrollment processes. Refer to the on screen "i" help for options not covered.
Note: Your organization determines the look, layers, buttons, and labels available on the Touch POS tab. Your Touch tab likely looks very different than the one pictured in the screenshots within this section.
Selling Items in Touch POS
- Click the Touch tab.
- You will advance as a Daily/Guest, which records all sales under one programmed Daily/Guest household.
- Use your "Switch" buttons to take you to the items you are wish to sell (i.e., Home, Membership, Classes, and Facilities below).
- Click the items you are selling.
- If selling an item in a quantity (QTY) greater than 1, then use Change From Cart to update them.
- If you wish to link this sale to a household, as opposed to the Daily/Guest Household, then click HH Update or HH Change above your shopping cart. Optionally, if you have a button for this on the Touch screen, itself, then that can be used.
- There are many other Touch POS buttons that can be setup and used depending on your organization's requirements. For Example: Pop Cash Drawer, Discounts, Toggle On/Off Print, etc….
- Once items are in your cart, refer to Processing a Payment.
Example of Touch Screen Payment Buttons and Action Buttons
Click Image to Enlarge
Refunding Items in Touch POS
- Click the Touch tab.
- You will advance as a Daily/Guest, which records all sales under one programmed Daily/Guest household.
- Use your "Switch" buttons to take you to the items you are trying to refund.
- You have two (2) options for how you can refund these items. Both of these actions will produce a negative amount due in your shopping cart.
- Click the Item(s) you are returning/refunding. They will enter your cart showing an amount due. From there you can click the items to be refunded and then click Reverse to make that item a negative sale in your cart.
- Click Update Quantity first, prior to selecting the item being refunded. Then sell it at a negative quantity. Alternatively, use Update Fees From Cart on the shopping cart.
- Once items are in your cart, refer to Processing a Refund.
League Processing
Registering a Team into a League via Global Sales
Through the Global Sales screen, a coach (or other primary contact for the team) pays to register their team into a league. The team is then associated with the household who purchases that registration, and there team rosters can then be entered manually or uploaded.
See Topic Doc - Leagues.
Golf Processing
Opens the Golf Tee Sheet within Global Sales, which enables you to view available tee slots, Book, and Check-In golfers for a tee time.
See Help - Tee Sheet Processing for a complete instruction on managing golfers and tee times.