Table of Contents
Summary
The following presents a brief synopsis of programs and processes that are Required or Should be Run/Done in RecTrac at end of quantifiable periods, such as Days, Months, Seasons or Years. Some reports and processes will be listed as Optional. This document does not provide step-by-step instruction. Rather it simply lists the programs and processes that you may opt to run. If you have additional questions about Period End Processes after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
License – Maintenance Agreement
Period End Processes are free. Use of these interfaces requires a VSI license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Period End Processes
Notes: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
This document lists standard VSI reports only (i.e. VSI - Cash Journal, VSI - GL Distribution (Dynamic), etc…). In the event your Department uses Custom Reports in lieu of VSI standard reports, you will want to run your equivalent reports as applicable. For Example: If you have a Custom Cash Journal, then when this document advises you to run the VSI - Cash Journal, you will run your custom Cash Journal instead.
Unless a file path is given specifically, all Reports listed in this document are located in the Report Output Listing program. For best results, enter a keyword in the Description field and <tab> out of it. Then highlight/select the report and click Run Report. For Example: Entering Cash in the Description field of the Report Output Listing program will find the VSI - Cash Journal. Highlight/select it and click Run Report.
What to do at the End of a Day
End of Day Cashout - NOT using End of Shift Processing
The following steps should be completed at the end of a work shift or at the end of a business day, provided your organization does NOT use RecTrac End of Shift Processing.
- Remove your cash drawer and count your cash.
- Total the refund vouchers that you’ve printed out that day. Treat them as a separate tender type.
- Run the VSI - Refund Listing Report. You might attach to this report all refund vouchers printed for that day.
- Run the VSI - Cash Journal using a Standard Balance Sheet (Cash Journal Format Options screen). Make sure to use your pre-defined selection range.
- Enter your cash totals on the Balance Sheet.
- Run the VSI - GLDistribution (Dynamic) for the same selection range as you used for the Cash Journal.
- If the net debit and credit totals on the Cash Journal and GL Distribution reports match and your cash drawer tender totals match the Cash Journal tender totals, turn in the cash and reports to your manager or finance department. You have successfully balanced!
- If the report totals don’t match each other and/or your drawer totals don’t match the reports, refer to What to Check if You are Out of Balance. Click on the appropriate topic.
- Once you’ve balanced, you may run the GL Interface program to create a batch file for import into your finance department’s software.
Note: Only organizations that automatically interface with an accounting system will do this.
- Log out of RecTrac.
Manager - If you use a credit card interface, run the VSI - Credit Card Report. Verify that the totals for your credit card account/device balance to the cash and gl reports for the credit card payment types.
If the totals are correct, follow your normal procedures to close the batch (auto-settle or manual settle).
Remember, your goal is to:- Match your cash drawer totals by tender type to the Cash Journal tender types.
- Match the Cash Journal net debits and credits total to the GL Distribution net debits and credits total.
- Match the refund vouchers to the Global Refund Report; they should also balance to the Refund Payment Codes on your Cash Journal and GL Distribution reports.
End of Day Cashout - Using End of Shift Processing
RecTrac End of Shift procedures are organization/site specific. Refer to your set up notes and other training materials. Refer to the RecTrac End of Shift Processing Topic Doc as needed.
Pass Module
Required
Run the Pass Snap Shot Post program (Management Ribbon • Pass Management). When run, the Snap Shot Post program will store how many active, expired, lost, revoked, suspended, future, and canceled memberships you have for the current date.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Should be Run if Pass Codes are set up to Track Visit Sign Outs
Run the Pass Visit Swipe Out program (Management Ribbon • Pass Management). This program can be used to swipe-out members for a given date from a given location automatically and should be run if your Pass Codes are set up to Track Visit Sign Outs.
Note: IF your Pass Codes are set up to Track Visit Sign Out, then this program should be scheduled to run daily at a time when all patrons should be swiped out of your facilities, such as just after closing. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Should be Run if you use the fitRewards Interface
Run the fitRewards Interface program (Management Ribbon • Pass Management). This program is used to upload the Member and Reward Points .csv files to the fitRewards FTP site. It is best to run this interface when your facilities are closed.
Note: This program should be scheduled to run daily at a time when your facilities are closed. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Rental Module
Required
Run the Rental Detail Status Change program (Management Ribbon • Rental Management) to print lists of the rental items that should have either been returned or picked up by the current system time/date but have not yet been returned or picked up. The program can also process auto returns. Auto returns allow you to automatically return rental items without having to return the item for each household through the Rental Check Out/Check In program. When processing auto returns, no fees are processed. It is therefore recommended that you only process auto returns for rental items to which no fees are attached or for which you collect all payments in advance.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
What to do at the End of a Month
Global Month End Processes
Optional
Run the Statements program (Management Ribbon • System Management • Period End Processes group) for all applicable modules that your organization uses. "Statements" includes run options for Invoices, Statements and Child Care Statements.
Optional
Run the Installment Billing program Management Ribbon • System Management • Period End Processes group), if you use Auto/Debit and/or Installment Billing.
Optional
Run the VSI Installment Bill Listing Report to list patrons whose Credit Cards are due to expire. Go to the Billing Detail Filters group • Warning Status field and select the appropriate filter(s).
Optional
Run the Accrual Processing program (Management Ribbon • System Management • Period End Processes group).
Note: This is applicable only if your department runs Accrual/Receivables.
Optional
Run the Household Trial Balance Report (Reporting Ribbon • Report Listing • Household and Family Member group t) for credits ($0.01-) only. Compare this value to the net amount of the GL report for the Control Account.
Optional
Use the Trial Balance report to report on receivables owed to you.
Activity Module
Optional
If you pay Instructors on a monthly basis, then run the Instructor Pay Processing program (Management Ribbon • Activity Management • Instructor Pay Processing. Be sure to run the program for each pay option that applies:
- Percent - You may optionally run this program at one point (or multiple points) during the season and pay instructors a portion of their earnings at each run and then run the program at the end of the season and pay instructors the remaining percentage.
- Per Head - This option is included under end of season assuming that you pay instructors at the end of the activity season. If you pay instructors at other times during the season, run this program as needed.
- Hourly - This option is included here assuming that you pay instructors at the end of the activity season. If you pay instructors on a regularly scheduled basis, such as every two weeks, run this option at that time.
- Flat - T his option is included under end of season assuming that you pay instructors at the end of the activity season. If you pay instructors two weeks into the activity season, run this program at that t time.
Facility Module
Should be Done
Review the Time Blocks, Rules, and Open/Close times on your Facilities (Management Ribbon • Facility Management • Facility) to ensure they are applicable for the coming month. Make changes as needed.
Note: Functionality for Bulk Attendance Post will be introduced in a future build.
Pass Module
Should be Run
Run the Pass Snap Shot Post program (Management Ribbon • Pass Management). When run, the Snap Shot Post program will store how many active, expired, lost, revoked, suspended, future, and cancelled memberships you have for the current date.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Optional
Run the VSI - PM Member Count Report which provides an output of Pass statuses based on this program. VSI recommends scheduling this report to run on daily basis, approximately 15 minutes after the Pass Member Snap Shot program.
Optional
Run the VSI - PM RecConnect to send out pass renewal notification mailings for those passes set to expire in the next month.
Should be Run if you use the Silver Sneakers Interface
Run the Silver Sneakers Interface program (Management Ribbon • Pass Management). This program is used to export pass visit data of your Silver Sneakers Fitness Program members in a format that matches the Healthways Silver Sneaker record layout. It is best to run this interface when your facilities are closed.
Note: VSI recommends running this program on a monthly basis at a minimum. However, you should consult with Healthways and run the program on the schedule they advise.
Point of Modules (Inventory, Service Items and Tickets)
Required
The Inventory Valuation Scheduled Event is hardcoded to run at midnight on the first of every month. Ensure this program appears in Scheduled Events Management and that its status is Active.
Should be Run
Run and print the following reports on the first day of the "new" month (after the Inventory Valuation Scheduled Event has run) for the preceding month. For Example: On the 1st of June you would run these report for the period 1 - 31 May. These reports provide for month-to-month comparison reporting.
- VSI - Inventory Cost Value Comparison Report
- VSI - Inventory Valuation Report
- VSI - Cost of Goods Sold Report
- VSI - Sales History Report
Should be Run
Do a physical count of all inventory and post it using the Inventory Posting program (Management Ribbon • POS • Inventory Posting). This is a prerequisite for month-to-month comparison reporting.
Rental Module
Should be Run
Run the Weekly Rental Availability Report for Rental Item Status of "Waitlist." Use this to verify the accuracy of the Waiting List for your Rental Items, if any.
Should be Done
Review the Time Blocks, Rules, and Open/Close times for your Rental Items (Management Ribbon • Rental Management • Rental Class Management/Rental Item Management) to ensure they are applicable for the coming month. Make changes as needed.
Court Module
Should be Done
Review the Time Blocks, Rules, and Open/Close times on your Court Facilities (Management Ribbon • Facility Management • Facility) to ensure they are applicable for the coming month. Make changes as needed.
Personal Trainer Module
Should be Done
Review your Personal Trainer Trainer Links for Facilities, Purpose Codes, Time Blocks, Rate Tables and GL Codes to ensure they are applicable for the coming month. Make changes as needed.
Optional
If you pay Personal Trainers on a monthly basis, then run the Trainer Pay Processing program (Management Ribbon • Personal Trainer Management • Trainer Pay Processing. Be sure to run the program for each pay option that applies:
- Percent - You may optionally run this program at one point (or multiple points) during the season and pay instructors a portion of their earnings at each run and then run the program at the end of the season and pay instructors the remaining percentage.
- Per Head - This option is included under end of season assuming that you pay instructors at the end of the activity season. If you pay instructors at other times during the season, run this program as needed.
- Hourly - This option is included here assuming that you pay instructors at the end of the activity season. If you pay instructors on a regularly scheduled basis, such as every two weeks, run this option at that time.
Locker Module
Optional
Run the Locker Status Update program (Management Ribbon • Locker Management • Locker Room Management) to change any rented locker’s internal status and to charge impound fees, if necessary. This is a good program to run if you use fixed expiration dates for your lockers, such as the last day of month or the end of a school semester, etc….
Note: The Abandoned Locker Deposit Reallocation program will be introduced in a future build.
Golf Module
Should be Run
If using tee times, run the Tee Time Generation program (Management Ribbon • Golf Management) to create next month’s tee times if they are created one month in advance.
System Module
Should be Run
Run the Household Duplicate Listing (Reporting ribbon • Report Listing • Household & Family Member group) for both Households and Family Members to produce Suspect Duplicate Household and Family Member Listings. You can then use these lists to clean up household and family member files as necessary.
What to do at the Beginning of a Season
Activity Module
Should be Done
Verify that last year's/last season's rosters have been archived in preparation for the upcoming season. If they have not, use the Section Archive program (Management Ribbon • Activity Management • Section Archive) to transfer the rosters.
Should be Done
Verify that all file management for upcoming activities is complete and correct. This includes (but is not limited to) section dates/times, Holidays and other "skip dates," linked facilities, etc… .
Should be Done
Review Fees, Rules, and Questions and update as needed.
Optional
If you use WebTrac, verify that the classes display correctly on the Web and that customers are able to add the classes to the 'shopping cart.' Use the Bulk Web Settings Change program (Management Ribbon • System Management • WebTrac Management group) as needed.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Optional
Run the System Reservations program (Management Ribbon • Activity Management • Activity Management • Reserve Facility) for the new season’s activities if not already done.
Facility Module
Should be Done
Review the Time Blocks and Open/Close times on your Facilities and update as needed for the coming season.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Pass Module
Should be Done
Update any default membership and expiration dates on your Pass Codes as needed.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Point of Sale Modules (Inventory, Service Items and Tickets)
Should be Done
Review Fees, Rules, and Questions and update as needed.
Rental Module
Should be Done
Review the Time Blocks and Open/Close times on your Rentals and update as needed for the coming season.
Should be Done
Review Fees, Rules, and Questions and update as needed.
League Module
Should be Done
Verify that last year's/last season's leagues have been archived in preparation for the upcoming season. If they have not, use the League Archive program (Management Ribbon • League Management • League Archive) to transfer the team rosters. This process also initializes the League which allows you to re-use the league for "this" season.
Should be Done
Verify that all file management for upcoming league is complete and correct. This includes (but is not limited to) league dates/times, Holidays and other "skip dates," linked facilities, etc… .
Should be Done
Review Fees, Rules, and Questions and update as needed.
Optional
If you use WebTrac, verify that the leagues display correctly on the Web and that customers are able to add the leagues to the 'shopping cart.' Use the Bulk Web Settings Change program (Management Ribbon • System Management • WebTrac Management group) as needed.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Optional
Generate Schedules as needed for the upcoming season's leagues (Management Ribbon • League Management • League Schedule Management)
Optional
Use the History Purge program with the League Module selected (Management Ribbon • Period End Processes group) to purge history for leagues you no longer want to maintain
THEN
Go to League Management and delete the League Codes from the DataGrid.
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Trip Module
Should be Done
Review Fees, Rules, and Questions and update as needed.
Court Module
Should be Done
Review the Time Blocks and Open/Close times on your Courts and update as needed for the coming season.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Personal Trainer Module
Should be Done
Review your Personal Trainer Trainer Links for Facilities, Purpose Codes, Time Blocks, Rate Tables and GL Codes. Make changes as needed.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Locker Module
Should be Done
Update any default rental start and expiration dates on your Locker Rooms as needed.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Golf Module
Optional
If using seasonal tee times by season, run the Tee Time Generation program (Management Ribbon • Golf Management) to create this season's tee times.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Note: Remember that Fees, Rules, and Questions can be linked to your Golf Courses, themselves, or to POS Inventory and Service Items. Be sure to check in the appropriate places.
System Module
Nothing Applicable.
What to do at the End of a Season
Activity Module
Should be Run
Print the following reports on the same range of classes that you plan to Archive (see below):
- VSI - Activity Bottom Line Report
- VSI - Activity Fees Report
- VSI - Refund Listing Report
- VSI - Cash Receipts Journal and the GL Distribution (Dynamic) Reports
(Run for the same date range on which you will run the purge programs for cash and GL transactions. You will want to retain a copy of these reports for audit purposes.) - Any other statistical reports on which you need to report information.
Note: The Miscellaneous Income/Expense report will be introduced in a future build.
Required
Once the reports have been printed, run the Section Archive program (Management Ribbon • Activity Management • Section Archive) to transfer the rosters. This program must be run before you begin enrollments for your next cycle of seasons. For Example: If you began using RecTrac with your summer season, then you would have to run the Section Archive before you started enrollments for the next summer session. This program must be run at least once per year.
Optional
Prepare your Activity Brochure Interface (Management Ribbon • Activity Management • AR Brochure) for upcoming season.
Optional
If you use WebTrac, verify that the classes display correctly on the Web and that customers are able to add the classes to the 'shopping cart.' Use the Bulk Web Settings Change program (Management Ribbon • System Management • WebTrac Management group) as needed.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Optional
If you pay Instructors on a seasonal basis, then run the Instructor Pay Processing program (Management Ribbon • Activity Management • Instructor Pay Processing. Be sure to run the program for each pay option that applies:
- Percent - You may optionally run this program at one point (or multiple points) during the season and pay instructors a portion of their earnings at each run and then run the program at the end of the season and pay instructors the remaining percentage.
- Per Head - This option is included under end of season assuming that you pay instructors at the end of the activity season. If you pay instructors at other times during the season, run this program as needed.
- Hourly - This option is included here assuming that you pay instructors at the end of the activity season. If you pay instructors on a regularly scheduled basis, such as every two weeks, run this option at that time.
- Flat - T his option is included under end of season assuming that you pay instructors at the end of the activity season. If you pay instructors two weeks into the activity season, run this program at that t time.
Facility Module
Should be Done
Review the Time Blocks and Open/Close times on your Facilities and update as needed for the next season.
Pass Module
Optional
Print the following reports for audit purposes prior to running any of the period end programs listed below
- VSI - Pass Member Visit History Report
- VSI - Pass Membership Report
- VSI - Pass Code Listing
- VSI - Pass History Analysis Report
Optional
Purge Pass Visits. Run the History Purge program with the Pass Module selected (Management Ribbon • Period End Processes group). Select the Purge Visits option. This program purges visit statistics that are used for the Pass Member Visit History Report. Generally speaking, you want to keep a minimum of three years of visit history, so make sure your Purge End Date is three years ago.
Optional
If you do NOT allow Pass Membership Renewals, then run the History Purge program with the Pass Module selected (Management Ribbon • Period End Processes group). Select the Purge Memberships option.
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Point of Sale Modules (Inventory, Service Items and Tickets)
Nothing Applicable
Rental Module
Should be Done
Review the Time Blocks and Open/Close times on your Rentals and update as needed for the next season.
League Module
Should be Run
Print the following reports on the same range of leagues that you plan to Archive (see below):
- VSI - League Schedule
- VSI - League Schedule with Standings Report
Required
Once the reports have been printed, run the League Archive program (Management Ribbon • League Management • League Archive) to transfer the team rosters. This process also initializes the League which allows you to re-use the league for "next" season.
Optional
If you use WebTrac, verify that the leagues display correctly on the Web and that customers are able to add the leagues to the 'shopping cart.' Use the Bulk Web Settings Change program (Management Ribbon • System Management • WebTrac Management group) as needed.
Note: This program should be scheduled to run daily. Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Trip Module
Nothing Applicable
Court Module
Should be Done
Review the Time Blocks and Open/Close times on your Court Facilities and update as needed for the next season.
Personal Trainer Module
Should be Done
Review your Personal Trainer Trainer Links for Facilities, Purpose Codes, Time Blocks, Rate Tables and GL Codes to ensure they are applicable for the coming month. Make changes as needed.
Optional
If you pay Personal Trainers on a seasonal basis, then run the Trainer Pay Processing program (Management Ribbon • Personal Trainer Management • Trainer Pay Processing. Be sure to run the program for each pay option that applies:
- Percent - You may optionally run this program at one point (or multiple points) during the season and pay instructors a portion of their earnings at each run and then run the program at the end of the season and pay instructors the remaining percentage.
- Per Head - This option is included under end of season assuming that you pay instructors at the end of the activity season. If you pay instructors at other times during the season, run this program as needed.
- Hourly - This option is included here assuming that you pay instructors at the end of the activity season. If you pay instructors on a regularly scheduled basis, such as every two weeks, run this option at that time.
Locker Module
Optional
Run the Locker Status Update program (Management Ribbon • Locker Management • Locker Room Management) to change any rented locker’s internal status and to charge impound fees, if necessary. This is a good program to run if you use fixed expiration dates for your lockers, such as the last day of month or the end of a school semester, etc….
Note: The Abandoned Locker Deposit Reallocation program will be introduced in a future build.
Golf Module
Optional
If using tee times and you want to purge previous season’s worth of tee time reservations, run the History Purge program with the Golf Module selected (Management Ribbon • Period End Processes group). Select the Golf Course Code(s) for which you wish to delete Tee Times.
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Optional
If using seasonal tee times by season, run the Tee Time Generation program (Management Ribbon • Golf Management) to create next season's tee times.
System Module
Nothing Applicable
What to do at the End of a Year
Be Certain of your Year End Date
The Begin Fiscal Month field is located on your Static Parameters profile • Financial Settings group.
- If your Fiscal Year is January - December, run the following processes on 31 December or before you start processing in January
- If your Fiscal Year is OTHER THAN January - December, run the following processes on the last day of your Fiscal Year OR before you start any processing on the first day of "next" year. For Example: If your Fiscal Year is July - June, you would run these processes on 30 June or before you start processing in July.
The year end programs and processes listed in this section for all modules should be run consistently, either on a calendar year basis or on a fiscal year basis, depending on how your organization calculates a year. Do not run some of them at calendar year end and others at fiscal yearend.
Note: The exception to this "rule" is the Grade Bump program, which should be scheduled to run once a year based on your School Year calendar. Refer to Grade Bump below for further information.
Required
Perform a backup of RecTrac before you begin the year end processes. You can opt to perform a full backup of the \VSI3 directory OR you can run an online backup of the running database.
-
Full Backup - If backing up the entire \VSI3 directory with all its subdirectories. Your RecTrac engines must be shut down to ensure your database is backed up.
- When you finish the backup, validate that the backup tape or disks are good. Label the backup as RecTrac Final Backup Year End mm/dd/yyyy. You will want to save this backup in a fireproof, waterproof, secure place for at least one year.
- Online Backup - Online backups can be performed on demand via the Backup profile or you can run one as a Scheduled Event.
Should be Done
Restore your backup to Demo using the VSI Restore DB Utility. This allows you to verify the backup is "good" before running your year-end processes.
Activity Module
Required
If you run daycare-type activities (or any "annual on-going" activities), use the Section Archive program (Management Ribbon • Activity Management • Section Archive) to transfer the "this year's" rosters and ready your programs for "next year'" enrollments.
Should be Done
Verify that all file management for upcoming daycare-type activities (or "annual on-going" activities) is complete and correct. This includes (but is not limited to) section dates/times, Holidays and other "skip dates," linked facilities, etc… .
Should be Done
Review Fees, Rules, and Questions for these activities and update for the new year as needed.
Optional
Use the History Purge program with the Activity Module selected (Management Ribbon • Period End Processes group) to purge history for activities you no longer want to maintain. VSI recommends keeping at least three (3) years of data, so you will want to purge roster history that is a minimum of three (3) years old
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Purge options exist for Enrollments, Visits, and for Archived Activities only. Select all options that apply. Use the "i" and "?" Help icons for field definitions, if needed.
Optional
Go to Activity Management and delete any Activity Codes from the DataGrid that you no longer use.
Optional
Go to Activity Section Management and delete any Activity Section Codes from the DataGrid that you no longer use.
Facility Module
Should be Done
Review the Time Blocks, Rules, and Open/Close times on your Facilities (Management Ribbon • Facility Management • Facility) to ensure they are applicable for the coming year. Make changes as needed.
Should be Done
Review Fees, Rules, and Questions and update for the new year as needed.
Optional
Use the History Purge program with the Facility Module selected (Management Ribbon • Period End Processes group) to purge history for reservations you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge reservation history that is a minimum of three (3) years old.
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Optional
Go to Facility Management and delete any Facility Codes from the DataGrid that you no longer use.
Optional
Go to Facility Class Management and delete any Facility Class Codes from the DataGrid that you no longer use.
Optional
Go to Facility Location Management and delete any Facility Location Codes from the DataGrid that you no longer use.
Pass Module
Should be Done
Review Fees, Rules, and Questions and update for the new year as needed.
Optional
Use the History Purge program with the Pass Module selected (Management Ribbon • Period End Processes group) to purge history for pass memberships and/or pass visits you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge membership and visit history that is a minimum of three (3) years old
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Purge options exist for Memberships and Visits. Select all options that apply. Use the "i" and "?" Help icons for field definitions, if needed.
Optional
Go to Pass Management and delete any Pass Codes from the DataGrid that you no longer use.
Point of Sale Modules (Inventory, Service Items and Tickets)
Should be Done
Review Fees, Rules, and Questions and update for the new year as needed.
Optional
Use the History Purge program with the Inventory, Service Items, and Tickets options selected (Management Ribbon • Period End Processes group) to purge history for Point of Sale Inventory, Service Item, and Tickets you no longer need to retain. VSI recommends keeping at least three (3) years of data*, so you will want to purge membership and visit history that is a minimum of three (3) years old
Optional
Go to Inventory Management and delete any Inventory Codes from the DataGrid that you no longer use.
Optional
Go to Service Item Management and delete any Service Item Codes from the DataGrid that you no longer use.
Optional
Go to POS Ticket Management and delete any Ticket Codes from the DataGrid that you no longer use.
Rental Module
League Module
Should be Done
Review the Time Blocks, Rules, and Open/Close times on your Rental Items (Management Ribbon •Rental Class Management/Rental Item Management • Facility) to ensure they are applicable for the coming year. Make changes as needed.
Should be Done
Review Fees, Rules, and Questions and update for the new year as needed.
Optional
Use the History Purge program with the Rentals Module selected (Management Ribbon • Period End Processes group) to purge history for rental reservations you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge reservation history that is a minimum of three (3) years old
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Optional
Go to Rental Item Management and delete any Rental Item Codes from the DataGrid that you no longer use.
Optional
Go to Rental Class Management and delete any Rental Item Codes from the DataGrid that you no longer use.
Trip Module
Should be Done
Review Fees, Rules, and Questions and update for the new year as needed.
Optional
Use the History Purge program with the Trip Module selected (Management Ribbon • Period End Processes group) to purge history for trips you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge trip history that is a minimum of three (3) years old
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Optional
Go to Trip Management and delete any Trip Codes from the DataGrid that you no longer use.
Court Module
Should be Done
Review the Time Blocks, Rules, and Open/Close times on your Court Facilities (Management Ribbon • Facility Management • Facility) to ensure they are applicable for the coming year. Make changes as needed.
Should be Done
Review Fees, Rules, and Questions and update for the new year as needed.
Optional
Use the History Purge program with the Court Module selected (Management Ribbon • Period End Processes group) to purge history for bookings/reservations you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge reservation/booking history that is a minimum of three (3) years old
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Optional
Go to Facility Management and delete any Facility Court Codes from the DataGrid that you no longer use.
Optional
Go to Facility Class Management and delete any Facility Class Codes from the DataGrid that you no longer use.
Optional
Go to Facility Location Management and delete any Facility Location Codes from the DataGrid that you no longer use.
Personal Trainer Module
Should be Done
Review your Personal Trainer Trainer Links for Facilities, Purpose Codes, Time Blocks, Rate Tables and GL Codes to ensure they are applicable for the coming month. Make changes as needed.
Optional
Use the History Purge program with the Personal Trainers Module selected (Management Ribbon • Period End Processes group) to purge history for Personal Trainers you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge trainer history that is a minimum of three (3) years old
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
Optional
Go to Personal Trainer Management and delete any Personal Trainer Codes from the DataGrid that you no longer use.
Locker Module
Should be Done
Update any default rental start and expiration dates on your Locker Rooms as needed.
Should be Done
Review Fees, Rules, and Questions and update as needed.
Optional
Use the History Purge program with the Lockers Module selected (Management Ribbon • Period End Processes group) to purge history for Lockers you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge locker rental history that is a minimum of three (3) years old
Optional
Go to Locker Management in your Locker Room(s) and delete any Locker Codes from the DataGrid that you no longer use.
Optional
Go to Locker Room Management and delete any Locker Room Codes from the DataGrid that you no longer use.
Optional
Go to Locker Room Management and delete any Locker Room Codes from the DataGrid that you no longer use.
Golf Module
Should be Done
Review Fees, Rules, and Questions and update as needed.
Note: Remember that Fees, Rules, and Questions can be linked to your Golf Courses, themselves, or to POS Inventory and Service Items. Be sure to check in the appropriate places.
Should be Run
If using tee times, run the Tee Time Generation program (Management Ribbon • Golf Management) to create next year’s tee times if you create them for an entire year.
Optional
Use the History Purge program with the Tee Times Module selected (Management Ribbon • Period End Processes group) to purge history for Tee Times you no longer need to retain. VSI recommends keeping at least three (3) years of data, so you will want to purge tee time history that is a minimum of three (3) years old.
Note: The History Purge program requires you to contact Vermont Systems Customer Support for an access code.
System Module
Should be Done
Update your system holidays in the Holiday Management (Management Ribbon • System Management • Misc Management group).
Should be Done
Review your Scheduled Events (Management Ribbon • System Management • Misc Management group) to ensure the Ending Date for on-going events is not nearing expiration. Adjust dates as needed.
Should be Run
Run the Grade Bump program to advance the School Grade values for your school-aged Family Members.
Note: This program should be scheduled to run annually. Grade Bump should be run once a year based on your School Year calendar, either in the Fall prior to the beginning of the "new" school year or in the Spring at the end of the "old" school year (VSI recommends running this program in the Fall). Contact Vermont Systems Customer support for information on how to schedule processes/reports, if needed.
Should be Run
Run the Bulk Credit Card Status Change program to set the status for patrons credit cards to 'Inactive' based on the Year entered. EPayInfo records with a status of 'Inactive' are not visible by default on the EPay Info Management DataGrid (the screen where credit cards are stored in Household Update • Financial Info) or on Payment screens.
Optional
Run the VSI - Cash Journal and VSI - GL Summary Distribution reports for the year.
Notes: These two reports can be lengthy and may take hours to run. Plan accordingly. VSI recommends bumping your Max Pages per Report value to a big number, such as 99,999 for this process. Set the value back to its normal number afterward. Max Pages per Report is maintained on the Daily Processing profile • Reporting Default Options group.
Optional Run the Document Purge program to purge any Pass print .pdfs, Ticket print .pdfs, Gift Certificates print .pdfs, and Report files (.csv, .docx, .pdf, etc…) from the database that you no longer need to retain. Use the "i" and "?" Help icons for field definitions, if needed. VSI recommends keeping at least three (3) years of data, so you will want to purge document history that is a minimum of three (3) years old.
Appendix
What to Check if You are Out of Balance
The following examples show some common end-of-day error scenarios and how to correct them:
In Balance
The Scenario | Your Cash Drawer Totals | Cash Journal by Tender | GL Distribution |
---|---|---|---|
In Balance | $90.00 - Checks | $90.00 - Check | $10.00 - Sales Tax |
$25.00 - Cash | $25.00 - Cash | $135.00 - Programs | |
$45.00 - Credit Cards | $45.00 - Credit Cards | $15.00 - T-Shirt Sales | |
Total: $160.00 | Total: $160.00 | Total: $160.00 |
If your cash drawer tender totals match the Cash Journal tender types exactly and the Cash Journal and GL totals match, then you are in balance and nothing needs to be done.
Tender Type Switch
The Scenario | Your Cash Drawer Totals | Cash Journal by Tender | GL Distribution |
---|---|---|---|
Tender Type Switch | $100.00 - Checks | $90.00 - Check | $10.00 - Sales Tax |
$25.00 - Cash | $25.00 - Cash | $135.00 - Programs | |
$35.00 - Credit Cards | $45.00 - Credit Cards | $15.00 - T-Shirt Sales | |
Total: $160.00 | Total: $160.00 | Total: $160.00 |
If the Cash Journal and GL totals match, but your cash drawer tender totals do not match the Cash Journal tender types: Recount your cash drawer. You may have miscounted among the different tender types.
OR
If your cash drawer recount holds up, match each check and credit card receipt by name or number to the Cash Journal. You may find that an incorrect payment type was processed for a transaction. In the above example: A $10 credit card payment accidentally got processed as a check, so the checks are OVER while credit cards are SHORT by the same amount. To correct it, find the erroneous transaction, process a Transaction Update • Reverse Receipt Payments (Processing Ribbon • Transaction Update) and reapply with the correct payment type. Use the "i" and "?" Help icons for field definitions, if needed.
Tender Type Over
The Scenario | Your Cash Drawer Totals | Cash Journal by Tender | GL Distribution |
---|---|---|---|
Tender Type Over | $90.00 - Checks | $90.00 - Check | $10.00 - Sales Tax |
$30.00 - Cash | $25.00 - Cash | $135.00 - Programs | |
$45.00 - Credit Cards | $45.00 - Credit Cards | $15.00 - T-Shirt Sales | |
Total: $165.00 | Total: $160.00 | Total: $160.00 |
If the Cash Journal and GL totals match, but you have more money than the Cash Journal and GL say you should have: Recount your cash drawer, check and credit card receipts. You may have miscounted the total.
OR
If your cash drawer recount holds up, then match up each check and credit card receipt by name or number to the Cash Journal Detail. You may find that an extra check or credit card item was put into your drawer, but not processed in RecTrac. Unfortunately, if the extra $ is cash, it may be more difficult to find out which household it belongs to. If you save copies of all receipts for the day, match them up with the cash drawer items. To correct the problem, find the household in question, process the transaction and apply the payment.
OR
If the above steps don’t yield you an answer, you may post the "cash over" as a miscellaneous transaction for the day.
Tender Type Short
The Scenario | Your Cash Drawer Totals | Cash Journal by Tender | GL Distribution |
---|---|---|---|
Tender Type Short | $90.00 - Checks | $90.00 - Check | $10.00 - Sales Tax |
$25.00 - Cash | $30.00 - Cash | $135.00 - Programs | |
$45.00 - Credit Cards | $45.00 - Credit Cards | $15.00 - T-Shirt Sales | |
Total: $155.00 | Total: $160.00 | Total: $160.00 |
If the Cash Journal and GL totals match, but you have less money than the Cash Journal and GL say you should have: recount your cash drawer, check and credit card receipts. You may have miscounted the total.
OR
If your cash drawer recount holds up, then match up each check and credit card receipt by name or number to the Cash Journal Detail. You may find that an extra payment was processed in RecTrac, with no money put into your drawer.(This sometimes happens if you have setup RecTrac to default to "full payments" on the payment screen, and you quickly advance through the payment screen, thus posting a payment that was never made.) Unfortunately, if the $ short is cash, it may be more difficult to find out what household had a payment applied in error. If you save copies of all receipts for the day, match them up with the cash drawer items. To correct the problem, find the household in question, reverse the transaction and process again with no payment.
OR
If the above steps don’t yield you an answer, you may post the "cash short" as a miscellaneous transaction for the day.
Cash and GL Out of Balance
The Scenario | Your Cash Drawer Totals | Cash Journal by Tender | GL Distribution |
---|---|---|---|
Cash and GL Out of Balance | $90.00 - Checks | $90.00 - Check | $5.00 - Sales Tax |
$25.00 - Cash | $25.00 - Cash | $135.00 - Programs | |
$45.00 - Credit Cards | $45.00 - Credit Cards | $15.00 - T-Shirt Sales | |
Total: $160.00 | Total: $160.00 | Total: $155.00 |
If your cash drawer totals match either the Cash Journal totals or the GL Distribution totals but the Cash Journal and GL totals don’t match each other: Click Default Settings on both the Cash Journal and GL Reports and run each again. The Cash Journal and GL Report read from the same Table in RecTrac 31, so if there is a discrepancy in the reporting, it is likely your report parameters are not the same.
OR
If your report parameters match and you still have a discrepancy in the report totals, there may be a bug in the coding of the reports being run. Contact VSI Customer Support at 1-877-883-8757 to report your findings.