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Sales Manager - Menus - Special - Process Recurring Transactions

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The Process Recurring Transactions function is used to process transactions for periodic billing (i.e. monthly dues).

Two examples of what this function can do:

Monthly Dues:
- Monthly Dues invoices are entered and saved using the Sales Transaction Type "Recurring Charge".
- Some Customers pay monthly using a credit card.
- Some Customers' invoices are put On Account and statements are sent.

Off-Site Orders:
- Orders for product are entered on a laptop at a trade show.
- The Sales Transaction Type "Off-Site Order" is used to enter the Orders.
- The Orders are shipped and the credit cards are processed upon return to the office/shop.

Note: The examples described here can be automated by using the RecChrg.exe program (see below).

1- Setup the Transaction Type(s) in Configuration Manager, Settings, Sales Transactions.

For Monthly Dues, use Sales Transaction Type J: Recurring Charge.
- Check the Enabled box.
- Verify the abbreviation is set to REC.
- Verify the Data File option is set to KSTRREC.DAT.
- Verify the "Save Payments to this file" box is checked.
- Verify the assigned Hot Key is [Ctrl]+[U].

For Off-Site Orders, configure a different Sales Transaction Type (one not currently in use).
- Check the Enabled box.
- Assign the Name, Menu Name, Short Name, Abbreviation, and Description
- Note the assigned Abbreviation (i.e. OFFS - it will be needed if using RecChrg.exe).
- Verify the Data File button is set to KSTR[OFFS].DAT.
- Verify the "Save Payments to this file" box is checked.
- Assign a unique Hot Key.

2- Enter the Sales Transactions in Sales Manager

- Use the Hot Key combination to toggle to the appropriate Sales Transaction Type.
- Select the customer, enter the line items, and proceed to the Complete Sale screen.
- On the Payments screen, select the credit card payment or the On Account payment as required.
- Save the transaction.

3- When all the transactions in the Sales Transaction Types are completed

- Keystroke Advanced - Select the Process Recurring Transactions function and complete the required fields.

- Keystroke - See sample batch files below for examples of RecChrg.exe usage.

Settings ID- Identifies the configuration settings for Process Recurring Transactions (multiple Settings IDs may be saved for different configurations).

Settings Name- Description of the Settings ID.

From Trans Type- The Transaction Type from which the recurring transaction are copied. Specify how the transactions to be processed are sorted, selected, and if a range or filter is to be used (the entry method for these parameters is the same as is used on reports). These specifications allow a single Sales Transaction Type to support multiple Settings IDs by using a field on the transaction to determine the type of recurring transaction to use for each From Trans Type transaction.

To Trans Type- The Transaction Type into which the recurring transactions are copied.

Alternate Trans Type- The Transaction Type into which the recurring transactions are copied when payments are denied (and do not have a Minimum Payment requirement).

Date- The date assigned to the copied transactions (defaults to current date).

Time- The time assigned to the copied transactions (defaults to current time).

Register #- Assign a different Register Number to the copied transactions (defaults to the Register Number on the original transaction).

Clerk- Assign a different Clerk to the copied transactions (defaults to the Clerk on the original transaction).

Changes To Transactions- Contains an optional list of changes to be made to the line items on each copied transaction. The list may be edited by using the standard list commands for copy/cut/paste and add/edit items. Press [Ins] to display the Change To Line Items screen, configure the desired settings, and press [Ok] to add an entry to the list. Select an existing list entry and press [F3] or [Enter] to edit it. Each line is applied to the copied transaction in a manner similar to the way the Inventory Tag-along Item Script applies items to a transaction and uses some of the same parameters. The "Action" button defines whether an item is to be Added or Replaced. The "Location" button defines the line location for the Added or Replaced item. The options are "First Line", "Last Line", "Current Line Number", "Specific Line Number" (assign specific line number), and "Specific Inventory Item" (use the "Old Item" button to select an Inventory item from the Lookup List). If "Specific Inventory Item" is used, Keystroke searches the transaction's line items for one that matches the item specified. If one is NOT found, then the entire transaction is skipped. The "New Item" button is used to select the inventory item to add to the copied transaction. The remaining parameters are the same as are used in a Tag-along Item Script.

Print Button- Print Transactions as they are created.

Confirm Each Transaction- Confirm each new transaction as it is copied to the To Trans Type.

Save- Save changes to the current Settings ID.

Process- Process Recurring Transactions according to settings store in the current Settings ID.

Cancel- Cancel the Process Recurring Transactions function.

The RecChrg.EXE program may be run from a batch file. For Example:

REM Used for Monthly Billing. The KSTRREC.DAT file will remain for re-use next month.

Another example that includes a data file backup command and a print command:

REM ** Backing up the Data\ directory using KSBackup.exe
KSBackup.exe C:\Keyback RESETATTRIB=1
REM ** Run RecChrg.exe (Process CC and Stamp each sale w/ Reg#99)
REM ** Optional ** Run PrintSal.exe to print a sales invoice

Or, if processing Off-Site Orders, a batch file might look like this:

REM Used for Off-Site Orders.
REM The KSTROFFS.DAT file be renamed so it cannot be process again.
REM Rename the file KSTROFFS.DAT to something like 081617.OLD
DateName.exe Data\KSTROFFS.DAT Data\*.OLD

For additional details about RecChrg.exe, please see \Keystroke\Doc\RecChrg.txt.

For additional details about KSBackup.exe, please see \Keystroke\Doc\KSBackup.txt.

For additional details about PrintSal.exe, please see \Keystroke\Doc\PrintSal.txt.

For additional details about DateName.exe, please see \Keystroke\Doc\DateName.txt.


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