LOGIS Blog

The Purpose of Archiving in RecTrac

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ArchivingLOGIS support has noted some confusion lately about the purpose of “archiving” in RecTrac. The word “archiving” as it relates to RecTrac refers to a very specific process. It is the “clearing out” of Activity Section enrollees from the last season or period before making that Activity Section available again for new enrollees.

For example, say an aquatics course from the summer of 2016 will be offered again this summer (2017). Unlike our previous Parks and Rec system (Class), RecTrac will recycle course numbers. That is, it will use the same course number year after year for the same course. While this approach does have its distinct advantages (such as continuity in brochures and other material) it does require that the old data associated with the course number from the year before be removed. The process of this removal is called “archiving” in RecTrac.

Note that in RecTrac, the only module that requires archiving is Activity Registration. Because of the way the system works, none of the other modules—Facility Reservation, Membership Passes, Point of Sale, League Scheduling, etc.—have the archiving feature.

Archiving is typically performed just before the affected Activity Sections are about to be opened for registration for the new year. In the example above, archiving for the summer session 2016 aquatics course is now being done in preparation for offering the course in the summer 2017 session.

The actual process of archiving is too complex to get into in this short article, but a detailed document explaining it is available on the LOGIS portal at http://portal.logis.org. Go to the Parks and Recreation application site and look in the library titled “Shared Documents.” The document is called “How to Archive Activity Sections in RecTrac 3-1.” You can also contact the LOGIS RecTrac support team at rectrac@logis.org with questions.

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Category: Parks and Recreation Systems

Enhancement to Cash Flow Report

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cash flow and signs over white background design over white

One of the many enhancements included in the latest release of the Property Data System was a much-anticipated improved Cash Flow report. The previous version of the report remains intact and would only display the cash flow for selected assessments for a maximum of 10 years.

The new version of the report will now display the cash flow of selected assessments for the term of the assessment.

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Category: Property Data

Form 1099 Processing completed; Now Preparing for Annual Financial Audits

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1099 FormsAlmost 1,200 1099s were printed for the LOGIS consortium members this year, which was a little more than a 5% increase over last year.  With this process completed, members and LOGIS Support Staff gear up for the annual Financial Audits.  This of course includes year end entries, and updating Fixed Asset activity for the year.  While some members process these changes throughout the year, many members complete all the asset activity in February, meaning support calls won’t slow down any time soon.

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Category: Financial Systems

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