The first step in resolving any PARKS DIRECT account listed on your accounts receivable (AR) report is to first verify that each balance listed on the report is accurate. In some cases, these balances are the result of non-payments. Each record that appears on your AR report can be resolved in one of three possible ways:
If the balance was determined to be in error
- Remove the balance from the account by way of cancellation/updating fees.
If the balance was determined to be accurate
- Retrieve payment for the full balance owed.
-OR-
- Freeze the account with all loose ends tied up, and update the alert text.
Sign in to PARKS DIRECT and go to Global Sales
Sing in to PARKS DIRECT, and then select Global Sales on the side bar menu that's on the left hand side of your screen.
Once your in Global Sales, search for a client using their HH number or last name.
Next, review the following information to determine whether or not the balance is accurate.
- Purchase History - displays all past registrations and current registrations
- Trans Date - shows you know when a transaction took place
- Description - provides a short description of the item being charged
- Total Due - displays balances owed after any credits or discounts have been applied.
If you need more details, you can learn how to read a Transaction History page in this article.
By default, the Purchase History tab will only display programs, trips, rentals and memberships that are currently active. You may need to include "cancelled" or "withdrawn" statuses to see past transactions.
When reviewing your AR report, if you determine any of the balances are in error, it is the facility's responsibility to clear those balances from customer accounts (with Help Desk assistance) by way of cancellations or updating fees.
The following are some possible reasons why a balance would be in error:
- A registration took place that was done in error or client never attended.
- Courses/Trips - Verify client did not attend any dates using attendance sheets.
- Standard Passes - Verify the membership was not used.
- Rentals - Verify rental did not take place
- Client should have received Fee Assistance for remaining balance.
If you determine that the balances listed are accurate, it is the facility's responsibility to either:
- Collect full payment of the balance owed.
-OR-
- Freeze the household and add tickler text explaining the balance owed and Parks and Recreation's last encounter with the customer.
Click here to find out how to Freeze a Household and add a tickler. An example of an updated alert text MUST include the following information
-
How client was contacted.
- Phone Call
- Certified Letter
- When we contacted them (date of last contact).
-
What the resolution was.
- Were we able to get a hold of them or did we leave a voicemail.
- Does the client have intent of making a payment or are they disputing the charges
- If a letter was sent be sure to save a copy for your records.
- Initials of facility staff who contacted the client/staff and completed tickler with the information above.