Entering contracts after system access is restored

All offline contracts will need to be put into the AlphaRent system when it is restored. This is the process for dealing with the scenarios that may come up.

Contract written before the new year, returned while system down

• If no refund has been issued through the paytrace online system (i.e. https://www.paytrace.com/login.pay )

  • Proceed with the transaction as normal

    • Make sure that the dates are correct

• If a refund was issued through the paytrace online system

  • You must refund as cash in AlphaRent

  • Make sure you document all cash refunds that were processed as a result so that they can be balanced

Manual Contract written and returned while the system is down

• If payment was taken and returned in the paytrace online system

  • Write the contract in AlphaRent

  • Do the payment as cash

    • Make sure that the total in AlphaRent matches the total that was charged in the paytrace online system

  • Document the amounts that were done as cash so that they can be balanced against the paytrace batches

• If no payment was taken

  • Proceed with the transaction as normal

    • Make sure that the dates are correct

Manual contract still open when system access is restored

• If no deposit was taken

  • Proceed with the transaction as normal

    • Make sure that the dates are correct

• If deposit was taken with the paytrace online system

  • Write up the contract adding the deposit in as cash

  • When the contract is returned

    • Refund as cash in AlphaRent

    • Go into the paytrace online system issue the refund there

      • Make sure that the refund amount in the AlphaRent system and the paytrace online system match

      • Document the amounts that were done as cash so that they can be balanced against the paytrace batches