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Create the Trip in Schools Cash Office

Follow the step-by-step instructions below and refer to the diagrams on the right

Add the Trip

a. Create the Trip

• Select the Trips and events tab
• Select Add trip

b. Select the Pupils

• Select the pupils and/or staff from the Class list, Pupil list, Year gps, Cohorts or Staff list tabs
• You can click on the + sign to open a class and select or deselect individual pupils, if required
• The number of pupil accounts selected will be displayed at the bottom of the selection

Trip Details

c. Enter a Trip Name

• For example Music Lessons Summer 2024 or Violin Lessons Summer 2024
  We recommend including the month and year to help identify trips which are repeated each year
  Trips are listed in alphabetical order on the Trips and events tab
  

d. Enter the Cost per pupil

• Enter the Total cost of the lessons for the required period
  If your Music Lessons have different costs for different pupils, enter the highest cost here, complete the setup of the Music Lessons, then use the Discount option to reduce the price for the relevant pupils

e. Enter the Suggested instalment amount

• Enter the total cost of the lessons for the required period
  This amount will then show by default when you record a cash or cheque payment in the system to save time entering the payment amount each time. 
  You can overwrite the amount of any payment if it is different than the amount set here

f. Select the VAT Code

• Select the appropriate VAT rate (optional)
  If the music lessons are subject to VAT and you wish to run VAT reports, click the down arrow next to VAT code and select the appropriate VAT rate (optional)
  To set up VAT in SCO refer to the page VAT Codes
  

g. Set the number of Places available

• Leave this as 0 for music lessons with selected pupils

h. Gift Aid

• Tick this box if payments are eligible for Gift Aid (optional)
  To set up Gift Aid and generate reports in SCO refer to the page Set up Gift Aid
  

i. Allow overpayments?

• Tick Allow overpayments to allow payments more than the cost of the trip (optional)
  This option might be used where a trip is set up for School Donation of £10 where some parents may wish to contribute more than the suggested donation amount

j. Enable monthly billing?

• Tick Enable monthly billing to allow automatic monthly payments from the parents payment card on SCOPAY
  See the Monthly Billing page for more information on monthly billing set up

Trip Dates

k. In-school meal

• Only tick this option if using the Tucasi Dinners module and the children will miss school dinners today (optional)
  This will place a T in Dinners against the children on this trip for the day of the trip. 
  Meal codes for UFSM and FSM pupils can later be overtyped to accommodate a school packed lunch, if required

l. Trip Start Date

• Select the start date of the music lessons

m. Trip End Date

• Select the end date of the music lessons
  

  Note that if parents are using the SCOPAY mobile app, trips will only display if one or more of the following is true:

  • The trip is currently occurring (check the Start/End dates)
  • The trip is in the future (check the Start date)

Bank account to be used

n. Bank account to be used

• Select the Bank account the funds should be credited to

Product group on 'Income' window

o. Product Group on Income window

• Select Trips and Events
  If you wish you can set up sub groups to manage large volumes of Music Lessons - see Add Product Groups and Sub Groups

Account codes

p. Account codes

• Select relevant Account codes (optional)
  Account codes are optional and can be used for extra reporting levels - see Account Codes
  Schools using the Hampshire, Southampton or Portsmouth LA Payment Gateways need to select the relevant Account Codes 

Payment options

q. Trip available online

• Tick Trip available online (optional)
  Do not select this option yet if you wish to first set up Forms to collect consent or other information.
  If you select this option, once you save the trip, it will be available on SCOPAY and on the mobile app with immediate effect.  Parents who have set up Parental Alerts will receive a notification.

r. PayPoint enabled

• Tick PayPoint enabled (optional)
  Use this option if you wish to print a barcode to enable parents to make a payment for this trip via PayPoint. 
  For details on setting up PayPoint, see PayPoint - Quick Setup Guide. 

Minimum online top-up

s. Minimum online top-up

• Enter a Minimum online top-up amount (optional)
  For a trip costing £10 set a minimum payment amount of £10 or leave this option as £0 if you would like parents to pay as and when they can

Save and edit payment schedule

t. Save and edit payment schedule

Use this option if you wish to set dates to prompt parents to pay (if they have alerts set up).  
You can also use this option to prompt you to send reminders on due dates - see Configure the Trip Payments Due Prompt.

• Click on Save and edit payment schedule
• Click the red Add button to create the first instalment payment
• On the right hand side of the screen edit the Date and Amount of the first instalment 
• Click Save 
• Click the red Add button to create the second instalment payment
• On the right hand side of the screen edit the Date and Amount of the second instalment 
• Repeat for each instalment payment
• Click Save and exit
• When asked Have you finished making changes to the payment schedule? select Yes
  Note: the payment cards can be printed out later if required (for further information on Trip payment cards, see the relevant section in Trip reports)

Save the trip

Select either

u. Save and configure form

• Select this option to proceed to set up Forms for consent or to collect other information, if required.

or

v. Save and exit

• Select this option to save the trip without setting up Forms for consent or to collect other information.

Add a Form to the Trip or event to allow parents to give Consent on SCOPAY, or to collect other information

w. Refer to the section on Forms for further details.

Enter Discounts

• If your Music Lessons have different costs for different pupils, enter the highest cost during setup, complete the setup of the trip, then use the Discount option to reduce the cost for the relevant pupils

To set up a payment schedule:

You will be prompted to print Trip Payment Cards - see example below:

Discounts

If your Music Lessons have different costs for different pupils, enter the highest cost during setup, complete the setup of the trip, then use the Discount option to reduce the cost for the relevant pupils

Forms

Refer to the section on Forms to set up Consent and collect any other information and to make your trip available online.

Parent's View on SCOPAY

Trips display differently on scopay.com than on the SCOPAY mobile app:

scopay.com

If parents are using scopay.com on a laptop, PC or mobile device, trips will display until they are taken offline, with the exception of limited place trips – once all places have been taken, the trip will only be visible to pupils who have a place on the trip.

SCOPAY mobile app

If parents are using the SCOPAY mobile app, trips will only display if one or more of the following is true:

• The trip is currently occurring (check the From/To dates)
• The trip is in the future (check the To date)
• The trip has an amount outstanding for that pupil

If a pupil has been selected on the right hand side of a trip (eligible/optional trip) and the trip To date has passed, the trip will no longer display on the mobile app.

If parents have Alerts set up on their SCOPAY account (they can view this under YOUR INFO, ALERT CONFIGURATION), they will receive an alert once the trip is saved and the day before any trip payments are due.  You can see which parents have set up alerts here.

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