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Create the Trip in Schools Cash Office

Follow the diagrams on the left hand side step-by-step instructions below and refer to the Notes section diagrams on the right for more detailed instructions

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Add Trip

1a.  Create Create the Trip

• Select

  the 

  the Trips and events

   tab

   tab

• Select Add trip

Trip Details

2b. Enter a Trip Name

• For example, Residential Trip

  2022

  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
  

3c. Enter the Cost the Cost per pupil

• Enter

  the 

  the Total cost

   of

   of the trip
  If your trip has different costs for different pupils, enter the highest cost here, complete the setup of the trip, then use the Discount option to reduce the price for the relevant pupils

4d. Enter the Suggested the Suggested instalment amount

• Enter the instalment amount of the trip (if the trip is £200 paid in 4 lots of £50, enter 50.00 or enter the most common payment amount)
  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

5e. Select the VAT Code

• Select the appropriate VAT rate (optional)
  If the trip is 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
  

6f. Set the number of Places of Places available

• Enter the number of places available for this trip

• As pupils are added to the trip (in school or via SCOPAY), the number of places will reduce

• Once the places are all taken, the trip will no longer show for other pupils

7g. 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
  

8h. Allow overpayments?

• Tick Allow

  overpayments 

  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

i. 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

9j.   In-school meal

• Only tick this option if using the

  Tucasi 

  Tucasi Dinners

   module

   module (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

10k.   Trip Start Date

• Select the start date of the trip

11l.   Trip End Date

• Select the end date of the trip 
  

  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

12m.   Bank account to be used

• Select the Bank account the funds should be credited to

Product group on 'Income' window

13n.   Product Group on Income window

• Select Trips and Events
  If you wish you can set up sub groups to manage large volumes of trips such as Science Trips, Art Trips – see Add Product Groups and Sub Groups

Account codes

14o.   Account codes

• Select relevant Account codes (optional)
  Account codes are optional and can be used for extra reporting levels - see Account Codes
  Schools

  in

  using the Hampshire, Southampton

  ,

  or Portsmouth

  LAs

  LA Payment Gateways need to select the relevant Account

  Codes here if making the trip available online

  Codes 

Payment options

15p.   Trip available online

• Tick

  Tick Trip available online (optional)

  
  Once

  
  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.

• Tick pupils/staff on the right hand side Online Eligibility list to select who is eligible to book the trip online
  Once the parent/staff secures their place on SCOPAY, they will automatically get a tick on the left hand side list which will mark them as a confirmed trip attendee.
  

q. 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

16r.   Minimum online top-up

• Enter a Minimum online top-up amount (optional)
  You are able to set a minimum payment amount, if required.  You may wish to do this to reduce the number of transactions you receive.  Leave this option as £0 if you would like to parents to pay as and when they can

Online eligibility

17. Select the Pupils

• Select the pupils and/or staff who are eligible to attend 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

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Trip tick boxes (and consent)

18. Set up

• Click on the Set up button

19. Trip tick boxes

This option will allow you to set up tick boxes to record items such as Passport, Medical Form, Parent Helper, Packed lunch required.
Unwanted tick boxes can be removed, and the existing tick boxes can be renamed. Up to four tick boxes can be made available. 

The default trip boxes can subsequently be amended when adding a new trip.  To change the default trip boxes see Set the Default Trip Tick / Consent Options.  These changes will be reflected in all new trips. 

• Change the Name and Abbreviated name in this screen or Delete or Add new Trip tick boxes
• Tick the Can view online box if you would like parents to be able to view this check box online (optional - see TRIP DETAILS section on parent's view on SCOPAY)
• Tick the Can alter online if you would like parents to be able to tick or untick this check box online (optional - see TRIP DETAILS section on parent's view on SCOPAY)
  Tick boxes are displayed online by clicking on the name of the trip or VIEW OPTIONS

20. Consent required?

• Tick Consent required (optional)
  Parents will be able to give Consent online.  For full details see more detailed section on Trip Consent

21. Consent is required before allowing online payments to be made?

• Tick Consent is required before allowing online payments to be made? (optional)
  This option will ensure that parents give Consent before they are able to pay for a trip. 
  For full details see more detailed section on Trip Consent

22. Consent text

• The standard Consent text is By ticking this box, I am giving permission for my child to take part in this activity
• You can add to or change this text if required
• You can add to the Consent text to ask for extra information such as emergency contact details on the day or choice of packed lunch
• Click Done to return to the Configure School Trip window

Click here for instructions to Set the Default Trip Tick / Consent Options
For full details see more detailed section on Trip Consent

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

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Save and edit payment schedule

23. Save and edit payment schedule

Save and edit payment schedule

s. 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 

  red Add button to create the first instalment payment

• On

  the 

  the right hand

  side 

  side of the screen edit

  the Date and Amount of

  the Date and Amount of the first instalment 

• Click 

  Click Save 

• Click the

  red 

  red Add button to create the second instalment payment

• On

  the 

  the right hand

  side 

  side of the screen edit

  the Date and Amount of

  the Date and Amount of the second instalment 

• Repeat for each instalment payment

• Click 

  Click Save and exit

• When

  asked 

  asked Have you finished making changes to the payment schedule?

   select 

   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 

  in Trip reports)

Save the trip

Select either

t. Save and configure form

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

or

u. 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

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

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To set up a payment schedule:

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

Parental Alerts

If parents have Alerts set up on their SCOPAY account (they can view this under under YOUR INFO, ALERT CONFIGURATION), they will receive an alert once the trip is saved and the day before the any trip payment is due:

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Parent's View on SCOPAY

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How to View Consent and Trip Tick Boxes

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Generate the Trip Organiser’s Report to display any tick boxes

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Generate the Trip Consent Report to display when consent was given, who gave consent and any Notes

Image Removedpayments are due.  You can see which parents have set up alerts here.

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

http://scopay.com/

If parents are using scopay.com on a laptop, PC or mobile device, all 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