Add an Optional Paid Residential Trip with Limited Places

Useful Information

This is an example of a optional paid trip with limited places e.g. Ski Trip

Create the Trip in Schools Cash Office

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

Notes

Add Trip

1. Create the Trip

Select the Trips and events tab
Select Add trip

Trip Details

2. Enter a Trip Name

For example Residential Trip 2022
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

3. Enter the Cost per pupil

Enter the Total cost 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

4. Enter 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

5. 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

6. Set the number 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

7. 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

8. 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

Trip Dates

9. In-school meal

Only tick this option if using the Tucasi Dinners 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

10. Trip Start Date

Select the start date of the trip

11. Trip End Date

Select the end date of the trip

Bank account to be used

12. Bank account to be used

Select the Bank account the funds should be credited to

Product group on 'Income' window

13. 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

14. Account codes

Select relevant Account codes (optional)
Account codes are optional and can be used for extra reporting levels - see Account Codes
Schools in Hampshire, Southampton, Portsmouth LAs need to select the relevant Account Codes here if making the trip available online

Payment options

15. Trip available online

Tick Trip available online (optional)
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.

Minimum online top-up

16. 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

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

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

Save and edit payment schedule

23. Save and edit payment schedule

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)

Parent's View on SCOPAY

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