Create the Trip in Schools Cash Office

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

Add Trip

a. Create the Trip

• Select the Trips and events tab
• Select Add trip

Trip Details

b. Enter a Trip Name

• For example Chess Club Summer Term 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
  

c. Enter the Cost per pupil

• Leave the trip cost as 0.00

d. Enter the Suggested instalment amount

• Leave the Suggested instalment amount as 0.00

e. Select the VAT Code

• Leave this option as No VAT code

f. 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

g. Gift Aid

• Do not select Gift Aid for this trip

h. Allow overpayments?

• Do not tick Allow overpayments

Trip Dates

i. In-school meal

• Only tick this option if using the Tucasi Dinners module and the child will miss their school meal on the day of the trip (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

j. Trip Start Date

• Select the start date of the trip

k. Trip End Date

• Select the end date of the trip 

Bank account to be used

l. Bank account to be used

• Select the Bank account the funds should be credited to
  A bank account should be selected, even though no funds will be collected
  

Product group on 'Income' window

m. 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

n. 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

o. 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.

p. 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

q. Minimum online top-up

• Do not enter a Minimum online top-up amount (optional)
  

Online eligibility

r. 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

Parent's View on SCOPAY

The trip/club will show in the OPTIONAL section on SCOPAY with a SECURE PLACE button

The parent selects SECURE PLACE and YES

The parent will see a message Account was added to confirm their child has been added to the trip/club.  The parent selects OK.

The trip/club is then moved from the OPTIONAL section and the SECURE PLACE button disappears.

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.