Delete a Trip or Event

1.  Transfer On hand funds for all cost centres to be deleted

1. Click on the Banking tab

2. Tick the box to the left of all the trips and cost centres you wish to subsequently delete (these should all be 0.00 amounts)

3. At the bottom right click on Transfer to bank

4. If you see a message saying No funds selected for transfer, click OK and proceed to section 2

5. Otherwise, enter a deposit name such as Dummy banking and tick Use same deposit name for all if there are multiple cost centres

6. Ensure all values are 0.00 (if not, click on Cancel and deselect any cost centres with funds Onhand)

7. Click on Done

8. Click Cancel to view the reports

9. Reconcile this Dummy banking following the instructions in Section 2, selecting the 0.00 line at the bottom of the bank statement

2.  Reconcile the Banking

1. Click on the Banking tab

2. Select Check bank statement at the bottom of the screen

3. Select the relevant bank account

4. This will display a list of all the transactions you have banked but not yet reconciled

5. At the top of the screen, under the Present? column, place a tick in the first grey box

6. Click Yes to confirm

7. This will place a tick in all items

8. Click Save and exit at the bottom of the screen

9. Click Yes to confirm

10. Click Save and exit and then select No

11. In the Banking screen, all the amounts have moved into the Cleared column

3. Transfer Balances from Completed Cost Centres

If your school reconciles SCO against a bank statement:

Before you delete obsolete cost centres, you may wish to transfer any Cleared funds (this might be credit or debit balances).

For trips, you may wish to create a new cost centre e.g. named Completed trips.

If you do not transfer Cleared balances from the completed trip cost centres to other cost centres, they will automatically be allocated to the system cost centre Misc which shows at the bottom of the bank account on the Banking screen (see image below). Expenditure cannot be recorded from the Misc cost centre, so you must transfer the Trips funds to another cost centre before deleting the Trip. 

1. On the Banking screen, select the cleared balance that you want to transfer by clicking on it

2. On the View payments details window select the Transfer balance button

3. Select the Cost centre to transfer the balance to

4. Select any relevant Account codes (if using)

5. The Amount will default to the balance, but this can be adjusted if not transferring the whole mount

6. If you wish to delete the cost centre at this point, tick the box
   (Note that if the cost centre is linked to a trip, product button or pre-payment account the box will be greyed out at this stage)

7. Repeat this process to transfer funds for any other cost centres 

Open

If your school does not reconcile SCO against a bank statement:

If you do not usually reconcile your banking against a bank statement, proceed to section 4.

4. Delete Trips and events

1. On the Admin screen

2. Select End of academic year

3. Select Manage trips and events

4. Click on the column header End date to put the oldest trips at the top

5. Tick the Delete column for the trips you wish to delete (the Banking status must read No banking pending)

6. Click Save

7. A warning message will be displayed if any trips cannot be deleted.  Select Yes to continue

8. Click on the Trips and events and/or Banking tab to see the remaining trips