Add a Residential Trip
Useful Information
This is an example of a residential trip for selected pupils with instalment payments (if your trip has limited places, instead refer to Add an Optional Paid Residential Trip with Limited Places)
Note that when a trip is added and pupils are selected on the left hand side as attending, once the trip is saved, if parents have Alerts set up they will receive an alert to notify them that this trip has become available, whether the trip is set to Trip available online or not.
See the section on Parent’s View on SCOPAY below for further information on alerts.
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
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 Residential Trip 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 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
e. 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
f. 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
g. Set the number of Places available
Leave this as 0 for a residential trip 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 (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 trip
m. 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
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 trips such as Science Trips, Art Trips – 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 to 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.
To set up a payment schedule:
You will be prompted to print Trip Payment Cards - see example below:
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 (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.
Note that Trips display differently on scopay.com than on the SCOPAY mobile app:
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
Contact our Customer Support Team
support@tucasi.com | 02380 016 564
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