Create the Trip in Schools Cash Office

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

Add the 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 School Building Fund 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

• We recommend that you enter a suggested payment amount here, but advise parents that they can pay a higher or lower amount

e. Enter the Suggested instalment amount

• Enter the total suggested donation as in step d.
  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 donation

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 suggested cost of the trip
  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

j. In-school meal

• Do not tick this option for School Building Fund - only tick this option if using the Tucasi Dinners module and pupils will be missing lunch on the dates set (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

k. Trip Start Date

• Select the start date of the trip

l. 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

m. Bank account to be used

• Select the Bank account the funds should be credited to

Product group on 'Income' window

n. Product Group on Income window

• Select Trips and Events or other relevant group
  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

o. 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

p. Trip available online

• Tick Trip available online 
  Parents who have set up Parental Alerts will receive a notification.
  
  

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

r. Minimum online top-up

• Enter a Minimum online top-up amount (optional)
  Leave this option as £0 if you would like parents to pay what they can

Save the trip

s. Save and exit

• Select this option to save the trip.

Parent's View on SCOPAY

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, 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.