Add a New (Replacement) Bank Account

These instructions assume that the new bank account is replacing an existing SCO bank account and income is being redirected from the existing account to the new one in SCO.

1. Stop online payments into your old bank account:

• Refer to the section Take Products Offline (this can be done at a later if the existing bank account is still in place).
  Once complete, use your browser's Back button to return to this page.
  
  
  

2. Rename ongoing trips

It is not possible to move ongoing trips and products from the old bank account to the new one - they will need to be created in the new bank account in SCO.
To avoid confusion, we recommend first renaming ongoing trips and cost centres in your existing bank account in SCO.
No action is required for completed trips and cost centres (where all income and expenditure has been entered).

• Click on the Trips & Events tab

• Click on the first ongoing trip

• Click on Change trip

• Prefix the trip name with OLD (or similar)

• Click on Save and exit

• Repeat for all ongoing Trips
  
  
  

3. Rename ongoing cost centres (e.g. Donations, Uniform, Dinners, Clubs, Pupil Premium)

• Click on the Configuration tab

• Select Banking configuration

• Select Bank accounts/cost centres

• Click on a cost centre

• Prefix the cost centre name withOLD(or similar)

• Repeat for all cost centres

• Click on Done
  
  
  

4. Add a new Bank Account

• Click on the Configuration tab

• Select Banking configuration

• Select Bank accounts/cost centres

• Click on All bank accounts

• Click on Add new bank account

• Type a name for the new bank account

• Click on Done
  
  
  

5. Add the new VMS details to the new bank account

(this can be done later if new VMS details are not available at this point)

• Click on the Configuration tab

• Select Banking configuration

• Select Bank accounts/cost centres

• Click on the New bank account

• Under Online payments select SCOPAY – note that this option is used for all versions of SCO

• Enter the new VMS org ID

• Enter the new VMS bank a/c ID

• Click on Done

6. Create a test trip

We recommend setting up a test trip with a value of 10p and carrying out a test transaction to ensure the funds are credited to your new bank account before making trips and products available online.

• Click on the Trips and events tab

• Click on Add trip

• Select the Staff or Pupil who will make the test payment

• Enter the Trip name e.g.Test trip - today's date

• Enter the Cost per pupil 0.10 (10p)

• Change the Start and End dates to tomorrow

• Select the newly created bank account

• Select the Trips and events Product group

• Tick Trip available online

• Click on Save and exit

• Click on the Banking tab to view the new bank account and the Test trip
  
  
  

7. Make an online payment to the new bank account

• The Staff or parent added to the Test trip should login to scopay.com

• The Test trip will be displayed

• Enter the payment amount of0.10

• Click on Add to basket

• Click on View basket

• Click on Checkout

• The VMS payment gateway page will be displayed

• Complete the transaction

• Logout of scopay.com

• View the transaction in SCO 

• Click on the Banking tab

• The new Bank account will be displayed

• The Test trip should be visible underneath the new bank account

• The 0.10 transaction should be displayed in the Banked column

The transaction settlement will reach the new bank account within 3 working days.
Once you have checked the transaction has been credited to the new bank account, you are ready to start using this bank account for online payments.

8. Add ongoing trips to the new bank account

You might wish to generate the Trip Balances Report or similar for each ongoing trip to obtain the required trip information)

• Click on the Trips and Events tab

• Click on Add Trip

• Configure the trip (don’t make the trips Available online until the test transaction has been verified)

• Ensure the New bank account is selected

• Click on Save and exit

• Repeat for all ongoing trips
  
  
  

9. Apply Discounts for trip payments already made

• Click on the Trips and Events tab

• Double-click on the trip

• Click on the Payment button

• Select the Discount option

• Enter the Amount of the Discount

• Enter a Memo e.g. Paid into old bank account (this can be copied for the next Discount transactions)

• Click on Confirm discount
  
  
  

10. Create new cost centres

(e.g. for Donations, Uniform, Pupil Premium.
Do not create new cost centres for Cashless catering, School bank, Petty cash or Lettings - see step 13)

• Click on the Configuration tab

• Select Banking configuration

• Select Bank accounts/cost centres

• Click on the new bank account

• Click on Add new cost centre

• Type the cost centre name

• Repeat for all cost centres

• Click on Done
  
  
  

11. Assign products to the new cost centres

• Click on the Configuration tab

• Select Income configuration

• Select Products

• Click on a product

• Select the new cost centre

• Don’t make the products Available online until the test transaction has been verified

• Repeat for all products

• Click on Done
  
  
  

12. Move Dinner money and Extended day cost centres(as applicable)

• Ensure you first renamed the old Dinner money / Extended day cost centres and created new cost centres in the newly created bank account (see steps 3 and 10 above)

• Click on the Configuration tab

• Select Banking configuration

• Select Pre-payment accounts

• Click on Dinner money or an Extended day club

• Change the cost centre

• Click on Done

13. Move the Cashless Catering cost centre, Petty Cash/School bank or Lettings cost centres(as applicable)

• If you are using the SCO Petty Cash functionality, we recommend reducing the Petty Cash balance to zero before switching to the new bank account.
  For assistance, please refer to the section Petty Cash

• Click on the Configuration tab

• Select Banking configuration

• Select Bank accounts/cost centres

• Click on the Pre-payment accounts tab

• Select the Newly created bank account in the relevant sections

• Click on Done

Open

14. Move the Pupil Premium cost centre(if applicable)

• Click on the Configuration tab

• Select Banking configuration

• Select Bank accounts/cost centres

• Click on the Pupil premium tab

• Select the Newly created Pupil Premium cost centre

• Click on Done
  
  
  

15. Make the new trips and products available online

• Once you have carried out a test transaction and verified that it has arrived in the new bank account, make the new trips and products available online as per the section Make Products Available Online (Quick Guide)
  
  
  

16. Remove the old Payment Gateway details

• Click on the Configuration tab

• Click on Banking configuration

• Click on Bank accounts/cost centres

• Click on the Old Bank account name

• Change the option to <None>

• Click on Done
  
  
  

17. Top up your Petty Cash account(if applicable)

• Follow the section Petty Cash
  
  
  

18. Bank reconciliation

• If you usually reconcile your SCO banking against a bank statement, continue to do this until the old bank account has been cleared down.

• To set an Opening balance on your new bank account (if applicable), follow the guide Opening balances
  
  
  

19. Generating reports

• Reports can be generated on both bank accounts.

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