Add a New (Replacement) Bank Account
Useful Information
Please first read through this page and check with Tucasi Customer Support if you have any queries prior to carrying out this procedure.
If your school is using the Tucasi online payment solution (SCOPAY), you may need to apply for a new VMS Account to link to this new bank account.
Please contact vms@tucasi.com and our team will guide you through the process.
If your school is not using the Tucasi online payment solution (SCOPAY), please ignore the sections headed in red.
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 CashClick 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
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.
Contact our Customer Support Team
support@tucasi.com | 02380 016 564
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