Create the Trip in Schools Cash Office

Refer to the Notes section on the right for more detailed instructions

You will be prompted to print Trip Payment Cards - see example below:

Parent's View on SCOPAY

How to View Consent and Trip Tick Boxes

Generate the Trip Organiser’s Report to display any tick boxes

Generate the Trip Consent Report to display when consent was given, who gave consent and any Notes

Notes

Add Trip

1. Create the Trip

• Select the Trips and events tab
• Select Add trip

Trip Details

3. Enter a Trip Name

• For example Residential Trip 2022
  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
  

4. 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

5. 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

6. 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
  

7. Set the number of Places available

• Leave this as 0 for a residential trip with selected pupils

8. 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
  

9. 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

Trip Dates

10. 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

11. Trip Start Date

• Select the start date of the trip

12. Trip End Date

• Select the end date of the trip (if different to the start date)

Bank account to be used

13. Bank account to be used

• Select the Bank account the funds should be credited to

Product group on 'Income' window

14. 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

15. Account codes

• Select relevant Account codes (optional)
  Account codes are optional and can be used for extra reporting levels - see Account Codes
  Schools in Hampshire, Southampton, Portsmouth LAs need to select the relevant Account Codes here if making the trip available online

Payment options

16. Trip available online

• Tick Trip available online (optional)
  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.

Minimum online top-up

17. 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

Online eligibility

2. Select the Pupils

• Select the pupils and/or staff who are eligible to attend 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 tick boxes (and consent)

18. Set up

• Click on the Set up button

19. Trip tick boxes

This option will allow you to set up tick boxes to record items such as Passport, Medical Form, Parent Helper, Packed lunch required.
Unwanted tick boxes can be removed, and the existing tick boxes can be renamed. Up to four tick boxes can be made available. 

The default trip boxes can subsequently be amended when adding a new trip.  To change the default trip boxes see Set the Default Trip Tick / Consent Options.  These changes will be reflected in all new trips. 

• Change the Name and Abbreviated name in this screen or Delete or Add new Trip tick boxes
• Tick the Can view online box if you would like parents to be able to view this check box online (optional - see TRIP DETAILS section on parent's view on SCOPAY)
• Tick the Can alter online if you would like parents to be able to tick or untick this check box online (optional - see TRIP DETAILS section on parent's view on SCOPAY)
  Tick boxes are displayed online by clicking on the name of the trip or VIEW OPTIONS

20. Consent required?

• Tick Consent required (optional)
  Parents will be able to give Consent online.  For full details see more detailed section on Trip Consent

21. Consent is required before allowing online payments to be made?

• Tick Consent is required before allowing online payments to be made? (optional)
  This option will ensure that parents give Consent before they are able to pay for a trip. 
  For full details see more detailed section on Trip Consent

22. Consent text

• The standard Consent text is By ticking this box, I am giving permission for my child to take part in this activity
• You can add to or change this text if required
• You can add to the Consent text to ask for extra information such as emergency contact details on the day or choice of packed lunch
• Click Done to return to the Configure School Trip window

Click here for instructions to Set the Default Trip Tick / Consent Options
For full details see more detailed section on Trip Consent

Save and edit payment schedule

23. Save and edit payment schedule

• 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)