This guide will show you how to set up Clubs/Trips where half the instalments have been taken on another system such as Parent Pay. It will also show you how to amend the Balances so they are correct as per your previous system.
Access: The minimum permissions required to create a Club or Trip are found in the Framework Module of Config>Setup>Roles and Permissions.
Access: The permissions required to access View Orders can be found in the MCAS module from within Config > Setup > Roles and Permissions.
See also: How to Edit and Maintain a Club, How to Create a Club or Trip, How to Create & Pay Orders & Processing Outstanding Orders
1. Create the Club/Trip in Bromcom
- Navigate to Groups > Clubs & Trips and click New.
- Enter the Trip details, ensuring the End Date allows enough time for payments.
- Set the Payment Type to Instalments, define the total cost and Enable Part Payment.
- Click Save
For guidance on creating a Club, please see our guide How to Create a Club or Trip
2. Adjust Instalments for Existing Payments
- Go to Modules > MyChildAtSchool (MCAS) > Online Payment > View Orders.
- Create New Order, and add Students (one-by-one) who have already paid part of the instalments in the old system.
- When creating the order when prompted, remember to manually set the deposit amount ensuring the outstanding Balance after reflects only the remaining amount due. For example if a Student has paid £50 from £200, the deposit would be set as £50.
- Create Order & Pay Now
For guidance on Creating Orders, please see our guide on How to Create & Pay Orders
3. Pay Off The Order
- After Clicking Create Order & Pay Now, follow the steps through to pay off the order
- Use the type of Voucher when paying the order off so no money is moved around and the remaining Balance is still reflecting the previous payments
- Parents will see their remaining Balance and can continue payments within MyChildAtSchool > Outstanding Payments.
For guidance on how to pay off the Order, please see our guide Processing Outstanding Orders
This ensures a smooth transition from a Third Party to Bromcom, maintaining accurate financial records.