Use this guide to Create a Trip and manage Trip payments that have been made prior to using Bromcom.
IMPORTANT: the example screenshots, payment amounts and bank accounts displayed in this guide are for illustration purposes only.
A Club is usually a reoccurring activity/service like Breakfast Club or Basketball, while a Trip is a one off activity/occurrence like Ski Trip or London Aquarium.
Access: The minimum permissions required to create a Club or Trip are found in the Framework Module of Config>Setup>Roles and Permissions.
See also: How to Create a Club or Trip and How to Manage Existing Orders in MCAS.
Create a Trip
From the left Menu, go to Groups and in the Group Type dropdown choose Clubs & Trips.
Note: When clicking on Groups in a Secondary School database the Group Type will default to Teaching Class and in a Primary School database the Group Type will default to Tutor Group.
Next, click on New.
This will open the Create New Group window, which provides you with the ability to enter the the following information;
Note: All fields with * are mandatory and must be completed.
In the Create New Group choose Payment Type* as Paid and enter the full price of Trip in Item Price (£)*
Complete the remaining fields as required and click Save & Edit
Then in the Basic Group Details panel click Edit Payment Options
Set Price Options as per the example below;
- Tick Instalments
- Tick to Enable part payment
- Enter Total Price (£)* of trip and set Minimum Payment (£)*allowed
- Choose Associated Account* from the drop down choices.
Click Save.
Select area to Display club in the following section in MCAS;
Set up Additional Group Details as needed
Add Group Scheduling , this is when the Trip is taking place
Save Schedule.
You are now ready to start adding in payments already made by parents outside of Bromcom, which will then allow parents to see what is outstanding via MCAS and will allow them to part pay going forward.
Manage Historic Payments
IMPORTANT – do not use the Student Membership panel in the Trip
Go to Modules>MCAS>View Orders>
Click Create Order
Select Student and then select the trip from the drop down list followed by green tick (do not use ‘Process Instalments or Part-Paid Items’ option if it appears at top of screen)
Enter amount parent has already paid outside of Bromcom and select Add to Order followed by Next
Select parental contact and click Create Order & Pay Now
Add Notes to reference why this payment has been added, use green save button and click Pay Order
Set Payment Method* as Cash/Voucher, complete Payment By* (choose Staff member) and Payment Received Date* followed by Confirm
Parent view in MCAS Desktop
In MCAS Outstanding Payments, parent will now see;
- The Amount added by the school, that was paid in previous payment system
- Outstanding amount left to pay, which can be added to their basket for payment
As the Trip has been setup to Enable Part Payment in the Trip settings, the parent will now have the option to choose the Amount they wish to pay off the balance over time, or they can pay in full.
