How to apply a discount to a trip

A common question when working with trips is how to apply a discount e.g. pupil premium or school contributions to a trip.

Prerequisites

The trip must be set up as an Instalment payment. As the contribution will be seen as a "payment" the parent will not be able to make any further payments unless it is set up to allow multiple payments i.e. instalments.

This process works best when one trip is used and no separate trip is created.

A common misconception is that two trips should be created, one for non-discounted children and one for discounts. This causes issues if you wish to limit spaces and also increases the burden of administration having to manage and report on two trips.

Important notes

Before following the guidance the trip must be published.

This can cause issues as whilst the trip is published all parents will see the original price until the process has been completed.

How to

1. Create the trip and publish as usual.
2. Navigate to Finance[1] > Record Adjustment[2].
3. Select the appropriate trip[3] and choose Credit[4]
4. Choose Pupil and select the appropriate group then click Search[5]A list of people assigned to the payment will be displayed.
5. In the amount column[6] enter the amount of discount in £ e.g. 15.00. This will result in a discount of £15.00 for this trip.
6. Enter an Internal comment[7] for audit purposes and add a comment in Notes to payer[8]. The internal comment will be visible on the reports within ParentPay and the Notes to payer can be viewed under the reports section from the payer side. Repeat this process for all discounts as required.

   WARNING

   Spending longer than 10 minutes on this page may cause it to time out and lose progress. Perform this task in small batches or swiftly to avoid this happening.

7. When you have finished click Credit to save your changes.
8. A summary screen will now appear which, if needed, can be printed off as a hard copy of your adjustments