Recording Trip Bookings

Once a trip account has been created within the TRIPS ledger, bookings for students can then be entered onto the system to show expected income for each trip and to log a debtor for each student booked on that trip. Students attending the trip must already have accounts in the system.

  1. Select Options > Document Input from the top menu.
  2. The Document Input dialog is displayed. Select the trip receipt Document Type from the drop-down list. Typically, this is LLTR (where LL represents the location code). The Input Form then defaults to Trip Receipt.
  3. The trip booking Number defaults to the next available number. The date defaults to today's date and can be edited as required by selecting the required date from the Document Date calendar.
  4. The Document Period defaults to the current period and will only need to be changed if the date has been amended to a date in another accounting period.
  5. Click the OK button to confirm your settings.
  6. The Trip Booking document input form is displayed and populated with the information previously entered.
  7. Double-click in the Trip field and select the required trip from the List of Accounts dialog.
  8. The Trip and adjacent field are then populated with the trip name and description. Double-click in the Create Debtor field and select Y from the List of Accounts dialog. This ensures that a debtor account is created for the applicable student.

    The Bank Account field is replaced with a Pupil field together with a note confirming that a student debtor account will be created.
  9. Double-click the Pupil field, then select the required pupil from the List of Accounts dialog.
  10. The pupil code and name are then populated in the Pupil fields. Enter a description for the booking such as Cornwall Trip - S Hussey.
  11. Any existing pupil/student Account Balance is displayed together with the details of the trip (populated from the details stored in the selected trip account).
  12. Press the F5 key to post the form. The Places Available field will decrease by 1 as each form is posted. Repeat for any other trip bookings that you want to record. You are then ready to record payments made towards the trip as described in Reversing Trip Income .