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Overview
Limousines provide a personalised service and are not booked by the seat - the entire vehicle is booked
Bookings are made by Travel Agents (or tour groups etcor other Debtors) providing a service to travellers - so the payment is collected from the Agents monthly
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Bookings may be allocated to
- drivers (and hence vehicles) where scheduling is important
- or to external companies who schedule their own fleet and have many other bookings.
Entering an Agent booking
Planning the work by assigning to a vehicle or delegation partner
Setups
Destinations
Destinations are used for pricing of transport from or to common places
CBD Destinations - do not have an address
The fare may be from or to the the CBD (or another area) - with the address by choice of hotel or manual entry.
The post code for the centre of the area is used to determine the state
(note can view the scheduling screen while allocating manually)
- Us - Vehicles owned by the company > choose a driver and vehicle.
- Employees flagged as "Driver (BUS)" but do not own a vehicle.
- Drivers - choose the driver and the vehicle is defaulted
- Person who own's a vehicle
- AND are a creditor flagged as "Delegate"
- Partners - Companies may run multiple vehicles
- Company Creditor flagged as "Delegate"
Rostering is for people and their availability.
- All persons with an employee card that is flagged as "Driver (BUS)" will be on the rostering list
Entering a booking
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Bookings when first saved (once the booking has a "Booking Number" it has been saved) the status will be "New/Incomplete". Incomplete bookings cannot be scheduled. Indicate the booking is "Ready to Schedule" will trigger validation checks that the required information is there - and the booking will move to "OK". State is required in order to select a rate. Booking will be incomplete until Marked as Confirmed. Marking as confirmed does validation checks and once confirmed triggers an email to the Agent with the booking details. |
Incomplete Bookings List
Bookings start as incomplete > until the status is changed to confirmed. The list of incomplete bookings allows management of bookings that need attention
Pricing of a booking
Contract Prices or Standard Prices use Get Pricing button
will go and calculate the pricing
- The customer price is based on their fare contract for the booking travel date, or if none exists uses the base rates. The rate is by rate fare and vehicle type.
- Additional charges may be added per stop as the stop is entered
- Child seats are also an additional charge per seat
- "Charges Summary" field may be edited
To enter a manual price use FOC / Manual Costing tickbox
Enables overwrite of the final price and charges summary
To enter cancellation fee use XXL Fee
Cancellation fees are held separately to the booking value and any value there will be used instead of the booking value when invoiced
The customer cancellation fee may be added as a $ value or as a % of the fare.
The Driver or Partner cancellation fee may be updated as a $ value or as a % of the normal driver payment
Disputes that should not be invoiced yet
Use tickboxes to indicate a dispute exists:
- Do not RCTI
- Do not Invoice
They will appear on the Disputed Bookings list
Any booking can be flagged as subject to a dispute
Any booking not yet invoiced will not be on the invoice list if flagged
Planning the work by assigning to a vehicle or delegation partner
Bookings that are considered complete are listed on the transfers planner.
If they are not assigned yet they will appear in the top list. Right click to assign them and they will appear in the bottom list.
Note - where a booking is assigned to a partner company there is no need to plan the bookings
Sending the manifest to the drivers
Review the bookings and send the manifests
Review the PDF before it is emailed
Invoicing customers
How to invoice the bookings
The created invoice
Print preview of the created invoice
To email a customer as soon as an invoice is created - set autoemail on the customer
Creating RCTI's for drivers and partners
The resulting invoice will open - use correspondance tab to email out.
Setups
Destinations
Destinations are used for pricing of transport from or to common places
Airports, Ports, Railway stations, tourist operators and other common destinations have addresses
These destinations may have multiple addresses and it be important which one the booking is from or to.
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Hotels and other common pickup and drop-off points are flagged as a stop
Any company can be flagged as a route stop so their name / address is added to the list of locations a vehicle may be booked from or to.
Customers or Agents
Travel Agents are customers who pays for the services provided.
Vehicles
Vehicles may be company owned or owned by an external person
Vehicles are scheduled
Drivers
Delegation Partners
Delegation parters are
That have a role of "Booking Agent"
Fare Contracts by Customer
Each customer may have a Fare Contract for any rates that are agreed between dates
Fare Contracts per Driver or Partner
Each supplier (Driver or partner) may have a fare contract
Vehicles that need to be planned
A Vehicle that is owned by the
- Host company will be in the "Us" selection in the booking
- A Person that has a Creditor that is flagged as a "Delegation Partner" will be a "Driver" in the booking
Vehicles are not used when assigning to a company that is a delegation partner
Driver that need a Roster and need to be planned
Rostering is available for employees flagged as "Driver (BUS)"
Rosters provide available and more importantly unavailable time so they are not listed as available for bookings when not available.
Unavailable time is entered on the person
Contact details
Must have a postcode to determine the state they work in
Must have a creditor with the flag "Delegation Partner" so they can be allocated bookings and be paid
Must be an employee flagged as "Driver (BUS)" to be considered for bookings.
Creditor view
Partners who can be delegated bookings
Delegation Parters are company creditors that are flagged as a delegation partner.
A company that can be handed bookings and do not need scheduling 
scheduling - no limits apply to the bookings that can be assigned to them.
Fares
Fares have a state and optionally a Partner.
- A partner is an external organisation that can have trips delegated
- Partner is optional
- An example of a state with multiple partners would be QLD if a partner operated in Brisbane and another one in the Gold Coast.
Because fares are per state / partner = the same code may be used for different state / partner combinations.
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Example if the service is airport to city (ACBD) - then the same code could be used in every state making it easier to enter bookings across state |
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