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 or other Debtors) providing a service to travellers - so the payment is collected from the Agents monthly

The Fares (Prices) for many trips are fixed - Sell, Buy and Cost prices.  Although individual bookings may vary.

Limousines may be

• owned by the company (driver is still typically a contractor) - cost rate is paid
• owned by an external person who is also the driver (scheduling is important) - Buy Rate is paid
• owned by an external organisation ( normally have capacity for more than one vehicle ) - Buy rate is paid

External Limousine owners are paid monthly and are paid the same rate as external organisations

Bookings may be linked (returns, Multiple vehicles required) to simplify mass changes (eg late cruise ship)

Bookings may be allocated to (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

Incomplete Bookings List 

Bookings start as incomplete > until the status is changed to complete.  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.

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.

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 - 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.