Welcome:


Operation Guidelines for QuickBus© and vTrack Systems:


This is system. The button is available throughout the system for information about any particular item in context.

The system is a COMPLETE BUSINESS SYSTEM and can be used in many different business environments. It is operated from a browser on any device that supports a browser with HTML and CSS capability. The System is tested using Windows, Linux and Unix operating systems using Chrome, Opera, Safari, FireFox and Internet Explorer on DeskTop, Tablet and Smartphone. It is designed to be able to be run from a Smartphone and therefore provides a COMPLETELY MOBILE, PAPERLESS AND EFFICIENT OFFICE WITH EXCELLENT SECURITY AND BACKUP FACILITIES using sound business practices and CUSTOMER SERVICE ORIENTATION.

The System can be used by an AGENCY type business which relies on managing Bookings and/or JOBs on behalf of a CLIENT and for allocation to Sub-Contractors for execution.

The System has been built for the Transport Industry and has two versions available. The first is which caters for the operational management of buses for Tours, Charters and School or Urban Schedules and the second is which caters for the management of JOBs (by means of the Booking System) for collection and delivery of vehicles themselves or loads from PickUp to Destination and the location of vehicles and/or plant.

The OFFICE can be used as a simple tool to look after a small part of your daily business or full use can be made of all of the facilities available in the OFFICE . More detailed information can be found as follows:

How to manage your OFFICE by moving from one Section to another... GoTo The Menu Structure.
The System WorkFlow is controlled by three confirmation steps... GoTo Business Integrity.
Enter Customer Booking details to manage quotes and invoices... GoTo Organising a Booking.
Cater for all the requirements to run an effective and profitable business... GoTo Make use of all the Power.
-OR- perhaps you have a lot of friends who own their own buses for charter and/or tours and have a busy website which services other tourist or business needs. In this case you are in a very good position to create your own TOUR AGENCY... GoTo Create an Agency.



No action is taken on any form in QuickBus© until that form is -SAVED-. Any other action button on the screen can be actioned at any time.
The Demo System is a complete OFFICE with two limitations. Firstly any DELETE options are not shown and secondly the -Admin- Section cannot be used. This is done to protect the system data. It is done by making the DEMO system a security level 3 and is the same security level as that which is assigned to Staff which you can assign to your OFFICE as users of the system. This is done in an effort to preserve the demostration data which has been loaded to the system. It is our intention to develop a translation module for so that all customer related forms can be translated into any language which may be required. This will be made available when requested.

Because the system is complete the information loaded can be subject to unsavoury language. We apologise if there is any such data loaded. The full set of demo data is regularly reloaded and updated to ensure that you have as many examples as possible available for viewing and changing to test the results of changes. We have tried our best to make the OFFICE as friendly and error proof as possible. we hope that you enjoy your trip through THE OFFICE .

Registration:

We would encourage you to REGISTER as an Owner of a fully operational system with the following advantages :

-- COMPLETELY FREE FOR A PERIOD OF 60 DAYS. No credit card information requested
-- The System is created without any data other than a default User Parameter File and one entry in each of the system tables.
-- The NEW system starts in TUTORIAL mode and guides the user through the creation of ALL the data, required to run the system, one step at a time in the required sequence.
-- During the Trial Period you have full access to the support team at buswise77 at optusnet dot com dot au and a telephone number which will be provided to you as soon as the database has been set up for your system.
-- When you are satisfied that meets (and hopefully exceeds) your requirements you GoTo the -Admin- Section and make your first payment using the PayPal button according to the PRICING SCHEDULE below.
-- There are NO CONTRACTs. We hope to be able to provide you with a system with ongoing development guided by your input to the support team AND meeting the needs of your organization which will expand using built for effective Customer Service.

Pricing Schedule:

Pricing schedule :
Buses/Vehicles on-file: 1 to 5 6 to 10 11 to 100 101 to 250 More than 250 vTrack System BOTH Systems
After the FREE 60day Trial.
All data entered is retained
Payment coverts Trial to LIVE
Payments via AdMin/PayPal.
Monthly in ARREARS: A$150 A$250 A$500 A$1000 call call call
Tour Bookings (TBL): + A$50 -- ** ** ** **
Ticketing (TBT): + A$50 -- ** ** ** **
Business Links (BWL) + A$50 -- ** ** ** **
Passenger Duty-of-Care (PDC): + A$150 ** Student Checking On-board


** --- These optional facilities available for QuickBus require integration into YOUR specific business requirements and/or website capabilities so please eMail or call QuickBus OFFICE for further information. Thank You.

Discounts are available and will be applied as follows :
IF 3 months payments are submitted for payment NextPaymentDate will be set for 4 months ahead
IF 6 months payments are submitted for payment NextPaymentDate will be set for 9 months ahead
IF 12 months payments are submitted (1 year in advance) NextPaymentDate will be set for 18 months ahead ( 12 months in advance = 18 months service provided.)
If the number of buses on-file increases during the periods of advance payment the pricing increase will only be applied as from the NextPaymentDate.

Impala Distribution and Marketing (www.ToursBW.com) have taken over the BusWise system and renamed it QuickBus OFFICE (www.quickbusoffice.com). The intention is to have a PAPERLESS OFFICE which operates in CONVERSATIONAL MODE by providing one-click access to the USER REFERENCE MANUAL (The Library) and 24/7 SUPPORT from our development site at buswise77@optusnet.com.au.

The most challenging part of getting any new system up and running is the capturing of existing business data. Even a single-bus operator or a single truck operator frequently has a lot of Customers on-file. Contact support for information about loading your data from any existing computer systems such as spreadsheets to your QuickBus OFFICE .

We would appreciate any recommendations so please tell your friends.
In fact by completing the Registration Form for another business there is a provision at the bottom of the Registration Form for you to add your QuickBus© OFFICE system name and your System ID number. This will flag you as their AGENT and you will then receive a percentage of their monthly payments for the rest of the time that they continue to use the system.
Any existing customer can therefore become a AGENT for QuickBus. Thank you.

Consider the savings provided by the System:
1. NO OFFICE SPACE. NO RENTALS or MAINTENANCE COSTS.
2. NO OFFICE EQUIPMENT, STATIONARY, FORMS or FILING
3. NO POSTAGES
4. Customers can request BOOKINGS or JOBs from their own browsers. You do not need to have staff taking BOOKINGs.
5. Huge time savings as BOOKING, QUOTATION and ACCEPTANCE plus JOB creation, ITINERARIES, RUNSHEETS and JOB management are all done by eMail or ONLINE.

THIS SYSTEM HAS BEEN SPECIFICALLY BUILT SO THAT IT CAN CREATE A REAL-TIME SIMULATION OF THE BUSINESS AT ANY PARTICULAR TIME. THIS SAVES THE HUGE COSTS INVOLVED WITH REAL-TIME GPS AND COMMUNICATIONS SYSTEMS AND PROVIDES EXCELLENT PROBLEM RESOLUTION.

After REGISTERING the system you have FULL ACCESS for 60 days (2 months). When you have decided that the System does work as your complete OFFICE you make the first payment via PayPal with all the securities offered by PayPal (money back guarantees ) and continue to use the System. If you cease payments you will be contacted by Impala to ensure that your system is not closed down by computer for non-payment. On Registration you will receive a mobile telephone number which will be available 24/7 in case of emergencies. eMails will be handled ASAP (normally within 12-15 hours depending on time-zone differences).

Your data backups are controlled from the Admin Section in your system in addition to monthly securities taken automatically onsite AND on our own systems in case of any emergencies. The website used for the operation of has failsafe proceedures to ensure worldwide system security. The site backup is in a different country.
You can request backups of ALL your data on physical DVD at any time for a fee equivalent to 2 months payment of your monthly rental rate.

The payment system is intended to be as simple and as affordable as possible. A significant advantage of QuickBus© is that it automatically grows to accomodate an expanding business.


Address Table:

Address Section :


The ADDRESS table in is a very powerful business tool. The table is created for each user. It is your own local reference table to the Google Address system holding additional information about the addresses such as names (LOCAL Places of Interest Names, buildings, school sports fields ) PLUS notes. The OFFICE refers to the Google GPS locations which are used for calculating distances and trip times. These calculations are used by the ITINERARY Table associated with a Booking.

When Address task SELECT button is chosen the first option for selecting an address is the Address by Address Name list. The list presents the address references sorted by address name and provides the street name, street number, suburb, state, postcode followed by the address name (POI) if there is one and the the system ID number for that Address
The Address Table can be displayed for selection in any of three structures and sort-orders. These -SELECT- options can be changed for most of the -SELECT- tasks by setting the Options in -Admin-, -EDIT_PARM-, The sequence for ..... Should you find this option is not available for a apticulat -SELECT- Address in the system please email support and we will have the parameter setting option included.

NEW can be clicked without selecting a specific address to enable the loading of a NEW address to the Address table.
REPORTS can also be clicked without selecting a specific address because the the REPORTS cover all the addresses on-file.

The rest require an address to be selected THEN : VIEW displays all the details about an address as a form.
MAP displays a Google MAP for that address provided it is a valid Google Address.
EDIT displays the Address form with the ability to SAVE the changes.

The Address Records:

Addresses are loaded to the system clicking Address task then NEW .

Use the Google Auto Address finder:
Enter an address in the form that would be placed on the face of an envelope as StreetNumber followed by StreetName. As the entry is made the system will show a list of the addresses closest to the information entered so far. Skipping the suburb and adding the state will usually include suburbs in the list. When the correct address has been listed, click on that address in the list to SELECT it. The selected address will be loaded into the form. Google can become confused with Places, Point of Interest or building names so these can be added to the form as an address name. The UNIT NUMBERS are not catered for by GOOGLE (as at June 2019 anyway) and can be added to the form after selection from the list.

The address location ( as a longitude and latitude ) is added to the local address table by making use of the MAP. See __ Location Informtaion.

To explain the layout of the FORM we will use the following address :
Unit 3, 54 Short St, Slacks Creek 4127 Australia

Unit :
Alphanumeric (8 char) as 54.
Street No :
Alphanumeric (10 char) as 3.
**Street Name :
Alphanumeric (70 char) as Short St. Take care with St vs Street, vs Lane, vs Road. The tendency with GPS systems and Google is to use the long form.
**Suburb :
Alphanumeric (40 char) SPECIFIC Suburb is required rather than city, town or division name. This is where Google is particularly good because there is often confusion as to the official suburb name. Example: Slacks Creek rather than Brisbane.
**State :
Alphanumeric (4 char) as QLD, NSW (Australia) or NY, DC (USA) ..
P/Code :
Alphanumeric (6 char). Google does a good job of providing correct postal codes for addresses. Postal codes are not specifically used by the System.
Country :
Alphanumeric (32 char). The System will normally default the Country Code with that entered into the Registration Form.
Point_of_interest or AddressName:
Alphanumeric (40 char). See __ AddressName /Local Named Address POI: Be very specific when using the Address Name field because it is used as a sorting field when listing Addresses by Address NAME rather than by STREET NAME. NEVER put a customers name in this field. This is why Customers have Primary Address details. If there is ever a need to look up a Customers Address this should be done by using the Customer task. The Customers Primary Addresses ARE available in the ADDRESS by STREET NAME lists in case a Customer wishes to use their Primary Address as a PickUp address
Address Notes :
1024 characters of any information which may be relevant to this address. These notes will be shown on the DRIVER RUNSHEET. Example: Do NOT park vehicles in the front of this address. Heavy fines.

Validating Address Records:

Invalid addresses only affect the ability of the ITINERARY for a Booking to provide time and distance calculations. If the address is workable and can be used to find a location it is not necessary to validate the address (Use the MAP to SET the location).

If an ADDRESS is loaded to the system manually then it is possible that the address is not found by Google Maps. The only limitation of having an address on-file which cannot be recognised by Google is that the ITINERY Table will not be able to provide time and distance information.

There are three main reasons for keeping your own Address Table :
Enter common addresses ONCE only:
This is particularly significant when a customer makes use of your QUOTE/JOB REQUEST SYSTEM. The QRS provides the customer with a list of addresses for selection instead of having to retype the complete address into Google Auto Address. When a new address is added to the system a NAME can be associated with that address. Example: XYZ College Sports Fields. All NEW addresses should be saved for future use.
HUGE time saving in completing Forms (eg Booking Form):
All Forms in that need an address provide selection lists for ADDRESSES in both StreetName and AddressName sequence. This saves the re-entry of an address each time it is needed. The Table is a bit tedious to build BUT the benefits to you and the Customer are SIGNIFICANT. (Customer Service).
The ITINERARY Calculator and Valid Addresses:
When using the Google Auto Addresss the address that is selected from the list provided is stored in the address form. This address, because it is from the extremely co-ordinated and useful Google databases, is a VALID address for the system. This means that using Address (select an address) then MAP , is able to present a MAP for that Address. The system shows both the address from the local address table as well as the address from the Google Address System including the latitude and the longitude. This lat and lng information is what is needed by the ITINERARY to calculate distance and time from one address to the next. See __ Location Informtion.

AddressName /Local Named Address POI:

The address name is your most powerful asset in the System. This enables you to store all addresses that are important to you and provide the address with a name.

NOTE : You never need to provide a Customer (as a person) with the Customers name in the NAME / POI of the address record. Every Customer has a primary address attached to his Customer record and wherever this address is of significance the System will display the address with the Customers name. In addition this would be a breach of the Customers privacy.

This name is referred to as a POI (Point-of-Interst) when it is the name of a tourist attraction or a significant building or location. When we last tried to find the Sydney Opera House in the Auto Address search we had no success. So entering the address in full as a street name reference (understood by Google Maps ) and adding the Sydney Opera House as the NAME will make selection of this location very easy each time it is needed for Booking entries ....

Such addresses as XYZ College Sportsfield or Opera House Parking will prove very useful. This will be especially useful to Customers who use the Quote Request System available to YOUR SYSTEM. The Address Table only has to be entered ONCE.

Valid Google addresses (MAP)

Non-validated addresses only affect the ability of the ITINERARY for a Booking to provide time and distance calculations. If the address is workable and can be used to find a location and the ITINERARY calculations are not required, there is no reason to validate it. An address can be -SET- as validated when a meaningful MAP can be displayed after selecting the Address in the Address Section. Addressses that are marked with ** in the Address lists for selection are not validated addresses for the purpose of the Itinerary calculations and cannot be used by a driver as a navigation assistant. When a NEW address is -SAVEd- it should be validated using the -MAP- and confirmed as validated by selecting -SET- when the map is being displayed.
The SET_ALL_MAPS button ( not available for the DEMO System) will -RESET- all of the addresses in the file. This task is not completely consistent (We believe that this is a Google Code function but will continue to try and find a solution in our code. Sorry.) This may therefore -UNSET- some addresses so it should not be used indiscriminately. If these were valid before then use -MAP- on THAT address and -SET- the locations again.

If the address has ** in the Address task Select button then the address has not been -SET- yet and the ITINERARY cannot calculate costs for a Booking. These costs serve as a very useful guide for calculating QUOTES or as a cost-of-business guide to assess the difference between driver hours vs. cost-per-kilometer.

A message is shown in the information box when requesting a MAP or Google may display a weird MAP. This weird MAP can sometimes be -Out of the blue- or a MAP in the wrong country (often somewhere in the USA).
When this weird MAP is displayed that address should always be UNSET. If this address is likely to be selected for a Booking and the ITINERARY table is used for calculating costs then that address should be corrected.

When a valid MAP is displayed then that MAP should be SET for that address. The latitude and longitude (as displayed by the Google address at the bottom of the screen) will be loaded to the Address Table and when selected for the ITINERARY table in a Booking the System will be able to provide cost calculations for time and distance from one Address to the next. This will also ensure that the lists provided for selecting the addresses are no longer flagged with ** (two asterisks).

Addresses can be corrected by using Address task / EDIT button until a valid MAP is displayed and then the Address MAP can be SET.

However this can be a somewhat tedious method and an more certain way of doing this is as follows :
(This technique should only be used by advanced computer users as it is pretty complex).

Most browsers allow you to open a duplicate screen. For Chrome as at Mar 2019 the following process works : right-click on the TAG at the very top of the browser screen. Usually this will request Confirm Form Resubmission. Right-click again and select Reload. This will open another copy of your system. THEN :
Click Address task then NEW button . In the Auto Address field start off by typing just the StreetName. This should produce an list including the correct suburb . Add your number in the front to check that it is acceptable. Google does not always have a street number recorded in its databases. Select from the list. and if it all gets loaded into the form brush (run the cursor over the address with left button pressed on the mouse ) and CNTRL and C to copy the address. Close this duplicate screen. Open Notepad or similar text editor and paste (CNTRL and V) the address in the note. Return to your original EDIT screen and copy and paste each part of the address into your form. THEN SAVE.

This process caters for correcting an address which is the Primary Address for a Customer because the ID number of the address MUST STAY linked to that Customer. If the address is deleted then the link to the Customer will be broken.

If the address is not a Primary Address for a Customer it may still be associated with a Booking and presents the same challenge.

Address Locations SET and UNSET.

When Address task then SELECT button is chosen one of the options is the MAP .
This will displays a MAP of that address provided that the address is valid.
Invalid addresses are unpredictable as this varies with updates made by Google ©
At the bottom of the map the Address as loaded to the QuickBus© Address Table is displayed in full and below that is the complete address as resolved by Google. The important part of the Google Address is the latitude and longitude provided.
If the MAP is meaningful and the address is complete then the Lat./lng should be loaded to the address table as a VALID address by clicking SET else click UNSET. When the address NOT SET it will NOT be used in the distance and cost calculations provided by the ITINERARY.

Occasionally an invalid MAP is displayed when the address IS VALID. Rerunning the MAP will frequenly resolve this problem.

Otherwise the Address should be -Edited- until such time as it is correct. The -EDIT- action provides the ability to enter the address into the Address finder until such time as a correct address is displayed.

SELECT A BOOKING:

BOOKING Section :


The objective of the OFFICE is to ensure that the best business practices are employed to ensure the accurate saving of essential business data and the best possible CUSTOMER SERVICE. To achieve this objective we need to treat the collection and handling of data to be the highest priority. the next priority is to ensure that information (data) is only entered once and then re-used for all the necessary purposes of running the OFFICE . AND to achieve these objectives in the most efficient way we also need to ensure that the actions to be taken by the user are as logical and sequential as possible.
With these design objectives in mind the OFFICE Main Menu, which is at the top of all the major tasks, has been sequenced from left to right with the most to least used sections. The user can bale out of ANY screen by just going to any SECTION on the Main Menu.
Each SECTION has its own Tasks that can be accomplished within that SECTION. These are on the Task Menu: at the top of that Task.

Every SECTION has the first Task as -SELECT- so that the user is always presented with a screen to enable the selection of data for that task presented in alphabetic sequence. If there are a large number of items available for selection press the appropriate alpha key on the keyboard and the list will select the first (or closest) item for that key in the list.
The most frequent use of the system will require the selection of a data item from the list followed by an action as chosen from the Task Menu: that needs to be carried out on the selected item. This BOOKING SECTION, being the heart of the OFFICE , has a large number of Tasks available:
After a Specific (Existing) Booking is SELECTED then that Booking can be:
Edited, changed and managed from the PlanSheet
All of the data management actions and Booking information is entered via the PLANNING SHEET. The PLANNING SHEET is the most signicificant form for managing the business. The Planning SHEET has Edit buttons available for every piece of information to contruct a comprehensive Booking Form so as to make it possible to ensure that all potential variations of a Booking are catered for. This includes the ITINERARY TABLE which has its own editing functions to build a fully detailed tour or school bus schedule or similar. The -RECALC- option for the ITINERARY TABLE will calculate the distance and time costs for that ITINERARY to facilitate the preparation of QUOTES.

The Booking is viewed in summary form using VIEW . The -VIEW- is a much simpler presentation of the BOOKING. The VIEW includes all the JOBs required for that Booking once the Booking has been completely planned, checked and -CONFIRMED-.
A -PlanSheet- and -VIEW- button has also been placed below the SELECTION List for ease of use.

-OR- you can GoTo:
NEW :
Which provides the NEW BOOKING Form to create a new Booking. -OR-
Booking REPORTS :
Select from the range of REPORTS that are available for ALL the Bookings rather than documents or reports related to a selected Bookings.

Further Actions available for a SELECTED BOOKING:
Notes can be ADDED to the Booking with ADDNOTE

AFTER ALL information and processing details have been defined and checked the Booking can be CONFIRM ed. This will secure the Booking. No further changes can be made to the Booking except for the ITINERARY TABLE. JOBs will be created to ensure that the Booking is properly executed on the correct date and at the correct time by means of the Daily Diary which is part of DailyDiary SECTION. The accounting transactions will also be completed to the Ledgers and the Customer (or CLIENT) accounts.

The RECEIPT Task is used to issue a RECEIPT to a customer as related to the selected Booking. A receipt can also be issued to a customer from the PlanSheet. This would be used for payments made before the Booking is -CONFIRMed- such as intial payments or deposits.

Receipts could also be issued as negative credits by means of Journals but the JOURNAL Task is intended for DEBITS against selected Booking as charges to Customers (or CLIENTS) for charges that are made subsequent to a QUOTE such as damages to buses etc..

A number of business documents are available for display -OR- eMail these includes QUOTE , INVOICE or ITINERARY from a selected Booking. The eMail address for these documents defaults to the Customer or the CLIENT depending on the type of Booking.

-OR- if the Booking has been sub-contracted to a SUBBY then a QuoteRequest, WorkOrder ( = RUNSHEET for s Driver ) or PayMent could be required for a the SUBBY for any Booking assigned to the SUBBY.

NEW BOOKING:

The business process starts with the creation of a Booking and the COMPLETE BUSINESS PROCESS is defined by using all of the EDIT capabilities available on the PlanSheet. The PlanSheet identifies any combination of special conditions or options which can be applied to a Booking. Each option on the PlanSheet has a separate help button to explain the purpose of the option and an EDitxxx button to GoTo the edit/update screen for that particular option. The PlanSheet ensures that every aspect of a Booking is catered for and when - CONFIRMed - that Booking defines the JOBs for the DailyDiary (= WorkSheet) as well as the financial transactions necessary to control the CASHFLOW of the Business.
The -VIEW- displays a Booking in a more detailed but summary form. The -VIEW- does not cater for making any changes to a Booking.

Before selecting a Customer or an Address check the respective lists to ensure that the address is on-file and available for selection. If this is the first time for either then the new customer and/or address should be added to the files by using Add Customer or Add Address.
When a NEW CUSTOMER and/or NEW ADDRESS has been added return to Booking then NEW and select a CUSTOMER and a new PickUp Address from the address list and then the new Destination Address.

A Booking is controlled entirely by its ID number so that ANY of the information on the Booking can be changed (except the ID) on the PlanSheet until the Booking is -CONFIRMED-. After a BOOKING is -CONFIRMED- the PlanSheet cannot be edited. A BOOKING CAN, however, BE - DUPLICATED - AFTER IT HAS BEEN CONFIRMED.
Select Customer Name :
This is mandatory.
Select PICKUP Address :
This is mandatory.
Select Destination Address:
This is mandatory. In the case of multiple-stops being required for a Booking the multiple-stops will be entered into the ITINERARY. The ITINERARY is an optional route schedule which is a section of the PlanSheet. Select the furthest StopOver address as the destination.
Otherwise The DropOff or the FINAL DESTINATION should be selected at this time.

When all of the required details have been entered the NEXT button must be clicked. The selections will create a Provisional Booking with : Customer Name: as selected
PickUp and Destination addresses as selected
An ITINERARY will be created assuming a driver is collecting a bus from the DEPOT, going to PickUp to collect pax and then going to the Destination. From the Destination the route will return to the DEPOT via the PickUp address.
The times from DEPOT to PickUp and PickUp return to DEPOT will default to 15mins.
If no amount has been entered into the initial Quote Value then there will be no financial transactions prepared and the Booking will be zero value.

Once a Provisional Booking has been created the - PlanSheet - then becomes the document that sets up all aspects of the Booking for the business process.

ANY DETAIL OF A BOOKING CAN BE CHANGED IN THE PLANNING SHEET except the Booking ID number.

The business process is explained in the System WorkFlow

THE PlanSheet:


BOOKING NAME:

The Booking Name is the NAME associated with any specific Booking. The OFFICE gives the Booking an ID when it is created. When the Booking Section is opened the first requirement is to SELECT the Booking that is going to be actioned / processed.
The list that is provided for SELECTing a Booking is an alphabetic list of ALL the Booking Names. The Booking Name is therefore the the method used to find a Booking. The NAME should be structured to make this task as easy as possible. This NAME can be set up when creating a Provisional Booking and should be structured starting with the customers name followed by a very brief description of the Booking details such as PickUp address to Destination address or Tour identification number if it is to be a Tour.

The Quote Request structures a Booking Name as
-- QRS then QRSID then for CustomerName CustomerIDnumber ---
so that it is recognizable as a Booking from a Quote when it is accepted as a Booking from the Quotes Section.
This should be tidied up when the PlanSheet is first run.

CUSTOMER Allocation:

The Customer Allocation is used in Bookings. The Allocation defines the way that the Booking handles Documents, eMails and Financial Transactions.
The Financial transactions require management of the Accounting details as associated with the Customer Allocation specified in the PlanSheet.
All Financial transactions are created when a Booking is -CONFIRMED- .
FOR ALL ALLOCATIONS OTHER THAN Type 0 (NORMAL) a Customer must be associated with the allocation selected.

(Type 0) NORMAL : All financial transactions are for the Customer account. Booking is managed IN-HOUSE via JOBs on DailyDiary. All Documents (Quotes, Invoices .) are directed to the Customer by default.

(Type 1) contact Person / Person of Interest : Is a Person/Customer who needs to be kept informed of any problems. Booking is still NORMAL. Only used for reference or if there are any problems. All Documents (Quotes, Invoices ) are directed to the Customer by default BUT copies can/should be sent to this person by redirecting the eMail. This is particularly relevant to ITINERARY.
All financial transactions are for the Customer account.

(Type 2) CLIENT --- The Person / Customer who is identified as a CLIENT :
Booking is being managed IN-HOUSE on behalf of this CLIENT for the Customer.
Any person on the Customer List can be a CLIENT.
All Documents (Quotes, Invoices .) are directed to the CLIENT by default.
All financial transactions are for the CLIENT account. ---
Copies of relevant documents can/should be sent to the Customer by redirecting the eMail.

(Type 3) The Booking is assigned to the selected SUBBY.

A Booking cannot be assigned to a SUBBY if it is being done on behalf of a CLIENT.

The Complete BOOKING is assigned to a SUB-CONTRACTOR.
Any Customer can be a SUBBY BUT must be identified as such in the Customer File.
No JOBs will be produced for the DAILY DIARY because the responsibility of managing the Booking belongs to the SUBBY. If the booking is being executed for a Customer on behalf of a CLIENT -OR- you wish to oversee the execution of the Booking ( the Customer may be a VIP ) then the Booking should NOT be assigned to a SUBBY. Flag the fact that the Booking will be managed by a SUBBY in the NOTES and then assign ALL the JOBs associated with this Booking to the SUBBY. This is done in DailyDiary (WorkSheet) on the day of the Booking.
All Documents (Quotes, Invoices .) are still directed to the Customer.
Additional financial transactions are for the SUBBY account. The SUBBY must be paid for his services. The amount to be paid to the SUBBY can entered into the SUBBY Allocation in Financial Details of a Booking and the System will automatically prepare accounting transactions for the SUBBY account. Otherwise these payments will need to be made by Journal Entries for the SUBBY ( via Cust / Journal ).

PickUp Address:

A BOOKING is not valid (able to be confirmed) until it has a PickUp Address.

The PickUp address is where the driver must take the vehicle to pick up the passengers -OR- where the driver the driver must PickUp a vehicle if there is not Collect-the-vehicle entry on the Itinerary. If there is No Itinerary prepared then the former applies.

Destination:

A BOOKING is not valid (able to be confirmed) until it has a Destination Address.

The significance of the Booking is defined by the Type of Destination that has been selected. It may be appropriate to refer to the Library to understand the significance of the information that is prepared for Operations to ensure that the complete business can be run from the Operations and the JOBs structured for that time on that day. The JOBs are used to prepare RUNSHEETS, workOrders and drivers rosters. The System will always use the Destination Type and refer to the ITINERARY for the preparation of JOBs if an ITINERARY has been prepared.
The PLANNING SHEET describes ALL the JOBs that will be created from the use of the Booking Details: Start and End, date and time, the PickUp address,the Destination Type, the Destination and the ITINERARY. Test the effect that changes to these entries make by repeated -EDITS- on the PLANNING SHEET.

There are 4 different methods that QuickBus© can use Destination to create JOBs:
TripType__0 : NORMAL (default):
The default Destination type is NORMAL and the Provisional Booking is created with Type = 0.
All JOBs are created assuming that the Destination is where the group is going and the driver will either wait for the group at the Destination and return them to PickUp or return to the Destination later to pick up and return to the PickUp address or as may otherwise be defined in the NOTES for the Booking and/or notes that may be made for the JOB on the Operations ( which caters for last minute changes or problems ).
In the case of vTrack the destination is where the vehicle will end its trip so the vehicle location is moved from the PickUp address to the Destination address and plans must be made to return the driver to base if necessary..
TripType__1 : EXTENDED/TOUR:
This Destination type assumes that the Booking is for a TOUR. Remember that a Booking can be duplicated to ensure a very quick process for transferring ALL the information from one Booking to another particularly if the Booking is complex and/or similar. Example: School runs and Urban Routes.
The Destination is the FURTHEST stopping address / Drop-Off address for the Tour. This Type would benefit from the planning and information / calculations provided by the ITINERARY which would also faciltate the identification of the FINAL Destination.
The furthest Destination is recommended for all Customers in the Quote Request Form. When they have multiple stops or DroOff addresses it makes the Quote Request a lot easier to assess.
In this case the System uses the Itierary to contruct the JOBs especially if it is a MUlti-day JOB.
TripType__2 : TRANSFER:
This assumes that the Destination is where the Passengers will be delivered and the vehicle will return to the primary DEPOT address.
Information becomes significant when the System needs to create multiple JOBs for multiple days.
TripType__3 : SPLIT:
This could be a one-day JOB but has more significance for multi-day JOBs.
This Type specifies that the vehicle will be driven to the Destination where the passengers will be off-loaded. The vehicle will return to BASE (DEPOT). At some later time (and date if appropriate) the vehicle will return to the Destination to collect the group and return them to the PickUp address.

The ITINERARY (Normal = no calcs):

The ITINERARY is an optional facility and all Bookings/Jobs could be handled using the PickUp address, the Destination Address and the NOTES. without the ITINERARY
The Itinerary is intended to provide 1) A fully fledged Itinerary Table for customers who may require this for planning, passenger control or reference, 2) To provide Drivers with complex RUNSHEET information (eg Tours, School or urban Routes) AND 3) Cost calculations when required for Bookings. HOWEVER

The ITINERARY provides a very powerful business tool.



The Planning Sheet includes the ITINERARY with the cost calculator. The additional features and options are described below.

ITINERARY and Travel Information : with Booking ID

Comment
Notes and comments as entered.
-REF-
This is the reference number that is allocated to that row of the ITINERARY. When a -NEW- Booking is saved ( -NEXT- ) the system creates a comprehensive ITINERARY which assumes that a driver will collect his vehicle from the main DEPOT, travel to the PickUp to collect passengers, travel to the destination, wait at the destination until passengers are ready to return to the PIckUp and then return to the DEPOT.
This could be an overkill for most Bookings but the rows are very easy to delete.
Address
The addresses are as selected from the Address Table for each row.
Seq
The Seq is the number of the rows as they are listed and would effectively be the stops that would be made for the trip in sequence.

ITINERARY with Calculator:

The ITINERARY is an optional facility and all Bookings/Jobs could be handled using the PickUp address, the Destination Address and the NOTES. without the ITINERARY
HOWEVER

The ITINERARY provides a very powerful business tool.



Before a Booking has been -CONFIRMED- the Planning Sheet includes the ITINERARY with the cost calculator and the ability to change or rebuild the ITINERARY.

ITINERARY and Travel Information :
with Booking ID and Q: total of all allocations = quote total.

Comment
Notes and comments as entered when ITINERARY is edited.
-REF-
This is the reference number that is allocated to that row of the ITINERARY. When a -NEW- Booking is saved ( -NEXT- ) the system creates a comprehensive ITINERARY which assumes :
a) driver will collect his vehicle from the main DEPOT (-Ref- 1)
b) travel to the PickUp to collect passengers (-Ref- 2)
c) travel to the destination (-Ref- 55 ) This caters for the easy insertion of up to 50 additional PickUp points before the driver heads off to the destination
d) wait at the destination until passengers are ready to return to the PIckUp unless special instructions are entered in the Comments.
e) return to the PickUp to DropOff the passengers (-Ref- 56) and
f) return to the DEPOT (Ref- 57).
This could be an overkill for most Bookings but the rows are very easy to delete if they are not required.
Address
The addresses are as selected from the Address Table for each row. Addresses must be in the Address Table to be selected.
Seq
The Seq is the number of the rows as they are listed and would effectively be the stops that would be made for the trip in sequence.

Calculation Information:

These columns are included with the ITINERARY Table when the calculation can be used. If A Booking is -CONFIRMED- they will not be shown. They are also not shown when a -VIEW- is requested for a Booking.
hr:min @
This is the time in Hours and minutes that it would take to travel from the previous row to this one. The first row would be 0.00 and any invalid Address would also create a 0.00 time.
Value of Drivers Time from the previous -Ref- to this one.
Km @
This is the distance in Kilometers from the previous row to this one. The first row would be 0.00 and any invalid Address would also create a 0.00 distance.
Value of the distance calculation using value from User Parameter file.

Editing the ITINERARY:

ANY change to the ITINERARY requires a -Ref- number to be actioned unless the entire ITINERARY is to be deleted. Entering ALL as a -Ref- and then REMOVE will delete all rows from the ITINERARY. and the complete ITINERARY can be rebuilt row by row.
Enter the number of a row to process (from 1 to 900 ) and THEN
CHANGE Will replace the information for that row.

REMOVE (without the -Ref- = ALL ) will remove that row from the ITINERARY

_INSERT_ Will insert that -Ref- as a new row with that -Ref- number. If that -Ref- number already exists then that -Ref- number plus all -Ref- numbers after that number will be increased by 1 (existing -Ref- number plus 1 ).

RECALC RECALC cannot calculate the distance and time from one invalid address to another address. If the Address is maked with ** (double asterisk) then that address is invalid. An invalid address is an address not recognised by Google MAPs and thus does not have a latitude and longtitude SET into the Address. See : Validating Address Records for more information.
When -RECALC- is selected the system recalculates all the information in the last 5 colums of the ITINERARY Table.

When a -RECALC- is requested there is an additional facility which adds a number of minutes to each PickUp time on the Itinerary Table. GoTo : Additional PickUp Time Allowance for more information.

PlanSheet Reloads the PlanSheet for that Booking. SAVE_CHANGES

GRADE:

The GRADE is a sort key provided for the system owner to facilitate a match of BOOKINGs to Buses / Vehicles and Drivers. The value of this key is entirely up to the user. The 3 character key represents the VIP value in terms of Bookings, the quality value in terms of Buses/Vehicles and expertise or experience (or both) in terms of Drivers.
The system defaults to 555 or blank. The field is not evaluated for data entry purposes and alpha can also be used. The three caharcters could be used to identify specific attributes of the resource.
In general a value of 555 for a driver would be a driver who can drive any bus which is certified as 555 or less. He would be a general all rounder and would be able to be allocated to pretty well any job. If he had been with the company for 10 years and held the highest driver licence available in the country he could be rated as 777. If he was a relatively new driver, with 3 months experience and a limited drivers licence ( MR with auto only ) for example he may be rated as 333.
A bus that was only used in emergencies and had no seat belts or air would be rated as a 222. A school bus that was in good condition with belts and air but not ideal for charter groups would be rated 333. And a supermlong-distane coach would be rated 777.
A normal good customer that was a reasonable payer and used the service of the company quite regularly would be rated 555. But a lousy paying customer would be rated as 222. And a really fussy customer that required EXCELLENT service and the best busses could be rated as 666

This structure is entriely up to the user and would probably not be used by operators of smaller organisations.

Booking Details:

All of the BASIC requirements to manage a Booking are provided by completing all of the details for a -NEW- Booking. HOWEVER if more sophisticated business tolls are required then this section of the Planning Sheet should be completed:
Booking Name:
The Booking Name is very important for selecting Bookings from the List of Bookings to do additional processing or making changes. The list of names is presented to enable the SELECTION of a Booking.
Resources Required:
The number of passengers is very important for selecting a suitable BUS for the Booking. There are times when a Customer may require a number of buses because the trip is split into sections. If there are a large number of passengers then multiple-buses will be required. The number of buses is very important because when JOBs are created by the System for the Operations (DailyDiary) then it is necessary to have a JOB for each bus for each day so that buses and drivers can be allocated appropriately.

For the vTrack system passengers is replaced by tonnage. And there may be a convoy of many vehicles required for a transport company that specialises in ferrying vehicles.

The GRADE is explained just above this section.
DATES and TIMES:
Dates and times are very important for Bookings. The dates can be entered using the SmatDate which saves a lot of time or the calendars can be used. In the case of entries made using a SmatPhone the calendars are not very useful and the QuickDate should be used. Click on the help-button next to a date field for the explanation of the QuickDate.
DATE exclusions:
The ITINERARY table enables the preparation of complex route schedules which could be used for School or Urban bus routes. The START / END date for such a route could be over a period of a month or a quarter or even a Year. Such a route could be for weekdays only over that monthly period (or School term perhaps) and in this case Sun and Sat would be ticked as a exclusion. The JOBs for that route would then be prepared for Mon-Fri for each day of the period. If the route was a weekend route only the Mon thru Fri would all be excluded. This facilty used with the ability to DUPLICATE the Booking Form makes the preparation of multiple school schedules a very easy task especially as all the Timing-Points ( Stops ) for the route can all be loaded to the Address Table for selection and the ITINERARY can then give you a costing estimate for that route.
Destination Options/Types:
Complex trips with multiple stops and detours could be covered by the use of the Booking Notes and/or the notes which can be entered on the JOBs but this requires a great deal of attention to detail and the trust that the notes will be read and understood. These complex options have however been catered for by the the 4 types of destantion offered by the System. This means that the System is able to compile meaningful JOBs for display on the Operations and for the Driver's RUNSHEETs.

The Destination Options can be changed with the Destination details.
The options that are available are defined below.
Time Allowances:
When a NEW Booking is entered ( and -NEXT- is pressed ) the System creates a complex ITINERARY Table for the NEW Booking. This is an overkill in most cases but it is created with all the likely vehicle movements so that those that are not required can be deleted. The ITINERARY is therefore accurate for all the times and distances times.

These Time Allowances cater for the times that it will take from DEPOT to PickUp and final Destination to return to DEPOT for the drivers RUNSHEETS. These times need to ne separately loaded because the ITINERARY may not be used and these times are very important to ensure that a DRIVER can maintain accurate time schedules.
Pre-Allocation:
For a company that has one bus which does MOST of the work then this prealloaction can be loaded to the Users Parameter File so that all JOBs use the Bus. It is a very easy task to change the allocated buses/drivers for the JObs on the Operations .
This preallocation can be loaded her for a specific Booking because it saves time allocatng buses and drivers for the JOBs on the Operations .
It also saves later entries for Bookings that a fixed routes and have a specific bus and driver allocated to them most of the time. Particularly if the Booking is one that will be duplicated.

DESTINATION Options:

Destination Type :
These re-define how QuickBus uses the END Date/Time on the Booking:

-0- NORMAL :
Arrival at the Destination. For Multiple days each day is considered as a separate day. Suited to schedules for school runs or tours run on a regular basis. End of JOB will be Dest + Dest to Depot Time Allowance.
NOTE: The EXCLUDING/INCLUDING days of the week tables apply to NORMAL Multi-DAY Bookings.
-1- EXTENDED/TRIP :
Single day will be changed to -NORMAL- each time -EDIT- is run. Intended for multi-day trips where the resources (bus + driver) will be away overnight. Destination should be the furthest point on the schedule to be meaningful. End of TRIP will be as entered in END DATE/Time. Arrival/Departure at Dest and any intermediate stops should be entered and evaluated using the Itinerary. The Itinerary will provided time and distance between each stop if Addresses have been validated.
-2- TRANSFER/ONE-WAY
End Date/Time is End of TRIP. If vehicle is to return to the Depot (or some other Address) then the DropOff to Return time should be entered into the RUNSHEET Travel Time Provision for Destination to Depot. This time is in minutes. The max value is 9999 to cater for Multi-day trip returns.
-3- SPLIT :
The END Date/Time for a -SPLIT- Destination Type is the date and time that the vehicle is intended to COLLECT passengers for the RETURN TRIP to the PickUp address. This works fine for Multi-Day -SPLIT- runs. In this case the RUNSHEET Travel Time Provision for Destination to Depot should specify the time in minutes from the DESTINATION to the DEPOT (ie PickUp-to-Destination and Destination-to-PickUp time ) to ensure accuracy on the RUNSHEETS. NOTE: A -SPLIT- Run will always produce TWO JOBs to enable the use of different resources for the return trip if required. Any variation or special conditions should be entered in notes or built into an ITINERARY.

TIME ALLOWANCES:

To ensure that RUNSHEETS can be accurately prepared for the DRIVERS it may be appropriate to provide the times in minutes from the DEPOT to the PIckUp Point and from the final Destination back to the DEPOT. These can be calculated using the ITINERARY and then added to the PLanning Sheet. The RUNSHEET does not have access to the ITINERARY Table directly. To incorporate this in the system would entail too many rules and conditions on the compilation of the ITINERARY.

Booking Notes:

Booking NOTES provides 1024 characters of any and all informtion which may ensure better customer service. A better experience for the Customer. Example: Remember to take the trailer on the bus. Take the barbecue. Pick up the beer form Jacks Bottle Store. Ensure Jenny Marlow-Jones is always present on the bus.
If a Booking is being taken in a hurry and you do not want to delay the customer any more that necessary then ensure that you have ALL the CORRECT details for the Customer, the PickUp Address and the Destination Address (furthest address for a tour), SELECT these three items of information the click on NEXT and go to ADDNOTE where you can write up ALL the information about the tour and sort it out into the Planning Sheet at a later time.

Pre-Allocation:

The Pre-allocation can be setup as a User Paramater in the Admin Section. This creates a default which will be loaded to each any every Booking. This is useful if you have one bus that does most of the work. It is very easy to change this on the JOB at a later date.
Each JOB will be allocated with Bus and Driver when the Booking is -CONFIRMed-.
The next level of Pre-Allocation is on the Planning Sheet. For multi-day Bookings the FIRST BUS and/or driver for each day will be Preallocated
The Pre allocation can be changed or removed here AND/OR on the JOBs from the Daily/Diary before the RUNSHEETS (or DailyDiarys for SUBBYs) are displayed, printed or emailed. Pre-allocation saves a lot of work with the JOBs and can be easily changed later
A RUNSHEET cannot be printed without both Driver and Bus/Vehicle being allocated.
This ensures business integrity and that the Business Log Books are complete.

Financials:

When a NEW BOOKING is prepared there is a need for Quote information to be loaded so that a QUOTE can be sent to the Customer for acceptance and confirmation. This is called the INITIAL Quote Estimate (Main) and is a single value for the Booking.
If no further changes are made to this amount then the System will credit this amount to the Booking Ledger and debit it to the Customer ( or the CLIENT if the booking is being made on behalf of a CLIENT ) whether the accounting information is used later or not.
However when a more sophisticated accounting system is required then the FINANCIALS for the Booking can be modified via the EditFinancials button of the Planning Sheet.
The INITIAL Quote Estimate is placed in the Main field. The total Quote amount for a Booking is Main plus CLIENT plus DRIVER plus SUBBY.

The EXTRAS are always shown as a separate amount throughout the system and are intended to cater for additional costs that are not part of the initial quote. These EXTRAS cater for such items as tolls or any other expenses which are not subject to the GST which may apply to the Booking. Example: later charges to a Customer for damage caused to a bus. These are always reflected as an extra charge on the Booking for INVOICES or QUOTES and reports.
SUBBY has a special significance. If a ENTIRE Booking is going to be handed to a SUB-CONTACTOR then this amount is what will be paid to the SUBBY. This amount would need to be subtracted from the Main amount because remember that the TOTAL QUOTE = Main + SUBBY + DRIVER + CLIENT. When the Booking is -CONFIRMED- the TOTAL Quote amount will be credited to the Booking Ledger, and the TOTAL will be debited to the Customer or CLIENT account BUT in addition the SUBBY account will be credited with the SUBBY Amount and the General Leger will be debited with amount. As RECEIPTS are issed for hese various transactions the financials will all be balanced out.

At this time the DRIVER and CLIENT fields are intended to be used however you may desire to keep track of the drivers share of the booking or the commission you may wish to withhold from the client. Always bearing in mind TOTAL QUOTE = Main + SUBBY + DRIVER + CLIENT excluding Extras.

This form also caters for ISSUE RECEIPT for Cust BEFORE THE BOOKING IS CONFIRMED. These receipts are therefore more in terms of deposits and/or prepayments for the Booking. Enter the amount paid. The last receipt number and the last aount paid is shown for interest and control. The receipt number for this payment should be entered either as last receipt number + 1 or the receipt number from a recipt book which is used in your OFFICE for your banking purposed. an INVOICE should now be sent to the Customer because it will reflect the exact status of the account including this last receipt number and payment.

CHANGE Payment Terms shows the current terms that have been agreed with the Customer. If necessary these can be changed as required BUT the payment due date should always be corrected to reflect the latest status. This date has particular significance on the payment oustanding reports if they are used.

DUPLICATE Booking:

This feature is very useful for repeat bookings.
Example 1 : a customer who has a outing once a month and all that needs to be changed on the duplicate is the destination, dates and time.
Example 2 : A school route with a very comprehensive ITINERAY which includes the timetable for all the timing points. The Booking can be set up for a term (using the date exclusions) or a week and then duplicated as required so that only the dates need to be changed.
Example 3 : Urban runs with all the necessary timings entered in to ITINERARY

In all of these examples the DRIVERS/ BUSES can be allocated a few days in advance using the Operations for the appropriate day.

DELETE Booking:

A BOOKING which has been CONFIRMED is not deleted but archived.

Booking REPORTS:

These are the reports available. Please review what the reports contain by going to the demo system and having a look ate the set of reports that are available. These include :
REPORTs Booking:
TO_DO Bookings that have NOT yet been CONFIRMED.

CONFIRMED Bookings that HAVE been CONFIRMED.

ALL DATE All Bookings on-file (excluding ARCHIVE) in date order.

ALL NAME All Bookings in Booking NAME order.

REPORTs Financial:
PAYMENT DUE Bookings which have not yet been paid for.

REVENUEs by BookingID:

REVENUEs by BookingDate

DROSTER Drivers 14 Roster of JOBs to be done.

SROSTER Subby 14 day Roster of JOBs to be done.

ARCHIVE REPORTS: These are still under test.

Booking, JOB and Quote Request CONFIRM:

Business INTEGRITY:

Your Business Integrity is assured if these four confirmation steps are used as intended. Validate any Quote Requests that have come into the system by setting the OK flag. By using the PlanSheet to make use of all the options available for the Booking including the recording of RECEIPTS paid in advance THEN CONFIRM the Booking THEN allocate resources (driver and bus) to the JOB and flag the JOB as Done THEN record all actions for the JOB as NOTES while it is in progress. Finally run the ARCHIVE Task as a regular action and your business data if fully backed up, secure and available for statistical analysis.
Quotes OK:
The Quote Request System is a powerful validation tool. The Quote Request System can be entered from any friendly website including your own. This needs to be set up on that speciific website by the website administrator. Placing an action button, which is detailed at the top of the Admin Task, onto a website and marking the Button as Ask-for-FREE-Quote or similar the Quote Requst Form is presented in the user's browser.
System security prevents access to anything other than the QRS system BUT the QRS editing has to be as non-restrictive as possibleto encourage use by both NEW and existing customers or inhouse staff. Example: Staff at a school using to book class tours. It is therefore possible for errors or junk requests to be loaded to the QRS system.
The -Quote- Task in the Master Menu provides the ability to check ALL Quote Requests. The genuine requests are easily recognised and by clicking the -OK- action button the Request is loaded internally as a Prov. Booking. The others can be deleted when suitable or will be deleted automatically when a Monthly Archive Run is done from the Admin Tasks.
Booking CONFIRM :
Bookings come from the Quote Request System (above) or are entered into the System as NEW Bookings. Both of these Booking will require action in the Planning Sheet (PlanSheet) which is the Booking EDITOR. A very basic Booking requires a minimum of :

Mandatory Entries:
a) Customer name
b) PickUp Address
c) Destination Address

Optional when entering a NEW Booking:
d) A Booking Name (so it can be found easily for processing)
e) START and END dates and times
f) Number of Passengers. (Essential for Tours system). Tonnage is requested for vTrack but that is optional.
g) An initial Quote estimate will enable the system to process Quotes and Invoices for a Customer.

Without the Mandatory entries the Booking is useless.
Without the rest the Booking has many limitations. With all of these details the System is able to create JOBs for the required dates and times and drivers and buses can be allocated to the JOBs on DailyDiary (WorkSheet).

Once a Booking exists it is available for use in the Planning Sheet. The PlanSheet is where a Booking can be turned into a very powerful business tool. There are so many options avaiable on the PlanSheet that a help section has been created to explain each one of the options and services. The most powerful service provided by the PlanSheet id the ITINERARY SHEET. The ITINERARY is blank for Quote Requests but is very detailed when it is created for a NEW Booking. Based on the assumption that it is easier to delete than it is to enter details. The ITINERARY caters for building a complete TOUR and includes the ability to CALCULATE the costs for that TOUR.
The PlanSheet can be used as many times as is necessary to plan ALL the details for a Booking. The Financial Section of the PlanSheet defines the accounting requirements. If no Financial details sre entered then there will not be any transactions created by the system for the Customer accounts.
When every detail of the Booking has been finalised then the Booking is -CONFIRMed- and only the ITINERARY can be changed after that -CONFIRM-. The Booking becomes a business data asset.
JOBs Done :
When the Booking is -CONFIRMED- a JOB is created for each bus for each day thus catering for School runs, Tours and multi-day multi-bus charters and contracts.
These JOBs are then managed in the Operations section / DailyDiary / WorkSheet
DailyDiary provides TOTAL information about each JOB so that it becomes the activity screen for the business. The fact that this can be accessed from a SmartPhone means that the business can be managed from anywhere where there is internet coverage.
The JOBs need to be processed ahaed of their dates for allocation of drivers and buses. This enables complete control of your own fleet-buses as well as any buses which may be hired as non-fleet buses (or vehicles). From DailyDiary DRIVERs RUNSHEETS and ROSTERS can be displayed and/or eMailed to the Drivers. SUBBY WorkOrders can be produced. Notes be entered on DailyDiary regarding any activity that needs to be taken during that day. In the event of problems one click on the JOB will display the complete Booking that created the JOB, all the driver information including a guide as to his committments over 11 days around this day and all the bus details. The JOB also caters for the re-assigment of drivers and/or buses from AVAILABLE resources at the time.
As soon as a JOB is being executed (on-the-road) the JOB is flagged as Done BUT changes can still be made to resources. Any changes are automatically recorded in the notes. This provides a business valuable business log which can be retained as long as required (10 years ??). JOBs which are not -Done- should be deleted so as not to confuse the statistics produced from DailyDiarys.


These three processes ensure total Customer Service and secure Business Data. If the Financials are entered and maintained (overdue amounts collected or journalled accordingly) the system is able to provide detailed cash-flow, balance sheets and accounting reports.
ARCHIVE :
On a regular basis, as defined by company policy which must be decided, run the ARCHIVE action from the Admin Tasks which will move all valid data to tables built to hold the historical data for the business, discard data that is not required and make a number of backups of ALL your business data. These BackUps are retained in a cycle of 6 copies on three separate sites in three different countries.
In the event of Impala Distribution and Marketing going insolvent all the program code and access to the System is held by our accountants in escrow. This information is provided to you as soon as your first payment is made. Register now for the 60 day FREE TRIAL OFFICE SYSTEM which provides a fully operational system with no contractual committments. We believe that we can provide you with a system which can exceed your expectations and grow with your business.

SPLIT BOOKING :

Return Trip for a SPLIT Destination Type :

The OFFICE will AUTOMATICALLY prepare TWO JOBs for a SPLIT booking. If there are multiple buses then the JOBs prepared will cater for this as well.
The SPLIT Destination Type ( Type 3 ) caters for Trips that do not take more than one day each way. If the ou-bound trip, PickUp to Dest, is more than one day then separate BOOKINGS must be prepared to handle that situation. Prepare Booking for out-bound trip. Make sure it is correct then duplicate it and using the Planning Sheet reverse the PickUp and Destination plus correct dates and times. All the Financials can be on the first Booking or the costs can be split between the two. Take care not to duplicate the Financials.

When SPLIT Destination Type is selected ensure that the START date and time are for the out-bound trip and that the END date and time cater for the in-bound (RETURN) trip. The System will prepare the JOBs accordingly. Note that Date and TIME means the in-bound trip can be on the same or any other date.

DailyDiary Coloured Bar Details:

The Blue Buttons in the DailyDiary are, as usual throughout , ACTION BUTTONS. Please read Vehicle for Bus if you are using the QuickBus vTrack option.
DailyDiary provides the ability to allocate and or change Vehicle (Bus) and/or Driver as would be required during the normal process of a working day.
Next to the entries in certain of the columns on DailyDiary coloured bars will be diplayed whenever there is something that is informative, as a check, or where something needs attention action, usually an error. These are the columns that have coloured bars :

Done Column :

BlueButton = Job has been started. Vehicle is manned and on the road.
+ || = This JOB is waiting on confirmation.
When the Job is on-the-road Click on the BlueButton and the JOB will be activated and this column will show as -Yes- which signifies that the JOB has been Started. Any later activity requiring comments should be added in the -Notes- column.
When the -Archive- task is run from the -Admin Task- on the MasterMenu ALL JOBs that END before the date that the -Archive- run is completed will be stored in the JobArchive database for later reference. If there are JOBs that are NOT flagged as DONE the Archive will abort (not be run) and an error message displayed. The eror message will list all jobs-not-done. If those JOBs were NOT done then they should be deleted. This can only be done by a user with security level above 3.

Cust Column :

BlueButton = Display ALL Customer details. If JOB is being done for the Customer on behalf of a CLIENT then the CLIENT details will need to be displayed separately after getting the CLIENT details from the BOOKING display (next column).

Booking Column :

BlueButton = Display ALL Booking details.

Bus Column :

The BlueButton (Bb) will always be present in this column so Action can be taken:
Bb + || = Click BlueButton to select a Bus for this JOB.
Bb + BusRefNumber = Click BlueButton for ALL information about this bus OR to take the action necessary to clear a coloured bar.
Bb + BusRefNumber + || = Since this Bus has been allocated it has become unavailable. Requires urgent correction. Click BlueButton and then -Change- to CHANGE allocation.

Bb + BusRefNumber + || + (nn) = This bus is a non-fleet (Customer owned bus) and the nn = the Customer ID number.

+ || = This bus is allocated to more than one JOB for today. Take care when allocating to another JOB that times do not overlap.
+ Double || = The start/end times for this JOB overlap for this bus. QuickBus will allow this situation because it is possible for a bus and driver to be requested to do THIS JOB during the wait time on JOB xx. This decision should be made with care and the travel time from dropoff time at JOB xx to PickUp time at THIS JOB must be taken into account. Plus dropoff time from THIS JOB back to JOB xx must also be taken into account.

Driver Column :

The BlueButton (Bb) will always be present in this column so Action can be taken:
Bb + || = Click BlueButton to select a Driver for this JOB.
Bb + BusRefNumber = Click BlueButton for ALL information about this Driver OR to take the action necessary to clear a coloured bar.

Bb + BusRefNumber + || + (nn) = This Driver is a non-staff (Sub-Contractor) and the nn = the Customer ID number for that Sub-Contractor.
Further colourbars could be added as below.

+ || = This Driver is allocated to more than one JOB for today. Take care when allocating to another JOB that times do not overlap.
+ Double || = The start/end times for this JOB DO overlap for this Driver. QuickBus will allow this situation because it is possible for a bus and driver to be requested to do THIS JOB during the wait time on another JOB. This decision should be made with care and the travel time from dropoff time at JOB ?? to PickUp time at THIS JOB must be taken into account. Plus dropoff time from THIS JOB back to JOB ?? must also be taken into account.

Notes Column :

BlueButton: Notes can be added to JOB as any related incidents occur. These notes are as a Daily Logfile with the JOB which can be referred to any any time in the future as a reference or history document. Limited to 1000 characters = roughly half a screen.

Columns V, of, D, of and T :

The columns, V (Vehicle) of (Number of Vehicles requested for this JOB) and D (Day number) of (Number of Days that this JOB is Booked for) and T (TripType for this JOB as defined with the Destination), included on DailyDiary are there for information reference. They should always be taken into account. Example: Multi Day Bookings ( where -of- column is greater than 1) require bus to be allocated on Day 1 of that Booking and the system will allocate that Bus as -V- -of- for the rest of the days for that Booking. The Bus (or Driver) can be changed on later days if necessary (eg. broken down bus or sick driver etc)

Structure of DailyDiary/ WorkSheet :

Explains all DailyDiary Columns :

The DailyDiary / WorkSheet is a complete system in its own right and provides :
1 --- JOB identifies the JOB number. Each JOB in the system has a unique number
2 --- Done identifies whether the JOB is waiting on some action or is on-the-road
3 --- Start is the start time of the JOB. The drivers RUNSHEET caters for the time necessary to get to the PickUp for the JOB
4 --- End is the intended time for the JOB to be completed. Does NOT include the time required for the Vehicle/BUS to get from the final DropOff to DEPOT or next PickUp. ( the required Driver time can be viewed by checking the Driver's RUNSHEET.)
5 --- Cust is the ID number of the Customer. ALL information about the customer can be displayed by clicking on the blue action button.
6 --- BOOKING shows the ID number of the Booking and the first 14 characters of the Booking NAME. This first 14 chars of the Booking is known as the BookingTag as it is used in other parts of QuickBus ALL information about the Booking can be displayed. Click on the blue action button.
7 --- Bus (or Vehicle) has a red bar if a Bus has not yet been allocated to the JOB and the blue button will display a complete list of ALL buses/vehicles that are available for allocation including an 11 day schedule for that bus/vehicle. Clicking the blue button will allocate the selected bus/vehicle and return to DailyDiary after clicking the blue Continue button.
If there is not a red bar shown then the bus/vehicle reference number will be shown with a blue action button. Click on the blue action button will show ALL the details for THAT bus/vehicle PLUS blue action buttons to -CHANGE- or -REMOVE- the bus from that JOB.

8 --- Driver has a red bar if a Driver has not yet been allocated to the JOB and the blue button will display a complete list of ALL Drivers that are available for allocation including an 11 day schedule for that Driver to ensure that Work allowances are not exceeded. Clicking the blue button will allocate the selected Driver and return to DailyDiary after clicking the blue Continue button.
If there is not a red bar shown then the Driver reference number will be shown with a blue action button. Click on the blue action button will show ALL the details for THAT Driver PLUS blue action buttons to -CHANGE- or -REMOVE- the driver from that JOB PLUS -RUNSHEET- or -ROSTER-14- to display these documents which can be eMailed.

9 --- Notes is available for the recording of Notes FOR THE OPERATIONS STAFF or anything relating to the JOB for THAT day. These notes serve as a Log of any and all activities that need to take place or have taken place during the day. The system will add a note here for any changes made to buses/vehicles and/or drivers.
If there is not a red bar shown then the bus/vehicle reference number will be shown with a blue action button. Click on the blue action button will show ALL the details for THAT bus/vehicle PLUS blue action buttons to -CHANGE- or -REMOVE- the bus from that JOB. If -CHANGE- is selected then that bus will be removed from the JOB and a selection page will be presented for the selection of another bus. If you wish to select another bus at a later date then click -REMOVE- which will place a red bar (action required) on the JOB and the JOB will be not be able to be marked -Done- until another BUS has been allocated.

The other five columns read as follows:
( V ) is the number of the bus/vehicle ( of ) the number of buses/vehicles assigned to that BOOKING on the ( D ) day ( of ) the number of days that go to make up THAT BOOKING. ( T ) indicates the Destination Type for that BOOKING where :

TICKETING System :

Website Tour/Job/Trip Booking LINKs:

Using the first 12 characters of a BOOKING NAME the Bookings are linked to any website so that customers can book seats on tours or any other Booking website which has the link button associated with THAT Booking Link on that website.
These SPECIAL BOOKINGs are created in the Ticket Task of the Main Menu ............... to be continued zzzzzim


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