---HowTo / HELP / User Reference Manual---



PLEASE eMail buswise77@optusnet.com.au if you need any further assistance

These help details are accessed by clicking the --- --- button located on all ToursBW screens.
HELP opens a new browser page relevant to the screen where it is clicked (contextual).


00.0 Start Using -- Customise YOUR SYSTEM:

1. Master Menu:

The first screen that is shown on LogIn is the Master Menu with a information box about the current status of THIS SYSTEM. The Master menu shows the 7 Major Tasks plus a LogOut action button. These are Blue Action Buttons.
The -BACK- button returns the screen to the previous task or the main menu.
The -MORE- button switches between QUIET and MORE mode. QUIET mode is a basic system which enables the management of Bookings in the simplest way that is possible with ToursBW. MORE mode provides all the extra options and facilities such as CLIENT, SUBBY management and FINANCIALS (accounting).
The -HELP- button takes you to a current relevant User Help File page
The -INDEX- button takes you to an alpha index of the User Help File (section 1) AND a list of Tutorial Videos. These are ordered such that they provide information on ToursBW as it is needed.

2. Enter System Specific Data:

This is the basic business information that is required to run the business.
Impala-BusWise offers a service to any Registered User for loading this data to ToursBW or vTrackBW from users SpreadSheets or Text Files for a fairly nominal fee. Phone or email buswise77 at optusnet dot com dot au for further information. First requirement is to enter Driver information for at least one Driver. This page explains how.
Next requirement is to enter at least one Vehicle / BUS This page explains how.

Customer and Address details can be entered as they are required or as they are needed when entering a BOOKING. There is an ADD CUSTOMER button This page explains how. and a ADD ADDRESS button This page explains how. on the Booking Form but it is a good idea to have a few loaded to the system at the outset. Adding a couple of Customers and a couple of Addresses now will make the rest of this information sheet that much easier to follow.

3. Create a Provisional Booking:

The first step in creating a booking is creating a Provisional Booking. The Provisional Booking Form provides a very basic Booking for a Customer so that the travel itinerary, job requirements, quote estimations, cost allocations, business planning activities and the initial deposits can all be managed by the Booking -EDIT- (Editor). This page explains how the Provisional Booking is created.

4. Create a BASIC BOOKING:

The Booking Editor will not allow a Provisional Booking to be saved. It must have enough information added to it to become a viable business record before it can be saved. This page explains what details MUST BE provided on a Provisional Booking for it to become a viable Booking Document.

5. -EDIT a Booking --- The Business Planning Sheet:

The Booking Form is designed to act as a checksheet to ensure the best business practice and the best Customer Service. 5.1 Set up Itinerary:
The Itinerary / Destination Address Table is a separate EDITOR within the Booking Form. It is intended to enable the set-up of complete Multi-Day Tours or School Routes which can be duplicated and re-edited to create new / repeatable Bookings.
This page explains how an Itinerary / Address Table can be set-up.
This page explains the rest of the business functions which can be set-up in the Booking Form when it is -EDITED- in detail. These are summarised here :

5.2 Change the Pickup Address:

5.3 BOOKING_DETAILS = Define the JOB / JOBs required:

5.4 Pre-Select Bus and Driver for the JOBs:

5.5 Set-Up Multi-Day Booking Options :

At this stage the minimum details required for a Booking will have been completed. When compiling the Booking with a Customer any/all additional requirements should be entered into the NOTES and sorted out with further -EDITs-. The Booking should be -SAVEd- as a check to see that the details, entered so far, are correct and acceptable to ToursBW. After -SAVEing- the Booking can be -EDITed- again immediately to add more detail.

NOTE : A Booking becomes THE PLANNING SHEET once it is valid : NOTE

5.6 Define a Booking that is being done on behalf of a CLIENT:

5.7 Define a Booking that will be allocated to a Subby:

5.8 Prepare Quotation for CLIENT or Customer:

5.9 Allocate costs that will be paid to Subby:

5.10 Define costs that that are beyond our control (Tolls):

5.11 Record deposit amounts and issue multiple Receipts:

5.12 Prepare and eMail Quotations, Invoices, WorkOrders and Itineraries:

5.13 Prepare and display REPORTS for Bookings to-be-done or completed:

Bookings can be repeatedly -EDITED- until all Planning Details are finalised and accepted by CLIENT or Customer. When completed the :

5.14 Booking is CONFIRMED.
-CONFIRMATION- creates necessary Customer Accounts, Payment records and the JOBs that will be reflected on the WorkSheet (DAILY DIARY) for allocation of Buses and or Drivers or for allocation to Subbies for their execution via WorkSheets.

6. The Quote Request System Link to Individual WebSites:

This page. describes the QRS system in detail.

7. Customising the System for Business requirements:

Finally the ADMINISTRATION System which is explained on This page. These provide the ability to fine-tune the system to cater for specific business preferences.

01.0 The Booking TASK: Overview :

The Booking Form is the PLANNING DOCUMENT for ToursBW. It is designed to provide all the information necessary to run the organisation.

1. Three STATES of a Booking are (Ux, Ex and Cx):

1.1 Ux-Confirmed = (before -CONFIRM- is selected) Booking can be EDITed as often as is necessary. Any value on the Booking can be changed
1.2 Nx-UnConfirmed with Errors = (before -CONFIRM- is selected) Booking can be EDITed as often as is necessary. Any value on the Booking can be changed. Ux is changed to Ex is there are ERRORs in a Booking.
ALL -EDITs- are done on the PLANNING SHEET which allows ANY aspect of a Booking to be changed. a -VIEW- provides more detail for certain parts of the Booking. eg. A Summary of the JOBs that will be constructed from the Planning Sheet are shown on the -VIEW- as a method of checking exactly what has been specified in the Planning Sheet.
1.3 Cx - CONFIRMED = Booking can no longer be EDITED. A Booking cannot be -CONFIRMed- until it has been -EDITed- at least once. A Booking cannot be -CONFIRMed- if it has any ERRORs. The -CONFIRM- Task creates :
a) JOBs for each bus for each day so that they can be managed with the WorkSheet (DAILY DIARY). If the CUSTOMER TYPE for the Booking is TYPE -SUBBY- NO JOBs are created. Thus if you have a CLIENT initiated Booking for a Customer and want to assign the Booking to a -SUBBY- this can be done at the JOB level on the WorkSheet. AND
b) If FINANCIALs are being applied to a Booking then a debit against the -CLIENT- or -CUSTOMER- depending on the CUSTOMER TYPE for the total Allocated costs will be transacted.

None of the Special Options (CUSTOMER TYPE and DESTINATION TYPE) need to be used for the efficient use of ToursBW with or without the FINANCIALs (Accounting controls). The defaults are both -NORMAL- and the Booking, Confirmation and Daily Diary (WorkSheets) workflow process is secure and efficient.

2. There are Four DESTINATION TYPES ( 0 thru 3 ):


Destination Options re-define the use of END Date/Time.

2.0- 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.

2.1- 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.

2.2- 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.

2.3- 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.
On this page.


01.1 The Provisional Booking:

Select Booking from the Master Menu (top of page) and the screen that is presented will be the one for the creation of a Provisional Booking. A Customer MUST be selected. It is a good idea to select both PickUp and Destination Address at the same time because this makes the Provisional Booking a lot more meaningful.
The Customer is MANDATORY. If the Customer is NEW and not already on the Customer List that is presented then it is necessary to get the Customer loaded by using the ADD CUSTOMER option on the NEW BOOKING ENTRY SCREEN or by going directly to the Customer Task (main Menu) which starts with a NEW CUSTOMER screen. Initially the essential details to load a Customer are Last (or Company Name), Mobile Number and Email address. If this is all that is to be entered to start with then click on -QUICKSAVE-. All later -EDITs- of the Customer details will require ALL information to be entered. When a basic Customer Record has been entered return to the Booking / NEW screen and select the Customer.
Once the Customer is selected -NEXT- will create a Provisional Booking. If the PickUp and Destination Addresses have not been selected (not available on the lists) They should be carefully entered into the NOTES. This process should only be followed if their is pressure to get the Booking started. Otherwise it is best to use -ADD CUSTOMER- followed by -ADD ADDRESS- for both PickUp and Destination. If there is a rush situation then at this point GoTo -ADDNOTE- and record all the required information for the Booking so that the information can be applied to the correct sections of the Booking from the -NOTES- using the PLANNING SHEET.
Information that is ESSENTIAL for a Booking is as follows : If this informtion is NOT all entered correctly then the Booking will not pass -EDIT- and connot be -CONFIRMED- which means that the necessary JOB (/s) will not be produced. This means that :
a) Buses and Drivers cannot be allocated to the Booking ( via the JOB) and
b) the execution of the Booking will have to be done manually using the Booking Form and
c) that there will be NO SECURE BUSINESS LOG of the Booking and its management.

01.2 EDIT BOOKING - QUICK ENTRY - A BASIC Booking:

see 01.1 above.

01.3 THE PLANNING SHEET -- EDIT a Booking:

The PLANNING SHEET defines ALL the details of your ToursBW business system. The Booking remains a Provisional Booking until such time as the Booking is -CONFIRMed- and a Booking can only be -CONFIRMED- when it has no ERRORS. All errors are displayed in both -EDIT- and -VIEW- of a Booking. The -VIEW- displays the Booking with a few more details than the -EDIT- but does not have any edit control buttons which are available for each and every section of the Booking in -EDIT-. If you get the message This Booking has never been -EDITed- just click -EDIT- again.

Status :

A quick status summary lists the lists the Name, Start and End dates and the Confirmation status

EditName:

The name of the Booking is the primary method of finding a Booking in the System. The name should be NOT be left a --Prov and should contain the Customer Name to make it recognizable.

EditCustomer :

The Customer is the person for whom this Booking is being set up. Regardless of whether the Booking is being done on behalf of a CLIENT -OR- the Booking will be allocated to a SUBBY -OR- there will be a Person-of-Interest assigned as a contact for this Booking. The Customer can ONLY be selected from the List of Customers. The minimum information that can be in the Customer Record is Last or Company name, Mobile and eMail. ToursBW will however not allow that information to be changed unless all the rest of the Customer details are in place. By registering a Customer ToursBW will consider that Customer to have an account so that the System can keep track of payments.

EditCustType :

Ignore Customer Type unless there are Special Requirements for the Booking.

The Customer Type defines the way that the Booking is handled for Documents and Financial Transactions. The Financial transactions required to manage the Accounting details are controlled by the Customer Type All Financial transactions are created when a Booking is -CONFIRMED- (as are JOBs).
(Type 0) NORMAL : All financial transactions are for the Customer account. Booking is managed IN-HOUSE via JOBs on the WorkSheet. All Documents (Quotes, Invoices etc.) 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 etc.) are directed to the Customer by default. 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. Any person on the Customer List can be a CLIENT. SELECT THE CLIENT. All Documents (Quotes, Invoices etc.) are still directed to the CLIENT by default. All financial transactions are for the CLIENT account. ---
(Type 3) Booking will be passed to a SUBBY : Complete BOOKING assigned to a SUB-CONTRACTOR. Any Customer can be a SUBBY. No JOBs will be produced for the DAILY DIARY The responsibility of managing the Booking from the WORKSHEET belongs to the SUBBY. All Documents (Quotes, Invoices etc.) are still directed to the Customer. Additional financial transactions are for the SUBBY account if so directed by use of the Subby Allocation in Financial Details.

EditPickUp :

as required.

EditDest :

as required

EditDestType :

Unlesss there are Special Requirements which affect the RUNSHEETS in particular, the Destination tYpe should be ignored.
Destination Options re-define the use of END Date/Time:
-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.

EditDetails :

THE BOOKING DETAILS are the major requirements for a Booking:
Normally most (if not all) the ERRORs for a Booking are in this section. This DEFINES the JOB that needs to be done for the Customer.
Booking Name : This is a repeat of EditName in case the details of the Booking warrant a change to the Name of the Booking.
Passengers : Passengers specifies the number of seats that will be required in the BUS and is displayedon the JOB when a Bus is being seleted for the JOB.
Buses : If left blank this is changed to 1. Multiple buses could be required to handle the number of passengers of as requested by the Customer ( to split the party into groups ). In the case of vTrack it would specify the number of vehicles involved in the JOB.
Grid : Ignore the Grid unless proity sorting is needed for large JOBs or selections. Leave blank or enter 555 which denotes general pupose, general skills or normal requirements in the case of drivers, vehicles and bookings per se. More detail see This page .

All dates are entered by means of calendars BUT use can be made of the special 4 digit date entry providedd by ToursBW. More details see SmartDate
Start Date/Time : This is the time that the Customer requests PickUp. The Start-of-JOB could be earlier depending on the time required for Depot-to-PickUp defined below. Both times are shown on the RUNSHEET.
End Date/Time : This defines the End-of-Trip. The Dest-to-Depot time defined below is added to the End-of-Trip time to arrive at the End-of-Job time for RUNSHEETS etc. In the case of the Special DESTINATION TYPE = Extended the Dest-to-Depot time could be considerable. Especially so in te case of a Muti-day trip.
Depot-to-PickUp : Is best understood by reading the START date/Time above.
Dest-to-Depot : Is best understood by reading the END date/Time and the DESTINATION TYPE above.
NOTES : Any detail concerning ANY special requirement or request or special action or special significance (Wedding, Funeral, Party) of the Booking should be entered here. If a Booking is being entered in haste then PickUp, Destination, all Booking Details an any notes can be entered here for transfer to the correct sections at some later time.
Pre-Allocation Bus and/or Driver : The main purpose of All the details required for a Booking is so that the Booking can create meaningful JOBs at -CONFIRMATION- time. The JOBs then form the Daily Diary from which the business can be run on a day-to-day basis with FULL INFORMATION and control being available. Plus Notes on each JOB provide a record of any and all activities for the day thus providing a Business Log file.
The most important activity on the JObs (which are shown for each respective day of the Daily Diary - or WorkSheet ) is the allocation and/or re-allocation of buses and drivers as any day progresses. If there are a number of days involved in a Booking or if it is desirable to provisionally allocate a specific bus/diver for MOST jobs then this Pre-Allocation can be set up in the Users Parameter File ( Admin Tasks ) or in the Booking at this point. It is a very simple process to delete the allocation at the JOB level on (or before) the required Booking Date. -SUBBY- drivers and buses are included in this Pre-Allocation option.

EditItinerary :

The ITINERARY can be edited -CHANGEd- at any time from the PLANNING SHEET. Because it is an extended Booking Note and Calculation Area it can be -CHANGEd- after a Booking has been -CONFIRMed-. See This page for more details about this very powerful Planning Tool.

EditFinancils :

If Financials is not used it only affects the Accounting facilities built into ToursBW. There is no bearing on any otheraspect of the System and it can be ignored. If at some later date, while using the system the Financilas can be initialised. This initialization will set all the ledgers and transaction details to zero. Any numbers entered into the Allocation section of the Bookings will be treated as PAID and the appropriate CLIENTs and Customers accounts will be credited as well as debited for the record.
For information on the accounting and Financials see Financial Details :


01.4 Itinerary -- Route/Trip Planning :

ITINERARY / Address Table / TRIP CALCULATOR / RUNSHEET :

PLEASE NOTE : The destination ID is no longer controlled from the Itinerary Table. The Destination Address is held within the BOOKING. Ref: Number 98 is no longer available in the Itinerary Table. Ref: numbers are from 1 to 95 only. A Destination address can be specified in the ITINERARY for clarification and or special mention but this would have no direct reference to the Booking. Rfe: ALL can be used with -REMOVE- to delete the ITINERARY Table for that Booking.

This is a complete editable section on its own within the Planning Sheet It provides complete flexability with the use of addresses for DESTINATIONs and other DropOff points. A complete tour (maximum 91 addresses/ references) can be set up by defining the sequence of PickUp/DropOff points with appropriate times if required (as a timetable for the driver on a runsheet). When a Booking is -CONFIRMED- a Provisional ITINERARY Form will be created as follows :
Ref 1 = Collect bus. The company DEPOT address ( Address ID:1 must be maintained with this address. When registering this address is set to the Company Address specified in the Registration Form.
Ref 2 = The PickUp address. If not selected ID:1 will be used for PickUp.
Ref 55 = The Destination address. If not selected for the Booking ID:1 will be used.
Ref 56 = Return to PickUp. Ref 2
Ref 57 = Return to DEPOT. Ref 1
The Ref. Number in the Itinerary Table has no purpose other than to keep the Itinerary Table in SEQUENCE and enable the Itinerary Editor

There are FOUR or EIGHT columns in the table depending on whether the ITINERARY is being displayed in a document (4) or for -VIEW- or -RECALC- (8). The last FOUR columns provide the calculation information for costing, Quotes etc....
1) -- Comment -- provides for manually entered information on the ITINERARY (80 characters)
2) -- Ref -- always displayed in numeric order. This -Ref- is used to Edit_Itierary using the -Ref- number in the Table PLUS an Action button described below.
3) -- Address -- Column. If the Address column is flagged with a double asterisk ( ** ) this indicates that the address is not validated. This means that the address that has been entered cannot be located by Google Maps and that the latitude and longitude have not been loaded into the Address table for this system. The addresses need to be validated if ToursBW is expected to calculate information for times and distances.

HOW TO VALIDATE AN ADDRESS:
GoTo the Address Task. Choose an address that is flagged and then click on -MAP-. If a Google Map is displayed the address is validated. If a Google Map is not displayed then the address needs to be edited using -EDIT- until such time as a -MAP- is displayed and the address is validated.

4) -- hr:min -- ( as ROW COUNT or hr:min depending on the context ) --- is always 00:00 for the first row of the table because this column lists the TRAVEL TIME that it takes from the row above (the previous row) to this row. If either of these rows is not valid then the value will be 00:00 ( 00 hours and 00 mins travel time.)
5) -- nnn.nn -- The heading shows the cost per hour as defined in the User Parameter file and the column then shows the cost from the previous row to this row. The first row will always be 0. This cost can be changed in the Admin Task.
6) -Km- is always 0 for the first row of the table because this column lists the TRAVEL DISTANCE from the row above (the previous row) to this row. If either of these rows is not valid then the value will be 0. If your system unit of measurement is not Kilometers please contact support@buswise.net for a system patch.
7) -- n.nn -- The heading shows the cost per Km as defined in the User Parameter file and the column then shows the cost from the previous row to this row. The first row will always be 0. This cost can be changed in the Admin Task.
Final Row) This will be 4) or 8) depending on the ITINERARY table being displayed. This is the ROW NUMBER for the Table and is only a row count.

EDIT_Itinerary : Whenever the Planning Sheet or any of the many documents which display the Itinerary are on screen the complete Itinerary Table is displayed with the columns showing the information described for columns 1 thru 4.
Below the Itinerary Table on the Plannning Sheet are special Grey Action Buttons to drive the Itinerary Table Editor. When the Itinerary Table Editor is being used it will show the Itinerary Table on its own on the screen. To return to the full Planning Sheet click the -EDIT- action button.

The Itinerary Table Editor has the folowing action Buttons which must be clicked AFTER a Ref: (Reference Number as in column 2) has been selected. The Action Buttons process as follows:

CHANGE
The Itinerary/Address Table EDIT will be presented. If the Ref has a comment it will be displayed and can be changed. THE ADDRESS must always be selected from either the Street Name List or the Local Name List. Only those addresses which have Local Names entered will appear in the Local Name List. The Local Name List is also the List that is shown in the QRS system.
When the Comment has been entered or corrected and an address selected click -SAVE_CHANGE-. If the Ref. number selected for the -CHANGE- did not exist the Ref. number will be added as a new entry to the Table. It the changes are NOT RQUIRED select -EDIT to return to the Planning SHEET.



REMOVE
The Ref. No chosen (entered into Ref: ) will be removed from the Itinerary Table. If ALL is entered as a Ref. number then the ITINERARY table will be deleted entirely. If can be rebuilt by choosing the EditTable button which will be available if there is no ITINERARY table to be displayed. CHANGE
The Itinerary/Address Table EDIT will be presented. The existing Comment is displayed and unless the Comment is changed it will be -SAVEd- as is. The maximum Comment is 80 characters. AND unless another Address is selected then the Address will also be -SAVEd- as is. _INSERT_
The Itinerary/Address Table EDIT will be presented. All the Ref. Numbers that are equal to or greater than the Ref. Number chosen are incremented by one ( to make space for the insetion of the Ref. Number selected ) and then the Comment entered and Address selected will be inserted in the Itinerary Table for the Ref. number chosen.
To add new Ref. numbers it is better to use the -CHANGE- action button to save the number increments which follow the Ref. number chosen if applicable. If a -Ref- number gets above 95 then it cannot be removed without using -ALL- and deleteing the Table.

RECALC
No Ref. number is required for a -RECALC-. If -RECALC- is selected the then all times and distances are recalculated. This -RECALC- MUST be re-run each time a -SAVE_CHANGE- has been made to ensure that the distances are calculated appropriately. An invalid Address ( with ** in the LIst ) will not be included in the -RECALC- process AND this will exclude the previous AND the subsequent rows.

This ITINERARY / Address Table is included on all RUNSHEETS for Drivers and WorkSheets for SUBBYs. 80 characters can be loaded into the comments. But take care not to overload your documents with data.
This -ITINERARY / Address Table- can be used for School Routes or Multi-Day Bookings and will be shown on ALL documents related to that Booking. The options of how it can be used are fairly limitless. Multi-Day Bookings WILL refer to this table on the RUNSHEETS because in most instances this table will be more visible than PickUp and EndTrip times.

Here are some examples of COMMENTs for the Table (ToursBW):
Comment || Ref || addresses would be as appropriate.
Note that Runsheets for EACH day should reflect Day 2 of 3 etc ... rather than dates. This will facilitate the use of the Duplicate Booking feature.
Day 1 - 0645 - PickUp 40 passengers || 5 || Address details
Day 1 - 0715 - PickUp rest of passengers || 6 || Address details
Day 1 - 1015 - Stop for Morning tea - 45 mins || 7 || Address details
Day 1 - 1330 - Lunch and break - 90 mins || 18 || Address details
Day 1 - 1715 - Spend Night - Entertainment provided || 22 || Address details
Day 2 - 0730 - Depart after breakfast for ... || 44 || Address details
etc....


01.5 Financial details : Cost Allocation :

Allocation Options :

DRIVER : Has no significance at this time ( 06vNN ) other than as a note. Future possible use may be for Driver bonuses.

CLIENT : Not Used yet. Future use. Probably credit CLIENT Account as a due for payment item as happens with the -SUBBY-

SUB : Must be entered when a BOOKING is assigned to a SUBBY by using the Customer TYPE (as Customer Type 3 ). When Booking is -CONFIRMED- this amount will be CREDITED to the SUBBYs account. When Payments are made to the SUBBY a Customer Journal must be completed.

OTHER : This is the main entry for a Booking. If no other Allocations are used then this Allocation will reflect the TOTAL amount of the Booking.

Extras : This Allocation shows any charges that will be charged to the Customer (or CLIENT) that are excluded from the Quote Amount of a Booking. This caters for charges such as Toll, Parking etc.. to be charged to the Booking but are NOT subject to GST. They are charges that are normally outside the control of the business. When -JOURNALs- are entered for this Booking they are reflected as Extra Charges. -JOURNALs- would be entered for such charges as damage to the bus etc...

TOTAL QUOTATION AMOUNT:

for a Booking is the total of ALL Allocations. So if an amount is entered for SUB, DRIVER or CLIENT that amount must NOT be included in OTHER. On all documents related to Booking amounts the Extras are always shown as a separate amount not subject to GST. GST : When Registering with ToursBW the form has an option for GST. The default was GST Type 1: GST is included in all Booking Costs (excluding Extras). Type 2: GST is added to all Booking Costs for Customer invoices as an additional charge Type 3: GST does not apply to the business. No provision is made for GST. If the Type needs to be changed for your business please email support. Applicable GST is reflected as a separate amount in all ToursBW reports but no General Ledger Account is mainatianed for GST.

RECEIPT:

When an amount is paid by the CLIENT/CUSTOMER before the Booking is -CONFIRMed- an entry here will reflect as a credit to bot the Booking and the CLIENT / Customer. Enter the amount followed by a RECEIPT number. The structure for a TourBW receipt number is provided ( as R/BookingID/01 and following ). The reason that this number must be entered is because the business may already have an accounting system or use a hard-copy receipt Book. This number should cross-reference in these cases.
In most cases this would be a deposit on the booking. The last payment will reflect on the Quotes, INVOICES and/or Customer Statements as appropriate. The CLIENT / Customer is not debited for the Booking until it is -CONFIRMED- and becomes a non-deleteable company record.
The method of payment for future payments and the next payment due-date can be entered. This will also be shown on Customer documents and Booking reports to serve as a reminder for payment-due reports. etc...

CREDITS/DEBITS and REPORTS :

After a Bookimng has been CONFIRMED all transactions must be entered as follows : a) Client/Customer AND BOOKING receipts by Booking Task / -RECEIPT- or -JOURNAL- b) Client/Customer AND BOOKING credit/debit transactions by Booking Task / -JOURNAL- c) Client/Customer or SUBBY credit/debit transactions by Customer Task / -Recpt- or -JOURNAL-
There are many -REPORTS- that show the Financial Status in both Customer and Booking Tasks.


02.0 WorkSheets : The DAILY DIARY:

The business is defined and set up in the PLANNING FORM ( the Booking Detail on this page and is managed with the DAILY DIARY (WorkSheet - described here).
JOBs for the WorkSheet are created when a Booking is -CONFIRMed-. A Booking creates a JOB for each day of the Booking and for each BUS (vehicle) required for that day. This is the only way that JOBs are created. Resources (Drivers and Buses) are assigned via the JOBs. The JOBs can be can be assigned to SUBBY Drivers and/or Buses.
A JOBs provide a central point of CONTROL for the business FOR THAT DAY. It is a summary of ALL the work that needs to be done for THAT specific DAY. Each column on the WorkSheet has a green action button (GB) which enables either the display of ALL the detail for that specific column (eg displays the Booking in full) -OR- triggers an appropriate action for that column (eg if a bus has not yet been assigned to a JOB then the green action button will present a screen of all buses that are available for selection). The NOTES column can be used exactly as it states and notes can be added to JOB. (eg This bus must be sent for repair -OR- Get Jack to phone his wife urgently -OR- must remember to ...).
JOBs can be viewed for any date that exists on file, past, now or future for planning and record keeping purposes. They serve as the business DIARY and LOG BOOK.
Red buttons on a WorkSheet indicate an incomplete task and when the JOB is in progress the final red button is removed by making the JOB active.

Columns 7 and 8 have a significant bearing on the running of the business, the details held as a LOG of the business activities
AND the production of STATISTICAL REPORTS


The best way to see all the REPORTS produced by TourBW is to view the REPORTS for each major task once the system has been running for a while.

Col 1 -- JOB No:

This is the ID number for the JOB and is assigned by ToursBW when a Booking is -CONFIRMed-.

Col 2 -- Done:

This check is a critical part of the company transactions processing, PAYMENT and history logs. If this JOB is not marked as -Done- then ToursBW will not complete the ARCHIVE RUN ( See Admin Task ) when requested to do so. If a JOB is NOT executed then it MUST be removed ( DELETED) from that WorkSheet. This ensures that a WorkSheet is always a completely accurate representation of the work done ON THAT DAY. The JOB cannot be flagged as -Done- if there are any other Red Bar present on that JOB.

Col 3 -- Start:

Start Time for that JOB including time allocated for travel from Depot to Pickup as entered in the Booking (TIME Allowance).

Col 4 -- End:

End Time for that JOB. Including time allocated for movement from Destination to Depot as entered in the Booking (TIME Allowance). Thus an overnight JOB will reflect this time as 2400 (midnight).

Col 5 -- Cust:

This is the ID of the Customer for whom the JOB is being done. (Other contacts etc. should be placed in Notes on the Booking.) The GB will display the complete Customer details (including his PRIMARY address - not the PickUp Address).

Col 6 -- Booking :

This is the ID (reference number) for the Booking and the NAME allocated to that Booking. The GB (Green action button) will display the COMPLETE Booking (PLANNING DOCUMENT) Form.

Col 7 -- Vehicle/BUS:


Whenever a YELLOW BAR is shown on ANY WorkSheet related screen it means that the DRIVER or BUS belongs to a SUBBY. What is a SUBBY.

Not Allocated yet : A RED BAR means that a BUS has not been allocated yet. It is possible to have a RED BAR with an Allocated Bus. This means that after the Bus was allocated it was booked OOS (Out-Of-Service). See Vehicle EDIT ) However a) it is possible to book a BUS for a JOB even if it is OOS. Example: it is borrowed from the Workshop for a quick job but is due back at job-end.
The GB will activate a list of all available BUSES so that a BUS can be selected for this JOB AND b) it is possible to book a BUS for a JOB even if it is already working on that day (shown by a RED BAR being next to the Veh/Bus Ref). If this bus is still allocated take care that the JOB times do NOT OVERLAP.

Allocated : If there is a BUS allocated the GB opens a Bus Management screen which displays details of the Bus and menu options for :
-Continue- will return to the WorkSheet screen.
-CHANGE_VEH- Select a REPLACEMENT vehicle JOB and return to the WorkSheet
There is no -JOURNAL- button available for Vehicle/Bus. -Please use CUSTOMER / JOURNAL for SUBBY costs- . This is how a transaction is created for the SUBBY. A Credit entry on the Journal will be recorded in the Customer File as a payment due to the SUBBY for the JOB ( as either the DRIVER and/or using his/her BUS to expedite the JOB).

Col 8 -- Driver:

Whenever a YELLOW BAR is shown on ANY WorkSheet related screen it means that the DRIVER or BUS belongs to a SUBBY. What is a SUBBY.

Not Allocated yet : A RedBar means that a DRIVER has not been allocated yet. It is possible to have a RedBar with an Allocated Bus. This means that after the DRIVER has been allocated he has booked in sick See Driver EDIT -OR- that he is already allocated to another JOB. This may require the DRIVER to be -REMOVED- from the JOB.
However it is possible to book a DRIVER for a JOB even if he is already working on that day. This is OK if the JOB times do not overlap for the two JOBs.

Allocated : If there is a DRIVER is allocated the GB opens a DRIVER Management screen which displays details of the DRIVER and menu options for :
-Continue- will return to the WorkSheet screen.
-D_CHANGE- This will present the Driver selection Table to enable a change of Drivers for this JOB. If another driver is NOT selected and -CONTINUE- is clicked no action will be taken. Else the DRIVERs will be switched and we will bereturn to the WorkSheet. An entry is made in the NOTES for the JOB to reflect this change.
-D_REMOVE- Will remove the driver and return to the WorkSheet. A NOTE will be recorded and a replacement driver can be selected at a later time.
-ROSTER-14- This will print a RUNSHEET for all jobs that the driver is booked for for the next 14 days from to-day.
-RUNSHEET- This action button will create a document for the Driver's RUNSHEET which fully defines ALL the requirements for JOB. This RUNSHEET can be hMailed to the Driver ( best option is if he has an email address for a SmartPhone) -OR- if hardcopy is a must then Right-Click on the browser and redirect the RUNSHEET to a local printer for dispatch to the driver. The document has an option to redirect the hMail to any eMail adddress that may be required.


vTrackBW ONLY-- EXTRA COLUMN : Loc:

ToursBW assumes that Buses will always be returning to HOME DEPOT so the location of the buses has little significance.
vTrackBW has a significant interest in the LOCATION OF VEHICLES .
Vehicles are located when a JOB is clicked as -Done- (Column 2 of the WorkSheet). Thus a JOB should NOT BE indicated (clicked) as -Done- unless it has been completed.
Unless otherwise directed all Vehicle movements will result in the Vehicle being located at the DESTINATION.
A Booking/JOB for vTrackBW could require the Vehicles to be dropped off at different locations on a route/trip. This would be planned out in the ITINERARY / Address Table.
ITINERARY Example :
1 - Depot Start Ref: 5 Address 1.
2 - First DropOff for 123WWW at Ref: 10 Address 2
3 - Second DropOff for 631HGT at Ref: 15 Address 3
4 - Last DropOff - 345FDS and 124WWW Address 4




Col 9 -- Notes:

The WorkSheet is a DAILY DIARY and it is very effective to use the Notes section as such. Each row on the WorkSheet represents a JOB for a Booking. These notes for the JOB are held on the WorkSheet by rid (Row ID number) = a specific JOB for a specific DAY. ToursBW provides for NOTES on Driver, Bus or Customer which all display as appropriate. Click on the Green action button in the Notes Column to add a Note. Notes cannot be deleted or changed once they are added. These notes are intended to be used as reminder notes for any purpose at all. eg. Remind Fred to order the Christmas tree. -OR- Get Ruth to phone her hubby -OR- Get Bus to the XYZ dealer for .... etc.. etc..

Cols 10 thru 14:

Provide a quick snapshot of the job as follows : The BUS number (eg 1 of 5 etc) of the total number of buses for the Booking for THAT DAY PLUS the number of the DAY for the number of DAYs for the Booking (eg Day 1 of 3.).
For a single JOB to be done on one DAY these numbers are meaningless and will read 1, 1, 1, 1 respectively HOWEVER if the BOOKING is for MULTIPLE BUSES or DAYS then these number become VERY meaningful. The number of the BUS signifies to the driver which BUS he is driving in a convoy of buses. The number of the DAY in a series of DAYs will define which DAY applies to the ITINERARY for this Booking.

02.1 JOBS -- Created in Booking for the WorkSheet:

When you have only a few buses the JOBs section of ToursBW seems somewaht pointless HOWEVER the WorkSheets provide a DAILY DIARY for the business. The WorkSheet enables the management of the JOBs. And Section 4 of the Booking is an essential business planning tool. When the JOB has been handled with any/all Notes added on the WorkSheet it provides a comprehensive and PERMANENT Daily Log Record for the business. WorkSheets can be reviewd whenever they are required - past, present and future.

JOBs are set up in the Booking Form:

The Booking Form is the BUSINESS PLANNING DOCUMENT for ToursBW. Editing the Booking from its creation as a Provisional Booking until the Booking is confirmed defines ALL the business requirements.
BOOKING FORM of the Booking defines the JOBs that will need to be created to facilitate the Booking. Total Customer Satisfaction is the objective of what is entered into this Section. The Fields that define the JOB, which in turn defines the RUNSHEET for the Driver -OR- the WorkSheet for a SUBBY are as follows :
--------------------------------------------------- for ToursBW Systems

Passengers : (for TOURSBW) or

The number of passengers and any additional notes defines the BUS/es that need to be provided. The number of seats is a primary concern for a BUS.

Buses :

A single BUS or many Buses will need to be assigned (WITH A DRIVER) for EACH DAY that the Booking is required.
--------------------------------------------------- for vTrackBW Systems

Load (tonnes) : (for TOURSBW) or

(as APPLICABLE) The load requirement to identify the size of truck required for a delivery.

Vehicles :

Number of Vehicles to be assigned (WITH A DRIVER) for EACH DAY that the Booking is catering for.
---------------------------------------------------

Grade :

The Grade is used optionally. There is not much use for the Grade in a business with few buses BUT
Ideally Grade is applied to each Driver, Bus and/or Booking so that Driver skills and people management can be aligned with the quality of a BUS and the demands or expectations associated with a Booking. A grade of 555 signifies all round expertise in a sound and comfortable bus (suiable for the requirements) for a Booking which does not have any special requirements. How these three numbers can be used is up to the operations manager and requires a balanced approach to keep the structure as simple as possible.

Dates :

A JOB will be created by ToursBw when the Booking is confirmed for each day of the Booking and for each BUS required for that day.

Times :

The Start time is the PickUp time for the FIRST day and the end time is for the final drop-off time at the end of the LAST day of the Booking. One day bookings are as stated for that day.
MULTI-DAY BOOKING OPTIONS (at the end of Section 4) : define how the times will be allocated for JOBs that extend over more than one day. The default is that each day will start and end at the same time. HOWEVER if the trip is a long one and the bus plus driver will be away from home overnight then the second option needs to be selected and the START TIME will apply to the FIRST day and the END TIME will apply to the LAST DAY. Days in between will end at 2359 and start again the next day at 0001. Please refer to Planning Sheet for more detail on the four types of Multi-Day Options.

TIME ALLOWANCE :

Caters for the time from when the bus is picked-up by the driver until he arrives at the PickUp point and from the time of the last Drop-Off until the driver gets back to the Depot. If these are left blank then the default time defined in the USER PARAMETER file will be used when creating the Provisional Booking. This can be blanked out ( removed = 0 ) when the Booking is edited.

NOTES :

These are notes for the office/ manager / secretary / customer to use to ensure that any and all requirements for the Booking are catered for. These Notes WILL be shown on the RUNSHEETs or WorkOrders. Any Notes that are NOT to appear on those documents can be entered into the Notes on the WorkSheet so that any Last minute information is VISIBLE on the WorkSheet. NOTES can be added to a Booking at any time including after it has been -CONFIRMed-
eg. The customer or client must be debited for 450.00 damage to the bus.

PRE-SELECT: (BY REFERENCE NUMBER)

If the business owns few buses, one of which is the one normally allocated to most jobs then an INITIAL DEFAULT can be set in the USER PARAMETER FILE. ( See Admin Tasks ) This can be changed during the -EDIT- of a Booking or when the JOB is being managed on the WorkSheet.
When left blank (normal default) the JOBs will all be prepared so that the Driver and Bus can be allocated on that day for that JOB. This allocation process is one of the most important aspect of any JOB on any DAY. The Driver and/or BUS can be assigned to SUBBY or they can be changed at any time (especially important after a BUS has left on the Trip and the Driver/Bus has to be changed for some reason or other. The removal and re-selection of Driver / Bus on the JOB enables ToursBW to provide accurate and timely alternatives taking into account drivers off sick or buses nor available or elsewhere engaged.
When preparing a MULTI_DAY BOOKING, in particular, where the Bus and Driver can be locked into a Booking BEFORE the Booking is CONFIRMed then the REFERENCE NUMBER for either/or Bus/Driver can be entered here and ToursBW will create the FIRST JOB with these allocations entered. They can be treated as normal on the WorkSheet ie removed / replaced etc..

03.0 Customer Records:

Overview :

A CUSTOMER is any person. Customers can be : people requiring buses, 3rd parties who have an interest in a tour (maybe paying for it or being the tour guide or serving as backup for any problems), CLIENTS who have assigned a Booking to us or SUB-contractors who are persons to whom we assign a complete Booking -OR- JOBs which are PART of a Booking.
The only person who does not go into the Customer Table is a DRIVER. They are STAFF. See The Driver Task .
Sub-Contractors (SUBBY) need to be able to be identified as a SUBBY to be selected for JOBs. To achieve this all Subbys need to have a UNIQUE reference name entered into their Customer record. More detail about SUBBYs can be found at The SUBBY Task

Add a NEW CUSTOMER -- Each field in detail :

THE MINIMUM INFORMATION THAT ToursBW REQUIRES TO CREATE A CUSTOMER IS Name AND Mobile AND Email .
If the MINIMUM INFORMATION is to be entered then the -QUICKSAVE- Grey action button must be Clicked else ToursBW will error with No Customer Address.
Note : if an address is NOT enterd then ToursBW cannot display an address with the Customer details. ToursBW does not require a Primary Address for a Customer but it would be good practice to establish a Primary Address for each Customer for identification purposes (Accounts) and potential snail mail.

Company or Last :

If customer is a Company or Organisation (or GOVT) the name would be entered here and first name left blank unless it was a small and personal business like Grimes and Co. but the head honcho was Barbara Grimes. THEN : Name = Grimes and Co and First = Barbara.

First:

First name for a Customer. The person who is the CONTACT in the company would be entered in Contact Name with their MOBILE number below.

Cust Type/Group : (6 char)

When -SELECTing- a Customer the FIRST list shows alphabetic Company/Last name, Customer first name, Customer Group/Type and Customer ID.
The SECOND option is to enter the Customer ID and go directly to that Customer by ID
The THIRD option is a list with the Customer GROUP followed by Customer first name followed by Customer last name and then Customer ID number.
The Customer by Group selection list is the only list offered when loading a new vehicle / BUS or editing a vehicle if the vehicle is to be declared a NON-FLEET vehicle. So if a Customer is not a CLIENT or a SUBBY ( and will not normally be assigned to a GROUP ) BUT you do wish to assign a vehicle to this Customer then that Customer must be assigned to a GROUP so that he can be chosen as the OWNER from the list. In this instance any GROUPname would be suitable eg BUSOWNER ???
The Customer List will ideally be a long one and when seaching for a Customer name to complete a ToursBW form the process of finding a Customer can be significantly speeded up by making use of this Type/Group identifier. Most Customers/Companies can be identified by the infamous 3 digit acronym eg. John Francis Reiley = JFR, BMW.

The rules for using the Group/Type can be adapted and/or changed as the system is used but we provide the following guide as an intial approach :
A Customer who will be a SUBBY should have a group name like SUBJFR = SUBBY Ref. Name
A Customer who will frequently be assigning us Bookings to handle ( a CLIENT ) = CLTJFR.
If a Customer is a SCHOOL then use SCHOOL in the Group/Type.
If the Customer is a branch of an organisation then BMWSTH for BMW SouthSide
A normal Customer, one who deals with the business on a personal basis should be left blank
A person who deals with the business on a regular basis on behalf of an organisation should be entered as the Contact Name for the organisation = Customer br /> And if an organisation only has one main office then only one Customer record should be entered with the Head Office Address for invoices etc and any additional PickUp or Destinations addresses should be added to the Address File with the NAME / POI on the address file referring to the organisation eg. BMW warehouse.

Grade :

This is optional. It can be left blank or enter as 555. See The Grade Feature for more information.

Contact Name:

If the Customer is an organisation/business then the person that is usually contacted should be reflected here. eg. John Jones (for BMW SouthSide).

Mobile :

This is the Mobile number for contacting the Customer. If the customer is an organisation then this Mobile Number should be the number for the Contact person. Nowadays there should ALWAYS be a mobile contact number for a Customer.

eMail :

If their is no eMail address for a Customer then this is unlikely to be a Customer. All TourBW documents are addressed to an eMail address.

Telephone :

If the Customer has a Landline (as would normally be the case with an Organistaion) this should be entered here.

NOTES:

This information can only be viewed in ToursBW so any information about a Customer which will personalise the relationship or enable better Customer Service should be entered in here.

IS Customer a SUBBY :

THIS ENTRY HAS A MAJOR EFFECT ON THE SYSTEM. Normally it should be blank:
Please GoTo The SUBBY which explains how a Customer can be identified as a SUBBY.

QUICKSAVE :

If no address details are going to be enterd then this action button can be used.
When dealing directly with a Customer it is essential to get at least a NAME, a MOBILE number and an eMAIL so that the customer can be contacted. If one or other of the MOBILE and eMAIL are entered as none and none@none respectively then an address becomes essential.
If QUICKSAVE is used then ToursBW will not check for address details and they will not be saved if they are entered. -SAVE- must be used to save the address details as well. A Customer record -EDIT- will NOT be accepted without the customer address. If address details are not entered ToursBW has been modified to print address details as blank on all documents.

Address DETAILS -- bottom half of NEW Customer Entry:

Please GoTo The Address Task ( 04.0 ) below for a detailed explanation of how to complete the Address information.


04.0 Business specific Address Records:

The Automatic Completion for NEW ADDRESS entries using Google Maps can save a considersble amount of data entry time but the LOCAL NAMED list of the Address Table stores three additional bits of information which facilitate the accuracy and meaningfulness of an address. The addition of a Unit number, a LOCAL NAME ( also referred to as a POINT-of-Interest or POI - and not to be confused with the PERSON-of-Interest which is used in the Customer Type section of a Booking ) AND NOTES. This makes the address searches in ToursBW very much easier as well as more informative. The system makes every effort possible to avoid duplicate address entries. However a UNIT NUMBER must be able to be held as a different address.
The availability of the LOCAL NAMED ADDRESS TABLE also makes it possible for ToursBW to provide the Itinerary Table as a TRIP CALCULATOR

To ENTER A NEW ADDRESS :

Start by typing the address in the Auto Search box. As Google finds addresses they will be listed below the entry box for selection. Keep entering (or changing the entered data ) until the full address appears in the list. Then select the address and the selection will be relocated into the manual address entry below. Google normally starts its search for addresses from location nearest to where you are BUT if the address does not appear on the list try a different structure for the entry. For example -Sydney Opera House- shows US or India in the list until you get to Mac... for Macquarie St before Google catches on. When you select it at that point the -Sydney Opera House- is still not loaded to the form. Enter -Sydney Opera House- as the Point-Of-Interest- or -Address NAME- in the manual section of the entry. The address that IS placed in the Manual Entry part of the address entry can be corrected or added to before the address is -SAVED-. If the Auto process does not work, the complete address can be entered Manually.

To ENTER A NEW ADDRESS MANUALLY :

An Address Example : 21 / 18 Argonaut Street, Slacks Creek, QLD, 4127.

Unit:

The UNIT part at an address - 21. (8 char)

Street No:

Street number - 18. (6 char)

Street Name:

Street/Road/etc name - Argonaut Street (70 char)

City/Suburb:

Slacks Creek (40 char)

State:

QLD (4 char)

P/Code:

4127 (10 char)

Country:

Australia (60) ( defaults to the country of the users Registration Form entry.)

Point-Of-Interest or NAME :

This entry will be shown on Driver RUNSHEETS before Unit. HOWEVER it is also shown as the primary sort sequence for Customers who are entering a Quote Request in the QRS module. See QR System for more detail.
When using Google Address search you can search for -Sydney Opera House- but you need get some way into Macquarie St before it stops listing an address in India or USA or somewhere. Selecting the listed address does not bring the Sydney Opera House into the address. This is what the Point-Of-Interest caters for. Type in the Sydney Opera House and the address is included in THE SEARCH list for ADDRESSES. The POI / Name can be editing into any other address which you would like to be more easily found in the selection Tables. eg. Blacktown Primary Sports Fields.

NOTES :

Any information listed here will be displayed on TourBw documents for this address. It is therefore very useful for passing along information about the address to RUNSHEETs etc..
eg. Do not park outside these offices. Use the parking area at 24 Whatever St.......

ADDRESS VALIDITY :

The Itinerary Table on the PLANNING SHEET ( the form used to EDIT a Booking ) provides for Travel time in minutes and Distance from one address to the next provided that BOTH addresses are valid. Valid means that Google Maps © recognises the address so that the calculations can be made. This information PLUS the ability to add a local name ( Point-of-Interest) to an address makes for a very powerful editable calculation form for planning trips. See The Itinerary Table for an explanation of how this can be used.
Addresses can be checked for accuracy and validity by going to ADDRESS / SELECT / MAP
The -MAP- will show a Google map for that address with the ToursBW address requested PLUS the Google corrected/optimized address that was used to load the map.

05.0 Vehicle / Bus Control Records:

The fields marked with ** MUST be entered. These are the minimum data entry requirement for the data to be accepted and saved. If not entered these fields will cause validation errors and the record will have to be re-entered.
If a Vehicle/Bus is -DELETED- the record will be retained in the database but will never be shown in any selection list. The Reference Name cannot be used again. It will be used to display information when relevant eg. A WorkSheet where the BUS was allocated from some period before the Vehicle/BUS was deleted.

Location:

Location information about a Vehicle is available specifically to the vTrackBW software. When a Vehicle is moved (by a JOB) the destination of that JOB ( the Dest address in the Itinerary/Address Table) is recorded against the vehicle when the JOB is clicked as -Done-. The location is displayed in the Reports, View, Edit and selection lists. In ToursBW software (mainly dealing with buses) the location is always -home- which signifies that the fleet vehicles are located at the sytem owners registered address.

**REFERENCE:

This is the human-recognizable identification for this bus. It will be used in most reports and other documents (Drivers Run Sheets etc.) Suggested structure is aannn or aaannn where aa could be the acronym for the organization and nn the identification number. It will become the number used throughout the organization. eg. TourBW has two buses so we call No1 TBW000 and No2 TBW18. The uniqueness of this REFERENCE name is important and ToursBW will not -SAVE- a new BUS entry that has a duplicate REFERENCE.


For vTrackBW systems the **REFERENCE is the same as the REGISTRATION. Enter the rego. for the Vehicle in the **REFERENCE number field. Leave the REGISTRATION blank and TBW will place the rego number in the REGISTRATION field


**NAME

This is the human-recognizable identification for this bus. It will be used in most reports and other documents (Drivers Run Sheets etc.) The more meaningful this entry the easier Vehicle selection will be.

Equipment **Seats:

Seating capacity of a BUS. For trucks just enter 2 or 3 etc. MANDATORY information.

**Belts

Is it equipped with seat belts. Y or N. Anything other than Y is taken as N = No.

**AC:

Is it equipped with air conditioning belts. Anything other than Y is taken as N = No.

Special:

Any extra features (Additional Equipment) in the bus?
Such as Large Bins, Complete with trailer, 4 x Wheel drive, extra large tanks, Video equipped, Unleaded Petrol, LPG powered etc etc

**Registration

Licence registration number.

Date Registration Due:

Optional. There is a REPORT on which this is shown in date order for reminders etc..

Licence Type Required:

Optional. What driver rating is required to drive the bus. In Australia LR, MR, HR MC etc.

VEHICLE NOT Available : START date :

When the BUS selection list is made available to the WorkSheet ( Green Action button is clicked when a BUS is not yet allocated on the WorkSheet ) only BUSes that are available are listed. If a BUS is taken out of service then the BUS record should be -EDITed- and the START and END dates entered here for the period (start date to end date inclusive) that the bus will not be available. ToursBW lists any FUTURE dates that have been entered. It is not possible to delete dates already loaded but a note can be entered in the Vehicle record to say that the Vehicle IS NOW AVAILABLE if necessary.

END Date:

See above.

NON FLEET Vehicle:

If the business has access to a SUBBY owned BUS or hires buses when required then that / those bus /buses should be entered into the system as NON FLEET vehicles. Wherever these buses are listed they will have a YELLOW BAR next to the REFERENCE NAME and will therefore be recognizable as NON-FLEET.
The Owner of the bus MUST be a Customer so if the bus is a hired vehicle then the Hire Company needs to be entered in the Customer Table.

The Customer by Group selection list is the only list offered when loading a new vehicle / BUS or editing a vehicle if the vehicle is to be declared a NON-FLEET vehicle. So if a Customer is not a CLIENT or a SUBBY ( and will not normally be assigned to a GROUP ) BUT you do wish to assign a vehicle to this Customer then that Customer must be assigned to a GROUP so that he can be chosen as the OWNER from the list. In this instance any GROUPname would be suitable eg BUSOWNER ???
Any BUS / Vehicle can be a NON FLEET Vehicle

NOTES:

Enter any business related information about this BUS in this NOTES field. The information is private and does not appear on any documents. Enter such information a contract details hire cost information etc etc. Anything which will assist decisions to use this vehicle.
The rest of the information on this record is OPTIONAL. Some of it appears in REPORTS

Manufacturer :

The manufacturer of the Vehicle Denning, Mercedes, Volveo, Scania etc.

Model/Type :

The Model or Type of the Vehicle B7R, B12B, LS590 etc.

Grid/Grade :

See The Grade Feature

Service Information: Odometer NOW:

Read Date:

Next Service Date:

Appears on REPORTS as a reminder process.

Contract / Purchase Desc :

Any details relevant to the Puchase eg. On loan from TransLink.

START Date:

The date that the vehicle was purchased or taken on lease.

Odo :

Odometer reading at the time of contract start or purchase date.

END Date:

End date for a contract.

06.0 Driver / Personal Details:

Entering a New Drivers Record :

Explanation of what each field will achieve: For a very basic DRIVER record to be accepted by the system all the ** fields MUST be entered.

STAFF REF:

The Driver Reference will become the nickname by which the driver will be known. Initials usually work best. Ian Michell would be IM. Or if you had Ivan Morris as well (both without middle names) then IMM would be ok for one of them. This DRIVER REF will appear on most of the reports and will be the major identifier for this DRIVER. IT MUST BE UNIQUE AND ToursBW will not accept a duplicate REF: If there is no information available for any of the mandatory fields enter -none- because leaving them blank will result in an error. -none- will NOT work for dates.

Grid:

See The Grade Feature for more information.

**NAMES FIRST:

eg. Ian

**LAST:

eg. Mitchell

Address Example : 52 / 26 Argonaut Street, Slacks Creek, QLD, 4127.

Unit:

The UNIT part of an address - 52. (4 char)

St No:

Street number - 26. (6 char)

St Name:

Street/Road/etc name - Argonaut Street (40 char)

City:

or Suburb - Slacks Creek (40 char)

State:

State - QLD (4 char)

P/Code:

Post Code - 4127 (10 char)

Country:

Country - Australia (60) The default is the country from the Registration Form.

**Mobile:

Mobile Phone number. Pretty important to be able to contact your drivers.

Landline:

Home telephone number (for emergencies) if available.

**eMail:

eMail. The eMail address (preferably for a Mobile Phone (SmartPHone) would make the whole system more efficient for sending RUNSHEETs.

**Date of Birth:

AS dd-mm-yyyy in full because the year will not be current.

**Drivers Licence No:

Including the rating (HR etc) eg. XX12341234 - MR

**Expiry Date:

Important so that you can email a driver when he is approching expiry.

**Passenger Authority No: (for ToursBW)

Coach licences etc..

**Expiry Date:

Important so that you can advise a driver when he is approaching expiry. AND it is a legal requirement that you ensure the above licences are current.

DRIVER NOT Available:

These dates as dd-mm-yy -OR- use SmartDate
When the DRIVER selection list is made available to the WorkSheet ( Green Action button is clicked when a DRIVER is not yet allocated on the WorkSheet ) only DRIVERS that are available ( and SUBBYs who cannot be scheduled as unavaiable) are listed. If a DRIVER is off sick or granted leave the DRIVER record should be -EDITed- and the START and END dates entered here for the period (start date to end date inclusive) that the DRIVER will not be available. ToursBW lists any FUTURE dates that have been entered. It is not possible to delete dates already loaded but a note can be entered in the DRIVER record to say that the DRIVER IS NOW AVAILABLE if necessary.
When these dates are loaded the Driver will NOT be available for allocation for a JOB on the WorkSheet. If these dates are loaded after a Driver has been allocated then a red bar will appear for that resource on the JOB when displayed in the WorkSheet. This will be the case even if a JOB has been cleared as -Done-.
These non-available-dates are cleared when an ARCHIVE task is done for all dates prior to the date of the Archive RUN.

The following entries are all Optional and cater for possible link modules later.

BANK: BSB No:

6 alpha-numeric characters.

Bank Acc No::

6 alpha-numeric characters.

Payroll Ref:

2 alpha-numeric characters.

Control:

Payroll control indicator 2 alpha-numeric characters.

Notes:

Notes of any kind which can be updated as a when required. Some example.
Plans to be away for June 2020. Wifes name is Lillian.
Can only work on Friday mornings. etc...

When all the details have been entered and checked click on the grey -SAVE- button.

The Driver as a SUBBY:

If there is a driver available, with or without a BUS (which effectively makes him/her a casual driver and not a staff member) when required then he must be loaded as a SUBBY. The following steps will enable a SUBBY to be managed as a DRIVER with the same flexability as a DRIVER for inclusion on JOBs or as the person to whom an entire Booking can be allocated. He needs to be a Customer and please see Creation of a SUBBY.

07.0 System Admin. / Customise:

This section of the HELP manual is still under review.

The Admin. functions include all of the Operational and System Option setting facilities. A Security Level of 5 is required to access these tasks.
They cannot be accessed in the ToursBW DEMO system. They can also NOT be accessed from a VTrackBW system which is using its ToursBW data.

Use these tasks with CARE. If used incorrectly they WILL corrupt your data.



Data Management :


Data Archive and Management :

Once started THIS RUN must NOT be INTERRUPTED. ELSE RESTORE from last BackUp if system is behaving erratically and do not run ARCHIVE.

The purpose of the ARCHIVE RUN is to :
a) Reduce the amount of data available for selection in all the selection windows of ToursBW.
AND
b) Establish a checkpoint for ALL the data in the USERS system. This is particularly significant in terms of Data BackUps. Not as much in terms of creating these backups but in terms of having a REFERENCE DATE if the system needs to be recovered for any reason.
The dates chosen to do the ARCHIVE RUN are entirely up to the USER. ToursBW does not require the ARCHIVE run to be done. It is entirely the responsibility of the user. All tasks in the ARCHIVE run will collect and archive the data since the last time the ARCHIVE RUN was run.
Please see the BACKUP details below to understand where the ARCHIVE RUN data backups fit into the Data BackUp (Security) structure.

The ARCHIVE RUN will IMMEDIATELY run ALL of these tasks once it is started. There are no further checks or selections :

The ACHIVED DATA can be viewed as reports by going to BOOKINGS/ REPORTS / ARCHIVE. Archive Runs are accumulated. No data is ever discarded. The Backup Database file created by the Archive is held in a cycle of 7 files. These are shown as backup_0.sql thru backup_6.sql (7 cycles) in the list of backups shown in Admin (Task) / RESTORE. ALL the backup files (0-9) can be requested on DVD from buswise77@optusnet.com.au for a moderate handling charge. (They are MySQL .sql files created with mysqldump for the technical minded. Your data is very well secured. TourBW also takes regular dumps of ALL customer databases offline from this server.)
1. -- Make a BACKUP of ALL the tables in the USER database.

zzzzz NB As at 17/3/2017 06v18-05 this is the only action taken by the ARCHIVE.

2. -- Delete all Quote Request System records for Bookings earlier than to-days date. SO REMEMBER TO CHECK THE QUOTE-REQUEST SYSTEM BEFORE ARCHIVE RUN.
3. -- Transfer all JOBs MARKED AS DONE since the last ARCHIVE run was done. This transfers JOBs from the WORKSHEET/ DAILY DIARY to the JOB ARCHIVE. JOBS WHICH HAVE NOT BEEN FLAGGED AS DONE WILL BE DELETED.
4. -- Copy all completed BOOKINGs to the BOOKING ARCHIVE provided that
a) The END DATE of the Booking is less than to-days date AND
b) Any outstanding balance (amount due) has been paid (receipted) which means that the Booking is fully paid up.
c) No action will be taken with UNCONFIRMED Bookings. These must be managed manually.
5. -- Clear down all of the driver and vehicle (BUS) out-of-operation reservations that are out of date (> today).
6. -- ToursBW is NOT an accounting system. At this time (Oct 2016 - 06v18e) there is no specific record being kept of payment details other than those accumulated in the database security cycles. If these records are becoming too bulky the PAYMENT SYSTEM can be re-initialised by running Admin / Special System Functions / Option 4 / INITPAY.

2. BACKUP :

This Task can be run at any time that the USER wishes to do so. ToursBW keeps a cycle of 3 versions of the backup file. The available backups with their creation dates and sizes are listed (in RESTORE). These 3 backups enable a USER to take for example: a BackUp at a fixed time each day or week at start of business or end of business. These backups are intended to facilitate the recovery of all the ToursBW tables after a system crash of any sort (eg. Power Failure, Online Server Crash -- may it NEVER happen --, serious deletion error or similar (nasty) event. The cycle is not large because the data loss would be too great.
A system BackUp is VERY quick. It takes only seconds to run.

3. RESTORE :

A safety BackUp should be run BEFORE any restore is attempted.
The RESTORE Task has been placed on the Admin Task Menu so that there is MINIMUM delay in recovering your system if you need to do so.

A RESTORE WILL OVERWRITE ALL OF THE DATA IN YOUR SYSTEM

so a RESTORE should only be done as a last resort when all other attempts at correcting any problems have failed.

File - IMPORT / EXPORT :

There is no reason for jeopardising the system security by making these facilities available at this time (Oct 2016 o2v30)

LogoLoad :

This facility is not yet available. We are in the process of creating the required system security before this will be available. Any logo which you would like to use with your system should be attached to an eMail sent to buswise77@optusnet.com.au.

DocLoad :

This facility will be created in some later version. We are in the process of creating the required system security before this will be available. This task will : a) allow users to load a document to be stored on ToursBW which can then b) be emailed to any selected Customer/s.
eg. Tour promotion sheets, letters of demand, Reminders etc....

PassWord and Staff Logins :

MASTERPW :

For changing the users own password on TourBW.
a) Enter the Confirmation Code provided.
b) Enter the NEW PASSWORD.
And then click on -MASTERPW-

STAFFACTION :

For adding a Staff member to YOUR USERS SITE only. They will have a security level of 3 which means that they are not able to delete ANY record in ANY table/database nor are they able to run (this) ADMIN Task.
a) Select what action you wish to take. The default is no action will be taken.
b) Enter the Confirmation Code provided
c) Enter the current Staff Name (8 alphanumeric characters max) -OR- the NEW Staff Name depending on the action to be taken and
d) Enter the current Staff Password (8 alphanumeric characters max) -OR- the NEW Staff Password depending on the action to be taken then
e) Click on -STAFFACTION-

Special System Functions :

Option 1 EDIT_PARM :

USER parameters allow users to personalise or customise sections of ToursBW to better suit their business or marketing requirements.
We have attempted to keep the function of these parameters as clear as possible. Please advise buswise77@optusnet.com.au if any of the entry details are unclear.
Please read the EDIT_PARM page carefully to understand what is available.

Option 2 Options :

Read with care. Contact buswise77@optusnet.com.au if not sure about outcome.

This Task is still under test. (Oct 2016 06v19)

Option 3 CLEARDAT:

Read with care. Contact buswise77@optusnet.com.au if not sure about outcome.

Requires entry of a Confirmation Code to be executed.
This has been created to cater for a situation which may arise after a short period of using ToursBW where a user has made many entries which cannot be corrected (eg Confirmed Bookings) and wishes to destroy all OPERATIONAL DATA and start again. This option does not remove any corporate data such as Customer, Address, Vehicle or Driver information. These can be deleted individually and manually.

Option 4 INITPAY :

Read with care. Contact buswise77@optusnet.com.au if not sure about outcome.

Requires entry of a Confirmation Code to be executed.
During the process of using the cross-checked (double entry bookkeeping) PAYMENT system it is possible for a user to make many confusing and inappropriate entries (receipts and journals). If the entries contained on CONFIRMED BOOKINGS not are correct then either Option 3 (above) should be used to clear down the system as a whole, or appropriate Journal entries shoeld be used to correct the payment balances.

The INITPAY option will:
a) clear all Customer Transactions (including SUBBY transactions and General Ledger transactions)
b) Set all Confirmed Bookings so that the total allocated amounts have been paid in full.
b) Create new Customer transactions. Set Customers for Normal Bookings, CLIENTS for CLIENT Bookings and SUBBIES for SUBBY Bookings to equal the total allocated amounts on the Confirmed Bookings.
c) Unconfirmed Bookings will be ignored will have all paid and receipt information set to zero (0.00) and R/nnn/00 respectively. Note should be taken of and amounts paid against UNCONFIRMED Bookings so that they can be re-entered via the Patment Section 5 of the Booking Edit Task.




10.1 SmartDate:

To make DATE and TIME entry on ToursBW forms as quick and easy as possible both DATE and TIME CAN BE entered as 4 characters each.
In summary : 4 characters for DATE = ddmm and 4 characters for TIME = hhmm (24 hour clock).

DATE :

NOTE: SmartDate expands TODAYS date. ie. Expands the date from dd-mm-yyyy = TODAY
Let us assume that TO-DAYS date is 05/07/2019 for this explanation.
a) ONE OR TWO CHARACTERS ENTERED: d or dd of dd-07-2019
Example : 1 or 2 char being 6 or 12. This would be interpreted as 06-07-2019 or 12-07-2019 respectively.

b) THREE CHARACTERS are NOT allowed. These will give a date error and be interpreted as 00-00-0000.
We ARE however allowed to enter the first 4 characters to change the day and the month.

c) FOUR CHARACTERS (Recommended) : ddmm of the date dd-mm-2019
Example : 0608 or 1209. This would be interpreted as 06-08-2019 or 12-09-2019 respectively. Note that zeros ARE REQUIRED to make up the 4 characters and that it is the same LENGTH entry as the TIME so entry becomes an easy habit for BOTH.

d)FIVE CHARACTERS are NOT allowed.

d)SIX CHARACTERS : this = ddmmyy and the yy would be for the current century only. Example : 060922 or 120714 would be 06-07-2022 and 12-07-2014. This form should not be used however because the entry of birthdates in particular will require ddmmyyyy to cater for 1900 thru 2000 so it is probably better to use the full ddmmyyyy as a habit.
A complete date as dd-mm-yyyy can be entered.
AND dd/mm/yyyy will also be accepted.
=========================================================================
e) The use of a hyphen (-) would allow the date to be entered with the following formats : d-m-yyyy , dd-m-yyyy, d-mm-yyyy -OR- dd-mm-yyyy. Note that the year will always need to be expressed as 4 digits. This is a precaution to cater for the many variations of the date structure across the WWW.
==========================================================================

TIME :

NOTE: SmartTime saves the entry of any colons ( : ) Time is based on the 24 hour clock. 16:45 (quarter to five) is displayed as 1645 and to make entry easier and quicker 1645 must be entered (note 4 characters).
Time will always be displayed as hhmm. All data entries must omit the : (colon) and be entered as hhmm example: 0402. hh is 00 thru 23 and mm is 00 thru 59. Midnight is expressed as 2355 rather than 0000. 0000 is OK when used as a STARTing TIME.

10.2 Quote Request System:

This creates a Provisional Booking on the Main System from ANY browser.

The ToursBW QRS System starts with a Customer requesting a QUOTE for a BOOKING triggered by a button on your own WebSite OR in any browser eg. a staff member in the organisation. The URL that is required to link into your system is defined at the top of the first page of the Admin task. The QRS System does NOT need to be used but is a marketing tool which can be placed on ANY website that would allow you to include this trigger and therefore promote your business on the internet. (eg An organisation can place a BUS-FOR-CHARTER link on their website which links to THIS BusWise System and the Charters can be managed by using the GoTo:QuoteRequests button in the Booking Task.)
The QRS System has three link options available :
--- The Quote Request system which is triggered by the /qrs.php?reg=... in the URL. As it is laid out in the Admin Task.
--- The Job request system which is triggered by the /jrs.php?reg=... in the URL.
These links are made available by the selection chosen when the Registration Form is completed.
-OR- --- The Requisition System which is triggered by the /cvr.php?reg=... in the URL. This is available on ALL BusWise systems. To try a demo version of this CVR system LogIn to www.toursbw.net (no /TBW) and click on Request a FREE Quote This link is intended to facilitate a) the registration of a staff member into the System and b) record a request for the use of a company vehicle. The request is then effectively managed via GoTo:QuoteRequests button in the Booking Task.
BOTH QRS and CVR can be used for any site so that the QRS could be ocated on the website with a botton for Request-a-free-quote or similar AND internal use can have a bookmarked browser reference for the CVR link as a vehicle request system.
With either option the System can be managed with or without the Finacial Options available in the system. Internal / Staff members can have an internal account which is managed by the systems email functions.

The Customer is presented with Page 1 of 2 where :
Step 1 of 6: SELECT PICKUP ADDRESS :
PickUp Address is entered by using the Google Automatic Address completion or Manually entered. For the Manual Entry Street name, City/Suburb and State are mandatory entries. The manual entries can be corrected or added to after the Auto. entry has been selected. eg. Unit, Street No. can be corrected or a Point-of-Interest can be added eg. Sydney Opera House or Suncorp Stadium etc.
Step 2: Enter ALL BOOKING REQUIREMENTS :
ALL Booking details must be completed. Start and End dates present a calendar option for selection or the dates can be manually entered using the ToursBW SMARTDATE BOTH dates must be entered and BOTH must be valid.
For ToursBW ( Quote Request and Requisition Form : No of Passengers (number of seats) required MUST be entereed and the
For vTrackBW : The Tonnage (Size in Tonnes) of the Vehicle required can be entered of appropriate.
This entry appears in reports and on the WorkSheet when allocating Bus/Vehicle to a JOB to assist with an apprpriate selection.

START and END times should be corrected from the default of 0630 and 1630. Times are entered in 24 hour format where 1315 is 01:15 PM.
When all entries are complete -NEXT- must be clicked to go to Page 2.

The PickUp address and Booking details from Page 1 : are shown.
Step 3 : SELECT a Destination TYPE: A Destination Type is selected so that ToursBW can use the Destination Address entered to load the Itinerary Table correctly for the Booking when the QRS is accepted as a Booking. The drop-down menu provides the four possible Types.
Step 4 : SELECT or ENTER the Destination DETAILS :
The destination address is entered in the same way as the PickUp address and in the case of Multiple addresses the Dest. Address should be the most distant. Additional drop-offs/stop-overs can be entered into the Notes (Step 5) or discussed with the Customer Service person providing the quote.
Step 5 : ENTER any Comments or Notes :
Comments/Notes should be completed for ANY special requirements to assist the calculation of an accurate initial quotation.
Step 6 of 6 : CUSTOMER and/or CLIENT CONTACT DETAILS :
Minimum contact details are requested.
If it is an existing customer who knows their customer ID number then that is all that is required and -SUBMIT- can be clicked. For a NEW Customer BOTH mobile phone and eMail MUST be entered. If -none- is entered in both then it will not be possible to contact the Customer and the quotation request cannot be processed and must be deleted when processing the QRS in the Main Booking System.
The QRS can be used by a CLIENT to load the important details of a Booking on behalf of a Customer using his CLIENT ID number. To enable this facility the CLIENT must be given a Group/Org identification code of CLTxxx (as CLTWER) on the Customer database..

Finally the -SUBMIT- action button is clicked so that the Quote Request can be checked for security and data entry errors and then loaded into the QUOTE REQUESTs section of the Main System.
When the Quotation Request is reviewed in TourBw it can be deleted if it is spam or meaningless or illogical. If there is enough information on the QRS to call the customer and complete the Booking Form then the QRS will be -ACCEPTED- and will become a PROVISIONAL BOOKING which will be used as a working document to prepare a Quote and be further processed (-EDITED- as a PLANNING SHEET ) for the business.

10.4 The SUBBY:

This field is used to identify this person is a SUB-Contractor (SUBBY). If this field is NOT BLANK then ToursBW will list this person on the DRIVER LIST as an available DRIVER for a JOB on the WorkSheet. The 6 characters entered here will therefore identify this person as a SUBBY available for selection on JOBs and will use the Ref. Name entered here as the reference name (for the DRIVER) on the JOBs.
Final WorkOrders for SUBBYs are displayed (printed or emailed) from the JOB on a WorkSheet.
QuoteReqs, WorkOrders and Payments from a Booking can ONLY be requested if the Booking has been allocated as a SUBBY Booking TYPE.
RUNSHEETS cannot be printed for SUBBYs
This field would best be used in the same way AND in addition to an entry in the Group field. eg. Fred Sonny Crawford is a SUBBy so he is a Customer and both the Cust Type/Group field and the Subby Ref, Name would appropriately contain SUBFSC.
It is a good practice to keep both of these entries the same.

10.5 The Grade/Grid Feature:

The Grid or Rating category is a QUICK reference rating indicator. Users can create their own interpretation tables. The only fixed rule is that 555 represents adequate, satisfactory, general use, middle-of-the-range for whichever record it is being used for. It is used by ToursBW to SORT all of the selection criteria. The default is 555 which stands for General All purpose resource and/or requirement and is included in Bookings, Customer, Driver and Vehicle records. For example: when used with buses a 555 is a general purpose vehicle can be used for just about anything whereas an average school bus could be 535. If it was brand new it could be a 537 or very old a 532. Driver who can be used for anything 555. Driver who is really special (experince MC licence been with company for 20 years) could be 755 and a trainee MR only could be 353 etc. The field is completely arbitrary and often defaults to 555 is left blank. Probably of very little use unless you have many resources which need to be categorised
BUT in the case of a BOOKING it could serve as a FLAG. 755 would mean that the booking is for a VERY IMPORTANT customer and 557 could mean a VERY FUSSY AND CRITICAL customer -OR- a 355 could mean that the booking has been quoted a special price and you will do the best you can or 553 could mean that the customer is really friendly and easy going and would be very helpful in a crises situation.

10.6 A CLIENT:

BOOKING TYPE = CLIENT :

A CLIENT is a customer for whom a Booking is being managed. A Booking can be assigned to anyone in the Customer File. Alternatively as long as a person is on the Customer file a Booking nominated as being executed for that Customer is a CLIENT Booking.
It would be useful to enter a Group/Type description (identifier) into the Group/Type field of the Customer File for someone who will be selected as a CLIENT. eg CLTNSW or CLTQLD etc. The purpose of this grouping is to make selection much easier.
The CLIENT is identified in Section 3 of the EDIT screen for the Booking. The Apply Changes radio button must be ticked. The radio button for CLIENT must be ticked AND the CLIENT must be selected from the list of CUSTOMERS provided in this section. The list is presented in Group sequence to make the selection easier.

DOCUMENTS :

All documents being : QUOTE, INVOICE or Itinerary are prepared with the address for the CLIENT. The Booking / ITINERARY can be displayed and the eMail (hMail) address at the bottom of the form can be corrected to the email for the CUSTOMER. This would be a good-customer-service action.

PAYMENTS :

By setting a Booking to be Booking-Type CLIENT ToursBW correctly controls the payments for the booking while still leaving the Customer (who is the person for whom the booking has been made) as the contact person and contact on the driver's RUNSHEETS.
All RECEIPTS processed in Section 5 of the Booking are credited to the CLIENT (for CLIENT TYPE BOOKINGS), the SUBBY (for SUBBY TYPE BOOKINGS) -OR- the CUSTOMER (For NORMAl and Person of Interest TYPE BOOKINGS). Click Apply Changes, enter RECEIPT DETAILS being Amount Paid, change the allocated RECEIPT NUMBER and the amount will be CREDITED to the Booking Ledger and the appropriate customer account. The CLIENT and the SUBBY TYPE BOOKINGS both require a Customer to be selected from the Customer List. Customers (being people associated with the business) can be Customers, Clients, Subbies (specifically identified as such) or Persons of Interest automatically have a Customer account in ToursBW. Customer accounts (selected or all) are displayed in the Customer Task. The General Ledger is displayed from the Customer Task.
All Allocated costs (Driver + Client + SUB + OTHER + Extra) are the TOTAL QUOTED COST for a Booking (also part of Section 5). They can be updated / changed in EDIT but cannot be changed when a Booking has been CONFIRMed --except-- by increasing the Extra costs be means of Customer / SELECT / JOURNAL debit entry. In this case the Customer account is also debited because they are responsible for the payment of all Booking costs. Note that Extra Charges are amounts that are NOT sugject to GST where applicable.

CONFIRM :

When a CLIENT Booking is confirmed ToursBW debits the CLIENT with total allocated cost of the booking. If all payments have been made in advance the CLIENT account will show no payments due = all paid up. After CONFIRMATION the Booking can no longer be EDITED.

RECEIPT :

If the Booking is CONFIRMed then RECEIPTS cannot be issued using Booking / EDIT and the Booking / SELECT / RECPT process must be used. DO NOT use the Customer / Receipt because the Booking balance due will not be corrected and will reflect as a payment due.

JOURNAL :

If the total cost of the Booking needs to be increased (charge for damages or similer) then the Booking / Journal must be used for both the debit (increase the cost of the booking to the Customer) and the credit (when the Customer pays the additional amount).

11.0 The Payment System :

ToursBW PAYMENTs is a basic accounting system to enable the management of monies related to Bookings AND Customers (which includes SUBBYs) . There are:
Customer Accounts : available for ANY Customer loaded to the system.
Created from Booking Form and while processing Customer/SELECT/Recpt and JOURNAL.
Customer LEDGER (report) is available in Task Customer/REPORTS/ACCOUNTS. Customer STATEMENT, which can be eMailed, via Customer/SELECT/STATEMENT.

Bookings Ledger : created automatically while processing the Booking Form Actions
Booking LEDGER reports are available in Task Booking/REPORTS/ REPORTs Financial :

General Revenue Ledger : created while processing Customer Receipts and Journals and by allocating a BOOKING to a SUBBY.
The General Ledger report is produced by Task Customer/REPORTS/GENLEDGER.

Most of the transactions are allocated automatically during the processing of the Booking Form or Customers. There are Journal Entries associated with JOBs allocated to a SUBBY. Because of the nature of SUBBY (payments at the JOB level) these are assigned manually by using the Customer/SELECT/JOURNAL. The Comment box must be completed for the General Ledger (GenRev) record. TAKE CARE with the Cr / Dr entry.

INITIALISING the PAYMENT SYSTEM:


The Payment System is switched ON/OFF when user system is created by REGISTRATION.
-OR- RUN the Task ADMIN/INITPAY. Please read actions that will be undertaken carefully.
The PAYMENT System will be switched-ON when INITIALISING the PAYMENT SYSTEM as run from the Admin Tasks menu. BEFORE this task is run the following tasks MUST be done to ensure that the Payment System reflects the accurate financial status for the organisation :

a) Ensure that ALL CONFIRMED Bookings reflect the correct total Quote Cost. They must reflect the TOTAL AMOUNT DUE from the person responsible for the payment of the Booking which is the CUSTOMER in the case of a NORMAL BOOKING and the selected CLIENT in the case of a CLIENT BOOKING. If the Booking is assigned to a SUBBY then the amount that is due for payment to the SUBBY for that Booking must be in the SUB: allocation field. A booking cannot be allocated to a SUBBY after it is confirmed. The total cost of a Booking can be adjusted by use of Task Booking/SELECT/JOURNAL if it has already been confirmed.
Note: That the TOTAL of all the allocation fields ( DRIVER CLIENT SUB OTHER and Extras) is the total amount quoted to the Customer/Client for the JOB.
b) ALL CONFIRMED Bookings should be fully paid up (dollars in the bank). There must not be any monies due on any CONFIRMED Booking to ensure that ToursBW reflects accurate balances on all Finanacial Reports.
c) UNCONFIRMED Bookings should reflect the correct amount paid to-date. This can be corrected by using the Booking / SELECT / JOURNAL.
d) Monies oweing to Sub-Contractors ( in the SUB allocation) FOR CONFIRMED BOOKINGS ONLY will be shown as BOTH credit and debits to both the SUBBY(Customer account) and the GENERAL LEDGER. Any outstanding payments need to be entereed into TourBW after INITIALISATION by using the Customer / SELECT (to identify the Customer/SUBBY) / JOURNAL.

Please read the Actions : that will be taken by the Task ADMIN / INITPAY to understand the payment history records that will be inserted into the Ledgers and the respective Customer Accounts by the INITPAY task.

When the PAYMENT System is being used :

BEFORE THE BOOKING IS -CONFIRMED-


AND When Apply Changes is ticked (ON) in Section 5 of the Booking AND the Booking Form is -SAVED- then :
1) All of the Quotation Allocation amounts are reloaded for the Booking. They can therefore be repeatedly updated. TAKE CARE. If in doubt about a change entered do NOT -SAVE- and reload the EDIT SCREEN. All Invoices are titled Provisional until a Booking is Confirmed.
2) If Paid is NOT 0.00 the amount is recorded as Paid plus Receipt number for the LAST PAID amount in the Booking AND it is added to the TOTAL AMOUNT PAID for the Booking AND the Customer or Client will reflect the payment in the Customer Accounts. The receipt number and amount are stored so that the last-payment is available for reference. The Customer account entries ARE NOT REMOVED if a Booking is Cancelled and the Customer will reflect a CREDIT until it is corrected by a CUSTOMER JOURNAL or that Customer has another Booking. The Customer ACCOUNT records all Cr and Dr amounts for both Bookings and CUSTOMER / Receipts or Journals. The Booking DEBIT to the Customer Account is only made when a Booking is CONFIRMed.
3) Transactions are created to reflect the CREDIT to the Customer Account. Note that the CUSTOMER for the Booking is the CLIENT Customer account in the case of a CLIENT Type Booking and the CUSTOMER in all other cases. This means that the Customer Account is in CREDIT until the Booking is -CONFIRMed-.
4) The Total Quotation Amount and the Total Amount Still DUE: will reflect all changes after the Booking is -SAVEd-. The Changes can be -VIEWed- in summary form (Booking / SELECT / VIEW ) AND ToursBW shows the account balances when a Booking is ACTIVE (an earlier SELECTion has been made.)

WHEN THE BOOKING IS -CONFIRMED-


1) NO FURTHER EDITING CAN TAKE PLACE. 2) The Quotation / Allocation Costs are locked into the Booking. They cannot be changed. 3) The TOTAL of all the Allocation Costs is charged (debited) to the Customer Account AND the amount allocated in the SUB: box/field is allocated to the Customer account that has been selected as the SUBBY for that BOOKING. If the Booking has been been fully paid then there will be no amount DUE on the Booking and the Customer Account will reflect all the Transactions that have been allocated for that Booking. The Customer Account should be in balance (zero oweing) UNLESS other amounts have been allocated to that Customer Account by CUSTOMER / Receipts or Journals.

AFTER THE BOOKING IS -CONFIRMED-


Any outstanding amounts DUE can be applied to the Booking by :
a) Booking / SELECT / RECEIPT : The form will reflect the last Receipt entered into the Booking and should be incremented manually. ANY number structure can be used that is convenient to the organisation. ToursBW will create a number similar to R/bbbb/nn where bbbb = Booking ID and nn = 01 incrementaed as convenient. This Receipt number shows on all reports.
-SAVE-RECEIPT- will add to the amount paid on the Booking. (Credit the Booking Ledger)
AND will credit the Customer Account. Note that the CUSTOMER for the Booking is the CLIENT Customer account in the case of a CLIENT Type Booking and the CUSTOMER for ALL other Booking Types. When a Booking is allocated to a SUBBY the SUBBY will be handling the Booking and she/he will need to be paid the amount ALLOCATED to SUB: AND the Booking Total Cost will still be paid by the Customer. If a Booking is being handled for a CLIENT then the Booking cannot be allocated to a SUBBY but all the JOBs created by confirming the Booking can be allocated to SUBBY after the Booking has been confirmed. SUBBY Request for Quotes can be made with additional comments provided in an additional email and the payments due to the SUBBY should be entered to the SUBBY account via CUSTOMER / JOURNALS.
b) Booking /SELECT / JOURNAL : This form also shows the last Receipt number allocated and provides for either CREDITs or DEBITs being applied to BOTH the Booking and the Customer Account. The creation of manual receipts or invoices that apply to both the Booking and the Customer accounts are processed using this form.
EXAMPLES :
( 1 ) A charge is made against the Booking for damages using the Journal as a DEBIT . The appropriate Customer is charged by Customer /SELECT/JOURNAL A manual invoice could be issued OR the Customer could be sent a statement ( CUSTOMER/SELECT/STATEMENT ) which would reflect the Journal that has been entered. The ToursBW document number (Receipt Number based on the last number -displayed- plus 1) can be used on that Journal -OR- the number reflecting the manual invoice book could be used in the Journal.

( 2 ) The customer demands a Credit because the bus was ........... A CREDIT Journal is entered as described above.

( 3 ) When the Customer Makes a payment a RECEIPT can be issued OR a CREDIT JOURNAL entry could also be entered. Whichever seems more appropriate. In this instance the payment method could be entered in the Doc Number / Reference. Enter the Cheque number or CrCard or similar.

Negative CREDITS or DEBITS are allowed if such action better suits existing processes BUT take great care with the double negative effects of this action on the LEDGERS.

CLIENT, CUSTOMER and SUBBY accounting:


All Financial Details regarding Bookings are:
(a) Allocation entries made in the FINANCIAL DETAILS (Section 5) of a Booking while it can be edited ( ie. before it is CONFIRMED)
(b) the RECEIPT DETAILs in the FINANCIAL DETAILS (Section 5) of a Booking while it can be edited ( ie. before it is CONFIRMED)
(c) Booking Receipts ( Booking / RECPT) - after a Booking has been confirmed
(d) Booking Journals (Booking / JOURNAL) - after a Booking has been confirmed

When -EDITing- a BOOKING ( Booking (select a Booking) / EDIT ) the SELECT BOOKING TYPE section is used to define the customer / client / SUBBY status of the Booking.
A NORMAL BOOKING Booking means that All Financial Details are applied to the Customer of that Booking.

A CONTACT PERSON Booking means that All Financial Details are applied to the Customer of that Booking.

A CLIENT Booking means that All Financial Details are applied to the CLIENT that has been selected from the list in the SELECT BOOKING TYPE. Neither the CLIENT: nor the SUB: boxes/fields in the Allocation:$$$ of the FINANCIAL DETAILS (Section 5) of the Booking have no special implications.

A Sub-Contractor (SUBBY) Booking has very specific actions associated with the Booking.
Firstly: All Financial Details for the Booking are applied to the Customer of that Booking.
A complete Booking CANNOT be assigned to a CLIENT and a SUBBY at the same time. If the Booking is being handled on behalf of a CLIENT then the Booking must be assigned to that CLIENT. The JOB or JOBs for that Booking can be assigned to a SUBBY or SUBBYs and all financial transactions -as Journals- for that SUBBY or SUBBYs must be handled via Customer -being THE SUBBY- / SELECT / JOURNALs.
Secondly: If the Booking is assigned to a SUBBY then the SUB: box/field in the Allocation:$$$ of the FINANCIAL DETAILS (Section 5) of the Booking -EDIT- will be CREDITED to the SUBBY to whom the Booking has been assigned. This defines the money that is oweing to the SUBBY when he does the JOB. The Credit will only be passed to the SUBBY's a/c when the Booking is -CONFIRMED-.
The Total of all the Allocation:$$$ will still be DEBITED to the Customer account when the Booking is -CONFIRMED-. This means that the difference between the Total of all the Allocation:$$$ and the SUB: box/field in the Allocation:$$$ of the FINANCIAL DETAILS (Section 5) of the Booking = profit to the business for that Booking ( before operating costs ) and will reflect in the Revenue totals as such.
These financial transactions should be kept in mind while a Booking is being -EDITed- because this is the only time that they can all be changed.
If the SUBBY transactions are not completed ( Customer / SELECT (the SUBBY) / JOURNAL ) when a cheque is issues to the SUBBY in payment for a Booking then the Revenue figures in the Ledgers will reflect an outstanding debt.

CUSTOMER ACCOUNT MANAGEMENT :


This enables details to be added to the CUSTOMER ACCOUNT so as to provide a parallel activity on the Customer Accounts if this is required. This provides for either a manual link to individual Customer Accounts or the ability to link external accounting into ToursBW.
eMail buswise77@optusnet.com.au if links are required to an external accounting system and we will look at the feasability. Any such links couls function in a similar manner to the ToursBW Quote Request System ( QRS).
CUSTOMER /SELECT / RECEIPT :
Applies a CREDIT to any Customer Account AND a DEBIT to the General Reveue LEDGER There is no transaction to any Booking or the Booking LEDGER.
CUSTOMER /SELECT / JOURNAL :
Applies a CREDIT -OR- a DEBIT to any Customer Account as for the Receipt above.
A Journal Entry has the added advantage of holding notes in the Ledger which will be displayed on the Customer Statement ( Customer / SELECT (select the Customer) / STATEMENT ).


11.1 The Document Table :

zzzzz This section of the HELP manual under development

This is the list of Processes and Documents that are available in BOOKINGs. They are listed By Booking Type. Specified on Page2 of the BOOKING form which is THE initial DATA entry form for ToursBW and provides significant EDIT functionality. The TYPES of Bookings are explained in detail below the Chart :
Booking Type :
1.NORMAL or 2.Person-Of-Int.
--- 3.CLIENT ---
--- 4.SUBBY ---
Booking Confirmed :
-N-
-Y-
-N-
-Y-
-N-
-Y-
SELECTIONS :
(UN)
(CN)
(US)
(CS)
(UC)
(CC)
VIEW:
yes
yes
yes
yes
yes
yes
EDIT :
yes
-N-
yes
-N-
yes
-N-
CONFIRM :
yes
-N-
yes
-N-
yes
-N-
Bkg Documents:
RECPT :
yes
yes
yes
yes
yes
yes
JOURNAL :
yes
yes
yes
yes
yes
yes
QUOTE :
yes
-N-
yes
-N-
-N-
-N-
INVOICE :
Prov
yes
Prov
yes
-N-
-N-
ITINERARY :
yes
yes
yes
yes
yes
yes
Quote Request :
-N-
-N-
-N-
-N-
yes
-N-
WorkOrder :
-N-
-N-
-N-
-N-
-N-
yes
Actions :
DUPLICATE :
yes
yes
yes
yes
yes
yes
DELETE :
yes
-N-
yes
-N-
yes
-N-


11.2 The Start of Day Process:

THE START OF DAY :

Login to YOUR system if you are a registered user. Login to Demo if you are not a Registered User. For our introduction to ToursBW we will go through a few of the most important screens for the system as if we were the Operations Manager starting off the day (20-10-2016).
The Blue buttons across the top are the ToursBW MAIN TASKS which are :
Booking, WorkSheet, Customer, Address, Vehicle (BUS), Driver, Admin and Logout.

Choose the - WorkSheet - ( ) by clicking on it.
Very first activity is to view the status of all jobs that are due this week to check if is anything that has been missed. We can review yesterday after getting to-day started off effciently.
So Click on Next - WEEK - . This report displays ALL JOBs due to be managed this week. ANY JOB which does NOT show a Bus or Driver allocation ( only --- ) means there is work to be done. Best practice planning would suggest that all JOBs for at least one week in advance should be fully planned so that Sub-Contractor quotes can be requested for any JOBs which cannot be managed with in-house resources !!!
Click on -WorkSheet- again and start checking to-days work requirements. Normally speaking you would Click on - Display WorkSheet - (for todays DAILY DIARY) But as the demo data may not have JOBs available for today (the day you are using ToursBW) it is probably best to choose a specific date. So enter - 20-10-2016 - in the field/box for DATED --- and then click on - Display WorkSheet - . You are presented with ALL the JOBs that are due to be run for THIS DATE in time sequence. If there are no red bars (other than the one for the Legend) click on - NextDay - until you find a set of JOBs that does have red bars.
ASSUME THAT THIS WORKSHEET IS TODAY. This is then the DAILY DIARY Page from which we will control all to-days JOBs. The JOBs were previously created by the Booking Form for this date.
If the time is now after 0700 and there are still red bars on the sheet then we are in trouble. Normally Buses and Drivers will be allocated 1, 2 or 3 weeks in advance. However let us assume that it is 0500 and we are scheduling for today (30/9). The objective is to have all buses on the road on time with the Done column checked. The Done column cannot be checked if either the Bus or the Driver has not been allocated.
To allocate a Bus click on the green button in the -Bus- column. The list of vehicles that can be used is shown. This list includes buses that belong to Sub-Conractors (Subbys). If the Ref. column has a red bar then that bus has already been allocated for today. Can be allocate again if there is not a time overlap. Click on green button in the Ref. column to allocate a bus. ToursBW will confirm that the bus is allocated. Click Continue to return to the WorkSheet.
Select a Driver the same way.
When the driver has been selected click the green buttone next to his ref name and you will be presented with a screen with ALL his details PLUS the option to - REMOVE - him from this shift (error, goes off sick etc etc) OR to produce a - RUNSHEET - for the Driver. Click on - RUNSHEET - and ALL information for this JOB ( Trip ) is preesented. Print from the browser using right-click on the mouse or go to the bottom on the screen and click on - hMail - (HTML email) to email the RUNSHEET to the drivers smartphone OR change the address below the hMail button to email some other address.
Process the WorkSheet in such a way as to ensure that all JOBs are executed on time.

THEN

GoTo Booking ( )/ REPORTS / TO-DO :
This screen shows all Bookings that have not been - CONFIRMED - yet. This means that JOBs for these Bookings have not been created yet which in turn means that Buses and Drivers have not yet been allocated and the JOBs cannot be done. NOTE: This report only shows Bookings with a Start date = or > today (the system date on which this report is being requested) so the report will not be relevant to the WorkSheet that we viewed above (30-09-2016).
The purpose of this report is to ensure that there are no bookings that need to be actioned to-day which have not been -CONFIRMED - and therefore will not be honoured.
This report will be used again to establish those Bookings which need to be finalised.
Click - End_of_Report - THEN - EXIT - THEN - SELECT -

THEN

GoTo Booking / QUOTE REQUESTS -:
ToursBW provides information that allows the creation of a button on YOUR OWN WEBSITE so that your Customers can REQUEST A QUOTATION for a specified Booking. When one of these requests is made an email is sent to YOU (the owner of the Registered ToursBW System) with all the details of the request and at the same time loads a request into the QRS system which includes that request on the list shown on this screen.
This screen provides the ability to filter all external Quotation Requests for validity. By clicking on the green buttons the information entered can be viewed in full. It the request is garbage or a scam or not valid for any reason enter the Request Request ID number (eg 2345) into DELETE Request block (bottom of screen) plus the validation code number (to ensure that nothing is deleted accidently) and click - DELETE_QR -.
Only Quote Requests with a red bar in the accept column need to be accepted. When they are accepted the Quote Request is rebuilt as a PROVISIONAL BOOKING and inserted in the Booking System with QRS - in the Booking NAME. The red bar is removed and at your convenience that Quote Request can be deleted. The QRS will now also appear on the - TO-DO - report.

THEN

GoTo Booking / REPORTS / - PAYMENT DUE -:
Using the date column extreme right check that there are no outstanding payments that need to be chased up. The customer telephone (mobile) number appears on the report. ELSE you can check the Booking Name, GoTo Booking / SELECT, select that Booking, select - INVOICE - and email an invoice as a request for payment / reminder.

THEN

GoTo Customer / SELECT (a customer) / STATEMENT :
to check the ACCOUNT status of any particular customer
-OR-
GoTo Customer / REPORTS/ ACCOUNTS :
to get an overall view of all Customer Accounts PLUS the total monies outstanding for payment.

THEN

GoTo - WorkSheet - for the day and continue to monitor all activity for the day. Any activities such as changes to buses or drivers or any other requirement (eg phone the dentist) can be entered into the NOTES associated with any of the JOBs for the day.

That concludes the START-of-DAY procedure.

11.3 The Pricing Structure :

It is our intention to keep ToursBW as a VERY INEXPENSIVE online business tool. Mainly for small operators. But we are aware that it is a very powerful business tool and will I am sure attract some larger businesses. We will ensure that the system ALWAYS performs well, with quick response times, conversational and easy to use interfaces. Should the system start to degrade (performance wise) we will upgrade our servers. So that we can maintain this level of service, as well as keep the price minimal, monthly costs will be as follows :

1 to 5 buses in your fleet will cost $50 per month.
Additional buses :
For each set of 5 (excluding the first in any set of 5) additional buses the cost will go up by $50 per month
Thus 6 buses still $50 pm. 7 to 11 buses = $100 pm. 17 to 21 buses = $150 pm. > 21 poa
Rewards :
Should a person who is running a TEMP System (as a Registered User) convert to a LIVE System by copy of an email from YOU with cc. to buswise77@optusnet.com.au BOTH SYSTEMS monthly rental will be reduced by 20% PER MONTH for ONE YEAR. This would take effect as soon as the new customer has paid their reduced monthly payments for 2 months.
Also :
Should you decide to pay your monthly payments 3 months in advance (which saves ToursBW admin hassles) the 3 monthly payments will be reduced by 10% for as long as they continue to be paid. If you wish to do this please email us at buswise77@optusnet.com.au so that your scheduled payment date and amounts can be reset.

Payments can be made via PayPal. There is a link to PayPal from the Admin Tasks in your system. Or they can be made to a banking account using your username as a reference. The banking information will all be provided in an email to your email address after Registration and as soon as your operating environment (for your USERNAME) has been set up.
PLEASE NOTE
1. There will be no contracts. We would hope to keep you as one of the ToursBW family for as long as we can provide you with a SOUND and EFFECTIVE system.
2. Payments will be due one month in advance for that month. Non-payment will result in the LogIn becoming non-functional after 14 days. This is computer controlled.
4. ToursBW will accept NO reponsibilty for destruction of your data or failure of the system in any way for whatever reason whether real or imagined. Impala has however applied many years of security expertise to the BusWise systems and we are confident that your data will be quite safe. BackUp and Recovery facilities are incuded in the Admin. functions of ToursBW and vTrackBW.
5. Should you require additional data security, for your own benefit or peace of mind, DVD's containing your data, in mysqldump format, can be mailed to you on application. These can be sent within 4 days of receipt of your request and payment.
Two sets of Backups are maintained. The ARCHIVE process creates a backup as JOB 1 with a cycle of six files. The BACKUP process as JOB 2 has a cycle of 3. All backups are a full backup of all data. The cycles are maintained automatically by ToursBW with the oldest being overwritten by the latest.
In addition Impala keeps weekly and monthly backups of all user data offline on our own servers.
6. All correspondence should be to buswise77@optusnet.com.au
Impala is Impala Distribution and Marketing (IDAM) ABN 35776775516 (2001)

11.4 Registration Form :

ToursBW can be investigated and tested by choosing the -DEMO- action button in any of the master index pages on buswise.net -OR_ toursBW.net. However we would encourage you to Register for a fully-functional customised system to test your specific data. The test-system can be re-intialised to clear ALL the data whenever required. Should the System prove to be as capable as we believe for your office requirements visit the PayPal link in the Admin. Task to pay your subscription fees and continue to use the system as long as required. We would hope that this would be for many years to come. Any suggestions or apparet bugs can be reported to support @ buswise dot net.
The test system is available completely FREE for a period of 60 days. Should you require additional time please contact support @ buswise dot net.
vTrackBW has the emphasis on the relocation of vehicles (whether they are Plant, Trucks or Buses) and keeping trcak of their locations if that is required. The ability to deliver a vehicle for a contract to be collected at the end of the contract is under test ( ver. 06v19 June, 2017 ).
For both systems the overall design objective was to provide an inexpensive but complete office software system to be run online (ie on the internet so that it can be operated from anywhere in the world) and be PAPERLESS, SECURE, EASY TO USE (the system functions in a step by step conversational mode). The system can be run from any device which has browser funtionality (Smatphone, Tablet PC etc....).

System Type :
ToursBW caters for the specific needs of Bus Hire/Tour/Charter and School Operators. The emphasis is on the management of a specific number of passengers for a Booking.

Registered Owner Information :
This information is collected to ensure that your customised system is FULLY operational and all the facities are used to their best advantage. A number of these items can be changed or added to by updating the User Parameters at a later date.
For example: The Password is to ensure that ONLY the owner can access the system. Staff can be added with their own passwords later. The address detials are used on the many documents (Quotes, Invoices, Customer Statements, Summaries and WorkOrders) which can all be emailed using the eMail address for CC to the Office = Your own email system. The website is used to provide you with a link from any external website for Quote Request Applications. The timezone enables you to display times and dates for the System. (Office Could be in Sydney, Melbourne, Paris or San Francisco).

The Currency etc :
This also caters for the chosen location of the Office.

The Payment System :
The system can be used for producing all the relavant documents for controlling the finances on an Booking. This can be ignored or talk to us about linking the System into an external Accounting System if required.

Tax INVOICES :
If the Financial Section is being used then the System will keep track of the GST committments.

Auto Address Fill:
The address management Section includes the use of the Google AutoAddress Completion
which serves as an address checker and the ability to check any address in the system
to check its validity by displaying a MAP. The System keeps track of how frequently this is being used because GOOGLE has a limited licence with us.
If your System exceeds this limit then we will pro-rata the costs.
The limit is however very high and is unlikely ever to become a consideration.

© quote ----
The maximum limit for free usage is 150,000 requests per 24 hour period.
If your app exceeds the limit, the app will start failing.
Purchase a Google © Maps APIs Premium Plan license to get more than 150,000 requests per 24 hour period.
unquote --- ©


Notes :
If there are any specific requirements which you may have or are likely to need please enter that information here.

11.5 An OVERVIEW of a SUBBY

ToursBW and vTrackBW refers to a Sub-Contractor as a SUBBY.
The SUBBY is a very important member of the TourBW family. He is the person (from the Customer File) to whom Bookings or JOBs can be allocated when the resources are not available to expedite a Booking or a JOB.
Any Customer can be a SUBBY. Vehicles/Buses can belong to any Customer and the Vehicle will be allocated to the Customer by flagging the Vehicle/Bus as a NON-FLEET vehicle and assigned an Owner from the Customer List provided on the Vehicle -EDIT- Screen. Such Customer does not need to be a SUBBY but will probably be an owner/driver in most instances and thus a SUBBY.
For a Customer to qualify as a driver for ToursBW that Customer must be provided with a SUBBY Reference Number in the Customer -EDIT- screen. ( In the same way as it is recommended that a Driver should have a 3 x Alpha character Reference name -as JHF- it is recommended that a SUBBY has a 6 x Alpha character Reference name -as SUBJFR-.) When a Customer has a SUBBY Rference Name entered ToursBW will make that Customer/SUBBY available for selection as a DRIVER for JOBs on the WorkSheet.
A Customer can be both a CLIENT and a SUBBY. The same person could both assign Bookings from their Customers for us to expedite or expedite Bookings for our customers. No Booking can be BOTH CLIENT and SUBBY TYPEs.

A COMPLETE BOOKING can be assigned to a SUBBY by changing the Booking TYPE from NORMAL to Sub-Contractor. This must be done while the Booking can be -EDITed- so if there is any likelyhood of a booking being assigned to a SUBBY the booking should not be -CONFIRMED- until this decision has been made.
The DRIVER for a JOB can be assigned to a SUBBY and the BUS for a JOB can make use of a NON-OWNED BUS which could belong to a SUBBY or any other Customer. (The Driver and the Bus are assigned separately on the WorkSheet).

ToursBW handles Bookings and JOBs in a different way when they are assigned to SUBBYs.

SUBBY BOOKING : When a Booking is assigned to a SUBBY the normal process would be :
a) A Customer would make the Booking and provide all the details for the Booking. The Customer would be phoned with a quote or could request a written quote by email. This would all be resolved before the Booking is -Confirmed-
b) While the quote is being resolved with the Customer the booking could be assigned to a SUBBY and a Request-for-Quote -QuoteReq- eMailed to the SUBBY from the Booking. The Booking can be un-assigned from the SUBBY any time before it is CONFIRMED.
c) When the quote from the SUBBY is accepted then the amount quoted by the SUBBY must be entered into the FINANCIAL section of the Booking in the Allocation box matked SUB: This will ensure that TourBW automatically posts the amount to the SUBBY account as a Credit (money owed to the SUBBY) but only when the Booking is confirmed.
d) When negotiations are finalised with the Customer and (hopefully) all monies for the Booking have been collected THEN
e) A WorkOrder can be sent to the SUBBY confirming the final requirements for the JOB ( equal to a RUNSHEET that would be sent to a Driver for a JOB ). The WorkSheet could in fact define many JOBs and/or many Buses. AND
f) the Booking can be CONFIRMED AND
g) a cheque can be sent to the SUBBY and the -Payment- recorded against the Booking (either before or AFTER the Booking has been CONFIRMED) with the Cheque number as the reference on the -Payment-.

SUBBY JOB : a) Customer makes Booking, all details are agreed and the Booking is CONFIRMED.
b) When the Booking is CONFIRMED ToursBW creates a JOB for each Day and for each Bus on the Booking. Thus a 3 day booking for 2 buses would result in 6 JOBs being prepared.
c) The WorkSheet is then available for each apprpriate DAY listing the JOBs for that DAY. Each JOB requires a BUS and a DRIVER to be allocated to the JOB. Until this has been completed the WorkSheet will show a red bar against any that have not been assigned.
d) Clicking the green action button for a BUS will list all the AVAILABLE buses for that day. The Buses could be either own-fleet or non-fleet buses. Non-fleet buses could belong to a SUBBY who is an owner-driver.
e) In the same way the green action button in the Driver column will list all the Drivers that are available. This list will include those Customers who have been assigned reference numbers as SUBBYs. If the nominated Driver is a SUBBY when the green action button is then clicked their will be options made available that are appropriate for the SUBBY being, -D_CHANGE- ( so that the JOB can be allocated to another Driver), -driver_7D- (which produces a 7 day -one week- Roster for that SUBBY), -WorkOrder- (which is the same as a RUNSHEET for a Driver). The -JOURNAL- button is there as a reminder and will ask that the Customer Journal entry be made.
f) If a SUBBY is an owner-driver then he could be matched with the BUS that he owns. This task would be much easier if the SUBBYs initials were entered in both the BUS Reference Number -GFD011- and the SUBBYs Reference Number in the Customer Record -SUBGFD-.
g) The cost of the work that the SUBBY is doing for the JOB will need to be CREDITED to the SUBBYs Customer Account be means of a Customer Journal ( and has nothing to do with the Booking which is being paid for by the Booking Customer )
h) When the SUBBY is paid for his work another Journal entry will DEBIT the SUBBYs Customer Account with the cheque number as the Reference.

12.0 re-Initialising Payment System


BEFORE THIS JOB is started a BACKUP MUST should be run
ALL confirmed Bookings will be finalised as FULLY PAID. ( Amount due = 0.00. )
Any Customer B/fwd balances must be re-entered using CUSTOMER/SELECT/JOURNALS after the run.

1.) General Ledger will be CLEARED. Then
2.) All Customer accounts will be CLEARED. Then
3.) All Bookings Last payment information will be cleared.
4.) All Un-Confirmed Bookings will therefore be total amount still due for payment.
5.) All Confirmed Bookings :
(a) will be recorded in Customer Accounts for CLIENT/CUSTOMER as BOTH Dr and Cr so as to reflect the Booking transaction
(b) For Type SUBBY will be recorded against the SUBBY as fully paid up to the SUBBY.
(c) For Type SUBBY will be reflected as fully paid entries in the General Revenue Ledger.
(d) will marked as paid in full.

14.0 CLEAR OPERATIONAL Details:


BEFORE THIS JOB is started a BACKUP RUN MUST be run


1.) General Ledger will be CLEARED. There will be NO entries in the Ledger.
2.) All Customer accounts will be CLEARED.
3.) All Bookings will be marked as UN-CONFIRMED
4.) All Bookings will therefore be total amount still due for payment.
5.) All Last Payment details will be cleared to 0.00
6.) All JOBs will be cleared so that WorkSheet will not have any JOBs to display.



--- End of help_man.php ---