Overview

Contract charter jobs and bookings all start by creating a “Charter Contract” from either the Operations or Sales page. After creating a contract & assigning it to a customer, you will have the ability to create shifts associated with that contract. The contract charter shifts you create can then be added to rosters to be used when generating jobs or used to create one off adhoc jobs for that contract. Finally, you can create a contract charter booking in the Accounting module & link all completed jobs related to that contract for invoicing.

This guide contains information that will allow you to:

• Create and assign Charter Contracts to customers
• Create Contract Charter shifts
• Create an adhoc Contract Charter job
• Create a Contract Charter Booking & link associated jobs

User permissions

All users with access to the system will be able to view all information within the contract charters page. Those users who have been added to the COP_Sales or COP_Operations AAD groups will also be able to create and edit Contract charters.

Creating a charter contract

1. Navigate to either Sales or Operations → Configuration → Charter Contracts to open the charter contracts list page.
2. Click ➕ in the header to add a new contract.
3. Complete the relevant information.
4. Click Submit

Viewing & editing charter contracts

1. Navigate to Sales or Operations → Configuration → Charter Contracts.

2. Find the contract you want to view or edit by scrolling or using the search tool 🔍.

3. Click on the Name to open the Manage Charter Contract page.

4. Click on the Edit button ✏️

5. Make the required changes and click Submit.

   ❕Note: If changing the name, the new name must be unique.

Charter contract fields

1. Name - Required & must be unique

2. Description - Required.

3. Customer - Select from dropdown.

4. Internal Notes - optional.

5. Start and end dates - optional ❕Note: these dates can be used for recording the expected duration of the contract, they are not used for the start and end dates of any charters generated using this contract.

   

Creating a contract charter shift

Once you have created a contract as outlined above, the next step is to create Contract Charter Shifts & link those shifts to the contract.

1. Navigate to Operations → Shifts.

2. Click ➕ in the header to add a new shift.

3. Enter a unique shift name.

4. Select Contract Charter from the shift type dropdown.

5. Select a Customer to reveal the list of associated contracts.

6. Select a Contract that this shift will be associated with.

7. Enter the relevant shift details & click Submit.

   ❕Note: All fields marked with * are required.

🧠 To learn more about creating shifts, click here

Adding a Contract Charter Shift to a Roster

Once you have created shifts for the jobs you will be performing as part of the Charter Contract, you can include these shifts into regular rosters or create new ones, so that the jobs are generated each week. Rosters can contain a combination of all shift types including Urban, School Services and now Contract Charter shifts, allowing you to plan and balance the hours your drivers will get each week across the different types of jobs.

🧠 Follow these links to learn more about rosters and roster groups: Rosters & Roster Groups

Generating contract charter jobs

Generating contract charter jobs follows the same processes as generating other types of jobs that come from shifts:

1. Generating jobs from rosters → Generating Jobs.
2. Creating adhoc jobs → Adhoc jobs

Contract bookings

Contract bookings allow you to collate all the related jobs for a contract over an invoicing period. If the invoicing period is for a calendar month, then you can create a single booking for the month, and then link all the jobs that were completed in that month. The booking can then be the basis for an invoice in your accounting system.

Creating a contract booking

1. Navigate to Accounting → Contract Bookings and click the ➕ in the header to create a new contract booking.
2. Fill out the required fields and click Submit.
3. Once a contract booking has been created, you have 3 additional sections you can complete:
   1. Linked Jobs: Add the jobs that have been carried out for this contract during the invoicing period.
   2. Vehicles: Add the vehicle types, quantity, total hours and the price for each vehicle type used during the invoicing period.
   3. Extras: Add the extras that need to be included as part of the booking, and the price of those extras.

Linking multiple jobs to a contract booking

To link all jobs within an invoicing period to a contract booking:

1. While editing the contract booking, click + Add Multiple Jobs below the Linked Jobs table.
2. Enter the date range that covers the invoicing period. E.g. From 1st of Feb 2023 until the 28th of Feb 2023.
3. Click Ok and all jobs from the selected contract, within that date range, that haven’t already been linked to any other bookings, will be added to the Linked Jobs table.

Linking individual jobs to a contract booking

To link an individual job to a contract booking:

1. While editing the contract booking, click + Add Job below the Linked Jobs table and a new row will be added to the table.

2. Select the job number from the drop down list.

   ❕Note: The list of jobs will only include those for the selected contract and those that haven’t already been linked to another booking.

Adding vehicles & extras to a booking

The total price for the booking is made up of the prices added to both the vehicles & extras sections, you can add vehicles and extras and enter the contract price for these within the Vehicles table and Extras table. To do this:

Add Vehicle Types

1. While editing the contract booking, click the + Add Vehicle Type button below the Vehicles table and select a vehicle type.
2. Enter the quantity, total hours and the total price for that vehicle type (ex GST). (Optional)
3. Repeat the process as many times as required to capture all of the vehicle types used.
4. Click Submit to save the changes.

Add Extras

1. While editing the contract booking, click the + Add Extra below the Extras table and select an extra from the dropdown list.
2. Enter the quantity, total hours and the total price for that extra (ex GST). (Optional)
3. Repeat the process as many times as required to capture all of the extras used.
4. Click Submit to save the changes.

Completing a contract booking

1. From the Manage Contract Booking page select Complete Booking from the Triple Dot Menu.
   • ❕Note: The booking cannot be completed without:
     • All jobs being either completed or having subcontractors allocated.
     • An invoice number.

In This Topic

Related Topics

• Shifts
• Rosters
• Generating jobs