Overview

Central-Ops allows you to define extras ( also known as facilities ) which can be applied to charter quotes and rail bookings. These can be used to:

• Define extra costs for a customer on the quote and booking.
• Define a zero cost extra for a customer on their quote and booking.
• Itemise extras for accounting when invoicing.
• Create a task for the operations team to action.

Extras fields

Description: Provide a unique description for each extra. This will be what customers see on quotes and bookings.

Price Excluding GST: Enter the price of the extra without GST.

❕Note: While the price cannot be left blank, it can be set to zero if there is to be no charge for this extra.

GST Applicable: Indicate if this extra will have GST applied to the price.

Available for charters: Define if the extra can be applied to charter quotes.

Available for Rail: Define if the extra can be applied to rail bookings.

Show on the Sales Quotes page: Will this extra be shown in the extras column of the Sales Quotes page.

Show on the Accounting Bookings page: If set to ‘yes’, the extra will appear itemised under the Facilities column on the accounting list views.

Show a Task for Operations: If set to ‘yes’, bookings that apply this extra will also generate a task for operations.

❕Note: The task will be generated for the first date of a multi-day trip

Show on Quote PDF — Controls whether the extra appears on the customer-facing quote and booking PDF.

Key use cases for Show on Quote PDF:

1. Operational extras without a cost: Example: "Print Itinerary" or "Prepare Signage". These may trigger internal tasks but don't need to be disclosed to the customer.
2. Chargeable extras within line-item display: Example: A flat fee for short bookings or after-hours travel. The extra has a cost, but you may prefer not to itemise it on the customer-facing quote. The total cost of hidden extras is evenly distributed across the per-vehicle pricing lines.

If Show on Quote PDF is set to Yes, a Customer Notes text box is shown, allowing you to enter notes about the extra that will be displayed to the customer on their quote/booking PDF.

Show on Driver Instructions: Controls whether the extra appears on charter instructions viewed by drivers (via the Driver App or printed instructions). (added 2025)

• Set to Yes to include the extra on driver charter instructions
• Set to No to hide the extra from driver charter instructions

The extra remains fully visible in the office UI, included in quotes and invoices, and tracked for accounting and reporting purposes regardless of this setting. Only the driver-facing charter instruction view is affected.

❕Note: Existing Extra Types default to Yes to maintain current behaviour.

Common use cases for hiding from driver instructions:

• Extras used for internal accounting or invoicing purposes only
• Administrative fees or surcharges that don't need to appear on driver paperwork
• Reducing clutter on driver instruction sheets

Creating an extra

1. Navigate to Sales → Configuration → Extras.
2. Click the ➕ in the header to add a new extra.
3. On the Create Extra page, enter the extras details and click Submit. ❕Note: Fields marked with * are required. ❕Note: The description must be unique.

Viewing an extra

1. Navigate to Sales → Configuration → Extras.
2. Find the extra you want to view by scrolling or using the search tool 🔍.
3. Click on the Description to open the Manage Extra page.

Editing an extra

1. On the Manage Extra page, click the edit icon ✏.

2. Make the required changes to the extra.

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

3. To save the changes, click Submit.

Deleting an extra

1. On the Manage Extra page, click the Triple Dot Menu (…) and select Delete Extra Type.
2. Select Ok in the confirmation popup.

❕Note: Deleting the extra type will not affect any quotes, bookings or jobs that currently have that extra type added. The extra will remain on those quotes, bookings & jobs.

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