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: This option allows extras to be included in a quote without being shown on the customer's PDF (Quote or Booking).

Key Use Cases

1. Operational Extras Without a Cost
   • Example: “Print Itinerary” or “Prepare Signage”
   • These may trigger internal tasks for the operations or driving teams, but don’t need to be disclosed to the customer.
2. Chargeable Extras Within Line-Item Display
   • Example: A flat fee added for short bookings (e.g. under 2 hours) 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 the hidden extras is evenly distributed across the per-vehicle pricing lines.

How It Works

• A new setting has been added to extras: Show on Quote PDF
  • If set to No, the extra will be hidden from the customer’s PDF
• The extra is still included in internal calculations, tasks, and price breakdowns where relevant
• When editing or creating a quote, hidden extras will behave like standard extras; they won’t appear on the customer's PDF.

Customer facing Extra Notes

If Show on Quote PDF is set to yes, a Customer Notes text box will be shown which allows you to enter notes relating to the extra that will be shown to the customer on their quote/booking PDF.

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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