Overview

Vehicle types are used by the sales team to define the different categories or classes of vehicles you have in your fleet which can be chartered by customers.

• Create different vehicle types to give customers different pricing options based on different specifications or running costs of vehicles.
• Use a flat running cost per km, or define a rate for different ranges of kms.
• Include notes for your customers to provide them extra details about the vehicle type they are chartering.

User permissions

All users with access to the system will be able to view and make use of the vehicle types defined, but only users who have been added to the COP_Sales AAD group can create and edit vehicle types.

Creating a vehicle type

1. Navigate to the Sales page, then select Vehicle Types under Configuration.

2. Click ➕ in the header to create a new vehicle type.

3. Enter a name for the vehicle type. This is how the vehicle type will be displayed both within the system, but also for the customer on quotes and bookings. Some examples for vehicle type descriptions include:

   • 13 Seatbelt Mini Bus.
   • 53 Seatbelt Coach with Wheelchair.
   • 5 Star Coach - 65 Seats.

   ❕Note: The name must be unique.

4. Enter any notes to provide customers extra information. For example:

   • These vehicles are booked on a first come, first served basis and availability is limited for these vehicle types. Please confirm your booking early to avoid disappointment
   • Please note this vehicle carries 49 passengers (no wheelchair), 45 passengers and 1 x wheelchair (46 in total) or 41 passengers and 2 x wheelchairs (43 in total).

5. Enter the rate(s) per kilometer. This is the rate that will be used when calculating the price on a quote.

   1. If you quote the same rate per km regardless of how many kms the customer is wanting the charter for, enter that rate into the field as shown below:

      

   2. If however, you are wanting to quote a more competitive rate per km as the distance travelled increases, you can define different rates for different km brackets. The example below will calculate a rate of $3.30 for a trip that is up to and including 100 kms. For a trip that is between 101 and 199 kms, the rate reduces to $3.20.

      

      ❕Note: the rate per kms applied to the quote is not a progressive rate, but a single rate dependent on which bracket the kms falls into. If, for example, the kms is less than 100, the rate per km will be $3.30 giving you a total of $330 (100 x $3.30). If the kms is 130, then the rate per km will be $3.20 giving you a total of $416 (130 x $3.20).

   3. Once you have completed the setup, click Submit.

Viewing a vehicle type

1. Select Vehicle Types under the Configuration menu on the Sales page.

2. Find the vehicle type you wish to view in the list, or by using the search tool 🔍

   

3. Click the name of the vehicle type to open the Manage Vehicle Types view.

Editing a vehicle type

1. From the Manage Vehicle Type view, click the edit icon ✏ in the header.
2. Make the relevant changes and click Submit to save**.**
3. Click Cancel to return to viewing the vehicle type without saving any changes**.**

Things to note

• Fields marked with an asterisk (*) are mandatory fields and cannot be left blank after editing.
• Renaming the vehicle type will require that the new name is unique.
• Changing the rate per km will not recalculate existing bookings or quotes. To update a quote to use the new rate(s), edit the quote and re-enter the distance and the new rate will be applied.

[back to top]

In This Topic