Bookings

The Booking functionality is used to record the anticipated arrival of a vehicle. This can be used for site processes where the vehicle expected arrival time requires planning or additional resources. For example, if the arriving vehicle required additional site resources to be involved in loading/unloading the vehicle, or a burial site needed to be prepared.  

This user guide is targeted at the Business Process Owner, and covers:

  • System Configuration Settings
  • Ticket Process - Bookings
  • Manage Bookings
  • Cancel Bookings

System Configuration

Configuration Settings - Activation of this feature requires both MandalayCS configuration setting changes, as well as business processes defined on how to manage these features. Please refer to your System Administrator if this feature is  required.

Implementation Services - If you require assistance with the implementation of business processes,  reports, or modifications to your ticket template to support this feature, then please contact our Mandalay Support Desk who can provide you with a quote.

Configuration Settings - Bookings

1. Open MandalayCS Configuration Manager Module

  • Select the site that relates to the Ticketing environment that you want to manage
  • Go to the "General Tab", and the section marked "Ticketing Options"

Note: The Configuration Manager Module can be accessed via the naus Platform, or if you are on a POS terminal, it can be located in the local C drive.

2. Check the box for "Allow Ticket Booking"

Note: Computer/Site setting - the "Booking" setting is that relates to the computer and the site you are logged into.

3. Select "Apply"

4. Shutdown and restart any active Ticketing sessions in order for this setting change to apply

Ticketing Process

Create a Booking

In order to create a booking, you will need:

  • Registration
  • Date (anticipated date of arrival)

In addition, you can also add any further known information:

  • Client
  • Product
  • Carrier

Note: 

  • Multiple bookings for the same Vehicle - It is  possible to create multiple Bookings for the same vehicle.
  • Transactions for a vehicle with a booking - It is possible to create a standard transaction for a vehicle that has an active Booking.  To do this follow the standard Ticketing Process.
  • Bookings without a known Vehicle - This process is not currently supported.
  • Editing - it is possible to re-book a booking. See the Manage bookings section for further details.

Creating a new Booking

1. Go to the MandalayCS Ticketing module

2. Use the "License Plate" field to filter the vehicle list

3. Select the vehicle registration to commence the booking

4. Enter the required information, as per your business process:

(A booking can be created with none of this information, or part of it).

  • Client
  • Product
  • Carrier
  • Purchase Order
  • Locations
  • Contract
  • Comments

5. Enter any additional notes (Comments) relevant to the booking

6. Select the "Book" button

7. Select the date

Note: The booking will present in Ticketing, only on the date it is booked against.  Refer to the "View Bookings" section of this article for more information about accessing all Booked transactions.

8. Select time, if relevant

Note: If a time doesn't matter, allow this to default or define a business process.

9. Select "OK" to save the booking

10. The booking will appear as a purple Vehicle Key.  It only appears on the date of the day that it was made for.

Creating a Transaction from a Booking

In order to complete a booking, process the transaction in MandalayCS Ticketing Module

1. Filter for the Vehicle registration, using the standard ticketing process

2. Select the relevant booking from the options

3. Process the transaction as per your standard Ticketing Process

Managing Bookings

View Bookings

  • Active Current Day Bookings - Purple Transactions in Ticketing
  • All Active Bookings - To view Current, Future and missed Historical bookings - Select All Bookings (see screen shots below)

Note: Ticketing only displays active bookings for the current date.  The All Bookings button allows you to view active bookings, for current, historical and future dates, in the system.

Note: Active Booking transactions appear in purple

  • Current bookings, display the rego/time
  • Future bookings, display the rego/date

TICKET HISTORY -

Bookings are issued a transaction reference number, and appear in Ticket History.

  • Active Booked tickets - Purple incomplete transactions 
  • Cancelled booked tickets - Red cancelled transactions (Standard Cancelled Transaction)
  • Completed Booked tickets  - Grey completed transactions (Standard Transaction)

Cancel a Booking

1. Select the booking from the front Ticketing screen

Note: You may need to follow the "View All Bookings" process, as defined above, in order to locate the booking.

2. Select the Cancel button

3. Proceed with your business processes for cancelling a transaction

Note: Depending on your business process, you may need to set up a new Cancellation event for cancelling Booked transactions in Administration Module. Refer to the MandalayCS User Guide_Managing Events for assistance with this process.

 

Modify Bookings

It is possible to make changes to an existing booking including, re-booking for a different date and time.

  1. Select the booking from the front Ticketing screen
    Note: You may need to follow the "View All Bookings" process, as defined above, in order to locate the booking.
  2. Make any changes required to the booking.
  3. Select the "Book" button
  4. Select a new date if required or leave as is to keep the existing date.
  5. Select a new time, if relevant or leave as is to keep the existing time.
  6. Select "OK" to save the booking
  7. Select from a set of rebook reasons to complete the process.
    Note: A predefined set is provided but can be customise in the Events tab in Administration. Rebook reasons can be reported on using any existing compliance or auditing reports that use transactions events