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Docs/Transport

Routes, vehicles, riders and transport billing

Demo School starts a morning route through two neighbourhoods. The transport officer prepares stops, a vehicle and driver, then reviews the riders and run manifest. Finance uses the billing plan separately; adding a rider is not evidence that transport fees were invoiced or paid.

On this pageFollow the setup orderPrepare vehicles, drivers and logsDefine stops and routesAssign riders and review runsReview transport billing plans and runsDaily checks

Follow the setup order

  • Confirm authorized route and stop names, pickup arrangements and responsible staff.
  • Prepare vehicle identity, capacity and current fleet details, and driver licence information.
  • Check enrolled learner records and the intended billing customer before assigning riders.

Prepare vehicles, drivers and logs

  1. Open Transport → Vehicles and review the Vehicles, Drivers and Logs views.
  2. Create or review the intended vehicle, including capacity and odometer details offered by the form.
  3. Review the driver name, licence number and expiry before assigning the driver.
  4. Record fleet logs against the correct vehicle and actual date or odometer reading.

Define stops and routes

  1. Open Transport → Stops and create the approved stopping points.
  2. Open Transport → Routes and create the route using the available stop and scheduling controls.
  3. Review the stop order, vehicle and responsible driver before submitting or activating the route where the action is offered.
  4. Inspect the saved route and resolve capacity or preceding-setup warnings.
Create the route identity before adding its ordered stops and riders.1 Name the route before adding stops

Assign riders and review runs

Within Routes, use Riders to check learner assignments and their dates. Confirm the learner belongs on the intended route and stop; do not copy a different family’s pickup details.

Use Runs to inspect a particular journey and its manifest. Review actual riders and the run’s status, and complete it through its offered action after the journey occurred. Keep route changes and completed journey evidence distinct.

The rider-assignment form separates learner, route, stop, effective dates and pickup/drop-off service.1 Route, learner and stop must agree2 Assignment effective period

Review transport billing plans and runs

  1. Open Transport → Transport billing and review Billing plans.
  2. Check the approved charge, period, learner scope and accounting setup.
  3. Review Billing runs for the intended period before creating another.
  4. Inspect the resulting source billing records and exceptions; verify collections through receipts and allocations.
The transport billing plan records route and stop scope, amount, income account and effective service period.1 Route determines the charging context2 Review the effective dates

Daily checks

  • Driver and vehicle details remain current.
  • Rider assignments and capacity match the actual journey.
  • Completed runs have the intended date and manifest.
  • Billing runs are checked for existing charges before retrying.
Learner recordsFee billing and collections