evolvi-ng user guide september 2012 v4 · evolvi rail systems limited confidential ‐ 3 ‐ user...

!"#$%&'()#%*%+','"-%./0.

Version 1.1

Copyright © 2011 Evolvi Rail Systems Limited. ALL RIGHTS RESERVED. Unpublished rights reserved under the copyright laws of the United Kingdom.

The information contained herein constitutes and contains valuable proprietary information and trade secrets of Evolvi Rail Systems Limited and its subsidiaries, embodying substantial creative efforts and confidential information, ideas and expressions. THE INFORMATION CONTAINED HEREIN MAY NOT BE USED, DUPLICATED, PUBLISHED OR DISCLOSED, IN WHOLE OR IN PART, WITHOUT WRITTEN PERMISSION FROM EVOLVI RAIL SYSTEMS LIMITED. In addition, if you received this information pursuant to a separate service agreement, confidentiality agreement, non-disclosure agreement or similar agreement, strict compliance with the terms and conditions of that agreement, including without limitation all restrictions on use and disclosure, is required as a condition to the use of the information contained herein.

Any data used herein to illustrate reports and screen images is not taken from any client production databases and is used only as an example. Further any illustrations of report formats or screen images herein are examples only, and reflect how a typical customer may use the product.

EvolviRailSystemsLimitedConfidential ‐2‐ UserGuide1.1

Document Revision History

Date Version Description Author

Nov 2011 0.1 Initial draft for internal review. Amrit Gill Dec 2011 1.0 Release Amrit Gill July 2012 1.1 Addition of Same Day Standard Delivery

Method Amrit Gill


Introduction TheEvolvisystem,suppliedbyEvolviRailSystemsLimited[ERS],offersUKrailjourneyplanning,reservationsandbookingservicesforTravelManagementCompanies[TMC]andtheircorporate

customers.

Note:Thecolourschemeusedinthisuserguidemaybedifferenttoyourinstallationbecauseoftheimplementationofcustomcolours.


Contents

ContentsIntroduction ...........................................................................................................................................3

1 Gettingstarted ...............................................................................................................................7

1.1 Loggingon ..............................................................................................................................7

1.1.1 Forgottenpassword ........................................................................................... 8

1.2 Homepage ..............................................................................................................................9

1.2.1 Messages .......................................................................................................... 10

2 Makingastandardrailbooking ....................................................................................................11

2.1 Selectajourney ....................................................................................................................11

2.2 SearchOptions .....................................................................................................................12

2.2.1 Return............................................................................................................... 12

2.2.2 Single ................................................................................................................ 13

2.2.3 OpenReturn ..................................................................................................... 13

2.2.4 Carnet ............................................................................................................... 14

2.2.5 SeasonTicket.................................................................................................... 15

2.2.6 Bookingas ........................................................................................................ 16

2.2.7 Travellers .......................................................................................................... 18

2.3 Usingsavedsearches............................................................................................................21

3 SelectFares...................................................................................................................................23

3.1 MakeReservations ...............................................................................................................26

3.1.1 Reserveseats.................................................................................................... 26

3.1.2 Reservingberths............................................................................................... 29

4 Customfields ................................................................................................................................31

5 Basket ...........................................................................................................................................34

6 DeliveryMethods .........................................................................................................................36

7 Payment........................................................................................................................................37

7.1 PaymentforabookingwithaStandarddeliverymethod....................................................37

7.2 PaymentforabookingwithaToDdeliverymethod ............................................................38

7.3 PaymentusinganImmediateLodgedCreditCard ...............................................................38


8 Confirmation.................................................................................................................................41

8.1 ConfirmationforaStandarddeliverymethod .....................................................................41

8.2 ConfirmationforaToDdeliverymethod..............................................................................42

8.3 ConfirmationforaKioskdeliverymethod............................................................................42

8.4 Confirmationwithselfprintvouchers ..................................................................................43

8.5 Confirmationwithcostcentreinformation..........................................................................43

8.6 Confirmationwithseat/berthreservations..........................................................................44

8.7 Confirmationwithdeliverydetails .......................................................................................44

9 MakinganApprovedbooking.......................................................................................................45

9.1 Createabookingwhichrequiresapproval ...........................................................................45

9.2 Approving/Declininganapprovalrequest. .........................................................................46

9.3 Completinganapprovedorder ............................................................................................48

10 Ticketing ...................................................................................................................................50

10.1 PrintTickets ..........................................................................................................................51

10.2 PrintedToday .......................................................................................................................52

10.3 AutoPrint .............................................................................................................................52

10.4 ToD .......................................................................................................................................53

10.5 Kiosk .....................................................................................................................................53

10.6 Specialstock .........................................................................................................................54

11 Orders–OrderManager ..........................................................................................................55

11.1 Refunds.................................................................................................................................56

11.2 Non‐issue..............................................................................................................................57

11.3 Orders‐Details .....................................................................................................................59

11.4 Orders‐TicketNumber ........................................................................................................59

12 Settings .....................................................................................................................................61

12.1 WebDisplay..........................................................................................................................61

12.2 Advanced ..............................................................................................................................62

12.3 Seatingoptions .....................................................................................................................63

12.4 ChangePassword..................................................................................................................63

12.5 MyDetails.............................................................................................................................64

13 Help ..........................................................................................................................................65

14 Admin .......................................................................................................................................66

14.1 DeliveryMethods .................................................................................................................67

14.1.1 ViewingDeliveryMethods ............................................................................... 67


14.1.2 EditingDeliveryMethods ................................................................................. 68

14.1.3 CreatingDeliveryMethods............................................................................... 69

14.1.4 DeletingDeliveryMethods............................................................................... 69

14.1.5 TicketQueueAdministrationatClientOrganisationlevel ............................... 71

14.1.6 AddTicketQueueatOrganisationlevel ........................................................... 73

14.1.7 EditTicketQueuedetailsatOrganisationlevel................................................ 73

14.2 Fees.......................................................................................................................................75

14.2.1 ViewingFees..................................................................................................... 77

14.2.2 Editingactivecustomorderandorder‐itemfeerules ..................................... 81

14.2.3 Editingactivedefaultorderandorder‐itemfeerules...................................... 82

14.2.4 CreatingFutureorderandorder‐itemcustomfeerules .................................. 82

14.2.5 CreatingFuturedefaultorderandorder‐itemfeerules .................................. 84

14.2.6 EditingFutureorderandorder‐itemfeerules ................................................. 85

14.2.7 DeletingFutureorderandorder‐itemfeerules............................................... 86

14.2.8 FeeScenario ..................................................................................................... 86

14.3 OrderItemandTravellerCustomfields ...............................................................................91


1 GettingstartedThis section will outline what you will require to ensure the smooth and efficient running of the Evolvi Rail Systems (ERS) website.

1.1 Logging on After connecting to the internet, the website can be accessed in the following ways:

• Typing business.evolvi.co.uk into the browser, where business designates your TMC organisation e.g. JohnSmithsTravel.evolvi.co.uk

• Clicking an ERS website link installed on their desktop, company intranet or travel website.

On accessing the website, you will be presented with the home page, where you can login.

Note: Some organisations may have “Single sign-on” enabled; this allows you to go straight into the website without logging in, therefore, not being presented with the screen below.


1.1.1 Forgotten password

Ifyouhaveforgottenyour

password,youcanclickthelink,whichallowsyoutoresetyourpassword.

EnteryourusernameandclickRESET,youwillthenbesentan

email.Clickthelinkintheemailandyouwillseethescreenbelow.

Enteranewpassword,confirmitandclicktheRESETbutton,youwillthenbeloggedin.


1.2 Homepage Afteryouhaveloggedinyouwillbeonthehomepageshownbelow.Thispageisthestartingpointfortherailbookingprocess,allowingyoutosearchforfares,addtravellersandchooseselectioncriteria.Allotheraspectsofthesysteme.g.Admin,Settingsetcareaccessiblefromthispage.

Thecontentsofthenavigationbarshownbelowwilldependantonyouruserpolicies.

OpensSettingmodule,whichallowsyoutopersonaliseEvolvi

OpenstheBasketwhichdisplaysthedetailsoforderitemsinyourorderorder.

Linktakesyoubacktothehomepagefromanywhereinthewebsite.

OpensHelpguide

OpensAdminmodule

OpenstheTicketingmodule,whichallowsyoutoprinttickets

OpenstheOrdersmodule,allowingyoutoviewandsearchorderhistory


OpenstheMessagecentrewhichdisplaysEvolviandTMCmessages.

1.2.1 Messages Evolvidisplaysavarietymessagestoyou,themessagetypesaredescribedbelow:

• ERSadministersystemmessageswhichwarnusersofsystemoutagesforexample.

• TMCsadministerTMCmessageswhichmaybespecialpromotionsandCorporateBenefits.

• TMCs administering specific messages for client organisations.

• If you are set as an approver for bookings that require approval, you will be sent a notification of an Approval Request.

• Usermessagesarecreatedautomaticallyduringthebookingprocessandwilllist;bookings

thathavebeenmadebytheuser.(Triggereduponconfirmation),outstandingcountofitemstobeprinted.

TMCandERSmessageswhenfirsttransmittedareshownwhentheyoufirstloginorgobacktotheHomepage.Anexampleofthisisshownbelow:

Thesemessagescanonlybeclosedonceyouhaveclickedthe“Ihavereadthemessageabove”checkbox.Youcanthenviewallmessagesbyclickingthe“Messages”icononthenavigationbaras

below:

Searches:Allowsyoutoviewandreuseprevioussearchesforfares.


2 MakingastandardrailbookingArailbookingismadeupofthefollowingsteps.

Theprocessallowsforaflexibleapproachtomakerailbookings,anexampleofthis,youcanmake

bookingsonthebehalfofotherusers/organisations.Thisflexibilityisdrivenbypolicieswhichenablesthesefeaturesforyou.

2.1 Select a journey Tostartthebookingprocess,youfirsthavetoselectajourney.Thisisdoneviathescreenshownbelow:

ThetabsshowninSearchOptionsshowthevariousjourneyandtickettypesavailable,thesearediscussedinfurtherdetailbelow:

• Return–Allowsyoutoenterdetailsforastandardreturnjourney.

• Single‐Allowsyoutoenterdetailsforastandardreturnjourney.• Openreturn‐Allowsyoutoenterdetailsforanopenreturnjourney.• Carnet–Allowsyoutoenterdetailsforacarnet(multipleticket)purchase.

• Railcard–Allowsyoutoenterdetailsforarailcardpurchase.• Seasonticket–Allowsyoutoenterdetailstoobtainaquoteforthecostofaseasonticket.


Keysearchcriteriaisaddedhere

Thefunctionsofthebuttonsatthebottomofthescreenaregivenbelow:

• allowsyoutosavethesearchdetailsforfutureuse,thesesavedsearchesareavailablefromthe“Searches”optioninthenavigationbar.

• navigatesyoutotheTravellersscreen,notethatthiscan

alsobedonebyclickingthetravellericons.

• Willonlybedisplayedifyou/invokeduserhavethepolicy

'ReservationOnly'enabled.TheReservationsOnlyprocessallowsyoutocreateaSeat

Reservationwithoutincurringanycostorinitiatingtheissueofachargeableticket.

• willonlyreturntimetableinformationforthegivensearchcriteria.

• thiswilldisplaybothfaresandtimetableinformationthathasmetyour

searchcriteria.

2.2 Search Options Thissectionwillshowthedifferencesbetweenthevarioussearchoptiontypes.

2.2.1 Return Thescreenbelowisthedefaultsearchoption.


Thesefilterswillrestrictyoursearchaccordingtotheoptionselected.

Clickingthelinkwilldisplaytheadditionalsearchfiltersbelow:

2.2.2 Single

Thescreenbelowisselected whenyouwanttomakesinglejourneybookings.

2.2.3 Open Return ThescreenforOpenreturnswillbethesameastheoneforSinglejourneysearchesasabove.


2.2.4 Carnet Thescreendisplayedbelowisusedforselectingcarnetjourneys.

Note:Themaximumnumberoftravellersforacarnetbookingis1


2.2.5 Season Ticket ThisfeatureisenabledonrequestbyaTMCwishingtoprovideaseasonticketcalculator,thiscanbefurtherconfiguredtoprovideaseasonticketorderingservice.Thescreenbelowwillallowyoutoget

pricesforagivenjourneyoveragiventimeperiod.

Onceyouhaveenteredthecriteriaforyourseasonticket,click

Resultsforthevariousseasonticketswillthenbedisplayed.


“BookingAs:User”‐isonlyavailableifyouhavethe“Bookingas”policyenabled,thedefaultemailwillbeyouremailaddress.

Enteringausersemailaddressinthistextboxallowsyouto

invoketheprofileofanotherregistereduser,andtobookontheirbehalf.

IftheTMChasbeenconfiguredwithaSeasonTicketQueryEmailaddress/URL(thisisdoneinOrganisationDetailsintheAdminarea),radiobuttonsnexttothepriceoftheseasonticketswillbe

displayedaswellasthebutton.Onceyouhaveselectedaseasonticketand

clickedthebutton,theTMCwillbeinformedofyourrequest.Onreceiptofyourrequest,theTMCwillthenprocessit.

Note:TherewillbenobillableorderitemsorticketsissuedforSeasontickets.

2.2.6 Booking as Evolviallowsyoutobookonthebehalfofothers,dependinguponyourpolicies.

“BookingAs:Organisation”‐isonlydisplayedifyouarea

TMCuser.

Whendisplayed,thedrop‐downlistwillcontainalistofallclientorganisationswhichhaveAgencyBookableenabledontheirorganisation.Note:AllbuttonsapartfromSAVESEARCHwillbedisableduntilanOrganisationhasbeenselected. Note:

Onceanitemhasbeenaddedtotheshoppingbasketthewholebasketwillbeassignedtotheuser/organisationselected.i.e.thebasketcannotcontaindifferentitemsfordifferentusers/organisationalunits.The"Bookingas"userandOrganisationfieldswillbedisabledonceanitemhasbeenaddedtothebasket.Theywillonlybere‐enabledwhenallitemsareremovedfromthebasket(eitherthroughconfirmationordeletion)andatthatpointanotheruser/organisationcanbeselected.


Thenumberofadultandchildtravellerstobeassignedtoajourneycanbeincreasedanddecreasedbyclickingtheassociatedicons.

2.2.7 Travellers

Evolviallowsformultipletravellerstobeaddedtoajourney,thesetravellerscanalsohavevariousrailcardsassignedtothem.

ClickingwilltakeyoutotheTravellerdetailsscreenshownbelow:


Thescreenismadeupof3distinctareas:

SelectedTravellers:TheTravellerswhoyouhaveassignedtoajourney.

Youcanaddanewtravellerdirectlyintoselectedtravellersaslongasthetravellercounthasbeenincremented,thiswillcreateablankrowasshownbelow.

SavedTravellers:Thesearetravellerswhohavebeensavedfrompreviousjourneysandrecent

journeys.Thetypesofsavedtravellersarediscussedbelow:

Pinned:Individualswhomayormaynothavepreviouslytravelledandhavebeenpinnedforeasyaccessforfuturejourneys,amaximumof10pinnedtravellersisallowed.

Unpinned:TravellerswhohavebeenunpinnedfromthePinnedsectionandwhowerenotrecenttravellers.Thissectionwillonlyholdunpinnedtravellerswhilethetravellerpopupis

open.

Recent:Travellerswhohavebeenonbookingspriortothecurrentbooking,amaximumof10recenttravellersisallowed.

ClicktheicontoremoveaTraveller

Clickthebuttontohighlighttheleadtraveller,thisdesignatesthepersonwhowillreceive

confirmation,refundemailsetc.

ThisdisplaysanyBookingAsinformationforauser/organisationifyouhavethenecessarypolicies.

ClicktheiconstoincrementthenumberofAdultandChildtravellers

Designatesthatalltravellerswillbetravellingtogetherforgivenjourneyinanorderitem


Search:TheSearchwillonlybeavailableifyouhavethepolicy“AllowTravellerSearch”.Thisfeature

willenableyoutosearchforregisteredusers.ThiswillmeanthatTMCuserswillbeabletosearchwithinthewholeTMCandit’sclientorganisations,whileaclientuserwillonlybeabletosearchwithintheirclientorganisation,butonlywhereatravellerhasaprofile.

Clickingthesearchbuttonwillsearchfortheenteredcharacters(minimumof3)withinthefirstname,lastnameandemailaddressfields

ClicktheiconwillmovethetravellertotheSelectedTravellerssection.

ClickingthebluepinswillmovePinnedtravellerstotheunpinnedsection,clickingthe

greypinswilladdTravellerstothePinnedsection

ClicktheiconwillmovethetravellertotheSelectedTravellerssection.

Designatesaregistereduser.


Note:

Searchingfortravellersagainstorganisation/unitbyclientusers

Iftheclientbookerisbookingasthemselvestheycansearchonuserswithintheirownunitandanysubunits.Iftheclientbookerhasinvokedausertheywillbeabletosearchontheuserswithintheinvokedusers’unitandsubunits. Searchingfortravellersagainstorganisation/unitbyTMCusers IftheTMCbookerhasinvokedausertheywillbeabletosearchontheuserswithintheinvokedusers’unitandsubunits.IftheBookingfororganisationiseither“(noorganisationselected)”ortheTMC,andtheTravellerOrganisationis“(none)”,thesearchwillsearchforusersregisteredwithallorganisationswithinthatTMC;Elsethesearchwillberestrictedtosearchingwithinthe‘Bookingfor’organisation(whenset)ortheTravellersOrganisation(whenset).

2.3 Using saved searches Arailjourneythathasgonethroughthewholerailbookingprocess,willafterpaymentbeautomaticallyaddedtotheSearchesscreenshownbelow,thisaccessedviathemainnavigationbar.

The“Searches”popupismadeupof2sections–PinnedandRecent,withupto50journeysforPinnedand25forRecent.PinnedsearcheswillcontainjourneysthathavebeensavedbytheuserandRecentsearcheswillcontainrecentconfirmedjourneys.


OnselectingaSearch,the“DepartingFrom”and“Returning”fieldsontheHomepagewillbeauto‐populated,thedateandtimewillalsobepopulatedif

theyarenotinthepast.

SearchdetailswillincludeOriginandDestinationstations,dateandtimeoftravel,tickettypeandclassoftravel.

Clickingthepiniconwillremovethesearchfromthelist,unlessitstillqualifiesasarecent

searchwhenitwillbeplacedinthe“Recent”section.

Clickingthepiniconwillremovethesearchfromthelistandplaceitinthe“Pinned”section.


3 SelectFaresOncompletionofajourneysearchandclickingtheFareSearchbutton,youwillbepresentedwiththescreenbelow.

The“SuggestedFare”buttonallowsyoutoselectthecheapestfarethat

meetsyourcriteria.

The“FirstClassFare”buttonallowsyoutoselectthecheapestFirstClass

farethatmeetsyourcriteria,thisisonlyvisibleifyouhavethepolicytobookfirstclassfares.


Thefaressectionbelow,displaysallfaresthathavemetyoursearchcriteria,thefaresaregrouped

byfaretypeandareinitially“rolledup”showingonlythefaretype.

Clickingnexttothefaretypewillshowallfaresforthegivenfaretypeasbelow:

Ifyouwouldprefertotheseeallthefaresreturnedbydefault,thiscanbeconfiguredinyoursettings.

Onceyouhaveselectedafareatthedesiredtimes,theticketinformationbarwillbehighlightedasbelow,thisdisplaysdatasuchasdiscountsavailable,journeydetailsetc.

Clickingtheselinkswillopenapopupwhichwilldisplaymoredetailsregardingtheticketdetailsandfare

breakdown.

Forthisgivenfare,theiconrepresentsthattheselectedfareisavailableasaTicketondeparture.

The“EARLIER”and“LATER”buttons

willshowtheearlierorlatertraveltimesfortheuser’sselectedjourney.

Theamountofinformationdisplayed

herecanbeconfiguredinsettingstosuityourpersonalpreferences.


Onceyouhaveselectedafarethescreenwilllookasbelow:

Thebottomofthescreen,summariseswhatyouhaveselected,highlightsanythingthatisstillrequiredandprovidestheoptionstowhattodonext.

Theoptionsthataredisplayedinthechecklistaredependentonyouruserpoliciesi.e.youmayberequiredtogiveareasonfornotselectingthecheapestfare.

ClickingthiswillreturnyoubacktotheHomepage.

Clickingthisallowsyoutoeditthetravellerdetails,forexampleaddingmoretravellers,changingthemixof

travellersetc

Clickingthisallowsyoutoreserveseatswhereapplicable.


Clickingthisaddstheselectedfaretothebasket,andmovesyoutothenextphaseinthebookingprocess.

3.1 Make Reservations Onceajourneyhasbeenselected,dependingonthetypeofticketandtimeoftravelyouwillhavethefollowingoptionsavailabletoyou:

• Abilitytoreserveseatsandstateseatpreferences(thesearenotguaranteed).

• Abilitytoreserveberthsforsleepertrainsorusethedefaultoptionofrecliningseats.• Noabilitytomakeanyreservations.

TheoptionsareavailablebyclickingthebuttonontheFarespage.

3.1.1 Reserve seats BydefaulttheoptionsetwillbeNoSeatasshownbelow,unlessthefaretyperequiresamandatory

reservation:

WhenyouselecttheSeatoption,thefollowingsoptionsbecomeavailable:


WhenyouselectSpecificSeatthefollowingoptionsareavailable:

AdditionalPreferenceswillalsobeavailableasforSeatrevervations.

Onceyouhaveselectedyourseats,clickthebutton.Dependinguponavailabilityyoumaynotgettheseatsrequestedandyouwillbepresentedwiththescreenbelow:

ClickingthebuttonwilltakeyoubacktotheReservationPreferencesscreen.


3.1.2 Reserving berths

Whenselectingajourneywhereberthsareavailable,clickingontheFaresscreenwillpresentyouwiththefollowingscreen:

BydefaulttheRecliningSeatsoptionwillbeselected,clickingtheBerthsatextracostwilldisplaythefollowingoptions:


Thesuggestedberthconfigurationshownisthemostcosteffectivesolutionavailableforthe

numberoftravellersinyourbooking.Thecalculationisbasedontheavailabilityofberthswhenyou

firstenterthisscreen.Ifthereissufficientavailabilitythebuttonwillbeenabledandwillallowyoutoselectindividualcabinsforalltravellersinyourbooking.

Youcanchangetheconfigurationofthecabinstobestmeetyourtravellersneedsbyaddingadditionalcabins.

Clickingthebuttonwillshowtheinitialmostcosteffectiveconfigurationof

cabinsthatisdisplayedwhenyoufirstenteredthisscreen.

Onceyouhavedecidedonyourcabinconfiguration,youwillneedtoenterthedetailsbelow,beforeyoucanclickthebutton.


4 CustomfieldsCustomfieldfunctionalityhasbeenenhancedtocaterformulti‐itemorders.Ifyouhaveasingleor

multiitemorderconfigured,travellerandorder‐itemcustomfieldscanbeassignedaftereachorderitemisaddedoroncealltheorderitemshavebeencompleted.

Whenyouhaveclickedthebuttonforthefirsttime,ifcustomfieldsaremandatoryyouwillbeshownthebasketpagebelow:

Youwillthenhavetheoptiontoedityourcustomfieldsortocontinueshoppingandtheneditthe

customfields,youwillnotbeabletoclicktheCheckoutbuttonuntilthecustomfieldshavebeenapplied.

ClickingthebuttonwillopentheCustomFieldsscreenshownbelow:


ClickingthewillopentheCustomFieldsAdvancedSearchpopupshownbelow,iftherearevaluesrelatedtothecustomfieldloadedinthesystem.

Ifyouclickthebuttonallvaluesselectedforthefirsttravellerwillbeappliedtotheothertravellersinthecurrentorderitem,thisisdemonstratedbelow:


5 Basket

Onceyouhaveselectedajourney,assignedtravellerstoit,madeanyreservationsandassignedanymandatorycustomfieldsyouwillarriveattheBasketpageshownbelow:

Thebasketlistsalljourneysthatyouhaveadded,youhavetheoptiontobeabletodeleteanorderitembyclickingtheicon.

Clickingthebuttongivesyoutheoptiontoaddanotherjourneytothebasket,beforegoingtothecheckout.

Clickingthebuttonenablesyoutoeditthevaluesyoumayormaynothaveyetgivenforanycustomfields.

ClickingthebuttonwilltakeyoutotheDeliveryMethodspage.

Thecontentsofyourbasketcanalsobeaccessedviathenavigationbarwhenyouareonpagesthatcomebeforetheactualbasketpagediscussedabove.


Clickingtheicononthenavigationbarwillopenthepopupshownbelow:

Clickingtheiconwillexpandthedetailsfortheselectedorderitemasshownbelow,legdetailscanalsobeexpanded:

Clickingtheiconwillhidethedetailsthathavebeenselected.

Clickingthewillremovetheselectedorderitemfromthebasket.

ClickingthebuttonwilltakeyoutotheDeliverymethodspage.


6 DeliveryMethodsThispagewilllistalltheDeliveryMethodsthathavebeensetupfortheparticularTMC\Clientorganisation.TheavailabilityofaDeliveryMethodwilldependonthetimingsoftheselectedjourneyandifthedeliverymethodisavailabletotheTMC\Clientorganisation.

Onceyouhavechosenadeliverymethod,youcanthenselectanassociatedticketqueue.There

maybemorethan1ticketqueueassignedperdeliverymethodandthesewillbeaccessibleviaadropdownasshownforthedeliverymethodToDabove.

Note:OnceaDeliverymethodhasbeenchosenitwillbeappliedtoallorder‐itemsintheorder.

Multipleticketqueuesavailable


ClickingthebuttonwilltakeyoutothePaymentpage.

7 Payment

Dependingonthetypeofbookingyouhavemadee.g.ToD,orthepoliciesassignedtoyouthePaymentscreenformatwilldiffer,thisisshowninthefollowingexamples.

7.1 Payment for a booking with a Standard delivery method

Thisdropdownshowsallattachedaccountswhich

canbebilledforyourselectedjourneys.

IfyouareaTMCuseryouwillhaveaccesstothedumpaccountwhichallowsbillingtobeassignedtoanexternalaccount,whenthisaccountis

selectedyouwillberequiredtoentertheExternalSystemAccountNumberwhichismandatory,thisisshownbelow.


7.2 Payment for a booking with a ToD delivery method IfyouhavemadeaToDbookingthepaymentscreenwillhavetheadditionalsectionplacedatthetopofthestandardpaymentpage.

ThedefaultvaluefortheToDticketinglocationwillbetheoriginatingstationofyourbooking,ifthisstationisnotaToDticketinglocationthedropdownwillbeblank.

7.3 Payment using an Immediate Lodged Credit Card


WhenthisoptionisselectedyoumustenterthecardSecurityCodeinordertoprogressfromhere.Iftheisselectedyouwillbeabletoaddnewcreditcarddetailsandsavethemforfutureuse,asshownbelow:


IfyourpolicygroupsrequireaDeliveryAddresstobemandatoryandyouhavetheoptiontodisplayextradetailsthePaymentpagewillbeseenasbelow:

Thepopulationofaddressdetailsisgovernedbytherulesbelow:

1. Iftheuser’spolicyhas‘PresetDeliverytoBooker’enabled,and‘DeliveryAddressNotEditable’enabled,donotallowtheaddressfieldstobemodified.(Notethatthe‘DeliveryAddressNotEditable’policyisignoredif‘PresetDeliverytoBooker’isnotenabled.)

2. IftheAddressfieldsareshown,andtheuserhasthepolicy“DeliveryAddressMandatory”enabled,thentheuserwillnotbeallowedtomoveonfromthispageuntilalladdressfieldsmarkedasmandatoryabovehavebeenenteredandvalidated.

3. Thecourierreffieldmaybepre‐populatedasfollows: a. IftheuserisaTMCuserwiththepolicy”PresetDeliverytoSelectedUnit”enabled,anda‘BookingFor’organisationandunithasbeenselected,prefillthecourierreffieldwiththecourierrefconfiguredagainstselected‘BookingFor’unit;else b. Iftheuser’spolicyhas‘PresetDeliverytoBooker’enabled,prefillthecourierreffieldfromtheuser’sprofile.

FortheTermsandConditionssectionofthepage,clickingthelinksand

Willdisplaythefulldetailsifyouwanttoviewthem.Onceonall

mandatoryinformationonthePaymentpagehasbeenenteredyouconfirmthebookingbyclickingthebutton.


8 ConfirmationTheformatoftheconfirmationpagelikethepaymentpagewillbedependentonthetypeof

bookingyouhavemade.

8.1 Confirmation for a Standard delivery method Theconfirmationdisplayedforajourneywhichhashadastandarddeliverymethodselectedisshownbelow:

Clickingthelinkwillopenaadobepdfversionoftheconfirmationwhichyoucanviewandprint.

Clickingthebuttonwillprinttheticketsforyourbookingbyredirectingyoutothe

ticketingscreenwhichwillbeprepopulatedwiththeticketinformation.

ClickingthebuttonwilltakeyoubacktotheHomepagewhereyoucancreatemorebookings.

ClickingtheiconwilladdthejourneydetailstobeaddedtoyourOutlookcalendar,thisisavailableifyouhavethe“AddToOutlookCalendar”policyenabled.


8.2 Confirmation for a ToD delivery method IfyouhaveajourneywhichhashadaToDdeliverymethodselected,thesectionbelowwillappear

atthetopofthestandardconfirmation:

TheToDreferenceforthebookingisclearlyhighlightedatthetopoftheconfirmationinthefollowingformatclickingthelinkwillopenanewbrowser

windowtogetbackmoreinformationregardingToDtickets.

Note:Whencollectingyourticketsbyinsertingyourcredit/debitcard,therewillbenochargemadeagainstit.

8.3 Confirmation for a Kiosk delivery method IfyouhaveajourneywhichhashadaKioskdeliverymethodselected,thesectionbelowwillappearatthetopofthestandardconfirmation:

KioskbookingsgenerateacollectionreferenceandsecuritycodewhichareclearlyhighlightedasfollowsKioskticketscanbeprintedataKiosk(notaticketvending

machine)butcanalsobeprintedonthebookingpremisesbyclickingthebutton,thiswillprinttheticketsforyourbookingbyredirectingyoutotheticketingscreenwhichwillbeprepopulatedwiththeticketinformation.

Your Ticket on Departure Collection Reference is:


8.4 Confirmation with self print vouchers Ifyouhaveselectedajourneywhichhasacorporatebenefitassociatedtoitintheformofselfprintvoucher,thiswillappearaspartoftheorderiteminformationasshownbelow:

Clickingthelinkwillopenthevoucherwhichyoucanthenprint.

8.5 Confirmation with cost centre information Ifyouhavemadeabookingwheretravellerandorderitemcustomfieldsareconfigured,thisinformationwillformthefinalpartoftheorderitemsectioninastandardconfirmationasshown

below:


8.6 Confirmation with seat/berth reservations Ifyouhavemadeabookingwhichcontainsseat,berthorseatandberthreservationsthisinformationwillbepartoftheJourneysectionwithintheorderitem,asshownbelow:

8.7 Confirmation with delivery details Forajourneywheredeliverydetailshavebeenincluded,thesewillappearabovethecostbreakdownwhichisatthebottomofastandardconfirmationasshownbelow:


9 MakinganApprovedbookingAnapprovedbookingisonewherethebookerhasbeenassignedthepolicyof“ApprovalRequired”whichispartoftheTravelPolicyoptions.

9.1 Create a booking which requires approval TheHomepagewilllookasbelow:

Clickingthisoptionwilllistthestatusesofallyourorderswhichrequireapproval.

Anordercanhavethefollowingstatusasshownbelow:

• Pending• Approved• Declined


Anyordercanbedeletedhereregardlessofstatusbyclikcingthe icon.

TheFaresearchprocessisthesameasanormalbooking,onceyouhaveenteredyourcriteria,you

clickthebutton.YouwillthenbepresentedwiththeFarespage.Onceyouhaveselectedajourney,youwillberequiredtoselectanApproverfromthedropdownasshown:

OnceanApproverhasbeenselectedclickthebutton.Atthispoint,theApproverwillbesentanemail.

9.2 Approving / Declining an approval request. Asanapprover(TripapproverisenabledinUserdetailsintheadminarea)whenanapprovalhasbeensentyouwillreceiveamessageinyourmessageboxshownasbelow:

ClickingthemessageheaderwilltakeyoutotheTripApprovalpageasshownbelow,youcanalsogetherebyclickingthelinkintheapprovalrequestemailthatyouwouldhave

beensent.


Thispageallowsaccesstoallordersrequiringapproval,butonlyoneatatime.Thetotalnumberofpendingapprovalsisshowninthetoprighthandcorner‐

Clickingthebuttonwillapprovethebooking,whichwillsendanemailtotheoriginatoroftheordernotifyingthemthattheirbookinghasnowbeenapproved.Anyadditional

commentsmadeintheMessagetorequesterwillalsobesentintheemail.ThisactionwillalsochangethestatusoftheorderfromPendingtoApproved.

Clickingthebuttonwilldeclinethebooking,whichwillsendanemailtotheoriginatoroftheordernotifyingthemthattheirbookinghasnowbeendeclined.Anyadditionalcomments

madeintheMessagetorequesterwillalsobesentintheemail.ThisactionwillalsochangethestatusoftheorderfromPendingtoDeclined.

Thebuttonisonlyavailableoncethecurrentapprovalrequesthasbeenapprovedor

declined.

ClickingthebuttonwilltakeyoubacktotheHomepage.


9.3 Completing an approved order Whenyoursordershavebeenapprovedordeclinedyouwillgetanemailnotification.Fromthehomepageclickingthewillshowtheupdatedstatusesofyourordersasshownbelow:

Clickingthe iconwillexpandthedetailsoftheapprovedorder,showinganyapprovermessageasshownbelow:

Tocompletetheorderprocessclickthe icon,thiswillthenloadtheapprovedorderdetailsintotheFarespageasshownbelow,noteiftherequestedfaresarenolongeravailabletherewillbeamessageshownandyouwillbeabletoselectanyfareshownonthecurrentpage:


ThescreenabovediffersfromthenormalFaresscreeninthatSearchOptionsarenotavailableandonlytheRequestedFareisavailable.Clickingthebuttonwillthenloadthebasket

page,thebuttonwillonlybeavailableifyouhaveapprovedorders,clickingthiswillshowthefollowingpage:

Youcanthenaddfurtherapprovedorderstoyourbasket.

Note:Allordersrequiringapprovalhaveanexpiryperiodof72hours–thisreferstoapprovingthejourneyandnotholdingthefaretypes,iftheyhavenotbeenapprovedtheywillberemovedfrom

yourapprovallist.Alsoonceanapprovedorderhasbeenconfirmed,itwillberemovedfromyourapprovallist.


10 TicketingIfyouhavebeenassignedtheCCSTticketorpolicyandhaveCPSorEvolviPrintinstalled,youwillbe

abletousetheTicketingmodule.Thisenablesyoutoprintofftheticketsthathavebeengeneratedduringthebookingprocess.Ticketingisdirectlyaccessedbythenavigationbarasshownbelow:

YoucanalsogettotheTicketingmoduleindirectlyviatheOrdersmoduleandfromtheConfirmationpagePrintbutton.Inboththeseinstancesonlytheselected/currentorderwillbeshown.

PrintingwillonlybepossibleifyouhavebeenassignedtheCCSTticketorpolicyandhaveEvolviPrint

installed.

TheTicketingmoduleisshownbelow:

Thescreenissplitintotwoparts,thetophalfshowingyourordersandthebottomhalfshowingthedetailsofyourorder.

ThisdropdownlistsallregisteredEvolviPrintapplicationsthatyou

havepreviouslyregisteredtoprintyourtickets.

TheStockLinedropdownlistsallavailablestocktypesthatcanbeticketed


Clickingwillallowyoutofiltertheprintableticketsbythefollowingcriteria:

10.1 Print Tickets Thisisthedefaulttabandlistsallyourorderswhicharereadyforprinting.Youselectanorderandthebottomhalfofthescreenwillshowthedetailsoftheorder,thesebeingthetotalnumberofticketsandtheassociatedtravellersandjourneyinformation.

Youwillhaveanoptionofclickingthefollowing4buttons:

Clickingthiswillrefreshthescreen,ensuringthelistofprintableordersisup‐to‐

date.

Clickingthiswillprintoftheticketsfortheselectedorderatthegivenregisteredprinter.

Clickingthiswillprintthetickets,whensuccessfullyprintedanassociateddeliverynotewillalsobeprinted.

Clickingthiswillallowyoutoviewtheoriginalconfirmationforthe

selectedorder.

OnclickingthePrintbutton,thefollowingscreenwillbedisplayed,thiswillreflecttheactualticketsthatarebeingprinted.Theorderwillbelockeduntilallorderitemshavebeensuccessfullyprinted:


10.2 Printed Today Thistabwillshowordersthathavebeenprintedtoday,theorderdetailsforthesewillalsobe

availableasinthePrintTicketstab.

Thebuttonsavailableherearethesameastheprevioustabapartfromthebuttonwhichisreplacedwiththeasshownbelow:

Note:Non‐issuewillonlybeavailableforsingle‐itemordersonthesamedayofticketing.

10.3 Auto Print ThisoptionisonlyavailableifyouhavetheAuto‐printingTicketorpolicyenabled,ifenabledthefollowingscreenwillbedisplayed:

ClickingeitheroftheButtonsabovewillinitiatetheprintingofordersthatareplacedontheselectedqueue(s).

Iftherenoorderstoprintthefollowingscreenwillbedisplayed:


Ifthereareticketstoprintthefollowingscreenwillbedisplayed:

Clickingthebuttonwillstopprintingoncethecurrentorderthathashadallit’sticketsprinted.

10.4 ToD IfyouhavepoliciesenabledthatallowToDprintingthefollowingscreenwillbedisplayed:

TheToDcollectionreferencecanbeobtainedfromtheconfirmation.

10.5 Kiosk IfyouhaveKioskbookingthatyouwanttoprintlocally,thefollowingscreenwillbedisplayed:

TheKioskCollectionReferenceandtheSecurityCodecanbeobtainedfromtheconfirmation.


10.6 Special stock Thisfeatureallowsnon‐stardardcouponstobeprintedi.e.networkandstudentrailcards,

promptingtheticketortoinsertthecorrectstockintotheNewburyDataprinter.Anexampleofspecialstockisshownbelow:


11 Orders–OrderManagerIfyouhavethepolicyforBookingsManagerenabledyouwillbeabletosearchonorderswitha

varietyofparameters,thisreplacestheOrderManagerthatwaspreviouslyfoundintheAdminarea.Orderscannowbeaccessedviathenavigationbarasshownbelow:

OnceyouhaveclickedSettingsthefollowingscreenwillbedisplayed:

TheReferencetaballowsyoutosearchforanorderbythegivenreferences,bydefaultthesearchisdoneonOrderreference.Onceasearchhasbeenperformedtheresultswillbereturnedasbelow:

Clickingthe iconwillexpandtheorderitemdetailsasbelow:

Iftheuserhasthepolicy'AddtoOutlookCalendar'enabled,youwillhavetheoptionofaddingthe

journeyinformationoftheorderitemtoyourOutlookcalendar.


11.1 Refunds Arefundcanbeactiondonaticketifithasbeenprinted,bysearchingforthegiventicketinOrders

youwillbepresentedwiththescreenthatwasshown.

Clickingthebuttonwillopenthefollowingscreen:

Clickingthebuttonwillflagthisticketforrefundingandpresentyouwithaconfirmationscreenshownbelow:

ClickingthebuttonwillthenshowtheRefundscreenagainwiththestatusnowsetasRefundingasshownbelow:


Onclosingtheabovescreen,youwillbetakenbacktotheOrdersscreenwhichwillberefreshedtoshowtheorderitemstatusasPart‐cancelledasshownbelow:

TheremainderoftherefundprocessiscompletedintheAdminarea,wheretherefundsaresentontoTARs/DataPro.Oncetherefundhasbeencompletedandyousearchfortheaboveorderagain,thestatuswillbesetasRefunded.

11.2 Non-issue Onlysingleitemorderscanhavetheirticketsnon‐issued,onsearchingforanorderthatwasprinted

todayitcanbenon‐issuedbefore23:59.Theorderbelowhashaditsticketsprintedtodayandthecurrenttimeisbefore23:59.

Clickingthe buttonwillopenthefollowingscreen:


Clickingthebuttonwilldisplaythefollowingscreen:

EnsureyouhavetheoriginalticketsathandandthenclickYes,doingthiswillpresentthescreenbelow:

Astheticketsarebeingnon‐issuedyouwillseethefolowingscreen:

Ifyouthensearchforthenon‐issuedorderthestatuswillbesetasCancelled.


11.3 Orders - Details IfyouneedtodoamoredetailedsearchonordersclickingtheDetailstabinOrderswillshowthe

screenbelow:

Onceyouhaveselectedyoursearchparametersandclickedthebutton,thefollowingresultsscreenwillbedisplayed:

Clickingthe iconintheresultswillshowextradetailsasshownaboveforthefirstresultreturned.

11.4 Orders - Ticket Number YoucansearchforindividualticketsbyclickingtheTicketNumbertabinOrders,youwillneedtoentertheTransactionnumber,MachinenumberandconfirmtheMachinetypewhicharelocatedon

aticketasshownbelow:


Onceyouhaveenteredtherequiredinformationintothescreenbelow,clickthebutton.

Theresultsofyoursearchwillbeshownasbelow:

Clickingthe iconwillshowextradetailsasbelown:

Transactionnumber

Thefirst4figuresaretheMachinenumber

Thelast2numbersarethemachinetype


TheJourneydisplaywillshowallselectedoptions

12 Settings

12.1 Web Display ClickingtheSettingstab,willtakeyoutothescreenbelow:

ClickingtheWebDisplaytabwillpersonaliseyourEvolviuserexperience.

Searchoptionsallowyoutosetdefaultcriteriaaspartofyourfaresearches


12.2 AdvancedTheAdmintaballowsfortheadministrationoffeaturesthataffecttheuserfrontend,currentlythereare2options,whicharetickedbydefault.

WhentheShowHelpoptionisticked,contextsensitivehelpbarwillbedisplayed.

WhenTheSingleConfirmationEmailisticked,asingleconfirmationemailwillbesentforamulti

itembasket,opposedtooneforeachitem.


12.3 Seating options Thistabwillallowyoutosetyourseatingpreferences,whichwillthenbeusedasyourdefaultsforfuturebookings.

12.4 Change PasswordThistaballowsyoutoresetyourpassword.


12.5 My DetailsThistabwillallowyoutosetyouraddressdetailswhichwillbeusedasyourdeliveryaddressifithas

beenenabledaspartofyourbookingsconfiguration.

Ifyouhavecustomfieldsassignedtoyouruser,thesewillbedisplayedhere.Youwillbeabletoassignvaluesforyourcustomfieldswhichwillthenbeusedasdefaultsinyourbookings.


13 HelpTheHelpsectionisaccessedviathenavigationbarbyclickingtheiconasshownbelow:

Thissectionwillopenanewwindowcontaininglinkstothefollowingitems:

Assistance–whichgivesyouonlineaccesstopdfversionofthisdocument.

Contact–thiswilllistthecontactdetailsfortheTMC

FAQs–thiswillaccesstoanswerstoFAQs

Downloads–sectionlistingdownloadsrequired

ToDStations‐linktosearchonToDstationfacilities

TubeMap–accesstomapsoftheLondonUnderground

StationFacilities–linktosearchonstationfacilities


14 AdminIfyouhaveadminpoliciesassigned,theAdminlinkinthenavigationbarshownbelowwillbe

availabletoyou:

Clickingthelinkwillopenanadminbrowserwindow,asshownbelow:

TheAdminsectionisunchangedapartfromFees,DeliveryMethodsandCustomfields.

Note:Thiswindowcanbeaccessedinisolationbyadminusers,whowillusethesameURLasthe

bookingtoolbutwith/adminattheendi.e.JohnSmithTravel.evolvi.co.uk/admin.Thebookingtoolcanbeusedsimultaneouslywhentheadminwindowisopen,aslongasyouhavethenecessarypolicies.


14.1 Delivery Methods Deliverymethodsarethewaysinwhichrailtickets,railcardsetcaredeliveredtothetraveller.TheadministrationofDeliveryMethodsisonlyavailableifyouareaTMCuserswiththepoliciestocreateandeditticketqueues,whicharewheretheticketsareprintedanddispatched.

ATMCwillbeabletocreateandeditdeliverymethodsforitselfandtakerequestsfromitsclient

organisationstocreateandeditdeliverymethodsontheirbehalf.

ThecreationofDeliveryMethodsisapre‐requisiteforthecreationofticketqueuesandfees.

14.1.1 Viewing Delivery Methods Toviewdeliverymethodsclicktheoptionfrommenuinthenavigationbarasshownbelow:

Thedeliverymethodswillthenbedisplayedasbelow:


Themaintermsregardingdeliverymethodsareexplainedbelow:

Deliverydays–Thenumberofdaysforticketstoreachdelivery

Processtime–Thetimetakentocompleteticketingandbeingreadyfordispatch

LatestDispatchTime–Thelatesttimeanitemcanbedispatchedfromthepremisiesforthegivendelivery

FinalDeliveryTime–Thelatesttimeanitemcanbedeliveredtothenduser.

Queuecount–Thenumberofticketqueuesassignedtothedeliverymethod

TicketQueueTypesaretiedtospecificdeliverytypeswhichareexplainedbelow:

StandardThisqueuetypeisforwheretherailticketshavebeenprintedlocallyusingNewbury

printersandthendispatchedbypostalandcourierdeliverymethods.

Kiosk/WalkupselffulfilmentThisqueuetypeisforautomatedticketcollectionataKioskordesktopprinterdeployedinselffulfilmentmodewhichmaylocatedwithinanorganisationortravelcompany.

TicketOnDeparture(ToD)ThisqueuetypeisforautomatedticketcollectionataRailwaystation

fromaTicketVendingmachine.

14.1.2 Editing Delivery Methods Toeditadeliverymethoditmustfirstbeselectedasshownbelow:

ClickingtheiconwillopentheEditDeliveryMethodpopupasshownbelow:


14.1.3 Creating Delivery Methods Tocreateanewdeliverymethodclickingthe icononthedeliverymethodslistwillopentheNew

DeliveryMethodpopupasshownbelow:

14.1.4 Deleting Delivery Methods

Todeleteadeliverymethod,firstselectthedeliverymethodthenclickthe icon.

Note:DeliverymethodscanonlybedeletediftheyhavenoBookingorTicketingUnitsandunticketedbookingsattachedtoanyassociatedDeliveryMethodqueue.Ifanyoftheseconditionsaretruetheuserwillbepresentedwithamessagebelow:

“ThisDeliveryMethodcannotbecancelledasitstillhasanactiveTicketQueueassociatedwithit.”

AllpropertiesofaDeliverymethodcanbe

editedapartfromtheTicketQueueType.


14.1.5 Setting up a Same Day Standard Delivery Method TosetupaStandarddeliverymethodwheretheticketsareprintedlocallyandtheyarethendeliveredonthesamedaycanbedonein2ways.

Iftheticketsaretoprintedanddeliveredviainternalposttothetravellerby17:30atthelatestforexample,thedeliverymethodwouldbesetupasbelow:

SettingtheProcessTimeto0willmakethisdeliverymethodavailableallthewayupto17:30,ifthe

ticketsareprintedtowardstheendofthedayi.e.at16:00andalargevolumeofticketsaretoprintedthentheLatestDispatchTimecouldbesetto16:00–thiswouldmakethedeliverymethodavailableuntil16:00(16:00minus0minutes).

Iftheticketsaretoprintedanddeliveredbyacourierforthesamedaywherethelatestdispatch

timeis15:00andthefinaldeliverytimeis17:30thedeliverymethodwouldbesetupasfollows:

Note:Theabovedeliverymethodwillbeavailablewherethebookingtimeisbefore16:00andthetimeoftravelisafter17:30.


SettingtheProcessTimeto180minutesissettingacut‐offtimeof12:00forthedeliverymethod(15:00minus180minutes).

14.1.6 Ticket Queue Administration at Client Organisation level TMCuserswhocanadministerDeliveryMethodsarealsoabletoAdd,EditandCancelticketqueues

assignedtoclientorganisations.

Onselectinganorganisation,youwillbepresentedwiththescreenbelow:

Clickingthetabwilllistallticketqueuesassociatedwiththeselectorganisationasshownbelow:

Note:Theabovedeliverymethodwillbeavailablewherethebookingtimeisbefore13:00andthe

timeoftravelisafter18:00


Note:TheaboveshowstheticketqueuesfortheclientorganisationatthetopandfortheTMCatthebottom.


14.1.7 Add Ticket Queue at Organisation level Clickingthebuttonwillallowyoutocreateanewticketqueuefortheselectedorganisationviathescreenbelow:

Clickingthebuttonwillcreatethenewticketqueueandaddittotheticketqueuelist.

Note:Newticketqueuenamesmustbeunique

14.1.8 Edit Ticket Queue details at Organisation level Toeditaticketqueue,clickononefromtheticketqueuestabasshownbelow:


Onclickingonaticketqueueyouwillbepresentedwiththefollowingscreen:

WheneditingtheDeliveryMethod,onlyotherdeliverymethodsofthesameticketqueuetypewillbedisplayed

Onflaggingaticketqueueascancelledwillremoveitfromtheticketqueueslistforthegivenorganisation.AticketqueuecanonlybecancelledifithasnoBookingorTicketingunitsand

unticketedbookingsattachedtoit.

Theattachingticketqueuestobookingandticketingunitsremainsunchanged.


14.2 Fees Feesfunctionalitynowenablesyoutohaveaneasyandflexibleapproachtothecreationandmaintenanceoffeesbyusingfeerules.

FeeadministrationcanonlybedonebyAgencymembersofstaff,whohavepoliciesthatallowthecreationandeditingofticketqueues.ThisisbecauseoftheassociationbetweenFeesandDelivery

Methodswhichareassignedticketqueues.

Thesefeerulesapplytoorderandorderitems,whereanorderitemisauniqueitemwithinanorderi.e.arailticketandacarnetisacollectionoforderitems.

Anoutlineofthestandardterminologyandrulesislistedbelow:

Feerule

Afeerulehasauniquecombinationofsettings,therecanonlybeonesuchcombinationofsettingsforacurrentrule.

ThesettingsforOrderfeesare:

• DeliveryMethod–examplesbeingToD

• Booker‐valuesbeingAny,AgentandClient• Ticketor‐valuesbeingAny,AgentandClient

ThesettingsforOrderItemfeesare:

• DeliveryMethod–examplesbeingToD• TransactionMethod–examplesbeingRailcard,Rail

• Booker‐valuesbeingAny,AgentandClient• Ticketor‐valuesbeingAny,AgentandClient

Customfeerule

AcustomfeeruleisonethatisspecifictoaClientorganisationintheTMCtoClientorganisation

setup.

Defaultfeerule

AdefaultfeeruleisonethatappliestoallClientorganisationsintheTMCtoClientorganisationsetup,thesearehighlightedinredwhenshowninthefeeslist.

Activefeerule

Afeerulewhichhasalreadystarted,i.e.theStartDateisbeforetoday.

Activerulesareread‐onlyapartfromFeenameandEndDate(EndDatemustbelaterthanorequaltotoday).


Anactivefeecannotbecreatedtostarttoday,thisisdonebycreatingafuturefeerulediscussedbelow.

UrgentadjustmentstoactivefeeswillneedtobediscussedwiththeEvolviSupportTeam.

Futurefeerule

Afuturefeeruleisonewherethecombinationofsettingsdoesnotexistorisonewhichwillreplace

anactiverulewiththesamecombinationofsettingsbutwithastartdatewhichhasnotstartedyet,i.e.StartDateisaftertoday.

Onlyonefuturefeeruleforagivencombinationofsettingscanbecreatedatatime.Anexistingfeeruleisfullyeditable.

Tocreateforexampleaspecialpromotion,sayforafeediscountonaparticulardeliverymethodon

agivencombinationofsettingswillneedanewfuturefeeruletobecreatedaslongasthereisnootherfuturefeeruleinplace.Thisdoesnotrelateinanywaytopromotionalfares.

Feeruledeletion

Activefeerulescannotbedeleted,theycanonlybeenddated,oncethisenddateisthereachedthefeebecomesapastfee.PastfeescannotbedeletedandFuturefeerulescanbedeleted.

Feerules–Overlaps

Whencreatingandeditingfeerulestherecannotbeanyoverlapsfordefaultfeeruleswiththesame

differentiatorsorcustomfeeruleswiththesamedifferentiators.

Theexamplebelowisusedtodefineanoverlap.

FulfilmentMethod

TransMethod

Booker Ticketor DiscountFee

OrderItemFee

TicketFee

PassengerFee

Startdate

Enddate

Kiosk Any Any Any 3% £0.25 £1.00 £0.50 01/01/10 01/09/10Kiosk Any Any Any 3% £0.30 £1.50 £0.75 01/01/10 01/08/10

Thereisanoverlapofthe2Kioskrulesi.e.bothrulesarevalidbetween01/01/10and01/08/10.


14.2.1 Viewing Fees Toviewfeesclickthemenuinthenavigationbar,youwillthenbepresentedwiththescreenbelow:

FromthemenudisplayedselectOrganisations,thiswillthenlistyourTMCandallassociated

organisations.NotetheTMCwillbehighlightedinaboldfontasshownbelow:

ClicktheTMCororganisationforwhichyouwanttoviewthefeesfor,thiswillthenpresentyouwiththedetailsfortheselectedTMCororganisationwhichyouhaveselectedasshownbelow:


ClickingwilldisplayallfeessetupfortheselectedTMcororganisationthatyouselected.

Thisscreenissplitinto2halves,thetopshowingOrderItemfeesandthebottomshowingOrder

fees.ThisscreenwillallowyoutotogglethroughActive,PastandFuturefees,byusingthecontrolbelow.

Thesefeesaredefinedasbelow:

“Active”–arefeeswhichyouarecurrentlyapplyingtoyourbookings.

“Past”–arefeeswhichyouhavepreviouslyappliedtoyourbookingsbutwhichhavenowexpired.

“Future”–arefeesthatyouhavesetupandwhichwillbeactivatedwhentheirstartdatebecomes

current.


TheFeespageisshownbelow:

Intheabovescreenshots,theTMC’sclientdefaultfeesareinREDandwheretheyhavebeen

customisedforspecificclientstheyareinBLACK.

Selectingthe iconagainstagivenorderitemfeewillexpandittoshowitsdetailsasbelow:


DefaultfeescanbeviewedbyclickingtheDefaultfeeRulesintheAdmintabshownbelow:

Thelayoutofthefeesisexactlythesameasthatforcustomfees.


14.2.2 Editing active custom order and order-item fee rules Toeditafeeitmustfirstbeselectedasshownbelow:

Clickingthe iconwillexpandtheselectedfeeintoeditmodeasshownbelow:


TheonlyvaluesthatcanbeeditedarethefeenameandtheEndDate,bydefaultthecheckbox

labelled“Createduplicatefuturefeerule”willbeticked.ThismeansthatwhenyouenteranEndDateandclicktheSubmitbutton,aduplicatefuturefeerulewillbecreatedwiththestartdatesettothedayfollowingtheenddateyouhavejustentered,unlessafeerulewiththesamesettings

alreadyexists.Theenddateforthenewlycreatedduplicatefuturefeerulewillbeleftblankmakingthefeerulecontinous.Thisfuturefeerulewillbeeditable.

Ifthecheckboxisunchecked,oncethefeerulereachestheenddateentereditwillnolongerbeused.

Note:WhentheEndDatehasbeenreached,thefeerulewillthenbecomeaPastfee.

14.2.3 Editing active default order and order-item fee rules Onceyouhaveaccessedthedefaultorderfees,youwillbepresentedwiththesamescreensas

thosedisplayedforeditingcustomorderandorder‐itemfeerules,theeditingprocessisalsothesame.

Note:Editingdefaultorderandorder‐itemfeeswillaffecttheTMCandallitsassociatedclientorganisations.

14.2.4 Creating Future order and order-item custom fee rules TocreatefuturefeerulesensurethattheFuturebuttonisselectedasshownbelow:


ClickthebuttontoopentheAddNewOrderItemRulepopupshownbelow,allvaluesonthisscreenareeditable.

Thisishowyourticket/swillbedeliveredi.e.FirstClass

post,ToD,courieretc

Thisliststhetransactiontypei.e.Rail,Railcard


ClickingthebuttonwillsavethisToDfeeruleanditwillbecomeactiveon03/11/2011andwillapplythegivenfees.

Note:Youwillnotbeabletocreateafuturefeeruleifonealreadyexistswiththesamefeesettings,

thesebeingthevaluesinthedropdownsasshownbelow:

Whenapercentagefeeisapplied,theMaxvaluereferstothemaximumamountthatcanbe

charged,similarlytheMinvaluereferstotheminimumamountthatcanbecharged.

14.2.5 Creating Future default order and order-item fee rules Onceyouhaveaccessedthedefaultorderfees,youwillbepresentedwiththesamescreensasthosedisplayedforeditingcustomorderandorder‐itemfeerules,theeditingprocessisalsothesame.


14.2.6 Editing Future order and order-item fee rules FuturecustomanddefaultfeerulescanbeeditedbygoingtotheFuturefeelist,firstselectthefeetoeditandthenclicktheiconshownbelow:

Onclickingtheicon,youwillbepresentedwiththescreenbelow:

Allfieldshereeditable.


14.2.7 Deleting Future order and order-item fee rules FuturecustomanddefaultfeerulescanbedeletedbygoingtotheFuturefeelist,firstselectthefeetodeleteandthenclicktheiconshownbelow.

14.2.8 Fee Scenario Thissectionwillhighlighthowfeesarenowapplied,thescenariowillshowhowtherelevantfeesare

chosenandthenapplied.

Evolviselectsthebestmatchorderitemfeerulefromthosesetupforyourorganisation.

Thismatchisbasedonfourcriteria,inthefollowingorderofimportance;deliverymethod,transactiontype,bookertype,ticketortype.

Hereisanexamplesetoforderitemfeerules:

Rule DeliveryMethod TransactionType BookerType TicketorType

1 [AnyConventional] Rail Any Any

2 [AnyConventional] Carnet Client Any

3 [AnyConventional] Carnet Any Any

4 [AnyToD] Rail Any Any

AllToDorderitemswoulduserule(4)becauserule(4)hastheonlymatchonthedeliverymethod(themostimportantcriterion).


Acarnetorderitemplacedonaconventionalticketingqueuebyaclientwoulduserule(2)andnotrule(3)becauserule(2)hasthemostrelevantmatchonthebookertype.

Astandardopenreturnorderitemplacedonaconventionalticketingqueuewoulduserule(1)

becausealloftheotherrulesareinvalid.Rules(2)are(3)areinvalidbecausetheydonotmatchonthetransactiontype.Rule(4)isinvalidbecauseitdoesnotmatchonthedeliverymethod.

Theorderoftherulesinthetabledoesnotmatter.Forexample,rule(1)andrule(4)couldswapplacesinthetablewithoutaffectingtheruleselection.

ThisprocessworkssimilarlyforOrderFees,butthematchingisbasedonthreecriteria,inthe

followingorderofimportance;deliverymethod,bookertype,ticketortype.

Hereisanexamplesetoforderfeerules:

Rule DeliveryMethod BookerType TicketorType

1 [AnyConventional] Any Any

2 [AnyConventional] Client Any

3 [AnyToD] Any Any

4 [AnyToD] Client Any

AToDorderplacedonaToDticketingqueuebyaclientwoulduserule(4)andnotrule(3)becauserule(4)hasthemostrelevantmatchonthebookertype.

Beforefeescanbeapplied,anorderandorderitemfeeruleisselectedfromthefeerulessetupforyourorganisationasshownbelow:


IfforexampleyouaremakingaToDbookingasanagent,youwillbeusingtheTestSkyTodfeerule.ThereasonthisfeeruleischosenovertheTicketonDeprule,isthatthevaluefor“Trans”forthe

TestSkyTodfeeruleisRail,thishasprecedenceoverAny.RailisspecificopposedtoAnywhichwouldbeusedforagenericcatchallfeerule.Ifthereismorethan1feeruleforagivenDeliverymethod,thevaluesforTrans,BookandTickarecheckedforprecedence,thisisdonefromleftto

right.

Nowthatthecorrectfeerulehasbeenselectedthefollowingfeeswillbeappliedtoyourgivenorderitem:

TheorderfeeruletobeusedistheSkyToDOrderfeerule,thisistheonlyfeerulewithaDeliveryof[AnyToD]andthebookerisanagent,asshownbelow:

Note :An active fee rule, has aunique combination of the settings DeliveryMethod, Booker andTicketorfororderfeerulesandDeliveryMethod,TransactionMethod,BookerandTicketorfororderitemfeerules.Thisensuresthataslongasafeerulehasbeensetupcorrectly,thatthecorrectoneis

selected.


Theexpandedselectedfeeaboveisshownbelow:


Ifthedetailsforyourorderitemareasfollows:

Areturnjourneyfor2Adultsand2ChildrentravellingfromReadingtoBirmingham

Costoffares:

Adult£45.80x2= £91.60

Child£22.90x2= £45.80

Totalfares £137.40

Orderfee £5flatfee+2%oftotalfee£5+£2.74= £7.74

2%of£137.40=£2.74

(Minimumvalueof£0.50isappliedifthepercentagevalueislessthan£0.50)

(Maximumvalueof£1.50isappliedifthepercentagevalueexceeds£1.50)

Orderitemfees

OrderItemfee£1flatfee+1.25%oftotalfares£1+1.50= £2.50

1.25%of£137.40=£1.72

(Minimumvalueof£0.50isappliedifthepercentagevalueislessthan£0.50)

(Maximumvalueof£1.50isappliedifthepercentagevalueexceeds£1.50)

Discount 10%oftotalfares ‐£5.00

10%of£137.40=£13.74

(Minimumvalueof£1isappliedifthepercentagevalueislessthan£1)

(Maximumvalueof£5isappliedifthepercentagevalueexceeds£5)

Passengerfee £0.50flatfeexTotalnumberofpassengers£0.50x4= £2.00

Ticketfee (£0.75+2%oftotalfaresx4)(£0.75+£2.75)x4= £14.00

2%of£137.40=£2.75

(Minimumvalueof£0.20isappliedifthepercentagevalueislessthan£1)

(Maximumvalueof£5isappliedifthepercentagevalueexceeds£5)

Totalfees Orderfee+Itemfee+Passengerfee+Ticketfee‐Discount

£7.74+£2.50+£2.00+£14.00‐£5.00= £21.24


14.3 Order Item and Traveller Custom fields Orderitemandtravellercustomfieldshavereplacedwhatwereformallyknownasremarksandcostcentresfields.Orderitemcustomfieldshavereplacedremarksandtravellercustomfieldshavereplacedcostcentres.

Theadministrationofthesefieldshasnotchangedandtheyareaccessedfromthesameplaceas

shownbelow:

evolvi-ng user guide september 2012 v4 · evolvi rail systems limited confidential ‐ 3 ‐ user...

Documents