Release Notes: Improvements to Prepayments + Verification Page

Overview

This release makes it faster and safer for office staff to record fares the driver collected in person, without the Driver App and adding prepayments in the application for multiple bookings.

Filter bookings by date and create transactions from the verification page

You no longer need to type booking references in one at a time. Filter the bookings list by date on the Create Transactions page by applying a date range or open a pre-filled transaction straight from the verification page by clicking on “create” (for bookings that do not have an existing transaction”).

What's changed

• Transactions › Create has new From and To date fields that filter the Bookings list.
• The verification page's Payment received column now shows a Create Transaction or View Transactions link for each booking.

:::info Payer type defaults to Client when you start a transaction from a booking or client. Make sure to confirm this is correct before proceeding. :::

Filter bookings by date

1. Go to Transactions › Create. From and To start blank (no filter).
2. Make sure the correct Payer type is selected and search for payer/client
3. Set From and To. The Bookings list shows only that payer's/client’s bookings with a trip date in the range, including both dates, across all vehicle runs.
4. Select the bookings and complete the transaction as usual.

Create a transaction from the verification page

1. On the verification page, find the booking in the Payment received column:

   • Create Transaction shows when the booking has no transaction yet.
   • View Transactions shows when it already has one.

2. Click Create Transaction. Transactions › Create opens in a new tab with:

   • From and To set to the date you were viewing on the verification page
   • Payer type set to Client (confirm this is correct)
   • The booking you clicked already selected, select the rest of the bookings the transaction is paying for
   • Select the correct Payment method
   • Ensure Collection method is correct as this will default to “prepaid”
   • Optional: add a receipt number and comments if applicable

3. Select “Save” > close this tab > refresh your run on the verification page to see the transaction details against the bookings

Good to know

• Payer type defaults to Client when you open Create Transaction from the verification page, the client page (Pay for a booking / Pay for this booking), or the transactions page. This applies to CHSP clients too: the booking payer stays CHSP for DEX reporting, but the transaction is recorded against the client.
• Changing the date range clears any bookings you've already selected. Reselect them after updating the dates.
• To can't be earlier than From. Dates before From can't be picked in To.
• Cancelled bookings aren't listed and don't show a Create Transaction link.
• Bookings that already have a transaction are still listed. The duplicate payment warnings from appear when you select them.
• Unchanged: bookings on an active invoice still can't be selected, and saving and allocation work as before.

Record a payment collected by the driver directly in the application

You can now record a fare the driver collected in person as Payment to driver, instead of only Prepaid. Use this when the driver took the payment but didn't record it in the Driver App.

What's changed

• The Collection method field on Transactions › Create is now editable, with two options: Prepaid (default) and Payment to driver.
• A Payment to driver transaction must be linked to at least one booking.
• TRIPS warns you when a selected booking already has a payment recorded, to help avoid counting the same fare twice.

How to record a payment to driver

1. Go to Verifications > Locate booking > click the “Create” link.
2. Review the Payer type as this will default to “client”.
3. In Collection method, select Payment to driver.
4. In Bookings, select the booking(s) the driver collected payment for. Save stays disabled until at least one booking is selected. Note: TRIPS warns that the driver normally collects a fare for all bookings in a sequence and shows which bookings are not currently selected.
5. If the booking is part of a multi-leg trip (sequence), select every leg of the trip when prompted.
6. Enter other details, check the allocation preview, then click Save.

The transaction shows as "Payment to driver" in the Transactions list and is allocated to the selected bookings.

Duplicate payment warnings

If a booking you select already has a payment recorded, a warning appears on the page before you save. The warnings don't stop you saving - check the existing payment first.

• Payment to driver: shown when the booking already has a Payment to driver transaction. The message reads “A payment to driver is already recorded for [booking]. Check it isn't the same fare before saving."
• Prepaid: shown when the booking already has a transaction. The message reads: "A prepayment is already recorded for [booking]. Check it isn't the same fare before saving."

Good to know

• Bookings are optional for Prepaid transactions, as before.
• Editing: you can't remove all bookings from a Payment to driver transaction. At least one must stay linked.
• Payment to Driver: a Payment to driver transaction entered by the office is settled the same way as a Driver App fare, with or without the Xero integration.
• Invoiced bookings: bookings already on a Draft, Submitted or Authorised invoice can't be selected. If the trip was invoiced before you knew the driver took the payment, void the invoice, or record the payment against the invoice (in Xero if the integration is on).
• Invoiced bookings: Once a booking is invoiced, if a transaction exists, this transactions total is no longer editable. The invoice must be cancelled/voided before the transactions total can be updated.

Transaction total shown on the verification page

When a client pays one driver for every leg of a trip, the verification page now shows the full amount (transaction total) on that driver's run, and only a booking total on other drivers' runs. This makes it easier to reconcile the funds each driver collected.

What's changed

After the release of Xero Integration, a fare paid to the driver for a multi-leg trip (sequence) was split across the legs on the verification page (this change was to fix a long-standing issue in the application where the first booking in a sequence was overpaid while the remaining bookings were left unpaid). While there was one transaction being created, there was no visual of this on the verification page, making it hard to reconcile the funds collected by a driver.

	Before	Now
Driver A (forward leg/stop 1)	Amount: $60.00	Transaction Total: $60.00 Amount (this booking): $30.00
Driver B (return leg/stop 2)	Amount: $0.00	Amount (this booking): $30.00

How it works

• For the driver: The full fare shows on the first leg of the trip that day (excluding cancelled legs). This is the leg the Driver App asks the driver to collect the trip total on.
• Verification: The booking where the fare was asked for collection (first stop) will show the “transaction total” (the total of all bookings in a multi-stop booking) as well as it’s own “amount (this booking)” while the other bookings in the sequence will only show “amount (this booking)”

Good to know

• Unchanged: fares for bookings that aren't part of a trip sequence, and office-entered Prepaid transactions split across bookings. These show the same as before.
• Individual bookings: if each booking was created separately each stop will be paid to its own driver, each run shows its own leg's payment.