TRIPS Web - Organisation Settings - How to Create Billing Rules

For the recommended process when creating billing rules. please follow the below guide -

TO NOTE: User must have the correct permissions to create Billing Rules. If you do not have access, please contact your management team for assistance.

Step 1 - Navigate to Billing Settings

Click on your name in top right corner of application > click on ‘'Organisation Settings’’ > Click on “Configure Billing”

Step 2 - Create Billing Rule

Click on ‘‘Create Billing Rule’’

Step 3 - Name your Billing Rule and select Rule Type

Give your billing rule a name > Select whether your billing rule will be a fixed amount e.g. $5 per booking or distance based e.g. 0-10kms is $5.00 or $1.95 per km

Step 4 - Complete other fields within the billing rule creation form

• Funding Types - Will this rule only apply to certain funding types? e.g. a billing rule for CHSP funding type only > select the funding types the rule will apply to. If your rule applies to all funding types, do not select anything here and this will automatically include all funding types. To Note: we suggest using this field if you have multiple funding types and different costs apply for different funding. By selecting funding types here, you eliminate the risk of multiple rules trying to be used at once when creating a booking.

  

• Regions - If you have multiple regions set up, you can apply billing rules to certain regions. If you wish to do this, select which regions the billing rule will apply to. If all regions apply, do not select anything here and this will automatically include all regions. Likewise, if you only have one region set-up for your organisation you do not need to select anything here

  

• Purpose - Purposes can be selected if you wish a rule to only apply to certain trip purposes. Again, if billing rules apply to all purpose types, this can be left blank and rule will apply to all purposes. To Note: in most cases this field will be left blank

  

• Vehicle Type - Rules can apply to different vehicle types if your business needs this capability. ***To Note: ***This billing rule will only be included in estimated costs if the booking has been allocated to a vehicle run with one of the selected types. If not allocated a cost will not be visible until allocation occurs.

  

• Service Types - Service Types can be selected if you wish for a rule to only apply to certain service types. Again, if billing rule applies to all service types, this can be left blank and rule will apply to all.

  

• Booking Tags - Booking tags can be used to override other billing you may have set up in your application e.g. a CHSP client may be $20 when they travel on their own but when part of a social group you could apply a tag and the cost would be $10. For this section is it IMPORTANT to remember that when creating a rule for a tag you need to select “Must have” and then only add the tag that will apply for your rule, and for rules that will not have a tag applied you need to select “Must not have” and select all of the tag. IMPORTANT when creating new booking tag rules, remember to go into other rules that have tags excluded and exclude the newly created booking tag rule from the other rules. To see how to create a Booking Tag, go to TRIPS Web - How to Create a Booking Tag

• Valid from - Rules can be valid from and to a certain date, insert start and end dates. ***Please note: *this field is optional so if left blank, a rule will be available for use as soon as created and will not expire. If you do wish to end a billing rule, simply click on the rule you wish to edit and enter a date into the ‘‘Valid until’’ field

  

• Apply billing rule to - Here you can select if your billing rule will apply to individual booking/group bookings only or of your rule will apply to both individual and group bookings. You can also select if you wish to apply GST to the cost of the bookings To Note: Most organisations will not mark the “Charge GST” checkbox as this will be handled from within your accounting software.

Step 5 - Setting up the costs that will apply to your bookings

Fixed fee: If you are setting up a billing rule that will be a fixed amount cost applied to bookings, enter the amount to be charged and then select if it will apply to ‘‘All linked bookings’’ (what this means is, when a client makes multiple linked bookings e.g. return bookings, then the fix cost applied will be split across all bookings) or, will it apply to ‘‘Each booking’’ (what this means is, each booking is treated independently, and a separate fee is calculated for each leg of the booking e.g. if a fixed fee is $5.00 and a booking is created with 2 stops, each stop will have $5.00 applied for a total of $10.00)

Distance Based: If your rule is going to use the distance based method, you have two options to choose from -

‘'Set fee per distance range’’ e.g. The booking will be $14 when the booking distance is between 0km and 5km. To do this select the ‘‘Set fee per distance range’’ > enter your first km increment and add a cost amount > click on ‘‘Add Fee’’ > repeat above steps with other km increments and cost as needed (Please note: when adding each km range add .001 to the end of the first reading: left column, example provided below)

‘‘Fee per km within range’’ e.g. When the booking distance is between 5km and 10km, the fee will be $1 per km. To do this select ‘‘Fee per km within range’’ > enter your km increment (Please Note: if your billing will be the same amount per km, enter the starting km as 0 and then leave the end km as ‘‘infinity’’) and add a cost amount. If your billing increases or decreases based on the number of kms, you can click on ‘‘Add Fee’’ to add in as many increments as needed.

As with your set fee rule, you will need to select whether your rule applies to ‘‘All linked bookings’’ (what this means is, when a client makes multiple linked bookings e.g. return bookings, then the total distance should be used to calculate the fee. and the total cost will be split across all bookings) or ‘‘Each booking’’ (Each booking/stop is treated independently, and a separate fee is calculated using the distance of each leg of the booking/stop)

Step 6 - Companion Fees

You have 2 options of how a companion fee is charged -

‘‘Fixed fee amount’’ A fixed fee will be added to the total cost of the booking e.g. $5.00. To Note: currently there is no visibility of the companion fee being charged in the booking form, once a booking is saved, the extra cost has been applied to the total cost of a client’s booking.

‘‘Percentage fee amount’’ A percentage of the client’s fare will be charged for the companion e.g. if the client fare totals $14.00 and you have set the fee amount to 50% an extra $7.00 will be applied to the booking once saved.

IMPORTANT: All other billing options are not currently configured in the application so the can be left as is. This includes: Postcode Settings, Credit Payment, Co-Payment Settings and Subsidies.

If you have any questions, are unsure about how to enter a billing rule or are needing to set up complex rules, please don’t hesitate to reach out to our Customer Care Team for support.