Configure Transportation Agreement¶
A Transportation Agreement is the formal contract between a student/faculty member and the institute for using a specific bus route and stop. It manages billing cycles, fee collection, and the full lifecycle from enrolment request to active passenger registration on a stop.
Go to . Click on New to create a new agreement.
Details of Transportation Agreement Form¶
Main Fields¶
Student/Faculty :- Select the student or faculty member for whom the agreement is created.
Route Register :- Select the route register (must be in Register Gathering state).
Route :- Auto-filled based on the selected route register.
Stop :- Select the pickup/drop stop for this passenger.
Plan :- Auto-filled from the route register; sets the billing frequency for this agreement.
Agreement Date :- The date the agreement is created (defaults to today).
End Date :- Auto-calculated based on the selected plan’s Expires After value and billing type.
Previous Invoice Date :- Automatically updated when an invoice is generated.
Next Invoice Date :- Auto-calculated based on the plan’s billing cycle; the next invoice will be created on this date.
Bill and Accounts Section¶
Bill Every :- Auto-filled from the plan; the frequency number of the billing cycle.
Bill Type :- Auto-filled from the plan; the billing period (Day(s), Week(s), Month(s), or Year(s)).
Expires After :- Auto-filled from the plan; the total number of billing cycles before the agreement expires.
Transportation Fees Collection Tab¶
Lists all auto-generated fee records for this agreement. Each row contains:
Date :- The invoice date for this billing cycle.
Fees Amount :- The billing amount (taken from the route cost).
State :- The status of each fee entry.
Invoice State :- Shows the related invoice state (Draft, Posted, Cancelled).
Create Invoice (button) :- Available for Draft fee entries. Creates an
account.move(customer invoice) for this fee line. Visible to Transport Manager group only.View Invoice (button) :- Opens the linked invoice once generated.
Workflow of Transportation Agreement¶
The agreement moves through the following states:
Draft¶
Initial state after creation.
Submit button: moves the agreement to Submitted state.
Submitted¶
Confirm button: moves to Confirmed.
Pending button: moves to Pending state.
Cancel button: cancels the agreement.
Confirmed¶
Agreement Confirm button: moves to Agreement Confirm state.
Reject button: rejects the request.
Cancel button: cancels the agreement.
Agreement Confirm¶
Enroll button: finalises the agreement by adding the student/faculty to the selected stop’s Person(s) list and moves the state to Done.
Cancel button: cancels the agreement.
Done¶
The passenger is now enrolled and active on the route. Automatic fee collection entries are created as per the billing schedule defined by the plan.
Pending / Rejected / Cancelled¶
These states are available for workflow management. Agreements in Pending, Rejected, or Cancelled states can be reset to Draft using the Draft button.
Note
Transportation fee collection lines are auto-generated by a scheduled cron job (transportation_fees_cron.xml) that runs daily. Each run checks all Done agreements and creates the next fee line when next_invoice_date falls on or before the current date.
Views Available for Agreements¶
Agreements support the following views (accessible from the view switcher):
List :- Tabular view of all agreements.
Form :- Detailed record view.
Pivot :- Aggregated analysis by student/faculty and route register.
Calendar :- Agreements displayed on a calendar by agreement date and end date.