Add New Trip

Short-Cut Keys (Function Keys)

Add New Trip

The above function keys speed up data entry:
 

There are several entry fields that we will go over and explain. Some of the fields are self-explanatory so we skipped these.

Account Number:

Can be any combination of letters and numbers, for example, last name of a person, company name, etc: like CASH, WEDDING, JOHNSON or 9735554444

As you type the name, LimoWiz Auto-Fill feature finds the closest Account Number in the list of accounts. If the Account No does exist, press the zoom button. This will display the account list. Here you can add, edit and search for an account etc.

To select an account from the account list, you can either double click on the highlighted account or click on the Select button. This action will close the account list window and fill the appropriate fields on the trip window.

If the account type is an INDIVIDUAL, Contact field defaults to SELF and the account’s Last

Name & First Name will fill Last Name & First Name. Trip type, discount %, gratuity % and pay method will also be displayed and appropriate calculations will be computed.

Note: For one-time customers, you can create an account like CASH, then enter only Pay Method, Account Type and Gratuity Percentage and leave everything else blank.

Limo ID:

This must be your limousine company ID. Always keep it the same unless you’re a licensed user of more than one Limousine Company. This ID is used for multi-limousine service billing.

Reserved By / Contact:

Each account can have one or more people making reservations. Their phone numbers can be saved for future reference. Accounts can either be added from Account edit window or from screen.

Reference #:

Some accounts may ask you to add Reference # or an order number to a certain trip, so that they track their employee travel expenses. When you print an invoice/statement, this Ref # is printed after the Contact name.

Last/First Name:

Each account can have one or more passengers on file especially corporate accounts.

Pickup Date and Drop off Date:

Entered in the format MM/DD/YYYY. Gray (+) & (-) keys may be used to increase or decrease the date respectively. You may also click on down arrow button to display a monthly calendar.

Drop off date is optional but recommended for the dispatch window Graph option to work correctly. (See Dispatch Window)

Hint: For today’s date, press the letter T.
 

Pick Time / Drop off Time:

Entered in the format HH:MMAM or HH:MMPM. Example: 01:30PM. Drop off time is optional, but required if you plan to use the dispatch window Graph option.

Trip Zone: (From / To): Is the trip zone entered on Prices list. Some people may call them transfers that have a flat rate like an airport drop off.

To flip the zone, click the Flip button. To move quickly to character after the /, press the CTRL

key. In the above example, the I-Beam moves to the letter J in JFK.
 

Important Note: If you want to enter a description that will not be looked up in the zone file, just prefix the Trip Zone by a * (star); this can be used for AS DIRECTED or a flat rate job.
For example: * AS DIRECTED or * SPECIAL RIDE
 

Service Type: MUST BE ENTERED for the rate to be updated on the screen!

Rate/Hour:

Is the vehicle rate per hour, which depends on the service type. (Vehicle Hourly Rates are kept on file). Rate/Hr has no effect on the charges unless the # of Hours (Next field) is entered which adjusts Trip Rate accordingly.
Hours MUST be entered from 00 to 12 where minutes must be entered from 00 to 60. So one hour and ½ hour must be entered as 01:30, one hour and quarter hour must be entered as 01:15. One hour and 45 minutes is entered as 01:45.

Miles: here you enter number of miles for trips that are done by the mile. The Rate/Mile is based on the Service Type used.

Parking & Tolls:

Is based on the town and destination selected in the Trip Zone field

Wait Time (WT):

Is the Waiting Time in minutes entered in the format HH:MM. For example: 01:30 Hrs which means one and half-hour. The WT charged depends on the Wait Time Charge per hour, which is kept in vehicle hourly rates file. Please see Fleet Hourly Rates and Service Types File option under Browse Menu.

 
Early/Late Hour (E/L Hour):

Early/Late hour charges can be setup under LimoWiz Setup & Preferences menu option. See File menu. These charges are added to the Trip Total depending on the Pickup Time that you enter.

You are asked whether you want to make the change to Early/Late Hour Charge.

Extra Stops (XS):

The charge for all extra stops made. The XS description can be entered in the routing detail.

Blank Input Area:

Provided just in case the Trip Date is found in the Important Dates file, for example, LABOR

DAY has a holiday charge of $10.00. See the Browse menu Holiday Date and Charges selection.

Note: You may type anything else in this area like refreshments, etc.

Gratuity (Tip):

Entered either as a percentage or an amount. To enter an amount instead of the %, make the percentage zero (0) and overwrite the amount. Gratuity can be computed before or after applying the discount. See the Setup Menu: Trip tab page.

Discount:

Entered either as percentage or an amount.

Misc:

Consists of a description and an amount. For example, Phone Use $10.00.

Deposit:  (This field is for compatibility only. Deposits should be entered as payments in the trip payment window. This field will be removed in a future update) Consists of a description & an amount. Example: CK #562 100.00
 

Tax: (GST: for Canadian users). The name can be changed to something else, like Airport Fee.

To change see the LimoWiz Settings Tax Info tab page.

Administration Fee:

Processing fee can be applied to trip. This fee is based on the Trip Total.

Posted Total Due:

Is the saved Total Due and reflects any payments made against the trip.

Pay Method:

Is how the trip is paid for like CA for CASH or DB for Direct Billing CC for Credit Card

Entering Routing (Pickup and drop off details):

Here you can enter pickup and drop off details, flight information and anything else you wish, like points of interest.

This info is printed on trip ticket, confirmation sheet and single trip invoice, but not on multi trip invoice/statement)

F6-Account Address: Paste (Place) account address on current line.

F7-Passenger Address: Paste passenger address.

F9-If the account has passengers on file, you can also paste other passenger address.

VERY IMPORTANT NOTE: For the Account or Passenger directions to print on Reservation

Ticket, the address line in the routing detail must be exactly the same; otherwise the directions will not print at all. Use <F6> and <F7> to retrieve the address lines and to place them on routing lines or click on the appropriate address button. Do not type the address manually, so that customer address direction will print on driver trip tickets.

As you can see, you can click on the push button to insert account or passenger address (for corporate accounts), enter flight info, and enter miscellaneous items for example: BROOKLAKE

COUNTY CLUB.

Entering Flight Info:
Click on the Flight info Button or press <F8> for Flight Info Window.

To make it faster for you to enter the flight info, AutoComplete is in effect for Airline and City.

Airport will be filled automatically depending on the trip type. When done press F2 or Save button.

LimoWiz uses the comma as a template character. Do not delete those commas. They will not print on trip tickets. You should always use the Flight Info button to enter flight information.

For arrivals, the airline's phone number will be inserted automatically on routing line.

Entering Miscellaneous Items or User Customized Lines:

You can add and lookup anything you wish from hotels, special notes, etc.

Type a few letters then click on Misc. button or press <F5> to find the closest item you're searching for.

Saving a Trip:

After you enter routing information, click the Save button to go back to first trip window and click on the Save button or F2. LimoWiz will display a window with a new trip number and allows you to add a new trip, Edit or Leave (close) the window.

Please not that if you add a trip using the Add Trip icon on the main toolbar of LimoWiz, the trip may not appear immediately on the dispatch window until about 10 seconds, while if use the Add button on the dispatch screen itself, the trip will appear right away.

Entering Round Trip Information:

LimoWiz can speed up round trip entry by using the following steps:

When you see with Trip Saved window, click on the Round Trip button. This will open a new trip window; fill the old information up to the date field. Now you can click on the

Ditto button on the toolbar or press F10 key on each field you want to ditto. LimoWiz will fill in the trip window fields with the previously entered data.

Ditto Example:

Let us say you entered a previous trip where Account No saved was WORLD.

When the mouse I-Beam is on the empty Account No field, click Ditto button or press F10.

LimoWiz now fills in WORLD and automatically moves the mouse I-Beam to the next item.

The same procedure applies to all fields on the first trip window and on the Routing window.

Once you are done, save the trip. Done!

Entering a trip should take less than a minute to complete for most types of reservations. As you become familiar with LimoWiz entered trip may take 10-15 seconds.

You can also create a round trip from existing trip and flip first two lines of routing. See trip window, Round Trip button on top toolbar.