Extra Travel

How to add/edit additional travel time/distance to Work Items using the mobile app.

The Extra Travel form is used to capture additional travel labour and/or distance travelled that you wish to record for the work item for either yourself, or another user (for example in situations where the other user does not have a mobile device).

Note. This activity/form may have financial impact upon the Work Item i.e. the Journal is updated by this form and depending upon the Work Item's configuration, it may result in costs or charges being incurred. These charges are determined by the Service Level.  

The Extra Travel form is similar to the screen shown below:

To add new Extra Travel:

1. Tap on the Work Item's Activity tab. This will display activities and forms available for the workflow stage of this type of Work Item. 
   
2. Tap the Extra Travel button. A new Extra Travel form will open.
   
   The first page/section of the Extra Travel form is about distance travelled.
3. Tap on the Journey Type field; this will display a pick list of options. This field allows selection of the type of journey such as Collection/Drop of Parts, an Outward journey to the customer/site, a Return journey from a customer/site or if you prefer to record as one entry, both Outward/Return together. This is a mandatory field as it can affect charges that apply during billing. 
4. Tap on the Vehicle Used field; this will enable a search box to allow you to select the vehicle used for the trip/travel, if applicable.
5. To find the required Vehicle, you can type in partial text to search for the Vehicles registration plate or make/model. The results are initially displayed as a count of "matches" i.e. "3 matches for <your text>". To select a specific Vehicle from the returned results of your search, tap "Select a match" (maybe different, depending upon your specific device and version).
6. The Odometer Reading field displays the last known odometer reading for the vehicle selected. If you wish to update this information, tap on the field to edit it. It is not normally a mandatory field.
7. Tap in the Distance Travelled field to input the distance travelled. The units of measure e.g. Miles or Kilometres are determined by next field.
8. Tap in the Units field if you wish to change the Units of measure entered above from the default.
9. Tap on the Notes field; the input text box will enlarge to the maximum size on the device.
   1. Type in the text required (or use device’s voice to text feature if available).
10. If any content within the notes text should be kept private from external parties, check the Private box.
11. Click the Save button to save the first section of this activity/form.
    
    NOTE: If you wish to abort the entry of the activity/form at any time, you can tap the Cancel button. This closes the activity/form and no information is saved.
    
12. The second section/page of the Extra Travel form will now display. This second second is about labour associated with the travel.
13. Tap in the first part of the Start field; the input box display a date selector. Input the starting date for the additional labour. This is a mandatory field.
14. Tap in the second part of the Start field; the input box display a time selector. Input the starting time for the additional labour. This is a mandatory field.
15. Tap in the first part of the End field; the input box display a date selector. Input the ending date for the additional labour. This is a mandatory field.
16. Tap in the second part of the End field; the input box display a time selector. Input the ending time for the additional labour. This is a mandatory field.
17. The By field is used to note the name of the person (who must also be a User within LIVE) who provided/performed the additional labour. If you are entering an Extra Labour for someone other than you, you must input their name into the this field. If you are entering Extra Labour for you, it is not necessary to populate this field.
    1. To find the required User, you can type in partial text to search for the person's name. The results are initially displayed as a count of "matches" i.e. "3 matches for <your text>". To select a specific User from the returned results of your search, tap "Select a match" (maybe different, depending upon your specific device and version).
18. Tap on the required person's name to select the User. If you wish to re-select another User, you may search again using the search button on the field:
    
19. Click the Save button to save the activity/form.
    
20. Depending upon the configuration of the form in the specific work item template, the activity/form will be transmitted immediately or kept locally on the device until the next workflow stage.
21. If you wish to abort the entry of the activity/form at any time, you can tap the Cancel button. This closes the activity/form and no information is saved.
    

To view an Extra Travel activity/form after you have entered it:

1. Tap on the Activity tab of the Work Item.
2. Scroll down to the page to find the Extra Travel entry you wish to view.
   
3. Tap on the edit icon ('Pencil') on the right hand side.
4. The full Extra Travel form will be displayed in a list of sections to represent each page entered.

To edit an Extra Travel activity/form after you have entered it:

NOTE. This assumes the Extra Travel activity/form for the particular work item template has not been configured to "transmit immediately"; if it has, it is no longer editable after it has been transmitted.

1. Tap on the Activity tab for the Work Item.
2. Scroll down to the page to find the Extra Labour entry.
3. Tap on the edit icon ('Pencil') on the right hand side. The Extra Labour form will be displayed.
4. To confirm that you wish to edit, tap on the Edit button ("Pencil") on the bottom right hand side.
   
5. A dialog will display, "Edit this Activity?".
   
6. To continue, tap on the Edit option button. The activity/form is re-opened for editing.
7. As this has more than one section/page, you are prompted to select the section/page from the pop-up dialog.
8. Edit the data as you require and tap the Save button ("tick") at the bottom. The edited activity/form data will now saved.

To delete the Extra Travel activity/form after you have entered it:

NOTE. The above assumes the Extra Travel activity/form for the particular work item template has not been set to "transmit immediately"; if it has, it is no longer possible to delete it after it has been transmitted.

1. Tap on the Activity tab of the Work Item.
2. Scroll down to the page to find the Extra Travel entry.
3. Tap on the Edit button ('Pencil') on the right hand side. 
   
   The Extra Travel form will be displayed.
4. To confirm that you wish to permanently delete the Extra Travel form, tap on the Delete icon ("Trash Bin") on the top right hand side.
   
5. A dialog will display, "Delete this activity?".
   
6. To confirm, tap on the "Delete" option button. The activity/form is deleted.