Overview

This module explains how to use Free Entry Transactions in OpsDriver to add charges directly to an existing invoice—without voiding or editing the original booking. This feature is ideal for adding post-trip costs like parking, tolls, or overtime.

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1. When to Use Free Entry Transactions

This feature is useful when:

• A trip has already been completed

• The original invoice has already been generated

• Additional charges have come up after the fact, such as:

  • Parking fees

  • Tolls

  • Overage charges (e.g., extra driver hours)

  • Other miscellaneous costs

Instead of voiding the invoice or editing the booking, you can add these charges directly to the invoice.

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2. How to Add a Free Entry Transaction

Steps:

1. Open the existing invoice for the completed booking.

2. Click the option to Add a Free Entry Transaction.

3. Enter the description and amount:

   • Example:

     • Description: “Parking Fees”

     • Amount: $85

   • Description: “2 Hours Overage @ $125/hr”

     • Amount: $250

4. Save the entry. The amount outstanding will automatically update to reflect the new total.

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3. Viewing the Updated Invoice

Once free entry transactions are added:

• The invoice total updates immediately

• These line items appear clearly in the description area of the invoice

• If you print or email the invoice again, the customer will see:

  • Original charges

  • Added free entry transactions

  • Updated balance due

This ensures transparency and prevents confusion during the payment process.

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4. Communication with the Customer

When resending the invoice:

• Use the updated version to explain new charges

• Clarify that these additions reflect actual costs incurred during the trip

• Typical language might include:

  • “Added parking fees incurred at drop-off”

  • “Additional hours billed beyond original quote”

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Best Practices

• Use free entry transactions only for post-trip adjustments

• Clearly label each added line item to maintain invoice clarity

• Reprint or resend the invoice immediately after adding entries

• Avoid editing the booking unless changes apply system-wide or need dispatch updates