View Scheduled Fare Increase
Fare Increase: Scheduled. How to Implement
Follow these steps when you wish to schedule an increase in one, several or all fares at a specific time in the future. For example, if you plan on increasing (or decreasing) your fares effective January 1st of the new year, you may follow these procedures to add the new fares to your system from several hours to several weeks or months before the increase actually occurs.
- Before beginning Fare file modification, it is helpful to make a list of your current service types as listed in HWeb Agent Tools Configuration Fare and Services Services Tab. Expand the narrow grey column to the left of the SERVICE NAME column heading by clicking on the column edge (cursor changes to a double arrow <|> ) and dragging the column edge to the right. This will reveal the Service Numbers – displayed to the left of the corresponding Service Name. These numbers will be used in later steps when revising the fares.
- Make a backup copy of all CSV files, including fares, zone, PTP (point to point), etc. Give the backup copies a name that clearly identifies that these files are the fares prior to your fare change (ex: bosfaresBU_yymmdd) . Save these backup files to a different location on your computer/server, so that you will not confuse them with later with your revised fare files.
- For all fare files to be updated, make an additional copy and save with the letter ‘-n’ at the end of the name: ex: bosfares-n.csv, ptpfares-n.csv, zones-n.csv, etc. These will be the fare files you actually revise, update and modify. They will be your new (-n) fare files.
- Open each of the –n.csv fare files using MS Excel or other similar spreadsheet software. In the very top left grid square, you will see the code ;NCC or ;NSC. Change the last letter of the code to the letter ‘N’ so that it reads ;NCN or ;NSN.
- Scroll across to the right until you reach Column AD (#29) labeled: New Fare Effective Date. Into this column enter the 6 digit date that the new fare will take effect: ex: mm/dd/yy The date can be different for different locations as you scroll down the column. For Example the first location on your fare table could be Boxford and the New Fare Effective Date might be 06/01/04 but the second location on your list would be Charleston with a New Fare Effective date of 6/15/04. Generally, for ease and simplicity, the New Fare Effective date will be entered in all fields in the column, until you have reached the last location listed in the fare table.
- Save your Changes (remember that many spreadsheet programs will generate a warning message when closing or saving your file in CSV format. When saving a CSV file, formatting of text, columns, etc., is lost.) When warned that saving as a CSV formatted file will result in loss of formatting you can say YES and save as CSV format anyway.
- Time to review your fares: Get the list of Service Numbers and Service Names which you generated in Step 1. Go through all locations, one row at a time, and determine what the base fare (excluding all charges, surcharges, tax, etc) for a single passenger will be and enter that value in the column marked
- SVC1 Fare 1 (single passenger or dedicated) – Total charged 1 pass for SVC1
- SVC1 Fare 2 (second passenger) – Total charged for 2 people for SVC1
- SVC1 Fare 3 (third passenger) – Total charged for 3 people for SVC1
- …. (may end here, or may have Fare 4, Fare 5, etc…..up to 10)
- SVC1 Fare X (additional passengers) – Amount charged each addl passenger for SVC1
- NOTE: As soon as the incremental increase for an additional passenger remains constant, then stop entering fares in Fare 2, Fare 3, etc. Go to the Fare X column and enter this incremental amount in this column.
- Example: Shared Van service is $10 for the first passenger, $18 for 2 Passengers and then $5 for each additional. Your fare columns will then look like this:
SVC1 Fare 1 (single passenger or dedicated)
SVC1 Fare 2 (second passenger)
SVC1 Fare 3 (third passenger)
SVC1 Fare X (additional passengers)
- Repeat this process horizontally across the row, entering fares into all service types (up to 18 Services) for this location. **If a SVC Fare column is left blank, then this service type will not display as an option for your client, when agents or dispatchers are entering reservations. Example: Shared Van Service SVC6, is not available from location: Charleston – No fare numbers will be entered in any of the SVC6 Fare # columns. Shared Van Service will not display as an option when entering reservations to/from Charleston.
- Repeat the process vertically – Going through every location (Fare Record Name) in your fare table.
- While updating fares in fare tables, review the information displayed in other columns as well. This is an opportunity to revise, update and correct any mistakes, misspellings, etc. you may have made earlier.
- SAVE OFTEN – Save your files early and often as you work through them. Fare file maintenance can be time consuming and you do not want to find yourself in the situation of having to go back and recreate these documents because the electricity went out while you were working and all your pending changes were lost!
When you are finished revising your fare tables, it is time to import them into the Hudson System. Normal import procedures are followed (**Note: if uploading to web reservation system, skip to bottom of page):
Open the HWeb Utility program. Select Functions then Import Fare Table. You will need to scroll the network to the HudsonCSV folder again and select the new fare file (ex: bosfares-n) and click Open. Utilities will then ask you: Do You Wish To Append the Existing Fares2 table. CLICK YES!
You will then be able to observe the Utility importing all of the fares into the Hudson Software. When it is finish, it will say Operation Complete.
Your update is finished. You should now be able to Start the Agent software and place a reservation, selecting a date that is after/beyond the new fare effective date you specified in the fare table. The old fare should display for any date before this, and the new fare should display from the new fare effective date on.
Important notice to Res Agents and Dispatchers regarding new fares:
*** Existing reservations in your database are not automatically updated or revised by importing a new fare file. The original fare for a given service will be displayed and charged UNLESS the reservation is opened and the Generate Fare and Services key is pressed. If the reservation is opened, and the Generate Fare and Service key is pressed, then the fare for that service, according to the date of travel will be modified or adjusted accordingly. You should discuss with staff and managers, how existing fares for previously entered reservations will be treated after updating and importing new fares.
*** Quick reservations do not follow the effective date. All quick reservations use the current table. So once the effective date has passed you must reimport your fares under the current fare table method.
Uploading a scheduled fare increase to the Web Reservations System.
- Login to the Online Reservation Utility Page with your user name and password.
- Select Upload and Import a CSV
- Upload File: Click the Browse button, to scan your local computer for the new fare file (example: bosfares-n) and the path to the bosfares-n.csv file will be added to the field.
- Airport: select appropriate airport from the drop down list
- TableID: this will typically be Default for most fare tables. If you are uploading a fare file whose name ends in -1, -2, etc, this is an Alternate fare table. In this case select from the drop down list the number that corresponds to to the alternate fare table being uploaded.
- Click the UPLOAD button
- The fares will upload and may take a brief while depending on the number or records in your fare table. You will see confirmation text, in red, indicating the number of records uploaded and added.
- Test your new fares by entering a reservations prior to and then after the new fare effective date.