Daladala System - Operations & Training Manual

Guide for Admin Staff, Operators, Agents, and Public Verification Users

Table of Contents

1) System Overview

The platform supports buyer-aware ticketing where purchases and tickets can belong to an Agent or an Operator. Payment finalization is centralized, and downstream flows (ticket release, levy accrual, settlement, disbursement) build on that finalization truth.

• Ticketing: create purchase -> initiate payment -> confirm -> release tickets to stock.
• Printing: agent prints available stock into bus-assigned print batches.
• Finance: operator-owned ticket value drives levy accruals and settlement/disbursement.
• Visibility: admin can inspect mixed-buyer data (agent/operator) safely.
• Public trust: serial-based ticket verification is available publicly.

2) Role Access & Navigation

2.1 Admin

• Dashboard
• Configurations (Payment Gateway, Ticketing, Beneficiaries, SMS)
• Routes/Stops/Variants/Fare Stages
• Fleet (Operators, Drivers, Buses, route requests)
• Ticket Purchases, Payments, Reconciliation
• Print Batches, Ticket Voiding
• Levy Accruals, Settlement Batches, Disbursements
• Reports

2.2 Operator

• Dashboard
• Buses, Drivers
• Purchases + payment initiation/status
• Stock (view)
• Reports (summary, buses, exceptions)

2.3 Agent

• Dashboard
• Purchases + payment initiation/status
• Stock and print-to-bus flow
• Print batches (view, print, cancel)
• Reports (summary, purchases, print batches, exceptions)

3) Admin Configuration

Go to Settings -> Configurations and manage sections from the left panel.

3.1 Payment Gateway Settings

• Default provider and enabled channels.
• Provider credentials and callback/security behavior.
• Checkout pending timeout and status polling intervals.
• Reconciliation pending threshold settings.

3.2 Ticket Settings

• Pricing source (route variant base fare/fixed where applicable).
• Pack size and ticketing numbering behavior.
• Operational ticketing controls.

3.3 Beneficiaries

• Manage beneficiary records used for levy allocation/disbursement.
• Configure levy percentage (business-facing percentage label).
• Set payout destination/config used in disbursement execution.

3.4 SMS Settings

• Gateway credentials and sender config.
• Enable/disable SMS channels and behavior.

4) Routes, Variants, Fares & Fleet

4.1 Stops and Routes

1. Create/maintain stops (mark terminals correctly).
2. Create corridors (Route) using terminal A and terminal B.
3. Keep statuses active for operational entities.

4.2 Route Variants and Fare Stages

1. Create route variants with origin, destination, via label, base fare, and distance.
2. Maintain fare stages for stop-level fare progression.
3. Use active fare stage rows for current pricing progression.

4.3 Fleet Management

• Admin manages operators, drivers, and buses.
• Operator manages own buses/drivers.
• Route assignment requests can be reviewed in admin fleet request pages.

5) Purchases, Payments & Ticket Release

5.1 Purchase Creation

• Agent and Operator can create purchases in their portals.
• Each purchase contains route variant line items and quantities.
• Ownership is buyer-aware (Agent/Operator).

5.2 Payment Initiation

• Payment is initiated from purchase page.
• Purchase page contains persistent payment status panel with polling and timeout messaging.
• Modal is used for initiation only, not long wait state.

5.3 Confirmation & Finalization

• Confirmation can arrive by provider callback or admin/manual/reconciliation workflows.
• Centralized finalization updates payment state and purchase state.
• Ticket generation/release and levy accruals are triggered idempotently from finalization path.

6) Stock & Printing Operations

6.1 Stock

• Released tickets appear as buyer-owned stock by route variant.
• Status examples: available, printed, void.

6.2 Agent Print Flow

1. Open stock for a route variant.
2. Choose bus and quantity according to pack-size rules.
3. Submit print to create print batch and move tickets to printed status.
4. Use print sheet output for physical cut-ticket printing.

6.3 Cancel Print Batch

• Allowed on eligible printed batches only.
• Batch status changes to cancelled.
• Tickets are returned to available stock.

7) Levy, Settlement & Disbursement

7.1 Levy Accruals

• Accruals are created for finalized operator-owned ticket value.
• Basis is route variant ticket price (not provider fee/initiator).
• Each accrual links operator, beneficiary, source context, rate, and amount.

7.2 Settlement Batches

• Daily batching groups eligible unbatched accruals by settlement date.
• Batch provides beneficiary and operator contribution summaries.
• Batch generation command is rerun-safe and idempotent.

7.3 Disbursements

• Payout unit is batch-beneficiary amount.
• Disbursement records keep provider payloads/status and audit timeline.
• Duplicate payout safeguards are enforced via idempotency rules.
• Admin monitors pending/confirmed/failed and refreshes provider status where needed.

8) Dashboards & Reports

Dashboards are action-oriented. Reports provide trend and analysis views with filters and exports.

Role	Dashboard Focus	Report Focus
Admin	Health, action queues, buyer mix, financial pipeline	Commercial, payments/reconciliation, ticketing, levy/settlement/disbursement, audit exceptions
Operator	Purchases, payment health, stock risk, route performance	Summary, buses, bus drill-down, exceptions
Agent	Purchases, payment conversion, stock/printing	Summary, purchases, print batches, exception follow-up

9) Public Ticket Verification

Public verification page is available from landing page Verify Tickets button or direct URL /verify-ticket.

1. Enter ticket serial.
2. System searches and displays ticket status and route details.
3. Information shown includes company, route, route variant, stops/fares/distance, and bus driver details.

10) SMS Operations

10.1 Manual SMS (Admin)

1. Go to SMS -> Manual SMS.
2. Select recipient type and recipients.
3. Enter message and send.

10.2 SMS Logs

• View SMS delivery history, statuses, and provider responses.
• Retry failed messages where allowed by permission.

11) Exceptions & Troubleshooting

11.1 Payment stays pending too long

• Check provider callback logs/status.
• Use reconciliation report for stale pending items.
• Use manual confirmation only after verification.

11.2 Tickets not available after payment

• Confirm payment is in confirmed/finalized state.
• Confirm purchase status moved to paid/released.
• Check purchase detail and linked tickets.

11.3 Route or bus not selectable

• Confirm related entities are active.
• Confirm assignments/variants are valid for that flow.

11.4 Public serial not found

• Verify serial format and case.
• Confirm ticket exists and belongs to current environment dataset.

12) Glossary

• Buyer: ownership identity for purchases/tickets (Agent or Operator).
• Route: corridor between terminal A and terminal B.
• Route Variant: directional path with via label and base fare context.
• Fare Stage: stop-level fare progression record within a route variant.
• Print Batch: operation allocating available tickets to a bus for printing.
• Levy Accrual: per-source levy accounting record linked to operator and beneficiary.
• Settlement Batch: daily grouped accrual set for payout preparation.
• Disbursement: provider payout attempt for batch-beneficiary amount.

Document version: 2.0 • Updated for current buyer-aware finance and public verification flows.