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Logistics — Transactions

Overview

The Logistics module manages the travel and accommodation planning for collaborators assigned to projects or departments. It covers three interconnected screens: the Logistics Calendar (where travel events are planned per collaborator), the Logistics Plans list (where the operational execution of each trip is managed), and the Projects Calendar (a read-only view of project hours and field days).

For the end-to-end process, see: Workflow.

Note

For common UI patterns used across SARA (tables, filters, dynamic columns, naming conventions), see: Common Features

Logistics Calendar

Route: /logistics-calendar

Overview

The Logistics Calendar is a Gantt-style timeline that displays every collaborator as a row and their travel events as colored blocks across time. It is the entry point for the logistics workflow: the logistics coordinator creates events here, and confirmed events automatically generate a Logistics Plan (LP) for operational follow-up.

What you will see

  • Timeline grid — Rows represent collaborators (identified by their acronym). Each column is a date. Events appear as colored blocks spanning the dates of the trip.
  • Event colors — Reflect the event status: pending events appear in one color, confirmed events in another.
  • Expiring document indicators — Red blocks on a collaborator's row when a required document (e.g., passport, visa) is approaching its expiration date. These are read-only markers, not clickable.
  • Flight indicators — Small icons on event blocks show whether a flight is included (outbound and/or return leg).
  • Filters — Two dropdowns allow filtering the calendar by specific collaborators or by department.

What you can do here

  • Create a new event — Click on any empty cell in a collaborator's row to open the new event form. Event types: Project, Department, or Visa. Each type requires selecting the relevant project/department and, optionally, plant and budget node. Flight and stay preferences are set here.
  • View event detail — Click an existing event to open a read panel showing full event data, assigned resources, and logs.
  • Edit an event — Opens a form to modify dates, type, project, plant, flight preferences, or notes. If the event has a confirmed Logistics Plan, changes to dates may trigger cancellation flows on existing bookings.
  • Confirm an event — Marks the event as confirmed and generates a Logistics Plan (LP) linked to it. Sends an email notification to the logistics team and to the collaborator's coordinator.
  • Return to pending — Reverts a confirmed event back to pending status (removes the LP link if one already exists).
  • Cancel an event — Permanently cancels the event. This action cannot be undone.
  • Recycle an event — Creates a new event pre-filled from an existing one (useful for recurring trips).

Logistics Plans

Route: /logistics

Overview

The Logistics Plans list shows all generated Logistics Plans (LPs). Each LP corresponds to a confirmed calendar event and tracks the operational bookings: flights and transfers, hotel stays, and vehicle rentals. This is where the logistics team registers the actual bookings and issues Purchase Orders.

What you will see

  • LP number — Formatted as LP.XXXX. Identifies the plan across the system.
  • Status badge — Shows the current LP status: IQUO (In Quote — being processed), INPG (In Progress — POs issued and active), or COMP (Complete — trip finished).
  • Trip indicators — Three icon columns show whether the LP has a flight/transfer, a stay, and a vehicle booked. Red icons indicate missing or incomplete bookings.
  • Dynamic columns — The table supports configurable column display via the "Dynamic tables" button. Default columns: LP#, Project/Department, Collaborator, Trip origin, Trip destination, Return trip origin, Return trip destination, Check-in, Check-out.

Tabs

  • Logistics — Main list of all LPs.
  • Transfer without SPO — Transfers (flights/transport) that have been booked but do not yet have a Supplier Purchase Order (SPO) created.
  • Stay without SPO — Hotel stays without a linked SPO.
  • Vehicle without SPO — Vehicle rentals without a linked SPO.

The three "without SPO" tabs are used by the procurement team to identify bookings that still need POs issued.

What you can do here

  • View — Opens a read-only summary modal of the LP with all booked items.
  • Notes and logs — Opens the standard logs and notes panel for the LP.
  • Admin — Opens the full LP administration screen (/logistics-admin/:id) where all bookings are managed. Only available for LPs not yet in INPG status.
  • Transfer expenses — Opens a modal to assign transfer expense costs from a budget line.
  • Cancel — Cancels the LP and, if POs exist for the bookings, triggers cancellation flows that generate extra-cost or refund records.

Logistics Plan Administration

Route: /logistics-admin/:id

Overview

The LP Admin screen is the full operational workspace for a single Logistics Plan. The logistics team uses this page to enter all bookings (flights, hotels, vehicles, extras), upload confirmation documents, and issue the corresponding Supplier Purchase Orders (SPOs).

What you will see

The page is divided into a summary header and four booking sections:

  • Summary header — Shows collaborator name, internal company, logistics notes, general trip details, assigned logistics assistant, and per diem assistant.
  • Trips — All flight and ground transfer bookings. Each row shows origin/destination city, transport type, dates, supplier, cost, currency, and linked SPO. A colored indicator shows booking status.
  • Stays — Hotel or property stay bookings. Each row shows supplier or property, check-in/check-out dates, number of people, cost, and linked SPO. Roommate assignments are managed here.
  • Vehicles — Vehicle rental bookings. Each row shows vehicle type, pick-up/drop-off dates, supplier, cost, and linked SPO. Passenger assignments are managed here.
  • Extra services — Miscellaneous costs (e.g., visas, gratuities). Each row shows cost type, supplier, cost, and linked SPO.

What you can do here

  • + New trip / + New stay / + New vehicle / + New extra — Opens a form to add a new booking. Requires selecting supplier, dates, cost, and currency. An SPO can be created directly from the form if a credit line exists, or left pending.
  • Edit a booking — Modifies an existing booking's data. If dates change after the event was confirmed, a cancellation and extra-cost flow may be triggered automatically.
  • Upload files — Each booking row supports file uploads (e.g., flight confirmation PDFs, hotel vouchers).
  • Delete a booking — Removes the booking record.
  • Assign roommates — For stays, opens a panel to assign collaborators sharing the room, with date ranges.
  • Assign passengers — For vehicles, opens a panel to assign collaborators riding in the vehicle, with date ranges.
  • General Info — Opens a panel showing the event summary and related data.
  • Related logistic plans — Shows other LPs from the same project/collaborator in the same period.
  • Send to do — Creates a task for follow-up.

Projects Calendar

Route: /projects-calendar · /projects-calendar-by-employee

Overview

The Projects Calendar is a read-heavy Gantt-style view that shows project hours logged by collaborators (pulled from approved timesheets). It provides visibility into how field time is distributed across projects and people over a date range. It does not allow creating or editing records.

What you will see

Two view modes are available, toggled via a link in the top-right corner:

By project (/projects-calendar):

  • Rows represent projects. Each project can be expanded to show the collaborators who logged hours on it during the selected period.
  • Per project, summary columns show: total hours logged, total field days, total flights, and total per diem days.
  • Per collaborator under a project, the same totals are shown individually.
  • Clicking on a collaborator's bar opens a week detail modal showing the day-by-day breakdown for a specific timesheet week: day, date, hours (base 100 and base 60), project/department, country, billable flag, and Kimai sync status (if integration is active).

By employee (/projects-calendar-by-employee):

  • Rows represent collaborators. Each collaborator shows their total hours, days, and flights for the selected period.
  • The same week detail modal is available.

What you can do here

  • Select project(s) / Select collaborator(s) — Filter dropdowns to narrow the calendar to specific projects or people.
  • Apply filter — Applies the date range and selection filters (available in the by-employee view).
  • View week detail — Click on a Gantt bar to see the day-by-day timesheet breakdown in a modal.

Note

The Projects Calendar reads data from approved timesheets. Hours only appear here after a timesheet week has been approved. See Timesheets for details.

Permissions

Permissions

Access and actions are permission-driven. See: Permissions