Accounting

In this quick reference you will learn how to execute your accounting processes with the support of FBO One.

Main screen

By clicking 'Accounting' in the main menu, the main screen for accounting is displayed.

Figure 1: Accounting main screen

This screen contains links to all the back office processes regarding creating and booking invoices in FBO One. The processes are configured in workflows for orders, split orders, invoices and entries.

Approving orders

The first process in accounting is approving all the registered orders that are handled / closed by the operations.

Figure 2: Approving orders process

The easiest way to check the order is to open the handling order report and check if the debtor is correct. Also check if no services are missing and the quantities are correct. Last thing is to check the third-party services. For all received supplier orders, the supplier order number and price should match with the related service.

How do I do this?

By clicking the 'Registered orders' link, a list of all to-be-approved orders is displayed.

Figure 3: Registered orders

Click on the order link to view the order details. Orders in the 'Registered' state are allowed to be edited for example to change the aircraft registration. Also services can be added, changed and deleted.

Click on the 'Approve order' transition when the order is ready to be invoiced. If the order is changed, a notification is displayed showing the difference of the total amount. In case of BILL orders the total amount can be updated. Differences on cash orders need to be solved by adding one or more difference services. Note that the correct differences are added regarding the ledger consolidation.

Figure 4: Approve order

Completing orders

After the orders are approved, the third-party services without supplier order must be completed. When a supplier order has been received by the supplier, the supplier order number and price should be entered in the related service.

Figure 5: Completing orders process

Only complete orders (without uncompleted third-party services) can be invoiced.

See the split invoices blog to learn more about completing orders.

Creating invoices

After the orders are approved and completed, the orders can be invoiced to the customers.

Figure 6: Create invoices process

Invoices are created in batch and grouped by currency code, form of payment and debtor.

How do I do this?

You can easily create invoices by selecting all the completed orders and click on the 'Invoice' transition.

Figure 7: Completed orders

NOTE: A batch invoice must also be created for orders paid with cash or credit card. The invoice is needed to book the revenue into the accounting system.

Send to debtor

@

Figure 8: Send to debtor process

Print invoices

Invoices can be printed in batch by selecting all the invoices to be printed and click on the 'Multiple batch invoices' link.

Figure 9: Printing invoices

NOTE: Ensure that the invoices are filtered on form of payment BILL.

The downloaded PDF-file contains all the selected invoices.

Check invoices

Perform a final check on the invoices before sending them to the customers.

Send to debtor

After the invoices are printed and send to the debtor, all invoices (including the non-BILL invoices) must be marked as 'Sent to debtor'.

Figure 10: Send to debtor

Booking invoices

The last process in FBO One is to book the invoices into the accounting system.

Figure 11: Book invoices process

Create entry

Select all the sent invoices and click on the 'Book invoices' link. In the transition screen, the entry period needs to be selected.

Figure 12: Booking invoices

After clicking OK, a new entry is created. The entry contains the export file that can be imported into the accounting system.

Import into accounting system

Click on the 'Download Export file' link in the entry details page, to download the export file.

Figure 13: Entry details

Mark entry as processed

After the export file is successfully imported into the accounting system, the entry can be marked as 'Processed'.

Figure 14: Process entry

If the import fails you can delete the entry and book the invoices again.

Front office

In this manual you will learn the basic features of FBO One and how to run the front office operations with FBO One.

All FBO locations, just one click away

The homepage is the dashboard of the application. It provides access to all fbo locations, general reports and centralized data.

Figure 1: FBO One Dashboard

The 'FBO Locations' section provides a list of all fbo locations the current user is authorized for. With a single click the user can zoom into each fbo location. This makes it easy for fbo locations to assist each other. It is also possible to create new orders on a centralized location.

 

When an fbo location is zoomed in, FBO One sets this fbo location as the current fbo location.

Figure 2: Current fbo location

Click here to learn more about configuring access of fbo locations.

General reports

The 'Reports' section provides a list of general reports to support the work processes for the front office.

Aircraft type listing

This report gives an overview of all the aircraft type information available.

Figure 3: Aircraft type listing report

Centralized data

In the 'Centralized data' section the user can quickly add new data shared by all fbo locations. The user can add new contacts in the form of organizations and persons, aircraft registrations and types, products and stations.

Click here to learn more about adding new contacts.

Click here to learn more about adding new aircraft registrations and types and stations.

Click here to learn more about adding new products.

Quick Search

From each page it is possible to quickly find all existing information available. Just select the type of information you want, enter the text to search for and FBO One will return all matching information. FBO One uses an intelligent Google-style search to find your information. For example when you enter a piece of text from a bulletin board message, you can find the order or the contact or whatever you want. If you want to find the operator based on a telephone number of a crew member, just enter the telephone number and click "Go".

 

Figure 4: Select the type of information you want

 

Figure 5: Enter the search text

 

Figure 6: Select from the matching results

 

It is also possible to use multiple search words to refine your search. This makes it easy to quickly find your information even in very large data sets.

 

Figure 7: Refine your search text

 

Figure 8: Click GO to open the details page

The technical implementation of the search logic makes it possible to fine-tune the matching search results.

 

History

To quickly return to a previously visited screen, the system remembers all the recently visited screens for each user session. The recent history list is available by clicking the History link on top of the screen.

Figure 9: History link

The recent history list is chronologically ordered. Simply click on an item to open this screen again.

 

Figure 10: History of recently visited pages

Trace

FBO One logs all the internal processes performed when a user action is executed. This makes it possible to analyze the behavior of the system. By clicking the Trace link on the top of the screen a list of recently created trace logs during the user session is displayed.

Figure 11: Trace link

By clicking a trace log entry in the list the complete trace log is displayed in XML format.

Figure 12: Trace log example

Browse FBO

The 'Browse FBO' page is the main screen for the front office. It provides an overview of all the open orders and gives insight in the workload of the coming shift. Also shift related reports can be accessed from here.

Current user

After the user has logged in with his username and password, the display name of the current user is displayed at the top of each page.

Figure 13: Current user

 

All user actions are validated against the configured role-based authorizations.

Click here to learn more about configuring users and roles.

Default FBO location

Based on the current user the 'Browse FBO' page is displayed showing the open orders of the default fbo location for the user. The default fbo location can be configured for each user.

Click here to learn more about configuring fbo access.

The user can easily switch to another fbo location by navigating to Home and select the desired fbo location from the list of available fbo locations.

Open orders

In the 'Open orders' section, all the (front office) open orders are displayed in chronological order. Dependant of whether the aircraft has arrived or not, the most actual arrival or departure time is used for sorting. Actually the sorting is fully configurable because it is steered by the workflow state of the order. Workflow states that lie before the aircraft has arrived use the most actual arrival time as sort time and the other workflow states use the most actual departure time as sort time. The grid is therefore sorted so that the order with the first arrival or departure moment is on top.

Order (Reg / Flight)

The 'Order' column displays the name of the order. When the order is not flight related, the name is a combination of the short name of the fbo location plus a unique sequence number within the fbo location. Flight related orders use the aircraft registration code plus the inbound and outbound flight numbers.

By clicking the order name, the order details page is opened.

Deviations in flight schedule

In FBO One supports deviations in the flight schedule by providing different input fields to register the scheduled, estimated and actual time. Also the allocation of airport and airway slots can be registered.

In the open orders overview arrival and departure times are displayed in red when it is a slot time.

Below is an overview of the available arrival and departure times:

Arrival times	Description
S (TA)	Scheduled time of arrival
E (TA)	Estimated time of arrival
A (TA)	Actual time of arrival
P	Airport slot
W	Airway slot

 

The most actual arrival time is determined in the following order: ATA, W, P, ETA, STA.

Departure times	Description
S (TD)	Scheduled time of departure
E (TD)	Estimated time of departure
A (TD)	Actual time of departure
P	Airport slot
W	Airway slot
?	Pending. Use this option in combination with the STD to mark that the entered time is an indication and not a confirmed departure time.

The most actual departure time is determined in the following order: ATD, W, P, ETD, STD.

Parking position

The 'Parking' column displays the parking position of the aircraft.

Client

The 'Client' column displays the operator.

By clicking the operator, the contact details page is opened.

Aircraft type

The 'AC Type' column displays the aircraft type of the aircraft registration.

By clicking the aircraft type, the aircraft type details page is opened.

Uncompleted services or tasks

The second last column displays an icon to notify that there are one or more services or tasks not completed yet.

By hovering the icon a tooltip is displayed showing for example:

Unresolved messages

The last column displays an icon to notify that there are one or more unresolved bulletin board messages.

With FBO One it is easy to share all kinds of information and use it all together in the right context. For each order, all related unresolved messages from the aircraft registration, operator, debtor and order itself are collected.

This makes it possible to create perfect teamwork, even across the fbo locations, and give each individual the vip treatment they wish for.

 

By hovering the icon a tooltip is displayed showing for example:

Planboard

The 'Flights' section displays all the flight-related orders open for the front office for a time interval of 12 hours. By default, the planboard starts 2 hours before the current local time of the current fbo location and ends 10 hours after the current local time. The planboard is by default divided into blocks of 15 minutes.

The planboard has a default refresh interval of 1 minute. This means that each 15 minutes the planboard moves one block.

By clicking the previous and next hyperlinks the user can scroll through time. The 'current' hyperlink navigates to the default mode displaying the current local time.

Workload peaks

At the top of the planboard a stack-chart shows the workload peaks during the time interval. This information helps to anticipate on rush-hours. Because workload peaks are related to arrival and departure times, for each time block (of 15 minutes) the number of arrivals and departures are summarized.

Figure 14: Workload peaks

Every block can have one of the following values:

    Zero arrivals and departures

    One arrival or departure

    Two arrivals or departures

    Three or more arrivals or departures

By hovering a workload peak a tooltip displays the time block.

Workflow state

The colored bars in the planboard show the turnaround of the flights. The bar indicates the time from arrival until departure.

Aircrafts with the current fbo as their home base are mostly displayed at the bottom of the planboard with a bar surfacing the complete width of the time interval. The departure of the aircraft is somewhere far in the future with the pending flag checked.

Order highlighting

The orders in the planboard can be quickly related to the open orders grid by hovering the order bar in the planboard. The related row in the grid is highlighted in blue.

Slot allocations

When a flight contains an airport or airway slot an icon is displayed. The order bar can have a slot icon for the inbound flight leg as well as the outbound.

Figure 15: Allocated airport and/or airway slot

By hovering the slot icon a tooltip displays the slot information.

Figure 16: Slot information in tooltip

Pending departures

When the departure time of an order is not known yet, it is possible to enter an indication of the departure time and check the pending flag. The bar will be displayed until the pending departure time with a question mark icon at the right of the bar.

Figure 17: Pending departure time

Order quickmenu

By clicking the order (colored bar) in the planboard, the user can quickly access the most frequently used operations.

Figure 18: Order quick menu

 

Via this menu you can quickly open the order or aircraft registration details. Also all available operations related to the order are accessible without the need to open the order details first.

The debtor order number functions as an extra identification of the order in case there are no flight details registered yet.

The quick menu closes automatically when the mouse cursor leaves the surface of the menu.

Reports

FBO One provides the following reports to support the daily work processes of the front office:

• Daily Flight Program
  
• Daily Services Summary
  

Daily Flight Program

This report provides an overview of all the inbound and outbound flights on one day. The ramp agents on the platform use this report to see which aircrafts arrive and departure from the platform. When the order has a quick turn around and the arrival and departure is on the same day, this report shows two lines. One for the inbound flight leg and one for the outbound.

Figure 19: Daily Flight Program Report

Daily Services Summary

This report provides an overview more or less the same as the daily flight program. This report however shows the service details rather than the flight details. This report is used by the ramp agents on the platform to see which services are requested and whether these services are completed or not.

 

Figure 20: Daily Services Summary Report

[x]    Service is NOT completed

[v]    Service is completed

 

Entering new handling requests

By clicking the Create order item in the main menu bar, you can create a new order for the current fbo location.

Figure 21: Create order page

There are three alternatives to create an order:

• based on an aircraft registration
  
• based on an inbound flight number
  
• based on a debtor
  

Based on an aircraft registration

The most common scenario is creating an order based on an aircraft registration. This applies to most operators who contain a small fleet of aircrafts.

Step 1 is to select the aircraft registration from the auto lookup field. After clicking the search icon, FBO One searches through all available aircraft registrations and returns all that match in a list.

 

Figure 22: Enter the search text to find the aircraft registration

 

Figure 23: Matching aircraft registration found

 

The noise chapter is displayed as a notification and the operator is determined based on the operator.

 

Figure 24: Operator determined from aircraft registration

 

Step 2 is to enter the available inbound and outbound flight information. The STA and STD determine the positioning of the order in the planboard.

 

Figure 25: Create order based on an aircraft registration

Based on a flight number

Operators with a large aircraft fleet could have a carrier code. In this case the operator might choose to fly with a different aircraft registration, but the flight number remains the same.

Step 1 is to enter the flight number of the inbound flight leg. A flight number is divided into a carrier code and a number.

 

Figure 26: Create order based on a flight number

 

Notice that the operator is now determined based on the inbound carrier code. If no debtor with the entered carrier code is found an exception is displayed.

Figure 27: Invalid carrier code exception

If no carrier code is filled in the operator cannot be determined and an exception is displayed.

Figure 28: No operator and debtor found exception

Based on a debtor

When the flight information is not available at all, but the debtor (who pays the invoice) is, you can create the order based on a debtor.

In this case just select the debtor using the auto lookup field. FBO One searches through all available debtors. See chapter 10.1 Contacts to learn more about configuring debtors.

Often the debtor's order number is used as a reference to the order request of the debtor.

Determining the operator

The operator is the organization which employs the crew members that fly the aircraft. The owner of the aircraft is beyond the scope of FBO One. The owner could be the operator self, but also for example a banking company.

The operator is automatically determined by the aircraft registration. When the aircraft registration is not entered, the operator is determined by the carrier code of the inbound flight number.

Determining the debtor

The debtor is automatically determined by the operator. By selecting another debtor, the user can explicitly overrule that the operator will be the debtor.

Handling services

When the aircraft registration is selected, FBO One automatically adds handling services based on the MTOW (Maximum Take Off Weight). The MTOW of the aircraft registration is related a handling category which contains products to be automatically added. Each handling category has a MTOW range.

Click here to learn more about configuring handling categories.

Initial workflow state

When the new order is based on a debtor and has no aircraft registration or flight number, the initial current state is set to the startup workflow state of the "Order" workflow.

In other cases the initial current state is set to the startup workflow state of the "Handling Order" workflow.

Click here to learn more about workflows.

Order details

After a new order is created, automatically the order details page is opened. The order details page contains all the order related information and operations.

Figure 29: Order details page

Side bar

The side bar at the left shows the most frequently used information and operations.

Order details

The order details section shows a link to the order details. With this link you can easily open a second order details page. The date is the creation date of the order.

Current workflow state

The header of the workflow section shows the name of the current state of the order. Below the available workflow actions are displayed based on the current state. More details later in chapter 15 Configuring workflow.

Inbound flight

This section shows the most actual arrival time, the station from where the aircraft is coming from and with how many passengers (PAX) on board.

 

Label	Description
Arrival	Most actual arrival time followed by time indicators (S, E, A, P, W)
From	Name of the station. By clicking the station link you can navigate to the station details.
PAX	Number of passengers
GenDec	Declaration (todo)

 

Behind the arrival time is displayed which time fields are available. By hovering this time indicator a tooltip shows all the inbound flight times.

Figure 30: Arrival/departure time tooltip

Outbound flight

This section shows the most actual departure time, the station towards the aircraft is flying and with how many passengers (PAX) on board.

Label	Description
Departure	Most actual departure time followed by time indicators (S, E, A, P, W)
To	Name of the station. By clicking the station link you can navigate to the station details.
PAX	Number of passengers
GenDec	Declaration (todo)

AOC/Credit

This section shows information relevant for the price calculation.

Label	Description
Pay vat	Displays whether vat is calculated based on base information of the debtor. See chapter 9.5 Price calculation to learn more about the price and vat calculation.
AOC	Indicates whether the AOC data below is used from the debtor or the from the operator.
Nr	AOC number
Date	AOC expiration date
Credit	Payment term in days

Header

Label	Description
Operator	The name of the operator. Link opens the contact details of the operator.
Registration	The aircraft registration. Link opens the aircraft registration details.
Aircraft type	The aircraft type. Link opens the aircraft type details.
Debtor	The name of the debtor. Link opens the contact details of the debtor.
Order number	Debtor's order number
Payment	Form of payment (f.e. BILL, Cash, CC, Pin)

Services

In the services tab all requested services are displayed. Initially when the order is created, this list contains all the services that are automatically added based on the handling category.

Label	Description
Product	The product code of the service. Link opens the service details.
Quantity	The number of units plus the type of unit. For example 1 occ(urrence) or 586.37 liters
Unit price	The unit price based on the fbo and time specific product data.   Note: the unit price is 0.00 in case the handling order is not calculated yet or the unit price must be entered manually because it concerns a third-party service.
Order	Supplier order number. Relevant for third-party services.
Remarks	Free remarks
State	The current workflow state of the service. When the (primary) service has no workflow registered based on the product data, all current states of its secondary services are displayed. This is used to support parallel workflows. More about workflows and tasks is described later in chapter 15 and 15.1

Flight information

In the flight tab all inbound and outbound flight information is displayed.

Figure 31: Flight information tab in order details

Later in this document the flight information is described in more detail.

Audit log

In the log tab all order-related changes are displayed.

Figure 32: Audit log tab in order details

Editing order details

Based on the current workflow state of the order the order can be edited or not.

By clicking 'Edit order' in the order details side bar, the edit order page is opened.

Figure 33: Edit order page

The side bar now shows the order number to go back to the order details.

When you change the aircraft registration all handling services that are automatically added will be deleted and new handling services based on the new handling category are added.

When you change the debtor, the vat and pricing of the services are recalculated. See chapter 9.5 to learn more about price calculation.

When you change the form of payment, disbursements can be added automatically based on the whether the form of payment concerns credit or not.

Deleting orders

Because deleting orders would break the order number sequence, it is not possible to delete orders from FBO One. Use the workflow action "Cancel" to remove the order.

Flight information

The following flight information can be registered:

Label	Applies to flight legs	Description
Flight type	Both	Indication of the type of flight. When for example a 'Medical' flight arrives an ambulance could be arranged.
Flight number	Both	Carrier code and flight number. Note that changing the carrier code will not update the operator. This only applies to creating new orders.
From	Inbound	The station where the incoming aircraft has departed
To	Outbound	The station where the outgoing aircraft will arrive
STA	Inbound	Scheduled time of arrival
ETA	Inbound	Estimated time of arrival
ATA	Inbound	Actual time of arrival
STD	Outbound	Scheduled time of departure
ETD	Outbound	Estimated time of departure
ATD	Outbound	Actual time of departure
Pending	Outbound	Flag to indicate if the STD is pending
Crew	Both	Number of crew members on board
PAX	Both	Number of passengers on board
Pieces	Both	Amount of the luggage on board
Weight	Both	Weight of the luggage on board
Airport slot	Both	Time of the allocated airport slot
Airway slot	Both	Time of the allocated airway slot

Updating flight information

Based on the current workflow state of the order the inbound flight leg and/or outbound flight leg can be edited or not. When the aircraft has arrived you could disable editing the inbound flight information for example.

By clicking 'Edit flight' in the order details side bar, the edit flight page is opened.

Figure 34: Edit flight page

Validation checks

• Arrival
  time (inbound) must lie before the departure time (outbound)
  
• The carrier code must be related to an
  operator
  

Line services

Adding services

Based on the current workflow state of the order services can be edited or not.

By clicking 'Add service' in the order details side bar, the add service page is opened.

Figure 35: Add service page

Select a product from the list products. Only primary products with valid product data for the fbo location of the order can be selected. Also the flag 'Can add manually' must be turned on. Handling services usually have this flag turned off because these are added automatically.

Validation checks

• Quantity
  must be more than
  zero
  
• Products
  with 'MultipleEntry' turned off, can not be added more than once to the same
  order
  

Service details

By clicking on the service in the services tab in the order details page, the service details page is opened.

Figure 36: Service details page

The side bar contains more or less the same information as in the order details.

Optional secondary services

The section 'Secondary services' contains a list of available secondary services that can be added manually. This makes it easy to add optional tasks, surcharges or extra discounts.

Header

 

Label	Description
Product code	The product code of the product that is serviced to the client. Link opens the product details.
Description	The description of the product. When a fbo specific description is configured in the product, this description is displayed.
Price per unit	The aircraft type. Link opens the aircraft type details.
Debtor	The name of the debtor. Link opens the contact details of the debtor.
Order number	Debtor's order number
Payment	Form of payment (f.e. BILL, Cash, CC, Pin)

 

Supply order details

For third-party services a free text field is added to enter specific details about the order to the supplier. For catering type of services it is easy to provide a whole list of items and extra remarks.

Also a delivery time can be entered to notify that the service must be received before this time.

Supply order report

The supply order can be easily printed and faxed to the supplier.

Figure 37: Supply order report

Updating services

By clicking 'Edit service' in the service details side bar, the edit service page is opened.

Note that this is not possible for secondary services. These service do not have a quantity and unit price.

Deleting services

By clicking 'Delete service' in the service details side bar, the delete service page is opened.

This operation applies to primary services as well as secondary services.

Handling orders

Handling Request

For each order a handling request can be printed. This report shows the most important information needed for the front office to handle the order and is used to initiate a paper file for the order. All future reports produced in FBO One can be attached to the paper file including all the received faxes, supplier orders and other printouts.

Figure 38: Handling Request report

The handling request report can be printed by clicking the 'Handling request' link in the order details. Automatically a new browser window or tab is opened showing the report.

 

Figure 39: Print handling request

Confirming the handling

After all requested services are added to the order, the order can be easily confirmed to both the debtor and the operator.

Click on the link 'Confirm handling' in the order details or the quick menu in the planboard and the confirm handling page is displayed.

Figure 40: Confirm handling workflow transition

Figure 41: Confirm handling workflow action

By checking the email checkboxes the handling confirmation report is automatically emailed to the email address of the debtor and operator. The content of the email message can be configured.

See chapter @ to learn more about configuring emails. When a debtor or operator has more than one email address, you must select the correct email address.

When the OK button is clicked, the order details are reopened and the handling confirmation report is automatically opened in a new browser window or tab.

You can also print the handling confirmation afterwards by clicking the link in the side bar of the order details page.

Figure 42: Print handling confirmation

Figure 43: Handling Confirmation report

Registering arrivals

When an aircraft arrives, the related order can be easily updated.

Click on the link 'Aircraft has arrived' in the order details or the quick menu in the planboard.

Figure 44: Aircraft has arrived workflow transition

Default the current local time is filled in.

Figure 45: Aircraft has arrived action

Completing tasks with workflow

In the services tab in the order details you can quickly see the overall state of all the tasks.

Figure 46: Completed tasks

Click here to learn more about configuring workflows and tasks.

Price calculation

Each time the order details is opened, all the primary and secondary services of the order are recalculated.

Unit price and amount

The unit price of each primary service is determined from the valid product data for the specific fbo location. For third-party products the unit price in the product data is empty. In this case the user must enter the unit price.

The amount of the service is calculated as follows: quantity * unit price. The amount is rounded to two decimals, which means that 144.6349 will be rounded to 144.63.

Vat amount

The vat amount is calculated based on the rounded amount of the service.

Below a flowchart is drawn to explain the logic of the vat calculation.

Figure 47: Vat calculation flow-chart

Secondary services

The unit price for secondary services is calculated through the price agreements. When the price agreement is a percentage, the unit price is the percentage multiplied by the rounded amount of the primary service.

Click here to learn more about configuring price agreements.

Applying discounts

FBO One can automatically apply discounts on services based on price agreements that are made with the debtor. For example, it is possible to apply a discount on all landing fees or fuel for a specific debtor.

Click here to learn more about configuring discounts.

Applying disbursements

FBO One can automatically apply disbursements on services when the debtor is paying on credit. This is steered by the form of payment of the order. Form of payments with the flag 'Is credit' turned on cause that disbursements are added to all disbursable products.

Click here to learn more about configuring disbursements.

Applying surcharges and optional tasks

FBO One can automatically apply disbursements on services when the debtor is paying on credit. This is steered by the form of payment of the order. Form of payments with the flag 'Is credit' turned on cause that disbursements are added to all disbursable products.

Finalize payment

When the client is about to depart, the payment of the order can be easily handled.

Click on the link 'Finalize payment' in the order details and the finalize payment page is displayed.

Figure 48: Finalize payment workflow transition

 

Figure 49: Finalize payment workflow action

Select the form of payment and click OK. The handling order report is automatically opened in a new window or tab and the order details page is displayed.

When the OK button is clicked, the order details are reopened and the handling confirmation report is automatically opened in a new browser window or tab.

Validation checks

• Form of payment must be filled in
  
• All third-party services must contain a unit price and a supplier order number
  
• All services and tasks must be completed (workflow end state)
  

Handling order report

You can also print the handling order afterwards by clicking the link in the side bar of the order details page.

Figure 50: Print handling order

When the handling order is printed before payment it contains a watermark with the word 'Concept'.

Figure 51: Handling Order report

Registering departures

When an aircraft departs, the related order can be easily updated.

Click on the link 'Aircraft has departed' in the order details or the quick menu in the planboard.

Figure 52: Aircraft has departed workflow transition

 

Figure 53: Aircraft has departed action

Validation checks

• All services and tasks must be completed (workflow end state)
  
• PAX and flight type fields are filled in for both inbound and outbound
  

Handing over to the back office

After the front office has completed all of its work, orders can be handed over to the back office with a simple workflow state transition.

Figure 54: Hand over to back office

 

Getting started

In this quick reference you will learn how to setup FBO One and use it for your own fbo location(s).

Access to Fbo One

FBO One is a web application. To access FBO One you need a connection to the internet.

Open the web browser and surf to the url (internet address) provided by Amsterdam Software.

Figure 1: Login page

You can login with the credentials below.

Username: demo

Password: demo

 

The main screen is the browse FBO screen which is displaying all the currently open orders. FBO One is shipped with a set of demo data. This gives you the possibility to quickly explore the key features of FBO One without having to configure anything.

 

Figure 2: Browse FBO screen

Setup My FBO

To start using FBO One for your own fbo, you can easily delete all the demo data and start building up your own fbo location in FBO One from scratch.

Navigate to the ADMINISTRATION section and click on the Demo and Training - Maintenance link at the bottom of the administration menu.

Figure 3: Setup my fbo

Click on the "Setup my fbo" button to delete the demo and start with a clean system.

A new fbo location "My FBO" is created.

After a while when the setup has completed, the login page is displayed again. You can login with the same credentials as before. The browse FBO screen is displayed again, but now without any demo data.

Figure 4: Clean browse FBO screen

FBO location details

The first you need to do is configure your new fbo location in FBO One. Open the fbo locations administration screen [menu: Administration – FBO Locations] and click on the Edit link to change "My FBO".

Figure 5: Edit fbo location

Enter the details of your fbo location. In the table below all the fbo location properties are described.

Field	Description
Name	The full name of your fbo location
Short name	The short name for your fbo location. The short name is often used for display purposes. Usually the icao code of the station is used.
Station	The airport station where the fbo location is located
Administration	The administration that handles the back office. Note that different fbo locations can use separate administrations.
Currency code	The currency in which the orders and invoices are calculated. Currently we do not support multiple currencies within one fbo location.
Flight order workflow	The workflow that needs to be followed when handling a flight order. Usually this is 'HandlingOrder'.
Non-flight order workflow	The workflow that needs to be followed when handling an order that is not flight related, such as an over-the-counter order. Usually this is 'OTC Order'.
Fuel mutation workflow	The workflow that needs to be followed when a fuel mutation is handled. Usually this is 'Fuel mutation'.
Cfmu enabled	Enables the integration to receive actual flight information from CFMU (EuroControl)
IsHandlingOffice	Check this if you are a handling office instead of an fbo location

 

Creating your first order

You can now create your first order.

Click here to learn more about creating and handling orders.

To delete test orders you can click the 'Delete orders' button in the Demo and Training – Maintenance screen of the ADMINISTRATION section.

Figure 7: Delete test orders

Services

Currently the orders do not have any services. To be able to add services to an order such as handling fees, airport fees, catering, hotel, fuel, etc. you need to configure these as products first.

Click here to learn more about configuring products.

 

Third-party products

For third-party products such as catering, taxi and hotel, the supplier needs to be configured in the contact relation management module. The next chapter describes how to add your suppliers.

Handling categories

To automatically add services like handling fees to each order, you need to configure handling categories.

NOTE: If a service (like handling fees) needs to be booked on different ledgers in the accounting system, you must create this product for each handling category. For example: HANDLING-01, HANDLING-02, etc.

Click here to learn more about configuring handling categories.

 

Parking fees

Parking fees can be calculated automatically based on the airfield opening times.

Click here to learn more about configuring parking fees.

 

Surcharges for night, weekend and holidays.

Surcharges on handling fees can be calculated automatically based on the airfield peak times.

Click here to learn more about configuring surcharges.

 

Customer relations Management (CRM)

Customers (operators and debtors)

FBO One already contains a large set of operators and aircraft registrations. To run a smooth operation you need to put the complete customer list in. This means adding new customers that are not in the system yet and complete the contact details of pre-configured customers.

TIP: An efficient way to complete the customer list is to use the backup and restore functionality. This gives you a tool to easily download the existing customers to Excel, extend the customer list in Excel and upload it back into FBO One.

Click here to learn more about backup and restore with Excel. An example on how to complete the customer list is used.

 

Suppliers

Add all the suppliers of third-party services. By entering the email address the supplier will receive an automated email of the supply order.

Staff members

Add all the staff members of your fbo location. This is used later to configure the users.

 

Click here to learn more about all the customer relation management (CRM) features.

 

Forms of payment

FBO One is shipped with one pre-configured form of payment: BILL (invoice).

To support cash or credit card payments, just add the different forms of payment in the form of payment administration screen [menu: Administration – Forms of payment].

Application settings

Before actually using FBO One, it needs a little customizing by configuring the application settings.

Company logo on screen

FBO One can show the company logo on the top of each screen.

The logo is determined by the CustomerName setting. This setting is already pre-configured.

If it is not correct, please send us an email at support@fboone.aero

Company logo on reports

All reports also contain the company logo. This logo can be set through the ReportLogoFileName setting which is already pre-configured.

Click here to view the complete list of application settings.

 

Report settings

FBO One reports contain customizable headers and footers which can be configured through report settings. This gives you the possibility to print the fbo location contact details in the report footers.

Click here to view the complete list of report settings.

 

Email settings

FBO One sends automated email messages like a handling confirmation and movement notifications on arrival and departure.

The subject and body of each type of email message can be configured through the email settings.

Click here to view the complete list of email settings.

 

Security

FBO One has a role-based security model built in to restrict access to specific functionality. FBO One already contains a commonly used set of roles and users.

Click here to learn more about security in FBO One.

 

Pre-configured Roles

 

Role	Code	Description
OPS	Operations	Front-office users
ACC	Accounting	Back-office users
POWER	Power-user	Limited group of users with extra privileges such as security and workflow configuration
MGT	Management	Managers with restricted read permissions
ADMIN	Administrator	Limited group of users who can update master data
SYSTEM	System administrator	Administrators who have access to application critical data. Abuse can result in a failing application
NA	Not available modules	Special role to disable chargeable application modules

Pre-configured Users

 

User name	Description
CfmuUser	Special user used for the CFMU integration
demo	Should be deleted after the setup is complete
ops	General user for operations
system	Special user for remote support

 

Back office Setup

Administration details

The first thing we need to do is configure an administration. Open the administrations screen [menu: Administration – Administrations].

Add a new administration with for example the name of your company or accounting system to integrate with.

Figure 8: Administrations screen

ID Generators

Open the idgen administration screen [menu: Administration – ID Gen]. Configure the ID Gen as displayed in the figure.

Figure 9: ID Generators screen

Vat codes

Open the vat codes administration screen [menu: Administration – Vat codes].

Figure 10: Vat codes screen

Entry periods

Open the entry periods administration screen [menu: Administration – Entry periods].

Ledgers

Open the ledgers administration screen [menu: Administration – Ledgers].

Export values

Open the export values administration screen [menu: Administration – Export codes/values].

 

VAT blues in Europe

Gradually, we see that FBO's and Executive Aviation Handlers in Europe need to apply strict rules when applying (or more accurately, not applying) VAT on their handling invoices.

In general, private and corporate flights flown with privately owned aircraft are applicable to VAT. Flights from commercial operators, like air taxi operators, are exempt of VAT.

So, how to decide between the two? This still varies a bit country by country, as there are no guiding EU regulations in place. From practice, we have learned the following:

1. The tax office requires a proof that is confirmed by a third party when you do not charge VAT. For individual flights, no such proof exists. The "Flight Type" that is present in CFMU is a direct copy of the flight plan that is filed by the operator, and there is no third party who validates it. So you cannot use it a validated source.
   
2. In The Netherlands, the tax office has decided to accept a copy of the AOC – Air Operator Certificate – as a valid proof, because that is a document that is issued by an official third party in the country of origin. In a minority of the cases, for individual flights this could be incorrect (for example, in case of private use of a commercial or government aircraft), but this accepted by the tax office as no other validated source is available. Also, the countries that issue an AOC regularly check that the operator indeed has a majority of their flights in commercial aviation, and they will revoke the AOC if that is not the case.
   
3. In a few exceptional cases, the presence of a valid AOC can be insufficient as proof. For example, some corporate owners have an AOC. This raises the suspicion that they use their fleet mostly for corporate flights and not for commercial aviation like air taxi.
   
   1. In The Netherlands, such operators are requested by the FBO/Handler to sign a declaration form, that states they use their fleet for commercial aviation in the majority of the flights (basically re-iterating what is stated in the AOC); and also that they take on any risks and liabilities for the fact that they are not charged with VAT. So basically, in case of doubt: it is best to move the risk and the burden of proof to the customer.
      
   2. In France, the FBO/Handler not only needs to have a copy of the valid AOC on file, but also make sure that the operator is listed the commercial operators listing of the country of origin.
      

In FBO One, you can enter if you have a copy of the required 'proof' on file, as well as the expiration date of these documents. Based on this, FBO One will then automatically apply VAT correctly on the handling invoices it generates.

How to create a pivot table with Excel 2003

This memo shows how to download invoice data to Excel and generate a report using the Excel pivot table feature. You can send this report to your clients along with each invoice, to specify the charges in the invoice by service type, or for your own management reporting.

Start by download all invoice lines ('Services') into Excel. Go the FBO One reporting menu, select Export Type 'Services', and click 'Start export'.

Open the download file in Excel. Note that you must save it first, and give it any name you like. If you do not save it, Excel will show an error message when you try to create the pivot table.

After saving the file, create a Pivot Table by selecting the command 'Pivot Table and Pivot Chart Report…' from the Data menu in Excel. Accept the default options; this will generate an empty pilot table on a new work sheet.

After you clicked finish in the PivotTable wizard, the empty pivot table will show:

To configure the pivot table, do the following:

• Add the Product Field to the Column Area. Do this by clicking on 'Product' in the PivotTable Field List, select 'Column Area' from the 'Add to' drop down list, and click 'Add to'.
  
• Add the Order number to the Row Area. Do this by clicking the 'Order' field, select 'Row Area' from the list and click 'Add to'.
  
• Add the sum of the Amount Incl. VAT to the data area. This involves two steps. First click Amount Incl. VAT, select 'Data Area' and click 'Add to'. See figure below:
  
  
• Next, change the calculation setting for the Amount Incl. VAT field from 'Count' to 'Sum'. Do this by selecting one of the cells in the data area, for example cell B12 in the sample below. Then right-click in this cell, and select 'Field Settings…' from the context menu.
  
  

  
  

• Change the summarize by setting from 'Count' to 'Sum', like so:
  
  
• Finally, in order to be able filter on a specific invoice number, add the Invoice Field to the Page Area:
  
  

In order to populate the report for a specific invoice, go to the Invoice selection list that is now present in column B1, and select the invoice number (e.g. 7):

In order to format the report nicely, select the header row (row 4), right-click to show the context menu and select 'Format Cells'. In the Alignment tab, enter 45 degrees.

Product configuration

Background

Products are the types of services that can be provided by the fbo. Examples of products are handling fees, airport fees, magazines, cleaning, catering, hotel, etc. Also tasks like notam and weather are configured as products.

Figure 1: Relation between products and services

 

Adding new products

Click on the 'Add product' link on the HOME page to add a new product.

Figure 2: Add product link

The 'Add product' screen is displayed. Enter the details of the product and click on 'OK' (Alt+S) to save the product.

Figure 3: Add product screen

In the example a new catering product is created, because a new catering supplier is used.

Below is an overview of all the input fields:

Field name	Description
Product code	A logical name identifying the product. The product code must be unique and is mostly be used for internal use.
Description	Description of the product, which is used for external communication like the handling confirmation and handling order.
Unit code	The type of unit explaining the quantity. For example 'occ' for occurrence or 'lt' for liters. Unit codes can be configured in the administration section.
Secondary product	Indicates if the product is a primary or a secondary product. If the product is a secondary product, you need to attach the product to one or more primary product before you can use it. Note that a secondary product cannot be changed into a primary product when it is used as a secondary service on one or more orders!
Order number required	Indicates if the service requires a supplier order number in order to be able to pay the handling order. This flag is usually enabled for third-party products. In the pay order transition all services with this flag enabled, must have a supplier order number. In the transition action 'CompleteThirdPartyService' also the supplier order must be entered if this flag is checked.
Can add manually	Indicates if (primary) services of this product can be manually added to the order via the 'add service' screen. If this flag is disabled, the service is not available in the list of available services. For secondary services it indicates if it is available in the available secondary services section of the service details screen. Usually this flag is only disabled for automatically added products like handling fees, disbursements, notam, etc.
Multiple entries	Indicates if the product can be added more than once to the same order. Usually this flag is disabled for products like handling fees, airport fees, parking, free toilet service, etc.
Show in order	Indicates if the services without a price (0.00 or empty) are displayed in the services overview in the order details screen. Note that services which do have a price are always displayed. This flag can be disabled for products that use a price calculator. Examples of these are peak/off-peak handling fees, night surcharges, etc.
Show on request/confirmation	Indicates if the services are displayed on the handling request and handling confirmation reports. This flag can be disabled for products like handling fees.
Show on daily services summary	Indicates if the services are displayed on the daily services summary reports. This flag can be disabled for products that do not need handling on the ramp like handling fees or airport fees.
Show on handling order	Indicates if the services without a price (0.00 or empty) are displayed on the handling order reports. Note that services which do have a price are always displayed. This flag can be disabled for tasks like notam and weather.
Sort index	A numeric value used to customize the sorting of the services on overviews on screens and reports. Services with the same sort index value are sorted alphabetically on product code. To determine the correct SortIndex you can use the product overview screen in the Administration section described later.
Supplier	The supplier that supplies the product. The list contains all the available suppliers (organizations marked with IsSupplier)
Supplier product code	A reference to the product code of the supplier. The supplier product code is displayed on the supplier order report.
Unit price	The fixed price per unit. Usually the unit price is left blank for third-party services where the supplier determines the unit price. Note that the unit price is only used for primary products. For secondary products the pricing is configured via the price agreements of the primary product.
Vat code	The vat that applies to this product. The calculation of the vat is also determined by the PayVat property of the debtor and the operator.
Check (AOC) from operator	Indicates if the vat calculation is determined by the PayVat property of the debtor and the operator. Disable this flag if vat must apply for all debtors/operators.
Workflow	The workflow that needs to be handled. The list contains all the workflows of the workflow type 'orderline'. For more information about workflows, see the Workflows manual.
Remarks	Internal remarks

 

Products details

After the new product is created, the product details screen is displayed.

Figure 4: Product details screen

 

The product details can be easily searched for using the quick search. If the product has no valid product data for the current fbo location, the product is not available in the quick search. In this case you need to use the products list in the administration.

Figure 5: Searching product details

 

tails is to click on the product code link in the service details screen of an order.

Figure 6: Product link in service details screen

Edit products

By clicking on the 'Edit product' link in the product details screen, the product header details can be changed.

Figure 7: Edit product

The configuration of the dynamic fbo specific data of the product is described later in the product data.

Delete products

By clicking on the 'Delete product' link in the product details screen, the product header details can be changed.

Figure 8: Delete product

By deleting the product, also the underlying product data will be deleted.

When the product is used as a service on one or more orders, the product cannot be deleted.

Product data

A product contains many properties that are dynamic like the pricing. For example fuel often has a different price each month. With the concept of product data, it is easy to configure the dynamic product data for a specific period of time by setting the valid until date.

New created products contain by default one product data row that is valid until 01-jan-3000. This more or less indicates that the product data is static and will never change.

Figure 9: Product data

The product data tab shows all the product data for the current fbo location.

Configuration

Product data can be easily configured in advance by configuring multiple product data rows. This way you can already configure the product for the next month or year. In the next picture three product data periods are configured with different pricing.

Figure 10: Product data time periods

To configure this, change the default valid until date of 1-jan-3000 to 1-jan-2008. Next you create a new product data record for the period from 1-jan-2008 until 1-feb-2008 and a new product data record for the period from 1-feb-2008 until 1-jan-3000.

Figure 11: Configuring product data

Below is an overview of all the input fields:

Field name	Description
Valid until	Indicates the time span that the services use this product data. Default is 1-jan-3000, which indicates that the product data is always valid.
Description	An fbo specific product description.   Because the same products (header) can be used for different fbo locations through the product data, you can override the default product description.
Unit code	See the [add product] fields.
Vat code	See the [add product] fields.
Check aoc for vat	See the [add product] fields.
Workflow	See the [add product] fields.
Ledger	The ledger of the accounting system to book the services.
Cost center	The cost center of the accounting system to book the services.   Cost centers can be used to divide the costs per fbo location.
Sub admin	The sub administration of the accounting system to book the services.   Sub administrations can be used to divide the supplier debts.
Supplier	See the [add product] fields.
Supplier product code	See the [add product] fields.
Price calculator	The price calculator that is used to calculate the unit price and/or quantity of the services.   Price calculators can be used when the price or quantity is determined by dynamic data of the order. Examples are parking fees (based on arrival/departure times), surcharges (based on peak times) and flight type discounts such as position or fuelling.
Price calculation Excel doc	Not used

If no valid product data is available the product details screen will display the following information. Normally this tab page will display the product data that is currently active.

Figure 12: Product without valid product data

 

Secondary products

In FBO One products can be extended with secondary products. This makes it possible to automatically attach and calculate products like discounts and disbursements. Secondary products are also used to automatically add tasks like notam and weather to the handling service.

Figure 13: Configuring secondary products

In the example above a disbursement is added to the catering. You can do this by navigating to the product details of the primary product 'Catering' and add the secondary product 'Disbursement'.

Below is an overview of all the input fields:

Field name	Description
Secondary product	The secondary product. The list contains all the secondary products.
Always auto add	Indicates that the secondary product is always added to the primary product. Usually this flag is checked for tasks.
Auto add on price agreement	Indicates that the secondary product is added to the primary product when a price agreement for the debtor is available. Usually this flag is checked for products like discounts.
Auto add on credit	Indicates that the secondary product is added to the primary product when the order is paid on credit (form of payment BILL). Usually this flag is checked for products like disbursements.

 

Price agreements

Price agreements are used to configure discounts, disbursements and special contracts for customers. The unit price of secondary products always needs to be configured by price agreements. For primary products, price agreements can be used to configure special contracts.

Figure 14: Configuring price agreements

In the example above a disbursement is added to the catering. You can do this by navigating to the product details of the primary product 'Catering' and add the secondary product 'Disbursement'.

Below is an overview of all the input fields:

Field name	Description
Secondary product	The secondary product. The list contains all the secondary products of the current primary product.   Leave this field to 'Unspecified' when the price agreement applies only a primary product.
Debtor	The debtor to which the price agreement applies.   Leave this field blank if the price agreement applies to all debtors. This price agreement is called the default price agreement. Debtor specific price agreements overrule the default price agreement.
Percentage	The percentage of the amount of the primary service can be configured.   For primary products you can use the percentage to give discounts or disbursements to specific customers.   Note that only the number of the percentage is entered (see Figure 14).   The price of the service will be: [primary unit price] x [primary quantity] x [percentage]
Min	The minimum price of the price agreement. It is always used in combination with a percentage.
Max	The maximum price of the price agreement. It is always used in combination with a percentage.
Price	The fixed price.   A price agreement must have either a percentage or a fixed price.
Valid until	The time until the price agreement applies.

Export values

Export values are the link between FBO One and the accounting system. When the invoices are exported into the accounting system, the product export values are used to book the services on the correct ledger.

 

Figure 15: Configuring product export values

In the example above all services of the product are booked on ledger number 600.

Multiple export values can be attached to the product. See the Accounting manual to learn more about export codes and values.

Products overview (administration)

In the Administration section of FBO One, an overview of all the products is displayed. The product data of all fbo locations are displayed in the detail list below the products list.

Figure 16: Products overview

Product data summary (accounting)

In the Accounting section of FBO One, an overview of the complete product configuration can be printed.

Screen: Accounting – Product data summary link + details

The report contains a list of all primary products, secondary products and price agreements.

Figure 17: Product data summary report

Field name	Description
Type	The type of product.   P: Primary product P/A: Primary price agreement (not implemented yet) S: Secondary product S/A: Secondary price agreement
Product code	The product code.   In case of a secondary product or price agreement the product code is indented with [->]
Organization	The contact short name and debtor number.   P: Supplier of the product S: Not available S/A:[DEFAULT] in case of a default price agreement, else the debtor short name and number is displayed
Amount	The fixed price of the product.   P: Unit price from the product data S: Not available S/A: Price from the price agreement
Unit	The unit code from the product details
%	The percentage of the price agreement. Does not apply for [P] and [S].
Min	The minimum amount of the price agreement. Does not apply for [P] and [S].
Max	The maximum amount of the price agreement. Does not apply for [P] and [S].
Valid until	The date until the product or price agreement is valid.   P: Valid until from the product data S: Valid until from the price agreement S/A: Valid until from the price agreement
Multiple entry	The [Multiple entry] option of the product
AAA	The [Always auto add] option of the secondary product assignment. Does not apply for [P] and [S/A].
AAP	The [Auto add on price agreement] option of the secondary product assignment. Does not apply for [P] and [S/A].
AAC	The [Auto add on credit] option of the secondary product assignment. Does not apply for [P] and [S/A].
Check AOC	The [Check AOC] option of the product data. Does not apply for [S/A].
VAT %	The VAT percentage of the product data. Does not apply for [S/A].
Ledger	The ledger value of the product data. Does not apply for [S/A].
C	Indicates if the services of this product are cumulated (compressed) into one entry line in the entry.
Cost center	The cost center value of the product data. Does not apply for [S/A].
Sub admin	The sub administration value of the product data. Does not apply for [S/A].

 

Automatic surcharges

Background

Some flights arrive or depart during the night or on a Sunday or bank holiday. In this case a surcharge can be automatically calculated.

Airfield peak times

The calculation is based on airfield peak times which can be configured in the Administration section.

Figure 1: Airfield peak times

Figure 1 contains an example of a default week schedule which has night peak times from 23:00 until 07:00. The list is a chronological list of time periods indicating a peak or off-peak period. The list starts at Sunday 00:00 with peak until Monday 07:00. From Monday 07:00 until 23:00 it is off-peak, and so on.

By defining a week schedule it is already possible to automatically calculate surcharges for night and Sunday.

Bank holidays

To calculate surcharges for bank holidays, also the airfield peak times are used. First we need to create a new list for the bank holiday. The easiest way is to copy the existing peak list by clicking the "copy" link.

Figure 2: Copy peak list

A new peak list is created. To configure the peak list as a bank holiday we need to change the valid from date to the bank holiday date.

Figure 3: Bank holiday

Because the bank holiday is a copy of the week schedule, we need to remove all time periods except the first.

Figure 4: Remove week schedule from bank holiday

The bank holiday now only contains a peak time period.

Figure 5: Bank holiday peak time

The last thing we need to do is configure a new week schedule for the period after the bank holiday. We can do this easily by copying the first week schedule of 01-jan-2000. In the list below a few more bank holidays are configured simply by copying the 24-mrt-2008 bank holiday.

Figure 6: List of week schedules and bank holidays

Note: it is important that the last peak list is a week schedule.

Surcharge calculators

The automated surcharges are calculated by price calculators in combination with the default prices in the product data and/or price agreements. In the system a surcharge calculator for both peak and off-peak are available.

Figure 7: Price calculators

The peak surcharge calculator resets the price of the service if the flight arrives or departs in off-peak. The off-peak surcharge calculator resets the price of the service if the flight arrives or departs in peak.

To enable a service to use the surcharge calculator, the price calculator needs to be attached to the product.

Figure 8: Attach peak surcharge calculator to product

 

How to send movement notifications

Q: I want to send movement notifications in FBO One, because I want to automatically notify operators, debtors and airport authorities when a flight arrives or departs. How do I do that?

A: FBO One can automatically send emails when a flight arrives and departs.

To send automated movement notifications enable the options "Arrival notification" and "Departure notification" in the contact details.

Airport authorities

To send movement notifications to the airport authorities you need to add a new organization. Enter the email address and enable the notification options.

In the station details of the fbo, the airport authorities can be configured.

Configuration of the email messages

In the Settings screen of the Administration section the emails for the arrival and departure notifications can be configured.

Hope this helps,

Ferry

How to merge two contacts

Q: I want to merge two contacts in FBO One, because I have two organizations that are the same. How do I do that?

A: Open the contact details of the organization you wish to delete and click "Merge".

Select the target organization to merge with.

All the related details are moved to the target organization and the current organization is deleted.

Hope this helps,

Ferry

How to add services in bulk

Q: I want to quickly add multiple services at once in FBO One, because the customer requests many services. How do I do that?

A: Click in the order details on "Add services".

Enter the quantity of the services requested.

Configuration

In the product details you enable the option "Can add in bulk" to display the product in the list of default services in the Add services screen.

Hope this helps,

Ferry

How to configure the browse fbo screen

Q: I want to configure the browse fbo screen in FBO One, because I want to choose which information is visible in the open orders grid. How do I do that?

A: In the Settings of the Administration section you can edit the setting Default.PlanboardOrderGrid.

This setting contains the columns that will be visible and in which sequence they will be rendered.

The following column names can be set:

Information	Column name
registration/flight number	OrderDisplayName
handling station	HandlingStation
arrival	MostActualArrivalDateTime
departure	MostActualDepartureDateTime
parking	Parking
client	Debtor
aircraft type	AircraftType
pending tasks count	Tasks
unresolved bulletin board messages	Alerts
third-party changes	Reviews
pax (in/out)	Pax
from/to (icao)	FromTo
gendec	Gendec
unhandled services details (extra row)	Services

 

TIP: By adding the "Services" column name an extra row for the unhandled services will be displayed in the open orders grid.

From here it is easy to click on the service and change the workflow state in the service details screen.

Hope this helps,

Ferry

How to split invoices

Q: I want to send a split invoice in FBO One, because on departure for some third-party services we haven't received the supplier order with the price yet. How do I do that?

A: You can just leave the prices blank and handle the order. FBO One will split the services without price from the original order. This makes it possible to let the customer pay all the handling services with cash or credit card on departure and send an invoice for the third-party services later.

In the picture below you can see two services with a pending price. These prices are displayed as a question mark (?). Catering is marked in black, because this service is allowed to be invoiced later. The airport fees is marked red, indicating that the unit price is required to complete the handling by the front office.

In the product details can be configured whether a service is allowed to be invoiced later or not.

See that the "Unit price required" is set to "No" for Catering.

After the airport fees have been completed and the catering has been boarded, the handling order can be paid by the customer.

There are two alternatives to complete the handling order:

1. On account
   
2. Cash or credit card
   

NOTE: A split invoice will only be created for orders paid with cash or credit card.

Register on account

When the customer has an account, you can work through the default workflow (arrived -> handled -> paid -> departed -> registered) or use the "Register on account" shortcut. This shortcut combines all the workflow steps from arrived to registered and sets the form of payment automatically to "BILL".

In the register on account action screen, the departure details need to be entered.

See that the order has now moved from arrived into registered and the catering service still has no price. Because the order will be invoiced, the back office can wait the catering supplier order and send a complete invoice to the customer. By leaving the price empty the back office is also able to split the order and send a separate invoice for the catering later.

Cash or credit card

When the handling order is paid with cash or credit card, the Payment completed action screen will display all the services without price.

Tick the Split order checkbox to split the services to a separate order.

The handling order report displays the catering services with a remark that it will be invoiced later on a separate order.

In the order details a link to the separate order is displayed.

In the order details of the separate order also a link to the initial order is displayed. Note that the flight information is still available on the separate order.

A reference to the initial order and flight information is also visible in the handling order report.

Handling received supplier orders

When a supplier order has been received from the supplier, the order accounting screen can be used find the correct service to complete.

Select Catering in the product filter and all the orders with pending catering services are displayed.

Click on the service to open the service details and enter the price and supplier order number to complete the service.

Hope this helps,

Ferry

How to create a credit invoice

Q: I want to send a credit invoice in FBO One, because there was a mistake in an invoice that was sent to a customer. How do I do that?

A: First, note that you can create new products for creating credits, Using Home / Add Product. For example, you can create a product 'HANDLING FEE CORRECTION'. By creating a special product for it, you can make sure that the same VAT/AOC rules are used for the credit as for the originally invoiced product.

Click OK to create the product

Then, go to "Create Order" screen to create the credit invoice. In this screen clear all fields; only enter Debtor and External Remarks:

Click OK and you will see the order screen

Choose 'Add service' to add order line that will contain the amount to credit.  

Click OK to add the service:

Choose 'finalize payment' to complete the order workflow. Choose form of payment 'BILL'.

This will generate a PDF for the handling order. You can ignore that PDF, because a new copy will also be generated when you create the actual invoice.
Next click 'Register order' to move the order to the 'Accounting' workflow.

From there, you can handle the invoice in the Accounting pages as any other order. So, you will have to approve it, and then create and send the invoice.

Hope this helps,

Ries