The US Government Air Card is a form payment used by US government bodies such as the FBI, US Army and US Marines. In case fuel is sold to the US Government based on a direct contract with the government, the fuel will be paid directly by the US Government. Any other charges, such as landing fees, will be paid separately from the fuel, and by a different agency. In such cases, FBO One supports that all charges are processed in one go, using a single online payment transaction. Once the order is processed in the back office, FBO One generates separate invoices; one for the contract fuel and one for the retail handling services.
This document describes:
- how to setup FBO One to work in this manner
- how the AIR Card payment is taken in the front office and what the receipt for the captain looks like
- how the order is reviewed in the back office and how it is split into two invoices, and what each of those invoices looks like.
Setup
A single form of payment is created for a contract fuel card (for example, AIR Card).
A primary Debtor to charge is assigned, and Credit type set to Carnet.
The record for the primary debtor may contain contracts for handling and fuel products.
A contract can be edited to assign an Invoice Debtor, which will result in invoices being split to the correct debtor(s) during the Back Office process.
Settings for contract(s) to be split to an Invoice Debtor should include:
- Invoice Debtor
- Requires Carnet Payment
The option to invoice separately from other contracts should NOT be selected.
In this example, the Invoice Debtor option is used for the fuel contract.
AIR Card order in Front Office
Here is an example of an order with fees, fuel, and services. The operator, Test Aviation, has no special contracts or pricing agreements.
Payment will be made by a contract fuel card (AIR Card).
Notice below that after the Air Card is swiped, the amount due for the order changes. The system is making adjustments for any price agreements that are based on the form of payment (AIR Card) or the primary debtor associated with the form of payment (Air Card DOD DESC).
When the online payment is completed, the debtor on the order changes to the debtor associated with the form of payment. Only one payment transaction is required and the order is not split.
Here is an example of the receipt for the operator, with the prices for contract fuel hidden.
Exception
AIR Card does not allow payment of multiple fuelings to process as one payment transaction. FBO One will automatically combine uplifts that occur within 60 minutes into one fueling. Additional uplifts outside the 60 minute window should be created as separate orders (or moved to a related order) and paid through a second credit card transaction.
AIR Card order in Back Office
Once the order has been transitioned to the Back Office, it should be reviewed and approved for invoicing.
When the order is ready for invoicing, generating the invoice will automatically create separate invoices as required.
In this example, invoices are automatically created for the primary debtor (fees/services) and for the Invoice Debtor (fuel).
Resulting fuel invoice:
Resulting fees/services invoice:
Invoices are sent (as appropriate), booked, and exported in the typical manner.
Note that the appropriate form of payment is shown, along with the appropriate debtors.
The invoice amounts are assigned to the appropriate debtors in the export files.
When the invoices are generated, the order is automatically split to the appropriate debtors.
The Invoice Debtor split information can also be included in reconciliation reporting (requires Data Provider Settings value "IncludeSplitPayments=true" when designing report).
