Daily reports

Daily reports

FBOs have to produce daily paperwork in many forms. For example, the airport may require a list of movements expected for the next day, or the line service agents may need to take a printed list of movements with them in case they don't have access to FBO One on their mobile device.

In this chapter, we describe how to use and to create these daily reports.

The daily reports can be found in the bottom right corner of the OPS screen.

 

Built-in daily reports

FBO One already has several standard built-in daily reports available. 
 

Daily Flight Program

A detailed daily report about arrivals and departures is the 'Daily Flight Program'. 

The Daily Flight Program report is a printable PDF document containing the following details:

  • Aircraft Registration
  • Parking position
  • Passengers
  • A/C Type
  • Operator
  • ETA / ETD
  • Arrival / Departure ICAO code
  • GenDec requirement
  • Arrival / Departure country 

The arrivals and departures on the Daily Flight Program are sorted on ETA / ETD.

The daily flight program looks like this:

 

Daily Service Summary

The 'Daily Service Summary' is also a printable PDF document showing almost the same details as the Daily Flight Program, but instead of the columns 'GenDec' and 'Country' at the end, the 'Requested services' on each arrival and departure are shown.

Each requested service has a open box [ ] or a filled box [v] in front of it, indicating whether the service is finished or still needs something done.

The Daily Service Summary looks like this: 

 

Daily movements screen

The 'Daily movements screen' is not so much a report as the Daily Flight Program and the Daily Service Summary. The purpose of the Daily movements screen is to display all movements planned for that on a separate screen in your FBO.

The Daily movements screen will show you all arrivals and departures planned for that day, sorted on Estimated Time of Arrival (ETA) and Estimated Time of Departure (ETD) and is refreshed automatically.

The daily movements screen looks like this:

 

Running daily reports

Running a daily report for the current day

Running a daily report for the current day can be done easily by clicking on the date behind the daily report in the OPS screen. Sometimes there are multiple days in the future or in the past available, depending on the setup of the daily report.

Running a daily report for any specific date

To run a daily report for any specific date in the future or in the past, click on the name of the daily report and specify a date.

 

Examples for custom defined daily reports

The standard daily reports in FBO One are hard coded, meaning that there is no way to alter these daily reports. However, it is possible to create custom daily reports yourself. How to do this is explained in the next chapter.

 

Basic daily movements report

This example explains how to create a customized basic daily movements report.

This example covers the following aspects:

  • Create the customized Excel template
  • Upload the template into FBO One 
  • Create the report to fill the template with data
  • Setup the report as a daily report

The end result looks like this:

 

Creating the template

Before you can fill the report with data from FBO One, you will have to create the template for the report in Excel. Any format saved in the Excel file, like text size, cell size and color will also appear upon requesting the report later on in FBO One.

Start by inserting the company logo. This can be done by either dragging the logo from a map into the Excel file or by clicking 'Insert' -> 'Picture' and browse for the picture.

 

 

Below the company logo there is room to type any text you want. In this case this we will put the FBO location here. Adjust the font and size to anything you want.

 

Next you have to define which order information you want to show in each column. In this example the columns are:

  • Registration - The aircraft registration 
  • Ordernr - The order number
  • Pos - The current parking position of the aircraft
  • Pax - The amount of passengers on the flight
  • AC type - The aircraft type 
  • Operator - The operator
  • A/D - Either Arrival (A) or Departure (D)
  • Time - Time of the arrival or departure in UTC
  • From - 4 letter ICAO code of the station the aircraft arrived from
  • To - 4 letter ICAO code of the station the aircraft will depart to

Add these columns to row 10.

Each column can be adjusted in width to suit for the length of the information inserted. The column 'Registration' and 'Operator' must therefore be larger than the columns 'From' and 'To'. To adjust a column in width, right click on the column, click 'Column Width...' and enter a number for the column width. Adjust this until you are satisfied.

 

To underline the row of columns you just created, select all the cells in that row you want to underline and click the 'Bottom Border' button.

 

To fill the row with a background color, select all the cells in that row you want to fill and click the arrow next to the 'Fill Color' button and select a color of your choice.

 

The sheet would look better when the text in some columns is centered. To do this for the 'Pax' column, select the entire column and click on the 'center text' button.

You can do this for every column or cell until you are satisfied.

 

The next thing to do is set up how the sheet is printed.

First set the page orientation to 'Landscape'. This will make sure the lines are better readable. To do this go to Page Layout -> Orientation -> Landscape.

 

Now you need to set up the page width, so all the columns we created are fitted over the width of the page.

Go to Page Layout, click on the arrow behind Width and select '1 page'.

 

Sometimes when you have a lot of daily movements the sheet is printed over multiple pages. You could image that you want to have row 10 with the column names printed on top of every page.

To set this up go to Page Layout and click on Print Titles.

 

Click on the button behind 'Rows to repeat at top'.

 

Select row 10.

After you have selected row 10, click the button behind it again. After that, click OK to save your selection. 

 

In order to add the title 'Daily Flight Program' tot the center of the screen we have to select all cells from row 2, 3 and 4 until column J and click 'Merge and Center'. This will convert your selection to one big cell.

 

Now type in 'Daily Flight Program', center the text and increase the size.

 

Save the template when you are done customizing.

Important is that you need to save your template as .xls file (Excel 97-2003 Workbook), and not as an .xlsx, because there could be some problems with the version in the .xlsx format.

Also important is the way you look at it when you save it, as it is also the way you’ll see it when you request the report. So when the 'sheet2' tab was active while you saved the template file, you will face the second tab when you request the report. And also the selected cell will be the same after you request the report. So think about that when you save a template file. 

 

Upload the template into FBO One

Now that you have the template and saved it, you can upload it into FBO One. Go to the Administration menu -> Reporting -> Template documents.

Click 'Add new'. Now you can browse to the file on your local hard disk. Then fill in the description and template name.

 

When you are finished, click 'OK'. A message will appear when the upload is successful: File daily flight program.xls has been successfully uploaded

 

Create the report to fill the template with data

Now that you uploaded the template into FBO One you have to create the report itself in FBO One.

To create a new report go to the Administration menu, click reports and click “Add new”.

 

 

Insert a name for this new report. This is the name that will appear in the reports list. For example fill in: “Customized Daily Flight Program”.

For now you can leave the 'Template document' box empty. A template document is an empty Excel based template, which FBO One can fill in. This way you can make your own already existing forms in Excel and have them filled in automatically by FBO One, saving you a lot of writing. Later on you can add a template to this report.

The rest of the options can be left untouched.

Add any remarks you like, this will also be visible in the reports list. For example: “This report includes daily arrivals and departures”. Click “Save”.

 

Add a Query / Data provider

Once you clicked on 'Save' your report is selected automatically in the reports screen. Now you must add different columns with information to the report. To do this you must use queries, also called data providers. A query takes data from tables inside FBO One and let you export them to an Excel file. Each query contains several columns with data to choose from. FBO One has several queries available. For now they are not explained in detail. If you want to check out all the queries available go to Administration -> Reporting -> Queries.

To add a query to the newly created report, scroll down on the page. Here you will see 'Queries to be executed for the report selected above'. This is where you can add a query.

Now click 'Add new'. If you click on the list of queries you will see all the queries available. Because you need data from movements, you should choose the movements query for this report. 

After selecting the query you need to specify a target sheet and cell. Here we must enter in which cell the data provider starts entering data. If you take a look at the template you created before, you will see that we need our first entry on Sheet 1 in cell A11. Type in 'Sheet1!A11'.

The option “Insert rows” is used if you expect to get more than one row of data output. Because you want all the movements in the report, you should tick this box.

Some data providers have options. In that case you can add them to the “Data provider settings” field. The movements query data provider has several options available. See the page 'Movements query' for more information about these options. 

For now you only want to use the option 'OnlyActuals=false', because you do not only want to know the actual arrived and departed flights, but also want to know the scheduled flights.

The rest of the options can be left untouched for this report. Click 'Save' to add this query to the report.

 

Adding columns to the report

Right now you created a new Excel report and assigned a data provider to the report. However there is still no data inserted into the report. You still need to add columns with data that will be inserted into the report.

If you scroll down on the page you will see a new section called 'Columns to be listed for the report query selected above' appeared.

This is the section where you will have to add several columns that you would like to have in your report. By clicking on 'Add new' you will open the screen on which you can select different columns.

As you can see there are a lot of options on this screen. Only the italic options with a * are mandatory and must be filled in.

First of all there are a lot of columns to choose from for each dataprovider, so it might take some time finding the right column. You want to start by adding a column for the aircraft registration. By typing in 'registration' in the column row you will already get a shorter list of columns to choose from. Now choose 'Aircraft registration code'.

Next you should fill in the number of the Column offset. The Column offset decides where to place the column in the Excel sheet. 0 places the column under A, 1 under B, 2 under C etc. Because we want to start under column A, choose 0.

As you can see the row offset is already set to 0. The row offset decides on which row to enter the column starting at your specified target cell, which in our case is A11. Since you want to start each column at row 11 of the Excel sheet you should leave it this way for all the columns you are going to add.

Click on 'Save' to save the first column.

Try to add the remaining columns yourself. NOTE: Add 1 to the column offset each time, different columns cannot have the same column offset.

For this report you need to add the following columns:

  • Aircraft registration code
  • Order key
  • Parking position
  • Pax count
  • Aircraft type short name
  • Operator shortest name
  • Arrival or Departure
  • Arrival/Departure time UTC
  • FromICAO
  • ToICAO

The result should look like this:

Now the basic report is finished and available in the 'Reports' section of FBO One.

 

Setup the report as a daily report

To add a new daily report go to the Administration section of FBO One -> Reporting -> Daily reports. Here you will have an overview of all custom daily reports.

 

To Add a new daily report, click on 'Add new'. This will open a screen with several options. All italic options with a * are mandatory fields.

 

Below is a list of all fields and information about each field.

Caption: Fill in the name of the daily report here. The name of the daily report visible on the OPS screen. For example: 'Customized Daily Flight Program'

Report: You need to select which report you want to call. You can choose between all the existing reports. Choose the newly created report 'Customized daily Flight Program'

FBO Location Group: Select for which locations the report is visible on the OPS page.

Number of days in the past: With this option you can select the day-range in the past that is visible on the OPS page. Set this to 0 if you do not want to use this report for the past days.

Number of days in the future: Set how many days in the future can be selected on the OPS page for this report.

Start date parameter: This is the 'time-window' for the report itself. Mostly this is 'Arrival or departure date (UTC) on or after'.

End date parameter: Same as above. Mostly this is 'Arrival or departure date (UTC) before'.

FBO location parameter: Select 'FBO Location', as this is the active FBO location you want the data from.

HidesDefaultDailyFlightProgram: You could image that you want your own customized daily flight program to replace the standard built-in “Daily Flight Program” report. Check this box if you want to do that. We will not do this in this example.

HidesDefaultDailyServiceProgram: Check this box if the report you are making will replace the existing and default “Daily Service Program” report. Leave this box unchecked.

Use UTC: When checked, the start time and end time of the day are determined based on UTC+0 in stead of the LT based on the FBO.

After you filled in every field click 'Save'.

Go back to the OPS screen in FBO One. The result should be visible in the lower right corner:

The datasheet in the Excel file will look like this:

The final result, which can be view by clicking the 'Print Preview and Print' button will look like this:

 

 

Advanced customized daily movements report

On previous created basic customized daily movements report it can be difficult to see what information belongs on which line. This could cause mistakes to be made.

In order to prevent this you can use Conditional Formatting. With conditional formatting it is possible to add alternating colored lines so the readability is improved. How to do that is described in this article: How to add alternating grey white lines for better readability.

Currently only the arrival and departure times are printed in the report. To check for which day the Daily flight program was printed can therefore be a bit difficult. A solution is to display the date in the header of the report. FBO One has a function for this called the 'Report query parameter'. This can be found just below where you defined the columns to be displayed in the report, in the Report page in the Administration section. Select the 'Custom Daily Flight Program' and scroll down to the section called 'Parameter (filter) values to be displayed in the report selected above'.

Here click 'Add new' to add a new parameter value. Choose as the parameter to display the 'Arrival or departure date time (UTC) on or after'. Cell B5 in the report is a good place to display the date, so fill in Sheet1!B5 in the 'Target sheet and cell' box. Leave the 'Formatting string' box empty.

To test if the date is correctly displayed, go to the OPS page and download the daily report 'Customized Daily Flight Program'. When you configured the daily report in a previous step and checked the box 'Use UTC', the daily report will use the start of the UTC day as the start date for the daily report. The report query we just configured also uses this date. The report will look like this:

If you didn't check the box 'Use UTC' when configuring the daily report, because you want to use the local day for the report, the date maybe displayed as one day in the past, depending on where you live. If that is the case, please see this article: How to correctly display the date in a daily report using LT.