Taking and correcting payments

In this article we discuss a number of scenario's regarding payment processing in FBO One, and correcting related mistakes.

Taking payment in the front office

FBO One has three types of payment forms:

  • On account (to be invoiced to a client that has credit with the FBO, for example BILL EUR)
  • Carnet (to be invoiced to a broker, for example Multiservice, UVair).
  • Direct payments (credit card or cash, for example CASH EUR or American Express)

Setting an order to On Account (BILL)

If you want the back office to invoice the operator - or a broker that issues a fuel release -, the order should be set to a payment form that is On Account.

Go the Pay button. 

Select 'On Account or Fuel Release'.

Select the correct debtor (the party to which the invoice is to be sent). 

If you want to override the currency to charge, you can change the form of payment. Click the "Change" button adjacent to "Services and form of payment".

Brokers, such as Colt or Universal, may issue a fuel release to the FBO that grants credit for a handling order and fuel. Such debtors typically require the fuel release number to be present on the invoice. To enter the fuel release number, select the 'Change' option next to 'Debtor's order number and billing remark' and enter the fuel release number in the debtor's order number box.

To enforce that a fuel release number and a billing remark are entered when setting an order On Account, you can specify so in the Mandatory Fields drop down box in the Edit Contact page of the broker: 

Setting an order to paid by Carnet (Aviation or Fuel Card)

When paying by a Carnet, the invoice will be sent to the company that issued the card. For example, if a customer pays with a MultiService or UVAir card, the invoice for the order will be sent to MultiService or UVAir. These companies can be considered as brokers, and they will, in turn, invoice the operator. Whey paying by Carnet, it is not possible to also take a partial payment with a direct form of payment. If your client wants to do this, you have to spit the order into two related orders, and charge each of them independently. In this case we can identify two different Debtors - for example the Captain/Operator and the Carnet Provider. The receipt and handling order for charges paid by the Captain by Credit Card or Cash need to reflect the Operator as the Debtor, and those charges remaining to be billed to the Carnet Provider need to be kept separate.

To set an order to paid by Carnet, use the "Pay" button, and select 'Take offline payment (cash or credit/fuel card)'. Note that depending on how FBO One is setup, there may also be a choice for 'Take online payment (cash or credit/fuel card)'. The difference between the two is that for offline payments, you process and validate the credit card or carnet manually, or using a dedicated credit card terminal. With an online payment, you swipe the payment card using card reader that is directly connected to FBO One, and FBO One will authorize the card.

Select a form of payment from the drop down box. When a carnet is selected, the debtor that will receive the invoice is automatically shown in the 'Debtor to charge' section at the bottom of the screen.

Note that you don't have to enter the amount to be charged. This is because for carnets, FBO One assumes that it can always charge the full amount, even if the order total changes after the form of payment was selected. If you want to register a fixed amount that was paid by cash or credit card, select one of the direct forms of payment from the Form of Payment drop down list. This can be for example CASH USD or Credit Card American Express.


Taking a payment for cash or credit card (a direct payment)

Click on 'Pay' to enter the payment screen.

In the Payment screen select, 'Take offline payment (cash or credit/fuel card)'.

Finally, select the form of payment. Before accepting the payment from the client (typically the captain), you can print a 'review copy' of the order. This allows the client to review their charges. Once the client approves the bill, you can process the payment, either by taking cash or by processing the credit card. Once done, enter the amount paid in the Amount Paid box. FBO One can be setup to track the receipt number using the receipt produced by the credit card machine (the Point of Sale device or POS). If this is the case, you need to enter the receipt number in the "External POS Receipt Number" box.

After leaving this screen, FBO One allows you to print a handling order containing the payment receipt. This can be given to the captain as proof of receipt for his/her payment.

At any time, you can reprint the payment receipts by selecting the Handling Order via the Print menu in the order screen. The handling order always shows the payment receipts at the bottom of the page:


Correct or cancel a direct payment by making a negative payment

For example, a payment has been taken of 400.00 EUR with a Visa card but due to a typing error, the amount entered in FBO One is 500.00 EUR.

When this happens, the first payment must be credited. To cancel out the first payment, a negative payment must be taken of 500.00 EUR. Click "Pay" again to re-enter the payment screen, take another offline payment this time of -500.00 EUR. After the payment correction has been entered, take another payment, this time for the correct amount.

In the Payment screen select 'Take offline payment (cash or credit/fuel card)', and then select Visa as the form of payment. Enter -500 to cancel the original payment.

Now the two payments have cancelled each other out and the correct payment of 400.00 EUR can be taken using the same steps. First click Pay & then take offline payment, enter the correct form of payment and amount.

Now that the incorrect payment has been corrected the payment section in the order screen looks like this.

Corrections available to users with authorization to change the payment history of an order

Front office users are not typically authorized to change payment history records. This is to avoid any risk of tampering with payment records related to Cash payments.

However, in day to day operations, it may occur that data entry mistakes are made, or that cash and credit card payments are entered in the back office based on paper files. For these such scenarios, it is possible to edit and delete payment records. By default, all users with roles that are authorized to create invoices in the back office, are also authorized to edit and delete payments. How to change this authorization is discussed at the bottom of this article.

Editing or deleting a payment

To edit or delete a payment, click on the payment in the order screen:

Users with proper access rights, can choose between the "edit" payment and/or "delete" payment commands.

The edit command allows the user to correct the two most common data entry mistakes: changing the form of payment and the payment date. Note that altering the payment date requires authorization on the command 'EditPaymentDate'.

NOTE:

To activate the 'EditPaymentDate' field the user must be given the correct authorization. This can be done via the Administration Pages. Expand the Security Menu on the left hand side and select ''Authorization''. Once you have located the 'EditPaymentDate' command select ''edit below'' and begin adding the roles to which you wish to authorize access to this function; use the ''add new'' button to add these.

 


Using the Audit Report to track Changed Payments

Any changes made in the Edit and Delete payment screens are recorded with a special remark in the Audit log. This simplifies the auditing of changed payment records. FBO One contains a dedicated report for this purpose, named 'Audit Payment Changes' located by entering into Reports via the drop-down Menu page.

Select the date range for which you want to report, and filter on the Payment table.

The output will look similar to this:

Each line represents an action made in the "Edit Payment" or "Delete payment" commands. The overview allows an auditor to quickly check on which orders had payments altered when, and by whom.

It may also be helpful to create a scheduled report, which can, for example, be set to automatically send via email each week to the financial controller or similar.

Payments report

There is a Report called "Payments", that shows all payments in the system. This report is also available as a menu item in each individual invoice screen. This allows you to download an Excel file detailing all payments effected/modified for a particular order, whilst also looking at the invoice.

When in the back office viewing the invoice, select “Payments” on the left side of the screen.

This will show you the payments in Excel for the orders on that particular invoice.

Setting authorizations for taking and correcting payments

In the Authorization screen, the following settings can be made to allow access to payment related actions (as seen previously to authorize access to "Edit Payment Date")

NOTE: Always ensure the User you want to authorize has the relevant Roles matching those adjacent to each "Command or Entity"

The "Payment Entity" Command itself enables the Take Payment screen to be visible

  1. "Payment entity" - Anyone with rights to this can see the payment records in the order screen on the right
  2. "Payment entity - Edit / Delete" enables edit and delete payment commands in the Payment details screen

  3. "EditPaymentDateCommand" - Giving a user rights to this will allow them to see the Edit Payment date field (as seen above). It allows manual data entry of the payment date in the Take Payment and Edit Payment screens