How to define a default operator, debtor and form of payment available when creating handling orders

To reduce the time of creating a new order or to reduce the risk of selecting an incorrect operator, debtor or form of payment, FBO One can be configured to look-up these values automatically in Create order screen.

This article answers the following questions:

  • Where do I specify the default operator and debtor for flights with a certain registration?
  • Where do I specify a default debtor to charge handling services when the flight is operated by a specific operator? 
  • Where do I set the default form of payment for a debtor to charge handling services?
  • Where do I set the default form of payment for a debtor to charge fuel services?
  • Where can I set the default fuel payment for flights operated by a specific operator?
  • Where can I add/edit the fuel contract for a debtor?
  • How can I charge fuel with a carnet form of payment?

The system can apply these defaults when user starts by:

  1. Selecting a registration
    1. The system will search for a default operator and a debtor to use for this order
    2. The system finds the form of payment for the above found debtor
  2. Selecting an operator
    1. The system finds a default debtor
    2. The system finds the form of payment for the above found debtor
  3. Selecting a debtor
    1. The system finds a default form of payment.
Where do I specify the default operator and debtor for flights with a certain registration?
  1. Navigate to the registration page
  2. Click on 'Contacts' tab
  3. Add new / edit the contacts to be used by default when selecting this registration in new orders.

So from the above example, by selecting VPBSN registration, FBO One will automatically set the operator and debtor to Shell

 

Where do I specify a default debtor to charge handling services when the flight is operated by a specific operator? For fuel services scenarios see further sections.
  1. Navigate to the operator page
  2. Click on the Default debtor tab
  3. Add new/edit the debtor contact to be used together with this operator

Eg: Suppose that for an order operated by Netjets, you would always like to have for such orders, the debtor Shell:

Where do I set the default form of payment for a debtor to charge handling services?
  1. Navigate to the debtor page
  2. Click on the Contracts tab
  3. Add/Edit Handling contract 
  4. Select a default payment

Eg of setting debtor Shell with default payment method BILL USD.

Note: When the debtor has a credit term more than 0 days but no default form of payment specified, the system will take the default 'on account' form of payment of the FBO location.

Where do I set the default form of payment for a debtor to charge fuel services?

In case of orders with fuel services, FBO One has the option to specify a payment method in 'Fuel default payment' tab. Also for fuel, a different type of contract is required.
This option is useful as in most of the cases, the fuel needs to be invoiced to a different debtor with a different form of payment than handling services are.

Based on the payment method specified in this tab and on the fuel contract conditions, FBO One will automatically detect if a single order can contain both handling and fuel services, or these services will be split in two different orders.

The split can occur when

  1. fuel services have a different debtor than the handling services have.
  2. fuel services have the same debtor but the fuel needs to be charged in a different currency (specified by the contract or by the form of payment) 
Where can I set the default fuel payment for flights operated by a specific operator?
  1. Navigate to the operator contact page
  2. Click on the Fuel default payment tab
  3. Add new/edit the default payment required fields.
Where can I add/edit the fuel contract for a debtor?
  1. Navigate to the debtor page
  2. Click on the contracts tab
  3. Create a handling contract first if not existing already
  4. Add new/edit the fuel contract details

 

Eg: Fuel for Netjets operated flights should be invoiced to Shell.

  1. The Netjets operator fuel default payment.


  2. Shell fuel contract
  3. Create new order -> the screen shows only the debtor for handling and the form of payment. Only after saving this order, the fuel services will show on the related order, under debtor Shell

Note that the split would not occur if the handling and fuel are to be paid with the same debtor and with the same form of payment.

How can I charge fuel with a carnet form of payment?

A carnet has an explicit debtor for invoicing so FBO One will use this debtor for the fuel order.

  1. Create the carnet form of payment
  2. Navigate to the operator contact page
  3. Click on the Fuel default payment tab
  4. Add new/edit the default payment required and select the carnet form of payment
  5. A debtor is not required because this will be selected from the carnet.

Eg: Select the carnet as default fuel payment for Netjets operated orders

In create new order, the system will find that for handling Shell is the debtor with BILL EUR.

After the order is created, the system splits the order and uses the debtor of the carnet to charge the fuel services