Match Invoices (Back office)

The Match Invoice tab allows for reviewing invoice matching of 3rd party invoices lines to FBO One services, via an uploaded excel upload.

Here you can upload 3rd party invoices and automatically match airport fees from a template, review upload summaries and generate match invoice reports.

Contents:

Upload and process

AirportFee - Auto-matching

For a detailed how-to for airport fee invoice matching see: How to upload airport invoices for automatic matching to an order's airport fees

  • File name: Choose the filled excel template file ready for invoice matching.

  • Match type: Choose ‘AirportFee’ for airport invoice matching.

  • Fbo location: The Fbo location for generating the AirportFee template and for matching when uploaded completed service templates.

  • Supplier: Filters the uploaded invoices by supplier - not used for download and upload for AirportFee matching.

  • Upload and process: Starts the upload and match process for the chosen AirportFee template file.

  • Download template: Downloads a new AirportFee template using the above filters.

AirportFee - Auto-matching summary

After upload and matching a summary will show displaying the rows that were uploaded and matched.

  • Invoice number is shown with the amount of rows uploaded for each invoice.

The summary is for information purposes only and will disappear on page change or refresh.

Services - Manual-matching

For a detailed how-to for 3rd party service invoice matching see: How to upload and match 3rd party supplier invoices and charges to order services

  • File name: Choose the filled excel template file ready for invoice matching.

  • Match type: The ‘Services' match type should be chosen. This will automatically populate the date filters.

  • Arrival or departure date time (LT) on or after: Filter on arrival or departure on and after this date. Used for generating the services template only - not used on upload.

  • Arrival or departure date time (LT) before: Filter on arrival or departure before this date. Used for generating the services template only - not used on upload.

  • Service delivery date time (LT) on or after: Filter on service date on and after this date. Used for generating the services template only - not used on upload. Note: setting this filter shows services with delivery date, on orders with no arrival or departure date.

  • Service delivery date time (LT) before: Filter on service date before this date. Used for generating the services template only - not used on upload. Note: setting this filter shows services with delivery date, on orders with no arrival or departure date.

  • Transaction date (LT) on or after: Filter on the price reference date/transaction date on and after this date. This is usually the departure date, and represents the date that is used to lookup the current price of services on the order. See Price reference date. Note: setting this filter shows services with no delivery date, on orders with no arrival or departure date. Used for generating the services template only - not used on upload.

  • Transaction date (LT) before: Filter on the price reference date/transaction date before this date. This is usually the departure date, and represents the date that is used to lookup the current price of services on the order. See Price reference date. Note: setting this filter shows services with no delivery date, on orders with no arrival or departure date. Used for generating the services template only - not used on upload.

  • Fbo location: The Fbo location for generating the services template and for matching when uploaded completed service templates.

  • Supplier: Filter by supplier for generating the services template. Used for generating the services template only - not used on upload.

  • Upload and process: Starts the upload and match process for the chosen service template file.

  • Download template: Downloads a new services template using the above filters.

Services - Manual-matching summary

After upload a summary will show displaying the rows that were uploaded and rows that were skipped due to the ‘Inv No’ and ‘Inv Value’ missing:

The summary is for information purposes only and will disappear on page change or refresh.

Fuel matching

Currently inactive.

Match report

Uploaded invoice data is immediately available for reporting by using the ‘Match reports'

  • From date / Before date: The following criteria are used to filter from and before these dates:

    • Filters services that are not yet matched to any 3rd party service suppliers by flight leg arrival/departure date.

    • Filters uploaded 3rd party services by service date.

    • Filters services that were matched manually to an order that has the flight legs outside of this from-before date interval, in this case filtering is done by 3rd party uploaded service date.

  • Match type: Generates report for this match type only.

  • Fbo location: Generates report for this Fbo location only.

  • Report type: Choose the type of report to generate shown below:

List of all ‘Match report’ columns:

  • Charge Group: The match type name.

  • Order Key: The order key for this service.

  • ArrDep: The arrival/departure indicator for this service.

  • Slot: The airport slot for this movement - related to the ‘ArrDep’ column.

  • Service Date: The service date/time in local time.

  • Arrival Date: The order’s arrival date and time in local time.

  • Departure Date: The order’s departure date and in local time.

  • Regn: The registration for the order.

  • Oper Name: The operator for the order.

  • Product: The FBO One product code for the service.

  • Charge: The custom value mapped to the product. See How to map FBO One products to 3rd party services for invoice matching.

  • Total Value: The total amount for the service charged in FBO One.

  • Supplier: The supplier for the service.

  • Inv No: The 3rd party invoice number uploaded from template or added manually in the Admin Match Invoices (Administration) page.

  • Inv Value: The 3rd party invoice value uploaded from template or added manually in the Admin Match Invoices (Administration) page.

  • Variance: The difference between the ‘Total Value’ and ‘Inv Value’.

  • Accrual: Currently the ‘Variance’ to be updated.

  • Match Remarks: The match invoice line ‘Match comment’

  • Unmatch Reason: The match invoice line ‘Unmatched reason’.

  • Excel Rows: Row number for match invoice line from uploaded template.

  • Excel File: Name of uploaded match invoice template file.

  • NLCode: The Ledger, Cost center and IATA Fbo location combined for this service.

AllInOne

Run the ‘AllInOne’ report to show all FBO One order lines (based on match type and location), and all uploaded invoice lines regardless of match status.

Combines the ‘Incomplete’ and ‘Complete’ reports.

Rows are sorted to show in order:

  1. Uploaded match invoice rows that have found no match - no ‘Order key’.

  2. FBO One services that have found no match - no 'Inv No'.

  3. FBO One services that have found a match with a price difference between the ‘Total Value’ and ‘Inv Value’ charges.

  4. FBO One services that have found a match and there is no price difference.

Incomplete

Run the ‘Incomplete’ report for a clear overview of FBO One order lines within FBO One that have found no match and have been partially matched to an uploaded invoice.

Rows are sorted to show in order:

  1. Uploaded match invoice rows that have found no match - no ‘Order key’.

  2. FBO One services that have found no match - no 'Inv No'.

  3. FBO One services that have found a match with a price difference between the ‘Total Value’ and ‘Inv Value’ charges.

Complete

Run the ‘Complete’ report for a clear overview of FBO One order lines within FBO One that have found a complete match based on the price and time tolerances from an uploaded invoice.

Rows are sorted to show:

  1. FBO One services that have found a match and there is no price difference.

Uploaded invoices

All uploaded invoices are available for editing and review in the Admin Match Invoices (Administration) page. The Match Invoices (Back office) is for uploading invoices and for ‘Match report’ generating only.

A direct link to the ‘Admin Match Invoices (Administration)’ page can be found here allowing for manually matching and editing of uploaded invoices and invoice lines.

Clicking the header column ‘Log’ will show the audit log page of this table, showing the user logs of uploaded, edited, and removed invoices.

Match invoice fields

  • Supplier: The supplier for this supplier invoice. A drop down showing all suppliers contacts in FBO One can be searched.

  • Invoice number: Free text, the invoice number for this supplier invoice.

  • Matching status: The matching status of the invoice.

    • Ongoing: If any invoice line rows are not a complete match, then the status will default to ‘Ongoing’ as a flag for review.

    • Complete: If all invoice lines are a complete match, then the status will default to ‘Complete’.

    • Rejected: If this invoice is rejected and should not be invoice matched to any services. This could be due to incorrect charging of services.

Note: The matching status will require manual change when all rows have been reviewed from ‘Ongoing’ to ‘Complete’.

  • Fbo location: The Fbo location for this supplier invoice for matching. The Fbo location will limit the available invoice matching to services for this location only.

  • Remove: This link will remove the uploaded supplier invoice from FBO One, along with any matched services. A warning will appear to confirm deletion.

  • Log: The audit log for this uploaded invoice – this may be useful for seeing when the invoice was changed from ‘Ongoing’ to ‘Complete’.

Match invoice lines

All uploaded invoice lines are available for editing and review in the Admin Match Invoices (Administration) page. The Match Invoices (Back office) is for uploading invoices and for ‘Match report’ generating only.

Clicking the header column ‘Log’ will show the audit log page of this table, showing the user logs of uploaded, edited, and removed invoice lines.

Match invoice line fields

  • Arrival/Departure: This field can be edited to either ‘A’ or ‘D’ for arrival or departure.

  • Aircraft registration: This field can be edited to apply the match to a different aircraft registration – useful for if the registration is incorrect.

  • Slot: This field can be edited to apply the correct airport slot.

  • Service name: The service name from the supplier, this is not the FBO One service name. Ensure the custom value has been set to the FBO One product for matching. Changing this will change which products to manually match against.

  • Service on order: This should be the Order key that the FBO One service is to be matched to. FBO One will search the entered order key for products that match the ‘Service name’.

  • Amount: The charge amount from the uploaded invoice. This can be edited if incorrect. Mandatory field.

  • Service DateTime (Lt): The service date time from the uploaded invoice. This can be edited if incorrect. Mandatory field.

  • Row numbers: This can be edited to a different excel row number if required. For information purposes only.

  • Status: The invoice line should be changed from Unmatched to Matched when manual matching is completed.

    • Matched: Invoice line has been automatically matched (or manually overridden to a match), based upon finding a match within the time and price tolerances.

    • Unmatched: Invoice line has not found a complete match, this may be due to the FBO One product being outside the price tolerance or not finding a match.

    • Rejected: Invoice lines that are rejected are for information purposes only. If the invoice line has a matched service, the service will need to be manually removed if rejected.

  • Match comment: This is a free text remark to indicate the reason for manual matching, or reason that the invoice line cannot be matched.

  • Unmatched Reason: This is an automatic generated text – it can be used as a future reference or deleted.

    • OUTSIDE VARIANCE TOLERANCE | ServicePrice: The invoice line has found a match, but the price is outside of the price tolerance stated in the ‘Admin Match Invoices’ page. The service price for the unmatched reason will also show.

    • ARR/DEP INDICATOR NOT MATCHED: The arrival or departure indicator from the uploaded invoice does not match that of the

    • REGISTRATION DOES NOT EXIST: No registration exists within the FBO One database. The aircraft registration will display as plain text.

    • NO ORDER FOUND FOR REGISTRATION: No order found has been found with the time tolerance for this registration.

    • CHARGE NOT FOUND | OrderKey : Charge not found on order for matching registration/time tolerance. The order key for the unmatched reason will also show.

    • SLOT/FLIGHT NUMBER NOT MATCHED | OrderKey, OrderKey: Multiple order matches are found, no slot/flight number is found to give an exact match. Manual review/matching is required. The order keys for the unmatched reason will also show.

    • MULTIPLE MATCHES FOUND | OrderKey, OrderKey: Multiple order matches are found within time tolerances and matching on registration and slot/flight number for this charge. The order keys for the unmatched reason will also show.

    • ORDER CANCELLED: Order and service is a match, but the order is in a cancelled state requiring manual review.

  • Type: The type of match for the uploaded invoice line.

    • Auto: The system found an automatic complete match within the price tolerances.

    • Select: The system could not find a complete match. The user will need to select and manually match.

    • Manual: The invoice line has been manually matched/edited by a user.

  • Remove: This link removes the invoice line and also removes the matched link to FBO One services. This cannot be undone and will need to be manually entered back in the ‘Admin Match Invoices’ page. A warning will appear to confirm deletion.

  • Log: The audit log for this uploaded invoice line – this may be useful for seeing when the invoice line was manually altered.