How to allow local billing contacts per group of FBO offices and centralize data globally

This article is designed to show different types of FBO One contacts, how they can be grouped and used by local FBO offices in handling orders, service requests and finally in extracting data from reports.

The CRM capabilities of FBO One allows users to manage three large categories of contacts:

  • Person - an employee of an organization, a legal person that can be used for billing, a crew member or a passenger.  
  • Organization - company (debtor, operator, trip support provider, supplier). Multiple persons can be linked to one organization.
  • Headquarter (new) - a group of companies known globally by the same name. Each FBO office can work with their local companies but for a centralized view, the headquarter can be used in reporting and statistics data.

         

Headquarter

A headquarter is identified by a short name and a contact number. The headquarter role is to centralize data from all organizations that are part of it. This data can be visualized in the details page of the headquarter (eg: Orders tab), backoffice page or via running reports and filtering using the headquarter short name.

To add, edit or delete headquarters, the user needs to be authorized with the command HeadquarterOrganization. This command is also used in the backoffice page and reports filtering. Only users with this command can select a headquarter to get a list of orders or invoices via the Back Office page or via reports. In the example below, ACC and ADMIN roles have the required permission.


Organization

An organization has sub-types like debtor, operator, trip support provider and supplier. For example an organization can be in the same time both operator and debtor.

To add this contact to an existing headquarter users need to specify it in the highlighted green field. Specifying an FBO location group limits the usage of this contact to be used only by FBO offices in that group. When no group is specified, the contact can be used by all FBOs.

Person

Persons can be linked to organizations by selecting a value in the highlighted green field below.


Use case example

Headquarter Coca Cola has two organizations, one that is used by FBO offices in US (KHOU) and the other organization is used by Europe FBO offices (AMS and RTM).

The following table specifies the contact configuration for each entity.

OrganizationContact short nameCityHQParentHQAccess toType

Coca Cola
Coca Cola HQ

HQ
Coca Cola CompanyCoca Cola USAtlanta
Coca Cola HQUSAOperator/Debtor
Coca Cola CompanyCoca Cola EULondon
Coca Cola HQEuropeOperator/Debtor


First we add the HQ for Coca Cola

We have the HQ without any assigned organisations. We can add a new organisation by selecting 'Add organization' ....

...Or by assigning an existing organisation to the HQ.


In the Editor or Add contact forms, we can select the HQ and also assign the organization to the appropriate FBO Location Group.


Coca Cola US

and Coca Cola EU

Now our HQ has two organizations, with each assigned to the correct FBO location group.


The LFPB FBO office is able to use the Coca Cola EU organization. The system knows which of the contacts can be selected based on the context of the FBO location. A similar order is created for Coca Cola US at KHOU FBO office by switching the context location to KHOU.




In the back office page or reports, authorized users with the Headquarter command can filter based on the selecting the Coca Cola headquarter contact in the Debtor or operator drop down list.