When AIR Card payments are processed online through FBO One and the MSTS payment gateway, in the background a special code for each service/product on the order is passed along the gateway to the card processor. These codes match up with AIR Card's standardized allowed products list, confirming to AIR Card that the service/product sold is one that is allowed to be paid by AIR Card. These standardized codes also appear on the monthly statements sent to customers by AIR Card.
FBO One users without online payment processing can still take advantage of the Product Code Mapping feature to automatically add the special AIR Card codes to receipts and invoices to meet AIR Card requirements. In the example below, the required AIR Card code Facility Fee has been added automatically to a receipt when the form of payment is AIR Card.
Adding the codes in this manner is accepted by AIR Card, and, since receipts and invoices can be easily emailed from FBO One, the process for receiving payment for these transactions is streamlined.
Product Mapping Groups
To see a list of all the special codes, go to Administration / Product Mapping Groups.
There is no need to edit this list, since it already contains all the special codes needed for AIR Card. It can be used as a reference.
In order to have the special AIR Card codes show on receipts and invoices, each service/product that will be sold needs to be "mapped" to the appropriate AIR Card product code.
Go to Administration / Product Mappings.
- Select the appropriate location and Air Card Group.
- Product column is the FBO One service/product.
- Type column is used to show when multiple components make up one service.
In the example below, only the parent Airport Fees needs to be mapped, since the children components will use the same AIR Card code.
- Mapped Product column is the special AIR Card code. To add a code, just click on an arrow to open a list of all possible codes.
A product in FBO One can also be mapped to the AIR Card code during product creation or by editing the product.
On the edit screen for the product, locate the section Payment gateway product mapping definition. Select the appropriate AIR Card code in the Air Card Group field.
It is best to map products to the most specific available product code. For example, for a Fork Lift product, it is better to map to the ForkLift product code than the more general GroundEquipment code.
AIR Card / KHI will not accept any products mapped as handling fees, so avoid using product codes: AirCraftGroundHandling, IntlHandlingFee.
Fuel products must be mapped to a specific fuel type code, for example: Jet A Fuel, Jet A1 Fuel, Avgas 100LL. One general "Fuel" product cannot be used for multiple fuel types.
Fuel products must be sold in recognized fuel units, such as usg (US Gallon) or ltr (Litre). For example, a sale of 100 usg of Jet A at a rate of $5.00 is acceptable. A sale of 1 item of Jet A at $500 is not acceptable.
If fuel taxes will be broken out on the order, the taxes should be a child of the fuel product. If help is needed with setting up fuel taxes, please contact firstname.lastname@example.org for assistance.
If fuel is sold with Prist/Additive always included (additive mixed in the tank/truck with the fuel), map to the "wAdd" product code.
If Prist is added separately, create a separate product for Prist and map to "Fuel Additive".
If a child product is a discount of the parent product, the special product code "Discount" can be used. A stand alone product may not be mapped to product code "Discount".
Third Party Disbursements
If third party services are added to orders with a child product for administration fees, the appropriate product code for the fee product is "VendorAdminFee". VendorAdminFee must not be a stand alone product on an order, it must accompany a service.
Product mapping not required
Any product that will be sold should be mapped to a product code.
A service or product that is provided at no cost does not require mapping to a product code. For example, Send Quote to Client does not require mapping.
Show AIR Card codes on receipts and invoices
Once product mapping is complete, one last setting is required to show the AIR Card codes on receipts and invoices.
Go to Administration / Forms of Payment.
Locate the AIR Card form of payment and then edit.
- There must be a Debtor to charge set.
- A Credit type must be set.
- Customer receipt product mapping group should be set to Air Card Group.
- Check the box for Show mapped product code on handling order.
- Add a code to the field Mapped product code format string to control how the AIR Card code will be shown on receipts and invoices:
will show the FBO One product followed by the AIR Card product
will show the AIR Card product only
Once product mapping and form of payment changes are complete, process an AIR Card payment in the normal manner.
The AIR Card product codes are included on the receipt automatically.