This screen shows 3rd party uploaded invoices and the invoice charges for invoice matching to an order's service charges.

Here you can change manage invoice matching settings, add and edit uploaded invoices, and manually match and edit invoice lines.

Contents:

Match invoice types

The match invoice types table defines the match settings for this type of 3rd party invoice.

Selecting the ‘Match invoice types’ row will show all uploaded invoices in the ‘Match invoices’ table below.

  • AirportFee: Used for auto-matching airport fee invoices charged by the airport authority.

  • Fuel: Used for manual-matching fuel purchase invoices charged by the fuel supplier. Currently inactive.

  • Services: Used for manual-matching all non-airport fee 3rd party invoices charged by suppliers.

Match invoice types fields

  • Name: The name of the match type.

  • Custom Property: The custom value used for mapping FBO One service names to 3rd party supplier service names.

  • ColumnMappings: Column names relating to the template document and what Excel column names are mapped to the data table within FBO One.

    • Format: FBOOneDataField=TemplateExcelColumnName;

  • ServiceDate: The date of an uploaded invoice charge: DD-MM-YYYY

  • ArrDepIndicator: The arrival or departure indicator of an uploaded invoice charge: ‘A' or 'D’

  • ServiceTime: The time of an uploaded invoice charge: hh:mm

  • AircraftRegistration: The aircraft registration of an uploaded invoice charge.

  • Slot: The airport slot of an uploaded invoice charge: ‘SLOT123’.

  • ServiceName: The service name of an uploaded invoice charge: ‘RUNWAY’.

  • SupplierName: The supplier name of an uploaded invoice charge: ‘MAG Stansted Airport’.

  • IataAirportCode: The IATA airport code for the FBO location: ‘LTN’, ‘STN’.

  • Amount: The amount of an uploaded invoice charge: '100.00'

  • InvoiceNumber: The 3rd party invoice number: 'AP100001'

  • PreFormattedDate: Helper column containing excel formula to correct incorrect date formats.

  • PreFormattedTime: Helper column containing excel formula to correct incorrect time formats.

  • PreFormattedSlot: Helper column containing excel formula to correct incorrect slot formats.

  • PreFormattedArrDepIndicator: Helper column containing excel formula to correct incorrect arrival/departure indicator formats.

  • PreFormattedTotalValue: Helper column containing excel formula to correct incorrect total value formats.

  • ServiceDate tolerance in minutes: The tolerance in minutes for auto-matching based upon the service date of the FBO One service (may also be related to the arrival or departure of the order (depending on indicator) if no service date exists). To avoid auto-mismatching this tolerance should be relatively low.

  • Tolerance Amount in supplier’s favor: The amount charged by the supplier that is within the match tolerance in the supplier’s favour.

    • Example: FBO One charge = 100.00, Supplier charge 110.00, within tolerance and therefore a complete match.

  • Tolerance Amount in FBO’s favor: The amount charged by the supplier that is within the match tolerance in the FBO’s favour.

    • Example: FBO One charge = 100.00, Supplier charge 75.00, within tolerance and therefore a complete match.

  • Template document: The Excel template used when clicking the ‘Download template’ button in the ‘Backoffice > Match Invoice’ page.

    • Changing the Excel template document may be useful for adding formulas or changing positions of columns and can be uploaded to the ‘Administration > Reporting > Template documents’ page.

    • Ensure that all ‘ColumnMappings’ are updated with the correct naming in the template document used. If no template is defined, the default template is generated.

Note: Only excel templates may be used for the AirportFee match type, the default excel template will be used if left blank. Services and Fuel match type will always use the default template.

Match invoices

An overview of all match invoices for the selected ‘Match invoice type’ will show here. Using the search box allows searching for any invoice uploaded, including those not shown in the table.

Selecting the ‘Match invoices’ row will show all contained invoice lines in the ‘Match invoice lines’ table below.

The ‘Add new' function will allow creation of a new empty match invoice, bypassing the upload feature. Any invoice lines will then need to be manually created in the 'Match invoice lines’ table.

Match invoices 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

The ‘Match invoice lines' table shows all invoice lines/rows that are contained within the supplier invoice selected in the ‘Match invoices’ table. Using the search box allows searching for any column within the table, combining search terms is also possible, for example: 'Unmatched Charge not found’.

A direct link to the ‘Match Invoices (Back office)’ page can be found here to allow further template uploads of supplier invoices.

  • A summary table showing the following:

    • Status: The match status of invoice lines.

    • Type: The type of match.

    • Count: The count of invoice lines for this match invoice for each ‘Status’ and ‘Type’ combination.

    • Inv Value: The sum amount value (from uploaded supplier invoice) of this match invoice for each ‘Status’ and ‘Type’ combination.

    • Variance: The difference between the ‘Inv Value' and 'Service Value’ of this match invoice for each ‘Status’ and ‘Type’ combination.

    • Service Value: The service value taken from FBO One services that have been matched to each match invoice line.

  • Each invoice line can be edited to manually match to an FBO One service, and removed if uploaded incorrectly.

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.

  • Copy: Copies the row and replicates all data apart from the ‘Service on order’ mapping column.

  • 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.