How to upload and match 3rd party supplier invoices and charges to order services

To ensure that all received 3rd party invoices and charges are accounted for and reconciled in FBO One, the Invoice Matching feature allows for fast downloading of all unmatched 3rd party services for entering matching 3rd party invoice amount and invoice number. The matched services are then uploaded back into FBO One as a record against the FBO One service.

This allows for:

  • Quickly showing any 3rd party invoice differences, helping identify over and under charges to the customer.

  • A clear overview of any outstanding 3rd party services not charged to the customer.

  • Ability to manually reject a 3rd party invoice and quickly identify if services have been billed incorrectly.

  • A fast overview of remaining FBO One services awaiting 3rd party invoices.

  • Powerful reporting on all invoice matching services, costs and overall reconciliation per supplier.

Due to the nature of 3rd party invoices (such as Catering, transport, etc.) the Order Key is usually supplied to the supplier and is invoiced back to the FBO. Therefore, a simple download and upload is all that is required for complete matching.

Contents:

How to video

Instructions

Map each FBO One product for 3rd party invoice matching - One time setup

Map each FBO One product for invoice matching using the custom value assigned to the ‘Services’ match type.

Only products that have been mapped will show for invoice matching.

Download the ‘Services’ excel template

  1. Ensure that the ‘Match type’ chosen is ‘Services'.

  2. Enter the ‘on or after’ and ‘before filters’ to download all available services within FBO One that have been mapped to the ‘Services' match type.

  3. Choose the ‘Fbo location’ to filter for orders of this location only.

  4. Optional: Choose supplier to filter to show services that contain this supplier only, if left blank then all suppliers will show.

  5. Click ‘Download template' to download the excel template for upload.

Note: The ‘Service delivery date time (LT)’ filters are required for services on OTC orders and for orders with no arrival or departure information; to ensure these services appear on the downloaded template.

Note: The ‘Transaction date (LT)’ filters are required for services that have no delivery date on orders with no arrival or departure information; this ensures that these services appear on the downloaded template.

The 'Services' template cannot be replaced with a different excel file in the Admin Match Invoices (Administration) page.

Manually matching in the downloaded excel template

The user should enter the Invoice number and invoice charge for each service manually in the ‘Inv No’ and ‘Inv Value’ columns. The ‘Variance’ column will show the variance automatically based upon the difference of the ‘Amount’ and ‘Inv Value’ for information purposes only.

Note: Not all rows need to be completed for uploading back into FBO One.

All columns apart from ‘Inv No’ and 'Inv Value' are taken from FBO One services and do not need to be altered for uploading back into FBO One.

List of all ‘Services’ template columns

  • OrderlineId: Automatically hidden, the OrderlineID is a ID number of the service on the order, enabling direct linking to the service. Populated from FBO One.

  • Order key: The order key for this service. Populated from FBO One.

  • Invoice: The invoice number for this service. Populated from FBO One.

  • Reg: The registration for the order. Populated from FBO One.

  • Debtor: The debtor for the order. Populated from FBO One.

  • Base Code: The IATA code for the Fbo location. Populated from FBO One.

  • Product: The product code for this service. Populated from FBO One.

  • Supplier: The supplier name for this service. Populated from FBO One.

  • Quantity: The quantity amount for this service. Populated from FBO One.

  • Amount: The price amount excluding VAT for this service. Populated from FBO One.

  • Inv No: Populated by the user.

  • Inv Value: Populated by the user.

  • Variance: The difference between the ‘Amount' and 'Inv Value’ columns. Excel formula for information purposes only.

  • Service date/time: The service date/time in local time. Populated from FBO One.

  • Service state: The current workflow state of the service. Populated from FBO One.

  • Order state: The current workflow state of the order. Populated from FBO One.

  • ArrDep: The arrival or departure indicator for the service. Populated from FBO One.

  • Arrival: The order’s arrival date and time in local time. Populated from FBO One.

  • Departure: The order’s departure date and in local time. Populated from FBO One.

  • Delivery date: The delivery date of the service in local time. Populated from FBO One.

Upload completed excel template

Once the downloaded template is complete (rows can be skipped if invoice is not yet received), it is then uploaded back into FBO One.

  1. Click ‘Choose File’ and choose the saved service template for upload.

  2. Choose the ‘Match type’ as Services.

  3. Choose the Fbo location the same as the ‘Base’ column in the template.

  4. Click ‘Upload and Process’.

Note: The date filters and supplier fields for upload are not required and are ignored.

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.

Reviewing and manually updating uploaded invoices and invoice lines

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.

Match invoices types

Navigate to the Admin Match Invoices (Administration) page and ‘Select’ the ‘Services’ match type to view the uploaded invoices:

Match invoices

All uploaded ‘Services’ invoices and invoice lines are automatically set to matching status ‘Complete’, each invoice can be edited to change the Supplier, Invoice number, Matching status and Fbo location:

For more information on each invoice field see the Admin Match Invoices (Administration) page.

Click ‘Add new’ to manually enter a new invoice without uploading the services template. Note: The invoice will be created blank and contain no matched invoice lines.

Match invoice lines

Each invoice line for the selected invoice can be edited if uploaded incorrectly and matched to a different service on an order by changing the Order key in the ‘Service on order’ field.

For more information on each invoice line field see the Admin Match Invoices (Administration) page.

Match reports

Uploaded invoice data is immediately available for reporting by using the ‘Match reports' on the Match Invoices (Back office) page.

Or by using the MatchInvoiceLine query to access the data for new and existing reports.