How to upload airport invoices for automatic matching to an order's airport fees

Airport Fees automatic matching logic is used to match FBO One airport fees to uploaded invoices.

Contents:

How to video

Instructions

Map each FBO One product for airport invoice matching

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

Only products that have been mapped will show for invoice matching. For auto-matching the custom value name must be the same as the uploaded invoice charge name.

Review match type tolerances for auto-matching

Navigate to the Admin Match Invoices (Administration) page to the ‘Match invoice types’ table. Click ‘Edit’ on the ‘AirportFee’ match type row and review each tolerance setting.

The tolerance settings determine how precise the invoice charges should match to FBO One airport fees.

  • 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).

A high service date tolerance = more likely to find matches, but may cause issues of matching to incorrect orders.

  • 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.

A high price amount tolerance = more likely to find complete matches that require no price review.

Download the ‘AirportFee’ excel template

  • Navigate to the Match Invoices (Back office) page and download the ‘AirportFee’ match type template:

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

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

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

Adding airport invoice data to the blank excel template

The user should take all airport invoice data and copy it into the template excel for upload.

The 'AirportFee' template can be replaced with a different excel file in the Admin Match Invoices (Administration) page, by adding in the Template Documents page. This is recommended for adding helper formulas for converting poor formatting from airport invoices and for the rearrangement of columns for efficient copy & paste from invoices.

Converting non-excel airport invoices

For airport invoices that are received as PDF or non-excel format, they will need converted or data extracted (via OCR) to be entered into the excel template for upload. This is required outside of FBO One, see below a few programs and websites that may help with this:

Default template columns

Not all columns need to be filled for each row, see below full list of columns and details:

  • Date: Requires date format DD/MM/YYYY. Contains a formula for converting non-date formatting see ‘Pre-formatted date’ for more details. Mandatory field.

  • Arrival/Departure: Requires an ‘A’ or ‘D’ to indicate if service relates to the arrival or departure for Airport Fees. All airport fees in FBO One use either the arrival or departure flight legs date and time for service date; for matching within tolerance the arrival/departure needs to be stated here. See ‘Pre-formatted Slot’ column for splitting slot and arrival/departure indicator.

  • Time: Requires time format hh:mm. Contains a formula for converting non-time formatting see ‘Pre-formatted time’ for more details. Mandatory field.

  • Regn Name: The aircraft registration with dashes. Mandatory field.

  • SLOT: The airport slot, this may be the flight number if stated on the airport invoice. Contains a formula for converting poor formatting see ‘Pre-formatted Slot’ for more details.

  • Serv Name: The airport charge as stated on the invoice – this should match the custom value assigned to an FBO One product for matching. Example: ‘PARKING’ for matching FBO One product ‘PARKING FEES GROUP EGSS’. Mandatory field.

  • Supp Name: The supplier name – for airport fees this can be left blank.

  • Base Code: Enter FBO location’s IATA code. Formulas for converting date/time/slot will use this as a reference. Only one base code can exist on each template upload. Mandatory field.

  • Total Value: The charge of the airport invoice line. Contains a formula for converting poor formatting see ‘Pre-formatted Total Value’ for more details. Mandatory field.

  • Invoice No: The invoice number provided by the Airport. Mandatory field.

  • Pre-formatted date: Enter the pre-formatted date here from airport invoices.

  • Pre-formatted time: Enter the pre-formatted time here from airport invoices.

  • Pre-formatted Slot: Enter the pre-formatted slot here from airport invoices.

  • Pre-formatted Arrival/Departure: Enter the pre-formatted arrival/departure indicator here from airport invoices.

  • Pre-formatted Total Value: Enter the pre-formatted date here from airport invoices.

Upload completed excel template

Once the downloaded template is complete, 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 AirportFee.

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

  4. Click ‘Upload and Process’.

If uploading more than 500 rows expect around 30 seconds for all rows to process. The page will automatically refresh when upload and match is complete.

Upload 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.

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 ‘AirportFee’ match type to view the uploaded invoices:

Match invoices

All uploaded ‘AirportFee’ invoices are set to ‘Ongoing’ if any invoice lines are not a complete match. If the invoice has all rows that are complete matches then the matching status is set to ‘Complete’ automatically.

After manual review of invoice lines, the ‘Matching status’ of the invoice requires 
updating. Note: The status will not automatically update after upload.

Each invoice can be edited to change the Supplier, Invoice number, Matching status and Fbo location.

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

  • 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’.

Click ‘Add new’ to manually enter a new invoice without uploading the AirportFee 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.

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.

  • 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.

Reviewing invoice lines based on ‘Unmatched Reason’

The 'Unmatched Reason' field is designed as a helper to show why the invoice line failed to find a complete match. It will give a basic indication of the issue only, investigating the aircraft registration and multiple orders/debtors is still required to determine the correct matching status.

Note:

  • Services on credited orders will not be considered for matching. Orders that have been credited will have the any matched services links deleted, the match invoice lines will become candidates again for re-matching against a new order showing as ‘CHARGE NOT FOUND’.

  • Services with a 0 quantity will not be considered for matching.

See below each ‘Unmatched Reason' with description and basic how-to fixes for manual complete matching.

The invoice line has found a match, but the price is outside of the price tolerance stated in the Admin Match Invoices (Administration) page.

The price on the FBO One service will also show within the Unmatched Reason for easy reference.

  • Check the order by clicking on the order key link in ‘Service on order’ (open in a new tab), here we can see the charge for the product that has been mapped ‘DEPARTURE PAX CHARGE’, the airport has charged £52.60, but the order shows £26.30.

  • Keep the invoice line as ‘Unmatched’ if the decision is to investigate the invoice line or manually accept the difference by changing the status to ‘Matched’.

  • If the Airport invoice with the same invoice number a different amount, the ‘Amount’ value can be edited to reflect this, otherwise ‘Rejected’ status can be used to indicate the charge is not accepted

The arrival or departure indicator from the uploaded invoice line does not match that of the matched service.

  • Click on the aircraft registration link and the ‘Orders’ tab on the Aircraft registration details screen page.

  • Check service on the order, notice the indicator shown on the order line:

  • Manually change the ‘Arrival/Departure’ indicator to match the order and change the ‘Status' to ‘Matched’:

No registration exists within the FBO One database. The aircraft registration will display as plain text.

Investigate if this is an user or airport error:

  • Check the airport invoice to ensure the registration was not incorrectly added to the template upload.

  • Check any handling request emails - registration could have been added to FBO One incorrectly.

  • Run any daily movement reports to see if were any registrations similar to the unmatched.

  • Check CFMU/Flightaware if aircraft was handled by a different FBO instead.


  • Edit the row and change to a different registration, or choose ‘Status’ as ‘Rejected’:

  • The order key for the new registration will be required in the ‘Service on order’ to match to the service.

No order found has been found within the time tolerance for this registration.

  • Click on the aircraft registration link and the ‘Orders’ tab on the Aircraft registration details screen page.

  • Check orders around the same date to see if the service date (arrival or departure) has been added incorrectly in the order

  • In this case there is no obvious match order for this invoice line. Check the debtor’s orders tab to see if the flight was performed by a different registration for the same customer:

  • In this case the actual flight was performed by LXJFY instead of LXJFV.

  • Change the registration on the invoice line, add the order key to the ‘Service on order’ and change the ‘Status’ to ‘Matched’

 

Order has matched on registration and within time tolerance, but the charge was not found on the order.

  • Navigate to the Order key shown in the ‘Unmatched Reason’.

  • Look for the service on the order looking for the NOX CHARGES mapped product. If unsure on which product is mapped run the ‘Custom value Usage’ report and search for the service name:

  • In this case, the charge is not present on the order, an OTC may be created to invoice the customer, or the amount can be ignored and taken as a loss.

Multiple order matches are found, no slot/flight number is found to give an exact match. Manual review/matching is required.

  • Navigate to the Order keys shown in the ‘Unmatched Reason’.

  • Manually match each invoice line to the correct order key in the ‘Service on order’ field and change the ‘Status’:

Multiple order matches are found within time tolerances and matching on registration and slot/flight number for this charge.

  • Navigate to the Order keys shown in the ‘Unmatched Reason’.

  • Check each order individually to see which is most applicable. In this case the orders were invoiced and credited and re-invoiced, with the same charges therefore the departure date and time are the same. Choose the ‘Service on order’ order key to match to and change the status to ‘Matched’ and click save.

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

  • Check the ‘Service on order’ order key (open in new tab), review reason for cancellation and if it’s a user mistake or if the airport has invoiced incorrectly.

  • If cancelled incorrectly, then reactivate the order and invoice the customer - change ‘Status’ to ‘Matched’.

  • If airport has invoiced incorrectly, then dispute the charge with the airport - change ‘Status’ to ‘Rejected’.

Manual matching error codes

‘Service on order’ order key is not found/does not exist. Enter the correct order key – check the ‘Orders’ tab for the registration for correct order key:

‘Service name’ is incorrect, therefore no match is found within the matched order (‘Service on order’). To correct, the ‘Service name’ will need to be created as a value for ‘Airport Fees Supplier Product Names’ custom value and then assigned to the correct FBO One product. Or, manually correct the ‘Service name’ within this invoice line to an existing ‘Service name’ value.

The ‘Service on order’ order key is that of a different Fbo location that is not matching to the Fbo location of the invoice.

Entering an order key matching the invoice Fbo location will fix the issue.

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.

Auto-matching logic flowchart

The below matching flowchart is currently non-configurable. If adjustments are needed please contact support@amsterdamsoftware.com.