Match Invoices (Fields)

Created by Adam Marriott
Last updated: Jun 11, 2020

Admin and back office Match Invoice pages have the following fields that can be edited in the Admin Match Invoices (Administration) & Match Invoices (Back office) screens.

Tables:

Admin Match Invoices

Match invoice types

Restricts the invoice matching the defined types.

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. See How to map FBO One products to 3rd party services for invoice matching.

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.


Match invoices of the type selected above

Invoice header information of the to be matched 3rd party 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. Mandatory field.

Matching status

The matching status of the invoice. Mandatory field.

  • 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.
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. See FBO locations (Administration). Mandatory field.

Remove

This link will remove the uploaded supplier invoice from FBO One, along with any matched services. A warning will appear to confirm deletion.


Supplier services of the match invoice selected above

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.
Arrival/Departure

Relates to movement leg, this field can be edited to either ‘A’ or ‘D’ for arrival or departure.

Aircraft registration

The aircraft registration for this match invoice line. 

Slot

The airport slot for this match invoice line. See How to use airport slots.

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. Mandatory field.

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’. Mandatory field.

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 in local time. Format: dd/mm/yyyy hh:mm or dd/mm/yy hh:mm (hour and minute are optional). Mandatory field.

Row numbers

The excel row number from an uploaded template. See How to upload airport invoices for automatic matching to an order's airport fees.

Status

The current status from auto or manual invoice matching for this invoice line. Mandatory field.

  • 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 from auto-matching.

Row numbers

The excel row number from an uploaded template. See How to upload airport invoices for automatic matching to an order's airport fees.

Unmatched Reason

This is an automatic generated text from automatic invoice matching from excel uploads. See How to upload airport invoices for automatic matching to an order's airport fees.

  • 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 field.

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 (Administration) page. A warning will appear to confirm deletion.


Match Invoices

Match third party supplier invoices

Upload and process

Upload and process 3rd party invoices using an excel template. Filter uploaded invoices by 'Match type' and 'Fbo location'.

File name

Chosen upload file for invoice matching. See 'Download template' button/field. Required for file upload only. 

Match type

The type of invoice matching. Defines type of file upload and download for template. Will automatically filter 'Uploaded invoices' table to invoices for chosen match type. See Admin Match Invoices (Administration) and 'Match invoice types' table. Mandatory field. 

Arrival or departure date time (LT) on or after

Filter on arrival or departure on and after this date. Used for generating the services template only - not used on upload. For 'Services' match type only, template download only. 

Arrival or departure date time (LT) before

Filter on arrival or departure before this date. Used for generating the services template only - not used on upload. For 'Services' match type only, template download only. 

Service delivery date time (LT) on or after

Filter on service date on and after this date. Used for generating the services template only - not used on upload. Note: setting this filter shows services that on orders that have no arrival or departure date. For 'Services' match type only, template download only. 

Service delivery date time (LT) before

Filter on service date before this date. Used for generating the services template only - not used on upload. Note: setting this filter shows services that on orders that have no arrival or departure date. For 'Services' match type only, template download only. 

Transaction date (LT) on or after

Filter on the price reference date/transaction date on and after this date. This is usually the departure date, and represents the date that is used to lookup the current price of services on the order. See Price reference date. Note: setting this filter shows services with no delivery date, on orders with no arrival or departure date. Used for generating the services template only - not used on upload. For 'Services' match type only, template download only. 

Transaction date (LT) before

Filter on the price reference date/transaction date before this date. This is usually the departure date, and represents the date that is used to lookup the current price of services on the order. See Price reference date. Note: setting this filter shows services with no delivery date, on orders with no arrival or departure date. Used for generating the services template only - not used on upload. For 'Services' match type only, template download only. 

Fbo location

FBO location for downloading blank templates and file upload for matching. Will automatically filter 'Uploaded invoices' table to invoices for chosen FBO location. Mandatory field. 

Supplier

Filter by supplier for downloading 'Services' templates, can be left blank. Will automatically filter 'Uploaded invoices' table to invoices for chosen supplier. Not required for file upload. 

Upload and process

Starts the upload and match process.

Download template

Downloads a blank template for 'AirportFee' match type, or downloads the 'Services' match type template based upon the date fields above. 


Uploaded invoices

Invoice header information of the to be matched 3rd party 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.

Invoice fields cannot be edited in this table, only removed via 'Remove' if necessary from upload. See Admin Match Invoices (Administration) to add/edit uploaded invoices. 


Supplier services of the match invoice selected above

Invoice line fields cannot be edited in this table, only removed via 'Remove' if necessary from upload. See Admin Match Invoices (Administration) to add/edit uploaded invoice lines. 


Related pages: