Creating new contacts

In this exercise you'll create a new contact, that will later be used as a debtor for a new registration in the creating a new registration exercise.

Goals of this exercise

  1. To be able to create new contacts
  2. To understand the concept ‘contacts’ in FBO One, that can be debtors, operators or suppliers.
  3. To understand the way default debtors and operators are configured in FBO One.
  1. See an example of bulletin board messages.

Exercise overview

Create a new client (debtor)

Create a new operator

Create a new supplier

Use these in the testorders we created

Step by step

In operations, the ‘ops screen’ of FBO One will be the main screen. To create new clients or registrations in FBO One however, you have to go to the home page. This page allows you to switch to other locations (we’ll just stay in Amsterdam for now) and to create some new static data.

In FBO One, a ‘debtor’ is a company paying for an order, while an ‘operator’ is a company owning an aircraft.  Many clients of an FBO will therefore be both: they own aircraft and pay for the handling. In FBO One, every company (so both debtors and operators) is a ‘contact’. Even suppliers, companies that you order services from, are contacts. First we’ll create a new client. To do that, click the ‘add organization’ link in the homepage.

In the name field, enter a (made up) company name that has your own name in it. This is the name used in invoices and confirmations. The ‘shortname’ will be used on the screen. So here you can leave out company extra’s like ‘inc’, and use an abbreviation if appropriate. Keeping the short name short, helps keeping the screen (and internal reports) clean.

As this contact will be both a debtor and an operator, tick both checkboxes.

The address section (not displayed) is straightforward. Please enter some address here.

The communication section is important. The first email field is used by FBO One to send emails automatically: for example confirmations or movement messages. The second email can be used for alternative email addresses, like for accounting. Now enter your own email address for this new contact.

In the ‘AOC & VAT’ section, we can enter VAT data. For now, we’ll leave all VAT fields blank.

In the ‘Operator’ section we’ll also leave all fields blank.

The  ‘Accounting’ section can be used to select if invoices for this client can have multiple orders. Tick this box if desired. If invoices should be included in the export file to the accounting system tick the nextcheckbox.

Upon clicking OK to save, FBO One may show a warning or error if information is incomplete:

This warning tells you the ‘country for VAT purposes’ is still blank, although it may be used by other locations to determine VAT. You can either enter the correct country*or check the ‘ignore warnings’ checkbox and click *OK again.

As new clients can be entered by Ops staff, FBO One can be configured to send an email to preconfigured addresses, so the information can be checked by accounting staff for instance.

Adding a bulletin board message

Sometimes it can be needed to add notes to a client. After saving you’ll see the ‘bulletin board’ at the bottom left of the screen. Click the ‘new message’ link to add a new message to this organization:

Messages like this will be shown in any order for this client from now on. Notice the system shows who created the message and when.

Before saving the message, don’t forget to tick the ‘applies to all handling offices’ checkbox.

Changing the debtor of an order

Now, set this new contact to be the debtor for the CS-DFB order, which you can find in the OPS AMS screen. You can find this order in the Ops screen, or by using the search box, or by using the ‘history’ link at the top right of the screen.

In the order screen of the order, click ‘edit order’:

This is the way to edit the debtor, operator or some other order details. Notice, this screen does NOT allow you to edit flight details, there is another screen to do that. Here, change the debtor to the newly created company and click ‘OK’ to save it.

Notice how the bulletin board message we created earlier now shows up in the order screen of this order.

Extra practice

Bulletin board messages can even have files in them, this can help sharing for example AOC documents, even between locations. Upload a file with the contact (or registration) you created just now.

Bulletin board messages can be red sometimes. Try to figure out how this can happen.

Change your order 1 from the previous exercise, for a delay of 15 minutes. You’ll have to edit the flight times for that.