Creating orders

In this exercise you'll create three orders in FBO One to get used to the inputs and the screen layout used in FBO One.

Goal of this exercise

  1. To be able to create orders
  2. To be able to add services to orders

Exercise overview

Create one Handling order for PH-KBX, to arrive at 14:00 today from Paris with 2 pax and 2 crew and leave at 19:00 with 8 pax. They will go to London city airport and need some sandwiches during the flight. Departing pax will need a limo from city center.

Create one Handling order for CS-DFQ, to arrive at 21:00 and leave some time tomorrow. There will be 6 pax, 2 crew and they'll need transport to hotel.

Create a OTC order for PH-MSX, which is in maintenance and need the GPU for a few hours.

At the end of the exercise, the planboard should look like this:

We have three orders in the system, two flights and one OTC order.

Step by step

To create an order, click the 'Create Order' link in the top menu. This will bring up the create order screen:

The available order types in this screen may differ depending on your configuration. In many instances there are just two options: a normal handling order (with flights) and an OTC order for orders without any flight legs. In this exercise we'll create two handling orders and one OTC order.

Click 'New handling order' to create the KBX order.

The first thing to do is to enter the registration (PHKBX). Notice FBO One does not use dashes in registrations. When you enter the registration, the debtor, operator and trip support provider should be filled in automatically. In FBO One, every registration can have defaults for these fields, so you won't have to select them every time. Of course, if something is different for this order, you can easily change it. The debtors order number and billing remark fields will stay blank for now.

Next is the arrival time, crew pax and origin. Use the date of today and set the fiels as shown below:

The flight number can stay blank. The flight type Royal can be important for pricing (PHKBX is the aircraft usually used by Dutch royalty and government). Notice how the origin can be found by ICAO code, IATA code or just the name.

Next are the departure details. That works in exactly the same way, only lets assume some ministers fly out:

The last part of the order remarks are the parking position (if we already decided where to park the plane) which we'll leave blank now and the internal and external remarks. The internal remarks will be shown on screen and on internal reports. The external remarks will show up on the confirmation to the client. So if for instance we'd like to indicate privacy should be guaranteed, we could use the fields like this:

Click OK to save the order.

Saving the order - or anything else in FBO One - will only work if a valid 'validation key' is entered. In FBO One, multiple users can share the same login. This is convenient for shared computers on a reception desk for example. But every employee will have his or her own validation key, so it's always clear who made a certain change. You won't need to enter the validation key for every change: the system will keep it for a few minutes.

If there is a problem with your input, FBO One will show an error message at the top and the bottom of the screen, like this:

In such case you should fix the problem, and save again. In the end, if everything worked out, the order screen will look like this:

Notice how we opened the 'services' tab to show the automatically added services for this order. The system knows the aircraft type (a Fokker F70 is this case) and charges the correct handling price automatically. If properly configured, even airport fees could be configured automatically. Also parking is automatically added as a service, as nearly every order will have parking? The important parts of the screen are:

  1. The inbound/outbound flight details at the left (not displayed and in more detail in the flight tab)
  2. The status REQUESTED, which indicates this order was requested by the client but not confirmed yet.
  3. The Order and Service boxes above, which let us add services or edit the flight details for example.
  4. The *Add service*pulldown menu, which is a quicker way of adding services.
Adding services

The order is in the system now, but we still need to add some services: the catering and the limo to pick up the departing pax. To add the limo service, click the 'add service' pulldown menu (not 'the add services link' via the edit order button), and select the limo service:

The most important fields here are:

  1. Quantity: we'll put one limo service in the order (although its two cars, we'll get a single invoice with 1 price from the supplier)
  2. Delivery on / supply order contents: these texts will be used on the supply order, that will be send by email to the supplier later to actually order the limo.
  3. Remarks: internal remarks for screen and internal reports, external remarks for confirmation and handling order.

The price can be left blank, we'll fill it in later, as the provider sends us the invoice. The 'relates to' field shows Arrival or Departure on screen and in the services tab an A or D, and will only be very important if the automatic Netjets link is active.

Now click on OK to actually add the limo service to the order.

Then do the same to add the catering service:

If all fields are entered, click OK to save the catering service.

Creating the CS-DFQ order

The same way as the previous order, now create an order for the CS-DFQ. This is a Netjets registration, so FBO One could import orders like this automatically. But in training/test environments, the automatic Netjets link is usually not active, so we'll put this order in manually. The order details are:

Arrival from Paris
Flight type private
STA 2100
2 crew / 6 pax (with transport to hotel for crew)

Departure to ??
Flight type ??
STD ??
2 crew / ?? pax

The correct debtor for NetJets in the demo database is 'NetJets Transportes Aéreos, S.A.', debtor number 100004, just in case the registration is not linked automatically.

This order can be created in a similar way as the first one. But in the departure data there is a difference. FBO One needs a time for every departure, to be able to show the bar in the planboard. So if the time is unknown, all you can do is enter a fake time (good practice is 23:59, which can be easily entered in a time box by typing a #) and checking the 'pending departure' checkbox:

The 'pending' checkbox has no other effect then showing a question mark in the plan board and order grid, to indicate this time is not fixed yet.

When the order is saved, click 'add service' to add transportation to the hotel for the crew like this:

For the generic Taxi, you'll see there is a default Supply order text configured, that can still be changed/updated for this individual order.

Creating the OTC order

The last order to create for this exercise is an order without flight legs. To create it, we use the create OTC order link in the create order screen:

The order screen for a new OTC order looks simpler than that of the normal handling orders, because the flight leg fields are missing. Instead, there is a start/stop time, which can be used to show the OTC order as a bar on the planboard with those start and end times. If left blank, the OTC order will be shown as a bar but just over the full length of the planboard. In any case, OTC orders will be shown on the order grid of course. Choose Amsterdam as handling station. We'll leave the start and end time blank for now:

Click OK to save the OTC order.

Now add the GPU in the same way as we've added services before:

Notice how FBO One already shows a price for the hourly rate of the GPU. Later we'll see the system can monitor the start and time of ramp services like the GPU and automatically calculate pricing based on that.

Thats all for this exercise, time for a break and then on to the next: the front office process 1.

Extra practice

Try to navigate to the orders from the planboard by clicking on the orders in the order grid and/or planboard. Also try to find your orders using the search box at the top right of the screen.

We've added services to orders: of course services can be removed again from orders too. Add some other services to one of the order and remove them again.

The flight numbers were left blank in this order. Enter the flight numbers for the Netjets  flight: NJE123A and NJE456B. Notice how the planboard changes.

Next exercise

The front office process