In this exercise you'll create an invoice from the handling orders created in the previous section.
Topics of this exercise
- Navigation; understand how the back office screen works
- Creating invoices
- Entering disbursements and splitting orders
For furter reading, see related articles
- Correcting orders. For example, when the invoice was in name of an incorrect debtor, has a missing or incorrect charge.
- Payment differences for cash or credit card payments
- Create a custom report for accounting
We will create invoices for two demo orders. In this example, the order numbers are:
AMS-4 for registration GLGAR and debtor TAG, containing Airport fees, Handling and parking, for a total of EUR 1647.25.
AMS-128 for registration VPBSO and debtor SHELL, containing just EUR 75,- worth of aircraft cleaning. This is an OTC order, so it has no flights.
Step by step
When you open the back office screen in FBO One, the orders that are to be invoiced are in the registered state:
The 'Filter' box allows you to filter the orders, so the list on the right should only show orders that satisfy this filter.
Set the registration filter to 'GLGAR', you should only see the AMS-4 order. Clear the filter again.
Now set the 'Debtor' filter to 'Shell', you should see only the AMS-128 order. Clear the filter again.
Of course filtering is much more useful in real-live situations with many more orders. The top box in the filter filters on order state. It allows you for example to find any cancelled orders. But there are also some orderstates used in the back office. Just like there are front office states like 'requested', 'confirmed', 'arrived' and 'departed' in the front office. These states allow you to keep track of the work, even when there are many orders in the system. The typical workflow in the back office is:
Registered (1) -> Approved (2) -> Disbursements entered (3) --> invoiced
Step (1) is a general order check. Are all services that should be there? Are the prices correct (may be this client has special price agreements not setup in FBO One yet) Will the remarks make sense to the client? Are all remarks that should be there, there? Is the paper file complete and accurate? Does the paper file match the order in FBO One? If you want to send (copies of) third party charges with the invoice, are they ready?
Step (2) is the check of all third party charges are in. Caterers for example, may invoice weeks later. In FBO One it is up to you to wait until the prices are in, or split the invoice and charge the known prices already. But any order waiting for a third party invoice should be in the 'Approved' state until all disbursements are entered, so its clear the invoice cannot be create yet.
Step (3) is the actual creating of the invoice. In FBO One the invoice is a separate entity, because the system allows you to have multiple orders (for the same debtor of course) on a single invoice. This is called a 'batch invoice'. This way, you can send regular customers a single invoice every month or week for example. It is important to realize, that even if the invoice has only a single order, it is a totally different thing in FBO One. That's also why there is a separate tab for invoices in the back office screen.
Every order has to go through these steps to create the invoice.
Now select AMS-4 and click 'Approve Front Office File' to approve is. Approving by the way, can only be done for a single order at a time, as the system wants you to really check the order and the front office file. You can click Ok, even if FBO One shows you a warning like:
This means the price changed after the payment step in the front office. So the price may be different from the price shown on the handling order that was printed for the captain before departure. This can be normal, for example because services were added after the payment step, or the departure details were changed on departure (time, number of pax) and that changed the price. Because this order will be invoiced, the text is black and you can just click OK, or check the difference by reading the log of the order. If the payment would have been a cash payment, we would have to fix something, as the resulting invoice should match the amount of cash received exactly.
After clicking OK you'll be returned to the back office screen, it should look something like:
Note the 'state' filter has changed to 'approved', that's why our order AMS-4 is still in the screen. If the state filter would still have been 'Registered', it wouldn't show any more because the order is now 'Approved'. Try this.
Also note the other order, AMS-123 . We didn't see it before, as the state filter was on 'registered' and this order is 'approved', so we see it now. The price is 0.
Now open order AMS-123 to see why the price is 0.
When the invoice from Catering Aerocooks comes in, we can use the 'awaiting price for' filter, to show just the order that are still waiting for a price from Aerocooks, and quickly just enter those prices.
Now, to continue the process for our AMS-4 order, select it and click 'Disbursements entered' as all disbursements for this order have been entered. Notice the system shows the warning again and now shows all orders in the state 'Disbursements entered': the orders ready to invoice. Notice, at this point we see two new orders that were already in this state and were already in the system: AMS-121 and AMS-127 .
Now lets go over the same process (approve and enter disbursements) for the other registered order in a slightly different way. To do this, open the order screen of AMS-128 , that should look something like this:
Notice the links under the 'status: REGISTERED' line. They allow you to go through the 'approve' and 'disbursements entered' states from the order screen. As the approval can only be done for a single order at once, and you need to see the order for approval anyway, this is a more practical way than doing it from the back office screen. But the result is exactly the same.
Now move this order to the 'disbursements entered' state. Set the form of payment to be 'BILL EUR' to send an invoice for this order.
Now lets assume the invoice from Aerocooks comes in, and shows only one delivery for VPBSN for EUR 321,-. Find the matching order, enter the price and click 'disbursements entered'.
Actually creating the invoices
So far, we didn't create any actual invoice yet. We have however five orders ready for invoicing. The two orders we started with (AMS-4 and AMS-128 ) and 3 others that were already in the pipeline:
Now we can use this back office screen to create multiple invoices at once. To do that, select AMS-128 and AMS-4 , and click 'generate invoice'. The screen will ask you to enter the invoice date and suggest today:
Click OK to generate the invoice.
Notice you are now moved to the 'invoices' tab in FBO One, showing you the two invoices we've just created. Each invoice has exactly 1 order. No click on the invoice number for the invoice for AMS-128 (the order with the handling) to open the invoice screen. This screen shows a list of orders for this invoice, that consists of only order AMS-128 :
The 'display invoice' link shows you the invoice as a PDF file. Also try the 'export services' link, that exports all services of this invoice as an Excel report.
Now we will generate an invoice that has multiple orders. To do that, return to the 'orders' tab of the back office screen, (remember invoices and orders are not the same thing!) and select all three remaining Shell orders, and then 'generate invoice'. This will show you the invoice tab with just the newly created invoice (check the filters to see why). If you open it you should see the invoice consists of all three orders:
Now open the pdf for this invoice to see what it looks like and how it is different from the other two invoices. Check the totals are correct.
Just like for orders there is a workflow for invoices too. After they are created they have to be 'sent to debtor' and then 'booked' (in the accounting system). These steps allow you to keep track of what actions for every created invoice have been done. With the booking step, the selected invoices (from the same date, debtor, etc depending on the accounting system) are put into an entry that is ready to be exported to the accounting system (if applicable). Depending on the accounting system, invoices can only be booked in certain entry periods. That can be one month or one quarter or one year. Select the invoice from that was previously created and click 'Book invoices'.
In the next screen the active entry period will be displayed. If other entry periods are still open, they can be select here instead of the current active entry period. Click 'OK' to create an entry.
FBO One will now automatically switch to the 'Entry' tab in the 'Back office' screen. Here the entry that was just created is visible.
Clicking on the entry will open the Entry screen. If applicable, under the 'download' header the export file to the accounting system can be downloaded.
After the export file has been successfully imported in the accounting system, the entry can be marked as processed by clicking 'Process entries'.
This marks the end of the back office process.