A form of payment (FOP) in FBO One has the following fields that can be edited in the Forms of payment (Administration) screen.See How to Invoice in a new Currency - Creating New Currencies & Forms of Payment for more information.
Forms of payment
Orders are invoiced per form of payment. When the default debtor is different per FBO location, you must create the form of payment per FBO location.
A payment instrument such as a credit card, cash, carnet, or an invoice on account.
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Free text field for the name of the form of payment as it will show up for selection and in the payment receipt. It will also be used on reports, on screen and possibly in the export file to the accounting system. Mandatory field.
It's good practice to define a form of payment for each currency, and append the currency code in this field for clarity, for example MASTERCARD EUR, or MASTERCARD USD
Free text, description of this form of payment, for example for 'Mastercard credit card'.
Numeric field for the sort index for the form of payment. A lower number will sort in drop down lists to the top compared to higher numbers.
Debtor to Charge
Drop down of available debtors. If set, the order is Invoiced with this Debtor charged instead of the Invoice Debtor. Set this when the Invoice is settled by a Credit Card company or Clearing House.
Note: This field is mandatory if 'Credit type' is set to 'Carnet'.
Allow order approval when the order is not paid in full
Checkbox for allowing orders that have this form of payment set to be approved in the back office for invoicing.
Name on Invoice
Free text to appear on the Invoice for this FOP - for example if Cash or Credit card payments have been taken this can read 'Paid'. If the FOP was BILL EUR the text could read 'To be Paid'.
Drop down of available ledgers, used to book the invoice amount to the applicable accounts receivable ledger / debit ledger. See Ledgers (Administration).
Drop down of available FBO locations. If multiple locations are managed, this field allows defining which location this FOP applies. If the FOP applies to multiple locations, but not to all, use the next field 'FBO location group' to define. See FBO locations (Administration).
Note: If left blank, the FOP is available to all FBO locations
FBO location group
Drop down of available FBO location groups. If multiple locations are managed, this field allows defining which FBO location group this FOP applies. See FBO location group (Administration).
Allow different FBO locations per Invoice
Checkbox for allowing for batching orders into a single invoice for orders at different FBO locations.
Is POS receipt number required
Checkbox for defining if the user must record a receipt number generated from the POS.
Caption for POS receipt number
Free text field to define the text that's displayed adjacent to the POS Receipt Number field - if left blank 'POS Receipt Number' is displayed.
Is debtor's order number required
Checkbox for defining if the user must enter a Debtor's Order reference number. This may be a Fuel release number or similar.
Caption for debtor's order number
Free text field to define the text to appear adjacent to the Debtor's order number field. If left blank 'Debtor's Order Number' is displayed.
Type the Currency code for this FOP. See Currencies (Administration). Mandatory field.
Company logo on Invoice
Drop down of available images to select which company logos should appear on the Invoice for this FOP. If blank the default FBO location report logo is shown.
Drop down for defining the form of payment credit type:
- On account: For customers that have credit through contract. See How to set credit terms for handling (Contracts).
- On account | Ad hoc: For customers that are to be invoiced on account for a single order only.
- Direct payment: Used for cash, credit cards and other direct payments.
- Carnet: For payment cards issued by a broker, where the broker may have contract a credit agreement and negotiated price agreements with the FBO. When a payment is made using a Carnet, the order's debtor will be set automatically to the 'Debtor to Charge' specified. This ensures that credit terms and price agreements of the broker are applied. In order to not disclose the contract price to aircraft operator or captain, you can hide the contract prices from the handling order receipt. This is done by setting 'hide prices from operator' the debtor brokers contract.
Payment gateway account
Drop down of available payment gateways for online card processing. If blank the form of payment is classified as an offline payment. See /wiki/spaces/MAN/pages/53116993.
Payment gateway card type
Free text showing the card type taken from the gateway on setup. If blank the form of payment is classified as an offline payment. See /wiki/spaces/MAN/pages/53116993.
Customer receipt product mapping group
Drop down of available product mapping groups. See Product Code Mapping for Online Credit Card Payments.
Note: Product mappings may be used for both online or offline forms of payment.
Show mapped product code on handling order
Checkbox for defining if the mapped product code shows on the handling order receipt.
Note: Without the 'Mapped product code format string' field set, the handling description will be replaced on the receipt and invoice by the product mapped code.
Mapped product code format string
Free text for displaying the format mapped product codes should show on the receipt and invoice. For example '~PlainHandlingOrderLineText~ (~MappedProductDescription~)' resulting in:
Note: 'Show mapped product code on handling order' must also be set for any effect.
Disable cards on file
Checkbox for disabling cards on file for this form of payment. See Payment Cards On File (Administration), How to disable Pay by email, Card on file requests and cards on file for a form of payment, and Manage Cards on File
Disable pay request by email
Checkbox for disabling the form of payment available when completing a Pay by email request. See Pay by email & Card on file requests and How to disable Pay by email, Card on file requests and cards on file for a form of payment.
Note: If 'Allow pay by email' is not set in the Payment Gateway, this setting will have no effect. A warning message will show if this is the case.
Disable card on file request by email
Checkbox for disabling the form of payment available when completing a Card on file request. See Pay by email & Card on file requests and How to disable Pay by email, Card on file requests and cards on file for a form of payment.
Note: If 'Allow card on file by email' is not set in the Payment Gateway, this setting will have no effect. A warning message will show if this is the case.
Checkbox for defining if the FOP is active or inactive. When made inactive the FOP is not available payment.
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Drop down of available custom values to assign to the selected FOP. See Custom values (Administration).
Free text remarks for this custom value.
You can use this for example, when you have defined a specific form of payment for an into-plane or throughput contract, that applies only to specific operators.
Use this table to restrict a form of payment to specific operators. If no operators specified, all operators can use the form of payment.
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Drop down of available operator/debtor contacts. If blank the form of payment is available to all contacts.
How to handle pre-payments / deposits
— Clients using pre-payments, where they already wire transfer an amount of money to the FBO or accounts department before the actual handling takes place.
Pay by email & Card on file requests
— Pay by email and Card on file request allows for sending payment links to customers to complete online payment and store cards on file through a browser via a payment gateway.
— The Payments query is used for creating reports to show added payments to orders.
Taking and correcting payments
— In this article we discuss a number of scenario's regarding payment processing in FBO One, and correcting related mistakes.