In FBO One, invoices are created for one or more orders from the same debtor, and it is not possible to modify them once they are created. Similarly, orders cannot be modified once they are invoiced. However, if you need to correct mistakes in an already invoiced order, you can follow one of the following steps:

Create a related order

If you need to correct a service or add one that was forgotten on the original order, it is suitable to create a related order. To create a blank related order, you use the 'Create blank related order' command in the right-hand 'Order' drop-down menu of the original order and click OK in the Create Blank Related Order screen.

Alternatively, you could also create an OTC order via Create Order in the top menu. The first option has the advantage that the debtor and flight legs of the original order are automatically present in the related order. Also, if your system is set up to use secondary order numbers, the related order will have the same primary order number as the original order, for example, a related order to order AMS-1324 will be numbered AMS-1234-2 if you use the ‘Create Blank Related Order’ command to create it. If you created a new OTC order, it will get an unrelated new primary order number.

On the new order, you can add services that were originally forgotten, as well as credit services that should have been taken off the original order. You can credit a service by setting the quantity to a negative number, which results in a negative amount – a credit. FBO One will automatically print ‘credit order’ in the heading of the handling order in case the total amount is negative. For services with an automatically calculated price or quantity, you normally cannot specify a negative quantity or a specific price. In that case, you can check the box ‘override quantity and unit price’ in the edit service screen.

Proper authorization is required to override the price for a service. Once all services have been added to the related order, you can create an invoice for it by following the regular back-office workflow for new orders. The related order is created in the registered state by default.

Create a full credit order

In case you have sent an invoice to the wrong debtor or require numerous changes to the order or invoice, an automatic full credit of the order can be chosen. This command is included in the order workflow and can be accessed by opening the original order that must be in the invoiced workflow state. In the list of available workflow transitions, you can find the credit order command.

Executing the credit-order command creates a related credit order that completely cancels the original by negating all quantities and amounts. It is not possible to modify the services in this credit order. However, it is possible to create an additional related copy of the original order, which can serve as a starting point for a corrected order. Both the credit order and the optional additional copy of the order are created in the registered workflow state. Thus, you can follow the standard back-office workflow to invoice them.

Delete the invoice

To delete an invoice in FBO One, it must not be booked into the accounting system. Deleting the invoice resets the order or orders on the invoice to the registered state, allowing them to be corrected and invoiced again. The invoice itself will be set to the deleted workflow state, and the invoice number will not be reused. Nonetheless, you can keep track of the gap in the invoice number sequence by accessing the list of deleted invoices and the corresponding audit log for each of them.

Delete the booking entry

In rare cases, it may become necessary to delete an invoice that has been marked as booked. This can occur, for instance, when errors in the configuration of ledger codes in FBO One cause the invoice data to fail to import into the accounting system. To delete a booked invoice, it is necessary to first delete the associated booking entry. This action will place the entry in a "deleted" state and reset the invoices in the entry to the initial state of the invoice workflow, which is "created". Following this, you can delete the invoice by following the steps outlined in the preceding paragraph. It is important to note that all such actions are logged in the audit log, and that they require authorization that is not normally granted to back-office accounting staff.