Introduction:

The Email to Order feature allows for email messages with any attached documents to be sent directly to existing Orders within FBO One.

Sent messages will appear as an email Bulletin Board message attached to the Order. Any email attachments will also automatically upload and be saved with the sent message.

Potential Uses:

• Keeping on file email copies of 3rd party receipts and orders - Useful as a reference indefinitely.  
• Add invoice attachments (such as catering delivery notes and fuel tickets) to FBO One
• Forwarding valid Fuel Releases directly to an Order - Useful as a quick reference for fuel billing purposes.
• Storing GAR/GENDEC, Noise Certificates, Firearm Certificates, or other important documents relating to the active flight. 

Contents:

• Email to Order Instructions:
  • Create or forward an email to FBO One:
• Downloading Sent Emails and Attachments
• Marking email attachments as "to be attached to invoice"
• Editing and Deleting the Messages
• Setup
• Additional Information

Email to Order Instructions:

Click the Bulletin Board menu icon and 'Email to order's bulletin board' for the same instruction. 

Create or forward an email to FBO One (including all necessary attachments):

• Enter the Order number in the subject line. Ensure this is entered as exactly shown in the Order (no spacing).
• Copy the email address from the dialogue box and insert into the 'To' field of the email. (Note, this email address remains constant.) Tip: Save the email address as a contact in your email program.

In this example, the Fuel Release for the Order AMS-38488 is attached to the below email:

Once the email is sent an automated email acknowledgment will be sent to the inbox from which the email originated to confirm that the message has been sent successfully.

After a couple of minutes, refresh the Order screen. The email and any attachments should now show on the bulletin board.

When a new email has been received (and if the 3rd party updates column is in use on the Ops Planboard), a letter corresponding to the 1st letter of the FBO Location short name will appear on the Planboard for review. 

Downloading Sent Emails and Attachments

Underlined blue links on the emailed bulletin board messages may be clicked to open a sub-menu. Doing this also allows the option to edit the message, or view the Audit log.

1. Clicking on the first link will open and download the attachment, in this example, the Fuel Release.
2. Clicking on 'Message text' will open up the raw text of the email in a new tab
3. Clicking on 'Full Message' will open up the full email in Outlook.

Marking email attachments as "to be attached to invoice"

By including a $ character into the email subject, the attachments found within the email file will be automatically marked as "to be attached to invoice"

Editing and Deleting the Messages

Clicking on the message opens a menu, clicking on 'View/Edit message' allows for the message to be modified or its contents deleted.

The following screen will open:

In this screen the message contents and settings can be modified the same way as other bulletin board messages.

All or part of the email message can be removed. Use the 'delete attachment' buttons to remove specific parts of the email. Use the 'Delete Message' button to remove the whole email and all attachments.

Setup

Activation of this feature must be completed by the FBO One support team, please create a new support request.

Additional Information

• Multiple emails can be sent to the same order
• Multiple attachments can be sent within the same email
• The maximum file size when sending emails to orders is 25Mb
• Emails can be sent to orders even after an order has been Invoiced in the Back-Office

See Also:

How to add Invoice Supporting documents to Handling Orders