Introduction:

The Supplier Invoice feature allows for effective tracking of amounts due for 3rd Party services which should be billed back to clients. 

• It also ensures that any un-billed amounts are clearly visible making it easier for these to be identified and followed up.
• It will reduce data entry for the back office staff because the 3rd party charges need to be entered only once. They will appear automatically on the sales invoices, as well as on the supplier invoices.
• Both sales orders and supplier invoices can be exported to your accounting system.

Example:

A provider of Crew transportation issues an Invoice to you on a monthly basis, and each service is referenced to a particular aircraft or client.

The Invoice number and total can be recorded in FBO One, then, every time an amount from this Invoice is billed to a client, the unassigned amount will lower accordingly, ensuring that all amounts are accounted for.

To record this Invoice within FBO One, you must first assign one of the amounts to an Order.

For the purpose of this example, we will use GLAST. This order is in the 'Front Office File Approved' state and is found in the Back Office, with the service 'Crew Transport' awaiting a price. In this screen, we can also see that three other orders are awaiting prices for Crew transport, which also feature on the above Supplier Invoice.

Clicking on the Service link in the 'Awaiting price' column will take us to the Edit Service screen for the service listed on the chosen Order where we can assign the Supplier Invoice.

Updating the Edit Service Screen:

In the Edit Service screen the following details should be entered:

Sales Price Section: The Price at which the FBO will re-bill the service 

In this example, this is the same as the amount featured on the Supplier Invoice - €150 For each of the services 

Supplier Invoice Section: This section relates to details found on the relevant Supplier Invoice

Important Note: To enable the 'Supplier Invoice' section of the Edit Service screen, the product setting "Is supplier's invoice required" needs to be checked. For more information, refer to the article on editing product settings.

To begin, please enter the invoice number provided on the invoice you received i.e 9876543. If this is a new invoice, you will see a note indicating "This is a new invoice" next to the field.

Next, enter the invoice date and the total amount mentioned on the invoice. Additionally, input the unit price mentioned on the supplier invoice.

Note: You can use the "Copy unit price and total amount from pricing" button in the Supplier Invoice section if the total amount on the supplier invoice matches the sales price mentioned above. This feature is particularly useful for services like catering, where separate itemized invoices may be issued for each individual flight.

Clicking OK will save the Supplier Invoice to the Back Office and will return you to the Order screen where the Unit Price has been attributed to the order. The service will no longer be 'awaiting price'.

Handlings Order-

Select the service and 'View service details' to see the Supplier Invoice link in the Supply and Delivery section:

Example:

Classic Screen Order -

Clicking on the underlined Invoice number in the above screens will direct you to the Supplier Invoice screen in the Back Office.

Note: The user must have the SupplierInvoce Authorization to view the Supplier Invoice screen.

This screen can also be accessed by clicking on the Invoice number under the Supplier Invoices tab in the Back Office. Under this tab, all supplier Invoices can be found. The filters to the left of this screen can be used to define which Invoices you wish to view. Checking the boxes to the left of each Invoice will display the Invoice amounts. To the right of each Invoice, the 'Assigned' and 'Unassigned' Invoice balances are shown.

Each individual supplier Invoice can once again be viewed by clicking on the Invoice Number. 

Note: On each subsequent order to which the Supplier Invoice applies, the Unit price and Invoice number should be entered, and the Invoice date & total amount should then populate automatically.

In the above image, two more amounts featuring on our Supplier Invoice have now been accounted for. The total amount unassigned is €700, assigning the remaining Supplier Invoice Amounts to the relevant orders will bring the Unassigned amount down to 0,00, thus balancing the Invoice as shown below.