Important Note: Training exercises should be carried out in your test system. Do not create test data in a Live System.

The test system can be identified by one or more of the following:

• A different coloured header bar; normally bright pink or red.
• The address includes the word "test"
• There is a reference to UserTest emails in the header

 

The Test System is accessed on the address https://xxx.test.fbo.one/ , with 'xxx' replaced with your client identifier, or by selecting the test system link in the menu of your Live System.

 

 

 

Introduction:

In this exercise, you'll create a new contact, that can be used as a debtor in the other exercises, Creating a new registration and Creating orders.

 

Goals of this exercise:

1. To be able to create new contacts
2. To understand the concept ‘contacts’ in FBO One, that can be debtors, operators, or suppliers.
3. To understand the way default debtors and operators are configured in FBO One.

 

Prerequisites:

• A test Order - Use an existing Order in the test system or create one using the Front Office Exercise - Creating orders

 

Exercise overview:

• Learn how to
  • Create a new client (debtor)
  • Create a new operator
  • Create a new supplier
• Create a Bulletin Board message "client" notes.
• Use these in the Front Office Exercise - Creating orders.

 

Step by step:

To create new clients or registrations in FBO One, select the 'Add Organisation' option in the main menu.

 

In FBO One, a ‘debtor’ is a company paying for an order, while an ‘operator’ is a company owning and or operating an aircraft.  Many clients of an FBO will therefore be both: they own aircraft and pay for the handling.

In FBO One, every company (both debtors and operators) is a ‘contact’. Even suppliers, companies that you order services from, are contacts.

 

Firstly we’ll create a new client. To do that, click the ‘add organization’ link in the menu as shown above.

Add the new organization data:

 

Note: Try to avoid using personal information in training exercises. e.g Use a first name combined with made-up information so it's easy to search and find but does not reveal personal details. The same applies to personal data such as phone numbers and mailing addresses.

• In the name field, enter a (made up) company name that has your own first name in it. This will be the name used in invoices and confirmations.
• The ‘shortname’ will be used on the screen. So here you can leave out company extra’s like ‘inc’, and use an abbreviation if appropriate. Keeping the short name short, helps keep the screen (and internal reports) clean.
• As this contact will be both a debtor and an operator, tick both checkboxes.
• The address section (not displayed) is straightforward. Please enter a made-up address here.
• The communication section is important. The first email field is used by FBO One to send emails automatically; for example confirmations or movement messages. The second email can be used for alternative email addresses, like for accounting. Now enter your own company email address for this new contact.

 

 

• In the ‘AOC & VAT’ section, we can enter VAT data. For now, we’ll leave all VAT fields blank.

• In the ‘Operator’ section we’ll also leave all fields blank with default settings.

• The  ‘Accounting’ section can be used to select if invoices for this client can have multiple orders. Tick this box if desired. If invoices should be included in the export file to the accounting system tick the next check box.

• In the 'Payment' section we can define if the option to save cards on file is available. This is useful to avoid a compliance issue if a Debtor expressly asks for card details not to be kept.
• 'Allow send payment request' enables the option to send a payment request by email to the Debtor.

• The order import options allow FBO One users to filter open handling orders that are updated automatically by an integration link with this organization.
• For example, the organization has an integration link with FBO One by sending handling requests automatically to FBO One. If these updates need tracking and follow-up by the FBO the 'Needs review' allows filtering all open orders that have updates and have not yet been reviewed by an FBO user. If the updates don't require strict tracking, the 'Needs review optional' can be used.

• Upon clicking OK to save, FBO One may show a warning or error if information is incomplete.

• This warning tells you the ‘country for VAT purposes’ is still blank, although it may be used by other locations to determine VAT. You can either enter the correct country or check the ‘ignore warnings’ checkbox and click *OK again.

As new clients can be entered by Ops staff, FBO One can be configured to send an email to preconfigured addresses, so the information can be checked by accounting staff for instance.

 

Viewing and Editing Contacts:

If you need to view or edit the contact you have created, first find the contact by either:

• Type the name of the contact in the global search

• Search for 'Organizations' or 'Contacts' in the menu and use the search to filter 
• Clicking on the column headers performs A-Z or Z-A sorting.

 

Adding a bulletin board message:

Sometimes it can be needed to add notes to a client. After saving you’ll see the ‘bulletin board’ at the bottom left of the screen. Click the ‘new' message link to add a new message to this organization:

 

• Messages like this will be shown in any order for this client from now on as shown below.
• Note that the system shows who created the message and when.

• Before saving the message, don’t forget to tick the visible to ‘all FBO Locations’ checkbox.

 

Changing the debtor of an order:

You can set this new contact to be the debtor for an order you create in the Front Office Exercise - Creating orders. If you've already created an Order, it can be found by:

• If known, start typing the order number in the global search.

• Use the filter search in the OPS Handling screen to search for the registration.

• By using the 'Recently Used' list in the menu.

 

To update the debtor details,

Option 1: Select the payment line and 'Set debtor and form of payment'.

 

 

Option 2: In the order screen of the order, click ‘edit order’:

 

• This is also the way to edit the debtor, operator, or other order details.
• Here, change the debtor to the newly created company and click ‘OK’ to save it.

 

Notice how the bulletin board message created earlier now shows up in the order screen of this order.

 

Extra practice:

• Bulletin board messages can even have files in them, this can help sharing for example AOC documents, even between locations. Upload a file with the contact (or registration) you created just now.
• Bulletin board messages can be red in color sometimes. Try to figure out how this can happen. (Hint - Red messages are higher priority).
• Create a supplier for taxi services