Table of Contents

1. Accessing FBO One.
   • Login and Passwords.
2. Ops (Operations) screens.
   • Handlings view.
   • Movements view.
   • Classic Ops view (old user interface)
   • Set your default Ops screen view.
3. Main Menu.
   • Key menu features.
     • Searching.
     • Menu docking.
     • Current page highlight
     • Previously visited pages.
     • Changing between FBO Locations.
     • Creating new records.
4. Ops Planboard overview
   • CFMU/Eurocontrol letter codes.
   • Viewing orders.
   • Searching.
     • Main search.
     • Planboard open order search.
   • Filters.
     • Filter examples.
   • Main bulletin board & calendar.
     • Creating and managing calendar Items
     • Linking calendar items to orders
   • Movements graph (Gantt chart)
     • Movements (Gantt chart) examples.
   • Daily reports.
5. Order overview.
   • Changing order fields.
   • Creating new handling orders.
     • Accessing the ‘Create order’ screen.
     • Order types.
     • New handling order screen:
       • Overview of ‘New handling order’ fields:
     • After creating a new handling order.
6. Order screen sections in detail
   • ‘Handling’ bar order section.
     • Aircraft registration.
     • Parking position.
     • Aircraft operator.
     • Trip support provider.
     • Operator’s request number.
     • Handling bar icon shortcut functions.
   • ‘Order’ bar order section.
     • Workflow state.
     • Reports.
     • Debtor’s order number.
     • Billing remark.
     • Debtor / Form of payment
     • External remarks / Internal remarks.
     • Custom values.
     • Add services / Quick-add product list
     • Order bar icon shortcut functions.
   • ‘Product/Services’ bar order section.
   • ‘Arrival’ / ‘Departure’ bar order sections.
     • Date / Time.
     • All other fields.
     • CFMU/Eurocontrol link.
   • ‘Bulletin board’ bar order section.
     • Bulletin board bar icon shortcut functions:
7. Order workflows.
   • Handling order.
     • Confirming / Re-confirming a handling order.
     • Handling confirmation example.
     • Cancelling a handling order.
     • Handling cancellation example:
   • OTC order (Over the Counter order)
   • Order workflow processing:
8. Services.
   • Auto-added services.
   • Ad-hoc services.
     • Batch update services.
   • 3^rd party services.
     • Changing 3^rd party services.
     • Cancelling 3^rd party services.
   • Add multiple services. 
   • Deleting services. 
   • Moving services. 
   • Create blank related order. 
9. Common tasks. 
   • New customer procedure. 
   • How to add new aircraft registrations. 
     • New aircraft registration screen: 
     • Overview of ‘New aircraft registration’ fields:
     • How to add new organizations. 
     • New organization screen: 
     • Overview of ‘New organization’ fields: 
     • How to add new aircraft types. 
     • Add aircraft type screen: 
     • Overview of ‘Add aircraft type’ fields: 
   • Payments. 
     • ‘Needs to pay’ indicators. 
     • Reviewing chargeable services. 
     • Taking payment 
     • Form of payment 
     • Viewing / printing / sending the receipt 
     • Receipt example with payments: 
   • Sending movement messages. 
     • Arriving an aircraft 
     • Departing an aircraft 
     • Movement message examples: 
   • Crew/pax details. 
     • Searching for existing crew/pax. 
     • Adding/Editing new crew/pax. 
     • Overview of crew/pax fields. 
     • Copy pax/crew from outbound/inbound. 
     • Copy pax/crew from previous flights. 
   • Viewing previous/future orders for an aircraft or organization. 
     • Search by order number. 
     • Aircraft orders. 
     • Organization orders. 
   • Adding bulletin board messages. 
     • Attach message to. 
     • Priority. 
     • Category. 
     • Attaching files to messages. 
     • Email to order function. 
   • How to add a new station. 
     • Overview of ‘Add station’ fields. 
   • Audit log. 
10. Time-saving keyboard shortcuts. 
11. Classic Ops order view

 

 

Accessing FBO One

 

The following links can be used to access FBO One from all internet browsers and mobile devices (replace ***** with your FBO One given name):

https://*****.fbo.one - Live system. This is the production version of FBO One that is used for actual orders and invoicing.

https://*****.test.fbo.one - Test system. This is the test version of FBO One that is used for training and testing of new features and pricing. 'External' emails will only be sent to defined test emails (if set).

 

Login and Passwords

Log into FBO One using your username and password (this may be a group login shared between users). ‘Remember my login on this computer’ may be checked to save the login details for this device.

 

 

 

Forgot Your Password:

If you have misplaced or forgotten your password details, they can be retrieved by utilizing the 'forgot password' link found on the login page. For further instructions on how to recover your password, please refer to the information provided in this article.

If the 'forgot password' option is unavailable, kindly get in touch with your system administrator for assistance.

 

Change Your Password:

To modify the user password, navigate to the main menu and locate the option labelled 'Change password'. Please be aware that the current password will be necessary to proceed with the password update. Additionally, the new password may need to meet certain criteria for validation purposes, such as minimum length or inclusion of special characters. In the case of shared group accounts, individual user accounts and passwords will be necessary to execute the password change.

 

 

Ops (Operations) screens

 

 

Handlings View

The Planboard screen is the primary front office screen in FBO One. The 'Handlings' view presents a concise representation of each order, including Arrival and Departure movements on a single row. The 'Handlings' orders are arranged in chronological order, with the active movement displayed first.

 

 

Movements view

The 'Movements' view presents a single line for each aircraft movement, distinguishing between arrival and departure movements with separate rows. Each movement line is arranged in chronological order, with the earliest movements displayed first.

 

Classic Ops view (old user interface)

The use of the 'Classic Ops' view is not advisable. Its functionality is more restricted compared to the 'Handlings' and 'Movements' screens.

NOTE: If you happen to be on this screen, you can click on 'OPS FBO' in the main title bar to be redirected to your default view.

 

Set your default screen view

The 'Select Default Screen' option allows you to set the default screen displayed when you access FBO One Ops pages.

 

Keyboard Shortcuts

• Open the menu and activate ‘Search menu’: ALT + .

The following keyboard shortcuts below allow for quick 'OPS Pages' swapping:

• Handlings: ALT + H

• Movements: ALT + M

• Classic OPS: ALT + O

 

 

Main Menu

The main menu of FBO One is utilized for navigating between different pages within the system. To access the menu, click on the top left icon next to the 'OPS' title button, unless it is already open and visible.

 

Key menu features

Search Functionality

The primary menu provides a convenient search feature for all authorized pages within FBO One. The search results will be highlighted and categorized under the relevant menu group.

Please note: Clicking on the 'X' button will reset the search and collapse any expanded menu headers.

Tip: To open the menu and activate ‘Search menu’, use the keyboard shortcut "ALT +"

 

Menu docking

Enabling menu docking will ensure that the menu is always visible on all screens, facilitating easy navigation and page transitions. To enable menu docking, click on the icon located in the top right corner (to disable, click once again):

Please note: The menu will automatically dock upon login for all users.

 

Current Page Highlight

The current page open, will show in bold blue text blue background as a highlight.

 

 

Recently visited pages

Previously visited pages are stored in the 'Recently Used' menu header to facilitate easy access to previously opened orders/pages. This list will be automatically updated when visiting pages.

 

 

 

Switching between FBO Locations

FBO One offers the capability to manage multiple locations. All locations that the user has been granted access to will be displayed in the main menu under the 'Switch FBO' section. By selecting a specific location, the default Operations screen for that location will be loaded.

 

 

Creating new records

The menu header for creating new records in FBO One provides direct links to add new master data. This includes:

Please note: Each menu header (indicated by bold text) can be expanded by clicking anywhere on the line. To collapse any expanded menu headers, simply click once more.

 

Overview of Ops Planboard

The Ops Planboard is a central feature in the system, located on the left-hand side of the Ops screen. It provides a comprehensive overview of each active order.

The orders displayed on the Planboard are arranged in chronological order, allowing users to easily track the progression of orders over time.

When viewing the Planboard below, any orders that are shown in yellow are marked as 'Requested'. This indicates that these orders have not yet been confirmed to the client. Each state of a work order can be visually distinguished by a unique colour, enabling better focus on the necessary tasks.

 

 

In the image above, you can see various columns that provide detailed information for each order line. It's important to note that the columns displayed and their arrangement can be customized to show more or less detail, based on user preferences.

The following is a breakdown of the information displayed in each column:

• Handling - This column includes details such as the registration, aircraft type, flight number (if applicable), order state, and a payment icon (if relevant).
• Arrival - This column displays the most recent arrival time of the aircraft. If the text appears grey or faded, it indicates that the leg of the flight is complete.
• Departure - The departure column shows the most recent departure time. Similar to the arrival column, grey or faded text indicates that the leg is complete.
• To Do - This column lists any services or tasks that require action for completion.
• Position - If a parking position has been assigned, it will be displayed in this column.
• From - The origin ICAO code for the station or airport from which the flight is arriving.
• Pax - This column shows the passenger count for incoming and outgoing flights.
• To - The destination ICAO code for the station or airport to which the flight is departing.
• Debtor - The short name for the order's debtor is displayed in this column.
• Messages - Any planboard messages that have been created internally and are relevant to the order are shown here.
• Alerts - This column displays an alert message icon if there is an important or critical alert associated with the order. Different icons are used for important and critical alerts.

 

CFMU/Eurocontrol letter codes

Letter codes may be displayed alongside arrival/departure times in the CFMU/Eurocontrol updates (multiple letters may be shown).

Please note that CFMU/Eurocontrol will adjust the scheduled time based on the matching flight number/call sign in the flight plan, not the aircraft registration.

If no letter is shown, it means that CFMU/Eurocontrol has not yet started updating or a flight plan for that particular flight cannot be found. In such cases, please verify the flight number.

 

 

CFMU CODE	Meaning	For Arrivals	For Departures
E	Estimate	Aircraft has not taken off from its origin, this time is based upon the flight plan and is subject to change until take off.	Aircraft is estimated to depart at this time based upon the flight plan (no slot outbound).
T	Actual Take Off	Aircraft has taken off from its origin and is likely to land within a few minutes of this time.	Not applicable.
A	Arrived	Aircraft has landed – Time updated by the user when arriving the aircraft.	Not applicable.
D	Departed	Not applicable.	Aircraft has departed – Time updated by the user when departing the aircraft.
W	Airway Slot	Aircraft is slotted out of departing airport or has been slotted on route.	Aircraft is slotted for departure. Depart within 15 minutes of time (5 minutes before or 10 minutes after this time) (slots are usually given by CFMU/Eurocontrol).
P	Airport Slot	Aircraft has an airport slot inbound – this is user inputted.	Aircraft has an airport slot outbound – this is user inputted.

 

 

Viewing orders

To expand any of the open orders listed on the Planboard, simply click on the order line. The order will then expand to the right, as demonstrated in the image below:

Once expanded, all relevant handling details, service details, prices, and messages will be displayed (depending on user access). From this screen, you can update order details by clicking on the grey arrow next to each detail.

 

By clicking on different order lines on the left, you can update the current open order on the right. This allows for easy switching between orders while still maintaining a comprehensive overview of all flights.

 

Note: The currently open order (highlighted in yellow) will always be displayed on the left main Planboard. To ensure that you have the correct order open, please verify which line is highlighted.

 

Searching

FBO One allows for dynamic searching of different areas of the system, each search box offers different functionality.

 

Main Search

The main search box remains consistently visible in the menu bar of FBO One, even though its position may vary when the planboard column and parking planner are opened.

This search method is recommended for navigating and searching for data. The search results will automatically update and filter as each character is entered.

 

By using this search box, users can quickly access the following:

• Orders (by searching with the order number)
• Invoices (by searching with the invoice number)
• Fuel tickets (by searching with the fuel ticket number)
• Contacts
• Aircraft types
• Aircraft registrations
• Products
• Stations

The search box will return any data that contains the entered search combination. Each result will have a brief description indicating the type of data, name, and other details:

 

Planboard Open Order Search

The Planboard 'open order search' box allows users to search for data within open orders that are currently active in the front office.

This search box enables searches by the following criteria:

• Registration
• Aircraft type
• Flight number/Call sign
• Parking position
• Crew/Pax names
• ICAO airport origin or destination
• Debtor, operator, trip support
• To do services
• Order key
• Supplier order numbers
• Workflow state

The number of results found is displayed directly below the current search text and updates as the results update. Any active filters set will also be shown on the same line.

 

Filters

FBO One offers the capability to apply filters to all open orders. These filters can be used in combination with each other, allowing the "open order search" function to search within the results of the applied filters. To clear filters, users can click on the blank space at the top of each filter or click the "X" button to clear all filters.

 

To override all filters, users can enter the full registration or flight number into the open order search.

 

 

To override all filters and display crew/passenger results, users can enter the full name of the passenger (first and last name).

 

 

• Preset Filter - This feature allows users to choose from a saved predefined filter, which includes multiple filters saved together. It is useful for selecting between set filters that have been configured for each user. For example, users can choose to only display catering orders for the next 24 hours or only show flights for the next day. Please note that access is required to save new filters and update preset filters.
• Search by - This filter enables users to search for specific data within an order. It can be used to search for crew/passenger names. Multiple search by options can be selected simultaneously. However, if other filters are applied, the search by filter will only search within the current results.
  • Aircraft Registration/Type - This filter allows users to search by aircraft registration and type.
  • Contact - This filter enables users to search by operator/debtor/trip support.
  • Crew/Pax Name - Users can search for orders based on crew/passenger names using this filter.
  • Order Details - This filter allows users to search by order key, trip number, operator handling number, origin/destination, workflow state, parking position, and operator/debtor/trip support.
  • Parking Position - This filter allows users to search by parking position.
  • Product/Supply Number - Users can search by product name or supplier order number using this filter.
• Services - This filter is used to display "to do" services. Multiple services can be selected simultaneously. If other filters are applied, this filter will only filter the current results.
• Order type - This filter is used to filter specific types of orders. Multiple order types can be selected simultaneously. If other filters are applied, this filter will only filter the current results.
• Parking - This filter is used to filter parking positions. Parking positions can be grouped together for multiple filtered areas. It is recommended to select "(Unassigned)" to ensure that unassigned parking positions are included. Multiple parking positions can be selected simultaneously. If other filters are applied, this filter will only filter the current results.
• Time from - This filter allows users to filter orders within a specific time period. Users can enter any number (in hours) as free text. This filter can be used in conjunction with the "Time before" filter to show orders within a range until a set time. If other filters are applied, this filter will only filter the current results.
• Time before - This filter allows users to filter orders within a specific time period. Users can enter any number (in hours) as free text. This filter can be used in conjunction with the "Time from" filter to show orders within a range until a set time. If other filters are applied, this filter will only filter the current results.
• Needs payment - This filter is used to filter orders that have an outstanding balance or require payment. Orders with a "$" sign or orders that need to be paid can be filtered to show. If other filters are applied, this filter will only filter the current results.
• Has time - This filter is used to show orders that do not have a specific date and time for the arrival or departure leg. If other filters are applied, this filter will only filter the current results.
• Review updates - This filter is used to show orders that require review.

Exercise: Filter examples (try these for yourself)

• Show catering services that need to be done within the next 24 hours for all orders:
  • Services: Catering
  • Time from: 0 (current time)
  • Time to: 24 (1 day in the future)
• Show all orders that require payment and are departing within the next 24 hours:
  • Needs payment: Needs payment
  • Time from: 0 (current time)
  • Time to: 24 (1 day in the future)
• Show all orders that are currently parked in the Hangar:
  • Parking: Hangar (All positions)
• Show all orders that have departed and have an outstanding balance to be paid:
  • Time to: 0 (current time)
  • Needs payment: Needs payment
• Show only OTC (Over-the-Counter) orders:
  • Order type: OTC Orders
• Show toilet/water and catering services that need to be done for all orders:
  • Services: Toilet/Water + Catering
• Search for crew/passenger names only from yesterday and within the next 48 hours:
  • Search by: Crew/Passenger Name
  • Time from: -24 (1 day ago)
  • Time before: 48 (2 days in the future)

 

Main Bulletin Board & Calendar Functionality

Efficiently managing tasks and events is crucial in any operational setting. FBO One provides robust tools to streamline your workflow, including a comprehensive Bulletin Board and Calendar feature. 

 

Main Bulletin Board Overview

The Main Bulletin Board serves as a centralized hub for tracking time-sensitive events and tasks. Here's how you can optimize its usage:

1. Quick Note-Taking: At the top-right corner of the Ops screen, a convenient text field allows for effortless note-taking. This feature enables swift recording of important information directly within the interface.

2. Calendar Integration: Notes can be seamlessly assigned to the calendar for better organization and monitoring of time-sensitive events. This integration ensures that critical tasks are tracked and followed up on efficiently.

3. Order Linkage: Calendar items can be directly linked to orders, enabling the scheduling of ad-hoc tasks specific to those orders. This functionality ensures that the order bulletin board accurately reflects main calendar events, facilitating seamless coordination.

4. Status Updates: Each item on the calendar can be updated with status indicators, with colors changing accordingly. For instance, the color yellow may indicate items that have not yet been started, providing visual cues for efficient task management.

5. Chronological Sorting: All calendar items are automatically sorted chronologically, providing users with a clear overview of upcoming events and tasks. This chronological sorting enhances visibility and aids in effective planning.

 

Creating and Managing Bulletin Board or Calendar Items

Creating a Calendar Item

To create a calendar item (e.g., a phone message):

1. Type the note directly into the blank text area in the top right-hand panel.
2. Select 'Ops Calendar' to add the item to the Calendar.
   • 
3. Add the appropriate date/time and status.
4. Click 'Create' to finalize the message and add it to the calendar.
   • 

 

Changing/Updating a Calendar or Bulletin Board Message Item

The Calendar provides colored status indicators for each item. Users can update the status as follows:

1. Click on a calendar item.
2. Choose an option from the drop-down menu to update the status.

 

To edit a calendar or bulletin board item:

1. Select the 'edit' option from the drop-down menu shown above.
2. The 'edit' screen will appear.
   • 
3. From the 'edit' screen, various options are available, including:

• Update the message text.
• Increase/decrease the message visibility. For example, whereby FBO One is used at multiple locations, the message can be set to 'All FBO Locations' so that it is seen by all
• Increase/decrease the message priority. The message can be set to Normal/Important/Critical. Increasing the importance to important add a red flag to the message, and critical will add a red warning sign.
• Changing the 'Category' allows the user to change where the message is shown, e.g. moving it from the 'Calendar' to the 'Bulletin Board'. The date/time for calendar items can also be updated in this section, as well as the status.
• Set the date for review or expiry. The contents of the message may need to be reviewed periodically; for example; a bulletin board message related to an aircraft registration that contains the AOC.
• The 'File' section, allows the user to upload a file attachment relevant to the message. There is an option to have the file attached to the outgoing invoice.

 

Example:

• In the below example, a calendar item was edited to change the importance to 'Critical' (red warning sign).
• The paperclip symbol indicates to other users that there is a relevant document attached to this message:
• 

• To view or delete the attached document, click on the message and from the drop-down menu again click 'edit'.
• The attachments are accessible through a link
• 

 

Deleting & Displaying All Calendar/Bulletin Board Items

To delete a calendar or bulletin board item:

• Click 'delete' from the drop-down menu.

To display all calendar items:

• Click on 'Show All'.

Filters can be applied to search for calendar items in the displayed list.

 

Linking Calendar Items to Orders

To link a calendar item to an order:

1. Click on the calendar item.
2. Choose the 'Link to Order' option from the drop-down menu.
   • 
3. Select the order to which the item should be linked.
   • 

 

The planboard order will now show a clock icon to indicate a linked calendar item.

 

 

The Order will show the linked Calendar message

 

 

Separating an item from an order can be done by clicking the "unlink" button in the calendar item drop-down.

 

 

Notes:

• Users must have appropriate authorizations to add items to orders.
• After an order is transferred to the back office (Registered), all attached calendar items are removed from the OPS Order Grid and FUEL screen.
• Non-completed calendar items are displayed to alert the user.

 

Movements graph (Gantt chart)

Located conveniently on the right-hand side of all Ops screens, the ‘Movements’ graph, also known as a Gantt chart, provides a comprehensive overview of scheduled aircraft movements within a pre-defined timeframe spanning 12 hours (with a default view of 2 hours in the past and 10 hours in the future).

 

 

Key Features:

1. Chronological Display: All orders are presented in chronological order based on their movement times, depicted as single-colored bars. Each bar represents a specific flight or order, with attention required for the first flight/order displayed before subsequent ones.

2. Real-Time Updates: The chart refreshes every few seconds, reflecting updated orders and transitioning to the next time period in 15-minute increments. This dynamic feature ensures users have access to the latest information regarding upcoming movements.

3. Color-coded Status Indicators: The color of each order/flight bar corresponds to its workflow status or order type (e.g., Confirmed, Arrived, Departed, OTC, etc.), allowing users to quickly identify the status of forthcoming traffic at a glance.

4. Bar Length Interpretation: The length of each bar signifies the aircraft's length of stay or ground time. Shorter bars indicate quick turnarounds, while longer bars suggest extended stays. Hovering over each bar provides a brief summary of the order, including current timings and workflow status.

5. ‘Now’ Indicator: A black vertical line labeled ‘Now’ indicates the current time, providing users with a reference point for real-time monitoring of scheduled movements.

6. Order Preview: Hovering over each bar will give a summary of the Order, including current timings and workflow status.

 

Example Scenario:

Here's an example screenshot and details of how to interpret movements within a typical 12-hour period:

 

1. Aircraft D2AAA is displayed on top before the ‘Now’ indicator.
   • Its pale lilac colour indicates that the flight has departed, (this is also shown by the ‘D’ next to the movement time).
   • The order has remained as it hasn’t yet been moved to the back office.
2. Aircraft FJJJ1 is the next movement.
   • Its orange colour shows that the order is ‘Confirmed’ and not yet active.
   • The bar is a small distance from the ‘Now’ line, indicating the flight should be arriving soon.
   • The bar is short, cutting off the registration detail, this indicates that the aircraft will be arriving on a quick turnaround.
   • The ‘P’ after the time indicates that the aircraft has an airport slot restriction for its departure.
3. Aircraft LX768 is the 3rd movement.
   • The colour of the bar is light blue, indicating that the order is in a ‘Crew boarded’ state.
   • The aircraft is likely ready for departure, however the ‘W’ after the movement time indicates that the aircraft has an airway slot restriction from CFMU/Eurocontrol.
4. Aircraft YU123 is the 4th movement.
   • The colour of the bar is yellow as the order is in a ‘Requested’ state (likely to have just been inputted), and will arrive in a few hours.
   • The length of bar shows the aircraft is a long stay (greater than 10 hours) – hovering over will display the scheduled departure time.
   • FJJJ1, LX768 and YU123 movements are likely to occur around the same time – the chart allows for planning busy periods. This is also shown by the black bars that rise based on the number of movements within each hour.
5. Aircraft N11111 is displayed before the ‘Now’ indicator as the movement has already occurred.
   • The colour of the bar is light blue, indicating that the order is in an ‘Arrived’ state.
   • The order status has not been changed to ‘Arrival completed’, this may be because the aircraft has not yet been shut down.
   • The length of bar shows that the aircraft is a long stay (greater than 10 hours) – hovering over will display the scheduled departure time.
6. Aircraft R323KK is the final order bar.
   • The aircraft has neither an arrival nor departure time displayed within the chart. This means that the aircraft is on the ground without a movement within 12 hours.

The 'Movements' graph provides invaluable insights into upcoming aircraft movements, enabling efficient planning, scheduling, and monitoring of operations. By leveraging its features effectively, you can enhance operational efficiency and responsiveness within the FBO One platform.

 

Daily reports

Daily reports are date-filtered summaries of expected movements, essential for departments such as airport management, immigration, and ramp agents. They provide crucial information for planning and coordination, ensuring operational readiness, even in offline scenarios.

 

 

‘Daily reports’ can be found in the bottom right-hand corner of the OPS screen.

• Clicking on a date will generate the report for the selected day.

• To display reports for a date not listed, click on the report name (underlined in blue), and on the next screen enter the dates as required.
• 

• Note: Ensure the 'on or after' and 'before' filters are both entered to show a time period in the report.

 

 

Introduction to Orders

To effectively navigate FBO One, understanding handling orders is essential. These serve as comprehensive containers for flight details, including arrival times, aircraft types, and passenger manifests. Each handling order progresses through a customizable workflow, from creation to billing, reflecting your business operations. The Audit log tracks actions taken on handling orders, ensuring transparency and accountability.

Handling orders also encompasses customer services like fueling, cleaning, and catering, each with its own customizable workflow. These services, also known as order lines, must be completed before the handling order can be finalized and invoiced. Pricing for services can be automatically calculated or manually entered.

 

Order types:

Each order type follows its own tailored workflow, ensuring seamless coordination and accurate billing within FBO One. Order types shown in the ‘Create order’ menu and available for use are:

1. Handling Order (for Full Services): Covers all aspects from arrival to departure, including fueling, cleaning, and passenger transportation.
2. OTC (Over-The-Counter) Order: Facilitates ad-hoc services outside scheduled flights, such as last-minute fueling or unexpected maintenance.
3. Fuel-Only Order: Specifically arranges fueling services without additional services.
4. Home-Based Order: Tailored for aircraft operating from the airfield, accommodating departures before arrivals.
5. Order for use by billing department only – Used by back office users. This order type is an OTC order without the front office workflow steps. The order is created straight to the back office.

Example view if using ‘CREATE ORDER’ title menu button:

 

 

Creating new handling orders

Accessing the ‘Create order’ screen

There are two methods available to access the 'Create order' screen, with the first and recommended method being through the 'open order search' on the Planboard.

• When searching the tail number, the options to '+ Create new order' will be displayed.
• If any orders already exist for the registration, they will be shown along with the create order options, in order to prevent duplicate orders.
• If the registration is unknown, the 'Add Registration' option will be displayed as a quick-link for creation.

The following steps should be followed:

1. Perform a search for the registration - Note: entering the full registration will yield more accurate search results.
2. Click on the matching registration to ensure that you create an order for the correct registration.
3. Select the order type for creation.
4. The chosen registration will automatically appear in the ‘Create order’ screen.

Note: In the provided example, there is already a scheduled flight in the system. The ability to easily view upcoming orders for a registration facilitates a swift review process and helps prevent any conflicts.

 

The second method involves clicking on the 'CREATE ORDER' title menu button, as demonstrated:

 

One limitation of this process, as mentioned earlier, is the lack of a preliminary search to confirm the registration's existence and provide a convenient option to add it. Additionally, the user is not informed about the presence of an existing order until a final check is displayed, which occurs only after entering all order details.

 

New handling order screen:

When selecting 'NEW HANDLING' from the Planboard (or 'New handling order' from the 'Create Order' button), a screen will be displayed with various sections. These sections will be described and explained in detail below.

 

 

Please take note: The fields for Aircraft Registration, type, Operator, and Debtor are automatically populated based on the master data and default settings configured for this Aircraft. If the information is incorrect or needs to be different for this specific order, it can be edited on a per-order basis or updated in the master data to make a permanent change.

• Aircraft Registration
• Operator The entity responsible for operating the Aircraft
• Parking position is an optional field and can be added at a later stage
• Operators Handling Number (also known as Operators Request Number) - Typically used by the NetJets Importer, but can be manually added if applicable to others
• Debtor The company responsible for payment for the Handling
• Debtors Order Number Any order reference specified by the Debtor
• Form of Payment This field may be automatically filled if the Form of Payment or Contract have been created. Otherwise, a form of payment can be added or the field can be left blank
• Billing Remarks Any additional remarks to be displayed on the Invoice
• Trip Support Provider This is an optional field used when a third-party trip support is involved with the handling. It allows for confirmations, movements, etc. to be sent to this company as well

In the above example, the Operator and Debtor are the same, and no further details are required or known at this stage.

 

Next, the arrival and departure details are entered based on the provided schedule:

• Flight Type: The flight types are pre-configured in FBO One and displayed in the drop-down menu. Depending on the configuration, the flight type may or may not affect pricing and the automatic addition of products to the order. For example, a 'Ferry' flight may not display certain passenger-related charges, or an 'Ambulance' flight may require additional medical equipment for handling.
• STA/STD: This refers to the scheduled date/time of arrival/departure. Depending on the configuration, this may be in Coordinated Universal Time (UTC) or Local Time (LT). If these fields are left blank and the 'Pending' checkbox is selected, question marks, '?', will be displayed on the order and planboard.
• Flight Number: If FBO One is set up to track flights via the CFMU or FlightAware, and a flight number is applicable, it must be entered in order for the flight to be tracked. If the flight operates under a tail number, this field may be left blank and the flight will still be tracked. Even when flight tracking is not enabled, it is recommended to enter the flight number(s) when applicable.
• Pax/Transit/Crew: Depending on the configuration, the transit passenger field may or may not be displayed. Passenger and crew information should be entered according to the handling request. Leaving these fields blank will display '?' on the order and planboard.
• From/To: The origin and destination can be entered using the city name, IATA code (3-letters), or ICAO code (4-letters). If the information is unknown, these fields can be left blank. Alternatively, a placeholder such as ZZZZ may be added.

The Custom Values section may or may not be displayed, depending on the configuration settings. These fields are specifically designed to accommodate local requirements. In the example provided below, users are provided with the flexibility to input information related to the staff assisting the flight upon arrival and departure, the contact number for the crew, whether the flight is a delegation flight, and if there are any pets on board. Please note that these fields may also have an impact on the pricing of the order.

 

The final section is the 'Order details' section. This section enables users to input remarks regarding the order.

• Internal Remarks refer to remarks that are only visible internally. They are displayed on the order screen, handling request report, as well as any other customized in-house reports that require their inclusion.
• External Remarks refer to remarks that are shared with the customer. They will be displayed on the handling confirmation PDF and, in some cases, on the handling confirmation email.

 

By clicking the 'OK' button, the order will be created.

 

• If the OK button is unavailable (greyed out), it indicates that a mandatory field has not been filled out. Typically, this would be highlighted in red with an asterisk:
• In certain cases, an error message will be displayed. Error messages, shown in red as depicted below, require the necessary action to be taken before proceeding:
• Warnings may also appear after clicking the OK button to create an order. These warnings are intended for notification purposes and may be disregarded if they are not relevant. Clicking the OK button again will dismiss the warning. An example of a warning is shown below:

After the order is created, the user will be redirected to the Planboard, where the order details are displayed. The information entered in the 'New handling order screen' will be shown within the order, allowing the user to review and confirm it with the customer.

 

The Order Screen Overview:

 

1. Handling Information: This section contains details related to the handling, such as the aircraft registration, operator of the flight, and details of parking allocation.
2. Order Information: Here, you find data about the order itself, including the order number, handling status (e.g., requested, arrived, ..., completed), debtor information and payment terms, and any references associated with the order. You can also access a selection of reports related to the order.
3. Product and Services Management: This section lists requested or required services (e.g., Airport Fees) for flight handling. It details service types (e.g., fueling, cleaning), quantities, specific instructions, and preferences. Additionally, it summarizes financial aspects, including total service costs, additional fees, and payment status. Users can initiate the payment process here, streamlining financial management for handling.
4. Flight Details: Here, you'll find comprehensive information about the flight itself, including arrival and departure times (Scheduled, Estimated, Actual), flight number, route, pax/crew count, and flight type. This section serves as a reference point for coordinating handling services effectively.
5. Bulletin Board: This section serves as a communication hub, displaying important announcements, updates, or alerts related to the handling order. It may include notices about specific passenger needs or any other relevant information that could impact the handling process. The bulletin board helps in keeping all stakeholders informed and up-to-date throughout the handling process.

 

Changing order fields

Fields in the order can be modified directly in the order for Users with an access level that allows editing.

• The grey arrows, pointing to the right ( ), indicate that the field is editable or opens a dropdown menu.
• Approved Users can click anywhere on these fields to initiate editing.

There are also icon shortcuts available for quick functions.

• For all other functions, users can click on any of the menu '...' icons on each colored bar to expand and display further options related to the order.

 

Order screen sections in detail

The order screen allows for operations to be performed on the order – adding services, sending movement messages, updating order details, etc. Order reports may be generated and printed from here (Handling request, Handling confirmation, GENDEC/Manifest, Pro forma/Receipt and any other documents that may be setup).

Each order screen has several sections that are separated by different coloured bars. Each of these areas contain various details for the order, these sections are outlined below:

 

The ‘Handling’ bar order section

This order section contains (as applicable):

• Title including the order number | Reg | Order Status | Order Type
• Aircraft registration (including aircraft type, MTOW, handling category)
• Parking Information
• Aircraft Operator
• Trip support provider
• Operator’s request number (if applicable)
• Quick link shortcuts including:
  • View Crew/Pax
  • View Classic Ops layout of order
  • Add blank related order
  • View Audit log of order
  • Order menu for additional options.

 

Aircraft registration

To update the registration of an order, click anywhere within the grey highlight on hover:

• Update operator/debtor when changing registration: When changing the registration of an order, you may require the operator/debtor to update from the new registration’s defaults. Ensure the ‘update operator/debtor when changing registration’ box is checked. Unchecked will result in the original registration’s operator/debtor remaining.
• Aircraft registration: The registration for this order. This field searches all registrations within FBO One.
• Aircraft operator: The operator for the order, the default for the registration will show here. This field searches all operator organizations within FBO One. Tip: The registration’s default operator will always show green and the first result when searching.
• Debtor: The debtor for this order, the default for the registration will show here. This field searches all debtor organizations within FBO One. Tip: The registration’s default debtor will always show green and the first result when searching.
• Form of payment: The default form of payment for the debtor will display here. A drop down of all forms of payment will show when clicked. Note: If the debtor has no credit for a form of payment, then (Invalid) will show in red, to indicate it should not be used.
• Change billing remarks: Clicking here will expand to show the Billing remark and Debtor order remark for editing.
• Shortcuts to ‘View aircraft details’ for editing the registration and the ‘Audit log’ for registration user changes are found below.

 

Parking position

The ‘Parking position’ indicates the current position of the aircraft. This position may be pre-assigned before arrival.

To update the position of an order, click anywhere within the grey highlight on hover:

 

• Select a parking position: Only shows before the aircraft has arrived or if no previous positions have been set. This field allows for searching of parking positions.
• Current position: This is non-editable, showing where the aircraft is currently parked only.
• New position: Only shows after the aircraft has arrived and if a parking position has already been set. This field allows for searching a new position.
• On blocks: This is the time at which the aircraft was at its new position. This field only shows if a current position exists. Note: This date/time cannot be set in the future and cannot be set after the departure time.
• Parking history: This will show all previous parking positions and the time the aircraft spent at each area.
  • 
  • This ‘Parking history’ is updated from position changes with on-blocks and off-blocks times. To edit each position’s timings, ensure the ‘Actual off-blocks time’ is inputted for the previous position to end the duration. The new position will require ‘Actual on-blocks time’ to show the start of parking for the position. Positions can also be changed and deleted here if added incorrectly.
  • Ensure that DD/MM/YY HH:MM format is used for entering times.
• Audit log: Log of all position changes can be found here.

 

Aircraft operator

The ‘Aircraft operator’ indicates the current operator assigned to this order.

To update the operator of an order, click anywhere within the grey highlight on hover:

 

• Aircraft operator: This field searches all operator organizations within FBO One. Searching by name or contact code is possible.
• Shortcuts to ‘View operator’s details’ for editing the operator details and the ‘Audit log’ for operator changes show below.

 

Trip support provider

The ‘Trip support provider’ indicates the current support provider assigned to this order.

To update the support provider of an order, click anywhere within the grey highlight on hover:

 

• Trip support: Trip support provider for this order. This field searches all support provider organizations within FBO One.  Searching by name or contact code is possible.
• Shortcuts to ‘View provider’s details’ for editing the trip support provider details and the ‘Audit log’ for trip support changes show below.

 

Operator’s request number

The ‘Operator’s request number’ indicates the request number assigned to this order. This detail is mainly used by third-party imports (Netjets, FlightBridge), but can be edited to show a number requested directly from the operator.

To update the request number of an order, click anywhere within the grey highlight on hover:

• One number for both arrival and departure / Separate numbers for arrival and departure: These radio buttons allow input of either one request number for both flight legs or separate numbers for each arrival and departure flight legs.
• Operator’s request number: A free text field to enter the request number provided.
• Arrival/Departure Operator’s request number: A free text field to enter the request number provided. These fields only show if ‘Separate numbers for arrival and departure’ is checked.

 

Handling bar icon shortcut functions

Shortcut icons are shown on the top right of the ‘Handling’ bar. These icons allow for quick access to the following:

  Set parking: This icon will only show if no current position has been set for the order. It is a quick link to set a parking position.

Edit crew/pax name list: This icon is a quick link to the Crew/pax page to edit and update crew and passenger details for the arrival and departure leg of the order.

View classic order page: This icon is a quick link to the Classic Ops user interface for this order.

Create a blank related order: This icon is a quick link to creating a blank related order. This can be useful for sending a follow-up invoice for the same flight if services were forgotten on the initial invoice.

Audit log: This icon is a quick link to the Audit log of the entire order.

Menu: This icon opens a drop-down list to add missing ‘Handling’ fields.

 

The ‘Order’ bar order section

This order section contains:

• Workflow state
• Reports
• Debtor’s order number
• Billing remark
• Debtor
• Taking payment
• External remarks / Internal remarks
• Custom values
• Add services / Quick-add product list
• Quick link shortcuts (can include):
  • Create External Remark
  • Edit Order
  • Add multiple services
  • Move services
  • Delete services
  • Copy Order

 

Workflow state

The ‘Workflow state’ indicates the current status of the order and the order type.

• To update the state of an order, click anywhere within the grey highlight on hover:
• Each state can contain transitions to progress the order or move back to a previous step. The configuration of the workflows will be dependent on the FBO processes and ways of working.
• The (Re)Confirm transition allows for sending a movement messages or handling confirmation to the operator/trip support provider.
• NOTE: Available workflow steps are explained later in this manual. 
• Shortcut to the ‘Audit log’ for each workflow change can also be found below.

 

Reports

The ‘Reports’ field allows the generation of regularily used reports that directly use the order’s data. Order reports are created or edited in the administration reports area. Below is an example of the reports that may be included:

 

• Gendec: Provides a summary of general declarations for customs and immigration purposes.
• Manifest ARR: A list of all crew and passengers (with passport details) arriving.
• Manfest DEP: A list of all crew and passengers (with passport details) departing.
• Handling confirmation report: The main confirmation report that is sent to the customer on confirming the order.
• Receipt: A detailed list of all chargeable services and fees for the order.
• Send receipt by email: Function to send the Receipt report directly to the customer.
• Note: 

 

Debtor’s order number

The "Debtor's order number" is a the reference provided by the debtor for this order. It appears on the handling confirmation and receipt/invoice. It is a free-text field.

To update or add the debtor's order number:

1. If none exists, access the edit order field via the 'Order bar menu' icon. OR
2. Click within the grey highlight on hover to edit the free text field.

 

Billing remark

The "Billing remark" (E.g. Pro Forma only.) is a free-text remark displayed only on the receipt/invoice.

To update or add the billing remark:

1. If none exists, access the edit order field via the 'Order bar menu' icon. OR..
2. Click anywhere within the grey highlight on hover to edit the remark.

 

Debtor / Form of payment

The term 'Debtor' refers to the current organization assigned to this order and the current form of payment for the order. This information is populated from the registration defaults.

To update the debtor of an order or process payment, click anywhere within the grey highlight when hovering over it:

• Cash or offline card payment: Use this option to process standard payment for the order.
• Select pre-payment: Use this option if the payment is to be allocated to an existing wire transfer.
• Set debtor and form of payment: Use this option to change the debtor and the current form of payment.
• Clear form of payment: This option is available only when a payment type has already been chosen. It allows you to clear the current form of payment.
• At teh bootom of the list you can find shortcuts to 'View debtor's contact details' for editing the debtor and the 'Audit log' for reviewing debtor/payment changes.

 

External remarks / Internal remarks

The 'External remarks' refer to free-text remarks that are included in the handling confirmation sent to the customer. These remarks are used to add requests and questions for the customer when confirming a flight.

The 'Internal remarks' are also free-text remarks, but they are intended for internal use only and are never communicated to the customer. These remarks are useful for adding comments about the customer or providing internal instructions.

To update or add the debtor's order number:

1. If none exists, the create remark icons will appear in the 'order' title bar. Red for external as a warning not to confuse the two.

 

2. OR..Click within the grey highlight on hover to edit the free text fields.

NOTE: Clearing all text within the area before selecting 'OK' will delete the remark:

 

Custom values

'Custom values' refer to fields that have been pre-set or display specific non-standard information related to the aircraft registration or organization.

Example - Prior Orders: This particular custom value cannot be modified by the user. It represents the total count of all completed orders associated with an aircraft registration. Over time, this count will increase. A value of 0 indicates that the aircraft registration is visiting for the first time and the current order is its first.

 

Add services / Quick-add product list

The main area for adding ad-hoc services to an order. A selection of services can be added as quick-add tiles.

All services may be searched by clicking ‘Add service – Find product’ for a complete list.

 

Order bar icon shortcut functions

Shortcut icons are shown on the top right of the ‘Order’ bar.

• Add Internal/External Remarks: See Above section
• Edit Order: Opens the Order details page to edit for editing any of the order fields.
• Add multiple services: This icon is a quick-link to the ‘Add multiple services’ function to add a number of services at the same time.
• Delete Services: This icon is a quick-link to the ‘delete services’ function to remove one or more services in one action.
• Move services: This icon is a quick-link to the ‘Move services’ function to move services to another order or to a blank related order.
• Copy Order: This icon opens the create order screen pre-filled with the same details which can be edited before saving. The new order will inherit the same settings, workflows, and products.
• Menu: This icon open a drop down list to add missing ‘Handling’ fields. Editing in the Classic Ops screen and the Audit log can be found here.

 

 

‘Product/Services’ bar Order section

This section presents a comprehensive list of services that have been added manually or automatically, (e.g Airport Fees). It offers an overview of all fees linked to the order and provides the current status of each service.

• Icon / Product Code: Each service can be assigned an icon to indicate its purpose. The colour of the icon represents the current status of the service.
  • Red = to do (not finished)
  • Green = done (finished)
  • Grey = auto-add or no workflow.
• Product/Service Workflow state: The 'state' indicates the current status of the service. Similar to an order, a service may have multiple steps that need to be completed. Each state can be progressed by clicking anywhere on the service line.
• Remarks: The remarks section includes the service delivery date/time, supplier information (supplier, supplier number), and internal/external remarks. Any changes to the remarks should be made either in the service workflow or by using the 'Edit service' function.
• Quantity / Unit price / Amount: This section displays the quantity, price per quantity (unit price), and total amount (quantity * unit price).
• Form of payment: The form of payment associated with the service will be shown here (taken from the debtor).
• Total charges: The total amount of all charged services will be displayed here. The tax breakdown will only be shown on the receipt/invoice.
• To view the total taxes and tax codes, click the arrow next to 'Product'.

 

 

‘Arrival’ / ‘Departure’ bar order sections

The arrival and departure area represents the arrival and departure flight details for the order. Each detail can be changed on click.

 

Date / Time

• Scheduled time of arrival/departure: The date and time provided by the user. This time should be adjusted for any updates.
• Estimated time of arrival/departure: This field should be left empty. CFMU/Eurocontrol will automatically update this time.
• Actual time of arrival/departure: This date and time will be updated when the aircraft has arrived/departed.
• Airport slot: The date and time of the airport slot. This is only applicable if airport slots have been assigned. User input required.
• Airway slot: The date and time of the airway slot. This is automatically updated by CFMU/Eurocontrol and should not be manually updated.

 

All other fields

• Flight number: The official call sign or flight number assigned to each leg. It is important that this matches the flight plan in order to facilitate CFMU updates. Please note: The flight number may be the same as the aircraft registration number.
• Origin/Destination: The ICAO station code representing the location from which the aircraft is departing or arriving.
• Flight type: The designated type of flight for each leg. It is crucial to select the appropriate flight type based on the purpose of each flight.
• Pax/Crew: The number of passengers and crew members on board for each flight leg.

 

CFMU/Eurocontrol link

 

CFMU/Eurocontrol will automatically update the estimated time of arrival (ETA) and estimated time of departure (ETD) for each flight, provided that the flight number is correct. The current status of CFMU can be found at the bottom of each leg. By clicking on 'View flight tracker data', you will be able to see the most up-to-date updates:

Tip: For imported flights (Netjets), you can find the original PDF request for download in the 'Flight tracking' section.

 

‘Bulletin board’ bar order section

The bulletin board area provides a platform for attaching messages to an order. Messages may originate from the registration, organization, or station. Each message is timestamped with the date of the last edit and can be deleted if necessary.

 

By clicking on any message, you will be presented with the following options:

• View/Edit message: This option allows you to access the message details for editing and deletion.
• Audit log: This option grants you access to the message audit log, which displays all changes and previous versions of the message.

 

Bulletin board bar icon shortcut functions:

• Message Addition: This option opens the 'Add message' screen with the default category set to 'Alert'.
• Planboard Message Addition: This option opens the 'Add message' screen with the default category set to 'Planboard message'.
• Menu: This menu provides access to the 'Add message' and 'Add planboard message' options, as well as instructions for using the 'Email to order's bulletin board' feature.

 

Order workflows

Handling order

In order to advance a handling order, users are required to follow the prescribed workflow steps until reaching the final state. By adhering to this process, handling confirmations, movement messages, and order status updates will be automatically generated and sent. Once the order is marked as 'Departed', it is transferred from the front office to the back office using the 'Move to back office' option. This facilitates the invoicing process by allowing the back-office team to proceed accordingly. The workflow options can be easily tailored to suit the specific requirements of each state and transition. Below is an example of the workflow configuration for a typical handling order:

Please note: The states 'Arrived', 'Arrival Completed', and 'Departed' will update the arrival time, deactivate the arrival leg, and modify the departure time. Order workflows can be modified to include additional or fewer stages as needed.

 

 

 

Confirming / Re-confirming a handling order

When acknowledging a received handling request, it is necessary to update the order workflow state from 'Requested' to 'Confirmed'. This can be achieved by selecting the option 'Confirm handling'. If the order details need to be reconfirmed to the customer at other workflow states, the option '(Re)Confirm' should be chosen.

                       

When confirming or reconfirming an order, the handling confirmation screen will be displayed:

• A pre-defined template containing a summary of the handling details will be displayed.
• Order variables are indicated between "~". e.g "~AircraftRegistrationCode~"
• The handling confirmation documentation will be attached.
• This message will be sent to the email address of the operator/debtor, and additional email addresses can be included in the 'Additional email addresses' field.
• Files can also be attached and external remarks can be included with the handling confirmation.
• There is an option to preview the email with the variables converted to reflect the order data.

Please ensure that the email recipients are accurate before clicking 'OK' to send the email confirmation. 

 

Handling confirmation example:

The preview for the same message:

 

Cancellation of a handling order

Upon receipt of a request to cancel a handling order, the client can be informed of the cancellation using the 'Cancel' option in the order workflow. It is important to ensure that any services, especially third-party services, are also cancelled as necessary before sending the order cancellation email.

 Please note: Depending on the product settings, a warning may be displayed for any active services that require cancellation.

When cancelling an order, the 'Handling cancellation' screen will appear.

• By default, this screen will send an email to the operator/debtor email address.
• Additional emails can be added, along with any necessary files attached to the handling cancellation email.
• Additional remarks can be added in the 'External remarks' section.
• The PDF cancellation document will be automatically attached to the outgoing cancellation email with the option to add additional attachments.

Before clicking 'OK' to send the email cancellation, please ensure that the email recipients are correct.

Important note: Cancelling an order will automatically move the order to the back office.

To access cancelled orders, please go to the registration or organization connected to the order and choose the 'Orders' tab. You will find a comprehensive list of all orders for the aircraft, including those that have been cancelled.

 

OTC order (Over-the-Counter order)

In order to progress an OTC (over-the-counter) order, the user must follow the designated workflow steps until reaching the final state. By doing so, the status of the OTC order will be updated accordingly. Once the OTC order is completed in the front office, the user should proceed to the back office and register the order for the Accounts department to generate an invoice. Please refer to the workflow below for a standard OTC order:

Please be advised: An over-the-counter (OTC) order does not provide flight details, except for an optional start and end time. However, an OTC order can be transformed into a complete Handling order, which allows for the inclusion of flight details by selecting 'Convert to Handling'. This option may also be referred to as 'Add Flight' or a similar term.

 

Order workflow processing:

In order to progress through any order workflow (Handling or OTC), please refer to the top left of the order where you will find the 'Workflow state' information. By clicking on the grey highlight, the workflow menu will open, displaying the available states for transition.

As shown in the example above, a Handling order can transition from 'Requested' to 'Confirmed' by selecting 'Confirm handling'. Changing the workflow will trigger a transition action, which in this case is to send a Handling Confirmation to the customer.

It is important to note that all front office orders must be transitioned to the back office for invoicing upon completion.

• For Handling orders, this is done exclusively through the 'Move to back office' option when the order is in the 'Departed' state, all payments have been made, and all services have been completed.
• For OTC orders, this is done exclusively through the 'Register order' option when all order services have been completed and any outstanding payments have been made.

Note: Moving an order to the back office will remove it from the main Planboard. However, it is still possible to search for the order through the registration's/organization's orders tab or by using the order number when the order is in the back office.

 

Services

Auto-added services

Services can be configured to automatically add under specific conditions. These services will be automatically added and removed when the predefined conditions are met.

These services may include: 'AIRPORT FEES', 'HANDLING', 'PARKING', and others.

Most automatically added services do not have a workflow and are initially hidden in an order. To view the automatically added services (without a workflow), click the downward arrow in the 'Product' section.

Note: Auto-add services with a workflow will not be hidden.

 

Ad-Hoc Services

Ad-hoc services are manually added ramp or FBO services that are charged on a one-off basis. They typically do not send emails to suppliers and can be configured as chargeable or non-chargeable (for visual aids only).

These services may include: 'COFFEE', 'COLD STORAGE', 'DISH WASH / BOX', 'FBO STORAGE', 'ICE CUBES', 'LAVATORY SERVICE', 'FUEL JET A1', 'HOT WATER', 'POTABLE WATER', 'PRESS KIT', 'TOWING', 'WHEEL CHAIR SERVICE'

Most of these services adhere to simple workflows, such as transitioning from 'Not started' to 'Completed' or 'Boarded'. These actions can be performed by clicking on each service to access a pop-up menu or by selecting from the available workflows for each service. Some services may require the inclusion of start and end times in order to calculate the duration, for example, GPU.

 

The GPU is requested and added. The user selects "In progress" to record the start time.

The start time is entered.

The Ramp Agent disconnects the GPU. The end time needs to be recorded for the purpose of pricing calculation.

The start and end times are confirmed and entered.

The service workflow state is now completed, and the price will be updated according to the product price agreement. The icon in the order will indicate "green".

 

Services may also be displayed on the handling confirmation/receipt after being added.

Handling Confirmation example:

Receipt example:

 

Service workflows

Similar to order workflows, each service can have its own workflow that shows the current state that allows the service to be completed or cancelled. Service workflows are matched to the type of service and the information that needs to be shown or recorded. Service transitions can show certain action screens for entering additional information or for taking a specific action, examples can be found below:

 

Simple no-transition workflows:

Services that have no transitions allow for quick workflow changes with no screen changes for updating the current status.

 

Example: STORAGE – ‘In storage’ to ‘Boarded’.

 

Set quantity workflows:

Used for services that require quantities set for charging. A transition screen will show for the user to add the quantity.

 

Example ICE CUBES – ‘Requires Action’ to ‘Set Qty’ – quantity set from 1 to 2 bags. 

 

Timed workflows: Used for services that require a start and end time to calculate a duration for charging.

 

Example: GPU – ‘In progress’ to ‘Completed’ – A start time is entered to begin the duration, and an end time is required to end the duration and complete the service.

 

Airport slot workflows:

Workflow used for slot services when entering a slot ID and slot time to the ‘Airport slot’ arrival or departure legs. Note: This workflow will directly update the slot times and slot ID of an order (arrival or departure legs).

Example: AP SLOT IN – ‘Not started’ to ‘Request slot’ 

 

3^rd party workflows:

Used for services that are ordered via an external 3^rd party supplier. Allows for sending external emails to suppliers to order, change and cancel a service.

 

Example: CATERING - ‘Ordered’ to ‘Change order’ – allows the user to complete a supply order detailing the order requirements and send a direct email from FBO One to the supplier.  

 

Batch update services

For all products that are still to be completed, all possible ‘next’ workflow states show below each service.

To allow for batch updating of multiple services at the same time a radio button ( )shows to the left of all available no-transition workflow states. When clicked, the radio button changes colour to indicate that it has been activated, the service line highlights yellow and ‘Execute’ text appears to the right.

 

Multiple radio buttons can now be clicked in succession to highlight multiple services at the same time, as shown:

Tip: Click an activated radio button once more to deactivate the service.

 

Clicking on any ‘Execute’ links for each activated service will show a popup to execute an update of all selected services.

After execution, all selected services workflows are updated at the same time, saving time compared to updating each service individually.

 

  

Note: Only available workflow states that do not have a workflow transition can be batch-updated.

 

 

3^rd party services

Third party services, are manually added services for ordering through other external companies (suppliers). These may include: ‘CATERING’, ‘HOTEL’, ‘LAUNDRY’, ‘TRANSPORT CREW/PAX’, ‘RENTAL CAR’.

Third party service requests are ordered and sent by email from FBO One.

 

Here is an example of a typical catering order:

 

1. Select ‘CATERING’ from the ‘Add services’ area:

Note: Some services, may have more than one option button displayed, this is due to different workflow starts for each service.

 

The product is added to the Order with the next workflow steps available.

 

2. Third party order screen:

1. Delivery date/time:  
   • This time should be entered as the date/time of delivery. Note: This time will use the default user time. This may be in UTC or LT.  
2. Supplier: The catering supplier –
   • select from the drop-down list.
   • The supplier may also provide an order reference which can be added to the 'supply order number' field.
3. Supplier’s email address:  The supplier’s email address or addresses. These should be displayed automatically from the supplier contact details. If incorrect, first amend the supplier contact details. Add additional email addresses, separated by semi-colons or commas, in the section below if required.
   • Note: Ensure the ‘Send supply order email’ box is checked to send the order request.
4. Add Attachments: Any supporting documents can be attached here. Example: If the order has been received hand-written.
   • Note: Ensure to mention ‘See Attached’ to the ‘Supply Order Contents’ order details section
5. Supply order contents: In FBO One, default templates for outgoing emails are already set up to ensure correct email formatting.The catering order details should be entered here. Include all details of the order, including any special remarks.
   • Note: Any text between the following symbols ~textexample~ automatically compiles to show specific order data. If data cannot be found, this will render blank in the outgoing email.
   • Note: The default supply order template texts per product can be adjusted by a system administrator if necessary.
6. Preview Email:
7. Internal / External Remarks:
   • The external remarks can be used to inform the customer of the order details.
   • The ‘Supplier’, ‘Delivery Date & Time’ and the ‘External remarks’ automatically show on the handling confirmation PDF and on the order screen.
   • Any remarks for internal use only, should be added to the ‘Internal remarks’ field.

bookmark2

The CATERING product shown on the order:

 

 

 

 

On the customer handling confirmation: the ‘CATERING’ product now shows in the ‘Services’ area with the default ‘Delivery date/time | supplier’ and ‘External remarks’

 

 

 

The outgoing email order to the supplier:

 

 

 

 

 

After the order email is sent, the ‘CATERING’ product workflow now shows as ‘Ordered’. Once a confirmation is received from the supplier, the workflow can be changed to ‘Confirmed’ as shown.

Click anywhere on the ‘CATERING’ product line to open the menu to choose ‘Confirmed’ or alternatively click the quick-workflow action ‘Confirmed’ under the order (1 less click).

Note: The ‘Supply order’ can be viewed here showing an overview of the catering order.

Changing 3^rd party services

All suppliers should be informed of any order changes to ensure orders are correct. Click ‘Change order’ below the service in the quick-workflow action area to open the ‘Change order’ screen for making amendments and for re-sending the order to the supplier.

 

The original service order will show, allowing all fields to be changed. Including the delivery time, supplier, and order details.  

Tip: Ensure that text is added to the ‘Supply order contents’ field to clearly indicate the changes. E.g. ‘New items required’ or ‘SEE CHANGES BELOW’

 

 

 

 

 

 

 

 

 

 

Cancelling 3^rd party services

To cancel a third party service, the supplier should be informed that the service order is no longer required. This may be done by phone, but the service must also be cancelled in FBO One to prevent over charging. Clicking ‘Cancel order’ opens the cancel order screen for sending the cancellation email message to the supplier.

1. Force quantity ‘1 item’ to 0: This checkbox will reduce the quantity to 0 and as a result will mean the service is not charged. Uncheck this box if cancellation charges apply.

Add ‘*Cancelled*’ to external remarks: This checkbox will automatically add ‘*Cancelled*’ to the external remarks for the customer.

1. Audit remarks: This is a mandatory field for internal use. Enter the reason for cancellation, e.g. Flight cancelled. 

 

 

After cancellation is sent, the ‘CATERING’ product is updated to the ‘Cancelled’ state on the order, an email is sent indicating cancellation and the handling confirmation shows the cancelled service.

 

Add multiple services

Found in the ‘Order bar’ as a quick icon and the menu, multiple services can be added at the same time via the ‘Add multple services’ function, this is useful for quickly adding common services.

Ensure each ‘Qty’ (quantity) is entered for each service for adding. If the ‘Qty’ is left blank the service will not be added. External remarks may also be added, but are optional.

For services that are not classed as a quick-add product the workflow start must be chosen instead.

Deleting services

To delete single services click on the service and the ‘Delete service’ menu option.

Found in the ‘Order bar’ menu, multiple services can be deleted at the same time via the ‘Delete Services’ function, this is useful if multiple services have been added incorrectly.

Note: Only services that can be added manually can be chosen from the ‘Delete Services’ function, all other services must be deleted individually.

To delete – check each box against each services and click ‘OK’ to confirm:

 

 

 

 

 

 

Moving services

Moving services to another order may be required if transferring charged services to a following flight or splitting the charges to a separate related order. Found in the ‘Order bar’ as a quick icon and the Menu:

Enter the order number only that the services are to move to. Note: Ensure the order is kept blank if services should be split into a related order (FBO-3-2). To move – check each box against each services and click ‘OK’ to confirm:

Create blank related order

Found in the ‘Handling bar’ within the menu, blank related orders are useful for creating a related OTC order for additional charges that should be billed separately from the main order; while still retaining the flight details.

Note: A blank related order is created with no services added, services can be added or moved via ‘Move services’.

In the ‘Create blank related order’ screen, the debtor can be changed from the main order to allow billing to a different organization.

Common tasks

New customer procedure

A new customer is likely to have no record within FBO One before its first visit. This may be discovered when searching for the contact from the main search or found when trying to create a Handling order. A process of creating new records for registrations and organizations may be required before being able to create orders.

Adding new aircraft registrations, types and organizations can be done via the main menu ‘Create New Record’ section or by searching directly from the Ops Planboard.

 

 

 

 

 

To prevent creating duplicate data in the system, the ability to create aircraft registrations, aircraft types or contacts may be limited.

Users with permissions to create new organizations or registrations should search for the organization/aircraft thoroughly using the main search (top-right) to ensure no duplicates are created.

All newly created registrations and organizations will send an email notification to management to check and verify that inputted data is correct. An example can be found below:

How to add new aircraft registrations

If an aircraft registration cannot be found within FBO One it must be created to be used within handling orders.

To search for a registration, ensure its typed fully into the ‘open order search’, this allows searching for the aircraft, any open orders and offers a quick link directly to create the registration as shown:

 

 

Alternatively, there are multiple ways of accessing the add aircraft registration screen:

• In the main menu, searching for ‘Add Aircraft Registration’ (partial searches are also accepted, e.g. ‘registration’) will show the menu link to add a new aircraft registration. Alternatively, the menu link can be found by expanding ‘Create New Record’.

 

 

 

• When adding a new handling order a quick-link can be found top-left

 

 

 

 

 

• In the organization’s page, a quick-link ‘Add aircraft registration’ can be found to create a registration to add to the operator’s fleet.

 

 

 

 

 

New aircraft registration screen:

 

 

 

Overview of ‘New aircraft registration’ fields:

Italic items marked with ‘*’ are mandatory to create new aircraft registrations. All other fields are optional and can be filled in and when details become available.

Note: Creating an aircraft type or organization may be necessary first before creating an aircraft registration. A new type must be created before the registration. ‘Unknown ZZZZ’ organization may be used for the operator/debtor if not yet created, this should be corrected by editing the registration when the actual organization is known.

Registration code: The aircraft registration code. This should be entered without a dash (-).

Aircraft type: The type of aircraft – select from the drop-down menu. If you are unable to find the type, creation may be required. A quick link (top left) allows for adding a new aircraft type.

Default operator: The operator of the aircraft. This operator will become the default for the registration and fill automatically in the create order screen when selecting the registration. If the operator does not exist, a quick link (top left) allows for adding a new organization.

Default debtor: The debtor attached to the registration. In some cases, this is the same as the operator – leaving the field blank will ensure the operator shows as the default debtor. If the debtor does not exist, a quick link (top left) allows for adding a new organization.

Default trip support provider: If the aircraft has a default trip support provider this can be entered here. The trip support provider will fill automatically in the create order screen when selecting the registration.

Exclude from AOC: Checking this charges VAT for this registration, even if a valid AOC exists for the debtor.

Specific MTOW: If the aircraft has a specific MTOW deviating from the standard type (e.g. a modified aircraft) this can be filled here. When left blank, FBO One will use the default MTOW set from the selected aircraft type.

Note: This field may impact MTOW based price calculations.

Specific Seats: If the aircraft has a specific number of seats this can be filled here. When left blank, FBO One will use the default number of seats from the selected aircraft type.

Note: This may impact price calculations.

Serial number: The serial number of the aircraft (if known).

Remarks: This is a free text field and should be used for notes against this aircraft.

Disable keeping payment cards on file: If payment cards should not be kept on file for this registration. Note: This is only relevant for online payments in the United States.

How to add new organizations

When an organization cannot be found in FBO One it must be created to allow linking to an aircraft registration. To search for an organization, ensure the name is typed into the ‘main search’ (top right), the organization name and short name may be searched. Partial searches are accepted if unsure of the full name.

 

If after searching the organization is not found, there are multiple ways of accessing the new organization screen:

• When adding a new aircraft registration a quick-link can be found top-left:

 

• When adding a new handling order a quick-link can be found top-left:

 

• In the main menu, searching for ‘Add Organization’ (partial searches are also accepted, e.g. ‘organization’) will show the menu link to add a new organization. Alternatively the menu link can be found by expanding ‘Create New Record’.

New organization screen:

 

 

Overview of ‘New organization’ fields:

Italic fields marked with a ‘*’ are mandatory and must be filled. All other fields are optional and can be left blank if unknown. See below a detailed description of each field in the ‘Add organization’ screen.

Organization name: The official name of the organization. This is visible on the invoice and in communications with the customer.

Note: To edit an organization’s name click the ‘Rename organization’ link, a rename page will show to allow editing the names, with a confirmation code to enter of how many orders are affected.

Short name: The short name of the organization. Used on screens in FBO One it is an abbreviation of the full name.

Type of contact: Select which type of organization is being added. Checking multiple boxes is possible.

• Debtor - The organization that pays for the order.
• Operator - The organization that operates the aircraft registration.
• Trip support - The organization that assists with trip support to the operator / debtor.
• Supplier - The organization that is generally linked to a product or service (e.g. Caterer).

Address: The full address of the organization. This address may be visible on the invoice and can be used to contact the organization.

Email 1 (Operations): Operations email address used to send the handling confirmation, movements or service requests via FBO One. Adding multiple addresses here is possible. Separate each with a semi-colon (;) or comma (,)

Email 2 (Back office): Accounts email address used to send the invoice via FBO One (if applicable). Adding multiple addresses here is possible – separate each with a semi-colon (;) or comma (,)

Send arrival / departure movement message (tick boxes): Tick these boxes to ensure that movement messages are sent to ‘Email 1 (Operations)’ when arriving and departing a Handling order.

Phone 1 / Phone 2: Phone 1 is used as the Operations contact, Phone 2 is used as the accounts contact for billing queries.

VAT: VAT information should be entered. Ensure the correct VAT number and country for VAT purposes. Failure to do so, may result in incorrect taxing of services.

AOC: If the organization has an AOC, ensure that this is entered by changing from ‘Unknown (Remind me in order screen)’ to ‘Has AOC: for airside VAT exemption purposes’ from the drop down. If there is no AOC, choose ‘No’ to prevent future warnings. An expiry date will be required in the ‘AOC valid until’ if ‘Has AOC’ is chosen. 

Invoice reference number: This field will be printed on all back office invoices for this organization.

Mandatory billing remarks for this Client: Setting this to ‘Yes’ will force the user to add remarks to the ‘Billing remarks’ field when creating an order.

Default debtor / Default trip support provider: Selecting an organization for one or both of these fields will allocate the debtor and/or trip support provider automatically on an order when this organization is in use.

Needs Review: This field is used to alert that an order needs review of automatic changes from 3^rd party organizations. E.g. Netjets, Comms One, FlightBridge

 

 

How to add new aircraft types

All aircraft registrations must be linked to an aircraft type. When an aircraft type cannot be found in FBO One, it may be due to a first time visit of the type or a new variant. It is important to correctly input the aircraft type with its official specifications to ensure correct charging for linked registrations.

To ensure that the aircraft type doesn’t already exist, use the main search to search by ICAO code, name or manufacturer.

 

 

 

 

 

 

If after searching the aircraft type is not found, there are multiple ways of accessing the add aircraft type screen:

• When adding a new aircraft registration a quick-link can be found top-left

 

 

• In the main menu, searching for ‘Add Aircraft Type’ (partial searches are also accepted, e.g. ‘type’) will show the menu link to add a new aircraft type. Alternatively, the menu link can be found by expanding ‘Create New Record’.

 

 

Add aircraft type screen:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Overview of ‘Add aircraft type’ fields:

Italic fields marked with a ‘*’ are mandatory and must be filled in. All other fields are optional and can be left blank if unknown. Please find below a detailed description of each field in the new organization screen.

Note: It is strongly recommended to find the official specifications for an aircraft type from either the aircraft manufactures website or from a reputable source.

Shortname: The short name of the aircraft type. Operational name e.g. Mustang.

ICAO code: The official ICAO code for the aircraft – follow provided link to find correct code.

IATA code: The official IATA code or the aircraft.

Manufacturer: The manufacturer for the aircraft type, if not found in drop-down use ‘ZZZZ | N/A’.

Model name: The official name of the aircraft type.

Default Seats: The standard seat configuration of the aircraft type (this can be overridden per aircraft registration).

Default MTOW: The standard MTOW of the aircraft type (this can be overridden per aircraft registration).

Range: The standard maximum range.

Wing span: The official wingspan of the aircraft type.

Wing area: The official wing area of the aircraft type.

Length: The official length of the aircraft type.

Height: The official height of the aircraft type.

Number of engines: The official number of engines of the aircraft type.

Fuel type: The fuel type of the aircraft - Jet Fuel or Avgas

Fuel process type: The fuel process into plane – Overwing, Pressure, Pressure & Overwing

Max fuel capacity: The max fuel capacity in litres.

Ground power: GPU voltage for aircraft type – 28V/DC or 115V/AC – 220V/DC

Remarks: This is a free text field and should be used for notes against this aircraft type.

Payments

Taking payment is required if a debtor has no credit with the FBO. Payment can also be made if the debtor does have credit and decides to make a direct payment (cash, credit card) instead of on-account. To move an order to back office for invoicing it must have no outstanding balance left to pay and all services completed.

‘Needs to pay’ indicators

When a debtor has no credit with an outstanding balance on an order, indicators show to alert to take payment before departure. These alerts are automatic and disappear when the order is fully paid and balance due is 0.00.

In order: Red text stating the total ‘Amount due’ will show where the debtor field is located. The red text and amount due will disappear when the order is fully paid

 

On planboard: A  icon will appear next to all orders that have a debtor with no credit with an outstanding balance. The icon will disappear when the order is fully paid.

 

Reviewing chargeable services

It is important to ensure that all services that are chargeable are completed and all 3^rd party ad-hoc prices (catering, transport) are entered correctly before taking payment.

Any missing prices show as ‘?’, ‘To follow’ or ‘Awaiting Price’.  

Failure to do so may result in further payments required for missed charges or refunds.

Each service can have its price entered by either ‘Edit service’ or directly from the service workflow.

The ‘Sales unit price’ should be inputted with the final price (without taxes added).  

Taking payment

To clear an orders ‘Amount due’, a payment must be taken. To record direct payments (offline), click the ‘This order needs payment’ area and choose ‘Cash or offline card payment’.

The ‘Take offline payment’ screen will appear showing a summary of the current balance total and any payments already completed. A final check of charged services is also shown.

Choose the ‘Form of payment’ taken and the ‘Amount paid’ (automatically populates current ‘Amount due’) to complete the payment.  

A link to review the current receipt can be found via ‘Print review copy of receipt’

Note: Any services marked ‘To follow’ are missing a price entered. If the price is known it should be corrected by editing the service before payment is taken.

Note: Multiple payments may be taken e.g. part payments in CASH EUR and AMEX EUR. Ensure the ‘Amount paid’ is entered correctly for each payment.

After payment is complete, the order is automatically updated to show the updated balance. If the balance is now 0.00, the debtor area will show that the order is fully paid and no longer display as red. 

Form of payment

Currency may differ depending on FBO location. Note: Extra forms of payment can be created if required.

BILL EUR: The default form of payment for debtors that have credit. No payment required.

AMEX EUR: American Express credit card form of payment in Euros.

CASH EUR: Cash payment in Euros.

MASTER EUR: Mastercard credit card form of payment in Euros

VISA EUR: Visa credit card form of payment in Euros.

Viewing / printing / sending the receipt

The order receipt of all current service charges with or without payment can be viewed at any time. A PDF receipt can be printed for paying crew or the receipt may be emailed directly to the debtor via ‘Send receipt with payments’.

No payments:

Click ‘Reports’ and then ‘Receipt’ within the order to view the receipt.

 

 

 

 

With payments:

Click ‘Reports’ and then ‘Receipt with payments’ within the order to view the receipt and payments completed.

 

 

 

 

Send receipt by email:

The receipt may be sent at any time directly from FBO One via the ‘Send receipt by email’ function. This can be found in the order ‘Reports’ menu as ‘Send receipt by email’.

Adding email addresses to the ‘Email receipt to’ sends the receipt by to the recipients.

 

Receipt example with payments:

Sending movement messages

When an aircraft has arrived or departed from the FBO, the workflow state of the order must be changed to reflect the status and to send movement email messages to the operator/trip support. 

Arriving an aircraft

To send an arrival movement email message, change the order workflow state from ‘Confirmed’ to ‘Arrived’ by choosing ‘A/C has arrived’. From here the arrival transition screen will show for sending the movement message.

Ensure the ‘ATA’, ‘From’, ‘Flight type’, ‘Arrival Pax’, ‘Arrival Crew’ is correct, as this will send directly to the operator/trip support. All other fields are optional.

Note: ‘Parking position’ and ‘On blocks date/time’ may also be required depending on if required by the FBO for parking duration purposes.  

Departing an aircraft

To send a departure movement email message, change the order workflow state from ‘Arrival completed’ to ‘Departed’ by choosing ‘A/C has departed’. From here the departure transition screen will show for sending the movement message.

 

Ensure the ‘ATD’, ‘To’, ‘Flight type’, ‘Departure Pax’, ‘Departure Crew’ is correct, as this will send directly to the operator/trip support. All other fields are optional.

Note: ‘Parking position’ and ‘Off blocks date/time’ may also be required depending on if required by the FBO for parking duration purposes.  

Movement message examples:

Arrival email message: 

 

 

 

 

 

 

 

 

 

 

 

 

Departure email message:

 

 

Crew/pax details

The crew/pax details of an order can be accessed via the ‘Handling bar’ crew/pax icon. The data entered for the Inbound and Outbound legs can be used as a reference of who is travelling and is used for Manifests, GENDECS/GAR reports.

Only partial details are visible by default for privacy reasons. Tip: Check ‘Show full crew/passenger names’ to view full names.

 

Searching for existing crew/pax

To save time for future orders, all crew and passenger details are saved when they are added. Searching can be done by name or passport number. 

Adding/Editing new crew/pax

Adding and editing existing crew/pax is accessed via the ‘Add new’ button under each flight leg and the ‘Edit’ blue link next to each name.

Ensure the name/passport number is searched thoroughly to save time from adding a duplicate of an existing person.

Overview of crew/pax fields

Crew/pax fields can be filled out when known, attempt to fill out as much information as possible to prevent any customs/immigration issues. Note: Errors may show if date fields are not entered in the correct format DD/MM/YYYY.

Crew/Pax type: This field is mandatory, it defines the type of traveller, crew or passenger:

• PIC = Pilot in command / Captain (CREW)
• SIC = Second in command / First officer (CREW)
• FA = Flight attendant (CREW)
• ENG = Engineer (CREW)
• OBS = Observer (CREW)
• MED = Medic (CREW)
• Pax = Passenger (PASSENGER)

First name: Given first name

Middle name: Optional

Last name: Given name

Gender: Male/Female

Date of birth: DD/MM/YYYY format only

Place of birth: Same as stated in provided travel document.

Nationality: Country of nationality.

Address: Optional - full address separated by commas (,).

Travel document type: Passport or Identity card.

Passport number: Same as stated in provided travel document.

Passport expiry date: DD/MM/YYYY format only (red text will show if expired).

Passport country of issue: Same as stated in provided travel document.

Place of issue: Same as stated in provided travel document.

Date of issue: DD/MM/YYYY only – same as in provided travel document.

License: Optional – free text of license number.

Remarks: Optional – free text remark.

 

Copy pax/crew from outbound/inbound

To avoid having to search and add the same person twice for the same order, two buttons exist below the crew/pax search for copying to the other flight leg.

• ‘Copy to outbound’ allows transfer of those checked from the arrival flight to the departure flight.

 

• ‘Copy to inbound’ allows transfer of those checked from the departure to the arrival flight.

 

 

Copy pax/crew from previous flights

Crew and passengers that have travelled previously on the same aircraft registration may be quickly searched by the ‘Copy pax/crew from previous flight(s)’ link.

 

 

 

All past flights will show along with details of each crew and passenger on board.

Searching the list is possible by typing for flight or Crew/Pax details.  

Each pax/crew ticked from previous flights will be added to the order.

 

 

 

 

 

Viewing previous/future orders for an aircraft or organization

Once an order has been completed in the front office it is moved directly to the back office for invoicing. The order will no longer be visible on any of the front office Ops screens (Handlings/Movements), this is also true for any cancelled orders. Orders may be searched by order number or within the aircraft registration / organization pages ‘Orders’ tab. 

Search by order number

If the order number is known, searching in the Main search will provide a direct link to the order.

 

Aircraft orders

To view all past and future orders for a registration, search in the Main search for the registration.

In the registration screen, click the ‘Orders’ tab to show all orders. Orders display in chronological order with direct links (via Order key), the current workflow state, linked debtor and form or payment.

 

 

Organization orders

To view all past and future orders for an organization (a debtor or operator), search in the main search for the organization.

In the organization screen, click the ‘Orders’ tab to show all orders. Orders display in chronological order with direct links (via Order key), the current workflow state, linked registration and debtor, aircraft type, and form or payment.

 

Adding bulletin board messages

Adding a bulletin board message can be done from the order, registration, organization and station pages. They are free-text messages to give instruction to others or to provide information with attachments. To ensure messages are correctly added, make sure the correct ‘Attach message to’, ‘Priority’ and ‘Category’ is chosen.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Attach message to

This order only: Add the message for this order only.

Debtor or Operator: Add the message to the debtor or operator. The message will show on all past and future orders that contain the organization.

Aircraft: Add the message to the aircraft registration’s page. The message will show on all past and future orders that contain the aircraft registration.

Aircraft type: Add the message to the aircraft type’s page. The message will show on all past and future orders that contain the aircraft type.

 

 

Priority

• Normal: Standard message priority.
• Important: Red outline of message,  icon shows on the main Planboard.
• Critical: Red highlight of message,  icon shows on the main Planboard.

Category

Alert: Standard default message that only shows within the order.

VIP Calendar: For customer date/time events. Also show’s on the main Planboard calendar.

Email: Category used for ‘Email to order function’. Use Alert instead if manually adding a message.

Planboard message: Messages here will also appear on the main Planboard visible to all users without accessing the order.

Signature: Signature stored from the crew.

Management: For management announcements ‘Alert style’ messages that only show within the order.

OPS Calendar: For operational date/time events. This time will also show on the main Planboard calendar.

 

Attaching files to messages

Attach File: Multiple files can be attached to a message via the ‘Choose File’ button.

New attachments description: The attachment should be described in ‘New attachments description’.

Attach new attachments to invoice: Ticking the ‘Attach new attachments to invoice’ ensures that the attachment will automatically attach when sending the invoice to the debtor a $ will show next to each attachment.

Note: Attachments may be download at any time directly from the message:

Email to order function

Email messages (with attachments) can be sent directly by email to an order’s bulletin board. Instructions can be found in the Bulletin board area menu: 

 

 

 

 

 

 

 

 

 

 

 

 

When received, FBO One will send back an email if the send email message was successfully added to the order.

The message will add as an ‘Email’ category with all attachments and email message text added to the message. Direct links to the email message itself will also show in the message for download.

How to add a new station

On rare occasions a station (airfield/airport) may not exist in FBO One. This may be due to recently built airports or airport renaming. Creating a new station is required for use within an order’s arrival origin or departure destination.

• In the main menu, searching for ‘Add Station’ (partial searches are also accepted, e.g. ‘station’) will show the menu link to add a new station. The menu link can also be found by expanding ‘Create New Record’.
• Alternatively, when creating a ‘New handling order’ a quick-link ‘Add station’ can be found (top left):

 

 

 

Note: For adding new locations at the current airport (e.g. Competitor FBO locations for half-handled orders) enter the name of the organization as the ‘Station name’, short name as ‘ICAO code’ and ‘Country’ same as airport.

 

Overview of ‘Add station’ fields

Fields in italics with ‘*’ are mandatory. All other fields are optional.

Station name: Official name of the station.

ICAO code: Official 4 letter ICAO code for the station.

IATA code: Optional – Official 3 letter code for the station.

Country: Country of the station.

Place: Optional – Region/area of the station.

Timezone: Official time zone of the station.

Airport authority: Optional – not required.

 

 

 

Audit log

All actions in FBO One are recorded by username and the date/time it was actioned in the audit log. The audit log shows all of these action in chronological order for viewing at any time. Viewing the audit log allows for accountability and can often explain the reasoning behind an action.

Audit logs can be found in every part of the system, from the registration, organization screens to the order screen. To view the log when in an organization, registration and station look for the ‘Log’ tab (far right) as shown:

 

To view all changes for an order click the audit log shortcut icon on the ‘Handlings bar’:

For all other audit logs, you will be able to find the log in most menus including each added service, parking positions, arrival/departure fields and workflow changes, as shown:

 

 

 

 

 

 

 

The audit log when opened will detail all actions by all users timestamped when it was actioned:

A lot of audit log entries may not be relevant when searching (system pricing changes), it is recommended to find the audit log in the menu of the item you need to view changes for.

 

 

Time saving keyboard shortcuts

Saving an action on any screen (auto-OK): ALT + S

Date/time shortcuts:

• Date:
  • Current date: *
  • Yesterday date: -
  • Tomorrow date: +
  • End date (31-12-2099): #
• Time:
  • Current time: *
  • Plus 1 hour: +
  • Minus 1 hour: -
  • End time (23:59): #
• Arrow keys up or down may increase or decrease the date/time.

Swapping between Ops screens:

• Handlings: ALT + H
• Movements: ALT + M
• Classic Ops: ALT + O

Open Main Menu/Focus Main Menu: ALT + .

Create Order: ALT + N

Quotes: ALT + Z

Last visited order: ALT + U

Log out: ALT + Q

Windows 10 (and above) only:

• Snap screen to left (half size): Windows key + arrow left
• Snap screen to right (half size): Windows key + arrow right
• Full screen: Windows key + arrow up
• Take screenshot of a selected area (copied to clipboard): Windows key + Shift + S