Learning Goals:

• Understand the process of creating new records for aircraft registrations, organizations, and stations in FBO One.
• Learn about the importance of preventing duplicate data entry and the verification process for new data.
• Know the methods for searching and creating aircraft registrations and organizations.
• Understand the mandatory and optional fields when creating aircraft registrations and organizations.
• Learn how to search for and create new aircraft types in FBO One.
• Understand the necessity of linking aircraft registrations to specific aircraft types.
• Learn how to create new stations (airfields/airports) in FBO One, including adding new locations.

 

Content:

• 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:
• How to add a new station. 
  • Overview of ‘Add station’ fields.

 

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 aircraft registration 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 authorisation 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 the inputted data is correct. An example can be found below:

 

How to add new aircraft registrations

If an aircraft registration cannot be located within FBO One, it must be generated in order to be utilized within handling orders.

To search a registration, please ensure that it is entered in its entirety into the 'open order search' field. This will enable the system to search for the aircraft, any open orders associated with it, and provide a convenient link to directly create the registration, as shown below:

 

 

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, if a registration is not found, the system will provide the option to add it.

 

• 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:

 

‘New aircraft registration’ fields:

Notes:

• 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.
• 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 is necessary to create the organization to establish a link to an aircraft registration. To search for an organization, please enter the name in the 'main search' field located at the top right of the page. Both the organization name and short name can be used for the search. If you are unsure of the full name, partial searches are also accepted.

 

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:

 

‘New organization’ fields:

Note:

• 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 associated with a specific aircraft type. If an aircraft type cannot be found in FBO One, it may be because it is the first time that type of aircraft has visited or it is a new variant. It is crucial to accurately input the aircraft type along with its official specifications to ensure accurate charging for linked registrations.

To confirm whether the aircraft type already exists, please utilize the main search function and search by ICAO code, name, or manufacturer.

 

 

 

If the aircraft type is not found after conducting a search, there are several methods available to access the screen for adding a new aircraft type:

• When adding a new aircraft registration, a quick-link can be found in the top-left corner.

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

 

Add aircraft type screen:

 

Overview of ‘Add aircraft type’ fields:

Note:

• Italic fields marked with a ‘*’ are mandatory and must be filled in.
• All other fields are optional and can be left blank if unknown.
• It is strongly recommended to find the official specifications for an aircraft type from either the aircraft manufacturer's website or from a reputable source.

Please find below a detailed description of each field in the new organization screen.

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.

 

 

How to add a new station

 

Occasionally, it is possible that a station (airfield/airport) may not be available in FBO One. This can occur when new airports are constructed or when airports undergo renaming. In order to include such a station as the origin or destination in an order, it is necessary to create a new station.

• To add a new station, navigate to the main menu and search for 'Add Station' (partial searches are also accepted, e.g. 'station'). The menu link to add a new station will be displayed. Alternatively, you can find the menu link by expanding the 'Create New Record' option.

• Alternatively, when creating a 'New handling order', you can find a quick-link 'Add station' at the top left corner:

 

 

Add Station Screen

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

Field Descriptions:

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.

 

 

Congratulations, you have successfully completed lesson 6. Now, please proceed to attempt the following exercises:

• Front Office Exercise - Creating New Registrations
• Front Office Exercise - Creating New Contacts