Post Flight Invoicing

Info and concepts

Post flight invoicing was implemented to assist with the invoicing process for bookings and manual returns post flight. A simple three tab setup allows all bookings and manual returns to be viewed and managed within a date range. 

Bookings

Set a date range to view the bookings within that range. Only bookings with invoicing set to post-flight will be shown in the list. To visit a booking, double click on it or press the blue arrow in the list. This will open the booking on the Financial details tab. From here you can edit the financial details of the booking, and generate invoices. For more information on adding costs, charges and creating invoices see ‘Invoices‘.

Manual Returns

The manual returns tab allows quick addition of charges and invoicing for manual returns that have been entered without a booking.

All manual returns will be displayed within the selected date range. To add costs, charges, standard costs and charges, and calculate quantities the return must have a customer. If a customer has been added, you may select a line or multiple lines using the check box on the right, then select an option from the actions menu (after saving). After adding selected items, you will need to select calculate quantities to get a dollar amount for each sector.

Adding standard items

Adding standard items will add all costs and charges that are set as standard costs and charges for the aircraft that was used on the selected return. For more information on setting standard costs and charges, review the aircraft guide.

Adding Selected Charges

Selected charges can be added to returns that are ticked. To add selected charges, tick relevant returns, and select add selected charges in the action menu. This will display a window with all available charges. To setup charges, visit the charges user guide. Select a charge using the tick box on the right and then press ‘Add Selected Charges’. The charges will be added to the return, but will show as a $0.00 amount until quantitites are calculated. To calculate quantities, ensure the associated row is still ticked, then select ‘Calculate Quantities’ from the actions list.

Calculating Quantities

After adding standard costs and charges or selected charges, you must calculate quantities by ticking the associated returns and selecting ‘Calculate Quantities’ from the actions menu. The return will then display a total costs and charges value excluding gst in the main window. Further details can be viewed by opening a specific return using the window icon on the left of the sector ID for the specific return.

Summary of charges

The summary of charges tab allows all charges to be viewed within the selected date range, with the intent to create an invoice from selected charges. Only charges will be displayed, not costs. If you wish to add costs to an invoice, this will have to be done manually through the invoices section. 

Initially, only charges that have not been invoiced will be displayed in the table. To include items that have already been invoiced, you can check the “include invoiced items” check box next to the actions menu. 

To create an invoice, select charges from the table by checking the tick box, and then select invoice from the actions menu. Charges can be added to a new invoice or an existing invoice. 

Note: Only charges from the same customer may be selected to be added to an invoice at any one time. This is to prevent a user from accidentally ticking a charge that belongs to a different customer and adding it to an invoice. If you wish to add charges from two customers to one invoice, create an invoice with the first customer’s charges, then select the second customer’s charges and add them to the existing invoice for the first customer. 

To view the invoice, navigate directly to the invoice by pressing the blue arrow next to the invoice number. You may edit, print and/or email the invoice from the invoice page.