Invoicing

Created by Deleted Agent, Modified on Fri, 23 Sep, 2022 at 9:29 AM by Deleted Agent

CloudBaseGA

Controls are identified like this Control Name.

The Edit icon is the Pencil on the right hand of the record.

Setting up the Invoicing function

Flight invoicing is based on a comprehensive pricing structure to deal with a wide range of options and includes members’ accounts that can handle cash deposits, Pre-paid hire and training hours, Landings, Touch & Go’s and Approaches.

Company Details

Select the Admin module

Select Company Details.
The Company Name will have been entered as part your CloudBaseGA account being established. You can change it and add a Company logo if required.
Select the Time Zone to use when displaying flight times. Daylight Saving Time will be applied when required.
Check the UTC box to always display flight times in this format.
Enter the mandatory information to be included on Invoices.
Enter the VAT and Banking details to be included on Invoices as required.
Enter the Standard VAT Rate and select the Default VAT Rate.
Enter the Message to be included in Invoice E-Mails.
Enter the Payment Terms to appear on invoices.
Enter the E-Mail address to which Invoice E-Mails are to be copied if required.
If the Company has a Stripe Credit Card payment account enter the Publishable and Secret keys.

Flight Pricing

Select the Admin module

Select Company Charges.
Click Add New Company Charge.
Enter a Name for the pricing option e.g. Hire, and select the appropriate Charge Type. Note there must be at least one Hire charge.
Click Save.
Repeat to enter the range of pricing options you offer for Hire and Training Charges.
Return to Admin.

Select Aircraft Charges.
Click the Edit icon for an aircraft. Each of the pricing options you entered above will be listed for the Aircraft.
Enter the Rate/Hour and any Fuel Surcharge including vat for each pricing option. Leave blank if a Pricing Option is not applicable to an aircraft. Note that Fuel Surcharge will be shown separately on the invoice.
Click Save.
Repeat for each of your aircraft.
Return to Admin.

Select Members Admin.
Scroll down to Members Charges.
Select the Hire and Training Pricing Option applicable to the member.
Enter any discount to be applied to all the member’s invoices.
Click Save.
Repeat for all Members as required.
Return to Admin.

Payment Options

Select the Admin module and click Payment Options.

Click Add New Payment Option.
Enter the Payment Name. E.g. Credit Card, Cash. Do not enter a Charge to Cash Account or Hours Account option. These will automatically be available if the members account balances are sufficient.
Click Save.
Repeat for all required Payment Options.
Return to Admin.

Shop Products

Select the Admin module and click Shop Products Categories Admin in the Operations Area.

Click Add New Category or the Edit icon as required.
Enter the description of a category of products. This will group all products within a Category together when selecting a product to add to an invoice.
Click Save.

Enter the order in which you want the Product Categories to be listed when selecting a product to add to an invoice.
Click Update Categories Display Order.
Return to Admin Module

Click Shop Products Admin.
Click Add New Product or the Edit icon as required.
Enter Description of Product to be included on invoice
Select Category
Select the Type of Product. This identifies particular products that additional functions associated with them.

Voucher identifies Schools own Vouchers.
Annual membership for annual membership charges.
Enter Value allows the value of the sale to be determined by the User Entry. E.g. Credit Notes, Miscellaneous sales.

Enter price including vat. For Credit Notes enter a price of -£1.00, Miscellaneous Sales £1.00.
Select Vat Rate.
Click Save.

To invoice flights

Select Admin from the Main Menu and Flight Invoicing (within the Operations section).
Enter the Date Range of flights to be invoiced and Click OK.
Flight records will be displayed for the period with identification of their invoice status:

Not yet Invoiced –NEW
Invoiced –INVOICED
Invoice Cancelled –RE-INVOICE. A new invoice can be raised for these flights in the same way as a NEW flight.
Maintenance Flights –MAINTENANCE

Flights for which a Tech Log has been completed will have the Member and Charge Rate entered and the invoice valuation shown. Member and Charge Rate may be changed if required. or selected if a Tech Log has not been completed. The invoice valuation will be recalculated accordingly.
If a Fuel Refund is required enter the Fuel Volume and Unit price. The invoice valuation will be recalculated.
Click the Save icon for every flight that is to be included in the invoice batch. The Status will change to SAVED. If any changes are subsequently made to a Saved flight, it must be Re-SAVED.
Click Generate Invoices. Number of flight logs to be processed and invoices pending e-mail distribution shown.
Click Generate Invoices to process invoices all Saved flight logs.
The number of invoices generated and their Total Value will be shown. View Invoices will list all invoices generated within the Date Range.
Click Send Invoices by Email to distribute all Pending invoices to members’ email addresses.

To invoice other Products

Select Admin from the Main Menu and Other Invoicing (within the Operations section).

Select the member to be invoiced. Note that the member’s account Balance and Minimum Account Balance is displayed.
Select the Category and/or Product, add any Additional Description required, select the Quantity to be invoiced and click Add Product. Click the x on the left hand end of a selected product to remove it from the invoice selection.
Select the Payment Method. Note that Cash in Account will only be available if there are available funds in the member’s account.
Click Process Invoice to complete the invoice.
The completed invoice will be displayed with options to Cancel, Email, Download as a pdf and Pay by Card if a Stripe account is set available.

To View/Cancel/Settle Invoices

Select Admin from the Main Menu and Flight Logs Billing (within the Finance section). Invoices may also be viewed from the Flight Logs Billing and Generate Invoices pages.
Enter the Date Range of invoices to be listed and Click OK. Invoices may be filtered by members’ Status (Settled, Unsettled, Cancelled and Paid by Card) and Roles (Member, Administrator etc.).

The listed invoices may be exported as a .csv file.

Receipt of payment for an invoice can be recorded by selecting the appropriate Payment Method and clicking Settle.
Individual invoices may be opened by clicking the relevant View field. Once opened an invoice can be:
- Cancelled and the flight re-invoiced if required.
- Emailed to the member.
- Downloaded as a pdf.
- Paid by Card if the club has a Stripe CC account.