Invoicing

Created by Deleted Agent, Modified on Fri, 23 Sep, 2022 at 9:18 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.

Invoicing

The Flying Schools invoicing function is designed for processing invoices as they occur, typically at the Front Desk, and provides for Shop Items and Members Accounts (both Cash and Flying Hours).

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 Raise an Invoice

Select Invoicing from Main Menu to display Invoicing Menu:

View Flight Logs Flight Logs Billing Raise Invoice View Invoices

Member Accounts No Invoice Flights Vouchers

Go to step 6 to invoice flights for which the Pre and Post Flight Tech Log have been completed and no

amendments or additions (e.g. Landings, T&Go’s and Approaches) are required.

Select Flight Logs Billing. Flights that have not been invoiced will be listed.

Flights for which a Tech Log has been completed will have the Member and Flight (Hire/Training) entered. These may be changed if required.
For flights that are not to be invoiced (trial lesson, voucher flights etc.) a Reference may be entered and NOT TO INVOICE selected in the Flight field. These flights will be recorded as No Invoice Flights for reference purposes and removed from the Flight Logs Billing list. No Invoice Flights may be Restored and the flight invoiced if required.
A Reference/comment may be added to each flight if required and will be included in the Invoice Description.
If Landings, Touch & Go’s and Approaches are to be charged, select the appropriate number for each.

Click Raise Invoice and select the member to be invoiced.
The Invoicing page will be displayed and all uninvoiced flights for the member will be included. The invoice will be displayed together with Cash and Hours Balances for the Member’s Account and Shop Products selection area.

If the member has hours (Hire or Training) in their account, the flight time will automatically be charged to ACCOUNT to the extent covered by the Hours Balance. Any excess time will be charged at the member’s Hire or Training Rate as appropriate.
To invoice a non member select Cash Sale. The non-members Name, address and Contact details may be entered in fields opened for the purpose.

To add a Shop Item to the invoice, select the Product and Quantity and Click Add Product. The invoice will be updated. To remove a product from the invoice click x in the Date column of the relevant invoice line.

If a Voucher is added to the invoice, fields will be opened to record the Voucher details and the beneficiary’s name. These will be recorded as part of the Voucher record.

To complete the invoice select the Payment Method. Note that:
- Cash in Account will only be available if there are sufficient funds in the Member’s account to settle the invoice.
- If the invoice is only for flights for which there is sufficient hours in the Member’s account use the Hours Account Payment Method. If there are insufficient Hours in the Member’s account a Payment Method to collect payment for the excess charge.
Click Process Invoice.
Repeat 6-10 for all members as required.

If steps 1-5 above have been completed previously, Select Raise Invoice from the Menu and complete steps 6-10.

To View/Manage processed Invoices

Select View Invoices from the menu and set Date range, invoice Status and Member Roles as required and Click OK to list invoices.
- The invoice list may be exported as a .csv file.
Click View to display an invoice.
- The invoice may be Cancelled, sent to the member’s Email address, Downloaded as a .pdf file or its Payment Method changed.

To Manage a Member’s Account

Select Member Accounts from the menu and Select the require Member.

Cash, Hours, Landings, T&G’s and Approaches Credited and Charged to the account and Balances will be displayed.
To view past account transactions Click Show Transaction Details.
- To add Credit to the account, complete the Add Credit section as required and Click Add . Note that multiple credits may be included on a single transaction.

To View/Manage No Invoice Flights

Select No Invoice Flights from the menu, set Date range and Click OK to list No Invoice Flights.

A Reference may be entered/amended if required.
Click Restore to return the flight to Flight Logs Billing list to be invoiced.