Managing flight invoice release
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This activity enables you to preview the bill that is raised to a customer against a contract. Tell me more.
Note: Select the “Pending Confirmation” from the “Display Option” and Provide the date range and give “Search”.
The system retrieves details in the “Search Results” multiline.
Select the hyperlinked “Invoice Release #” column in the “Search Results” multiline.
The “Manage Flight Invoice Release” page appears.
The system displays the following fields in the “Release Main Info.” group box:
Inv. Release # |
The system generated number assigned to the Invoice release. |
Billing Horizon |
The time period, which is considered for billing. |
Release Status |
The status of the Flight Invoice on release which could be “Fresh”, “Confirmed”, or “Cancelled”. |
Customer # |
The number identifying the customer with whom the contract is set up. |
Customer Name |
The name of the customer with whom the contract is set up. |
Contract # / Line # / Call Sign # |
The contract, line and Call Sign number for which Invoice release is being generated. |
Contract # |
The number identifying the contract for which billing is done. |
Charter Type |
The charter type to which the flight contract belongs. |
Charter Category |
The charter category to which the flight contract belongs. |
Billing Currency |
The currency of the flight contract. |
Rel. Value (Billing Curr.) |
The actual billing value in the billing currency. |
Exchange Rate |
The conversion rate for the value if both the billing currency and the base currency are different. |
Rel. Value (Base Curr.) |
The actual billing values in the currency the customer. |
Select the “Main Info” tab to record all the billing heads that are included in the invoice release.
Select the “Fixed Charges” tab to record details of billing heads that are fixed charges.
Select the “Operating Charges” tab to record details of all the operating charges.
Select the “Crew Charges” tab to record details of the crew charges.
Select the “Other Charges” tab to record details of any other charges.
Select the “Flight Sheet Ref.” to view a list of all the flight sheets that are included in the invoice release and or to return a flight sheet
Select the “Charge Back Ref.” tab to view details of the value of the invoice returned as a result return of a Flight Sheet.
Select the “Exceptions" tab page to view exceptions existing in the invoice release.
Enter the following field:
Ignore Pricing Exceptions |
Check this checkbox if you wish to confirm an Invoice irrespective of the existence of pricing exceptions. Ensure that this checkbox is checked if pricing exceptions exist for the invoice. |
Note: Ensure that the Flight Invoice is in “Fresh” status if you wish to confirm.
Click the “Confirm” pushbutton to confirm an Invoice Release.
The system updates the status of the Flight Invoice to “Confirmed” if there are is no pricing exception.
Click the “Cancel” pushbutton to cancel an Invoice Release.
Note: Ensure that the Invoice Release is in “Fresh” or “Returned” status if you wish to cancel.
Select the “Upload Documents” to upload documents or files attached for a reference.
Select the “View Associated Documents” link to view or delete associated document attachments
The system performs the following:
Does not allow cancellation of an Invoice Release if the following conditions are true:
1. The invoice contains slab-based operating charges.
2. Usage has been billed for a later period.
Updates the Release Status as “Cancelled”.
The system displays the following fields in the Record Statistics group box:
Created By |
The user who created the Invoice Release. |
Created Date |
The date on which the Invoice Release was created. |
Last Modified by |
The name of the user who last modified the Invoice Release last. |
Last Modified Date |
The date on which the Invoice Release was modified last. |
Confirmed by |
The user by whom the Invoice Release was confirmed. |
Confirmed Date |
The date on which the Invoice Release was confirmed. |
Cancelled by |
The user who cancelled the Invoice Release. |
Cancelled Date |
The date on which the Invoice Release was confirmed. |
Recording Main Info. details tag page
The “Main Info.” tab page appears by default on launch of the “Manage Flight Invoice Release” activity in the “Flight Billing” business component.
The “Main Info.” tab page appears.
Ø Enter the following fields in the Release Info.” group box:
Note: You can modify the details of the Main Info. tab page only if the status of the Invoice Release is “Fresh” or “Returned”.
Inv. Rel. Date |
The date on which the Invoice Release was generated. Mandatory. Ensure the following: · The date entered in this field is not a future date. · The date entered in this field is later than the “from date” of the earliest milestone date. Example Two milestone dates 01-Feb-2013 to 28-Feb-2013 and 01-Mar-2013 to 31-Mar-2013', then the invoice Release Date cannot be earlier than 01-Feb-2013 |
Inv. Category |
Use the drop-down list box to specify the category to which the invoice belongs. Mandatory. The system lists all the categories that are in “Active” status as defined for the Category Type “A/c Charter Service – Inv. Category” in the “Category” business component. |
User Status |
Use the drop-down list box to specify the status of the invoice release. The system lists all the categories that are in “Active” status as defined for the Category Type “A/c Charter Service - User Status” in the “Category” business component. By default the system leaves this field blank. |
Billing Rep. |
The code identifying a representative to be contacted in terms of queries relating to the billing. Ensure that the value entered in this field is a valid employee code of the representative in active status as defined in the “HRMS” business component. |
The system displays the following fields in the “Release Main Info.” group box:
Bill to Customer |
The customer to whom the bill has to be sent. |
Ø Enter the following fields in the Release Info.” group box:
Release Remarks |
Any comments or additional information pertaining to the invoice release. |
Pay Term |
The period within which the invoice due is to be paid. Mandatory. Ensure that the value entered in this field is a valid pay term in active status as defined for the interacting login OU. |
The system displays the following field in the “Billing Summary” group box:
Billing Head |
The head or classification under which billing is made for the flight contract. |
Inv. Element |
Indicates the elements for the invoice basis on which billing is done, which could be "Fixed Charges", "Operating Charges", "Crew Charges", or “Other Charges " based on the Billing Head specified in the “Inv. Basis” tab page in the “Flight Contract” business component.. |
Pricing Currency |
The currency as defined in the flight contract. |
Amount |
The sum of the rate and the number of units applicable for the billing head. |
Amount (Billing Curr.) |
The value converted to the contract currency. |
Avg. Exch. Rate |
The conversion rate if the Pricing Currency and the billing currency are different. |
Ø Enter the following fields in the “Billing Summary” multiline:
Re-apply Price |
Check this check box if you wish to include any rate change in the contract after invoice generation Note that price can be reapplied for all the billing heads except for slab-based Usage Rate that has been modified |
Ø Click the “Save Main Info.” pushbutton to save all the main information details against the Invoice Release # generated.
The system performs the following:
4 Updates the status to the Invoice Release to “Fresh” if modifications are made when Invoice Release is in “Returned” status
Recording fixed charges tab page
This section enables you to record details of all the billing heads having Fixed Charges that is those charges that are billed one time or on a periodic basis having no relation to the aircraft operations like for example Mobilization fees, De-mobilization Fee and Monthly Standing Fee.
Ø Select the “Fixed Charges” tab in the “Manage Flight Invoice Release” activity of the “Flight Billing business component.
The “Fixed Charges” tab page appears.
The system displays the following fields in the “Fixed Charges Details” multiline:
Billing Head |
The head or classification under which billing is made for the flight contract. |
Charge Type |
The charter type to which the flight contract belongs. |
Unit |
The unit of measurement for the fixed charges. |
Currency |
The currency for the fixed charges as defined under each billing head in the flight contract. |
No. of Units (Sys.) |
The number of units for the corresponding billing head that is billed. |
No. of Units |
The number of units for the corresponding billing head that is billed which you wish to modify. Ensure that the value entered in this field is a positive integer. Note that the system does not allow modifications to the number of units relating to Slab Rate based Usage. |
Rate (Sys.) |
The rate of the billing head that is defined in the flight contract. |
Ø Enter the following fields in the “Fixed Charges Details” multiline:
Rate |
Rate of the billing head that is defined in the contract. Mandatory. Ensure that the value entered in this field is a positive integer. |
The system displays the following field in the “Fixed Charges Details” multiline:
Amount |
The sum of the rate and the number of units applicable for the billing head. Amount=Rate*No. of Units Note that if values are not available, the system retrieves the amount from the contract / flight sheet |
Ø Enter the following fields in the “Fixed Charges Details” multiline:
Exchange Rate |
The conversion rate for the value if both the billing currency and the base currency are different. Ensure the following: The value entered in this field is 1 if the billing currency and the pricing currency are the same. The value entered in this field is a positive integer. |
The system displays the following field in the “Fixed Charges Details” multiline:
Amount (Billing Curr.) |
The value converted to the contract currency. Amount (Billing. Curr)=Exchange Rate*Amount |
Pricing Disp. |
Indicates if the billing head for the given row in the multiline is priced, which could be “Priced” or “Price Not Found”. |
Pricing Notes |
A brief description of the fixed charges. |
Ø Enter the following fields in the “Fixed Charges Details” multiline:
Mod. Comments |
The reason for which modifications have been made to the any value. Data entry in this field is mandatory if you modify the values in the No. of Units, Rate, and Exchange Rate columns. |
Remarks |
Any comments or additional information pertaining to the fixed charges. |
The system displays the following field in the “Fixed Charges Details” multiline:
Inv. Milestone |
The invoicing milestone of the billing head |
Milestone Date |
The date on which billing head is due for billing |
Billing Horizon |
The time period, which is considered for billing. |
The system displays the following field:
Total Fixed Charges |
The sum of all the charges in the rows in the multiline in billing currency. |
Ø Select the “Save Fixed charges” pushbutton to save all the details of fixed charges against the generated Invoice Release #.
Note: Ensure that the Invoice Release is in “Fresh” or “Returned” status if you wish to save the modifications made.
Recording operating charges details tab page
This section enables you to record details of those fees that are charged on the customer based on the operation of the aircraft for example Fuel charges.
Note: You can modify the details of the Operating Charges. tab page only if the status of the Invoice Release is “Fresh” or “Returned”.
Ø Select the “Operating Charges” tab in the “Manage Flight Invoice Release” activity of the “Flight Billing business component.
The “Operating Charges” tab page appears.
Ø Enter the following fields in the “Search Criteria” multiline:
Search By |
Use the drop-down list box to indicate the basis on which you wish to perform the search. · Billing Head - Select this option if you wish to retrieve details of the records based on the billing head to which it belongs. · Charge For - Select this option if you wish to retrieve details of the records based on the basis on which the charge is made. By default the system leaves this field blank. |
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The system displays the following details in the “Operating Charges Details” multiline:
Charge For |
Indicates the basis on which the charge is made. |
Billing Head |
The head or classification under which billing is made for the flight contract. |
Charge Type |
The charter type to which the flight contract belongs. |
Unit |
The unit of measurement for the charges. |
Currency |
The currency for the operating charges as defined under each billing head in the flight contract. |
No. of Units (Sys.) |
The number of units for the corresponding billing head that is billed. |
Ø Enter the following fields in the “Operating Charges Details” multiline:
No. of Units |
The number of units for the corresponding billing head that is billed which you wish to modify. Mandatory. Ensure that the value entered in this field is a positive integer. |
The system displays the following fields in the “Operating Charges Details” multiline:
Rate Slab |
Indicates the slab to which the operating charges belong. |
A/C Assign Type |
Indicates whether the assigned aircraft is exclusive for the customer or is on a shared basis |
Rate For |
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Rate (Sys.) |
The rate of the billing head that is defined in the flight contract. |
Ø Enter the following fields in the “Operating Charges Details” multiline:
Rate |
Rate of the billing head that is defined in the contract which you wish to modify. Mandatory. Ensure that the value entered in this field is a positive integer. |
The system displays the following fields in the “Operating Charges Details” multiline:
Amount |
The sum of the rate and the number of units applicable for the billing head. Amount=Rate*No. of Units |
Ø Enter the following fields in the “Operating Charges Details” multiline:
Markup % |
The percentage of margin charged above the Actual charge back / Expense Charge Back. Ensure that the value entered in this field is a valid Mark up. Note that Markup can be added only if “Exchange Charge Back” is specified as the Charge Type |
The system displays the following fields in the “Operating Charges Details” multiline:
Markup Amount |
The markup percentage applied over the rate. |
Total Amount |
The sum of all the operating charges in the rows in the multiline. |
Ø Enter the following fields in the “Operating Charges Details” multiline:
Exchange Rate |
The conversion rate for the value if both the billing currency and the base currency are different. Mandatory. Ensure the following: · The value entered in this field is 1 if the billing currency and the pricing currency are the same. · The value entered in this field is a positive integer. |
The system displays the following fields in the “Operating Charges Details” multiline:
Amount (Billing Curr.) |
The value converted to the contract currency. Amount (Billing. Curr)=Exchange Rate*Amount |
Pricing Disp. |
Indicates if the billing head for the given row in the multiline is priced, which could be “Priced” or “Price Not Found”. |
Pricing Notes |
Any additional detail pertaining to the price quoted for the operating charges. |
Ø Enter the following fields in the “Operating Charges Details” multiline:
Mod. Comments |
The reason for which modifications have been made to a value. Data entry in this field is mandatory if you modify the values in the No. of Units, Rate, and Exchange Rate columns. |
Remarks |
Any comments or additional information pertaining to the operating charges. |
The system displays the following fields in the “Operating Charges Details” multiline:
Inv. Milestone |
The invoicing milestone of the billing head. |
Milestone Date |
The date on which billing head is due for billing. |
Billing Horizon |
The time period, which is considered for billing. |
The system displays the following fields in the “Operating Charges Summary” multiline:
Usage |
The sum of values of all the billing heads corresponding to the usage of the aircraft. |
Fuel |
The sum of values of all the billing heads corresponding to the fuel consumption for the flight operation. |
Activity |
The sum of values of all the billing heads corresponding to the aircraft activities related carried out. |
No Flight |
The sum of values of all the billing heads corresponding to the idle hours of the aircraft. |
Others |
The sum of values of all the billing heads corresponding to any other operating charges. |
Total Ops. Charges |
The sum of all the operating charges. |
Ø Select the “Save Operating Charges” pushbutton to save all the operating charges against the release invoice # generated.
The system performs the following:
4 Updates the status to the Invoice Release to “Fresh” if modifications are made when Invoice Release is in “Returned” status
Recording details of crew charges tab page
With the help of this section, you will be able to record details of billing heads under which charges incurred for the crew members is raised for example Food and accommodation of the crew members.
Ø Select the “Crew Charges” tab in the “Manage Flight Invoice Release” activity of the “Flight Billing” business component.
The system displays the following fields in the “Crew Charges” multiline:
Billing Head |
The head or classification under which billing is made for the flight contract. |
Charge Type |
The charter type to which the flight contract belongs. |
Crew Type |
The classification / grouping to which the crew belongs. |
Emp. # |
The code identifying the employee of the crew for which charges are recorded. |
Emp. Name |
The name of the employee corresponding to the employee code for whom charges are recorded. |
Unit |
The unit of measurement based on which rate is charged for the crew. |
Currency |
The currency for the crew charges as defined under each billing head in the flight contract. |
No. of Units (Sys.) |
The number of units for the corresponding billing head that is billed. |
Ø Enter the following fields in the “Crew Charges” multiline:
No. of Units |
The number of units for the corresponding billing head that is billed which you wish to modify. Mandatory. Ensure that the value entered in this field is a positive integer. |
The system displays the following fields in the “Crew Charges” multiline:
Rate (Sys.) |
The rate of the billing head that is defined in the flight contract. |
Ø Enter the following fields in the “Crew Charges” multiline:
Rate |
The rate of the billing head that is defined in the flight contract which you wish to modify. Data entry in this field is mandatory if a value is specified in the “Rate (Sys.)” field. Ensure that the value entered in this field is a positive integer. |
Amount |
The sum of the rate and the number of units applicable for the billing head. Rate * No. of Units Ensure that the value entered in this field is a positive integer. |
Exchange Rate |
The conversion rate for the value if both the billing currency and the base currency are different. Mandatory. Ensure the following: · The value entered in this field is 1 if the billing currency and the pricing currency are the same. · The value entered in this field is a positive integer. |
The system displays the following fields in the “Crew Charges” multiline:
Amount (Billing Curr.) |
The value converted to the contract currency. Amount (Billing. Curr)= Exchange Rate * Amount |
Pricing Disp. |
Indicates if the billing head for the given row in the multiline is priced, which could be “Priced” or “Price Not Found”. |
Pricing Notes |
Textual description of pricing combination for your reference. |
Ø Enter the following fields in the “Crew Charges” multiline:
Mod. Comments |
The reason for which modifications have been made to a value. Data entry in this field is mandatory if you modify the values in the No. of Units, Rate, and Exchange Rate columns. |
Remarks |
Any comments or additional information corresponding to the crew charges. |
The system displays the following fields in the “Crew Charges” multiline:
Inv. Milestone |
The milestone based on which the invoicing is done, which could be Beg. of Contract, End of Contract, Beg. of Billing Horizon or End of Billing Horizon. |
Milestone Date |
The date on which that billing head is due for billing |
Billing Horizon |
The time period, which is considered for billing. |
Total Crew Charges |
The sum of all the Amount (Billing Curr.) of the rows in the multiline. |
Ø Select the “Save Crew Charges” to save all the crew details against the Invoice # generated.
Note: Ensure that the Invoice Release is in “Fresh” or “Returned” status if you wish to save the modifications made.
Recording details of other charges
This section helps you to record billing heads under which any other operating charges are to be billed for example Travelling expenses, internet charges.
Ø Select the “Other Charges” tab in the “Manage Flight Invoice Release” activity of the “Flight Billing” business component.
The system displays the following fields in the “Other Charge Details” multiline:
Billing Head |
The head or classification under which billing is made for the flight contract. |
Charge Type |
The charter type to which the flight contract belongs. |
Unit |
The unit of measurement for the other charges. |
Currency |
The currency for the other charges as defined under each billing head in the flight contract. |
No. of Units(Sys.) |
The number of units for the corresponding billing head that is billed. |
Ø Enter the following fields in the “Other Charge Details” multiline:
No. of Units |
The number of units for the corresponding billing head that is billed which you wish to modify. Mandatory. Ensure that the value entered in this field is a positive integer. |
The system displays the following fields in the “Other Charge Details” multiline:
Rate (Sys.) |
The rate of the billing head that is defined in the flight contract. |
Ø Enter the following fields in the “Other Charge Details” multiline:
Rate |
The rate of the billing head that is defined in the flight contract, which you wish to modify. Data entry in this field is mandatory if a value is specified in the “Rate (Sys.)” field. Ensure that the value entered in this field is a positive integer. |
Amount |
The sum of the rate and the number of units applicable for the billing head. Ensure that the value entered in this field is a positive integer. Amount = Rate*No. of Units |
Exchange Rate |
The conversion rate for the value if both the billing currency and the base currency are different. Mandatory. Ensure the following: · The value entered in this field is 1 if the billing currency and the pricing currency are the same. · The value entered in this field is a positive integer. |
The system displays the following fields in the “Other Charge Details” multiline:
Amount (Billing Curr.) |
The value converted to the contract currency. Amount (Billing. Curr) = Exchange Rate*Amount |
Pricing Disp. |
Indicates if the billing head for the given row in the multiline is priced, which could be “Priced” or “Price Not Found”. |
Pricing Notes |
Any additional detail pertaining to the price quoted. |
Ø Enter the following fields in the “Other Charge Details” multiline:
Mod. Comments |
The reason for which modifications have been made to a value. Data entry in this field is mandatory if you modify the values in the No. of Units, Rate, and Exchange Rate columns. |
Remarks |
Any comment pertaining to the other charges. |
The system displays the following fields in the “Other Charge Details” multiline:
Inv. Milestone |
The milestone based on which the invoicing is done, which could be Beg. of Contract, End of Contract, Beg. of Billing Horizon or End of Billing Horizon. |
Milestone Date |
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Billing Horizon |
The time period, which is considered for billing. |
Total Other Charges |
The sum of all the Amount (Billing Curr.) of the rows in the multiline. |
Ø Select the “Save Other Charges” to save all the crew details against the Invoice # generated.
Note: Ensure that the Invoice Release is in “Fresh” or “Returned” status if you wish to save the modifications made.
Recording details of flight sheet reference
With the help of this section you will be able to record all the flight sheets included in the invoice release. You also have the provision to return any flight sheet.
Ø Select the “Flight Sheet Ref.” tab in the “Manage Flight Invoice Release” activity of the “Flight Billing” business component.
Ø Enter the following field:
Billing Parameters |
Use the drop-down list box specify the billing parameters for each of the billing heads. Impacted Billing Heads - Billing heads corresponding to the selected billing parameter The system leaves this field blank if there are no billing heads with Flight Sheet as the source. |
The system displays the following fields in the “Flight Sheet Info.” multiline:
Note: For the given login OU and Invoice Release #, the system displays all the flight sheets based on which the billing heads are included in the invoice that have Flight Sheet. as the source.
Flight Sheet # |
The number identifying the flight sheet in which reference details is to be recorded. |
Flight Date from / to |
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A/C Reg. # |
The registration of the aircraft for which you wish to record reference details. |
A/C Model # |
The registration of the aircraft for which you wish to record reference details. |
Primary |
For primary or secondary The system displays “No” if a Replaced “A/C Reg. #” is available in the Flight Sheet header, else displays “Yes”. |
Primary A/C Reg. |
The replaced A/C Reg. # |
Primary Model # |
The number identifying the primary model # of the replaced A/c Reg. #. |
A/C Assign Type |
Indicates whether the assigned aircraft is exclusive for the customer or is on a shared basis. |
Billing Remarks |
Any comment or additional information pertaining to billing. |
Ø Enter the following field in the “Flight Sheet Info.” multiline:
Return Remarks |
The reasons for returning a flight sheet. Data entry in this field is mandatory if the Flight Sheet is to be returned. |
Note: Ensure that at least one record is selected in the multiline.
Ø Select the “Return Flight Sheet” pushbutton to remove the flight sheet from this invoice release and adjust the value from the invoice release value.
The system performs the following:
Allows return of flight sheet only if the Invoice Release is in “Fresh” or “Released” status.
4 Updates the status of the Invoice Release from “Returned” to “Fresh” after return of flight sheet.
Viewing exceptions
This section enables you to view all the exceptions that exist in the invoice release.
Ø Select the “Exceptions” tab in the “Manage Flight Invoice Release” activity of the “Flight Billing” business component.
Note: The system includes only those billing heads for which source is Flight Sheet and “Event Type” is Regular for the calculation of flight sheet exception.
Ø Enter the following field:
Exceptions |
Use the drop-down list box to select the exceptions for which you wish to view details. · Coverage Exception · Pricing Exception · Flight Sheet Exceptions By default the system leaves this field blank. |
Ø Enter the following fields in the “Document Details” multiline:
Billing Horizon |
The billing horizon in which the exception exist. |
Inv. Milestone Date |
The milestone based on which the invoicing is done, which could be Beg. of Contract, End of Contract, Beg. of Billing Horizon or End of Billing Horizon. |
Billing Head |
The time period, which is considered for billing. |
Exception Notes |
Any comment or additional information pertaining to the exception. |