Invoicing From a Flight Log

Invoicing From a Flight Log

Overview

The invoice mapping feature creates an invoice from a flight log. The process starts with mapping expenses from the flight log to an invoice, thus allowing you to invoice expense from the flight log.

Click here for a video overview: Invoicing- Creating an invoice from a flight log.

Setup

1. Navigate to Quotes tab > Quotes & Invoices> Add Invoice from Flight Log(s) 



Click on "Flight Log to Invoice Rules" tab


2. Drag the direct cost (on the right) to the appropriate Cost (on the left)

Note: Not all Direct Costs need to map to a Charge.




3. Set charge rule for each charge:


  • Calculate based on flight log leg(s)- this is calculated based on what what is entered into the log. for example, the base charge based on "flight time" would use the actual "flight time" from the log, not the estimate from the quote. 
  • Get from quote (if present) - this uses the charge entered into the quote
  • Sum flight log charges below- this totals the charges listed below the rule and adds them to the invoice. 
4. Save changes 

Aircraft Setup

Each aircraft will need to have the Add Ons set to "Charged" with a rate type set.
1. Navigate to Schedules > Aircraft > All Aircraft - Edit the aircraft
2. Click the Add Ons tab 
3. Edit each charge/Add On you want charged on the final invoice
4. Check the box for Charged
5. Set the Basis. If this is an expense coming from the flight log directly, it is recommended to use Flat Rate (Per Leg)
6. Save
7. Repeat for each Add On
8. Save the Aircraft

Create an invoice by searching for a log

1. Navigate  to Quotes > Quotes & Invoices > Add Invoice from Flight Logs(s) > Flight Logs tab

2. Search by date range and aircraft


3. Click "find Flight Logs"
4. Flight logs that have been invoiced will be green; flight logs that have not been invoiced will be gray.



5. Check  the checkbox next to each log to be included in the invoice. You can combine any number of logs into a single invoice. For example: a month's worth of trip into one invoice, or just one flight. 


6. Click "+Create Invoice from Flight Logs button

7. Save the newly created invoice 


 Create an Invoice from a Flight Log

1. Navigate to Flight Logs tab and click  on a completed flight log


2. Click on the  "More" button > Create invoice from Flight Log



3. Click  Yes on the prompt


4. Save  the invoice. 

  • Charges Detail section on the invoice details the costs, and how BART calculated the totals. Charges in Red indicate the total is updated from the log:

  • To collapse or expand the Log-to-Invoice log, click More> "Toggle Flight Log-to-Invoice Log" or click on (Toggle Flight Log-to-Invoice Log)

  • To view the invoice from a flight log, click More > View Invoice:

  • To view Quote from Invoice, click More > View Quote




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