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TotalFBO User Guide, 3rd Edition

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2. jueuno pue Jo N t t ZU eoud Aq sued uo seoud soDueuj Jn SNOILONNA 53991 LINVAAG Total FBO User Guide 495 APPENDIX F sajonb JO pue suondo eJeuec suondo jesouegjooz 5 eu sBunsi pue suodey sBunsn suodedgel UMO Jnof ppe JO UO uoneuuojJur ypg syodiiy UoneuuojJur Jeulojsno oiseq Bunonb JO eJoure uo uoneuuojur sejonb uid pue ppy yese y 10 pue suondo e19ues suondo leJeueolge SUJOJ 7 1uud pue e epdn eui 10 sBunsi pue uo pue sqs 21 dnjeg 10 9 1 X ppy eJoure 10 uonduunsuoo pue jan JO euo UO yee yese
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4. suniueJg sexe 1 0 CLC seseyoind 5110349 HSVO NON 212 LLZ 9 5119342 HSVO NON 5110349 HSVO NON JO our UJ91 1J0US YO ol o N N 206 s sodeq douS COC COC COC dous N LO LO St s sodeq peuJeaur ID9J2 ejqe eg sjunoooy eseuoung sjuawAed ejqe d sjunoooy LLOC LLOC ejqe eg sjunoooy lt slsls af al al awl lt SLL 9 al 7 3uaun2 _ ___ udi RO We m TN nm jnejeg gt 2 gt jueunjedog 4525 junoooy m Je6pe B APPENDIX A 408 7otalF BO User Guide sajes 0 26 v Slldgadso
5. Wan eke ka kilk aw k wa wa kk a ka 177 Credit Card Inventory PurchaSe kk kk ekere KK KK KK KRA 178 Vendor Refunds an n _________ 179 Charter Pilot Travel AdyanGe i lc ned wu duke ae 180 Petty Cash 22 loans kk kla wu kwa a a a 181 Consignment Sales Pilot Supplies or Rental Cars n 182 Credit Card Processes E E keke ke k k keke kek K KAK KEK KK K KA KAKA KH HH 183 Prepaid Sales Taxes bane banan opt e 184 Pass Thru Transfers Account Transactions between Control Accounts 185 _ INDEX TotalFBO User Guide 555 INDEX OF FIGURES AND CHARTS Install Program 10 Eicon prise drka kok ed kd kak wad ked dan d wa krdn i dw u dm dnd 57 location gt 61 Setup Workflow 65 Bring Your World Together
6. 116 e Payables C erkennt pr Eb Pu 130 GE 144 ic ioco 152 Procedure Detail 184 Accounting Processes 172 1 01 Touchscreen Invoicing kek 211 Wireless Operation 212 e Front Counter WorkflOW 212 e Fuel Reconciliations 1 1 1 240 e Receiving Fuel LO dS ek 222 Recirculations Sumps amp 224 Managing Pilot Supplies ek 225 e Concierge Requests iiis 228 Concierge 228 GSE Equipment Maintenance 2 230 e Advanced Invoicing 230 Procedure Detail Sheets TR 231 e OUO D ME 250 e Aircraft SEG 232 Pilot Records c 237 Schedule Sep aira 258 Aiit c ccu ek 257 e Preparing Quotes ivi d ek De UR edd 259 e Scheduling TripDS 262 e Dispatching FlightS ez 264 e Check 265 VT gg 266 e Trip danay 2
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8. eseqejep ou pe sodun 104 oeuo Bunsod Burouejeg AjYyjUuoW 9jo dujo 9 poJisop se sjueuiejejs eroueuy pue sj4odai pue 9 IS JJO 21015 pue dnyoeg Ajujuou 99uS eoueJeg uo sjenbe Wold JON 84 O O 5 JoDpe 19945 pue seni iqer jeu jenbe sjessy zey AJJ9A 1 5 sajes Buns 8 ooue eg OJ UOQ 7 5 1981694 xyueg erduo ooueJeg 1unoooy 3 9 0 uode eoueJeg 1unoooy 1 9 01 seoueJ eg 1 9 01 sajes junoooy 1 9 0 suodey LLI o LL LL O lt O lt 2 H Z O QO O lt SJopJO dous uwop xeaug sseooJg ooueJeg junoooy OJ UOQ 7 9 0 uwopxeaJg dous AJOYUSAU
9. J N NT New Customer Defaults include Transient customer Credit Cards Receivable type and correct Price Class Fuel Sales Income Invoice Style Sheet has been defined so that print Sales Tax Liability ing will be correct Fuel Tax Liability Default number of copies to print has been speci Cost of Fuel Sold fied Fuel Inventory Fuel Meters and Tanks have been set up Prices have been established Accepted credit cards have been established and linked to proper paying authority 234 TotalFBO User Guide FRONT COUNTER amp RAMP BUYBACK FUEL INVOICE OFFLINE PAYMENT MEANS NOT using On Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Sales Detail s Select Line Type Fuel Select Item Sold 1 Jet A Select Buyback Sub type Choose Prist if offered and delivered Select Truck or Tank Select Fuel Meter Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Add Payment Information select correct Buyback credit card Verify Invoice is complete and correct OK the Invoice NOTE The sale price
10. yey 00425 14614 8 00495 14614 99UEUSJUIE A sexe 4 J9 J8UO 8 Jany Yey 5 S L NDOQ99V IWOIdAL Saxe 104 100426 14614 A uo sexe 10 SOI yey 5 l lt n LLI H Z 454 TotalFBO User Guide TotalF BO User Guide 455 APPENDIX D UO pjos seijddns peuwo uou ejeJedes o pesn LNAINNSISNOO our Bjoa dxa e oo eles e oo ise5 qe 340153114 Sejes syed sejes Ajddns o pesn DU DT DD T T TN TT jeleueo s4i11avNnSNO9 Aq s Ajejerpeuuuur seiddns dous sesuedxe 9 E douS ulEd oj pesn dOHS LNIVd sued JO seuojueAu ejeJedes o pesn Dr Dn TT TEZ DIS Dm syed se es sped pesn TED Pe ere DEN TE ET Se es sped Jeujo 9
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12. suec oce tese tn a ata ua mauus a 285 Shop Operions minal SC EDS tod E nba rt mnm ao 2cA 291 What s Ona Shop Order NIETO DE 293 Parts in 297 Starting a New Shop Order Shop Workflow Part 1 299 Getting Parts on a Shop Order Shop Workflow Part 2 keke 303 Getting Labor on Shop Order Shop Workflow 3 1 1012020000040006000 000000000000000000022 308 Closing a Shop Order Shop Workflow Part pane tne dien Eae NE eS tn bas n teles 310 Logging the Job Shop Workflow Part pte 313 Reworked Components 317 Core Tracking 319 Rotable Components 323 Progress Billing Two Methods 326 Warranty Billing 329 Mechanic s Time Fully Identilie 331 Magical Accounting Internal Non Billing 333 Work in Process 335 Using Inventory Departments OBOD ako kwe heku 339 Pricing Parts 343 Porchase Order Benehts to Cashi FIOW NM 345 Inventory Workflow 349 Physical Inventory 351 Aircraft Records Serve Many Needs n yecadcnn tate qaasi ease qu E qe da k n aw n dadin y dl W K nik bn dak 355
13. Jeujoue ejep Jesn y dn peoejd pueJuno 57901 Aue Suodei zud JO Aejdsip pue suoneJedo oyioeds e JO 196 uondiosoeg SNOILONf3 NANNAN SADATIALYd LINVAAG APPENDIXG 1 User Guide 499 APPENDIX G SETUP QUESTIONNAIRE TotalFBO can be customized to meet the needs of most aviation industry businesses In fact there are so many options that it s possible to miss using a feature that would be helpful to your business Sometimes that s because your business 15 growing and changing over time sometimes the staffers doing the setup are not aware of the details of operations in other departments and sometimes it s because FBO 15 continuing to grow and add requested features The following questionnaire has been developed to help you gather and organize your information Sometimes just knowing the right question to ask can make a big difference Once you ve gathered your answers feel free to discuss your needs with a Tech Support Specialist to be sure you re getting the most from your investment in Total FBO 500 TotalFBO User Guide Do you have a prepaid sales tax on fuel Do you have sales to a consolidator Do you have sales to an airline Do you deliver into plane for a customer who supplies their own fuel Do you have an
14. eBJerouo y 10 5 pue suodes Sep 10 ueeJos pejnpeuos zuid pue uondio sog SNOILONNA NNAW S393 LINVAAG 5 APPENDIX 496 TotalFBO amp User Guide joou9S 14614 99 pue suodes seDeyxyoed joouos 1iuBi Jo 21 JO ppy Snqe AS ay pue uoneuuoJur oiseq Ssjueuu ouue pue sjuepnis eDeyxyoed s 1eujojsno e uo eu ypa jooyos Bu p ooe 1 ay N y JO pue suomneAJesaJ y 10 sBunsi pue soday SUOIJEAIOSOJ UI pamasa zey 8122140 uo Jo suomne4edo uojedsiq 14614 suondo uojedsip y 104 pue N uojedsiq eui 104 pue suodey 1019 uaa Aue JO uoneuuojJur Suone nojeo 9 2 pue
15. HSVO NON 5103420 sajes HSVO NON 5103420 sejes HSVO NON 5103429 sejes HSVO NON SLIGSYO HSVO NON S J2 gt J0M HSVO NON SLIGANO VINA HSVO NON SLIGANO VLNS HSVO NON SLIGANO 111 HSVO NON SLIGANO LIS HSVO NON 5190342 seoue py 018 HSVO NON eiqe eg v2IJ od L 2 o B 0 OELC 016 illi ili illi ill jnejog Jeter TotalF BO User Guide 409 APPENDIX A jueunjedog Yar M dnouc use C IET IET IET 3ueuBeg 5 Ayiqer soo uoneJDiuuJ LIE IET o qe eg o qe eg 134 134 JeDuesseg 5 o qe eg 134 obey lt ejqe d 294
16. J0 U 9 U s ueu edeq 1 9 04 pu3 JO0 U9 U 1unoooy 19 0187 uoneo207 unJ 0197 Sjeu uJoJJ O ang esudJieju3 eJ9u99 79 Jo sjunoooe 5564 9 esuedsng uo oZ Sdajs Jeu JnJ JO esf eouejeq pue eouejeg eu eJ9u99 s s jeuy 9 G 2 suondo Ja6pe7 eseqejep ou JoDpe pejouoooJ syuodaij ejep eoueJ 1 5 ol 162 TotalFBO User Guide Burouejeg NTING amp BACK OFFICE OPERATIONS Total FBO User Guide 163 reports listed The final reconciliation of detail ledgers to the General Ledger is usually handled by the Controller It s a good idea to move the Fence Date forward before beginning the reconciliation effort in order to prevent unexpected changes to balances as new transactions are posted If adjustments are necessary you can move the open access to the prior period make the adjustment and then move the Beginning Fence Date forward again Prepa
17. User Guide 433 54 Payroll Employee Benefit Expense 7120 Expense If you are using the option for Employer Contributions this is the expense account the employer portion is initially coded to This can be overridden on a line by line basis in the employee deduction setup screen 55 Payroll Expense 7110 Expense This is the default account for recording gross wages as an expense There are several layers of overrides on this posting which are discussed in the payroll module 56 Accrued Net Payroll 2110 Liability This account receives the net pay from employee pay records in the process CONTROL ACCOUNT of the Make Pay step When pay checks are made this account 15 debited bringing the balance on this account back to zero at the end of each pay cycle Inventory 57 Parts Inventory 1300 10 Asset 58 Parts Sales 4000 10 Income 59 Parts Cost of Sales 5000 10 Cost 60 Lost Parts Inventory 7310 10 This set of four accounts is repeated for each inventory area The Inventory account records the asset value of that inventory type The Sales account records the gross revenue customer sales when parts are sold on invoices and shop orders The Cost of Sales account is debited and the asset account credited for the cost of a part when it is sold When parts quantities or unit costs are changed the asset account is adjusted for your change and the offsetting entry is made to the Lost Inventory account Note that
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20. amp DATA MAINTENANCE ZotalFBO User Guide 393 eliminate an element temporarily and see if the problem gets better or goes away To test basic network connectivity open a Command Prompt and type this be sure you substitute the name of your own server and press Enter at the end PING servername You should also repeat the test using the following PING Paddress The IP address is a number that looks similar to this 192 168 2 10 Your Network Consultant can help you locate the address For security reasons we won t cover that information here There should be a short wait after entering the command e Ifthe connection is reached you ll get 4 lines that start with Reply from e Ifthe connection is not reached you ll get an error message Let your Network Consultant know immediately as there could be problems with hardware DNS WINS or some other configuration issue Workstation Is the workstation s basic network connection using the TCP IP protocol You can find out by right clicking on My Network Places and selecting Properties Then right click on Local Area Connection and select Properties You should see a list which includes at least the following WORKSTATION Client for Microsoft networks File and Printer Sharing for Microsoft Networks Internet Protocol TCP IP e Ifyou do not see this list stop and call your Network Consultant These items must be installed e Ifyou see NetBeui on this list
21. 19S 0 195 55210 eu y se psooay 19 0 yew uou pue ssejo eoud qn 93 yoo g e dn SdLON LNQOWV LINV LINV xQ 1313 V IniNdO3 55 15 SASSV19 doled Lenses eue LIVES SNITIIS 303 SASSV19 49d ONISN TotalF BO User Guide 471 APPENDIX E SSe 2 15 5 Q O914 4 ______________ SASSV19 3214 9NISn 472 TotalFBO User Guide APPENDIX 7 AIRCRAFT PRICING WORKSHEET RENTAL AIRCRAFT PRICING all prices per hour TAIL NUMBER List Price Reference Price 1 Reference Price 2 Reference Price 3 Reference Price 4 Reference Price 5 Fuel Surcharge 2nd Pilot Required List Price Reference Price 1 Reference Price 2 Reference Price 3 Reference Price 4 Reference Price 5 Positioning Leg Rate Crew Standby Per Hour Crew Standby Daily Crew Standby Overnight Billing Units for Aircraft Minimum Charter Amount Min Per Leg Amount Fuel Surcharge Aircraft Standby Per Hour Aircraft Standby Daily Aircraft Standby Overnight Hours Free Standby Short Leg Distance AIRCRAFT PRICING WORKSHEET AIRCRAFT PRICING APPENDIX E TotalF BO User Guide 473 TAIL NUMBER
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23. amp BACK OFFICE OPERATIONS User Guide 175 Understanding Typical entry for Making a Purchase froma Vendor for an Inventory Item and subsequent sale Accounting Processes POST THE PURCHASE AS A PAYABLE Purchase Amount Inventory Asset Accounts Payable Freight Charges Freight Expense Accounts Payable PAY THE INVOICE DR CR Make the Check Accounts Payable Checking Account SELL ON A SHOP ORDER DR CR Purchase Amount Cost of Sales Inventory Asset Freight Billed Accounts Receivable Freight Income Sales Price Amount Accounts Receivable Parts Income 176 TotalFBO User Guide ACCOUNTING amp BACK OFFICE Understanding Typical entry for Making a Purchase froma Vendor for Accounting Processes an Inventory Item using a COD check as payment PAY THE DELIVERY SERVICE DR CR Make the Check COD Holding Account Checking Account POST THE PURCHASE AS A PAYABLE Purchase Amount Inventory Asset Accounts Payable Freight Charges Freight Expense Accounts Payable MATCH CHECK TO PAYABLE INVOICE DR CR Purchase Amount Accounts Payable COD Holding Account In this example freight charges are billed separately Understanding Typical entry for Making a Purchase froma Vendor for Accounting Processes an Inventory Item using a Credit Card as payment POST THE PURCHASE AS A PAYABLE Purchase Amount Inventory Asset Accounts Payable Freight Charges Freight Expense
24. eS benan e Pre Sold part has been sold a shop order or invoice but has HW not yet been received e Pre Sold Installed the part has been sold on a shop order on gt which an aircraft has been selected but has not yet been received Equivalent to 1 e In Stock the part is in stock and available e Out for Rework part has been sent to a vendor for repair using a Purchase Order e Loan the part is counted in our inventory but is temporarily on loan to another company or individual requires manual selection e Loan Installed the part is counted in our inventory but is temporarily installed on an aircraft as a loaner unit requires manual selection 354 TotalF BO User Guide See Helpscreen topic Help Aircraft Records SHOP OPERATIONS TURE Loaning or Renting Parts When you loan or rent an item to someone you retain ownership though temporarily it 15 not in your possession But as long as you own it the part shows as in stock in your inventory Because it would be easy to lose track of these items Total enables you to change their status so you can monitor them more easily When an item is loaned or rented to another company you ll take two steps 1 Change the status of the part to Loan making a note of the arrangement in the part record 2 Create an invoice for the rental using a Service Line to your Rental Fees Income account
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28. nana WANIN Ayet d n jn baska aaay dote kan n 190 REFUNDING A CUSTOMER S CREDIT BALANCE CHECK 191 HANDLING CUSTOMER S BOUNCED CHECK 192 DEPOSET AO KE E L 5 en nan deq ha qq n WIN DS NA A A 193 DEPOSIT CASH REFUNDS OR VENDING MACHINE PROCEEDS 194 TRANSFER FUNDS BETWEEN ACCOUNTSPOS E do ong de kana n n 195 aries y Ay Kenal kaye habs ums N n a kaN bye kan BAS 196 POSIBANKCITARGESTNTERESJT K na k Nya nay Kan Nia N d ne 197 RECORDING DRAFTS FOR FUEL PURCHASES keman eka 198 REGULAR CUSTOMER FUEL INVOICE 1 2411 1 231 TRANSIENT CUSTOMER FUEL INVOICE CREDIT CARD PAYMENT 232 TRANSIENT CUSTOMER FUEL INVOICE PENDING PAYMENT 233 BUYBACK FUEL INVOICE OFFLINE PAYMENT MEANS 234 BUYBACK FUEL INVOICE ONLINE CONTRACT CARD 2 222 GOVERNMENT CUSTOMER FUEL INVOICE OFFLINE Payment Means 236 PR GENE CUSTOMER 237 REGULAR CUSTOMER INVOICE FOR SERVICES OR SUPPLIES 238 ADJUST ROUNDING DIFFERENCES POS 239
29. O 486 TotalFBO User Guide APPENDIX O T PRIVILEGE OVERRIDES FOR REPORTS o LLL Defaut our changes General Area Description Reaa write Read write APPENDIX PRIVILEGE OVERRIDES FOR REPORTS TotalF BO User Guide 487 eat Our Changes General Area __ Description Reaa write Read write Reports Scheduling Change History Reports Scheduling Reports Scheduling Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Shop Orders Reports Utilities Reports Utilities Reports Utilities Reports Utilities Reports Utilities N 9Q APPENDIX 488 TotalF BO User Guide yoyeq e 5 eq ueo euo e OS p soj se ylus ue 9SMOJQ S99IOAU JO doo snonunuoo ul
30. k 58 Location Option 1 60 E E bn 63 64 sell 68 General CASE euis eot A hewala ik ka nn 70 3 115 DD HHH HH ND ma 78 Receivables Clerk eeiiteeee o b o rtt trei nti tr pee e 62 ea lene 62 gt E E O E E 64 ruit 68 eza d e 88 Payables CICER 90 iban 90 Notes o c nel En kel kine kanen n kedek k yan 92 eonia 94 yy C Ie 102 Taxes amp Deductions E 102 Employee Records ua rete kake n k deka kewal ada k WAA 104 Ihe Wrap Up seazannk sala aka d lah ni d n da k a 106 Verifying the General Ledger eterne 106 Online Credit Card 109 International Options iaa ia 112 Total FBO User Guide 3 TABLE OF CONTENTS 4 TotalFBO User Guide TABLE OF CONTENTS ACCOUNTING amp BACK OFFICE OPERATIONS 113 Duties and Procedures for e Receivables Clerk ues
31. 1955 SOLO USAU JON LEL jessy Sec LEL Vier AJo u8 ul LEL 11001 OSI Sed LEL IN OLE L 1955 01 00425 14614 SOIUOIAV JOjUOAU SEd mw dous fjojueAu sued 1 55 101u8AU Sued HSVO NON co 7 9 v Q9 v o lt lt lt lt oel oel 2 24 co APPENDIX A 404 7otalF BO User Guide 1955 SLIdsd HSVO NON HSVO NON INOZSL 094 0 4 0 4 999 094 0 9 0 4 OLSL 009 97 HSVO NON HSVO NON 51 9 HSVO NON HSVO NON se qoujojny 0 un v V 0 42 V 72 0 70 42 lt lt lt lt lt lt gt 0 5143139 HSVO NON HSVO NON dnouc 4 4525 od L uo d oseq noo9v Ino M e J nejeq Jeter TotalF BO User Guide 405 APPENDIX A T jueunjedog N o ol ml ol ol o o o o 0 V V 0 0 42 42 v 0 0 0 lt lt lt lt lt lt
32. onJ SOIUOIAV gt SOIUOIAY se sued gt PISINO _ __ 9 G gt ueun edeq 4 use junoooy uondio sog ESTES MOTIV APPENDIX A 414 TotalFBO User Guide 00426 14614 Oou9S 14614 19614 14614 14614 loouos 14614 gt 00496 1461 1004965 14614 00405 14614 00405 14614 00426 14614 jueunjedog dnouc 4525 od L 2 JOUIO JoWeyyD uo d oseq TotalF BO User Guide 415 APPENDIX A gt O O S unoos q SWODU uo suoissiululo2 Jexoug Lov CSV LSV L y 0 51464
33. 4 jan o qe eg 6201 o qe eg 9 4 2915 1914 134 o qe eg soo J soxe jon 9 od L uondi sog 2 Je6pe ony APPENDIX A 410 TotalFBO User Guide 3T 262 COC L6c CGC CSG CSC 0cSc LSC N lt SJoJsueJ 1JEJOJIV d N CCCCCN HEI d N LLLLLN HEIN 9 6 01 d N IN seniiqer a 5294 201 N N 6 5103402 HSVO NON dnoig 4 use gt oeez ozez orez 0455 orsz MEM MEN adi 22 J nejeq 2 unoo99v ESIIES APPENDIX TotalFBO User Guide 411 N serav 6 JINVESTINGO 6 JINVESTING Account Type Cash Flow Group Department Capital b _ Capital Capital Description Total Capital Owner Capital Capital l6 INVESTING DENN 0 9 5 Retained Earnings Current Earnings L Our
34. sebuessed 10 pesn sueuo Bunees su olseg 91 2 SJOQUINN 14614 ubissy T2 uo eds qlsoz SeSSBJO d ewpdnhoz SNOILONNA NANNAN SADATIALYd LINVAAG JO pue 19 1 10 JNO 72949 SeJnjonJis eoud ueJejJip 104 N uondiseg TotalF BO User Guide 497 APPENDIX F jes pue sBuneJ Ajunoes pue Jesnn pue dn es Ajunoes o pesn suound A noeglgoz suoneJedo 157 ui pesn sjno e Woda 10 ppe Jesn 1no e jeqe7 9 15082 2 pesn sessejo eoud su sesse 2 d y 10 suondo e 1495 1X9 JO ppy SeuJeu pe oejes JO pesn s zey By ejouw y 10 sBumes eJeue e eziuojsno 4 19 y 10 99 10 pue
35. 000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 ENTERING MAINTENANCE TIMES Pa Time on Time on Time on Number of cycles engine when prop when HS when when last last overhauled last overhauled last overhauled overhauled ENGINE PROP HOT SECTION Time between Time between Time between required overhauls required overhauls required overhauls Next Next Next Overhaul Overhaul Overhaul Due Time Due Time Due Time ENGINE PROP HOT SECTION Total time on Total time on Total time on Total cycles now the engine now the pop now the HS now TotalFBO TotalFBO TotalFBO TotalFBO Time Until Time Until Time Until Time Until CYCLES Cycles between required overhauls TotalFBO Next Overhaul Due Time Next Next Next Next Overhaul Overhaul Overhaul Overhaul 360 TotalF BO User Guide See Helpscreen topics Help N Maintenance Reminders and Components pim ar an epum umm _ See Helpscreen topic Help Service Bulletins SHOP OPERATIONS T Maintenance Reminders amp Components These two data areas are similar in that you will be creating a list of those things that need
36. If It s Bad Force It If the exchange unit is not repairable you ll have to pay the full amount of the original vendor invoice You may also need to charge the customer for the core charge To keep the Purchase Order from remaining open forever you ll need to go to Inventory gt Update Purchase Orders and highlight the correct Purchase Order Force Complete Then click the Force Complete button and OK the message window Then you ll need to review the Core Record at nventory gt Update Cores Select the appropriate status if the unit was not discarded Also make note of the Customer so you can create an Invoice if necessary When building that invoice you ll select a Service Line to Core Charges Billed 322 TotalF BO User Guide Add Client owned inventory to a different Inventory Department so that it can be tracked separately in both the inventory and accounting records SHOP OPERATIONS T ROTABLE COMPONENTS We ll use this term to mean those parts you have someone repair but which are held in stock until they re needed The source for these parts can vary widely Sometimes you ll remove item from an aircraft but there isn t time to repair it before the aircraft must be returned to service so your customer agrees to purchase a new item Then the repaired item will be available as a spare In the same way sometimes a client will purchase spare parts and ask you to store them until nee
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38. Z lt lt 2 e 3 o x Tab 1 Tax Location Applicability Tab 2 Statement Style Sheet 2 COD 2150100 lt 42 5 16 2 o2 5 5 lt lt Ola x CO Q m O Vig gt x o o V J O 2 a O 3 Statement Style Sheet gt Compound Statement Style Tab 2 Compound Statement Style Tab 2 Airline Statement Style Tab 3 Fuel tax Fees Taxability buttons Tab 1 Primary Transient Customer Account Tab 2 Invoice Style Sheet s O 52 V g D 2 g lt T T 3 o r U 0 5 i G j 00 00 0 lt D D 0 0 O 5 5 3 2 2 5 oz 5 B 100 o 5 5 2 gt Sol OIZ 8 lt 00 O 5 25855 e o Sog D V gt D g D 5 a lt Q eS lt G D v O 5 5 s gt Tab 1 Discrepancy Tab 5 Discrepancy Prompt Plural 5 E O 3 v General Options gt Tab 1 Aircraft Tab 5 Aircraft Prompt Singular Prompt Singular General Options gt Tab 1 Aircraft Tab 5 Aircraft Prompt Plur
39. _ 465 Using Price Classes tor r r __ oa mme mo 466 Using Price Classes for Billing Shop Labor 468 Using Price Classes for Billing Instructor Time kk k eee eee KK KK 469 Using Price Classes for Billing Aircraft Rental Time 4 70 Using Price Classes for Billing Charters __ _ 471 Atreratt Pricing Worksheet Rental 472 Aircraft Pricing Worksheet 473 Perlormance Worksheet 474 Pilot Record Works iot ______________ __ 475 Privilege Overrides Tor Buttons and Fiel S eee keke 478 Overrides 10r 484 Default Privileges for Menu FUncCtlOIS E seek ORE kk KK KK KK KK KK KHK KHK Ras ax Mii Dee IU RR Rer HHHH HH HAA 488 Setup Questionnaire 499 558 TotalFBO User Guide INDEX TotalFBO is constantly growing and changing to meet the needs of its users And though most of the installations of TotalFBO an aviation related organization there is a wide diversity of businessses company sizes and organization styles represented within that group One of the strengths of TotalFBO is its flexibiity with so many features and options which can be customized to meet the needs of most businesses But it would be impo
40. kak handan k x za dab d dd d _ _____ _ 67 Setup Users amp Security 69 Setup General Ledger 71 Generi Leda 79 Setup Bank Accounts 79 Setup Receivables 83 How Price Classes Work 85 Magical Accounting Customer Journal Entries Normal Internal Non Billing 87 Setup Payables 91 Setup Inventory 95 Setup Payroll 103 Verify Enter General Ledger Balances Lisa yc ek n n d vln elok 107 Delp Online Credit C ard Process bw ee Po LAS bos n n IPIE EFE tidie inp 110 Sene Upa Recept 111 Accounting Department Organization Ea 115 ICT abi _ ________________ 117 Hel E 123 Payablaes Clerk Duties 131 Locating Cost of Parts Sold Account Used for a Closed Shop 134 Move Money Between A R A D eee eee keke OP Las E K k KHK KK Kek KK KE qe DURER MER HHHH HHHH 141 Physical Inventory 143 Payroll Clerk Duties 145 Controller Duties 153 Work in Process Posting y i kuncek isak n hidekld _______________ _______ 157 Co ala Dalane Bec 4 k sa eee at E nee ee
41. s 348 Physical Inventory PEtOC6SS iier ret niat kad aka ankan n 350 Other Inventory Functions amp Concep ts 352 Managing Aircraft Records LC eez 354 Updating Aircraft Information AUEU 360 Aircraft Maintenance Cycle eez 361 DOBECDDDS ER 363 TotalFBO User Guide 5 TABLE OF CONTENTS 6 TotalF BO User Guide TABLE OF CONTENTS 5 i ITI 2 z gt lt mr gt e Standard Reports ROUBLESHOOTING amp DATABASE MAINTENANCE 383 e Mak ng m Restoring BackUp kek Sending a Backup to Tech Exporting Data amp Custom Transaction Framing Troubleshooting SQL Troubleshooting Online Credit Card Processing Contacting Tech Support kk APPENDIX DIe Overriding the Automatic edger List Defalis is ciyen kilke APPENDIX Planning your Pricing Structure APPENDIX Default Privilege Requirements APPENDIX Setup Questionnaire Getting Most out of Tota FBO You re now the proud owner of the TotalFBO Business Management System
42. O _ SETUP PROCEDURES TotalFBO User Guide 77 Control Accounts include the following See Appendix A for a complete listing of Control Notes Liability Payroll calculation prior to check creation Control accounts will not appear when you are offered the opportunity to select an account for posting On those rare occasions when it is necessary to adjust a Control Account manually you can override this lockdown for a 3 day period with a Utility function Tech Support staff will NOT Although you can Bypass the lockdown permanently this setting is NOT assist with reconciliations of recommended because of the very strong likelihood that you will not be able to subsi diary ledgers when the balance the detail ledgers to the Control Account lockout function has been Bypassed Time Zero Date That s it you re now done with the basic General Ledger setup You ll be able to enter budgets and continue fine tuning your overrides but the basics are done The next steps will begin to enter data that in some cases will make actual journal entries These entries will be the result of setting up outstanding invoices or balances on customer accounts current balances and outstanding items on bank accounts outstanding payables and current inventories And in a later step you ll be creating beginning balances for your General Ledger accounts There 15 no specific requirement for when these beginning balances must be created
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44. J Normally you ll use these settings to prevent payments from being applied at the Front Counter where this process would interfere with rapid invoicing Posting Payments Received When the Receivables Clerk posts ROA payments received in the Back Office it will be faster to apply each payment immediately while referring to the customer s check stub for information about the items being paid In addition you ll want to run the Unapplied Payments Report in the Invoicing TERN module to spot any payments which could be applied but have been missed LI This list will also include invoices which could be applied against credit balances Then you can apply payments at Accounting Invoicing Other Invoice Operations Apply Outstanding Credits Applying a charge and payment does not make any new journal entries or change the balance on the customer s account It simply matches the two items for your reference and removes them from the Outstanding list on the Customer Statement 122 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER However once a payment is applied to an invoice you should not make any changes to either the invoice or the payment If you do a warning message will appear informing you that proceeding will cause the program to Unapply the items to avoid possibly causing a discrepancy on the customer 5 balance Be aware that TotalFBO will automatically apply payment
45. Receive If removed or supplied by client Component is entered at Zero Cost into Inventory Must be added as Serialized Part Send to Vendor for Rework using Purchase Purchase Order and selecting Purchase Order component on Outside Repair Packing Slip Item Cost is now the charge for Component CERE Set the Selling Price high enough to include cost plus freight both ways Accts ae plus standard profit margin Payable Invoice ON HOLD Receive 324 TotalFBO User Guide SHOP OPERATIONS 22 7 5 Add your expense for shipping component as Outgoing Freight 6 After completing any other appropriate information on the Purchase Order OK and Finalize it 7 Finally print the purchase order and packing slip from the Purchase Order Browse screen and ship the component Receive the Shipment from the Vendor 1 When the vendor has returned the repaired item receive the new shipment and select the Purchase Order Number at the top of the window to complete the details for you 2 sure to adjust the detail line so that it shows the correct cost and incoming freight An Accounts Payable invoice will automatically be generated to enable you to pay the Vendor for the work done FOR CLIENT OWNED ITEMS BILL FOR THE WORK DONE Since this item may sit in stock for some time before it s used on an aircraft you ll want to collect from the client as soon as possible You can either be
46. When the initial setup is done your Accounting Department staff may or may not be able to import your pilot supplies from a previous system If not you ll Help need to enter each item Entering Initial Setup The easiest way to do this 15 by using the Receive Shipments Function You ll Data be able to Sidestep to add new items and also enter the quantities and costs you ve paid Be sure to coordinate with your Accounting Department on this process You may be directed to receive all these items using a special Conversion vendor SELLING PILOT SUPPLIES Once all your items have been entered you ll sell them on an invoice using a Parts line Select or enter the part number or description of the item You can enter a just a few letters or numbers if you wish Enter the quantity and verify the price and you re ready to OK the line RETURNING OUT DATED ITEMS You may find it necessary to return almost any item to the vendor but it s a constant effort to maintain current stocks of navigation charts In order for this report to be dependable you must enter a Usually the vendor will allow you to return old items when you order the next Batch Lot ID as you receive shipment each shipment This opens a field for you to enter the A good way to keep track of these items 15 to print the Expired Inventory Expiration Date Listing from the Inventory module You can choose to show only those items from your Pilot Suppl
47. dnouc 4525 adAL 2 LGL 5111839 HSVO NON 51500 061 HSVO NON jessy s 9ssv Sjossy 1 3 9 pjoueseeT7 oeJ deq unooy 09 HSVO NON 5 1 39 HSVO NON HSVO NON 5118439 HSVO NON HSVO NON Sllgad HSVO NON Sllgaad HSVO NON HSVO NON HSVO NON yey 09 oe deq 09 9Jdeq 1955 09 syonJ 2291090 1955 09 X14 9 1955 09 oe deq 1955 091 oe deq 9SSV 09 uoneiooJdeqg pejeinuinooV 5597 YEY 24 pom an aii ui adi ali uli ai aM uM a adi uli li 99V JoquuinN 2 ino m 1 1 Lil APPENDIX A 406 7otalF BO User Guide 1411111 51955 210 XI OTT sjessy e qiBueju uoneznJouly 5591 o qm TIT T jueunJedeg 4525 ed uo d oseq 4qN 2 9 E 320 1 6p 7 ony TotalF BO User Guide 407 APPENDIX A
48. eoueunsu T jueunJedeag use od L uo d oseq 5 2 2 lt k APPENDIXA _ TotalFBO User Guide 423 Department 4 o 65 YX 2 E lt lt Administration gt o LL a o0 ui EE wa S o 2E 2j 2 6 olon lt ajc Clic OG X e x O LLI O LLI O LLI e 9 5 gt lt Vie LL 2 go T x o LL x N ui L gt lt 5 25 O S eum U o9 O U 4 eo LL 42 Account Number DD 111 si 981 424 TotalFBO User Guide APPENDIX SAMPLE CASH FLOW SETUP 1 NON CASH INCOME Sub Group Title GL Account Clusters Unearned Revenue Customer Deposits 2020 00 2030 99 Payroll amp Taxes Payable 1 1000 2309 _______ Sales Fuel Charter Taxes Payable p21000 224099 _ Sub Group Title GL Account Clusters Accounts Payable pot000 200599 1 Inter Company Due To Due From peso 3 NON CASH EXPENSE Sub Group Title GL Account Clusters Changes to Inventories 1300 00 135099 Deposits and Prepaid Expenses 1450 00 149999 Depr
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50. 34 TotalF BO User Guide INSTALLATION TURE Local Workstation Installation For simplicity and ease of maintenance some earlier versions of the program recommended that the program be installed to the server and shared from there to all workstation users This meant that nothing was installed on a local workstation except a desktop shortcut icon which made it easy for the user to call the program from the server However in SQL Server environment current versions of the program operate under you must now also install the program to each workstation and simply share the data from the server Performance Depending on the hardware configuration of each workstation you should also gain some improvements in performance with this arrangement Fewer hardware resources are needed on the server memory as fewer files will be opened for each user Network traffic will be reduced during program startups Version Consistency When the program 15 run from local workstations and only the data is shared it 1s critical that all workstations be updated to the same version of the program immediately whenever an upgrade is installed Failure to do so can result in lost or corrupted data To avoid this problem a feature has been incorporated into the program which automatically updates the local workstation whenever necessary File Locations and Access Installation of the program to local workstations begins with installing it t
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52. Customer has already been created in the Database with appropriate credit limit and terms established Customer s Price Class has been specified Customer s special Fuel Type and Minimum Fuel ing amount has been specified Customer s Sales Tax rate and exemption status has been specified Customer s Flight Numbers are specified Fuel Meters have been set up Special Fuel Type established Fuel Price has been set as IntoPlane Fee Fuel is attached to Inventory Department with proper GL overrides established 190 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER BILLING RECURRING CHARGES Accounting gt Invoicing gt Other Invoice Operations gt Bill Monthly Recurring Charges WHA O DC Select the Bill Thru Date to tell the computer which unbilled items you wish to create invoices for Verify on Tab 3 that items to be billed are as expected Select the Effective Date to tell the computer when you want to date and post the invoices This will generally be the first of the next month Check the Generate Summary box to produce a report of all invoices generated Select the number of invoice copies to be printed Be sure your printer is properly selected turned on and has enough paper Select the Begin Processing button NOTE You may check the Allow Editing of Invoices box if you need to enter charges for electricity use You may prefer to use a different Bill thru date for these
53. Enter Beginning and Ending Hobbs and or Tach meter readings Quantity updates automatically Verify or enter Sale Price OK the Line Select Line Type Instruction Select Instruction Code using number or description Select Instructor Select Billing Rate if not linked automatically to Instruction Code in General Ledger setup Verify or enter Quantity will automatically match Rental Hours from line above Verify or enter Sale Price OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice Customer has already been created in the Database Accounts Receivable Customers with appropriate credit limit and terms established Sales Income Rental Customer s appropriate Price Class has been Sales Income Instruction fied along with Block Club or Package status Sales Tax Liability if any Customer s Sales Tax rate and exemption status has been specified Invoice Style Sheet has been defined Default number of copies to print specified GL Accounts have been marked Rental Instruc tion and linked to Billing Rate description Instructors marked as Pilots in Employee Records Aircraft marked as Rental in Aircraft Record 246 TotalFBO User Guide FRONT COUNTER 8 RAMP OPERATIONS EEE INVOICING DISCOVERY INTRO FLIGHTS NHERETOGO Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press t
54. Most browse windows will have a dropdown list or buttons in the lower left corner which you can use to select items for display For instance in the example above you could view AII invoices only those that are Unpaid only those that are Paid or only those that are On Hold The legend at the top of the window will remind you of your choice Close To Close the Window e Click Close button in lower right corner of window Tab to button and press Enter e Click on the button in the top right corner of the window or Press Alt O or e Press the Escape key on your keyboard For Help or More Information e Click on the Help button in lower right corner of window or Tab to the button and press Enter or e Press or e Press the key on your keyboard 38 TotalFBO User Guide INSTALLATION T On the inner area of the window Listbox you ll usually see these features Your Data Your data is displayed in rows and columns as in a spreadsheet One row will be highlighted in a different color This will be the active record which you can select for further work Use your arrow keys or mouse to move through the file to find specific records You can also use the Video buttons and Scroll bars described below Column Widths Sometimes the information you wish to see may be wider than the column width displayed As you move your cursor over the
55. Oil Parts Supplies Line Ending Meter ae Number Prist Quantity Instruction Line Ticket Number Flight Number Verify Price Rounding Verify Price Verify Price Instruction Code Instructor Verify Tail Number Verify Quantity Verify Price Enter one or more lines on the invoice detailing and pricing what was sold Payments Amount Payment Means Process Credit Card Credit Card Signature Copy Customer Invoice Copy Indicate payment and process credit card then print copies for file and customer 204 Total FBO User Guide Limit invoices on the Cash Sale customer to passenger purchases of gift items and other incidental purchases by visitors to your ramp While selecting a customer you can also add or change customer account records This is called SIDESTEPPING When your changes are complete you ll be returned the invoice you were working with 2 rm FRONT COUNTER 8 RAMP OPERATIC number on their account record If the aircraft 15 owned by more than one owner you ll be able to choose the account you want to invoice 2 Entering the tail number also automatically searches the FAA tail number database which contains over 300 000 aircraft for the US and Canada You ll be able to create a new customer record in your database instantly with the FAA information already entered for you Be sure that you use this as an opportunity to talk to t
56. Order Close Shop Order Change Shop Order Cross Bill Shop Order SHOP OPERATIONS CLOSING A SHOP ORDER Shop Workflow Part 4 Complete entry of Response information on Discrepancies Use Macros to speed repetitive typing and Spell check for readability Manager reviews job for profitability Inventory costs and margin are displayed Labor costs and billing rates are compared Charge for consumables is evaluated Defer any discrepancies not to be completed Internal Cost Review Enter Close Date and attempt to close If necessary stop and resolve any issues with open P O s Customer Billing Copy Generate Customer Billing Copy and email or fax to customer for review Make any necessary adjustments and enter customer s payment if not on account Customer Final Billing Copy Customer Picks Up Aircraft Generate billing for any warranty parts or labor on the job May be done at any time during or after job Warranty Invoice Now your shop order is done AND you ve saved the text for re use many times on future jobs You can also quickly insert text that will change each time like cylinder pressures or the number of problems found by using Variables SHOP OPERATIONS User Guide 311 Create a Variable by inserting two percent symbols around a phrase that reminds you what you need to insert like this cylinder 1 top pressure As the text is bei
57. PARTS Parts Lines Parts sold on a Parts Line Miscellaneous Consumables Aircraft Lines n a Freight Outside Labor Outside Parts SERVICE Service Lines Outside Repair Hourly Labor Flat Fees Freight Miscellaneous Repair n a n a IDISCOUNT Discount Field Discount Field When selling a service on an invoice or a shop order discrepancy if you select a GL Account which is not an Income Account the total will be shown as a Non Income service These are often adjustments such as writing off a bad debt or expensing credit card fees and not actually taxable sales items 166 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPERI amounts you actually collected There will usually be a small difference due to rounding on individual transactions If there is a large difference run the report with the Detail Section included sales transactions included on the report are detailed and any items are flagged on which the actual tax collected varies from the tax calculated at the current rate Each transaction is categorized into Taxable Non Taxable Exempt and Non Income Services columns When you ve prepared your return create a check which is disbursed to the matching Sales Tax Liability Account Send any difference in the amount collected and the amount remitted to your Miscellaneous Income account AIRPORT COMMISSIONS Your Sales Tax setup also includes any other fees which are based on a pe
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59. 158 TotalFBO User Guide See Helpscreen topic Help N Bad Debt Write Offs and Recoveries ACCOUNTING amp BACK OFFICE OPER In addition the Work in Process function is designed to be used immediately at the end of the month If you back date the entry parts will be correctly posted based on your dates but Labor amounts will include all totals through the current date If you do not post Work in Process be sure to print the Inventory Summary report for Open Shop Orders You ll need it to reconcile the Inventory Valuation to the General Ledger Control Account balances Parts on the Summary report may NOT be in the Valuation see option Parts on the Summary report ARE still in the GL AControl Account This 15 because parts on open shop orders have already been removed from inventory counts but the journal entry for the shop order has not been posted yet Posting WIP causes the shop order journal entry to be made early except that sales tax liability is not posted customer accounts are not updated and the total is posted to the WIP asset account instead of to Accounts Receivable When the Shop Order closes final adjustments to income and cost accounts are made tax liabilities are posted the customer account is updated and the WIP account 15 cleared The Work in Process Breakdown report always shows you the detail by shop order number of the balance in the GL account NOW The Work In Process History p
60. After you OK and Finalize the Purchase Order print a Packing Slip to include in the shipment SHOP OPERATIONS User Guide 321 The Core record will be updated automatically to indicate the status and date sent back You may add additional information to the record manually such as a freight Tracking Number and the date you expect to have a determination If It s Good Complete the Purchase Order At some point you ll become aware of the Vendor s decision on the exchange unit Often your Payables Clerk will simply find an unexplained credit on your statement Sometimes you ll be able to obtain a determination by phone or fax At that point you ll use the Receive New Shipment function to complete the Purchase Order Again there will be two results e Core Record The Core Record status will be updated SH Cai lg Fairy 1 3 ici e Accounts Payable Invoice r r A Credit Memo for the amount of the core charge will be posted You eom may adjust this amount if the actual credit is different from the original 2 core charge Your Payables Clerk credit to the original foe invoice so that only the charge for the replacement part is paid If you owe the customer a refund create an Invoice selecting a Service Line to Core Charges Billed Be sure to mark the line Credit
61. Retirement and Cafeteria plans 104 TotalFBO User Guide es ET KE ME TEL BIN RS ee ee Tus aon See Helpscreen topic Help Employee Records SETUP PROCEDURES 7 For each record you ll be able to specify the account to credit for the portion deducted from the employee s paycheck In addition you can specify the accounts to debit and credit for the employer s matching portion of any deduction A typical example 15 health insurance where the employer pays a portion and the employee pays the rest There are two ways to approach this entry Method 1 Post the credits for both the employer and employee amounts to the same Liability account for Health Insurance Accrued Post the employer amount as a debit to the expense account for health insurance premiums When the monthly invoice is received disburse it to the Accrued account and then pay the bill normally Method 2 Post only the employee amount as a credit to the expense account for health insurance premiums When the monthly invoice is received post it to the same expense account and pay normally The employee credit has offset part of the expense In similar fashion consider the journal entry you desire for each deduction and select appropriate accounts See the next section Payroll topic for samples Employee Records Whether you actually prepare payroll through Total FBO not you ll ent
62. The pay calculations are based on the employee s personal information your deduction setup the tax tables and the employee s hours from the timecard Once you have approved the pay calculation you ll take the step to Commit Pay This locks in the calculations and posts the journal entry for the payroll Since checks are not printed immediately in this step the amount of the net check is posted to a special Liability account called Accrued Net Payroll Prepare Paychecks The next step 1s to print actual checks You can also select Withdrawal as the payment means and then provide the money to your employees through direct deposit into their bank accounts Although you could print each check individually this is usually done as a batch operation unless a separate check printer 15 maintained NTING amp BACK OFFICE OPERATIONS TotalF BO User Guide 147 Preparing checks can be done individually or as a batch also The journal entry is a simple one crediting the bank account and debiting the Accrued Net Payroll account Make Corrections Preparing payroll in TotalFBO is like walking up or down a flight of stairs You can walk in either direction but you must take all steps in order Thus if you have completed the payroll process and discover and error begin with the step you re on and work backwards until you find the source record you need to adjust For instance you may need to change a deduction amount To accomplish
63. TotalF BO User Guide See Helpscreen topic Help Logging Maintenance Performed SHOP OPERATIONS TU RE It s often tempting to put this chore off when the aircraft is one of your own But keep in mind that when this aircraft 15 dispatched for the next charter or rental flight your aircraft maintenance logs will be checked automatically If you ve performed the required maintenance but not updated the records yet it will slow down the dispatch process at your front counter Even worse your Customer Service Reps may get into the habit of ignoring maintenance warnings which can be dangerous Logbook Entries TotalFBO makes logging fast and easy because very little typing 15 necessary You ll begin at Operations gt Aircraft gt Update Maintenance Logs 1 Immediately you ll see the list of aircraft in your database and you ll select the tail number you need to update 2 Inserta new log record and select the Maintenance Type and Maintenance Item 3 Complete the times dates and cycles on the aircraft when the work was performed If you OK the record at this point the Next Due times for that Maintenance Item will automatically roll forward However you ll want to proceed to Tab 2 Notes and enter the text describing the work done You can again use any Macros you have defined enter text manually and check it with the Spell Checker But if most of this information has already been entered on
64. TotalFBO by Horizon Business Concepts Copyright Information Copyright 2004 2008 by Horizon Business Concepts Inc All rights reserved No portion of the contents of this publication may be reproduced or transmitted in any form or by any means without the express written permission of Horizon Business Concepts Inc However photocopies may be made by licensed users of 7oralF BO for internal use only We have done our best to insure that the material found in this User Guide is both useful and accurate However please be aware that errors may exist and that neither the authors nor Horizon Business Concepts Inc make any guarantees concerning the accuracy of the information found here or the use to which it may be put In addition the TotalFBO Business Management System software 15 continually growing and changing in response to customer requests Please check program Helpscreens or contact Tech Support for the most current information Trademark Information TotalFBO is a registered trademark of Horizon Business Concepts Inc Windows products Word Excel MSDE and SQL Server are trademarks of Microsoft Corporation other trademarks or registered trademarks are the property of their respective owners Graphics produced using Paintshop Pro 8 0 by Jasc and SmartDraw Pro 6 0 by SmartDraw com Text created using Word 2003 by Microsoft Text and graphics assembled using Adobe InDesign CS 3 0 by Adobe Printed
65. When an item is loaned to a customer and you install it on their aircraft you ll take these two steps 1 Change the status of the part to Loan Installed noting the arrangement along with the tail number and Shop Order number on the part record 2 Create Miscellaneous Parts line on the Shop Order detailing the item and your charge for rental if any When the part 15 returned simply change the status back to In Stock MANAGING AIRCRAFT RECORDS In the discussion of Shop Orders we briefly mentioned adding or selecting an aircraft record Now we want to take a closer look at this section of your database Information from the Aircraft Record is used throughout the program for much more than aircraft maintenance considerations Shop Orders e Serial number and configuration data flow to the Shop Order Customer Accounts e Selecting the tail number identifies the Owner and helps select the correct customer when creating new Shop Orders or Invoices Rental amp Charter Invoices e Current Hobbs and Tach times are provided to the Invoice and updated times are returned to the Aircraft Record e The aircraft record supplies the price information for rental flights BT SHOP OPERATIONS ZotalF BO User Guide 355 AIRCRAFT RECORDS SERVE MANY NEEDS Accounting Owner Billing amp Flight Dispatch Maintenance Needed Pilot Requirements Invoices Current Meters Aircraft Profitability X Rental Pricing Fuel Logging
66. ZotalF BO User Guide 279 After you ve established your list of Master Time Types create records for each package you sell adding the details of price and the number of hours for each Time Type included in the package Enrolling Students Well everything s all set up now and it s finally time to enroll your first See Helpscreen Topic student You could start by adding a Customer Account record but often you ll Help be able to start by simply creating an invoice e Ifthe student is purchasing a Training Package you ll create an au oe invoice to sell that package and receive at least part of the payment Ifthe student has agreed to Block Time you ll create an invoice to receive his first Block Deposit Customer Account and Pilot Records Unless the student has already taken an Intro Flight you ll need to add him to See Helpscreen topic your database as a new customer This is easily done as a Sidestep when you begin the invoice and enter the Customer Name at the top of the window Take your time and complete as much of record now as you every bit Sell Doscpvery of information you enter now will save stress for you and your customer later Intro Flights So in addition to the basics of name and address be sure you get the student s Social Security Number which will be used to print his FAA 8710 form the day he takes his checkride Also get the phone number and name of an emerg
67. ih SHOP OPERATIONS STOCKING OR NON STOCKING It won t take you very long to accumulate thousands of records in your Inventory database even though the typical FBO actually stocks very few items in the Shop This is because every item that passes through your company will have its own inventory record These records are necessary for you to meet FAA regulations reprint old Shop Orders or Invoices or re order some items at a later date But when you want to print a list of those things you do keep in stock it shouldn t be cluttered with thousands of parts you only saw once TotalF BO helps you keep these reports short by providing a checkbox every record labeled Non Stocking Item Most of the time you ll want to have it checked Then you can decide whether to include this group of parts on a report or not An inventory option can default the check for you on new items saving you many keystrokes There may be times when you will change the status of a part in response to demand such as when an AD or Service Bulletin requires that a certain part be replaced For a short time you may elect to keep that item in stock and then re set it to Non Stocking when the demand has returned to normal Checking or un checking the box only affects your reports it does not change anything else about the way you ll work with the item itself INVENTORY DEPARTMENT There 2 purposes for a de
68. 254 Pilot Operating Handbook of the aircraft 254 Pilot qualifications 355 Pilot readiness 276 Pilot Records 63 249 257 265 269 276 2779 283 284 Pilot s weight 264 Plain background image 29 Planning pricing decisions 267 287 Post Year entry 170 Posting depreciation 76 Posting Payments Received 121 124 186 187 POSTING PAYMENTS RECEIVED FOR BUYBACK FUEL 187 POSTING PAYMENTS RECEIVED FROM CREDIT CARD HOLDING CO 186 Posting WIP 158 542 TotalFBO User Guide INDEX Posting Work In Process 156 334 Prepare amp Commit Pay 146 Preparing Quotes 249 Preparing the FAA 337 315 356 363 Preparing the Payroll 146 Previous accounting system 89 Price inventory 341 380 Pricing 56 60 63 66 84 94 96 100 102 108 124 129 201 254 255 257 267 272 275 287 295 298 306 324 337 341 347 356 380 Pricing fuel 66 Pricing Inventory 84 96 102 201 341 347 Pricing policies 56 129 PRICING RENTAL FLIGHTS 273 Pricing setup information 380 Printers 9 11 45 48 Printing 45 47 73 86 128 146 147 151 167 212 231 236 238 240 241 247 254 258 286 302 352 Printing Flight School Reports 286 Printing Payroll Reports 151 Privilege levels 39 70 109 121 185 205 241 243 244 265 25 212 2715272 Privilege Overrides 372 Progress Billing 325 Promotional 132 247 Protocol 15 109 388 393 Purchase Orders 90 97 304 305 311 318 321 344 3
69. 305 316 Rivets 296 Roll around units 297 Rotable Components 289 316 322 Rounding 125 166 207 209 239 277 Rounding Button 207 Rounding Differences 207 239 Rounding differences 207 239 5 Sale Department 238 Sale of an asset 205 Sale price of the Buyback Fuel Sub type 187 234 235 Sales Activity Report 374 Sales Detail Lines 184 186 188 191 192 205 207 231 238 240 242 245 248 Sales History 380 Sales of fuel 164 Sales Profile Report 380 Sales Taxes 82 99 129 164 205 239 290 295 311 SAMS Teach Yourself Microsoft SQL Server 2000 25 Schedule 19 49 201 228 230 249 257 259 262 264 266 269 277 278 280 282 284 350 358 363 365 Schedule Setup 249 269 Scheduled flights 257 264 Scheduling 249 258 259 262 269 277 278 280 289 363 Scheduling Initial Setup amp Options 259 277 Scheduling Trips 249 Scheduling Initial Setup amp Options 259 277 Screensaver 368 Scroll bars 38 Seat price 265 Security of the Microsoft SQL 2000 engine 9 Security Setup 68 70 370 Select Billing Rate 245 Self service 98 SELL A GIFT CERTIFICATE 247 INDEX TotalF BO User Guide 545 Selling fuel wireless operations 212 Selling Packages 269 Selling rental 66 Sending a Backup to Tech Support 383 Sending Data to Tech Support 385 Sending Parts for Rework 316 Serial numbers 102 210 247 292 300 306 316 322 337 347 354 358 Serialize
70. 380 INDEX TotalF BO User Guide 533 Fuel Sales 66 94 100 124 125 164 166 187 206 209 216 231 236 239 380 Fuel Surcharge 254 273 Fuel Tanks 98 219 231 232 234 235 Fuel Taxes 94 100 163 164 166 Fuel types 99 101 116 118 163 164 188 189 206 207 219 221 224 231 237 240 337 Fuels 94 96 97 99 100 201 206 221 G Gateway Merchant Agreement 209 General Ledger Accounts 77 93 106 225 278 338 General ledger accounts 77 81 93 106 108 136 208 225 278 301 338 371 General Ledger Control Accounts 132 159 General Ledger Department 73 74 106 238 330 General Ledger Departments 70 73 74 76 86 106 238 290 330 General Ledger Primer 171 General Ledger Setup Checklist 76 Genesis POS 13 48 Getting Around in TotalFBO 9 37 Getting Started 18 Getting Started with SQL 18 Gift Certificates 84 216 Global Options 14 18 36 47 58 Ground Equipment Setup 201 230 365 Ground School 270 276 282 GSE 199 289 GSE Equipment Maintenance 199 H Handle Petty Cash 152 Handling a Bounced Check 155 Hangar rents 68 120 HBC 12 31 53 Headset Rental 283 534 TotalFBO User Guide Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Hel
71. 96 102 306 342 344 347 380 Maximum Allowed Per Unit Fuel Price field 97 Maximum database size 18 Maximum Offsite Fuel Credit 248 Maximum Passenger Count 259 538 TotalFBO User Guide INDEX Mechanic s instructions 294 302 Mechanic s Time 294 Mechanic s Worksheet 302 Menu Privileges 372 Merge 81 88 99 109 129 142 352 381 Merge Two Parts Records 352 Meters 98 188 189 207 216 219 224 231 237 Metric measurements 112 Microsoft s Windows Terminal Server 17 Microsoft Small Business Server 2000 21 Microsoft XML 109 397 Minimum Fueling 118 188 189 237 Minimum number of pilot hours 273 Minimum requirements 11 Minimum Time 273 Mirror 219 384 Mobile Agent Processing 98 125 212 350 Mobile Ramp Agent 212 Money market accounts 79 Monitoring Database Activity 367 372 Monthly Balancing Checklist 159 Move Money Between Receivables amp Payables 140 MS Cash Drawer unit 48 MSSQLServer Service 20 390 Multi user environment 17 Multi Service 73 396 Multi Service Product Code 73 Multiple aircraft 261 Multiple currencies 112 Multiple databases 167 Multiple installations of SQL 28 N Names of the various fuel 94 NATA membership 267 NAVPAK 252 NBAA 166 Network authentication 18 INDEX TotalF BO User Guide 539 Network Configurations 15 Network Issues 9 14 Networking concepts 9 New accounts 84 129 232 233 373 New Customer S
72. Account Number __3010 __3020 __3600 __3900 am NEN EN mE LS NEN NEN NEED ___ NM APPENDIX A sox WON lt SOIUOIAV L a SOIUOIAV 294 SOA uogensiuupy F 9941214 dous 106461 douS 5 10461 douS SOA 1 SOA SOIUOIAV 1 14 enusAey SOIUOIAV 5 4045 snoeue eosi A sajes doys sno ueJj SIN SeA 9A 2105 dous pejig 5 2109 pejig 2105 Jojuno SOIUOIAV Sed dous sajes sued sued od L uondio soeg v v v S E E E 0 0 9 0 6 6 6 0 6 6 6 6 6 9 eese e
73. Affects GL setup Affects GL setup Payables Examples are utility bills Affects GL setup Holding Company setup Credit Card setup Processing Company 512 Total FBO User Guide APPENDIX G Will you be entering beginning balances for your general ledger as of the beginning of the fiscal year Affects GL setup procedures Do you have a budget Affects GL setup Affects database and GL setup licensing structure invoicing procedure station setup Affects database and GL setup licensing structure Do you have multiple Multiple locations are usually but locations not always in different cities invoicing procedure station Do you have multiple divisions or companies setup Do you use leased or and aircraft options data managed aircraft Eum Do you print labels for logbook entries Affects aircraft options setup Do you use or repair the same Affects aircraft type setup type of aircraft repeatedly macro setup Do you track required maintenance on ground equipment or instruments Affects GSE setup Affects Aircraft setup and shop Do you prepare 337 57 orde procedures Affects aircraft setup 4 training package is sold ata Affects package setup GL Do you offer training unit price which includes flight and setup invoicing procedure packages instruction hours customer setup Training under FAR Part 141 requires record keeping by the company inst
74. Bill Recurring Charges 119 Billable time 330 Billing customers 82 TotalF BO User Guide 525 526 TotalFBO User Guide INDEX Billing errors 267 287 Billing Trap Phrase 105 Bin Locations 340 350 Blank bmp 29 Bounced Check 155 156 192 Broker an Aircraft Sale 171 Budgets 77 171 Buyback Fuel Sales 100 124 C C G Loading Configuration 355 C O D Deliveries 130 Cafeteria 103 Canada 204 Canadian Air Time 360 Canadian payroll structure 112 Capitalizing Aircraft Maintenance 171 Cardswipe devices 212 397 Cash a Check for Someone 152 Cash Drawers 9 48 Cash Flow Statement 167 Categorizing Inventory 102 289 337 Cessna 96 253 272 357 Change Your Own Password 32 Changing Invoices 372 Chargebacks 124 129 Charging Sales Taxes Correctly 129 Chart of Accounts 56 63 64 72 73 78 88 106 109 Charter Initial Setup amp Options 250 258 Charter Aircraft 254 258 259 332 Charter Aircraft Maintenance Expense 332 Charter Billing Summary 380 Charter Dispatch Options 257 Charter Expenses 136 Charter fuel purchases 360 Charter income 337 Charter Operations 31 53 84 166 212 249 250 262 267 289 332 INDEX TotalF BO User Guide 527 Charter Operators 255 Charter pilots 136 144 257 258 272 275 356 Charter pricing 84 254 255 356 Charter Quotes 255 258 259 356 Charter Reservation 262 Charter Sales Report 166 267 380 Charte
75. Close the Payment Window Verify Invoice is complete and correct OK the Invoice Accepted credit cards have been established and DR Credit Cards Receivable linked to proper paying authority or Undeposited Receipts Cash amp Checks CR Accounts Receivable Customers INT COUNTER amp RAMP OPERATIONS TotalFBO User Guide 243 APPLYING PAYMENTS RECEIVED TO PRIOR CHARGES O Accounting gt Invoicing gt Other Invoice Operations gt Apply Outstanding Credits NOTE Ifyou have high privilege level the Apply Credits screen may automatically appear after you have entered a payment invoice WHAT TO DO Select Customer Select the Apply Credit Button Select the Credit invoice your wish to apply from the top window Select Charge invoices in the lower window and indicate whether to pay in full or partially Select the Commit Button to lock in your choices Close the Window NOTE payment exactly matches an outstanding invoice payments will be applied automatically Payment invoice has been posted to customer s account Outstanding charges also exist on customer s ac count 244 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATIC WORKING WITH AN EXISTING INVOICE WHERE TOGO i Accounting gt Invoicing gt Update Invoices WT TO DO Select Invoice To View without making changes Select View button To Print an invoice perhaps with a selection of alternate style sheets Sel
76. Desktop shortcut 34 395 Dial up connection 209 Discount percentage 254 273 Discovery Intro Flights 246 Discrepancy Analysis Reports 387 Dispatch 104 201 212 228 245 246 248 249 254 257 259 264 266 269 273 276 278 279 282 284 314 355 364 Dispatch Setup 249 269 Dispatching a 135 Flight 257 264 Dispatching Flights 249 250 361 Dispatching Rental Flights 282 Dot matrix printers 45 47 80 INDEX Total FBO User Guide 531 Due To From accounts 159 Due To From Other Locations account 56 334 E EFT payment type 124 EFT transfer 184 242 Ellipses buttons 31 41 46 53 135 206 207 292 300 Emailing from TotalFBO 312 Employee Advances 148 Employee expenses 135 137 Employee Master Deduction List 103 Employee Records 63 102 104 105 245 246 248 257 259 276 278 371 Encrypted data 252 Enforce Credit Limit 129 Enforce Quantity to Hobbs Link 277 Engine Prop Time Data 358 Enrolling Students 269 279 280 Entering Initial Setup Data 81 88 227 Enterprise licensing 55 58 Enterprise Operations 18 55 Equipment Maintenance 199 230 332 365 Equity account 140 Error messages 34 384 29 34 384 390 393 397 Examples of typical departments 227 Examples of typical Inventory Department setups 96 Exchange Server 25 Expense Statement 167 Exporting Data amp Custom Reports 383 386 Exporting Data to Other Programs 171 5 FAA 337
77. Don t forget to include that old diesel truck you use as a container your sump tank and the truck you use for defueling If you have two tanks tied together in such a way that you can t tell the volume in each tank separately just enter them as one tank unit If you can close a valve to determine what tank is being metered or filled then enter each tank separately Be sure to indicate whether fuel is actually dispensed from each tank or truck This makes the meter available on an invoice Don t forget that you ll be creating invoices or records for EVERY fuel movement including the fuel you use for yourself from that old Autogas tank If fuel is dispensed from a tank or truck into a vehicle or aircraft then it qualifies for the Allow Sales checkmark SETUP PROCEDURES TotalFBO User Guide 99 Oils Now you re finally ready to start entering actual inventory items If you ll be importing parts from another file find out whether oils are included If so it would probably be easiest just to remove them from the file See Helpscreen topic If they can t be removed enter new Oil records for each item and after they re imported merge the imported records into your new ones In that way you ll Help moved them from status of Regular Part to status of Oils which is important for both accounting and inventory reporting purposes Oils If you intend to merge parts into oils in t
78. However it s possible that JetA could be delivered FET prepaid and you would have to pay FET on Avgas sales yourself Be sure that a recent fuel delivery invoice for each fuel type was reviewed when fuel taxes were established on each Fuel Type inventory record so these entries could be made correctly as sales are posted 164 TotalFBO User Guide Sales may be Non Taxable if the item or service is not marked taxable Sales may be Exempt if the Customer is marked as exempt ACCOUNTING amp BACK OFFICE OPERI If you must remit fuel taxes use the Fuel Sales Spreadsheet in the Invoicing module to detail amounts you need to report Don t let this very large spreadsheet style report intimidate you It simply has everything you could ever want to know about fuel sales on one report but you ll find a nice summary section at the end You can also export the report for manipulation on a spreadsheet You can easily see total number of gallons sold and the taxes collected FLOWAGE FEES There are two ways airports collect Flowage Fees The most common is to charge the FBO a fee on each gallon of fuel sold The other method is to charge a fee on each gallon of fuel delivered to the FBO from the fuel supplier If you re being charged on fuel delivered it s likely that your fuel dealer is collecting and paying the fee for you If not use the Inventory Received report in the Inventory module to report gallons received for each fuel t
79. If you do this is where you ll set up the information 2 Fuel Selling fuel has its own special requirements such as the ability to record meter readings And in today s competitive environment a great deal of flexibility when it comes to prices and taxes is required So the items in the Fuel Type have many specialized fields to make this work smoothly for you 3 Lubricants can be purchased in bulk and dispensed in small units and the pricing must allow for this range of options 4 Serialized Part Although thousands of widgets may be manufactured when a serial number 15 attached each item becomes unique FAA regulations require that these items be tracked individually too and TotalFBO maintains a complete history of each one automatically 5 Regular Part Probably the greatest number of items in your Inventory database will fall into this Inventory Type as it includes all the items not already mentioned above Although a history of each part 15 not maintained a history of each Batch or Lot you purchase 15 maintained for full traceability Total FBO User Guide 337 Help For details all the fields in inventory records for each Inventory Type see the Helpscreen topic for each INVENTORY TYPES 4 N Aircraft NM Fuel 9 Oil Serialized Part a Regular Part 338 TotalF BO User Guide See Helpscreen topic Help Inventory Departments
80. Move to New Date Bud uci p ma Koma __ umm c i Tr EEE gem D j i Bazan n m bi IIl ero If an item was just posted with the wrong date you d need to reverse the entry and then enter it again with a different date zm mum e This screen will let you simply enter the new date and the work is done for you e Make Auto Reversing Entry If you like to make month end accruals which must be reversed on the first of the following month this one s for you pees Pemai x Make your entry and enter both the effective date and the reversing date You ll get two entries for the price of one Remember since 7oralF BO is totally date sensitive you ll get the figures you need every time just by running report date you want to see gars d Baz zin om lune Special Procedures See Helpscreen topics for these special procedures Capitalizing Aircraft Maintenance Broker an Aircraft Sale Sell Refurbished Aircraft Exporting Data to Other Programs Using TotalFBO Data with other Programs Setting Budgets Year End Considerations The following pages detail typical Accounting Processes and how they should Help be handled to affect your General Ledger properly Sometimes it s been a long time since Accounting 101 and it can be hard to come up with the right way to handle something
81. Payables Clerk can easily match it to the Packing Slip and Shipments Received Summary report Then it s quick work to take the Invoice off of Hold status update the Invoice Number if necessary and verify the dollar amounts Note Minor adjustments for freight charges can be made to the invoice but changes to the cost of the part must also be made to the inventory records and Shop Order Returning Stock The Return Stock function at Inventory Return Stock is used to actually send an item back to the vendor such as when the wrong part was ordered You ll be able to select the item to return and generate both a Packing Slip and a Credit Memo But it s also the best way to correct any errors which were made in Receiving New Shipments wrong cost wrong quantity wrong Shop Order etc When you must correct the cost for a part which was received and posted to an open Shop Order automatically the sequence you use to accomplish making the adjustments is important 1 First delete item from the Shop Order Then use the Return Stock Function to remove it from your Inventory at the old incorrect cost 3 This should generate a Payable Credit Memo reversing the incorrect amount from your accounting records 4 Now Receive the item again at the correct cost 5 This should generate a corrected Payables Invoice 6 The Payables Clerk can apply the Credit Memo and new Invoice to the original Invoice or delete the two adjustment
82. Scheduling gt Update Schedule For Charter Operations users you ll want to view the screen in Single mode showing your aircraft fleet Each user will have his own favorite method of making a reservation some folks like to use the mouse to drag the schedule frame to fit the reservation others like to scroll the date and time fields and still others just click on the big Add to Schedule button and start completing the fields manually However you like to do it keep in mind that each reservation must have either a Customer selection or an Other Schedule Type choice You can assign a status of either Tentative or Confirmed which affects the color displayed for a reservation and then add any notes you like on the second tab You can even use Macros to create small forms for standard information you like to record Once recorded your reservation will appear on the schedule screen with an abbreviation of the customer name Since some reservations may be difficult to identify at high resolutions you can always right click on a reservation to open a menu of options Depending on your user privileges you ll be able to identify and see any notes connected with the reservation print a copy change or even delete it If you must change several reservations because of weather pilot illness or aircraft malfunction identify each reservation to see the customer 5 phone numbers immediately You ll be able to make your calls and resche
83. Select the Notes Tab and enter the Check Number used to pay the Customer OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice Pass Thru Transfers account must be marked to Pass Thru Transfers Allow Sales Checking Account Accounts Receivable Customers Pass Thru Transfers 192 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER HANDLING CUSTOMER S BOUNCED CHECK STEP 1 ADJUST CHECKING ACCOUNT FOR REFUSED DEPOSIT AMOUNT Accounting Checking Update Checking Entries select the Insert button WHAT TO DO nnn Select the correct bank account Select Withdrawal Enter correct date Enter Pay To the Order Of Customer s name amp note Bounced Check Enter Amount Add Disbursement Detail Select GL Number for Pass Thru Transfers using number or description Enter Amount of check select the F5 button OK the Line OK the Withdrawal OK the Check and Print STEP 2 ADJUST CUSTOMER S ACCOUNT BALANCE ccount ng gt nvo c ng gt Adq New Invoices WHAT TO DO Select Customer enter a Name Tail number Phone Number 8888 or Account number Add Sales Detail Select Line Type Service Select GL account for Pass Thru Transfers using number or description Enter Quantity Sold 1 Enter Sale Price for the amount of bounced check Select the Notes Tab and enter the original Invoice Number and Check Number OK the Line Add an
84. Shop Order Wt amp Balance Config Required Maintenance Warnings Customer Ownership Charter Quote Pilot Record Serial Numbers Performance amp Configuration Flight Currency amp Pricing in Type 9900000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 Fuel amp Oil Invoices e When fuel or oil is dispensed into an aircraft in your database Consumption Record is made Flight Dispatch e The Dispatch process looks at required maintenance items and component life cycles to determine whether maintenance 1s required before the flight is expected to return e The aircraft record also determines what pilot qualifications will be required Weight and Balance information as well as C G Loading Configuration 15 used to prepare Weight amp Balance report for charter flights 356 TotalF BO User Guide Be alert when deleting changing or renaming an aircraft because it may affect many others in your company AIRCRAFT TYPES When I get done with Cutlass today SHOP OPERATIONS T e Pilot squawks recorded at check in flow to the aircraft record Charter Quotes e Charter pricing by hour and distance and for special charges
85. These charts should help you get on track quickly And your Tech Support specialist 15 experienced with Accounting and can help you too New to Accounting See Helpscreen topic A General Ledger Primer See also the Appendix at the end of this Guide for a listing of the default journal entries within 7oralF BO Procedure Details follow with step by step instructions for many of the transactions Accounting Staff will handle Additional Procedure Detail sheets follow the Front Counter and Ramp Operations section also 172 FBO User Guide ACCOUNTING amp BACK OFFICE OP Understanding Typical entry for handling Workers Compensation Accounting Processes WORKERS COMPENSATION PREMIUM DEPOSIT DR CR Deposit Amount Deposits Prepaids Asset Checking Account ACCRUALS EACH PAY PERIOD DR CR Payroll Totals Workers Comp Expense Workers Comp Accrued WORKERS COMPENSATION PREMIUM STATEMENT DR CR Monthly Payment Amount Workers Comp Accrued Accounts Payable CLEAR PREPAID AT FINAL AUDIT PAY FINAL PREMIUM DR Deposit Amount Workers Comp Expense Deposits Prepaids Asset Premium Statement Workers Comp Expense Accounts Payable If policy will continue you may just roll the deposit into the next year You should monitor the balance of an Accrual Account don t pay more from it in premiums than you put in it from Payroll expenses amp BACK OFFICE OPERATIONS TotalF BO User Guide 173 Understanding Ty
86. Typically this function is utilized by an Accounting Department manager once a month after all jobs that are completed have been closed If a job continues for several months each new Work in Process Entry posts any additional income adjustments which are appropriate because of changes to the Shop Order since the previous entry was made Closing the Shop Order At the end of the job you ll have nothing extra to do simply close the job normally and Total FBO will make the correct entry for you Any remaining adjustments to income which are appropriate will be made sales tax liability will be posted and the total for this job which has been posted to the Work In Process account will be cleared Now that the Customer s account is being updated any unpaid balance on the Shop Order will be posted to Accounts Receivable Verifying Work in Process There are two reports in the Shop Order module which will help you reconcile and verify that the Work in Process postings are correct e Work in Process Breakdown Report At any moment in time this will break down the total in the Work in Process asset account to show the amount that was posted from each Shop Order You can easily verify that no jobs appear on the list which have actually been closed e Work in Process History Report This report will detail each Work in Process journal entry to identify the specific income accounts and amounts which made up the other side of the entry liste
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88. make up a Purchase Order Number just to have something to tell the vendor and getting an approval just doesn t happen 346 TotalF BO User Guide If several managers must authorize a purchase order save it as a PDF file and email it See Helpscreen topic Help Emailing from TotalFBO Purchase Order Life Cycle SHOP OPERATIONS 7 As a result management has no control over costs Employees can easily purchase the wrong item or even make personal purchases Because the price is not set it s difficult to establish the correct price for the customer so the shop order can t be closed on time And the Payables Clerk and Inventory Clerk are tied up in endless paperwork battles With costs out of control and cash flow slowed up the business 15 in for a tough time In some FBOs managers have attempted to apply some controls to the situation by requiring that nothing can be paid without a Purchase Order that perfectly matches the vendor s invoice But this can backfire as employees learn that they need only continue their current practices but create a Purchase Order after the fact Actually the only way that every Purchase Order will match to the penny is to fake them in later since there will often be slight variances in freight taxes discounts and the like The situation only worsens as vendors see that payments are slow in coming and so the costs continue to rise and the service declines If your
89. offers you some very flexible and powerful options to help you achieve these goals Your company will probably use a combination of tools depending on your own needs Let s explore the available options by starting at the very beginning PRICE CLASSES If we were free to start a new business how would we price our inventory That question cannot be answered until this one is answered Who will be buying our inventory To answer that question let s make a list of the kinds or CLASSES of customers we ll have Retail Customers those buyers that will pay our highest price e Based Customers those with whom we have a relationship and to whom we ve promised a discount e Contract Customers buyers who have negotiated a price with us e Wholesale Customers other businesses that have to make a profit too e Employees our own staff who will take advantage of our buying power e Internal sometimes we ll use inventory for our own purposes EE Remember that a Margin yields a larger number than a Markup Percentage The standard pricing formula is RETAIL PRICE Cost 1 Markup Percentage Now to get back to the first question How will we set our inventory price Now that we know who we re selling to let s take each one in order the way we Il use aviation parts in our example here but each type of inventory will have a slightly different group of customers and profit goal A typical profit margi
90. run a ton of management reports and even pay our employees Because the Shop Order is so central it could also be a potential bottleneck for your operation if each staffer had to update information manually Therefore you ll find that most employees will be able to handle their individual job tasks from other places in the program and that information will update the Shop Order automatically Let s begin by identifying the major sections of a Shop Order 5 ON A SHOP ORDER On a typical job we ll select customer s name of course and then we need to see information on the Aircraft itself plus the Labor Parts and Miscellaneous charges that are required to complete the job Let s look at each of these areas in detail Aircraft Info When you enter the tail number of an aircraft serial numbers current times and comments text from your aircraft database are pulled automatically into the shop order for you If the aircraft is used by your company for rental or charter each invoice updates the times and cycles so they should be accurate when you start the shop order If this aircraft belongs to a customer you can use the ellipses button to update the times on the aircraft even add a new aircraft record before pulling the data into the shop order SHOP OPERATIONS TotalFBO User Guide 293 WHAT S ON A SHOP ORDER T AL NUMBER AIRCRAFT INFO TAB AIRCRAF DISCREPANCY TAB LABOR MECHANIC s REW
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92. sure to enter an open Shop Order Number on the Receive Shipment screen to transfer the charge to a job or else create an invoice to bill for the repair work done FOR YOUR OWN ITEMS NOTE THE COST Note that the cost of the repair has been added to the original cost of the 1tem when you obtained it Now you should review it and set your selling price accordingly Manually update the price at Inventory gt Update Inventory Select the part and locate the appropriate Unit record from Tab 3 The price fields are located on Tab 2 Pricing SHOP OPERATIONS User Guide 325 CROSS BILLING SHOP ORDERS The Cross Bill function within Total FBO is designed to allow additional billing to be generated as a result of the work being done through the Shop Order LI mes EAR e For some long jobs you ll want to generate Progress Bill invoices to the customer as sections of the work are completed e On any job you may need to bill a manufacturer insurance company or even yourself for parts or labor which is covered under a Warranty minim j j PROGRESS BILLING m The Shop Order is designed to be a working document during the course of a job and then to become a bill to the customer when the work is finished However some jobs stretch out over months even years During this time we usually expect the customer to make progress payments as portions of the work are completed and approved There are
93. these hours Before getting to this step you ll probably want to verify the hours using the Time Clock Listing report or on the screen at Accounting gt Payroll gt Update Time Clock Entries If necessary make any corrections before proceeding with the payroll Although you can alter the timecard after the hours have been pulled into it you ll save time by correcting any clock errors first You can use either or both systems as long as you re careful not to duplicate hours on single employee Timecards can be prepared individually or TotalFBO amp can create all timecards for active employees who are paid for the period you re working with After you have determined the basic number of hours to be included for the payroll you ll be able to split that total number of hours between Regular Pay Overtime Pay and Double Time pay Also on the timecard you can pay special types of pay such as bonuses and commissions and even reimburse an employee for a personal expense Prepare Payroll Preparing the payroll is the process of calculating and posting the payroll as well as printing the actual employee checks You ll be able to adjust all of the employee and employer tax and deduction amounts if you re trying to match a manually calculated check or previous system for instance You can override or change the amount of any deduction the so that you don t have to stop the process while you update an employee s account
94. track these requests However the best way to stay on top of things is to use the Concierge Super Screen Instead of bouncing from one menu function to another you can access six different functions instantly AND see your ramp schedule for any 2 week period The Super Screen is located at Operations gt Concierge gt Concierge Super Screen Click on any day in the calendar and the activity for that date is displayed on each of the five tabs in the lower half of the screen 1 From the Invoicing tab you can not only create new invoices but also reprint or change an invoice 2 From the Concierge Requests tab you can instantly review details any customer request or add a new request when the phone rings 3 From the Flight Dispatch tab you can dispatch both Rental and Charter flights 4 From the Flight Check In tab you can check in and invoice Rental and Charter flights 5 From the Reservations tab you can see today s reservations and update the Schedule as needed MERON COUNTER amp RAMP OPERATIONS TotalFBO User Guide 229 CONCIERGE SUPER SCREEN All Front Counter Functions in ONE screen TWO WEEK CALENDAR FAA data on Any Check In Today s Rental or 135 Flights Tail Number Enter a tail number into the Info On field and instantly see both the FAA data on this aircraft and whether the owner has an account with you This makes it easy to greet the pilot by name You can even get a new
95. two digits of the current year e The final section of the number may include up to 8 more digits That might produce a number like this TUC 04 99998888 It s also possible to have the final numeric sequence be continuous for the entire company or to have separate sequences running for each workstation or user Most of the time you ll want to concentrate on getting the customer s entered correctly and quickly In fact it could be argued that selecting the right customer account is the most important task in building an invoice since so much 15 controlled by options which have been set on the customer s account record The best way to do this in for fueling invoices is to enter the aircraft tail number instead of a name Do this by typing the full tail number including the beginning letter 1 Ifthe customer is already in your database his aircraft tail numbers should already be a part of his customer account record Entering the tail number will first search your own database and list any customers with that NT COUNTER 8 RAMP OPERATIONS TotalF BO User Guide 203 BASIC INVOICING or Create New from FAA database Tail Number 1234 Phone Number 8888 Verify date and invoice number Name or Acct Nbr then select or create customer Fuel Line Service Line Rental Line Fuel Type Sub Type GL Account Number Rental Code Truck Quantity Tail Number Meter Verify Price Meter Out Beg Met Meter In
96. w 160 Groups ot Sales Tax ___________ ___ 165 Leaseback Pront amp Loss TRC OU aka e near akena 168 Dronbt oBnbcr noa Se all ve MM I 2PoDRW TRMNARAE aMMI Auo ANAN IDI JaI OoO vW Z 22Z2mZ2db2b212n2 200 Ramp Initial Setup 201 Basic Invoicing 203 Front _6__________ ______ d n 213 Fueling Workflow 217 Fuel Movement 218 Isceoncrine Fuel Dm 220 Changes to Fuel Zo 223 Using Inventory Departments LIDE c n eban daha n an c kb n pa dan aw e ked ken 226 RO OIC TS Super e mr pg Sai MIRI MEM dM EUM 229 556 TotalFBO User Guide INDEX M Charrier FT AN MD 251 Prene C Ta da hh 256 hS gal Vy OGTR M UEM 260 Charter Schedule Dispatch Invoice Relationships 1 1 1 000000000000000000000000000000000000000 263 Fhebt School Initial SeN errning 211 Pris Rental Da E ___ r MM E HEU M UE 275 Student Flight VV 281 echedulesDispatach Invoice
97. we suggest that you update the Charter Quote itself and reselect it on the invoice to update the totals This method avoids having to make the complex tax calculations manually If you pre authorized a credit card for this trip that information will appear automatically on the invoice You ll be able to capture it and authorize the final charges or else delete it and continue with an alternate method of payment Credit card processors vary in their handling of pre authorizations Deleting the record from TotalFBO may or may not actually release the hold on the customer 5 credit card TRIP EXPENSES You may use the Trip Expenses button in the dispatch record to open an Accounts Payable Invoice window for entry of expenses You may also enter this information at Accounting Payables Update Vendor Invoices Be sure to enter the tail number on each disbursement line and the trip number For fuel and oil expenses also enter the quantity purchased on the Fuel Oil log window FET TAXES Taxes and fees charges on invoices are posted as liabilities in your accounting records When your Accounting Department staff prepares the IRS 720 form they ll refer to the Charter Sales Report in the Invoicing module for details of these amounts The Tax and Summary in Charter module will also provide quick recap of these totals for any period O CHARTER OPERATIONS TotalFBO User Guide 267 STAYING PROFITABLE Whether or not
98. which is much more than just another piece of accounting software TotalFBO is a tightly integrated set of functions that are designed to support your entire business You can use just a portion of the program if you wish and new users may feel more comfortable easing into the program over a period of several months But you ll quickly find that the more of the program you put to use the more efficiently your business runs And that shows up on the bottom line Whether you re a new user or a veteran you ll find that it s usually best to use a combination of the tools and training options that are available to you One of the best places to start is in a week long class at Horizon s headquarters in Broken Arrow OK This class 15 designed for business managers and accounting staff and that s where you ll start building your plan for implementing TotalFBO in your organization You ll benefit from interacting with other students in the class as well as from the instruction in a focused atmosphere Once you re back in the office you ll be reviewing your plan with other staff members and referring to this User Guide for tips on how to design an effective workflow throughout your organization using Total FBO This Guide will also help your IT staff install the software correctly and securely As you begin to customize the system and enter actual transactions you ll find details on every screen field and button in the Helpscreens of the
99. windows you will merely click on the record to insert an 1 for others there is a special button or a field you must change on the individual record itself Action Buttons Delete e If you want to add a new record such as a new vendor or customer clicking on the Insert button will activate the appropriate data entry windows for you e In similar fashion clicking on the Change button will activate the data entry window for you to review the record in detail or make changes to specific fields e Clicking on the Delete button causes that record to be removed from your database You ll be asked to confirm your choice before the deletion takes place Action buttons may be grayed when a specific action is inappropriate at that time or when the user 5 privilege level does not permit access to that function Want it Your Way If you always want a particular Browse Window to sort ona column use Shift Right Click when you click on the column heading Your choice will be saved just for you every time you reopen the window Sorting Your Data Click on the heading for each column to see a view of your data sorted in a different order The data in the column you have chosen will appear in red as a guide to the record order Searching for a Record The Search box at the top of a Browse window allows you to search for a specific record using information from any column as your criteria For instance if you want
100. 279 Customer balances 126 Customer Deposits 121 279 328 Customer Payments 116 184 242 Customer Preferences 228 261 Customer refunds 129 155 Customer s check stub 121 Customer s copy 125 250 Customer Statements 86 113 116 121 126 128 Customer owned fuels 99 100 Customizable Field Names 253 272 Customize Toolbar 259 Customizing 9 45 86 106 128 201 258 290 Customizing Invoices 201 Customizing Shop Orders 290 D Daily Fuel Reconciliations 199 216 Damage Waiver 283 Data corruption 15 Database Management 386 530 TotalFBO User Guide INDEX Database Structure 55 56 Date sensitive 68 158 159 171 Deductions 63 103 113 144 148 Default Cash Sale customer 372 Default chart of accounts 64 72 78 Default Expense account 90 Default Journal Entries 171 Default Labor Rate 300 Default Tax Payee 105 Deferred Discrepancies 325 Defining Flights 257 Defueling 98 214 219 224 Delinquent accounts 127 128 Deliveries 118 119 130 163 166 207 212 222 304 305 337 345 368 Departments 41 64 66 68 70 72 74 76 86 90 94 96 104 116 142 201 225 227 230 289 290 311 338 365 367 DEPOSIT OF EFT PAYMENTS 196 Deposit payment 301 Deposit Receipt 154 Deposit to a Vendor 136 Deposits 49 81 86 90 105 113 120 122 136 146 149 152 154 155 163 186 187 192 194 196 210 265 279 280 283 301 327 328 Depreciation 158
101. Accounts Payable MATCH CREDIT CARD TO PAYABLE INVOICE Invoice Amount Accounts Payable Pass Thru Transfers Pass Thru Transfers Accounts Payable Invoice Amount A new invoice on the Credit Card vendor account bank is made referencing the original charge item 8 BACK OFFICE OPERATIONS TotalF BO User Guide 177 Understanding Typical entry for paying a Vendor but then having to Accounting Processes get a refund check POST THE PURCHASE AS A PAYABLE DR CR Purchase Amount Expense Accounts Payable PAY THE INVOICE DR CR Make the Check Accounts Payable Checking Account RETURN ITEM CREATE CREDIT MEMO ON VENDOR ACCOUNT DR CR Purchase Amount Accounts Payable Expense PAY THE INVOICE BY CASH DEBIT Refund Amount Pass Thru Transfers Accounts Payable Remaining Difference if any Misc Expense Accounts Payable DEPOSIT THE REFUND CHECK DR CR Refund Amount Checking Account Pass Thru Transfers 178 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPI Understanding Typical entry for Charter Pilot Travel Advances Accounting Processes MAKE ADVANCE CHECK DR CR Advance Amount Travel Advances A R Checking Account POST EXPENSE REPORT FOR FLIGHT AS SEPARATE PAYABLES CR DR Hotel bill Lodging Expense Accounts Payable Visa Fuel purchased Charter Fuel Expense Accounts Payable FBO Accounts Payable Employee Cash expenses for meals amp tips Meals Expense CLEAR ADVANCE POST
102. Advances Or make Vendor deposits If a charter pilot or other employee 15 given a travel advance you ll need to be sure that expenses are posted properly and the difference either paid to the employee or received from the employee The simplest way to handle this 15 to treat it as though it were a deposit to any other vendor We want to issue a check but leave a credit memo sitting on the vendor s account e normal vendor deposit we ll issue the check from the Checking module and code it to the Pass Thru Transfers account NTING amp BACK OFFICE OPERATIONS TotalF BO User Guide 137 e Then we ll prepare a Payables Credit Memo and disburse it to the same Pass Thru Transfers account For a travel advance you can use the same procedure or substitute your Travel Advance Asset account for the Pass Thru Transfers account When the expense report is submitted post each item normally When you reimburse the employee for these expenses the credit memo will automatically be used to reduce the net amount of the check Verify Credit Card Statement When a credit card is used for pre payment or you select a credit card instead of a check to pay an outstanding invoice the original Payable Invoice is marked Paid in Full At the same time a new invoice 15 created for that amount and posted to the Vendor Account which controls your company credit cards That means that when the credit card statement 15 each m
103. Also enter any Fuel Surcharge rate per hour you re currently using When fuel costs fluctuate rapidly you ll be able to leave your hourly rates stable and automatically add the Fuel Surcharge amount as flights are invoiced to customers After that you ll want to enter your hourly rental prices in one or more of the 5 Fixed Price Fields Also take a moment to enter your highest price in the List Price field Invoices and certain reports can compare the actual price paid with the List Price and display the discount percentage How will you know what price to enter and where This answer comes from how you set up Price Classes Haven t done that yet Well let s tackle that next PRICING RENTAL FLIGHTS The central mechanism used to price rental and instruction to customers is the Price Class These are found at Inventory Options and Settings Update Price Classes A Price Class 15 nothing more than a formula Pricing method which applies to a specific group or Class of customers There is no limit to how many Price Classes you can create and so there 15 no limit to how many prices you can offer to your customers 274 TotalF BO User Guide FLIGHT SCHOOL OPERATIONS Because there are at least four classes of customers which are common to Flight Schools specialized programming has been included in Total FBO for these required Price Classes Retail or Default Block Club Owner In addition we suggest tha
104. Company customer records select cards you will accept select contract programs you participate in BE SURE YOU VE SELECTED THE RIGHT PROCESSOR Although Multi Service handles gateway functions for Chevron Avfuel and others you won t select it for these programs amp DATA MAINTENANCE User Guide 397 9 Set up a fuel sub type for each contract program and link it to program you selected on the Processor record 10 Install any keyboard or cardswipe devices and install drivers or custom programming scripts as needed 11 Select or create Station record in Total FBO and indicate that cardswipe device is to be used Test the device using the button provided 12 If your Internet connection is slow modem wireless satellite etc increase the HTTP timeout setting 13 Go to each workstation where a cardswipe device 15 located and select the Station record you customized as the default for that workstation If you ve verified that everything was installed properly consider these issues Do you get an error message If so copy ALL OF IT down EXACTLY and send it to Tech Support Can you authorize a charge by entering the information manually If so it s likely that your cardswipe device needs to be reprogrammed Cardswipe devices can read many different kinds of cards such as ID badges Hotel keys etc and need to be set up to read and transmit information on credit c
105. Customer Delivers Aircraft Order SIDESTEP serial Numbers EDED Aircraft Configuration Records Current Times Inventory Control copy w Barcodes Customer Copy Customer Customer Deposit Authorization Payment Limited to This Shop Order w Signature to Master File Mechanic s Discrepancy Worksheets w Barcodes Create Discrepancies for each general inspection reported problem or customer request After Inspection additional Discrepancies may be added for each job task to be done 300 TotalF BO User Guide Save time and improve your professional image by creating a quote for the job when you first hear from the customer Quotes work just like shop orders and you can copy them to the actual shop order when the job is accepted By setting up the quote first you ll already have much of the customer aircraft and discrepancy information in your system Enter the Tail Number in the Customer Name field to quickly select an existing account or create a new one using FAA registry data For standard or frequently recurring tasks set up macros with text billing rate projected hours and flat fee and use them to build Discrepancies quickly SHOP OPERATIONS PART 1 STARTING NEW SHOP ORDER When the customer delivers the aircraft to your ramp you ll begin by inserting a new Shop Order at Accounting Shop Orders Update Shop Orders Tab 1 General you really must
106. DRAFTS FOR FUEL PURCHASES Step 1 WHERE TO GO Accounting gt Payables gt Update Vendor Invoices Uncheck the Hold box to clear this invoice for payment Verify that the Gross Amount matches the amount of the draft OK the invoice Step 2 WHERE TO GO Accounting gt Payables gt Make Payments gt Pay Invoices WHAT TO DO Highlight the appropriate Fuel Vendor account and Click the Select Vendor for Payment button Select the appropriate invoice to be paid and Click the Pay One in Full button Click the Pay by Check button Select the correct bank account and Withdrawal Enter the identifying number for this draft in the Comments field Check the print box to create a record of this entry DR Accounts Payable Liability CR Checking Account AND RAMP OPERATIONS TotalF BO User Guide 199 FRONT COUNTER amp RAMP OPERATIONS Included in this section e Basic Invoicing Touchscreen Invoicing Wireless Operation Front Counter Workflow Daily Fuel Reconciliations Receiving Fuel Loads Recirculations Sumps amp Transfers Managing Pilot Supplies Concierge Requests Concierge Super Screen GSE Equipment Maintenance Advanced Invoicing Procedures Your Front Counter may be one of the busiest areas of your company but it shouldn t be the most stressful Total FBO is designed to make your POS operation as smooth and rapid as possible This 1s largely accomplished by two bas
107. Departments are used to separate long lists of items into manageable groups as when we separate Pilot Supplies into their own group so they can be managed at the Front Counter instead of by the Inventory Clerk The second purpose for Inventory Departments 15 to direct the accounting entries that are made when items are bought and sold In this Guide both the Front Counter and Ramp Operations Section and SETUP TNVENTORY Payables Clerk amp Tnventory Clerk Setup Invoice Options for Fuel Taxes Setup Inventory Departments Setup Price Matrix for Parts Review Adjust Price Classes Setup Inventory Options Setup Purchase Order Style sheet Setup Meters amp Tanks Add Oils Add Fuels Receive Fuel Loads Add or Import Parts and Pilot Supplies SETUP PROCEDURES TotalF BO User Guide 95 Set taxing behavior for fuel taxes Create Inventory Departments to separate groups of items add GL accounts to insure automatic journal entrie use correct accounts Establish one or more sliding scales for pricing parts in various departments based on cost or List Review Price Classes and adjust if necessary to use fields updated by Matrix Choose options suchas Inventory Costing LIFO FIFO Average pricing and P O Number formatting Delay setting Force Vendor Invoice option until new items are entered Create one or more printout format for purchase orders Create meters and attach to r
108. Detail s Select Line Type Fuel Select Item Sold Customer s own special fuel type Select Truck or Tank Choose Prist if offered and delivered Select Fuel Meter Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Enter Flight Number Enter Ticket Number if requested Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice NOTE If flat rates or minimums apply these are setup in the Airline s Customer Account record Once established an additional service line will automatically be added to the invoice when needed Customer has already been created in the Database Accounts Receivable Customers with appropriate credit limit and terms established IntoPlane Fee Income Customer s Price Class has been specified Sales Tax Liability Customer s special Fuel Type and Minimum Fuel Fuel Tax Liability ing amount has been specified Borrowed Fuel Liability Customer s Sales Tax rate and exemption status has Non Owned Fuel Inventory been specified Customer s Flight Numbers are specified Fuel Meters and Tanks have been set up Special Fuel Type established Fuel Price has been set as IntoPlane Fee Fuel is attached to Inventory Department with proper GL overrides established 238 Total FBO User Guide FRONT COUNTER amp RAMP OPERATIC REGULAR CUSTOMER INVOICE FOR S
109. FBO is small so that the chain of command is very short requiring Purchase Orders may be of little benefit In that case simply begin your Inventory Workflow at the Receive New Shipment screen As long as you correctly enter the costs at this point there will be no problems posed by this procedure If you have a larger organization using the Purchase Order function in TotalFBO can provide many benefits while still being flexible enough to enable you to respond quickly THE PURCHASE ORDER LIFE CYCLE There are 3 stages in the life of any Purchase Order 1 Open 2 Finalized 3 Completed When you Insert a new Purchase Order at Inventory Update Purchase Orders the status of the P O is Open At this stage you may save and change your work as often as you like until the order is complete As items are added you ll be able to SIDESTEP to create new inventory records as needed Each record will be marked Order If you attempt to order the same item before it s been received you ll be warned unless you ve disabled this option and your On Order Backorder report will help you track the process Each time you OK the Purchase Order window you ll be asked if you re ready to Finalize You must Finalize at some point in order to begin Receiving against the Purchase Order However after Finalizing changes to the Purchase BE SHOP OPERATIONS ZotalFBO User Guide 347 Order are very limited Many Invent
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111. In fact it s quite common for there to be a delay of several weeks or even months before closing numbers are available from the old system By then you ll already be entering current transactions Because the beginning balances will all be entered with proper dates just as with your current transactions 7oralF BO will have no problem in adjusting your balances correctly 78 TotalFBO User Guide SETUP PROCEDURES m But you ll need to be sure that the details which were entered for those open amounts on customers vendors checking and inventory will match the beginning balances on the Control Accounts you ll enter Guarantee this match with three steps 1 Seta Time Zero Date and stick to it Let everyone know that all transactions and balances must be of this date 2 Use Contra Accounts the default chart of accounts includes Contra Accounts for each of the Control Accounts As you enter details post them to the Contra Accounts so that you ll have a clear listing of what was beginning data as opposed to transactions that came later 3 Refuse to Correct the Previous System by resisting the temptation to correct errors you find as you work through details on customer accounts etc If you fix the error by entering it differently in Total FBO than it was on the old system you ll never be able to reconcile Always enter the data exactly as it was on the old system Then post the adjustment as a
112. Inventory Quantity added to Tank Quantity Cost Transfer Fuel to Sump Fue Disposal adjusted on Inventory Record T Create Truck Invoice Recirculation Fuel Tank Summary Report Fuel Meter lt Justification Fuel Oil Summary Report Report Receiving Fuel Loads updates both your Inventory totals and the Tank quantities As fuel is transferred or sold meter readings are captured for full tracking capability FRONT COUNTER 8 RAMP OPERATIONS ZotalF BO User Guide 219 This report should be a mirror of your truck sheet if you keep one It will show you all the fuel invoices you prepared for the day and mark any places where the meter readings overlapped or skipped You can also see if the quantity sold didn t equal the difference between meter readings Where there are skips you may need to enter an invoice that was forgotten in the rush It s also possible that there was some meter movement for another reason such as recirculation of the fuel in a truck or a transfer to another truck If you have an overlap you ll need to verify that each invoice was billed correctly It s possible that the wrong meter reading was entered on an invoice Another possibility is that a defueling was done improperly The Total Gallons on the report should equal the amount of fuel that was taken from inventory during the day If you top off trucks and dip tanks or
113. Invoices for the correct vendor regardless of how it was paid for Post Other Payables Although purchases of inventory items may be a large part of your payables workload there will be other invoices that you ll enter manually These will include employee expenses for travel charter trips and incidentals as well as utility bills insurance premiums and all the rest of your operating expenses These will be entered at Accounting Payables Update Vendor Invoices Although you ll be warned it s perfectly permissible to have duplicate Vendor Invoice Numbers in your database Total FBO uses the internally generated Invoice ID Displayed in the top right corner of the window to keep track of invoices If you are posting something which has no invoice number as many utilities bill do it s not necessary to make something up just to get the system to take it When you have to look for that invoice later it will be difficult to remember what you made up Instead enter the account number or other identifier which is actually printed on the bill even if it duplicates previous billings TotalF BO User Guide 135 See Helpscreen topic Help N Payable Invoices 136 TotalFBO User Guide See Helpscreen topic Help N Paying a Deposit to a Vendor ACCOUNTING amp BACK OFFICE If you find that you re entering the due date manually often be sure to sidestep and update the Vendor Account with the
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115. MANAGEMENT CONTROLS 22 m Adjusting Requirements for Access TotalF BO installs with a security structure of defaults already established for so that you can begin using the program immediately However as you begin to assign various functions to your own staff members some tweaking is usually necessary e Youcan change a required privilege level for any menu function at Utilities Security Menu Privileges e Change requirements for individual fields buttons and reports at Utilities Security Privilege Overrides Although the installed security structure uses round number levels of 10 20 30 and so on actually ANY number from through 99 is appropriate This gives you a lot of room to fine tune your security structure For instance let s assume that you have assigned a level 10 to most of your Front Counter staff which is enough to create new invoices but not enough to change invoices During the day you have a supervisor available to handle corrections and changes so everything works well for a while But then you begin to extend your hours during the summer and your night CSR needs to be able to change invoices because he s working alone You could lower the requirement for changing an invoice to 10 but then all your CSRs would have this ability You could raise the night CSR to a level 20 but that would also grant access to other functions such as closing a charge batch that would be inappropr
116. Make a Backup You can begin the backup process from any of 4 places Inside TotalFBO 1 File gt Backup Database 2 Utilities gt Program Administration gt Backups gt Backup Database Windows Desktop 3 Start Programs TotalFBO Version 5 User Utilities5 gt Maintenance Backup Restore Backup Database Batch Process 4 Create a schedule for automatic bakups to be performed SQL backups can be made HOT that 15 while users are actually in the program The following information will be completed Dataset Name This 15 the name of the file that will be created to hold the backup of your data The default name includes TFBO and the date and then a sequence number The file type at the end of the name will be bak You do not need to enter this as SQL will create it for you automatically server Backup Directory This needs to be a directory which is actually on the SQL Server computer OR one from some other computer on your network which is permanently mapped so that an administrator logged in locally to the server computer could see and have full access to it The safest place is just to create a directory on the C drive of the SQL Server computer and call it BACKUPS When you complete this field pretend you re sitting at the SOL Server computer If you accepted the defaults from above you d get this SQL backup file located on the SQL Server computer C BACKUPS TFBO_0707171302 bak Optional PKZIP Compression
117. OPEF DEPOSIT CASH REFUNDS OR VENDING MACHINE PROCEEDS Accounting gt Checking gt Update Checking Entries select the Insert button WHAT TO DO Select correct checking account Select Entry Type Deposit Enter correct date Enter Pay To the Order Of Vendor Refund or appropriate description Enter Amount of Deposit Add Disbursement Detail Select GL Number for Expense Account using number or description Select GL Number for Vending Machine Income using number or description Enter Amount of deposit select the F5 button OK the Line OK the Deposit NOTE Be careful NOT to use the default disbursement to Undeposited Receipts for these funds DR Checking Account CR Expense Account CR Income Account amp BACK OFFICE OPERATIONS User Guide 195 TRANSFER FUNDS BETWEEN ACCOUNTS Accounting gt Checking gt Update Checking Entries select the Transfer button WHAT TO DO Enter Amount of Transfer Enter correct date Enter short description for your reference Add any additional notes detailing this transaction Select correct checking account the money is coming FROM Select Entry Type how was the money transferred Enter Check number or other Identifying Transaction Number Select correct checking account the money is going TO Select Entry Type how was the money transferred Enter Check number or other Identifying Transaction Number Click MAKE THE TRANSFER button
118. Optional Aways Newer amp Pilot Base Price 2nd Pilot Add on Price Per Distance Unit Per Distance Unit c Stat Mile or Hour Naut Mile or Hour Kilometer or Hour Per Miles Short Leg Rate A 2 0 0 A 5 o Oo e e FP C 4 9 re 474 TotalFBO User Guide APPENDIX E 22 7 AIRCRAFT PERFORMANCE WORKSHEET TAIL NUMBER Climb Cruise Speed Units Climb Data Speeds amp Altitudes for Typical Leg Lengths Extended o 29999 Leg Length Speed Altitude NENNEN NENNEN Max Takeoff Weight M Aircraft Based at ID Fuel Stop After Hours Aircraft Subject to FET ERE Fuel Type NAME Date of Birth Medical Certificate Flight Review Date Local Checkride Date Solo Endorsement Date One Time Checkout Date Last Flight Date Dispatch Weight Current Hours VA Student Part 141 Student RATINGS amp ENDORSEMENTS Solo Approved Private Certificate Commercial Certificate ATP Certificate Instrument Rated Multi Engine Rated CFI CFIME TYPE APPROVALS Aircraft Type Checkout Date Approved By Last Flown Date APPENDIX E TotalF BO User Guide 475 PILOT RECORD WORKSHEET Hi Performance Rated Complex Rated 2 SSS Pressuriz
119. Outside Customers SETUP PROCEDURES Total FBO User Guide 87 MAGICAL ACCOUNTING JOURNAL ENTRIES FOR SALES TO NON BILLING CUSTOMER DR User Department Expense SALES DEPT NAME CR Inventory Owned Asset CR Sales Use Tax Liability Liability Used for Company use of inventoried items INTERNAL and NON BILLING CUSTOMERS carry no balance and do not appear on the Accounts Receivable Aging report although statements and other reports can be run to detail activity on these accounts INTERNAL AND NON BILLING CUSTOMERS may be made Sales Tax Exempt if the laws of your state permit Otherwise an expense for Use Tax is posted 88 TotalFBO User Guide SETUP PROCEDURES m Customer Accounts At this point it would actually be possible to start inputting live transactions if necessary assuming the Security and General Ledger setup steps were also complete This is because customers could be added as needed by Sidestepping from a transaction entry screen However if you have your customer list already in a computer in some form it s likely that you can simply import all that data very quickly If you need guidance in determining how and what you can import contact Tech Support See Helpscreen topics After importing you ll want to review each account to customize options which are only available in TotalFBO Review or add customer accounts Help N at Accounting gt Receivables gt Update Cust
120. POSTING CREDITS ADJUSTMENTS kak conan anan 240 REFUNDING A CUSTOMER S CREDIT BALANCE CASH OR CREDIT 241 POSTING CUSTOMER PAYMENTS RECEIVED 242 APPLYING PAYMENTS RECEIVED TO PRIOR CHARGES eere eene 243 WORKING WITHAN EXTS TING JN VOICE 244 REGULAR CUSTOMER INVOICE FOR RENTAL amp INSTRUCTION 245 INVOICING DISCOVERY INTRO PEIGELULDS acsseyatessacnatbostuthan cuba oen ere eh na 246 Te nas naps 247 REIMBURSING OFFSITE FUEL PURCHASES ON RENTAL 248 554 TotalFBO User Guide INDEX INDEX OF ACCOUNTING PROCESSES Payroll Journal Entri Ny i ni eyal henik wada kad dal 149 Payroll Liability Payments Journal EntrleS eee kek kk epe 150 Workers Com pelsdi lOf mius toss o metu Ak actin 172 Payables Related to Payroll kk kk k k 173 Amortizing Prepaid EXp6lSEeS i sensu a w da a a kad kal 174 Making Vendor Deposit poete terti Pr mtn rt dans eee eee ek eke KK KK KK KEK KK KK KK KAKA KAKA KA KEK RA 175 Purchas amp Sell InyventOty rut iet ner tutem bank E 176 C O D Inventory Purchase PRENNE
121. Payable 198 222 266 306 320 321 324 348 Accounts Receivable Customers 121 184 188 190 192 231 237 238 240 242 245 Accounts Receivable Initial Setup amp Options 82 86 258 277 Accounts Receivable Change Report 126 Accrual account 148 Accrued Net Payroll account 147 Action Dates 312 AD 338 Additional Databases 9 14 53 Adjusting journal entry 324 Administrative Lockout 51 ADP 102 Advanced Invoicing Procedures 199 Aircraft Activity Report 267 287 Aircraft Activity Summary 380 Aircraft dealer 337 Aircraft logbook entries 292 356 Aircraft Maintenance 17 63 171 252 258 264 265 269 270 278 283 289 290 298 314 332 334 354 524 TotalFBO User Guide INDEX O T Aircraft Maintenance Cycle 289 Aircraft maintenance logs 314 Aircraft maintenance requirements 264 283 Aircraft malfunction 262 282 Aircraft Management 289 Aircraft meter 167 283 Aircraft Number 207 208 Aircraft owners 136 253 272 Aircraft performance data 356 Aircraft Pricing 254 Aircraft Records 245 246 248 252 270 289 354 358 Aircraft Rental procedures 269 Aircraft Setup 249 252 269 270 Aircraft Tail Numbers 72 89 136 167 202 252 270 315 364 373 Aircraft tailnumber 169 Aircraft Time Justification Report 214 Aircraft Type designation 360 Aircraft Types 31 Aircraft weight amp balance 292 Aircraft Initial Setup amp Options 290 AIRLINE CUSTOMER FU
122. READER An additional item you might consider is a barcode reader Especially in intensive inventory operations using barcodes to speed entry can be a valuable investment in productivity MAGNETIC SWIPE EQUIPMENT If you will be using the automatic credit card processing capabilities within TotalF BO you ll want to obtain card swipe unit or keyboard TotalFBO User Guide 13 While tape backups are very convenient they also lull the user into a state of complacency It is critical that you have and understand procedures to check whether or not a tape backup ran properly Too many times a user has tried to restore from a tape backup only to find that it has not been working properly for a month or more and they have no valid backups for a long time resulting in much lost data and a lot of work to catch up Equipment of this nature can be purchased from a variety of suppliers We recommend POS World as a supplier of products which have been tested with TotalFBO Contact them at www posworld com 14 TotalFBO User Guide See Helpscreen topic 7 Help N How to Map a Drive Initial program installation should be completed while sitting at your SQL server Subsequent program updates can be handled from any workstation It is important to insure that all workstations and the server are set to the same date and time You can configure your network to adjust to a time server automatically or
123. Settings gt Date Tab TotalFBO uses the default you set for the Short Date Style field Save keystrokes to enter commonly used dates When in any date field use the following characters you already know for fast results Today M o n t H M First day of this month Last day of this month Y e a R Y First day of this year R Last day of this year Add a day to whatever is displayed Subtract a day from whatever is displayed Calendar Pop up Clicking the calendar button next to any date field lets you see a month at a time calendar as far into the future as you wish to look You can use the Arrow keys to move forward and backward a month or a year at a time Accepting the date click on the checkmark will replace the date in the target field from which the calculator was called up Anything Else Should Know Report Previewer Almost everything that can be viewed on your monitor can be printed and almost everything that can be printed can be viewed The Toolbar at the top of the screen allows you to zoom in on the report page forward or backward within the report print a page print or export the entire report or cancel and return to the previous menu For more details click on the blue question mark at the center of the toolbar See Helpscreen topic Two different Report Previewers are available and a user can select his P Help N favorite at Fil
124. Soom OP THE _ _ a saa D2pp2nxxmmmm mr rrgrgrgUOiu 357 Enter mg Mamtenance 359 Amen Mane OC ______ _ _ 362 369 ISSO P TOUS IC zw rcrororoear r rwmmmmrmmrmrmcmmmmrmbmmgoogg jggxyxo j UO Reports Tor Management Decision Making keke keke keke ba KK KK KK KK KK KH HA 377 eruit kel CaD a A XXXea aRraR a a a m__ mmzzmmpmEmmgrymmmgpeee g n 402 sample Mu Db aa aNnDmm Ui 424 Pen ied LS M E 428 lafeta _ _ ____ _4_ 439 eu 452 _ INDEX TotalFBO User Guide 557 Magical Joumal ENIES _______ _6_______8_ 453 Typical Internal and Non Billing Dni tex toltecmntieatonadievecshedessaciMsieadeetasgnakton 454 Typical 454 Typical General Ledger 456 Using OVverides on Charter 460 Uee on Payables __48_ 461 Using Overridesoi Payroll l b ke ben 462 Using Price Classes 10r TUO lu n uek skk keaalek kaki a vaka dk ki n an w de y d ka ke kad ka da dnd W da a dk 464 Pree ioc TOP O DAN N
125. Then OK the window and allow TotalFBO and SQL to complete their work Discrepancy Analysis Reports If you ve used earlier versions of you ll remember that the software has always incorporated a special set of reports designed to help you verify the accuracy of your data With the control and security of SQL database corruption 15 no longer possible But hardware problems could still result in a loss of data and so these reports are still available to you Run the reports at Utilities Reports and Listings Discrepancy Analysis whenever you have experienced system errors or hardware failures In addition it s a good idea to verify the database monthly during your Accounting Close cycle Much of your data is stored in redundant tables for your protection and to improve access speed The Discrepancy Analysis Reports use this arrangement to compare the data against itself looking for inconsistencies Be sure that you do not attempt corrective action for items found on a Discrepancy Analysis Report without first resolving any Uncommitted Transactions as described above If Discrepancies remain contact Tech Support for guidance 388 TotalF BO User Guide Grandma forgot to open my port again SERVER TROUBLESHOOTING amp DATA MAINTENANCE TROUBLESHOOTING SQL CONNECTIVITY The miracle of modern computers is that so much goes on behind the scenes at close to the speed of light while we sit casually
126. This is a special section of the database which allows no transactions Only global functions and reports can be performed from Location Zero The Master Chart of Accounts and Department settings are located in Location Zero When new locations are added these Master Settings are copied to the new location Then the location settings can be further customized as desired Another location you ll need 15 a Corporate Location This section of the database 15 used for posting entries which affect the enterprise as a whole but do not affect any single location Entries of this nature are typically Capital entries such as stock issuances partnership distributions and the like There may also be certain investments or debt transactions that would be handled here If you have a Home Office which is strictly Administrative the operating expenses associated with it would be handled through the Corporate Location You may also find that it would be convenient to handle some transactions for other locations from the Corporate Location such as payroll or vendor payments using a single corporate checking account You can configure your options so that these cross location transactions can be entered in the Corporate Location and appropriate journal entries made in the other locations transactions between locations are handled by using the Due To From Other Locations account as a clearing account In this way each location s financial stat
127. TotalF BO User Guide 453 MAGICAL ACCOUNTING JOURNAL ENTRIES FOR SALES TO NON BILLING CUSTOMER DR User Department Expense SALES DEPT NAME CR Inventory Owned Asset CR Sales Use Tax Liability Liability Used for Company use of inventoried items 10 sejes J9U O peuwo uou ejeJedes pesn Sales jenJ eje1edes SV9OIN Se es jenJ Jeujo sejes 9S9IQ oj pesn Sales Jeujo sejes oj pesn Se es jenJ o pesn SVOAV uoneJjedes si jueunjedoep pasn euou 1 sjunoooe esodung AYOLNAANI TVOIdAL APPENDIX douS A uo sexe dous Bu s e pv sexe BOY 9 9IU9A 9 2 u9A eur O l lt ne LLI H 9 21q9A eur dues 00425 14614 pesn se ddng 00495 14614 A uo sexe 104 00425 14614
128. Transfers should never have a balance Undeposited Receipts should always match the current amount of money in the till e Work in Process should always balance to the Work in Process Breakdown Report e fyou re working in an Enterprise multi location database the Due To From accounts should net to Zero when added together globally The individual clerks who handle each area may assist by completing the initial review steps which are then quickly verified by the Controller using the ACCOUNTING 8 BACK OFFICE OPERATIONS 160 Total FBO User Guide JO eso sno qo 10 6 8 e suondo JO Y Y JO sapuedaosip eseqejep ou se uedu oo pue 10 epuoooH sjunoooe JeuJojsno uo ou Bu pued 15 Ajayeudoidde seoroAui Aue pe sodun 10 osuo Bunsod SODIOAU pe Sodun 10 32euo J0 9nJ SU peoloAul jen AUN pesseoouJd A Jenued doug Jo seoioAu ou Aue
129. User Setup Update Users When you set up new users be sure to create a default password for your company and then set this as the password for each user account Insist that each user change the password to something only she will know immediately upon accessing the program for the first time If a user forgets a password simply reset it to the default and they ll be able to establish a private password again In this way ONLY the individual employee will know the password and you are protected from possible allegations against you in the event of a problem down the road In addition there won t be any list of users and passwords for you to store or someone else to find MANAGEMENT CONTROLS ZotalFBO User Guide 371 Once the Employee Records are set up in the Payroll module be sure to return to the User ID setup and link each User ID to the corresponding Employee Record Also on the User ID record you ll be able to set options regarding whether and how this employee can process credits for credit card charges If you are operating the Enterprise version multiple locations you should also choose the location s this employee will be able to access If a disaster occurs and you need access to TotalFBO but don t have appropriate User ID contact Tech Support They can give you a temporary password which is date limited however the Support Specialist will only provide this access to users whom you have registered with
130. about providing secured access to your network through Windows Terminal Server With Remote Desktop Connection built in to every Windows XP computer these days it s easy to access your schedule check in or dispatch flights even update customer quotes from anywhere By tailoring your User ID access in FBO even customers can have limited access to scheduling TotalF BO User Guide 249 This section will give you a good idea of the WHAT WHY and WHEN of Charter procedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics Help for details 250 TotalFBO User Guide See Helpscreen topic Help N Charter Initial Setup amp Options I think we just busted our 2 vector margin LearJet 72 Alpha Golf take another two turns in holding around that barn there CHARTER OPERATIONS T INITIAL SETUP In order to make the daily flow as rapid as possible most of the information needed for quoting and dispatching flights is entered beforehand The chart on the next page will give you a good idea of how all this information is used and updated behind the scenes of daily operations QUOTE DEFAULTS amp OPTIONS The fields shown on Tabs 1 and 3 at Operations gt Charter gt Options and Settings gt General Options help you s
131. additional service line will automatically be added to the invoice when needed Customer has already been created in the Database Accounts Receivable Customers with appropriate credit limit and terms established IntoPlane Fee Income Customer s Price Class has been specified Sales Tax Liability Customer s special Fuel Type and Minimum Fuel Fuel Tax Liability ing amount has been specified Borrowed Fuel Liability Customer s Sales Tax rate and exemption status has Non Owned Fuel Inventory been specified Customer s Flight Numbers are specified Fuel Meters and Tanks have been set up Special Fuel Type established Fuel Price has been set as IntoPlane Fee Fuel is attached to Inventory Department with proper GL overrides established NTING amp BACK OFFICE OPERATIONS Total FBO User Guide 189 AIRLINE CUSTOMER SUMMARY INVOICE gt ih atements Airline rue atemen Select Customer Customize Statement to meet Airline s requirements showing sales and inventory details Print and mail Summary invoice with original invoices or fuel tickets as requested by customer Note that the Airline Fuel Statement bears an invoice number at the top which is actually the first invoice made during the period to be billed All individual fuelings within the date range specified will be included as well as service lines for hookup fees and minimum charges if requested Taxes and fees if any may be shown separately
132. again approved by the chain of command Both the vendor and the company understood that the Purchase Order is a legally binding contract The vendor 15 obligated to supply item as ordered and the company is obligated to pay the amount stated The Purchase Order SHOP OPERATIONS TotalFBOG User Guide 345 PURCHASE ORDER BENEFITS TO CASH FLOW Correct Cost 4 i Freight U P bills p as expected Receive Shipment Accts Payable Correct Cost Invoice amp Price Flow to Shop Order and Payables Pay Vendor Close Shop On Time Order On Time Collect Customer 5 Payment Checking Account When the Customer receives his bill promptly at the end of the lt job you receive his payment faster 9900000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 also includes agreements regarding the type of delivery method and the B location where the buyer will take delivery Unfortunately many companies and employees today have gotten rushed into bad habits Orders are made verbally with no firm understanding of the price or freight charges Sometimes employees even
133. an automatic fuel surcharge specified 93 Package Sales Trigger Account 4190 Income This account is used on an invoice service line to trigger the Package Sales code into action When this code is seen on a service line the program gives you a list of Packages as set up in the Flight School module to select from and updates the package time totals for that customer 95 Headset Rentals Dispatch Ops 4155 Income If you enable headset rentals or landing fees in the dispatch module these accounts are used to record the income 96 Off Site Fuel Credit 4120 Income If you record a service line on an invoice to this account two things happen The credit flag is automatically set to Yes and the Quantity field 15 posted to the aircraft on that line in a fuel consumption record 97 Landing Fees Dispatch Ops 2240 Income This account is used to credit the revenue for local Landing Fees charged to Rental customers on Dispatches 98 Dispatch Damage Waiver 4160 Income This account is used to credit the revenue for Damage Waiver sales on Dispatches O APPENDIXB TotalFBO User Guide 437 Charter 99 Charter Income 4210 Income 100 4 Charter Aircraft Standby Charges 4211 Income 101 Charter Pilot Standby Charges 4212 Income 102 Charter Catering Charges 4215 Income 103 Charter Landing Airport Fees Billed 4217 Income 104 Charter Crew Charges 4214 Income 127 Charter Fuel Surcharge 4210 Income These acco
134. and TotalFBO QG does not change with Enterprise licensing Complete all steps as outlined in the previous section including conversion of your data from Version 3 See Helpscreen topic However instead of installing Total FBO on individual workstations at the remote sites install program Terminal Server using WSSETUP Basics If you have existing data you can promote it to be Location 1 This 15 simply a process which identifies all data as belonging to that location In addition the basic general ledger setup information is used to insert your Location Zero Enterprise Creating At this point you ll want to review the Master Setup in Location Zero and be sure it will meet the needs of any new locations which will be added Change or remove any items which were customized solely to meet the needs of Location 1 Then you can create as many additional locations as are needed Each time a location is added the Master Setup information in Location Zero is copied to the new location Then you can customize that location s information as needed If you already have existing databases for multiple locations contact Tech Support for assistance in importing this information to your new locations After creating your locations be sure to update the User ID records to specify the locations each user will be able to access Limit access to the sensitive information in Location Zero as tightly as
135. and the Maintenance Logs As the logs are created appropriately sized labels are printed and the information updates the next due times for the maintenance items which were completed See Helpscreen topics Preparing the FAA 337 Maintenance Logs and Weight and Balance You ll also be able to print a new Weight and Balance report if needed complete with logbook style signoff area Restart the Cycle Let your customer know that you ll be sending him copies of the Maintenance Warning Report from time to time In fact if he ll agree to keep you updated on times and cycles you ll be happy to remind him of upcoming maintenance monthly or more often depending on the kind of flying the aircraft does The Maintenance Warning Report can be printed with the Customer s information at the top for easy mailing and it can even be emailed directly from TotalFBO It s a good way to build repeat business for little additional effort Schedule Upcoming Maintenance There s a complete Scheduling module built in to Total FBO at Operations Scheduling You ll probably find that all your own aircraft have already been set up on the schedule so that Flight School Rentals and Charter Flights can be managed 364 TotalF BO User Guide SHOP OPERATIONS mm When the Maintenance Warning Report or Due Time Summary alerts you to upcoming required maintenance why not access the Schedule module and mark the aircraf
136. at our keyboards Ask your grandmother it truly is amazing that we have come to depend on this technology for so much so quickly But even in the horse and buggy days if the team wasn t hitched up properly the wagon didn t go anywhere Later on we all learned that if we didn t dial all the numbers correctly AND in the right order we didn t get grandma on the phone And today if all the ports aren t open to the right protocols the data packets don t get through The first section of this book detailed the steps for installing not only the TotalF BO software but also the engine which controls access to the database itself Microsoft SQL This section will provide some guidelines and suggestions for resolving issues that you may encounter during or after the installation process These are only guidelines and suggestions because only your local network engineer can support your computer system safely Break it Down When you re unable to start TotalFBO successfully it s best to look at each part of the network chain sequentially Unless you ve only got one computer there will be at least 6 links to check out Server where SQL are installed SQL Database TotalFBO Switch or Hub the box all the cables go into Workstation where you re sitting for actual work D VS Server Is the server s basic network connection using the TCP IP protocol You can find out by right clicking o
137. be made SETUP PROCEDURES TotalFBO User Guide 93 Options There are very few options to set at Accounting gt Payables gt Options and Settings gt General Options Be sure to enter the beginning and ending numbers of the range of General Ledger accounts which includes your tax liabilities In this way the Payments Due Report can include your entire cash requirements for a period exclusive of payroll itself vendor invoices note payments due lease payments due tax payments due You should also verify that the check format you ll use for vendor invoices has been set up properly and that you have access to the designated check printer if any which were setup the Checking section above Outstanding Items If you do not import outstanding payables you ll be entering them as individual transactions Be sure to use the Payables Contra account as the GL distribution entry and to use the original transaction and due dates Enter new transactions at Accounting gt Payables gt Update Vendor Invoices 94 TotalFBO amp User Guide SETUP PROCEDURES 22 mm PAYABLES amp INVENTORY CLERKS This step is often coordinated between two staffers with the Payables Clerk taking the lead on fuels and the Inventory Clerk handling parts and oils The Line Department Manager will also be helpful in getting the Fuel Farm functions setup properly Fuel Taxes The first decision is on how to set your pricing option for fuels This
138. been patched with SP4 or SQL2005 Express patched with SP2 If you install from a standard Microsoft source be sure to install all patches promptly to avoid some potentially serious security risks and prevent other problems In addition you ll need to regularly check Microsoft s website for the latest hotfixes for SQL and install them immediately SELECTING YOUR AUTHENTICATION METHOD 1 When you install SOL of any flavor you must decide how authentication will be performed Keep in mind that there are several layers to Windows security and users will first authenticate on your network in some way e If this is a peer to peer network they ll simply log in to Windows on their workstation and become a part of the workgroup e fthis is a domain network your domain controller will authenticate their login 2 SQL adds an extra security layer in that you must also have permission to access the SQL server itself When you install SQL you must choose from one of two options e Windows only authentication Microsoft s DEFAULT Because of the difficulty in setting up and administering this method of authentication and because we could offer you certain protections by taking advantage of the Mixed Mode method Windows only authentication is not allowed If you have already installed SQL this way PLEASE heed the following warning Horizon staff cannot assist you in obtaining access to your SQL Server if you have chosen this method Certain
139. by Webcom Limited www webcomlink com First Printing 2004 This Guide is also available in electronic form The PDF version is accessible from your TotalFBO software in the Help menu and is distributed on software CDs and installed to your program Home Directory location For questions comments or additional copies contact sales totalfbo co 918 355 3469 Horizon Business Concepts Inc 721 West Queens Street Broken Arrow OK 74012 USA 9 l OUT TIC 11 Network ISSUCS yk suna belana 14 Installing SQL or 18 Instalime Total F BO s ys u c kere y recta cen k k l ce co kak y ne 26 Creating Databases amp Licensing E 6 8 28 Starting the Program E kk k k 32 155987 c i 30 Create Additional DataDases eee 36 Workstation SetUD Ek 34 Getting Around in ToralF BO scsccsinesstccseevenessivacvosevsosannentess 37 Setting up Printers ooo Eres a nnnaulanexlahn xaane bedakabe bi 45 Setting up Cash Drawers k ke 48 Making BackuUpS Eke RR 49 Installing Program Updates i k ne 52 PROCEDURES 63 Database Structure 56 Installation amp SetUD kk 58 Location 58 IHnter L catl lh SACS
140. can be manually entered in the area to the right of these fields A printer setup string consists of control codes which command the printer to adjust spacing fonts and other functions Information on how to enter these codes will be found in the manual provided with your printer If you have installed a Cash Drawer for your point of sale operation you should also designate the type of drawer and Byte settings The Byte settings define the signal which commands the drawer to open In addition you may designate an alternate port for your Cash Drawer in the event you have not connected it to the same port as your invoice printer Dot Matrix Printing In the early days of computer printing data was sent from the computer to the printer essentially one character at a time This 15 now referred to as Character Mode printing In those days graphics were rarely produced on the typical printer so this was an acceptable solution that resulted in very fast text printing However modern printouts often incorporate graphics elements such as a logo boxes and lines around text areas or special fonts These graphic elements make reports and printouts easier to read and more personalized However older dot matrix printers can only produce these graphics very slowly by drawing a few dots at a time Thus if you try to use a printer like this to produce a typical invoice from TotalFBO for example the printing process may take a very long time or
141. choose to install the program to a different drive letter or to rename the TFBO directory to meet your needs The current SQL Version is a completely separate program from earlier versions of TotalFBO and should NOT be installed to the same location Two databases are created initially by the program In a default SQL server setup the location will typically be C Program Files Microsoft SOL Server MSSOL DATA Each database would be located in a pair of files for data and logs Suggested names are TFBOCommon supplemental files 1 airports zipcodes FAA tailnumber info winds shop codes aircraft models TFBOData user data files Only one common database is required per installation Additional databases can be created and used for tracking additional companies or divisions and training purposes Each data directory is completely independent of the others with separate login IDs and data content INSTALLATION TotalFBO User Guide 15 NETWORK CONFIGURATIONS We are often asked what we recommend for networking Actually TotalFBO does not require any specific network environment to function well What is important is that you install and configure a network which functions under the Windows 2000 XP 2003 operating environment and performs reliably You will need to know the DNS Typically we find that a basic installation of your networking software name of your SQL server and without getting into compl
142. co workers that there is a problem on the account and perhaps the customer needs to meet with you to resolve it You can change the customer s credit limit restrictions at any time so a delinquent account could have the credit limit reduced You could then check NTING amp BACK OFFICE OPERATIONS User Guide 129 the box to Enforce Credit Limit which prevents additional charges but allows you to post payments when they are received If you change the status of the account to Cash you ll be able to make new sales for full payment but not post any additional payments to clear up the old balance See Helpscreen topic A delinquent customer may also find that his Price Class has been reset to 7 Help Retail until his account is current again Marketing Tools The Marketing module enables you to create collection letters and merge them with your customer list quickly Other Receivables Functions Additional procedures are available in the Helpscreens which can be useful including e Credit Card Chargebacks e Charging Sales Taxes Correctly In addition there are a number of procedures affecting customer refunds bad debt charge offs bounced checks etc which are reviewed later in this section tammm EEE x in the Controller topic ALE Durst Finally you ll want to keep an eye on customer database itself Use the ls IRI New Accoun
143. current transaction Be careful of this as you close out the old system as well You can always make adjustments in Total FBO using correct date Before your staff begins entering data now 15 the time to finalize your transition plan If you cannot get closing balances from your old system maybe it would be better to enter details into TotalFBO and develop balances from there It may not be worthwhile to burden yourself with the effort of fixing an old system and learning a new one Since all information in Total FBO Q is date sensitive you can enter current information and ALSO work backwards if necessary Entering old transactions can have the added benefits of giving staff familiar material to enter while they learn the new system and of allowing you to fine tune your setup options early If you have good balances from the previous system that are a month or two back perhaps that would make a good Time Zero Date It may be helpful to discuss your plans with a Tech Support Specialist before continuing with the next steps CHECKING Completing this step early can make Payroll and Payables setups easier and it allows you to be ready to issue checks immediately if need be _ SETUP PROCEDURES TotalFBO User Guide 79 9 SETUP BANK ACCOUNTS Controller Setup Check Create a register for each account with Registers checking activity Set Checking Options Choose options such as the default checking accou
144. date in the Close Date field on Tab 1 of the Shop Order When the review and any corrections are complete go ahead and insert today s date and OK the shop order Any Outstanding Orders for this Job If there are any Purchase Orders which show parts for this job that have not yet been received you ll receive a warning message After you OK the message screen a list of the items involved will appear so you can decide what to do 312 TotalF BO User Guide Back Dating jobs when you close them is inappropriate Keeping the Shop Order up to date each day will allow you to close promptly at the end of the job making this practice unnecessary See Helpscreen topic Help Emailing from SHOP OPERATIONS T If you have a sufficiently high privilege level you will be allowed to close the job anyway However we suggest that you investigate the items displayed to be sure that you re not closing the job without billing for all items you intended to Sometimes in a rush job the project gets ahead of the Inventory Clerk s ability to get all the orders received into inventory In other cases you may have ordered a part but the vendor can t deliver on time so you re order from another source Now you ll want to change the original purchase order so that the 1tem no longer shows the Shop Order number Then it can be received into stock or else returned to the vendor when it arrives Any Parts Adde
145. device Motor Gas Fuel used in vehicles usually with an octane rating between 85 and 97 A limited version of SQL supplied by Microsoft Collection of computers linked together for the transfer of information controlled manner Flight which is conducted within the period of time between sunset and sunrise as defined by FAA regulations Open Data Base Connectivity A standard permitting access to a database from a program which was not used to create the database Fuel purchased by a pilot while the aircraft was away from the FBO Accessing or sending information over the Internet Used in providing credit card authorizations and settlements through Total FBO A computer which cannot access the Internet cannot participate in Online processing Using an alternate account number instead of the default specified on the Automatic Ledger List for a particular category Bundle of aircraft rental hours flight instruction ground instruction and other services sold as a unit to flight school students Counting the quantity of an item in inventory by visual inspection Flight in which a commercial pilot provides his services to the customer for a fee Does not include rental of the aircraft Grouping of customers who are eligible for a specific price structure Fuel additive to JetA premixed or injected or sold in cans 520 TotalFBO User Guide Query Ramp Ramp Fee Recirculation Reconciliation Refuel ROA Se
146. device and authorized hrough the Multiservice gateway Affects credit card setup Affects GL setup GL department setup and Non Billing customer setup fuel ax recapture procedures Affects Price Class definitions Non Billing and Internal customer setup Affects Internal Customer Setup Affects Credit Card setup and Invoicing procedure and Customer Accounts for Holding Companies and GL chart of accounts Affects Credit Card setup and Invoicing procedure and Customer Accounts for Holding Companies and GL chart of accounts our participation agreement must be reflected properly in the credit card processor setup and in the fuel sub type setup Affects selection code setup customer setup A R options APPENDIX User Guide 505 Most new customers will be setup as Cash Only When allowed to charge what will be your starting limit Affects A R options What is your default credit limit for a new customer If all transient sales are lumped Affects Invoicing options ogether under the Cash Mobile Agent options customer no marketing reports Contrec options and invoice can be generated procedure Will transients be added as individual customers Account numbers are an obsolete method of accessing customer accounts but may be continued o provide continuity to a previous A R options customer system procedures Affects customer
147. done before customers can be added so that their tax status can be created properly These records should include not only true sales taxes but any fee which 15 based on a percentage of sales such as an Airport Commission It is possible to make one tax calculate on top of another and for taxes to stop when the sale value reaches a certain limit Sales taxes are created at Accounting Invoicing Options and Settings Sales Tax Setup A single default record is already waiting for you to customize the name and enter the Tax Rate percentage Do this by typing it just as you say it don t worry about the decimal point So if it s eight and a half percent then type 8 5 and let the computer worry about that decimal point What if you have split rate like 8 596 up to 1 000 and then 6 after that This gets set up as TWO taxes The first is 690 Then create a second record at 2 5 with a cap amount of 1 000 Be sure so select the proper liability account in your GL for collecting these amounts from sales Setup Sales Taxes 4 Setup Price Classes Setup Receivables Options Setup Credit Cards Setup Invoice Options Setup Invoice Style Sheets Setup Statement Style Sheets Setup Shop Order Style Sheets Setup Internal Customers Add Customers Add Outstanding Invoices or Balances Setup Recurring Charges SETUP PROCEDURES SETUP RECEIVABLES Receivables Clerk Create Sales Tax records for s
148. each shipment Use a label with removable adhesive and you can quickly stick it on the clipboard as parts are issued Later your bar code scanner makes quick work of entering the parts in the Batch Mode Parts screen Consumable Supplies This category includes cleanup materials solvents small amounts of lubricants and sealants fasteners and rivets and other similar items which are used on most jobs but which are too small to track individually Failing to add them to the customer s bill can create a loss for your company But attempting to track them individually can cost you more than the items are worth A procedure that solves this problem involves bringing the items into inventory but placing them in a special Inventory Department This allows us to track total purchases each year and quickly reorder on a Purchase Order But by setting General Ledger Override accounts on the Department we can expense the items immediately We can then set a standard fee usually 3 5 80 10 9 1 SHOP OPERATIONS TotalFBO User Guide 297 ALL PARTS IN ORDER a SPECIAL FOR B JOB Ordered from Vendor dd STANDARD 5 Already in Stock EN A CONSUMABLE SUPPLIES Rags Sealants 7 CREATED UN ITEMS Salvaged Stocked but not in inventory Manufactured in shop E Automatically flows to Shop Order Create Purchase Receive
149. equal actual cash in the till at ALL times Post Banking Transactions Checks be created within TotalFBO from Payables Payroll and in the Checking module Regardless of the source all activity can be monitored in the Checking module bank account records at Accounting gt Checking gt Update Checking Entries amp BACK OFFICE OPERATIONS User Guide 153 Continue to monitor these areas Setup Users amp Security Setup Chart of Accounts Automatic Department Ledger List Overrides Setup Bank Accounts Regular duties and responsibilities Post checks amp vv econcile Detail Ledgers Balance bank Posting WIP Prepare Sales Prepare FET Leaseback Financial Tax Reports Tax reports Statements Statements 154 TotalFBO User Guide ACCOUNTING BACK OFFICE OPER There are seven Entry Types covering all possible methods of increasing reducing your bank balance Increasing Money When working with the Check 1 Deposit ing Browse Screen always be 2 Wire In sure to select the correct 3 Interest Paid checking account first Reducing Money 4 Check 5 Wire Out 6 Withdrawal 7 Service Charge Deposits AFTER the deposit is made at the bank record the transaction in TotalF BO by inserting a new record on the Checking Browse Screen After selecting the Deposit Entry type enter a description of the deposit the Pay De
150. fit your window envelopes See the Options and Settings menus in each of the Invoicing Shop Orders and Receivables modules You should also consider using a 40 column printer at your Front Counter to produce receipts for sales to customers who prefer a smaller format printout You ll want to setup a style sheet for this format and also select the printer in your Station Specific Settings record for the Front Counter workstations Internal Transactions Finally you ll want to setup certain Internal and Non Billing customers to facilitate transactions within your own organization These special customers can save you and your entire staff a lot of work Once they re in place work that occurs on company owned equipment and inventory that s used for company purposed are handled by creating Shop Orders and Invoices just as for any other customer No special procedures are necessary and the accounting is done right every time See the Appendix to this Guide for a list of typical Internal and Non Billing customers followed by a list of General Ledger Departments that are related Also see the Shop Operations Section Other Internal Shop Orders topic for a discussion of how these customers can be used in your company NORMAL CHARGE CUSTOMER DR Accounts Receivable Asset CR Income for Sales Income DR Cost of Goods Sold Cost CR Inventory Owned Asset CR Sales Use Tax Liability Liability Used for Normal Sales to
151. flows to the quote e Aircraft performance data is used in calculating leg lengths and times Accounting e Aircraft data is used in creating owner leaseback and profit amp loss reports e Aircraft cost information is used in setting prices Maintenance e Scheduled maintenance reminders and component life cycle information is used to warn of required maintenance e Pilot squawks alert staff to unscheduled items e Aircraft logbook entries provide required documentation and update maintenance reminder next due times SECTIONS OF THE AIRCRAFT RECORD Obviously with so many functions and uses there s a lot of information attached to the aircraft record To make it easier for you to work with it s all arranged behind tabs and buttons that separate it into logical areas The Helpscreens within the program will give you details on each field and function organized according to the area of the program which 15 using the information Thus the Charter Setup topic discusses how to enter pricing and performance data In this Shop Operations section we ll focus on those sections that relate to maintenance functions GENERAL DESCRIPTION The basics of Tail Number Model etc are used in preparing the FAA 337 form so they should conform to your registration Aircraft Type You may create your own designations for the Aircraft Type field Keep in mind that there s likely to be a bit of a tug of war here between Mechanics and Pilots as bot
152. focused unit When data developed in one department is instantly available to users in another See Helpscreen topics department you ll stop spending time re entering information and proceed directly to the next task P Help N When each department is using its own software and a collection of for more details spreadsheets to manage information you ll find that staffers spend a lot of time reconciling data from multiple sources And you ll always be waiting for someone to finish catching up with data entry before you can run a financial statement or needed management report With TotalFBO in place you have a strong audit trail You can trust the numbers you see on reports and statements And you can manage the business instead of the system This section will help you know what reports to run to answer specific questions and to monitor activity We ll spend some time covering security and think about marketing efforts as well 368 TotalF BO User Guide MANAGEMENT CONTROLS o Security Because your data is so vital to the health of your business protecting it from deliberate or inadvertent damage 15 critical The best security comes in layers beginning with physical access to your computers Physical Access The first consideration is often the one we re most blind to Larger organizations routinely place their network servers in locked rooms But small and mid sized companies may not have a separate room for the server at
153. form keeps student records current continuously Invoicing After saving the Dispatch Check in the fully completed invoice will be displayed Simply add the form of payment if any and OK the invoice to complete the customer s bill If necessary you can cancel the invoice and later create it by selecting an Unbilled Dispatch and clicking the Update Check In button from the Dispatch browse Note the form of this invoice carefully If you were to create it manually without using the Dispatch function you d have to select the customer enter a rental line for the correct aircraft and type of flight and enter an instruction line for the correct instructor and type of instruction time Certainly there will be situations where this effort is necessary but the power of integration can save you this work most of the time by completing the screens you need automatically from the Schedule to the Dispatch to the 1 SCHOOL OPERATIONS ZotalFBO User Guide 285 SCHEDULE DISPATCH INVOICE RELATIONSHIPS 7 Schedule Objects Schedule Flight Xustomer Account Record Price Class Block Club p Pilot Records Qualified 7 Current 2 Dispatch Flight Check in Pilot Requirements tudent Activity Customer Hours Invoice Lessons Grades 286 TotalFBO User Guide See Helpscreen topic Help N Updating Package Times See Helpscreen topic Help N Printing F
154. incorrect date at a later time it s certainly easier if you get it right the first time Daily Operation TIPS The first time you start Total FBO each day Tip screen will appear Tips provide helpful hints information on new features and general program guidance These tips are contributed by our Tech Support staff when we receive many questions on a particular item or when a shortcut can be helpful QUITTING TotalFBO When you re ready to quit the program close all open windows and then select Exit from the File menu Press lt Enter gt and the program terminates normally Be sure to exit from before turning off your computer Do not simply turn your computer off while the program is running USER LICENSE The first time you log in under a user ID and after every update you ll be presented with the User License for your review You ll need to indicate your acceptance of this agreement in order to proceed with the login process INSTALLATION TotalFBO User Guide 33 CHANGE YOUR OWN PASSWORD To properly maintain secure audit trails passwords for individual users should be known only to themselves To guarantee this the initial login screen allows a user to change their own password without supervision from a System Administrator After providing the correct current password the second screen appears for you to enter a new password You must enter the same password a second time for confirmation
155. initially installed at the server you should install updates by sitting at a workstation and installing to the shared drive on the server 1 Before you install the new software be sure you have a good backup of your data If you have more than one data directory be sure you have a backup of each 2 Make sure Windows is running Close any other programs which are running If you have a virus detection program temporarily disable it 3 Insert your new TotalFBO CD in your CD ROM drive Windows should detect the CD and automatically run the installation program If the computer s automatic detection feature is turned off then click the Start button and choose the Run option 4 Type d setup exe in the box which appears If your CD ROM drive is assigned to a different drive letter then replace the d with the appropriate letter f you installing from a file you downloaded from the website browse to the location of that file in the Run box 5 Follow the on screen prompts to complete the installation You will be asked to specify the drive and directory where the program will be installed It is important that you install the upgrade to the same location where the program was originally installed The installation program will attempt to determine this location for you Watch the screens closely To get your current program location open the Status screen at Help Status Window Your program is installed in the directory m
156. into Inventory from Secured Area as needed Use percentage of Total Parts Standard Total Discrepancies or Both Rate 3 5 of Discrepancies is Typical CC Can be adjusted on each Shop Order Direct Entry Enter as Miscellaneous Part of the total Discrepancy labor charges which will be added automatically to each Shop Order The resulting total can be changed if appropriate for a single job Consumable supplies are usually purchased in bulk and are issued to mechanics as needed Typically open bags are located in roll around units throughout the shop floor for easy accessibility Periodically the Physical Inventory function should be used to adjust the inventory quantity on hand or bag quantities can be posted to an Internal or Non Billing Shop Order when issued 298 TotalFBO User Guide SHOP OPERATIONS T Created Items Most FBOs have an area up there or out back where salvaged assemblies are piled side by side with obsolete parts items left over Why not enter from previous jobs even an entire inventory from a previous ownership all these ugly you get the picture Once in a while an opportunity comes along to actually ducklings to sell one of these items The problem is that it s not in your inventory and you your inventory don t have a clue what the cost was if there ever was one but place them in a special The answer 15 to enter it directly to the Shop Order on a
157. it __ s woP vV c w w VTjt lsS A Are the Chevron credit card payments being posted cT What s the margin fuel sales INVOICING Fuel Discounts Margins How many sales are being made at discount prices INVOICING Fuel Sales by Price Class Are we invoicing for all the fuel we pump INVOICING Fuel Meter Justification In general what business did we do during the period INVOICING Sales Activity What were the details on fuel sales INVOICING Fuel Sales What were the details of services and other items INVOICING Sales Unit Totals How much money did we take in yesterday INVOICING Sales Receipts INVOICING Invoice Shop Order Summary Did credit card items match the POS machine batch INVOICING Charge Batches __ INVOICING ___ Un Closed Charge Summary Who paid their bills yesterday INVOICING Invoice Change History How was their check applied INVOICING Invoice Change History When was an invoice paid and how __ _ _ __ _ What invoices are pending customer information INVOICING Pending Invoice Summary How can I report Landing Fees owed to the airport INVOICING Service Line Breakdown How I report on Sales Taxes owed INVOICING How can I report on Fuel Taxes owed INVOICING Fuel Sales Spreadsheet 378 TotalFBO User Guide MANAGEMENT CONTROLS omn MANAGEMENT DECISION MAKING CONCERNS MODULE REPORT NAME What sales payments and adjustments are on a RECEIVABLES Account Detail Display W
158. items when you set them up to allow you to run this batch of invoices separately which will speed up processing for the other invoices Customer has already been created in the Database DR Accounts Receivable Customers with appropriate credit limit and terms established CR Hangar Rental Income or other appropri GL Account has been marked Allow Sales ate income account Recurring Charges have been set up for each ten ant amp BACK OFFICE OPERATIONS User Guide 191 REFUNDING A CUSTOMER S CREDIT BALANCE CHECK STEP 1 CREATE REFUND CHECK Accounting gt Checking gt Update Checking Entries select the Insert button WHAT TO DO Verify next check number to be used Enter correct date Enter Pay To the Order Of Customer s name Enter Amount Add Disbursement Detail Select GL Number for Pass Thru Transfers using number or description Enter Amount of check select the F5 button OK the Line Enter Customer s Mailing Address and any Stub Notes on Tab 2 if desired OK the Check and Print STEP 2 ADJUST CUSTOMER S ACCOUNT BALANCE Accounting gt Invoicing gt Add New Invoices WHAT TO DO Select Customer enter a Name Tail number Phone Number 8888 or Account number Add Sales Detail Select Line Type Service Select GL account for Pass Thru Transfers using number or description Enter Quantity Sold Enter Sale Price for the amount to be refunded
159. labelled bins Affects Inventory setup Do you have some shop Supplies you need to order and sell but not track in detail Are parts taxable in your area Are you located in Florida Have you elected a LIFO or FIFO costing method with the IRS Often items such as lubricants gasket material cleaning solvents Affects Inventory setup and rags etc are expensed when inventory departments GL puchased Some Florida locations have unusual tax requirements for parts and labor setup shop procedure Affects inventory setup new customer options new inventory options Affects invoicing options Affects Inventory options and pricing setup ______ 1 User Guide 509 Affects inventory setup Do you prepare 8130 3 s aircraft options Numbering can match existing pre printed forms or be setup in Do you wish to customize PO separate series for departments or numbering purchasing agents Affects Inventory options Cores are parts which have been returned to the vendor for credit Do you have any outstanding against the price of a replacement cores you need to track Affects cores setup Do you routinely sell the same group of parts for similar repair orders Do you have an outside Affects payroll procedures service preparing your Outside services include ADP general ledger procedures payroll Paychex and others employee setup The Timeclock module allows effic
160. list of inspections and maintenance tasks Depending on your competitive environment you may be able to charge for this effort and you may not One way to approach the task 1s to use the power of the computer to help you Begin by creating the aircraft record and importing the list of required maintenance items from your default lists Enter any applicable ADs to TotalFBO and make sure there is a related maintenance item Finally enter current times and cycles and general configuration information Now you can turn your attention to the aircraft logbooks Instead of hunting for individual items simply begin entering the log items to Total FBO as Maintenance Logs Along the way you ll probably have to spend a little time with the calculator deciphering the time notations previous mechanics have used When you re done it will probably have taken you the same or less time than it would have taken you to search the logs and develop a manual list But now you have several big advantages It s easy now to generate a complete list of required maintenance items using the Maintenance Warning Report 362 TotalFBO User Guide SHOP OPERATIONS mi AIRCRAFT MAINTENANCE CYCLE Create New Aircraft Applicabl Aircraft Record Required ADs Maintenance Customer Delivers Aircraft Items Review logbooks amp enter selected 7 Maintenance Logs Maintenance Warning Report Print report of wha
161. oai Gud o HER Ed Use the Trailer Message field to include your text for Return to Service approvals SHOP OPERATIONS T About Style Sheets As you get started with TotalFBO take few moments to customize shop order printout at Accounting gt Shop Orders gt Options and Settings gt Shop Order Style Sheets You ll want to get the address and phone number right add your logo image and choose how and where you want everything to appear Then copy that style sheet and create additional printout versions for use internally e For instance you ll want one that displays costs for management review before closing the job e Another one could display barcodes to help the Inventory Clerk in adding parts quickly e Save money on pre printed forms by creating another Style Sheet to use as the Mechanic s Worksheet Set at least 15 blank lines include Mechanic s instructions and start each discrepancy on a separate page When printed on slightly heavier paper stock you ll have a form that includes all the basic information along with spaces for mechanic and inspector s signoffs Be sure to check the options to allow selecting different style sheets when printing from the browse and from the shop order itself for the greatest flexibility PART 2 GETTING PARTS ON A SHOP ORDER As the job gets underway your mechanic will begin inspecting the aircraft and will often find additional tasks
162. of Hours Billed and a Billing Rate per hour directly in the discrepancy if you wish But although that achieves the goal of billing a certain amount to your customer 1 does not allow you to track the names of employees who worked on the job or compare the cost of paying those employees with the amount billed To achieve those additional goals you may enter the hours worked each day through the Batch Mode Labor screen For even greater accuracy employees can capture their own time by using the Time Clock function throughout the day In addition to or instead of billing a rate per hour for work performed a Flat Fee can be specified on the Discrepancy When unusual expenses or activities must be charged for such as when ferrying an aircraft or working away from the home base they can be entered as a Miscellaneous item on the Discrepancy Reworked Parts When a component must be sent to an outside vendor for repair the entire charge for the work is entered to the Discrepancy Depending on how you are billed from the vendor and what your local sales tax requirements are you may enter these amounts to any or all of the Outside Labor Outside Parts Outside Repairs or Freight fields If you select Outside Repair on the Purchase Order to the vendor the appropriate fields will be updated for you when the shipment is received using the markup percentage you specify and the vendor name and description of the component will be added to the t
163. on Hold status until the Payables Clerk can review the paperwork and verify totals You ll also want to customize the numbering scheme and create style sheets for your Purchase Orders Some insert an Alpha identifier for each Purchasing Agent others will maintain a separate series of numbers for each agent and still others will make the numbering scheme match a set of pre printed forms Finally the Maximum Allowed Per Unit Fuel Price field allows you to set a value to be used as a warning when receiving fuel loads The most common mistake 15 to switch the cost and the number of gallons when receiving fuel and the second common error is to enter a decimal point incorrectly Either of these data entry errors can result in a cost per gallon of millions of dollars In short order your general ledger will be off by billions of dollars causing some concern and a lot of wasted effort You can prevent this by setting a reasonable maximum cost per gallon such as 5 00 If a shipment is received with a larger cost per gallon the user will be warned and given an opportunity to review what they ve entered 98 TotalF BO User Guide See Helpscreen topics Help N Contrec Fuel Truck Interface Mobile Agent Processing Pama ae See Helpscreen topic kh Help N Fuel Farm Operations SETUP PROCEDURES T Meters amp Tanks One of the Invoicing options asks if you want to Enable Fuel Meter E
164. on this invoice may not be the final price paid by the fuel supplier and this adjustment will be made when payment is received Therefore it is not necessary to attempt to get this sale price to be extremely accurate at the time of the sale although you should avoid overstating income by large amounts Adjusting the sale price of the Buyback Fuel Sub type weekly should keep this variance within acceptable limits Customer has already been created in the Database Credit Cards Receivable Correct price specified on Fuel Sub type based on Fuel Sales Income weekly cost taxes intoplane amount Sales Tax Liability Invoice Style Sheet has been defined so that print Fuel Tax Liability ing will be correct Cost of Fuel Sold Default number of copies to print has been speci Fuel Inventory fied Fuel Meters have been set up Fuel Tank has been set up PAYMENT JOURNAL ENTRY Contract Payment Type credit card has been Credit Cards Receivable established and linked to fuel supplier as Holding DR Undeposited Receipts Company Fuel Sales Income INT COUNTER amp RAMP OPERATIONS Total FBO User Guide 235 BUYBACK FUEL INVOICE ONLINE CONTRACT CARD WHERE TO GO Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab Select Customer enter a Tail number Phone Number 8888 Name or Account n
165. or you may import them as batches This import cycle 15 typically performed daily 126 TotalFBO User Guide See Helpscreen topic Help N Accounts Receivable Change Report ACCOUNTING amp BACK OFFICE OPER Reconcile Receivables Aging There are actually two kinds of reconciliations that must be performed e The Receivables Clerk will reconcile the month s activity to the net change between last month s Accounts Receivable Aging and the same report for this month e The Controller will then reconcile the total of this month s Accounts Receivable Aging to the Control Account balances in the General Ledger We ll discuss the second reconciliation in the Controller s Duties topic later in this Section The Receivables Clerk s reconciliation is useful to verify that account balances have been correctly updated before Closing Receivables and generating Customer Statements TotalFBO provides a report that does all the work for you sifting through account activity matching it to the changes in customer balances over the period and identifying any problem accounts It s called the A R Changes report and it s located in the Receivables module Run the report with a beginning date which 15 the END of the last month and an ending date which is the END of the current month If you start with the first of the current month you ll miss a day s activity There are a number of options you can select to customize
166. other are using the program so anyone can handle this function easily However three considerations apply 11 Backups must be made to a drive on the SQL server computer This means that you cannot backup to a hard drive on another workstation Thus you d need a larger hard drive a second hard drive a tape device or some other storage device on that computer Note that Total provides an option to immediately ZIP the backup file and store it on another location If you use this option you can place the ZIP file on your own workstation or a removable device such as a ZIP drive or a CD Using this method you can achieve the important goal of not only making a backup but getting it off site for storage Help j 2 If you wish to schedule an automatic backup you may install SQL Server See Helpscreen topics Backu 2000 2005 in order to access this administration function or schedule amp P automatic backups through Total FBO Backup Scheduled 3 3rd Party tools such as tape drive software may not be able to backup your database files unless you make a point to stop the MSSQLServer Service beforehand and restart it later and or adjust security access to permit the software access to SQL This will require some administrator skill and appropriate features within the 3rd party backup program 20 TotalFBO User Guide INSTALLATION T Installing SQL Properly 1otalF BO installation cannot be completed until th
167. payments and aids in verifying your credit card statement Once the details of the Purchase Order are complete OK the record and select Finalize from the option screen This prevents further changes to detail items or quantities and prepares you to receive the shipment when it arrives Because the purpose of using a purchase order system 15 to control the See Helpscreen topic ordering process of an organization Total does not allow blanket purchase orders which remain open indefinitely N Receiving Shipments Receiving Shipments When the materials you ve ordered arrive and are inspected you ll want to be sure to mark the date received on the packing slip immediately In a perfect world there would always be an inventory clerk standing at the door ready to post the shipment to your records But the realities of staff vacations illnesses and Saturday deliveries from Fedex often leave us in the position of receiving shipments after the fact With Total FBO this needn t be a problem As long as you re careful to receive each shipment with the correct date all your inventory records will be accurate Begin the process by inserting a new record at Inventory Receive Shipments Enter the correct date at the top of the screen and then enter or select the Purchase Order The entire order is automatically pulled into the Receiving Screen for you If you received everything exactly as ordered simply OK
168. process 1s complete a new printout of the Fuel Oil Summary report should match your current physical totals 222 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATIONS EEE INVENTORY CHANGES We ve looked at sales through Invoices as a major source of changes to your inventory In reality there are several sources some which increase your inventory and others which decrease or have no effect your quantity in stock INCREASE DECREASE NO EFFECT Fuel Loads Delivered Sales Transfers Defuels Refuels Recirculations Sumps Let s see how each of these activities is handled in TotalFBO DELIVERIES Deliveries are entered at Inventory gt Receive Shipments You ll Receive a New Shipment and complete the next screen While it is important to enter fuel loads soon after delivery it 15 equally important to know the correct cost you ll pay Most fuel distributors will notify you at the beginning of each week what fuel loads will cost for that week So even if you don t have the invoice right away you ll be able to calculate the correct cost You may also be able to obtain a copy of the invoice by fax or email by requesting that service Be sure to correctly enter the date the shipment was received All your inventory reports depend on these dates When you select a fuel to receive the next window asks you to enter the total quantity of fuel and the total cost of the shipment When that window closes you must select the tank w
169. program functions will not work Users may be repeatedly asked for login information If you have already installed SQL Server and selected this method we recommend that you back up any databases uninstall SQL Server reinstall with the correct options and then restore or reattach any databases Consult a local professional for assistance with this process SQL Server and Windows Mixed Mode authentication REQUIRED Mixed authentication is recommended for all users A default SOL _ INSTALLATION TotalFBO User Guide 23 administrator is created with your installation and whenever the username is required it is simply entered as the abbreviation SA When you install SQL you should assign a good password to this account DO NOT accept the default which 15 to have only a blank password as this will prevent your installing future patches from Microsoft If you install MSDE from our CD the default password is password f you install SQL2005 Express from our CD the default password is password5 You will be offered the opportunity to enter any password you choose during installation We strongly encourage you to enter your own password here Otherwise anyone can access your data WRITE YOUR SA PASSWORD DOWN INASAFE PLACE YOU WILL NEED IT AGAIN WHEN YOU SET UP TotalFBO LICENSING IN A LATER STEP YOU WILL NEED IT ANY TIME YOU HAVE TO ACCESS YOUR SQL SERVER FOR ADMINISTRATIVE FUNCTIONS KEEP IT SECURE AND DON T LOSE
170. purchase from a location other than his home location This account is used to make pairs of balanced journal entries for each location Banking 9 Bank Register 1 1010 Asset CONTROL ACCOUNT 10 Bank Register 2 1020 Asset 11 Bank Register 3 1030 Asset CONTROL ACCOUNT 12 Bank Register 4 1040 Asset CONTROL ACCOUNT 13 Bank Register 5 1050 Asset CONTROL ACCOUNT 14 Bank Register 6 1060 Asset E 15 Bank Register 7 1070 Asset CONTROL ACCOUNT 16 BankRegister 8 1080 Asset CONTROL ACCOUNT 17 Bank Register 9 1090 Asset CONTROL ACCOUNT 18 Bank Register10 1100 Asset 18 Bank Reaister 10 1100 Asset CONTROL ACCOUNT These ten accounts record changes made to the corresponding check registers 19 Bank Service Charge Expense 7560 Expense When a Service Charge entry into a bank register is made this account is used as the default disbursement account You can override this each time you make an entry 430 TotalF BO User Guide Unearned Income Sales Taxes APPENDIX B mmm 20 Bank Investment Interest Income 8040 Income When you make an Interest type transaction in checking this account 15 the default disbursement account You can override this each time you make an interest entry 139 Currency Gain Loss 4960 10 Income As the exchange rate for the currencies you work with varies this account will be posted to show your net gain or loss in the value of cash in the bank 21 Shop Progressive Billings 2020 Lia
171. rentals 89 Time Clock 144 146 309 Time card 144 146 Time Cards 146 Time server 14 Time Zero 77 78 81 82 89 101 105 108 Timeclock 102 330 Tool allowances 102 Tool Calibration amp GSE Maintenance 289 Toolbar 43 259 386 398 Top Sales Customers 380 Total Time Offset 358 Touchscreen Invoicing 199 211 Traceability of parts 352 Tracking Cores 318 Trailer message 45 302 548 TotalFBO User Guide INDEX Training Database 29 36 51 Transaction Framing 383 386 Transfer 101 155 184 195 214 219 222 224 225 242 324 334 Transfer Fuel Between Tanks 101 TRANSFER FUNDS BETWEEN ACCOUNTS 195 TRANSIENT CUSTOMER FUEL INVOICE CREDIT CARD PAYMENT 232 TRANSIENT CUSTOMER FUEL INVOICE PENDING PAY MENT 233 Transient customers 138 209 232 233 236 Transition plan 78 Travel Advance 136 137 Trip envelope 266 Trip Expenses 249 266 Troubleshoot connectivity issues 396 Troubleshooting amp Database Maintenance 383 TROUBLESHOOTING amp DATABASE MAINTENANCE 383 Troubleshooting of MSDE 24 Troubleshooting Online Credit Card Processing 396 Troubleshooting SQL Connectivity 388 U Un dispatch 265 Unapplied Payments Report 121 Unbilled Dispatch 284 Uncommitted Transactions 127 387 Undeposited Receipts 72 92 121 127 152 154 159 184 186 187 193 194 196 234 235 241 242 246 248 Uniform Expense 149 Uninterruptible Power Supply 12 Unusual charges 295 Unu
172. stock is very limited Each job requires that most parts must be special ordered and on average this amounts to about 80 of the total parts that appear on a Shop Order Because of the high level of integration within TotalFBO you need only enter the information once on the Purchase Order and it automatically flows to the Receiving screen and then onto the Shop Order These parts are marked Non Stocking in the Inventory Record so you can exclude them from reports and physical inventory worksheets For convenience you may want to designate a rack or shelf on the shop floor for each job as it is opened Then as parts are received for the job they can simply be placed on that rack for the mechanic to install at his convenience No further paperwork is necessary and this method insures that parts are not accidentally duplicated on the Shop Order Standard Items There will always be some items which are used frequently enough that it makes sense to order them in larger quantities and keep them on hand average stocked parts account for about 10 of the total parts that appear on a Shop Order When a mechanic requisitions a part the Inventory Clerk typically records the issuance on a clipboard and then updates all open jobs by entering this list to the Batch Mode Parts screen each day This process can be significantly improved through the use of Bar coding TotalF BO can quickly print a stocking label for all parts received in
173. stop and call your Network Consultant It must be removed e fthere are other items list they may be unnecessary Talk to your networking consultant to see if they could be removed thereby improving your network performance Is the MDAC in good shape This little bit of alphabet soup stands for Microsoft Data Access Components and without them you can t use things like SOL or Access that work with databases The MDAC is installed automatically as a part of Windows but it can become corrupted or out of date You can download the latest MDAC from www microsoft com downloads enter MDAC in the Keywords box Once downloaded just click on the file to install it Be sure to reboot afterwards 394 TotalF BO User Guide TROUBLESHOOTING amp DATA MAINTENANCE From the same location you can also download the MDAC Utility which checks the individual components of the MDAC and identifies what version you have installed Running a firewall here Check to see if you have Norton Personal Firewall or a similar product installed which could be blocking Port 1433 If so try disabling it and see if the problem is resolved If so contact Symantec or the software manufacturer for assistance in configuring the product to permit access to SQL In addition Windows XP or Vista can have Internet Connection Firewall enabled on the network connection You can find out by right clicking on My Network Places and selecting Pro
174. such as your or even do a little analysis on your home computer e You may want to create a second database for a new company or for training purposes For security reasons restoring cannot be done from within the program but must be accomplished from the User Utilities4 program You ll need to know the password for the User Utility program which was established by the Administrator when TotalFBO was installed From your workstation desktop navigate to Start Programs TotalFBO gt User Utilities Maintenance Backup Restore Restore Database From this function you ll be able to restore over your existing database if necessary or else create an entirely new database and load the backup into it SENDING DATA TO TECH SUPPORT In order to assist you more quickly when you have a problem or to complete requested custom programming you may be asked to submit a copy of your database to Tech Support In fact if we cannot reproduce your problem in our test databases the only way to resolve it may be to test using your data See Helpscreen topic Bear in mind that when you purchased the software Horizon agreed in writing to keep your data secure and confidential if we receive your database for any Help reason Even reports and test results we produce are shredded and your data itself is purged at 90 days Sending Data to Tech Support When requested to do so by Tech Support you can send us a disk or even upload
175. the Cancel button to return to the basic invoice record 208 TotalFBO User Guide FRONT COUNTER 8 RAMP OPERATI A Ramp Service Let s add one more item to this invoice for a ramp fee which we charge Select the Line Type SERVICE 1 Inthe GL Acct field you may enter the account number of the income account which will be posted for this service if you know it But there s no need to memorize all those numbers or keep a list handy because it s even faster just to type in part of the name of the account If the General Ledger account you want to use is not available on the Service Line ask your Controller to check the Allow Sales flag on the account So in this case we ll just enter ramp and instantly see our choice s of correct accounts Usually a ramp fee is charged based on the weight or size of the aircraft and your Accounting Department staff can enter up to 20 different prices on this account So if there s more than one price listed you ll get a window allowing you to choose the price you need for this aircraft 2 The Quantity field will default to 1 so you ll only need to change it for some services you sell For instance a customer may purchase 4 catered box lunches or need 2 lavatories pumped out But in our example we ll skip to the next field 3 The Aircraft Number field should still be completed for you if you used it to select the customer as you started the invoice Other
176. the cycle 1 Receive the new shipment and select the Purchase Order Number at the top of the window to complete the details for you 2 Besure to adjust the detail line so that it shows the correct cost and incoming freight 3 Also consider the Customer Price Your Inventory Options allow you to set a default markup for Outside Repair items and Freight Many set the markups to 25 for the Repair and 10 for the Freight If the default calculation doesn t match your agreement with the customer you can check the box Do not mark up price or else manually enter a total in the Customer Price field This amount will appear on the Shop Order Discrepancy When you next review the Shop Order you ll see the charges in the Outside Repair field of the Discrepancy In addition a notation will appear on the Resolution tab which identifies the component and vendor per FAA regulations CORE TRACKING We ll use the term Core when we purchase a part to replace an item on a customer s aircraft but the vendor expects us to supply a repairable item in exchange within a set period of time If we are unable to supply a repairable part then an additional charge must be paid TotalFBO G provides a list of core records which is maintained separately from your normal Inventory items If you wish you can create a core record immediately when the component is removed from the aircraft at Inventory Update Cores However often the
177. the financial information for a company JetA LAN Landing Fee Leaseback LIFO Macro Map Margin Mobile Agent Mogas MSDE Network Night Flight ODBC Offsite Fuel Online Override Package Physical Inventory Pilot Service Price Class Prist GLOSSARY TotalFBO User Guide 519 Fuel used in high performance aircraft especially those with jet engines and some race vehicles Computer network in which all computers are physically located in the same building Flat fee charged by an airport to a visiting aircraft to cover the added burden of servicing the customer Usually charged based on the size of the aircraft Arrangement where an FBO sells an aircraft and leases it back from the owner for use in charter or rental operations The owner is paid a portion of the income from those operations Also the report within Total FBO which summarizes income and expenses related to those operations for the FBO and the owner Last In First Out A method of costing inventory where the most recently purchased items are presumed to be sold first Text saved and available for repeated use The process of creating a shortcut on your computer to a specific directory on another computer The shortcut ends up looking like a drive letter on your own computer The portion of a sales price which represents the profit on the sale Functions within Total FBO which provide direct access to your database from a wireless
178. the local workstation PROGRAM directory Then a series of shortcuts and a desktop icon will be created to make accessing the program simple for the user These icons will call the program from the PROGRAM directory Program Updates a When a program update is installed whether from a CD Rom or downloaded from the web you will install the program files to your HOME directory such as T TFBOS See Installing the Program b Then at that same workstation only you will follow steps 1 3 above No action is necessary at other workstations in the network Each time the program is started it will compare the date on files in the HOME directory with their counterparts in the PROGRAM directory on the workstation If they differ a message will appear informing the user that it 15 Upgrading Program Files in the Local Directory As soon as necessary files are copied the program will continue to start normally d As usual the first user to access the database will see that data files which require changes are updated automatically 36 TotalF BO User Guide INSTALLATION 22 Creating Additional Training Database You may need to set up additional User Datafiles Databases in order to handle data for other companies or divisions It s also a good idea to set up a separate database which you can use to test new procedures play with options or train new employees The following procedure can help you do this Step 5 Se
179. these items become unbilled on the Shop Order SHOP OPERATIONS 7 NOTE Ifyou delete a Service Line from the Invoice or Void or Delete the Invoice itself these items become unbilled on the Shop Order No tax is charged on this invoice as the accounting treatment is the same as when receiving any other Customer Deposit If you issued Progress Bills for all the parts and labor on a Shop Order there would still be a balance due on the Shop order for taxes and Miscellaneous charges WARRANTY BILLING To bill a Third Party for parts or labor use the Cross Bill function to generate the invoice as follows 1 Highlight the Shop Order on the Shop Order Browse window and click the Cross Bill button Select Warranty By Parts Line to bill only for parts You ll see only those parts which have been marked as Warranty in the Shop Order Select Warrancy By Discrepancy to bill for labor and or parts You ll see only those Discrepancies which have been marked as Warranty in the Shop Order AND on which a Customer account was selected to bill You may need to add a vendor or manufacturer to your Customer records in order to bill for Warranty work 2 Tag the items you wish to bill and then click the Bill Marked Charges button 3 invoice will be presented to you with these charges included Parts and Labor will be detailed as notes on separate Service Lines You may add any additional notes or cha
180. to buy enough licenses to handle all the computers that are part of your network Thus if you have 10 workstations on your network you ll need at least 10 licenses One problem with this option is growth There is no direct upgrade path for any of the programs bundled into Small Business Server so when you need to add another server to your network you must buy these programs again with no discount for your prior purchase Another issue is performance Microsoft has made certain compromises to SQL and the other products in order to enable them all to run together on one computer normally not possible Some of our customers have experienced problems with earlier versions of SBS as a result _ INSTALLATION TotalFBO User Guide 21 3 Obtain MSDE or SQL2005 Express If you have a version of Microsoft Office 2000 that includes Access 2000 then you already have MSDE MSDE 1s not automatically installed as part of Access or Office but must be manually installed from the folder called SQL 86 For initial instructions see Microsoft s documentation Q324998 We DO NOT RECOMMEND that you use this method to install MSDE because vital security settings are not configured Note that Microsoft states that performance is reduced for more than 5 concurrent users However our tests and those of many other independent sources indicate that performance suffers little until you exceed 100 users in most installations We recomm
181. transactions are posted accurately every day 352 TotalF BO User Guide anin CS lm ee anri r ee Fund THESE i La LAT Ti BERE BE TENE KESER KZK ZE Tv an Hes mi rau Ti a Ewa F Ea ma Qu oe j See Helpscreen topic Help SHOP OPERATIONS ln OTHER INVENTORY FUNCTIONS amp CONCEPTS While we ve covered the basics of your daily workflow there are a number of other areas we d like to mention Lot Tracing If you re servicing Part 121 carriers FAA regulations are more stringent regarding traceability of parts Not only do you have to be able to prove the history of serialized parts but regular parts too While the major airlines have spent millions meeting this requirement you ll be able to handle it automatically with TotalFBO you have to do is check the box that says Enforce Batch Tracking Logic for this Part Note You can turn check the box automatically for all new parts with an Inventory Option As you receive each shipment be sure to enter the vendor s batch or lot identifiers If a large order includes more than one lot for the same part simply split the receiving details into two or more lines so that each lot can be added separately Now the magic happens when you sell an item If there s only one lot with remaining quantity i
182. usually pass the cost on to a customer e Sometimes you will just go ahead and bill the customer for the core charge and then refund his money later if the core is acceptable This is typically the case for transient customers e In other cases you may simply provide a warning on the shop order bill for the additional core charge if you are billed by the vendor This 15 typically the case for your locally based customers See Helpscreen topic TotalF BO provides a complete core tracking system Be sure to refer to the Shop Operations section of this Guide Core Tracking topic for an overview of 7 core charge Making Payments When cores are returned to the vendor it s usually a good idea to also Vendors select the appropriate customer s name on the Credit Memo that s created automatically That way it s easy to track down the customer you need to credit or bill later using the Invoices by Customer report in the Payables module RT E Lam PARI kire i a 1 Gyre The problem is that process of removing and returning core is handled Pit fe herren seers in the Shop without the knowledge and involvement of the Payables Clerk AER mer di But one day you ll simply see a credit amount on your vendor s statement Rig perhaps with little or no explanation Ge
183. you can provide overrides for all these accounts by using the Inventory Department structures in the Inventory module 61 Fuel Inventory 1310 00 Asset 62 Fuel Sales 4060 50 Income 63 Fuel Cost of Sales 5060 50 Cost 64 Lost Fuel Inventory 7320 00 92 Minimum Fuel Surcharge 4061 00 Income If you have set up an Airline Fueling Minimum this G L account is used to charge the extra fee required if a single sale does not meet the customer account s minimum fueling charge 434 TotalFBO User Guide APPENDIX 22 T 66 Fuel FET Liability 2220 01 Liability 67 Fuel State Liability 2220 02 Liability 68 Fuel Local Liability 2220 03 Liability 69 Fuel Other Liability 2220 04 Liability 120 _ Fuel Tax 5 Liability 2220 04 Liability 121 Fuel Tax 6 Liability 2220 04 Liability 122 Fuel Tax 7 Liability 2220 04 Liability 123 Fuel Tax 8 Liability 2220 04 Liability These tax liabilities are recorded the same as with the sales taxes When any of these taxes are charged on fuel sales to customers that amount will be recorded in the proper account 70 Fuel FET Paid 7220 01 Expense 71 Fuel State Paid 7220 02 Expense 12 Fuel Local Paid 1220 03 Expense 73 Fuel Other Paid 7220 04 132 Fuel Tax 5 Paid 7220 05 Expense 133 Fuel Tax 6 Paid 7220 06 134 Fuel Tax 7 Paid 7220 07 135 Fuel Tax 8 Paid 7220 08 These expense accounts are used when fuel sale is made to a non bil
184. you lease aircraft from other owners you ll need a good A Vi handle on costs and income from your Charter Operations Your Accounting Your NATA membership Department will certainly prepare Profit and Loss statements for the Charter entitles you to excellent Department but you ll also want to get this information on a per aircraft basis materials and advice on what taxes and fees are applicable Be sure to review the information on Leaseback Profit amp Loss Statement 10 your operations in the Back Office Operations section of this guide In addition you should regularly prepare the Aircraft Activity Report from the Reports and Listings section of the Aircraft module This spreadsheet style report recaps income from both rental and instruction displays hours in all categories lists fuel and oil usage and burn per hour plus maintenance and overhead expenses this information 15 summarized and an overall cost and profit per hour calculation 15 provided This information is invaluable in planning pricing decisions and in determining the size and composition of your training fleet The Trip Summary report in the Charter module provides a listing of income and expense items for each flight This report can give you early warning of rising costs for fuel or overnight expenses that can be used to adjust your prices The Charter Sales Report in the Invoicing module can also be run to summarize sales by the Flight Classe
185. z vv 0 6 Ih Jedli osuedx4 sesuedx3 1jeueg 8 2 CG osuedx3 esuedx4 VLNSILS su dx4 1 408 3 eJeo pelN l6 su dx4 v9l l8y 151 4392031 DILVNOLNV sjueul eg 213 A jiqes q IRI esuedx4 TIOYAVd NO S didlH HAO ONISN TotalF BO User Guide 463 PLANNING YOUR APRENDE PRICING STRUCTURE Use these worksheets to develop your price classes and to plan how you ll enter prices on the items and services you sell Also included are worksheets to help you develop and enter pricing and performance data on aircraft used in rental and charter operations You can distribute these worksheets internally to the managers and pilots who are most familiar with the data then collect them to use in entering the data to the system APPENDIX 464 Total F BO User Guide INNOWY LNV LIV 0719313 VININYOs SASSV19 3121 ADIOANI 1 Aue ul ueuM ejes eu Buisseud Aq INOA yOOYD uoyng y Hulssed Aq eyepdn SILON SSe 2 d N4 18 42 Iaxi4 2 unoos q
186. 000000000000000000000000000 FRONT COUNTER INITIAL SETUP Set up Inventory Departments with overrides Departments to appropriate accounts if income will be tracked separately for each fuel type Inventory Customize names for Fixed Price and Tax fields Options decide when taxes are added to price 7 Create an Inventory Record for each Fuel and Oil type to be sold set prices and taxes sub types and volume pricing structures Records Pilot Supply Create an Inventory Record for each Pilot Supply Inventory Item to be sold set prices and taxes Records Establish Price Classes for your customers with formulas for providing the correct price on each invoice Fuel and Oil Price Classes Set prices and taxes on GL Income accounts to be posted for Services sold Set up credit card processors and cards to be accepted Define one or more Style Sheets for Invoices and select options for screens and invoice functions including invoice number format Invoice Options tation Specific Set up printers touchscreens cardswipe units Settings and default invoice selections COUNTER amp RAMP OPERATIONS This insures a short learning curve for new staff members and consistent results on your reports In addition you ll look more professional to your customers The charts on the next pages identify those areas which must be setup in order to obtain full benefits of a smooth POS function and ac
187. 000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 0000000000000000000 00000000000000000000000000000 items from inventory and charges it to cost account You might use this feature to help you track cleaning supplies or similar items NOTE Depending on the legal structure and the laws of your state you may need to charge yourself a Use Sales Tax on parts used internally 332 TotalF BO User Guide SHOP OPERATIONS T OTHER INTERNAL SHOP ORDERS The preceding section described a situation where we set ourselves up as a customer and created a Shop Order that account There are other situations in the typical FBO which require a special customer account By setting up these accounts we greatly simplify our daily procedures because all transactions can be handled the same way Once we properly establish and then select the proper Customer Account for a Shop Order Total FBO will handle the specialized accounting We used a Non Billing Customer for the Overhead Shop Order because we didn t want to see any income from this transaction The other Customer Billing Type available to you 15 called Internal This account is used when one department within a company performs services for another department In this situation the billing department needs to post normal income and costs for the work performed and the department being serviced needs to post an expense
188. 0000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 Options and Settings Tab 4 Price Matrices You can set up as many matrices as you need and even attach one to each Inventory Department if you like If we apply the matrix to a part the price is calculated and inserted in one of the Fixed Price fields on the part record There are 5 Fixed Price fields so you can design quite an elaborate price structure if you wish Now let s return to our formulas If we set the matrix to insert our retail price in the Fixed Price 1 field then our formula can look like this Retail Fixed Price 1 Price 344 TotalF BO User Guide Basing prices on List means you ll have to make an effort to keep List updated in your system If you re a dealer see Helpscreen topic Using Manufacturer s Price Lists If not better use Cost which is always current SHOP OPERATIONS AA And since we now know that whatever is in the Fixed Price 1 field is our Retail price then our next formula gets easier too Based Fixed Price 1 5 Price If you want to set up a new matrix you can apply it to many parts at once at Inventory Other Parts Operations Mass Update Prices After that just click the Apply Matrix button on each part as you recei
189. 01U9AU JON 1507 osuedxj 3 sued 1507 SOIUOIAV esuedx3 SOIUOIAV AJOJUSAU Sed 1501 dous 5 641501 osuadxj 101U8AU 5 641601 1 3 eoe 4 3 xe 6201 osuedxj 9 8 S osuedxj ainjdecey esuedxy 1434 osuedx3 p sajes sajes sajes sajes y iqesiq soxe osuedxj uonesueduJo s JexJoAA VLNS sexel 2 Jueu n edeq dno o 4525 Jaquinn 2 Total FBO User Guide 421 APPENDIX A
190. 1 field See Helpscreen topic E Help Pilot Records Even Contract Pilots must have an Employee Record so that you can schedule and capture their time However Contract employees are not included in Employee reports and receive a 1099 at year end See Helpscreen topic Help N Dispatching a 135 Flight 258 TotalF BO User Guide See Helpscreen topic 7 Help N Accounts Receivable Initial Setup amp Options See Helpscreen topics E Help N Using Style Sheets and Charter Initial Setup amp Options CHARTER OPERATIONS T SET INVOICE OPTIONS Most of items at Accounting gt Invoicing gt Options and Settings gt General Options have probably already been considered and set by your Accounting Department staff however there are a few items which are specific to Charter invoices that you should know about The option to Copy Customer Notes from Charter Quotes to Invoicing will copy any text in Tab 6 of the quote to a Notes line on the invoice for you For more customizing of your charter invoice move now to Accounting gt Invoicing gt Options and Settings gt Invoice Style Sheets You may need to set up more than one style sheet for printing Charter invoices to meet a variety of customer requirements For example if you re invoicing a contact customer by the hour 1 may be necessary to display Hobbs and or Tach times on the invoice For more typical charter flights you ll p
191. 136 A R Credit Cards 3 Accounts Receivable Accounts Receivable 4 Customer Deposits 24 Sales Tax Liability 90 Sales Discounts 61 Fuel Inventory 62 Fuel Sales Income 66 Fuel FET Liability 67 Fuel State Liability 68 Fuel Local Liability 63 Cost of Fuel Sold 69 Fuel Other Liability 74 Oil Inventory 76 Cost of Oil Sold 75 Oil Sales Income 57 Parts Inventory 58 Parts Sales Income 59 Cost of Parts Sold 87 Core Charge Inc Exp 88 Freight Income 86 Misc Shop Supplies 84 Outside Labor Income 85 Outside Parts Income 125 Outside Repair 126 Misc Repair APPENDIX User Guide 445 DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS Cont d Shop Labor Income Shop Flat Rate 83 Income 23 Shop Work in Process 446 TotalFBO User Guide APPENDIX WORK IN DEBIT THESE ACCOUNTS ACCOUNTS PROCESS 23 Shop Work in Process 61 Fuel Inventory 63 Cost of Fuel Sold 62 Fuel Sales Income 74 Oil Inventory 76 Cost of Oil Sold 75 Oil Sales Income 57 Parts Inventory 58 Parts Sales Income 59 Cost of Parts Sold 87 Core Charge Inc Exp 88 Freight Income 86 Misc Shop Supplies 84 Outside Labor Income 85 Outside Parts Income 125 Outside Repair 126 Misc Repair 82 Shop Labor Income 83 Shop Flat Rate Income WORK IN PROCESS ASSUMPTIONS When you post Work in Process essentially the same journal entry 15 made as for Closing S
192. 14 esuedx3 eoueuejure A YEY osuedxj od L juno22y jueunjedoaq 4 4525 uo d o5seq JOquinn jJunoooy saperon APPENDIX A 422 TotalFBO User Guide osuedx4 905 JOUIO esuedx3 5 N O CO 35 ore lt ve Je6pe ony x od uomneiooJdeq osuedx3 eu O NENNEN sox EE 19910 10301 EE SSO j uleo orse 6 sox uoneJsiulupy 25 0129 sox J8U O peuunjey 0508 sox J8U O sjuauJjseAu 9 orog 2 sox 19470 peg 0608 J8U O 5208 sox 0208 LG SoA SJossy JO 9JeS uo 5501 19910 esuedxy
193. 315 356 363 FAA 8710 269 279 286 FAA Parts 91 135 249 FAA registry data 300 532 TotalFBO User Guide INDEX FAA tail number database 204 FAA Tailnumber 14 53 Fence dates 58 76 106 163 FET Taxes 249 267 FIFO 97 Financial Close function 159 Financial Statements 56 68 108 113 167 Fiscal Years 32 76 108 109 155 159 170 Fixed Asset depreciation 169 Flat screen monitors 12 Flight Instruction Summary Report 287 Flight Classes 250 267 380 Flight Dispatch 228 257 269 355 364 Flight Identifier 264 Flight Manifest 265 Flight Number 188 207 208 237 Flight School Initial Setup amp Options 270 276 Flight School Aircraft Maintenance Expense 332 Flight School Courses 270 Flight School Departments 104 225 286 338 Flight School Operations 84 212 249 269 286 332 334 Flight School Reports 286 Flight School Initial Setup amp Options 270 276 Flight Training Packages 278 Flights browse window 265 Flowage Fees 90 100 164 Front Counter amp Ramp Operations 88 199 Front Counter Shifts 215 Front Counter staff 276 372 Front Counter Workflow 199 212 Fuel and Consumption 284 360 Fuel Consumption Report 167 Fuel costs 187 254 273 Fuel Farm 94 98 201 Fuel Farm functions setup 94 Fuel Farm Operations 98 201 Fuel inventories 66 188 216 231 237 Fuel Meters 98 188 189 231 237 Fuel Prices 94 97 125 188 189 231 232 236 237
194. 46 353 Purchasing Agent 97 302 344 Purge Inactive Parts 352 Purging 353 Q Quote Defaults 249 250 Quotes 249 254 255 258 259 300 356 INDEX TotalF BO User Guide 543 Ramp fee 66 208 Ratio of the Hobbs readings 277 Recapture FET 166 Receivables Clerk 63 68 82 96 113 116 121 125 126 Received Shipment 89 130 Receiving Fuel Loads 97 199 Receiving Shipments 133 305 347 Recirculation 214 219 225 Reconciliation of Detail Ledgers 163 Reconciling to the Bank 156 Recording Customer Preferences 228 RECORDING DRAFTS FOR FUEL PURCHASES 198 Recording Offsite Fuel Consumed 284 Recurring Charges 68 89 113 119 120 190 Recurring payable item 92 Red hand 39 132 Refuel function 224 Refueling 224 Refund Checks procedure 240 Refunding a Customer s Credit Balance 191 241 Regular Parts 225 347 352 Regular Pay Overtime Pay 146 Remote Invoice Batches 125 Rental cars 201 Rental Fees Income account 354 Rental flights 206 Rental lines 214 284 Rental Space List 89 119 Repairable core 139 Report Previewer 43 Repurchase 100 124 Requisition 344 Reservations 228 262 281 282 Restore a Database From a Backup 51 Restoring a Backup 51 383 Return Stock 227 348 RETURNING OUT DATED ITEMS 227 Returning Stock 289 348 Reverse An Existing Entry 92 170 544 TotalFBO User Guide INDEX Reversing journal entry 155 Reworked Components 289
195. 5 name and the default password If you get in you ll know they didn t change the password as required If you then change their password to something else they ll have to talk to you before being allowed to log in again You ll have an opportunity to remind them of your security policy GENERAL LEDGER Your General Ledger setup affects many other areas of the system so it really needs to be completed before you move on to entering other types of data The place to begin 15 by establishing your profit centers or General Ledger Departments General Ledger Departments For the moment you need only Insert a record for each department you need at Accounting General Ledger Update Ledger Structure GL Sales Departments Typical departments include Shop Flight School Charter Line Marketing Administration Avionics etc Create General Ledger Depts Setup Chart of Accounts Setup Automatic Ledger List Add Overrides to General Ledger Departments Setup General Ledger Options DECIDE TIME ZERO DATE SETUP PROCEDURES TotalFBO User Guide 71 SETUP GENERAL LEDGER Controller Create a General Ledger Department for each profit center Change default numbers to match former chart of accounts if desired Then add any special accounts needed Delay deleting default accounts until very familiar Review list of accounts to be used for automatic journal entries Add or change account numbers until
196. 66 cr 267 e Staying Profitable ek 267 HOP OPERATIONS 289 Aircraft bu h nana c neb n kada n 270 eats kurdana keka 277 Dispatch 276 Enrolling Students 279 Pilot Records 219 wall m 280 nro bidiyana 282 r TT mm Dn 283 TP 284 FAAS dc _ 286 Selling PACKAGES 2 timemus Lb nera ebat rite demeka 286 Staying Profitable 286 What on a Shop CITOGE 292 296 Shop WorkflOW k k 298 Reworked Components ELL keke 316 Core TraGKil ee ee 318 Rotable Components keke 222 Warranty and Progress Billing 225 Overhead Shop Orders eiecti bete etna abc cues kal inian 330 Other Internal Shop 294 Work in PROC CSS E 334 Categorizing nventOry kk kk 297 Inventory WorkflOW 344
197. 9 CONTACTING TECH SUPPORT 399 Contra Accounts 78 81 82 88 93 99 106 109 Contract employees 257 276 Contract flights 264 Contract Payment Type 234 Contract Price Class 257 Contrec 98 116 125 212 Contrec Fuel Truck Interface 98 125 212 Control Account 77 106 109 126 158 Controller 16 18 22 63 64 94 106 113 121 126 127 129 136 139 152 159 163 208 Controller duties 113 Conversion time 30 Convert V3 Data 9 Converting Common Files 31 Copy Deferred Items Method 325 Copy Existing Quote button 259 Core Tracking 138 289 318 Cores 137 139 315 316 318 321 Cores record 138 Corporate Location 56 Counter sale of Aircraft Parts 238 Counter Sales department 74 Courses 250 269 270 Courtesy Cars 201 258 277 Create Additional Databases 9 INDEX TotalF BO User Guide 529 Creating Databases amp Licensing 9 Credit Card Batches 122 140 215 Credit Card Chargebacks 124 129 Credit Card Holding Company 124 126 186 Credit Card Processor 140 215 216 Credit Cards 63 84 86 88 109 122 137 184 186 187 201 209 210 232 236 239 241 242 262 301 Credit memos 133 136 138 140 227 241 321 328 348 350 Credit terms 116 Crew lodging 252 Cross Billing 313 Cross country flights 281 Cross location 56 57 Crystal Reports 386 Currencies 112 Currency type 80 Custom programming 385 397 399 Customer Account Records 201 204
198. A Ing us Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations Concierge Concierge Super Screen gt Invoice Tab press Insert button Accounting Checking Update Checking Entries gt Insert Deposit gt Add Customer to Disbursement Wr TODO tk nnn Select Customer enter a Name Tail number or Account number Press Cancel as you have no Sales Detail Lines to enter Add Payment Information Select the Payment Button Enter Dollar Amount paid Select Payment Means select Cash Check or Credit Card Other If using a Check enter Check Number If recording an EFT transfer select Cash If using an Offline Processor select Offline Payment button Enter Card Number and Expiration Date OK the Line If using an Online Processor swipe card or If card not available click Online button Enter card information manually Click Authorize button Close the Payment Window Verify Invoice is complete and correct RESULTING JOURNAL Accepted credit cards have been established and DR Credit Cards Receivable linked to proper paying authority or Undeposited Receipts Cash amp Checks CR Accounts Receivable Customers TING amp BACK OFFICE OPERATIONS ZotalFBO User Guide 185 APPLYING PAYMENTS RECEIVED TO PRIOR CHARGES Invoice Em Q2 E NOTE If you have a high privilege level the Apply Credits screen may automatically appear after you have entered a paymen
199. AA data is just a click for the CSR We also encourage you to make full use of the Cross Reference feature on Customer Accounts e When partners share ownership enter each partner and partnership account then cross reference them together e Whenacompany is well known by its initials or nickname such as Fedex for Federal Express Corporation set up both accounts and See Helpscreen topic cross reference the nickname to the correct name N e When a company changes its name make the change to the existing m account and then add the old name back as a new account with a Company Policies for Good cross reference This will help employees locate the right account Data while they re learning the new name By simply looking at the Customer Browse screen at Accounting Receivables Update Customers you can learn a lot about how your front counter is operating Use the New Customer Summary report in the Receivables module to review new customer activity and monitor the activity in the Cash account to see that you re making the most of your marketing opportunities In similar fashion you ll want to review the browse screens available in the other modules of the program to see what new information is being entered and whether it meets company standards 374 TotalF BO User Guide MANAGEMENT CONTROLS ml Standard Reports The busy manager needs to keep an eye on everything at once and the Sales Activity R
200. AGICAL ACCOUNTING JOURNAL ENTRIES FOR SALES TO NON BILLING CUSTOMER N A N A DR User Department Expense SALES DEPT NAME CR Inventory Owned Asset CR Sales Use Tax Liability Liability Used for Company use of inventoried items INTERNAL and NON BILLING CUSTOMERS carry no balance and do not appear on the Accounts Receivable Aging report although statements and other reports can be run to detail acvitity on these accounts INTERNAL and NON BILLING CUSTOMERS may be made Sales Tax Exempt if the laws of your state permit 334 TotalF BO User Guide Soff zila SHOP OPERATIONS Leaseback Aircraft Maintenance Internal Billing This customer is selected on shop orders for maintenance of aircraft used in Charter or Flight School Operations In this situation the owners of these aircraft do not pay for maintenance directly but are billed a single invoice each month which results from the net of the Leaseback report flight income less expenses The Accounts Receivable account override is Leaseback Costs Parts Sold Between Locations Non Billing This customer is used on invoices to transfer a part from one shop location to another The Sales Department should override cost to the Due To From Other Locations account NOTE The receiving location will Receive using a Vendor account that overrides the Payables Liability account to the same Due To From Other Locatio
201. Aircraft Record Gift Certificate sold on a previous invoice to an other customer INT COUNTER RAMP OPERATIONS Total FBO User Guide 247 SELL A GIFT CERTIFICATE WHERE TO GO an Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Sales Detail s Select Line Type Service Select GL account for Gift Certificate Liability using number or description Enter Quantity Sold Verify or enter Sale Price OK the Line Press Cancel when you have no more Sales Detail Lines to enter Add Payment Information Select Payment Means and complete details normally Close the Payment Window Verify Invoice is complete and correct OK the Invoice NOTE It is not necessary to attempt to match the customer who purchased the certificate and the ecustomer who used it However printing the certificate with a serial number and logging certificates used eis a part of good cash controls Certificates given for promotional purposes must still be sold to an Internal Customer for proper accounting Customer has already been created in the Database DR Undeposited Receipts with appropriate credit limit and terms established CR Gift Certificate Liability Invoice Style Sheet has been defined Default number of copies to p
202. Aul euo uo Ajddv N S89I0AUI JODU8A juud JO S ho ulJd pesn sjeeus ej s o uugu p 9 10 S9j amp J pue XE Sales jos sexe sales SNOILONNA NNAW 53903 LINVAAG APPENDIX 492 TotalF BO User Guide jueujeBeueui ejdnjnuu 10 pesn sepoo y 2 e epdnjegz sjueumniedeq 1511 onewoiny y 10 sJeeK 6261 10 pue Jo 181 ay Aq pesn sjunoooe 75 Jo 81 24 9 8pdn pue spJoo9J 16 BUIGUIOD eui sjunoooe Jo eu ueeq JOU 5 u q JOU SBDIOAU 55 2 V y u q JOU zey SBDIOAU SS920Jg Jeujoue UO Jas zey euunof
203. CA Expense FICA Payable Medicare deducted FIT Payable Medicare Payable Medicare Employer share Medicare Expense Medicare Payable Health Insurance deducted Health Insurance Accrued Health Insurance Employer share Health Insurance Expense Health Insurance Accrued 401K deducted 401K Payable 401K Employer share 401K Expense 401K Payable Workers Comp Insurance Workers Comp Expense Workers Comp Accrued Child Support Garnishments Garnishments Payable Uniform Expense deducted Uniform Expense FUTA FUTA expense FUTA payable SUTA SUTA expense SUTA payable Expense Reimbursement Expense Net Check Amount Accrued Net Payroll MAKE PAYCHECKS DR GR Net Check Amount Accrued Net Payroll Checking Account Note that in this example the Workers Comp and Health Insurance amounts are posted as accruals whereas a deduction such as Uniform Expense is simply posted as a credit to the employer s expense account This is because insurance premiums are subject to detailed audit and often have deposit or prepaid premiums involved The accrual process is considered a more proper method and it provides a bit more detail 150 TotalFBO User Guide ACCOUNTING amp BACK OFFICE Understanding Typical entries for checks and withdrawals used to remit Accounting Processes taxes and other deductions from employee paychecks 941 TAX DEPOSIT DR FIT Payable FICA Payable Medicare Payable Total Deposit Amount Checking Account STATE TAX D
204. CLERK Vendors You may use one or a combination of three methods of getting your vendor records setup in Total FBO 1 Import Vendors If you have vendor information in another piece of software even if it s an Excel spreadsheet chances are you can import it easily It s only necessary that the data be in a TXT or CSV file with standard formatting You can import basic vendor records and also outstanding payable items If you need guidance in determining how and what you can import contact Tech Support 2 Insert Vendors manually from a list If you d rather insert vendor records manually go to Accounting gt Payables gt Update Vendors As you add each vendor s basic contact information take a moment to also enter payment terms 1099 information and discount terms on Tab 2 of the record You can also enter a default Expense account for each vendor If an expense will be split between departments enter the master account here and enter the other accounts on the Auto Distribute tabs in the GL record for that master account Vendors who provide inventory items need no defaults as the account used 15 tied to the item itself 3 Insert Vendors manually by sidestepping as you enter invoices If you do not import outstanding payables you ll be entering them as individual transactions in a later step As you begin each invoice you can insert a new vendor record as you go When you save the vendor you ll be returned to the invoic
205. EL INVOICE 188 237 AIRLINE CUSTOMER SUMMARY INVOICE 189 Airline fuel sales 66 Airline Fuel Statement 118 189 Airline fueling 201 Airline s Customer Account record 188 237 Airline s fuel 337 Airlines 66 96 99 113 116 118 119 188 189 201 207 208 237 331 352 Airport Commission 66 82 Airports 14 29 31 53 66 82 90 94 100 164 166 250 252 259 Airworthiness Directives 361 Alternat bmp 29 Applying Outstanding Credits 121 Archiving 353 Archiving Reports 43 Auctioneer 298 340 INDEX Authentication 18 22 23 25 391 Auto Distribute 90 106 Automatic Ledger List 73 79 92 124 186 247 Avgas JetA etc 96 Avgas sales 163 Aviation Specific Features 66 Aviation fuel 166 industry 167 289 Aviation payrolls 102 Aviation Specific Features 66 Avionics Shop 73 B Back date 158 Back Dating 312 Back ordered 347 Backups 9 12 19 49 51 383 384 Bad Debt Write Offs 158 Balance sheet accounts 108 167 Balloon types 92 Bank Account GL 81 Bank Account Name 79 Bank cards 86 Bank Charges amp Fees 197 Barcode reader 13 Barcodes 13 199 211 302 304 350 Batch Mode Labor 300 330 Batch Lot records 100 Batch Mode Labor 294 307 Batch Mode Parts 295 296 304 Batch Posting 169 170 Batch Tracking Logic 352 Batch Updating Shop Orders 304 Beginning Balances 77 78 81 88 92 108 170 Beginning inventory balances 89
206. EPOSIT DR SIT Payable Total Deposit Amount Checking Account 401K REMITTANCE DR 401K Payable Total Deposit Amount Checking Account CHILD SUPPORT GARNISHMENTS REMITTED DR Garnishments Payable Total Payment Amount Checking Account FUTA PAYMENT DR FUTA Payable Total Payment Amount Checking Account SUTA PAYMENT DR SIT Payable Total Payment Amount Checking Account NTING amp BACK OFFICE OPERATIONS TotalF BO User Guide 151 Prepare Quarterly Reports The primary report you ll produce is the IRS 941 report Total FBO can produce this report automatically for you and print it faithfully on plain paper saving much time report preparation Prepare the report at Accounting gt Payroll gt Forms Again you ll select the quarter you want to work with and click the Re Scan button to build the data for this report See Helpscreen topic After scanning you can edit any of the information you wish However after you have checked the box Has this 941 Form been Filed no more changes to jJ this report will be allowed though it can be reprinted if necessary Printing Payroll Reports For state and local reports use one of the Earnings reports in the Payroll and Forms module Prepare Annual 1099s and W2s At the same location you can prepare 1099s W2s and related transmittal forms W3 and 1096 These reports are printed on standard forms available form the IRS or from any
207. ERVICES OR SUPPLIES WHERE TO GO _ Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter a Tail number Phone Number 8888 Name Account number Add Sales Detail s Select Line Type Parts Select Item Sold type of Oil or specific Pilot Supply Item using number or description Enter Quantity Sold Verify or enter Sale Price OK the Line Select Line Type Service Select GL account for Service Income using number or description Enter Quantity Sold Verify or enter Sale Price OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice NOTE If this is an invoice for Over the Counter sale of Aircraft Parts it may also be necessary to add a customer account If sales of these items should be directed to another department establish a General Led ger Department with overrides for Parts Cost and Parts Income Then specify the Sale Department on the Invoice Tab 2 Customer has already been created in the Database Accounts Receivable Customers with appropriate credit limit and terms established Sales Income Inventory Customer s appropriate Price Class has been Sales Income Service fied Sales Tax Liability Customer s Sales Tax rate and exemption status has Cost
208. Freight Costs Enter estimate if necessary Unit Identifiers Regular Parts Enter Batch or Lot ID from packaging Serialized Parts Enter Serial Number e Update Inventory Pricing apply Matrix or enter Retail price See Helpscreen topic When you re ready to OK the window decide what actions the program should take for you automatically Help Print Summary Checking this box produces report of what you have received This printout is usually matched with the packing slips and Receiving Shipments forwarded to the Payables Clerk Print Labels This will print a label for each item in the shipment You ll be able to select the format and print location if some labels have already been removed from the sheet 348 TotalF BO User Guide When Returning Stock do not change the Unit Cost which is displayed unless directed to do so by Tech Support SHOP OPERATIONS amm Vendor Invoice Your Accounting Department staff may set an Inventory Option which forces the creation of the Accounts Payable Invoice automatically but places it on Hold status This guarantees that the accounting records will always match your inventory records and 15 highly recommended Although the actual vendor invoice may not be in hand at this point the information should be accurate if you ve correctly entered the costs in the receiving window When the vendor s invoice 15 received
209. Horizon Business Concepts in writing As staff and management changes be sure to keep this list up to date Privilege Levels amp Modules As you establish each User ID you ll also assign a number from 1 to 99 as a Privilege Level The higher the number the greater the access to program functions See Appendix F for details However this access is limited to those modules and major program sections that you select by checking them off In this way you can have Master level access to Shop Orders say but no access at all to Payroll Menu Access It s best to start with low privileges and add access as employees grow both as a security consideration and as a training aid When a user is blocked from a menu function it simply doesn t appear on the program menu Thus a new user is able to focus on locating and learning those functions he needs most and is less likely to be confused by functions he has no need of Field Button Access Each menu function report user account general ledger account plus many additional fields and buttons have specific required privilege level defaults It s a good idea to spend a little time getting to know these defaults before you assign Privilege Levels to your users Appendix B of this User Guide provides a chart of this information and you can also print the report at Utilities Reports and Listings Menu Structure to see what s been setup for your own database 372 TotalF BO User Guide
210. INNOWY LNV 0 1313 SSV19 ANTVWA dala SASSV19 321 _______ _ 3040 dOHS YORV 1 dOHS SNITIIS 403 SASSV19 3121144 9NISn TotalF BO User Guide 469 APPENDIX E 1 SAWS LOOV AWOONI 1 9 JOlt amp d 1511 LOOV 3INOONI 1 9 0351 5913135 9ISeg lt lt se uoee yew o 1 U0q SdL1ON SS8 O eoug 4 AVd SNITII8 AVd ONIT AVd 1 ONIT AVd LAV LINV xQ 1313 V IniNdO3 55 15 SASSV19 3121 JOIOANI se eg uononusu YOLONULSNI S3SSV 12 40l d ONISN APPENDIX 470 TotalF BO User Guide si ejeJ 9U ejeJ GNID Yoo g y y 9U SI eouejeq 5 JI suondo lt pue sejeqeaieoes lt 1e eu JO jjenb eouejeq ypa
211. IONS TotalFBOG User Guide 277 The most critical is the minimum account balance required to be eligible for See Helpscreen topic Block or Club Rates Ifa customer has the Block or Club box checked in their Account Record AND their account balance meets the minimum you set Help N here they ll receive your special prices for those programs Accounts Receivable If your aircraft have Tachs in them it s always a good idea to record both the Initial Setup amp Options Tach and Hobbs meter readings at the beginning and ending of each flight Although Total can update the Tach by a ratio of the Hobbs readings the more accurate you are the better your maintenance warning will be If you will be entering the Tach times then be sure the option 15 set to enable those fields on the invoice Also you ll need to decide whether you will be invoicing customers for the exact difference on the Hobbs meter or if you ll be rounding that up or down a little bit If you don t want to round then be sure you check the box to Enforce Quantity to Hobbs Link SCHEDULING SETUP See Helpscreen topic Keeping customers happy while watching the bottom line 1s largely a function of how well you schedule We ll get into the details of how to do it a bit later Help but first you ll need to think about what kinds of things and events you ll be scheduling Scheduling Initial Setup amp Options Schedule Options Let s start by
212. IT 3 Once you have been granted access to use SQL Server you must then be granted Login permission to the specific database s you want to work with When a new database is initialized in TotalFBO the a script must be run which creates a user called TFBO with a password of TFBO and assigns this user correct access privileges to the program databases Separate scripts are needed for your DATA database and the COMMON database You can create your databases and run these scripts manually from the Tools directory through Enterprise Manager and Query Analyzer if you have a full installation of SQL Server not MSDE or SQL2005 Express However the program can and will handle these chores automatically for you when you set up TotalFBO program licensing 4 Finally you must have a user ID and password within Total FBO Q itself The default ID for a new blank database 15 with a password of If you are importing your Version 3 data all established User IDs and 24 TotalFBO User Guide If one or both of these services isnt starting automatically for you you can change the setting by going into Control Panel gt Administrative Tools gt Services Find each of them and make sure they re set to Automatic instead of Manual If they still won t start begin troubleshooting your operating system itself INSTALLATION oom passwords will be transferred for you automatically STOPPING STAR
213. If you do not permit entries to the Control Accounts a major source of discrepancies 15 removed If you are unable to reconcile completely it may be necessary to obtain Tech Support guidance See Helpscreens and Monthly Balancing Checklist for details on procedures Verify General Ledger Note that the Close activity only affects Receivables so that you re sure that information you send to customers on their monthly statments cannot be changed No Financial Close function is necessary in Total FBO because the General Ledger 15 entirely date sensitive This means that every time you post a journal entry the balances are updated for every period for every fiscal year you currently have in your database You don t have to force the system to roll current earnings into retained earnings at year end for instance because these balances have always been adjusted If you run a report prior to Fiscal Year End you ll see the activity included in Current Earnings If you open the next Fiscal Year and run a balance sheet those same amounts are already included in Retained Earnings However you ll still want to go through the effort to verify that your data is correct before distributing reports that others will rely on Refer to the Monthly balancing checklist for a recap of the checks and reconciliations which should be performed monthly In addition to the Control Accounts several accounts should be monitored closely e Suspense and Pass thru
214. If you re using a check you ll have the option of printing the check immediately or including it in a batch for printing later For 941 deposits select Withdrawal and drop your coupon at the bank 148 TotalFBO User Guide See Helpscreen topic Help N Employee Advances ACCOUNTING amp BACK OFFICE Transmit Deductions When money is deducted from an employee s pay the company assumes a fiduciary responsibility to insure that these funds are handled promptly and appropriately For instance some states now automatically garnishee the wages of every divorced partner who s responsible for making child support payments Stiff penalties apply to the employer for late payment to the District Attorney s office Other deductions such as those for 401K plans must be transmitted to a broker or other financial institution promptly Not only will the employee lose the benefit of the investing when deposits are late but Federal Laws mandate that all payroll funds be available to an employee immediately as of the time and date of the payroll issuance To make this process simple for yourself always print the Deductions Taken report to use as a guide and prepare checks from the Checking or Payroll modules immediately Clear Payroll Advances Payroll advances are issued by writing a check through the Checking module and selecting Employee Advance as the transaction type This selection enables you to choose an empl
215. Insurance Commissioner for details You can use the Profit Plus plan for tool allowances And time which is billed on shop orders and invoices or entered through Timeclock will automatically build an employee s timecard if you like If you re using an outside service such as ADP or Paychex you ll be able to import their output text file to create the journal entry you need depending on the version of their software you use But after you re comfortable with Total FBO you may find that the benefits of having an integrated customized system will justify moving this function in house Payroll Taxes If you re preparing payroll through Total FBO the first step is to load and customize the tax tables This is done at Accounting Payroll Options and Settings Tax Setups Select the Federal record and click the Reload One Default button Then repeat the process with each state record you ll be working with Or select the Reload Defaults button In this way you ll be sure that the most recent information is being used by the program in case an update was installed after the original program installation Then highlight the Federal and State records individually and use the Change button to view them If the tax brackets don t seem current it may be _ SETUP PROCEDURES BO User Guide 103 SETUP PAYROLL Payroll Clerk Load latest tax tables and verify withstate circulars Also enter Tax ID numb
216. Internal The simplest way to set up your price classes is to set your price for the highest charter rate typically what you charge to your new Retail customer in a field on the Aircraft Record You may use any of the five Fixed Price fields and the List Price field Let s say you choose to use Fixed Price 1 Then to set the formula on the Retail Price Class you would simply select Fixed Price 1 minus Amount as your Pricing Method The Amount 1 field we ll leave set to 0 00 Thus whenever a customer who belongs to this Retail Price Class 1s charged for a flight we ll calculate the price by finding the amount on the aircraft in the Fixed Price 1 field and subtracting 0 00 from it Typically your other prices will be based on a discount off of the Retail Price so we can set up other Price Classes to simply use the same amount we ve already entered in Fixed Price 1 and subtract either a specific amount or a percentage to arrive at the final price An example of this would be our Price Class for the Corporate customer This would be our regular customer who flies with us often Because he does regular business with us we allow him a 5 discount This is easily done by setting the Pricing Method to Fixed Price 1 Minus Percentage and setting Amount 1 to 5 CHARTER OPERATIONS 2222 PRICING CHARTER FLIGHTS 256 TotalF BO User Guide 1 ___ 2 gt 3 4 GER Charter Quote Are special Billing R
217. Inventory Function Doing so will cause an inappropriate journal entry Be sure to assign each part to the appropriate department as they are created 102 TotalFBO User Guide See Helpscreen topic E N Pricing Inventory SETUP PROCEDURES T Also be careful to select Serialized Part for those items with serial numbers and Regular Part for everything else This is an important part of meeting FAA requirements for tracking parts See the Shop Operations Categorizing Inventory topic in this Guide for a discussion of the various parts of the part record and how they re used If you have created a Matrix and wish to apply it to standardize prices on all your parts use the function at Inventory gt Other Parts Operations gt Mass Update Prices PAYROLL CLERK Even if you expect to prepare payroll through an outside service you ll still need some payroll records This is because employee records are used when posting labor for shop orders when selling instructors time on invoices and when verifying employees logging in through the TimeClock function Total FBO is customized to handle aviation payrolls Thus you have the ability to pay an instructor both a small salary and an hourly amount for actual instruction hours You can enter a separate worker s compensation rate for each type of time which can result in major savings if your state permits this kind of calculation most do check with your State
218. NOTE Detail entries are recorded in each bank register and corresponding journal entries are made to the General Ledger using the Pass Thru Transfers account as a clearing account Checking Account Pass Thru Transfers Checking Account Pass Thru Transfers 196 TotalFBO User Guide ACCOUNTING 4 BACK OFFICE OPEF POST DEPOSIT OF EFT PAYMENTS Radi ecking gt Update Checking Entries Select the Insert button Select correct bank account Select Entry Type Deposit Enter correct date Enter Pay To the Order Of EFT PAYMENT FOR Enter Amount of Deposit Add Disbursement Detail Select GL Number for Undeposited Receipts using number or description Enter Amount of deposit select the F5 button OK the Line OK the Deposit DR Checking Account CR Undeposited Receipts ACCOUNTING amp BACK OFFICE OPERATIONS User Guide 197 POST BANK CHARGES INTEREST Accounting gt Checking gt Update Checking Entries select the Insert button WHAT TO DO Select the correct bank account Select Entry Type Service Charge or Interest Enter correct date Enter Amount Add Disbursement Detail Select GL Number using number or description correct accounts should be defaulted Enter Amount select the F5 button OK the Line OK the Entry Interest Income Checking Account Or Checking Account Bank Charges amp Fees 198 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPEF RECORDING
219. Network 17 Window envelopes 86 128 Windows Authentication 391 Windows Control Panel System Setup 45 Windows Printers Setup 45 Windows Regional Settings 43 Windows Terminal Server 9 21 55 249 269 Windows XP Home 11 Winds 14 29 31 53 WIP account 158 Wireless Access Point 370 Wireless Invoicing 125 199 211 Wireless Networking 9 302 Wireless Operation 199 Withdrawals 81 92 139 140 146 147 154 155 163 192 198 Work in Process 113 156 158 159 289 292 334 336 Worker s Comp Analysis 149 151 Workflow 66 122 199 212 259 280 289 290 298 304 344 346 352 Working with Locations 58 Workstation s Station record 397 Workstation Setup 9 Write Offs 158 www hbcinc com 30 103 396 552 TotalFBO User Guide INDEX Y Year End Considerations 171 Your Chart of Accounts 63 72 88 109 Z Zipcodes 14 29 53 Zipped file 398 _ INDEX TotalFBO User Guide 553 INDEX OF PROCEDURE DETAIL SHEETS POSTING CUSTOMER PAYMENTS RECEIVED 184 APPLYING PAYMENTS RECEIVED TO PRIOR CHARGES e eee eene 185 POSTING PAYMENTS RECEIVED FROM CREDIT CARD HOLDING CO 186 POSTING PAYMENTS RECEIVED FOR BUYBACK coerente 187 AIRLINE CUSTOMER y ikiya 188 AIRLINECUSTOMER SUMMARY INVOICE xi EE n ann ay 189 BILLING RECURRING CELA KO O
220. ORKED TIME PARTS SPECIAL CHARGES Hourly Labor Outside Parts Miscellaneous Problem F Outside Labor Resolution lat Fee Labor Outside Repairs ee Current Times Serial Numbers PARTS TAB PARTS capito m a CREATED N STOCK Miscellaneous PARTS Quantity Quantity Quantity Sale Price Sale Price Sale Price Core Charge Core Charge Charge E Freight Cost zi ZC amp AUX INFO TABS MISCELLANEOUS GENERAL AUX INFO Consumable Supplies Fee General Freight Added Discounts ax Adjustments 294 TotalF BO User Guide Dum p ni lt m Macros can help you insert projected labor hours and flat fees for standard tasks SHOP OPERATIONS 22 T Building Aircraft Record first and keeping it current will save you many keystrokes later NOTE Data flows FROM the Aircraft Record TO the Shop Order It NEVER flows backward Labor Labor generally falls into two big categories Mechanic s Time work performed by our own employees Reworked Parts outside work performed by vendors All of this is entered in the Discrepancy Tab of the Shop Order along with text to explain what the Problem or task was what Resolution or action was taken and any private Mechanic s Instructions Mechanic s Time You can enter just the number
221. OUNTING amp BACK OFFICE OPERA If it was sold on a shop order you should still print the journal entry but now there may be several different cost accounts listed and you need to find the correct one Here s where you get to think like a computer Look up the following information Locating Cost of Parts Sold Account Used for a Closed Shop Order What 1s the Automatic Ledger List account for Part Cost of Sales Line 59 What Inventory Department part belong to What 1s the Override account if any on the Inventory Department for Cost of Avoiding this effort is easy Sales Just make sure the Purchase What General Ledger Department was on Order is correct BEFORE the the Shop Order order is shipped What 15 the Override account if any the General Ledger Department for Parts Cost of Sales What General Ledger Department was on the Discrepancy What 1s the Override account if any on the General Ledger Department for Parts Cost of Sales The account used will be the last one in the list Verify that it is one of the numbers in the actual journal entry you printed out 1 Once you know the correct Cost of Sales account for the part adjust the Payable Invoice to the new amount 2 Insert anew Disbursement Line and enter the Cost of Sales Account Then press the F5 key to insert the correct amount which may be positive or negative 3 DO NOT ADJUST THE EXISTING DISBURSEMENT LINE FOR THE INVENTORY ASSE
222. PAYMENT AS CASH DEBIT DR CR Accounts Payable Travel Advances A R Employee Advance Amount REIMBURSE EMPLOYEE POST PAYMENT AS CHECK DR CR Accounts Payable Employee Checking Account Remaining Payable Balance Pay Visa and FBO payables normally with separate checks ING 8 BACK OFFICE OPERATIONS Z7otalFBO User Guide 179 Understanding Typical entry for Petty Cash management Accounting Processes ESTABLISH FUND DR CR Fund Amount Petty Cash Checking Account AMOUNT IN BOX TOTAL OF RECEIPTS IN BOX ORIGINAL FUND AMOUNT REPLENISH BOX DR Receipt Amount Office Supplies Expense Receipt Amount Refreshments Expense Receipt Amount Small Tools Expense Total Receipts submitted Checking Account When check is cashed and money placed in box the total should equal original fund amount 180 TotalFBO User Guide ACCOUNTING amp BACK OFFICE Understanding Typical entry for Consignment Sales for Pilot Supplies or Rental Cars Accounting Processes INVOICE TO CUSTOMER DR CR Sale Amount Accounts Receivable Your 10 commission Commission Owner s 90 balance Consignment Liability Set the commission split on the GL account for Commission Income using the Auto Distribute fields PAY OWNER FOR SALES MADE Remaining Payable Balance Consignment Liability Checking Account These items will be in a separate inventory department Use the Units Sold Report I
223. PERATIONS User Guide 307 inventory items are added as Parts Lines Appropriate Freight and Core Charges are included and the correct price for the Customer 15 used PART 3 GETTING LABOR ON A SHOP ORDER As with posting parts you can simply update the Shop Order directly by adding a number of hours and a labor rate to the individual Discrepancy However the preferred method 15 to use the Batch Mode Labor function Accounting gt Shop Orders gt Batch Mode Labor to update all open jobs at once Many shops use an automatic time clock to update daily timecards for each employee Others require mechanics to keep a tally of their hours on another form or on the Discrepancy Worksheets If these time records are collected each day a clerk can quickly enter them as a Batch The Batch is then posted once a day at a time when other employees are not also working with Shop Orders 1 When atime record is entered to the batch you ll be allowed to select the employee from a list This list contains only those employees who have been identified as a Mechanic in their payroll record 2 After selecting the employee you ll also select the correct billing rate This is not the employee s pay rate but the standard rate for shop work billed to customers when performed by this employee For instance you may charge a higher rate for Turbine work than for Prop work And a manager or specialist s time may be billed
224. PS A major advantage of using SQL to control access to your database 1s that backups are easier and they can be performed while users are still working with the program if necessary This is great news because most of us don t make backups often enough putting our data and our businesses in danger It s not a matter of whether or not you ll need your backup that s a guarantee It s just a matter of when Don t assume that because your server has a Mirror you don t need backups A mirror is simply a second drive where the data is written a second time simultaneously That means any errors that are written to one drive can be written to both drives You ll have no recourse if you don t have a backup from a prior point in time to work from Tape Backups Your Network Consultant may have installed a tape backup unit on your network or server configuring it to backup automatically late at night This is great IF someone is carefully verifying the backup switching tapes checking for error messages reviewing the list of directories getting backed up and occasionally restoring to be sure everything works Too many tape backups just weren t there or weren t usable when the crunch came Even if the tape is good and has everything you need on it what good is it if YOU don t know how to use it Make an appointment right now for your Network Consultant to teach you how to restore Then write the instructions down step b
225. Parts Line as a Inventory Miscellaneous Part No accounting entry is made for the cost but you can Department Then enter a description part number and selling price it s easy to list them for Outside Sale or even hire an This is also a great way to handle selling assemblies that you manufacture in Auctioneer your own organization where the cost is tracked in other ways NOTE You can also use the Miscellaneous Parts line to charge for disposal fees and similar items SHOP WORKFLOW The flow of work through the shop always starts with the customer Sometimes that customer will be another department in your company if you re maintaining an aircraft used to produce income for rental or charter In that case we ll add a customer account to the database which 15 classified as Internal and your accounting staff will set it up so that income for jobs on this account is posted to the Shop Department as always but the charges are Help posted to other department as an aircraft maintenance expense Decisions will be made about how parts and labor will be priced on this Internal Customer account as well See Helpscreen topic Internal Billing Sometimes that customer will be your own department such as when you pull a quart of oil out of inventory to lubricate a shop tool For this type of transaction we need another special customer which is called Non Billing Transactions on this account are only used to re
226. Parts on the Overhead Shop Order set a General Ledger Department on the Non Billing Customer account which uses an override for Cost of Parts to a Shop Supplies Expense account SHOP OPERATIONS 22 TURE OVERHEAD SHOP ORDERS No matter how conscientious and hard working your mechanics are there will always be a percentage of the time you pay them for which 1s not billable to customers This non billable time includes shop cleanup tool repair meetings approved leave chasing parts aircraft repositioning and coffee break time Billable time 15 captured through Batch Mode Labor or Invoices and can be used to build the employee s Timecard automatically in the Payroll module However if the non billable time is not captured in some way this leaves the Payroll clerk manually reconciling timecards and adding the missing time Happily a simple solution exists Create a single Overhead Shop Order each month and post non billable time to it e Mechanics can consistently charge all their time to a Shop Order whether keeping a manual timesheet or using the Timeclock function e Payroll is consistent and fast e Supervisors can track and begin to manage this lost time For instance if you learn that a large amount of time 1s being spent in shop cleanup or aircraft repositioning perhaps it s time to hire a staffer who s more appropriately paid for these duties If meetings are a problem consider redesigning your
227. School and Charter operations As needed shop personnel also service ramp equipment for the Line Department See Helpscreen topics for more details Your own operation will probably vary in many ways from our example but the procedures and workflow pattern described can easily be tailored to your local requirements Inventory procedures and Aircraft Management functions are also included in this section because they are so tightly integrated with shop operations both in your organization and Total FBO 290 TotalFBO User Guide See Helpscreen topics Help N Inventory Departments Customizing Shop Orders Inventory Initial Setup and Options Aircraft Initial Setup and Options SHOP OPERATIONS 22 T INITIAL SETUP The chart on the next page provides a list of the areas that need to be addressed in setting up your shop operation In this section each area is discussed as it appears in the workflow so that you can fully understand the purpose of each option and record you ll be working with Therefore we suggest that you read this section completely before beginning any setup activities Note that the Credit Card Processing setup is completed by your Accounting Department staff as is the setup of Sales Taxes not included in the chart Details on those processes are included in theSetup Procedures section of this Guide If you have two shop departments such as Aircraft Maintenance and Avionics or a P
228. T ACCOUNT 4 Uncheck the Hold box and OK the invoice 5 Itis not possible to update the inventory record itself at this point NTING amp BACK OFFICE OPERATIONS Apply COD and Credit Card Pre payments If the Purchase Order specified C O D payment you should see it as the Pre Payment Type when you review the Payable Invoice If not you can select it now Then you should click the Pre Payment Check ellipses button to view currently available C O D checks Select the check that matches this order and it will be applied as a payment on the invoice Now you re ready to uncheck the Hold for Review box and OK the invoice If the C O D check fully paid the invoice then your work is done If not you can pay the remainder with a separate check In similar fashion you can see a reference to the company credit card which was used for pre payment if the Inventory Clerk noted it on the Purchase Order If not you can select the credit card now Then when you uncheck the Hold for Review box and OK the invoice it is automatically marked Paid in Full But a new invoice 15 created for that amount on the Credit Card account A note in the Comments field references the original purchase invoice for you Using this method is not only fast it also provides a consistent audit trail for purchases You won t have to wonder how it was paid before you look it up in your database when a question comes up purchases will be listed as Payable
229. TER WORKFLOW Flight Dispatch amp Check In Process Credit Cards Customer manually or online Invoices VISA MasterCard Ss Fuel Meter Justification Report Verify that all Fuel sales and Aircraft Rental sales have been posted Aircraft Time Justification Report Shifts are generally used when an FBO uses more than one cash drawer You may be able to skip this step Close Shift Close Credit Card Batches Sales Receipts Report Balance and submit cash from drawer checks and reports to Accounting Department Credit Card Batch Summary you ll find that the invoice is automatically created for you when the flight 15 checked in Because after all the point of all that customer service is to be able to create an invoice that provides income for the company 214 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATIO CHECKING OUR WORK After a busy day of creating invoices and responding to customer requests it s time to take a look back at the day and make sure everything was done correctly then close out the Cash Drawer and submit everything to the Accounting Department There are two reports you can run to spot missing invoices for either fueling or rental operations We ll begin by running Fuel Meter Justification Report which is located at Accounting Invoicing Reports and Listings Tab 2 a Ham This report
230. TING AND RUNNING SQL A server of any kind exists to provide services to users Windows 2003 Server has many Services running to handle all the chores of running your domain In a strict sense then SQL is just a program that bundles several services together to perform database chores for you Two primary services are exposed to you e MSSQLServer This is basic program itself If the service isn t running then program isn t running That means you won t be able to log in to SQL or run TotalFBO or access any other SQL databases The default of course when SQL is installed is to automatically start the service whenever the computer is booted If it s not running you can start it through Control Panel gt Administrative Tools gt Services Services cannot be run on a computer unless they too have appropriate authentication e MSDE SQL2005 Express installation defaults these services to run in the Local System account That means that whatever the administrator account is for the computer MSDE is installed on you ll need to know the password to be able to handle any troubleshooting of MSDE itself that may come along e Installation of SQL 2000 2005 gives you an option to use the Local System account or else enter a user account from your domain What should you use Here s the pros and cons of each You ll need to choose what fits your network best Local System Account This account may not have access ri
231. TUP Before your first student walks in the door you ll want to set up the courses he ll be taking from you at Operations gt Flight School gt Update Courses Begin by creating a course for each of the certificates you train for such as Pinch Hitter Private Instrument Commercial Aerobatic or specialty type ratings Within each course you ll define individual lessons both flights and ground school time and any simulator hours you require This is easily completed by simply pulling out your approved syllabus and entering the information If you re approved for VA reimbursement be sure to check the box on the course record Student records will be available for special reporting in order to meet VA requirements AIRCRAFT SETUP Your next step will be to set up the rental aircraft at Operations gt Aircraft gt Aircraft Setup You may find that the aircraft records have already been created perhaps by others in your company who are responsible for aircraft maintenance The aircraft record is used in many functions throughout Total FBO so be very careful about deleting or making changes to them Flight School users will be concerned with several areas of the aircraft record organized on Tabs 1 2 5 6 amp 7 In the General Tab you ll enter the Aircraft Tail Number and select Company as the Classification since these aircraft will be operated and or owned by your own company The most important decision you ll make on
232. The backup file that SQL creates is not much smaller than the actual database If you want to compress the file so it can be easily taken off the server and stored off site you ll want to use PK ZIP to handle it for you After the backup file is created by SQL this function uses PKZIP to compress the file and save it to a new location When you complete this section remember that your are actually sitting at your local workstation computer i INSTALLATION TotalF BO User Guide 51 You can type in the correct path to locate the backup file that was created on the server and also the path to the target directory you want to use for the PKZIP file But the easiest way is simply to use the browse buttons to locate both directories This insures you ll get the results you expect Attempting to back up directly to a CD RW disk is not recommended Most often these backups will either fail at creation or be unusable when you need them If you wish to use CDs as your backup medium back up to a hard drive directory first then write the backup to the CD separately How to Restore a Database From a Backup Restoring a SQL backup must be done while no other users are in the program You can use the Administrative Lockout function to keep users from attempting to gain access while the restore function 15 working Restoring is done from your Windows Desktop at Start gt Programs gt TotalFBO Version 5 gt User Utilities5 gt Maintenance gt Back
233. This special accounting task 1s accomplished by selecting the expense account as an override on Tab 3 of the Customer record Your Accounting Department staff will establish several customers for your use Here are some examples for you to adapt to your own situation Shop Expenses Non Billing This would be used for posting parts used in tool repair cleaning supplies and the like These items should reduce inventory and increase shop expense Charter Aircraft Maintenance Internal Billing This customer is selected on shop orders for maintenance of aircraft used in Charter Operations The Accounts Receivable account override is Charter Aircraft Maintenance Expense Flight School Aircraft Maintenance Internal Billing This customer is selected on shop orders for maintenance of aircraft used in Flight School Operations The Accounts Receivable account override is Flight School Aircraft Maintenance Expense Ramp Equipment Maintenance Internal Billing This customer is selected on shop orders for maintenance of ground service equipment used in Ramp Operations The Accounts Receivable account override is Line Equipment Maintenance Expense NORMAL CHARGE CUSTOMER DR Accounts Receivable Asset CR Income for Sales Income DR Cost of Goods Sold Cost CR Inventory Owned Asset CR Sales Use Tax Liability Liability Used for Normal Sales to Outside Customers SHOP OPERATIONS TotalF BO User Guide 333 M
234. TotalFBO User Guide APPENDIX O T PRIVILEGE OVERRIDES FOR REPORTS 221222221 Defaut Our changes General Area __ Description Reaa write Read write Reports Dispatch ______ Flights Reports General Ledg Cross Dated Journal Entries Reports General Ledg Department Listing Reports General Ledg ull JEs One Account BT _ 93 APPENDIXF TotalF BO User Guide 483 PRIVILEGE OVERRIDES FOR REPORTS eat our changes General Area Description Reaa write Read write Reports Inventory 5 O Reports Inventory Fuel Meter Justification Report Reports Inventory Fuel Meter Summary Reports Inventory Fuel Oil Summary O Reports Inventory Inventory Change List Reports Inventory Inventory Received O Reports Inventory C2 ss J cee Tl J su 484 TotalFBO User Guide APPENDIX 222 mmm PRIVILEGE OVERRIDES FOR REPORTS Our changes C Resil Wate wt 5 ______ TJotalFBOG User Guide 485 PRIVILEGE OVERRIDES FOR REPORTS 22122222221 Defaut our changes General Area Description Reaa write Read write 5 5
235. Update Licensing from the menu 4 Insert a new Licensing Record If for some reason you are updating licensing after initial installation you can CANCEL out of the window that appears However on initial installation you ll need to complete all fields properly so that your new databases can be created SQL Server Name Enter the name of your server f you have installed SOL 2000 or MSDE This 15 usually DNS name of the computer where the server is running If you have multiple installations of SOL on a machine you can give each of them a separate instance name though this 15 less common If you have installed SOL 2005 or SOL 2005 Express Your default server name and instance will be the computer s DNS name TOTALFBO SQL Server User ID Password Enter a username and password with administrative access to the SQL Server program TotalFBO QG needs this level of access in order to create your two new databases and add appropriate logins for them Usually your sa user and password established when you installed SQL Server or MSDE Express is best for this Data Database Name Enter the name you want to call the database for your user data Avoid using spaces or special characters in the name The default is TFBODATA INSTALLATION Database Name Enter the name you want to call the database for your common data Avoid using spaces or special characters in the name The default is TFBOCOMMON T
236. When your POS machine transaction is complete or if you re going to use Online processing click the Payment button at the bottom of your invoice window Begin by entering the Amount Paid Simply Clicking the button next to the field or using the F5 key on your keyboard will enter the total of the invoice for you automatically 210 TotalFBO User Guide Using Standing Credit Cards is helpful when the customer is not present but usually costs your company a larger processing fee Always swipe a card if possible FRONT COUNTER amp RAMP OPERATIO If the customer overpays and wants change or splits his payment into two forms of payment you can change the amount here accordingly Next we must select the form of the payment 1 Ifyousimply OK the line the default assumption will be Cash 2 Select Check EFT for personal or business checks The screen will change to allow you to enter a check number as a reference for the deposit 3 Select Gift Certificate when the customer presents a gift certificate issued by your company If there is a serial number on the certificate the you can enter it too 4 Ifyou select Credit Card Other the screen will change to offer you various fields depending on your setup If the customer has credit card information on file with you in his customer account record an additional button will appear titled Use Standing Credit Card You can select from any of the cards on file and automatical
237. a Undeposited Receipts Sidestep at the start of the Invoice Offsite Fuel Credit Revenue Invoice Style Sheet has been defined Sales Income Rental Default number of copies to print specified Sales Income Instruction GL Accounts have been marked Rental Instruc Sales Tax Liability if any tion and linked to Billing Rate description Instructors marked as Pilots in Employee Records Aircraft marked as Rental in Aircraft Record Gift Certificate sold on a previous invoice to an other customer Maximum Offsite Fuel Credit per gallon limit set in Invoicing Options CHARTER OPERATIONS CHARTER OPERATIONS Included in this section e Quote Defaults Aircraft Setup Pilot Records Dispatch Setup Schedule Setup Preparing Quotes Scheduling Trips Dispatching Flights Check In Invoicing Trip Expenses FET Taxes Staying Profitable Charter functions within Total FBO are designed to meet the needs of flights operated under FAA Parts 91 135 and 121 If you re simply providing pilot services and a rental aircraft photo flights etc see the Flight School Operations section Even if you re doing several kinds operations from the same fleet of aircraft the power of integration makes it easy to track maintenance schedules customer billing pilot duty time and profitability all on time instantly available and without re entering any data And don t forget to have a chat with your Network Consultant
238. a aT na i eed This will be your only notice that the core has been accepted for repair but Fare d Pal pax Me ses j your task 15 to identify it and close the core record Comum Pari ns Amir Juin Surlar You ll have good clues by running Cores Outstanding report from Inventory module Listed here will be all those items you re looking for an answer about You should be able to match the item to the credit you ve received Complete the core tracking cycle by using the Receive Shipments function to complete the Purchase Order which was used to send the core back to the vendor If necessary issue an invoice or credit memo to the customer and make a note of it on the Cores record at Inventory gt Update Cores If you are notified that the core is not repairable use the same method but manually adjust the Core Status on the record to show Discarded NTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 139 A common problem with cores is that vendors differ widely in their response times Unless you nag some vendors it can be many months before you are credited for a repairable core Some larger FBOs have found that withholding payment until a core status is determined can result in answers as soon as 10 days Consider adding terms to your Purchase Order indicating your requirements for Vendor performance in this area Pay Bills Vendor invoices are pai
239. able to reduce the size of the logs STEP 3A IMPORT V3 DATA TO SQL DATABASE 1 On your workstation desktop navigate to Start Programs TotalFBO Version 5 Convert3 2 Go to Conversion 3 to 5 Conversion 3 Enter the locations of your databases for both Versions 3 and 5 along with the passwords required to access your new Version 4 databases This information is the same as was entered in the Licensing Information for both programs Note that only Passwords are Case Sensitive You may perform your User Datafiles conversion more than once or convert multiple user databases from Version 3 but it 1s only necessary to check the box to Convert the Common Files database the first time However even if you don t check this field it is necessary to complete the location and access information fields each time INSTALLATION TotalFBO User Guide 31 Converting Common Files is necessary if you have been using the Charter Module in order to preserve your custom changes for airports and fees If you have not been using the Charter Module it is not necessary to convert the files as initializing the database has already populated the database with the latest information available After converting your Common Files database you should proceed to the next step to update your data to the latest available STEP 3B IMPORT COMMON SUPPLEMENTAL DATA The Airports Zip Codes FAA Tail numbers and Aircraft Types Countries and P
240. account again You can then proceed to use or apply the credit memos in both Receivables and Payables Be careful not to change or delete either of these credit memos Doing so would cause a balance to remain in the Pass Thru Transfer account This 8 BACK OFFICE OPERATIONS 7otalFBOG User Guide 141 MOVE MONEY BETWEEN AND Automatic Payables Function Holding Company Customer Account Fuel Company Vendor Account Closed Batches 1000 Fuel Loads Invoiced 5000 Vendor Credit Memo 950 Vendor Credit Memo 950 Credit for Fees 50 Balance 0 Balance Payables Credit Memo Pass Thru Transfer Account Move Money Credit Card Fee Expense Account This function is commonly used when the fuel supplier also processes credit cards for you Other cases occur whenever a customer performs a service in trade account should always have a Zero balance as its only purpose is to enable posting a pair of journal entries at the same time so that detail ledgers for two separate Control Accounts can be maintained in sync with the General Ledger 142 TotalFBO User Guide ee et pe sea re ACCOUNTING amp BACK OFFICE OPER Pay Notes and Leases Notes and leases are paid from functions on the menu at Accounting gt Payables gt Make Payments You ll follow exactly the same steps as if you were paying a vendor s invoice But instead of enteri
241. accounting records to appear as though the money was received before it actually was preventing you from balancing your checking account properly SHOP OPERATIONS ZotalFBO User Guide 313 Create Warranty Invoices At any time during the life cycle of the Shop Order you can issue invoices for Warranty labor and or parts The Discrepancy or part must be marked Warranty in the Shop Order which makes it available for separate invoicing and shows it as Charge to the customer PART 5 LOGGING THE JOB Depending on the aircraft and your relationship with the customer you may handle the final paperwork either before or after the Shop Order closes 00000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 LOGGING THE JOB Shop Workflow Part 5 000000000000000 SHOP ORDER Discrepancy Resolutions Update Maintenance Logs Logbook Label Updates Aircraft Maintenance Items Next Due Times Easily import text from Discrepancies individually or by Job Classes you define to produce logs and FAA 337s SHOP ORDER Update Discrepancy FAA 337 Resolutions Form FAA 337 See Helpscreen topic Help Cross Billing Shop Orders 314
242. ach workstation Setup desktop shortcuts using SETWORK or install program locally using WSSETUP NOT from the CD Customize Global Options Tabs 3 amp 4 Setup Station Specific Settings as needed to direct printing to specific printers and for specialty equipment Workstations must be running Windows 2000 or later the latest version of Ms XML must be downloaded from www hbcinc com an environment variable may be required and an Internet connection must be available BET SYSTEM REQUIREMENTS Any software is dependent upon the platform upon which it runs Investing in a well designed computer system will pay big benefits in both reliability and productivity Trying to limp along with poorly designed aging or poorly maintained hardware will result in damaged or missing data slow performance and down time We encourage you to budget approximately a third of your total acquisition cost for hardware each year and devote these funds toward maintaining and upgrading your system in a coordinated manner INSTALLATION The following chart can be helpful to you and your systems consultant in this regard ITEM WORKSTATIONS Operating System RAM Memory BARE MINIMUMS REASONABLE Windows 2000 Pro 206 Megabytes Windows XP Pro 512 Megabytes Hard Drive Freespace 200 Megabytes 1 Gigabyte Display Adapter Color VGA Color VGA Display Settings 800 x 600 x 256 1024 x 768 x 16 bit SERVERS Operating System Windows XP Pro Windo
243. additional hours manually to the timecard can be a tedious task It would be easier to create an additional shop order or invoice using a special non billing customer to capture this time Then ALL of an employees time would be included in the Billable Hours report and building the time card becomes much faster Time Clock An alternative method of capturing time is to use the Time Clock function Each employee can clock in and out from their own workstation or a designated unit Shop mechanics can even clock in and out of specific Shop Order Discrepancies throughout the day so that billing can be updated automatically as well amp BACK OFFICE OPERATIONS ZotalFBO User Guide 145 Continue to monitor these areas Payroll Clerk Add New Employees Deductions Regular duties and responsibilities Verify Time Verify Billable Prepare Pay Tax Hours Payroll Deposits Clear Payroll Reconcile Prepare Deductions Insurance Quarterly Advances Promptly Invoices Reports Prepare W2s and 1099s 146 TotalFBO User Guide See Helpscreen topic Help jJ Using Time Clock See Helpscreen topic Help N Making Time Cards See Helpscreen topic Help N Prepare amp Commit Pay See Helpscreen topic 7 Help N Making the Paycheck ACCOUNTING amp BACK OFFICE When you build time card you ll also be offered the opportunity to include
244. again Everyone s grumbling and management 15 never really sure if the counts are accurate Fortunately FBO uses the Perpetual Inventory method of tracking inventory That s an accounting term that simply means everything 15 updated continually and the counts are keyed off of a date What that means to you 1s that you re now free to take a physical count any time no more waiting until the end of the year and losing your holidays And you no longer have to rush to enter the counts before the next sale because TotalF BO applies updates using the date counted and considering any activity since that time As organizations and their inventories grow at some point it becomes impossible to take a count of every item all at one time So accepted accounting guidelines allow you to count inventories in smaller sections throughout the year The requirement is that you must establish a written plan that shows when each sectopm will be counted so that the entire inventory will be counted at least once a year Then you must follow your plan and document that you followed it If you re using Bin Locations in your Inventory records in TotalFBO you can easily design a schedule that shows what bins will be counted and when The schedule is up to you monthly weekly or even daily The more the task becomes a standard part of someone s job the easier it 1s to do As counts are updated the Adjustments Made report and the resulting ac
245. ails on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics Help N for more details 56 TotalFBO User Guide ENTERPRISE OPERATIONS T DATABASE STRUCTURE When you log in to your Enterprise database you ll have access only to specific locations as defined by your User Id privileges If you can only access one location you ll never be aware that there 15 other data in the same database However if you can access more than one location you ll be presented with a selection window Each location operates individually as though it were an independent database Users enter normal daily transactions and run reports for their own location However Customer and Vendor Accounts are available to all locations A customer is assigned to a Home Location usually where his aircraft 1s based or else the first location to do business with the client Sales can be made and payments posted from any location However only the Home Location sets pricing policy and handles collection of any receivable balances Depending on options and privileges inventory in other locations can be searched and identified when needed However the item must be formally transferred to another location to be sold from there Home Office management staff may run reports for the entire Enterprise by accessing them from Location Zero
246. ain the information necessary to track data by aircraft or by flight to analyze margins produce FET tax reports Flowage Fee reports Ramp Fee Reports Airport Commission reports etc e Your POS package doesn t help you track information by tail number doesn t have customized fields for selling rental and instruction flights billing charter trips up charging for Prist or automatically pricing fuel by volume sold over time to specific customers These software programs themselves may be excellent packages for general businesses but you re in Aviation and you have specific needs mandated by the FAA and by your competitive environment So you made the choice to upgrade to TotalFBO knowing that it s designed for YOUR needs with all the features and fields and reports you must have already built in and available from Day One Taking advantage of these features requires only that you enter your price for Prist set up that volume pricing plan add tail numbers to customer accounts etc The more you tell TotalFBO what your requirements are the better it can serve you Improved Workflow between Departments Your Charter department uses software to prepare a quote but then the invoice has to be generated manually entering all that information again to another piece of software e Your invoices are generated at the Front Counter but all the airline fuel sales must be billed in the Back Office That means fuel inventory can
247. ains excellent control over your data there are still hardware failures network problems and power interruptions which can potentially cause a loss of data If one of these occurs during the processing of a transaction such as an invoice or shop order 7oralF BO has a built in detection and correction function to get you going again quickly The X Files Your data is stored in tables and complex transactions are stored in several tables at once In the event of an unexpected interruption it 15 theoretically possible for part of the data to be stored and part lost leaving behind an incomplete transaction Therefore as data is being written to the tables the last previous state of the transaction is stored in a special set of temporary tables called The X Files When a transaction is successfully stored the temporary data is erased ILESHOOTING amp DATA MAINTENANCE TotalF BO User Guide 387 Thus any data found in the X Files either indicates a transaction currently in progress or a transaction which needs to be repaired You can see what s in your X Files at any time by running the report at Accounting gt Invoicing gt Reports and Listings gt Uncommitted Transactions If the report is not empty first verify that any items are not just transactions in process at another workstation For any remaining items simply locate the Invoice or Shop Order from the appropriate Browse Window and open it with the Change button
248. aint Shop your Account Department will have established General Ledger Departments for each profit center You ll be selecting the correct department on each shop order or discrepancy item as appropriate Be sure to coordinate with your Accounting Department staff to insure proper posting Your Accounting Department staff will also establish the Internal and Non Billing accounts which are discussed later in this section If your operation includes parts sales over the counter you ll also need to read the Front Counter and Ramp Operations section for information on selling inventory on invoices SHOP OPERATIONS TotalFBO User Guide 291 SHOP OPERATIONS INITIAL SETUP Z Inventory Departments gt Parts and Oils Records Parts amp Labor Price Classes Mechanic s Employee Records Company Aircraft Records 7 Options Credit Processing Z stop Order Options 2 Station Specific Settings Kits and Macros Set up Inventory Departments with overrides to appropriate accounts Set up Style Sheets for Purchase Orders set up Price Matrices select markups for outside repairs and other options Create an Inventory Record for each Part and Oil type to be sold set prices and taxes Establish Price Classes for your customers with formulas for providing the correct price on each shop order Create employee records for each mechanic selecting Mechanic option and setting bil
249. aircraf Do you have jets in your fleet setup 514 TotalFBO User Guide APPENDIX G Do you pay sales commissions to your quote staff Affects charter setup Do you use aircraft not based at your home field Affects aircraft setup charter options charter procedure Positioning legs are flights taken o move the aircraft to a location convenient for either the customer Affects aircraft setup charter or the company options charter procedure Do you charge a cheaper rate for positioning legs Do you do international flights Are flights conducted entirely ith your state borders considered sales taxable Do you grant any free standby time to customers Affects aircraft setup charter options charter procedure Affects charter options charter procedure Affects charter options charter procedure Example categories include Affects charter options local interstate amp international or charter procedure GL scheduled on demand cargo etc setup Affects charter dispatch charter invoicing Do you schedule for aircraft n Affects scheduling setup Do you schedule for condos or rental property Affects scheduling setup Do you schedule for staff members Affects scheduling setup Do you allow customers to make changes to the schedule Affects security setup Do you charge by the seat Do you track customer preferences APPENDIX Use
250. ake it easier to do backups it still does not enforce any particular backup regimen The schedule that follows 15 a recommended schedule that will provide ample protection 1 Daily Backups should be performed daily Keep the daily backups for at least a week 2 Weekly Backups should be performed weekly The weekly backup should be taken to another site for safe storage such as a bank deposit box or a filing cabinet in the boss s home Keep the weekly backups for at least a month Otherwise you open a window of vulnerability during which it would be possible to lose everything If something catastrophic fire 15 a good example were to happen before you left again with the new backup all your backups are in the same location 3 Monthly Backups should be performed monthly This should be stored off site again providing long term backup safety for your previous month archives You should have at least two complete sets for succeeding months set one for April set two for May but the more sets you have here the better This would normally be done just after the monthly close process or if you don t close regularly on the last day of a month TotalFBO User Guide 49 Remember one of Murphy s Laws states that those who don t do good backups are the ones who will need them the most 50 TotalFBO User Guide See Helpscreen topics Help N Backup amp Backup Scheduled INSTALLATION TURE How to
251. al Controller Ledger Reconciliations INTING amp BACK OFFICE OPERATIONS Total FBO User Guide 115 116 TotalFBO User Guide See Helpscreen topic Help N Customer Statements ACCOUNTING amp BACK OFFICE Receivables Clerk This busy position is responsible for everything under the general heading of Customer Sales Most of the sales activity will be taking place as employees create invoices and shop orders in other departments but there are a few activities that are best done in a secure environment such as posting customer payments and making certain adjustments to customer accounts The heart of your customer activity lies in the Customer Record Take the time to read the Helpscreens and become familiar with the fields and related functions You ll find that the more complete this record is the easier it is to create invoices and the more accurate your accounting will be e For instance selecting a default fuel type or sub type can help to insure that any special price arrangements for this customer are implemented without relying on CSR s memory e Assigning one or more Selection codes to an account can allow you to create custom reports for specific groups of customers Keeping credit card information file can give you a hand when it comes time to enforce credit terms Simply notify customers that charges not otherwise paid on time will be automatically billed to their credit
252. al Prompt Plural Tab 5 Miscellaneous Supplies Phrase 5 a 9 gt 9 On nA oo o gt a D 0 o 5 w fo O O 5 O O 5 5 V D D O 2 Qo gt N Dl D C 100 O fo o S 5 o gt g Q O Qo 2 U Z 2 3 8 D D O O V o O 2 O O O e D D 2 gt O 5 md D 5 c O 5 Z 5 D lt E 5 2 E 5 0 29 D ivo 5 5 a Tl 5 0 5 3 J gt 2 5 Q 0 7 3 3 O O General Options gt Tab 1 Quote Tab 5 Quote Discrepancy Singular Discrepancy Singular 62 TotalFBO User Guide ENTERPRISE OPERATIONS TAM MODULE AFFECTED OVERRIDE SELECT DEFAULT General Options Tab 1 Quote Tab 5 Quote Discrepancy Plural Discrepancy Plural General Options Tab 1 Misc Tab 5 Misc Supplies Percentage Parts Supplies Percentage Parts General Options Tab 1 Misc Tab 5 Misc Supplies Percentage Labor Supplies Percentage Labor Shop Order Style Sheets 2 Shop Order Style Sheet General Options gt Tab 1 Fuel Price 4 Fuel Price Names Names General Options gt Tab 2 Tax Tab 3 Fuel Tax Names Names Inventory gt Update Invento
253. ales taxes and any fees or commissions which are based ona percentage of sales amount TotalF BO User Guide 83 Establish formulas used to automatically calculate prices for each class of customer Select default price classes for new customer default credit terms and other options Establish Customer Holding accounts for credit card payments Establish list of accepted cards OFFLINE Select options for invoicing establish invoice number format select line types available on invoices Define one or more printout formats for invoices Define one or more printout formats for Customer Statements Airline Fuel Statements and Compound Statements Define one or more printout formats for Shop Orders Create accounts for Internal and Non Billing customers for transactions between departments and inventory use Enter or import customer accounts Enter or import outstanding invoices or customer balances as of the TIME ZERO DATE Enter Open Shop Orders correctly Set up rental spaces and turn them into recurring charges then add other items suchas club dues 84 TotalF BO User Guide res tee ee J m Dm k Lr Tarde dope 1 SETUP PROCEDURES ll Price Classes After that it s a good idea to make sure Price Classes are established You ll be assigning customers to Classes which determine how the final price is calculated For instance you may just set a flat price w
254. all If you have a small peer to peer network the server may even be a workstation at someone s desk Any computer with a connection to your network is a potential avenue of access to your data Be sure that you re following good physical security procedures with basic locks on office doors Train your employees to avoid allowing customers or delivery personnel into office areas where computers are available When a staff member is away from their usual station temporarily it s easy for anyone to use their computer and receive the same level of access as the employee While 34 party screen savers are not a good idea using the screensaver within Windows with the password function 15 a good choice After a few minutes of inactivity the screen is covered and access to the computer can only be regained by entering a password Don t set up computers in customer lounges testing areas or training centers that also have access to your network Your network consultant can show you how to allow these machines to use your internet connection without permitting access to your internal network If you have a computer in your Line Shack be sure it 15 continuously monitored has extremely limited access and is secure after hours Network Connection Be sure that each user 15 required to log in to a computer workstation and don t allow passwords to be blank or common among groups of employees If you have a network with a server that s running W
255. all categories are complete and correct Add account numbers to customize default journal entries for sales and payroll in specific profit centers Review Fiscal Year dates Set Fence Dates and other options Select a beginning as of date for all accounting information Little else can be accomplished before the Chart of Accounts and general accounting defaults are established Let all staff members who will assist with Setup know the TIME ZERO DATE so that all balances and supporting details will be coordinated 72 TotalFBO User Guide See Helpscreen topic 7 Help N Chart of Accounts cmm ee dug a i zanl rn al EZM NL E r mari MA PE IT Pax N AE 1 dadas Sy fie gm Se uS h aw i EE Faral ED EH E T n SETUP PROCEDURES TU RE You ll come back to customize overrides bit later But with your list of departments established you ll be able to select them on income cost and expense accounts as you work with the next task of Accounts If you have been working with a chart of accounts which you are comfortable with it s usually a good idea to retain the same numbering when you move to Total FBO The easiest way to approach this task is to simply CHANGE the existing numbers on the default chart of accounts to match numbers for similar a
256. ally Customer has already been created in the Database Accounts Receivable Customers with appropriate credit limit and terms established Sales Income Inventory Customer s appropriate Price Class has been Sales Income Service fied Sales Tax Liability Customer s Sales Tax rate and exemption status has Cost of Inventory Sold been specified Inventory Asset Invoice Style Sheet has been defined so that print ing will be correct Default number of copies to print has been speci fied Parts or Oil items are in Inventory GL Accounts have been marked Sales INT COUNTER amp RAMP OPERATIONS _ User Guide 241 REFUNDING A CUSTOMER S CREDIT BALANCE CASH OR CREDIT Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TODO Can be done as payment section of credit memo invoice or as separate invoice Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Payment Information Select the Payment Button Enter Dollar Amount to refund use NEGATIVE number Select Payment Means If Cash select Cash button OK the Line If Credit Card select Credit Card Other requires sufficiently high privilege level If Online processing select prior transaction for validation If Offline processing enter credit card informa
257. and perhaps training flights for other employees or charter pilots Occasionally there are other Price Classes to 276 TotalFBO User Guide Even Contract Instructors must have an Employee Record so that you can bill for their Instruction Time However Contract employees are not included in Employee reports and receive a 1099 at year end See Helpscreen topic k Help N Pilot Records See Helpscreen topic Help N Flight School Initial Setup amp Options FLIGHT SCHOOL OPERATIONS 22 T handle discounts given to the military club members or formal ground school classes Note If your instructors sometimes provide pilot services such as for photo flights you Il need a billing rate for these hours as well The prices themselves are set up on each instructor s Employee Record in the Billing Rate fields Again there 15 no limit to the number of rates you may establish and the typical Flight School will have a rate for Primary another for Advanced and perhaps another for Multi instruction INSTRUCTOR PILOT RECORDS While you re working with each instructor s Employee Record at Accounting Payroll Update Employee Basic Info be sure you check the box Is a Pilot Checking the box reveals a button which will allow you to create and or link to a Pilot Record You can create pilot records directly at Operations Dispatch Update Pilot Records but you must link instructor records to their corresp
258. and the specific needs of the pilot When you create an invoice and select a Fuel line you will change the Op Type from Sale to DeFuel You ll select the type of fuel you re handling and then the truck or tank receiving the fuel This enables you to indicate quantity independently of meter movement In some cases the meters will move backward and in some cases there may be no meter movement at all You can also indicate an amount to charge for the service an amount to credit for the value of the fuel or no price at all Defueling ADDS an amount to your inventory at a cost of zero unless you specify an amount to credit the customer for the fuel REFUELING When you are able to return the fuel to the same customer s aircraft you can use a Fuel Line on an invoice but select the Refuel Op Type Using the Refuel function allows you more flexibility in meter movement quantity and price than a normal Sale It s also a good way to correct any errors in Defueling SUMPS When you send fuel to a sump it 15 removed from your usable inventory Some FBOs use this fuel in their own vehicles or burn it for heating hangar space You can handle this inventory change at Inventory Other Fuel Operations Transfer between Tanks Select Sump as the Transfer Type at the top of the window The Sump function 15 the only operation which allows you to mix fuel types on a single transaction TRANSFERS At the same location you can adjust quan
259. ard correctly Typical programming information 15 available in the Helpscreens Can you authorize but not settle If so verify that the information on the Settlement tab s of your Processor record is correct Also recheck that you have the latest version of Total FBO and Microsoft XML installed on the workstation where you re having the problem Check that you ve set up the correct Processor for the program brand you re working with see step 8 When you swipe a card do you get garbage characters in the fields on the Payment Line Window If so cardswipe device 15 not set up in this workstation s Station record When you have properly set up your cardswipe device the Payment Line Window will not initially display fields for you to enter the data Instead you ll see two big buttons The first says Swipe the card now and the second says OFFLINE PAYMENT If you can t settle how long has it been since you authorized the charge Each processor has different security limits on the period of time before an authorization expires Generally you should settle every day Ifa problem prevents settling immediately be sure you settle within 7 days Do not let a problem ride you ll lose money If you re still unable to resolve your problem you ll need to send a special set of files to Tech Support so we can analyze exactly how the failure is occurring The following instructions detail how to send us these files Also sen
260. are made There will be more time spent verifying and reconciling than in actual data entry for such things as vendor statements credit card statements inventory balances core charges travel advances etc Create C O D Checks When the UPS delivery person is running through your door you don t have time to figure out what 15 being purchased and how it should be posted to your records so you can prepare a check Luckily TotalFBO makes handling C O D shipments a breeze See Helpscreen topic Hopefully the process will start with the Inventory Clerk noting on the Help Purchase Order that shipment will C O D This not only sets things up for good control but can give you advance notice that a check is needed Handling C O D Deliveries But whether you have time to get the check ready in advance or not you can get 1 done in a snap by Inserting a new check at Accounting Checking Update Checking Entries maceria me tena es After you select Check as the Entry type you can select C O D check for this entry Doing so automatically completes the Disbursement section of the entry for you so all you have to do 15 verify the check number select the vendor name and enter the amount C O D checks are all held in a special Liability account called C O D il Payments Holding You can see them in C O D listing report and also track them from the Checking Browse window When you ve print
261. argin Now that you have a matrix based on cost inserting the properly marked up value into the Fixed Price 1 field your Price SETUP PROCEDURES TotalFBO User Guide 97 Class should just look for that field and use the value there You ll also want to review what s been established for selling Fuels and Oils Your Price Classes are located at Inventory Options and Settings Update Price Classes Options amp Style Sheet There are a number of other options that need your consideration at Inventory Options and Settings General Options A primary concern in your selection of the Costing Method for Fuels Parts and Oils The default selection is Average though you may also choose LIFO or FIFO and you need not choose the same option for all types of inventory Note that this selection must match your letter of election to the IRS and cannot be changed except once each year with the approval of the IRS If you not sure be sure to check your election status with your tax accountant Another important recommendation 15 to check the options to Force Vendor Invoice when Receiving and also to Set Invoice to Hold for Review This guarantees that your General Ledger will be posted automatically when items are received into inventory AND that the accounts used will be the same as those which will be used when the item 1s sold or disposed of The vendor s invoice 15 automatically created for you as a payable item but placed
262. arked 6 At the conclusion of the program installation process you must verify that your licensing information has been entered exactly as provided on the sheet included with your CD ROM or as faxed to you by Horizon Business Concepts Inc This is done by running the UserUtil program See Licensing INSTALLATION TotalFBO User Guide 53 7 The first time you start Total FBO after an update it will take a few minutes to update your database to take advantage of the new features If you have more than one data directory you will need to log in to each one so that it can be updated Loading Supplemental Files Several additional databases are now incorporated in every release of the software itself e Airports and Prevailing Winds information is used for Charter operations Zipcodes and Country information is used throughout the program to speed and verify address entry e Aircraft and FAA Tailnumber information is used in Invoicing and Concierge operations The first time you start the program these files will be loaded for you automatically You will be notified in future updates when it is necessary to reload the file because of changes to the data Updates can also be downloaded from our website To load Supplemental Files go to File gt Import gt Import HBC Supplemental Data If necessary use the ellipses buttons to navigate to the Home directory where the program was installed on the server t
263. artnership account 129 373 Parts Needing Work 360 Parts Organization 289 296 Parts section 96 Parts Sold Between Locations 334 Pass Thru Transfers 136 137 155 159 Passenger records 264 Passenger s baggage 265 Password 23 25 28 29 32 33 36 51 68 70 252 368 370 371 385 386 392 398 Pay calculations 146 Pay Descriptions 104 Pay History Reports 151 Pay Vendor Invoices 139 Payables Clerk 63 66 90 94 97 113 130 133 138 139 142 321 346 348 350 Payables Credit Memo 137 Payables function Move Money Between A R 328 Paying a Deposit to a Vendor 136 Paying an Owner s Personal Expenses 142 Paying Your Taxes 163 INDEX Total User Guide 541 Payments of payroll taxes 163 Payments Received 113 120 121 124 184 187 242 243 Payments to Vendors 138 139 Payroll Clerk 63 102 113 144 330 Payroll errors 267 287 Payroll preparation 144 Payroll Register 151 Payroll Reports 151 Payroll Taxes 102 163 PDF file 43 346 Peer to peer 12 15 18 22 25 368 Pending invoices 127 212 233 Performance 11 15 19 21 22 34 55 114 139 254 356 367 390 393 Perpetual Inventory method of tracking inventory 350 Personal credit card 140 Personal expense 146 Personal logbooks 144 Personal purchases 346 Personal statistics 151 Photo flights etc 249 Physical Inventory 221 350 Physical inventory worksheets 296 Picture of the aircraft
264. arts Income Avionics Parts Inventory Avionics Parts Cost Lost Avionics Parts Exp Avionics Parts Income Shop Supplies Expense Shop Supplies Expense Shop Supplies Expense Shop Supplies Income 340 TotalF BO User Guide When can you have duplicate items in inventory When the Part Number Description Department or Bin Location is different Fan SHOP OPERATIONS 7 A part may be moved from one department to another if necessary For instance you may create a special department for Obsolete Items that you would like to sell at auction By changing the department selected on a part you ll move it into the new category Then it s easy to print a list of those items for the auctioneer BIN LOCATION This field has little meaning for Non Stocking parts but it s critical for those items you do keep on hand The typical FBO will have a stockroom with shelf units which have been numbered or lettered to designate each shelf unit shelf and bin There ll also be stock stored in the Line Shack Front Counter Avionics Locker or Security Cage Whatever you call it you can enter it in this field When you take a Physical Inventory it will be more convenient for you to print your worksheets and enter changes in Bin Location order USING CATEGORIES These 4 major divisions of your Inventory Type Non Stocking Department and Bin Location are used to help you organize and select the informatio
265. ary requirement 15 that the drawer be opened with either a 1 or 2 digit code POS World is a well known equipment vendor that can provide other units that are tested to work well with Total FBO Check out what they have to offer at www posworld com To begin your setup of a cash drawer unit connect the unit to an available serial COM or parallel LPT port on the computer you will be using at your front counter Refer to the documentation that came with your unit to determine the type of port to be used e Cash Drawers can be connected to a separate port or can share a port with a locally connected printer if necessary Most parallel units are shipped with a cable that will allow you to share a printer e While sitting at this workstation start Total FBO amp and go to File gt Preferences gt Station Specific Settings Insert a station record for this workstation which will be used to identify printers and the cash drawer Once inserted and okayed be sure to click the button titled Select As My Station Record e the second tab of the Station Record designate the type of drawer and Byte settings The Byte settings define the signal which commands the drawer to open In addition you will select the port your Cash Drawer 15 connected to e If you re connecting to a Serial port use the third tab of the Station Record to designate the Mode settings for the COM port you ve selected Refer to your Cash Drawer manual for these s
266. at a premium rate All these standard rates should be entered to each mechanic s payroll record so they can be used for customer billing If a customer s price class entitles him to a discount for labor the billing rate will be adjusted automatically on the Shop Order 3 You ll be asked to select the Shop Order and Discrepancy for this time 4 Finally you may enter just the number of hours as hours and minutes or tenths or even enter the actual clock times depending upon what s most convenient and the records you re working from 5 Besure not to check the box to labor When OK ed until you have completed the batch and have exclusive access to all the shop orders If others are working in a shop order when you 308 TotalFBO User Guide SHOP OPERATIONS 222 7 GETTING LABOR ON A SHOP ORDER Shop Workflow Part 3 SSS KE AR Gaz naam man tin Bin VA VA Recorded by Mechanic as workday progresses Batch Mode Can be reviewed and corrected PAYROLL Labor Entry 9r Entered from Daily timecards Employee Records Includes correct Billing Rate as well as Employee Cost EN Shop Order 4 Discrepancy 7 2 Number of hours billed to Customer or Flat Rate Fees can be adjusted by Shop Manager Y Either or Both can be Included in Labor Write Of f Analysis Repor
267. at happens in the company into some meaningful category So if a lot of things fall into the Miscellaneous account it causes a lot of extra work in the Accounting Department Still the Miscellaneous line can be useful handling certain corrections such as when you ve made a mistake on the sales taxes for a previous invoice So rather than eliminate it entirely from the list this line may be limited by privilege level so that only supervisors and accountants can use it 206 TotalFBO User Guide moms l La 4 F F i See Helpscreen topic Help N Keyboard Macro FRONT COUNTER amp RAMP OPERATIO Set default behavior and access for Line Types at Accounting gt Invoicing gt Options and Settings gt General Options gt Tab 2 Why Ten Different Lines Well you re probably already figuring out that each type of line is used for specific things we sell Thus two things are true of these lines e The fields on each line are customized for what we re selling e line is programmed to make a certain kind of accounting journal entry and to make adjustments to Inventory if appropriate Thus you can change the titles of the lines 1f necessary but you can t make up a new line or change the purpose ofa line For instance you could change the Parts line title to Supplies if you never sell parts over the counter Or if you didn t do Flight I
268. atch the number which was on the POS machine batch printout When you OK the screen you ll get a report detailing the items in the batch You should attach it to the printout from the POS machine 2 Ifyou re using Online processing when you close the batch in TotalFBO it will also transmit the information necessary to settle batch with your Credit Card Processor For security reasons you ll not be able to select specific charges to include in the batch outstanding items will be batched automatically though they may be split into one or more batches because of the requirements of certain processors If there are items remaining to be closed you ll be notified that it s necessary to close an additional batch As each batch closes you ll receive a new report of the items in the batch Closing the Cash Drawer Now remove all cash checks gift certificates used and any paper credit card slips from the cash drawer and total each separately Print the Sales Receipts report in the Invoicing module and compare your totals to the report If you cannot reconcile all the totals note any variances on the report Then bundle all the reports and money into an envelope seal it sign and date it across the flap and pass it to the Accounting Department for further processing DAILY FUEL RECONCILIATIONS Usually the Line Department Manager is responsible for reconciling the fuel inventory In larger operations this procedure i
269. ategories so that they will be available on these invoice lines e Establish up to 20 different prices for each service sold For instance ramp fees which are charged by weight or aircraft size can be setup for fast selection on an invoice This provides much more accurate as well SETUP PROCEDURES TotalFBO User Guide 73 as faster invoicing when compared to asking your CSR to look up prices from a paper list e If you will be processing credit card online through a Multi Service gateway also select the Multi Service Product Code for each service sold Program defaults are already set correctly for inventory items such as fuel and oil When you re done check your work by printing the Chart of Accounts in both numeric and department order See Helpscreen topic Automatic Ledger List Most accounting systems ask you to define least few default accounts usually for such items as Current Earnings Retained Earnings or Accounts Automatic Ledger List Receivable TotalF BO needs these default accounts too but the list is longer because so many more journal entries will be made automatically for you Since you simply changed the default chart of account numbers to match your previous numbering scheme you should find that most of the categories in the Automatic Ledger list are already completed correctly Your task now is to review the list at Accounting gt General Ledger gt Update Ledger Struct
270. atement 288 TotalFBO User Guide FLIGHT SCHOOL OPERATIONS TotalF BO User Guide 289 SHOP OPERATIONS Included in this section e What s on a Shop Order e Parts Organization e Shop Workflow e Reworked Components e Core Tracking e Components Overhead Shop Orders e Other Internal Shop Orders e Work in Process e Categorizing Inventory Inventory Workflow e Returning Stock This section will give you a e Physical Inventory Process good idea of the WHAT e Other Inventory Functions amp Concepts WHY and WHEN of shop Managing Aircraft Records procedures Updating Aircraft Information e Aircraft Maintenance Cycle For more details on individual Scheduling screens and fields refer e Calibration amp GSE Maintenance to the Helpscreens in the Shops and Shop Operations in the aviation industry are as varied as ice cream program flavors but all of them can be served well by TotalFBO This is made possible by the high degree of customization possible in the program with the many options and style sheets available Helpful references to specific topics are available throughout this Guide In the examples and discussion to follow we ll assume a mid level shop with two departments handling general aircraft maintenance as well as avionics repair Our example shop services the public and also performs maintenance P Help on aircraft used the FBO for Flight
271. ates on Tab 3 of the Quote Is another Price Class selected on the Quote Whatis the Customer s Charter Price Class Any last minute changes Locate Price Class Formula Charter Select correct Invoice Aircraft record Use Formula and price to calculate customer s price In some cases you may decide to set a price in another field for a specific class of customer This is common for prices to Owners or for negotiated contracts such as freight contracts In these cases we have agreed to a special price based on separate cost and profit calculations So we ll choose to set that price on the Aircraft Record in another field say Fixed Price 3 and select the Pricing Method on the Owner or Contract Price Class accordingly CHARTER OPERATIONS Don t forget to define a Price Class for those times when you use an aircraft for company or personal business CHARTER PILOT RECORDS Begin by making sure each pilot has an Employee Record at Accounting Payroll Update Employee Basic Info and be sure you check the box Is a Pilot Checking the box reveals a button which will allow you to create and or link to a Pilot Record You can create pilot records directly at Operations Dispatch Update Pilot Records but you must link pilot records to their corresponding employee records in the Payroll module In addition to the basic qualifications be sure you add records indicating checkouts and cu
272. ave keystrokes during the actual creation of the quote and help customize the display and printout of the quote details Here you ll also set some quote calculation rules such as how much additional time should be included for landings takeoffs and vectoring Note that you can select the default unit for calculating the quote hours or distance separately from the unit used to display distances to the customer Your default Quote By unit can be overridden by the setting on an aircraft or on an individual quote Tabs 2 and 4 control how taxes and fees are charged As regulations change from year to year be sure to review your selections here Note that these settings work together with options set on the aircraft and airports records Set your own Flight Classes on Tab 5 and you ll be able to see what sectors of your Charter operations are growing or changing Local Interstate and International have been entered as defaults to get you started How about Contract Government Freight Scheduled Medical Brokered The look of the Charter Quote printout can say a lot about your organization and you ll want to customize the Style Sheet on Tab 6 so it includes just what you like Note also that you can define multiple Style Sheets to meet specific needs In addition to the customer s version you can create printouts for internal use or that display the itinerary only etc For the customer s copy consider adding text in the Trailer ar
273. ave the website and send an email to support hbcinc com telling us that your log files are ready for download where it is the name of the file and YOUR COMPANY NAME This last step is critical and cannot be done until your file is completely uploaded O J 5 amp DATA MAINTENANCE User Guide 399 CONTACTING TECH SUPPORT Horizon s Tech Support Team is known worldwide for its expertise and commitment to customer satisfaction We urge you to subscribe to or renew your CustomerCare Plan which provides access to support on a 365 24 7 basis Here s how to reach us Horizon Business Concepts Inc 721 West Queens Street Broken Arrow OK 74012 Phone 918 355 3469 Fax 918 355 3487 We appreciate your business and your support of TotalFBO and encourage you to let us know if there are program enhancements which would make your business run smoother Every request 15 important to us and even though there are many more items on the list than we have time to complete each day each item 15 cataloged and scheduled as quickly as possible Custom programming 15 available if you need an enhancement quickly and is often a more cost effective choice for your business than attempting to use another piece of software for a small portion of your operations The power of TotalF BO to build your business lies in its unique combination of features and tight integration W
274. ay Opportunistic File Locking unless disabled servers prevent access by other users to the same file for a minimum time limit What We re Using In Horizon s offices we use Windows 2003 servers with Windows XP at the workstations The system is connected using 100 megabit cards with UTP Cat 5 cable All our workstations are Pentium Vs or better with 512 megabytes of RAM NETWORK STABILITY amp PERFORMANCE ISSUES Every software program 15 dependent on the hardware and operating system structure upon which it runs for reliable performance Abnormal terminations can sometimes be the fault of the software itself and wherever these are identified Horizon will immediately work to correct them However in most cases abnormal terminations are the result of the operating system network software hardware or other software failures If you are experiencing abnormal terminations it is critical that the basic cause of the abnormal termination be resolved to prevent continuing corruption and instability of the database program You will probably need the services of a qualified network engineer or other computer consultant as this type of troubleshooting 1s outside the scope of Horizon s Technical Support service BT INSTALLATION TotalFBO User Guide 17 USING TotalFBO AT MULTIPLE SITES BO is designed to be used at a single location and is easily used in a multi user environment under most Local Area Network program
275. ay a fuel flowage 502 Total FBO User Guide APPENDIX G There may be state excise taxes What other taxes and fees are local fuel taxes or other airport prepaid to the fuel distributor Affects fuel tax setup Buyback is also called Repurchase Fuel companies make deals with large customers and force you to sell to them ata Zero price Then the fuel supplier reimburses you for the cost of the uel plus taxes plus an additional Affects fuel sub type setup profit amount and credit card setup Does your fuel supplier have a buyback program olume discounts mean that he more a customer buys the cheaper his price will be Affects fuel type setup Do you have a volume discount price structure Do you have any large customers who have a special volume price structure Affects fuel sub type setup Cumulative volume discounts enable a customer to purchase a quantity of fuel during a set time period and receive a discount or any purchases beyond that Affects fuel type setup and volume discount minimum customer record setup Does your fuel price include Affects inventory price option all taxes except sales tax and fuel tax setup Is Sales Tax charged on all fuels Affects fuel type setup Ramp vehicles may use auto gas on which state road taxes have Do you have any customers ho receive a cumulative Do you need to recapture been paid but since they do not state fuel tax for auto
276. ays by Waymire and Sawtell 26 TotalFBO User Guide See Helpscreen topic Help N Using the Website INSTALLATION 22 7 Installing TotalFBO Installation of assumes that you have properly installed a server on your network running Microsoft SQL Server Supported versions of SQL are Microsoft SQL 2000 MSDE 2000 Microsoft SQL Server 2005 SQL Server 2005 Express Edition e latest patches MUST be applied to each of these products before installing TotalFBO Small Business Server is NOT RECOMMENDED MSDE 2000 with Service Pack 4 is available on the program installation CD Your professional network administrator must be involved in the initial installation of Microsoft SQL e Installation of MSDE Express from the program installation CD database setup and subsequent program updates can be performed by any designated user with administrative rights to the network Installing on a Network Initial program installation should be completed while sitting at your SQL server Subsequent program updates can be handled from any workstation You can install to any shared Drive and Directory you choose The default is CATFBOS Before installing TotalFBO be sure that the server drive and or directory has been properly shared at the server and mapped at each workstation Furthermore each workstation and user must have FULL access rights to these directories The program must be insta
277. be used for paying other invoices When the job closes these deposits are subtracted from the total of the job and the customer will pay the remaining balance It s a good idea to install a magnetic card swipe reader in your shop for this purpose because swiped card transactions cost you less process than those you manually enter If you re processing credit cards online through Total FBO you can enter the credit card information from any workstation and have it authorized automatically in seconds Now you ll want to print out two copies of the shop order At the bottom of the Shop Order window you ll see a choice for the number of Copies to Print Select 2 and OK the screen Depending on your options settings you ll see a window offering you a selection of style sheets Choose the one you have designed for Customer Billing The customer will want to keep a copy of course and you ll need a copy which he has signed in the Comments area and also in the Credit Card signature band Now you can wave goodbye to your customer and get back to your desk Once there you ll probably print off additional copies of the shop order for the mechanic and the inventory clerk using appropriate style sheets for each 302 TotalF BO User Guide j j 8 Dmm Pra i p mop ts km b n m eee m Eku ul nf orm
278. before the last flight checks in Ifthe prior flight has checked in the correct times are probably displayed for you Otherwise you ll need to update them manually Equally important to verify 15 the Expected Flight Hours Aircraft maintenance requirements will only be reviewed through the expected return time Crew Select flight crew members and verify the shift starting times on Tab 2 The pilot s weight flows from their Pilot record or you can update it manually Passengers Select passengers set their seat assignments and load their baggage all on Tab 3 You can copy information to other legs for faster entry Passenger records are permanently stored in your database so that contact information and weight data can be reused for upcoming flights Fuel Oil Cargo Records As you selected the aircraft on Tab 1 the default CG loading data from the Aircraft Record is loaded for you and records for each fuel and oil loading point are defaulted You should adjust them now for actual fuel loaded for this trip Then add any records for cargo carried in addition to passenger s baggage selecting the loading point and legs the cargo will be aboard CHARTER OPERATIONS User Guide 265 International and Billing Information If you re traveling internationally this is where you can enter notes for the declaration page You can pre authorize a credit card deposit now and return to this screen after the flight 15 che
279. bility The Cross Bill function creates a Progress Bill invoice on open shop orders which credits this account Closing the shop order then debits this account and posts normal income 22 Compound Statement School Credit 1430 Asset This account number is used in the Compound Account Statement 23 Shop Orders Work in Process 1410 Asset If you use the Post Open Shop Orders functions the total of the posted work in process is debited to this account When the shop order actually closes amounts posted to this account are automatically credited 24 Sales Tax 1 Liability 2210 01 Liability 25 Reserved Liabilit 26 Reserved Liabilit 27 Liabilit When sales taxe is charged on an invoice or shop order the amount of the tax is recorded against its liability account When you write the check to the tax commission amount should be coded to thereby debiting this account 28 Sales Tax 1 Expense 7210 01 Expense 29 Reserved Expense 30 Reserved Expense 31 Reserved Expense These accounts are used by the inventory module as a defaulted payment code on payables assignments _ APPENDIXB TotalFBO User Guide 431 Notes and Other 32 L T Notes P ble 2520 Liabilit ee ong Term Notes Payable iability 33 Short Term Notes Payable 2040 Liability CONE EU PME MINUS These accounts are used to record the value of outstanding long term and CONTROL ACCOUNT short term notes entered through the payables module 34 Intere
280. bit of coordination 15 typical among accounting staffers Therefore we encourage each member of your Accounting Department staff to read all topics in order to promote smooth coordination In addition it s critical to read the Setup section and have at least a general familiarity with the other Operations sections of this Guide TotalFBO is designed to eliminate entering data more than once so as users throughout your company enter transactions such as Invoices Shop Orders Shipments Received or Physical Inventory Adjustments the correct accounting entries are completed for you automatically Rather than posting entries manually your focus shifts to reviewing your records to insure accuracy Ifa particular user procedure generates an entry which is inappropriate it s usually easy to adjust the setup or educate the user in a more correct procedure Because TotalFBO is so complete and so tightly integrated you ll find that you should only need to make one or two manual journal entries per month If you re doing more than that you re working too hard Contact Tech Support for assistance in tweaking your setup to get more effective performance from TotalFBOG ACCOUNTING DEPARTMENT ORGANIZATION Customer Invoices Customer Accounts Receivables Clerk Payments Received Statements Vendor Invoices Payables Vendor Accounts Loans amp Leases Employee Records Taxes amp Deductions Gener
281. c Meter Sales Revenue Income Obsolete Function This account is used to automatically credit revenue from electric meters if you re using that capability on the rental space functions 114 Bad Debt Expense 9500 Expense If you record a credit to an account using a service line on an invoice and use the Bad Debt service code as specified here the amount credited will be added to the account s bad debt field 115 Credit Card Merchant Fee Expense 7570 Expense This account is used as the default Additional Credit account in the Transfer Money Between A R and A P function 116 Miscellaneous Income 8210 Income When you sell an item on an invoice and use the line type Misc this account will record that income amount 117 Miscellaneous Expense 9030 Expense When receiving inventory if you specified the Misc line type on a purchase order this account 15 used when building a vendor invoice from the Receive function TotalF BO User Guide 439 DEFAULT JOURNAL ENTRIES The following pages document the basic journal entries made by the program dur ing various operations Some assumptions exist for each type of operation If the assumptions are reversed from your actual operation debits will become credits and vice versa INVOICING ASSUMPTIONS It is assumed you are selling inventory or services and taking in money Checking the Credit box on a sales detail line will reverse these actio
282. card The following procedures and notes will help you accomplish the most common tasks expected of a Receivables Clerk in an FBO Airline Fuel Billing If you do fueling to airlines or other large contract fuel customers such as consolidators a large volume of your invoices is not handed to a customer at the time the fuel is delivered Instead you re expected to prepare a single invoice weekly or monthly and perhaps attach individual fuel tickets as backup If you do all this data entry in the Back Office you and your Line Manager will always be trying to catch up with the current inventory balances In addition the Front Counter and Line staff must remember a special procedure when fuel is pumped to these customers and then you will always be struggling to keep current with the data entry and the rest of your job A far better system is to let all fuel invoices be created normally as soon as the fuel is pumped regardless of who the customer is or what the special deal is If your trucks are servicing airline gates or meeting aircraft far way from your own ramp look into using one of the wireless options available to you Using either Fuel Truck Interfaces or Mobile Agent invoices can be created automatically and either posted immediately or made Pending for your review ACCOUNTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 117 Continue to monitor these areas Setup Internal Customers Setup Sal
283. ccounts in your previous system For instance if your previous number for Accounts Receivable was 1030 locate number 1210 in the default chart of accounts and just change the number to 1030 When that s done ADD any accounts from the previous system that are necessary Be careful about deleting accounts from the Default Chart of Accounts Some items you may not be familiar with such as Undeposited Receipts or the COD holding account but they are required At this stage when in doubt leave it alone Note that you do not need to set up accounts for income and expenses for each aircraft tail number Every transaction in Total FBO is stored with a tail number and you can create a profit and loss report for each aircraft automatically So you only need a single account for each kind of expense or income such as maintenance fuel amp oil charter sales etc This will greatly simplify your chart of accounts Be sure to select the correct department for each Income Cost or Expense account In addition Income accounts have a number of other fields and options you ll want to set e Those accounts which capture income from services sold to customers will appear as options on invoice Service Lines only if you check the boxes to allow Sales on Normal Mobile and or Touchscreen invoices e Those accounts which represent income from rental flight instruction ground instruction or charter sales should be assigned to their proper c
284. ces Instant Financial amp Management Reports Itum e When you re dependent on each department to complete their work tet and then pass it to Accounting for review reconciliation and posting you also have to WAIT wait for financial statements wait for management reports wait to make those important decisions or else go ahead with incomplete information e And when you finally get the report you re always wondering if it s E really accurate With all actual transaction records spread among different pieces of software throughout your company it s impossible to verify the data In fact 105 easy for individual employees or even department managers to shade the information that s passed to Accounting simply by including some items in a later report whether inadvertently or deliberately But now that you re using Total FBO you have truly instant record keeping throughout your organization AND it s completely date sensitive So go ahead and run those financials this morning and again at the end of the day And run them for any date past present or future In fact managers now have a good tool for monitoring activity company wide If hangar rents seem low has the Receivables Clerk billed recurring charges yet If inventories seem odd was there a fuel load missed If Shop Labor Billings seem low were all the jobs closed promptly Run the Open Billings Report and see what s outstanding f
285. ch screen monitors are useful in a front counter environment Buy the largest screen size you can afford Some of the touch screen windows in the program require resolution of 1024 x 768 or higher INSTALLATION BACKUPS Finally you might buy a tape backup system for performing your backups This is a device that uses a tape cartridge similar to an audio cassette tape to store data The advantages of these devices are speed and convenience especially for customers with larger systems Anything that makes backups easier to perform means you ll do backups more often so they are a good thing Tapes typically store more data in a smaller space as well making it easier to store and transport backups of your data Other large capacity storage devices now on the market include the Iomega ZIP and JAZ drives read writable CD Roms and removable hard drives among others Any of these might be a practical alternative for making backups Note that if it is necessary to provide a copy of your backup to for review these must be performed through Total FBO on an Iomega ZIP or JAZ drive cartridge CDs or USB memory devices We cannot accept tapes CASH DRAWER One piece of hardware that 15 not typically sold in computer stores but may be a part of your installation is an Electronic Cash Drawer This unit connects between the computer and your parallel interface printer to provide a drawer that opens whenever an invoice is processed BARCODE
286. cked in to invoice If you re billing by the seat you can choose the seat price Note that you can invoice a different customer than the account you used for the quote in case this information changes You must select a customer before creating the invoice however Flight Legs If you ve selected a quote or pre defined flight the legs will be displayed for you automatically You can update times and select FBO and Hotels on each leg at this point if necessary Test for Exceptions When you re ready to go return to Tab 1 and click the Test for Exceptions button This allows the computer do the work of inspecting Aircraft maintenance records and Pilot records for both the student and instructor Any exceptions found will be listed for you on the next screen Depending on your user privilege level you may select another aircraft or pilot possibly update the record to show recent changes such as a new medical or else ignore the exceptions and continue anyway Flight Manifest and Reports You can print the manifest and other reports from Tab 7 just before you check out or from the Dispatch Reports and Listings menu Dispatch the Flight To finalize this flight select the Dispatch button at the bottom of Tab 1 If necessary you ll be able to un dispatch but the usual next step 15 the Check In CHECK IN The check in process 15 handled from Operations Dispatch Dispatch Flights browse window The check in basics are designed
287. communications habits NON BILLING CUSTOMER ACCOUNT There will never be any payment required for this special Shop Order so we need to be sure the Customer we use is set up special way Your Account Department will create a customer using your own company name such as Your Company Name Overhead Shop Orders This is done at Accounting gt Receivables gt Update Customer List On Tab 3 of the Customer account record they ll select a Billing Type of Non Billing This insures that special accounting procedures will be in effect for this customer No balance will be carried on this account No payment can be made to this account No journal entry for labor or miscellaneous charges will be made Only the Asset Cost journal entry for parts will be made Thus if you only show non billable labor on the Overhead Shop Order no accounting journal entry at all will be made If you add parts to this Shop Order a journal entry will be made that withdraws SHOP OPERATIONS TotalFBO User Guide 331 MECHANIC S TIME FULLY IDENTIFIED Aircraft Maintenance Meetings n na oo Time Clock Capture All Paid Time is entered to PAYROLL Time Clock and or Batch Mode Labor Employee Batch Mode Timecards Labor Entry SHOP ORDER SHOP ORDER Billable Overhead Customer Customer 0000000000000000000000000000000000000 00000090 00000000000000000000000 00000000000 gt gt 0
288. component is not removed until the new part 1s ready to be installed so we ll begin our discussion with ordering the new part Order the New Part We ll begin by creating a Purchase Order at Inventory Update Purchase Orders Be sure to include not only the cost you actually expect to pay in the Unit Cost SHOP OPERATIONS ZotalFBO User Guide 319 CORE TRACKING If it s good you ll get a vendor credit Order Replacement Part Purchase Show Total Cost Including Order Core Charge if No Exchange Remove Part from Aircraft Receive Part OK to remove Total Liability Accts into Shop Order customer core with Cost of Payable Inventory Parts Line charge from Part and Core Invoice Shop Order Cores Outstanding Report Ship Core to Vendor Create Core Purchase Order Purchase Order Packing Slip Receive to X Inspection Accts Close Payable Purchase Order CUT Charge Credit Memo ON HOLD Payables Clerk Reviews amp Pays Net 320 TotalF BO User Guide SHOP OPERATIONS mmm field but also the Core Charge which you are obligated for in the event that the exchange item is not accepted OK and Finalize the Purchase Order normally Receive the Shipment When the shipment arrives Receive the New Shipment into inventory normally The data will automatically update two other records e Accounts Payable Invoice The Vendor Invoice will be created a
289. correct payment terms This will save you many keystrokes later You can create a credit memo just by checking the Credit box at the top of the window and either apply the credit to another invoice or just list it along with other items when you create a check It s not necessary to create a zero dollar check in 7oralF BO just to clear an invoice and matching credit memo If you own or lease aircraft the Controller will be preparing either Aircraft Profit and Loss statements for your own management or else Leaseback reports for the aircraft owners This report can scan Payables and Checking for expenses which relate to an aircraft and include those items in the report When Payables are scanned the system is searching for any disbursement line which references the appropriate tail number You ll be inserting tail numbers for Charter Expenses and also overhead items such as insurance premiums You may use several disbursement lines on an invoice to split the amount between aircraft tail numbers even though the same General Ledger Account number is used for each line Watch out Don t enter the tail number on parts purchased for an aircraft which will be posted to a Shop Order When your data is scanned the report will include the Shop Order AND the payable invoice doubling the expense on the report You can also enter trip numbers on the disbursement line along with the tail number for charter expenses Reconcile Travel
290. counting Journal Entry will provide the documentation you need to show that you followed the plan At audit time your accountant will be happy to review your documentation and make just a few sample tests to verify accuracy You ll save money on the cost of the audit In addition you ll know that your Inventory counts and values are more accurate all year long When adjustments are made they ll be in smaller amounts and will be applied throughout the year instead of all at once at year end SHOP OPERATIONS TotalFBO User Guide 351 PHYSICAL INVENTORY ESTABLISH A PLAN FOR COUNTING IN SECTIONS ON A SCHEDULE Must be written Compliance must be documented JANUARY SECTION A Physical Inventory Worksheet Updates since adjustments are applied using the Count Date Count items Initial and note Date Counted on each Worksheet need entering Qty Sold since Count Date 2 Following your written count small sections of your inventory throughout the year GENERAL LEDGER Inventory Assets Lost Parts Expense Update Physical Inventory Adjustments Made Qty in Stock on Count Date 10 Qty Received since Count Date 5 Current Quantity Today 13 And almost magically as employees throughout the company see the accuracy of the Inventory improve attitudes and efforts will improve too You ll find fewer corrections will need to be made as
291. curate fuel and oil inventories We ll be referring to each area as we work though the basics and then complete a typical day together In the examples and discussion to follow we ll assume a medium sized ramp operation with a branded fuel and some contract and airline fueling Our Front Counter area includes a small Pilot Shop with a wide variety of supplies and gift items Some of these items are sold on consignment We also give away some items as part of our advertising and sell shirts to employees at a discount We also have several courtesy cars for use by pilots and customers as well as providing major brand s rental cars We have several fuel trucks and some ramp equipment and we sell all four types of fuel to various customers We use Avgas or diesel in our own ramp vehicles which never get out on the open road We have a wide variety of customers and offer discounts based on volume to both transients and based customers since the FBO also has a Flight School and a Charter operation our Front Counter is expected to watch the schedule for these flights too We dispatch the rental flights and sometimes help with dispatching the Charter flights too RAMP INITIAL SETUP TotalF BO User Guide 201 See Helpscreen topics 7 Help N Inventory Departments Pricing Inventory Fuels Oils Fuel Farm Operations Receivables Initial Setup 4 Options Customer Account Records Set Up Credit Cards Customizing Invoices F
292. customer account setup before the wheels are chocked 230 TotalFBO User Guide See Helpscreen topic k Help N Ground Equipment Setup FRONT COUNTER amp RAMP OPERATIONS GROUND SERVICE EQUIPMENT MAINTENANCE Both the Maintenance and Line departments have tools that require calibration and equipment that needs regular maintenance You ll be able to create categories called Master Types for the equipment and tools you wish to track and then insert records for each piece of equipment at Operations gt Ground Equipment gt Update Ground Equipment As you create each record also create reminders for the various kinds of maintenance which must be performed Then you can run the Maintenance Warning Report from the Ground Equipment module to help organize your maintenance schedule When required maintenance is completed log it at Operations gt Ground Equipment gt Update Maintenance Performed When the log is saved the next due time for that item is rolled forward appropriately The procedures that follow assume default option settings are used For instance the default invoice behavior is to automatically insert detail lines until you cancel ADVANCED INVOICING The following procedures detail steps to follow for a number of different kinds of transactions which are common to FBOs As you work with each procedure note that the same basic steps are followed repeatedly The difference is usual
293. d After Close Date The system will also check the Action Dates on each part which has been included in this shop order If the Close Date you ve set falls before any Action Date you ll be prevented from closing This is necessary in order to prevent discrepancies between your inventory records and your accounting records where it appears that you sold the part before you removed it from inventory Issue Customer Bill and Get the Money With the Shop Order complete and properly closed you re ready to print it out using your Customer Billing style sheet format When you call the customer to notify him that the aircraft can be picked up add a professional touch by emailing or faxing the shop order to him for his review When the customer arrives you can make any requested adjustments or add final payment to the Shop Order by using the Change Button on the Shop Order Browse window It 15 not necessary to the shop order to make these changes You can have access to a closed shop order until your Accounting Department closes for the month If the customer will not be making full payment at this time the remaining total of the Shop Order will be added to his account balance When he makes payment your Accounting Department staff will record it using an Invoice and then applying it to the Shop Order on this account DO NOT continue to add payments to the original Shop Order after the close date This practice causes your
294. d Parts 225 306 327 347 352 353 Server name 28 29 36 51 392 Service Bulletin 338 360 Service Charges 154 156 197 Service lines 72 88 118 124 125 155 156 164 188 189 192 208 237 286 321 327 328 354 Service Pack 3a 26 Servicing airline gates 116 Servicing Part 121 carriers FAA regulations 352 Set Up Credit Cards 109 201 Setting Beginning Balances 108 Setting Budgets 171 Setting up Cash Drawers 9 Setting Up Printers 9 45 Settlement Report 122 Settling charges 109 Settling transactions 396 Setup Checklist 76 Setup Credit Cards 186 Setup Procedures 63 Shared network drive 14 26 27 Sharename of the printer 47 Shifts 114 214 215 Shop cleanup 330 Shop clerk 302 309 Shop Consumable Supplies 96 Shop Department 74 225 298 338 Shop expense 332 Shop Labor Billings 68 Shop mechanics 144 Shop Operations 84 86 96 102 138 142 156 289 356 546 TotalFBO User Guide INDEX Shop Order Discrepancy 318 Shop Order module 336 Shop Order Style Sheets 302 Shop Supplies Expense account 330 SHOP WORKFLOW 289 298 Short leg 254 Sick Leave 258 278 Sliding scale 96 342 343 380 Spell Checker 314 SQL Administrators 19 23 25 36 SQL backups 50 51 385 SQL databases 19 24 27 30 384 387 392 SQL installation 19 26 SQL products must 12 SQL Security 25 370 Squawks 269 283 284 356 364 Standard Reports 367 374 Start
295. d Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct Add Payment Information Select the Payment Button Enter Dollar Amount paid Press F5 button if paying exact Invoice amount select Payment Means select proper Credit Card from list 2242 eese ern ne 0 o e e e e e e e e e e e e e e e Enter Card Number and Expiration Date If using ONLINE credit card processing just OK the Line swipe the card Insert more payment lines if necessary for additional forms of payment used Close the Payment Window OK the Invoice RESULTING JOURNAL New Customer Defaults include Transient customer Credit Cards Receivable type and correct Price Class Fuel Sales Income Invoice Style Sheet has been defined so that print Sales Tax Liability ing will be correct Fuel Tax Liability Default number of copies to print has been speci Cost of Fuel Sold fied Fuel Inventory Fuel Meters have been set up Fuel Tanks have been setup Fuel Prices have been established Accepted credit cards have been established and linked to proper paying authority INT COUNTER amp RAMP OPERATIONS TotalF BO User Guide 233 TRANSIENT CUSTOMER FUEL INVOICE PENDING PAYMENT WHERE TO GO Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert bu
296. d a copy of your latest database backup 398 TotalF BO User Guide TROUBLESHOOTING amp DATA MAINTE SENDING CREDIT CARD TRANSACTION LOGS 1 Be sure you know the location of your program home directory To verify the location go to Help gt Status Window Note this information below Path 2 To automatically create a zipped file of your logs go to Utilities gt Special Operations and select the button titled Send C C Logs 3 The logs are automatically zipped into a file with a name such as CC070717 zip and the file is placed in your program home directory The file name contains the date in YYMMDD order If you DO NOT have TotalFBO set up to handle direct emailing you ll need to open your usual email program and attach this file Then send it to support hbcinc com Include in the body of the email your company name and your name 4b If you DO have Total FBO Q set up to handle direct email a window will open automatically for you with the file already attached Simply add your company name to the body of the email and your own name as sender if necessary and send the email 4c If you do not have access to email or if your logs are too large to email you may upload them to a special website Navigate to the website ftp ftp totalfbo org The user name is HBCNET tfboftp The password is contact HBC _ Right click and paste to upload your log files to this directory Le
297. d at Accounting Payables Make Payments Pay Invoices But the process usually begins with running the Payments Due report from the Payables module This report allows you to look forward to a specified date and see all the items that require cash between now and then You can include not only vendor invoices but also Note payments due Lease payments due and Tax liabilities See Helpscreen topic Typically the Payables Clerk prepares the report and the Controller marks it with the items that should be paid with the next check run Then the report can L N be used as an efficient guide to preparing the payments Making Payments to Vendors From the Pay Vendor Invoices window you can select one or more vendors and display the invoices which have been approved to pay You can even set the Cut Off date to match the date you used on the Payments Due report so that items which you do not want to pay are eliminated from view You need only select items you wish to pay either in full or partially and then select the payment method you wish to use Checks amp Withdrawals Most of your items will likely be paid with a check and you ll also select this option if an automatic payment has been drafted from your account e If you re using a check verify the starting check number and select the date that should appear on the check Then you can print the check immediately or simply add it to batch you can pr
298. d automatically for each delivery Then the Fuel Truck Interface in Total FBO takes over to import the information from the fuel truck and create an invoice automatically Imported invoices can be completed instantly or placed in a pending status for review and completion at the Front Counter It s easy to finish a pending invoice by authorizing the payment printing a receipt and the pilot is on his way Wireless operations not only speed the flow of invoicing but they greatly improve the accuracy of your inventory as meter readings are entered correctly right at the delivery point FRONT COUNTER WORKFLOW We ve talked about basic invoicing for fuel and ramp services and that s a primary function for a typical FBO s Front Counter But there s lot more going on You ll be keeping up with expected arrivals and departures and customer requests for services dispatching rental and charter flights then checking those flights in when they return and generating invoices for those flights For details on each of those areas see the Charter Operations and Flight School Operations sections in this Guide To help you coordinate all that activity see the Concierge topic later in this section The tight integration in Total FBO allows you to eliminate entering information more than once So if you dispatch a rental flight for instance COUNTER amp RAMP OPERATIONS TotalFBO User Guide 213 FRONT COUN
299. d by Shop Order Number as well O SHOP OPERATIONS CATEGORIZING INVENTORY In the preceding sections we explored the flow of work through the shop and focused on the need to get information onto the Shop Order A major source of this information is your Inventory records and so we turn our attention now to that section of your database Your Inventory data is used in many ways throughout the program These include selling aircraft parts on Shop Orders returning expired charts at the Front Counter tracking an airline s fuel for into plane deliveries across the Ramp detailing the value of assets in the Accounting Department and providing special pricing to your competitor just to name a few In order to properly handle all these tasks you ll be able to categorize your inventory items in many ways Although it would be possible to use the Inventory module of the program without using all the fields available to you many of the special features of Total FBO would be lost INVENTORY TYPES When you attempt to add a new item to your Inventory you are asked to select from one of the following 5 Inventory Types 1 Inventoried Aircraft For most owners an aircraft 15 always for sale if the right price comes along So it s pretty common for an FBO that owns and uses aircraft to produce rental or charter income to occasionally sell an aircraft But unless you re an aircraft dealer or broker you probably won t be keeping aircraft in stock
300. d on the lower right corner of the screen will be printed You can change the number of copies to print as necessary But to speed things up an Invoicing Option and also a setting on your Station Specific Settings record let you choose the number of copies you will usually print You ll want to have a full sized copy for your records and you must print one for the customer s receipt as well It s also possible to print a copy at the same time to a separate receipt printer for those who just don t want a big sheet of paper to carry around TOUCHSCREEN OPERATION You can speed up the process of entering invoices significantly by using Touchscreen monitors After installing the monitor just let TotalFBO know that you wish to enter new invoices using the Touchscreen format Do this by going to File gt A Preferences gt Station Specific Settings Select record you re using or m create a new one if necessary On Tab 2 of this record select Touch Screen H 2 as your choice for New Invoice Data Entry Style You can try it out even without a Touchscreen Updating existing invoices Change View Delete Void will still be done monitor using the standard invoice screen formats Set the option and use the mouse to touch the buttons Since the purpose of the Touchscreen format 15 to speed up entry not all options are available For instance you can t make a Charter Invoice using this format If you
301. date from our website However you must have installed from the CD before loading an update from the website The program installs like most other Windows applications You will be asked for the location drive and directory where you want to install the program If you have purchased the program or a JumpStart evaluation copy you will be asked to enter your license information in Step 2 of this installation process To install TotalFBO from the CD ROM do the following 1 Make sure Windows 15 running Close any other programs which are running If you have a virus detection program disable it 2 Insert your Total FBO CD in your CD ROM drive Windows should detect the CD and automatically run the installation program If the computer s automatic detection feature 15 turned off then click the Start button and choose the Run option 3 Type d setup exe in the box which appears If your CD ROM drive is assigned to a different drive letter then replace the d with the appropriate letter 4 The initial window offers an opportunity to install MSDE Express as well as program itself We recommend that you install MSDE SQL2005 See Helpscreen topic Express or complete your installation of SQL Server before returning to install the program Follow the on screen prompts to complete the installation Y Help We recommend that you install the program to a shared network drive on your How to Map a Drive server which
302. dditional sub types which will be used only for setting up default maintenance reminders When you re importing from defaults the information can replace or add to any that 15 already established on the aircraft record Thus you can define a basic set of defaults and add additional information to handle minor differences in models and years of manufacture 358 TotalF BO User Guide ku m xwan NND eee HE c LLLI E up Uem ul Lll ms See Helpscreen topic Help Engine Prop Time Data Base Maintenance Reminders on Total Time rather than an instrument for long term consistency SHOP OPERATIONS 7 Classification Aircraft are assigned to one of 4 basic classifications e Company e Based e Transient e Military Over time you ll likely accumulate quite a few aircraft records many of them the result of a single shop order for a customer who never returned These classifications help you limit screens and reports to your own aircraft or those belonging to good customers l When you check the appropriate fields on Tabs 2 3 amp 5 company aircraft are further defined as e Charter Rental e Leaseback Maintenance Phases You may choose whether maintenance must be performed on a 100 hr schedule or acco
303. ded Repairable parts will be returned to this separate stock grouping In other cases you ll decide to keep a reworked component in stock for use on any customer s job These will be carried in your Inventory normally Receive the Component Whatever the source it must appear in your inventory records as a Serialized Part Items which are Purchased from a Vendor or Provided by the Client You ll begin by receiving these into your inventory as you would any other new shipment It may be necessary to create new Vendor such as Client to indicate the correct source of these parts Items which are Removed from an Aircraft You may receive it by simply adding it to a Parts Line on the Shop order e If you will take ownership of the item check the Credit box and enter a cost equivalent to any credit you will give the customer for this item Ifthe unit will remain the property of the client check the Send Out for Repair box Send it to the Vendor 1 Create a Purchase Order and select the Vendor 2 Insert a Detail record and select Outside Repair as the Line Type 3 Enter the Part Number and select the unit with the correct serial number 4 The Unit Cost field will contain your estimate if any of repair charges SHOP OPERATIONS ZotalF BO User Guide 323 ROTABLE COMPONENTS Item will remain in stock after rework Purchase Provided by Client from Vendor Remove Component from Aircraft
304. der is a legally binding agreement If the Vendor accepted your Order he s obligated to provide the item for the price specified and you re obligated to pay that amount according to the terms You can do this yourself without getting the Inventory Clerk involved as you can reprint the original purchase order directly from Total FBO at your workstation If the Vendor adjusts his billing you need not make any changes to the Payable Invoice However if you are forced to pay the billed amount you will have to adjust the invoice but not just yet Now there s a problem in that the inventory records show this item at the amp BACK OFFICE OPERATIONS TotalFBO User Guide 133 wrong cost These records need to be corrected too In addition if the item has already been placed on an open shop order the journal entry for the cost of the item and also the selling price of the item may be wrong so the shop order needs to be corrected too Correcting Inventory and Shop Order Records The order in which you take these steps 1s important 1 Remove item from the open shop order This returns it to inventory in stock 2 Usethe Return Shipment Function to get the item out of inventory at the original cost 3 Credit memo for the original amount will automatically be created 4 Apply this credit memo to the original invoice at Accounting Payables gt 5ee Helpscreen topic Other Invoice Ope
305. dicare Liability 2130 10 Liability 43 FUTA Liability 2130 08 Liability 44 SUTA Liability 2130 07 Liability 45 Worker Comp Liability 2130 09 Liability 46 Disability Liability 2130 10 Liability These liability accounts hold the employee and employer payroll taxes if any until the tax payments are made When the payments are made the account 15 either returned to zero or to the remaining tax for the current tax period 47 Default Payroll Deductions 2120 Liability When you set up new deductions in the payroll module this account 15 used as the default holding account You may change this account as you edit the deduction names 131 Employee Advances 1210 20 Asset Deductions to repay a payroll advance are posted as credits to this account 48 FICA Expense 7130 02 Expense 49 Medicare Expense 7130 01 Expense 50 FUTA Expense 7130 08 Expense 51 SUTA 7130 07 These accounts are where employer paid FICA FUTA and SUTA taxes are logged These are expenses not liabilities and will not be decreased by tax deposit payments 52 Worker Comp 7130 09 Expense As with the other payroll taxes this account records the accrued expense for any worker s compensation premiums you have set up The corresponding liability is recorded by ID 45 53 Disability Expense 7130 10 Expense This account records the employer tax expense for any state disability taxes you have set up BT APPENDIXB
306. dual parts J P 3 Discounts Regular customers are usually given discount pricing parts labor through the price classes assigned to their account Using the Discount field helps handle special situations m 1 a General Freight There are freight fields in the Discrepancy for Outside Repairs and on each Part line for items ordered for the job And an additional freight field 1s available for unusual charges and crating fees Sales Taxes The Aux Info tab provides fields for making this Job exempt from typical sales taxes and for changing the rate of any tax These changes apply only to a single job You can also verify what taxes are being charged by reviewing these fields 296 TotalF BO User Guide Most shops experience problems tracking parts which are removed from the stockroom after hours Experience shows that using the label system improves compliance among mechanics who will remove the label and stick it to the clipboard even if they don t take the time to jot down the Shop Order or Discrepancy Number Further any part packaging found on the shop floor with a label still attached bears silent witness to the problem Managers and Inventory Clerks can easily follow up to insure the item is posted to the right job SHOP OPERATIONS Sm A CLOSER LOOK AT PARTS ORGANIZATION Special for Job For the typical FBO actual inventory kept in
307. duce inventory and charge the cost of the item to your expenses Everyone else 15 classified as a Regular customer though we can customize each account to accommodate special pricing taxation and accounting requirements The great thing about 7oralF BO is that once the account is set up by you or by your Accounting Department all these special requirements are handled automatically each time you bill the customer That means that you can train your staff to handle every job in exactly the same way no special procedures to learn BT SHOP OPERATIONS TotalFBO User Guide 299 This section covers the flow of work through the shop beginning with the creation of a new Shop Order and ending when the paperwork s done It s essential that every staff member understand their part in this flow because your cash flow depends on being able to close the job correctly immediately when the job is done The tight integration of TotalFBO makes it easy 0000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 STARTING A NEW SHOP ORDER Shop Workflow Part 1 SIDESTEP Payment Terms Pricing Taxation Customer Credit Card Info Records Create Shop
308. dule without leaving this window _______ CHARTER OPERATIONS ZotalF BO User Guide 263 CHARTER SCHEDULE DISPATCH INVOICE 7 RELATIONSHIPS eri Schedule Objects Customer Account Record Schedule Pilot Records Qualified Current Pilot Requirements Wt amp Balance Pilot Duty Time Customer Trip Log Invoice Expenses Payable 264 Total FBO User Guide See Helpscreen topic Help N Dispatching A 135 Flight CHARTER OPERATIONS T DISPATCHING THE FLIGHT You can dispatch flights from the menu function at Operations gt Dispatch gt Dispatch Flights Unlike Rental dispatches Charter dispatches are built up over time perhaps by several individuals as information becomes available Thus you can begin a Charter dispatch record early completing it as you can and dispatch quickly when the flight is ready to go Regardless of how you create the dispatch Total FBO will help you keep track of your activity so that you are sure that all flights were completed and billed Select the quote for On demand Charter Parts 91 or 135 or the Flight Identifier for Contract flights or Scheduled flights under Part 121 This pulls in the details of the flight legs and schedule for you enabling a number of fields on other tabs The critical information to verify or enter on Tab 1 15 the current Hobbs and or Tach Times especially if you ve started the record
309. e Home Location can set price classes tax exemptions and certain other options Avoid creating duplicate accounts in each location so that you can provide the best customer service in addition to consistent pricing and reporting Using Tail Numbers and Phone Numbers to select customers on transactions will help to prevent accidental duplications Consistent customer service and smooth handling of client accounts at all locations will help to build customer loyalty and your bottom line at the same time Location Option Overrides The following chart shows options which are set globally in each module s Options and Settings menu but which may be overridden or specified as a default for a specific location when using the Enterprise Version of the program The override or default selection is found at Accounting gt General Ledger gt Update Ledger Structure gt Update Locations The chart gives the tab and field name as appropriate ENTERPRISE OPERATIONS TotalF BO User Guide 61 MODULE AFFECTED OVERRIDE SELECT DEFAULT 2 m O 2 V Sy N o x Sy Z lt 3 o x TI 3 Exemptions O v D V o V Z lt 2 3 3 TI O m D o x V o V 2 o
310. e text entry window so you will want to pay attention to the actual printout if you are trying to achieve a certain look on paper Upper vs Lower Case One problem frequently encountered with many older computer programs is being forced to enter all your data in upper case These programs did this because their searches were case sensitive In other words if you originally entered a name Smith when you go to look for it with smith or SMITH it wouldn t find the original listing You had to search for exactly what was entered the first time or the computer wouldn t find it This program is 100 percent case insensitive If you originally enter an account as SMITH and later search for it using smith or Smith you ll still find it This allows you to enter your names in a much more natural looking form and not generate any fears about finding it later because of capitalization problems INSTALLATION TotalFBO User Guide 43 Entering Dates Enter dates with or without separating slashes Also if you just enter the month and day the current year will be entered for you For instance if you enter 317 you ll get 03 17 2001 e format of your dates is set by your Windows Regional Settings We suggest that you select a style which includes all 4 digits for the year to prevent any ambiguity To change or verify your preferences go to Start Settings Control Panel gt Regional
311. e 100 yards apart or 100 miles apart A Microsoft product Windows Terminal Server may provide a reasonable alternative for some situations In larger networks using a Citrix Metaframe connection may be preferable Consult your local networking vendor or consultant for more information on installing a thin client solution When using Total FBO Q in this environment you may wish to sub divide your database into Locations which will enhance security and permit more detailed See Helpscreen topic reporting See the Enterprise Operations Section of this Guide for more information Help It will also to change default setting for Machine ID Global Options WAN environment and to use the Machine Name for setting the Machine ID 18 TotalFBO User Guide INSTALLATION 22 mmm Getting Started with SQL Total FBO depends on Microsoft SQL for access to the actual database files This environment provides a number of benefits most importantly stability and security However in order to achieve the most from SQL and TotalFBO you ll want to plan your network installation carefully We recommend that you discuss the following issues with your network consultant Where will you install SQL In a very small network 5 users or less you may install MSDE or SQL2005 Express on your existing server in either a domain or peer to peer arrangement Keep in mind that whenever the server is busy w
312. e Hobbs Tach and Cycles are updated immediately Note that the Tach is updated by a ratio to the Hobbs if a specific Tach entry is not made as is Canadian Air Time e Components are added through the Shop Order e Fuel and Oil Consumption Logs are added through Invoices Shop Orders Off site Fuel Credits and Vendor Invoices for Charter fuel purchases _ SHOP OPERATIONS TotalFBO User Guide 361 e Weight and Balance entries are added for new components sold through the Shop Order e Maintenance Reminder Times are updated through Maintenance Log entries You can manually correct information such as instrument times and cycles either directly within the aircraft record itself or from separate menu functions which provide access to needed fields without exposing the entire aircraft record to every employee THE MAINTENANCE CYCLE The Aircraft Record has little value in and of itself Its purpose and power is in its ability to help you avoid violations of FAA regulations both in dispatching flights and in performing required maintenance Determine Required Maintenance When a new customer arrives for an annual inspection it s usually quite a chore to determine what 15 required Typically someone must search through the logbook in an effort to learn what has been done in the past compare that to known requirements from the manufacturer research Airworthiness Directives and Service Bulletins and finally put together a
313. e Order by Inserting a record at Inventory gt Update Purchase Orders As you build a Purchase Order you can sidestep to add a vendor as well as new parts whenever you need to 1 You ll enter detail records for each part you re ordering including the appropriate Shop Order Number and Discrepancy Number Once the list is built the typical Inventory Clerk will phone the vendor to verify the price and delivery Be sure to get an accurate cost now even if it means asking the Customer Service Rep for the vendor to look up your final price at the end of the phone call SHOP OPERATIONS ZotalF BO User Guide 305 2 You ll also want to estimate the freight charges as closely as you can and enter the value of the core if this 1s an exchange item 3 Ifyou re sending a component for rework be sure to select the Outside Repair Line Type More details on reworked components are available later in this chapter E ail Fa ___ 1 ram ut mmt up 4 If you re ordering a service only such as testing or interior work 35 PW uem select Outside Service Bare 5 Be sure to note Payment Type you re using for this order Your choices are On Account COD and Credit Card If you select Credit Card you ll be allowed to choose the card that s being used Entering this information correctly prevents errors in duplicate
314. e actual price paid with the List Price and display the discount percentage The Second Pilot Add On section is where you ll enter amounts that should be added to the base price only when a second pilot is necessary for the flight The fields in the Other Pricing section allow you to customize your minimums and short leg charges Also enter here any Fuel Surcharge rate per hour or per mile you re currently using When fuel costs fluctuate rapidly you ll be able to leave your published rates stable and automatically add the Fuel Surcharge amount as quotes are created for customers How will you know what price to enter and where This answer comes from CHARTER OPERATIONS User Guide 255 how you set up Price Classes Haven t done that yet Well let s tackle that next PRICING CHARTER FLIGHTS The central mechanism used to price charter quotes to customers 15 the Price Class These are found at Charter gt Options and Settings gt Update Price Classes A Price Class is nothing more than a formula Pricing method which applies to a specific group or 1 5 of customers There is no limit to how many Price Classes you can create and so there 15 no limit to how many prices you can offer to your customers There are at least five classes of customers which are common to Charter Operators and we suggest that you begin with this list Retail Corporate Contract Freight Owner
315. e gt Preferences gt User Specific Settings See Emailing from TotalFBO for more details Archiving Reports Some reports can be run with an option to create a comma delimited file which can easily be imported into other programs or used with spreadsheet programs such as Excel After closing the report preview window you ll be offered opportunity to specify a name and location for the file 44 TotalFBO User Guide INSTALLATION When previewing a report fonts may not appear exactly as they will be when printed Some fonts may appear to be cut off or alignment may be off slightly Multiple Threads When you select a menu function and begin working with your Browse Boxes and Form Windows you ll be starting a Thread Very simply a Thread is a group of related operations for which Windows sets aside memory and resources One of the nice features of a Windows operating system is the ability to have several Threads open at once so you can work in more than one program at a time for instance It also means you can have multiple operations going on within Total FBO if you wish For instance if you re in the middle of making timecards and realize you forgot to add a new employee you can leave the timecard windows open while you go back to the menu and open the proper windows to add the employee Once the employee record is there you can resume your work with timecards in the first window This feature can mak
316. e it easier to look up related information or even just meet the demands of a busy day full of interruptions However sometimes the information you enter in one thread must be available when the next thread STARTS For instance if you changed an invoicing option in one window while you were in the middle of creating an invoice in another window the changed option would not apply to that invoice though it would take effect on the very next invoice Most of the time you ll be warned when this situation 1s a possibility However you should be aware that having too many Threads open can lead to confusion and also consumes more of your computer s resources BT INSTALLATION TotalFBO User Guide 45 Setting Up Printers Printer requirements are very minimal It is not necessary to install any special drivers or protocols for your printer to operate with TotalFBO Simply install your printer under Windows and Total FBO will find it However only checks labels and invoices can be printed on a dot matrix printer All other reports are designed to take advantage of Windows capabilities in printing to a laser or ink jet printer Dot matrix Invoice printing will be slow Can Mix Printers the Network Sure Total FBO can be configured so that each workstation can support multiple printers at one time The printers can be attached directly to the workstation or reached through the network Each workstation will have a primary d
317. e look forward to serving you 400 TotalFBO User Guide TROUBLESHOOTING amp DATA MAINT TotalF BO User Guide 401 APPENDIX A CHART OF ACCOUNTS The Default Chart of Accounts which is created as a new database is installed is detailed here for your reference You can use this worksheet to insert your own corresponding numbers from a previous system to make customizing the chart of accounts more manageable Remember to change the default numbers to match your own then add any additional accounts you need Be cautious about deleting any accounts from the default list as some of those that are unfamiliar to you are required for automatic processing Also included is a sample setup for the Cash Flow Statement Once you ve assigned your balance sheet accounts to the appropriate categories this com plicated statement is just a click away APPENDIX A 402 TotalF BO User Guide WN jessy Buljan4 126002 E nn WN jessy 9 QE AI999 J eAJesniniw piel WN 1955 2 WN WN jon J jessy 5 lt 1955 S USISUBI 5 2 lt essvy 9jQE AI999 q sjunooovy 1955 spuog funseaJ HSV HSV HSV HSV HSV HSV HSV HSV HSV HSV HSV
318. e screen to complete your entry Many users find this to be an easy method to use since all of the information you need for the vendor record is usually on an invoice sparing you from researching your files separately If new vendors are added in this way it may take some time until you have a complete list of vendors entered Be sure to plan to review new vendors added through sidestepping on invoices and also purchase orders to see that all relevant information is completed It can be tempting to skip many of the fields when you re in a hurry to complete another transaction You ll want to be sure to enter as many payees as you can in your Vendor records to save time when preparing checks and make more reporting options available Be sure to enter payees such as the bank you make 941 deposits with the airport you pay commissions or flowage fees to state and federal taxing authorities and employees you regularly reimburse for expenses SETUP PROCEDURES TotalFBO User Guide 91 Add or Import Vendors Setup Leases Setup Loans or Notes Setup Payables Options Add or Import Outstanding Payables SETUP PAYABLES Payables Clerk Setup vendor accounts for those organizations you will be sending payments to Include tax payees airports and employees with regular expense accounts Create records for recurring payables items suchas rents and leases Create records for recurring payables on which int
319. e sure to check the Allow In Payroll box as well 80 TotalF BO User Guide n Lee ee lm mi Cir U kami See Helpscreen topic Help N Checking Initial Setup amp Options SETUP PROCEDURES 7 If this account is kept in an alternate currency create the currency type at Accounting gt Invoicing gt Options and Settings gt Update Currency When you return to the Check Register record you ll be able to select the currency type Although it is possible to enter the Current Balance on this screen the preferred method described below leaves a better audit trail You can enter the last check number issued on this account now or else be sure to enter the proper number when you create your first transaction Options There are only a few options to consider at Accounting gt Checking gt Options and Settings gt General Options If there might be two users creating checks at the same time such as a payroll being created when vendor checks are also being cut be sure to set New Manual Checking Entries to Drafts to avoid skipping check numbers Also select the check register you use most often as your Default register Printer If you keep a separate printer loaded with checks you tell Total FBO to use it automatically whenever you print a check All other reports will be directed to your usual printer To do this go t
320. e you ll be able to select all shop orders or just a single job to post and set the date you want for the entry Based on the activity dates when parts and labor batches were added to the job the correct balance on the shop order as of your effective date will be SHOP OPERATIONS WORK 55 LABOR Posting WIP posts the current value of the Shop Order immediately Discrepancy Charges PARTS Parts Lines core Charges Freight Post PARTS COST Work in Process MISC Consumables Gen Freight WORK IN PROCESS ASSET dU This permits Income Payroll Matching DD LABOR COST with your 5 INVENTORY as Accounts ASSETS Expenses Payable Closing the job will adjust income or ACCOUNTS Cl cost as needed RECEIVABLE oe gt AND ASSET Clear the WIP account TotalF BO User Guide 335 LABOR INCOME INVENTORY ASSETS PARTS INCOME CORE INCOME FREIGHT INCOME CONSUMABLES INCOME FREIGHT INCOME ACCOUNTS PAYABLE WORK IN PROCESS ASSET SALES TAX LIAB 336 TotalF BO User Guide SHOP OPERATIONS O T calculated Then the journal entry is made to post your income accounts but instead of updating the Customer s Account and posting the balance to Accounts Receivable the total is posted to another asset account called Work in Process Because the bill is not yet issued to the customer no sales tax is posted at this time
321. ea for the customer s acceptance and signature You can email the quote directly from Total to the customer and they can sign and fax it back to you immediately AIRPORTS TotalFBO installs with over 25 000 airports worldwide including private strips and specialty landing areas You can also add additional landing areas for smaller international destinations or specialty locations such as golf courses ranches or exhibition sites CHARTER OPERATIONS TotalFBO User Guide 251 CHARTER INITIAL SETUP Quote Rules amp Options Charter Aircraft Charter Price Classes Records Pilot Records Dispatch Options Invoice Options Schedule Objects Set up your quoting rules to match your own policies and tax requirements and define one or more Style Sheets for your Quotes Set up each aircraft with appropriate type select as charter and add prices amp performance weight amp balance and CG configuration indicate pilot requirements and show owner Establish Price Classes for your customers with formulas for providing the correct price on each quote and invoice Create employee records for pilots with the correct Pay Types for Flight and Standby hours Create pilot records for charter pilots with checkouts and currency in type as well as special requirements Set defaults and Style Sheet options for checking aircraft and pilot readiness for flight and printing Flight Manifest and related r
322. ead of only by the Affects course setup student Do you offer 141 training instructor enrollment setup APPENDIX TotalFBO User Guide 513 Large schools prefer to schedule aircraft by type so that Do you dispatch aircraft by maintenance downtime is spread type evenly throughout the fleet Affects dispatch setup Damage waivers are fees charged students to insure the student Do you require damage against the cost of the deductible iflAffects dispatch options aivers from students here is damage to the aircraft invoicing procedure Do you rent headsets to Affects dispatch setup GL students setup Do you obtain both hobbs and tach information from rental Affects dispatch options customers invoicing options Grounding policy depends upon Do you ground flights when FR IFR operations and staffing squawks are reported availability Affects dispatch options Do you use helicopters in your Helicopters often land on buildings charter operations or other private areas Affects airports setup Do you land at private airports Affects airports setup Do you charge all aircraft on the same basis by the mile or by the hour Do you conduct passenger Affects aircraft setup charter operations options Do you conduct cargo Affects aircraft setup charter operations options Do you have standard Affects price class definitions discounts for good customer setup charter customers Affects charter options
323. eans that Shop Orders on this account will flow to the Leaseback report AND any hours flown will appear as Maintenance Hours in the meter reconciliation section Create a separate Non Billing account for doing maintenance runups and inspection flights 170 TotalFBO User Guide See journal entries that were made on one date but affect a different date like adjust ments to a prior month using the Cross Dated Journal Entries report ACCOUNTING amp BACK OFFICE OPER Some accountants prefer a batch posting method and you can choose that option in 7oralF BO though it s not recommended except perhaps for security reasons when posting payroll If you select Batch Posting be sure to lock down your security so that changes to transactions are not allowed EVER Otherwise tracing the effect that a particular item had on the General Ledger is very difficult Normally each change to a transaction produces one or more additional entries that reverse and adjust the original journal entry Find all entries that relate to a transaction customer or vendor by using the Selected Journal Entries Listing report in the General Ledger Module Enter any text to scan for in journal entry descriptions Making a Manual Journal Entry You can make any journal entry at Accounting gt General Ledger gt Make Standard Journal Entries Normal Enter date and a good description including any transaction number so you can find it easily i
324. eate the legs for the return trip by simply clicking the Create Reversing Legs See Helpscreen topic 4 Finally make sure you ll get the right aircraft for this quote You can Hel select an individual tail number if desired But you can instantly quote on L all appropriate aircraft in your fleet by entering number of passengers in the Maximum Passenger Count field See Helpscreen Topic Making Charter Quotes 260 TotalFBO User Guide CHARTER OPERATIONS TERE CHARTER FLIGHT WORKFLOW The trip can be invoiced from the Quote or through the Schedule and Dispatch process Passenger Prepare Schedule Dispatch Charter Quote Flight Flight ee MM 1 OC tne dene Declarations Pre Authorize gt VISA MasterCard Aircraft Record 7 Pilot Records Prices amp Qualified Performance Current Maintenance Due Check in Payroll Customer Time Card Invoice Expenses Payable CHARTER OPERATIONS You can further tailor your choices by selecting Only Pressurized Aircraft or the distance to the home base of the aircraft for those operators who use aircraft based in multiple locations If you have selected a single aircraft by tail number you ll see the quote charges instantly onscreen If you re quoting on multiple aircraft or need to see the details of any quote click the Show Full Quote button for a preview of the printout If the quote is within the c
325. eciation of Fixed Assets 1600 00 1600 08 Changes to Intangible Assets 1900 00 1940 99 ________ Amortization of Intangible Assets 196000 Un xana 2 AI 4 AIR GL Account Clusters Accounts Receivable 1210 00 1250 99 Work In Process 1410 00 142099 APPENDIXA ToralFBO User Guide 425 SAMPLE CASH FLOW SETUP 5 INVESTING Sub Group Title GL Account Clusters TreasuryBonds 77 5000 4599 Purchase Sale of Fixed Assets 500 00 1580 99 Owner Investments _____________j010 00 302089 Prior Year Adjustments xazan 6 FINANCING Sub Group Title Gl Account Clusters Short Term Financing po4000 204099 Long Term Notes 7 5000 2209 1 7 CASH Sub Group Title GL Account Clusters 426 TotalFBO User Guide APPENDIX TotalF BO User Guide 427 APPENDIX B AUTOMATIC LEDGER LIST The Automatic Ledger List is detailed here along with a description of the purpose for each category Also shown is the default account number from the Chart of Accounts supplied with Total FBO and type of account normally expected for this position Items noted as Control Accounts indicate accounts that can only be used for automatic journal entries Manual journal entries will not be allowed and under normal operation these accounts cannot be selected for disbursements on checks or payab
326. ecords for tanks and trucks Import or Receive oils with costs and quantities as of TIME ZERO DATE Verify selling prices Create records for each fuel type you ll sell entering current prices taxes volume discount structures and subtypes for contracts and buybacks Receive fuel loads to set quantity and cost of inventory as of TIME ZERO DATE Transfer between tank trucks Import or Receive inventory items with costs and quantities as of TIME ZERO DATE Verify selling prices or use Matrix to set through Mass Update 96 TotalF BO User Guide See Helpscreen topic k Help N Inventory Departments See Helpscreen topic 7 Help N Pricing Inventory SETUP PROCEDURES 7 the Shop Operations Section contain discussions and examples of typical Inventory Department setups You ll likely want to create these departments Each type of fuel Avgas JetA Non Owned fuel airlines and larger customers who store in your tank Pilot Supplies Aircraft Parts Shop Consumable Supplies these items are expensed immediately Client Owned Parts Avionics Parts By creating your list of departments now you can select the correct department as you enter each inventory item in a later step If you intend to import parts from another file be sure to name your new departments exactly as they were before to avoid duplicating departments After the import you can change the department name if desired Price Matrix A
327. ect Print To Void an invoice Select Void retains information reverses effect of invoice in all locations To Delect an invoice Select Delete removes information requires higher privilege level To Change an invoice Select Change Select Detail Line or other field and make changes desired OK the invoice NOTE Changes can only be made prior to Accounting Department s monthly Closing of Receivables and within date range set by Invoicing Options Invoice has been created and saved Depends upon change made if any In most cases an entry will be made to reverse the original invoice journal entry and a new entry will be made for value of invoice when INT COUNTER RAMP OPERATIONS TotalF BO User Guide 245 REGULAR CUSTOMER INVOICE FOR RENTAL amp INSTRUCTION WHERE 05 07 Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Sales Detail s Checking in a flight from Rental Select Line Type Rental Dispatch automatically completes Select Rental Code Solo Dual etc E displays it for your Select Customer s Pilot Record appr Select Aircraft
328. ects invoicing procedure Do you use pending invoices and options Do you usually enter invoices the following day Affects invoicing options Do you sell aircraft Affects invoicing options This credit is given when a customer fuels a plane at another FBO after renting it wet Affects invoicing options Do you need to number invoices with multiple series have a Do you have a maximum offsite fuel credit Will you be using Touchscreen Allows fast entry of invoices Affects invoicing procedure equipment a keyboard Station setup options Do you have any company credit cards Affects vendor setup Must any vendors be tracked separately in the General Ledger APPENDIX TotalFBO User Guide 507 checks will be issued from Will you be paying vendor another computer program Affects GL setup and invoices through TFBO adjustments must be made Checking setup Do you have any notes or other loan payments Special setup required Do you have any leases rental agreements or other recurring payables Special setup required Examples include flight school customers who provide services or Do you ever have a customer uel dealers who supply fuel and that performs a service for you apply credit card charges against as a vendor your fuel account as payment Affects Payables procedure Are most vendors exempt from receiving a 1099 Affects vendor setup Does the owner or ma
329. ed Rated Tail Wheel Rated SeaPlane Rated Helicopter Rated Rating User Defined 1 Rating User Defined 2 Rating User Defined 3 NENNEN p NENNEN 8 gn Rating User Defined 4 Aircraft Type Checkout Date Approved By Last Flown Date 476 TotalFBO User Guide APPENDIX TotalF BO User Guide 477 DEFAULT PRIVILEGE APRENDA REQUIREMENTS Each user is assigned a Privilege Level number that defines his activities in those major sections of the program to which he s been given access However although default privilege level requirements have been assigned to menus buttons fields and reports throughout the program each FBO will want to make some changes to accommodate staffing assignments The following charts detail the default requirements and provide space for you to note your own changes 478 TotalFBO User Guide APPENDIX 222 T ou mm Changes Dispatch Dispatch Dispatch Dispatch Dispatch Dispatch QD Q General Area ale O O Dispatch Override Max Fuel Credit Dispatch Tach Out on Check In Screen RE O O Enterprise General Ledger Inventory Inventory Inventory Inventory Delete Items Inventory Fuel Tax Tab Inventory Lot Cost Fields BE Inventory Inventory Inventory Inventory Inventory Inventory Invoice Update Invoice Update Apply Credits When Updating Inventory Change Items Inventory Force Complete Purchase Order Butto
330. ed the check and the UPS person has dashed back out the door your part of this job is over for a while Verify Inventory Invoices When the shipment is received into Inventory by the Inventory Clerk it s not necessary to do anything special Assuming the option has been set to require it TotalFBO will automatically create a Vendor Payable Invoice as usual Also as usual this invoice will be placed on Hold Status so that it cannot be paid until approved The Inventory Clerk will pass to you the packing slip a copy of his Received Shipment report and any other documentation related to the shipment ACCOUNTING amp BACK OFFICE OPERATIONS ZotalFBO User Guide 131 Continue to monitor these areas Payables Clerk Notes Leases Vendors Inventory Regular duties and responsibilities Verify Inventory Invoices Apply COD and Verify Credit Credit Card Card Pre payments Statement Create COD Checks Post Other Clear Core Payables Charge Credits Saza Notes Leases Reconcile Monitor Travel Inventory Advances Adjustments 132 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER This is where you pick up the thread Go to Accounting Payables Update Vendor Invoices and locate the invoice that was created when the shipment was received It will have a red hand by it Use the Change button to open the invoice and review it to be sure that it s accurate Update the I
331. ed to get customer statements in the mail as quickly as possible so that payments can begin flowing back in When you feel you re ready to proceed make a backup and make sure all users are out of the program for a few minutes The closing process usually takes only a few minutes so you can do this easily during a lunch hour or early in the day The closing function is located at Accounting gt Receivables gt Closing Operations gt Close Statements for a Month All you have to do is enter the new close date Items dated on or before this date will be closed If you wish to charge interest or fees select the options you prefer Then click the Do the Close button 128 TotalFBO User Guide ACCOUNTING amp BACK OFFICE Generate Statements When the close is complete you ll be ready to generate statements These are produced at Accounting Receivables Statements Customer Statements From this function you can create a single statement or print them as a batch There are several options for selecting accounts which should be included so if you prefer not to mail statements when there 15 a credit or zero balance on the account for instance you can exclude them quickly P Help N Don t forget that you can exclude any individual customer from the batch by simply checking the box on his Customer Account Record There will always Customer Statements ma be a few special accounts that you don t mail statements
332. ed to search for a particular invoice number in the example above you would first click on the header of the Invoice Number column to sort the data in that order Then you can enter the specific invoice number or part of a number you need in the Search box After entering the number use your Tab key to complete your entry and display matching records When searching you can enter word and get a list of all records containing those characters between the signs anywhere within the field 40 TotalF BO User Guide INSTALLATION 7 Progressive Search You can search multiple times on the same set of records narrowing your selections each time if you wish Simply click on another column and enter your criteria in the Search box You can repeat this procedure as many times as you wish To begin a fresh search click on the CLR button to the right of the Search box What About Data Entry Forms This is where you ll actually enter and change your data At the lower right edge of a Form Window there will be three control buttons s Ok To Save Your Data or Changes e Click on OK button or Tab to button and press Enter or e Press Alt O On some simple forms the OK button is the Default button so pressing the Enter key on your keyboard will accept the form and move you to the next appropriate window However on more complex forms this button is not defaulted in order to prevent premature
333. eed P Help only move the Fence date temporarily make your entry and re set the Fence Dates See Helpscreen topic General Ledger Setup Checklist As you begin your entry of data in the following steps you ll want to insure that information is limited to a very narrow date range Another important option involves the Fiscal Year selection As your new database was created it was possible to select the beginning of your Fiscal Year If no alternate choice was entered the default was established as January Be sure to change this 1 of the current calendar year date on the existing year before adding any additional If that 15 correct then you only need to decide if it will be necessary to enter fiscal years or entering any data from the previous fiscal year such as outstanding invoices for customers transactions or balances or vendors If so you ll need to open this earlier fiscal year at Accounting General Ledger Update Ledger Structure Fiscal Years reme If it is not correct then the same location can be used to change the beginning date of your fiscal year i BI m Rat ES L zm d IE j mn uml n Y Finally you should be aware that some accounts are designated as Control Accounts These accounts should not normally be updated by direct journal entries but should be updated automatically by posting to the associated Detail Ledger or secure function within TotalFBO
334. eep on hand as it lists the correct Bin or Location for each item 2 Print Labels For any items to be carried in stock you ll save a lot of time by allowing TotalFBO to produce labels for each item in this shipment If you choose not to print labels at this time you can produce labels later for individual part numbers 3 Vendor Invoice In order to insure that the accounting records updated in sync with your inventory records a vendor invoice must be recorded for Accounts Payable This is so important that an option is available to force the creation of an invoice for every shipment Your accounting staff will probably also set an Inventory Option so that the resulting invoice 15 placed On Hold so that it cannot be paid prematurely If the option is set you will not be able to exit from the invoice screen unless you select OK Typically all the information is already completed on the invoice screen with the occasional exception of the Due Date you need do is enter the letter shortcut for Today s date If you wish you may also enter the packing slip number in the Vendor Invoice number field before you OK the screen 4 Inventory Update Your inventory records are automatically updated to show the items received and the Purchase Order 1s marked Completed 5 Shop Order Update The Shop Order is updated as well Outside repairs and services appear automatically on the Discrepancy and SHOP O
335. efault printer but can select any other printer at the time of printing if desired A separate default printer can be established for your check printer Customizing Reports Style Sheets control how many reports look Check them out in the Options and Settings section of each module You can change the wording of some titles include or exclude certain information and set defaults for report options Use your Word Processing program to add special touches to an important report by exporting the report to a File You will be prompted for a Destination and Filename of your choosing Troubleshooting 1 Verify printer is plugged in turned on on line and has paper 2 Verify network setup 15 correct including Timeout settings separator pages and printer sharing arrangements Try test printing from another program Verify printer s port settings are correct in Windows Printers Setup Insure trailer message 15 not longer than you expect with extra blank lines Insure ports are enabled in Windows Control Panel System Setup Verify printer has been set up in Windows with correct drivers for your operating system loaded 8 Insure temporary directory locations for workstation and user profile have plenty of available space 9 Sometimes a new print driver will itself have errors that can cause a program like Total FBO to fail to start properly Usually a manufacturer will correct these bugs fairly quickly however in the mean
336. egister 36 Earned Discounts 5 Accounts Payable 118 COD Holding Account 36 Earned Discounts 5 Accounts Payable Accounts Payable 36 Earned Discounts 5 Accounts Payable Any selected account Long Term or Short Any selected account 32 33 Term Notes Payable Long Term or Short 32 33 Term Notes Payable 34 Interest Paid Expense 9 18 Bank Register Any selected account 9 18 Bank Register PAYABLES ASSUMPTIONS When adding a Purchase Bill it is assumed that this is not a credit memo Checking the Credit box will reverse the sense of the journal entries MANUAL DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS CHECKING APPENDIX C TotalFBO User Guide 449 Any selected account 9 18 Bank Register 118 COD Holding 9 18 Bank Register 19 Service Chg Exp 9 18 Bank Register 9 18 Bank Register 6 Undeposited Receipts 9 18 Bank Register Any selected account 9 18 Bank Register 20 Bank Investment Inst 9 18 Bank Register 139 Currency Gain Loss 450 TotalFBO User Guide PAYROLL 38 48 49 50 51 52 53 54 DEBIT THESE ACCOUNTS Payroll Wage Expense Advance EIC Payments FICA Expense Medicare Expense FUTA Expense SUTA Expense Worker s Comp Expense Disability Expense Employee Benefits Exp Accrued Net Payroll Federal W H Liability State W H Liability Local W H Liability FICA Liability Medicare Liability FUTA Liability SUTA Liability Worker s Comp Liab Disabil
337. either directly at Accounting Receivables Recurring Charges Update Recurring Charge See Helpscreen topic Reminders or as a Sidestep from creating your list of available rental spaces at Update Rental Space List Now it s time to actually produce these invoices Help 5 which is done at Accounting Invoicing Other Invoice Operations Bill Recurring Charges Recurring Charges Typically an FBO would like to generate and mail the invoice early say the 15 of the previous month in order to encourage the customer to pay on time around the first of the month Otherwise a customer will wait until his monthly statement arrives then take another 30 days to pay resulting in your receiving the payment almost 60 days late mace dug c ER p Ka an h ma Dep i uma emen TotalFBO allows you to generate invoices at any time but date and post ra b ra rl keren them to your General Ledger when the charge is actually due You can even kane add a special note to each invoice reminding the customer of the due date Invoices will be generated automatically for all customers and charges in your list based on the Next Due Date field on the record The date you specify at the time of invoicing is the actual date that will be used for posting This date is used just to select the correct items to bill Each time an invoice is generated the Next Due Da
338. elect the Checking Contra account for the UU a I HER Lar disbursement After all your setup is complete and verified and beginning General Ledger Account Entries have been entered you ll be able to merge the Contra Account into the Bank Account Until then the Contra account provides a good record of beginning activities 82 TotalF BO User Guide See Helpscreen topic Help N Accounts Receivable Initial Setup amp Options SETUP PROCEDURES T Outstanding Items This step is optional but can be helpful if you intend to use the Check Reconciliation function in Total If you enter the beginning balance as of the Time Zero date you ll only enter new transactions to TotalFBO amp But then you ll have to wait a couple of months to begin reconciling because the outstanding items won t be available to check off If you would like to enter outstanding items set your beginning balance as of the previous bank statement date Then enter outstanding register transactions using their correct original dates But be sure to code the disbursements for them to the Checking Contra account RECEIVABLES CLERK This section deals with establishing all the data and options that relate to billing customers Because this 15 the largest section to your setup it may be helpful to enlist the aid of a trusted CSR to help with data entry Sales Taxes Establishing sales taxes must be
339. ember to look it up in a log 316 TotalF BO User Guide See Helpscreen topic Help Sending parts for Rework SHOP OPERATIONS TU 7 We ll cover three types of transactions in this section Reworked Components Cores Rotable Components REWORKED COMPONENTS We ll use this term when we take an item off an aircraft send it out to a vendor for repair and then reinstall it on the aircraft We expect to charge the customer for the freight both ways the vendor s charges for labor and any parts that were used and any sales tax which applies Remove Component from Aircraft 1 2 Add a Parts Line to your Shop Order Before completing any of the usual fields check the Send Out for Repair box This lets the program know that you ll be working with a Serialized Part that is also a Client Unit Complete the Part Number Appropriate screens will appear that allow you to either select an existing inventory record must be Client Unit or Sold status or add this item as a new Client Unit Be sure to enter the correct unit serial number in the Unit record window NOTE This special Parts line will be used to help you track the component but will not print on the Shop Order unless you specifically check an option on the Style Sheet Send it to the Vendor l 2 Create a Purchase Order and select the Vendor Insert a Detail record and select Outside Repair as the Line Type Enter the Part Number a
340. ements can stand alone and be correctly balanced TotalFBO DEO ENTERPRISE OPERATIONS TotalFBO User Guide 57 ENTERPRISE DATABASE STRUCTURE LOCATION 1 LOCATION 2 Normal Transactions Normal Transactions LOCATION ZERO NO TRANSACTIONS Global Reports amp Master Setup Global Transactions Corporate or Capital Entries Normal Transactions LOCATION Users may have access to one or more locations Some transactions such as payroll may be completed in a single location and posted to other locations Reports run in a location display data only for that location e Run reports in Location Zero for Enterprise wide data e The Master Setup is copied and customized to create new locations Sales may be made and paid in any location Customer statements are issued from Customer s Home Location Each location s financial statements balance independently as well as globally OO000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 will make a pair of journal entries for each cross location transaction so that a clear audit trail 15 maintained in each location s general ledger Controllers will verify that these clearing accounts reconcile as part of the monthly cycle 58 TotalFBO User Guide ENTERPRISE OPERATIONS T INSTALLATION amp SETUP Installation of SQL Server
341. emoved thereby improving your network performance Is the MDAC in good shape This little bit of alphabet soup stands for Microsoft Data Access Components and without them you can t use things like SQL or Access that work with databases The MDAC is installed automatically as a part of Windows but it can become corrupted or out of date You can download the latest MDAC from microsoft com downloads and enter MDAC the Keywords box Once downloaded just click on the file to install it Be sure to reboot afterwards From the same location you can also download the MDAC Utility which checks the individual components of the MDAC and identifies what version you have installed Is Port 1433 Open This 15 the port that SOL uses by default If there s a firewall or some other security software installed on your network you ll have to enable this port You can test to see if it s open by going to a workstation and opening up a Command Prompt Type the following substitute the name of your own server and press Enter at the end TELNET servername 1433 e Ifyou get an error message the port isn t open Call your Network Consultant e If you just get a black screen the port is open Click the X in the top corner of the window to close it SQL Was it installed with full Administrator privileges If not then the easiest fix 1s to uninstall delete the remaining directory tree and reinstall properly If necessary also verify that som
342. ency contact person in case of an unforeseen problem See Helpscreen topic It s a good idea to get a standing credit card number on file too in case your front counter is closed when the student checks in after a night flight Help N Finally select Tab 6 and Sidestep again to create the student s Pilot Record Pilot Records You can create pilot records directly at Operations gt Dispatch gt Update Pilot Records but you must link student pilot records to their corresponding customer account records in the Receivables module You ll perhaps only be able to enter student s name for a true beginner As you dispatch the student on flights you ll be able to sidestep to enter medical and checkout information or the instructor can update the record as the student progresses After saving the Pilot Record you ll be returned to the Customer Account Record and after saving that you ll be back in your original invoice 280 TotalFBO User Guide See Helpscreen topic k Help N Enrolling Students See Helpscreen topic Help N Updating the Schedule FLIGHT SCHOOL OPERATIONS 22 T If you sell a Training Package or receive a Block Deposit Total FBO will automatically check those options in the Customer Account Record so that future flights will be billed correctly If you charge for Club Dues you ll need to update the Customer Account option manually and may want to ask your Accounting Staff t
343. end that you install MSDE and test it in your environment before investing in a more expensive option SQL2005 Express is the successor to MSDE Performance 15 no longer limited and the database size limit 1s increased However the number of processors which can be used 15 decreased Here 15 the comparison Note that you can restore and use a backup made on MSDE SQL2000 to a If you already installed SQL2005 server but not the other way around Small Business Server 2000 check to see if you puchased You cannot run MSDE and SQL2005 the same server Software Assurance for it If so you can get a free upgrade Limitations on RAM in SQL2005 Express may make performance poor in to Small Business Server 2003 larger networks for just the cost of shipping a new set of CDs This is MSDE SQL2000 cannot be installed on a Vista workstation though a Vista definitely worth the effort workstation using TotalFBO could access MSDE SQL2000 installed on a network server 22 TotalFBO User Guide INSTALLATION 22 T DO NOT that you install 5012005 Express from download because vital security settings are not configured However for easier installation and management we recommend that you install it from TotalFBO CD KEEPING CURRENT IS CRITICAL If you install MSDE or SQL2005 Express from the TotalFBO CD a standard Microsoft installation is performed You get MSDE 2000 which has already
344. ent sources indicate that performance suffers little until you exceed 100 users in most installations We recommend that you install MSDE or SQL Express and test it in your environment _ INSTALLATION TotalFBO User Guide 19 SQL Server 2000 2005 requires a license for each user who will be accessing the database and cost becomes a significant factor However in the medium to large network the additional administration tools become useful in managing access When you exceed 5 users it makes sense to move into a domain network with appropriate server installations for many reasons Small Business Server 2003 is an option for small to medium sized networks where growth is not expected Costs can be significantly lower than for an installation of SQL Server 2000 but when growth occurs you ll pay all over again for each of the products which were bundled into SBS as it cannot be upgraded You ll also be tempted to run other programs on the same server which will cause severely impaired performance DO NOT expect to also run Exchange email or IIS web on the same unit Who will be your SQL Administrator Several additional layers of security are implemented with a SQL installation You ll need to designate someone to have access to the SQL program itself maintain passwords install new Service packs and Hotfixes from Microsoft etc How will you handle backups You can make backups through Total FBO of your SQL database while
345. eone has not altered the Administrator s privileges on this server Did you reboot after installation Sometimes the installation 15 done at a time when it s inconvenient to reboot so that step gets skipped But if it s not done immediately after installation certain information isn t written to the registry properly or the SOL service may not start SHOOTING amp DATA MAINTENANCE Total User Guide 391 Is the MSSQLSERVER service running One way to tell 15 to look down on your Taskbar in the Notification Area all the way to the right side Is there a small gray server with a green or red arrow on it If you right click on it a menu will open and you ll get to see the name of the server too If the service is running the arrow will be green If it s not you can try to start it from the menu If it starts but doesn t start automatically again after a reboot call your Network Consultant Uninstalling rebooting reinstalling and rebooting again may solve it for you as well Was it installed to use SQL Server or Mixed Authentication If you installed MSDE or SQL Express from one of our CDs this option was set for you automatically If you installed SQL from another source it would have been necessary to choose this option as the default installation sets up Windows Authentication THAT WON T WORK NO WAY NO HOW SORRY DON T PASS GO NICE TRY but we did try to tell you that in the installation instructions did
346. eport found in the Invoicing module helps keep you up to date This report is designed to be a daily recap of sales activity on a single page The other reports in the Invoicing module will give you the details to support the summarized totals But there are hundreds of reports available to you Which ones will you need The answer will depend of course on your business and your management style But the charts on the next pages will help you get started Being able to run your own reports at any time rather than depending on a staffer to provide you with figures is a big advantage to having an integrated system like Total FBO Everything stays current at all times unless an employee fails to use the program so there s no delay in receiving the information you need to make good decisions BE MANAGEMENT CONTROLS ZotalFBO User Guide 375 TFBOMODULE _ REPORT NAME 2 __ o 376 TotalFBO User Guide MANAGEMENT CONTROLS mm MODULE o MANAGEMENT CONTROLS User Guide 377 MANAGEMENT DECISION MAKING CONCERNS MODULE REPORT NAME How should we negotiate a contract renewal RECEIVABLES Sales Profile What services do customers use most from us cT What s customer s buying pattern RECEIVABLES Sales History What s our annual cash flow cycle __ ___ RECEIVABLES AR Aging How long have they owed
347. eports Define one or more Style Sheets for Invoices including quote information and details Create records for pilots and aircraft with schedule availability 252 TotalFBO User Guide See Helpscreen topic Help N Airports Total FBO AC U KWIK 9j Peia Ho ees cama cmm me TEMA CHARTER OPERATIONS In addition to the basic airport information Total FBO provides time zone and daylight savings time fields This information may require updating for some destinations as usage changes If a note appears on the quote Times Not Adjusted it is likely that the time zone information on at least one airport in the itinerary is missing After correcting the aircraft record the quote should print correctly Although you have already set a standard margin for vectoring some airports are so busy that you can expect additional delays as controllers get everyone sequenced for landing For those destinations you ll want to add an additional number of minutes for the expected In Bound Delay to keep itineraries and prices as accurate as possible Tab 2 of the Airports record allows you to enter known landing fees for various aircraft weights as well as departure and arrival taxes and fees On the quote you can also add a typical amount for landing fees at unknown destina
348. er employees at Accounting Payroll Employee Basic Records Be sure to include instructors and mechanics you pay on a contract basis as well so their time can be invoiced properly You ll be able to mark their records as Contract which separates their totals on reports and forces 1099 instead of a W 2 at the end of the year If an employee is a pilot or mechanic be sure to check the appropriate box Checking the box will enable you to create the basic pilot record and automatically link it to this employee record Then personnel in the Charter or Flight School departments can complete the rest of the pilot record from the Dispatch menu If you bill for this employee s time be sure to enter the billing rate for each kind of time sold regardless of whether or not you enter a pay rate You can speed Flight School invoicing by being careful how you enter Pay Descriptions for hours to be billed as Primary Instruction Advanced Instruction Ground Instruction Pilot Services etc SETUP PROCEDURES TotalFBO User Guide 105 e consistent with naming these items for each employee e Enter the same description on the matching GL Income Account as the Billing Trap Phrase This will guarantee that the correct income account is selected when the instructor and his time are selected on the invoice YTD Totals 125 kal ii TTE Baz Once your employee records have been created you can use the Adju
349. er Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct Add Payment Information Select the Payment Button Enter Dollar Amount paid Press F5 button if paying exact Invoice amount Select Payment Means select proper Government Credit Card from list Enter Card Number and Expiration Date OK the Line Close the Payment Window OK the Invoice New Customer Defaults include Transient customer Credit Cards Receivable type and correct Price Class Fuel Sales Income Government Invoice Style Sheet has been defined so that print Sales Tax Liability ing will be correct Fuel Tax Liability Default number of copies to print has been speci Cost of Fuel Sold fied Fuel Inventory Fuel Meters and Tanks have been set up Fuel Prices have been established Government Credit Card established and linked to proper payment authority Defense GL Department defined with proper over ride accounts INT COUNTER amp RAMP OPERATIONS TotalF BO User Guide 237 AIRLINE CUSTOMER FUEL INVOICE WHERE TO GO Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter Name or Account number Add Sales
350. er and employer specific rates Update Verify Tax Tables Establish deductions with related GL accounts marking Setup Deductions any that are pre tax Create a record for each employee and contractor on Add Employees your staff with pay rates billing rates deductions employer matching amounts etc Select Pilots and Mechanics Update YTD Enter YTD totals for each employee s pay since Totals January 1 of the current year Setup Payroll Choose options for payroll behavior and set the default Options payee for 941 tax deposits OOO000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 necessary to download a more recent update from www totalfbo com You can also update the brackets manually at any time based on information from your local tax authority Then continue to customize the records by entering your taxpayer ID numbers along with your company s rates for Unemployment Disability or other taxes and fees If there are any cautions or instructions specific to your state they ll be displayed on the Comments tab Deductions Next you ll customize your list of authorized deductions at Accounting Payroll Options and Settings Employee Master Deduction List Several typical deductions are defaulted in for you as examples However you must use your own information especially for Pre Tax setting on 401K
351. ercentage and setting Amount 1 to 100 In some cases you may decide to set a price in another field for a specific class of customer This is common for prices to Owners since this 15 often a calculation of what we think the cost for fuel and oil might be per hour rather than a price we expect to make a profit from In that case we might choose to set a price on the Aircraft Record in another field say Fixed Price 3 and select the Pricing Method on the Owner s Price Class accordingly EEUU FLIGHT SCHOOL OPERATIONS TotalFBO User Guide 275 PRICING RENTAL FLIGHTS Select Lowest Price of the 4 1 2 3 4 Is thisa Club Customer Is thisa Block Time Customer Is this the Aircraft Owner Is there a Credit Balance Rental Is there a Credit Balance Invoice Is it more than Minimum than Minimum Price Calculation Process Sel Us la and Locate Price ji illod surcharge if Class Formula price from price to calculate m aircraft record customer s price PRICING INSTRUCTION There are Price Classes for Instruction as well though there are usually only one or two of them which need to be set up in the average Flight School Typically there is a Price Class for your outside Retail customer and another for your internal needs This would cover flight instructors who perform regular check outs for other instructors
352. ere is an installation of SQL server available If you install from our CD most of these details are handled for you automatically However you may need to install SQL in another way so the following information is provided for network engineers and administrators There are three basic versions of SQL available from Microsoft 1 Obtain Microsoft SQL Server 2005 You can obtain this product from a dealer who sells Microsoft products You will need to purchase enough licenses to handle all the users who will be working in the program at the same time concurrently Thus you may have 10 workstations on your network but only 8 of them are used by staff who work in TotalFBOG and one of them is only used at night when everyone else is gone In that case you would need at least 7 licenses In a network environment SQL Server 2005 is best installed on a computer which is running Windows 2003 Server or later as its operating system Note that TotalFBO can run on SQL Server 2000 also Installation instructions and considerations are essentially the same for both products Microsoft only sells the later version but you may still have access to it from some third party vendors 2 Obtain Microsoft Small Business Server 2003 NOT RECOMMENDED You can obtain this product from a dealer who sells Microsoft products This is a bundled product which includes Windows 2003 Server SQL Server 2000 2005 and some other products You will need
353. erest is paid such as mortgages loans and lines of credit Select options for payables including the GL account range for tax liabilities to be included on the Payments Due Report Enter outstanding items payable as of the TIME ZERO DATE coded back to the Payables Contra Account 92 TotalF BO User Guide See Helpscreen topic Help N Leases Recurring Expenses See Helpscreen topic k Help N Notes Loans SETUP PROCEDURES T Leases A lease record is simply a recurring payable item Throughout Total FBO you ll find functions such as this one which are designed to save you from keystrokes and repetitive effort Set up leases at Accounting gt Payables gt Update Leases Once a record is established you ll be provided with a reminder of this payable on each Payments Due report until the expiration date you ve set Then you can make the payment by simply selecting the lease and authorizing the check or withdrawal Notes Notes are another kind of recurring payable item but they differ from leases in that interest is involved As you setup the record at Accounting gt Payables gt Update Notes be sure to select the correct Note Type which is actually the method of calculating interest The two most commonly used for long term commitments are Long Term Fixed Payment Amortized used when the payment is exactly the same every month and Long Term Fixed Amount Interes
354. es Taxes Receivables Clerk Setup Credit Customer Cards Pricing Setup Setup Credit Setup New Customers Terms Regular duties and responsibilities Reconcile Credit Card Payments Prepare Invoice Airline Fuel Recurring statements Charges Reconcile A R Post ROA checks Close and Mail Collections Statements Import Remote Invoicing 118 TotalFBO User Guide pres i EEE eg r ae ee man Wil mi Edd Er ham user zo uem Req T k van Fan Fu nara Er ur aw b shair Hi es A Li Ta m bn Cun Cac aw r ER EEG Gm EE las RN E Han tc maus p LIU ue imei EDIT LE KIP _ ES n BL w Wu EBE TAY EEE KEN ES Tanr avam m aie Bed sene m ri ACCOUNTING amp BACK OFFICE OPER Even if these sales are entered manually from tickets this work can often be done by the normal CSR staff as quickly as possible each day Sometimes these fuelings are part of the task assigned to your night CSR if that s a slow period for your Front Counter Your goal is to make it possible for your Line Manager to verify that all fuel delivered each day was also invoiced and that Inventory quantities are correct This can only be done if invoicing is entered quickly You ll find that using the Touchscreen invoice format allows extremely rapid entry o
355. es automatically Mechanical device that promised us all less work but actually raised the bar on what s expected Somewhat more complicated than a microwave oven but not as complicated as an aircraft Maintenance and upgrade costs must be budgeted regularly as for an aircraft 518 TotalFBO User Guide Core Cross Country CSR Damage Waiver Defuel Departure Fee Diesel Dry EPA FAR FBO FET FIFO Firewall Fiscal Year Fuel Farm GAAP GL GSE Headset Holding Account Hookup Fee International Trash JE GLOSSARY Used part returned to a vendor when its replacement is sold on Exchange basis Also fee that s charged if the used part isn t returned or isn t repairable Flight in which the aircraft makes an approach to minimums or actually lands at an airport away from the originating airport Customer Service Representative Usually an employee who works in or near a Front Counter meeting the needs of customers Fee paid by a rental pilot in lieu of paying the owner s deductible amount in the event of damage to the aircraft Removing fuel from an aircraft before repairs or in order to reduce the aircraft weight Sometimes an FBO can use the fuel so the customer is given a credit When the fuel cannot be re used the customer is charged a fee for the service The process of defueling can make the meters on a fuel truck run backwards Flat fee charged by an airport to a departing aircraft t
356. esigning your system EXCELLENT Windows XP Pro 1 Gigabyte 1 Gigabytes Fast Color VGA 1280 x 1024 x 24 bit Windows 2003 Server SQL Server 2005 2 Gigabyte 10 Gigabytes Color VGA only 1024 x 768 x 24 bit Windows 2003 Server 4 Gigabytes 30 Gigabytes Color VGA only 1280 x 1024 x 24 bit 20 users 12 TotalFBO User Guide INSTALLATION TURE 3 Domain Controller 4 Web Server 5 Exchange Server email Although you may elect to use Small Business Server 2003 for one of your servers you may not combine these functions on one machine OPERATING SYSTEM Windows operating systems which are designed for home use are NOT supported Although it may be possible to get the program to function using one of these operating systems in a standalone environment your business network WILL encounter failures when even one workstation is using a home use operating system EVEN IF IT S NOT ACCESSING TOTALFBO Currently Windows ME Windows XP Home Vista Home and Vista Home Premium are Not Supported Windows operating systems which are no longer supported by Microsoft are not supported Therefore Windows 95 Windows 98 Window NT 4 0 Workstation and Server are not supported If you need to upgrade to a more recent operating system be sure to investigate whether your current hardware will handle the new operating system It may be cheaper and less problematic to purchase a new workstation than to attempt to
357. ettings e fyou re setting up a Serial Cash Drawer you ll need to insure that the Use Copy Command option is checked at Utilities Customizing Set Global Options Tab 4 in order to select the proper COM port You can use the Test button to sent the Byte characters to your drawer When properly set up the drawer should open INSTALLATION Backing Up Your Data A backup is simply a copy of your data which 15 held in reserve in case something goes wrong with the primary copy Backups can come in a variety of formats and forms each having its own advantages and disadvantages For example keeping a printed copy of every transaction is one form of backup but it has the primary disadvantage of being difficult to use 1 you have to type in every transaction all over again A much better kind of backup copies the computer files from your hard disk to floppy disks or some other kind of electronic media These disks can then be stored separately perhaps even off site from the computer giving you the ability to recover from a variety of problems But it is not enough to just make the backup and then forget about it until the next time a backup 15 due To properly protect against the full spectrum of possible problems including fire and theft as well as computer hardware and software problems you must have an integrated plan of making backups and storing them How Often Should Backups Be Done While Total FBO helps m
358. ex configurations works best and is easiest to the names of your databases maintain over a period of time Do be sure to utilize the services of a qualified when creating your Licensing Network Engineer who will insure that the latest patches and revisions to your record networking software are installed Network Types The following network software packages are commonly used by our customers Dedicated Server Types Peer to Peer Types Windows 2000 Server Windows 2000 Professional Windows 2003 Server Windows XP Professional Operating Systems The following operating systems are commonly used by our customers Windows 2000 Server amp Professional Windows XP Professional These systems should be used only when all appropriate patches amp updated drivers are installed Avoid mixing operating systems within a network When using Windows 2000 for the server using only Windows 2000 Professional or later at the workstations will provide more reliable performance Communications Protocol TCP IP is required DO NOT USE NetBEUI which has been shown to cause data corruption and has poor error checking capability Check the protocol in use at the server and EACH workstation by going to My Computer gt Control Panel gt Network You must REMOVE it completely at each location Hardware Options Network cards must be matched to the type of cable that will be used to connect the computers together If you use UTP or Fiber Optic cable y
359. ext in the Resolution field SHOP OPERATIONS ZotalF BO User Guide 295 Parts Parts that are special ordered for the job will automatically appear on the Shop Order after they are received into inventory if the correct Shop Order Number and Discrepancy Number fields have been entered Not only does the price for the part appear but so do charges for freight and any core charges that applies The cost for the part is also tracked so that you can determine profitability on the job Parts which are kept in stock are added to the Shop Order either by directly inserting Parts lines or else through the Batch Mode Parts function The charge for the part and any core charge will appear and the cost will be tracked However because accounting regulations do not permit including freight on inventoried items you ll need to be sure that your selling price 15 high enough to include your freight expense From time to time you may be able to sell an item which you have salvaged from a previous project or which you have on hand but do not have in your inventory records You can insert a part record on the Shop Order as a Miscellaneous Part item assigning a part number description and price as needed Miscellaneous Charges Several other general items may appear on a Shop Order as necessary Consumable Supplies These items are best charged for by applying a standard rate to each Shop Order rather than attempting to track them as indivi
360. f fuel tickets When you combine this with the correct setup for the Customer account and Fuel Record processing very large numbers of deliveries each day is not only feasible but painless When the fuel tickets have been entered to Total FBO your next task is to prepare the billing that is actually sent to the customer Since all the deliveries have already been posted to the Customer Account as invoices you do not want to create a new invoice Instead we ll use a special kind of statement to summarize these charges onto a single report This statement is created at Accounting gt Receivables gt Statements gt Airline Fuel Statement Here you ll be able to select the customer name and the date range for this billing If the customer has pre purchased fuel or provided their own fuel for storage in your tanks you ve already established a separate Fuel Type for them You ll be able to select that fuel now and include inventory information such as beginning and ending quantities shipments received etc You can also select service lines to include as you would have for minimum fueling charges or hookup fees Finally each customer will have specific requirements about how taxes if any should be displayed and you can choose the appropriate option Once you have made your choices click the Run the Statement button to see the entire billing Note that the printout bears an invoice number which your customer will require for proces
361. f items transferred from your previous system GL Trial Balance Reconcile detail ledgers to GL Control accounts Save this reconciliation When totals are available from previous system enter beginning balances for each GL Account as Start of Year or Monthly Totals Amounts for Control Accounts MUST MATCH original Trial Balance Print Trial Balance as of TIME ZERO DATE Compare balances for Master accounts to original Trial Balance Reconcile any variances Your General Ledger setup is now complete You can prepare current financial statements 108 TotalFBO User Guide See Helpscreen topic Help Creating Additional Training Database See Helpscreen topic 7 Help N Setting Beginning Balances SETUP PROCEDURES T Internal Non Billing Summary Receivables Recurring Charge Summary Receivables Pricing Review Receivables Notes Payable Listing Payables Leases Listing Payables Now is also a good time to test your setup Simply make a backup and restore it to your Training Directory Then make some sample transactions and verify that the journal entries are as expected Save copies of the transactions and journal entries in your binder as a reference future journal entry doesn t seem right you ll be able to quickly review your setup to see what s changed Beginning Ledger Balances At some point you ll be able to enter beginning balances for each general ledger acc
362. f needed Then select two or more accounts to update and the amount s You ll not be allowed to leave the screen in an out of balance condition If you fail to heed the warning any discrepancy amount will be posted to Suspense e Post Year You can also make a special type of adjusting entry that helps you prepare year end reports in two formats The Post Year entry adjusts the Year End balances ONLY without adjusting any single month s balance When you run financial reports you can run them with or without these entries to get two versions of your reports A footnote 15 added to the printout for clarity Thus you can see financials before and after adjustments or with two different versions of depreciation calculations Note that these amounts ARE included in beginning balances for the next fiscal year Other Posting Operations Although you can do anything you like with a Manual Journal Entry using these special entry forms can save you keystrokes and improve accuracy Find them at Accounting General Ledger Other Posting Operations e Reverse an Existing Entry NTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 171 If you need to reverse an entry that was made whether manually or automatically just select it from the list here and it s done In addition the entry is marked Reversed so you can see it on reports and you won t be allowed to reverse the same entry twice E Ih fee Vis irem nia a Pe
363. fuel tank installations are subject to tighter regulations and additional fees Instruction from a tower controller telling a pilot where to go Computer network in which the computers are located in two or more buildings Requires Thin Client software to obtain enough speed to run Total FBO A local computer network in which some or all of the connections use wireless transmission equipment Significantly slower than wired networks Wireless Access Point An antenna on a network which is transmitting information Renting an aircraft for a price which includes all fuel Work in Process The value of goods and services which have been delivered but not yet billed to a customer An Asset to the company Network connection in which information 1s transmitted from an antenna on the network to an antenna on the computer or other mobile device Windows Terminal Services A group of functions which enables desktop operation of programs from remote workstations The most common Thin Client solution 522 TotalFBO User Guide GLOSSARY _ INDEX TotalFBO User Guide 523 GENERAL INDEX 1099 90 104 142 151 257 276 337 315 356 363 40 column receipt printer 109 401K 103 148 8710s 286 941 90 105 147 151 163 A P 140 328 A R 126 140 328 Abnormal Terminations 16 17 AC U KWIK 252 Accounting amp Back Office Operations 230 Accounting Processes 171 Accounting Reports 167 Accounts
364. function In the General Comments field here use the Macro button to insert your customer release paragraph of legalese defining customer rights and giving your company permission to fly or taxi the aircraft as needed etc This should include a signature line for the customer s approval _ SHOP OPERATIONS TotalFBO User Guide 301 Finishing Up At this point you ll want to verify the address which should be used for this billing If it S not the normal address on the customer account record you can select or add an alternate address on Tab 6 Addresses If you re doing business internationally you ll also want to select the currency to be used for billing on Tab 7 Currency This tab will be hidden unless your accounting staff has defined an additional currency Depending on your relationship with the customer you ll probably also want to get a deposit payment Select the Deposits button on Tab 1 General and enter the amount and method of payment NOTE Be careful not to use the Payments button until the end of the job You want deposits to be posted to your accounting records immediately and they wouldn t be if you used the Payments button Deposit amounts are always visible in the job totals whether viewing them on screen or in a printout Deposits entered in this way are tracked in a separate general ledger account and are not available as general credits on the customer s account so they can t
365. g function for posting Use Tax Assign normal Sales Tax Expense Account to override on General Ledger Department used for internal sales Assign General Ledger Departments to all Internal and Non Billing Customer accounts POST PAYABLE FOR FUEL LOAD RECEIVED Prepaid Tax Amount Prepaid Tax Liability Balance of Fuel Cost Inventory NORMAL SALE No entry for Prepaid Sales Tax Sales Tax on Purchase Sales Tax Liability WHOLESALE SALE Using Fuel Sub Type CR Prepaid Tax Passed Through Prepaid Tax Liability Sales Tax Liability Balance CR id Tax Liabili Net due on Sales Tax Return ENNNNGCOUNTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 183 Understanding Typical entry for transactions between 2 Control Accounts cleared through Pass Thru Tansfers Accounting Processes Transfer Funds DR Checking oR CR Checking CR Move Money between DR CR Vendor amp Customer CR AIR Refund DR AIR Credit Balance to Customer Checking CR DR Bounced Customer Check DR AIR CR Checking CR DR Deposit Vendor Refund DR Checking CR CR DR Transfer Balance to Another Customer PASS THRU TRANSFERS ACCOUNT DR AIR DR balance ever appears in the Pass Thru Transfers account the transaction on one side was altered or deleted 184 Total FBO User Guide ACCOUNTING amp BACK OFFICE OPER POSTING CUSTOMER PAYMENTS RECEIVED RO
366. gas use public roads may be eligible Affects Fuel Tax Setup Non used in ramp vehicles or a refund of those taxes Biling Customer setup Who changes the fuel prices Affects security level required eekly or that user APPENDIX TotalFBO User Guide 503 arious organizations publish fuel price averages for each part of he country Some contracts with large customers are based on Affects fuel sub type setup hese reference prices and price class definitions Do any of your customers receive pricing based on OPIS or another national reference price Are fuel selling prices based strictly on cost Affects fuel price setup and price class definitions Defueling is the removal of uel from an aircraft in order to accommodate a pilot s weight requirements or to permit Affects invoicing procedure Do you do defueling maintenance operations and invoicing option Structured pricing means that all discounts are based an amount Affects customer setup fuel off of the retail price or an amount sub type setup and Price added to cost class definitions Do you have a structured price program in place Affects rounding and invoice procedures as well as credit card reconciliation procedures Do you process a credit card separately before entering data to TFBO Do you sell fuel to charter companies or use your own fuel in your charter operations Affects FET tax setup and recapture procedure
367. ghts to the network unless you re in a pure Windows 2000 2003 environment In a small peer to peer setup that won t be an issue If you have a small domain network that has only Windows 2000 machines it ll be okay If you have a larger network and want to have more than one SQL Server on your network or integrate BackOffice services such as Exchange Server or other programs this won t work Domain User Account If you select this option Microsoft defaults in the account for the user who is installing SOL This is RARELY correct INSTALLATION TotalFBO User Guide 25 You should create a special user account in the domain to use for this purpose After you create the account you should also make it a member of the LOCAL administrator s group on the SQL Server computer Make sure that this account also 15 set so that The password never expires All logon hours are allowed The entire subject of Windows Domain security 15 very complex and SQL security simply adds a few more layers of complexity As with many things there are usually several ways to set up your security and authentication structure What we have outlined here are the basics that will enable a relatively novice user to get installed and running quickly If you wish to explore the subject in greater detail we refer you to Microsoft s extensive library Another book that s helpful for SQL administrators is SAMS Teach Yourself Microsoft SOL Server 2000 in 21 D
368. gories You ll get a more accurate calculation in situations where there 15 short leg perhaps to position the aircraft or pick up a passenger followed by a much longer leg See Helpscreen topic You can also select a picture of the aircraft and enter a short description Then Y Help N you can print this information at the top of each quote giving your customer a better feel for what to expect and making your presentation much more professional Any BMP or JPG file can be used however you ll want to resize your graphic to about the size it will appear on the page in order to make printing fast The print area is about 1 tall by 1 5 wide Aircraft Pricing and Performance Charter Pricing Checking the Charter Aircraft box on Tab 3 allows you to dispatch and invoice this aircraft as flights are taken hmn 1 After that you ll want to enter your aircraft charter rates in one or more of IRA five Fixed Price Fields in the Base Price section You may enter amounts in either or both of the Per Hour or Per Distance columns Your choice in the Billing Units for Aircraft section at the bottom of the window will determine which rate s are used normally on this aircraft You may override this choice on any individual quote as needed JL j ibi 2 Also take moment to enter your highest price in List Price field Invoices and certain reports can compare th
369. h as JetA Avgas Diesel and Mogas If an item is often referred to by more than one term enter one term as the part number and the other as the description to make invoicing easy For instance Avgas can also be referred to as 10011 Also enter records for customer owned fuels such as fuel belonging to an airline or a customer who pre purchases a large amount It doesn t matter if the fuel is co mingled with your own fuel in a single tank or if it s stored PETERET separately These records will be used to tell how much fuel belongs to each der 3 100 TotalFBO User Guide See Helpscreen topic Help N Selling Fuel to Special Customers ima kam l irer 1 Mi 4 l al b __ a meie minie gt a n 54 oom desea mmi iremm rei Oe _ _ Ln mu Bom See Helpscreen topic Help N Buyback Fuel Sales L bamsa p 1 jT xam SETUP PROCEDURES owner while your Tank records will be used to track where fuel is located Be sure to select the fuel type on the first tab and also any department which applies to this fuel Customer owned fuels can all share the same Non Owned Fuels Inventory Department On Tab 2 enter prices in the appropriate field s based on what you planned as Price Classes were created When you have entered all the prices you think you need check yo
370. h groups depend on the same data for different purposes e Mechanics will be able to create default maintenance reminders for each aircraft type they define This will save a lot of time as each new aircraft 15 added to the database since the entire list of reminders can be imported from the default for that type e Each time a rental or charter pilot flies the aircraft a record is added to his pilot record indicating the type of aircraft flown on that date These records are important in determining currency SHOP OPERATIONS Total User Guide 357 SECTIONS OF THE AIRCRAFT RECORD Weight amp Balance Details Engine Prop Time Data Components Installed amp Life Cycles Scheduled Maintenance Requirements Pilot Squawks Owner s C G Loading Configuration Leaseback Report Configuration Pilot Ratings Requirements Rental Aircraft Pricing Charter Aircraft Pricing Charter Aircraft Flight Performance Fuel amp Oil Consumption Logs 00000000000000 100000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 Most FBOs find they can meet the needs of both groups by planning how types will be named Cessna 172 C 172 Skyhawk Mechanics can often define a
371. has been mapped to an appropriate drive letter such as T If you re installing to a workstation running Vista be sure to AVOID installing to your Program Files directory 28 TotalFBO User Guide If you re running on Windows XP or Vista it may be necessary to enable access to SQL through your firewall before completing the following steps If you are using Windows Firewall add SQL Server to the list of exceptions by checking the box if it s listed for you or else add it manually C Program Files Microsoft SQ Server MSSQL 1 BINNNsqlservr exe INSTALLATION mE Licensing This is the second step required to set up and begin working with TotalFBO Before attempting to run you must have completed all installation steps After completing this step your first two basic databases will have been created and populated with default information and your program license will have been installed First time users will be ready to start using the program immediately STEP 2 CREATE LICENSING RECORD 1 On your Windows desktop navigate to Start Programs TotalFBO Version 5 User Utilities5 2 The fist time you start the program you ll be asked to create a password Be sure you note this in a secure place as you ll need it when you return to the program in the future If you forget the password Tech Support can assist you with getting into the program and then you can change the password 3 Select
372. hat s outstanding on a customer s account RECEIVABLES What internal accounts have been set up for us RECEIVABLES Internal Non billing Summary What price classes have been assigned to customers RECEIVABLES What new customers were added recently RECEIVABLES New Account Summary What rental spaces are available and rented RECEIVABLES Available Spaces Summary What recurring charges are being billed RECEIVABLES Recurring Charge Summary GENERAL What s our financial position LEDGER Balance Sheet GENERAL What s our profit and loss so far this year LEDGER Standard Income Report GENERAL How does that break down for each of last 12 months LEDGER 12 Month Income Report GENERAL How do we compare to last year LEDGER Two Year Income Report GENERAL What s our annual budget LEDGER One Year Annual Budget GENERAL What s our monthly budget LEDGER One Year Monthly Budget GENERAL How are we doing compared to the budget this year LEDGER One Year Budget Performance GENERAL How are we doing compared to the budget for 2 years LEDGER Two Year Budget Performance GENERAL What makes up an account balance LEDGER GL Account Detail Are we billing for most of our mechanics time each day SHOP ORDERS Billable Hours Report Are our mechanics productive SHOP ORDERS Labor Write Off Analysis MANAGEMENT CONTROLS TotalFBOG User Guide 379 MANAGEMENT DECISION MAKING CONCERNS MODULE REPORT NAME How much shop work is yet unb
373. hat employees who work part time or only in the summer can be scheduled correctly TRAINING PACKAGES If you offer package prices for flight training Total offers an automatic way to track hours used in the package independently of how you set up billing and payment arrangements for the customer You ll need to work with your Accounting Department staff here because each kind of time included in each package needs a General Ledger account number for proper tracking You ll begin by setting up Master Time Types at Operations Flight School Update Packages Master Time Types include Single Engine Solo Time Single Engine Dual Time Primary Instruction Advanced Instruction etc Some Flight Schools will break these categories further by identifying C 150 time separately from C 172 time etc For each Master Time Type up to 5 General Ledger accounts can be used as triggers There must be at least one trigger on each record and you cannot use the same account as a trigger on multiple records Once a package has been sold to a student his bank of hours for each Time Type in that package 15 established As flights are completed you ll create normal invoices selecting these GL accounts for the rental and instruction hours TotalFBO will use these accounts as triggers to set the price on the invoice to zero and reduce the hours used from the appropriate Time Type in the student s bank i FLIGHT SCHOOL OPERATIONS
374. hat it was a payment NTING amp BACK OFFICE OPERATIONS TotalF BO User Guide 121 When this invoice 15 posted it will usually make this journal entry DR Undeposited Receipts Asset Account CR Accounts Receivable Customers Asset Account This reduces the customer s balance owed and puts the money in the cash register When the Controller prepares the bank deposit and posts it to the Checking account the money will be cleared from the Undeposited Receipts account and moved into the appropriate bank account However if the payment is larger than the balance owed on the customer s account TotalFBOG will automatically post the resulting credit balance to your Customer Deposits account like this DR Undeposited Receipts Asset Account TOTAL RECEIVED CR Accounts Receivable Customers Asset Account BALANCE OWED CR Customer Deposits Liability Account REMAINING CREDIT BAL This magic actually happens every time an invoice 15 posted to a customer s account The journal entry 15 determined by the current balance on the account at the time the invoice 15 posted In this way outstanding balances are reduced in your Accounts Receivable Account and any credit balances are used up from the Customer Deposits Account Applying Payments See Helpscreen topic Depending on your option settings and privilege level you may automatically be presented with the Apply Payments window any time you post a payment
375. have a bar code reader at your front counter you ll find that swiping any barcode instantly adds that item to your invoice your choices are instantly displayed for you onscreen as large colorful buttons so you can speed through basic invoices See Helpscreen topic Take care to mount your Touchscreen monitor at a comfortable angle and with good support so that it will be easy to use in busy situations Your Shop Help Carpenter be helpful in this regard Touchscreen Invoicing 212 TotalFBO User Guide See Helpscreen topics Help N Mobile Agent Processing and Mobile Ramp Agent See Helpscreen topic 7 Help N Fuel Truck Interfaces FRONT COUNTER amp RAMP OPERATIOI WIRELESS OPERATIONS Using Touchscreen monitors can help speed your invoicing process but for selling fuel wireless operations is definitely the fastest option TotalF BO offers two ways you can get started in wireless e Mobile Agent e Fuel Truck Interface With a wireless enabled laptop or tablet PC in the hands of your Lineman Mobile Agent can create invoices automatically right on the ramp If you Velcro a small cardswipe device to the PC even the customer s payment can be authorized Mobile Agent works even if Total FBO isn t running so it s perfect for after hours transactions If you install a metering system in your fuel trucks invoices can be created even faster since meter readings will be include
376. have changed these names during installation Each SQL database consists of two files Both have the same name but one has a file type MDF and the other has file type LDF You can check for the existence of database files by opening Windows Explorer and navigating to C Program Files Microsoft SQL Server MSSQL Data Do you know the correct password Be sure you know the correct SA password and password for the databases especially if you ve changed them from their defaults Total FBO Is the program Home Directory on the Server shared Open Windows Explorer and navigate to C Apps TFBO or whatever location you used if different Right click and select Sharing If it s shared make sure the Permissions allow Everyone Full Control Is Total FBO using the right information Open Windows Explorer and navigate to the program home directory Double click on the file Userutil exe From the menu select Update gt Licensing Select the licensing record and inspect Tab 2 closely Be sure the server name database names and passwords are correctly entered If there is no licensing record you ll need to Insert one Review the Installation procedures for details Switch or Hub Actually this category includes any and all network connection hardware such as cables network cards switches routers firewalls and hubs Your Network consultant can help you test these pieces of hardware You can also sometimes 5
377. have in order to create a new shop order 15 a customer name Everything else you can add as you go Tab 4 Aircraft Info Next you ll want to enter the aircraft data If it s already in your database serial numbers and times will be pulled into the Shop Order automatically If the aircraft is new to you use the ellipses button to quickly add a new aircraft record The more you can get into this record now the greater will be your time savings later If you charter or rent the aircraft times and cycles information should be current If this is an outside customer s aircraft you ll want to update this information on the aircraft record before pulling the data into the Shop Order NOTE The Aircraft Comments field is a good place to note any damage you see the aircraft when it 5 delivered so theres no chance it could later be called hangar rash Tab 3 Discrepancies This is where you ll start entering the list of tasks to be performed on this job As you insert each one enter the customer s requests on Discrepancy Tab 3 Problem If there s a special note the mechanic should be alert to enter it on Discrepancy Tab 4 Instructions Tab 5 Aux Info Finally enter the name of the customer s representative and or purchase order number If for some reason the billing for this job will be non standard you can also set a Default Labor Rate This will override any labor rates entered later through the Batch Mode Labor
378. he Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Sales Detail s e ee e e e e e e e e e e e e e e e e Select Line Type Rental s Checking ina flight from Rental Complete line details normally Dispatch automatically completes ZERO the Sale Price ean invoice and displays it for your OK the Line eapproval e Select Line Type Instruction Complete line details normally ZERO the Sale Price OK the Line Select Line Type Service Select GL Account Code Discovery Flights Quantity 1 Verify or enter flat rate for Discovery Flight OK the Line Press Cancel you have no more Sales Detail Lines to enter Add Payment Information If using a Gift Certificate Select that Payment means and enter certificate number Add a second Payment Line if balance remains and complete details normally Close the Payment Window OK the Invoice Customer already in database or established as a Undeposited Receipts Sidestep at the start of the Invoice Gift Certificate Liability Invoice Style Sheet has been defined Sales Income Discovery Flights Default number of copies to print specified Sales Tax Liability if any GL Accounts have been marked Rental Instruc tion and linked to Billing Rate description Instructors marked as Pilots in Employee Records Aircraft marked as Rental in
379. he charge batch also transmits the settlement information to the Processor which begins the process of getting you the money e If you re doing Offline processing you ll create a batch that matches the Settlement Report from your POS machine for the day You ll need to reconcile any differences and adjust invoices in Total FBO or process additional adjustments on the POS machine When you close it s a good idea to change the default batch number so it matches the control number on the Settlement Report from the POS machine amp BACK OFFICE OPERATIONS TotalF BO User Guide 123 PROCESSING CREDIT CARDS Customer s Bank Create Authorization Invoices Gateway Processor Processing Bank Close Settle Batch HOLDING COMPANY CUSTOMER ACCOUNT Your Local Bank Settle and Close batches daily so cash flow is not interrupted Post Credit amp When notice of deposit is received Payment Invoice 124 TotalFBO User Guide See Helpscreen topic Help N Posting Payments Received See Helpscreen topic Help N Credit Card Chargebacks See Helpscreen topic Help N Buyback Fuel Sales ACCOUNTING amp BACK OFFICE In addition the closed batch now appears on the Credit Card Holding Company Customer Account as an outstanding item just as an invoice would on a normal customer s account And the statement will be easy
380. he customer and verify the name address and phone number he wishes you to use Try to get an email address if you can 3 You could also just post this sale to your Cash Sale customer While this is possible it is not recommended except for very small FBOs When a customer gets added to the database Total begins automatically tracking his buying habits his volume and other statistics which are critical to your company s marketing efforts When you re not selling fuel we recommend that the customer s phone number be entered Do this by first typing either a or an key then enter the last 4 digits of the phone number TotalFBO amp will automatically search all phone numbers on your customer accounts and select the correct one for you You can also enter a customer s Account Number or part of the customer s name in order to search for an account record It is possible to cross reference one customer account to another so you may see a window which asks you to choose between accounts This is helpful in many situations e when a customer wants you to bill his company and you can t remember the company name or e when there are individuals who are members of a partnership or e when a company has changed its name and you can t remember the new name yet or e when a company is well known by a nickname Fedex You can add a cross reference on Tab 4 of the Customer Account Record ONT COUNTER am
381. head Charter Fuel Purchased E NET PROFIT LOSS CONSUMPTION Fuel Logs Oil Logs Details of Invoices and Items included above SHOP ORDER Maintenance Charges MAINTENANCE LOG Details on Income and Expenses Maintenance Charges are pulled by Tail Number from your entire database according to your definition CHECKING ACCOUNT Checks for Expenses 4 NTING amp BACK OFFICE OPERATIONS In the Aircraft module options you ll set a basic set of defaults for how you d like the information to be scanned and displayed on the report However because there are so many variations in Owner agreements you can also customize these settings on Tab 5 of each aircraft record Once you have established customized settings they ll be used automatically each time the report is run You can make adjustments to options and test their effect on a report as needed However it s important to coordinate your selections with the way expense items are entered to Payables or Checking Each of those transaction disbursement screens includes a field for entering the aircraft tailnumber But if you re scanning Shop Orders for maintenance expenses you ll only enter the tailnumber when you re entering two types of expenses Fuel purchased off site Overhead items such as insurance If you enter the tailnumber on purchases of Parts for instance they ll be duplicated on your report as both the Shop O
382. hen you sell fuel to Retail customers but give a Based customer 590 off of the Retail price Once your Price Classes are established you can designate which ones will be used as the default for new customers Before creating Price Class records at Accounting Receivables Options and Settings Update Price Classes gather some information on your existing price structure This may not be well documented and may require some research with other department managers A detailed discussion of the considerations involved in creating price classes 15 included in this Guide e inthe Shop Operations Section Pricing Inventory e inthe Flight School Operations Section Pricing Rental Flights and inthe Charter Operations Section Pricing Charter Flights Options Now that your Price Classes are defined for each type of sale you ll want to select those that should be used as defaults when new customers are added to your database These will typically be those Price Classes that will produce your highest or Retail price These defaults are set at Accounting Receivables Options and Settings General Options Tab 2 Also consider if all new accounts should be set up as cash only If so be sure to check the box for Payments Charges If you do a lot of transient fueling then you ll also probably want to default new accounts to Transient status Transients are automatically forced to a Cash status and you can quickly hide them whe
383. hich received the fuel If more than one tank received the fuel you may split the shipment into additional lines or complete a Tank to Tank transfer later The total cost of the shipment should include ALL charges you will be paying the vendor including taxes and delivery charges Your Accounting Department staff will probably have set an option which forces an Accounts Payable Invoice to appear immediately after you OK the Receive Shipment window This is so that the Accounting Records will always match your Inventory Records simply enter the Bill of Lading number as the Vendor Invoice Number and OK the screen You will not be allowed to Cancel Be sure to print the summary report and attach it to the Bill of Lading for your records COUNTER amp RAMP OPERATIONS TotalF BO User Guide 223 CHANGES TO FUEL INVENTORY INVENTORY INVOICING Add New Invoice Receive Shipments FUEL LINE Ere 680 REFUELS INVOICING INVENTORY INVOICING Transfer Add New f Add New Between Invoice Invoice Tanks FUEL LINE FUEL LINE INVOICING INVENTORY INVENTORY Transfer Transfer Between Between Tanks Tanks FUEL LINE RECIRCULATE Add New Invoice 224 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATK DEFUELING There are many ways that FBOs handle defueling depending on what their facilities are
384. hich will be used for the sale Although most sales will be made to Normal customers there will be items removed from inventory for company use that are handled with a Non Billing customer and transactions between departments that are handled with an Internal customer The worksheets that follow provide examples of typical setups for Internal and Non Billing Customers as well as Inventory and General Ledger Departments 452 TotalFBO User Guide APPENDIX D 222 7 GENERAL LEDGER OVERRIDES Basic Defaults Automatic Ledger List Sales Overrides for Income and Costs 5 Category Acct Number Flat Fee 4190 Hourly Labor 4180 Outside Labor 4170 Outside Parts 4175 Outside Repair 4185 Freight 4950 Miscellaneous 4960 Consumables 4050 Warranty Labor 4210 Warranty Parts 4215 Inventory Part Cost Part Sales Lost Items Core Charges Core Costs Freight Charges Freight Costs 6170 Inventory Management Overrides When journal entries are made the basic defaults may be overridden by Inventory Department settings applied to Inventory items themselves Ledger Department settings applied to Shop Orders Invoices amp Customers NORMAL CHARGE CUSTOMER DR Accounts Receivable Asset CR Income for Sales Income DR Cost of Goods Sold Cost CR Inventory Owned Asset CR Sales Use Tax Liability Liability Used for Normal Sales to Outside Customers APPENDIX D
385. him for additional payments before the job is done he ll likely ask you to provide some evidence of what he s paying for The Cross Bill function enables you to provide this evidence easily and make the appropriate accounting entries for Progress Bill Invoices As a project progresses your mechanics and inspectors will sign off on individual discrepancies when they are completed After management review the Discrepancy Status should be changed to Completed Any further attempts to change the Discrepancy will trigger a warning message 1 To generate the bill highlight the Shop Order on the Shop Order Browse window and click the Cross Bill button e Select Progressive By Parts Line to bill only for parts e Select Progressive By Discrepancy to bill for labor and or parts You can limit the list of discrepancies to display only those with a Completed status or else see all unbilled discrepancies Tag the items you wish to bill and then click the Bill Marked Charges button An invoice will be presented to you with these charges included Parts and Labor will be detailed as notes on separate Service Lines You may add any additional notes or changes as you wish and OK the invoice The Discrepancy and or Parts on the Shop Order will be marked as Billed and the charges subtracted from the net due on the job 328 TotalF BO User Guide If you delete a Service Line from the Invoice or Void or Delete the Invoice itself
386. his database will hold information on winds airports aircraft tail numbers zipcodes etc and you ll only need to create it once even if you have several databases for your user data If it s already in existence simply enter its name here The program will not recreate it but will verify its existence and link it to this licensing record so you can access It Upon selecting the OK button the screen will clear and pause for a moment while some actions are completed in memory After that you ll see a progress bar indicating that your databases are being created and populated with necessary tables and default setup information If you receive an error message it is likely that you have entered incorrect information regarding your SQL server name User ID or Password Contact your Network Administrator for assistance When the initialization work is completed you may enter the licensing information 4 On Tab 1 General License Info enter your licensing information as it was provided to you by Horizon 5 On Tab 2 Database Access Info your access information has already been completed for you and should not require editing However you may label this database as a training database and or indicate the location of a BMP file you wish to use as the background in place of the default 8 OK the new licensing record and close the User Utility program TotalFBO User Guide 29 If you ll be using a Thin Client connection co
387. his tab is your CHARTER OPERATIONS User Guide 253 selection of the Aircraft Type Aircraft Type You may create your own designations for the Aircraft Type field Keep in mind that there s likely to be a bit of a tug of war here between Mechanics and AIRCRAFT TYPES Pilots as both groups depend on the same data for different purposes When I get done with e Mechanics will be able to create default maintenance reminders for each aircraft type they define This will save a lot of time as each new aircraft 15 added to the database since the entire list of reminders can be imported from the default for that type e Each time a pilot flies the aircraft a record is added to his pilot record indicating the type of aircraft flown on that date These records are important in determining currency flying the Most FBOs find they can meet the needs of both groups by planning how types d will be named Cessna 172 C 172 Skyhawk Cutlass to ay Mechanics can often define additional sub types which will be used only for setting up default maintenance reminders Ratings Now 15 a good time to move to Tab 7 and check off the rest of the pilot requirements for flying this aircraft Four of the choices are customizable See Utilities gt Customizing gt Set Customizable Field Names so you can require specialized checkouts if necessary These requirements are checked against the pilot s qualifications as
388. his way be sure the new records you create have only a number and description After the merge you ll need to return to each record to verify any department selection and other details If you will not be importing records for oils set them up by receiving them into inventory at nventory gt Receive Shipments It s usually best to create a special vendor for use only in this setup process Add a vendor called Initial Setup and enter a GL Liability Override which is your Inventory Contra Account an asset account Select this special vendor at the top of the Receive Shipment window Then enter each oil sidestepping to create the inventory record as you go In this way you ll get correct quantities and prices entered without affecting the General Ledger adversely and while leaving a good audit trail so you can track what you ve entered This will be important later in your reconciliation process Ezmuna Fu j TEBE Lo EZ If your options were set properly when Sales Taxes were setup you ll be able to see that each new oil record has the correct taxes defaulted If this is not the case be sure to correct the Sales Tax setup before entering more new inventory items so save having to correct each one individually See Helpscreen topic Fuels E Help Fuel records are created by inserting new records at Inventory gt Update Inventory Fuels Enter a record for each fuel type you sell suc
389. hoose the meter used for this sale then enter both the START and the STOP meter readings e Ifyou do not check the box you ll enter the START and STOP meter readings for both meters 4 The Quantity will automatically be calculated for you from the meter readings 5 Aircraft Number will already be entered if you used it to select the customer as you started the invoice Otherwise you must enter it now 6 The List Price and Sale Price fields should already be completed for you The Sale Price will have been adjusted for any discounts this customer 15 entitled to because of his relationship with your company or because of the volume of this purchase You may use the ellipses button to select another price class if necessary or even type in a price manually Be cautious about making changes to the price without Supervisor approval If you are entering invoices to TotalFBO after have processed the sale on a POS machine or some other system you can make small adjustments for rounding differences by selecting the Rounding Button looks like a green dollar sign 7 Some customers such as airlines or large contract customers may require you to record the Flight Number and or Ticket Number for each sale as well That s it just click the OK button and your first Sales Detail line will be saved If another blank line pops up automatically you can use it to continue adding items to the invoice or just click
390. hop Order However since the customer s account 15 not being updated the Work in Process asset account is used and no entries are made for tax liabilities When the Shop Order later closes any adjustments to income are made and the Work in Process asset account is cleared APPENDIX TotalFBO User Guide 447 UPDATE DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS INVENTORY 57 Parts Inventory UPDATE INVENTORY ASSUMPTIONS When adding inventory you have to have both a non zero quantity and a non Zero cost to make any journal entries from these functions This is inappropriate except when correcting as the result of a physical inventory count 60 Lost Parts Expense 64 Lost Fuel Expense 77 Lost Oil Expense 81 Lost Aircraft Expense RECEIVE DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS INVENTORY 59 Cost of Parts Sold 57 Parts Inventory 61 Fuel Inventory 76 Cost of Oil Sold 74 Oil Inventory RECEIVE INVENTORY ASSUMPTIONS Usually no entries will be made from this function However you will get the Negative Oversale Adjustment entry only if the inventory has been sold negative and the new stock comes in at a different cost than the old This chart assumes that the new cost has increased 448 TotalFBO User Guide APPENDIX DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS 5 selected account 5 Accounts Payable 36 Earned Discounts 5 Accounts Payable 9 18 Bank R
391. iate The solution is to raise the night CSR to an intermediate level such as 23 At the same time lower the requirement for changing invoices to 23 This provides the access that s needed without going too far MONITORING DATABASE ACTIVITY Even when staff uses appropriate access to TotalFBO you ll need to monitor what s being added to your database and insure that your policies are being followed It s easy for a busy CSR to decide to take a shortcut and just use the default Cash Sale customer for transient sales for example But that will cost your company the ability to market to that customer and perhaps develop a profitable relationship Another common issue is creating duplicate customer accounts TotalFBO makes it easy to avoid this problem by allowing you to search for customers MANAGEMENT CONTROLS TotalFBO User Guide 373 by several fields and the best choice is the aircraft tail number for fuel and maintenance customers For Charter and Flight School customers you can set their phone number as an account number and achieve almost the same level of reliable access By entering a tail number or phone number when beginning an invoice your CSR will be less likely to be affected by misspellings or the order the data 15 displayed on her screen You ll also be able to benefit by the instantaneous searching of the FAA database as well as your own customer records Creating a new account based on the F
392. ich are produced repeatedly This billing may be hangar or tie down rentals office space rental flight club dues Recurring Charges package sale installment payments or any other kind of charge to customers These items can be setup at Accounting gt Receivables gt Recurring Charges gt Update Recurring Charge Reminders ai m Rm 1 TET xa Lus ww vn l If the charge is space rental you can take advantage of Update Rental Space List function at the same location By building your list of available rental spaces and assigning customers to them you ll automatically create the Recurring Charge Reminder you need But in addition you ll be able to print reports to help you manage the available spaces As you establish Recurring Charge Reminders be sure to enter the date that the next billing is DUE not the date you intend to print the invoices You ll be able to generate your billing at any time that s convenient while the invoices are dated and posted as of the due date you choose You can change the due date by the way at the time billing 1s generated 1f necessary Where appropriate be sure to select the aircraft tail number to help identify multiple charges for your customer 90 7otalF BO User Guide See Helpscreen topics 7 Help N Import ASCII Data Vendor Account Records Payable Invoices SETUP PROCEDURES T PAYABLES
393. ics 1 Most of the information required for a sale should be setup beforehand 2 Allsales should be handled with identical procedures In addition incorporates many features such as wireless operation touch screen barcodes and online credit card processing which reduces the amount of data entry to an absolute minimum This section will give you a good idea of the WHAT WHY and WHEN of Front Counter and Ramp procedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics Bi Help N for more details 200 TotalFBO User Guide FRONT COUNTER 4 RAMP OPERA Inventory KA e INITIAL SETUP Most of the initial setup will be completed by Accounting Department staff members This 15 because of the decisions which must be made to insure that items are both priced correctly and posted to the accounting records properly Being very thorough with the setup means that your CSRs won t be looking up prices from a list or trying to remember which customer to invoice Every sale will be handled in the same manner and the choices which have been made on customer accounts will insure that even very complex transactions are handled accurately OOO000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000
394. ient entry of data for shop Affects payroll options and TimeClock module orders and payroll use user ID setup Certain cafeteria plans 401K and other retirement plans and Affects payroll deduction specific benefits may be pre tax setup Do you have any pre tax deductions Do you allow employee advances Affects employee setup Affects GL and employee setup Do you have any outstanding employee advance balances Affects beginning balances for generation of payroll reports and tax calculation Are you beginning TFBO in the middle of a calendar year 510 TotalFBO User Guide APPENDIX 22 T Do you have contract employees Affects employee setup Do you wish to break employee payroll into Affects Employee and GL departments setup Do any employees split their pay between multiple Affects Employee and GL departments setup Are any employees both salaried and hourly paid Affects employee setup Do you bill for any employee s Examples are mechanics and time light instructors Affects employee setup Examples are mechanics who are If you bill for employee labor billed at one rate for prop repair Affects employee setup shop do you have multiple prices and another rate for jet repair order procedures Affects employee setup and Do you have any mechanics pilot and mechanic currency or pilots on staff records Do you have preprinted checks for payroll Affects check format se
395. ies department Working from your report it s easy to pull the charts and ready them for shipment Next you ll to go to Inventory Return Stock Here you ll select the items you re returning When you OK the screen the items will be removed from stock you ll be able to print a packing slip to go with the shipment and a credit memo equal to the value of these items is created 228 TotalFBO User Guide See Helpscreen topic 7 Help N Recording Customer Preferences See Helpscreen topic 7 Help N Using the Super Screen FRONT COUNTER amp RAMP OPERATIO CONCIERGE This topic covers the very broad area of customer service Not only does Total enable you to enter and track customer requests but it provides a coordinated way for you to manage all the complex operations that go on in a busy front counter CONCIERGE REQUESTS The Request is an organized way to enter all the information provided by the customer And it enables several staff members to participate in meeting the customer s needs and keep track of what s been done Enter or update requests at Operations gt Concierge gt Update Requests When you enter information about transportation and hotels be sure to indicate if the reservations have already been made by the customer or if you are expected to make arrangements on their behalf CONCIERGE SUPER SCREEN You can print any of several reports from the Concierge module to help you
396. ilities gt Security gt User Setup Click on the Update Users button and you ll see a browse window Right now the only user listed 15 the default user account FBO that you just used to login for the first time By Inserting user accounts for yourself and your employees you can grant access and limit privileges within the program to just those that are necessary for each employee s position Refer to the Management Control section of this Guide for more details on tailoring security settings For now be sure that at least one user probably yourself is set up with a privilege level of 99 and access to all modules Then delete or limit access under the default FBO account As you add users be sure to start with low privilege levels say 10 to 30 and increase only as it becomes clear that additional access is necessary Limiting access actually makes it easier to learn the program This is because those functions which are restricted are usually completely hidden from view That means you re not wandering around the menu tree looking for the areas you need to work with Also begin by giving every user the same password such as your company initials Then insist that each employee change the password to something personal when they first login to the program In this way no one has access to anyone else s password Be sure to test security once ina while For instance after about a week attempt to log in with each
397. ill provide new licensing that opens your processor option and you can complete the processor setup Be sure that you meet system requirements for credit card processing which include access to the Internet from all workstations involved in processing or settling charges use of the TCP IP protocol on your network running at least Windows 2000 on each workstation installation of the latest version of Microsoft XML on each workstation and other environment variables depending on the processor selected You may also wish to install magnetic swipe devices and a 40 column receipt printer at your Front Counter 110 Total FBO User Guide SETUP PROCEDURES 2 SETUP ONLINE CREDIT CARD PROCESSIN6 Receivables Clerk Controller Setup GL Asset account for Credit Card Receivables Setup NEW Customer Account for Holding Company Setup Credit Card Processor Setup User Security Verify Internet Connectivity Setup Workstation Computers Setup Cardswipe Device An account separate from normal Customer Receivables must be created YY unless an account for this purpose already exists in your Chart of Accounts If you ve been using a customer as a holding company for Offline transactions it cannot be used for Online Processing Using the security codes provided by your Online Processor setup a Processor record and select the cards to be handled Select options for User IDs that will be allowed to handle c
398. illed SHOP ORDERS Work in Process Breakdown Do SHOP ORDERS Open 50 Billings Report How much inventory is on unbilled jobs SHOP ORDERS Open Inventory Summary How s the workflow in the shop SHOP ORDERS Open Shop Order Summary Did we make a profit on our shop jobs this period SHOP ORDERS Job Cost Analysis What shipments were received for an item this month INVENTORY Inventory Received What shipments were received this month with costs INVENTORY Shipments Received What happened to our inventory this month INVENTORY Inventory Change List What s our fuel and oil inventory INVENTORY Fuel Oil Summary Who do we owe money to PAYABLES Vendor Aging Report What are our cash flow needs for the next 30 days PAYABLES Payments Due Report What are our cash balances today CHECKING Register Balances Report Has our checking account been reconciled to the bank CHECKING Register Reconciliation Report What customer ramp service requests are unworked CONCIERGE Pending Summary 380 TotalF BO User Guide MANAGEMENT CONTROLS 22 m MARGINS Knowing that you re making profit before you send the invoice 15 critical to company stability and growth Be sure you review the pricing setup information in this User Guide so that you can control customer pricing by policy instead of by accident An FBO manager is often targeted by customers who will beg for special pricing arrangements based on friendship rather than on business activity You may be ab
399. ilot each courtesy car etc Scheduling Initial Setup amp Options Give each item a short name that will be used on your schedule screen and a full name for reports You ll also set up the basic schedule availability for each item so that employees who work part time or only in the summer can be scheduled correctly For Charter Aircraft be sure you DO NOT check the box Requires a Pilot Record To Be sure to link these items to your Aircraft and Employee records where d Make a Reservation appropriate so that you can seamlessly Dispatch right from your Schedule screen CHARTER FLIGHT WORKFLOW That s it for the setup Now the phone s ringing and it s time to make all that tedious work pay off Get there FASTI Make a button for any menu PREPARING THE QUOTE function at File Preferences When the customer calls you ll begin the quote at Operations Charter Customize Toolbar Charter Update Charter Quotes Quotes is Item 194 1 When you select the Customer Account their phone number and Price Class 15 displayed for your reference You can select an alternate Price Class for this quote only if necessary Copy any quote as a template for a new trip by selecting the Copy Existing Quote button at the top of the screen 2 Next you ll enter the departure date and time and start building the quote itinerary 3 Insert each leg and select the airport destination If this is a round robin trip you can cr
400. imping along never quite knowing what balances you can count on which reports are complete everyone complaining working too hard and mounting frustration Someday heads will roll someone gets told to fix it or else the setup is finally completed and then a lot of overtime gets used to reconcile and clean up the mess SETUP WORKFLOW Install Program These Steps Affect Accounting Setup Users Setup General Ledger Setup Bank Setup Accounts Aircraft Receivables Setup Charter Setup Payables Setup Pilots Setup Inventory Setup 135 Dispatch Setup Payroll Verify General Ledger Balances Setup Credit Card Processor SETUP PROCEDURES TotalF BO User Guide 65 These Steps Affect Other Data Setup GSE Tools Setup Flight School Setup Schedule Setup Rental Dispatch Accounting setup is best approached in order as shown Other data setup may be coordinated among staff members as is convenient 66 TotalFBO User Guide SETUP PROCEDURES T This section 15 designed to spare you that agony and expense thereby delivering the benefits to your organization that you expected when you bought Total FBO Let s take a moment to review those benefits and goals Aviation Specific Features e If you re using one of the many general accounting packages available today it s likely that you re also spending many hours manipulating spreadsheets in order to obt
401. indows Server 2000 or 2003 or Small Business Server be sure to set up a domain instead of creating a workgroup There are many security improvements in a domain environment and you ll be able to manage user accounts centrally If you leave ANY of your computers running at night be sure you have installed a firewall even if you think you re too small and you only have an old modem as a connection MANAGEMENT CONTROLS User Guide 369 SECURING YOUR DATA Avoid tears by insuring that each layer is intact Physical Access Menu Access Field Button Access Most companies these days have access to the Internet continuously and if you do hopefully you already have a firewall installed at the point where the network connects to the outside world You can spend a lot of money on a firewall appliance or re use an old computer with an inexpensive software firewall installation Both options will work equally well on the average network Expect to spend up to 1 000 per year for the subscription update service that keeps your firewall able to combat the latest worms and intrusion methods 370 TotalF BO User Guide See Helpscreen topic Help N Security Setup MANAGEMENT CONTROLS 7 If you re using a Wireless Access Point on your network be sure to change the default passwords and require encryption Anyone with a mobile phone can gain access to your network if they try hard en
402. ine processing you ll have a batch out procedure for closing the POS machine at the end of each day When you do this function and pull the printout that lists the charges for the day you ll do a matching procedure in TotalF BO This is done at Accounting Invoicing Daily Closing Operations Close Charge Batch You ll select the holding company you re using and choose to see items for the entire day or just your shift and then click the Search for Charges button On the next screen you can see the individual charges and select those you need to include in the batch in order to match what was processed in the POS machine batch If you re not using a POS machine select those paper ticket items you ll be mailing for processing If you need to make any corrections to invoices you can do that now and come back to close the batch again Total FBO User Guide 215 See Helpscreen topic E Help Front Counter Shifts Baha HESA mai _ F mm om Ll Lr an nan ay a is See Helpscreen Help Credit Batches 4 Settlements 216 TotalFBO User Guide Using good cash controls protects everyone The more often you reconcile the easier it is to make any corrections FRONT COUNTER amp RAMP OPERATIO It s a good idea to change the suggested batch number to m
403. ing the Program 9 State Insurance Commissioner 102 Statement 19 60 82 113 118 119 121 124 127 128 137 138 148 156 167 169 189 267 286 287 305 321 367 Statement of Account 118 Staying Profitable 249 267 269 286 Student Activity 284 287 Student records 269 270 280 284 Student s Customer Account 283 286 Student s Pilot Record 279 Students 269 273 279 280 282 286 287 Style sheets 45 47 86 97 118 125 128 231 236 238 240 241 244 248 250 258 289 301 302 309 311 312 316 Sub types 100 101 116 124 125 187 206 231 236 252 272 351297 Sump 98 221 224 Super Screen 199 228 Supplemental Files 14 31 53 Support of TotalFBO 399 Suspense account 81 INDEX TotalF BO User Guide 547 Swipe device 210 System Requirements 9 11 109 T 17 Tail Number 14 53 66 72 89 136 164 167 169 184 191 192 202 204 229 231 236 238 240 242 245 248 252 259 261 266 270 292 300 314 315 354 356 358 373 Taking Inventory 221 350 Tax Deposits 113 147 163 Tax exemptions 60 100 Tax liabilities 93 139 158 Tax Rate percentage 82 Tax Setups 102 Tax tables 102 146 Taxable Non Taxable Exempt 166 Taxes 63 74 82 94 99 103 118 125 129 132 144 163 164 166 187 189 205 222 234 235 239 249 250 252 267 290 295 311 328 337 346 Taxpayer ID numbers 103 Threads 44 Tie down
404. int later e If you re posting a draft such as for a fuel load delivered select Withdrawal as the Entry type and enter the reference number of the draft Withdrawals are not printed as checks but you can print a reference copy using the Blank Paper format Credit Card If you select credit card you ll be asked to select the vendor and specific credit card used for the payment A new invoice for this amount will be posted to the vendor s account and you may enter a reference note to help you identify the charge 140 TotalFBO User Guide ee ee anl ml L L ee i H Ama EU Tan 81 See Helpscreen topic 7 Help N Move Money Between Receivables amp Payables mdi ot frm m am 1 EEE ay n Fera jel MI ACCOUNTING amp BACK OFFICE OPER Cash Debit This payment method is really just a journal entry that also marks the Payable Invoice as paid You won t use this method frequently but it will come in handy for certain situations Often this is the case when a business is short on cash and so the owner simply pays some company bills out of his own pocket perhaps by using a personal credit card In this case you ll need to mark the vendor invoice as being paid on the company books but you don t have a source
405. is account s credit limit If so you can simply OK the invoice and hand the customer his copy He ll be responsible for sending payment later For most fuel sales to transient customers we ll expect the customer to pay now and the most common form of payment is the credit card There two ways credit cards can be used with TotalFBO e Online when TotalFBOQ is used to authorize the transaction immediately through the Internet e Offline when you use another POS machine to authorize transaction through a dial up connection or use a paper slip and process manually If your Internet connection You ll probably have both types of cards setup in your system If you re a fails use a paper slip to new TotalFBO user you may use Offline processing until your Gateway capture the customer s Merchant Agreement is approved Later you may need Offline processing signature and enter the when your internet connection fails for more than a short period of time and payment as an Offline you handle transactions with paper slips transaction Later you can change the invoice to authorize the amount Online when your connection is available again If you re using Offline processing with a POS machine be sure to swipe the card and complete the transaction now Then if the amount authorized 15 slightly different due to tax or rounding calculations you ll be able to adjust the totals on your TotalFBO invoice immediately
406. is checklist to be sure you ve set up everything properly and that your Internet connection is available FROM THE WORKSTATIONS YOU RE AUTHORIZING OR SETTLING ON If you can do things fine from one workstation but not another it s likely to be your firewall or Internet connection settings Always test from more than one workstation 1 Be sure you have installed the LATEST update from www totalfbo com Processors change their internal requirements frequently and they are incorporated into new releases of Total FBO rapidly 2 Obtain gateway agreement and access information from your Processor 3 Submit signed TotalFBO Credit Card Processing Setup agreement to Horizon receiving new license in response 4 Install updated program licensing to enable your processor s 5 Follow Helpscreen instructions to customize environment as needed For instance Verisign requires adding an environment variable for a path to the security certificate This must be done at each workstation that will be processing or settling transactions 6 Install latest version of Microsoft s XML at each workstation This can be downloaded from www totalfbo com 7 Insure that each workstation that will be processing or settling transactions has access to the Internet and that security settings will not prevent connections to the URLs specified on the Processor record 8 Setup Processor s in the Receivables module Enter your user access information select Holding
407. ith other tasks besides running SQL performance may suffer for everyone In a peer to peer environment try to avoid using that computer as a workstation This 1s because it affects performance security and stability for everyone In a larger network we recommend that you install SQL on a separate computer running Windows 2000 Server Windows 2003 Server or Windows XP Professional This leaves your primary domain controller free to handle network authentication file services and web or email services You ll get improved performance and additional security with this arrangement One option 15 to install Small Business Server 2003 However this must be installed as the FIRST server on your domain Because of this and other concerns we do not recommend this product Wherever you install it you ll be able to benefit from as much RAM in that machine as you can afford What form of SQL will you use We provide MSDE and SQL Express on your installation CD Both are 100 compatible with SOL Server and can be easily upgraded It is distributed free but comes with some limitations e No administration tools are provided However most of the tools you might need are incorporated into Total FBO itself e maximum database size is 2 Gigabytes for MSDE and 4 Gigabytes for SQL Express Performance is reduced for more than 5 concurrent users Although this is a clear statement by Microsoft our tests and those of many other independ
408. ity Liability APPENDIX C 37 39 40 41 42 43 44 45 46 47 CREDIT THESE ACCOUNTS Accrued Net Payroll Federal W H Liability State W H Liability Local W H Liability FICA Liability Medicare Liability FUTA Liability SUTA Liability Worker s Comp Liability Disability Liability Employee Benefits Liab 9 18 Bank Register 9 18 Bank Register 38 Advance EIC Payments TotalF BO User Guide 451 OVERRIDING THE APPENDIX D AUTOMATIC LEDGER LIST DEFAULTS Although the list of categories contained within the Automatic Ledger List is very complete the system of Overrides provided in TotalFBO enables you to have unlimited flexibility in directing journal entries to specific profit centers within your organization The two most basic tools you ll use are the Inventory Department and General Ledger Department The diagram on the next page shows the rela tionship of these two typs of Departments to the Automatic Ledger List Note that each is designed to override specific categories of the Automatic Ledger List and that there is some overlap between the two departments themselves This overlap allows you to make a basic decision about how journal entries will be made for most inventory sales but use the General Ledger Department to make an alternate decision for some items at the time of the sale itself depending on the customer or method of sale Another tool you ll use is the type of customer account w
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410. k jet printer 45 Inspection flights 169 Inspector s signoffs 302 Installation amp Setup 55 58 Installing Program Updates 9 52 Installing SQL or MSDE 9 Instant Financial amp Management Reports 68 Instructor illness 282 Instructor s Employee Record 276 Integrated 9 17 49 102 114 289 374 Integrated system 374 INTER LOCATION SALES 55 58 Internal Customer 247 298 International Options 63 112 Intro Flights 246 279 Inventoried Aircraft 337 Inventory Contra Account balance 109 Inventory counts 142 158 221 350 Inventory Departments 74 94 96 100 188 189 201 225 237 290 296 298 322 338 343 Inventory Reports 222 Inventory Workflow 289 344 346 Invoice Recurring Charges 113 119 Invoice Style Sheets 125 231 236 238 240 241 245 248 258 IRS 941 151 J Journal Entries 56 57 64 73 74 76 77 88 106 108 109 114 121 133 140 141 147 155 156 158 169 171 195 JPG file 254 JumpStart evaluation 27 536 TotalFBO User Guide INDEX K Keyboard Macros 206 309 Kits 353 L Label Formatting 381 Landing Fees 164 252 Landings takeoffs 250 Laptops 302 Lead Passenger 261 Leaseback Report 167 169 334 Leases Recurring Expenses 92 Licensing 9 15 17 23 27 30 32 36 52 55 58 109 392 396 LIFO 97 Line Equipment Maintenance Expense 332 Line Manager 116 118 142 Line of Credit arrangements 92 Loading Supplemen
411. l those parts 326 TotalFBO User Guide SHOP OPERATIONS TURE PROGRESS BILLING Copy Deferred Items Method SHOP ORDER Mark Close original Shop Order Discrepancies to bill Customer for Deferred work completed Decide whether any parts O on Deferred Discrepancies should be billed on first Shop Order or copied Shop Order Copy Shop Order choosing only Deferred Discrepancies Continue with New Shop Order Adjust Parts Qtys as needed Select Items to Cross Bill SHOP ORDER Marks Item 7 as Billed i SHOP OPERATIONS ZotalFBO User Guide 327 If you want to bill for the parts now then simply delete the parts lines off the new copied Shop Order These parts will have already been billed for in the first Shop Order so you just want to avoid duplicating them If you want to wait to bill for them until you can bill the entire discrepancy then delete them from the original Shop Order which returns them to your stock and re enter the quantities on the new copied Shop Order In the case of Serialized Parts you ll have to re select the correct unit The Multiple Shop Orders method 15 perhaps most useful when there are distinct phases to the work or when the aircraft will be in service for periods of time between phases Cross Bill Method Progress Bill Invoices When you create a new Shop Order it s easy to get the customer to make an initial deposit for the work But if you go back to
412. lance Forward date the Customer Date is rolled forward 3 Interest and or late fees may be charged on delinquent accounts if desired These three functions prepare you to generate Customer Statements Once you mail a statement you ll want to be sure that no further changes to invoices included on it are possible Updating the Balance Forward date shortens the statement so that only Outstanding items and Current Activity are detailed And if you charge interest you ll want it to appear on the statement immediately i i PH E kis Dal U TI FFE dem Make as few changes to an invoice as possible and NEVER change an invoice outside of the customer s presence It s always better to create a new invoice P RE Em Ihip k i m as an account adjustment T Tm Genan diker Tir ban Large Pbi cos m r um num ran You cannot close if there are any unclosed charge batches prior to the close date And you should check with the Controller to verify that the Undeposited 999 Receipts account has been cleared This indicates that all payments have been CEDE DES N RE correctly posted to customer accounts and deposited in the bank You ll want i to verify there are Pending invoices which are inappropriate and that there are no Uncommitted Transactions Although there is no problem if you delay closing your real pressure comes from the ne
413. lculate Shop Order customer s price Quote 86 7otalF BO User Guide See Helpscreen topic 7 Help N Accounts Receivable Initial Setup amp Options See Helpscreen topic Help N Internal Billing SETUP PROCEDURES T Gift Certificate Before adding credit cards you ll want to set up a customer as a Holding Company at Accounting gt Receivables gt Update Customer List Review the Helpscreen topic for details on setting up this customer account properly Then you can enter your accepted cards and select the customer account easily As customers pay invoices and shop orders using credit cards their individual accounts will be marked paid and the receivable transferred to the Holding Company account automatically If you only accept Bank cards not fuel cards AND receive the money automatically in your bank account within 48 hours AND these deposits are for the full amount of the charge fees are deducted at the end of the month instead of per transaction then you may skip setting up a Holding Company and handle credit card items as cash Style Sheets and More Options There are a number of options which need to be reviewed and customized for your company in the Invoicing Shop Orders and Receivables modules In addition you ll be customizing the Style Sheets which control printing for Invoices Shop Orders and Customer Statements You ll want to get your logo on each one and set the address blocks so they ll
414. le invoices or from invoice service lines Accounts are grouped by Function e Master Required Accounts e Banking e Unerned Income Sales Taxes Notes and Other Payables e Payroll Inventory Shop amp Other Sales e Flight School Charter e Miscellaneous When you assign one of your account numbers to this list it becomes the default that 15 used when a journal entry is made automatically by the system If you leave a category with no assigned number any journal entry which is made will be posted to the Suspense account We recommend that you are cautious about deleting numbers from the default chart of accounts until you are very familiar with 7oralF BO in order to avoid items being posted to Suspense Avoid making manual journal entries to the Suspense account This account should only be used by the system so that any balance will alert you to a problem Create another account for use in making journal entries you re not ready to classify 428 TotalF BO User Guide APPENDIX B 2 Master Required Accounts CONTROL ACCOUNT CONTROL ACCOUNT CONTROL ACCOUNT CONTROL ACCOUNT CONTROL ACCOUNT 1 Suspense 2920 Liability Perhaps the most important of all the required accounts and the only one you cannot delete this account is where an unbalanced journal entry is made into a balanced one Some parts of the program deliberately use this account such as manually modifying a customer
415. le to avoid some of this pressure by simply saying love to but this new computer system structures everything for us and I have to stay with our policies Be sure that any special price arrangements you do make are written and expire at least once each year You need the ability to renegotiate when the business climate changes It s also a good idea to tie all special fuel prices to your Retail price and limit yourself to just a few discount levels This makes changing prices for everyone a matter of adjusting a single price each week And it prevents revealing your cost to outsiders Stay on top of customers with the Top Sales Customers report Then check out their buying patterns with the Sales History report and the Sales Profile Report Use a matrix to price inventory That way you ll get the benefit of a structured margin level but based on a sliding scale to make it workable Watch your Fuel Sales by Price Class and Fuel Discounts Margins reports in the Invoicing module closely They ll help you identify what percentage of your business is retail and how much is discounted It s easy to get upside down when almost every sale is discounted In the Shop watch the Job Cost Analysis report and the Labor Write Off Analysis report They ll tell you where you re making and losing money For Charter insist that every trip be assigned to one of your defined Flight Classes You ll be able to use the Charter Billing Su
416. light School Reports FLIGHT SCHOOL OPERATIONS UE Invoice to the Student record In addition Total FBO will update the pilot records to show currency in correct aircraft type and will update the aircraft record with current meter readings and cycles as well as fuel and oil consumption Any squawks are also added to the Aircraft record for the mechanic s review Updating Package Times When you created the invoice to sell a Training Package this was done by inserting a Service Line which referenced your Package Sales account This account is specially tagged in Total FBO so that the student s bank of hours is established and the student s Customer Account is marked to indicate that this is a Package student After that each invoice automatically adjusts the student s remaining number of hours for each Time Type in his package As long as there is a balance of hours new flights are invoiced at no charge But when there are no more hours in a Time Type a flight is invoiced at your normal rates Ifa student takes a flight which is not part of his training curriculum simply select a rental account which is not one of the GL trigger accounts to create a normal invoice Because of individual learning differences it s rare that a student uses exactly the combination of hours you have provided in the package If your policy permits you may manually adjust an individual student s package as needed You might fo
417. ling customer 14 Oil Inventory 1320 00 Asset 75 Oil Sales 4070 50 Income 76 Oil Cost of Sales 5070 50 Cost 77 Lost Inventory 7330 00 78 Aircraft Inventory 1330 00 Asset 79 Aircraft Sales 4510 00 Income 80 Aircraft Cost of Sales 5510 00 Cost 81 Lost Aircraft 7340 00 Expense 89 Freight Paid Expense 5020 10 Expense This account is used by the inventory module as a defaulted payment code on payables assignments BT APPENDIXB TotalFBO User Guide 435 82 Shop Billing Hourl 4030 10 Income 8 Other Sales This account is used to record employee time billed out on shop orders It can be overridden while entering a given shop order 83 Shop Billing Flat Rate 4040 10 Income This account is used to record income billed as Flat Fees on shop orders It can be overridden while entering a given shop order 84 Shop Billing Outside Labor 4050 10 Income This account is used to record income billed as Outside Work on shop orders It can be overridden while entering a given shop order 85 shop Billing Outside Parts 4055 10 Income This is used as the default income code on the Outside Repair line of shop order discrepancies 86 Miscellaneous Shop Supplies 4010 10 Income Amounts entered in the Miscellaneous Supplies field on shop orders will be credited to this account when the shop order is closed or posted 87 Core Charge Billing Rebate 4005 10 Income This is used as the default re
418. ling rates Create aircraft records with configuration serial numbers components maintenance reminders Wt amp Balance Set up logbook compliance statements authorized personnel aircraft types Wt amp Balance message Set up credit card processors and cards to be accepted Define one or more Style Sheets for Shop Orders and select options for screens and invoice functions including Shop Order number format Set up Zebra logbook label printer Create records for parts and labor sold on commonly performed tasks 292 TotalFBO User Guide See Helpscreen topic 7 Help N Shop Orders Updating a secondary record while working with a primary transaction is called SIDESTEPPING Like adding an Aircraft while starting a Shop Order SHOP OPERATIONS 22 T THE SHOP ORDER The Shop Order is more than just a document It is the central collection point for all data relating to a job or project From this set of data we can do many things such as generate progress bills and a final bill for the customer direct the work of the mechanic on the job create internal documentation for ourselves and the FAA post Work in Process as well as Income and Expense information to accounting records verify job profitability track inventory usage and installations bill for warranty work update the aircraft component list update the aircraft weight amp balance report make the aircraft logbook entry
419. lled to a shared network drive While this can be located on your SQL server the program should never be actually run by a user sitting at that server DO NOT INSTALL DIRECTLY TO EACH LOCAL WORKSTATION AT THIS TIME Later The WSSETUP procedure NOT the distribution CD must be used to accomplish this task at the end of your installation process when you are ready for production work After all installation steps are completed you will want to set up an icon on each workstation s desktop or install the program locally on each workstation and synchronize the date and time for all workstations and the server Your network engineer can help you write a simple batch file or run a standard network function which will set the date and time automatically for each workstation during the network login process BT INSTALLATION TotalFBO User Guide 27 There are several steps required to install and initialize a program using an SQL database They are Install TotalFBO Create licensing record and new databases Convert V3 database Install program to local workstations if desired Create additional training database if desired The following steps require Administrator Level access to your SQL server Be sure you also know the DNS name of your SQL Server Ce gt L Basic installation procedures are described below STEP 1 INSTALL TotalFBO TotalFBO G is supplied on CD ROM You may also download a program up
420. ly complete the information up to the authorization point e If you re using Offline processing simply OK the window to complete this payment line e If you re using Online processing click the Authorize button If you do not use the Standing Credit Card information or if none is on file for this customer you ll need to enter the information from the card or swipe it if a device is attached to your computer If you have only Offline processing setup fields for entering credit card details will appear automatically If you have Online processing setup and swipe device 15 attached to your workstation you ll be presented with two buttons e For Online processing swipe the card now or click the button to enter information manually When authorization is complete the line will be saved automatically e For Offline processing click the button to enter information manually Then OK the payment line After entering your payment line the next window shows you the line s you have entered and recaps the totals on this invoice and the customer s account INT COUNTER 8 RAMP OPERATIONS TotalF BO User Guide 211 If the customer has overpaid you can choose to post the extra amount as a credit on the account or else return it to the customer now as Change Now OK the payment window and we re back to our main invoice screen When we OK the invoice it will be saved and the number of invoice copies indicate
421. ly in the setup which allows for different behavior or different results for your Accounting Records Some processes are better performed in the Accounting Department because of cash control or security issues Therefore those procedures are included in the Accounting amp Back Office Operations section of this Guide REGULAR CUSTOMER FUEL INVOICE NO PAYMENT Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Sales Detail s Select Line Type Fuel Select Item Sold 1 e Jet A Avgas Diesel Mogas or other fuel type Select Sub type if offered Choose Prist if offered and delivered Select Truck or Tank Select Fuel Meter Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice Customer has already been created in the Database Accounts Receivable Customers with appropriate credit limit and terms established Fuel Sales Income Customer s Price Class has been specified Sales Tax Liability Customer s usual Fuel Type specified Fuel Tax Liability Customer s Sales Tax rate and exemption status has Cost of Fuel S
422. m your inventory to Help make it up For instance if you do lot of maintenance for a Flight School you ll be Kits using the same set of parts every time you perform a 100 hour inspection When you re building the Shop Order simply select the kit instead of entering individual parts The items in the kit can be printed or not and the price for the kit can be any amount even if it doesn t total what you d charge for the individual items More about Serialized Parts Whereas a Regular Part can have any number as a quantity Serialized Parts will always have a quantity of 1 0 or 1 Thus it makes more sense to identify the current status of a Serialized Part who owns it and where 15 it now The status options available in TotalFBO are Equivalent to Zero Just Entered the record has been entered but not yet received or sold This is the status assigned when a part record is added while creating a Purchase Order for stock items e Client Unit we don t own part but the record is in our Help Inventory database for tracking purposes selected manually added as a Rework Part from a Shop Order or from the Aircraft Equipment Bn List Serialized Parts See Helpscreen topic e Sold the part has been received and sold on a shop order or invoice e Sold Installed the part has been received and sold on a shop order on which an aircraft has been selected Equivalent to 1
423. matrix can be created for each department or used for one or more departments as needed A matrix creates a sliding scale based on either cost list price which is used to calculate prices for parts not fuels or oils The Shop Operations section of this Guide includes a discussion of using a matrix in the Pricing Inventory topic Set up each matrix at Inventory gt Options and Settings gt General Options gt Tab 4 Ifyou decide to use List Price as your basis either up or down you should also consider how you will keep List current in your database If you re a dealer for a manufacturer such as Cessna you can update List automatically through the Manufacturer s Parts Lists function But at best that will be only a portion of your total inventory Other items must be updated as you purchase them and this will take effort Using cost is a more reliable method since the cost will always be available and current in the system and you have several selections as to the specific cost calculation you want to use Price Classes Your Price Classes should already be established by the Receivables Clerk in a previous step However if you have just created matrix it may be necessary to review or alter some of your formulas in the Parts section to use the proper fields on the Part Record without adjusting the values there any further For instance a price class might have been established which based the price on Cost and added a 30 m
424. may be of poor quality INSTALLATION TotalFBO User Guide 47 With the introduction of laser and ink jet printers computers are able to send data to the printer in large blocks This Graphics Mode printing is much faster and produces a more consistent result TotalF BO produces high quality printouts using the now standard Windows Graphics Mode printing method Most users will be working with Laserjet printers However there may be some installations where using a dot matrix is necessary Many newer dot matrix printers can produce hi quality graphics rapidly in Graphics Mode and be operated through TotalFBO as if they were laser printers However older printers that depend on Character Mode may need special setup attention in order to quickly produce invoices checks labels The following areas will need to be considered 1 Set up a separate station record for the workstation using the dot matrix printer see above Be sure to select your printer in the appropriate fields for DM Check Printer DM Label Printer and DM Invoice Printer 2 Select appropriate style sheets for checks labels and invoices using the Dot Matrix options 3 Insure that the Use Copy command option is checked in Global Options 4 If the workstation operating system is Windows 2000 XP Professional an appropriate Net Use command must be running Consult your Network Administrator before adding this command This command is i
425. mmary and Charter Sales report to see what segment of your business 1s growing The Leaseback Profit and Loss report and Aircraft Activity Summary will help you determine profitability by aircraft Running these reports both monthly and quarterly will help you spot trends in expenses fuel consumption maintenance costs and aircraft utilization That s invaluable when you re making decisions about pricing for Rental or Charter as well as the composition of your fleet BT _ MANAGEMENT CONTROLS MARKETING The marketing module provides a fast way for you to produce mass mailings to customers Although an obvious use is to send collection letters to overdue accounts you can also send mailings to transients those in specific zip codes etc You ll be able to create a letter or form save it and then merge the letter with list of customers you ve selected based on the information in certain fields of your database In addition to the Marketing functions keep in mind that you can also produce mailing labels for customers vendors and employees from the Receivables Payables and Payroll modules TotalF BO User Guide 381 See Helpscreen topic Help Marketing Tools See Helpscreen topic 7 Help Label Formatting 382 TotalFBO User Guide MANAGEMENT CONTROLS T TRQUBLESHOOTING amp DATABASE MAINTENANCE Included in this section e Making Backups Restoring a Backup Sending a Back
426. n Dispatch Tach Out on Check Out Screen APPENDIXF TotalF BO User Guide 479 PRIVILEGE OVERRIDES FOR BUTTONS AND FIELDS on Changes Invoice Update C C Credit Void A 9 Lo Lo Lr o lo Lo Lo Lo o LL o Lo 1 0 10 Lo Lo Lo Invoice Update Delete An Invoice Invoice Update Insert New Invoices Invoice Update Invoice Number Field Invoicing MiewCosts Invoice Update 480 TotalFBO User Guide APPENDIX Am PRIVILEGE OVERRIDES FOR BUTTONS AND FIELDS Changes Description Shop Orders Change Closed Shop Order General Area Shop Orders Shop Orders Shop Orders CoseBiling __ Shop Orders Delete A Shop Order Shop Orders Shop Orders Shop Orders Shop Orders Shop Orders Shop Orders Shop Orders Time Clock Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Receivables Update Transient Check Box Shop Orders Enable Open PO ByPass BT i APPENDIXF TotalF BO User Guide 481 PRIVILEGE OVERRIDES FOR REPORTS eat _ our changes General Area Description Reaa write Read write Activity Report Reports Checking N NO TM J N 2 NOT NM J N 2 2 N 482
427. n t forget to have a chat with your Network Consultant about providing secured access to your network through Windows Terminal Server With Remote Desktop Connection built in to every Windows XP computer these days it s easy for instructors and staff to access your schedule check in or dispatch flights even update student records from anywhere By tailoring your User ID access in TotalFBO even customers can have limited access to scheduling TotalF BO User Guide 269 This section will give you a good idea of the WHAT WHY and WHEN of Flight School and Aircraft Rental procedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics E Help for more details 270 TotalFBO User Guide See Helpscreen topic k Help N Flight School Initial Setup amp Options The number of hours you expect a student to complete in your course may exceed FAA requirements See Helpscreen topic E Help ai Flight School Courses FLIGHT SCHOOL OPERATIONS 22 T INITIAL SETUP In order to make the daily flow as rapid as possible most of the information needed for tracking student flights is entered beforehand The chart on the next page will give you a good idea of how all this information is used and updated behind the scenes of daily operations COURSE SE
428. n My Network Places and selecting Properties if it s a Windows 2003 Server then double click on Network Connections Then right click on Local Area Connection and select Properties You should see a list which includes at least the following Client for Microsoft networks File and Printer Sharing for Microsoft Networks Internet Protocol TCP IP SHOOTING amp DATA MAINTENANCE Total FBO User Guide 389 ACCESSING YOUR TOTALFBO DATABASE _ TCP IP Protocol Enabled Listening on Port 1433 SQL Service Running SQL Installed using Full Administrator Rights SQL Authentication TFBO4 shared properly gt y SQL MSDE SERVER A Using TCP IP Protocol Port 1433 Blocked by Firewall MDAC in good shape 1 1 Basic network connectivity Can you PING the server SWITCH HUB N Using TCP IP Protocol m Total Port 1433 Blocked by Firewall MDAC in good shape WORKSTATION 390 TotalF BO User Guide Where is SQL MSDE installed C Program Files Microsoft SQL Server TROUBLESHOOTING amp DATA MAINTENANCE e Ifyou do not see this list stop and call your Network Consultant These items must be installed e Ifyou see NetBeui on this list stop and call your Network Consultant It must be removed e fthere are other items on the list they may be unnecessary Talk to your networking consultant to see if they could be r
429. n goal for aviation parts is 3096 So we might look at the cost of an item and add enough to give us that level of profit An item that costs us 100 then would be priced at 143 If we wrote that down as a 342 TotalF BO User Guide SHOP OPERATIONS 22 mm formula it would look like this Retail Cost 30 Margin Price For the next class of customers we d like to give a slightly cheaper price If we decided on a 5 discount our formula would look like this Based Cost 28 Margin Price When we negotiate a firm price with our next class of customer we ll be doing the math ourselves When the contract 15 signed we re locked in to a price for the term of the agreement So our formula this time looks like this Contract Fixed Price Price If we re an aviation parts dealer the manufacturer will require us to sell to other FBOs and usually dictate the formula we have to use We ll get to buy at a good discount from the List Price and then we have to split the discount with the other FBO If we re allowed an even split the formula is this Wholesale List Cost x 5096 Cost Price Commonly employees are allowed to purchase items through the company for about 1096 over the cost So this formula looks like this Employees Cost 10 Price Finally when we use items for our own purposes such as using a quart of oil in a ramp vehicle we re just going to pull the item from Inventory at cost Inte
430. n stock you ll notice no difference But if there is more than one lot you ll be asked to select the lot you re issuing the part from Merge Two Parts There will be times when you create two part records for the same item such as when you stock cases of oil in the shop and also in the line shack If the time comes when you decide to store all that oil in a single location you ll want to reflect that change in your Inventory records by merging The merge function at Inventory Other Parts Operations Merge Two Parts Records allows you to select the two records and merge one into the other At the conclusion of the process the empty record 15 deleted Purge Inactive Parts This function helps you delete old inventory records which are no longer needed That means there s no quantity in stock it s not on order it s not a Client Unit it hasn t had any activity in a long period of time and we wouldn t need to have access to it for printing an old Shop Order In practical terms this is best done after your Accounting Department staff has completed an archive which is done no more often than once a year Archiving removes closed Purchase Orders Shop Orders Invoices etc so that Purging can be effective SHOP OPERATIONS TotalFBO User Guide 353 Kits See Helpscreen topic Kits offer a fast way to manage groups of parts you use repeatedly for common tasks You ll be able to define a kit and select parts fro
431. n t we The solution 15 to uninstall reboot reinstall with the correct option reboot Is SQL MSDE actually listening on Port 1433 using TCP IP Open Windows Explorer and navigate to C Program Files Microsoft SQL Server 8 Tools Binn SVRNETCN exe Rawan x Liberia z an proiocok potecok Pd Link Peed Pre 1 TARF eee eee eee Im DON SUM i dv Proper teh FF Forte prod En Li Protocol D Wi al n Hala m r 392 TotalF BO User Guide Total FBO SWITCH HUB TROUBLESHOOTING amp DATA MAINTEN Double click the file and make sure the windows look like this if you have to make any changes be sure you reboot afterwards Is SQL having trouble getting access to the port or encountering some other error You can read the error logs by opening Windows Explorer and navigating to C Program Files Microsoft SQL Server MSSQL LOG Double click on ERRORLOG no extension and choose to open the file with Notepad You ll also be able to print the log from Notepad and send it to your Network Consultant Database Is there anything to connect to If Total FBO was able to connect to SQL correctly during installation two databases were created The default names for them and DATA though you may
432. n you see on reports In addition you can often limit the records you work with to a specific date range Limiting the information you have to work with can make it easier to find what you re looking for so you can often use these categories on program screens as well For instance the Browse Inventory window at Inventory Update Inventory can be limited to display only a certain Type and or Department By clicking on the top of any column such as Bin Location you can then sort the data in that order Similar options are available to help you organize the window at Inventory Other Parts Operations Update Physical Inventory so that the screen can match the count worksheet you printed SHOP OPERATIONS User Guide 341 PRICING INVENTORY While it would be possible to simply enter a price each time we sell an item on a Shop Order or Invoice we would be doing a lot of unnecessary work that a computer could do for us See Helpscreen topic Even more importantly we want to have some control over our prices We d Help like to be sure we re going to make a consistent profit on the items we sell a We need to be sure certain customers get their promised prices We d like to attract repeat business with price programs We d like to be sure we don t make mistakes in typing or math that would embarrass the company And we want to make that sale as fast as possible Pricing Inventory So TotalFBO
433. n you want to concentrate on your regular customers Credit Cards Setting up your accepted means of payment comes next including the list of credit cards that you will accept and whether or not you will use Gift Certificates Even if you intend to use Online Credit Card Processing through Total FBO you ll begin by creating a setup for Offline processing It may take a while for you to get an agreement in place with an Online Processor and so that setup will be done when all the access information is available to you In the meantime you can begin work in the Offline mode You ll also use Offline in the event that your Internet connection fails for a significant period of time Your payment means are setup at Accounting Receivables Update Credit Card Files Update Cards Accepted List The default list includes Cash Check and SETUP PROCEDURES TotalFBO User Guide 85 HOW PRICE CLASSES WORK Get the Right Price Every Time Automatically What is the Customer s Price Class Locate Price Class Formula Price Classes el Oil Parts Labor Rental Instruction Charter Select correct Reference record Using Price Classes e Maintains management control over the pricing structure Guarantees consistent pricing to customers e Makes creating transactions fast Mechanics Instructors Billing Rate Aircraft Record Rental Charter Fixed List Use Formula and Invoice price to ca
434. nager ever pay company bills from Do you intend to use the time Affects shop order procedure clock function within TFBO erminal location Do you have unclosed shop orders at the time of conversion to TFBO Do you have outstanding Work In Process posted at the time of conversion to TFBO Affects GL setup GL Do you have multiple shop Examples are airframe engine departments Shop order departments paintshop avionics procedures 508 TotalFBO User Guide Do you wish to customize the shop order numbering system APPENDIX G Do you have more than 2 Affects Batch mode mechanics procedures Affects shop order options Are you an engine or Component rebuilders do not work component rebuilder directly on aircraft Affects shop order options Will you use a TFBO printout for the 5 working Do you need to separate inventory into categories Does any inventory need to be tracked separately in either inventory or sales GL accounts Do you have structured pricing based on cost or list Examples are separating pilot Supplies from aircraft parts For instance will JetA fuel and Avgas are often tracked in accounting records separately Affects Inventory departments and inventory setup Affects GL setup inventory departments and inventory setup Affects inventory setup price class definitions matrix setup inventory department setup Do you store parts in
435. nd select the unit with the correct serial number The Unit Cost field will contain your estimate if any of repair charges Add your expense for shipping the component in the Outgoing Freight field Also complete the Shop Order Number and Discrepancy Number fields After completing any other appropriate information on the Purchase Order OK and Finalize it BET AX SHOP OPERATIONS ZotalFBO User Guide 317 REWORKED COMPONENTS Item will be reinstalled on same aircraft after repair Shop Order Select Send Out for Repair Parts Line Remove Component from Aircraft Creates new Serialized Part Record as Client Unit Create Purchase Send to Vendor for Rework using Purchase Order and selecting component on Outside Repair Purchase Order Packing Slip Accts Payable The charge for repair and freight will be billed to your customer at your default markup or you can set a price manually Receive Component into Inventory Invoice Rework Info and Price automatically added to Shop Order Discrepancy amp Resolution Text Area 318 TotalF BO User Guide See Helpscreen topic Help Tracking SHOP OPERATIONS T 8 Finally print the purchase order and packing slip from the Purchase Order Browse screen and ship the component Receive the Shipment from the Vendor When the vendor has returned the repaired item you ll be ready for the final step in
436. ney on account the amount of that credit will be posted to this account as a credit balance When sales are then made to this account the credit balance 1s reduced 5 Default Accounts Payable 2010 Liability This account is used to record the changes on vendor account balances There is an override account on the vendor record that will be used instead of this default 1f the override 1s not blank NET _ APPENDIXB TotalFBO User Guide 429 6 Retained Earnings 3600 Equity The current year s net income is automatically and continuously carried into future years through this account Renaming this account or specifying a different account number 15 acceptable but you cannot set this line item to Zero T Current Earnings 3900 Equity This account is not used to record any actual transactions It serves as a trigger to add up the net income when running the Balance Sheet report Renaming this account or specifying a different account number 15 acceptable but you cannot set this line item to zero CONTROL ACCOUNT 8 Undeposited Receipts 1120 Asset cash type payments received on invoices and shop orders are debited to this account It thus serves as a cash on hand account holding this money until you make a bank deposit 124 InterCompany Due To Due From 2930 00 Liability When running Total FBO Enterprise Edition transactions may be posted between locations within the organization such as when a customer makes a
437. ng a new payable each month you ll simply select the current payment due for the note or lease you have established In the case of notes you ll be able to alter the payment amount and adjust the split between principal and interest by selecting the Partial Over Payment button This is especially helpful in the case of variable interest rate notes and certain balloon payment notes Monitor Inventory Adjustments The Payables Clerk is usually responsible for working closely with the Inventory Clerk and the Line Manager to insure that regular physical inventory counts are being taken When a count is made of parts or tanks are metered any differences between the actual count and the quantity in TotalFBO should be adjusted This is handled using the function at Inventory Other Parts Operations Update Physical Inventory Sometimes the count 15 taken in the other departments and the actual adjustment is entered by the Payables Clerk For more details see the Shop Operations section of this Guide Physical Inventory Process topic Other Payables Functions You ll want to monitor the Vendor Accounts in your database and see that all information is noted on the account such as 1099 information payment terms and any identifying account numbers which should appear on the stub In addition you can merge duplicate accounts at Accounting Payables Other Vendor Operations Merge Two Vendors All activity on the first account is moved t
438. ng inserted into your discrepancy you ll be reminded to enter the missing text Manager s Review Now it s time to print the entire shop order using your Internal Review style sheet You ll want to display costs employees who worked on the job and the source of parts e If you also display the List Price an additional column will appear that compares the List to the Unit Price Now it s easy to run your finger down the column and spot any parts where the markup 15 inadequate or the cost is missing Why would a cost be zero When the correct vendor e Ifyou also print a summary section at the bottom you ll be able to price was not inserted on the quickly compare costs to the selling price for each of the major areas Purchase Order or Receive of the job Shipment screen e A final review of the shop order should also verify that sales taxes are appropriate e Also see that all necessary departments are selected the shop order and or individual discrepancies The department controls how the income and costs for the job are posted to your accounting records e Verify that the default charge which has been calculated for Consumable Supplies is appropriate for this job e Defer any discrepancies which are not to be completed now e Mark any discrepancies and or parts as Warranty which should be billed to a 3 party or your own company Attempt to Close that s needed to close this job is a
439. nges as you wish and OK the invoice Note that Warranty billings are non taxable sales 4 The Discrepancy and or Parts on the Shop Order will be marked as Billed and the charges subtracted from the net due on the job When payment is received in the form of a check your accounting staff will post the payment to the account normally When payment is received as a credit memo on your account with the vendor your accounting staff will use the Payables function Move Money Between A R and A P to generate twin credit memos Each credit memo will be applied to the appropriate account SHOP OPERATIONS TotalFBOG User Guide 329 WARRANTY BILLING Shop Order Cross Bill SIDESTEP Add Mfg or Vendor as Customer Mark Items as Warranty Select Items Select Warranty Parts and or to Cross Bill Discrepancies from ANY Shop Order SHOP ORDER Marks Item as Billed IF CHECK RECEIVED OR IF CREDIT RECEIVED Apply Credit Apply P Invoice Invoice 7 RECEIVABLES Create 7 Invoice to Move Money Credit Memo Post Payment between Receivables amp Payables PAYABLES Credit Memo Post Check as Deposit 330 TotalF BO User Guide Develop a simple numbering scheme for this special shop order such as OVR 04 01 for a job opened in January 2004 etc Always include the same group of 3 or 4 discrepancies for common activities If you put
440. nnect at Logon box 15 checked Is TotalFBO installed on the workstation properly You should NOT install to the workstation using a CD Instead follow the Installation Procedures to install first to the server then use the WSSETUP EXE program to copy the files you need to the workstation When this 15 done properly the desktop shortcut properties will look similar to this but will be correct for your network locations TFBO4 Properties Target type Application Target location TFEO4 Target c program flest TFEU4 Start in E 4 Shortcut key Mone Run Normal window Comment 396 TotalFBO amp User Guide TROUBLESHOOTING 8 DATA MAINTENANCE Notice that the Target and Start In directories are NOT the same If you installed to the workstation improperly open Windows Explorer and navigate to the program home directory on the server Double click on the file WSSETUP EXE Still Not Working If you still can t connect contact your Network Engineer and suggest that he obtain Microsoft s Knowledge Base Article 827422 How to troubleshoot connectivity issues in SQL Server 2000 This article covers some of the topics listed above as well as others in greater depth and provides links to helpful utilities and reference materials TROUBLESHOOTING ONLINE CREDIT CARD PROCESSING If you re experiencing difficulty with online processing please work through th
441. ns CLOSING STATEMENTS ASSUMPTIONS It is assumed that you ARE charging interest on overdue accounts If you are not no journal entries will happen at all during this operation CUSTOMER ACCOUNTS It is assumed that you are adding to an account s balance by manually changing the customer record This is inappropriate except when initially setting up your program PAYABLES ASSUMPTIONS When adding a Purchase Bill it is assumed that this is not a credit memo Checking the Credit box will reverse the sense of the journal entries UPDATE INVENTORY ASSUMPTIONS When adding inventory you have to have both a non zero quantity and a non zero cost to make any journal entries from these functions This is inappropriate except when correcting as the result of a physical inventory count RECEIVE INVENTORY ASSUMPTIONS Usually no entries will be made from this function However you will get the Nega tive Oversale Adjustment entry only if the inventory has been sold negative and the new stock comes in at a different cost than the old This chart assumes that the new cost has increased WORK IN PROCESS ASSUMPTIONS When you post Work in Process essentially the same journal entry is made as for Closing a Shop Order However since customer s account 15 not being updated the Work in Process asset account is used and no entries are made for tax liabilities When the Shop Order later closes any adjustments to income are made and
442. ns account POSTING WORK IN PROCESS Whereas the entire Customer Invoice transaction takes place immediately the Shop Order transaction occurs over a period of time sometimes a loooong time During that period parts that are added to the job from inventory will correctly adjust the inventory quantity records But other areas of your database are not updated such as the customer s account and your general ledger These adjustments are only made when the job closes and the final totals are known If most of your jobs open and close within about 30 days this delay in updating your records poses no problems But if a job is open for longer your business will be incurring costs for labor and parts each week but no income will be received until the Shop Order finally closes From an accounting standpoint it looks like your business 15 losing money for several months and then suddenly has a windfall only to cycle back to a loss again Accountants have developed a concept called the Income Matching Principle which states that you should try to post income to your records at about the same pace you earn it rather than waiting until you actually bill it to the customer This helps to offset the costs you re posting providing a more accurate picture of the health and profitability of the company all year round Posting the Entry TotalF BO makes this easy with the function at Accounting gt Shop Orders gt Post Work In Process Her
443. nstruction you might use that line for Pilot Services We re going to focus first on the lines that sell something from Inventory e Fuel e Oil e Parts Then the general purpose line that we use for all kinds of ramp activities e Service And finally the lines that we use for Flight School and Rental flights are Rental e Instruction Each line has a note field with it and you can also just insert a separate Note line You can enter any text you like in a note and even use Macros to pop in paragraphs you have saved and want to re use A Fuel Sale Let s assume our customer has purchased 50 gallons of Avgas How will we enter this fuel sale After getting the customer account record selected we re ready to complete a Fuel Line Be sure the Line Type field has FUEL selected 1 Select the Fuel Type Either type a few letters into the field like A for Avgas 100 10011 or click the Ellipses button to the right of the field to see a list of your fuels to pick from If we were working with JetA you might also have to select a fuel Sub Type You will also see a checkbox so that you can Include Prist INT COUNTER 8 RAMP OPERATIONS TotalF BO User Guide 207 2 When the Fuel Type has been selected your options for the Tank Truck which dispensed the fuel will appear 3 If there is more than one Meter on this Tank or Truck you ll see a checkbox for Single Point Delivery If you check the box you ll c
444. nt Setup Check If you use a separate printer for checks select it on Printer the Station Specific Settings record for users who will be printing checks Define Check Create or customize one or more check printing formats Printing Formats for each bank account Enter a check or deposit coded to the Checking Contra Account which represents the balance as of the TIME ZERO DATE Enter Beginning Balances If you elect to enter outstanding items be sure to code Enter Outstanding them to the Checking Contra Account and adjust the Checks 4 Deposits Beginning Balance Entry above so that the total of items entered and the Beginning Balance nets to the balance as of the TIME ZERO DATE Registers Create a record for each bank account you want to track detail ledgers for at Accounting Checking Update Basic Register Basic Info That means you ll certainly setup a record for each checking account It may not be necessary to set up records for investment accounts savings accounts or money market accounts Most FBOs do not attempt to track Petty Cash through a bank register though any cash account could be tracked in this way There are ten account records already created for you and each is linked to one of the ten account numbers specified in the Automatic Ledger List Just change the Bank Account Name for each register you want to use If this will be the account you use for payroll checks b
445. nto a labor Batch and processed normally On the Shop Order Once time has been posted to the job a manager can adjust the number of hours to be billed adjust the dollar amount to be billed or remove the hours and substitute a flat fee The Labor Write Off Analysis report compares actual hours worked to the number of hours billed to help in developing shop standards Details of time worked can be included on Shop Order printouts through Style Sheet settings PART 4 CLOSING A SHOP ORDER As mechanics complete work on a discrepancy and the work is inspected the worksheets are usually submitted to the Shop Clerk Then the text describing the work performed is entered to the shop order on Discrepancy Tab 5 Resolution Here s another place where using Macros can make an often tedious task go quickly Simply click the Macro button to select the paragraphs you ve previously saved Don t have any macros yet New users can build the macro file easily by following these steps Type the text you need into the shop order Highlight the entire paragraph Ctrl A or click drag to highlight Copy text Ctrl C or Edit gt Copy Click the Macro button to bring up the Macros Browse Insert a new Macro in the appropriate Group Paste the text into the body of the macro Ctrl V or Edit gt Paste See Helpscreen topic Keyboard Macros d dm ue 310 TotalFBO User Guide ER Update Shop
446. ntry on Invoices If you ve enabled meters you ll need to set them up now and attach them to tanks at Inventory gt Other Fuel Operations gt Update Fuel Meters Using meters enables very precise inventory control which is simply not possible with a manual system If you want to know that all the fuel which has been pumped has also been billed or accounted for you need to use meters The only drawback to using meters is figuring out how to get the meter readings to the CSR creating the invoice How you accomplish this is going to depend on your physical location Many FBOs simply ask the lineman to radio the readings to the Front Counter or else drop off the hand written fuel ticket at the Front Counter However if this isn t possible you may need to use one of the wireless options available to you to capture this information electronically You ll be able to create the invoice automatically and have it ready when the pilot reaches the Front Counter or even handle the entire sale out on the ramp You ll need to create a meter record for each meter on each tank or truck Some tanks may not have a meter at all Some trucks will have two meters It s a good idea to use names for the meters that will be familiar to the CSR creating the invoice such as Truck 53 Front Don t forget to enter your self service island meter When the meter records are complete move to the Update Fuel Tanks function to create records for each tank and truck
447. nventory to detail sales for the Owner ACCOUNTING amp BACK OFFICE OPERATIONS Understanding TotalF BO User Guide 181 Typical entry for Sale to Customer with Credit Card Payment Batch Settlement and final Payment Accounting Processes BOB INVOICE BOB S ACCOUNT 100 Sale 100 CC payment DR AIR CC CR Sales Income JOE INVOICE 200 Sale DR AIR 200 CC payment a CR Sales Income Close Settle PAYMENT INVOICE 5300 EFT deposit Undeposited Receipts The Credit Card Holding Company becomes responsible for making payment instead of the original customer HOLDING COMPANY 100 Balance HOLDING COMPANY 300 Balance HOLDING COMPANY CC Batch 300 300 Balance HOLDING COMPANY CC Batch 300 300 Payment 0 Balance ACCOUNT ACCOUNT ACCOUNT ACCOUNT 182 TotalFBO User Guide ACCOUNTING 8 BACK OFFICE Understanding Typical entry for Prepaid Sales Taxes on fuel Accounting Processes Initial Setup Create Prepaid Sales Tax Liability Account in GL 2210 50 Assign Account 2210 50 Line 28 of Automatic Ledger List Assign Prepaid Sales Tax to Fuel Tax 5 on Fuel Record Assign Account 2210 50 to Line 120 of Automatic Ledger List Set Prepaid Rate per gallon on Customer side of Fuel Taxes on Fuel Record Set Prepaid Rate per gallon on Customer AND Liability sides of Fuel Taxes on Sub Type Preserve existin
448. nvoice Number and Due Date if necessary and add any discount information which applies DO NOT CHANGE THE INVOICE DATE even if the vendor invoice has a different date Instead change the Due Date so that you ll be paying it on time The Invoice Date is defaulted to the date the shipment was received into inventory Posting the payable invoice automatically posted a journal entry to your General Ledger to keep it in sync with the Inventory Valuation records If you change the invoice date the journal entry will be reversed and replaced with a new one on the changed date This can make it extremely difficult to reconcile the General Ledger Control Accounts for Inventory You ll also not change the Disbursement information These accounts are selected by the system automatically and the same accounts will be used when the item 15 sold or removed from inventory If you change the account on the Payable invoice money will be orphaned in the wrong account You can change the amount ONLY if it results from changes in taxes freight charges marketing promotional items etc and you can allocate the disbursement for these additional amounts as well If the cost of an inventory item is not what was expected at the time of the order you should not immediately change the Payable Invoice to match what the vendor has billed Instead ask the Vendor why he s billing an amount different from that agreed to on your Purchase Order The Purchase Or
449. o the server as usual The entire program is loaded to the server This directory location 15 called the HOME DIRECTORY Most of the program files are copied from the Home Directory to the local workstation This directory location 15 called the PROGRAM DIRECTORY Note that the Home Directory must be shared to all users who must all have FULL CONTROL rights to these directories The Home Directory must be mapped in exactly the same way at each workstation For instance one user cannot refer to the Home Directory as T and another refer to it as Before attempting the next step you must have completed all previous steps INSTALLATION TotalFBO User Guide 35 STEP 4 Install program files on each workstation At each workstation including the one you just installed from complete the following steps 1 Goto Start gt Run on your Windows desktop 2 Type or browse to T TFBOS WSSETUP EXE in the box which appears Also use this method to install Substitute the location of your HOME directory for the 5 to Terminal Server if youre using a Thin Client Connection 3 Follow the on screen prompts to complete the installation The default location for installation will be C TFBOS You may change this default to the reflect the name of the directory on your workstation which will be your PROGRAM directory This process will copy necessary program files dll 1 exe from the HOME directory to
450. o File gt Preferences gt Station Specific Settings e Create a new record and select the printer you want to use in the Check Printer field e Ifyou want to automatically print a duplicate check to another printer select it in the Check Printer Dups field e Ifyou use multi part checks and a Dot Matrix printer select it in the DM Check Printer field Those users who are allowed to print checks should highlight the record you ve created while sitting at their workstation computer then click the Select As My Station Record button Formats Unless your existing check stock has a stub which is pre printed with columns for a previous system or is designed for hand writing only it s highly likely that TotalFBO will be able to work with it nicely This 15 because you can customize the layout of the check even create multiple formats according to your needs and preferences If you do feel that you want to order new checks you ll want to get that under _ SETUP PROCEDURES TotalFBO User Guide 81 way now Take a look at the default print formats for an idea of what your options are Most checks with a plain stub either above or below the check itself will work fine There are 5 default formats already created for you at Accounting gt Checking gt Options and Settings gt Set Check Formats The Blank Paper format is used to create a report of the check information This is useful when a check stub doesn t have
451. o cover the added burden of servicing the customer Fuel used in heavy duty vehicles and ground equipment Renting an aircraft for a price which does not include fuel Environmental Protection Agency Federal Aviation Regulations Fixed Base Operator now any aviation business especially fuel sellers Federal Excise Tax First In First Out A method of costing inventory where the oldest items are presumed to be sold first Software or specialized device which serves to prevent unauthorized traffic from passing through to a computer or network of computers One year s accounting cycle May not coincide with calendar year Collection of tanks in which fuel is stored Generally Accepted Accounting Principles Universal standards and methods which govern accounting activities to insure that reported figures are generally understood General Ledger The collection of accounts which contains the financial information describing the activities and condition of the company Ground Service Equipment the vehicles and equipment used in ramp service Communications equipment provided to a rental pilot for a fee Customer account set up to track money owed to you by a credit card processor Flat charge for meeting airline flights to determine fueling needs Waste materials removed from aircraft which have arrived in the US from a foreign location Subject to specialized disposal regulations Journal Entry Record of a transaction affecting
452. o locate the text files which will be used for the import 54 TotalFBO User Guide INSTALLATION ENTERPRISE OPERATIONS Included in this section e Database Structure e Installation amp Setup e Location Records e nter Location Sales When you have operations in more than one location but each location is still maintained under the same company ownership structure you ll want to move to Enterprise licensing for TotalFBO With Enterprise you ll continue to maintain all your data in a single database for instant reporting on your entire operation But each transaction is also tied to a specific location so that you can monitor each area s activities separately The SQL server where this single large database resides will be located in a single location typically your Home Office Users in remote locations will access the data and Total FBO through a thin client connection such as Windows Terminal Server or Citrix Metaframe It is not possible to obtain usable network performance with a direct connection even with T3 data lines Thus in addition to the SQL server you ll install one or more Terminal Servers at the same Home Office location Be sure to consult a networking professional who 15 also experienced in thin client solutions before installing the Terminal Server s Total FBO amp User Guide 55 This section will give you a good idea of the WHAT WHY and WHEN of Enterprise procedures For more det
453. o re bill a customer at this point DAILY CLOSING OPERATIONS When your verification process is complete it will be time to start your close out process If your company doesn t use shifts you may skip to the next topic INT COUNTER amp RAMP OPERATIONS Shifts If your FBO has more than one cash drawer or closes out your cash drawer more than once a day your Accounting Department will have established shifts in TotalFBO Using shifts makes it possible to print reports for a single shift instead of for an entire day which makes it easier to balance your cash drawer and look at invoicing that was done at each station If you re the first one to log in to Invoicing each day you ll be starting a new shift automatically Each person who logs in later will either join your shift or start a new shift depending on whether they re sharing your same cash drawer When you close out at the end of the day you ll need to close the shift so you can run the reports you need easily This 1s done at Accounting Invoicing Daily Closing Operations Close an Invoicing Shift Select the current shift and OK the popup window to close it Charge Batches Whether you re using Online or Offline processing you ll need to close credit card batches This is a process that proves that the totals which have been posted to your Accounting Records match the totals which have been processed by your Credit Card Processor 1 Ifyou re using Offl
454. o set up a Recurring Charge Reminder in the Receivables module so that dues are billed automatically each period Course Enrollment If this student is enrolling in a Course as opposed to taking some recurrency training or local checkouts etc you ll want to set up his student record at Operations gt Flight School gt Update Student Enrollments STUDENT FLIGHT WORKFLOW Finally paperwork s all done and you ll want to take advantage of the student s enthusiasm by scheduling one or more flights Here s where the power of integration within Total FBO starts to pay off in a seamless workflow that means you ll never enter the same information twice unless you just want to Schedule the First Flight Scheduling is done at Operations Scheduling Update Schedule For Flight School users it s usually most comfortable to put the screen in Dual mode so that you can split the window and view the schedule for both Aircraft and Instructors at the same time Viewing in Dual mode also means you can quickly make the reservation for both objects at the same time Each user will have his own favorite method of making a reservation some folks like to use the mouse to drag the schedule frame to fit the reservation others like to scroll the date and time fields and still others just click on the big Add to Schedule button and start completing the fields manually However you like to do it keep in mind that each reservation must ha
455. o the second account and then first account 15 deleted Another special procedure you may need is available in Helpscreens e Paying an Owner s Personal Expenses Though this practice is not generally recommended in very small companies where the owner has loaned money to the company it is common for the company to use its cash flow to assist the owner in return 8 BACK OFFICE OPERATIONS TotalF BO User Guide 143 PHYSICAL INVENTORY ESTABLISH APLAN Following your written plan FOR COUNTING count small sections of your IN SECTIONS inventory throughout the year ON A SCHEDULE Must be written Compliance must be documented GENERAL LEDGER Inventory Assets Lost Parts Expense JANUARY SECTION A Update Physical Inventory Physical Inventory Worksheet Count items Initial and note Date Counted on each Worksheet Adjustments Made Qty in Stock on Count Date 10 Qty Received since Count Date 5 No need to rush entering Qty Sold since Count Date PA Updates since adjustments are applied using the Current Quantity Today 13 Count Date en E ae eee ee L 7 Quantity Stock Adjusted 144 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER Payroll Clerk These duties are sometimes a cooperative effort between department heads throughout the company and
456. ocedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics Help N for more details 10 TotalFBO User Guide Install SQL Share directory for TotalFBO Install TotalFBO on server Setup License amp Databases Create any additional databases Verify workstation date amp time synchronization Install TotalFBO on workstations Setup Global Options for WTS and Email Setup Station settings for cardswipes specialty printers touchscreen monitors cash drawers Setup Workstations for Online Credit Cards INSTALLATION INSTALL PROGRAM Must use SQL or Mixed Authentication MSDE or SQL Express available TotalFBO CD Share directory like C Apps with Full Access rights Install from CD to C Apps TFBO This will be the Program Home Directory Create License record and new databases using User Utilities Start program and verify connectivity Import V3 data using Convert3 Both old and new program must be on matching versions from same CD or download session Create License records and new databases for additional companies or for training purposes Be sure all workstations are automatically synchronizing with the time on the server Can enter server name in Global Options Tab 1 Map C Apps to the same drive letter on e
457. of Inventory Sold been specified Inventory Asset Invoice Style Sheet has been defined so that print ing will be correct Default number of copies to print has been speci fied Parts or Oil items are in Inventory GL Accounts have been marked Allow Sales ADJUST ROUNDING DIFFERENCES TO POS MACHINE Accounting gt Invoicing gt Update Invoices press the Change button Operations gt Concierge gt Concierge Super Screen gt Invoice Tab press Change button WHA DO METHOD 1 WHEN IT S A FUEL SALE Change the Fuel Detail line Select the Dollar Sign button near the Sale Price Enter the amount of the sale from the cardswipe machine Mark whether the amount includes sales taxes OK the Line Verify Invoice is complete and correct OK the Invoice METHOD 2 WHEN IT S ANY OTHER SALE Add Sales Detail Select Line Type Service Select Account Miscellaneous Income Enter Quantity of 1 Enter Sale Price for rounding difference amount Check Credit box if negative OK the Line Verify Invoice is complete and correct OK the Invoice Invoice has already been created and saved Method 1 CR Fuel Sales Income CR Sales Tax Liability DR Credit CardS Receivable Method 2 DR Credit Cards Receivable CR Miscellaneous Income INT COUNTER amp RAMP OPERATIONS TotalFBO User Guide 239 240 TotalFBO User Guide FRONT COUNTER 8 RAMP OPERATIC POSTING CREDITS amp ADJUSTMENTS WHERE TO GO Accoun
458. of funds that belongs to the company to do it with Using the Cash Debit you can select the owner s Equity account as the source of funds When the business can pay the owner back the balance in that Equity account will be reduced Another common example results when actual Petty Cash 15 used to pay an item which was posted as a payable invoice Using the Cash Debit you can show the item as paid and offset it to reduce the balance in the Petty Cash Account Pay for Fuel Loads Received If the fuel supplier automatically drafts the payment directly from your account use the Withdrawal type payment discussed above If the fuel supplier 15 also your credit card processor it is common to receive a credit for your fuel billings instead of receiving the proceeds from closed credit card batches In this case you ll need to post a credit memo to the Payables account so that you can pay any remaining fuel loads with a check And at the same time you need to show that the credit card batches have been paid You can do both transactions at the same time with the function at Accounting Payables gt Other Invoice Operations Move Money Between A R and A P A single screen asks you to select the vendor and customer accounts to credit the amount of money and any credit card fees which were deducted by the vendor Both credit memos are created simultaneously with a corresponding pair of journal entries utilizing the Pass Thru Transfer
459. office supply store If you are using a laser printer you ll need to make multiple passes for the 1099s and W2s Again after scanning the information you can edit individual forms manually Thus it is possible to create a 1099 or W2 in TotalFBO even if the payroll data for the year 15 incomplete When you have your annual worker s compensation audit or review use the Worker s Comp Analysis and the Regular Overtime Hours reports to support your premium calculations Other Payroll Functions These days companies are required to maintain more and more Human Resources information and it must be available on a moment s notice TotalF BO provides an entire section of each Employee s record for just this kind of data including personal statistics background information dependents injuries sustained OSHA events and even a Miscellaneous area where you can enter additional notes Tracking leave time 15 done through Vacation Sick Leave Report The Payroll Register and the Pay History Reports are useful in answering requests from state and federal agencies for information 152 TotalFBO User Guide See Helpscreen topics Help N Cash a Check for Someone Handle Petty Cash See Helpscreen topic Help N Checkbook Entries ACCOUNTING amp BACK OFFICE OPERA Controller This function is responsible for monitoring cash handling within the organization verifying the General Ledger s accuracy and
460. old been specified Fuel Inventory Invoice Style Sheet has been defined so that print ing will be correct Default number of copies to print has been speci fied Fuel Meters have been setup Fuel Tanks have been setup Fuel Prices have been established INT COUNTER amp RAMP OPERATIONS Total FBO User Guide 231 232 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATIC TRANSIENT CUSTOMER FUEL INVOICE CREDIT CARD PAYMENT Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter number Phone Number 8888 Name Account number If new customer select Insert to add a customer 5 e e e e e 4 e e t see Complete Customer s Name and Address on Tab 1 1 you starte with a Tail number you Complete Phone Number and Number Tab 5 can save keystrokes with the Create M OK the Customer Record e New Account Using FAA Info button Add Sales Detail s Select Line Fuel Select Item Sold i e Jet A Avgas Diesel Mogas or other fuel type Select Sub type if offered Choose Prist if offered and delivered Select Truck or Tank Select Fuel Meter Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Verify Quantity an
461. ollections Office procedures e Payables Clerk duties and procedures Create C O D checks For more details on individual Verify invoices for inventory received screens and fields refer to the Apply C O D checks and credit card payments Helpscreens in the program Verify company credit card usage Post utility and other non inventory payables Helpful references to specific topics Monitor and clear core charges are available throughout this Guide Prepare payments for vendor invoices notes and leases Reconcile travel advances Adjust inventory records e Payroll Clerk duties and procedures See Helpscreen topics Verify timecards Prepare payroll Help Make tax deposits Transmit deductions to appropriate payees for more details Clear payroll advances Reconcile health insurance premium statement Prepare quarterly reports Prepare 1099s and W2s e Controller duties and procedures Post banking transactions Reconcile bank accounts Post Work in Process Reconcile detail ledgers to Control accounts Prepare tax reports Prepare financial statements Prepare aircraft profit and loss reports and owners reports 114 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OP Whether you have a large accounting staff or just a single super star employee there are typically four major areas of work that must be addressed In this section we ll deal with each of them separately for convenience however there 15 often some overlap and quite
462. ome selected account Gift Certificates 35 Liability 442 TotalFBO User Guide APPENDIX C CUSTOMER DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS ACCOUNTS 3 Accounts Receivable 1 Suspense CLOSING DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS STATEMENTS 3 Accounts Receivable 91 Interest Income CUSTOMER ACCOUNTS It is assumed that you are adding to an account s balance by manually chang ing the customer record This is inappropriate except when initially setting up your program CLOSING STATEMENTS ASSUMPTIONS It is assumed that you ARE charging interest on overdue accounts If you are not no journal entries will happen at all during this operation User Guide 443 DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS SHOP DEPOSIT 8 Undeposited Receipts 136 A R Credit Cards 3 Accounts Receivable 119 Shop Deposits Liability PROGRESS BILL DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS INVOICE 8 Undeposited Receipts 136 A R Credit Cards 3 Accounts Receivable 21 Shop Progressive Billing DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS WARRANTY INVOICE 8 Undeposited Receipts 136 A R Credit Cards 3 Accounts Receivable 138 Warranty Parts Billed 137 Warranty Labor Billed 444 TotalFBO User Guide APPENDIX 222 DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS SHOP ORDER 8 Undeposited Receipts 119 Shop Deposits Liability
463. omer List You may want to assign Selection Codes Price Classes and Taxation settings as well as Customer Import ASCII Data Terms Overrides Standing Credit Cards Tail Numbers and Flight School information Customer Accounts This is also an excellent opportunity to Merge duplicate customers or Purge inactive accounts man ee d ee Because the Customer Account Record is control point of your sales function the time you spend here will pay big dividends throughout the program Neglecting these options severely limits the functionality of the program and slows data entry of invoices shop orders and other transactions Outstanding Invoices and or Balances If customers are imported you can bring their balance in along with the rest of their information It s even possible to import outstanding invoices However if you are unable to import you ll want to create special invoices to set each customer s beginning balance correctly 1 k ___ TR te __ These invoices are created using a Service line coded to a special account called Contra Accounts Receivable Be sure this account is checked to Allow Sales in your Chart of Accounts setup In this way we ll be able to handle the journal entries that are made without interrupting the setup of beginning balances in the General Ledger as a whole which is often delayed several weeks or months af
464. onal Options Di adp pps SETUP PROCEDURES 22 T International Settings If you operate near or outside the borders of the United States there are a number of features and options available in Total FBO which can make it easier for you to operate in multiple currencies or use metric measurements All accounting functions are maintained in your base currency but individual transactions throughout the program can be created in an alternate currency Bank accounts can also be maintained in an alternate currency The program windows themselves can also appear in an alternate language and each user can choose the language he prefers You can add or update translations of fields or phrases as you like The Canadian payroll structure is also incorporated and features for other countries are being added as users request them As options and features in this area are continually expanding be sure to check the Helpscreens for the latest information Total FBO User Guide 113 ACCOUNTING AND BACK OFFICE OPERATIONS Included in this section e Receivables Clerk duties and procedures Prepare Airline Fuel billing Invoice Recurring Charges Post Payments Received on Account Reconcile credit card transactions amp buyback Import Remote Invoicing This section will give you a good Reconcile Receivables Aging idea of the WHAT WHY and Close Receivables and Prepare Customer Statements WHEN of Accounting and Back C
465. onding employee records in the Payroll module DISPATCH RULES TotalF BO provides your company with a great deal of protection through its Dispatch function which verifies the flight readiness of aircraft instructor and pilot before permitting the dispatch to proceed This 1s especially important in light of the wide range of experience which your Front Counter staff may have For much of the day you may have experienced instructors available who can make good judgment calls based on their knowledge of your equipment FAA regulations and the weather But there are likely to be periods when employees without this level of knowledge are doing their best to meet customer requests and can inadvertently put your company at risk The considerations necessary to determine pilot readiness can vary by company policy the type of instruction you do and insurance regulation Therefore you ll want to customize them at Operations Dispatch Options and Setting Rental Dispatch Options Here you ll also be able to select the defaults used to speed billing when a flight is checked in and customize the Dispatch printout itself SET INVOICE OPTIONS Most of the items at Accounting Invoicing Options and Settings General Options have probably already been considered and set by your Accounting Department staff however there are a few items which are specific to Flight School invoices that you should know about BE FLIGHT SCHOOL OPERAT
466. onth you should already have all the charges posted as Payable Invoices Some of them will be the result of inventory purchases as we ve seen and still others will be posted by you as you enter expenses for Charter trips or post other employee expense account items You ll simply need to print either the Vendor Activity Report or the Vendor Invoice Listing and compare to the statement If there are items on the statement which you do not have posted you ll need to consider adjusting your internal procedures for those employees who are trusted with the company credit card You ll also have to obtain backup documentation of the charges and post them as new Payable Invoices See Helpscreen topic Clear Core Charge Credits Help When a mechanic removes a part from a customer s aircraft that may be repairable you will typically order a replacement item on an Exchange basis Cores from the Vendor This means that you pay a lower price for the new part if you send the old part back to the vendor and it is found to be repairable However if the part isn t returned on time or isn t repairable you must pay a might higher price for the part This added amount is referred to as a Core Charge and it can be quite a significant sum of money 138 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER Therefore it s vital to your company that there be some control over this process If you have to pay a core charge you can
467. option is so important that it is located the options menus of both the Invoicing and Inventory modules The default is for this option to be checked Fuel Taxes are added after Fuel Sale Price Most FBOs today will want to UNCHECK this option If you uncheck it in either location both are affected This is because most FBOs advertise a fuel price which includes all taxes except for local sales tax So if you advertise a price of 2 00 per gallon the invoice is calculated at 2 00 times the number of gallons pumped Then sales tax if any is added to the bottom of the invoice as a percentage of the total sale If you leave the box checked then your invoice is calculated as 2 00 45 total of fuel taxes per gallon times the number of gallons pumped Then sales tax if any is added to the bottom While you re at Inventory gt Options and Settings gt General Options gt Tab 2 also enter the names of the various fuel taxes you ll be charging This list will include FET State Fuel Tax Airport Flowage Fee Tank Maintenance Fee Prepaid Sales Tax and any other item you pay based on these two factors e Cents per gallon rate not a percentage e Gallons sold to customers not gallons delivered Inventory Departments Your Controller may already have established some or all of the Inventory Departments in an earlier step Now these need to be reviewed and finalized at Inventory gt Update Inventory Departments Inventory
468. or accidental entries To Quit Without Saving Your Entries e Click on the Cancel button or Tab to the button and press Enter or e Press the Escape key on your keyboard e Press The Cancel button is used to terminate a given process discarding any new input If you re adding a new record clicking Cancel will discard the new record and go back to the previous screen If you are modifying an existing record it will discard only the changes you have just made with the original record left intact There is one exception to this discard rule that may not be immediately obvious When you sidestep to add a secondary record complete the secondary record return to the main record and then Cancel the secondary record will not be affected by the Cancel Help For Help More Information e Click on the Help button in the lower right corner of the window or Tab to the button and press Enter or e Press the key on your keyboard or e Press Alt H INSTALLATION TotalFBO User Guide 41 In the body of the Form will be a number of fields appropriate to the data you ll be entering Tab and Shift Tab can be used to move forward and backward within all data entry forms Backspace erases a single character within a given entry field When Tabbing to a field highlights that your typing will replace any existing contents of the field Pressing either the Left or Right Arrow ke
469. or decrease the number or the number you want into the field 42 TotalFBO User Guide INSTALLATION mmm If you try to enter an amount but just get a beeping tone you have attempted to enter data which is not formatted correctly for the field you re working with Reconsider your input or check out Options and Settings to see if you can change the field format Editing Comments Fields Comments fields provide a powerful method for storing comments and extra information related to a given record A very important feature of these fields is their efficiency A Comments field with nothing in it does not increase the space used by that record yet you have virtually unlimited space for text entry on those records that do need something said To enter text in these Comment fields the program must open an editor window for that text The amount of text you can type is not limited to just the size of that window If you type more than the window s size the text will scroll off the top of the window allowing you to continue almost forever The text will automatically word wrap at the end of each line so it is not necessary actually not even desirable to press Enter at the end of each line The exception to this rule is when you want to deliberately start a new line or paragraph Depending on the format of the printed document you may occasionally get different word wrapping on the printout than you do in th
470. or yourself SECURITY SETUP Now that we re ready to start the first step 1s to get into the program and also grant secured access for employees You ll start the program by clicking on the desktop icon When the login screen comes up enter FBO for both the Username and Password fields SETUP PROCEDURES TotalFBO User Guide 69 SETUP USERS amp SECURITY Controller Assign default password to everyone Ce Create Users IDs Assign Privilege level Modules Permitted Locations Permitted New users can change the default password to something only they will know at the time of their first login or at any login Start users at lowest access level necessary and increase as skill grows Review Menu Privilege Customize me ess requirements if needed Derdi usfomize menu access requirements if n Review Privilege Customize access requirements for fields Override Defaults buttons and reports if needed Customizing the default requirements will most likely be done after daily use of the program begins 70 TotalFBO User Guide See Helpscreen topic Bi Help N Security Setup If a password is forgotten you can easily reset it to the default i magi j rasan fy t E m a ear ede E mul mle indus mus rn j Hi E ham 1 _ _ a a SETUP PROCEDURES 7 Once you re in the program go to Ut
471. ort for the Initial Setup vendor e GL Account Detail for each Contra Account Receivables Payables Checking and Inventory e Open SO Billings Report Shop Orders Use these reports to verify the amounts which have been entered and match them to your previous system Save the reports so that if a beginning number changes at some point you ll be able to spot it quickly Once these beginning details are verified it s a good idea to move your Fence Date forward so that any new transactions cannot affect these beginning totals The Fence Date is set at Accounting General Ledger Options and Settings General Options Documenting Your Work You ve done a lot of customizing of your database and made a lot of decisions Over time as your business grows and changes it may be necessary to adjust some of your choices Take the time now to create a binder to store the following reports Department Listing General Ledger Chart of Accounts General Ledger Automatic G L Account List General Ledger Auto Distribute Accounts Listing General Ledger Department List Inventory SETUP PROCEDURES ZotalF BO User Guide 107 VERIFY ENTER GENERAL LEDGER BALANCES 2 Print Detail Ledger Reports Compare to Trial Balance Enter Beginning Balances Review Trial Balance Balance Sheet Income Statement Controller 12 Print and save these detail reports as of your TIME ZERO DATE as your record o
472. ory Clerks have found that it works best to create the Purchase Order with everything except for final costs and print it out before calling the vendor to place the order At the conclusion of the call it s easy to jot down the final costs on the printout After hanging up they can quickly enter these figures to the Purchase Order and Finalize it As you receive items you ordered and enter them on the New Shipments screen Total FBO checks each item off against the Purchase Order and changes the notation on each part record from On Order to Received When all items on a Purchase Order have been received the Purchase order is changed to a Completed status If an item is discontinued so that it will never be received it will be necessary to Force Complete the Purchase Order after everything else has been received Do this by clicking the button on the Purchase Order Browse window RECEIVING NEW SHIPMENTS Once a Purchase Order has been Finalized you re ready to proceed to the next step as soon as the order arrives This is done at Inventory gt Receive Shipments Simply click the Receive New Shipments button enter the correct date and select the Purchase Order number Instantly the entire window 15 completed for you At this point you should review each detail line and verify or update the following information Cost Quantity Received If short or back ordered enter expected date Update
473. ost typical settings Thus it s easy for you to get started quickly if your organization needs little additional customization However most organizations will be more comfortable with keeping their existing chart of accounts and so we recommend taking the time to customize the general ledger first In addition TotalFBO tightly integrates general ledger posting with entering transactions throughout the program You control what accounts are used for posting these journal entries by your choices in the Setup In this way users need not be familiar with your accounting requirements yet your records are continuously kept up to date The remainder of this section will help you complete the setup process in an organized and efficient manner and help you make decisions on the options necessary to support company policies effectively For convenience we ll organize this discussion by suggesting the Accounting Department staffer who most typically handles that portion of the process However we suggest that all staffers read this entire section thoroughly for best coordination CONTROLLER Whether your title is Controller Bookkeeper or Person in charge by default someone needs to make sure that the setup process gets done Of course it is possible to just install the software and start entering transactions immediately hoping that someday it will all come together And it will but only after several months or more of l
474. other Service Line to GL account for Miscellaneous Income if you wish to charge a Bounced Check Penalty Fee Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice RESULTING JOURNAL Pass Thru Transfers account must be marked to Pass Thru Transfers Allow Sales Checking Account Accounts Receivable Customers Pass Thru Transfers ENNNNCCOUNTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 193 DEPOSIT CASH RECEIPTS Accounting Checking Update Checking Entries select the Insert button WHAT TO DO Select correct checking account Select Entry Type Deposit Enter correct date Enter Pay To the Order Of Daily Cash Receipts Enter Amount of Deposit Add Disbursement Detail Select GL Number for Undeposited Receipts using number or description Enter Amount of deposit select the F5 button OK the Line OK the Deposit NOTE If some of the money to be deposited was from another source besides customer sales such as vendor refunds OR if the deposit is short because cash was used improperly for petty cash expenses be sure to add additional Disbursement Detail lines coded to appropriate GL Accounts such as a cost or expense account After posting each day s cash receipts from sales the Undeposited Receipts GL Account should be cleared DR Checking Account CR Undeposited Receipts 194 TotalFBO User Guide ACCOUNTING amp BACK OFFICE
475. ou will need a hub also The following combination is commonly used by our customers 100 megabit card with UTP Cat 5 cable 16 TotalF BO User Guide See Helpscreen topics Bi Help N Abnormal Terminations Improving Performance INSTALLATION T Factors Affecting Network Performance Speed CPU speed in Server and in Workstations PentiumV or better is recommended RAM in Workstations 512 mg is recommended more is better RAM in Server Gb or more is recommended Network Card 100 megabit or faster is recommended Server hard drive and controller SCSI is recommended Operating System Windows 2000 XP 15 recommended all workstations should use the SAME operating system Network Configuration Dedicated server is recommended Network Size Too many users requires adding switching hardware Network Tuning Sizes of caches and buffers memory configuration print servers performance boost etc Age of Computers Older machines which have been upgraded may still be operating with slow speeds at the Motherboard level and could cause compatibility issues TSRs and Screen Savers Can slow performance and waste memory even cause unattended shutdown or rebooting Multiple protocols in use too many or incorrect bindery order slows things down Fragmented Server Drive Windows 2000 tends to fragment easily Virus Checking Software If checking all files all the time you ll get a slowdown during the d
476. ough so don t make it easy SQL Security Your data is under the control of the Microsoft SQL program which handles ALL direct access to the data and related files This is so whether the access is from a backup tape drive TotalFBO or another program such as Excel Because SQL is a universal standard you will be able to have more versatile use of your data than ever before but within the control limitation imposed by SQL itself A master password for the SQL system administrator 5 was established when SQL was installed and is required for certain database maintenance operations your IT staff may undertake However it should not be easily available to staff members and it s not needed for access to your Total databases after initial installation When your databases were created an additional password was created for daily access by the program The User Utilities program which is used to perform some SQL operations such as creating or restoring databases has its own separate password to further limit access to these functions Be sure you set a secure password and avoid sharing it with users within your organization User ID When Total FBO was first installed the default User ID and password were both set to FBO Be sure that you immediately establish your own User ID and password with master level privileges Then remove or severely limit the default FBO user This is done at Utilities Security
477. ount This is done at Accounting gt General Ledger gt Ledger Account Balances gt Update Year Month Balances If you re beginning your work in Total FBO at the start of your Fiscal Year you can enter balances for Balance Sheet accounts only by clicking the Update Start Of Year Balances button If you re beginning at another point in your year you can enter beginning balances as of the most recent month by clicking the Update One Month s Balances button You can also enter balances for the beginning of the fiscal year and each intervening month With this information entered you ll be able to produce financial statements and comparison reports for your entire fiscal year from TotalF BO instead of relying on your previous system for part of the information After you ve entered your beginning balances review a Trial Balance as of your Time Zero Date to verify that 1 matches your prior system Then you ll want to take some action to clean up some of the journal entries that were made as the setup details were entered There are two methods available to complete this step 1 If you ve not entered any new transactions all transactions are beginning data only not later than the Time Zero date you can clear the general ledger details BEFORE entering the beginning balances Utilities gt Global Data Updates gt Clear Selected Info 2 If you ve had to start some current work before all the setup steps were complete take
478. ount of the original batch assuming you were paid for all charges You can then apply this credit to the outstanding batch as you would any other payment Buyback or Repurchase Plan Sales When you sell fuel to a customer who has a buyback agreement with the Fuel Supplier the transaction is handled exactly like any other credit card sale You re supplying your fuel but with special pricing Since you don t know all the customers beforehand you ll establish a Fuel Sub Type so you can set different pricing and tax structures If you re participating 1n an Online processing program you ll also link this sub type to the plan you re participating in NTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 125 If you re handling the sale as an Offline item create a payment means called buyback or something your CSRs will recognize Set the price on the fuel to be your best estimate of what you ll be paid under the plan Usually this 15 the current week s cost local taxes amp fees a set intoplane fee You ll want to adjust the price as each week s costs are posted just as you do your retail fuel prices Be careful not to enter just intoplane amount As invoices are created you ll simply select the correct fuel Sub Type and then pay the invoice with the credit card Your Invoice Style Sheet options allow you to generate the invoice with no dollar amount printed for the Fuel Sale on the customer s copy if de
479. our general ledger would be correct there would be no supporting detail for the deposit See Helpscreen topic Help N Handling a Bounced Check NTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 155 The Transfer function on the Checking Browse window smoothly handles both transactions and both journal entries at one time using the Pass Thru Transfers account to net the journal entries correctly You need only click the Transfer button fill in the details of Amount Date and Entry Type check EFT etc and let TotalFBO do the rest Voiding and Deleting Items You can void or delete any item even if it was created in the Payroll or Payables module from the Checking Browse window When you select an item and click one of these buttons a reversing journal entry is made You will be asked to specify the date you want to take this action The default 15 the original date of the item however you may need to choose a later date For instance say closed your fiscal year and several months later you find that a vendor lost one of y our checks want to void and reissue the check as of the CURRENT date rather than changing the ending balances for your fiscal year However there is one difference in the way the checking record is handled e Voiding a check leaves the record in your register detail so you see what happened Deleting an item removes the record completely This is
480. oyee as the Payee forces the distribution to the correct Employee Advances Asset account and updates the Advances record which is part of the Employee s Basic Record As deductions for the advance are taken from paychecks the Advances record is updated to show the payment history and reduced balance and the Employee Advances Asset account is reduced You ll want to use your Deductions Taken report to monitor this flow of data and verify that each advance is fully repaid Reconcile Health Insurance Premium Statement Use your deductions taken report to verify that each employee covered by the plan has been charged properly on the premium statement If you have used the Employee s deduction to reduce employer s expense account just post the statement as a payable invoice disbursing it to the expense account If you have posted both the Employee s and Employer s portions to an Accrual account be sure the premium statement is posted as a payable and disbursed to the Accrual account to avoid duplicating the expense UNTING amp BACK OFFICE OPERATIONS ZotalFBO User Guide 149 Understanding Typical entry for payroll whether created automatically Accounting Processes by the system entered manually or imported Your state may allow deductions for additional items not shown COMMIT PAYROLL CR Gross Wages Wages Expense FIT deducted SIT deducted SIT Payable FICA deducted FICA Payable FICA Employer share FI
481. p BACK OFFICE OPERATIONS public road All you have to do 15 list the vehicles and their purpose then report the number of gallons purchased in the period which are subject to refund This is easy to do if you set up your ramp equipment with one or more tailnumbers in your aircraft module Then as fuel is dispensed to the vehicle either from your own Mogas supply or from an outside purchase fuel log 15 made to record gallons consumed You can see these totals on the Fuel Consumption Report in the Aircraft Module Prepare Financial Statements Printing Financial Statements is something you can do whenever you want to all month long There are several options available when you print the reports including consolidating totals using sub total ranges to add titles and totals to your printout and grouping information by department Of course you ll print the Balance Sheet and Income Statements You can also print a Cash Flow statement jut as easily and see at a glance how your business activities are funded Preparing a Cash Flow Statement manually requires some effort so you ll usually pay extra for one from your CPA But once you assign your balance sheet accounts to the proper categories FBO will do the work at the click of a button See the Appendix at the back of this Guide for a worksheet to help you setup your Cash Flow Statement properly Prepare Aircraft Owner Reports For the Aviation Indust
482. p RAMP OPERATIONS TotalFBO User Guide 205 SALES DETAILS AREA Once you ve selected the customer you re ready to list the items you re selling on the invoice This is done by inserting Sales Detail Lines Your invoice options will most likely be set so that a new line pops up ready for you to work with automatically after the customer s name 15 selected There are ten kinds of detail lines that you could put on an invoice 1 Fuel 2 3 Parts 4 Service 5 Rental 6 Instruction 7 Charter 8 Aircraft 9 Miscellaneous 10 Note When you work with an invoice you may not see choices for all ten lines Your Accounting Staff may have limited some lines because those kinds of sales are not done by your company or because those invoices are handled in a different department For instance many FBOs do not sell Aircraft so this is typically removed from the list just to avoid confusion Charter invoices are often prepared by the Charter Department so this may be limited by privilege level Another example is the Miscellaneous line This line allows great flexibility so that you can make unusual sales such as the sale of an asset you didn t expect to sell what if a customer offered you 1 000 for your chair But the accounting journal entry that results from this line only hits the Miscellaneous Income account The word miscellaneous 15 practically a dirty word to an Accountant whose job it is to classify everything th
483. paid to the airport on fuel sold must be set aside so you can report and pay them when due On Tab 7 you ll be able to create Fuel Sub Types These will be necessary for buyback repurchase sales consolidator sales and certain other contract sales where special pricing or taxes are required Avoid setting up a long list of sub types but remember to create a separate Fuel Subtype for each contract accepted when using online credit cards Most sales can be handled by altering the options on a customer s account to provide tax exemptions and different price classes even a special price class for a fuel type BE SETUP PROCEDURES TotalFBO User Guide 101 Where the customer can t be known in advance such as during a buyback sale this information can be established on a Sub type Be careful create a Fuel Type when ownership of the fuel is different create a Fuel Sub Type when only the pricing or taxes of the fuel is different Each week someone in the company will be reviewing and perhaps changing the prices on the fuel type and sub types It s helpful to leave some notes on Tab 8 to remind everyone of how prices should be calculated and what fields should be used for their entry You can also customize the Fixed Price field names in the Inventory Options to help remind you what figures belong in each field Fuel Loads To enter your beginning quantity and cost for each fuel type go to Inventory gt Receive Shipmen
484. part and place it into inventory with the expectation that it will be sold through the Shop Department by installing it on an aircraft Therefore it is added to an Inventory Department for the Shop and the expected journal entry at the time of the sale would be to reduce inventory and post to Shop Parts Sales and Shop Parts Costs as specified in the Shop Inventory Department However the part 15 actually sold across the counter You d like to have an idea of how much business you do in this way so you ve established a General Ledger Department to track this profit center and would like the income and cost to be posted to those accounts By specifying the Counter Sales department on the invoice the correct inventory account will be reduced from the Shop Inventory Department record and the correct Income and Cost accounts will be posted from the Counter Sales General Ledger Department SETUP PROCEDURES TotalFBO User Guide 75 GENERAL LEDGER OVERRIDES Basic Defaults Automatic Ledger List Sales Overrides for Income and Costs ID Category Acct Number Flat Fee 4190 Hourly Labor 4180 Outside Labor 4170 Outside Parts 4175 Outside Repair 4185 Freight 4950 Miscellaneous 4960 Consumables 4050 Warranty Labor 4210 Warranty Parts 4215 Inventory 1300 Part Cost 2000 Sales 4000 Lost ltems 7000 Core Charges Core Costs 5005 Freight Charges 4950 Freight Costs 6170 Inventory Management Ove
485. partment in Total FBO e Separation Breaking a long list of items into smaller groups so we can work with it more easily For instance Aircraft Parts and Pilot Supplies are usually managed by people in two different departments Each just wants to see those parts they care about e Accounting Control Often different categories of inventory items need to be tracked separately in your accounting records too For instance the income from selling those Aircraft Parts should be included in the Shop Department but the Pilot Supply sales should be in the Flight School Department The Inventory Department contains fields which allow your Accounting staff to specify the General Ledger Accounts which should be used when buying and selling inventory items As you add new items to your Inventory database you ll be careful to select a Department on each one SHOP OPERATIONS User Guide 339 USING INVENTORY DEPARTMENTS SEPARATE LONG LISTS INTO SMALLER GROUPS Pilot Supplies Aircraft Parts Customer Owned Avionics Parts Obsolete Items Consumable Supplies MAINTAIN ACCOUNTING CONTROL Aircraft Parts amp Parts Inventory Shop Parts Cost of Sales Obsolete Items Lost Acft Parts Expense Shop Parts Income Pilot Supply Inventory Pilot Supply Cost of Sales Lost Pilot Supply Expense Shop Parts Income Non Owned Inventory Client Inventory Liability Client Inventory Liability Shop P
486. pe soq un pe soq un uoneounsnr yey ONS xyue g 399 100 UO ou Aen uedo Aue ou DM HLNOW U AVG 15717 SJepJo 5 N3dO 104 fuojueAu uny pesojoun sJepJO dous ___ ___ m mm 2 nn i ysel mm 50992 Burouejeg Aj yuo 5 p uodo ou yew sennuenb pue jen AN pue uaye sjunoo fJ0jueAu Eois ug AN lejo 19N M 1502 ejqeuoseai peunooo TotalF BO User Guide 161 Busi 49940 qoo yod y enq sjuswAed SBDIOAU JOPUBA padde 5 2 009 pue sejou 10 amp BACK OFFICE OPERATIONS 1 uodo
487. performed Then you can run the Maintenance Warning Report from the Ground Equipment module to help organize your maintenance schedule When required maintenance is completed log it at Operations gt Ground Equipment gt Update Maintenance Performed When the log is saved the next due time for that item is rolled forward appropriately 366 TotalFBO User Guide SHOP OPERATIONS TotalF BO User Guide 367 MANAGEMENT CONTROLS Included in this section e Security Monitoring Database Activity Standard Reports Margins Market This section will give you a good idea of the WHAT WHY and WHEN of Management and Security procedures This User Guide provides a great deal of useful information and TotalFBO itself offers a tremendous array of features and capabilities But these are only For more details on individual tools which YOU can use to support the every day tasks of your business screens and fields refer to the Helpscreens in the The modern manager is more like an orchestra conductor than a monarch You program cannot possibly complete all the work yourself and so your job becomes one of organizing coaching and coaxing the best possible performance from your Helpful references to specific topics are available throughout this TotalF BO uses power of integration to help you bring all various departments and processes within your company into one
488. perties Then right click on Local Area Connection and select Properties Select the Advanced tab and look for the Internet Connection Firewall checkbox If it s checked either uncheck it and test or contact your Network Consultant for assistance in configuring the Firewall Is Windows listening with TCP IP and Port 1433 Open Windows Explorer and navigate to C WINDOWS system32 CLICONFG EXE Some versions of Windows use C WINNT system32 CLICONFG EXE Options Linaria D cahad mereri paar I Hi CRAP Tal MES LG Nor poro encgprios dused vesc ma wake Dos built port EA SHOOTING 8 DATA MAINTENANCE TotalFBO User Guide 395 Double click on the file name and make sure that your windows look like this if you have to make any changes be sure you reboot afterwards Is the Program Home Directory mapped properly To map the directory be sure you are logged in with Administrative rights on this workstation then open Windows Explorer Navigate through Network Places or Network Neighborhood until you locate the server and the directory where Total FBO is installed Right click and select Map Network Drive Choose a drive letter and be sure the Reco
489. pical entry for posting Payables related to Payroll Accounting Processes HEALTH INSURANCE PREMIUM STATEMENT DR CR Monthly Payment Amount Health Insurance Accrued Accounts Payable WORKERS COMPENSATION PREMIUM STATEMENT DR CR Monthly Payment Amount Workers Comp Accrued Accounts Payable UNIFORM SERVICE STATEMENT DR CR Monthly Payment Amount Uniform Expense Accounts Payable Understanding Typical entry for amortizing Prepaid Expenses Accounting Processes POST THE PREPAYMENT AS A PAYABLE DR CR Prepayment Amount Deposits Prepaids Asset Accounts Payable PAY THE INVOICE DR CR Make the Check Accounts Payable Checking Account MONTHLY JOURNAL ENTRY TO AMORTIZE DR CR Monthly Payment Amount Expense Deposits Prepaids Asset Make journal entries on a regular schedule until Prepayment Amount is Zero Take advantage of Date Sensitivity post all entries at once 174 TotalFBO User Guide ACCOUNTING 8 BACK OFFICE OF Understanding Typical entry for Making a Deposit to a Vendor Accounting Processes POST CHECK LONG TERM DEPOSIT i e FOR UTILITY Deposit Amount Deposits Prepaids Asset Checking Account POST CHECK SHORT TERM DEPOSIT TO VENDOR DR CR Deposit Amount Pass Thru Transfers Checking POST CREDIT MEMO SHORT TERM DEPOSIT TO VENDOR DR Accounts Payable CR Pass Thru Transfers This method leaves an outstanding credit balance the Vendor s account Deposit Amount
490. possible LOCATION RECORDS Most Options and Settings in each module apply globally to all locations However you can override many of these options by making changes to an See Helpscreen topics individual Location Record at Accounting gt General Ledger gt Update Ledger Structure gt Update Locations In this way each location can have customized Help printouts tax and field names and even individual fence dates Enterprise Location Although each location can be customized greatly it s a good idea to be as Management consistent as possible to make management easier and reports more readable Access to global Options and Settings and Location Records should be limited to Corporate Level Management for best consistency INTER LOCATION SALES A big advantage of using a single database is the ability to offer a more attractive package to your customers Since a customer s account appears ENTERPRISE OPERATIONS TotalFBO User Guide 59 INTER LOCATION SALES amp PAYMENTS When customer buys from another location Create Invoice for Sale SELLING LOCATION HOME LOCATION Due To From Due To From Sales Income Accounts Tax Liability Receivable Fuel Inventory Selling location receives income Cost of Fuel Home location handles receivable if any PAYMENTS Post Payment Invoice HOME LOCATION Payments will usually be made to the Home Location Undeposited Receipts However if the cu
491. preparing tax and financial reports Not only does all this work need to get done it needs to get done in an orderly and repeatable cycle each and every month thus the title of Controller Monitor Cash Good cash controls protect everyone within an organization and it s the Controller s job to insure that all cash is handled and accounted for properly Yov ll be managing cash in three areas Cash Register e Petty Cash e Undeposited Receipts Each day the cash register should be closed out and only the original change fund cash left in the drawer All the cash checks and credit card slips which are removed should match exactly to the Sales Receipts report in the Invoicing module Always establish Petty Cash custodians within the company and do not allow employees to take money from the till for petty cash expenses Most FBOs also refuse to allow check cashing at the Front Counter but when you find that it s necessary a procedure 15 available which will allow the balance of both cash and checks to reflect properly on the Sales Receipts report As customers make payments and deposits these amounts are posted as Debits to the Undeposited Receipts Asset Account When they re deposited into a bank account the Undeposited Receipts account is cleared Good cash control requires that this account be monitored continuously to insure that deposits are being made and posted properly The balance in this account should
492. print meter tapes then add all the quantities for each fuel type together you ll arrive at the total number of gallons you have on hand in inventory The Total Gallons should equal the difference in today s inventory balance on hand and yesterday s balance Other Inventory module reports you ll find helpful in your reconciliation will be the Fuel Meter Summary which indicates the expected current meter readings for all meters the Fuel Oil Summary which provides current inventory quantities in stock and the Fuel Tank Summary which shows details and total quantities for each tank and truck 220 TotalFBO User Guide FRONT COUNTER amp RAMP OPEF RECONCILING FUEL INVENTORIES BEGINNING ENDING Total quantity Total quantity on hand on hand NET CHANGE __ LJ L1 lt jil 1 oms 1 The total activity for the day should equal the Net Change in Inventory for the day 7 Small differences will result 7 from temperature and pressure changes DELIVERIES DEFUELS REFUELS INT COUNTER 8 RAMP OPERATIONS TotalF BO User Guide 221 But even if everything was done correctly these totals probably won t match perfectly because of changes in temperature and pressure spillage and perhaps un recorded sump operations See Helpscreen topic You can carry these small differences on paper for a short period but Help event
493. program itself You can even print out a topic or two and use it to train staff members and develop procedure manuals Over time TotalFBO continues to grow along with your business so you ll want to take advantage of opportunities to keep up to date with occasional On Site Training and annual User Conferences And you can always receive training on specific issues with personalized Focus Sessions either at Horizon s Training Center or during scheduled Telephone Conferences Finally at all stages of your implementation of the TotalFBO Business Management System Horizon s world class Tech Support team is there to support you with 365 24 7 availability TotalFBO User Guide 7 This Guide will give you a good idea of the WHAT and WHEN of typical procedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics E Help for more details 8 TotalF BO User Guide INSTALLATION Included in this section e System Requirements Network Issues Installing the SQL engine Installing TotalFBO Creating Databases amp Licensing Starting the Program Convert V3 Data Create Additional Databases Workstation Setup Getting Around in TotalFBO Setting up Printers Setting up Cash Drawers Making Backups Installing Program Updates The next section describes the actual se
494. pscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic Helpscreen topic INDEX A General Ledger Primer 171 Aircraft Records 354 Consolidating Financial Information 167 Cross Billing Shop Orders 313 Emailing 312 346 Engine Prop Time Data 358 Inventory Departments 96 225 338 Kits 353 Logging Maintenance Performed 314 Making Charter Quotes 259 Mobile Agent Processing 350 Preparing 315 Pricing Inventory 96 102 341 Receiving Shipments 133 305 347 Regular Parts 352 Sending parts 316 Serialized Parts 353 Service Bulletins 360 Taking 221 350 Tracking Cores 318 Using Barcodes 350 Using Manufacturer s Price Lists 344 Inventory Departments 0 Maintenance Reminders Customizing Shop Orders Inventory Initial Setup 29 Hookup fees 118 189 Horizon Business Concepts 9 52 109 371 399 Hot section times 359 Hotel 261 397 How to Map a Drive 14 26 Human Resources information 151 I Icons 14 35 Import 30 31 53 88 90 93 96 101 102 113 125 212 227 252 314 315 360 Import Ascii Data 88 90 101 INDEX TotalF BO User Guide 535 Import Common Supplemental Data 31 Import Version 3 Data 30 Improved Workflow Between Departments 66 Improving Performance 16 Income Matching Principle 334 Income Statements 167 In
495. py the file Blank bmp to Alternat bmp in the program home directory This will provide a plain background image for faster screen updates 30 TotalF BO User Guide INSTALLATION 22 mI Import Version 3 Data This is the third step required to set up and begin working with TotalFBO Before attempting to import your Version 3 data you must have completed all previous steps YOU MUST HAVE BOTH VERSION 3 AND VERSION 5 FROM THE SAME SOURCE whether the same distribution CD or the same web download session AT THE SAME TIME TO PERFORM THIS CONVERSION CHECK OUR WEBSITE AT www totalfbo com TO OBTAIN LATEST BUILD NUMBERS AND COMPLETE THESE UPGRADES FIRST If your Version 3 data is located on a network drive it will greatly shorten your conversion time to copy everything to the server s local drive before beginning the import Be sure to preserve the directory structure so that common files and data files are in separate directories Free Space Required On the SQL Server where your new Version 5 databases will be located you ll need approximately 1 Gigabyte of free space to accommodate the Common Files Database and approximately 10 times the size of your current Version 3 datafiles for your User Datafiles database This is necessary to accommodate the temporary files created during conversion as well as the SQL transaction logs After conversion and your first backup are complete your SQL Server Administrator may be
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497. r Guide 515 Do you have a cash drawer connected to your computer EEE EE Affects station setup Do you use bar code scanners Affects station setup Do you use magnetic swipe equipment for credit cards Affects station setup Do you use Windows Terminal Server Citrix for a remote connection Affects station setup Do you use dot matrix printers Affects station setup Do you have a mixed Mixed operating systems include operating system a variety of operating systems environment ithing one network Affects network stability Do you have a Zebra printer for labels Affects station setup Do you use touch screen monitors Affects station setup Do you use a 40 column invoice receipt printer Affects station setup Are you located outside of the Affects international options USA and paper sizes Can you export ascii text file Affects setup of inventory data from your prior system endors and customers Are you a Navpak Ac u kwik customer Affects setup of airports 516 Total User Guide APPENDIX GLOSSARY 100LL 61 91 121 135 141 145 337 8710 AD ALL AP AR ASCII Avionics Buyback Charter Flight C O D Consolidator Contrec Connection Computer TotalF BO User Guide 517 Fuel used in aircraft which has an octane rating of 100 Also often called AVGAS FAR section governing flight training by individual instructors FAR section governing commercial flight operation
498. r Guide INDEX Update Student Enrollments 280 Update student records 269 Update Time Clock Entries 146 Update Time Cards Pay Checks 144 Update Vendor Invoices 93 132 135 266 Update Vendors 90 Update Year Month Balances 108 Updates 9 14 26 29 34 52 53 147 148 245 266 292 296 350 363 Updating Aircraft Information 289 360 Updating licensing 28 Updating Package Times 284 286 Updating the Schedule 262 280 Upgrading Program Files 35 Upload 385 386 398 Use Gift Certificates 84 User ID records 23 58 241 371 Using Barcodes 13 350 Using Style Sheets 258 Using the Timeclock Function 330 Using the Website 26 Utilities 120 135 370 396 V VA reimbursement 270 Vacation 259 278 Vending Machine Income 194 Vendor Account Records 90 Vendor Activity Report 106 137 Vendor Invoice Number 222 306 Vendor Refund 154 194 Vendors 37 63 64 76 78 90 138 139 142 294 346 381 Verifying the General Ledger 63 152 Verisign 396 VER 283 View Delete Void Checking Transactions 211 View Print Change Void Invoices 37 Virus Checking Software 16 INDEX Total FBO User Guide 551 Volume 17 60 66 98 100 116 201 204 207 216 Volume Pricing 66 W W2 151 W3 151 Wallpaper 36 Wallpaper background 36 WAN 17 18 Warranty billing 328 Warranty labor and or parts 313 Weight and Balance 355 361 363 Wholesale Customers 341 Wide Area
499. r Taxes 166 Charter Initial Setup amp Options 250 258 Check In 228 249 265 266 269 283 284 356 364 Check cashing 152 Check Formats 81 Check Reconciliation function 82 Check Register 80 81 156 Checkbook Entries 152 Checking Contra Account 81 82 109 Checking In a Flight 245 246 248 Checking Initial Setup amp Options 80 Checklist 76 159 383 396 Checkride 279 286 Chevron 396 Cleaning supplies 331 332 Clear Selected Info 108 Client owned inventory 322 Close Charge Batch 122 215 Close process 50 127 Close Receivables 113 127 Close regularly 50 Closing 43 77 78 122 126 127 214 216 244 302 304 309 312 336 358 372 Closing a Shop Order 309 Closing Statements 127 Club 89 245 274 276 277 280 COD 72 135 305 306 Collection letters 129 381 Commit Pay 146 Communications Protocol TCP IP 15 Company Credit Card 113 135 137 Company Policies 64 373 Company Policies for Good Data 373 528 TotalFBO User Guide INDEX Company s particular 63 Component life cycle 356 Components 289 302 305 316 320 322 360 361 390 393 394 Compound Account Statement 119 Computer workstation 51 80 368 Concierge 31 53 184 199 212 228 239 242 Concierge Requests 199 228 Concierge Super Screen 199 228 Conference Room 258 277 Consolidating Financial Information 167 Consolidators 116 119 125 Contacting Tech Support 383 39
500. r company s particular needs This customization process generally falls into two areas of effort 1 Entering beginning data from your previous systems 2 Setting options and configurations for automatic behaviors Beginning data is generally divided into two categories 1 Information that affects Accounting activities This includes your Chart of Accounts Customers Payroll information Vendors etc 2 Information that does not affect Accounting This includes Pilot records Charter quote rules Aircraft maintenance records etc Total User Guide 63 This section will give you a good idea of the WHAT WHY and WHEN of Setup Procedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics Help N for more details 64 TotalFBO User Guide SETUP PROCEDURES m The non accounting data can be entered by staff in other departments under the coordination of the Accounting Department Information on setting up these areas 1s found in the later sections of this Guide as well as the Helpscreens Much of the accounting related data can be imported from your previous system in most cases This includes customers vendors inventory and outstanding payable and receivable invoices A default chart of accounts 15 included and options throughout the program are set with the m
501. r for the time an aircraft and or crew is kept available and waiting Removing fuel from a tank or truck which may be contaminated Also the tank in which sumped fuel 15 placed The letters and numbers which are painted on an aircraft as an identifier The tailnumber is assigned by the registering agency for the country where the aircraft is based Computer protocol set of universal standards for formatting packets of information which is used to send data between computers over a network Required for TotalFBO Collection of caring intelligent patient people who will give up their free time to help you have a nice day Often provide free information and assistance on other areas of computing and life in general beyond Total FBO just to get you out of a jam Software which enables remote access to a software program over a slow network connection because only the data necessary to update the screen or entered from the keyboard is tranmitted over the connection All processing is conducted at the server location See WTS Computer memory set aside for a specific process Touchscreen UST Vector WAN WLAN WAP Wet WIP Wireless WTS GLOSSARY TotalFBO User Guide 521 A computer monitor which has a surface sensitive to human touch Also the invoicing interface within Total FBO which takes advantage of this type of monitor to provide a faster method of creating invoices Underground Storage Tank Underground
502. r instance provide a few more solo hours and reduce their available dual hours Checkride Day If the student sticks with it eventually the BIG DAY will come But before you get to stick his picture on your wall the instructor must help the student complete the paperwork for the Examiner Unfortunately there s a lot of information on the FAA 8710 it s difficult to type neatly and students make a lot of errors by entering information that may be accurate but not acceptable Your instructor can make it easy for everyone by preparing the form in Total BO and printing it perfectly on blank paper This is quickly done at Operations gt Flight School gt Forms gt 8710s Each field is easily completed from information already in your records or by selecting from among pre approved options checkboxes or simple numeric entries You can even re print a saved form if necessary BB FLIGHT SCHOOL OPERATIONS TotalFBOG User Guide 287 STAYING PROFITABLE Whether or not you lease aircraft from other owners you ll need a good handle on costs and income from your Flight School Operations Your Accounting Department will doubtless prepare Profit and Loss statements for the Flight School Department but you ll also want to get this information on a per aircraft basis Be sure to review the information on the Leaseback Profit amp Loss Statement in the Back Office Operations section of this guide In addition you should regularly prepa
503. r on a single invoice Be sure to generate and print the Summary Report when you create invoices as this is your only listing of the invoice numbers created in this batch You can always change or delete these invoices just as you would any other invoice If a customer has a credit card on file in his Customer Account Record AND the box is checked to Use this card for Recurring Charges then you may take advantage of the function at Accounting Invoicing Other Invoice Operations Pay Recurring Charges Depending on whether you re using Online or Offline credit card processing you ll either automatically authorize charges or else be reminded to manually process payments for specific customers In this way you can still generate the invoices early but not process the payments until the due date See Procedure Details at the end of this topic Post Payments Received on Account from Customers When a customer makes a payment on his account or gives you a deposit for Block Time you ll create an invoice to post to his account and serve as a receipt for the payment Then you ll apply this payment to any outstanding charges Create ROA Invoice Creating the invoice for the payment is actually quite easy Start an invoice normally but don t enter any detail lines because you re not selling anything Then select the Payment button and enter the amount and means of payment A note line will automatically be added to the invoice indicating t
504. r own storage tanks Affects fuel type setup Affects tank setup Underground storage tanks may leak fuel into the ground so owners must keep meticulous records to prove tank quantities are correct and the EPA or the airport may require payment of UST fees Are any of these tanks underground Affects fuel type setup fuel axes setup Consortium is a fuel farm usually at a larger airport which is owned by one or more companies An FBO may borrow fuel from he consortium and then either pay or it later or replace it with some of their own fuel Affects fuel type setup inventory department setup Do you sell fuel from a consortium Do you have delivery trucks Do you sell directly from any tanks Do you have a self serve pump Affects tank and meter setup Affects tank setup Affects credit card setup Affects fuel sub type setup 15 pricing from the self serve pump different from normal Avgas FET is Federal Excise Tax Often his is prepaid to the fuel distributo or JetA Affects fuel tax setup Is FET prepaid to the Fuel Distibutor for JetA FET is Federal Excise Tax Your uel supplier may or may not prepay it for you on Avgas Affects fuel tax setup Is FET prepaid to the Fuel Distibutor for Avgas Flowage fees are paid to the airport and may be paid to the uel supplier at the time of delivery OR to the airport after sale to the customer Affects fuel tax setup Do you p
505. rations Apply Credit Memos on File Help Receiving Shipments 5 Now you re ready to Receive the Shipment again Adjust the selling price if necessary using the Update Prices button while in the Shipment window Also specify the Shop Order and Discrepancy number this item should be sold on 6 When you OK the Shipment a new Payable invoice will be created for the correct amount The Payables Clerk can and should take these corrective steps personally In most FBOs the Inventory Clerk is too busy with new purchases to spend time making old corrections Consequently these issues languish in the In Basket the Shop Order gets closed with the wrong information and the problem becomes even more complicated since the Inventory Clerk helped the Payables Clerk by automatically creating the Payables Invoice when receiving the shipment it s only fair for the Payables Clerk to return the favor by making corrections personally If the Shop Order has already been closed or the Invoice posted it s too late to take these steps Instead there ll be some research to do before you can take appropriate action You must determine what Cost of Sales account the item was posted to when it was sold If it was a single part on an invoice you need only find the journal entry for that sale Use the Selected Journal Entry Listing in the Accounting module to find all journal entries for that invoice number 134 TotalFBO User Guide ACC
506. rcentage of sales and many airport commissions fall into this category You can use the Sales Tax Report in Invoicing to detail these sales as well FET Federal Excise Tax 1s reported on a 720 form and it s paid on a wide variety of sales from many different kinds of businesses so the form itself can be confusing Get good advice from your NBAA office if you need guidance e Charter FET For FET owed on Charter operations use the Charter Sales Report in the Invoicing module to detail flights and charges Fuel Sales FET See the Fuel Taxes discussion above e Recapture FET on Charter Fuel If you prepay FET on fuel deliveries then put that fuel in your aircraft used for Charter Operations you may be able to recapture the FET on those gallons The Fuel Sales by Aircraft report in the Invoicing module is a fast way to total these gallons or you can use any of the other Invoicing reports that detail fuel sales by customer OTHER CHARTER TAXES amp FEES The Tax and Fee Summary report in the Charter Module will total these items for any period Use your Charter Sales Report for details STATE ROAD TAX RECAPTURE If you don t use aviation fuel in your ramp vehicles you ll probably pay typical state and federal taxes as part of the purchase price These taxes are used to develop and maintain our streets and highways However most states will allow you a partial credit for these taxes if you never put the vehicle on a ACCOUNTING am
507. rcraft 2 7 2 2 Purchasing Review y Issue from Stock TH Obtain from Mechanic outside zm LIN Records Purchase Order SIDESTEP Inventory Records Receive Parts in Stock Part into Inventory Batch Mode Parts Entry l H Accts Payable Invoice ON HOLD Shop Order j E Includes Freight 0000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 000000000000 part directly to the job by using the Change button on the Shop Order browse screen But in larger shops this method presents a problem because a fundamental limitation of your computer network prevents two people from working in the same record shop order at the same time Since some staffers will be 304 TotalF BO User Guide See Helpscreen topic 7 Help N Batch Updating Shop Orders See Helpscreen topic 7 Help N Purchase Orders SHOP OPERATIONS 22 T wanting to enter parts others update labor and still others reviewing costs and updating the discrepancy text there are bound to be delays for someone You can t afford to let collisions jam up your workflow and possibly prevent closing the job on time So the answer is to use the Batch Mode Parts entry function to enter
508. rder and Payable totals are scanned Once you have the report what do you do with it The best answer is to post an invoice for the bottom line of the report to the Owner s customer account Then send the report along with the statement This gives both you and the owner a single place to look for all transactions and helps you avoid cash flow problems Some maintenance costs may be subject to your owner lease agreement and so should be included on the report Other items such as unusual maintenance fuel or billing for the Owner s use of his aircraft will appear separately on his customer account Some FBOs have gotten into trouble when they cut a check for the amount they owe based on the Leaseback report then find that the Owner is delinquent in paying his other charges If everything appears on the statement you can just pay any net credit balance remaining on the account Journal Entries Although your FBO system makes most of the required journal entries automatically you ll occasionally need to make your own entries for adjustments or Fixed Asset depreciation As we ve seen thus far individual journal entries are made immediately for each transaction as it s posted This makes for an excellent audit trail which makes it each to see if an item was changed after origination and whom Total FBO User Guide 169 Remember that a customer account record contains a Maintenance Account option Checking this box m
509. rding to manufacturer defined phases You can define up to 99 phases and name them appropriately When you set up your list of maintenance reminders you ll set up one for each phase and assign it to the appropriate time or date cycle Then the individual tasks you define can be attached to one or more phases Engine Prop Time Data After entering the basic identifying info on an aircraft the next set of information you ll enter will be the configuration and serial numbers Notice that as you make certain choices such as the number of engines the screens will configure themselves automatically opening and closing fields as necessary This information 15 not only used for scheduled maintenance warnings but it flows to the Shop Order when a tail number 15 selected Entering these details first will save many keystrokes later Be careful to enter the Total Time Offset and Tach readings correctly so that TotalFBO can continue to track the Total Time on the aircraft indefinitely even if a Tach is replaced When an instrument is replaced enter an amount to the Total Time Offset field so that amount plus the current Tach reading will equal the Total Time on the aircraft ______ SHOP OPERATIONS ZotalFBO User Guide 359 TotalFBO will calculate the next due time for each reminder so avoid doing all or part of this calculation yourself when entering engine prop and hot section times See the chart for an easy form to follow
510. re Tax Reports See Helpscreen topic Your Payments Due report from the Payables module will allow you to recap the balances outstanding in your General Ledger Liability accounts for the P Help range includes your tax items Paying your Taxes As you begin to prepare the actual returns however you ll need to refer to specific reports within Total FBO As there are several different kinds of taxes and fees to prepare and remit so there are several reports available to you PAYROLL TAXES Use the Federal State or Local Earnings Reports to detail earnings for each agency You can create the quarterly 941 report from the Forms menu in the Payroll module Scan your payroll records make any adjustments you like and print the form on blank paper including your deposit record To actually make payments of payroll taxes use the Update Tax Deposits function in the Payroll Module instead of creating a check in either the Payables or Checking module The Tax Deposits window scans your data and reconfirms the expected payment totals for you You can select the tax and amount you wish to pay and create the check or withdrawal entry as you would in the other modules But if you use this function your payments will also be included on reports such as the 941 report FUEL TAXES If you prepaid FET or other taxes when you received fuel from the dealer these amounts will not be posted to a Liability account as part of every sale
511. re the Aircraft Activity Report from the Reports and Listings section of the Aircraft module This spreadsheet style report recaps income from both rental and instruction displays hours in all categories lists fuel and oil usage and burn per hour plus maintenance and overhead expenses this information 15 summarized and an overall cost and profit per hour calculation is provided This information 15 invaluable in planning pricing decisions and in determining the size and composition of your training fleet You ll also find the Student Course Activity report in the Flight School module helpful in monitoring overall student progress Students who aren t progressing are likely to drop out and there goes your revenue stream or your reputation or both You can often encourage those students or assist them in resolving issues that are holding them back to the immediate benefit of your bottom line The Flight Instruction Summary Report in the Receivables module is also helpful in this regard Finally the Billable Hours report available in the Invoicing module can help you review instructor productivity and catch billing errors before they also become payroll errors Many Flight Schools ask Instructors to review this report and compare it to their own logbooks before each payroll is prepared If you coordinate with a local college that provides ground instruction produce specialized billing for student activity with the Compound Account St
512. redit transactions Verify that the workstations that will be authorizing and settling transactions have an Internet connection Workstations processing online transactions must be running Windows 2000 or later must have the lastest version of XML installed from www hbcinc com and may need an Environment Variable setting Workstations with personal customer contact should have cardswipe devices installed The Station Specific Settings for that workstation must be updated SETUP PROCEDURES User Guide 11 SETTING UP A RECEIPT PRINTER Copy an existing style sheet and check the box for Create Invoice Dot Matrix Direct Output Style Sheet On Tab 6 select 40 Column Style and other setup options On Tab 2 at the Invoice Style Sheet browse window Style Sheet select the new style sheet as the 2nd copy and your standard Options format as the 1st copy ee On Tab 2 of your default Station record select the correct printer for both the Invoice Standard Printer Station Specific 1st copy and the Invoice 40 Column Printer 2nd copy Settings Record If necessary select 2 as the default Number of Invoices to waa Print Use a 40 column receipt printer to provide smaller printouts to your customers This is especially important to charter pilots purchasing fuel with a credit card who have many receipts to keep track of 112 Total FBO User Guide See Helpscreen topic Help N Internati
513. rent categories of inventory items need to be tracked separately in your accounting records too For instance the income from selling those Aircraft Parts should be included in the Shop Department but the Pilot Supply sales should be in the Flight School Department The Inventory Department contains fields which allow your Accounting staff to specify the General Ledger Accounts which should be used when buying and selling inventory items As you add new items to your Inventory database therefore it s important to select the correct department for each one 226 TotalFBO User Guide FRONT COUNTER amp RAMP OPERAT USING INVENTORY DEPARTMENTS SEPARATE LONG LISTS INTO SMALLER GROUPS Pilot Supplies Aircraft Parts MAINTAIN ACCOUNTING CONTROL Aircraft Parts Acft Parts Inventory Shop Parts Cost of Sales Lost Acft Parts Expense Shop Parts Income Pilot Supplies Pilot Supply Inventory Pilot Supply Cost of Sales Lost Pilot Supply Expense Shop Parts Income Airline Fuel Non Owned Inventory Client Inventory Liability Client Inventory Liability Into Plane Income Jet A Fuel Jet A Inventory Jet A Cost of Fuel Sold Lost Fuel Expense Jet A Sales Avgas Fuel Avgas Inventory Avgas Cost of Fuel Sold Lost Fuel Expense Avgas Sales INT COUNTER 8 RAMP OPERATIONS TotalF BO User Guide 227 The chart provides some examples of typical departments which would be used in an FBO See Helpscreen topic
514. revailing Winds databases are provided with the software This information is necessary for Invoicing Concierge and Charter operations and the Zipcode data is used throughout the program to speed address entry To load Supplemental Files go to File Import lmport HBC Supplemental Data If necessary use the ellipses buttons to navigate to the Home directory where the program was installed on the server to locate the text files which will be used for the import 32 TotalF BO User Guide See Helpscreen topic Bi Help N Fiscal Years INSTALLATION T Starting TotalFBO Your First Time Before attempting to start the program for the first time you must have completed all previous steps While sitting at the workstation you used to install the program in Step 1 start from the desktop icon or Run the file Totalfbo exe from your Home Directory such as T TFBOS After the licensing data has been verified the program will populate the working data directory with your new files After copying these files you re now asked to enter a User ID and a Password This is where you ll start each time from now on The default ID is FBO and the default password is also FBO Type that in and you re into the program If you have not imported data from Version 3 you must verify or change your Fiscal Year Beginning Date The default is January Ist of the current year While it is possible to correct the entry of an
515. rint specified GL Account for Gift Certificate Liability properly established in Automatic Ledger List 248 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATIC REIMBURSING OFFSITE FUEL PURCHASES ON RENTAL FLIGHTS WHERE TO GO O O Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter a Tail number Phone Number 8888 Name or Account number ENG Me Tune Hewal s Checking ina flight from Rental Complete line details normally e Dispatch automatically completes OK the Line ean invoice and displays it for your e approval INCLUDING offsite fuel Select Line Type Instruction e purchases Complete line details normally the Line Select Line Type Service Select GL Account Code Offsite Fuel Enter Amount customer paid for fuel Enter number of Gallons purchased OK the Window Note that Credit has automatically been checked for this line OK the Line Press Cancel when you have no more Sales Detail Lines to enter Add Payment Information Enter Amount select payment method and complete details normally Close the Payment Window OK the Invoice NOTE Credit may be reduced automatically to match your pre defined maximum rate per gallon Customer already in database or established as
516. rnal Cost Price Now all we have to do is set these formulas up in our computer and TotalF BO can automatically calculate correct prices for us You can do this yourself at Inventory Options and Settings Update Price Classes There s a section for everything you might sell whether that s inventory labor or aircraft usage PRICE MATRIX But before we do that let s refine our process a bit more Look again at our Retail formula We d sure like to get a 30 profit on every part but will we be able to do it by simply marking everything up that amount e You could easily sell a 1 00 bolt for 1 43 e Could you sell a 100 000 engine for 143 000 Wouldn t it be nice to be able to use a sliding scale That way we could mark up the cheaper items even more that bolt could sell for 2 00 and the more expensive items would be marked up less the engine would sell for 110 000 Then on average over the year we ll expect to make our 309 profit SHOP OPERATIONS TotalFBO User Guide 343 PRICING PARTS APPLY Inventory Record MATRIX Receive Slidina scal with Cost 4 Price in New Part Fixed Price Field based on Cost or List PRICE CLASSES Set Formulas Retail Based Contract Wholesale Internal Customer Account Based Price Class Invoice Sale of Part Shop Order 00000000000000000000000000000000000000000000000000000000000000
517. robably not want to display this information SCHEDULING SETUP Keeping customers happy while watching the bottom line 1s largely a function of how well you schedule We ll get into the details of how to do it a bit later but first you ll need to think about what kinds of things and events you ll be scheduling Schedule Options Let s start by working with the list of Object Types you can customize at Operations Scheduling Options and Settings General Options The basics on the list e Aircraft e Charter Pilots How about expanding the usefulness of your schedule with these categories e Courtesy Cars e Conference Room Others in your company may have already added objects for the things they ll be scheduling also You get the idea Next move to Tab 3 and add some choices to the Other Types list The first list identifies those types of things that will your customers will be scheduling This list identifies the reasons why something would not be available to a customer on a short term basis The musts on the list will be these e Aircraft Maintenance e Sick Leave _ CHARTER OPERATIONS User Guide 259 e Vacation e Dr Appointment Schedule Objects See Helpscreen topic Now that we know the kinds of things we ll be scheduling let s set up the individual items themselves at Operations Scheduling Update Objects Help 5 This is where you ll create a record for each aircraft each p
518. room for a long list of vendor invoices and also when you want to reprint a check for internal purposes Bla m oma C FER i There are two Laser and two Dot Matrix formats each providing a format which accommodates the check or the stub on the top of the page The easiest way to go about this process is to Copy the default format which is closest to the checks you have and give it a personalized name Then click the Print Test Check button to create a sample printout on blank paper By holding the paper over your actual check stock you should be able to see what adjustments are needed if any Then you can make changes to the check layout and choose what information you would like included Continue to print test checks on blank paper until you are satisfied with the results Beginning Balances If you enter a beginning balance amount when you establish the check register a Journal entry is made which affects the general ledger account for the bank register but also affects the Suspense account It is expected that this entry P will be reversed ues Entering Initial Setu But a better audit trail results from entering a Deposit or Withdrawal J Data transaction for beginning balance amount This is done at Accounting gt Checking gt Update Checking Entries See Helpscreen topic Select the Bank Account you wish to use and Insert a record being sure to use the correct Time Zero date S
519. ropriate charge batch normally c Verify the deposit for this payment was properly posted to the Bank Account and that the Undeposited Receipts Account is properly cleared as a result RESULTING JOURNAL Fuel supplier setup as Holding Company and linked Credit Cards Receivable to Online Processor or Offiline cards accepted Undeposited Receipts Buyback fuel Sub type created with appropriate Fuel Sales Income price and taxes Sub type linked to matching Online Card program 188 Total FBO User Guide ACCOUNTING amp BACK OFFICE OPER AIRLINE CUSTOMER FUEL INVOICE WHERE TO GO Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO Select Customer enter a Name or Account number Add Sales Detail s Select Line Type Fuel Select Item Sold Customer s own special fuel type Select Truck or Tank Choose Prist if offered and delivered Select Fuel Meter Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Enter Flight Number Enter Ticket Number if requested Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct OK the Invoice NOTE If flat rates or minimums apply these are setup in the Airline s Customer Account record Once established an
520. rovides a detail of each WIP posting entry Avoid making any manual journal entries to the WIP account Adjust Bad Debts The Customer Account record contains a Bad Debt field If you write off a bad debt the amount is automatically posted to this field as a protection As long as the field 15 not empty you cannot delete or purge this account And if the customer returns and attempts to do business with you again a warning message will appear reminding you of the write off By posting an invoice on the customer account which credits the account balance to the Bad Dept Expense account you ll update the balance correctly and also update the field on the Customer Account Post Depreciation TotalFBO is fully date sensitive program This means that it is not necessary to wait until a particular point in time to make a journal entry For NTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 159 example if you know that you want to make a journal entry each month to depreciate an item you can make the entries immediately retroactively or in advance by simply entering the appropriate date See Helpscreen topic Reconcile Detail Ledgers to Control Accounts Each of the other clerks is doing their best to insure that the detail ledger 42 transactions are complete It falls to the Controller to make sure that the detail ledgers balance to the General Ledger Control Accounts Reconciliation of Detail Ledgers
521. rrency in each type of aircraft this pilot will fly as well as requirements for type specific checkouts DISPATCH OPTIONS Total FBO provides your company with a great deal of protection through its Dispatch function which verifies the flight readiness of both aircraft and pilot before permitting the dispatch to proceed This 15 especially important in light of the wide range of experience which your dispatching staff may have Some organizations are large enough to employee a well trained dispatcher but others rely on a CSR at the Front Counter or even the pilot himself And even experienced dispatchers cannot keep up with all the individual details of a large fleet or several pilots Learning to depend on the Flight Dispatch capability in Total FBO can avoid inadvertently putting your company at risk You ll want to customize the Dispatch printout manifest itself at Operations Dispatch Options and Setting Charter Dispatch Options Defining Flights If you run scheduled flights where there 15 no quote for each trip you can define those flights at Operations Dispatch Define Flights Assign Flight Numbers When you dispatch all the leg information will be completed automatically Total F BO User Guide 257 If you have many individually priced contracts create a price class for each customer based on Fixed Price 5 but leave that price on the Aircraft at Zero In the Price Class show the price in the Amount
522. rrides When journal entries are made the basic defaults may be overridden by Inventory Department settings applied to Inventory items themselves Ledger Department settings applied to Shop Orders Invoices amp Customers 76 TotalFBO User Guide SETUP PROCEDURES 222 7 The Appendix at back of this Guide contains charts with both Inventory and General Ledger departments typical to FBO operations and the discussions of departments in both the Shop and Front Counter Operations sections will be helpful as well Options Several option settings are important to the functioning of your General Ledger and you ll find them at Accounting Options and Settings General Options Hime ki li Cori oam EEL 7 gt a The most critical is selection of Fence Dates These dates define a ee window of time during which journal entries can be posted Attempting L I M to post a transaction with a date outside this window will produce a warning giving the user an opportunity to correct what 1s assumed to be an error in entering the date Each month as you complete your reconciliation process you ll roll these dates forward leaving only a 60 to 90 day period open for posting In the event that you wish to post outside this period such as when making an adjusting entry to a prior period or posting depreciation for all months of the year you n
523. rst of each month you ll want to post Work in Process for open shop orders at Accounting Shop Orders Post Work in Process See the See Helpscreen topic Shop Operations section of this Guide Work in Process topic for a detailed discussion of the requirements and benefits of posting Work in Process N It s important to close all shop orders promptly when job closes and Posting Work in Process back date them Many FBOs struggle to close each month because so many jobs are being finished and closed for the previous month This practice makes it difficult to manage cash flow and difficult to reconcile Inventory ITING 8 BACK OFFICE OPERATIONS TotalFBO User Guide 157 WORK IN PROCESS Posting WIP posts LABOR the current value Discrepancy LABOR INCOME of the Shop Order Charges immediately PARTS INVENTORY ASSETS PARTS INCOME CORE INCOME Post Parts Lines PARTS COST Work in gt 5 Process Freight FREIGHT INCOME MISC CONSUMABLES Consumables INCOME Gen Freight FREIGHT INCOME WORK IN PROCESS ASSET ae This permits Income Payroll Matching DD LABOR COST with your un INVENTORY ACCOUNTS Cash 8 Accounts gt 55 5 PAYABLE Expenses Payable WORK IN PROCESS Closing the job will ASSET adjust income or ACCOUNTS cost as needed RECEIVABLE Cose I gt ASSET Clear the WIP account SALES TAX LIAB Shop Order
524. rt Due Times Summary Many local FSDOs have approved posting the Due Times Summary report in lieu of manually updating a large whiteboard with maintenance alerts for each aircraft The layout of the report is similar to the typical whiteboard with rows for aircraft tail numbers and columns for next due times on major maintenance items There are even columns for Squawks and ANY maintenance item e Maintenance Warning Report This report recaps all the current times and cycles information on the aircraft and details the required maintenance items Although you can include all SHOP OPERATIONS User Guide 365 items this report is most often limited to the upcoming month or quarter You may include a single aircraft or various groupings e Aircraft Detailed Listing Quite simply this 15 everything related to an aircraft including all maintenance logs TOOL CALIBRATION amp GROUND SERVICE EQUIPMENT MAINTENANCE See Helpscreen topic Both the Maintenance and Line departments have tools that require calibration and equipment that needs regular maintenance Y Help You ll be able to create categories called Master Types for equipment and Ground Equipment Setup tools you wish to track and then insert records for each piece of equipment at Operations gt Ground Equipment gt Update Ground Equipment As you create each record also create reminders for the various kinds of maintenance which must be
525. rt the program now you must choose whether you will work in the Data directory or in the new directory Other users can continue to update today s work in the usual Data directory without interference An option at Utilities Customizing Set Global Options allows you to change the heading of the Main Window to reflect the data directory you re currently accessing _ INSTALLATION TotalFBO User Guide 37 Getting Around TotalFBO You ll see two primary types of windows as you move around the program Browse Boxes and Data Entry Forms Understanding the purpose and features of these two windows will make it simple for you to use the program regardless of the specific module or function you re working in What s a Browse Box A Browse gives you a window into the way information is stored your data files The title bar of window will usually tell you that it s a Browse the file that s being displayed You ll be using browse windows to Insert new records as well as to View Print Change Void or Remove existing records things like invoices shop orders customers vendors vendor invoices checks recurring charges almost everything in your database Since all these windows have the same features you ll quickly become comfortable entering and reviewing information anywhere in your program On the outer area of the window you ll usually see these features Show All Show Opern Show Paid Show Hold
526. rvice Bulletin SMTP Solo SOL Squawk Standby Sump Tailnumber TCP IP Tech Support Thin Client Thread GLOSSARY Format for requesting information from a SQL database The portion of an airport property which is owned or leased by an FBO for business purposes Usually this area is paved and accessible to aircraft Flat fee charged by an FBO to a visiting aircraft to cover the added burden of servicing the customer Usually charged based on the size of the aircraft Often waived or reduced if the customer actually purchases something Cycling fuel within a truck The meter is moved but the quantity of fuel in the truck does not change Report or process comparing two data sources noting or eliminating any differences Returning fuel to an aircraft which was previously removed from that aircraft Can only be done with specific equipment under strict regulations Received on Account Payment received from a customer to be applied to outstanding charges Information issued by a manufacturer suggesting inspection upgrade or repair of a component Simple Mail Transport Protocol Most common standard for sending email A flight by a student pilot which is taken without the instructor or any other passengers Structured Query Language A set of standards defining standardized controlled access to databases Mechanical problem with an aircraft which is reported by a pilot Fee charged to a charter custome
527. ry Departments gt Department Record gt Tab 2 Price Matrix General Options gt Tab 3 Purchase Tab 2 Purchase Order Style Order Style Sheets Sheet Set Check Formats cc 2 Checking Style Sheet Set Check Formats cc 2 Checking Style Sheet General Options gt Tab 1 Default Tab 2 Default Check Register Check Register General Options gt Tab 2 Default Tax Tab 2 Tax Deposit Payee Payee General Options gt Tab 1 GL Fence Tab 6 Starting Ending Fence Dates Start End Dates General Options gt Tab 6 Style Sheets 2 Quote Style Sheet Charter Dispatch Options gt Tab Z Tab 2 General Dec Style Sheet General Declaration Style Sheet Set Global Options gt Tab 2 Repair Tab 5 Repair Station ID Numbers Station Numbers General Options gt Tab 4 Price Matrix Records SETUP PROCEDURES Included in this section e Overview e Controller Security General Ledger Checking e Receivables Clerk Taxes Pricing Customers Credit Cards e Payables Clerk Vendors Notes amp Leases Inventory e Payroll Clerk Taxes amp Deductions Employee Records e The Wrap Up Verifying the General Ledger Online Credit Card Processing International Options The next sections cover the daily procedures used in each operational area of your business But before the daily transactions are entered by your employees the Accounting Department staff must customize TotalFBO to make it serve you
528. ry an additional financial statement which 15 essential to good business management is an Income and Expense Statement for each owned or managed aircraft In Total FB this report is called the Aircraft Leaseback P amp L report You ll use the same Leaseback report from either the Aircraft or General Ledger modules to prepare financial statements for each aircraft and also to prepare Owner reports of income and expenses for the period This report is designed to scan your entire database looking for information that relates to the aircraft tail number you specify Then the data 15 grouped into Income and Expense sections along with a reconciliation of the number of hours that elapsed on the aircraft meter Hobbs or Tach during the period TotalF BO User Guide 167 See Helpscreen topic Help Financial Statements Accounting Reports If you must consolidate financials from multiple databases see Helpscreen topic Help Consolidating Financial Information See Helpscreen topic Help Leaseback P amp L 168 TotalFBO User Guide ACCOUNTING amp BACK OFFICE AIRCRAFT LEASEBACK PROFIT amp LOSS REPORT GENERAL LEDGER Account Activity CUSTOMER INVOICE Charter Sales Hrs Rental Sales Hrs RECONCILIATION OF HOURS FLOWN Income Owner Maintenance Service Line Sales Off Site Fuel Cr Gals Delivered Fuel Oil A VENDOR INVOICE Over
529. ry as necessary The correct disbursement accounts will be selected for you automatically for either of these Entry types Just enter the date and amount and you re on your See Helpscreen topic way Help Reconcile Bank Accounts Although it s not absolutely necessary to handle bank account reconciliations Reconciling to the Bank using the function in TotalFBO it can save you a lot of valuable time and allow reprinting of your lists of both reconciled and un reconciled items And when the reconciliation is complete you have the option of making it permanent Then if you need to undo your markings in a later reconciliation effort you can safely undo back to the Permanent reconciliation point Make your reconciliations at Accounting gt Checking gt Register Reconciliation gt Reconcile to Bank Statement If you ve been using the program for a while but not been using this function contact Tech Support for assistance in marking all old item as reconciled quickly so you can begin working with current data You ll begin by entering the date of the bank statement you re working with and the ending balance on the statement Then proceed to checking off items that have cleared You can save your work and come back to it as often as necessary When there is no Out of Balance amount the option to make the reconciliation permanent will be offered as you OK the window Post Work in Process Early on the fi
530. s FAR section governing scheduled flight operations FAR section governing charter flight operations FAR section governing flight training in approved facilities FAR section governing aircraft maintenance FAA form used to report maintenance on aircraft FAA application form used to obtain and update pilot licensing Airworthiness Directive Issued by the F A requiring maintenance or inspection of specific components Automatic Ledger List Account numbers used as defaults for automatic journal entries Accounts Payable Money owed to vendors by the company Accounts Receivable Money owed to the company by customers Standard describing plain text information format for computer files The instrumentation installed in an aircraft which provides the pilot with information on the current attitude location and functionality of the aircraft Sale to customer who has made separate contract directly with fuel distributor is not paid by customer but is reimbursed by fuel distributor Flight in which both aircraft and pilot are provided to the customer for a combined price May also include other services Collect on Delivery Shipping an item where payment must be made to the carrier at the time of delivery Company that resells fuels to other customers Function within which uses information received from a Contrec metering system equipped fuel truck over a wireless connection to create fuel sale invoic
531. s Do you use metric measurements for fuel and oil Affects Inventory setup Transients are clients that you see Are most sales to transient rarely and who are required to pay Affects default settings for customers in full at the time of the sale new customer accounts 504 TotalFBO User Guide APPENDIX Branded means that you have a sign for a big fuel company like Are you a branded fuel Chevron Texaco Phillips Exxon dealer Do you use your own fuel in your ramp and courtesy vehicles When you use inventory for yourself do you price it at cost Does one department provide services for another Do you intend to use TFBO for online processing of credit cards If you do online credit card processing will you handle fuel company cards If you handle fuel company card online will you participate in a buyback program Do you need to group your customers by categories etc Common examples include Maintenance repairing Charter or Flight School aircraft or Line service equipment Online processing means that your computer keyboard or an instantly through the Internet Fuel company cards are setup hich supplies access codes These are buyback programs hat use a credit card such as 5 Alliance program Examples may be hangar customers flight students attending a local college for ground school etc credit cards are swiped through attached
532. s such as Windows 2000 or 2003 Server When a company desires to use the program at multiple sites Offsite or Enterprise licensing must be purchased Please contact our Sales Department for more information on licensing If it is necessary to integrate the information between the two sites the following options are available Remote Connection A user at the remote site can connect to the network at the main site and take control of a workstation This type of operation requires an internet connection at each site and a program such as PC Anywhere or Remote Desktop data 15 stored on the main site server The speed of the connection is limited to the speed of the internet connection Wide Area Network WAN Both the remote and main sites can be integrated into a large network with appropriate software and a broadband Internet connection Because of the large volume of data TotalFBO must transmit over your network connection only a thin client solution such as Windows Terminal Server or Citrix will provide adequate This means you CANNOT performance over a remote connection Although technically feasible ku network two sites directly VPN connections often prove difficult to administer through a T1 line and get anything resembling usable This means you CANNOT network two sites directly through a performance T1 line and get anything resembling usable performance This is true whether the sites ar
533. s such as a new medical or else ignore the exceptions and dispatch the flight anyway If you elect to ignore exceptions you ll be required to login again so that a log can be recorded for management review It s also possible that you ll be alerted to a credit or balance problem on the student s Customer Account For instance you may want to be sure the student has enough credit to cover the expected flight charges or to require a new Block Deposit when the balance is too low These requirements and alerts are also part of your Rental Dispatch Options As the flight is dispatched you ll want to print the Rental Checkout sheet This form provides places to record the aircraft meter readings upon return as well as an area for noting squawks The instructor may also use the page for lesson notes This 1s an important opportunity to communicate with your customer and there s plenty of room to include a paragraph of legalese instructions and a phone number in case of emergency or even reminders such as the VFR and IFR flight rules You can customize the layout and content of the printout on Tab 6 of your Rental Dispatch Options At any point throughout the day you ll be able to print the Open Flights report to see where your planes and instructors are 284 TotalF BO User Guide See Helpscreen topic Help N Recording Offsite Fuel Consumed FLIGHT SCHOOL OPERATIONS OU Checking In When the flight returns
534. s aircraft There can be any number of owners on an aircraft Don t forget to select an Internal account if your company owns it Selecting an owner helps us in pricing the flight when the owner flies as well as in certain reports Whether this aircraft 1s leased from another owner or not you ll want to set up the defaults for the Leaseback P amp L report when you run it for this aircraft e Ifyou must pay a fee or portion of the profit to the owner be sure the report defaults accurately reflect your contract requirements with the owner FLIGHT SCHOOL OPERATIONS User Guide 273 Ifyou are the owner select special options or else make sure general defaults in the Aircraft Module Options will provide the Profit amp Loss report you like See the Back Office Operations section for more details about preparing the Leaseback Profit amp Loss report Rental Don t forget to establish an Checking the Rental Aircraft box on Tab 2 allows you to dispatch and invoice Aircraft Record for each this aircraft as customers rent it from you Simulator you ll be renting by the hour The Minimum Time to Fly field allows you to set a minimum number of pilot hours required for flight This 15 especially helpful when you have a nicer aircraft available for rental You d like it to be available for qualified pilots but limit the wear and tear that results from use by students and low time pilots
535. s and correct the original po RR SHOP OPERATIONS TotalFBO User Guide 349 INVENTORY WORKFLOW dum Create Receiving new items updates Purchase Inventory Accounting Records Order are updated through the Accounts ae Payable Invoice which may be 67 73 generated automatically GENRES Accts Payable Invoice Receive New Shipment GENERAL LEDGER n Stock ACCOUNTING Removing items is X done by Returning Stock through Sales N Customer Inventory Owned Invoice or Shop Order Sales Income Unexplained Cost of Sales Loss Core Charges Regular Physical f Inventories Physical Freight keep counts Inventory Lost Parts minimize adjustments 350 TotalF BO User Guide See Helpscreen topic Help N Taking a Physical Inventory See Helpscreen topic Help Using Wireless Network Use Mobile Agent and a Bar Code Scanner to take counts fast See Helpscreen topic Help Mobile Agent Processing SHOP OPERATIONS T PHYSICAL INVENTORY Physically counting each item in stock can be a major headache It always has to be done each year and usually that means your most trusted employees work long hours between Christmas and New Year to make the count and get it entered into the computer before too many sales occur When sales do occur someone always has to adjust the count
536. s balance while normal usage of the program will only make journal entries to this account if the normal account for that operation can t be found Renaming this account or specifying a different account number 15 acceptable but you cannot set this line item to Zero 2 Pass Through Transfers 2910 Liability Though you are free to use it for many purposes this account is the common account used in the Checking Transfer function and the Payables Receivables Transfer function 3 Default Accounts Receivable 31210 Asset When a change is made to the balance on a customer s account this is the ledger account which records the change If the Receivables Override Account field on the customer record is not blank that account number will be used instead of this default number If customer has credit balance however the change is recorded against the Customer Deposits account 74 129 Transient Accounts Receivable 1210 10 Asset This is used for customers having a Paid On Purchase Cash Only status if the invoice date and the payment date are not the same This would be the case when a pending fuel invoice or C O D parts invoice is created on one day and closed with payment on a subsequent day 136 Default Credit Card A R 1210 30 Asset This is used for transactions on a customer set up as a credit card Holding Company 4 Default Customer Deposits 2020 Liability When a customer s account goes into a credit balance they have mo
537. s performed at the end of each day Other FBOs will handle this chore weekly or monthly depending on sales volume TotalFBO makes it easy to verify fuel inventories when you enter meter readings each time fuel is dispensed Although it is possible to make fuel sales without using meters you lose your only real proof of inventory movements If you find it difficult to provide meter readings to the Front Counter on a timely basis consider using one of the Wireless options described above You ll begin your reconciliation process by reviewing the Fuel Meter Justification report which 15 available in both the Inventory and Invoicing modules COUNTER 8 RAMP OPERATIONS ZotalF BO User Guide 217 FUELING WORKFLOW Whether by Manual Mobile Agent or Contrec Invoicing or Create New from FAA database Beg Meter Fuel End Meter Invoice Process Credit Cards sc RN NN 2 E 2 uel Tnventory el Truck Tank Verify all meter movements Quantity Quantity posted each day Fuel Meter Justification Report 1 Adjust reported quantity to actual quantity on hand 3 Physical Top off trucks and Inventory Dip tanks or obtain meter tapes verify physical quantity 218 TotalFBO User Guide FRONT COUNTER 8 RAMP OPE FUEL MOVEMENT Tracked for BOTH Inventory amp Tank Quantities Receive Fuel Payable Load into Invoice
538. s usual but this time the total will include the full amount of the part and the possible Core Charge This 15 because your company actually has a liability for this amount even though we don t expect to have to pay it all Note The Core Charge amount is separated into a special account so it 5 easy to track Shop Order The new part will appear on a Parts Line in the Shop Order as usual but it will also show the amount of the Core Charge which you may bill to the customer Review the Shop Order The next time you work with the Shop Order you ll be reminded that a part with a Core Charge has been added to the job This will be your opportunity to create a Core Record automatically if you have not already done so earlier You may remove the core charge amount if you do not intend to charge the customer unless the core is not accepted However be sure to add a note reminding the customer that core charges may be billed after the job closes Send Core Back to Vendor Although a core item isn t really a part of your inventory it s convenient to use the same Purchase Order and Receiving functions you re comfortable with to track the movement of these components Create a Purchase Order and select Core as the Line Type on the Detail Line This allows you to select the correct component from your Core records Be sure to enter the amount of the core charge in the Unit Cost field as well as your freight expense for shipping the item
539. s when outstanding invoice exists in exactly the same amount to save you time and keystrokes See Procedure Details at the end of this topic Reconcile Credit Card Transactions The chart on the next page is helpful in understanding how credit cards are processed The workflow is the same whether cards are being processed as Online or Offline transactions except that if you re working with a POS machine you ll have to manually reenter the information to the machine manually settle at the end of the day See Helpscreen topic When an invoice is created and a Credit Card charge item appears the details P Help N of the invoice are saved normally in your Total FBO database However additional information relating to the credit card payment is also saved Credit Card Batches 4 separately Settlements If you don t accept fuel cards and your bank deposits the full amount of each charge within 48 hours to your account charges are handled as cash instead of receivables You can skip this section and just post the bank deposits as they are made Closing Batches At the end of the day your CSR will close the cash register and prepare the Cash Receipts report which details all payment activity for the day or shift In addition either you or the CSR will close the Charge Batch for the day at Accounting gt Invoicing gt Daily Closing Operations gt Close Charge Batch e If you re doing Online processing closing t
540. s you have defined You ll see sales trends by business segment or customer group Finally the Billable Hours report available in the Invoicing module can help you review instructor productivity and catch billing errors before they also become payroll errors Many managers ask Pilots who are hourly paid to review this report and compare it to their own logbooks before each payroll 15 prepared 268 TotalFBO User Guide CHARTER OPERATIONS n FLIGHT SCHOOL OPERATIONS Included in this section e Course Setup Aircraft Setup Schedule Setup Dispatch Setup Enrolling Students Pilot Records Scheduling Dispatch Check In Invoicing Squawks amp Maintenance FAA 8710 Selling Packages Staying Profitable Whether you re operating under Part 61 or Part 141 FAA regulations there is a common need to reference information about courses and students progress The Flight School module provides simple access to this information and makes it easy to prepare the FAA 8710 when it s time to go for that big test These areas are of primary interest to the instructor but your company as a whole will benefit from the tight integration with Flight Dispatch Invoicing Aircraft Maintenance and Scheduling modules functions This section will show you how to combine all this activity into a seamless flow that makes it possible for you to keep your customers happy and keep an eye on the bottom line at the same time And do
541. scription field You can add further notes on the Comments tab as well Deposits disbursements will default to the Undeposited Receipts account which will usually be correct if we assume that most of your deposits are the result of sales transactions FILING TIP Attach a copy of the Sales However sometimes you ll be depositing money from other sources such Receipts Report to your as notes vendor or deposit refunds or vending machine proceeds These Deposit Receipt to detail amounts much be disbursed on the deposit to the appropriate expense liability customers whose checks or income account were included in the deposit Attach photocopies of any common error results when you fail to correctly disburse a deposit The vendor refund checks Undeposited Receipts account which is supposed to be cleared after each day s deposit begins to build a credit balance On the other hand if deposits are short because employees used money from the cash register for other expenses the Undeposited Receipts account will have a debit balance Transfers Moving funds from one checking account to another really requires posting two separate transactions if you were to post manually We want to have a deposit with register detail and a matching journal entry in one account and a withdrawal transaction with details and journal entry for the second account We could simply post a check and disburse it to the second account But while
542. se account is Credit Cards Receivables setup on Line 115 of Automatic Ledger List Undeposited Receipts Offline Credit Cards setup and linked to Holding Credit Card Fees Company customers Online Processors setup and linked to Holding Company customers and accepted credit cards NTING amp BACK OFFICE OPERATIONS TotalF BO User Guide 187 POSTING PAYMENTS RECEIVED FOR BUYBACK FUEL Mu New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab press Insert button Select Customer Buyback Holding Company Add a Sales Detail Line Select Line Type Service Select GL Account Number Fuel Sales Income Check the Credit box Enter a Sale Price equal to the difference between the cost the fuel supplier uses on the date of payment and the fuel cost at the time of the sale Add Payment Information for the amount of money received select Cash payment type OK the Invoice NOTES a The sale price on the original invoice may not be the final price paid by the fuel supplier and this adjust ment will be made when payment is received Therefore it is not necessary to attempt to get the sale price to be extremely accurate at the time of the sale although you should avoid overstating income by large amounts Adjusting the sale price of the Buyback Fuel Sub type weekly should keep this variance within acceptable limits b Apply this payment to app
543. setup and Terms are often stated as Net 30 options a late fee for late customer Affects customer setup and payments a r options Is the majority of new customer accounts Affects customer setup and individuals a r options Do you rent hangar or other Affects space and recurring space to customers charge setup Do you keep customer credit Affects customer setup and card info on file invoicing procedure Do you have a State sales tax Affects sales tax setup Do you have a county sales tax Affects sales tax setup Do you have a local sales tax Affects sales tax setup Do you have an airport commission Affects sales tax setup Do you wish to continue using account numbers for customers Do you have standard customer payment terms Do you charge interest and or 506 TotalFBO User Guide APPENDIX Do you have any other taxes or fees which are a percentage of the sale amount Affects sales tax setup invoicing options shop order options Do any of these taxes fees Affects sales tax setup Are any taxes fees charged on top of another tax Affects sales tax setup Are you located in Florida Affects invoicing option Do you have more than one cash drawer Affects setup of shifts and Invoicing procedure Do you use more than one currency Affects invoicing setup and procedure Do you have company owned or leased aircraft Affects invoicing procedure Aff
544. simply enter the name of your network server in TotalFBO at Utilities gt Customize gt Global Options INSTALLATION T Network Issues Before installing Total FBO be sure that the server drive and or directory has been properly shared at the server and mapped at each workstation The server and ALL workstations must refer to the program installation directory and data directories by the SAME drive letter Furthermore each workstation and user must have FULL access rights to these directories Because many workstations will reserve the letters A through E for floppy drives hard drives CD Rom drives tape drives and or ZIP drives etc it is usually wise to select a drive letter which is higher in the alphabet such as T Then when a new drive 15 added to a single workstation it will not be necessary to redo the mapping of the program drives and multiple icons on every workstation in your network You can install to any shared Drive and Directory you choose The default is C Program Files TFBO The program must be installed to a shared network drive While this can be located on your SQL server the program should never be actually run by a user sitting at that server INSTALLED PROGRAM AND DATA DIRECTORY TREES When TotalFBO is installed using the defaults the following subdirectories will be created TFBO program files Tools special program reference files Aspell files for spell checking program You may
545. sing your payment However this is not a new invoice number but simply reflects the first invoice delivery which 15 included on the report You can customize the style sheet used for this billing so that it meets your needs and that of your customer For instance you will probably want to change the title from Statement of Account to a more descriptive phrase such as Summary Invoice NTING amp BACK OFFICE OPERATIONS TotalFBO User Guide 119 After you have created your first billing the options you selected will be defaulted for you the next time you select that customer for billing Most airlines and consolidators have become comfortable with the summary invoice produced by Total FBO and both you and your customer will appreciate the accuracy and speed with which you can issue these billings It all finally reflects positively on your bottom line as cash flow improves and time spent reconciling delivery tickets goes down In similar fashion the Compound Account Statement permits you to do summary billing for multiple customers on a single document Originally designed to meet the needs of Flight Schools who coordinate with a college program the Compound Account Statement can also meet other needs Use your Customer Account Selection Codes to group customers for this special summary billing See Procedure Details at the end of this topic Invoice Recurring Charges You ll have created your Recurring Charge Reminders
546. sired When payment is received post it to the Holding Company account just as you would any other credit card payment If the payment 15 for a slightly different amount due to rounding or the timing of cost adjustments add a Service Line to the invoice selecting the Fuel Sales Income account Enter the adjustment amount as either a charge paid more or credit paid less You can see that using the credit card functions within TotalFBO allow us to be very flexible in transferring responsibility for payment from a group of customers to another customer This method is also sometimes useful in handling sales for consolidators or in other special situations See Procedure Details at the end of this topic See Helpscreen topic Import Remote or Wireless Invoicing P Remote Invoicing allows you to export a batch of new invoices from another Help database perhaps at another location and import them to your home location database After processing a backup of the home location database is restored to the remote location and work continues Mobile Agent Processing Fuel Truck Interfaces Normally the export import update cycle occurs about once a week and is performed by the Receivables Clerk Only new invoices and any related new customers are imported Changes and other transactions are ignored If you re using Mobile Agent or a Fuel Truck Interface invoices may be imported continuously by Total FBO
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548. someone in the Accounting Department Handling payroll well involves making sure the payroll 15 prepared accurately remitting deductions and taxes to the proper payees promptly and maintaining appropriate information for the benefit of employees company and governmental authorities With a single tightly integrated database this coordination is generally smooth and the effort of preparing payrolls is greatly reduced Verify Timecards Timecard information can be entered into the system at Accounting gt Payroll gt Update Time Cards Pay Checks However in practice you may have to enter very little of this information manually Billable Hours Most of the hours for flight instructors charter pilots and mechanics which was billable to customers is already captured in the system The Billable Hours report available in the Invoicing Shop Order and Payroll modules provides a valuable tool for reviewing this information before you begin payroll preparation It is common for Flight Schools to provide this report to Flight Instructors and require them to verify it against their personal logbooks In this way errors on both payroll and customer billing can be corrected quickly Billable Hours can be pulled into a timecard if desired However there will always be bits of time which must be paid to an employee but which 1s not billable to customers This includes meetings leave time and other non billable activities Entering these
549. ssible to cover all those options ina single document So this Guide is only the beginning We encourage you to take advantage of the Helpscreens Tech Support and your opportunities for training in order to maximize your investment and the benefits TotalFBO can bring to your company In addition we recommend that each department manager in your organizaton be on our email list As each new release is posted to the website you ll receive an email listing the new features which have been added Subscribe to the list by sending your email address to support hbcinc com
550. ssued from the keyboard at the C command prompt The command only needs to be entered once as it will continue to operate each time the machine 15 rebooted An example of an appropriate Net Use command follows NET USE 1 SRVR EPSON600 PERSISTENT YES The syntax of this command 15 very specific and you must know the name of the computer the printer is hooked to and the sharename of the printer you wish to use In the example above SRVR is name of the computer and EPSON600 is sharename of the printer The sharename of the printer can usually be found on the Sharing tab of the printer properties The name of the computer can usually be found at My Computer gt Properties gt Network Identification Once issued the command cannot be changed by simply issuing another command It is necessary to remove the first command before issuing a new one To do this enter the following NET USE LPT1 DELETE 48 TotalF BO User Guide If you need to open the drawer at a time other than when you are processing a sale press the key combination Alt F2 INSTALLATION O 7 Cash Drawers One piece of hardware that is not typically sold in computer stores but may be a part of your installation is an Electronic Cash Drawer This unit connects between the computer and your printer to provide a drawer that opens whenever an invoice 15 processed Many commercially available units can be used with TotalFBO the prim
551. st Paid Expense 9020 Expense When loan payments and interest are paid during payment sequences the amount of the interest will be debited to this account 35 Gift Certificates Outstanding 2030 Liability When you select Gift Cert as a payment means the program makes the Debit to this account If you use service lines coded to this account to record sales of gift certificates you ll properly account for all outstanding gift certificates 36 Earned Discounts Payables 5910 Cost When a discount is taken advantage of on an accounts payable item that discount amount 15 credited to this account 118 C O D Holding Account 2010 88 Liability This account is the default when a manual C O D account is made It is cleared when that check is applied to a Payables invoice item 119 Shop Deposits Account 2025 Liability similar to the Customer Deposit Liability account 4 this account hold amounts posted to Shop Orders as Deposit Payments until the job 15 completed 432 TotalF BO User Guide Payroll APPENDIX B 37 Federal Withholding Liability 2130 03 Liability 38 Payroll Advance EIC Payments 2030 04 Liability 39 State Withholding Liability 2130 05 Liability 40 Local Withholding Liability 2130 06 Liability These accounts hold the tax withheld from employee s payroll for the federal state or local taxes These of course will not have any employer contribution 41 FICA Liability 2130 02 Liability 42 Me
552. st YTD totals button at the same location to enter balances of both dollars and hours as of your Time Zero date Completing this step means that you ll be able to produce quarterly reports 1099s and W 2s from TotalFBO even if much of the payroll was originally produced from another system Entering YTD totals makes no journal entry Options Review options for Payroll at Accounting Payroll Options and Settings General Options The default settings will be appropriate for most FBOs Be sure to select your bank as the Default Tax Payee to save time when making 941 deposits 106 TotalFBO User Guide SETUP PROCEDURES T WRAPPING IT UP CONTROLLER Now that all the basic setup steps are complete it s time to review your work Verifying General Ledger Balances You ll want to print several reports to verify that the details for each Control Account have been entered properly These include Accounts Receivable Aging Receivables Module Vendor Aging Report Payables Module Register Style Listing Checking Module Pay History Report Payroll Module Inventory Valuation Report Inventory Module Trial Balance General Ledger Module The detail report totals should match the balances in the corresponding control account as shown on the Trial Balance If not look for manual journal entries to the control account which are inappropriate You should also print and save these reports e Vendor Activity Rep
553. stomer pays the selling location the payment may be posted there as well Accounts Receivable Either location may apply the payment to outstanding charges 60 TotalFBO User Guide See Helpscreen topics Help N Enterprise Location Option Overrides ENTERPRISE OPERATIONS 7 only once in the database it s possible to track his volume and buying habits at the Enterprise level You ll be able to offer pricing which is consistent at all locations and which can be based on accumulated sales volume Even if costs vary between locations forcing prices to differ sharply you can offer the customer a standard cents off discount which is applied to local price When a customer makes a purchase at a location other than his Home Location the selling location will receive full credit for the sale just as they would for their local customers However if the customer charges the sale to his account Total FBO automatically posts the Receivable to the Home Location This invoice will appear on the customer s statement which will be sent from the Home Location at month end Payments will generally be returned to the Home Location for posting But they may be posted from any location and applied to outstanding invoices if necessary Again the cash is deposited locally but the Receivable balance at the Home Location is reduced equally A location cannot change an invoice created in another location and only th
554. sual expenses 294 Unusual maintenance 169 Update Check In button 266 284 Update Aircraft Equipment List 360 Update all open jobs 307 Update Basic Register Basic Info 79 INDEX Total FBO User Guide 549 Update Cards Accepted List 84 Update Charter Quotes 259 Update Checking Entries 81 130 147 152 Update Cores 138 318 321 Update Courses 270 Update Currency 80 Update Customer List 86 88 330 Update customer quotes 249 Update daily timecards 307 Update Employee Basic Info 257 276 Update Fuel Meters 98 Update Fuel Tanks 98 Update Ground Equipment 230 365 Update information 292 Update Inventory Departments 74 94 Update Inventory Function 101 Update Inventory Pricing 347 Update labor 304 Update Leases 92 Update List 96 292 Update Locations 58 60 Update Maintenance Logs 314 Update Maintenance Performed 230 365 Update maintenance reminder next due times 356 Update Notes 92 Update Objects 259 278 Update One Month s Balances 108 Update Packages 278 Update Physical Inventory 142 221 340 Update Pilot Records 257 276 279 Update Price Classes 84 97 255 273 342 Update Pricing button 306 Update Purchase Orders 304 318 321 346 Update Recurring Charge Reminders 89 119 Update Rental Space List 89 119 Update Schedule 262 280 Update Shop Orders 300 Update Start Of Year Balances button 108 Update Student Activity 284 550 Use
555. t Payroll Timecard Compares actual hours worked to hours billed 0000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000000 try to post you ll receive busy message The system will try to post the batch continuously until it succeeds BT SHOP OPERATIONS TotalFBOG User Guide 309 Time Clock See Helpscreen topic Manual logging of time is usually not as accurate as using the computer to capture time spent throughout the workday TotalFBO includes full P Help N featured Time Clock at File gt Time Clock All employees can use it to log attendance but it s especially helpful for Shop employees Time Clock In addition to logging general attendance mechanics can select the Shop Order and Discrepancy they re working on When clocking out they re offered choice to clock in immediately on another item or to close out for the day Effective use of the Time Clock requires easy and immediate access to a Security options and setting in the user s ID record prevent employees from Computer on the shop floor clocking in for each other but allow a supervisor to review logs and make corrections where necessary Once logs are verified they can easily be turned i
556. t used for variable rate notes Aircraft financing and Line of Credit arrangements usually fall into one of the Balloon types Most accountants will also be sure that there is a separate liability account for each note If you do not select a specific account the default for Long or Short term notes will be used from your Automatic Ledger List Be sure the Disbursements account you select for the debit side of the entry indicates where the money went If you got cash select Undeposited Receipts If you got an airplane title select a fixed asset account representing the value of the aircraft Since you re setting up existing obligations the journal entry which is created as you Save the record is unnecessary Be sure to reverse it immediately so that it will not duplicate the amounts you ll enter later as you set up your beginning balances for the entire General Ledger Do this easily at Accounting gt General Ledger gt Other Posting Operations gt Reverse an Existing Entry Using this function reverses the entry you select and also marks it so it cannot be reversed again accidentally As you make payments on Notes the proper journal entry is made which reduces the principal and expenses the interest portion of the payment If the payment amount varies you can correct it at the time of the payment If you increase or refinance a note simply update the record to show the new amount The correct adjusting entry will automatically
557. t be reconciled to accounting or invoices in anything like real time The maintenance department has to constantly work to keep up with the current times and cycles on charter and rental aircraft always afraid of busting a maintenance requirement The Inventory Clerk issues a purchase order then enters everything again to a customer s work order then it gets entered a third time by the Payables clerk SETUP PROCEDURES TotalF BO User Guide 67 55 Management System INSTANT DA IMPROVED AVIATIO ZAN 52 68 TotalFBO User Guide SETUP PROCEDURES TU T e After all the other departments have generated billing purchases and payroll the Accounting Department must post it all to the General Ledger It s a constant battle to keep current and to control customer receivables and vendor cash flow with incomplete information But the tight integration within your new Total FBO Business Management System puts an end to all this duplicated and wasted effort Enter it once anywhere and it s there for everyone to use Each user can research issues independently just look it up from their own workstation without waiting for another employee to get back to them with the information And you get a bonus in improved accuracy Enter it once use it everywhere means that you don t have to reconcile information from two sour
558. t done with mind that there s likely to be a bit of a tug of war here between Mechanics and CY the C 172RG Pilots as both groups depend on the same data for different purposes e Mechanics will be able to create default maintenance reminders for each aircraft type they define This will save a lot of time as each new aircraft 15 added to the database since the entire list of reminders can be imported from the default for that type e Fach time a rental or charter pilot flies the aircraft a record is added flying the to his pilot record indicating the type of aircraft flown on that date These records are important in determining currency Most FBOs find they can meet the needs of both groups by planning how types will be named Cessna 172 C 172 Skyhawk Mechanics can often define additional sub types which will be used only for setting up default maintenance reminders Ratings Now is a good time to move to Tab 7 and check off the rest of the pilot requirements for flying this aircraft Four of the choices are customizable See Utilities Customizing Set Customizable Field Names so you can require specialized checkouts for training you offer These requirements are checked against the pilot s qualifications as the flight is dispatched insuring that pilots who don t meet your requirements won t be allowed to fly the aircraft Owners amp Leaseback Select the Customer account which represents the owner of thi
559. t invoice Select Customer Select the Apply Credit Button Select the Credit invoice your wish to apply from the top window Select Charge invoices in the lower window and indicate whether to pay in full or partially Select the Commit Button to lock in your choices Close the Window NOTE payment exactly matches an outstanding invoice payments will be applied automatically Payment invoice has been posted to customer s account Outstanding charges also exist on customer s ac count 186 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPER POSTING PAYMENTS RECEIVED FROM CREDIT CARD HOLDING CO 2 ing gt invoic ing gt Ada New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab press the Insert button Select ustomer Holding Company Add a Sales Detail Line Select Line Type Service Select GL Account Number for Credit Card Fees Credit box will automatically be checked Enter a Sale Price equal to the credit card fee charged Add Payment Information for the amount of money received select Cash payment type OK the Invoice NOTES a Apply this payment to appropriate charge batch normally b Verify the deposit for this payment was properly posted to the Bank Account and that the Undeposited Receipts Account is properly cleared as a result Credit Card Merchant Fees Expen
560. t off for maintenance Sharing the schedule in this manner can go a long way toward reducing overtime and improving your relationship with the Flight School and Charter Department staff These folks are after all charged with the responsibility for making money by keeping those planes in the air as much as possible But the Maintenance Department is charged with the responsibility of insuring there are no maintenance infractions then nobody flies These two seemingly opposite goals must be brought into harmony for the health of the company If not we often see either angry customers lost business or maintenance performed on overtime increased costs Using the schedule together alerts everyone to the need for maintenance in time to adjust flight schedules smoothly Reports ever growing array of reports awaits you at Operations Aircraft Reports and Listings You ll want to check them out at your leisure and here s a few to get you started Aircraft Squawks Report If your company flies aircraft for charter or rental pilots will be able to report maintenance items during the Flight Dispatch check in process Depending upon option settings EVERY squawk can ground the aircraft or the employee can make that decision At least daily you ll want to run this report to see what squawks have been reported Within the aircraft record you can change the Bad Enough To Ground setting and enter notes in response to the repo
561. t remains to be done now Times are Updated manually or from Invoices the Maintenance Cycle repeats itself Complete needed Create Shop maintenance Order P 337 Maintenance Wt amp Bal W eight amp Balance Report ZHZCACC lt amp BE SHOP OPERATIONS ZotalFBO User Guide 363 And at the conclusion of the job producing logbook entries on labels will be a snap The most important advantage is that YOU LL NEVER HAVE TO DO IT AGAIN FOR THIS AIRCRAFT The next time the customer brings you his plane you need only update the current times and cycles check for new requirements and generate the Warning Report This is a good way to get u u and keep You might have an easier time of convincing the customer to pay you for the repeat business effort too since his logbook is now completely backed up on the computer and can be regenerated at any time if necessary Do the Work The mechanics can now get to work and they ll begin by creating new Discrepancies on the Shop Order As inspections are completed additional Discrepancies will be added to handle problems identified When all the items have been inspected and approved job 15 ready to close Finish the Paperwork When the work is done you ll use the information in the Shop Order to quickly generate both the FAA 337
562. t s your situation you can either change the option to allow dispatches early or else create a procedure so that all flights are checked in immediately but you delay creating the invoice You can even create new dispatches that you place on hold by checking the Pending box so that your counter crew can keep pace at those busiest times of day FLIGHT SCHOOL OPERATIONS ZotalFBO User Guide 283 Either way TotalFBO will help you keep track of your activity so that you are sure that all flights were completed and billed The critical information to verify or enter on the Dispatch screen is the current Hobbs and or Tach Times If the prior flight has checked in the correct times are probably displayed for you Otherwise you ll need to enter them manually Equally important to enter correctly is the Expected Flight Hours Aircraft maintenance requirements will only be reviewed through the expected return time Be sure to check off options such as Headset Rental and Damage Waiver now so that they ll appear on the invoice automatically after the flight is checked in When you re ready Ok the screen and let the computer do the work of inspecting Aircraft maintenance records and Pilot records for both the student and instructor Any exceptions found will be listed for you on the next screen Depending on your user privilege level you may select another aircraft or pilot possibly update the record to show recent change
563. t up the New Database Once your normal database is set up properly it s easy to create a training database and copy your data into it 1 Begin by making a backup of your normal data For this process most efficient place to work would be from your Windows desktop Go to Start gt Programs TotalFBO Version 5 User Utilities5 Maintenance Backup Restore gt Backup Database 2 When the backup 15 complete move to Updates Licensing and insert a new record Enter the Server Name the name of your new database and the SOL administrator username and password When the process 15 complete finish entering the licensing information as provided to you by Horizon Mark this as a Training directory by checking the option Label This Directory as a Training Directory Tab2 This will cause the word Training to appended to your company name on all printouts In addition the wallpaper background for the program will be changed to make it obvious when you re working in the training database 3 Now move to the restore function at Maintenance Backup Restore Restore Database Choose to restore the backup Over an Existing Database and select the name of your new training database from the dropdown list Finally select the backup file which was created in Step 1 Whenever you wish you can repeat this step to update your Training directory with more current data Train on New Working Procedure When you sta
564. t you consider adding two more for e Employees e Maintenance Runups The simplest way to set up your price classes is to set your price for the highest rental rate typically what you charge to your Retail customer in a field on the Aircraft Record You may use any of the 5 Fixed Price fields and the List Price field Let s say you choose to use Fixed Price 1 Then to set the formula on the Retail Price Class you would simply select Fixed Price 1 minus Amount as your Pricing Method The Amount 1 field we ll leave set to 0 00 Thus whenever a customer who belongs to this Retail Price Class is charged for rental we ll calculate the price by finding the amount on the aircraft in the Fixed Price 1 field and subtracting 0 00 from it Typically your other prices will be based on a discount off of the Retail Price so we can set up other Price Classes to simply use the same amount we ve already entered in Fixed Price 1 and subtract either a specific amount or a percentage to arrive at the final price An example of this would be our Price Class for Maintenance Runups We ll need to create an invoice to record the meter readings only That s done by selecting a Non Billing customer which is marked as a Maintenance Account and creating a normal invoice Obviously we don t want to bill ourselves any money for this so the price we come up with has to be Zero This 15 easily done by setting the Pricing Method to Fixed Price 1 Minus P
565. tal Files 53 Loan 354 Loan Installed 354 Loans 92 Local Workstation Installation 34 Location Management 58 Location Option Overrides 60 Location Records 55 58 LOCATION RECORDS 58 Location Zero 56 58 Locations 18 30 34 45 55 56 58 60 202 244 250 261 334 350 371 Lock Unlock Program 52 Lockdown 77 Lockout 51 Locks 146 368 Logbook style signoff area 363 Logbook Entries 314 356 363 INDEX TotalF BO User Guide 537 Logbook entries 292 314 315 356 363 Logging Maintenance Performed 314 Logs 14 30 215 266 309 314 360 361 363 365 392 398 Lot ID 347 Machine ID 18 Machine Name 18 Macros 206 262 280 294 300 309 314 Mailing labels 381 Maintenance alerts 364 Maintenance Logs 314 361 363 365 Maintenance of aircraft 332 334 Maintenance of ground service equipment 332 Maintenance Reminders 253 272 356 358 360 Making Backups 9 12 49 383 Making Charter Quotes 259 Making Payments to Vendors 138 139 Making the Paycheck 146 Making the Tax Deposit 147 Making Time Cards 146 Management Controls 367 Managing Aircraft Records 289 354 Managing Pilot Supplies 199 225 Manufacturer s Parts Lists 96 Margins 66 367 380 Marketing 70 129 132 204 367 373 381 Marketing Tools 129 381 Markup Percentage 294 341 Markups 294 311 318 341 Mass Update Prices 102 344 Master account 90 Master Chart of Accounts 56 Matrix
566. te 15 rolled forward to the next period In this way both you and the program can tell exactly what items have been billed In case of a printer malfunction or network error you ll be able to simply re do the job and the system will pick up exactly where it left off never duplicating an invoice 120 TotalFBO User Guide This kind of invoice is called in accounting jargon an ROA which stands for Received On Account ACCOUNTING amp BACK OFFICE OPER You can manually roll the date forward if you want to skip a billing Or roll it back to generate a charge for two periods You can even create separate batches of invoices by using specific due dates for each one such as the 1 for hangar rents and the 2 for office rents Since you specify the actual due date at the time of invoicing you can use any Next Due Date you wish for selection purposes only This can come in handy when you need to edit some invoices manually A common situation occurs when you also bill for utilities on a space Usually this isn t the case for all the customers you rent to so generate most of the billing automatically in one large group Then generate billing for your small group and this time choose the option that allows you to edit each invoice as it s generated You can insert the correct utilities charges very quickly in this way without having to build the entire invoice manually If a customer has multiple charges they will all appea
567. ter you begin working with Total FBO If the balance account is older than 30 days you can split it into multiple See Helpscreen topic transactions with appropriate dates for balances aged 30 60 or 90 days P Help N If you choose you can also enter outstanding invoices as individual items Be using their original transaction dates Entering Initial Setup Data Review invoice creation in this Guide in the Front Counter amp Ramp Operations Section SETUP PROCEDURES TotalFBO User Guide 89 If you have open jobs in the shop you ll need to create shop orders for them in TotalFBO However instead of selecting parts from inventory which would remove them from your inventory quantity totals twice enter each part as a Miscellaneous Part so that you can sell it without affecting inventory This method presumes that the cost of the parts has already been posted to your previous accounting system You can also receive these items into inventory using a date prior to the Time Zero Date at their original cost specifying the shop order and discrepancy number on the Shipment Received screen This method adds the parts to the job and makes a complete journal entry at the time the shop order closes However you ll need to take this value into consideration when reconciling beginning inventory balances to your prior system See Helpscreen topic Recurring Charges Help Most FBOs have some invoices wh
568. that you ll want to void the check and cancel the Commitment This reverses both journal entries Now you can correct the deduction and follow the steps again to produce a corrected check If you need to make a correction that doesn t change the amount of the net check you should first Delete the check from the Checking module at Accounting Checking Update Checking Entries This not only reverses the journal entry but frees the check number for use again Now you can make your correction and recreate the paycheck using the original check number again Make Tax Deposits Actually the fourth step to preparing payroll is to make the required tax deposit s Although you could make a check for the proper amount from See Helpscreen topic either the Payables or Checking module making it from the Payroll module Help also updates your tax deposit amounts 941 report enables you to track payments on reports Making the Tax Deposit Deposits and payroll tax payments are handled through Accounting gt Payroll gt Update Tax Deposits Enter any date range which 15 appropriate and the click the Perform Scan Now button This process builds the deposit amounts automatically from the actual timecards stored for each employee u j 1 r ni E Then you ll simply select the tax you d like to pay approve or change any amount or date information and OK the payment
569. the Shop Order you can import it easily Click on the SO button to bring up the Scan window Here you can select a shop order and tag one or more discrepancies to import If you have assigned a Job Class to your discrepancies you can bring them in by those groups making fast work of separating a long job into separate logs for Airframe Engine or Prop work Typically the Resolution text on the Discrepancy is imported here however an option 15 available to select the Problem text also After saving the log record you ll want to print one or more copies for your files and the aircraft logbook itself You can define several printout formats allowing you to print logs on any size label or plain paper If you have a Zebra label printer you can even include your logo on the printout BT SHOP OPERATIONS User Guide 315 You can also enter up to 5 standard paragraphs for compliance statements and any number of names of authorized personnel for the signature line This information is set up at Operations Aircraft Options and Settings General Options The FAA 337 Creating the FAA 337 15 done in exactly the same way as the logbook entry You can access the 337 function from Shop Orders Inventory or Aircraft menus Look for the Forms menu See Helpscreen topic 1 After you insert a new 337 record you ll select the Aircraft Tail Number Much of standard information aircraft and um yo
570. the Work in Process asset account is cleared 440 TotalFBO User Guide APPENDIX m DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS INVOICES 8 Undeposited Receipts 35 Gift Certificates Liability 3 Accounts Receivable 136 A R Credit Cards 3 Accounts Receivable 4 Customer Deposits 24 Sales Tax 1 Liability 90 Sales Discounts 61 Fuel Inventory 62 Fuel Sales Income 66 69 Fuel Tax Liability 1 4 63 Cost of Fuel Sold 120 123 Fuel Tax Liability 5 8 74 Oil Inventory 76 Cost of Oil Sold 75 Oil Sales Income 57 Parts Inventory 59 Cost of Parts Sold 58 Parts Sales Income 78 Aircraft Inventory 80 Cost of Aircraft Sold 79 Aircraft Sales Income INVOICING ASSUMPTIONS It is assumed you are selling inventory or services and taking in money Checking the Credit box on a sales detail line will reverse these actions TotalFBO User Guide 441 INVOICES DEBIT THESE ACCOUNTS CREDIT THESE ACCOUNTS Cont d 99 Charter Income Aircraft Standby 100 Income 101 Crew Standby Income 102 Catering Income 103 Landing Fee Income 104 Crew Income 105 Extra Charges Income 106 Other Exp Income 107 IntlFET Liability 108 Int l Customs Liability 109 Intl Immigration Liab 110 Departure Taxes Liab Per Leg Segment 111 FET 112 Passenger FET Liab 113 Cargo FET Liability Charter Fuel 127 Surcharge 130 Charter Taxes Expense 128 Charter APHIS Liability 116 Miscellaneous Inc
571. the fields shown on the tabs appropriate to the department s purpose just to make it easier for you to remember how the complete entry will be made We recommend that you also add a few notes to yourself on each department to document your plans and purposes for each one The menu location for these departments is Accounting gt General Ledger gt Update Ledger Structure gt GL Sales Departments General Ledger departments are specified in some way on a SALE and they affect the posting of income related costs and some taxes You can select a General Ledger Department on Shop Orders and Invoices and even select one as a default for a Customer s Account Payroll costs and taxes can also be affected with a General Ledger department and are specified on an Employee s record Another group of defaults which is commonly overridden relates to Inventory and so Total FBO also includes the capability of establishing Inventory Departments at Inventory gt Update Inventory Departments This enables you to break inventory into categories such as Aircraft Parts Pilot Supplies Shop Supplies etc and control the journal entries which are made as items are purchased sold or disposed of You may establish Inventory Departments now or wait until a later step as 1s most comfortable for you What s important is to know that General Ledger Departments can take precedence over Inventory Departments For instance suppose you purchase a
572. the flight is dispatched insuring that pilots who don t meet your requirements won t be allowed to fly the aircraft ee Kalk Owners amp Leaseback TEDE mm am Select Customer account which represents owner of this aircraft There can be any number of owners an aircraft Don t forget to select an Internal account if your company owns it Whether this aircraft is leased from another owner or not you ll want to set up the defaults for the Leaseback P amp L report when you run it for this aircraft e Ifyou must pay a fee or portion of the profit to the owner be sure the report defaults accurately reflect your contract requirements with the owner e Ifyou are the owner select special options or else make sure the general defaults in the Aircraft Module Options will provide the Profit amp Loss report you like 254 TotalFBO User Guide CHARTER OPERATIONS ee See the Back Office Operations section for more details about preparing the Leaseback Profit amp Loss report Performance Charter It s a good idea to ask your chief pilot to complete this information as it should come straight from the Pilot Operating Handbook of the aircraft and his knowledge of how you typically fly it You can improve the accuracy of your quotes tremendously by entering the speed and altitudes used in each of the 5 leg length cate
573. the following three steps BT SETUP PROCEDURES TotalFBO User Guide 109 1 Pay all items on Initial Setup vendor account by using the Cash Debit Option Select the Inventory Contra Account Accounting gt Payables gt Make Payments gt Pay Invoices This prevents these items from continuing to appear as outstanding payables and clears the Inventory Contra Account balance 2 Create a Journal Entry to close the entire balance of each remaining Contra Account into the corresponding Control Account For the Checking Contra Account there may be several accounts to match 3 Verify that all Contra accounts now have zero balance and that corresponding control accounts have proper current balances Set a Latest Valid Date on each one or else raise the privilege level on the account This will prevent or limit further journal entries to the account After your next fiscal year end you may merge the Contra accounts into their corresponding Control Accounts to remove them from your chart of accounts Online Credit Card Processing If you wish to use online credit card processing through TotalFBO you ll need to complete gateway agreements with your processor Once you have See Helpscreen topic agreements in place and access codes you ll need to complete a short form for Horizon Business Concepts Inc providing notice of the processor option Help you ve selected Set Up Credit Cards Horizon w
574. the parts Although you ll still need exclusive access to the shop order at the time batch is posted you can work on a batch all day and post it each morning quickly updating all open jobs at once Most shops have a stockroom with a counter or dutch door where mechanics can sign out for the parts they need You only need to know the part number shop order number discrepancy number and quantity and you can speed through a long list of parts in no time If yov re attaching bar coded labels to each part when stocked you ll be able to use the Batch Mode Parts entry screen in Barcode Mode for even greater efficiency in moving through the fields After hours leave the clipboard with the sign out sheet on the counter and mechanics can simply peel the part label off the part they re taking and jot down the shop order and discrepancy number that applies Order from Vendor Approximately 80 of the parts that are used on the typical job must be ordered from an outside vendor Once you enter the information on a Purchase Order TotalFBO will automatically update the job and all other necessary records when the part is received This is a big advantage in saving time and improving accuracy But correcting incomplete information in several places be a chore you ll not want to do often Thus it s important to build Purchase Order properly including getting an accurate cost from the very beginning Ordering Begin a new Purchas
575. the report for specific purposes We recommend that you include Items 1 2 3 4 and 11 Run the report first with option 8 also selected so you re working with just your normal customers Then run it again with option 9 selected to work with your credit card holding company accounts By checking option 11 you ll see only those accounts which have a problem that needs further analysis and corrective action The Helpscreens have excellent and very detailed explanation of working with this report If you have a problem account read the topic and then contact Tech Support for assistance in correcting the error Errors are unusual When they occur they may be the result of problems which were carried over from a previous database such as asking Tech Support to help you force a balance someone thought was correct or they can result from hardware or networking problems INTING amp BACK OFFICE OPERATIONS Total FBO User Guide 127 Close Receivables and Prepare Customer Statements When you believe all invoicing and shop order entry is complete for the month See Helpscreen topic and your Accounts Receivable Change Reports show no errors you re ready to begin the Close process P Help Closing Closing Statements This is NOT a close for the General Ledger as a whole but only for Receivables Closing only has three effects 1 Invoices and shop orders before the Close Date can no longer be changed 2 Ba
576. the screen However we suggest that you take a moment to refine or update your estimate on freight charges and insert any batch or lot numbers that apply 306 TotalF BO User Guide Because you know your cost this is an excellent time to update your selling price Use the Update Pricing button for immediate access to the fields you need You ll be able to apply your matrix or manually enter a price ALL SHIPMENTS NEED A VENDOR INVOICE even if the shipment is pre paid Your accounting staff can easily apply COD checks or credit card payments to close the invoice completing a good audit trail And you ll benefit by having only one procedure for all types of orders SHOP OPERATIONS I If you have ordered any serialized parts you ll not be allowed to OK the screen until the serial numbers have been entered If an item is not included in this shipment you can delete it from the screen and receive it in a separate shipment If items are backordered you can adjust the quantity received and enter a date you expect to receive the final shipment The On Order Back Order Report will help you monitor the status of your orders What Happens Next After you OK the Receive Shipment screen several things can happen automatically 1 Summary Report You ll want to print a recap of your work to attach with the Packing Slip and forward to your Accounting Department This report is also helpful in stocking those parts you ll k
577. this tab is your selection of the Aircraft Type EEUU FLIGHT SCHOOL OPERATIONS ZotalFBO User Guide 271 FLIGHT SCHOOL INITIAL SETUP Courses Working from your Syllabus enter courses with lessons and number of ground or flight hours Set up each aircraft with appropriate type select as rental and add prices indicate pilot requirements and show owner Rental amp Instruction Price Classes Establish Price Classes for your customers with formulas for providing the correct price on each invoice Instructor Employee Create employee records for instructors with Records the correct Billing Rates for instruction hours Create pilot records for instructors with checkouts and currency in type Pilot Records Determine rules program will follow in checking aircraft and pilot readiness for flight gt gt JJ 9 Invoice Set minimums for Block and Club credits Options and select options relating to aircraft meters Schedule Create records for instructors and aircraft Objects with schedule availability Training Create packages with number of hours for each type of time included flight or instruction NOTE Requires GL account for each time type Package 272 TotalFBO User Guide FLIGHT SCHOOL OPERATIONS 7177056 AIRCRAFT TYPES Aircraft Type You may create your own designations for the Aircraft Type field Keep in When I ge
578. time try running the printer with a generic driver like HP s Laserjet II or try loading a driver for a previous model from the same manufacturer YHA W 46 TotalF BO User Guide INSTALLATION Workstation Printer Setup If you do nothing to customize your setup the printer which has been assigned as the default by Windows will be used for all reports and other printing TotalFBO For many companies this is adequate However it can be convenient to dedicate specific printers for specialized purposes such as printing checks labels or invoices Identifying these printers enables TotalF BO to direct output to the preferred printer automatically To customize your setup go to File gt Preferences gt Station Specific Settings It is possible to have an unlimited number of station setup records Each workstation can select a record to be used as the Station Record for that computer If a workstation has not selected a Station Record the Default Station Setup record will be used Insert a new Stations record or Change an existing record and these two tabs are visible For any or all categories you wish to customize simply click the Ellipses button to the right of the field and select the appropriate printer The printer must already be set up in Windows to be available for selection The categories which are labeled with DM are appropriate for Dot Matrix printers only If necessary a printer setup string
579. ting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TODO Select Customer enter a Tail number Phone Number 8888 Name or Account number Add Sales Detail s in exactly the same way as original sale was made fa win dow an peat 5 for entry r r MER Select Line Fuel Oil Parts or Service cost make NO CHANGES to Check Credit box ke default value shown unless directed Select Item or Service Sold so your Accounting Enter Quantity Sold t t staff Verify or enter Sale Price use POSITIVE numbers 22 _____ 5 Na OK the Line If a replacement item is being sold enter new Sales Detail line s at correct price and quantity Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice is complete and correct If a cash or credit card refund is to be made continue with next procedure Refunds Cash or Credit Otherswise OK the Invoice NOTE This procedure places a credit adjusted amount on the customer s account If a check is to be sent to the customer the Accounting Department will use the Refund Checks procedure to complete the trans action This method is useful for correcting errors on invoices as well as when a customer returns an item previously sold Inventory items are returned to stock automatic
580. tion process transaction n POS machine OK the Line Close the Payment Window OK the Invoice Customer has already been created in the Database Accounts Receivable Customers Invoice Style Sheet has been defined so that print Undeposited Receipts ing will be correct Default number of copies to print has been speci Or fied Accepted credit cards have been established and Accounts Receivable Customers linked to proper paying authority Credit Cards Receivable Appropriate privilege level and options set on User ID record 242 TotalFBO User Guide FRONT COUNTER 8 RAMP OPERATI POSTING CUSTOMER PAYMENTS RECEIVED ROA Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoice Tab press Insert button Select Customer enter a Name Tail number or Account number If Detail Line appears Press Cancel as you have no Sales Detail Lines to enter Add Payment Information Select the Payment Button Enter Dollar Amount paid Select Payment Means select Cash Check or Credit Card Other If using a Check enter Check Number If recording an EFT transfer select Cash If using an Offline Processor select Offline Payment button Enter Card Number and Expiration Date OK the Line If using an Online Processor swipe card or If card not available click Online button Enter card information manually Click Authorize button
581. tions Tabs 3 and 4 provide areas for you to enter information on available FBOs and Hotels at this airport When you prepare a quote it will be easy to direct the pilot to the proper place for fueling and indicate hotels for passenger and crew lodging If you have purchased a full subscription to AC U KWIK data from NAVPAK 800 600 6199 be sure to let them know you re JotalFBO user They ll notify Horizon you re a customer in good standing so that we can provide you with the password to unlock the encrypted data provided on every program CD Then follow the instructions provided with the password to import the data into your airport records As long as you continue your subscription new data 15 provided every 6 months AIRCRAFT SETUP 3j Your next step will be to set up the rental aircraft at Operations Aircraft Aircraft Setup You may find that the aircraft records have already been created perhaps by others in your company who are responsible for aircraft maintenance The aircraft record is used in many functions throughout Total FBO so be very careful about deleting or making changes to them Charter users will be concerned with several areas of the aircraft record organized on Tabs 1 3 4 5 6 amp 7 In the General Tab you ll enter the Aircraft Tail Number and select Company as the Classification since these aircraft will be operated and or owned by your own company The most important decision you ll make on t
582. tities between tanks or trucks by selecting the Tank to Tank Transfer Type You ll be able to enter meter readings for the tank the fuel is moving from ONT COUNTER amp RAMP OPERATIONS TotalFBO User Guide 225 RECIRCULATION When fuel is recirculated within a single truck there is meter movement but no actual change in inventory quantity This operation is entered at the same location but by selecting the Recirculate Transfer Type at the top of the window You ll be able to enter the start and stop meter readings but no quantity 15 calculated these operations except for shipments received will reflect on your Fuel Meter Justification report so that you ll have a complete picture of the fuel movements which occurred MANAGING PILOT SUPPLIES When new items are added to Inventory you must enter them in one of the following categories Regular Parts Serialized Parts Fuel Oil Aircraft But you can use Inventory Departments to further divide each of these categories to make them more manageable See Helpscreen topic There are 2 purposes for a department in TotalFBO Help Separation Breaking a long list of items into smaller groups so we work with it more easily For instance Aircraft Parts and Pilot Supplies Inventory Departments are usually managed by people in two different departments Each just wants to see those parts they care about e Accounting Control Often diffe
583. to or you may want to exclude an account temporarily because of a dispute Suppressing them saves you from having to sort through the stack removing those you don t want to mail See Helpscreen topic m r i ___ m r If you are printing statements and encounter a network or printer error you can easily resume printing by re generating the statements and selecting the customer you wish to start with Statements are generated in alphabetical NENN order for your convenience There are many choices available on the Style Sheet to enable customizing look and format of your customer statements You ll want to include your ome company logo of course and also move address block so that it fits neatly islama into your window envelopes Collections Tools You ll primarily be working with the Accounts Receivable Aging when you contact customers and you should know that you can print the Aging with customer phone numbers to make this easier Reconciling accounts is usually best done with the Account Detail Display so you can see all the activity easily When you call a customer you can make notes of your conversation in the General Comments section of the customer s Account Record and these are not printed on any report Anything you enter in the Warning Message section 15 displayed whenever any user selects the customer s name for a transaction quote or report This is a good way to notify your
584. to be completed before the aircraft returns to service Each additional task must be added to the shop order as a Discrepancy If you re using wireless networking with laptops or tablet PCs and the Mobile Agent feature your mechanics can quickly add a discrepancy as needed The Macro and Spell check buttons near each text field will insure that your mechanics aren t bogged down in the effort of typing If this equipment isn t yet available to you then establish a procedure so that a mechanic s notes on the Discrepancy worksheets are entered by a shop clerk quickly As the work proceeds your mechanics will also be building a list of parts and components which must be repaired or replaced Your Inventory Clerk or Purchasing Agent will review this list and determine whether items are in stock or must be obtained from an outside vendor In either case the earlier you know the number which will be assigned to the Discrepancy the more keystokes you can save as the parts are processed Issue from Stock These the items which are already in your stockroom and need only to be issued to the mechanic and charged out to the shop order You could enter the SHOP OPERATIONS ZotalFBO User Guide 303 GETTING PARTS ON A SHOP ORDER Shop Workflow Part 2 Assigning required parts to Discrepancies Inventory verifies purpose and Requisition speeds ordering process Create New Shop Order Discrepancy Mechanic Inspection of Ai
585. to be completed by the pilot as the trip 15 completed simply select the flight and click the Update Check In button Complete the following items Actual Return Date Cycles In 266 TotalFBO User Guide Provide 6 x 9 envelopes for pilots to keep logs and receipts in during the trip You can even pre print an expense form or log right on the front of the envelope which makes it easy for the pilot to use and easy for you to file When a pilot has received an advance enter the payable and then use the Pay by Cash Debit function to clear the advance account Then issue a check to the pilot for any balance remaining CHARTER OPERATIONS Hobbs In Flight Hours oo ooo Now click the Check in button at the bottom of Tab 1 This updates the aircraft record with the current times and cycles data and also updates the schedule to show this flight as Returned The pilot can now drop his trip envelope with all logs and receipts in a secure location and get some much needed rest INVOICING THE FLIGHT After check in is complete you ll want to review the trip envelope and prepare customer s invoice Be sure you have selected the Customer Account and Invoicing Method on Tab 5 then click the Invoice button at the bottom of Tab 1 to generate the invoice You ll be able to make any changes necessary on the invoice itself including adjusting or removing Extra Charges If you have major changes to make
586. to be regularly inspected and serviced based on a variety of triggers These include the full list of dates times cycles and just because the FAA said to You can set up a list of defaults when you create an Aircraft Type designation Then you can import that list for each new aircraft adding to or replacing any information already on the aircraft Components can also be entered from Inventory gt Avionics gt Update Aircraft Equipment List When you put a serialized part on a Shop Order assuming you have selected an aircraft in your database the item 15 also added as a component Any life cycle information already on the part record 1s passed along as well Components can be added to the list which were not sold through your Inventory These will be added as Client Units Maintaining the Aircraft Equipment List enables you to track required maintenance in greater detail In addition the Parts Needing Work report alerts you to those items in your database including installed components and Client Units which need work pursuant to a newly issued Service Bulletin UPDATING AIRCRAFT INFORMATION Once you ve entered all the required information you ll have little need to make changes to your maintenance reminders except when new ones are required Instead you ll find that normal transactions keep most information updated automatically Total FBO e As Rental and Charter flights occur and are Dispatched or Invoiced th
587. to read since the batches and amounts will match the reports and payments you receive from the Processor In this way the original customer s account has been paid off by the charge and the responsibility for getting us the money the Receivable has been transferred to the Holding Company You can reprint the details of any charge batch by running the Charge Batch report in the Receivables module Posting Payments Received When you know that the money has been deposited into your account or you receive a check you ll post that payment to the Holding Company s account This 15 done by creating an ROA invoice just as with any other customer and adding a payment detail for a Cash or EFT payment type If you get a credit against your fuel purchases skip this section and see the Move Money function in Payables However the payment will typically be short a little bit as the Processor will have collected a fee for handling the transactions the Discount Rate Since you ll never get this money we ll need to add another line to the invoice to account for it You ll add a Service Line selecting the account number you specified on line 115 of the Automatic Ledger List which is your Credit Card Fees Expense account As soon as you select this account the line will be marked as a Credit line and you need only enter the amount of the fee and OK the line In this way you ll have an invoice which will be a credit for the full am
588. tory Fuel Meters have been set up Fuel Tank has been set up Accepted credit cards have been established and PAYMENT JOURNAL ENTRY linked to proper paying authority with contract Credit Cards Receivable programs is participating in selected DR Undeposited Receipts Fuel Sub type created and linked to correct contract Fuel Sales Income program 236 TotalFBO User Guide FRONT COUNTER amp RAMP OPERATIC GOVERNMENT CUSTOMER FUEL INVOICE OFFLINE Payment Means Accounting gt Invoicing gt Add New Invoices Accounting gt Invoicing gt Update Invoices press the Insert button Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab WHAT TO DO select Customer enter a Tail number Phone Number 8888 Name or Account number e e e 0 If new customer select Insert to add a customer If you Started with a Tail number you Complete Customer s Name and Address on Tab 1 save keystrokes with Create e Complete Phone Number and Tail Number on Tab 5 eN ew Accoaunt Using FAA Info button Select Defense Sales Department on Tab 3 a 4 4 Gu 44 d kk AA OK the Customer Record Add Sales Detail s Select Line Type Fuel Select Item Sold i e Jet A Avgas Diesel Mogas or other special fuel type Select Sub type if offered Choose Prist if offered and delivered Select Truck or Tank Select Fuel Met
589. ts and create a new Shipment record using your special Initial Setup vendor Enter the quantity and value of the fuel you had on hand as of your Time Zero date You ll also have to select a tank for this quantity to rest in You may split the total quantity into several lines in order to indicate the correct tanks or else receive all the fuel into your primary tank and then transfer it to the other tanks and trucks This is done at Inventory gt Other Fuel Operations gt Transfer Fuel Between Tanks Just as with the Oils the Vendor Invoice and resulting journal entry will be helpful in your reconciliation process Parts See Helpscreen topic If you have a list of your parts in another software program the chances are good that you ll be able to import them into 7oralF BO It s only necessary Help that data be in a TXT or CSV file with standard formatting If you need guidance in determining how and what you can import contact Tech Support Import ASCII Data If you cannot import parts the easiest way to enter them is to go to Inventory gt Receive Shipments and create new Shipment records using your special Initial Setup vendor As you enter each item on the screen you can Sidestep to create the part record itself As you OK the record you ll be returned to the Shipment window to finish entering the cost and quantity on hand as of your Time Zero date DO NOT insert new parts records at the Update
590. ts report to monitor new customers and be sure that correct and complete information is entered any selection codes you like set customer terms are appropriate and that customers are not being duplicated Use the Merge function at Accounting gt Receivables gt Other Customer Operations gt Merge Two Accounts to handle duplicates This function will move all information from one customer account to another and then delete the first account Use the Cross Reference button on the Customer Account Record to prevent duplications caused by a user s inability to locate the correct account If a customer s name changes for instance of course you ll change it on the account record But then you can add back the old name as a separate account and cross reference it to the new name for a while You can enter commonly used acronyms and abbreviations of customer names and link individual partners to the Partnership account Also be sure to keep prices and Price Classes updated as company pricing policies change If you find that CSRs are entering prices manually or spending time looking up info on lists that s your clue that TotalFBO needs to be tweaked 130 TotalFBO User Guide ACCOUNTING amp BACK OFFICE Payables Clerk This function is responsible for verifying that purchases are properly posted to vendor accounts and to inventory and then that appropriate payments
591. tton Operations gt Concierge gt Concierge Super Screen gt Invoicing Tab Select Customer enter a Tail number Phone Number 8888 Name or Account number If new customer select Insert to add a customer you Sd Sh a Tal number you Complete Customer s Name and Address Tab 1 save keystrokes with the Create Complete Phone Number and Tail Number on Tab 5 OF het Record New Account Using FAA Info button Add Sales Detail s e e o O O O O O O O O O O O O O O O O O O O O O Select Line Type Fuel Select Item Sold 1 e Jet A Avgas Diesel Mogas or other special fuel type Select Sub type if offered Choose Prist if offered and delivered Select Truck or Tank Select Fuel Meter Used to pump this sale Enter Fuel Meter Readings both beginning and ending readings Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Verify Invoice 15 complete and correct Check the Pending box OK the Invoice WHEN CUSTOMER IS READY TO PAY to Accounting Invoicing Update Invoices Click on the Pending column to see these invoices e Highlight the invoice and press the Change button Make any final changes to the invoice and add the Payment information Uncheck the Pending box the Invoice
592. tup Do you have more than one Requires individual setup checking account affects GL setup Are checks cut or deposits received directly at a home office Can multiple users be printing checks at the same time Do you have preprinted checks Affects check layout setup Do you expect to use only TFBO for your accounting records Affects GL setup procedures Do you have an existing chart Of accounts Is you existing chart of accounts serving your needs ell Do you have multiple departments or profit centers Do your detail or subsidiary ledgers support your balance sheet account totals Does your fiscal year coincide ith the calendar year Do you have a good list of standard charges for services Do you sell on consignment Do you split expenses between departments on a standard schedule Are credit cards processed through Multi Service APPENDIX G TotalFBO User Guide 511 chart of accounts is a numbered list of accounts that gather your accounting information and totals Retaining numbers you re familiar ith can be helpful Affects GL setup Conversion can be a good time to improve your chart of accounts if here are problems Affects GL setup Affects GL setup GL Examples are a listing of customer accounts receivable or an Examples would include ramp services Examples are pilot shops or rental cars where part of the sale price must to to another company
593. tup and customizing of Total FBO for daily use This section is addressed to users and also to IT professionals who will be supporting customer networks assisting with or performing installa tion and answering questions The actual installation of both SQL and Total FBO is very straightforward and can be done by anyone who is comfortable with basic computer and net working concepts However client networks are growing more complex every day as technology brings us more possibilities and places more demands on the typical busi ness TotalFBOQ itself is growing and incorporating more functions that take advantage of network capabilities such as Windows Terminal Server wireless networking email and online credit card processing Horizon Business Concepts Inc takes great pride in bringing you the world s best and most tightly integrated Accounting and Business Management sys tem Its stability power and functionality for the user depends on the security of the Microsoft SOL engine as well as your well designed network The following instructions are tested and proven to deliver a smooth installa tion process We recommend that you read the entire section understand the implications for integrating this system into your existing network and resolve any issues with Tech Support before beginning the work itself TotalFBO User Guide 9 This section will give you a good idea of the WHAT WHY and WHEN of Installation pr
594. two methods you can use to handle this situation P Dap rp Copy Deferred Items Method Multiple Shop Orders You can open a shop order and begin the inspection and early phases of the work Discrepancies which are not to be done until later should be marked Deferred CEWT asa 1 arc p AMARI RA ee oar a me RE es E De ma mmm ee mpm __ When the first phase of the work is done close the Shop Order and ask the customer to pay those charges On the Shop Order Browse window highlight the Shop Order and click the Copy Button Choose to copy only the Deferred Discrepancies to a new Shop Order the information on those discrepancies will be copied along with any associated parts lines but the quantities on those lines will be set to zero Now here s where you need to be careful First of all why were there parts on a Deferred Discrepancy in the first place If you never got started on this part of the job there probably won t be any parts records associated with these discrepancies so no parts will be copied to the new Shop Order You simply continue working with the next phase of the job and repeat the process until it s all done But maybe some parts were received early and the big component was delayed and that s why the discrepancy was deferred At this point you ll need to make a decision about when you want to bil
595. ually they just make reconciling a chore Instead it s easy to simply adjust the quantity in Total FBO to match what you have physically counted Taking a Physical Inventory Do this at Inventory gt Other Parts Operations gt Update Physical Inventory 1 Select only Fuels at the top of this window to speed your work Next click the Pre Set Physical Counts button and choose to Set Physical Inventory Counts to Current Stock Levels Then enter your actual Physical Counts for each item on the list 4 Now click the button at the bottom of the window to Print Count Listing Compare the printout to your notes to be sure that you have entered the quantities correctly 5 Then click the button Proceed to Apply UnApply Window 6 You need only enter the date you made the actual count and then click the Apply button 95 7 You ll be asked to select tank or truck to take adjustment in If you need to adjust more than one tank per fuel type select the largest tank and make transfers between tanks later Be careful not to leave anything ZERO just because you didn t need to make a change now Small adjustments for temperature and pressure are normal and will be fairly consistent over time because your climate and the size of your tanks will also be consistent Huge adjustments indicate another error such as a fuel load posted to the wrong fuel type or received on the wrong date When the Physical Inventory adjustment
596. uel Farm Operations Ground Equipment Setup Create meter records for each truck and tank Fuel Meters 5 uM indicating number of digits in maximum reading Tanks and Create records for each fuel tank and truck Trucks this container indicating if sales will be made directly from Create records for piece of line equipment tools Records and courtesy cars setting reminders for scheduled maintenance 202 TotalFBO User Guide Touchscreen invoices are optimized for speed and so do not allow changes to date or invoice number FRONT COUNTER amp RAMP OPERATIO THE INVOICE Whether we re looking at the normal invoice screen or the touch screen display an invoice has 3 basic areas IDENTIFICATION AREA This area includes the Date Invoice Number and Customer Name Your Invoicing options can be customized so that you may not even have access to the Date and Invoice Number This is done to prevent errors and to speed the creation of an invoice The options can also determine if each invoice will start with Today s date or if the system will remember the last date entered Your Accounting Department staff will have also determined the default format for the Invoice Number itself You may see Alphabetic characters at the beginning of the invoice if there are multiple locations or special invoicing sequences necessary e There can also be a section of the number which incorporates the last
597. umber Add Sales Detail s Select Line Type Fuel Select Item Sold 1 Jet A Select Buyback Sub type for this type of card Swiping the card will force the correct Sub type o Choose Prist if offered and delivered choice if incorrect Fuel or Sub type selected Select Truck or Tank Select Fuel Meter to pump this sale Enter Fuel Meter Readings both beginning and ending readings Verify Quantity and Sale Price are correct OK the Line Press Cancel when you have no more Sales Detail Lines to enter Add Payment Information swipe contract card Verify Invoice is complete and correct OK the Invoice NOTE The sale price on this invoice may not be the final price paid by fuel supplier and this adjustment will be made when payment is received Therefore it is not necessary to attempt to get this sale price to be extremely accurate at the time of the sale although you should avoid overstating income by large amounts Adjusting the sale price of the Buyback Fuel Sub type weekly should keep this variance within acceptable limits Correct price specified on Fuel Sub type based on Buybacks Receivable weekly cost taxes intoplane amount Fuel Sales Income Invoice Style Sheet has been defined so that print Sales Tax Liability ing will be correct Fuel Tax Liability Default number of copies to print has been speci Cost of Fuel Sold fied Fuel Inven
598. ummary 373 New Customers 17 84 125 129 New location 51 56 58 New Shipments 344 347 348 Next due times 230 356 363 365 Night flight 279 Non billable labor 330 Non Billing Customer 144 274 330 332 Non Billing Shop Order 297 Non Income Services columns 166 Non Stocking 296 338 340 Non taxable sales 328 Norton Personal Firewall 394 Notes amp Leases 63 142 Notes Loans 92 Number of invoice copies 190 211 O Obsolete Items 340 ODBC connectivity 386 Offline Processor 184 242 Offline transaction 209 Offsite Fuel 248 284 Offsite Fuel Credit 248 Oils 94 96 97 99 101 201 Online Credit Card Processing 9 15 63 73 84 109 199 232 383 396 Online Processor 84 184 187 242 Operating Systems 11 15 Other Internal Shop Orders 86 289 332 Other Inventory Functions amp Concepts 289 Outgoing Freight 316 324 Output text file 102 Outside Service 102 305 540 TotalFBO User Guide INDEX Overhead Shop Orders 289 330 Overriding Automatic Accounts 74 Overview 63 138 Owner s Personal Expenses 142 Owner s Price Class 274 Sales account 286 Package student 286 Package Times 284 286 Packages 15 66 269 278 Packing Slip 130 227 305 306 318 320 324 348 Part 141 FAA regulations 269 Part 61 269 Part Record 96 101 102 295 343 347 353 354 360 Partial Over Payment button 142 Partial credit 166 P
599. unts record the income from sales on Charter lines on invoices 105 Charter Extra Charges 4213 Income This account is used as the default account to credit charges for extra charges on charter invoices This account can be overridden by specifying a GL account number on the extra charge line 106 Charter Other Expenses Billed 4216 Income Often used for other crew expenses when you make a charter invoice the amount charged in the Crew Expenses field is credited to this account 107 Charter Int FET Liability 2230 03 Liability 108 Charter Int Customs Liability 2230 04 Liability 109 Charter Int l Immigration Liability 2230 05 Liability 110 Charter Departure Taxes 2230 06 Liability 111 Charter Per Leg Taxes 2230 07 Liability 112 _ Charter Psgr FET Liability 2230 02 Liability 113 Charter Cargo FET Liability 2230 01 Liability 128 _ Charter APHIS Liability 2230 08 Liability These accounts record the tax liabilities from sales on Charter lines on invoices 130 9 Charter Taxes Expense 1260 10 Expense This account records the expense when taxes are not collected from an outside customer 438 TotalFBO User Guide APPENDIX B m Miscellaneous 91 Interest Charged to Clients 8020 Income Once per month during the closing operation interest is charged to all accounts that have an outstanding balance due of more than 30 days This is shown as income and logged against this account 94 Electri
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601. up Restore gt Restore Database Caution Do your restores carefully If you restore from the wrong backup set you could damage much or all of your current data files losing significant amounts of data Where to Restore Choose whether you are restoring over an existing database or using your backup to create a new database as you might if you wanted to create a Training database If you will restore over an existing database you must select the correct one from the dropdown list If you re creating a new database you ll be asked to enter the server name SQL user ID password and the name you will give your new database Select Backup File type in or browse to the correct backup file you wish to restore Note that if you have previously compressed your backup using PKZIP it must be unzipped and placed in a location accessible to the SQL Server before you can restore it 52 TotalFBO User Guide INSTALLATION Installing Program Updates 1otalF BO is supplied on CD ROM You may also download the program or an update from our website Insure that one is using TotalFBO or will attempt to log in while you are performing the update process You can see a list of users currently in the program by selecting Utilities gt Reports and Listings gt Who s On You can prevent users from trying to access the program at Utilities gt Program Administration gt Administratively Lock Unlock Program Although the program was
602. up to Tech Support Exporting Data amp Custom Reports Transaction Framing Troubleshooting SQL Connectivity Troubleshooting Online Credit Card Processing Contacting Tech Support TotalF BO and your computer system are very powerful tools that enable us to handle very complex tasks and large amounts of information with ease We ve come to depend on them and when something doesn t work properly it s very frustrating But like any other tool they take a little maintenance and occasionally some actual repairs to keep them functioning smoothly This section will give you the basics of what you can expect in the way of typical maintenance and minor repairs There s also a good checklist for verifying that all your connections are working properly We also encourage you to develop a close working relationship with a local Network Consultant who will be able to support you while keeping your security concerns in mind Total FBO User Guide 383 This section will give you a good idea of the WHAT WHY and WHEN of Database Maintenance procedures For more details on individual screens and fields refer to the Helpscreens in the program Helpful references to specific topics are available throughout this Guide See Helpscreen topics 7 Help ai for more details 384 TotalF BO User Guide See Helpscreen topics LE ai Backup Backup Scheduled TROUBLESHOOTING amp DATA MAINTE BACKU
603. upgrade If you decide to keep your existing equipment it 15 always preferable to reformat your hard drive and install the new operating system clean You ll also need to obtain updated drivers for the video card printers and other peripheral equipment Operating system issues account for approximately 50 of problems encountered in a networked software environment Obtain the guidance of a competent consultant in this area All software including Windows and SQL products must have all current patches and hotfixes installed UPS One recommendation on optional hardware is an Uninterruptible Power Supply UPS This is a box with a battery in it that can supply power to your computer for 30 seconds to fifteen minutes should the utility power go completely off It also provides protection from those momentary power surges which just make your lights flicker Any database application including TotalFBO is susceptible to data damage if the power is dropped at the wrong time and a good UPS 1s insurance against this possibility It 15 necessary to provide a UPS for each workstation as well as the file server to properly protect yourself against power problems VIDEO DISPLAY High speed graphics cards are fine for user workstations but use a lot more power and can be the cause of intermittent failures as a result Never use them on a server or a workstation used as a server in a peer to peer environment Flat screen monitors and tou
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605. ur own company will appear automatically at this point Preparing the 2 Continue moving through each of the tabs until you have FAA 337 completed all the required fields 3 5 Description of Work you ll enter the text or import it from a Shop Order After saving your work you ll be ready to print the form on plain paper from your laser printer You can print each page separately turning the printout over so you can print on the back if you like The system will automatically generate as many continuation sheets as are necessary to accommodate the text you ve entered TRACKING REPAIRS amp CORES In the previous section we covered the basics of getting parts and labor posted to a Shop Order In this section we ll adjust our focus to look at those items which have been removed from an aircraft and need to be repaired or replaced It s easy to lose track of a component in the daily hustle of a typical shop And as you know that can be an expensive error In fact many Shop Managers and Inventory Clerks have created elaborate and stringent procedures to help avoid the problem The difficulty is that these procedures usually depend on a single employee for completion often a person who s already overworked TotalF BO relieves the pressure by breaking the job down into small steps in which everyone cooperates And the status of an item 1s always readily available to all users so you re not waiting for a single staff m
606. ur work by clicking the Preview Sales Pricing button It will show you list of the final prices customers will pay each Price Class If a price is zero or seems wrong recheck your work If Prist 1s not pre mixed for the JetA you sell be sure to check the box to Allow Prist Upcharge and enter the number of cents to add to your normal price when Prist is requested Do not enter Batch Lot records at this time You ll create them in the next step On Tab 5 create any volume discount structure which applies to this fuel It may necessary to add some additional Price Classes You ll be able to create a single sale discount and also a discount which is only given to good customers who buy specified quantities over a period of time On Tab 6 enter the fuel taxes which are part of selling this fuel The amounts entered on the right side of the screen enable you to display on each invoice how much of the sale price was really attributable to each tax and also to make individual customers exempt from a tax if necessary The amounts entered on the left side of the screen affect how much of the sale price is posted to your General Ledger Liability Account You can easily have amounts on the right side of the screen but not on the left side For instance if FET is prepaid to the fuel vendor you won t have to pay it at the end of the month so it s not necessary to post a liability account for that amount But flowage fees that are
607. ure gt Automatic Ledger List and verify that there are no empty categories and that the numbers displayed are correct for the category The appendix at the back of this Guide includes a graphic display of the journal entries which are made automatically by TotalFBO If you pencil your account numbers from the matching Automatic Ledger List categories into the diagrams you ll have a customized reference to all standard entries and an excellent verification of your work Overrides As you were reviewing the list of accounts in the Automatic Ledger List it probably became apparent that there were some categories where you would like to have multiple options For instance wouldn t it be nice to split employee wages into several accounts depending on what department they work in Or perhaps you have a Maintenance Shop and an Avionics Shop and so labor on work orders needs to be posted to two different income accounts depending on what kind of job it is You can do just that by entering the accounts you want to use on each General Ledger Department You need only fill in those lines which are necessary to produce the journal entry desired However you may find it helpful to 74 TotalF BO User Guide p hiz Bi a n Tu o k See Helpscreen topic Help N Overriding Automatic Accounts SETUP PROCEDURES 7 enter account numbers in all
608. use of instructor illness or aircraft malfunction identify each reservation to see the customer s phone numbers immediately You ll be able to make your calls and reschedule without leaving this window Making Multiple Reservations Your students may wish to schedule multiple flights in advance Take advantage of the Multiple Reservations to quickly create those reservations based on criteria you determine Click the option for Multiple Reservation when creating reservations on the schedule for this ability Dispatch the Flight You can dispatch flights from the menu function at Operations Dispatch Dispatch Flights But you ll save keystrokes 1f you begin with the Schedule screen Simply right click on the reservation and select Dispatch from the menu Not only will you be presented with a completed Dispatch Record but the reservation will be updated to Dispatched status and the color changed on the Schedule Display One of the options you set in the Dispatch module allows you to control whether aircraft can be dispatched before a prior flight has checked in And you may be stopped or warned at this point Obviously there s greater control if you force check ins first However the layout of some Flight Schools can mean that students do not return to the Front Counter immediately after completing the flight but continue with other training or Ground School for some time before returning to close out their billing for the day If tha
609. useful if you need to re use the same check number Bounced Checks and Customer Refunds When eiher of these situations are encountered you ll handle them in almost the same way with a two step procedure 1 You ll need to create a check or withdrawal to reduce the balance in your checking account 2 Inaddition you ll need to adjust the balance on the Customer Account Begin by creating the check or withdrawal in the Checking module The account you specify on the Disbursements line will be the Pass Thru Transfers account Then create an invoice on the Customer s Account In both cases you ll be charging the account either to eliminate a credit balance or to restore a balance that didn t get paid off because the check bounced You ll use a Service line and again select the Pass Through Transfers account entering the same amount as the checking entry 156 TotalFBO User Guide ACCOUNTING amp BACK OFFICE OPERA If you wish you may add an additional Service Line selecting your Miscellaneous Income account to charge the customer a fee for handling the bounced check Be sure to get at least as much as the bank took from you Interest Service Charges and Fees Do not simply post journal entries for bank fees and interest when you re reconciling the bank statement Although the General Ledger would be correct you will be missing detail in the check register Use the Service Charge or Interest Entry Types in the checking ent
610. ustomer s budget now you can enter additional details as needed e Enter passenger names on the first leg and copy them to each succeeding leg as appropriate e Select or enter Hotel and FBO information on each leg Adjust departure times for individual legs according to the customer s needs e Review tax options on individual legs and on Tab 4 e Enter standby information catering and additional expenses on Tab 2 e Assign Customer Reference Number Lead Passenger Flight Class on Tab 2 e Add Customer and Internal Notes to each leg and additional comments on Tab 6 Any Customer Preferences or Warnings are added to the Customer s Account record so they ll be available permanently You ll be able to paste Preferences into individual leg notes for each trip Include Warnings for your Dispatcher about credit card or payment information which should be passed along Print the finalized quote for your files if desired and email the quote directly to the customer for approval TotalF BO User Guide 261 what catering would you like on board Well the pilot will need plenty of Monkey Chow for his walks with Bonzo 262 TotalFBO User Guide See Helpscreen topic E Help N Updating the Schedule CHARTER OPERATIONS 22 T SCHEDULING THE TRIP After you OK the quote click the Schedule button to add this trip to your schedule You can also access the Schedule from Operations gt
611. ve either a Customer selection or an Other Schedule Type choice You can assign a status of either Tentative or Confirmed which affects the color displayed for a reservation and then add any notes you like on the second tab You can even use Macros to create small forms for standard information In Flight Schools there s often a need to reschedule some students to make EEUU FLIGHT SCHOOL OPERATIONS ZotalFBO User Guide 281 STUDENT FLIGHT WORKFLOW Schedule NER Qualified Maintenance Current Due Check in Student Activity Hours Lessons Grades Customer Invoice room for special checkrides or cross country flights that need to be completed immediately So take advantage of the Notes tab to indicate the purpose of special flights such as these and perhaps the destination of any cross country flight to make such coordination easier Once recorded your reservation will appear on the schedule screen with an abbreviation of the customer name Since some reservations may be difficult 282 TotalFBO User Guide See Helpscreen topic Help N Dispatching Rental Flights FLIGHT SCHOOL OPERATIONS 22 o to identify at high resolutions you can always right click on a reservation to open a menu of options Depending on your user privileges you ll be able to identify and see any notes connected with the reservation print a copy change or even delete it If you must change several reservations beca
612. ve it into inventory When you handle a special part you can manually set the price in Fixed Price 1 as you receive it PUTTING IT ALL TOGETHER 1 First we create our matrix and use it to set prices in one or more of the Fixed Price fields on the part 2 Then we create Price Classes and set formulas on each one Formulas can be based on any of the Fixed Price Fields or List or Cost 3 Then we select the correct Price Class on each Customer Account record Presto Every sale 15 priced perfectly for every customer every time and we ll never do any of the math INVENTORY WORKFLOW There are only three primary tasks involved in the Inventory Workflow e Create Purchase Orders e Receive New Shipments e Make Physical Inventory Adjustments While there are other functions you will perform from time to time these three tasks are part of a repetitive cycle that supports the Sales function of an organization SHOULD YOU USE PURCHASE ORDERS Although it s not mandatory that you use Purchase Orders they offer many benefits that make it worthwhile Their primary purpose is to control the authority to purchase items for the company Before computers were commonplace employees who needed something sent a Requisition form up through the chain of command After all the approvals had been made the form passed to the Purchasing Agent who shopped for the item Before placing the order however he prepared a Purchase Order which was
613. venue account for core charges billed on shop orders It is also used as the default account for core charges billed to you by the vendor when you receive an item with a core charge 88 Freight Billed Income 4020 10 Income This account 15 used to record freight income from the freight field on shop orders It is also the default code it can be changed on the per discrepancy freight field 90 Discounts Given to Clients 4910 00 Income Whenever a discount is given on an invoice or shop order that amount is recorded against this account The amounts recorded will be debits and this account will probably show up as a net debit negative income on the general ledger 125 Shop Billing Outside Repair 4055 10 Income This account is used to record income billed as Outside Repair on shop orders It can be overridden while entering a given shop order 126 Billing Misc Repair 8210 00 Income This account is used to record income billed as Miscellaneous Repair on shop orders It can be overridden while entering a given shop order 436 TotalFBO User Guide APPENDIX om 137 Shop Warranty Labor Sales 4176 00 Income 138 Shop Warranty Parts Sales 4177 00 Income These accounts are used to record amounts billed to Warranty vendors using the Shop Order Cross Bill invoice function Flight School 65 Automatic Fuel Surcharge 4125 Income The Automatic Fuel Surcharge account is used on invoices when the rental aircraft has
614. vertical line dividing a column from its neighbor the cursor changes to a double arrow symbol that looks like this M Then hold down your left mouse button and drag the column to any width you prefer You cannot make a column so small that you completely remove it from view Video Buttons 1141411 These buttons help you move quickly through your data file They have the following functions e Top of File Page Up e Move Up a Line e Move Down a Line Page Down e End of File Scroll Bars T Vertical and or Horizontal scroll bars appear on list boxes where there is more data than can be shown on the window at one time Click on the arrows at either end of the scroll bar to move in that direction in the file or drag the Thumb button to the location you prefer Depending on the size and kind of file you re reviewing sometimes the Thumb button will not be located on the scroll bar in a position proportionate to your location within a file e move the Horizontal Thumb button all the way to the right the last data column will appear to stretch O INSTALLATION TotalFBO User Guide 39 Status Icons On some browse windows an icon may be displayed to the left of a record The meaning of the icon will be shown at the top or the bottom of the window For instance in the example above a dollar sign means this invoice has been Paid but a red hand means this invoice is On Hold In some
615. will show you all the fuel invoices you prepared for the day and mark any places where the meter readings overlapped or skipped You can also see if the quantity sold didn t equal the difference between meter readings i 2 Where there skips you may need to enter an invoice that was forgotten in eI SS the rush It s also possible that there was some meter movement for another TUI reason such as recirculation of the fuel in a truck or a transfer to another truck We ll cover how to handle these other reasons for meter movement a little later If you have an overlap you ll need to verify that each invoice was billed correctly It s possible that the wrong meter reading was entered on an invoice Another possibility 15 that a defueling was done this can cause the meter to run backwards Make sure that if you did a Defuel you entered the meter readings correctly In some cases there will be no meter movement at all In others the Starting reading will be higher than the Ending reading Then you ll run the Aircraft Time Justification Report This report is very similar except that it reports on invoices where there were Rental Lines and shows the Hobbs or Tach readings In the same way verify that all invoicing was done without skips or overlaps and make any corrections if necessary In some cases it may be necessary to simply note that an error was made because it s not possible t
616. wise you must enter it now 4 Since you selected the correct Price in Step 1 above you need only verify that the totals are what you expected 5 Also enter the Flight Number if this were a service for a scheduled airline Once again we re done Just click the OK button to save this Detail Line Since that s all we re going to sell in this example if another Detail Line appears just click Cancel so we can return to the main invoice window We ll cover more about the other line types later in this section but you can see from these two examples that each Detail Line offers only those fields that you need for the sale Most fields already have the correct information defaulted in for you or allow you to quickly choose from appropriate options INT COUNTER amp RAMP OPERATIONS TotalF BO User Guide 209 PAYMENT AREA Our customer invoice is almost complete We can see the entire invoice now and take a moment to review our work Each detail line is displayed and the total of the invoice is shown at the lower right corner of the window We can enter some additional information such as a customer s purchase order number tax adjustments or alternate mailing addresses on Tabs 2 3 and 4 of the invoice window and also review the computer s math For now we ll move on to entering the customer s payment If the customer does not make payment for this invoice then he must have an available balance in h
617. working with the list of Object Types you can customize at Operations gt Scheduling gt Options and Settings gt General Options The basics on the list e Aircraft e nstructors How about expanding the usefulness of your schedule with these categories Student Condos Courtesy Cars Mechanics Hangar Bays Conference Room Simulators You get the idea Next move to Tab 3 and add some choices to the Other Types list The first list identifies those types of things that your customers will be scheduling This list identifies the reasons why something would not be available to a customer on a short term basis The musts on the list will be 278 TotalFBO User Guide Be sure to link these items to your Aircraft and Employee records where appropriate so that you can seamlessly Dispatch right from your Schedule screen See Helpscreen topic Help N Flight Training Packages FLIGHT SCHOOL OPERATIONS 22 7 these e Aircraft Maintenance e Sick Leave e Vacation e Dr Appointment Schedule Objects Now that we know the kinds of things we ll be scheduling let s set up the individual items themselves at Operations Scheduling Update Objects This is where you ll create a record for each aircraft each simulator each instructor etc Give each item a short name that will be used on your schedule screen and a full name for reports You ll also set up the basic schedule availability for each item so t
618. ws 2000 Server Microsoft SQL MSDE 2000 SQL Server 2000 RAM Memory 512 Megabytes 1 Megabytes Hard Drive Freespace 2 Gigabytes 2 Gigabytes Display Adapter Color VGA Color VGA only Display Settings 800 x 600 x 256 1024 x 768 x 16 bit TERMINAL SERVERS Operating System Windows 2000 Server Windows 2003 Server RAM Memory 1 Gigabyte 2 Gigabytes Hard Drive Freespace 2 Gigabytes 10 Gigabytes Display Adapter Color VGA Color VGA only Display Settings 800 x 600 x 256 1024 x 768 x 16 bit Connected Sessions 30 users 25 users HARDWARE Although the minimums listed above will provide you with an acceptable environment you will have to be aware that making hardware purchases for a reasonable price involves selecting items which are popular For instance it is now cheaper to purchase a 250 gigabyte hard drive than an 80 gigabyte hard drive Since you can always use the extra space the larger drive is the wiser purchase When you speak with one of our staff we will often recommend the most commonly purchased items available today that our users are installing so that you can more accurately budget for your installation Note that separate servers are required for your 1 SQL and TotalFBO programs 2 Windows Terminal Server for remote location connections TotalFBO User Guide 11 As networking and operating systems continue to evolve minimum requirements tend to grow Be sure to obtain the services of a competent consultant when d
619. y minimum charges for airline or other into plane fuel APPENDIX G Prepaid Sales Tax is usually a cents per gallon tax that is charged by the fuel distributor for each delivery When customers pay the normal sales tax rate the Affects ALL setup receiving FBO is reimbursed for the Prepaid procedure ap procedure Sales Tax 4 Consolidator is a company hat resells fuel to others Often an FBO will deliver the fuel directly to the aircraft but bill the consolidator who then bills the aircraft owner Minimum charges can be in he form of a hookup fee or a minimum number of gallons or dollars to be charged for each delivery Prist is a fuel additive that can be pre mixed into JetA fuel by the sales tax procedure Affects fuel setup billing and payment structure Affects inventory setup Inventory departments General Ledger setup invoicing procedure billing procedure inventory reconciliation procedure Affects fuel setup general ledger setup and inventory department setup Affects customer setup refinery injected at the time of the sale by your fuel truck or not used Do you charge extra for Prist at all Affects fuel price setup Do you sell Jet __ __ fuel type setup Do you sell Avgas HNH Affects fuel type setup Do you sell Autogas i Affects fuel type setup i APPENDIX ZotalF BO User Guide 501 Do you sell Diesel Do you have you
620. y step and tape them on the back of the door in the server room Finally most tape backups programs will need to be set up so they have access to your SQL database SQL doesn t give ANYONE or ANYTHING access to your data without proper credentials and that includes your tape device Your tape drive manufacturer should have simple instructions for this procedure easily available Database Backups Getting a network backup each night is a good idea and it s even better if you can supplement that process by getting a backup of just your TotalFBO data separately Once the backup file 15 made you can easily compress it quite a bit using PKZIP or WINZIP and then move it off to a disk or CD that you can store off site for security From within TotalFBOG you can make a fast backup at File Backup Database The options available allow you to also Zip and copy the backup to a local drive for offsite storage MET ROUBLESHOOTING amp DATA MAINTENANCE User Guide 385 It s a good idea to get a backup before making major changes to your database or computer system in any way RESTORING FROM A BACKUP Although we all think of hard drive failure as the reason for having to restore a backup actually there may be many occasions when you can use a backup e be necessary to restore your database when a new or upgraded server is brought online e You may decide to pass copy of the database to an outside consultant
621. you ll go to Operations Dispatch Dispatch Flights to check it in Simply select the dispatch record and click the Check in button at the bottom of the screen Begin by entering the returning Hobbs and or Tach numbers and the number of landings completed Most of the rest of the first tab will already be completed for you from the dispatch itself and from the defaults you set up simply verify that no changes are needed If the student purchased offsite fuel note the number of gallons and amount Your options will control the maximum amount per gallon that will be credited on the student s invoice If the pilot or instructor reported any problems with the aircraft be sure to enter them on Tab 2 These will be immediately available to your shop crew for review Many Flight Schools set every squawk so that the default 15 to ground the aircraft until a qualified staffer reviews the severity of the problem and the upcoming schedule and determines the appropriate action If the student 15 enrolled in a Course enter the units worked on grades flight details and lesson notes on Tabs 3 and 4 This information will be used to create a Student Activity record Instructors can create or edit Student Activity records at Operations Flight School Update Student Activity However with the busy workload of the typical instructor catching up on the recordkeeping can be difficult Entering this information from the instructor s notes on the dispatch
622. your database to a special website from which we can download it Please ZIP the backup to compress it as much as possible before uploading 386 TotalF BO User Guide TROUBLESHOOTING amp DATA If you decide to upload the data through the web please follow these steps Navigate to the website ftp ftp totalfbo org 1 2 The user name is HBCNET tfboftp 3 The password is contact 4 Right click and paste to upload your backup to this directory 6 Leave the website and send an email to support hbcinc com telling us that your database is ready for download where it is the name of the file and YOUR COMPANY NAME cannot check for the database without possibly interrupting your upload so sending the email when done is critical Unidentified files may be deleted for security reasons EXPORTING DATA amp CUSTOM REPORTS Because SQL is a worldwide standard in database management it s not only very secure but also easily accessible Many other programs exist which can access your database through ODBC connectivity as long as you provide the proper security credentials These include well known favorites such as Excel Access and Crystal Reports Tables can be exported using several popular formats including Excel Your local bookstore can supply you with a wide variety of materials explaining how to access the data using various tools TRANSACTION FRAMING Although SQL maint
623. ype in the period Flowage fees you owe based on sales of fuel are handled in the same way as the other fuel taxes discussed above Use the Fuel Sales Spreadsheet to detail sales LANDING FEES When you must report landing fees collected to an airport don t bother creating a manual spreadsheet just run the Service Line Breakdown report in the Invoicing module and select your Landing Fees account You can even sort the report by tail number if desired SALES TAXES The Sales Tax Report in the Invoicing Module is designed to provide you with flexible reporting options to make preparing most state tax returns easy Because some states require details on exempt sales you can even export information so that you can make it fit almost any format The Sales Tax report divides your sales into ten basic categories Each category 15 further defined by those sales which took place at each tax rate used and any exempt sales Note that a Zero tax rate 15 not the same as an Exempt sale If you run the report for just your Internal and Non Billing customers you ll pick up any Use Taxes which are owed for company use of taxable items you purchased wholesale The Report shows calculates how much you owe and compares it to the 8 BACK OFFICE OPERATIONS User Guide 165 GROUPS ON SALES TAX REPORT From Invoices From Shop Orders FUEL Fuel sold on a Parts Line Oil Lines Oil sold on a Parts Line
624. ys on your keyboard will eliminate the highlight and allow you to edit the field Checkbox fields Iv Mamed can be completed by Clicking on the field or by pressing the Spacebar on your keyboard Drop List fields require a selection from the list presented Items on the list are either a standard part of the program or can be customized from an Options and Settings function The Ellipses button Ld next to a field can be used to search for appropriate entries For instance clicking the Ellipses button next to this field Department Flight School brings up a Browse Window showing all your Departments If the Department you wanted isn t already in the list you ll be able to insert one before returning to the Form Window This is a Sidestep Entering a few characters in a field will cause the program to search for all possible matches already in your records A Browse Window will be presented which allows you to refine your selection or insert a new record if necessary This is the most efficient method of entering data correctly Account Type C Company Radio Buttons allow you to select one option or condition only out of several choices presented e Click on the option of your choice or e Use the Left or Right Arrow keys on your keyboard to select an option Deductions Federal 0 help you enter an appropriate numerical value Spin Boxes in a field e Click the arrows at the right of the box to increase

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