Invoice setup

The preferences related to the invoices such as the Due Dayes, the currency symbol to be used on invoices issued, the prefix to invoice numbers to be added and the last invoice number to be specified, so that the next generated invoice number will start with the next numeric value after that, are configured in the "App Preferences > Financial Preferences > Invoices" menu An invoice footer note can be specified in the same menu which will be then be printed at the bottom of the invoices issued. Other information which shows on invoices is set on the "Company details" submenu of the <App Preferences> menu option.

In "Items to be invoiced" (1) you will find a list of all the items which you have not yet invoiced to your aeroclub members or to the (student)pilots of your flightschool. From here you can select several items and create an invoice from them on the spot or you can wait and let AeroPlus generate invoices from all items in the list up to a specified date. You can also manually add new "items to be invoiced" such as the yearly contribution and add these items for one pilot or add these manual items to all the users that belong to a group. The "Generate Invoices" button is used to initiate the generation of invoices for selected items from the "items to be invoiced" or for all items in this list. This will generate the invoices, which can still be double checked before the "Send invoice(s)" button is used in the "Invoices" submenu.

All the "Personal expenses" (2) your pilots have submitted are available for review. They can be added as well through the "Reimbursements & Additional Charges" submenu. You can adjust, delete or add items. Some items such as "SMS service" items are added automatically to the list of "items to be invoiced" when pilots have indicated that they want to receive an alert by SMS or when they have filed flightplans. If you configure AeroPlus to automatically reissue these costs to your pilot members, then these items will appear automatically in the "items to be invoiced" list. This is configured in the "App Preferences > General Preferences" menu. After you generate invoices, the items will appear on the invoices and disappear from the list of "Items not yet invoiced" (1) and "Reimbursements & Additional Charges" (2). The generated invoices (4) can still be reviewed and corrected before you send them out using the "Send invoice(s) button. Once you send them out, the invoices will get a status "Send and posted" and then cannot be changed anymore. Also, the underlying journal bookings will then be "frozen" and cannot be adjusted anymore. The invoices are send out by e-mail as PDF attachment, but can also be printed after viewing the individual invoice as a PDF preview. For the invoices to be send out correctly, you need to make sure each user has a correct e-mail address linked to it in the <My Contacts> menu. You can send yourself a carbon copy of all invoices send out by e-mail which has to be specified in the "General preferences" submenu of the "App Preferences > Financial Preferences > General" menu.

The difference between "Reimbursements" and "Additional Charges" would e.g. be if a pilot, while en-route, filled up the aircraft with AVGAS and paid for it himself and got a receipt for it. Then he would submit a "reimbursement", add a digital scan of the receipt to it and from it an "item not yet invoiced" will be created lowering the total amount of his next invoice with the amount he paid himself while it is included in the total hourly price for using the plane. The other way around would be if a pilot arrives at an aerodrome or airport where the owner of the plane he flies has an account, so that the owner does not have to pay for the landings. The pilot does not pay for the landing himself there at that aerodrome, but should pay it additionally to the owner or aeroclub or flightschool. In that case the pilot adds an item called "Additional Charges" which item will them be added to his "items to be invoiced". Once invoices are created from the "items to be invoiced" any digital documents attached to the "Reimbursements & Additional Charges" items will not be lost but will be attached to the invoices themselves.

Vouchers (5) allow you to sell bundles of hours to pilots for a lower price than the normal price. The vouchers can have an expirydate set. If e.g. the normal flying price is 145 euro per hour, but you sell vouchers giving pilots the right to fly for 120 euro per hour eithere with a maximum of x hours or to be used before the 31st of december of that year, then this can be configured in the "Vouchers" part.

Last, if you do not link AeroPlus to external accounting software such as Exact Online, than you could keep track of payments and the financial balances (6) of your pilot members. You could even allow for a minimum balance to be set per user in "My Contacts > Banking & Financial" so that if a pilot falls below this balance, he is not able to make new reservations anymore until he has make a payment and his balance is updated. This feature requires for manual updates of the payments received, so be aware of this before using this feature.