Customer Admin

Main Page / Accounts / Customer Admin

Creating A Customer

Select the Accounts tab. Select Admin / Customer Admin.

Select + Add to open the Add New Customer menu.

Enter the details of the new customer.

External Account Number should match the Customer Account number from your Accounting Software e.g. Sage or Xero. This is a mandatory field.

Name can be either and individuals name or a group share/syndicate name. This is a mandatory field.

You can also add a secondary contact but it is not mandatory.

If you want the customer to be able to use visitor payment then check the Visitor Payment box.

Additional information about the customer can be added in the Customers Notes box

Credit Limit can be set to any figure or left blank. This is a ‘soft’ limit and will not prevent spending occurring if the limit is reached, it is mostly for reporting purposes.

Credit Control can be selected for any customers, but isn’t required. This is used to flag to ATC when a ‘movement’ is made if the outstanding balance of the customer account is greater than the credit limit.

Invoice Frequency can be set to anything from Daily to Annually or left if not required.

Invoice Delivery Method is a mandatory field and must be set to either Email or Post.

Reporting Group is optional and is configured to your organisations requirements.

You can add a customer’s direct debit information to make taking future payment easier

Select Save to complete the customer’s details

Completing Customer Set-Up

To get into the Customer Details click on the Open button.

When in the Customer Details there are 7 tabs, Customer Details and Accounts are completed as part of Creating a Customer.

The Price Rules Tab

The Price Rules tab allows you to optionally customise pricing based on products and groups.

Select +Add to open the Add Price Rule screen.

The customer number will autofill.

Selecting the drop-down menu, you can choose the Product Type (e.g. Fuel, ATC charges) and the Charge Group (e.g. Visitors, Residents).

Select Save to return to the Price Rules tab.

Multiple entries can be made, but only one entry per Product Type.

The Copy Documents Tab

The Copy Documents tab lists to current and historic invoicing related to the Customer.

The invoices can be sorted by any on the columns highlighted in the title line, click any title twice to reverse the sort order.

Selecting Reprint takes you to the invoice where it can be printed, saved or emailed.

Selecting the ˅ on the left of the row to expand the line with additional details.

Selecting Reprint does the same as the inline Reprint, Download PDF creates and downloads a PDF version of the invoice.

Selecting Credit invoice will ask you to confirm before creating a Credit Note and matching it to the Invoice.

Credit Notes use the same Reprint and Download PDF function as Invoices.

The Search function will dynamically search on Invoice No or any of the Values in the columns from Net £ to Outstanding.

Aircraft Details tab show aircrafts that are connected/billed to this.

The Account Charger Tab

The Account Charges tab is for setting up recurring charges.

Select the + Add to open the Add Recurring Charge screen.

Customer will be automatically completed but can be changed by entering a new Customer Number.

Aircraft is optional but it is good practice to complete. A lookup will run as you enter the aircraft’s registration giving you aircrafts associated with the customer.

Product is selected from a dropdown of recurring Products available.

Net Value is manually entered

Tax Code is selected from the dropdown options of (Default), Standard, Reduced or Zero.

Ticking the Is Active box will mean that transactions are made in line with the details provided. Unticking will put the recurring charge on hold.

Frequency gives options from Daily to Annually, it is a required field.

Not Before is optional but works as a from date, charges will begin immediately and is left blank.

Not After is optional but works as a to date, charges will be made indefinitely if left blank.

Next Charge can be left blank and will begin charges based on the Not Before date or immediately if both are blank.

The Invoice Frequency drop down can be used to set when the customer is invoiced.

Select Save to complete the recurring charge, a summary will now be on the Account Charges tab and can be edited or deleted from there.

The Call Signs Tab

The Call Signs tab enables you to connect call signs to the customer’s account.

Select + Add to open the Add Call Sign pop up. Enter the call sign and select Add.

Customer Details

Select the Accounts Tab. Select Admin/Customer Admin from the menu.

The Customers screen list all current customers.

The Show dropdown will change how many customers displayed per page.

Selecting either the Name or Number on the title row will sort the customers list.

Selecting Name or Number twice will reverse the sort order.

Search using the customer’s first name or surname.

The Customer Details screen can be opened by double clicking the customer’s name or selecting the Open button.

Select Edit to open the full details of the customer and make changes (See Creating a Customer section for guidance).

Select Delete to remove the customer, this can only be done if no transactions have been created linking the Customer Number.

Aircraft Details tab show aircrafts that are connected/billed to this.

Aircraft Details

The Search function will dynamically search on any of the information in table.

The Aircraft can be sorted by clicking the title line on any of the columns. Click any title twice to reverse the sort order

To view details about the Aircraft, select the Registration and the Aircraft Details screen will open.

To connect an Aircraft to a Customer please refer to the Aircraft Administration Guide.

Main Page / Accounts / Customer Admin