8. Set up the Billing & Point of Sale add on

In this article, we'll help you set up Billing & Point of Sale in Flight Schedule Pro.

Prerequisite: It's recommended that you add all aircraft and instructors prior to setting up Billing. 

Setup Guide for Billing & POS

It's recommended that you set up billing in the following order:

  1. Activate the v4 Billing Add-On
  2. Set up Accounts
  3. Setup Product & Service Items
  4. Set up Account Payment Items (for accepting money on account)
    • Get paid online (new)
  5. Set up Payment Methods
  6. Set up Memberships & Price Groups
  7. Set up Taxes
  8. Track Fuel Reimbursements

Other

Activate the v4 Billing Add-On


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To activate the v4 Billing add on, go to Settings (at top right) and click the Billing & POS tab.

Set up Accounts


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To set up Accounts go to Settings > Billing & POS > Accounts 
 
Accounts are used to categorize sales activity in Flight Schedule Pro. Typically, you'll want to set these up similar to how you categorize revenue in your accounting system. Later, you'll select an Account for each Product & Service you create. Accounts are especially useful when using the Sales by Account report in Flight Schedule Pro. These Accounts do not affect accounting integrations; they are only used for reports within Flight Schedule Pro.

It's important to get these set up correctly up front - you'll be using them throughout the setup process.  

Here's an example of accounts you may want to create:
  • Aircraft Rental Revenue
  • Flight Instruction Revenue
  • Flight Store Revenue
  • Repair Shop Revenue
  • Membership Dues Revenue
  • Fuel Reimbursements

Set up Product & Service items


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To setup Product & Service items, go to Settings > Billing & POS > Product & Service Items

Product & Service items you create will be available at the point of sale. You can create an item for just about anything you'd like, but we have a few special types that are built-in:

  • Aircraft Rental Items: These are tied to a specific aircraft in Flight Schedule Pro so the item will be automatically added to the sale when generating a sale from a reservation. These also allow a multiple price points or "aircraft rates" per item. (See "Setup Aircraft Rental Pricing" below)
  • Instruction Items: Instruction items are tied to a specific instructor in Flight Schedule Pro so the item will be automatically added to the sale when generating a sale from a reservation. These allow multiple price points or "instruction rates" per item. (See "Setup Instruction Pricing" below)
  • Fuel Items: Pricing on these items allows for up to 4 decimal points.

If you see a need for additional types of items please let us know so we can consider for future releases.

Set up Aircraft Rental Pricing


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Once you have billing set up correctly customers will automatically receive the right price at the point of sale.

To make this happen, there's a few things you'll need to set up:

  1. Aircraft Rate Types: Name the various rates you offer (i.e. Standard/Non-Member Rate, Owner Rate, Member Rate, Staff Rate, etc.)
  2. Aircraft Items: These are the "line items" for each aircraft. You'll create items and enter the pricing for each aircraft.
  3. Price Groups: These are what determine who receives which rates. Tell the system how pricing should be applied, and to whom.

Here's a couple of examples to provide you with a birds-eye-view...

Example #1: Give your staff a special aircraft rental rate:

  1. Add a custom Aircraft Rate Type called "Staff Rate"
  2. Enter the "Staff Rate" price on each aircraft item it applies to.
  3. Add a Price Group called "Staff pricing" and select all roles that contain your staff and select "Staff Rate" as the Aircraft Rental Rate.
  4. That's it!
      (A similar method should be used for Member pricing, CFI pricing, etc. - see below for more detail)

Example #2: Give leaseback owners a special rate for aircraft they own:

  1. Make sure the built-in aircraft rate type called Owner Rate is active
  2. For each aircraft this applies to, enter the special "Owner Rate" price for the aircraft item
  3. Users selected as Owners of the aircraft will receive the Owner rate for that aircraft so you'll need to edit each aircraft itself and specify any owners.
Make sense? Ok, lets get started...

Set up Aircraft Rate Types

Prerequisite: Review your Accounts and make sure they're set up the way you'd like.

To set up Aircraft Rate Types go to Settings > Billing & POS > Aircraft Rate Types

Each rate type you activate will be available as a price field when entering pricing for each aircraft.

Here's an example of rate types you may want to activate:

  • Standard Rate - Default rate for the aircraft. If you offer memberships this is equivalent to your Non Member rate.
  • Owner Rate - If active, this rate is applied to any user specified as an Owner of the aircraft.
  • Member Rate - Custom example
  • Staff Rate - Custom example
  • CFI Rate - Custom example
Selecting an Account for each Type: Notice you must select an "Account" for each rate type. To keep your Sales by Account report in Flight Schedule Pro simple you'll want to select the same Account (i.e. Aircraft Rental Revenue) for each Rate Type. However, you can break revenue down as much as you'd like (i.e. separate member rate revenue vs. standard rate revenue) by selecting a different account for each rate type. Your account selections here do not affect accounting integrations; they are only for reports within Flight Schedule Pro.

Custom Types: Custom rate types you add can be auto-applied to specific users or roles, using Price Groups. We'll go over Price Groups later in this setup guide.

Owner Rate: To use the Owner rate, make sure this rate type is active and be sure to specify any owner(s) of the aircraft by going to each aircraft's profile > "Edit Aircraft".

Once you have your aircraft rate types set up, you're ready to set up items.

Set up Aircraft Items

Prerequisite: Review Aircraft Rate Types and make sure they're set up the way you'd like.

Once you have your aircraft rate types set up, you're ready to set up the aircraft line items that will appear on invoices. We'll set up a product and service item for each aircraft.

a. Create an item for each aircraft:
  1. Go to Settings > Billing & POS > Product & Service Items 
  2. Click Tools > Item Generator (this tool will auto-create items for you)
b. Enter prices for each aircraft:
  1. To view aircraft items, go to Settings > Billing & POS > Product & Service Items
  2. Click the Filter button at the top-left of the list
  3. Click the Show Aircraft Items link. This will filter the list to show only aircraft items
  4. Choose an aircraft item and click Edit. Here, you'll define the details and rates for the aircraft
  5. Edit each aircraft until they are all set up.

Set up Instruction Pricing


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To set up Instruction pricing, you'll need to set up Instruction Rate Types first.

Set up Instruction Rate Types

Prerequisite: Review your Accounts and make sure they're set up the way you'd like.

To set up Instruction Rate Types go to Settings > Billing & POS > Instruction Rate Types

Set these up if:
  1. You offer flight instruction; AND,
  2. You have different rates based on the type of instruction provided; OR,
  3. You want to separate the logging of time for lessons (i.e. separate flight time vs. ground time)
From a billing standpoint, each Instruction Rate Type you activate displays a separate price field when setting up instructor line items.

For example, you may want to log time and bill separately for these types:

  1. Primary Instruction
  2. Advanced Instruction
Notice you can select an "Account" for each type. To keep your Sales by Account report in Flight Schedule Pro simple you'll want to select the same Account (i.e. Instruction Revenue) for each type. However, if you want your Sales by Account report to show more detail (i.e. separate out Primary Instruction revenue vs. Advanced Instruction revenue you can select a different account for each type if you'd like. Your account selections here do not affect accounting integrations; they are only for reports within Flight Schedule Pro.

Set up Instructor Items

Prerequisite: Review Aircraft Rate Types and make sure they're set up the way you'd like.

Once you have your instruction rate types are set up, you're ready to set up the instructor line items that will appear on invoices. We'll set up a product and service item for each instructor.
  1. To view aircraft items, go to Settings > Billing & POS > Product & Service Items
  2. Click the Filter button at the top-left of the list
  3. Click the Show Instructor Items link. This will filter the list to show only instructor
  4. Choose an instructor item and click Edit. Here, you'll define the details and rates for the instructor
  5. Edit each instructor until they are all set up.
Do members or staff receive discounts on instruction? If so, this can be set up using Price Groups ( Settings > Billing & Point of Sale > Memberships & Price Groups > Add New > Price Group).

Set up Account Payment Items (for accepting money on account)


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Selling a customer an account payment item at the point of sale puts credit on the customer's account, therefore it requires that the customer use a cash-equivalent payment method such as cash or credit card. The customer can then use this credit to purchase any product or service.

New feature - people can pay you online! Allow customers and members to put money on account or pay their outstanding balance using a credit card while logged in. To do so, you must have integrated credit cart processing activated for your account. You can even offer bonus credit for certain prepayment amounts! See below for details on how to setup this feature.

Set up your Account Payment items

Account Payment items you define in the settings section can be added as line items at the point of sale. They can also individually be made available for online purchase. Therefore, you'll want to create any variations you'd like to be available during a sale, or create specific payment items available online only, if needed.

To set up a new Accout Payment or edit an existing one, go to Settings > Billing & POS > Account Payments  

Add an Account Payment item:


  • Name - brief and concise like "$1,000 account payment" or "Account Payment (custom amt)"
  • Allow online purchases - Allow users to purchase this account payment using a credit card while logged into their account. Even if this option is disabled, this item may still be selected as a line item at the point of sale.
  • Allow purchase when account balance is negative - Allow users who owe you money to purchase this account payment. It's common to disable this for account payments that offer bonus credit. (You may want to have a separate item for users who owe you money which offers no bonus credit)
  • Allow Custom Amount - Allow the Selling Price and Credit to be edited at the time of purchase. It's common to disable this if you want the account payments to give bonus credit for a specific payment amount.
  • Require that Price equals Credit  - Require that the credit given be equal to the price paid. This may be useful if you want to allow a custom amount at the time of purchase but want to make sure the credit given is equal to whatever amount is paid.
  • Selling Price - The amount paid.
  • Credit Amount - The credit put towards the user's account.

For example, if a standard offering to customers is 10% bonus credit given for $1,000 put on account, enter $1,000 as selling price and a credit amount of $1,100.

Selling an Account Payment item (at the point of sale):

At the point of sale, go to the "Account" tab when adding a line item. From here, you can select any Account Payment items that have been defined in settings.

Selling the item above would require $1,000.00 in cash-equivalent payment (cash or credit card) and would increase the customers available balance by +$1,100 which could be used to purchase any product or service.

Allow Online Purchase of Account Payment items (Customer View)

Prerequisite: In order to Make a Payment or Add Funds, users must have permission "View My Own Balance". See Setup User Roles for more info.
Once online purchases are allowed for one or more Account Payment Items, customers are able to put money on their account or pay invoices while logged in, subject to the Account Payments you've activated. The next time they log in, they will see their Dashboard is now displaying their Account Balance.

If the person's balance is positive (they have money on account): A zero or positive balance is displayed in blue. User has the option to "Add Funds".


If the person's balance is negative: A negative balance is displayed in red. The available action button is "Make Payment". We will automatically pay off any of the users outstanding invoices starting with the oldest invoice first.


Payment options will be displayed to the user based on Account Payments you setup . . .


The user can reuse a previously stored card, or enter a new card to make the payment . . .


The user will be asked to confirm the details of the payment . . .


The user can print the receipt or have it sent by email . . .



Once the payment is complete, the dashboard will display the new balance. Success!


Set up Payment Methods


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You have control over which payment methods can be accepted when a sale is made.

To set up payment methods go to Settings > Billing & POS > Payment Methods

Here's a list of payment methods and how they work:
  • Cash
  • Check
  • CC (Key/Stored): Enables the customer card info to be typed on Flight Schedule Pro and saved securely for future use. Requires an integrated ProPay merchant account.
  • CC (Swipe): Enables the customer card info to be swiped at the point of sale. Requires an integrated merchant account.
  • Account: If the customer has permission to "Make purchases on account" they can run up a tab with your business using this payment type. Flight Schedule Pro will keep track of their outstanding balance.
  • Gift Card
  • CC (NoAuth): If you have a 3rd party credit card terminal, you can use this field to record sales that are authorized outside of Flight Schedule Pro.

Set up Memberships & Price Groups

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Prerequisite: Review the following to make sure they're set up the way you'd like.

Memberships & Price Groups are similar concepts with different applications. Price Groups are a way to assign particular rates and discounts to customers at the point of sale, based on their assigned roles or user name. Memberships are a way to collect recurring payments for a subscription to certain benefits based on membership status.

To set up memberships or price groups, go to Settings > Billing & POS > Memberships & Price Groups

Set up Price Groups

Prerequisite: It's recommended that you set up Aircraft Rate Types before you set up Price Groups.

Price Groups are a way of automatically applying an instruction discount and/or a products discount based on the user name or role to which the member is assigned.

When a new sale is created, we check to see if the customer belongs to any Price Groups. If they do, we'll apply the pricing as defined in the user's highest price group.

Example - Give your staff a special aircraft rental rate:

  1. Add a custom Aircraft Rate Type called "Staff Rate"
  2. For each aircraft this rate applies to, you'll enter the special "Staff Rate" price on the item for the aircraft
  3. Add a Price Group called "Staff pricing" and select all roles that contain your staff & select "Staff Rate" as the Aircraft Rental Rate
  4. That's it!

Please note that the hierarchy of your list of Price Groups is important. If a user belongs to more than one price group, only their highest group will be auto-applied to the sale. Therefore, make sure you put the price group with the best pricing and/or discount at the top of the list.

To set up Price Groups go to Settings > Billing & POS > Memberships & Price Groups > Add New > Price Group

 

  • Name - brief and concise like "Staff Rate"
  • Active - You can have a new price group start out as inactive by selecting No
  • Account Balance Required - Select Yes if you want to require a minimum account balance before a customer can get the benefits of the price group. If you select Yes, enter the Minimum Balance required.
  • Apply to Roles - Select one or more user Roles to automatically apply special pricing for this price group to those roles
  • Apply to Users - Select one or more Users to automatically apply special pricing for this price group to those users
  • Aircraft Rate Type - Select the Aircraft Rate Type to use for this price group
  • Instruction Discount - To offer a discount on all sales with the Service Type of Instruction, enter the percentage here
  • Product Discount - To offer a discount on all sales with the Product Type of Product, enter the percentage here

Set up Memberships

Members can update their own payment information and see the status of their memberships. Memberships are a way to:

  • Attempt collecting payments on an automatic schedule - monthly, annually or every ___ days.
  • Offer members special aircraft rates, instruction discounts, product discounts and special role/permission privileges.
  • Automatically demote the role or deactivate members who cancel their subscription or go past due.

To set up a new Membership, go to Settings > Billing & POS > Memberships & Price Groups > Add New > Membership


  • Name - brief and concise like "Gold Membership" or "Silver"
  • Active - You can have a new membership start out as inactive by selecting No
  • Sales Description - Provide a longer description to potential memberships up to approximately 200 words
  • Selling Price - The amount that will be automatically billed according to the membership schedule
  • Renews Every - The membership schedule for billing, which can be according to number of Day(s) or Month(s)
  • Account - The account for categorizing your sales activity for this membership
  • Tax - The tax rate to apply to the membership pricing
  • QuickBooks Item - Enter two or more characters to connect the membership billing to Quickbooks
  • Aircraft Rate Type - Select the Aircraft Rate Type to use for this membership
  • Instruction Discount - To offer a discount on all sales with the Service Type of Instruction, enter the percentage here
  • Product Discount - To offer a discount on all sales with the Product Type of Product, enter the percentage here
  • Activate Member - When assigning a membership to a customer, Yes automatically makes the person an active member in the membership group
  • Assign to Role - When assigning a membership to a customer, the selected role is automatically assigned to the person's account

Once you have set up the memberships, you can sell them as subscriptions to collect payments on a recurring basis.

Set up Taxes


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Taxes you've defined in the settings section can be selected for each Product & Service you create. If a tax is selected for a product or service, the tax will be automatically applied when the item is added to the invoice. Taxes can also be selected manually for any items added to an invoice.

You can create taxes on the fly while setting up Products & Services. To manage taxes, go to Settings > Billing & POS > Taxes

Track Fuel Reimbursements


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First, you'll need to make sure Fuel Reimbursements tracking is turned on:
  1. Sign in and go to Settings > Billing & POS > Edit Billing Preferences
  2. Check the box for "Track Fuel Reimbursements" (see image below)
  3. Select the Account for Fuel Reimbursements

Once this feature is active, you have two ways of issuing fuel reimbursements.

From a standard invoice, click "Add Item" and  you'll see a "Fuel Reim" tab on the point of sale, This will allow you to deduct the reimbursed amount from the invoice total. (see image below)



You can also issue a remimbursement after the filight has already been billed. On the Billing History Screen, Click on "Add New" and select "Fuel reimbursment". This will allow you to reimbusse the customer with cash or check or put the reimbursement on their account. (See images below)


 

Each Fuel Reimbursement that's recorded is tagged with a specific aircraft. This makes it easy to filter and total by Aircraft using the Fuel Reimbursements report.

Sell Subscriptions

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Prerequisite: Make sure your memberships are set up the way you'd like.
        

Subscriptions allow you to automatically bill for memberships on a recurring basis. You add and manage subscriptions by member. You can also indicate how subscriptions handle past due or cancelled memberships.

Add a Subscription

To set up a new Subscription, go to Billing > Subscriptions > New Subscription


  • Select the Member.
  • Select the Membership from the drop down list.
  • Select whether to start the subscription and collect payment immediately OR start subscription, but don't collect first payment until later.
  • For an immediate payment collection, if the member has a payment method on file, select it. Add new Credit Card is also an option. For a new card, enter the Card Information and Billing Information.
  • For a membership for which you will collect payment later, enter the First Payment Date. You can leave the Payment Method as none for now or Add new Credit Card Information. If you leave it as none, the subscription will move to a Past Due Status when it renews unless valid payment information has been entered for the member before then.

    Manage Subscriptions

    Use the filter options at the top of the Subscriptions page to narrow down the list of subscribers. You can search for a specific member, see members by membership type, or see members by subscription status.

    The Actions button next to each subscriber's name and subscription details allow you to view, retry, update payment method, or cancel a member's subscription.

    Manage Subscription Settings

    Subscription settings indicate how past due or cancelled memberships are handled.

    To manage subscription settings, go to Billing > Subscriptions > Settings


    If you want to inactivate members when their subscriptions are past due, select Yes next to Inactivate Member. This does not apply for users with a role of administrator. To automatically assign a member with a past due subscription to a new role, select the role from the Assign to Role drop down list.

    If you want to inactivate members when their subscriptions have been cancelled, select Yes next to Inactivate Member. This does not apply for users with a role of administrator. To automatically assign a member with a cancelled subscription to a new role, select the role from the Assign to Role drop down list.

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