Use Guide for Billing Hub


This article explains how to work add funds or make a payment online for users with the right access.

 It also explains how to use the following Billing Hub features in Flight Schedule Pro:

  1. Add an invoice to a reservation
  2. Adjust account balance
  3. Work with sales (products & services, multiple invoices, adding account funds, and issuing fuel reimbursements with a sale; paying by account)
  4. Add a fuel reimbursement
  5. Generate a statement
  6. Sell subscriptions
  7. Manage subscriptions and subscription settings

Adding Funds to Account or Making a Payment Online

(Back to Top)

Prerequisite: Your company must allow online payments, and you must have a permission level that includes "view my own balance."

If account payments have been activated for the company, and if you have permission, your dashboard will display your current Account Balance and allow you to add funds or make a payment.

 

To add funds or make a payment:

  1. Select Home from the left-hand menu.
  2. Select Add Funds or Make a Payment.
  3. Select one of the predefined payment amounts or enter your own amount.
  4. Select a stored card or enter new credit card information and your billing postal code.
  5. Check the Save this card for future use box, if desired.
  6. On the confirmation window, select Pay.
  7. You can Print or Email the receipt.

Adding an Invoice to a Reservation

(Back to Top)

To add an invoice to a reservation:

  1. Open the reservation.
  2. Select Add Invoice.

    The New Sale screen is prefilled with the details associated with the reservation. If the reservation is for a person in a group, the Customer name prefills as the Group Owner for billing if the selected activity type for the reservation matches a selected activity type in the group settings. You can change the customer if the group owner should not be billed for this invoice.  

  3. Select Pay to complete the payment.

Adjusting an Account Balance

(Back to Top)

Important: This procedure is intended to configure a customer's beginning balance, not to pay off invoices or add money to the customer's account. 

To make adjustments to the user's account balance:

  1. Open the user's profile.
  2. Select Adjust balance next to the current Balance amount.

  3. On the Adjust Balance window, enter the customer's beginning Actual Balance.

  4. Enter a Note about the balance, if desired.
  5. Select Save.

 

Working with Sales

(Back to Top)

In addition to adding an invoice to a reservation, you can create a new sale from a user's profile or receive a payment for outstanding purchases. From the New Sale screen, you can add products & services, pay multiple invoices, add money to the account, and/or issue a fuel reimbursement with a sale. This section also describes how to complete the payment for a sale.

Adding a New Sale

(Back to Top)

You can generate a new sale from the user's profile screen.

To generate a new sale:

  1. Open the user's profile.
  2. Select Transactions.
  3. From the Actions button, select New Sale.

    The New Sale screen is prefilled with the customer name and the current date.
  4. You can add products & services, pay multiple invoices, add funds to the account, or add a fuel reimbursement to this sale.
  5. Select Pay to complete the payment.

Receiving a Payment

(Back to Top)

The Billing screen allows you to search for users by payment status. For invoices that have been billed, but not paid, you can receive a payment.

To receive a payment:

  1. Select Billing from the left navigation area.
  2. Locate the user.
  3. Select the Actions button to the right of the user's information.
  4. Select Receive Payment.

    The New Sale screen is prefilled with the customer name, the current date and the location, as well as the flight and rate information associated with the outstanding invoice.
  5. You can add products & services, pay multiple invoices, add funds to the account, or add a fuel reimbursement to this sale.
  6. Select Pay to complete the payment.

Adding Products & Services to a New Sale

(Back to Top)

To add one or more products & services to a new sale:

  1. From the New Sale screen, select +Add Item.
    The Products & Services tab is open by default when you add an item.

  2. Start typing the name of the product/equipment (i.e., headsets) or service (i.e., flight instruction) you want to add to the sale.
  3. Select the matching item to add it to the sale.
  4. Once you have added all items to the sale, select Pay to complete the payment.

Paying Multiple Invoices in a New Sale

(Back to Top)

To pay one or more additional outstanding invoices with a new sale:

  1. From the New Sale screen, select +Add Item.
  2. Select the Invoices tab. The number next to Invoice shows how many open invoices the selected customer has outstanding.

  3. Check the box(es) next to the invoice(s) you want to pay with this sale.
  4. Select Add.
  5. Once you have added all items to the sale, select Pay to complete the payment..

Adding Account Balances in a New Sale

(Back to Top)

Account balances can be used to purchase any product or service.

To add account funds with a new sale:

  1. From the New Sale screen, select +Add Item.
  2. Select the Account tab.

  3. Select the Account Payment type from the drop down list.
  4. Enter the Price (or amount of the sale).
  5. If the selected Account Payment type includes an additional credit (such as when offering a discount for certain amounts purchased), the Credit amount is displayed.
  6. Enter a Note, if desired.
  7. Select Add Item.
  8. Once you have added all items to the sale, select Pay to complete the payment.

Issuing a Fuel Reimbursement with a New Sale

(Back to Top)

A fuel reimbursement allows you to deduct a reimbursed amount from an invoice total.

To add a fuel reimbursement to a new sale:

  1. From the New Sale screen, select +Add Item.
  2. Select the Fuel Reimbursement tab.

  3. Select the Aircraft from the drop down list.
  4. Enter the Fuel Reimbursement as a negative amount.
  5. Enter a Note, if desired.
  6. Select Add Item.
  7. Once you have added all items to the sale, select Pay to complete the payment.

Completing Payment for a New Sale

(Back to Top)

When completing a new sale, there are several options for payment methods:

  • CC (Key/Stored) - If credit card information is stored for this customer, you can select the stored payment method. Otherwise, enter the credit card details and indicate whether to save the information for future payments.
  • CC (Swipe) - If you have a credit card swiper service, you can simply swipe the credit card.
  • Check - Enter the amount and a Note.
  • Account - When you select Account as the payment method, the user's current account balance is prefilled in the Account amount. You can enter the entire sale amount to create a negative account balance.
  • Wire - Enter the amount and a Note.

Once you have selected the payment method, select Complete the Sale.

On the Payment Confirmation screen, you can print the receipt or send it via email.

Adding a Separate Fuel Reimbursement

(Back to Top)

To create a fuel reimbursement to refund money to a user:

  1. Select Billing from the left navigation area.
  2. Select the Actions button.
  3. Select Add Fuel Reimbursement.
  4. On the Reimburse Customer screen, select the Customer.

  5. Change the Date, if desired.
  6. Select the Location.
  7. Select the Aircraft.
  8. Enter the Fuel Reimbursement as a negative amount.
  9. Enter an internal Note, if desired.
  10. Select Save.
  11. You can also enter a Customer Message, if desired.
  12. Select Reimburse.
  13. Select whether to issue a Check, put the money on the user's Account, or issue a Wire.
  14. Select Complete Reimbursement.

Since reimbursements are tagged with specific aircraft, it's easy to filter and total by Aircraft on the Fuel Reimbursements report.

Generating a Statement

(Back to Top)

To generate a statement:

  1. Select Billing from the left navigation area.
  2. Select the Actions button.
  3. Select Generate Statement.
  4. On the Generate Statement window, select the Customer.
  5. Select the Date Range for sales from the drop down list. Or enter the From and To dates to define the range.
  6. Enter the Email address for where to send the statement.
  7. Select Send Statement.

Selling Subscriptions

(Back to Top)

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.

Adding a Subscription

(Back to Top)

To set up a new Subscription:

  1. Go to Billing >Subscriptions > New Subscription.
  2. Select the Customer.
  3. Select the Membership from the drop down list.
  4. Select whether to start the subscription and collect payment immediately OR start subscription, but don't collect first payment until later.
  5. 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.
  6. 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.
  7. Select Save.

 

Manage Subscriptions

(Back to Top)

To set up a new Subscription:

  1. Use the filter options at the top of the Billing>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.
  2. The Actions button next to each subscriber's name and subscription details allow you to view, retry, update payment method, reactivate or cancel a member's subscription.

 

Manage Subscription Settings

(Back to Top)

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

To manage subscription settings:

  1. Go to Billing > Subscriptions > Settings.

  2. 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.
  3. To automatically assign a member with a past due subscription a new role, select the role from the Assign to Role drop down list.
  4. If you want to inactivate members when their subscriptions have been cancelled, select Yes next to Inactivate Member. This odes not apply for users with a role of administrator.
  5. To automatically assign a member with a cancelled subscription to a new role, select the role from the Assign to Role drop down list.

Want help from our support team?

Click Here to Open a Ticket


Feedback and Knowledge Base