Roles that can access Finance > Settings and make modifications are: 

  • Account Admin
  • Operations Manager
  • Finance Manager
  • Finance Agent 

CONFIGURATION

Invoice Overdue Warning Days: The # of days that determines an unpaid invoice to be a warning item in the Trip Snapshot & Tools > Account section and the Account Aging Report

Invoice Overdue Critical Days: The # of days that determines an unpaid invoice to be a critical item in the Trip Snapshot & Tools > Account section and the Account Aging Report  

Notify when Warning: Based on the Invoice Overdue Warning Days setting, the personnel set and/or personnel within the Group set receive an email notification when the invoice meets the days set.

Notify when Critical: Based on the Invoice Overdue Critical Days setting, the personnel set and/or personnel within the Group set receive an email notification when the invoice meets the days set.

Billing Expense Status Options: Only the expenses in the statuses selected here will be available as billable expenses. If blank, ALL billable expenses will be available. Examples: submitted, approved, open.

Edit Submitted Expense: If set to Yes, any user that can access the submitted expense can modify the expense while it's in the submitted status. Those users would be the owner that created the expense or if they have the following roles that allow access to all expenses, Account Admin, Operations Manager, Finance Manager and Finance Agent.

Edit Approved Expense: if set to Yes, any user that can access the approved expense can modify the expense while it's in the approved status. Those users would be the owner that created the expense or if they have the following roles that allow access to all expenses, Account Admin, Operations Manager, Finance Manager and Finance Agent.

COMPANY EXPENSE RULES

Expense rules are created as a form of checks and balances for those creating expense reports. If the submitter “breaks the rule,” a customized message will pop up, providing more information about the rule. 

Rules can be created as informational, warnings, or critical messages. Depending on the Hard Stop Submission Settings, the submitter may or may not be able to proceed with the expense. Company expense rules are used for general, non-aircraft specific expenses.

In this example, the user creating the expense will see a warning that contract fuel from the vendor ABC Contract Fueler, and payed with direct bill, is never reimbursable.

Here are the Auto Approval and Hard Stop options defined: 

Auto-Approval: If enabled, expense reports where none of the expenses flag based on validation rules will automatically be approved.
Hard Stop Submission: If there are conflicts on the expense report (warnings or critical items), enabling this will allow the user to continue with the submission, but must document the reason for overriding the rule.
Submission Option: Warning allows the users to submit expenses, but must document an override reason for both warning and critical items. If Critical is selected, then both Warning and Critical items can be submitted but only critical items will require an override reason. Expense reports will then continue through the normal approval process.
Report Type Selection: When set to enabled, all new expense reports default to reimbursable with the option to change as the user is creating the report.

When the setting is disabled, the Reimbursable option is not present. Reimbursable expense can still be added to the report.

CARD TYPES

Company, aircraft and personnel credit cards are utilized to document payments on expenses while customer credit cards are used to document payments on invoices. Add credit cards to personnel, accounts, contacts and aircraft. Before doing so, create the various card types the organization uses.

CURRENCY MANAGEMENT

This functionality allows an operation to setup their base currency and various conversion rates for other currencies. The conversion rates are the responsibility of the operation to manage as needed. The conversion rates can be applied to quotes, expenses and invoices. Find out more in this guide

EXPENSE CATEGORIES 

Expense categories should be determined before setting up policies and rules. The defined expense categories are the categories available to designate on an expense entry.

Active: Whether the expense is active or inactive. If active it's in the drop down for use, if inactive, it's not an available selection
Show on Reconciliation: An available designation that can dictate whether the expense category displays on custom reports.
Name: Expense name. This is what is seen in the drop down and on report.
Cost Code: A company defined code that relates to codes in companies account software or for reporting in Avianis.
Type: Defining whether the expense remains the same (fixed) or can change (variable).
Quickbooks Account (if applicable): Associate Avianis expense categories to Quickbooks Chart of Accounts.
Description: Elaborate the details of the expense category
Additional Cost Codes: Setup multiple GL codes per expense category based on trip type. Once a trip type is assigned to a cost code, it cannot be used again for another cost code. This has no functionality tied to it. Its solely used for reporting purposes. 

Additional Fields: Add multiple additional fields for additional data (optional) to be captured when an expense is entered (e.g. number of hotel nights, attendees, meal type, etc). Make the fields required or not and sort by clicking the arrows up or down. 

In this example, the expense category Crew Meals (Food) contains two additional fields when the user creates an expense with this type. The user is required to input
Who had a crew meal and the number of meals purchased. 

Here is the example from the user's perspective creating a Crew Meals (Food) expense. 

LINE ITEM TYPES

Line item types are utilized within invoices and allow users to designate the specific product/service for each invoice line item. This setup is used for categorizing line items within an invoice which can lead to reports and the Quickbooks Online integration. 

Name: Line Item name in drop down within invoice.
Code: A company defined code that relates to codes in companies account software or for reporting in Avianis.
Active: Select whether the line item type is active.
Show on Reconciliation: An available designation that can dictate whether the expense category displays on custom reports. 

TAX RATES 

The tax rate section permits the operation to create numerous tax rates. For example, Cargo, Passenger FET, VAT, Special State Tax, etc. The rates can be applied to quote flight charges, quote line items and invoice line items. One default must be designated. Specifics can be found at Multi-Tax Rate Setup, Management and Use.

Ref: F-F08

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