Adding Fuel Reimbursements


There are two ways to reimburse for fuel. Immediately after a flight as part of the invoicing process or as a standalone reimbursement if the flight has already been billed.  

Issuing a Fuel Reimbursement with a New Sale

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, search and select customer, select +Add Item.
  2. Select the Fuel Reimbursement tab.
    Screenshot 2024-04-24 at 2.18.25 PM.png
  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.

Adding a Standalone Fuel Reimbursement

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, search and select the Customer.
    Screenshot 2024-04-24 at 2.20.13 PM.png
  5. Change the Location, if needed.
  6. Select the Aircraft.
  7. Enter the Fuel Reimbursement as a negative amount.
  8. Enter an internal Note, if desired.
  9. Select Save.
  10. You can also enter a Customer Message, if desired.
  11. Select Reimburse.
  12. Select whether to issue a Check, put the money on the user's Account, or issue a Wire.
  13. Select Complete Reimbursement.

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

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