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, 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.

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, 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.