Air Jihlava Service

Flight Office description, instruction manuals, help - Accounts

Accounts

are a part of the application, which enables you to record cards of people, airplanes, organisations and others. On each card it is possible to enter very detailed all needed information from basic data past flight hours and individual tariffs for free boxes for needed notes. Founding of needd accounts of pilots and airplanes is necessary for administrative works with main books. Each financial movement is connected to accounts of payers and receivers etc., because on each card you can write information needed for paying expenses as well as receiving rewards.

People account

Each card contains a possibility of entering of extensive information; some of them interfere in many other parts of the program. All data are divided into tabs according to their type (and then into fields according to further specifications).

Compulsory items, which must be filled in, or the application would not allow founding of an account:

- index - number matched to the person, the application automatically chooses the smallest available, but it can be changed according to your will, more people can have the same index. It is good for faster searching of people, e.g. during adding pilots in flight records.

- surname - fill in.

These two items are enough for the application to save the card and record the person, but for other movements it is usually necessary to fill in also other data (user can see by himself, which ones he needs and which one does not).

Other items (optional for founding of an account):

Headling

- name - fill in.

- title - fill in.

- sign "Do not check account balance" - if ticked, the application will not show warnings about negative state of this account.

- sign "Do not check qualifications" - if ticked, the application will not show warnings about expired qualifications.

tab "Basic items" - it keeps records about personal data, fill in according to your needs.

- identification - fill in according to your needs.

- contact - fill in according to your needs. There written e-mail address it will be possible to send an e-mail - from his card or from filtered list of people (for all of them the same text - e.g. about some event - or to each of them their present account state).

- start and finish - fill in a date, when the account was founded and a date, when it will be finished. It is possible to prove it by entering of a document.

- occupation - fill in according to your needs. Optional.

- address - fill in according to your needs. Optional.

- password - if you use a function "Multi-user access", it is possible to match a password to persons account and he will be able to log in the application. In "Settings - Users" you can set rights for users with a password (from possibility to look at state of his account to complete editing of a whole application).

tab "Account" - it keeps records about financial state and working duties.

- opening balance - opening balance of a financial account of this person (e.g. when you transit from another application) on the beginning of the first founded period.

- current balance - the application counts it using opening balance, payments for flights and other financial movements always after actualisation of money from offer of people cards or straight on the card.

- sign "Pay in advance"- if ticked, record in logbook will be preset by this sign in the way, that it will be recorded as a financial document used for counting of tax from flight for members fo club (and counted to the VAT). It means, that this person pays his aerial works by giving a deposit for training. If it is not ticked, it means, that he pays for flights by taxation document and the flight will not be filed to additional VAT taxation.

- types of registration - it allows you to add types of evidencí and then choose them by ticking the checkbox by particular people. Each person can have more evidencí ticked.

- sign "Registered" - by ticking/not ticking this sign you can divide people in two groups (e.g. member of the club/not member) and then e.g. send a message only to people with this sign ticked.

- working duty - it records, how many worked hours recorded person must work, how many remain…

personal tariff - choose from the list of tariffs created in lists, which tariff should be used for counting rewards etc.
annual duty - it shows according to tariff, how many hours shall this person work per a one year.
to do, done, pay out, debit - it shows demanded and worked number of hours in a period, hours to be paid and debit from the last period.

tab "Tariffs" - it enables choosing and entering of tariffs for a concrete work of a recorded person and routing payments to particular accounts.

- flight tariff - it enables you to enter on the card type of tariff, which this person will fly for. This type of tariff will be offered during recording of a flight of this person into the logbook.

- paying account - it is necessary to fill there an account, which flights of this person will be paid. In most of cases it is the same account, as the one you fill it on. But it also enables to found one account (e.g. for participant of commercial training on airplanes), that money for flown hours will be taken from.

- para tariffs - it enables you to set type of tariff for doing para drops recorded in para book- Choose by ticking, if you want to use one of flight tariffs or para price list, then choose concrete tariff/price list from the offer.

- instructor/tow pilot remuneration… etc. - it enables choosing of particular account, on which should payment for concrete aerial works should be sent (To account - money will be sent on account of this pilot, if he was chosen as the 1^st or 2^nd pilot; To airplane - reward for pilot will be sent to the account of used machine).

- flight tariffs for particular airplanes - it enables to create concrete tariff on concrete airplane for this person. If you create time-limited tariff in lists for this airplane and fill it in, this tariff will be filled in automatically during founding of the record. Example: Concrete pilot AB orders 20 hours on airplane OK-XYZ for 4000,-Kč per and hour with validity for 6 months. On card of airplane OK-XYZ we create a tariff e.g. "Package AB" with price 145 €. In other accounts we will create an account "Package AB", where we will put 2900 €. In account of the pilot in tab "Tariffs" we will add tariff "Flight tariff for particular airplane" with parameters "Aircraft registration = OK-XYZ, Tariff = "Package AB", Date to = e.g. 31. 11. 2014". Other items will be filled in according to used tariff. If this person uses the plane, where he has got paid this package, tariff of the package will be used. The application also controls expire of the package and state of the account, which pays for this ordered package.

tab "Qualifications" - it keeps records of pilots qualifications.

- licences and ratings - it enables you to enter types of licences from lists and complete them with a number and expire date. When you want to add a licence, the application will open a new window, which contains:

type of licence - fill in.
number of licence - fill in.
validity - write there a date or choose it in an offered calendar. The application will let you know, when validity of this licence ends (if it is not ticked sign "Do not check licences").
note - possibility of text note.
qualifications - it is possible to add as many related qualifications to the licence as needed. When you want to add a qualification, the application will open a new window, which contains:
type of qualification - choose from offered options. They can be created in "Lists - People - Qualifications".
valid to - if you tick this sign next to the box, this qualification will be time-limited, if you do not tick it, it will be considered to be qualification with not-limited validity. Into the box you can write the date or choose it in offered calendar.
note - possibility of text note.
exercise restriction - it can be edited in lists by founding of qualification. Possibility of using of the qualification can be limited - according to PART-FCL not only by date, but (with or without time limit) also e. g. by number of flights (e.g. glider tow - restriction of right to use the qualification, if he did not do more than 5 flights of this kind in last 24 months).

- other ratings - it enables you to enter other qualifications, which are not connected to any pilot licence. When you want to add a qualification, the application will open a new window, which contains:

type of qualification - choose from offered options. Types of qualifications can be created in "Lists - People - Qualification".
valid to - if you tick this sign next to the box, this qualification will be time-limited, if you do not tick it, it will be considered to be qualification with not-limited validity. Into the box you can write the date or choose it in offered calendar.
note - possibility of text note.
exercise restriction - it can be edited in lists by founding of qualification. Possibility of using of the qualification can be limited - according to PART-FCL not only by date, but (with or without time limit) also e. g. by number of flights (e.g. glider tow - restriction of right to use the qualification, if he did not do more than 5 flights of this kind in last 24 months).

- unions/expertness - dividing people according to activities, which they pursue (e.g. for aeroclubs - glider pilot, engine mechanic…). Choose from offered options. Types of qualifications can be created in "Lists - People - Expertness".

tab "Flight hours" - if you insert a new person will a zero flight hours, you do not need to fill this tab. Items about flight hours will be completed automatically by starting "Actualisation of flight hours" in people accounts. When you want to add a new flight hours, this window will be shown:

- kind of airplane - choose from the offer. Kinds of airplanes can be founded in "Lists - Airplanes - Kind of aircraft".

- solo - this time is automatically counted according to flight hours on particular types. You can enter number of landings.

- co-pilot - this time is automatically counted according to flight hours on particular types. You can enter number of landings.

- duo - this time is automatically counted according to flight hours on particular types.

- landings - you can enter there number of landings.

- total - it show counted time of total flight hours of the pilot on concrete kind of airplane.

- flight hours on particular types - it enables you to edit, how many hours the pilot flew with concrete machine. When you want to add a new record, the application shows a new window containing:

type of aircraft - choose. Type of aircraft can be founded in "Lists-Aircraft-Type of aircraft".
solo time - enter solo time flown on chosen machine by this pilot.
co-pilot time - enter time flown by this pilot as a co-pilot on a chosen airplane.
dual time - enter time flown by this pilot in this way.
last flight date - enter by keyboard or choose from the calendar.

- instructor - enter number of landings and number of flight hours on chosen machine.

- instruments - enter number of landings and number of flight hours on chosen machine.

- aerobatics - enter number of landings and number of flight hours on chosen machine.

- IFR - enter number of landings and number of flight hours on chosen machine.

- night - enter number of landings and number of flight hours on chosen machine.

- flight hours by particular airplanes - shows pilots flight hours on concrete machines according to data in logbooks.

tab "Others"

- para - you can enter type of parachute used by this pilot into a box "Parachute" (types of parachutes can be founded in lists). If you fill some type of parachute to this person in the card of paradrop, but not in person's card yet, it will be automatically filled in pilot's card too. tab "Assigned accounts"

- assigned accounts - to this list you can add any of other accounts, which the owner of this one has any relationship to. When you add an account, its basic parameters will be shown. When owner of this account signs in the application or in Flight Office ONLINE, he will have a possibility to show not only his account, but also data about all his assigned accounts. Examples of using:

assigning of person account - e.g. account of a family member, who has got his flights paid by this person.
assigning of airplane account - e.g. he can get information about airplane, which he own.
assigning of organisation account - e.g. information about state of company's account, which he pays flights from.
assigning of other account - e.g. information about account with a package for flights (see upper "Flight tariffs for particular airplanes").

- tab "Note" - it enables you to enter a text note according to your will in a similar way as in Notepad on your computer with Windows.

- tab "Flight Office Online" - it enables setting of access on ONLINE. By ticking a sign "Allow access" and writing a login name for concrete person, you allow this user to show ONLINE. If you tick "Calendar administration", you will allow him editing of calendar - he will be allowed to add reservations for other recorded people, confirm other people's reservations etc.

tab "Attachments" - it shows files of any format attached to card of person using an icon "Attach file" on the upper toolbar. These files are not moved to ONLINE, but they are part of backup file.

Print- it allows making output from databases for printing, more concrete these types:

- Accounts balance - it prepares for printing list of financial state of chose (filtered) accounts).

- Address cards - it prepares for printing list of all people and their addresses.

- Personal cards - it prepares for printing card of person, which is now ticked in the list.

- Flight hours summary - it prepares for printing name list of flight hours in a period, which you can choose after choosing of this type of printing.

- Overview of licences and qualifications - it prepares for printing name list of licences and qualifications of shown (filtered) people including date of expire.

- Working duty - it prepares for printing name list of hours, which should be/were/etc. worked.

- Account activity - detailed - it offers choice of date and then it prepares for printing detailed time list of activities of accounts of all recorded people in chosen period.

- Account activity - detailed - landscape - it offers choice of date and then it prepares for printing a detailed time list od activity of all recorded people accounts in chosen period in landscape format.

- Account activity - summary - it offers choice of date and then it prepares for printing list of movement on accounts in chosen period (only list of people and initial and present state of their account with expenses/incomes).

Filters - an icon "Filter" on the upper toolbar (next to Print) enables filtering of shown people cards according to accessible data. If you press that icon, it will show a list of signs. When you tick the ones you need, it will show only accounts with relevant data. Always, when you tick some sign, you can also choose a concrete item from a shown list (e.g. sign Qualification, data "ICAO English Level 5"). If you tick sign "Negation" next to chosen data, it will show accounts, which do not have this characteristic. If any filter is being used, the icon gets red.

Account activity - it enables detailed showing of financial movements on accounts of particular people. It is only a list and it cannot be edited there anyhow.

- date from/to - after choosing of a time period, it will show only records from this period.

- sign "Include zero items" - it shows also records, where was only zero amount transferred.

- sign "Only without invoice" - it shows only records, which the invoice has not been written for yet.

- issue invoice - an invoice for chosen financial movements will be prepared (see help "Financial records"

- box "Financial movements" - it shows expenses/incomes followed from documents of financial records.

- box "Stock movements " - it show expenses/incomes followed from stock records.

- box "Flights" - it show expenses/incomes followed from flights entered into some of logbooks.

- box "Para jumps" - it show expenses/incomes followed from para jumps entered into Para book.

Logbook - it makes a set of logbook of chosen accounts. It is possible to choose a set of the logbook detailed or accumulated (flights made in a one day on the same place will be put into one line) according to rules for leading of logbook according to JAR.

E-mail- it is possible to send an e-mail right from the application to people chosen from the list on the e-mail written in person's card in an item "E-mail". The application offers filters to help you with choosing. You can send the same text to all chosen people or a present state of an account (account activity, pilot logbook, qualifications). You can choose from the possibilities in sending of the e-mail:

- a text with attachments - it will send a text and chosen attachments, which will be different for each person - the application will create a different message for each person and will send them their own data.

- a text without attachments - it will send written text, the same message for all people.

Attachments can be chosen by ticking of sings (e.g. account activity or licences and qualifications).

For chosen attachments choose dates next to the signs (the application will send only data from this period).

Text and subject can be filled according to your will. Subject can be changed after ticking off a sign "Use the pre-set one", in other way pre-set subject will be filled in automatically.

Airplanes accounts

Compulsory items, which must be filled in, or the application would not allow founding of an account:

- aircraft registration - (it also works as an index), fill in an aircraft registration of the airplane.

- type - fill in a type from founded list of types (you can found needed type by pressing a small icon next to the box "Type" or in "Lists - Types of aircraft"). During filling in a type, you need to enter name of a type; then you choose a kind from the list of founded list of kinds; number of engines; and you decide, if the application is supposed to watch cycles.

These two items are enough for the application to save the card and record the airplane, but for other movements it is usually necessary to fill in also other data (user can see by himself, which ones he needs and which one does not).

- Other items (optional for founding of an account):

Headling

- type specification - you can write there further specification of technical type of the airplane (it cannot be filled so concretely in type, because in pilot's flight hours would be accumulated types of airplane, although it would be still the same). So e.g. in type fill I Cessna 152, in type specification F172J.

- sign "Do not check account balance" - if you tick this sign, the application will not warn you about negative state of an account.

- sign "Do not check limitations" - if you tick this sign, the application will not warn you about expired limitations.

tab "Basic items" - fill in items about the airplane according to your needs.

- lessor - fill in, if the plane is leasehold.

- leasing type - it enables you to fill in type of a lease (it is part of record of a lessor and preset king is offered, when you create records in logbook). It means, that you e.g. have an airplane owned by AeČR. At lessor AeČR you will found e.g. kind of lease "Z-142,42 basic " (you will fill it to the plane, which you fly almost sport with) and "Z-142,42 commercialism" (you could change it in a logbook record, if you flew a commercial flight).

- relationship - choose your contract relationship to the plane.

- actualize own documentation - tick off, if it should not be done (if there is a relationship owner and lessee, it is ticked automatically and it cannot be deleted).

- start and finish - date of beginning and end of working the airplane for your needs.

- owner, operator, maintenance - you can fill in the needed information.

- sign "To whom send report from CAMO" - tick, whom should the report be sent (report from CAMO = information sent to a chosen subjects, showing results of control of limits made after pushing a button "Complete check" in an airplane card.

- opening balance - fill in an opening balance of an account, if there is any.

- current balance - shows a counted current balance of an account.

- payment acc. - there you can fill an aircraft registration (index) of an airplane, which you are just editing - then all payments for flights with this airplane will be moved to an account of this airplane. You can also found an account in other accounts, e.g. "Reserve fund for gliders", fill this account in box we are just speaking about in all gliders cards and all payments will be transferred there. It depends on your way of recording of these movements.

- op. charges - fill in an account, which will the operating charges be paid from (e.g. time in CTR etc.).

- serial numbers - airframe, engine, propeller. It serves as data into set of handover reports.

- serial numbers - right wing, 2^nd engine" - fill in according to your needs. Optional.

- serial numbers note - place for text note to serial numbers.

- watch cycles - a sign enabling a choice to watch number of starting of turbine engines. This choice will enable you to fill these cycles into record in a logbook. Into a box "Number of cycles", which is right under a box "Number of landings", there will be preset a filled in number of landings and this item can be then changed according to reality.

tab "Tariffs" - it enables you to fill in concrete tariffs for a flight hour, start, tow, engine hour and so. You can fill only things, which you use.

- flight tariffs - possibility of filling in particular types of tariffs and to match them to the airplane. The application will then according to them be able to count prices of particular flights. Each tariff has got very variable settings. When you want to add a new tariff, this window will be opened:

type - name of the tariff.
basic items, Instructor, Remunerations, Examiner - fill in according to individual needs of a company.
note - possibility of a text note.

- para price list - for para dropping airplanes you can use para tariffs, which are described by figures needed for counting of price of this works. When you want to enter a new price list, this window will be opened:

tariff type - choice from already founded tariffs.
para pilot contribution - percentage.
para operational charge - choose.
prices by heights - you can create price list and then use it.
note - entering of text note.

tab "Aerodrome charges" - entering of charges paid for particular services on a concrete aerodrome.

- aerodrome - choose an aerodrome from offered before founded ones (or create a new one).

- per minute in CTR/per full stop/per touch and go/per low pass - charges for these things.

- note - entering of an text note.

tab "Aerobatics" - it enables you to record basic parameters for records of aerobatics and coefficients for counting of increasing in flight hours of engine and propeller from aerobatics works.

- aerobatics coefficient - engine

validity to
coefficient - value in % (e.g. 30)
from aerobatics - if ticked, the application counts the increasing from time only of aerobatics, if not, it is counted from time of a whole flight.

- aerobatics coefficient - propeller

validity to
coefficient - value in % (e.g. 30)
from aerobatics - if ticked, the application counts the increasing from time only of aerobatics, if not, it is counted from time of a whole flight.

tab "Initial states" - entering of flights hours of parts of an airplane to the date of putting the plane into the application. List of initial flight hours of the airplane - you can enter name of flight hours (e.g. airframe), order of the record, type of item (hours, starts), initial value (state at the beginning of a period), categorization. Tick "Multiply by aerobatics coefficient" for parts of airplane, which must have their flight hours multiplied by this coefficient (that means engine and propeller). If you tick "Display in logbook", this value will be shown in it - tick only one start value and one hour value.

tab "Aggregates, service, limitations" - it enables you to enter date, start or hourly restricted data about the airplane (aggregates, controls, validity of documentations etc.). Their validity can be controlled on the airplane card by pushing the button Complete check (expired have a red colour) or by a button Limitation check in a window of airplanes list. When you want to enter a new aggregate or limitation, this window will open:

- limitation name

- kind - which part of the plane the limitation is about.

- sign "Accomplished" - if you tick it, limitation will be considered for solved, it will get grey and the application will record it only as an archive record.

- entry/accomplished date - fill in.

- aggregate - fill in the information about limited aggregate.

- limitation - date, number of landings, hours or cycles, when the limitation must be solved (control of the machine etc.).

- alert in advance - it is possible to set, how long before expire date should the application warn you.

tab "Consumption" - values for counting or consumption tax in stock records.

- supply type - e.g. oil and fuel.

- amount - how much of this supply was used on this machine this year.

- average consumption - used for other counts.

tab "Flight hours" - shows number of flight hours in each year, when the airplane was recorded.

tab "Flight Office Online" - if you tick a sign "Available for reservations", it will be possible to reserve a flight with this airplane on ONLINE. If you tick a sign "Zobrazovat organizacím", it will be visible on ONLINE for organisations.

tab "Attachments" - it enables you to add files according to your needs and will.

Other possibilities of administration and output:

Account activity - it enables detailed display of financial movements on accounts of particular airplanes. It is only a list, which cannot be edited.