Aircraft Management Overview

The Customer Aircraft Management and Leaseback option of the MyFBO.com software provides many benefits for both your FBO and its customers.  

For your FBO, this option:

• Includes customer aircraft in your maintenance tracking and planning activities. This creates the opportunity for your FBO to provide additional maintenance services.
• Tracks Hobbs time in three categories: that flown by your FBO's other customers, time used in maintenance, and time used by the aircraft owners/associates.
• Records your financial arrangements with each aircraft owner, whether for leaseback or simply tie down and hangar fees.  When a partnership owns an aircraft, this data is maintained for each partner.
• Performs nearly all of your leaseback accounting using the information above to calculate amounts due to and from each aircraft owner or partner.

For aircraft owners, this option:

• Provides complete information about aircraft utilization and maintenance.  For aircraft that are leased to the FBO, this includes reporting of who flew the aircraft, when, and for how long.
• Automates maintenance tracking and planning, helping to assure routine maintenance and Airworthiness Directives are not overlooked and discrepancies (squawks) are addressed as they occur.

For partnerships, this option:

• Eliminates or greatly reduces partnership accounting by distributing income and expenses to each partner automatically.
• Allows the use of the FBO's online scheduler to avoid flight time conflicts among partners.

Enabling Aircraft Management

Customer Aircraft Management is enabled by an Administrator from the Admin Tab / Features & Options menu. This feature is available to Premium and Advanced Edition subscribers.  Advanced Edition subscribers that use the customer accounting feature are also able to post monthly credits/charges to aircraft owner accounts. Once enabled, the Aircraft Management menu is available from the Manage Tab and Financial Tab.

Setting Up Managed Aircraft

Once you have enabled the Customer Aircraft Management option, the aircraft and the aircraft owner must be properly entered and associated in your MyFBO.com system for the Managed Aircraft Tracking and Leaseback Option to function correctly.  

• Add the aircraft as a resource via the Resource Management menu. On the resulting Resource Data Selection page, use the menu links to enter all the known information for the aircraft. 
• From the Description / Location link, enable maintenance tracking if applicable.  To take full advantage of the MyFBO.com maintenance tracking feature, the necessary information must be entered in the aircraft's maintenance data.  This can be accomplished from the Maintenance Menu once the aircraft has been added as a resource.
• From the Availability Dates link, set the First Date Available if the aircraft will be scheduled through your MyFBO.com system.
• From the Usage Allowed link, check the types of flights allowed. Rental Flights Allowed should be marked YES for the aircraft to appear for scheduling. 
• If the aircraft will only be available for owner/associate use, it can still be made subject to your FBO's online scheduler for their convenience.  In this case, when setting up usage allowed select YES for Rental Flights Allowed, NO for Customers can schedule, and HIDE for Hide from Customer if no permission.  (If you use this option, you grant permission to specific customers to self-schedule the aircraft by going into the Flight Data / Certificates / Ratings / Permissions section of the customer record and selecting the aircraft next to the Resource Permissions option.)
• If the aircraft owner is not already in your system as a customer, they must be added before continuing to set up the aircraft management process. As when creating any customer, enter as much information into the customer record as possible.
• The owner can now be "associated" with the aircraft using the Ownership/Management link in the resource record, or via the Add New Aircraft Association box at the bottom of the Aircraft Management menu. 

Defining Aircraft Management Financial Arrangements

Owner/Associate Options

• Mgmt Charges (Monthly Charges Billed to Owner/Associate)

  Management Charges
  

• Tie-Down / Hangar Charge
• Aircraft Tracking Fee (what your FBO charges customers for this service)
• Monthly Lease Fee
• Monthly Management Fee
• Monthly Insurance Fee
• Other Monthly Fee 1
• Other Monthly Fee 2
• Other Monthly Fee 2

  Note: The names of "Other Monthly Fee" fields can be changed in your Renaming Parameters.

• Leaseback (Payments and Credits to Leaseback Owner)

  Leaseback Charges/Credits 
  

• This Owner Pays Fuel and Oil Charges
• Monthly minimum payment (usually zero -- enter any guaranteed revenue here)
• Billed Unit Hourly Payment (what the FBO pays when customers fly the leased aircraft)
• Unbilled Unit Hourly Payment (what the FBO pays for non-revenue Hobbs hours, often zero)
• Leaseback Pass-Through Credits (other revenue that the FBO may share with the leaseback owner)
• Owner Use (When Owner/Associate uses the aircraft)

  Owner Use
  

• Rates that the Owner/Associate pays
• Scheduling 'rules' for the Owner/Associate

If more than one customer is associated with an aircraft (i.e., a partnership), all of the charges and payments can be directed to one partner for later distribution or, by dividing the charges and payments among the associated owners, your FBO can largely perform the partnership's accounting function. 

The Customer Contract Option

Advanced Edition subscribers with shared ownership / fractional operations can track contract terms, hours and overnights used v. allowed per annual contracts, and allowance for angel flights if required. The Customer Contract Option is enabled by an Administrator from the Admin Tab / Features & Options menu. Customer Contract Tracking is a chargeable option and will be included in your monthly billing once enabled. Please see MyFBO.com Current Rates for more information. Once this option is enabled, an additional Contract Data button appears on the Owners / Associates for Aircraft page next to the buttons discussed above. 

• Contract Data
• Contract Type
• Contract Effective Dates
• Percent Ownership
• Contract Hours
• Contract Overnights
• Carryover Allowed
• Borrow Allowed
• Overuse Rate
• Disposition
• Insurance Base Rate
• Insurance Deductible
• Base Hourly Rate
• Base Fuel Rate

Customer Menu Options for Owners and/or Associates

Enabling the Customer Aircraft Tracking and Leaseback option adds a special "Aircraft" tab to the customer menu for Owners and/or Associates. System Administrators can chose whether to show or suppress the Aircraft tab via the Customer Menu Parameters. When the Aircraft tab is shown to Owners and/or Associates, the following menu options/reports are available for the associated aircraft:

• Upcoming Maintenance
• Maintenance Status
• Enter Squawks
• Aircraft Calendar
• Expected Hours
• Record of Flight
• Utilization
• Fuel & Oil Used
• Credits 

Owners/Associates can, and on leaseback aircraft must, report their flights to the online system. Flight reporting is the mechanism for tracking tach times (for maintenance purposes) and Hobbs times (for billing purposes).

The same as an aircraft can be associated with more than one customer, a customer can be associated with more than one aircraft. When this is the case, the customer will be required to select a particular aircraft before viewing information or reporting a flight.

Aircraft Management/Leaseback Accounting and Monthly Billing

Advanced Edition subscribers with the Customer Accounting feature enabled are able to post monthly aircraft charges/credits to Owner/Associate accounts. Customer Accounting is enabled in the Feature and Option Parameters by an Administrator. 

Advanced Edition subscribers with the Monthly Billing feature enabled are able to include these monthly charges/credits in the monthly billing process. Monthly Billing is enabled in the Financial Parameters by an Administrator.

Monthly Accounting for managed and/or leaseback aircraft is initiated from the "List Customer Aircraft Charges / Credits" option on the Aircraft Management menu.

The resulting Customer Aircraft Management Report includes:

• Time Accumulation for each Aircraft
• Charge and Credit Accumulation for each Aircraft
• Owner / Associate Charges and Credits for each Aircraft

For complete details about this process, please continue to Aircraft Management/Leaseback Monthly Accounting. 

Time Accumulation and  Charge & Credit Accumulation

Owner / Associate Charges & Credits (Monthly Billing process NOT used)

01/13/11 cli