The Table Customer

This table allows you to capture basic data of your non-airline customers including company name, modes of payment, VAT liabilities etc.

The data for each airline customer covers a great variety of mostly commercial data which is used for billing and invoicing processes. This includes, for example, the Currency a customer is billed in, a Payment Target stating how many days the customer has time to settle his invoices, a Tax ID for international identification and much more.

Following data is recorded for each Customer:

  • ID:*

Internal definition of the customer (ID = Identifier). This ID can be up to six digits long. It is used as a reference code by the software and must be unique. For airlines, the IATA 2-letter code will be used by default.

  • Name:*

Full name of the customer

  • Type:

Pull-down menu to choose the type of customer (Airline, Customer, Supplier)

  • ICAO:

International 3-letter code for the customer according to ICAO standard

  • IATA:

International 2-letter code for the customer according to IATA standard

  • Clearing House:

Pull-down menu to choose if the customer is an IATA (ICH), an Airline (ACH) or a Dual (DCH) clearing house member

  • Remark:

Freely definable commentary

  • Deleted:

Data records marked as "Deleted" will not be listed in corresponding pull-down menus anymore.

  • Modified By:

Name of the last user who changed the data record (filled automatically)

  • Last Changed:

Date and time when the data record was changed last (filled automatically)

The Table Customer -> Address

This table contains contact data like addresses, phone, email etc. for all types of customers.

If you want to access an individual customer address directly, mark its entry in the table Customer, and the dependent table Customer -> Address automatically shows all its addresses and address data.

The table Customer -> Address allows you to create multiple addresses for each customer, depending on different fields of business (see entry Type below). Please note that two address types are of special importance: the type Contract is used for addressing in the operative contract management (i.e. it is printed out on contract documents), and the type Invoice is used as postal address for all invoices (i.e. the Invoice address is printed on all invoices in Billing). Address records of the type Standard are only used for document printout if no data records of types Contract/Invoice have been created for that customer at the same time. In case both data records of types Standard and Contract/Invoice have been created, the data record of type Standard is only used to store contact data for informational purposes and is not used by other functions in the application.

Following data is captured for each Customer -> Address:

  • Station:*

As it might happen that customers have different addresses for different stations, this field is used to define the station the address record is valid for.

  • Type:*

Choose a predefined category for the address. Please note that the variants Contract and Invoice are of special importance (see introduction above).

  • Customer:

Shows the customer's identification as it has been defined in the table Customer, fields ID* and Name*. This is not editable because it defines who the address record belongs to.

  • c/o, Name, Street/P.O.Box, ZIP, City:*

Freely definable fields for c/o, Name*, Street/P.O. Box, ZIP code and City.

  • Country:

Offers a list of all countries as stored in the master data table General.

  • Language:

Offers a list of all languages as stored in the master data table General.

  • Phone 1-2:

Phone and alternative phone number

  • Fax:

Fax number

  • EMail:

Email address

  • SITA Address:

Free definable SITA address for information purposes

  • Remark:

Freely definable commentary

  • Contact Person:

Contact person at customer's

  • Deleted:

Data records marked as "Deleted" will not be listed in corresponding pull-down menus anymore.

  • Modified By:

Name of the last user who changed the data record (filled automatically)

  • Last Changed:

Date and time when the data record was changed last (filled automatically)

The Table Customer -> Financial Profile

This table contains financial relevant data like ERP-No., Tax ID, Invoice Template etc. for each customer.

If you want to access an individual customer financial profile directly, mark its entry in the table Customer, and the dependent table Customer -> Financial Profile automatically shows all its financial relevant data.

The table Customer -> Financial Profile allows you to enter, for each station, customer specific financial information that can be used e.g. for invoicing sent via interface to an external accounting system.

Following data is captured for each Customer -> Financial Profile:

  • Station:*

As it might happen that an airline has different profiles for different stations, this field is used to define the station the financial profile record is valid for.

  • Customer ID:

Reference coming from the master table Customer and automatically filled in

  • ERP-No.:

In case an external financial accounting system (e.g. SAP) is linked to the application, a unique identifier for a service as required by the accounting system can be entered here.

  • Tax ID:

Airline's tax identification number

  • VAT:

If a customer is liable to pay VAT, the corresponding VAT type can be assigned to the customer via this pull-down menu. VAT are managed in the corresponding tables in the master data module Billing.

  • Cash:*

Defines a customer to be liable to pay cash for contracted services. Customers with this checkbox left unmarked are credit customers. Note that cash invoices under Service can only be created for customers marked as cash payers here!

  • Direct Debit:*

Defines a customer to pay by direct debit.

  • Prepaid:*
    (tab available depending on configuration)

If this flag is set, the corresponding billing events get highlighted similar to the color of the cash payers.

  • Invoice Grouping:*

Defines how the invoices for a customer are to be composed in the operative invoicing module Billing. Following variants are available: Invoice per Recipient – the customer receives a complete listing of all services and billing data in one invoice document; Invoice per Event – the customer receives a separate invoice document for each event (e.g. flight) for which services have been provided; Invoice per Service – the customer receives a separate invoice document based on individual services (i.e. summing up how often an individual service has been rendered including the total costs).

  • Active:

Checkbox where the customer can be activated or deactivated for billing purposes

  • Payment Target:

Payment target in days for the airline customer

  • Payment Terms:

Select the rule that combined with the Payment Target will be used by the system for defining the invoice payment date.

  • Inv. Template:

Invoice template for the airline can be selected from this pull-down menu. Available are various combinations of invoice templates with or without appendices, sorted according to rotations or individual services etc. Note that these templates are defined in cooperation with topsystem . Special designs can be ordered from topsystem .

  • Currency Invoice:

Select the currency the customer's invoices are to be calculated in. Basic data concerning currencies are administered in the master data module Billing.

  • Currency Contract:

Select the currency the customer's invoices are to be displayed in the contract. Basic data concerning currencies are administered in the master data module Billing.

  • Invoice Remark (internal):

Internal invoice remark

  • Invoice Remark (external):

External invoice remark

  • E-Mail Template Invoice:

Select the e-mail template to be used for the invoice.

  • Contracted:*

Flag to be set manually. This has an impact on the MSR in such a way that by selecting a flight of a customer where this flag is not set, the indemnity form will automatically appear, blocking the service monitoring as long as it is not signed.

  • Invoice Variable:

Invoice variable to be selected from the pull-down menu

  • Print Grouping:

Pull-down menu allowing to sort the printout By Rotation or By Service

  • Valid From/Until*:*

Define a period of validity for the financial profile

The Table Customer -> Attachments

Please refer to chapter The Table Flight Events > Attachments for a detailed description of the table Attachments.

  • File Name:

Name of the attached file

  • Remark:

Free definable comment

  • Created By:

Name of the user who created the data

  • Create Time:

Time stamp of the data creation

  • Last Changed:

Date and time when the data record was changed last (filled automatically)

  • Modified By:

Name of the last user who changed the data record (filled automatically)

Please also consider the following video: