Quick Guide: Basic Configuration for Charter Fee and Expense Types

Quick Guide: Basic Configuration for Charter Fee and Expense Types

This guide outlines the initial steps to set up the foundation for fees and expenses within the Charter system.  You first define the types of fees and expenses you will use. Then, you configure the specific fees and expenses under those types, setting a general default. Finally, you can create more specific rates that apply under certain conditions, and the "Missions" settings dictate how these fees are ultimately applied to your flight records. See Below for the step-by-step setup: 

Step 1: Create Fee/Expense Types

  • Navigate to the Quotes section within System Configuration.
  • Locate the area for managing Fee/Expense Types.
  • Use the functionality within this section to create distinct categories for your fees and expenses (e.g., Landing Fee, Fuel Surcharge, Catering, Crew Expenses).

Step 2: Configure Fees and Expenses

InfoImportant: Fees and expenses are configured after you have established the Fee/Expense Types in the previous step.
  • To add a new fee or expense under a specific type, click the +Add Fee Button.
  • To modify an existing fee or expense entry, use the Edit Button associated with that entry.
  • Within the Fees and Expenses modal, you will see the Fee/Expense Types you created in the Fee Type dropdown.
  • When creating a new fee or expense, you will be presented with minimum required fields. These fields allow you to establish a standard default value or setting for this particular fee or expense.

WarningNEED MINIMUM FIELDS HERE These will likely include a description, a default amount or calculation method, and potentially other basic parameters.

Step 3: Create Conditional Fee Rates (Optional)

  • The system allows for the creation of secondary, conditional Fee Rates to override the baseline default in specific scenarios.
  • You can define these conditional rates based on:
    • Specific Tails (individual aircraft)
    • AC Groups (aircraft groups)
    • Models (aircraft models)
    • Specific Airports
    • Specific States
    • Specific Countries
  • Once you create these conditional Fee Rates, they will automatically populate under the Fees section of individual Flights when the specified condition is met.

Minimums are also an option for the various fee types.  Daily Minimums, for instance: 



Minimum Rate Configuration Fields

The Minimum Rate configuration defines a baseline cost that applies when the actual calculated flight cost falls below a certain threshold. It is often applied to ensure profitability on short or low-revenue flights.


Field Name

Definition and Purpose

Rate Type

Specifies that this KB entry is used only for specific rates (e.g., "Minimum Rate," "Ferry Rate," etc.) as opposed to a general hourly or per-mile rate.

Name

A unique, descriptive identifier for this specific minimum rate entry (e.g., "Light Jet Minimum," "Turboprop Min East Coast," etc.).

Begin and End dates

Defines the active period for this rate. The system will only apply this minimum rate if the flight's scheduled date falls within this range.

Unit Cost

The minimum dollar amount that must be charged for a non-repositioning (revenue-generating) flight, assuming the flight meets all other conditions. This is the floor rate.

Repo Unit Cost

The minimum dollar amount charged for Repositioning Flights (i.e., ferry or empty legs). This cost is typically lower or structured differently than the standard Unit Cost.

Actual Cost

The system's calculated expected cost for a non-repositioning flight based on the standard hourly or distance rates before the minimum rate check. Used for comparison against Unit Cost.

Actual Repo Cost

The system's calculated expected cost for a repositioning flight before the minimum rate check. Used for comparison against Repo Unit Cost.

Range Type

Defines the unit of measure for the flight's distance or duration: Distance options (e.g., Nautical Miles, Statute Miles) or Time options (e.g., Flight Hours, Block Hours).

Min and Max Range

Specifies the minimum and maximum flight range (distance or time, as per Range Type) for which this minimum rate is applicable. This ensures the rate is only used for very short flights (e.g., 0 to 1 hour or 0 to 300 NM).

Quantity

The baseline quantity (e.g., hours or miles) corresponding to the minimum Unit Cost or Repo Unit Cost. For example, a minimum rate might be set for the first 1.0 hour of flight.

Conditional Application Fields

These fields are used to create specific conditions for when the Minimum Rate applies, allowing for highly tailored billing rules:

​

Field Name

​

Description and Purpose

Account

The minimum rate applies only to flights booked by the specified charter accounts or customers.

Aircraft

The rate applies only when flown by a specific tail number (e.g., N1234A).

AC Groups

The rate applies only to aircraft belonging to a defined category (e.g., "Heavy Jets," "Midsize Turboprops").

AC Models

The rate applies only to a specific aircraft model (e.g., "Citation XLS," "Pilatus PC-12").

Airports

The rate applies only if the flight originates, terminates, or uses a specified airport (e.g., a high-cost airport like Teterboro, TEB).

States

The rate applies only if the flight's origin or destination is within a specified US state.

Countries

The rate applies only if the flight's origin or destination is within a specified country.

Geo Groups

The rate applies only if the flight operates within or between a user-defined geographical region (e.g., "Northeast Corridor," "Caribbean").

Info
Geo Groups are defined under System>Config> Country and State > Geo Group Type


Step 5: Missions and Fee Application

  • The "Missions" setting controls how fees and expenses are applied to flights.
  • Missions (as they pertain to Charter) determine:
    • Which fees are available in ad-hoc dropdown menus for manual selection on a flight.
    • Which fees are automatically pushed to flights (either with a calculated value or as a zeroed-out line item) based on the configuration and any matching conditional Fee Rates.


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