air bp myinvoice instructions · the arrow on the ‘invoice date’ tab/header. view all stored...

If you have any additional queries about this system or how to use it, you can see demo videos and FAQs on our website at airbp.com/myinvoiceinfo, or speak to your account manager or collector. If you’re unsure who that is, email [email protected]

Air BP’s electronic invoicing system

Welcome to

This guide will help you get started with Air BP’s myinvoice. We’ll also offer tips for speeding up the process, exporting data, and making sure you’re getting the most out of the myinvoice system.

Throughout this guide you will see reference to additional material including demo videos and FAQs which you can access on our website at airbp.com/myinvoiceinfo You can also access our support team through the myinvoice site.

easily access new invoices

In this guide you’ll learn how to:

Now let’s get started

see what is due and when

query an invoice

get specific detail on your purchases

view details of uninvoiced deliveries

have more than one user

find your stored invoices

order bulk fuel


Air BP myinvoice allows you to choose how you would like to be notified of new invoices and whether you want reminders of when your invoices are due for payment.

Log in to Air BP myinvoice at airbp.com/myinvoice

Click on the ‘transactions’ tab.

Click on the ‘user profile’ section.

Your contact details are displayed here. If the details are incorrect please get in touch with us using the ‘contact us’ link at the top of the screen.

Your options are:• newinvoicenotificationbyemail• receivea‘QuickView’emailwithlinkstoindividualinvoices• ifyoureceivealotofinvoices,youcanchoosetoreceiveanemailwithonelinktoallyournew invoicesbundledtogetherYoucanalsoaskforaremindertobesentoutbeforeinvoicesbecomedueforpayment,andspecifyhowfarinadvanceoftheduedatethesereminderswillbesent.Here’showyousetyourpreferences.


Easily access new invoices (page 1 of 6) < Back to contents page



If you’d like to receive an email once new invoice data has been posted onto your account, select ‘yes’ in the ‘new invoice notification’ section. This is best suited to you if you need to be aware of, or arrange the payment of, new invoices.You will be sent an email immediately when new invoice data is posted to your account.You will need to log in to view these invoices.

When you make changes to anything in your user profile, always click ‘save profile’ to confirm.

In the ‘QuickView’ section, select ‘yes’.Click ‘save profile’.You will receive an email with a direct link to your new invoice.These links are sent at 6pm GMT each day.There will be a separate link to each individual invoice.These links remain valid for 14 days. When the email arrives just click on the invoice number.To ensure your invoices are secure, you must log in to Air BP myinvoice to view these invoices, and the link will take you directly to them which saves time.You can then view, save or print as required.

Easily access new invoices (page 2 of 6)

Set up your account so Air BP myinvoicesendsyouanemailwhenyouhavenewinvoices.

Air BP myinvoicealsoprovidesaQuickViewoption.Selecting this facility conveniently sends you a link to individual new invoices via email. This is best suited to you if you receive a small number of invoices or if you pay by direct debit.Here’s how to set this up.

< Back to contents page



Under ‘invoice bundle’, select ‘yes’.Don’t forget to click ‘save profile’.You will receive email notification when this file is available.

Click on the link in the email to access the zip file containing your invoice bundle.


You will be directed straight to the bundles section where you can view or download the bundled PDF invoice images. Invoices that are not available as PDFs when a bundle is created will be included in a future bundle. This file will be available for 14 days from the date the email notification was issued. After this time, you will need to view your invoices using the ‘open invoices’ section.

Select ‘yes’ under ‘payment due reminder’ if you want to be reminded by email when invoices are approaching their due date.You can specify how many days before the due date you would like that email reminder to be sent to you. You can choose any number between 1 and 28 days prior to the invoice due date. By selecting this option you will also get reminders if any of your invoices become overdue.Click ‘save profile’.


Settingupyouraccounttogenerateabundledfileofyourinvoices.If you receive a lot of invoices, you may find it easier to view all of your new PDF invoice images in one bundled zip file. The ‘invoice bundle’ functionality in myinvoice allows you to access a zip file with a number of invoice PDF images which can be downloaded and printed.Here’s how you set this up.

Opttoreceiveremindersviaemail




Viewnewinvoices(whichhavenotyetbeenpaid)usingthe‘accountsummary’section.Select the ‘transactions’ tab and click the ‘account summary’ section.

Choose the account you wish to view and click ‘search’.(if you only have one account, this field will be automatically populated).

Click on the ‘account number’.

A summary of all items on this account appears in the header of this page. If you want to close the summary to make the invoices and additional open items easier to access, you can select ‘hide header’.

Underneath the header a listing of all your unpaid invoices relating to this account number is displayed.


View your new invoices within Air BP myinvoiceToviewnewinvoices(whichhavenotyetbeenpaid)withintheAirBPmyinvoice software, use the‘accountsummary’or‘openinvoices’sections.Paidorunpaidinvoicescanbefoundusingthe‘invoicesearch’section.




If you’d prefer to view unpaid invoices across all of your accounts, select ‘customer name’ from the dropdown.

In the next dropdown you should see all the customer names you have within your organisation. Select one to view invoices from all accounts under that title.

Don’t forget to click ‘search’. All accounts under that name are displayed below.

Viewnewinvoices(whichhavenotyetbeenpaid)usingthe‘open invoices’ section.Select ‘open invoices’ section from within the ‘transactions’ tab.


This shows all of your open invoices across all of your accounts.

You can change the order in which the invoices appear by clicking on the arrow on the ‘invoice date’ tab/header.

View all stored invoices, whether paid or unpaid, using the ‘invoice search’ section.If you have a particular date range you want to see invoices for, use the ‘invoice search’ tool within the transactions tab.




Select the account you wish to search within (if you only have one account, this field will be automatically populated).

You can then search by a range of additional search criteria.Don’t forget to click ‘search’ to apply your filter.

Easily access new invoices (page 6 of 6) < Back to contents page


Air BP myinvoice allows you to easily see what payments are due and when, and keep track of activity on your account.


Firstly, it’s worth setting up email reminders to help make sure you don’t miss when an invoice is due. Click on the ‘transactions’ tab.

Select the ‘transactions’ tab and click the ‘account summary’ section.

To view activity within an individual account, select ‘account’ from the dropdown.

Choose the account you wish to view and click ‘search’.

If you only have one account, this field will be automatically populated.

Here’saguidetothefewwaysyoucandothis.

Setupemailreminders

Seeasummaryofactivityonanindividualaccountoracrossallofyouraccounts


Select the ‘user profile’ section and set your preferences. You can find out more about these options in the ‘easily access new invoices’ section of this how to guide.

See what is due and when (page 1 of 3) < Back to contents page



A summary of your selected search criteria appears. You can see a total of how much you owe (account balance), any overdue amounts (overdue balance) and a total of your account balance plus any deliveries which have not yet been invoiced (total exposure).

Click on an account number to view more detail on activity on that account.


Still at summary level, if you highlight any one of these accounts, you will notice that the ‘go to payments due’ button highlights in the bottom right corner. Click on this to see everything that is becoming due on this account and when.

Don’t forget to click ‘search’.

To view activity across all of your accounts, select ‘customer name’ from the dropdown.

In the next dropdown you should see all the customer names you have within your organisation. Select one to view invoices from all accounts under that title. If you only have one account, this field will be automatically populated.

From the payments due page you’ll be able to click on any of the dates to get a detailed breakdown of all invoices that are due on that date.




This shows all of your open invoices across all of your accounts.

You can change the order in which the invoices appear by clicking on the arrow on the ‘invoice date’ tab/header.

You can also use the ‘filter’ icon in the top right for more advanced filtering.

Overdue invoices display an alert icon next to the due date.

Invoices or deliveries in dispute will be highlighted in the ‘in dispute’ column.

You can export this summary information into excel using the ‘export to excel’ button.

Select the transactions tab and click the ‘open invoices’ section.

Viewallunpaidinvoicesusingthe‘openinvoices’section.

Invoice


Air BP myinvoice makes it easy to raise queries on an invoice or a specific delivery within an invoice.



Access the desired invoice from within any of the invoice sections, ‘account summary’, ‘open invoices’ or ‘invoice search’. Note; invoices which have already been paid can only be accessed through the ‘invoice search’ section.

Select the invoice you’d like to query by clicking on the ‘invoice number’.

This takes you to more detail on that specific invoice. When you’re at this invoice level, you can then select ‘dispute invoice’ from the footer.

Here’showyoudoit.

Query an invoice (page 1 of 4)




You will then be taken to the ‘dispute details’ page. Note, the items on this page are collapsed on first view. If you want to see the whole screen, click to expand the sections.

‘dispute reason’ - choose from ‘incorrect quantity’, ‘unknown delivery’, ‘request copy of delivery receipt’, ‘incorrect fees’, ‘incorrect taxes’ or ‘other’.

• notes - if you have anything you’d like to add or ask in relation to your query, record it here.

• your telephone number if you’d like someone to call you

Click on save dispute

If you are happy that the dispute has been resolved, you can close the dispute using the ‘close dispute’ button.

You can now complete the following points:





You can do the same thing with a specific delivery. At invoice level, click on the relevant delivery number to see more details on that specific delivery.

You can then select ‘dispute delivery’ from the footer to be taken to the dispute details page.

Onceyourqueryissaved,youcantrackitrightthroughtoresolution.

Click on the ‘disputes’ section within the transactions tab.

To filter by date select your desired date range from the pop-up calendar. You can filter queries further by ‘account’, ‘invoice number’, ‘delivery number’, ‘status’, ‘dispute level’ and ‘dispute reason’.

You can fine tune your results further by adding multiple filters to your search using the ‘+’ and ‘ -’ icons.




Click ‘search’.


You are then shown a summary of the queries within your filter criteria.

The summary info includes who the collector is, whether it was an invoice or delivery dispute, what the status is and the reason for the query.

You can export this information to excel if you wish.

To view more detail on a specific dispute, click on the ‘dispute ID’.

You have the ability to update your notes in the justification box. Don’t forget to click ‘save dispute’ after every change.

If the dispute has been resolved, you or your collector can click ‘close dispute’.

When you raise a new query, you will receive an email when your collector has read it.

When the dispute has been resolved, you will receive another emailed notification to make sure you are happy with the outcome.





The ‘search’ section of Air BP myinvoice enables you to retrieve invoices and invoice summaries based on a selection of search criteria.



Select the ‘invoice search’ section.

You can then search by a range of additional search criteria. Don’t forget to click ‘search’ to apply your filter.

You can fine tune your results further by adding multiple filters to your search using the ‘+’ and ‘-’ icons.

Youcangetspecificdetailonyourpurchasesbyconductingasearchforinvoices:


Get specific detail on my purchases (page 1 of 5) < Back to contents page


Invoice number – enter an invoice number to display any single invoice. Note: ‘Invoice number’ is the only field you can complete without having the account selected first. All the other search criteria require you to first specify which account you want to search within.

Account – select the account you wish to view from the dropdown list. By selecting one of these accounts and clicking ‘search’ you can see all invoices within that account. If you only have one account, this field will be automatically populated.

Delivery number – enter the delivery receipt number to view the associated invoice.

Get specific detail on my purchases (page 2 of 5)



Invoice status – enter either ‘closed’ or ‘open’.

Location – enter the location name of where the fuel was purchased e.g Edinburgh.

Aircraft registration number – enter the aircraft registration as it appears on the invoice e.g. AB-ABP.





Created date – select the time frame or to and from dates in the calendar and click ‘apply’ to display invoices within those dates.

Due date – select the time frame or dates in the calendar to display invoices within those dates.

Don’t forget to click ‘apply’.

Once you have refined your search criteria click the ‘search’ button.

The invoices for the selected filter criteria will then appear below.

Is overdue – click ‘yes’ or ‘no’.

In dispute – click ‘yes’ or ‘no’ or ‘all’.





This will launch excel and display the information.

Lets go back to the invoice detail screen.

You can click on any invoice number to see more detail relating to that invoice.

From this invoice detail screen you can use the ‘get PDF’ button to download a PDF of the invoice.

If you need to, you can query this invoice using the ‘dispute invoice’ button.

You can export this search summary information into excel using the button, bottom right. If you want more detailed information on the deliveries within these invoices then you can use the ‘export full delivery data to excel’ button. To see a report with the split of taxes and charges data select the ‘export tax and charges to excel’ button.

A window will pop up telling you your export is ready, select ‘yes’.


If you take a look again at the invoice page, you will see that you can also view which product this invoice relates to, and what the taxes, charges and discounts are.

User tip: you can hide or show the summary information at the top of this screen by clicking the ‘hide header’ or ‘show header’ button top right.




Within each invoice there is a ‘deliveries’ section. This displays information relating to the individual deliveries that have been included in that invoice. Click on a delivery number to view more detail about that delivery.

From the delivery detail page you can then use the ‘dispute delivery’ button bottom right to query a delivery if you need to.


The ‘uninvoiced deliveries’ section displays deliveries that are in Air BP’s accounting system but haven’t yet been invoiced.

Here’showtoseethisinformation.




Click on the ‘uninvoiced deliveries’ section.

Select an account to view the deliveries related to that account and click ‘search’ (if you only have one account, this field will be automatically populated).

To view deliveries across all of your accounts, select ‘customer name’ from the dropdown. In the next dropdown you should see all the customer names you have within your organisation. Select one to view deliveries from all accounts under that title.

View details of uninvoiced deliveries (page 1 of 2) < Back to contents page



View details of uninvoiced deliveries (page 2 of 2)

Don’t forget to click ‘search’.

This screen also provides a total estimate for the displayed deliveries.

Please be aware all deliveries are estimated values as they do NOT yet include charges, duties or taxes that may be applicable.

Your invoice results appear below and you can see a list of all individual deliveries that have not yet been invoiced. You can use the header bar to sort the results by your preferred filter.

You can export all of this information into excel.



Air BP myinvoice allows you or your organisation to have as many users as you wish on the system. This is useful if there are different people accessing your information for different purposes, or handling different customer accounts.


Click the ‘contact us’ link in the top right of the screen.

Torequestanewuser,ortoremoveauserfromyouraccount,pleaselogthisrequestusingthe‘contact us’ section of Air BP myinvoice.Here’showtodoit:

Have more than one user (page 1 of 1)



Select what you would like to do from the list of options in the pop-up box.

Each option takes you to a form which will collect the details we need to process your request.

Don’t forget to submit the form when you have completed your details.


If you need to view open (unpaid) invoices within Air BP myinvoice, you should use the ‘account summary’ or open invoices’ sections. More information on these sections can be found in the ‘easily access new invoices’ section of this guide. If you need to view any stored invoice, either paid or unpaid, or you need a copy of an old invoice which doesn’t appear to be on the system, the following instructions can help you.


HereshowyoucanfindyourAirBPinvoices:

Find your stored invoices (page 1 of 2)



Select the transactions tab

Note. The majority of your historic invoices will have transferred over to Air BP myinvoice automatically from our old system, ‘eNabler’. This includes as a minimum all of your invoices for the last 6 months, which will build over time to 2 years within the Air BP myinvoice system. Any other invoices you require will be available on request. Air BP will keep your invoice information for 15 years.

Select the ‘invoice search’ section within the transactions tab.

Find any invoice stored in Air BP myinvoice, whether paid or unpaid, using the ‘invoice search’ section.


Find your stored invoices (page 2 of 2)



Select the account you wish to search within (if you only have one account, this field will be automatically populated). Click search if you want to see all invoices within that account.

You can then search by a range of additional search criteria. Don’t forget to click ‘search’ to apply your filter.

Request an Air BP invoice which is not stored on Air BP myinvoice

Click the ‘contact us’ link in the top right of the screen.

Select ‘historical invoice request’ from the list of options in the pop-up box.

This takes you to a form which will collect the details we need to process your request. Don’t forget to submit the form when you have completed your details.


This section is only for customers registered to order bulk fuel for delivery or pick up.


View, place and report on orders in Air BP myinvoice, pick up or delivery, using the ‘orders’ section.

Order bulk fuel (page 1 of 9)



Click on the transactions tab

Click on the ‘orders overview’ section within the transactions tab.

Searchandviewtheordersforaspecificdaterangeandviewthedetailsoftheorders.

To enter a date range select ‘last 7 days’ from the dropdown.

To filter by date select your desired date range from the pop-up calendar and click ‘apply’. You can filter queries further by ‘order number’, ‘customer ref no.’ and ‘location’.HINT:IfsearchingforaspecificordernumberitisbesttoselectadaterangeshortcutofNONE.





You can fine tune your results further by adding multiple filters to your search using the ‘+’ and ‘ -’ icons.

Usemultiplefilterstorefineyoursearch

Click ‘search’.

The results of your search will display below the search bar in a grid. Iftherearenovalidordersinthesearch,anerrormessagewillbedisplayedacrossthetopofthescreen.

The order number and status, plus all relevant addresses and the order requirements are displayed at the top. Forlowresolutionscreens,thesefieldsarecollapsedtomakethebestuseofthescreensize. Toseethefulladdressandorderrequirement,use‘clicktoexpand’.

All order items are displayed in the grid section including product number, description and quantity.

Viewmoredetailofanorder

On the order display screen, highlight the row that contains the order that you would like to see the details for. The ‘show details’ button will turn green when a row is selected. Click the ‘show details’ button to open the order display screen.

The ‘back’ button returns you to the ‘search results’ screen.

The ‘print’ button will print the order screen to your dedicated printer.

The ‘duplicate order’ button will make a new order using the details from the order you’re looking at.





Createaduplicatetomakeaneworder

Select ‘duplicate order’ if you would like to use the order on the screen to create a new order, same customer, location and product (plus quantities and order reference if selected on the pop-up screen).Thisfunctioncanalsobecarriedoutdirectlyfromthetransactionstabusingthe‘duplicateorder’link.Navigatetotheorderyou’dliketoduplicateusingthesearchandfilteroptionsshownabove.

Click on the ‘new order’ section within the transactions tab.

There are two possible scenarios for what you will see next, as follows:

Create a new order

This is the transaction to create a new sales order for one specific location and customer.

There are two order types, pick-up or delivery.

Scenario 1: You have multiple locations.

If your user ID allows you to create orders for more than one location, the ‘select location’ screen appears.

To search for a specific location, click the drop down.

The options are ‘name’, ‘number’, ‘city’ and ‘postcode’ of the customer. Enter the search criteria in the next field.Hint:Tosearchby‘name’enterpartofyourlocationname.






Scenario 2: You have one location.

If your ID is only used for one location, you will be taken directly to the ‘order requirements’ screen, see below.

Select the row of the location you would like to place the order for and click ‘next’. This will take you to the ‘order requirements’ screen.

Enter the details requested to create the order. The fields you’ll need to look at are:

‘customer order reference number’: customers PO number. (Thisfieldcanbeleftblank)

‘requested delivery date’: date that you would like the pick-up to occur.

‘requested delivery time’: the time the product should be picked up.

‘delivery instructions’: enter text that needs to appear on the delivery documents e.g. driver instructions (Thisfieldcanbeleftblank)

After completing the order requirements, click ‘next’.

(click here to see the instructions for a delivery order).Completing your order requirements for a pick up order


Use the next screen to specify the driver and truck that this order relates to. You can enter the information manually or click ‘show all’ to search your list of drivers/trucks.




Click ‘next’ when all the information is in place.

Select your driver and truck

Use the ‘assign products’ screen to enter the required volumes for the appropriate sections of your trailer.

Click ‘next’ to move to the next screen.

Enterthequantityofmaterial

Note: A warning message may appear if there are any empty compartments, or if driver or vehicle licenses have expired. Click ‘continue’ if you are happy with the information, or ‘return to order’ if you need to change anything.

The system performs an order validation and returns a ‘review and place order’ screen. This screen is to validate that all of the order information is correct and allows you to submit or cancel the order.

To save (submit) the order you must read and agree to the terms and conditions. If you agree, tick the check box next to the ‘terms and conditions’ link. This will make the ‘save’ button green and available.

Check your order is correct

Click ‘save’ to submit the order.





Completing your order requirements for a delivery order.

To save (submit) the order you must read and agree to the terms and conditions. If you agree, tick the check box next to the ‘terms and conditions’ link. This will make the ‘save’ button green and available.

Click ‘save’ to submit the order.

Check your order is correct

Enter the details requested to create the order. The fields you’ll need to look at are:

‘customer order reference number’: customers PO number. (Thisfieldcanbeleftblank)

‘requested delivery date’: date that you would like the delivery to occur.

‘delivery instructions’: enter text that needs to appear on the delivery documents e.g. driver instructions (Thisfieldcanbeleftblank)

Enter the quantity of fuel.

After completing the order requirements, click ‘next’.

(click here to see the instructions for a pick up order).





Use the calendars to manually select the ‘from’ and ‘to’ dates. Dates can also be keyed manually into the ‘from’ and ‘to’ fields.

Select the required fields for your report from the drop down list to the right of the calendar.

Click ‘create’.

Confirm that you’d like to export the information. You will then be able to choose whether you want to open or save the exported document.

Click on the ‘order report’ section within the transactions tab.

Report on your ordersThe order report can be used to export a list of your orders within a selected date range.

After the order is saved, the order confirmation screen will appear and display the order number.

Yourorderconfirmation

The following screens are consistent for pick up or delivery.





All or part of the name or number can be entered to search.

The results will change dynamically.

Select the delivery to be displayed and click ‘show details’.

The results of the searches will be displayed in a grid on the screen.


You can filter queries further by ‘order number’, ‘customer ref number’, and ‘location’.HINT:IfsearchingforaspecificordernumberitisbesttoselectadaterangeshortcutofNONE.

Click ‘search’.

To filter by date select your desired date range from the pop-up calendar (don’t forget to click ‘apply’).

Searchforexistingdeliveriesinthesystem

Click on the ‘deliveries display’ section within the transactions tab.





Confirm that you’d like to export the information. You will then be able to choose whether you want to open or save the exported document.

You can export the search results to excel using the ‘export to excel’ link.

Click the ‘back’ button to return to the search results.

The ‘related documents’ field will display the order and invoice (if applicable) for the delivery which is being displayed. Click on the number and click ‘view’ to see the details of the related document. This will take you to either the ‘display order detail’ or ‘invoice details’ screen.

The delivery will be displayed on the screen.

On smaller or lower resolution screens, the delivery addresses and order requirements are collapsed to make better use of the screen size. To see the full address click on ‘click to expand’ below the customer address.

air bp myinvoice instructions · the arrow on the ‘invoice date’ tab/header. view all stored...

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