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The Administration module manages financial operations for aviation service businesses, including cash flow, accounts receivable/payable, flight invoicing, and rental management.

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Overview

This module handles the business administration aspects of aviation operations, focusing on revenue management, payment tracking, and financial controls.

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Key Features

Cash Management

Control multiple cash boxes and bank accounts with movement tracking

Credit Control

Manage accounts receivable and payable with payment tracking

Flight Management

Invoice and track payments for flight services

Rental Operations

Manage aircraft and equipment rentals with payment schedules

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Cash Management (Gestión de Cajas)

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Cash Box System

Manage multiple cash boxes and payment methods: 
Cash Box:
- Name/identifier
- Total amount
- Currency: BOLIVARES, DOLARES, EUROS
- Type: EFECTIVO (cash) or TRANSFERENCIA (transfer)
- Assigned company

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Bank Accounts

Track organizational bank accounts:
  • Account name and number
  • Account type (checking, savings)
  • Account owner
  • Associated bank
  • Linked company
  • Associated cards

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Cash Movements

Record all financial transactions: 
Cash Movement:
- Date and reference code
- Type: INCOME or OUTPUT
- Responsible employee
- Cash box or bank account
- Total amount
- Details and description
- Associated entities:
  - Vendor (for payments)
  - Client (for receipts)
  - Accountant category
- Movement line items:
  - Category breakdown
  - Amount per category
  - Description

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Movement Categories

Financial movements are classified by accounting categories:
  • Operating expenses
  • Parts and materials
  • Labor costs
  • Flight revenue
  • Rental income
  • Service revenue
  • Administrative expenses
Example: Payment to Vendor
  1. Movement Header:
    • Type: OUTPUT (payment)
    • Cash box: Main USD Account
    • Vendor: Aircraft Parts Inc.
    • Amount: $5,240.00
    • Reference: INV-2024-1234
  2. Movement Details:
    • Category: Parts Purchase - $4,500.00
    • Category: Shipping - $550.00
    • Category: Import Tax - $190.00
  3. Result: Cash box balance decreases, expense categories updated

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Credit Management

Track accounts receivable (cuentas por cobrar) and payable (cuentas por pagar):

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Credit Types

Money owed TO the organization:
  • Flight Credits: Unpaid flight services
  • Rental Credits: Unpaid aircraft/equipment rentals
  • Sales Credits: Unpaid part sales
Track customer payment obligations and aging.

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Credit Structure

Credit:
- Type: COBRAR (receivable) or PAGAR (payable)
- Associated record:
  - Flight
  - Rental
  - Vendor invoice
- Client or vendor
- Details and description
- Dates:
  - Opening date (when credit created)
  - Closing date (when paid off)
  - Deadline (payment due date)
- Financial:
  - Total debt
  - Paid amount
  - Outstanding balance
- Status: PENDIENTE (pending) or PAGADO (paid)

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Payment Tracking

Record payments against credits: 
Credit Payment:
- Bank account used
- Payment method: EFECTIVO or TRANSFERENCIA
- Payment amount
- Payment date
- Description/notes
- Linked credit
Partial payments are supported - make multiple payments until the credit is fully paid and status updates to PAGADO.

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Flight Management (Gestión de Vuelos)

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Flight Operations

Track commercial flight operations and invoicing: 
Flight:
- Guide code (airway bill number)
- Client
- Route (origin, destination, layovers)
- Aircraft used
- Flight date
- Flight type:
  - CARGA (cargo)
  - PAX (passenger)
  - CHART (charter)
- Pricing:
  - Fee/rate
  - Total amount
  - Paid amount
- Payment:
  - Bank account for receipt
  - Debt status: PENDIENTE or PAGADO
- Details and notes

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Flight Revenue Tracking

  1. Create Flight Record: Log flight details and invoice amount
  2. Payment Collection: Record payments as received
  3. Credit Management: Unpaid flights automatically create receivables
  4. Payment Methods: Track cash vs. transfer payments by bank account

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Flight Payment Processing

When a client pays for flight services:
  1. Select the flight record
  2. Create payment:
    • Amount paid
    • Payment method (cash/transfer)
    • Bank account receiving funds
    • Payment date
  3. System updates:
    • Flight paid amount
    • Outstanding balance
    • Debt status (if fully paid)
    • Credit record (if applicable)

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Rental Management (Arrendamiento)

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Rental Operations

Manage aircraft and equipment rentals: 
Rental:
- Type: AERONAVE (aircraft) or ARTICULO (equipment)
- Rented item:
  - Aircraft (with details)
  - Article (equipment)
- Client
- Rental period:
  - Start date
  - End date  
  - Deadline
- Pricing:
  - Rental price
  - Paid amount
- Status:
  - EN PROCESO (in progress)
  - CULMINADO (completed)
  - RETRASADO (overdue)
- Debt status: PENDIENTE or PAGADO
- Bank account for payments
- Description and terms

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Rental Status Management

StatusDescription
EN PROCESOActive rental, currently in use
CULMINADORental completed and returned
RETRASADOPast due date or payment overdue

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Rental Workflow

1

Create Rental

Define rental terms, pricing, and duration for aircraft or equipment
2

Activate Rental

Status: EN PROCESO when client receives the rented item
3

Track Payments

Record rental payments as received throughout the rental period
4

Monitor Deadlines

System flags RETRASADO if past due date
5

Complete Rental

Mark CULMINADO when item returned and fully paid

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Client Management

Maintain customer database: 
Client:
- Name
- DNI/ID (type and number)
- Contact:
  - Address
  - Email
  - Phone
- Financial:
  - Current balance
  - Credit payment terms (days)
- Linked records:
  - Flights
  - Rentals
  - Credits

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Financial Reports

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Available Reports

  1. Cash Movement Reports:
    • Income report (reporte de ingresos)
    • Expense report (reporte de egresos)
    • Cash flow by period
    • Category breakdown
  2. Credit Reports:
    • Aging receivables
    • Aging payables
    • Payment history
    • Outstanding balances
  3. Revenue Reports:
    • Flight revenue by period
    • Rental income
    • Payment collection rates

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User Workflows

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Daily Operations

  1. Record Income:
    • Flight payments
    • Rental payments
    • Service payments
    • Record in appropriate cash box/bank account
  2. Record Expenses:
    • Vendor payments
    • Operational costs
    • Categorize by accounting category
    • Link to purchase orders when applicable
  3. Monitor Credits:
    • Review aging receivables
    • Follow up on overdue payments
    • Process incoming payments
    • Track payment commitments

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Financial Controls

Best Practices:
  • Reconcile cash boxes and bank accounts daily
  • Review credit aging weekly
  • Follow up on overdue accounts promptly
  • Maintain accurate categorization for reporting
  • Link payments to source documents (invoices, POs)

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Integration with Other Modules

Purchasing Integration

Purchase orders create accounts payable and trigger vendor payments

Planning Integration

Work orders can generate invoices for maintenance services

Aircraft Registry

Aircraft rental management links to aircraft database

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