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Requests/Quotes

On the main page of the Requests/Quotes panel you can see the list of Quotes downloaded from Avinode as well as those created in Leon.

Quotes unread/unedited are displayed in bold to all users until it is read/edited by the particular user of the operator.

unread request.png

When a new quote is added, Leon shows a message new request.png - click it and the new quote will appear on the screen.

The main page displays a several columns:

Requests/Quotes - the view on the list of quotes
  • ID - quote request ID.
  • Status - showing the status of the quote: New request, Quoted, Booked, Option, Brief sent, Contract sent, Rejected or Closed.
  • Requester - requesting client's name or a company.
  • Aircraft - requested aircraft registration & type.
  • Itinerary - requested itinerary.
  • Updated - day, month & exact time (LT) of updating the quote as well as the source (Avinode or Leon).
  • Assignee - first person who is editing unread RFQ and designated to work with the quote.
  • Quote - list of possible aircraft quotes with prices - the lowest price is always on top.
  • Action - hover the mouse over and select trash-icon to delete the quote. You can also mark the quote as 'Read' or 'Unread' by clicking on the envelope.

To hide some of the columns click 3-dots icon in the top-right corner and unmark checkboxes/columns which should be hidden.

Use 2 available fields on top of the page to filter the list of quotes:

  • Type to search - you can type any part of the ID or Requester to find the quote.
  • Status - Leon shows 'all' quotes by default - click to open the drop-down box and select the status to narrow down the list of quotes.

By clicking any part of the quote Leon gets displayed the quote edition page.


Managing the RFQ

Requests/Quotes - the quote edition page

The main page of the RFQ - Request For Quote page is divided into 2 sections, which show all details in a transparent way:

  1. RFQ details with options of adding & managing the quote.
  2. Displaying the quote in Calendar, managing the Checklist, PAX and other options.

Details of the Request

Top-left part of the page shows details, such as:

  • Marketplace - Avinode, HelloJet, Victor or Leon.
  • Quote request ID - ID of the quote generated by Marketplace.
  • Requested by - client's or company name.
  • Representative - client's representative (defined in Leon or imported from Marketplace).
  • Assignee - a person who is designated to work the quote.
  • T/O & LDG emails - client representative's email address to which Leon should send MVT emails (or client's if Representative is not selected). Can be deleted or overridden by manual entry.

Statuses of the Quote

In this section, you can find available options for the quote status change. Changing statuses are correlated with actions, among which are: sending emails, documents, etc…

  1. NEW - highlighted when adding a new quote into Requests/Quotes or as a new quote from Avinode.
  2. QUOTE - send a quote proposition details with Flight Quotation document - when dealing with Avinode quote, clicking SEND means accepting the quote.
  3. OPTION - click to add the trip to OPS page with the status 'Option'.
  4. CONTRACT - shows a new window for Charter Agreement document sending.
  5. BOOK - click to add the trip to OPS page with the status 'Confirmed'.
  6. BRIEF - shows a window for Flight Brief document sending.
  7. INVOICE - an option to send an invoice to the client.
  8. DONE - closing the transaction.
  9. REJECT - reject the client's offer (the quote will show as 'rejected' on client's side in Avinode).
Printing sales documents

Independent from the status change actions you can always print sales document or send it via email using options:

buttons 2.png

  1. DOCUMENT - Flight Quotation, Charter Agreement & Flight Brief.
  2. SEND EMAIL - for sending sales documents via email or sending custom emails.
When working with Avinode requests you can accept or reject selected quotes, instead of rejecting all quotes in the request you are managing. In other words, you can accept (click QUOTE and sending email means accepting the quote), or reject quotes (click REJECT) inside Avinode request independently. You can also send to Avinode your own quote if only the aircraft assigned to it exists in Avinode. All quotes sent to Avinode can be also rejected if needed. For quotes sent to Avinode aircraft change is not available.

Itinerary details

Itinerary section

Right below request details & quoting options you can find Trip details: Aircraft registration, Price, ADEP, ADES, TBA checkbox, Departure time LT, Arrival time LT, Block Time, Flight Time, PAX number and Ferry flight indication.

By clicking the + icon you can add a new leg into the existing trip - you can do it also in-between existing flights.

It is possible to change the Currency and Leon will recalculate the price in the new currency. The new currency will also apply to the quote's fees (catering, hotel, flight plan, etc…).

It is also possible to schedule a Fuel Stop. More information in the subsection below.

You can also remove the leg from the itinerary by clicking on bin icon.png icon. Leon will display the Remove leg validator2.png validator where you can perform the relevant action.

By clicking on the TBA checkbox Leon will allow you to save the quote/trip without specifying Arrival and Departure times. Such a trip will be displayed in the 'CALENDAR' tab as an “All day” operation (just underneath the date).

TBA flight.png

Below trip details you can find 3 options to:

  1. icon 1.png - click to add a positioning flight (Leon will match last flight's ADES and next flight's ADEP in actual confirmed aircraft schedule).
  2. icon 5.png - adds price list to current quote - this action can be undone to icon 3.png which deletes the price list from the quote.
Feasibility check window

If there are any issues with the quotation itinerary, Leon will display a warning icon in the last column of the itinerary - warning icon.png.

If you click on this icon Leon will display Feasibility check information window which provides specific warning details as presented in the screenshot - all warnings, cautions and notices enabled in Leon, plus the information if on the day of the quote (departure day) no minimum crew (defined in the aircraft profile for cockpit & cabin) have been assigned with the Duty on the aircraft (registration or type - depending on Duties Setup configuration). Also, a caution FTL close to limit for Cockpit/Cabin crew member: warning FDP length exceeded will show up if defined in FTL Settings (by Leon Support Team) FDP threshold has been exceeded.


Fuel Stop

It is possible to add a Fuel stop to a flight in the itinerary section by clicking on a 'Fuel stop' icon.

FuelStopSched.png

Fuel stop is indicated by the following icons:

  • refuelingoption1.png - fuel stop required. This icon is displayed when the distance (in NM) between ADEP and ADES is greater than 'Max range with '0' PAX(NM)' or'Max range with max PAX(NM)' configured in the Performance section of an aircraft in the 'Settings' > 'Fleet' section in Leon
  • refuelingoption2.png - fuel stop optional. This icon is hidden and will be displayed if you hover the mouse over a flight in the itinerary
'Create Fuel Stop' window

To add a Fuel stop you have to:

  1. Click on a 'Fuel stop' icon
  2. In the 'Create Fuel Stop' window, you will see the list of airports. Airports are suggested based on a 50 NM radius from the point of refuelling (red dot). The list displays up to 5 airports sorted by the proximity from the airport of departure. Airports with 'C' and 'P' categories are not considered. It is also possible to insert your own airport of refuelling in the Custom Airport field.
  3. Select one of the airports from the list and click 'APPLY' button
  4. The 'Fuel stop' leg is added to the itinerary. The feasibility check can be performed by clicking on refresh.png icon. The new schedule also includes aircraft rotation time. Example, route EPWA-EGGW after adding a 'Fuel stop' in EDDH would look as below:

FuelStopSched2.png


Invoice

Sending the invoice from Leon

Before using this option you need to configure EMAIL TEMPLATES for the invoice. You can define as many email templates for Invoice as necessary. Once it's all set up edit the Quote, click a button INVOICE and Leon will show a pop-up window with auto-populated data from Email Templates, according to the template selected in this window (see below).

invoice templates.png

Leon does not create an invoice itself - you need to manually attach the document. In the future, we will add a possibility to generate an invoice straight from Leon.


Quote pricing

Aircraft & Airport fees in the quote

There are 2 ways of creating price valuation: manual entering price for an entire quote and using a detailed price list for an aircraft and airports.

You can manually enter the Price in the field next to Aircraft. This field is only editable when the detailed price list is not added.

Be advised that when the quote is imported from Avinode and an aircraft is configured in a section FEES, detailed price list shows automatically and an original Avinode price is always displayed next to it and can not be changed.

Once you have added Request & Itinerary details and selected the aircraft, click icon 5.png button and Leon will show a new section Quote below with Aircraft Fees & Airport Fees (previously defined in the section Fees).

In this section you can manage the price list:

  1. Add new item
  2. Change the item's name
  3. Change items quantity and their price.
  4. Delete item.
  5. Switch price lists to another aircraft price list (by using a button Recalculate).

Each item is editable, which means you can change its name (for edited flight only - default name remains the same) and/or its price.

When you click on the arrow next to the price, Leon will show both airports. The default fee will show for ADEP only but you can still add fees to ADES manually. Another option is adding new fee available in the drop-down box below the items. When changing fees manually, Leon shows Total price simultaneously changed at the same time. Hover the mouse over the Total price amount to see the price per hour of the flight.

total price.png

quote split.png

If it comes to Aircraft Fees displayed below Airport Fees, you can also change their names and overwrite values.

quote split 2.png

Use the button recalculate.png to switch between previously defined Aircraft Fees.

Once you reviewed the RFQ you can:

  1. SAVE.png - saves changes to the Quotation/Trip
  2. save and back.png - clicking on this one will save the changes and take you back to the List of quotations page
  3. cancel.png - transfers to the List of quotations page without saving changes
  4. show on schedule.png - this one works when the quotation is booked or saved as an Option. Clicking on it will open this trip in the OPS view.
Sending Flight Brief to the client

If you have created a quote for 2 different aircraft, or downloaded a quote like that from Avinode, after clicking QUOTE Leon shows a pop-up window with 2 quotes - mark a checkbox which quotes you choose to be sent.

It is also possible to send the email with the details for more than one quotation by ticking more than one checkbox.

Leon will then generate the documents that include these 2 quotations based on the Sales Documents templates.

2 tails in 1 quote.png

By clicking SKIP SENDING QUOTE you decide not to send an email, but still the status of the quote changes to 'Quoted' in the main quotes list.

Similarly works sending CONTRACT or a BRIEF - Leon shows a pop-up window where you can send an email with the Charter Agreement, or you can click SKIP SENDING EMAIL - that will change quote's status to 'Contract sent'.

If you tick the Back to checkbox.png checkbox and press any of the buttons in the 'Send email' window, Leon will revert to the list of Quotes. This setting will be saved so next time when you open an email window this checkbox will be already ticked.


Taxes

Italian Luxury Tax

This is an additional item available only in the Requests/Quotes section.

'Italian Luxury Tax' is only calculated for the flights from and to Italian airports and depending on the number of PAX on each flight and the distance. The distance is calculated using Great Circle Distance + 95km.

The values are as per below:

  • €10 per PAX for the flights shorter than 100km
  • €100 per PAX for the flights between 100km and 1500km
  • €200 per PAX for the flights longer than 1500km
'Italian Luxury Tax' calculations

Example

Trip consists of 3 flights to and from Italy.

Each flight has 3PAX added.

The distance between the airports on 2 of the flights is greater than 1500km and on the 3rd flight - 800km

In such case the calculation is as follow:

(6PAX x €200) + (3PAX x €100) = €1500

UK Air Passenger Duty Tax

UK Air Passenger Duty Tax (UK APD) applies to trips departing from the UK or Northern Ireland and is based on below criteria:

  • Destination bands
  • Rate types
  • Number of PAX

All the rates and allowances of the UK APD can be found here.

The calculations are performed for the whole trip.

1. Destination bands

The rates vary depending on whether the trip starts in the UK or Northern Ireland and the airport of destination.

The trips starting in the Scottish Highlands and Island are excluded from UK APD.

There are 2 destination bands:

  • Band ‘A’ where the distance from London/Belfast to the destination country’s capital city is between 0 to 2,000 miles
  • Band ‘B’ where the distance from London/Belfast to the destination country’s capital city is over 2,000 miles

Additionally, the calculation of UK APD for the trips starting at Northern Ireland take into consideration whether the flight is 'direct' or 'indirect'.

The countries falling into each 'Destination band' are listed here

UK APD class in 'Fleet'settings

2. Rate types

There are 3 rates of duty for each destination band depending on the class of travel:

  • Reduced rate
  • Standard rate
  • Higher rate

The rate type can be assigned to the aircraft in the Settings > Fleet > Sales tab of the aircraft edit.

3. Number of PAX

Duty is charged on each passenger at the rate for the place where their journey ends (their final destination).

If the journey is made of one flight the final destination is where that flight ends. If the journey includes more than one flight, and the flights are connected, the final destination is where the last flight ends and is not followed by a connected flight.

UK APD calculations - UK

Example 1 - UK

Please see screenshot on the right.

The trip consists of 3 flights starts in EGGW and finishes in KJFK.

The trip starts with 3PAX and finishes with 2PAX on the last flight. 1PAX finishes at EPWA.

The aircraft is of higher rate type.

In such case the calculation is as follow:

2 x GBP515 + 1 x GBP78 = GBP1108

Explanation:

  • rates for the UK based airport of departure
  • airport of arrival for 2PAX is in Band B (USA) and higher class aircraft - the rate of GBP515 per PAX
  • airport of arrival for 1PAX is in Band A (Poland) and higher class aircraft - the rate of GBP78 per PAX
  • 2PAX arrived at the destination in Band B and 1PAX at destination in Band A
UK APD calculations - Northern Ireland

Example 2 - Northern Ireland

Please see screenshot on the right.

The trip consists of 3 flights starts in EGAA and finishes in KJFK.

The trip starts with 2PAX and finishes with 3PAX on the last 2 flights.

The aircraft is of higher rate type.

In such case the calculation is as follow:

2 x GBP515 = GBP1030

Explanation:

  • rates for Northern Ireland based airport of departure
  • airport of arrival is in Band B (USA) and higher class aircraft - the rate of GBP515 per PAX for indirect flights
  • 3PAX arrived at the destination: 2PAX arrived in Band B country and 1PAX is not charged for

German Aviation Tax

German Aviation Tax is a departure tax on commercial air transport.

It is levied on the carriage, from an aerodrome situated in Germany, of passengers on board fixed-wing and rotary-wing aircraft.

The amount due per passenger depends on the distance of the biggest commercial airport in the country of destination from Germany's largest airport, Frankfurt am Main.

Destination bands

The destination airports are divided into 3 bands:

  • Group A - listed in Annex 1 as well as the flights within Germany. Domestic flights and flights to countries allocated to the first destination band are taxed at €7.38 per PAX
  • Group B - listed in Annex 2. These are countries not listed in Annex 1 and with a distance of not more than 6,000 kilometres including countries in North and Central Africa, the Middle East and Central Asia. A rate of €23.05 applies to PAX flying to countries allocated to the second destination band
  • Group C - countries listed in neither Annex 1 nor Annex 2. These charged at €41.49 per PAX

More information about the 'German Aviation Tax' can be found here

German Aviation Tax - Example 1

Example 1

Please see screenshot on the right.

The trip consists of 3 flights starts in EDDB and finishes in DNMM.

The trip starts with 3PAX and finishes with 2PAX on the last flight. 1PAX finishes at UUWW.

In such case the calculation is as follow:

2 x €41.49 + 1 x €7.38 = €90.36

Explanation:

  • 2PAX calculated at 'Group C' band (€41.49) because Thailand (VTBS) is the furthest destination from EDDF
  • 1PAX calculated at 'Group A' band (€7.38) because this PAX left the trip in Russian Federation (UUWW)
German Aviation Tax - Example 2

Example 2

Please see screenshot on the right.

The trip consists of 2 flights starts in EDDB and finishes in VTBS.

The trip starts with 0PAX and finishes with 2PAX on the last flight.

In such case the TAX calculated will amount to €0, because there are no PAX departing from the German airport.


Additional options

The right side of the page shows additional panels, which will allow seeing the quote in the Calendar, view the route on the Map, view & manage Sales checklist items and see OPS checklist items, manage PAX, add Notes or Comments.

CALENDAR

The view on quotation flights in Calendar

The quote itinerary/trip is imposed on actual confirmed schedule of the selected aircraft. The information displayed shows departure-arrival times & ADEP-ADES.

flights in calendar.png

The current day is always displayed in light-blue and the thin, green line shows actual UTC time.

actual utc time.png

The view shows the 7-days period. Click ← or → buttons to move for another 7 days backwards or forward, or click TODAY to get back to the current day view. You can also switch between UTC & LT.

Aircraft selection dropdown allows you to view a different aircraft activity vs the aircraft used in the RFQ. If you choose a different aircraft in the 'CALENDAR' tab, the activity for this aircraft will be displayed in grey and the RFQ will be highlighted green. This is presented in the main screenshot of this section.

Switching the aircraft registration in the 'Itinerary' section will reset the aircraft registration in the 'CALENDAR' tab to the same one.


MAP

The Map shows the route of the trip. You can navigate with the map by clicking + or - in the top-left corner.

Selected flight shows the arrow in green. Ferry leg shows the arrow in the light-blue.

map.png


CHECKLIST

Checklist section

Sales checklist on the trips/quotations added in the Requests/Quotes can be managed in the Checklist section of Requests/Quotes only.

It is not possible to service the Sales Checklist from the OPS view if the trip/quotation has been added in the Requests/Quotes.

It is also not possible to service OPS checklist in the Requests/Quotes. This can only be serviced in the OPS view.

Elements of the Sales Checklist can be set by default in the Flight editing section. Any changes to the Sales Checklist items will only apply to the newly added flights. If you wish to add or remove the Sales Checklist item, you can do it in the OPS view by using “+ADD ITEM” button.


PAX

PAX section

In this tab, you can add passengers on a flight.

You can choose either the PAX you already have in your Phonebook and add them in the “DATABASE” section or add Passengers as a free text in the “TEXT” section.

In order to activate the PAX boxes in the “DATABASE' section, you need to insert the number of passengers in the route section of the quotation.

PAX2.png

In this section, it is also possible to add new passengers to the Phonebook or edit existing passengers that are already in the database. The process is exactly the same as described here.

If the trip is added in the Requests/Quotes it is possible to add passengers or edit the data in the OPS section, tab PAX.


NOTES

Notes section

In this section, you can add OPS and Sales notes.

Once the notes are added, click SAVE button in order to save the changes.

These notes will be available and can be edited both in Requests/Quotes as well as OPS > FLIGHT tab.


COMMENTS

Comments section

In this section, you can add any comments regarding this particular trip/quotation.

In order to add a comment you need to click on Add comments.png button, type the text and press Add button.png button.

Once the comment is added you will be able to see who added a comment and what day at what time. The times presented in the comments history are in LT.

It is also possible to edit or delete the comment. In order to do that, click on on the right-hand side of the existing comment box and click on the relevant option.

Editing comments.png


SUBCHARTER

Subcharter flights in Requests/Quotes panel

When you use occasionally subcharter aircraft from another operator, our panel REQUESTS/QUOTES allows supporting quoting for external aircraft types with Subcharter option.

In order to use subcharter option create a quote (or edit existing one) and in the Aircraft drop-down box select 'Subcharter' - insert the price, add schedule details (or mark times as 'TBA'). In a tab 'SUBCHARTER' which appears in the right panel, select an AC type (it is mandatory to save the quote if you don't select the type Leon will show a warning). Other details, such as Registration, CPT and FO are not mandatory.

You can also insert the amount you paid for the Subcharter in the Subcharter price input.

Once the subcharter quote is saved you can manage it just like a standard quote. There is one exception - you cannot physically book subcharter quote as option / confirmed flight into OPS module. However, you can still change the status to 'option' and book, but the quote will not be booked.

You can send Flight Quotations containing normal and subcharter quotes. You can send subcharter Contract and Flight Brief for subchaters using documents templates which can be customized from Documents Manager and Email Templates from Email Templates panel. In both of these panels, you have access to fields values provided in 'Subcharter' tab of the right panel.

subcharter CC.png


AIRPORT CHARGES

Airport Charges tab

This is not a default tab and needs to be activated in the Add-ons section. More information about the 'Airport Charges' activation process can be found here.

This tab is showing the airport charges downloaded from the Airport Charges per route for specific airports, as displayed in the screenshot.


leon/sales.txt · Last modified: 2019/09/24 11:11 by bartek