Wellington-Royce BASE System Applications


The Wellington-Royce BASE System is flexible, powerful, data-rich, fully integrated and is designed to support the complete business operations of a General Aviation company. It is also a strong enterprise system that can support unlimited remote sites as well. Following are brief overviews of each of the applications and utilities. We invite you to contact us for more detailed information on each of the modules. We would look forward to showing you the system's flexible functionality and how it can fully run your single site operation or support the business of all of your company's multiple sites.


GENERAL LEDGER SYSTEM

The General Ledger system is fully integrated with all other modules of the system. It is completely table-driven and allows you maximum flexibility in organizing journals, ledgers, chart of accounts, accounting periods, and financial statements. Updated account information and financial statements are available for any time period or account. General Ledger supports multiple companies and facilities with account consolidation and allocation.


ACCOUNTS RECEIVABLE SYSTEM

The Accounts Receivable module is completely on-line and interacts with all other appropriate modules of the system. At the point of sale, a customer's account is updated real-time, and credit information such as outstanding balance, remaining credit, and aging is displayed.

Some benefits of the Accounts Receivable System are improved cash flow through more timely cash posting and fast statement preparation. The system helps you avoid bad debt losses by providing up-to-date customer information and payment history.


ACCOUNTS PAYABLE SYSTEM

The Accounts Payable System is closely integrated with the Purchasing, Inventory, and General Ledger systems. When an item is purchased and received into inventory, the integration of the system allows this data to be moved into Accounts Payable and is set up for payment. When Accounts Payable checks are generated, the Payable information automatically flows into General Ledger without any re-keying. Accounts Payable controls outlays with user-defined cash requirement reporting. Cash disbursements are tracked and audited through accurate, rapid reporting and inquiries. With the ability to accurately forecast cash requirements, you can better forecast cash disbursements and reduce the need to borrow.


ORDER ENTRY SYSTEM

All data entered throughout the Point of Sale program will automatically flow to all other modules affected by the transaction. For example, when the parts department sells a part, the inventory is relieved, an invoice is printed , and the customer's account is updated. With a single entry, this transaction is taken from its point of origin through posting to Accounts Receivable.

The Open Order Cycle in Order Entry provides the means to take orders, ship orders, back order, and print packing sheets and invoices in a professional and timely manner. A user can set-up the system to automatically create documents. For example, when an order is placed for parts, a picking ticket can automatically be created. If an item is not in stock, it is automatically back ordered. A purchase order can then be generated through the Purchase Order application. When the part is received, the PO can be matched to the open order and the item shipped to the customer. At this time, a packing sheet is automatically printed. Then the order can be invoiced. The Order Entry application, along with Inventory and Purchasing, provides a comprehensive, full-function distribution system.


INVENTORY MANAGEMENT SYSTEM

Control of your inventory - parts, fuel, pilot supplies, aircraft, office supplies, etc., is made easy and cost effective with the Wellington-Royce BASE System Inventory Management application. Items purchased and received automatically flow into inventory and, when shipped and invoiced, are automatically relieved from inventory. Costing, location information, quantities, vendors, data, stock status, and more are available for each inventory item. Inventory tracks serial numbers, lot numbers, and supports multiple stock locations and multiple warehouses per company. Physical inventory can be accomplished by warehouse, inventory type, and count group. Automatic ABC cycle counts are available with system generated ratings.


PURCHASE ORDER SYSTEM

The Purchase Order System is fully integrated with the Inventory and Accounts Payable modules. This single entry approach reduces error throughout the purchasing, receiving, shipping, and sales process. When an item is purchased, cost is verified and/or updated. When this item is received, inventory is updated automatically. When the invoice is received, all corresponding costs can be verified and then released for payment in Accounts Payable. This process eliminates re-keying of data in accounting and provides complete audit trails and purchase history for all items. The system also has the ability to use Unvouchered Receipts which eliminates the need to hold Accounts Payable open until all invoices have been entered.


WORK ORDER / JOB COSTING SYSTEM

The Work Order / Job Costing System provides a means of processing shop work orders with minimum operator intervention and maximum efficiency. It provides the capability to quickly close work orders through the billing and payment stages. The Work Order System reduces the labor and resources required to capture and process raw data. It also creates Aircraft Customer and Standard Job History references. This reference file will greatly enhance your service marketing activities and help you provide better, more thorough service to your customers.

As work is introduced to your shop, all pertinent information is collected and entered into the system. For example, customer information, credit status, aircraft defects, aircraft statistics, registration number, crew chief name, flight check requirements (if any), date promised, and estimated cost to complete are entered when the work order is opened. All parts, labor, and outside work are entered as the work is performed. Data is checked for accuracy as it is entered and Work In Process Reports may be run at any time. When all the work is completed, the work order is closed with a single keystroke. The closing creates an invoice which is fed to Accounts Receivable. Build to Inventory work orders eliminate the process of writing a purchase order to the shop for a repaired item to be put on the shelf in inventory. This process also allows you to add costs to an item currently in inventory.


LINE SERVICE - POINT OF SALE

The Line Service Point of Sale System is designed to process customer service transactions. This includes fuel sales, requests for services, reservations for hotel, conference rooms, rental cars, and more. Event scheduling is available to alert personnel in advance of items requiring their action such as In/Out service, catering, arrival, departure, etc. The system is similar to a Hotel Industry folio which records and tracks all billing for the duration of the customer's stay. An extensive Customer Preference Database is provided to facilitate opening tickets and to capture customer's desires and preferences. This Database is highly customized for the aviation industry and is extendable by adding new categories.

Customers checking in automatically create a Line Service ticket that will be used to track billing. Credit card information as well as other methods of payment are captured during check-in and may be altered anytime through checkout and closing. The customer's open ticket may be charged throughout his stay, generally upon delivery of goods and services. Quantities sold are immediately relieved from inventory and posted into Work in Process. Inquiries are available to view the sales amounts, current inventory, WIP levels, as well as Open and Closed Line Tickets. Customers may have more than one line ticket open at a time should the circumstances require. As a customer checks out near departure time, a proof invoice is available for them to review billing. A final invoice can then be printed. Closing the Line Ticket updates Accounts Receivable, Inventory, General Ledger, Sales Analysis, and Contract attainment quantities.

Truck Fuel statistics are captured dynamically as a result of issuing fuel to Line Service tickets. The system will also support multiple locations and each location can have its own inventory, pricing, sales history, and line ticket series qualified by the location code. If one or more locations require separate accounts for the same customer or vendor, those can be created. 


CHARTER / AIRCRAFT MANAGEMENT 

The Charter / Aircraft Management system will create the billing and expenses for trips and automatically update Accounts Receivable and Accounts Payable in the BASE System. Additionally a Trip Reconciliation Report itemizes billing and expenses by Trip Leg and includes the Owner payback amount for a managed aircraft.  The company/facility set-up feature in the software allows Profit and Loss Statements to be generated and selected by Aircraft (Tail #).  The application automatically creates multiple invoicing (up to 3 invoices per trip) for Charter Customers, Owners, and Internal billing for company costs for each Charter and Managed trip.  This allows you to set-up by Tail # which of those 3 invoices are billed for each line item cost of the trip.  

 

WIRELESS FUEL TRUCK MEASURING SYSTEM

Our software also offers the ability to have your fuel sales automatically fed directly from the fuel truck through a wireless interface into our Line Service system. This is achieved by fuel measuring units installed on the fuel trucks or at the fuel farm. When the fuel is sold, the transaction is automatically and accurately recorded and sent to the customer's account. This will deliver accurate fuel sale quantities and immediately update a customer's line ticket. The totals are on their invoice when a customer is ready to settle up before departure. The information from closed line tickets can also be immediately sent to the Fuel companies or Fractional companies to quickly facilitate billing for all parties.


CRM - CUSTOMER RELATIONSHIP MANAGMENT

We developed this module to provide a marketing tool for FBOs. This will allow you to capture data about the pilots, vendors, and customers who visit your facilities.  From that, you can develop marketing promotions, discounts, and follow-up contact with them.  It allows for promotional letters, seasonal mailings, or recognition to them of their importance to your business. It can also be used to do marketing mailouts to prospect lists. It can be used to keep track of points and awards for different promotions and can provide analysis of the effectiveness of your marketing.  A 'Tickler' feature notifies the user of required tasks, i.e. follow-up calls, mailings, emails, etc. 


PART NUMBER DATABASE
(VENDOR PRICE FILES)

The Part Number Database/Vendor Price File program lists updates current pricing for a number of major aviation vendors and, when combined with the Inventory program, can update the prices in your own on-hand inventory with a single keystroke. Prices from vendors including Cessna, Piper, Continental, Citation, and Lycoming Inventory are provided.

Data displayed by the parts database includes vendor names, descriptions, comparative pricing, and applicable discounts. Alternate part numbers and superceded numbers are also displayed. This allows you to link parts to any number of other parts that are common in their usage. You can view on one screen the primary part as well as its alternate parts or superceded parts. You can also quickly view your quantities on hand at any number of locations, warehouses, or even at the stock location level.

This database is updated monthly and provided to you on CD, which is loaded into your system and automatically updates the parts pricing. The charge for our Part Number Data Base includes a one-time set-up charge and yearly subscription rate.


QUERY

Query, IBM's Interactive Report Generator is useful for the generation of customized reports. A non-technical person with no programming experience can easily create reports and inquiries designed for a specific purpose. For example, if you want to know all instances of a C.O.D. shipment of a specific item to a specific customer in the last 30 days, a query can be generated quickly and easily using the Query program product. Although there are hundreds of reports within our standard modules, Query gives you an extra tool for times when you have a unique report requirement.

Over 100 specialized queries are already written and included with the system.

Query, when used with Microsoft Office, is also a very powerful marketing program that can greatly enhance your sales follow up and lead generation and organization. When producing correspondence to prospects, reference fields such as next contact date, required action, last contact date, and miscellaneous comments, may be added to the prospects file in your system. Query may then be used each day to extract and review activity that must take place within each prospective account to produce the desired results. Also, these systems will provide a chronological history of all sales activity and will record the final results in each account.


SYSTEM REPORTS - Following is only a partial list of reports in the BASE System. There is a large number of reports available throughout the system. We also design our reports to allow you to select the data you want by ranges, by dates, by numbers, by quantities, by customer classes, and much more. Our reports provide an unlimited range of data for your requirements. You can also run reports and instantly move the data into Excel spreadsheets or other types of data management applications on your PC.

Accounts Payable Reports


Accounts Receivable Reports
General Ledger Reports
Line Service Reports
Job Cost / Maintenance Reports
Order Entry Reports
Purchase Order Reports
Inventory Reports  
Software Overview | Top | Back
Wellington-Royce Corporation © 2017 All Rights Reserved