Product Improvement: Attach Documents to Aircraft Profile

Product Improvement, by popular request:  Attach Documents to Aircraft Profile

A number of customers thought it might be helpful to upload external documents to specific Aircraft Profiles, to keep things in order, and we agreed.

What kind of documents? 

One suggestion was an old 337, another was receipts.  You can upload photos, old Logbooks scans, or whatever you need to accompany the record.

What formats are accepted?

*.jpg, *.jpeg, *.png  and *.pdf ONLY.   (No Word or Excel docs at this time).
Max file size: 4MB

Here’s how to upload:

View/Open the Profile you want to add the documents to.

Click the +Add Document button (it’s right below the Customer/Owner section, towards the left side of your screen):

Click the Choose File button, and select the File you want.  Add a Name and a Date to the file, and click the Upload button.

Once you have a few files in place, you can Sort them by Name and by Date.  You can also search with a keyword in the Filter Search box.

Give it a try and let us know what you think.  Your feedback is appreciated!

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Have more questions? Need help? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday, Saturday, Sunday & IA Seminars:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Product Improvement: Inventory Tracking

By popular customer request, we’ve been making improvements to our Parts List tool.

The most recent improvement is Parts Inventory Tracking, giving you the option, and ability to record quantities for each Part in your list.  This allows you to track what you have in stock.

If a current Part only lists a quantity of 1 (one), you can Edit that part, and now add the actual quantity you have on hand.

When that Part is added to an activity, such as an Invoice or Work Order, that number of purchased Parts is subtracted from your stock.

Parts Inventory Tracking  is defaulted to “OFF”.  You have the option to turn Parts inventory “On” if you’d like to use it, or leave it “Off” if you don’t want to track quantities.  It’s up to you.   Go to My Profile, and click the Inventory button to either “Off” or “On”, whichever you choose.

How to ACTIVATE INVENTORY TRACKING:

To Activate Tracking, go to:

My Profile

Click the Inventory Tracking button so it shows a green On button

Please NOTE the following:

By turning on Inventory Tracking, all quantities will begin at 1. For the best possible user experience, update your parts quantities in My Parts before you add parts to service invoices or work orders.

By turning off Inventory Tracking, all My Parts quantities will be lost. When turning off Inventory Tracking, please make certain that is what you would like to do.

When parts Inventory is turned ON, and you are viewing your Parts List, there is a column for Quantity.   When you go to EDIT a part, the Quantity is available to be changed.

When parts Inventory is turned OFF, and you are viewing your Parts List, there is NO column for Quantity.  When you go to EDIT a part, the Quantity is NOT available to be changed.

How to EDIT a PART:

Go to “My Parts”

Locate the item you want to change. Using the Filter Search can make locating a Part easier and faster.

Click “Edit”.

Make the changes and click Save.

When you Edit a Part, you will see a notation that states:

Warning:  Changes made to this part will not affect parts already added to Work Orders or Service Invoices.

Use Parts in Work Orders & Invoices:

You can use Parts from your list, and apply quantities when using Work Orders and Invoices.

For Work Orders:

Open the Work Order

Either +ADD a new Discrepancy, or VIEW an existing one.

Either +ADD a new Part, or click on the Part name to EDIT it.

Make your changes and click SAVE.

An extra feature of Work Orders is that they be converted into an Invoice.

For Invoices:

Open the Invoice you want to Add or Edit a Part to.

Either +ADD a new Part, or click on the Part name to EDIT it.

Make your changes and click SAVE.

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Over time, more functions will be added to the “My Parts” tool, such as Reporting, to list the areas the parts were used, such as Work Orders and Invoices.  Another ability in the future will be to add more Quantity from within an Invoice or Work Order, instead of having to go back the My Parts, and Edit the part, as you currently have to do.  The Parts Inventory will slowly receive improvements over time. 

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Have more questions? Need help? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday, Saturday, Sunday & IA Seminars:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Logbook Entry with Company Name & Logo Option

LOGBOOK Entries are one of the most popular tools within our service.  A recent improvement is the addition of the option to include Company Name and Logo when printing.

Here at Zook Aviation, we tend to call the Logbook Entries by the shortcut of LSSR, meaning Logbook Service Sticker Record.  Whatever you call your Logbook Entries, here’s how to create a new one:

  1. Open an Aircraft Profile (or create a new one):

2. Click Create LSSR button:

3. Once you’ve created and filled out your new Logbook entry (or LSSR), be sure to click the green SAVE button before printing!

4. When you’re ready to Print, select any option you like.  Below, we’re highlighting the new option of including Company Name and Logo on the 8-1/2 x 11″ sheet:

As you can see in the sample below, the Company Name and Logo are included on the print outs:

Some folks cut off the blank portion of the paper and adhere it to the logbook by whatever means they choose, typically glue or tape.

Also, a number of our customers save two copies.  One for the customer, and one for themselves.  You can download and save the PDF to your computer, if you’d rather not have paper around.  But, if you prefer paper, consider using a 3-ring binder.  We’ve heard this is a popular method, as opposed to the small logbooks.

Give it a try and let us know what you think.  Your feedback is appreciated!

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RELATED ARTICLES:

Print Multiple Logbook Entries at the same time

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Have more questions? Need help? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday, Saturday, Sunday & IA Seminars:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Create a New Aircraft Profile through the Registry

Would you like to create a new Aircraft Profile?

There are several ways to create a NEW Aircraft Profile:

      1. From the Aircraft Registry (preferred and recommended), or
      2. From the Aircraft Profile menu (slower, more steps).

We’ll show you BOTH methods, starting with The REGISTRY:

Go to the Main Member Dashboard > Left Panel > Aircraft Registry > Search by N# or S/N:

 

 

 

 

 

 

Type in the N-Number and click Search:   *Click the blue arrow to open the Registry listing:

On the next screen, click the +Add to Aircraft Profile button:

 

Side Note:  – – – – – NO +ADD BUTTON? – – – – –

Occasionally, you may come across a listing that does not offer the +Add to Aircraft Profile button. This will happen for Experimental and Large (over 12,500 lbs) aircraft.  Click HERE to learn how to add those manually.

Side Note: – – – – –  SERIAL NUMBER FORMAT WARNING: – – – – –

At times, you may get a Serial Number warning (in red print). All this means is that you need to click the Edit button and change the Serial Number format to match the exact format description, such as this:

IS THE PROFILE COMPLETE?

Once you’ve set up the Aircraft Profile, you can do a number of other things:

      1. Add a Customer.
      2. Create a new, or link to an existing: AD Report, Logbook Entry, Weight Form, 337, ICA Work Order, or Invoice.
      3. Upload a Photo of the Aircraft.
      4. See what Regulations apply, including ADs, Service Documents (SBs), AMAs, STCs, or Suggested Appliances.
      5. Not all, but some profiles will also display Aircraft Accident / Incident information.  You can learn more about that here:  https://zookaviation.com/blog/2020/06/23/addition-of-aircraft-accident-incident-data/

That was one way to start a Profile.  Here’s the other method by going directly through AIRCRAFT PROFILES (it takes a bit longer, with more steps):

Create a New Aircraft Profile by Model Search

As an extra, here is the step-by-step My Aircraft Guide Book to get you started:

MyAircraftZookAviation

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Have more questions? Need help? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday, Saturday, Sunday & IA Seminars:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Search for Engine ADs

If you’re looking to search exclusively for Engine ADs, it’s very simple.

From the Dashboard, go to the left panel and click on AD & TCD Search. That will open a list.

Next, Click on Engine AD & TCD:

Once in the Search screen, type the model digits in to the Model field.  (We suggest leaving the Manufacturer field empty).  Click Search.

You’ll see a Results list appear below (you might have to scroll down to see it). From there you can type into the Filter box to narrow down your search.

Once you’ve found your Engine Model, click the View ADs List (_) link.

If you’re thinking about the Engine ADs within an AD Report, open the report, and click on “Select Engine (Single/Left Engine)”.

Select the engine from the list, or add your own engine.  The ADs assigned to that Engine will be added to your AD Report.  Scroll down to view them.

If it’s a twin, click on “Select Engine (Right Engine)” for the next one, to repeat the process.  Scroll down to view the new Engine ADs you just added.

You can spot the Engine ADs within your report by looking for this symbol:

 

 

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Have more questions? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday, Saturday & Sunday:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Save Save Save

The Value of Save:

Saving frequently helps reduce loss of data.

Most of our documents do not have auto-save.

While working, we encourage you to click the green save button often.

When you make changes in a field or box, then click away, the box will turn YELLOW.  That is an indication and reminder to SAVE your changes.

Clicking the green SAVE button often is the best way to ensure that your work remains intact.

 

It is also best practice to avoid using the “back arrow” in your browser.  Please use the Toolbox or Dashboard link in the upper left hand side of your screen:

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Have more questions? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday, Saturday & Sunday:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Customer Credit on Invoice

Has your customer made a deposit, or a partial payment on a bill?

Wondering how to record the credit on an Invoice?

 

 

There’s an alternate method that will display your Customer’s payment, whether it’s a Deposit, Partial Payment, or is Paid In Full.

Open the Invoice, scroll down to the Misc section, and click the blue +Add button:

InMiscAddBtn.png

Type in a Description for the Payment.  You can type anything, such as Deposit, Partial Payment, or Paid In Full.  Use your own words.  Be sure to use a NEGATIVE dollar amount in the Cost field, typed like this:   -375.00    Click Save:

InvMisc.png

You will see on the Printed Invoice that the credit appears in the Totals section at the bottom:

InvMiscTotals.png

You can always edit the Invoice later to make changes or additional payment lines.  When the Customer makes their final payment, you can reflect the payment by either changing the existing Misc line, or adding a new Misc line.  Remember to type in a NEGATIVE amount, which will appear as a credit.

There is a button at the top of the Invoice that allows you to watermark the page with “Paid in Full”:

InvPaidInFullWtrmrk.png

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Have more questions? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday/IA Seminars, Saturday & Sunday:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Missing ADs

If an AD appears to be missing…

MissingAD

*Before we get started, let us just say that we try to never miss an AD. 

1. Before contacting us, run a Single AD Search and look for the AD number that you think is missing.  Here’s how to run a Single AD Search:

Member Dashboard > Left Panel > AD & TCD Search > Single AD Search

http://zookaviation.com/blog/2020/04/17/search-for-a-single-ad/

This is an example of how to correctly type the AD number in the Search field:   18-07-03

If we list the AD, then it is in our system and can be added to your report by the methods below.

2.  If the Report is old, it may be time to Update With New ADs.  Here’s how:

http://zookaviation.com/blog/2018/09/05/update-an-old-ad-report/

3.  You may need to add an Appliance AD.  Have you tried the Suggested Appliances tool?  If not, it’s easy to check to see which Appliance ADs apply.  Click below to learn how to check for Appliance ADs:

https://zookaviation.com/blog/2019/02/26/how-to-add-an-appliance-ad-to-your-ad-report/

4.  If you want to add an AD to your report that does not apply specifically to your model, but you need it in your report, here is how to Add a Single AD to your Report:

http://zookaviation.com/blog/2020/01/30/how-to-add-a-single-ad/

As stated above, we try to never miss an AD.  If you have tried all the above steps, and still feel an AD is missing from our system, please Contact Us and we will work to resolve your concern.

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Have more questions? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday/IA Seminars, Saturday & Sunday:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Edit Shipping Rate on Invoice

Filling out and Invoice and need to change the Shipping Rate?  It’s easy!  Here’s how:

1. Open the Invoice and towards the top left side of the screen, click on the Edit Invoice button:

InvoiceShippingEdit

2. Change the Shipping Rate, then click Save:

InvoiceShipping

You will see that the Shipping rate is now updated on the Invoice.  You can now Print and Download to your computer.  Once it’s Saved to your computer, you can attach it to an email and send it to your Customer.

Related Articles:

How to View the Total for all your Invoices, by Year

Invoice Summary by Month, Quarter and Year

New Quote Status for Invoices

How to Add a “Flat Rate” to a Service Invoice

Sales Tax on Invoices

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Have more questions? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday/IA Seminars, Saturday & Sunday:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.

Search for a Single AD

Do you need to search for a single AD?   It’s simple.  Here’s how:

1. Member Dashboard > Left Panel > AD & TCD Search > Single AD Search

2. Type the AD number into the search box, in this format:  18-07-03

3. Click Search:

SingleADSearch

4. You can tell, at a glance, which Models the AD applies to, by clicking on the small airplane icon.

5. To VIEW the AD, just click on the blue AD link.

Related Articles:

Add a Single AD to an AD Report:

http://zookaviation.com/blog/2020/01/30/how-to-add-a-single-ad/

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Have more questions? Contact Us

Monday thru Thursday: Open from 9:00 AM – 5:00 PM

Friday/IA Seminars, Saturday & Sunday:  The office is Closed. Calls, voicemails and emails will be responded to within a reasonable amount of time.