Flight credit and receipts for students

If your school or club charges flights by the hour, your Flight credit (your wallet) keeps the account: how much you paid in, how much you flew and how much credit you have left. The office records the payments; you see them, download the receipts and know how many hours you can still fly.

Before you start

Your flight credit is created with the first top-up recorded by the office. Before that it does not appear in the Home or in the Menu.
AVIOFILE does not collect payments: the office records the ones it received (cash, bank transfer, card...).
Flights are charged from the day of the first top-up, at the hourly rate of the aircraft that applies to you (see Aircraft costs). Earlier flights are not charged.
To record or void payments you need the permission to manage members, usually the admin (see Members, roles and fees).

See your credit

In the Home the FLIGHT CREDIT card shows your balance and, for each aircraft, how much is left: for example "About 4 h 20 left on I-AXXX" or "No credit left for I-AXXX". When the credit is running out you see Low credit.
Tap it to open your flight credit. You also find it in Menu, in the ACTIVITY section, under Flight credit (Credit and balances if you also co-own an aircraft), where you tap the organization card. If you have credit in more than one organization, See all opens the list (the same screen as the Menu, with the balances of co-ownership groups too). The low-credit notification opens this screen as well.

The wallet has three parts:

PAYMENTS: each Top-up, Refund or Adjustment, with date, amount and method (Cash, Bank transfer, Card, Other).
SUMMARY: Top-ups, Refunds, Adjustments and Flights charged, which together give the balance.
FLIGHTS CHARGED: the flights paid from the credit, each with its cost. A flight without a rate shows No rate and is not charged.

Download a receipt

In the wallet, next to the payment, tap Receipt.
The PDF of the receipt opens, numbered and with the school's details: save it or share it from the sheet that appears.

If the office also attached a file (for example the proof of a bank transfer), next to the payment you see Proof attached.

Record a payment (office)

Open Menu > ORGANIZATIONS, tap your organization and, in MANAGEMENT, tap Wallets: you see each member's balance and, at the top, how many have Low credit. Search members finds the person.
Choose the member: tap + at the top and look for them in Who paid?, or tap them in the list, or open their page and tap Flight credit. The member's credit opens: tap Record top-up (if they have none yet, Record the first top-up). When the list is empty, a member's credit opens with the first top-up you record with +.

In Type choose Top-up (the member pays in money), Refund (you give money back) or Adjustment (you correct the balance: a positive amount adds credit, a negative one removes it). For the first payment there is only Top-up.
Write the Amount and check the Date: it cannot be in the future.
Choose the Method (Cash, Bank transfer, Card, Other) and, if you like, write the Reference (for example the transfer reference or the card receipt number).
Write the Notes. For an Adjustment they are required: explain why the balance is being corrected.
If you like, under Attachment tap Attach a file and choose Take a photo, Photo library or Choose a file: it is the proof of payment or a document from the school.
For a Top-up leave Issue a receipt on: AVIOFILE creates a numbered receipt the member can download. Turn it off if it is not needed.
Tap Record top-up. You see "Payment recorded."

Payments cannot be edited. If you recorded a wrong one, next to the payment tap Void and confirm with Void payment: it stays in the list, struck through and marked Voided, and no longer counts toward the balance. Then record the right one.

Logo and details on the receipt

The receipt shows the details of your organization (legal name, VAT number, tax code, address, email) and, if you want, the logo.

Open Menu > ORGANIZATIONS, tap your organization and, in SETTINGS, tap Billing details (you need the permission to manage billing).
Fill in the details and tap Save.
In the Logo for receipts part tap Upload a logo (or Replace the logo) and choose a PNG or JPEG image, up to 2 MB: it is resized to about 600 pixels.

The billing details are fixed in the receipt at the moment you issue it: if you change them later, receipts already issued stay as they were.

Frequently asked questions

I do not see the flight credit.

The flight credit is created with the first top-up recorded by the office. Before that it is not there, neither in the Home nor in the Menu.

Is the receipt an invoice?

No. It is a non-fiscal payment receipt. If you need an invoice, ask the school: AVIOFILE does not issue it.

How are the hours I have left calculated?

By dividing the balance by the hourly rate you would pay today on that aircraft. If the rate changes, the hours change too.

A flight was not charged.

No rate appears if there was no rate for that flight. Ask the office to check the aircraft's rates.