Table of Contents

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.

When a new quote is added, Leon shows a message

- click it and the new quote will appear on the screen.

The main page displays several columns:

 

• 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. If the Requester is an account (’Is account’ checkbox ticked in the Requester profile) it will be indicated by ‘(Account)’ next to the Requester name in the selection dropdown

• Aircraft - requested aircraft registration & type.

• Aircraft offered - displayed the aircraft registrations for which the quotes were sent to the Client

• Aircraft sold - displays the registration of the booked aircraft (status BOOK)

• Checklist - displays the overall status of the Sales checklist on the booked trip. Hovering the mouse over the dot will display the detailed statuses of each element of the checklist. Only the elements that apply to trip are displayed

• Itinerary - requested itinerary. If there are requests with the same itinerary details, the colour bar will appear on the left-hand side. Hovering the mouse over the bar will display the following information: ‘We use colours to mark RFQs having the same dates, routing, and PAX number. Colours allow finding the same requests very quickly.’ You can click the colour bar to filter the RFQ list by this colour and easily find the duplicates.

• Created - informs when the request has been created. Switched off by default, can be switched on in the ‘…’ filter

• 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. Underneath the person‘s name, Leon displays the Base to which the quote is assigned in the quote edit section.

• Quote - list of possible aircraft quotes with prices - the lowest price is always on top.

• Ferry flight time/PAX flight time - the values of ferry flight time and PAX flight time. Hovering the mouse over the values, the following information is displayed: Ferry flight time/PAX flight time, ratio value. Ratio value calculated as ’Ferry flight time/PAX flight time*100%’.

• Booking ratio - the percentage of booked quotes from the last 90 days. Right next to the percentage value Leon shows in brackets the number of booked quotes and after the slash, the number of all quotes per a requester

• Broker revenue - the sum of prices (in operator‘s currency) from the booked quotes - from the last 90 days.

• Avinode price - column presenting the price from Avinode initial request.

• Messages - Leon displays all comments added in the quote’s edition - unread

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  and read

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  - the same indication shows in quote’s edition section: right next to the tail’s number as well as in the tab ’Summary’.

• Action - hover the mouse over and there are 3 icons available: Trash icon to delete the quote, Clone icon to copy the quote, and Envelope icon to mark the quote as ‘Read’ or ‘Unread’

 

In the top-right corner there is a

icon including filtering options:

 

• Columns - here you can choose which columns are to be displayed in the list of requests. The order of the columns can be changed by drag-and-dropping the columns names within the list

• Preferred airport code - you can switch between ICAO and IATA codes for the whole ‘Requests/Quotes’ panel

Use 3 available fields on top of the page to filter the list of quotes:

• Type to search - you can type any part of the ID, Requester, or Representative to find the quote. Additionally, you can search by the Airport code or Routing

• 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.

• Show - you can filter by the following:

  • All - displaying either all requests

  • With unread messages - displaying only the requests with unread messages

  • Empty leg requests - displaying only requests for empty legs coming from Avinode

  • Owner requests - displaying trips requested by the owner in the Owner App (‘Owner’ label in the ‘Requester’ column)

  • Sold only - displays only booked requests (status BOOK)

  • Updated in OPS - displays the quotes with the changes applied in the OPS section but not updated in the ‘Requests/Quotes’

• Show also archived - a checkbox that allows displaying archived requests. The request is considered as ‘Archived’ if the status is set to either ‘Rejected’ or ‘Done’ or if the itinerary is scheduled before ‘NOW’. ‘Archived’ requests are indicated on the list of requests by the grey bar on the left-hand side and the ‘Archived’ label underneath the status in the ‘Status’ column. The Requests list is checked every 6 hours

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• FILTER - allows filtering by:

  • Assignees - sales person(s) assigned to quotes

  • Marketplace - filtering by the marketplace from which RFQ was sent

  • Tags - tag(s) assigned to quotes

  • Fleet - possibility to view requests on own fleet, or subcharter fleet, or both

 

In the Itinerary column Leon indicates the timeframe to the start of a flight by underlining the specific leg as per below:

 

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  - less than 24h left to the scheduled requested flight

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  - less than 72h left to the scheduled flight

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  - more than 72h left to the scheduled flight

The abovementioned indications only apply to the new requests.

It is also possible to sort the requests by:

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  - sorting based on the date and time of the update of the request

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  - sorting based on the date and time of departure of the first leg of the itinerary. This does not include the legs that already took off. Only includes the legs from ‘now’ minus 24h. It does not update the requests list and the green update button is not available

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  - sorting based on when the quote was created, from the most recent to the oldest or the other way round

There are additional options available directly from the Requests/Quotes view. In order to access the options menu, click with the right button of the mouse.

The available options are:

• REJECT REQUEST - allows to quickly reject a request

• CLONE REQUEST - option to clone specific requests. Option briefly described below

• DELETE REQUEST - option to delete request. Option briefly described below

• ASSIGN TO - option to assign the request to a person and base

• OPEN IN AIRPORT DIRECTORY - allows opening airport information

• SEND MESSAGE - allows sending a reminder message. Option briefly described below

• SHOW STATISTICS - displays statistics of quoted and booked routings. Option described below

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It is possible to preview selected airport details from the ‘Request/Quotes’ list.

Simply click with the right click of the mouse on the selected itinerary details and Leon will open a pop-up menu where one of the options is ‘OPEN IN AIRPORT DIRECTORY’. Hovering the mouse over this option allows selecting and previewing an airport from the Itinerary in the Airport Directory (upon clicking on the selected Airport code).

Hovering the mouse over the airport code, displays the airport details and airport notes.

It is also possible to open the specific request in the new tab by:

1. clicking on it with the middle scroll button of the mouse, or

2. holding the left ‘Ctrl’ key and clicking on the left button of the mouse (or a pad)

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

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It is possible to send a message to the Client directly from the ‘Requests/Quotes’ list.

In order to do that, click with the right-click of a mouse on the request of choice and select SEND MESSAGE TO CUSTOMER option from the pop-up menu.

‘SEND MESSAGE TO CUSTOMER’ window will open where you can:

• select email template from available ‘Sales Messages’ templates

• attach documents

If the quote comes from Avinode, the ‘AVINODE’ button will be active which will allow sending messages directly to the Avinode chat.

History of correspondence will display below the current message.

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It is possible to quote trips based on 2 different methods:

 

• Price based

• Costs & margin

The default method of quoting can be selected in the ‘Settings’ > ‘Fleet’ section in the ‘Sales’ tab ‘Pricing’ subsection.

There, you can also select the ‘Default margin’ and assign default pricelists (fees).

Additionally, you need to remember to insert the ‘Cost’ values in the ‘Aircraft Fees’. The ‘Airport fees’ are considered as costs.

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To add a new quote you need to perform the following steps:

1. Click on NEW QUOTE option in the ‘Requests/Quotes’ screen

2. Fill in the information in the ‘Add new quote request’ window:

• ‘UTC/LT’ - option allowing to select whether the quote is to be added in UTC or LT:

  • option is always set to LT by default

  • times in the Schedule section are not recalculated upon changing the timezone

• ‘Requested by’ - name of the Client requesting the trip. The Clients in this window are divided into 2 groups: ‘ACCOUNT’ (‘Account’ flag marked in the Client profile) and ‘OTHER’

• ‘Representative’ - option to select the representative assigned to the requester

• ‘Min. category’ - a category of the aircraft on which the trip is requested, e.g. Heavy jet, Midsize jet, Piston, etc. This will allow searching for the subcharter flights in Avinode if needed. If the aircraft registration is selected, Leon will automatically select the lowest aircraft category.

• ‘Aircraft’ - selecting aircraft (divided on categories), for which the request should be performed. Only operator aircraft available in the dropdown list.

• Trip Type - selecting the trip type for the booked trip. By default, it is set to the ‘Based on configuration’ option, which is the default trip type set in the Fleet settings for quoted aircraft

• ‘Add positionings automatically:’ - ticking the checkbox will automatically add the positioning legs. This depends on the Positioning flights policy setting in the Fleet > tab ‘Sales’

 

 

• Flight rotation selection options:

  • ‘One Way or Multi Leg’

    • adding legs with PAX and using + to add multiple legs

  • ‘Round Trip’

    • the itinerary table always contains 2 rows

    • there is no possibility to remove or add any extra rows

    • ADEP and ADES of the second leg are always filled in based on the airports in the first leg

    • update of ADEP modifies ADES in the opposite flight, and vice-versa

    • PAX numbers are synchronised in both legs

    • once the request is added, any further modifications of the itinerary are excluded from the abovementioned mechanics

• Cargo checkboxes

If you would like to enable the checkboxes related to Cargo flights, please go to the Leon Admin Panel → Flight Editing, and select the proper scheme in the “Trip edit scheme“ dropdown list:

Once you update the Flight Editing section, following field will appear:

 

• ‘Schedule section’ - ADEP, ADES, option to select ‘Departure’/‘Arrival’ date and time (in LT) and the number of PAX

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  . ‘GCD(NM)’ will be calculated automatically. Leon will display the itinerary in the Calendar view as well as on the map (Tab ‘MAP’). If the aircraft is selected, the ‘CALENDAR’ tab will also display the positioning legs. You can also select ‘TBA’ checkbox which will allow inserting the schedule without having to indicate ‘Departure’/‘Arrival Time’. In this case, the itinerary will display on the Calendar underneath the flight date.

There is also an additional option in General Settings > Sales Module - if a checkbox Require departure and arrival times to be set regardless of TBA setting is marked, times will have to be added, despite TBA marked.

• ‘Flight time’ - select the flight time calculation method. Methods are explained further down in this section. Once the method is selected, it will be remembered by the system when the next request is created

3. Press ‘CREATE’ to add the request

4. Request editing section will open, where:

• if ‘Add positionings automatically:’ checkbox has been ticked, the positioning legs should be added automatically and should be marked as ‘Ferry’

• the schedule timeframes should be built based on the aircraft performance and the minimum ground time required (Positioning flights)

• the quote should be added and calculated based on the ‘Fees’ assigned in the aircraft settings > ‘SALES’ tab. If there are no fees assigned to the requested aircraft, then no quote will be created automatically. If there is an ‘AIRPORT CHARGES’ integration in place, there is a possibility to automatically recalculate airport fees based on ‘AIRPORT CHARGES’ (more information in the ‘AIRPORT CHARGES’ subsection

 

 

It is possible to add a request without selecting the aircraft.

In this case, the editing window would suggest creating a quote (‘CREATE A QUOTE’ button) or finding subcharter in Avinode (‘FIND SUBCHARER/COMPARE PRICE’ button).

If we choose to create a quote, the standard edition window will appear with the schedule that we inserted initially but with no aircraft selected and no times calculated.

The request with no aircraft assigned will present on the list of requests as per below:

Please make sure that the API key provided by Avinode has the privileges to create the trip in Avinode. Without this privilege, the functionality will not work. You can confirm by contacting Avinode TechSupport at techsupport@avinode.com

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This quotation method allows quoting based on the cost and increasing the quoted amount by a specified margin.

In order to quote using the ‘Costs & margin’ method first, you need to:

• Insert the costs in the ‘Cost’ column in a selected ‘Aircraft fees’

• Assign ‘Costs & margin’ as the default method in the ‘Settings’ > ‘Fleet’ section, ‘SALES’ tab

• Select the default margin per aircraft in the ‘Settings’ > ‘Fleet’ section, ‘SALES’ tab

Quoting based on this method is very similar to the ‘Price based’ method.

Within the quote breakdown, you will see the ‘Cost’ column where the default cost value from the pricelist is populated.

The Discount and Additional Fee elements do not apply to ‘Costs and margin’ quoting method.

 

Values in both ‘Unit’ and ‘Cost’ columns can be manually overwritten.

The major difference is that in the summary section, there are 5 elements:

• Cost - this is the sum of the total costs

• Margin - default margin used to calculate the price. Can be manually overwritten

• Price without commission - amount for the Client without third party commission. Calculated in a way that required margin is achieved:

  • Price = Cost /(100% - Margin%)

• Third Party Commission - the amount of commission paid to the third party, e.g. a broker

• Total price - the price that is a sum of ‘Price without commission’ and the ‘Third Party Commission’

• Gross price - not editable and appears only if VAT value is inserted. Hovering the mouse over the ‘Gross price’ amount will display VAT value in the tooltip

Additionally, hovering the mouse over each of the calculated amounts will display a tooltip with the cost/price calculated per hour of:

• Flight time and,

• Block time

‘Price’ value can be edited and overwritten. In this case, when inserting the price and clicking outside the ‘Price’ input, Leon will round the price in accordance with the setting in the ‘Fees’ section. Additionally, Leon will recalculate the ‘Margin’ value.

The sales documents will still present the total price from the ‘Price’ box above the itinerary.

In case if the default method changed from ‘Costs & margin’ to ‘Price based’ in the ‘Fleet’ settings, and you wish to recalculate the existing quote based on the updated method, simply select ‘DELETE QUOTE’ and then ‘ADD QUOTE’ options. Leon will requote based on the new default method.

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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.

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The 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. Additionally, two icons are available:

  • Show changes history - displays the history of changes within the quote

  • EDIT REQUEST - option to edit the initially requested schedule and apply changes so that they reflect in the main Requests/Quotes view

• Requested by - client 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.

 

 

It is now possible to add a new client (a company or a person) straight from the REQUESTS/QUOTES panel, as well as adding a client’s representative.

When creating a new quote, click a + icon right next to the ‘Requested by’ field.

Leon will show slightly different windows if a new client is a company and a different one if a new client is a person (see screenshot on the right).

Once a new client has been added it will be stored in Leon for future usage and its profile is also created in the Phonebook

 

 

It is also possible to edit a Requester or Representative by clicking on icon located next to Requester/Representative box.

The changes applied in the ‘Edit requester/representative’ pop-up window will apply instantaneously.

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It is possible to assign requests to bases.

This feature only applies to operators that have more than one base. For the operators with one base only this functionality will not apply.

Bases can be defined in General Settings section.

Once the bases are added, it is possible to assign one to a user, Client or directly to the request.

 

Operator bases can be assigned as follow:

• Client/Client Representative - by editing Client/Client Representative in RQ details section

• User - bu editing a user in Settings > Users section

If the base is assigned to a Client, the trip requested by this particular Client will automatically be assigned to the Client’s base.

Once this request is edited by a user with base assigned then this request will get assigned to the user base automatically.

It is also possible to assign or change the original base, including the base initially assigned to a Client, without having to assign a specific user.

The ‘Requests/Quotes’ list includes all the requests including the ones without bases assigned.

 

If you select a particular base in the operator selection dropdown (top-right corner of Leon), the Requests/Quotes list will only display the requests assigned to this particular base. See the screenshot on the right.

Change of assignee or a Client does not automatically change the base assigned to the request.

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Sales Module Setting Quote Requests and Statuses

It is possible to edit the originally requested schedule and reflect it in the main ‘Requests/Quotes’ view.

EDIT REQUEST button is available by the quote number in the quote details section:

Clicking on the ‘EDIT REQUEST’ button will open the ‘Edit quote request’ pop-up window (quote editing part presented on the right). This window is identical to the ‘Add new quote request’ window.

 

In the ‘Edit quote request’ window, the initially requested schedule can be amended.

The changes can include:

• schedule - routing as well as the number of PAX

• aircraft - change of aircraft or additional aircraft

• option to include positioning legs

 

After the changes are performed and applied (‘UPDATE’ button), the yellow strip will appear in the request edit section with the following options:

 

• IGNORE - does not apply any changes

• APPLY - the update will be accepted and reflected in the updated itinerary

• CREATE NEW - new itinerary on the same aircraft will be created within the same request (the second tab with the updated itinerary)

• SHOW CHANGES - displays the history of changes of the request

The screenshot on the right presents the usage of the REGENERATE button.

If the changes are applied to the schedule, the quotation will recalculate automatically.

Additionally, the changes applied will reflect in the main ‘Requests/Quotes’ view:

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It is possible to set up an auto-update of the booked trips. Once a quote‘s status has been set to ’BOOKED’ if the quote’s schedule has changed, Leon can either automatically update the trip in OPS, or the user can do it manually.

AUTO-UPDATE

To make it work, mark a checkbox Auto-update booked trips in Requests/Quotes in the General Settings panel. Once it’s done, when changing a quote’s schedule, Leon will automatically update the trip in the OPS panel (see example on the screenshot on the right).

MANUAL UPDATE

If an auto-update is switched off and the booked quote’s schedule changes, Leon will show an orange warning triangle in the button

Click it and select Update trip using (aircraft reg number) quote and Leon will update the trip’s schedule in the OPS panel.

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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…

The statuses available in the request edit section can be customized in the 'Sales Module' in 'General settings' section:

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. It is possible to send the same message for all quotes by marking a checkbox Send same message to all quotes.

3. OPPORTUNITY - click to add the trip to the OPS page with the status ‘Opportunity’.

4. OPTION - click to add the trip to the OPS page with the status ‘Option’.

5. CONTRACT - shows a new window for Charter Agreement document sending. It is possible to include the positioning FERRY flights in the Charter Agreement document by selecting the FERRY flights in the CONTRACT message window. Flights with PAX cannot be de-selected

6. BOOK - click to add the trip to the OPS page with the status ‘Confirmed’. It is possible to select the trip type when booking the quote

7. BRIEF - shows a window for Flight Brief document sending. It is possible to send the Flight Brief document for selected flights by selecting a specific flight in the BRIEF email window

8. INVOICE - an option to send an invoice to the client.

9. DONE - closing the transaction.

10. REJECT - reject the client‘s offer (the quote will show as ’rejected’ on the client‘s side in Avinode). Should be used on a non-processed request (process of quoting has not started) - CANCEL - this status is very similar to the ’REJECT’ status however can be used after the processing of the request has started and one of the parties decided to resign at one stage

 

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

 

1. DOCUMENT - Flight Quotation, Charter Agreement, Flight Brief, and already created Invoices.

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.