The Atraxo Business Apps
The Atraxo Business Apps
Digitalizing Aviation Fuel Suppliers
The Atraxo Business Apps entail the world's first unique, fully hosted fuel management software solution, designed to assist jet fuel suppliers and service providers by streamlining the process of supplying fuel to airlines.
Enabling Aviation Fuel Management with Cloud-based Apps
Introducing cutting-edge Business Apps for fuel suppliers, designed to digitally transform fuel management processes. With the convenience of cloud-based SaaS solutions, these apps offer unparalleled flexibility to streamline operations, optimize resources, and drive business growth.
Account Management
Provide a 360° view on your customer account lifecycles. Manage contracts, maintain prices, set up pricing policies and check credit utilization.
Tender Management
Digitize and automate your tendering and bidding process, fully supporting IATA's XML standards.
Operations
Keep track and receive a detailed overview of your operational data. Manage fuel events, fuel tickets and accruals automatically.
Fuel Desk
Support your fuel team in responding to ad-hoc fuel requests. Generate quotes, manage purchase orders, and keep airports informed about upcoming re-fuelings.
Billing
Automate your customer billing process and generate journal entries for your accounting system.
Settlement
Verify vendor invoices and generate journal entries for your accounting system.
Supply Management
Manage your vendor accounts, keep track of vendor contracts, and automate price maintenance.
Inventory Management
Keep track of your fuel inventories. Track incoming receipts and outgoing deliveries, valuate your inventory, and calculate daily prices.
Analytics
Turn data into information and support management in decision making.
Client Portal
Enables your customers to keep track of their data using a web-based environment.
Enabling Aviation Fuel Management with Cloud-based Apps
Introducing cutting-edge Business Apps for fuel suppliers, designed to digitally transform fuel management processes. With the convenience of cloud-based SaaS solutions, these apps offer unparalleled flexibility to streamline operations, optimize resources, and drive business growth.
Account Management
Provide a 360° view on your customer account lifecycles. Manage contracts, maintain prices, set up pricing policies and check credit utilization.
Tender Management
Digitize and automate your tendering and bidding process, fully supporting IATA's XML standards.
Operations
Keep track and receive a detailed overview of your operational data. Manage fuel events, fuel tickets and accruals automatically.
Fuel Desk
Support your fuel team in responding to ad-hoc fuel requests. Generate quotes, manage purchase orders, and keep airports informed about upcoming re-fuelings.
Billing
Automate your customer billing process and generate journal entries for your accounting system.
Settlement
Verify vendor invoices and generate journal entries for your accounting system.
Supply Management
Manage your vendor accounts, keep track of vendor contracts, and automate price maintenance.
Inventory Management
Keep track of your fuel inventories. Track incoming receipts and outgoing deliveries, valuate your inventory, and calculate daily prices.
Analytics
Turn data into information and support management in decision making.
Client Portal
Enables your customers to keep track of their data using a web-based environment.
Core features of the Atraxo Business Apps
Account Management App
Manage Customer Accounts
- Set up and maintain customers and customer groups
- Set up master agreements, add contacts, notes, trade references, and upload relevant documents
- Create default and minimum margins, optionally depending on varying airports and/or aircraft types
Manage Credit Lines and Utilization
- Each time the customer receives fuel (via fuel tickets), the system reduces the available credit line
- Likewise, when a customer pays an invoice, the system increases the available credit line
- Customers exceeding their credit line are added to a warning list that is sent to connected airports
Manage Pricing Policies
- Add margins on top of the supply price by using pricing policies that can be configured based on different criteria which for example include location, customer or aircraft type
Manage Sales Contracts
- Automated daily feeds pull in key data about energy prices and exchange rates from sources that include Platts, Argus and European banks
- Automatic updates on the credit line exposure, check usage of a supplier's credit line against the allocated limit
- Create contracts and generate invoices easily using predefined price categories
- Compare supply options with the pricing overviews for suppliers and for all locations
- See the total price for a contract
- Track actual fuel supplied versus what was contracted
- Keep track of duties, fees and taxes on contract level
Price Maintenance
- Update prices across multiple contracts
- Capture a new price update for a certain price category and select the list of contracts in which the price update should be applied
- All price components and other key data like airports or aircraft types are stored centrally, so it is easy to create and apply standardized mark-ups based on i.e. location, customer or fuel volume
Tender Management App
Tender Invitations
- Automatically receive tender invitations and updates via the Aviation Hub
- Decide on which locations you wish to bid
- Generate "decline bid" messages and send them through via the Atraxo Data Exchange
Bid Management
- Generate draft location bids based on historic bids and pricing database
- Update your bids and generate new bid versions
- Keep track of all bids and bid versions
- Send bids in electronic XML format to the tendering airline
- Generate location contracts when bids are accepted
Operations App
Fuel Tickets
- Capture fuel tickets, add notes and attach documents to them, so that all relevant information is in one place
- Mark fuel tickets as rejected (in need of checking and /or amending) or rechecked so that all team members know a ticket's status
- Review a fuel ticket's history to see changes made
- Approve and submit fuel tickets for further processing
- Use fuel ticket information to calculate volumes and cost
Fuel eTicket Capture
- Ground staff can capture paper fuel tickets and upload electronic fuel tickets using the Atraxo eTicket app
- Once made available, the fuel tickets are validated against base data
- Validated fuel tickets can be approved and will be sent in electronic format to the specified receivers using the Atraxo Aviation Hub
Airport Integration
- Exchange data electronically with connected airports
- Receive fuel tickets from airports to bill your customers
- Send fuel authorizations to airports to notify the refueler about approved business
- Send customer warn lists to airports to avoid fueling customers which expired their credit lines
Fuel Events
- A fuel event amends a fuel ticket with commercial data from the related contract such as price and amount receivable
- The fuel event is used to generate invoices to customers
- A fuel event can also be generated from invoice lines of a purchase invoice. This situation is common in case of resale of jet fuel purchased from a partner supplier where the fuel ticket is sent to the partner supplier
- The Operations Manager can monitor the receivables amount calculated from fuel events
Accrued Receivables
- The accrued receivables are generated when a fuel event receivable amount is calculated for the first time, and updated whenever a fuel event is recalculated
- Accrued receivables are deleted if the fuel event is deleted
- The Accounting Manager can generate and update accrued receivables for the fuel events, keeping track of the accrued receivables
Fuel Desk App
Fuel Request Management
- Benefit from an end-to-end process for managing ad-hoc fuel requests, from the receipt of the fuel request through to the release of fuel authorization to airports
- Capture or import new fuel requests received from airline customers, manage changes to effective fuel requests and setup and maintain information about flight events associated with the fuel request to anticipate changes to the fuel required
Fuel Purchase Order
- The Fuel Desk app supports the reselling of jet fuel sourced from a partner supplier
- When generating a quote, the Fuel Desk app takes into consideration both jet fuel available in own inventory as well as jet fuel available for purchase from a partner supplier
- In case the quote generation makes use of jet fuel available for purchase, the Fuel Desk app generates a fuel purchase order to the partner supplier to allocate the fuel volume that was offered in the fuel quote
- Changes in the fuel request are processed and can lead to an updated fuel volume required for allocation or to the cancellation of the fuel purchase order
Fuel Quotes
- Generate a new fuel quote from a fuel request without having to re-enter details
- Setup and maintain frequently-used disclaimer notes that can be automatically attached
- Set validity periods so that quotes expire automatically if no purchase order has been raised against them
- Record when negotiations are taking place so that all users are aware
- Setup and revise location quotes so that you can submit fuel quotes separated by location
- Setup and maintain information about flight events associated with the location fuel quote; recalculate fuel demand if flights are added
Fuel Quote Acceptance
- Automatically generate a fuel quote acceptance from an existing fuel quote without having to re-enter details when a customer approves a fuel quote
- Capture fuel quote acceptances and see the associated quote, so that you can easily process and track them
- Confirm a fuel quote acceptance, and the system will automatically notify the customer
- Cancel, reject and re-open fuel quote acceptances
Fuel Authorization
- The fuel authorization is generated upon the acceptance of a fuel quote and send to the involved airport to notify about an upcoming fueling
- The authorized fuel volume can be specified or left open to the discretion of the pilot. In this case the authorized fuel volume is limited by the tank capacity of the aircraft type
- Upon changes of the fuel request the fuel authorization is updated and resent to the airport
Billing App
Sales Invoices
- Automatically generate electronic or paper invoices based on approved fuel events and predefined billing schedules
- Paper invoices are produced using predefined and customizable templates
- Generate journal entries per sales invoice for import into the financial system
- Automatically adjust accruals for approved sales invoices
- Generate invoices in multiple file formats (PDF, CSV, IATA XML)
- Send invoices to customers via the Atraxo Data Hub using various transmission methods
Received Payments
- Import received payments from the accounting system
- Update customers' available credit lines automatically based on received payments
- Close sales invoices automatically to keep your account managers up to date
Settlement App
Purchase Invoices
- Purchase invoices are received from your suppliers in case you buy jet fuel from business partners and resell to your customers
- Invoices can be imported when available in IATA XML format or captured manually
- Once made available in the app, invoices are automatically checked
Accrued Payables
- Accrued payables are automatically generated as soon as a fuel ticket indicates a purchase from a fuel supplier
- These accrued payables are updated whenever the related fuel event is recalculated
- The accrued payables are closed when the related purchase invoice has been approved
Invoice Verification
- Purchase invoices are checked when loaded into the app
- The invoice is mapped against existing purchase contracts to ensure that an effective contract exists
- Invoice lines are checked against fuel tickets regarding fuel volumes as well as against fuel prices as recorded in the mapped purchase contract
- Any exceptions are highlighted for manual resolution
- Generate journal entries per purchase invoice for import into the financial system
Supply Management App
Purchase Contracts
- Set up purchase contracts with suppliers to buy fuel for resale
- Contract pricing can be defined and includes index-based and market pricing
- A purchase contract is set up per supplier and location which allows considering location-specific terms and conditions
- Automated daily feeds pull in key data about energy prices and exchange rates from sources that include Platts, Argus and European banks
- Track actual fuel purchased versus what was contracted
- Keep track of duties, fees and taxes on contract level
Pricing Overview
- The Pricing Overview provides an overview of all effective purchase contracts
- Using the Pricing Overview, you can check
- which locations have purchase contracts
- for a particular location, which are the suppliers
- the contract type, scope and validity period
- the price categories and the actual prices
- the payment terms and, optionally, the credit terms
Supplier Account
- The Supplier Account feature provides a 360° view on a specific supplier which includes
- Roles and their contact details
- Purchase contracts
- Invoices
- Trade references
- Documents and communication
Inventory Management App
The Inventory app assists in the management and monitoring of fuel inventories. The app allows setting up storage systems, managing incoming and outgoing deliveries, valuating fuel inventories, and providing inventory-related reports.
Note: The Inventory app is currently under development
Analytics App
Business Intelligence
- Analyze and understand the impact of price components on your sales
- Compare actual versus planned sales
- Sales forecast based on actual data
- Understand delays in the fuel business process
- Detect anomalies in your operation and sales
Standard Reporting
- Customize the view on data to be exported directly from within the business application
- Template based reports
- Multiple export formats including XLS, PDF, CSV
Dashboards
- Insights into the data transferred each day, with detailed information on the sender service, message source, message destination and the transmission status
- Performance indicators for all stages of the fuel business process
- Operation insight gives a clear overview on the daily operation of the fuel desk with KPIs that helps the team on taking action and acting on the important tasks
Client Portal App
My Contracts
- Effective and expired sales contracts your customers concluded with you
My Price Notifications
- List of current and expired price notifications sent to your customer
My Demand Fuel Plans
- List of fuel demand plans received from your customer. The fuel demand plan contains the expected fuel demand for a list of locations and a future period (i.e. next week, next month)
- The customer can capture / upload a new fuel demand plan and modify / delete an existing plan
My Fuel Tickets
- Fuel tickets issued for fueling of your customer's aircrafts
- The fuel tickets can be downloaded in various formats
My Fuel Requests
- List of fuel requests received from your customer including related documents such as fuel quotes, fuel quote acceptances, and fuel authorizations
- The customer can create new fuel requests and update / cancel open fuel requests
Core features of the Atraxo Business Apps
Account Management App
Manage Customer Accounts
- Set up and maintain customers and customer groups
- Set up master agreements, add contacts, notes, trade references, and upload relevant documents
- Create default and minimum margins, optionally depending on varying airports and/or aircraft types
Manage Credit Lines and Utilization
- Each time the customer receives fuel (via fuel tickets), the system reduces the available credit line
- Likewise, when a customer pays an invoice, the system increases the available credit line
- Customers exceeding their credit line are added to a warning list that is sent to connected airports
Manage Pricing Policies
- Add margins on top of the supply price by using pricing policies that can be configured based on different criteria which for example include location, customer or aircraft type
Manage Sales Contracts
- Automated daily feeds pull in key data about energy prices and exchange rates from sources that include Platts, Argus and European banks
- Automatic updates on the credit line exposure, check usage of a supplier's credit line against the allocated limit
- Create contracts and generate invoices easily using predefined price categories
- Compare supply options with the pricing overviews for suppliers and for all locations
- See the total price for a contract
- Track actual fuel supplied versus what was contracted
- Keep track of duties, fees and taxes on contract level
Price Maintenance
- Update prices across multiple contracts
- Capture a new price update for a certain price category and select the list of contracts in which the price update should be applied
- All price components and other key data like airports or aircraft types are stored centrally, so it is easy to create and apply standardized mark-ups based on i.e. location, customer or fuel volume
Tender Management App
Tender Invitations
- Automatically receive tender invitations and updates via the Aviation Hub
- Decide on which locations you wish to bid
- Generate "decline bid" messages and send them through via the Atraxo Data Exchange
Bid Management
- Generate draft location bids based on historic bids and pricing database
- Update your bids and generate new bid versions
- Keep track of all bids and bid versions
- Send bids in electronic XML format to the tendering airline
- Generate location contracts when bids are accepted
Operations App
Fuel Tickets
- Capture fuel tickets, add notes and attach documents to them, so that all relevant information is in one place
- Mark fuel tickets as rejected (in need of checking and /or amending) or rechecked so that all team members know a ticket's status
- Review a fuel ticket's history to see changes made
- Approve and submit fuel tickets for further processing
- Use fuel ticket information to calculate volumes and cost
Fuel eTicket Capture
- Ground staff can capture paper fuel tickets and upload electronic fuel tickets using the Atraxo eTicket app
- Once made available, the fuel tickets are validated against base data
- Validated fuel tickets can be approved and will be sent in electronic format to the specified receivers using the Atraxo Aviation Hub
Airport Integration
- Exchange data electronically with connected airports
- Receive fuel tickets from airports to bill your customers
- Send fuel authorizations to airports to notify the refueler about approved business
- Send customer warn lists to airports to avoid fueling customers which expired their credit lines
Fuel Events
- A fuel event amends a fuel ticket with commercial data from the related contract such as price and amount receivable
- The fuel event is used to generate invoices to customers
- A fuel event can also be generated from invoice lines of a purchase invoice. This situation is common in case of resale of jet fuel purchased from a partner supplier where the fuel ticket is sent to the partner supplier
- The Operations Manager can monitor the receivables amount calculated from fuel events
Accrued Receivables
- The accrued receivables are generated when a fuel event receivable amount is calculated for the first time, and updated whenever a fuel event is recalculated
- Accrued receivables are deleted if the fuel event is deleted
- The Accounting Manager can generate and update accrued receivables for the fuel events, keeping track of the accrued receivables
Fuel Desk App
Fuel Request Management
Benefit from an end-to-end process for managing ad-hoc fuel requests, from the receipt of the fuel request through to the release of fuel authorization to airports
Capture or import new fuel requests received from airline customers, manage changes to effective fuel requests and setup and maintain information about flight events associated with the fuel request to anticipate changes to the fuel required
Fuel Purchase Order
- The Fuel Desk app supports the reselling of jet fuel sourced from a partner supplier
- When generating a quote, the Fuel Desk app takes into consideration both jet fuel available in own inventory as well as jet fuel available for purchase from a partner supplier
- In case the quote generation makes use of jet fuel available for purchase, the Fuel Desk app generates a fuel purchase order to the partner supplier to allocate the fuel volume that was offered in the fuel quote
- Changes in the fuel request are processed and can lead to an updated fuel volume required for allocation or to the cancellation of the fuel purchase order
Fuel Quotes
- Generate a new fuel quote from a fuel request without having to re-enter details
- Setup and maintain frequently-used disclaimer notes that can be automatically attached
- Set validity periods so that quotes expire automatically if no purchase order has been raised against them
- Record when negotiations are taking place so that all users are aware
- Setup and revise location quotes so that you can submit fuel quotes separated by location
- Setup and maintain information about flight events associated with the location fuel quote; recalculate fuel demand if flights are added
Fuel Quote Acceptance
- Automatically generate a fuel quote acceptance from an existing fuel quote without having to re-enter details when a customer approves a fuel quote
- Capture fuel quote acceptances and see the associated quote, so that you can easily process and track them
- Confirm a fuel quote acceptance, and the system will automatically notify the customer
- Cancel, reject and re-open fuel quote acceptances
Fuel Authorization
- The fuel authorization is generated upon the acceptance of a fuel quote and send to the involved airport to notify about an upcoming fueling
- The authorized fuel volume can be specified or left open to the discretion of the pilot. In this case the authorized fuel volume is limited by the tank capacity of the aircraft type
- Upon changes of the fuel request the fuel authorization is updated and resent to the airport
Billing App
Sales Invoices
- Automatically generate electronic or paper invoices based on approved fuel events and predefined billing schedules
- Paper invoices are produced using predefined and customizable templates
- Generate journal entries per sales invoice for import into the financial system
- Automatically adjust accruals for approved sales invoices
- Generate invoices in multiple file formats (PDF, CSV, IATA XML)
- Send invoices to customers via the Atraxo Data Hub using various transmission methods
Received Payments
- Import received payments from the accounting system
- Update customers' available credit lines automatically based on received payments
- Close sales invoices automatically to keep your account managers up to date
Settlement App
Purchase Invoices
- Purchase invoices are received from your suppliers in case you buy jet fuel from business partners and resell to your customers
- Invoices can be imported when available in IATA XML format or captured manually
- Once made available in the app, invoices are automatically checked
Accrued Payables
- Accrued payables are automatically generated as soon as a fuel ticket indicates a purchase from a fuel supplier
- These accrued payables are updated whenever the related fuel event is recalculated
- The accrued payables are closed when the related purchase invoice has been approved
Invoice Verification
- Purchase invoices are checked when loaded into the app
- The invoice is mapped against existing purchase contracts to ensure that an effective contract exists
- Invoice lines are checked against fuel tickets regarding fuel volumes as well as against fuel prices as recorded in the mapped purchase contract
- Any exceptions are highlighted for manual resolution
- Generate journal entries per purchase invoice for import into the financial system
Supply Management App
Purchase Contracts
- Set up purchase contracts with suppliers to buy fuel for resale
- Contract pricing can be defined and includes index-based and market pricing
- A purchase contract is set up per supplier and location which allows considering location-specific terms and conditions
- Automated daily feeds pull in key data about energy prices and exchange rates from sources that include Platts, Argus and European banks
- Track actual fuel purchased versus what was contracted
- Keep track of duties, fees and taxes on contract level
Pricing Overview
- The Pricing Overview provides an overview of all effective purchase contracts
- Using the Pricing Overview, you can check
- which locations have purchase contracts
- for a particular location, which are the suppliers
- the contract type, scope and validity period
- the price categories and the actual prices
- the payment terms and, optionally, the credit terms
Supplier Account
- The Supplier Account feature provides a 360° view on a specific supplier which includes
- Roles and their contact details
- Purchase contracts
- Invoices
- Trade references
- Documents and communication
Inventory Management App
The Inventory app assists in the management and monitoring of fuel inventories. The app allows setting up storage systems, managing incoming and outgoing deliveries, valuating fuel inventories, and providing inventory-related reports.
Note: The Inventory app is currently under development
Analytics App
Business Intelligence
- Analyze and understand the impact of price components on your sales
- Compare actual versus planned sales
- Sales forecast based on actual data
- Understand delays in the fuel business process
- Detect anomalies in your operation and sales
Standard Reporting
- Customize the view on data to be exported directly from within the business application
- Template based reports
- Multiple export formats including XLS, PDF, CSV
Dashboards
- Insights into the data transferred each day, with detailed information on the sender service, message source, message destination and the transmission status
- Performance indicators for all stages of the fuel business process
- Operation insight gives a clear overview on the daily operation of the fuel desk with KPIs that helps the team on taking action and acting on the important tasks
Client Portal App
My Contracts
- Effective and expired sales contracts your customers concluded with you
My Price Notifications
- List of current and expired price notifications sent to your customer
My Demand Fuel Plans
- List of fuel demand plans received from your customer. The fuel demand plan contains the expected fuel demand for a list of locations and a future period (i.e. next week, next month)
- The customer can capture / upload a new fuel demand plan and modify / delete an existing plan
My Fuel Tickets
- Fuel tickets issued for fueling of your customer's aircrafts
- The fuel tickets can be downloaded in various formats
My Fuel Requests
- List of fuel requests received from your customer including related documents such as fuel quotes, fuel quote acceptances, and fuel authorizations
- The customer can create new fuel requests and update / cancel open fuel requests
