Creating Final Invoice (Expendables/Fuel/Mileage/L&D)

Once you receive an email that says a job is ready for billing, that means you'll have all the information you'll need to complete the invoice. You will make a final invoice then it will be sent off to the client for a final check before their credit card is charged. We may sometimes try and expedite this process if we are short on funds.

Complete Order Macro

This macro does not have to be run for equipment only packages.

• Navigate to the order that you'd like to invoice in rentalworks.

• Find it in the order screen and double click on it.

• Press Command + Shift + R to bring up the Rentalworks Macro Group

• Click 7 - Complete Order

Follow the on-screen prompts.

This will add fuel, mileage, and prompt you to add the used expendables in.

Lost and Damaged Items

You'll want to be very friendly when talking about L/D as it can be a stressful thing for the crew and production. However waiting for people to find items can hold up our process greatly. We do not want to wait 2 days to bill out a job because we are waiting for them to find 1 shotbag.

Migrating to Missing Items Order

• Go to Utilities > Migrate

• Put in the original order as the source

• Destination should be new order, call it JOB NAME - MISSING ITEMS

• Input the day they are to return the items

• Input the items they are missing that you'd like to migrate

• Press Migrate

• Go to Utilities > Change Order Status

You will go here and change the order status of your original order to complete

• Invoice the job like normal

Loss

• Notify everyone in the #equipment channel on Slack that something was lost.

• If more than 1 or 2 items, Create a PDF of the Order Status of Still Out items.

This can be done by going to the order, clicking hamburger menu > order status. Then click the hamburger menu again > print order status detail. Select Still out, then save this PDF and attach it to your email to the production.

• Send an email to the lighting crew if they can look at the location for the missing item. Use the Lost/Missing Items template

If they can, ask them when they will go, then set a date on your calendar to check-in. Include your order status report as this will give them all the barcodes.

Once the item is clearly lost, do the following:

• Press Command Shift + R to bring up the Rentalworks Macro Group, select Create L/D Order.

Follow the on-screen prompts.

• Once finished Click “Retire Loss and Damaged Items”

Can be found in the hamburger menu in the L/D Grid

• Modify the Unit Price (if needed), add any discounts (if needed) and select the Retired Reason for each item.

• Next click the Retire button on the bottom left of the Order.

The contract will be created, you can now go to the Billing step to send them the invoice for the L/D.

If they want to look for missing items, but you want to move ahead billing out the final invoice, follow those steps above. If they return with all of the gear you can do the following:

• Warehouse > Contracts

• Double Click the Lost Contract, then click the hamburger menu and click Void Contract

• Then go to Warehouse > Check In, and check in all the items that were returned.

Damage

You will want to take pictures of the damage to show to the production as soon as you find it.

If there was just damage that must be repaired, you can bill this as a Misc item called "Lost/Damaged Fee". Make sure you markup any repairs by 10% to account for our time. If it is going to take more than a day to get a quote for the damage, feel free to invoice for the job and let them know that another invoice is coming for the repair of the damaged equipment. This can then be sent and charged as a seperate invoice. This helps us get our money as quickly as possible for the rental.

If the damage means we will have to replace the item entirely, you can remove and save the tags and then apply it to whatever replacements are purchased. If no replacements are purchased, then you should just treat them as a lost item and follow the steps above.

Add a Note by clicking the Green + button on that item. List what was damaged and check the box so this is printed on the final invoice.

Expendables

Any expendables marked as used can be added to the Sales section of the order.

You will have to set the order to active in order to add expendables to a complted order

HAMBURGER MENU > UTILITIES > CHANGE ORDER STATUS

once you check out the expendables the order will automatically set itself to complete.

Items Left Behind by Crew

Sometimes personal gear will be left behind in the truck. Take these items, put them in Shed 4, then send them the After Hours Info - Shed template and tell them the codes for shed 4. If these items are not picked up within a month they can be discarded or placed in the red tag area. You should have a trello card about this and keep in touch with them to make sure they pick it up promptly. If it is something valuable, you are also able to offer to ship it to them.

Billing/Sending Invoice

Once the gear has been scanned in, is in the COMPLETE status, and you have completed the above tasks, the job will be ready to bill. If it's not complete check the Check Out/Check In module to see if there is anything more that was supposed to be checked in or out. Often times it is the Sales items that you've added that will need to be checked out.

• Click Billing

• Click Search

• Check the invoices you want to create

Select the invoice and click the "+ Create Invoices" button

• Check the box of the invoice you just created

• Approve the invoice

This is in the hamburger menu.

Now you will send the invoice, this is done one of two ways depending on the type of order.

Sending Regular Orders

• Click Command + Shift + R to bring up the Rentalworks Macro Group

• Click "9 - Send Invoice"

This will send the invoice using CineRentalManager. After you've sent the invoice, the next step is to capture the client's card 24 hrs after, to make sure the client has had time to review the invoice.

CineRentalManager: Uploading Quotes/Invoices#Uploading Invoices

For Subrentals

• Click the Invoice

• Click Print

• Click Email

• Add everyone listed to the To: Field using the magnifying glass.

• Add a Message and Send

"Invoice attached" is sufficient.

You must have an email attached to your user in rentalworks to do this. In order to add an email go to Admin > User > then Add rentals@boltlightingrental.com to the email field.

Weekly Billing

Weekly billing is used for any project that is two weeks or longer. Usually this is for feature films. This is a bit different than standard invoicing because the invoice is created each week without getting the equipment back. Mileage, tolls, expendables, and all other additional costs will be settled up at the end of the project, but the run of show package will be billed weekly.

You must set up the job for weekly billing in the beginning before this process will work. Refer to [[1]] if you must change it now.

• Check in the Order

At the end of each billing cycle as indicated on the schedule, check in the order.

• Go to Billing and Select the Order

File > Billing, then select the order number from the drop down menu. Once the order is selected hit search

• Create Invoice

Once the order is open on the billing screen, click "+ create invoice".

• Approve Invoice

Select the invoice, click the hamburger menu > approve invoice.

• Click Command Shift R > 9 - Send Invoice

CineRentalManager: Uploading Quotes/Invoices#Uploading Invoices

Not quite sure if you have to do these steps...-Ryan 10/22/2023

• Change the Order back to Active

Utilities > Change Order Status

Input the order # and change the order status to ACTIVE.

• Check out Order Again

Repeat this process each week until the job is over.

Void Invoice

If the invoice is incorrect and you need to go back to the order stage, you will void the invoice.

• Go to Billing > Invoices

• Unapprove the Invoice

Select the invoice, click the hamburger menu, click unapprove.

• Click Hamburger Menu > Void Invoice

Collecting Payment

Payment will be collected either through check or through credit card. Visit Charging Credit Card to learn how.