In the Film Hire Payment module (Head Office > Maintenance > Film Hire Payment), click Calculate Film Hire in the ribbon to check for existing sessions that have been imported from cinemas, taking into account any filters that have been set (Circuits, Cinema Group, Cinemas, Films, Distributors, Status, Contracts, Ending Dates). These sessions are then processed, unless the associated Film Hire record has already been exported, in which case they cannot be changed.
Each row contains the sessions of a particular film at a particular cinema for one week. Net Box Office takings are calculated with both the formula (less house costs) and minimum algorithms. The higher amount is recorded as the Calculated Amount.
Users can add tin hire and sundry expenses, such as shuttling charges for moving prints between sites, owed to the distributors, which yields the final amount.
Pre- and post-calculation costs
If you want to deduct costs (for example: shipping) before or after the film hire calculation, configure Pre- and Post-Calculation Deductions in Head Office > Maintenance > Films.
Any errors such as missing contracts are indicated in the grid. Set the Status Values filter to Error to view only film hire records with errors. If a contract has been entered in error, then it is simply a matter of correcting the relevant contract and then running the film hire calculation again.
After film hire has been calculated, film hire reports can be run.
Accruals are generally used to account for film hire in a specific accounting period where the distributor invoices have not been received. They can be generated for any film hire records that have been calculated but not yet exported.
Note: These accruals aren't reversed; it is expected that the accounting system will do this as part of the accrual and accrual reversal process.
When supplier invoices are received, they can be entered into Film Hire Payment. The normal process for this is to use filters to select the supplier and week (and perhaps contract) to check the invoice amounts, and enter this against the corresponding film hire record. Click Enter Invoices in the ribbon to enable invoice entry mode. Invoice numbers and amounts can be entered, recorded, and marked for export if required.
When the export function is run, any film hire records marked for export are written to an accounting system output file. Each record is then made uneditable, as are any associated session records. The export format and default export path are set by system settings - see here for details.