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Once you approve an invoice, DOS never changes it by itself. If something it depends on changes later, DOS only flags the invoice and leaves the choice to you. This page shows how to confirm or change an approved invoice that was not sent yet, and what DOS does when the invoice was already sent.

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Before you start

  • Your role must be admin, operations or finance, with edit access to Invoices.
  • The invoice must be approved (reviewed). An approved invoice shows a note at the top of its card: “Reviewed for …”, with “Nothing changes it automatically.”
  • An invoice that settles per day cannot be edited here. The card says to change the day terms on its Booking.
  • Historical imports are read-only.

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When DOS flags an invoice

If the Booking changed after the review, the card shows “Something this invoice depends on changed”, or “Proposed: … instead of …”. The invoice itself is not changed: it keeps its reviewed week and terms and can be issued like that. You choose:
  • Approve … (the proposed week) or Use the Booking’s current terms: the invoice takes today’s week and terms.
  • Keep … or OK, keep it as reviewed: the invoice keeps what it had, and the proposal is cleared.
  • Mark as seen: for an invoice that was already issued. It stays as it was.
Earlier decisions are listed under Earlier changes since the review.

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Change an approved invoice that was not sent

1

Open the invoice

Open the invoice from the Invoices page. On the card, click Edit invoice (it reads Hide editor while it is open).
2

Change the condition

Under Condition, change the share or MG deal: % Distributor, MG amount, and for weekly conditions Rate and MG rule. You can also tick Special projection (event or special deal) and type an Agreed amount in CHF without VAT. The condition is saved on the invoice and on its Booking.
3

Change the figures

Under Figures, change Box office, Ticket tax, Admissions, Shows, Cinema VAT, Deduction order, Advertising or MG and advertising. The Net 1, Net 2 and Net 3 line updates as you type.
4

Change the invoice details

Under Invoice, you can change the Invoice date and the Notes. The payment due date follows the invoice date.
5

Save

Read the notes under the form, then click Save changes (Cmd or Ctrl and Enter also save). Use Discard to drop your edits.
You can also move the invoice to another Booking of the same film with Move invoice. Save or discard your other changes first.

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What you’ll see

The invoice stays reviewed and keeps its status. DOS records the change with your name. If other reviewed invoices belong to the same Booking, they keep the terms they were reviewed with, and the card says so. If the invoice already had a PDF, DOS makes it again after saving. If that fails, the card says “Saved, but the PDF was not made again”, followed by the reason. Producer reports that already include the invoice show a warning and need a refresh. Daily results are not changed, so correct them in the results if they differ.

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If the invoice was already sent

A sent invoice is never changed silently. When you click Edit invoice on it, or change its Status back from Sent, DOS asks first: Take back a sent invoice? The dialog says when it was sent and that nothing is sent or changed in accounting. You then choose one of two ways.
1

Choose how to continue

  • Keep working on this invoice (admins only): the invoice goes back to Review (or the status you picked) with the same number and payment reference. You can then change its figures, its Booking and its conditions. Type why the sent invoice is taken back; the button stays off until you do.
  • Cancel it and work on a copy: the sent invoice is marked Outdated and kept exactly as it was sent. A copy with the same figures and Booking and a new number opens as To invoice.
2

Confirm

Click Keep this invoice or Cancel it and use a copy. Cancel closes the dialog and changes nothing.
3

Make your changes and send again

Edit the invoice as described above. The cinema still has the earlier PDF, so send the corrected invoice again when you are done. The earlier send stays on record.
If you are not an admin, or the invoice was already exported to your accounting system, only Cancel it and work on a copy is offered. The dialog says why.
When you save a change in the Edit invoice panel of a sent invoice, DOS shows the same rule inline: “Saving creates a new invoice with this change. The existing one stays exactly as it is and is marked Outdated.” Click Create new invoice to continue. The new invoice shows “Replaces …, which was already sent and is now marked Outdated.” Nothing is cancelled or credited in your accounting system by either choice. If the old invoice is there too, correct it there yourself.

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What stays frozen

  • A paid invoice cannot be taken back or edited.
  • A sent invoice goes back to Review only through Keep working on this invoice (admins only, with a reason).
  • Historical imports and outdated invoices are read-only.
  • An invoice that was already issued cannot be moved to another Booking.
  • The cinema report of a reviewed invoice stays as it was checked. Its figures can be changed in Edit invoice.

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If something looks wrong

Your role or access does not include editing invoices.
Someone else changed it. Reload the invoice and try again.
The invoice is either not approved yet, or already issued. If it was sent, use Edit invoice on the card and choose how to continue, as described above.