Skip to main content
On the Invoices page you can prepare and send many invoices at once. You select the rows, generate the PDFs, review the emails, and then you send them yourself from DOS. This page also covers the report PDF of each invoice and the Open invoice and Open report buttons.

​
Before you start

  • Your role must be admin, operations or finance. Otherwise DOS says “Your role cannot generate or send invoices.”
  • The firm needs an invoice mailbox, chosen in Settings → Mailboxes. Without it the email window stops with “Choose the invoice mailbox in Settings → Mailboxes.”
  • Depending on how your firm handles invoices, you may not see Generate PDFs and Send emails. They are hidden when invoices are handled only in the accounting system.

​
Generate PDFs for several invoices

1

Select the invoices

On the Invoices tab, tick the rows. A bar with batch actions appears. Historical imports cannot be selected.
2

Click Generate PDFs

DOS asks you to confirm. An invoice that is still To invoice becomes Invoiced. An invoice that already has a PDF gets the file drawn again, also when it was already sent, exported or paid. Its number, payment reference and total stay exactly as issued: if the invoice now calculates to a different total, DOS refuses and points you to Replace invoice (see Change an approved invoice). The cinema keeps the file it received.
3

Read the result

A message shows how many PDFs were generated, how many were replaced and how many failed, with the reason for each failure.

​
Review and send the emails

1

Click Send emails

With the invoices still selected, click Send emails. The Send invoices by email window checks recipients and prepares each email. It shows the mailbox the emails are sent from, and the invoice PDF is attached to each one.
2

Read the counts

Each invoice is one of ready to send, already sent, check first or cannot be sent. Ready invoices are ticked. Click an invoice to read its address, subject and text.
3

Decide what goes out

An invoice that was already sent is not ticked. If you tick it, the window warns “Ticked: this invoice will be sent again.” An invoice marked check first may already have left the mailbox, so look in the mailbox’s Sent folder before you tick it.
4

Confirm and send

Switch on “I reviewed the recipients and texts of …” and click Send … emails. DOS shows progress, then how many were sent, failed or uncertain. Sent invoices now read Sent. Use Retry … failed for the failed ones.
An uncertain email may have been delivered. DOS never retries it by itself. Check the Sent folder first.

​
Invoices held back by a difference

If a cinema report differs from the provisional figures by more than your firm’s margin, the invoice is listed under cannot be sent. The window says how many are held back. You can tick Accept this difference and send the invoice on each one, or Accept the difference on all … and send. Nothing is accepted unless you tick it.

​
Set the email text per language

The email text comes from Settings → Invoicing, in the Invoice email text section. Each cinema gets the language of its region, and a cinema without a region gets English.
  1. Pick Italiano, Français, Deutsch or English.
  2. Edit the Subject and the Message. Click a placeholder to add it: cinema, invoice number, film, total amount, due date, payment reference or your company.
  3. Check the preview, then click Save text. Back to standard text returns to the built-in wording.
Only an admin or finance user can change this text. DOS refuses an empty subject, an empty message, a subject on more than one line, or a placeholder it does not know.

​
Report PDFs and bookkeeping download

  • Report PDFs gives each selected invoice a PDF of its own cinema report, cut from the PDF you received.
  • Download for bookkeeping downloads one zip with each selected invoice’s PDF and its report PDF.
  • On one invoice, the Documents tab shows Make report PDF where the invoice still points at the whole PDF received. Type the pages, for example “3-5”, or “all”.

​
Open invoice and Open report

On an invoice card, Open invoice and Open report show the PDF beside the card, so you can compare it with the figures. The same button reads Hide invoice or Hide report to close it. Both are also in the Documents tab, where the small arrow icon opens the file in a new tab.

​
If something looks wrong

Open its row to read the reason. Common reasons are a missing cinema email, a difference that is not accepted yet, or “An email for this invoice is being sent right now.”
DOS says “The configured invoice mailbox is unavailable. Choose another in Settings → Mailboxes.”
The window says “Sending stopped unexpectedly. Check the Sent folder before sending again.”