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Every invoice in DOS has a status that tells you where it is between a cinema report and the money in your account. This page explains each status you can see on the Invoices page and what you can do at each step.

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Before you start

  • You can see invoices if your role has access to the Invoices page. Changing a status needs edit access, which comes with the admin, operations and finance roles.
  • Most invoices start from a cinema report in To check. See Check a cinema report.

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The statuses

Sent and Failed sent are shown, not stored: they are an Invoiced invoice that was emailed. You can filter the Invoices table by any of these statuses.
The status list on the invoice card offers To invoice, Review, Invoiced, Sent and Cancelled. You do not choose Paid or Historical import by hand.

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How an invoice moves

1

A report becomes a pending invoice

A cinema report waits in To check. When you confirm it, DOS creates the invoice for that Booking. An invoice that waits for its week to be checked appears under the Invoice approval chip in To check.
2

Approve it, or hold it back

On the check screen, Approve invoice (or Save and approve) accepts the invoice. Before that, two boxes hold it back: Special projection (event or special deal) and Check again before the PDF. The screen then says “Goes to Invoices as Review. No PDF is made yet.”
3

Release it

Open the invoice and choose To invoice in its status list. DOS makes the PDF in the background. If the PDF cannot be made, the invoice stays To invoice and you use Generate invoice once the reason is fixed.
4

Issue and send it

Generating the PDF moves To invoice to Invoiced. Sending the email moves it to Sent. See Generate PDFs and send invoice emails.
5

Record the payment

When the money arrives, record it. The invoice becomes Paid. See Record and review payments.

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Special projections and the agreed amount

When you tick Special projection (event or special deal) you can type an Agreed amount in CHF without VAT. The invoice then bills that amount plus VAT instead of the share and MG, and no advertising line is added. Leave the amount empty to bill the share or MG as usual.

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Cancelling and archiving

Choosing Cancelled changes the status only. The invoice keeps its number, reference and history. Nothing is sent and nothing is written to accounting, so a credit note is still done by hand. To hide a cancelled invoice from every list and total, open it and use Archive. Nothing is deleted, and you can restore it from Invoice approval, under Ignored. An admin can also use Delete on an invoice that was created by mistake and never left DOS. Invoices that are Invoiced, sent, exported, approved or paid are cancelled instead.

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If something looks wrong

DOS says: “This invoice was already sent, exported or paid, so it stays as it was and cannot go back to Review. Correct it with a new invoice.” Click Edit invoice on the invoice card instead: DOS asks whether to keep working on this invoice or cancel it and work on a copy. See Change an approved invoice.
The invoice email came back or never arrived. The status stays until the note about the failed send is cleared or you send the invoice again.
DOS has no invoice status with those names. The statuses above are the full list.
When a second report covers the same days at the same cinema on a different screen (for example an event), the check screen shows Confirm · separate screen invoice. Confirming makes a separate invoice for that screen.