Understanding Filmo's data model
The order at the centre: how contacts, projects, opportunities, resources, documents and payments relate to it.
Before you load your data, it helps to know how Filmo's records relate. A rental job touches a client, some dates, the equipment and people it needs, prices, documents and money. In Filmo all of that hangs from one record: the order.
The order at the centre
Think of the order as the job sheet pinned up in the warehouse, except that every other record links to it. The order brings together:
- The client, who is a contact, and the delivery and return dates.
- The resources: equipment (items and kits), spaces, and services, which bring in staff and vehicles.
- The prices, discounts, taxes and security deposit.
- The reservation, which holds the stock for the dates.
- The delivery and the return, done by .
- The documents: quote, , contract and invoice.
- Its profitability: what it earns against what it costs.
For the Landmark Venues wedding, the order holds Landmark Venues as the client, the wedding weekend, three frame tents, 120 Chiavari chairs, 12 round tables and a transport service for the driver. Its quote, its delivery note and its invoice are all made from it.
What sits around the order
| Record | What it is | How it relates to the order |
|---|---|---|
| Contact | A company or person you work with | The order's client; their details are copied to the order |
| Project | The work of one production or event | Groups several orders; optional |
| Opportunity | A sale you're tracking in the CRM | Can be linked to orders, quotes and a project; nothing moves it on its own |
| Item, kit, space | What you rent | Added to the order as lines; reserving holds them |
| Service | Staff, transport or a fixed charge you sell | Added as a line; people and vehicles are assigned to it |
| Document | Quote, proforma, contract, invoice, credit note | Made from the order; each has its own status |
| Payment | Money in or out of a bank or cash account | Recorded in Treasury and assigned to documents |
Why it matters
- You build the job once. Documents reuse the order's client, dates, lines and prices instead of you typing them again.
- Creating an order holds nothing; only «Reserve» does. You can prepare drafts freely.
- Documents and money are separate. An issued invoice isn't collected until a payment is assigned to it.
- A project lets you see a production's orders, documents and margin together.
Good to know
- Orders also arrive as drafts from your website's , from the Campus app and from the order importer.
- Every record has its own page, with notes, files, tags and its history.
- A change to a contact or an item doesn't rewrite the orders and documents already made with it.
Up next
See how equipment is counted in Items, kits and units.