Invoices, quotes and payments imported from Rentman
Imported invoices keep their Rentman number and can't be edited, voided or sent: correct them with a credit note and record payments as usual.
People with the «Sales» permission for invoices and quotes, and the «Treasury» permission for payments.
Your Rentman invoices were already issued: your clients received them and your accountant booked them. Filmo keeps them as a historical record and never issues them a second time. That's why an imported invoice can't be edited, voided or sent, but you can still correct it and record what the client pays. It's the same rule as for any invoice from another .
How invoices arrive
| Data | How it arrives |
|---|---|
| Number | The Rentman number, as it was. |
| Status | Issued and locked. |
| Client | The invoice's client or, if it had none, the project's. With neither, the invoice and its payments aren't imported. |
| Project and order | On the project, not on an order. |
| Amounts | Base, taxes and total from Rentman. |
| Lines | One per Rentman accounting split (rental, crew, transport…), without the equipment detail. |
| Currency | Your Filmo account's currency. |
| Payment status | Paid if Rentman marked it paid, overdue if its due date has passed, pending otherwise. With historical mode, all paid. |
In «Invoices» they carry the «Imported» badge, and the «Source system» filter separates them from those «Created in Filmo». The invoice page shows the «Imported» notice: “Issued in Rentman before using Filmo. It cannot be edited, canceled, or sent from here; you can create a credit invoice and record collections.”
Why can't I edit or void an imported invoice?
| Action | Available? |
|---|---|
| Edit, void, delete or send by email | No. When you try to send it, Filmo warns that it can only offer an informational copy. |
| Generate the e-invoice or export it to accounting | No: it would issue it a second time. |
| Create a credit note | Yes. |
| Record payments | Yes. |
| Duplicate | Yes. |
| Download or print | Yes, as a copy: «Download copy» and «Print copy». |
Filmo doesn't have the Rentman PDF, so it generates its own, with a . To correct an imported invoice, issue a credit note from it: see Create a credit note for an invoice.
Credits you issued in Rentman arrive as invoices marked as rectifying, not as Filmo credit notes. Treat them as history; new corrections are made with «Credit note».
Quotes
- They keep their Rentman number or, if they had none, get RM-QT- and their Rentman ID.
- They all arrive validated and «Confirmed», whatever happened to them in Rentman.
- They bring only the header and the amounts, with no lines, and stay on the project, not on an order.
- They don't carry the «Imported» badge or the invoice restrictions.
- Quotes without a client aren't imported, and Rentman proformas aren't imported at all.
Warning: Because every quote arrives confirmed, the project's quoted amount adds up all its Rentman quotes, including the ones the client never accepted.
Payments
- Each Rentman payment becomes a collection by bank transfer in «Payments and Collections», linked to its invoice and its client, and reconciled if the invoice was paid in Rentman.
- It goes to the first treasury account in your Filmo account. If there was none, the import creates «Cuenta bancaria (importado de Rentman)», shown in Spanish, which you can rename.
- A payment without an invoice, or whose invoice wasn't imported, is left out.
- You can record new payments on an imported invoice as on any other: see Record a payment or collection.
Note: With , every invoice is marked as paid in full but no payments are created: Treasury only shows the payments that existed in Rentman.
Invoice and quote numbering after Rentman
The import makes sure a new number never repeats an old one. For invoices and for quotes it creates two :
| Series | Status | What it's for |
|---|---|---|
| «Histórica Rentman — facturas» / «Histórica Rentman — presupuestos» | Inactive, not default | Groups the imported documents. It continues from the highest number found in the Rentman numbers, such as 150 in INV-2024-0150. |
| «Filmo — facturas» / «Filmo — presupuestos» | Active | Numbers your new documents: F[YY]%%%% for invoices and Q[YY]%%%% for quotes, from 1 and starting again every year (F260001). |
- The doesn't appear in «Sales invoicing preferences», because that screen lists only active series. The imported documents keep their Rentman numbers anyway.
- The is your unless your account already had another active default. Both series names are shown in Spanish.
- Orders don't use series: imported ones keep their RM- number and new ones get Filmo's own numbering.
If a new invoice doesn't propose an F number, choose the Filmo series in «Numbering» and tell the Filmo team. See Document numbering series.