Orders and projects imported from Rentman
Each Rentman subproject becomes an RM- order of its project. How statuses translate, which lines arrive, and why the totals carry no tax.
People with the «Orders» and «Projects» permissions, as for any order or project.
In Rentman, a job is a project split into parts. In Filmo, a job is a project that groups orders. The import maps one onto the other, but an imported order carries traces of where it came from: its number, its status, some of its lines and its totals work a little differently from an order you create in Filmo.
How projects and subprojects arrive
Each Rentman project becomes a Filmo project with its number, client, contact person, external reference, color and dates. Each becomes an order of that project. The Landmark Venues wedding, Rentman project 1613, became a Filmo project; its ninth subproject became order RM-1613-9.
| In Rentman | In Filmo |
|---|---|
| Project | Project. If two projects share a number, the second gets the suffix -pr and its Rentman ID. The project type becomes a tag. |
| Subproject | Order of the project, with the project's client. Template subprojects aren't imported. |
| Subproject name | The order's alias. |
| Dates | Usage period; if there's none, the planning period. |
Imported orders are numbered RM- followed by the Rentman project ID and the subproject's position. New orders you create in Filmo follow Filmo's own numbering and never clash with them.
Order statuses
Filmo translates the Rentman status name. With , every order is «Completed» instead, including cancelled ones.
| Status in Rentman | Status in Filmo | Holds stock? |
|---|---|---|
| Confirmed | «Reserved» | Yes |
| Prepped | «Prepared» | Yes |
| On location | «In use» | Yes |
| At studio | «Completed» | No |
| Canceled or Cancelled | «Cancelled» | No |
| Pending, Draft, Concept or Inquiry | «Draft» | Only if its dates haven't passed |
| Any other name, or none | «Completed» | No |
Warning: A status you created in Rentman, or one in another language, comes in as «Completed» and doesn't hold stock. And unlike a draft created in Filmo, a Rentman draft that's in progress or still ahead holds its equipment.
Project statuses
Without historical mode, the project's status comes from its most active order. Because order and project statuses don't match, active projects show as «Unknown».
| Its orders | Project status |
|---|---|
| Any in use, prepared or reserved | «Unknown» |
| Any in draft, and none of the above | «Draft» |
| All completed, or no orders | «Completed» |
| Some cancelled and the rest completed | «Canceled» |
A project in «Unknown» doesn't appear in the Calendar. Give it its real status by hand: «General» → «General information» → «Edit» → «Status». See Project lifecycle and statuses. With historical mode, every project is «Completed».
Order lines
| In Rentman | On the Filmo order |
|---|---|
| Equipment of an item | Item line. For serialized equipment, the unit Rentman recorded or, if none, one picked in turn among the item's units. |
| Equipment of a set | Kit line with its components. |
| Equipment no longer in the catalog | Custom line with the original name, quantity and price. |
| Equipment group | Section with its title, in Rentman's order. |
| Function with an amount | Custom line. Functions without an amount aren't imported. |
| Additional cost | Custom line. |
| Assigned crew or vehicle | Custom line, with nobody and no vehicle assigned. |
The unit picked for a serialized line is an approximation for per-unit figures, not proof of which unit actually went out. hold no stock.
Warning: Crew and vehicles from Rentman don't appear in the Planner or in crew and fleet availability. Their amount is the cost Rentman recorded for that assignment. For jobs still ahead, add them as services and assign them: see Assign staff and vehicles in the planner.
Totals, taxes and profitability
- The subproject's discounts (rental, crew, transport, additional costs) are applied line by line to the lines of each kind; an equipment line's own discount takes precedence. The order has no global discount.
- The order total doesn't include taxes: the total with taxes equals the net amount, and the lines have no tax.
- Revenue in every profitability layer equals the net amount, and the margin is 100 %, because costs aren't imported. See Order profitability.
- With historical mode, each order has one finished delivery and one finished return, on the order dates.
Why an imported order's total doesn't match its invoice
For historical data, the tax lives on the invoice, not on the order. The imported invoice brings the base, the taxes and the total from Rentman, and it's your tax reference. The order shows only the base. So if the wedding invoice carries VAT, order RM-1613-9 shows less than the invoice.
- In Rentman, invoices belong to the project. In Filmo they stay on the project, not on an order: open them from the project. A project with several orders shares its invoices.
- Filmo doesn't split the invoice's tax across the orders, or make one up for an order that was never invoiced.
- Project revenue is worked out from the net amount of the invoices, so it isn't affected.
Good to know
- An imported order without a client takes the client of the project's first invoice.
- After the move you edit imported orders and projects as usual, with the same rules as any other order.
- How statuses and stock work for orders created in Filmo: Order lifecycle and statuses.
Up next
See what you can do with the project's invoices: Invoices, quotes and payments imported from Rentman.