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A disbursement covers any agreed costs incurred from a third-party in the course of delivering the project.
We have ten eleven recognised disbursement types.
Model/Talent
Studio
Drone
Voice-over
Travel
Venue Hire
Gear Hire
Music/Stock Purchase
CAD/TVC Delivery
Props
Other
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What if I don’t know all of my disbursement costs?
What if I don’t know what my project breakdown will be?
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If it can be achieved, it is certainly in the client's (and the Project Manager's) best interest to have all the costs understood upfront. This helps with budgeting and avoids helps to avoid nasty surprises if when costs may not have not been properly communicated to the client and a potential follow-up invoice may be on the way.
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Credit packs will only show themselves in contexts where your project’s contact(s) have the appropriate permission to use those credits — either they are the owner or they are from the appropriate office.
Applying credit
To apply production credit to your project, just type the value of the credit into the The Client Hub allows our clients to settle their own invoices using their production credit packs. If your contact has Admin or Account permissions, then they will be able to access and use the same credit packs that you can see.
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There is more info on the Client Hub side of production credit below. |
If you find that you are being asked to sort this out for them, you can also apply production credit to your project. Just type the value of the credit into the Credit Used field. You can type any value into a package’s Credit Used field and the project’s Total amount left to be paiddirectly beneath will immediately recalculate.
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However, after an invoice has been issued, you will not be able to change the amount of credit used for this invoice. To update this figure requires some back-end accounting footwork and you will need to contact the Accounts team or VMSX Tech Support.
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This should be avoided, as it means your client has been sent an unexpected invoice and is probably not very happy about it. |
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The invoice details dictate when the invoice will be sent, and to whom — most of the time, this will be a contact from their own Accounts team. Ensure you check with the client who they need the invoice needs to be sent to in order to prevent any . This will prevent delays in payment.
Payment terms.
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If you change, add, or edit any of your Invoice recipient details, you must remember to hit the blue “save” button |
Summary of Invoices
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The summary of Invoices invoices tab to the left of this page presents and monitors the admin of every invoice that has been triggered by this project.
If any costs are added to the project after the first invoice has been sent, then these will accumulate towards a new invoice. In most cases, this next invoice will be sent during the very next invoice .Follow-up invoices are covered by the 50/50 and fortnightly invoice terms, but you can also manually request a follow-up invoice from the Accounts teamrun from our Accounts team. The only exception to this rule is when a project is already on a fortnightly invoice cycle.
Invoice details breakdown
Invoice ID — our Accounts team’s reference number
Scheduled date — when the invoice will be sent to the client
Due date — when the client is due to settle the invoice
Price (excl. GST) — corresponds to the “amount to be invoiced” in the Overview.
Status — reflects one of the the following:
To Be Invoiced
Invoiced
Paid
Overdue
PO # — Purchase order number, for the client’s reference. You can add the client’s PO number to the invoice here. The client can also do this for themselves using Client Hub.
Actions — After the invoice has been generated, you will be able to download a copy of it here for sharing with the client, should this be needed. The client has a couple of other options here:
Pay Now — client can use Xero to pay their invoices with credit card or direct debit.
Use Credits — client can self-apply any of their available product credit to settle the invoiced account.
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The Client Hub presents an Invoices tab for each of the client’s projects. A small red dot will appear on the Invoice tab when a new invoice has been delivered or an invoice is overdue.
The Invoices tab is only visible to client contact with Admin or Accounts permissions.
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The Unpaid Invoicesoffers a view similar to the VMSX invoices summary, with the additional options to Pay Now or Use Credits.
Paid With Creditis only visible to the client when production credit has already been applied to their project. This view shows when the credit was applied, how much was used, and which pack it came from.
Production
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Credit
The client can separately purchase, manage, and manage use their pre-purchased credit packages from the Client Hub, outside of their projects.The Production Packs menu can .
Using production credits
If a Client Hub user has Admin or Account permissions, their special access to the project’s Invoice tab allows them to settle the invoice using any production credits that project has access to.
The client can only draw from one single credit pack to do this. Unlike our options in the VMSX, the Client Hub does not allow the client to use multiple credit packs for one invoice.
Production pack menu
Outside of the projects, the Production Packs menu can always be accessed from the settings menu on the top-right of the Client Hub page. Select “Credits”.
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assess the status and remaining credit for any “officecompany“office-wide” or individual credit packs they personally have access to.
assess any expired credit packs.
Submit an order to purchase new credit packs for themselves. Their Relationship Manager will confirm and process the order for them as soon as possible.
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Info: To read more about processing new credit package orders, see the Creating Starting new projects page. |