Ordering junior artistes from a contractor

Junior artistes, caterers and other day suppliers live on the JAs & Suppliers page of a production, next to Crew & Pay. You need to be able to edit the production to order and count; bills and advances are for people who can pay crew.

Before the shoot: rate cards

A supplier's rates live on Suppliers (in your production house menu), under Rate cards: a line such as "Villager", what it costs (per head per call, per head per day, per plate, per trip or flat), and for per-head lines an overtime rate per hour and a night bata. A card can apply to every production or to one.

Changing a rate changes only orders placed after it. An order keeps the rate it was placed at.

Ordering

On The day, pick the date and press Order: the supplier, the rate card line (or a typed rate), what it is for — "villagers", "market crowd" — how many, and the call time.

Counting on set

Each order has two counts:

• At call — how many reported.
• At wrap — how many were still there at wrap. You can enter it once the call count is in.

Add overtime hours, tick Night (bata) for a night shoot, and add a group photo if you want a record. If the coordinator sent more than you ordered and you kept them, enter them under Extra heads accepted.

What is owed

Each order is paid for the lesser of the call and wrap counts, never more than you ordered plus the extras you accepted. Overtime and night bata are per paid head. Anyone who was ordered and did not come is shown as short with what they would have cost, and is not paid. Nothing is owed until someone is counted.

Feeding the day

The page shows how many to feed: the crew on that day's call sheet (or, before there is one, everyone with a call slip for the day) plus the junior artistes — the call count once taken, the order until then.

The bill

On Bills, record the supplier's invoice and tick the days it covers. The page sets the bill against your own count for those days and shows any difference. Once a day is on an invoice its counts are locked.

To pay, enter an amount — and, if you gave the supplier an advance, how much of it to recover. You cannot pay more than is open or recover more advance than is outstanding. If the bill has a budget line, the payment posts to the cost report. The bill must be in the budget line's currency.

Advances

On Advances, record money given to a supplier before the bill. Each supplier's balance shows how much is still to be recovered.

Who supplies what they are asked for

On Suppliers (in your production house menu), Supplied against ordered shows each supplier's record across every production: heads supplied against heads ordered, and how many days they came up short.