Scheduled for release: 22nd April 2025
We’ve overhauled how rental fees and settlements work in Indy. With the new Box Office Settlements feature, you’ll now be able to manage studio terms and payments more accurately, flexibly, and transparently.
🔧 Step 1: Updating Movie Information and Terms
🎞 Where to configure what:
Movie marketing details (e.g., title, status, release date) →
Navigate to Admin → Settings → Programming → Movies.
Movie terms (e.g., rental fees, showing rules, abbreviations) →
Go to Studio Reporting → Movie Terms.
⚠️ Note: You can no longer configure movie terms from the movie form directly.
📍 To update movie marketing info:
Go to Admin → Settings → Programming → Movies.
Select a movie (e.g., Snow White).
Edit marketing info as usual.
Scroll to the bottom of the form.
🎯 You’ll notice that movie terms are no longer shown or editable here.
Click the link/button to open the Movie Terms form for this movie.
🧾 To update movie terms:
Go to Operations → Studio Reporting → Movie Terms.
Select the relevant movie.
You’ll see:
A list of terms, such as Default, IMAX, etc.
The order of terms, and whether they are valid.
Click a term (e.g., Default) to open the term editor.
Abbreviation field: Add a short code for internal tracking.
Notes field: Document any manual adjustments or edge cases.
Scroll to see:
Box office reports relevant to this term.
Showings associated with the term.
If changes were made to the movie term:
Click Recompute to recalculate the showing data.
Use Resend Showings to update the reporting if needed.
⚠️ We don’t auto-reassign showings between terms (e.g., Default → IMAX). You must manually update the data.
📅 Understanding weeks:
White weeks = safe to edit. Not yet reported.
Grey weeks = already reported. Editing will require re-sending data to the distributor.
📊 Step 2: Managing Box Office Reports
Box office reports are still located under Operations → Studio Reporting → Box Office Reports.
🛠️ What’s new:
You can no longer directly edit Start/End Dates of BO reports from the form to avoid overlap issues.
A new Edit Dates tool lets you safely modify the report schedule.
✍️ To edit BO Report dates:
Go to Operations → Studio Reporting → Box Office Reports.
Click Edit Dates.
Select a movie (e.g., Captain America: Brave New World).
For each BO report:
Choose a new start or end date.
Ensure weeks do not overlap — the system will block saves if they do.
Note:
BO Reports must start on Friday (or the traditional day for movie week starts in your region, i.e. Thurs in AU)
Early showings (e.g., premieres) can be included in the same week.
📌 Additional fields:
View last computed date.
See related settlements and invoices.
Legacy invoice fields are still visible (optional).
💼 Step 3: Viewing and Generating Settlements
🧮 Where to go:
Navigate to Operations → Studio Reporting → Box Office Report Settlements.
Each row here is a pending invoice line item for a studio. These values update in real time until the relevant BO report is sent.
🔄 To generate batches for invoices:
Use filters to narrow by studio, week, or site (e.g., Studio = Disney).
Click Batch.
Choose how you want to batch:
By Studio → One batch for all Disney items.
By Site → One batch per cinema site.
By Week → One batch per BO week.
Click Generate.
Your batches are now visible in the Studio Settlements table.
🧾 Step 4: Managing Studio Settlements
🎯 Go to: Operations → Studio Reporting → Studio Settlements
You’ll see:
One row per invoice batch.
The number of settlements, total due, and remaining unpaid.
The status: e.g., Open, Paid.
📂 Opening a studio settlement:
Click any row to view details.
Movies, sites, percentages, and identifiers (invoice numbers).
You can:
Mark it as paid.
Add notes.
View unbatched settlements from the same reports.
✅ Settlements are grouped if rates match (e.g., 11 showings at 61%).
If rates differ, they’re split into separate groups (e.g., 5 at 61%, 6 at 54%).
📤 Step 5: Exporting for Accounting
If you need to import settlements into your accounting system:
Go to Reports → Click the top right three dots → New from Library → Search for and add the Report "Studio Settlements"
Apply your required filters (e.g., State = “Submitted”).
Group by studio, week, or whatever dimension you want.
Click Export as CSV.
Contact support for any assistance required with this step
✅ What You Can Now Do
Generate multiple invoices for the same BO week.
Consolidate invoices by studio, site, or week.
Add terms, track rates, and automate reporting with more control.
Export data into your accounting tools with ease.
💬 Common Questions
Q: Can I retroactively assign a new movie term to past showings?
A: Yes, but this must be done manually via the recompute/resend showing workflow.
Q: Will edits to movie terms automatically update settlements?
A: If a term is greyed out (already paid), edits will create a new settlement, not update the original.
Q: Can customers still use invoice fields manually?
A: Yes, legacy invoice fields are still accesible in BO Reports.