Settlement and True-Up for Fulfilled Items Documentation

Once a receipt says what arrived, two questions decide what it costs you. Settlement answers who pays for it. True-up answers, for stock you consume, how much you actually used. Both are recorded on the order's Fulfillment tab, in the Actuals column of the item's row, so in the app they apply to items received against an order.

Settlement: Who Pays

Every received item carries one of two settlements:

We absorb the cost: the cost is yours, as with your own crew, your own gear, or stock you already own. Shown as Owned where space is short.
Vendor invoices us: a vendor will bill you for it. Shown as Invoiceable.

You rarely set this by hand. When an item is drawn from an inventory resource, it takes that resource's own settlement. Otherwise it follows the order: an item received from an External order is Vendor invoices us, and an item from an Internal order or a standalone receipt is We absorb the cost.

The worked-out value is a starting point, not a rule. A crew call on an Internal order can still include a freelancer who will send an invoice, and that difference between what you intended and what happened is worth recording.

Open the settlement control

On the order's Fulfillment tab, select the settlement button (Owned or Invoiceable) in the item's Actuals column.

Choose the settlement

Under How is this settled?, pick We absorb the cost or Vendor invoices us. The change saves when you choose.

The settlement button appears on pooled and expendable rows. For people and serialized units, settlement is worked out per slot from whoever fills it, and it is worked out again whenever someone new is assigned to that slot.

True-Up: What Was Actually Used

By default, the cost of a pooled or expendable item is the full quantity received. That is right most of the time, and it costs you nothing to leave it. A true-up is the optional step for when it is not: you received 400 bottles of water and used 250.

When you record usage, you also say what happens to the unused part:

Sunk: the remainder still counts as cost. It was opened, soiled, branded or otherwise cannot go back. Cost stays at the full quantity received.
Recoverable: the remainder goes back on the shelf. Cost drops to the quantity used, and the unused units are returned to the inventory resource the item was Drawn from.

Open Record usage

On the order's Fulfillment tab, select Record usage in the item's Actuals column.

Enter what was used

Type the quantity in Used. It cannot be more than the quantity received.

Choose Sunk or Recoverable

If anything is left over, pick Sunk or Recoverable for the unused units, then select Save.

The button then reads the amount used, for example "250 used". The quantity received never changes, so the difference between what you ordered and what you used stays visible as a record for the next show.

Correcting or Clearing a True-Up

Usage counted in the middle of a load-out is often wrong, so a true-up can be changed or removed at any time. Open Record usage again and enter a new figure, or select Clear to go back to costing the full quantity received.

Inventory follows the correction. If the recoverable remainder changes from 150 to 100, only the 50-unit difference moves, and switching from Recoverable to Sunk, or clearing the true-up, takes back the stock it had returned. An item that was not drawn from inventory still records usage, but there is no shelf to return anything to.

True-up applies to pooled and expendable items only. For people and serialized units, what was used is the actual schedule of each slot. See plan versus actual.

Recording Receipts

Record what arrived and where it was drawn from.

Reconciling Against Invoices

See how settled and trued-up items roll into the Fulfilled total.