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At the same time it is necessary to record the group on account of which the contract payment is made. The date should agree with that of form "E," on which the deposit is reported. It is suggested to use abbreviations to indicate the group, such as T. M. — Tom Moore; G. F. — Geraldine t Farrar; M. K. — Madge Kennedy, etc.
The net balance of contract payments for each account is entered on form "J."
FORD SUBSCRIPTIONS are not considered as contract payments.
KEY NUMBER BOOK
146. This book is an index of all theatres that have been served by your branch at any time. Once a key number has been assigned to a certain theatre it stays with it irrespective of the fact that the exhibitor may sign up for a single picture only. This is a cardinal rule and must be strictly observed as most records in the Home Office are based on key numbers only. Even if a theatre is closed or is destroyed, the number formerly assigned to it cannot be given to any other theatre.
A key number book should be prepared for the use of the branch manager, bookkeeper, booker and shipping clerk. It should contain the name of the owner and location. Obviously in order to be valuable it must be kept up to date. If several books are in use, see to it that any change is recorded in all of them.
GENERAL RECEIPTS
147. This form (No. 67) is used in cases where an exhibitor pays an amount and requests a receipt. It is to be signed by the cashier. It should not be used when payment is made by the branch.
ENVELOPES
148. A special envelope (form No. 68) is to be used in forwarding vouchers to the Home Office. As this envelope is kept by the Home Office for filing, the required information should be entered on it. Please note that it is not to be sealed.
Poster coupons are forwarded in envelope (form No. 84) which is to be sealed. The amount of coupons enclosed, must, of course, agree with the amount stated on form "I."
All film invoices and credits are sent to the Home Office in envelope No. 101. Indicate the branch and week numbers. Seal envelopes.
All accessory (Egry) invoices and credits are put in envelope No. 102. Indicate the branch and week numbers. Seal envelope.
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