Warner Bros. Client Area

2.0 - OFFICE & PRODUCTION SERVICES (OPS)

  • 2.0 - Accounts Receivable Numbers (AR Number)

Most productions at Warner Bros. Studios open a billing account through Accounts Receivable and receive a 6-digit account number. The last five digits of that number are commonly referred to as an “AR number”, which the Office & Production Services  group uses to bill for stage and backlot utilization, equipment rentals, labor and other production charges.  We can also reference a PO# for any charges that are billed to your AR account, and (at the production’s request) establish with all WBSO departments that a PO number is mandatory for all services and billing. Please contact your assigned Office & Production Services representative for assistance in setting this up.

For Accounts Receivable specific questions or to inquire what your AR# is, please contact EFS – Invoice to Cash at the following addresses:


If your production plans to use Studio Work Authorizations (SWA), please continue to the following section.

  • 2.1 - Studio Work Authorizations (Swa/Internal Po’s):

Production companies working on the SWA system and using an internal Warner Bros. billing account (typically a WBS Element, or “upload-download”) must issue a Studio Work Authorization (SWA) to order all goods or services from WBSO.  To can create a SWA, please send your approved purchase order to Operations via email: WBSOCallCenter@warnerbros.com

Authorization List

Prior to starting any work at the studio, it is the responsibility of the production company to submit a Studio Work Authorization Form to Operations, listing the names, signatures and initials for individuals who will request or sign off on SWA/POs submitted for processing.  A blank copy of this form is provided in the following pages.

Please note that a SWA cannot be created without the appropriate approval signatures.

 

  • 2.2 - A Quick Reference Guide To Swa Creation

Who can request a SWA?

  • All SWA requestors must be on the production Work Authorization List.
  • The list is approved by a production executive prior to the start of production, with each requestor’s name and authorized credit spending limit.

What information is needed to create a SWA?

  • Name of the production
  • Requester name
  • Element number and detail account number (see list of detail numbers on following pgs)
  • Description of goods and services requested
    – Estimate, unit, or invoice # if applicable
  • WBSO Department (see list of departments on following pgs)
  • Open/Close date
  • Billing Total

Where and how do I send a request to create a SWA?

  • Ensure that the Work Authorization Form has been submitted to Office & Production Services with approver signatures and noted spending limits (see this handbook for an example or request a blank form from the WBSO Call Center at WBSOCallCenter@warnerbros.com).
  • Send a PO with all above information and approval signatures to the Call Center for processing.
     – All requests should be processed by the Call Center within 24 hours or less during the work week.

How is the SWA billed against?

  • Once the PO has been processed as a SWA by the Call Center, the completed SWA is sent to the department indicated on the PO. The departments are expected to bill against the SWA in a timely fashion.
  • If billing has been completed and the SWA needs to be closed, please email the Call Center with this request.
  • 2.3 - Studio Work Authorization Form
  • 2.4 - Construction Flat Bids

WBSO Construction Services Departments can provide Flat Bids for service based on the following:

  • The client/production company should provide drawings and schedule information.
  • A SWA or P.O. needs to be issued before work can proceed.
  • Any scope of work changes initiated by the client/production company which requires additions, deletions or modifications must be accompanied by an approved Construction Department Change Order“. Approval must be followed by an immediate SWA and/or P.O. issued, prior to starting the work.
  • WBSO Construction Department will not be responsible for delays or increases in costs of completion which result from forces outside its control such as: strikes, fire, casualty, act of God, failure of power or other public utilities, inability of WBSO Construction Department to obtain essential materials or qualified personnel, or Force Majeure whether similar or dissimilar to any of the foregoing. A completed Construction Department Change Order must also accompany changes in the costs of completion resulting from any of the above. Approval must be followed by an immediate SWA and/or P.O. issued prior to proceeding with the work.
  • WBSO Construction Flat Bid Proposal does not include the costs such as Greens or Stage Rental. Any other exclusion will be noted at initial discussions.
  • 2.5 - Invoices

The following page contains two sample invoices generated by WBSO. The first is an invoice that Office & Production Services generates locally to provide a broad overview of the costs associated with your stage and backlot usage. The second invoice is an output from our SAP system – generally sorted by WBSO department, as each department submits billing separately – which Accounts Receivable will distribute at the conclusion of each billing cycle.  Most WBSO departments bill on a weekly basis, although there can be some variances (such as Telecom, who bill monthly).

INVOICE DETAILS:

  • Production information including project title and address
  • PO number provided and quantity of service hours or materials
  • Service/materials description
  • Service date
  • Quantity
  • Unit of measure (how many days, weeks, etc.)
  • Rate and Invoice total

Sample Invoice