Using Proposal Jobs

Overview

The following types of jobs are managed by CCLAS:

  • Registered jobs, including production, internal and proposal jobs

  • Template jobs

  • Schedule jobs and draft jobs raised from schedule jobs.

  • Laboratory batch jobs which comprise samples from multiple registered jobs for a suite of tests.

When the laboratory wants to canvass for more work and they know that a specific client is about to start a big project, or when the client asks them to say what they could offer for the analysis of particular types of samples, the laboratory makes a proposal.

A proposal for work takes the form of a proposal invoice that is raised from a proposal job. The proposal invoice is then sent to the client, where upon it is accepted or rejected.

If a proposal for work is accepted by a client, any work submitted under the proposal can be registered by saving the proposal job as a production job.

A proposal job is created for a client to define the specific samples and tests, to provide a proforma of what the certificate report may look like, and to provide estimated charges for completing an actual job.

Proposal invoices can be created from proposal jobs (and the samples and tests assigned to them), effectively a sales quote for the customer, so that the customer can be presented with the typical charges that would be levied if the laboratory was to perform the work. Proposal invoices do not get transferred to external account packages and are not regarded as real ‘income’ for the laboratory.

If a proposal invoice is accepted by the client, then the proposal job is saved as one or more production jobs and the work commenced.

Job Scope

Proposal jobs are scoped by laboratory. A proposal job invoice is scoped by its parent proposal job.

Process

These steps outline the registration of a proposal job:

  • Receive the inquiry from the client.

  • Create the proposal job in CCLAS 6.

  • Update the job with the header details, biofields, samples and tests.

  • View the job invoice/s and attach quote/s where agreed.

  • Print job paperwork.

  • Enter typical results, as an example analysis.

  • Authorise the proposal invoice and mark it as sent.

  • Generate the example certificate report and proposal invoice.

  • Send the example certificate report and proposal invoice to the client.

  • If the client accepts the proposal, when work comes in from the client that is related to the proposal, use the proposal job as the source job in a copy to create a production job, and proceed as for any other production job.

  • If the client rejects the proposal, mark the proposed invoice as rejected.

The CCREGN—Job application is used to create and maintain internal jobs.

Note: Security options can be set up to permit the creation of specific job types within an organisation or laboratory.

Creating a Proposal Job

Upon job creation, select the Job Type is as Proposal.

Jobs have two primary identifiers: Code and Job Name.

  • Each job Code and Job Name must be unique within the organisation for org-scope jobs, and unique within the laboratory for lab-scope jobs.

  • Either select a Job Name Syntax Code to generate the job name or enter the Job Name.

  • The JOB_NAME_ONLY_FROM_SYNTAX application preference is used to force syntax use.

  • The DEFAULT_PROPOSAL_JOB_NAME_SYNTAX, preference is used to set a default Job Name Syntax Code for a proposal job.

Refer to:

Use a Registration Mode of New Job by Client, in which case a Client Code must be entered with an optional Project Code and Contact Code.

Refer to Maintaining Clients.

Upon Creating Proposal Jobs

Upon proposal job creation:

Register a proposal job

What to do Next

Refer to Adding a Group of Samples to a Job

Adding Job Invoices to the Proposal Job

Proposal job invoices are created and maintained in much the same way as production job invoices using the CCREGN—Job application. Refer to Maintaining Job Invoices in Registration.

When a proposal job invoice is created, it must have the Client Code set to the client that is to receive the proposal invoice.

The client to whom the proposal invoice is issued must have a Currency and Price Catalogue Group defined, so that when an invoice is generated for the client, a default price book can be located from the price catalogue for the given currency. Refer to Maintaining Job Invoices.

The maintenance of proposal job invoices are the same as for production job invoices, however, their life-cycle varies slightly. After being authorised, a proposal job invoice is marked as sent, then is subsequently marked as accepted or rejected. Refer to Invoicing.

Saving Proposal Jobs as Production Jobs

Once a proposal for work is accepted by a client, any work submitted under the proposal can be registered by saving the proposal job as a production job.

Refer to Maintaining Jobs, particularly for copying a job to create another job.