Configuring a Client for Invoicing

Overview

For a job invoice to be raised for a client, the client must be configured for invoicing.

Downstream Dependencies

Job invoices cannot be raised for a client unless the client has an invoice-to client, a currency, a price catalogue group and locale for invoice documents.

Process

Clients are configured for invoicing using the Invoicing tab within the CCCLNT—Client application, which is also accessed using the Registration Setup » Clients menu option.

Configure a client for invoicing

Client Invoicing Properties

  • Invoice To Client Code so that when the default job invoice is created for a job, it is linked to the invoice-to-client associated with the job's client.

  • Currency that is selected from active currencies in the system; defaults to the laboratory's currency regardless whether an org-scope or lab-scope client.

    The default currency for a job invoice is inherited from the currency associated with the job invoice's client.

    Where a base quote is created when a client quote is created, then the default currency for the quote is inherited from the client.

  • Price Catalogue Group that is selected from active price catalogues in scope; defaults to the laboratory's price catalogue group code regardless whether an org-scope or lab-scope client.

    The price book for a job invoice is determined from the price books that are associated with price catalogues contained with the client's price catalogue group, and have a currency matching the job invoice's currency and the job's received date:

    • A pricing hierarchy is created from price catalogue group to price catalogue, to price book. There can be only one valid price book selected for a moment of time, and from this price book, price schedules are used. When a job invoice is created and linked to a Client Code, or its Currency is updated, then the Price Book Code defaults to the first price book that matches the job's Received Date and the job invoice's Currency, found by searching all price catalogues in the job invoice client's Price Catalogue Group, ordered by position within the group, and by searching all price books within those price catalogues, ordered by the price book's identifier.

  • An optional Discount which is entered as a percentage and applies to all invoices line items raised for the client, except those line items raised using quote pricing.

    When a job invoice is created or when the job invoice's Project Code is updated, where the job invoice's Project Code is not defined or the job invoice's Project Code is defined but the project does not have a Discount, then the job invoice's Discount defaults from the client, otherwise it defaults from the project. The discount is updatable on the job invoice. When a draft invoice is created from a single job invoice, then the invoice's Discount defaults from the job invoice. When a draft invoice is created by merging multiple job invoices, then the invoice's Discount defaults to the primary job invoice. When the invoice's Project Code is updated, where the invoice's Project Code is not defined or the invoice's Project Code is defined but the project does not have a Discount, then the invoice's Discount defaults from the client, otherwise it defaults from the project.

  • Auto-Invoice flag—this setting does not pertain to any core functionality, but may be used by a custom script.

  • Invoice Incomplete Jobs flag to configure whether incomplete jobs are invoiceable as final invoices.

  • Invoice Sample Details flag to configure whether sample details are shown for line items when an invoice is generated.

    If a client's Invoice Sample Details flag is checked, then invoice documents for the client are generated using the laboratory's Detail Invoice Template or the laboratory's Summary Invoice Template, respectively.

  • Locale that is selected from active locales in the system.

    When a job invoice is created for a client, it contains flattened text, that is, where text on price codes and price schedules are multi-language text fields, when these are brought into an invoice, only the language for the client's Locale is brought into the invoice. At invoicing time, appropriate invoice line item notes are extracted for the specified locale, and if the notes do not exist for the locale, then the invoice notes are not populated.

    Note: A client's Locale also affects report requests created for the client, that is, the report request's Language default to the client's Locale, such that, when report record sets are populated, multi-language text strings are filled with the text for the applicable language.

  • Optional Invoice Payment Terms, No. of Days of Prompt Payment and Prompt Payment Discount—these settings do not pertain to any core functionality, but may be used by a custom script or included in invoice templates.

Surcharges

This is an extra charge applied to the cost when applicable (such as expedited turnaround, special handling, etc.). In CCLAS 6, surcharges must exist in CCPRCADJ then applied to the client. Once the client is used in a production job and the schemes chosen for the job lines up with the scheme types in the surcharge, then the total cost will have the surcharge rates applied. To create or configure the surcharge rates, see Configure price adjustments. To add surcharges to the client, see Configure a client for Surcharges, Rebates, or Taxes. It is possible to apply more than one surcharge. Also see Maintain Surcharges for an Invoice for more scenarios and examples.

Rebates

This is a reduction in cost applied when applicable (such as early payment, agreed sample quota, etc.). In CCLAS 6, surcharges must exist in CCPRCADJ then applied to the client. Once the client is used in a production job and the schemes chosen for the job lines up with the scheme types in the rebate, then the total cost will have the rebates applied. To create or configure the rebate rates, see Configure price adjustments. To add rebates to the client, see Configure a client for Surcharges, Rebates, or Taxes. It is possible to apply more than one rebate. Also see Maintain Rebates for an Invoice for more scenarios and examples.

Taxes

A tax is a specified percentage amount to add tax to an invoice. One or more taxes can be added to a job invoice, such that, when the invoice is priced, after the line items raised for samples and tests, surcharges and rebates, tax line items are added to the invoice that apply an additive tax as a simple percentage of the total of all line items in an invoice. To create or configure the tax rates, see Configure taxes. To add taxes to the client, see Configure a client for Surcharges, Rebates, or Taxes. It is possible to apply more than one tax rate. Also see Maintain Taxes for an Invoice for more scenarios and examples.

Quotes

Client quotes can be applied to any job invoice created for the client, provided the quote's currency and date range match the job's date received. See the following topics to create, update, copy, or delete a client quote.

Restrictions and Dependencies for Client Invoice Details

Quotes for clients must be active (have the Is Active check box checked), and where open and close dates are specified, must be created within their respective expiry dates in order to be applied to clients. Where the information in a quote can be applied regularly, the open and close date may be left blank (not specified).

Language options, report and invoice templates must be set up in the system before they can be applied to a client. Specific currencies, price catalogues and groups, taxes and other settings specific to billing must also be set up in order to be applied to invoices for client jobs.

Refer to the following processes on configuring these options to enable effective invoicing for clients:

The default invoicing settings for the laboratory is applied for the Currency and Price Catalogue Group for the client when the client record is first created. These settings can be modified for the client as required.