Configuring a Laboratory for Invoicing

• Configuring a Laboratory for Invoicing
  • Overview
  • Process
    • Locales
    • Default Currency
    • Default Price Catalogue Group
    • Default Pricing Mode for Merged Invoices
    • Auto-addition of Samples and Tests to a Job Invoice
    • Invoicing of QC Samples
    • Invoice Document Templates
      • Proposal Invoices
      • Production Invoices
      • Credit Notes
    • Invoice Numbering
    • Quote Numbering
    • Emailing Invoices
    • Automatic Invoice Life-cycle Flows

Overview

A laboratory has various settings to configure job costing and client invoicing.

Process

Laboratories are configured using the CCLBRT—Laboratory application, accessed using the System Setup » Laboratories menu option.

The following configurations on the laboratory are required to generate invoices.

Configure job costing details for a laboratory

Locales

Where a client does not have a Locale, when an attempt is made to create a job for the client, given that a default job invoice would be created as well, then an error is raised: A job invoice requires a locale that is provided in the job invoice or inherited from the client.

Effectively, ALL clients used for job registration and job invoice creation MUST have a Locale. This also has implications when a new client is created (via integration or manual creation) that a Locale should be provided for job invoicing.

The INVOICE_LOCALES application preference is used to restrict the choice of locales for job invoices so that I unsuitable locales cannot be accidentally selected. Where this application preference is defined and active, then the list of available locales in the Locale field of the Change Locale dialog box, to change the locale of a job invoice, defaults to these locales, intersected with locales (system languages) configured in the DLAN table code in the MSETBL—Table Code Service application.

Default Currency

When an org-scope or lab-scope client is created, then the client's Currency defaults to the laboratory's Currency (current log-in laboratory), which is then used to set the default currency in job invoices created for the client.

Note: This currency is the same currency used to generate job costs. Refer to Configuring a Laboratory for Costing Jobs.

Default Price Catalogue Group

When an org-scope or lab-scope client is created, then the client's Price Catalogue Group Code defaults to the laboratory's Default Price Catalogue Group, which is then used to determine the price book on its client invoices.

Default Pricing Mode for Merged Invoices

Where a laboratory's Merge Invoice Pricing Mode is set to All, then two options are available to merge multiple job invoices into one invoice: Merge Invoices and Combine Invoices.

Where a laboratory's Merge Invoice Pricing Mode is set to Group by Job, then only one option is available to merge multiple job invoices into one invoice: Merge, which creates the invoice in a grouped-by-job pricing mode.

Where a laboratory's Merge Invoice Pricing Mode is set to Combined Jobs, then only one option is available to merge multiple job invoices into one invoice: Merge, which creates the invoice in a combined-by-job pricing mode.

Where an invoice contains multiple job invoices merged using a grouped-by-job pricing mode, then the number of entities used to determine scaled pricing is counted for each individual job, and the Surcharge, Rebate and Line Items tabs appear under each job invoice in the invoice.

Where an invoice contains a single job invoice, or multiple job invoices merged using a combined-by-job pricing mode, then the number of entities used to determined scaled pricing is totalled across all jobs to gain a pricing benefit, and the Surcharge, Rebate and Line Items tabs appear at the invoice level.

Auto-addition of Samples and Tests to a Job Invoice

Where the laboratory's Update Job Invoices Upon Activation flag is checked, when a job is activated, then all invoiceable samples and tests in the job are added to each job invoice.

Invoicing of QC Samples

Where a laboratory has Invoice Duplicates, when a sample is created with a Primary Analytical Type of Duplicate, then the sample is Invoiceable by default.

Where a laboratory has Invoice Replicates, when a sample is created with a Primary Analytical Type of Replicate, then the sample is Invoiceable by default.

Where a laboratory has Invoice Blanks, when a sample is created with a Primary Analytical Type of Blank, then the sample is Invoiceable by default.

Where a laboratory has Invoice Standards, when a sample is created with a Primary Analytical Type of Standard, then the sample is Invoiceable by default.

Where a laboratory has Invoice Spikes, when a sample is created with a Primary Analytical Type of Spike, then the sample is Invoiceable by default.

Invoice Document Templates

Proposal Invoices

A laboratory's Proposal Estimate Invoice Template is used to create the invoice document for an estimate proposal invoice.

A laboratory's Proposal WIP Invoice Template is used to create the invoice document for a work-in-progress proposal invoice.

When a proposal job invoice is created for a client, then the job invoice's Invoice Template defaults to the laboratory's Proposal Invoice Template.

Production Invoices

A laboratory's Invoice Estimate Template is used to create the invoice document for an estimate production invoice.

A laboratory's Invoice WIP Template is used to create the invoice document for a work-in-progress production invoice.

When a production invoice is created for a client, if a client has Invoice Sample Details, then the job invoice's Invoice Template defaults to the laboratory's Detail Invoice Template, otherwise the job invoice's Invoice Template defaults to the laboratory's Summary Invoice Template.

Credit Notes

A laboratory's Credit Note Template is used to create all credit notes.

Invoice Numbering

Invoice numbering can be produced from a pattern set up on the laboratory, or by using a syntax if the applicable syntax code is defined in the CCSNTX—Syntax application.

Example pattern to generate an invoice number:

Before		After generation
Pattern	Last Used Number	Number	Last Used Number
ADL-###		ADL-001	1
##########		#########1	1
BNE_###	5	BNE_006	6
BNE_###	999	<Error message 'Code already exists' if we assume BNE_999 exists
BNE_###_###	6	BNE_007_###	7
BNE##	1234	<Error message 'Could not generate Quote Code. Please check Laboratory settings'
BNE###	7	BNE008	8
BNE-###-Aust	8	BNE-009-Aust	9

When an invoice is created with an Invoice Type of Proposal, if the PROPOSAL_SYNTAX_CODE Syntax exists, then the syntax is used to generate the invoice's Invoice Number, otherwise the Proposal Invoice Pattern and Proposal Invoice Last Used Number are used to generate the invoice's Invoice Number.

When an invoice is created with an Invoice Type of Production, if the INVOICE_SYNTAX_CODE Syntax exists, then the syntax is used to generate the invoice's Invoice Number, otherwise the Invoice Number Pattern and Invoice Last Used Number are used to generate the invoice's Invoice Number.

When an invoice is created with an Invoice Type of Credit Note, if the CREDIT_SYNTAX_CODE Syntax exists, then the syntax is used to generate the invoice's Invoice Number, otherwise the Credit Note Pattern and Credit Note Last Used Number are used to generate the invoice's Invoice Number.

Quote Numbering

When a quote is created for a client, then the Quote Code Pattern and Quote Last Used Number are used to generate the quote's Quote Code.

Emailing Invoices

When an invoice document is emailed, then the Invoice Email From, Invoice Email BCC, Invoice Email Subject and Invoice Email Body set the iinvoice's email from, email BCC, email subject text and email body text.

Automatic Invoice Life-cycle Flows

When a production invoice, proposal invoice or credit note is released, such that its Invoice Status becomes Released, if a laboratory has Auto-Authorise Invoices, then the invoice is automatically authorised, such that, its Invoice Status becomes Authorised.

When a production invoice, proposal invoice or credit note is authorised, such that its Invoice Status becomes Authorised, if a laboratory has Auto-Transmit Invoices, then the invoice is automatically marked as transmitted, such that, its Invoice Status becomes Transmitted.

When a production invoice, proposal invoice or credit note is marked as transmitted, such that its Invoice Status becomes Transmitted, if a laboratory has Auto-Book Invoices, then the invoice is automatically marked as booked, such that, its Invoice Status becomes Booked.

When a credit note is created and obtains an Invoice Status of Released, if a laboratory has Auto-Book Credit Notes, then the credit note is automatically marked as booked into the financial system, such that, its Invoice Status becomes Booked.