Changing the Status of a Production Invoice

Various activities in the CCINV—Invoice application change an invoice status, to move the invoice through its life-cycle. These activities are summarised below in the order in which they occur in the system:

  1. Job Creation—Creates a preliminary invoice, and assigns an Invoice Status of Initial.

    At this point, the preliminary invoice contains no samples or associated tests.

  2. Estimate Invoice—Once samples and tests are added to the invoice, an estimate invoice can be requested. The action does not change the Invoice Status from Initial.
  3. Work In Progress (WIP) Invoice—If a work in progress (WIP) invoice is requested from CCREGN, or created in the background, it is created without causing any change to the Invoice Status of Initial.
  4. Creation of a draft invoice—Assigns an Invoice Status of Draft.

    An Invoice Status of Draft is applied also when multiple invoices with an Invoice Status of Initial are merged.

  5. Updating or editing—Changes the Invoice Status to Edited. This occurs as a result of any of the following actions:
    • An invoice with an Invoice Status of Draft is edited.
    • Items are added to, or removed from an invoice such as costs, surcharges, rebates, discounts or taxes.
    • An invoice is repriced.
  6. Released for authorisation - Assigns an Invoice Status of Released.
  7. Authorised for transmission—Assigns an Invoice Status of Authorised.
  8. Cancelled prior to transmission—Assigns an Invoice Status of Cancelled.

Finalising Production Invoices

Once a production invoice is authorised, it can be transmitted to the client's financial system. Any logic required to perform electronic transmission needs to be in the script associated with the transmitted service. After it is transmitted, it can be marked as booked or rejected. If the invoice is marked as booked, it can proceed to be marked as paid or credited.

  • The laboratory has issued the invoice to the client (email, mail or fax)—Assigns a status of transmitted.
  • A transmitted invoice is accepted in the client system—Assigns a status of booked.
  • The client has paid an invoice that is booked—Assigns a status of paid.
  • A booked invoice is credited to a client—Assigns a status of credited.
  • A transmitted invoice is rejected by a client system—Assigns a status of rejected.

When a production invoice is credited, a credit note invoice is created, identical to the production invoice, to provide reversed monetary amounts.

An Invoice Status of Paid, Credited, Rejected or Cancelled is a final state for a production invoice.

Each of these activities are performed using the CCINV—Invoice application, which can also be accessed using the Reporting and Invoicing » Invoices menu option.

The Production Invoice Status Process Flow and Production Invoice Status Post-Authorisation diagrams showing the status applied to invoices as tasks or actions are completed.

All invoicing tasks are performed at laboratory level, and can only be completed by users with Office Manager privileges.

Automatic Actions for Invoices

A laboratory is configurable for automatic invoice workflows to:

  • Authorise production invoices automatically when they are released manually or automatically
  • Transmit production invoices automatically when they are authorised manually or automatically
  • Book production invoices automatically when they are transmitted manually or automatically.

Each of these automation options is set in the laboratory, in the Invoicing tab of the CCLBRT—Laboratory application. Refer to Configuring a Laboratory for Invoicing for further information.