Maintaining Job Invoices in an Invoice

A job invoice is an invoice of fees payable for the job, that may be raised either in an individual invoice, or with other job invoices in a combined invoice.

An initial invoice contains only the one job invoice.

Properties of a Job Invoice within an Invoice

A job invoice within an invoice can have:

An owning job.
A flag to indicate whether the job invoice is the primary job invoice.
A description—The intention of the job invoice.
A currency—The job invoice inherits its Currency from the job invoice client, or if empty then from the quote when a quote is selected. This can be updated whilst the invoice's Status is Initial.
A quote—The quote's client and currency must match the job invoice's client and currency. The quote's generic discount is applied to line items raised for schemes and analytes that are NOT covered by the quote. A merged-by-job invoice applies the quote and quote's generic discount from the primary job invoice. If the job invoice's currency is updated, the quote is cleared.
A price book—Refer to Conditions for Defaulting Job Invoice Price Book. A different price book can be selected for the currency. If the job invoice's currency is updated, a new default price book is determined.
A split—If there is more than one job invoice in a job, then a split can be assigned to each job invoice to apply only a percentage of the total invoice charges to the invoice. It could be possible that sum of the invoice totals is less than or greater than 100%.
A flag to indicate that samples and tests are locked for update—Samples and tests can be added to the job invoice when the job is activated, unless the job invoice's Samples and Tests Locked for Update is selected. The Update Job Invoices Upon Activation check box in the laboratory record (in the CCLBRT—Laboratory application) indicates whether or not samples and tests are updated in job invoices when a job is activated.
A discount—The invoice's Discount is taken from the primary job invoice. A job invoice inherits its Discount from the job invoice project if set, otherwise from the job invoice client.
Multiple samples and tests—Each sample, scheme and analyte has a flag to indicate invoiceability.
Multiple surcharges and rebates—Inherited from the client. Only shown for a combined-by-job merged invoice.

Updating Job Invoice Details

Whilst Invoice Status is Initial, in which case there is only one job invoice on the invoice, it is possible to:

Update the currency on a job invoice in an invoice.

When a draft invoice is created from an initial invoice, in the invoice, that job invoice has Is Primary checked to make it the primary job invoice.

When a draft invoice is created by merging initial invoices, each with the same Client Code, Project Code, Contact Code and Currency, then the draft invoice contains all of the selected job invoices that went into the merge, and the Is Primary check box for the first selected job invoice is checked to make it the primary job invoice. The primary job invoice can be changed to another job invoice in the merged invoice, job invoices within a merged invoice can be re-sequenced, or a non-primary job invoice removed from the invoice.

The Currency, Client Code, Project Code and Contact Code from the primary job invoice are used for the entire invoice and are displayed in the invoice header. Whilst Invoice Status is Initial or Draft, it is possible to update the quote code, price book, split code and discount for a job invoice. Surcharges, rebates can be updated also.

Whilst Invoice Status is Initial or Draft and samples and tests are not locked for update on the job invoice, then samples and tests can be updated also.

Whilst Invoice Status is Draft, it is possible to:

Mark another job invoice as the primary job invoice or remove job invoices from it.

Where the Invoice Status is Initial or Draft, then miscellaneous line items can be added or updated by editing the invoice. If a line item is added to the job invoice in an edited invoice, default details come from the scheme or scheme version analyte.

Once any job invoice properties are changed, a reprice MUST be done to recreate the invoice line items. (Selecting Generate Invoice does not cause the recalculation of the invoice line items.)