Generating Invoices

Overview

An invoice is created for a job, for selected samples.

This process is pertinent to front office staff who prepare invoices.

Process

Invoices are created using the Invoice application. You need specific rights to have visibility to this application.

Finding Jobs for Invoicing

Registered jobs for invoicing are located using forms containing custom search criteria, via client and project, or directly by the jobs list.

Find jobs for invoicing

Once jobs are located, one or more jobs are selected, the invoice is created, its details are entered and the invoice raised. Sometimes invoices require editing, updating, overwriting or removal, or credit notes must be raised to reverse an invoice that is already transmitted to the client.

The LIMS may be configured with custom forms to assist with the location of jobs for invoicing. Each form supplies the business rules, with flexibility to cater for a wide range of search requirements. On the close of a form, the jobs located by the form are located and displayed on the main form of the Invoice application, making them available for selection in invoices.

Access a custom form from the Invoice application

Creating an Invoice

Invoices are created from one job or from multiple jobs where the jobs are linked to the same client. You need specific rights to create invoices.

Specifying the Jobs in an Invoice

Create the invoice for one job

Create an invoice for multiple jobs linked to the same client

A job is automatically locked when a user opens it, thus disabling other users from accessing it. The lock is released when the job is closed. In the event of a system crash or failure, the job might remain locked.

The lock file (Job.LCK) is located in the folder specified by the BinDirectory global setting.

This option is not available if the AllowJobUnlock Invoice program setting is disabled.

The file may also be manually deleted from the bin folder, although care must be taken to not unlock a job that is validly locked. If a job is unlocked whilst it in use by another user, data integrity may be compromised.

Unlock a locked job

Specifying the Invoice details

Extra job details are entered using the InvoiceUser.SCR script. This option is not available if this file does not exist in the Config folder. This script may be customised to requirements.

Specify the invoice details

Selecting Quotes for Invoice Pricing

Select quotes for invoice pricing

Viewing the Invoice Line Item Details

The invoice details are calculated using the scheme and analyte pricing details either from the scheme or a selected quote.

The Edit2ListViewColumnn Invoice program settings define the columns of invoice line details displayed.

If the AllowMultipleANABasePrice Invoice program setting is enabled, if the price types for multiple analytes per scheme is ANA, all analytes will have their base price changed. Otherwise, only the first analyte has its base price changed.

If the UseAnalyteCalculation Invoice program setting is enabled, the number of analytes is used in the amounts calculation.

If the SMPPriceOneBase Invoice program setting is enabled, SMP price types will only charge the base price for one sample, instead of charging it for all samples.

If the SMPPriceAggregated Invoice program setting is enabled, when a unit price is to be determined from a pricing schedule, each line of the pricing schedule is used to calculate the final unit price.

The InvoiceAnalyteStatuses Invoice program setting contains the list of analyte statuses that are included in the costing calculation.

If the FormatTaxAsCurrency Invoice program setting is enabled, the taxes and discounts applied on invoices are calculated with and formatted to the number of decimal digits specified in the conversion code.

Adding or inserting line items can be used to add additional schemes to the invoice, as long as the selected scheme(s) are registered for the selected job(s). The scheme does not have to have a valid price code attached to it or any of its analytes to be selected for the invoice.

View the invoice line details

Creating the Invoice Document

Create the invoice to write the INVOICE table records and create the invoice using the invoice template; Invoices are created using Microsoft™ Excel or Crystal Reports 10.

An invoice template must be defined for the invoice conversion code specified for the invoice.

Create the invoice document

After an invoice is created, it is possible to:

• Update the details of the invoice
• Credit the invoice
• Remove the invoice
• Overwrite the invoice

Editing an Invoice

This option is not available if the AllowEditInv Invoice program setting is disabled.

Edit an existing invoice

Updating an Invoice

This option is not available if the AllowUpdateInv Invoice program setting is disabled.

Update the details for an existing invoice

Overwriting an Invoice

This option is not available if the AllowOverwriteInv Invoice program setting is disabled.

Overwrite an existing invoice

Removing an Invoice

This option is not available if the AllowRemoveInv Invoice program setting is disabled.

Remove an existing invoice

Creation Job Credit Note

This option is not available if the AllowCreditInv Invoice program setting is disabled.

Credit an Existing Invoice