Configuring the Invoice Application

Forms See also
INVOICE—CreditDetails Form

INVOICE—InvoiceSelectJob Form

INVOICE—Jobs Form

INVOICE—EditInvoice Form

INVOICE—ModifyDetails Form

INVOICE—QuickOpen Form

Configuring Access to CCLAS Applications, Tables and Fields

Generating Invoices

Maintaining Invoice Conversions

Maintaining Price Groups

Maintaining Pricing Schedules

Maintaining Taxes

Overview

The Invoice application allows users to create invoices for jobs.

This process is pertinent to LIMS and laboratory managers who configure the LIMS, and the look and feel of applications to enhance laboratory processes and the user experience.

Process

Configuring Access to the Invoice Application

Ensure the Invoice.exe file is located in the folder defined by the ExeDirectory GLOBAL setting. Give users, or users with specific roles, access to the application by setting the AccessLevel INVOICE program setting. Once a user has sufficient access rights, they can run the Invoice application either from the Invoice node on the CCLAS menu or directly from the CCLAS Exe folder.

To display tips to users upon start up of the Invoice application, enable the ShowTipOfTheDay INVOICE program setting, and enter the tips, with one tip per line, in a text file, place the file in a folder under the CCLAS root folder defined by the CCLASRootDirectory GLOBAL setting, then set the TipofTheDayFile INVOICE program setting to the folder and file name, for example %CCLASRootDirectory%TIPS\CLIENT.TIP.

To present the list-view panel with grid lines, enable the MainListViewGrid INVOICE program setting.

To maintain the window size and position between closing and launching the Client application, set the Window INVOICE program setting.

Configuring Job Search for Invoicing

Jobs for invoicng are located either from a nominated view, or directly from the database tables. Where they are located from database tables, the jobs are located either via client and project, or directly by job. The list of clients comes from the active list of clients in the PROFCLIENT table which are a subset of clients in the CLIENT table.

Access jobs for invoicing by database view, or database tables using the PROFJOB table directly, or using the CLIENT, CLIENT_PROJECT and PROFJOB tables in a drill-down:

Two methods exist to filter records returned to the list-view panel as each node is selected:

Define the columns of the grid based on the selected node type:

  • Clients node (only presented where job data is accessed by database tables using client-project-job drill-down)—Set the MainListViewColumnnINVOICE program setting to specify which columns from the CLIENT table are presented in the grid.
  • Projects node (only presented where job data is accessed by database tables using client-project-job drill-down—Set the Sub1ListViewColumnnINVOICE program setting to specify which columns from the CLIENT_PROJECT table are presented in the grid.
  • Jobs node—Set the Sub2ListViewColumnnINVOICE program setting to specify which columns from the database view or PROFJOB table are presented in the grid.

Job invoicing often requires custom invoicing forms which are tailored to a laboratory's requirements. To add the name of a custom invoicing form to the Run main menu option in the Invoice application, set the InvoiceScreennINVOICE program setting to specify the custom forms.

Configuring Job Invoice Creation

Enable the AllowNewInv INVOICE program setting to allow invoice creation to occur.

Set the Edit1ListViewColumnn INVOICE program setting to specify which columns from the PROFJOBCUID table are presented in the grid.

Configuring Job Invoice Editing

Enable the AllowEditInv INVOICE program setting to allow invoice creation to occur.

Configuring Job Invoice Update

Enable the AllowUpdateInv INVOICE program setting to allow invoice creation to occur.

Configuring Job Invoice Overwrite

Enable the AllowOverwriteInv INVOICE program setting to allow invoice creation to occur.

Configuring Job Invoice Removal

Enable the AllowRemoveInv INVOICE program setting to allow invoice creation to occur.

Configuring Credit Note Creation

Enable the AllowCreditInv INVOICE program setting to allow invoice creation to occur.

Configuring Job Maintenance

The F2 function key can be used to open the contact lookup form to display matching contact codes for a job's client. For this functionality, set the ClientContactLookupColumns PROFILE program settings to define the columns of contact details on display, and the ClientContactLookupField PROFILE program setting to define the field returned from the lookup to the grid.

Enable the UpdatePriority GLOBAL setting to allow for the update of a job's priority, and set the PriorityUnit GLOBAL setting to the priority unit.

Enable the IncludeWeekends GLOBAL setting to add weekends to the calculation for a job's Required date-time from the Received date-time and the job's Priority.

Set the NotesFileDirectory GLOBAL setting to the folder to contain job notes.

Where the ProUDF.VBS VBScript file is located in the folder defined by the ConfigDirectory GLOBAL setting and:

  • The BeforeJobOpened subroutine exists within the script file, when a job open is requested, then it is run to determine whether job open can proceed, and can cancel the job open, if required.
  • The AfterJobOpened subroutine exists within the script file, after a job is opened, then it is run to perform custom logic. Example BeforeJobOpened - Reset access based on job status
  • The BeforeEditJob subroutine exists within the script file, before a job is opened for update, then it is run to typically determine whether job update can proceed, and can cancel the job update, if required.
Configuring Job Paperwork Creation

Set the TemplateDirectory GLOBAL setting to the folder to contain job report template files.

Enable the OutputfileHasTemplateInName PROFILE program setting to include the report template file name in the report's output file name.

Set the DefaultViewMode PROFILE program setting to define the default view mode.

Where the PRepUDF1.VBS VBScript file is located in the folder defined by the ConfigDirectory GLOBAL setting and:

  • The PRepUDF1 subroutine exists within the script file, before the paperwork report is created in Microsoft ExcelTM, then it is run to perform custom logic.
  • The PRepUDF3 subroutine exists within the script file, before the paperwork report is created in Microsoft WordTM, then it is run to perform custom logic.
  • The BeforeCrystalGenerate subroutine exists within the script file, before the paperwork report is generated in Crystal ReportsTM, then it is run to perform custom logic.
  • The PRepUDF2 subroutine exists within the script file, after the paperwork report is created in Microsoft ExcelTM, then it is run to perform custom logic.
  • The PRepUDF4 subroutine exists within the script file, before the paperwork report is created in Microsoft WordTM, then it is run to perform custom logic.
  • The AfterCrystalGenerate subroutine exists within the script file, after the paperwork report is generated in Crystal ReportsTM, then it is run to perform custom logic.