Batch Invoices

  Table of Contents...     

Background

NB. Not the same as Sample Invoices

The lab issues invoices per Batch and the functionality specified here must not be confused with Invoicing peer individual Samples, which may later inherit the Batch Invoice functionality and lay-outs

Use Case

In this uses case, Clients have to pay the invoice before any processing is done 

This requires the Invoice to be readied when all the Batch information and that of its Samples and Analyses required have been captured

The Invoice is versioned as Analyses may be added or removed from Samples further along the workflow, and an updated Invoice be issued

Configuration items

The Client billing email address is used for emailing Invoices

Copies of Invoice will be mailed to the lab’s Accounts department at the Labs billing email address

The Invoicing functionality is only available when the Financials setting is enabled in the LIMS setup. Inhouse labs won’t need it

By default, Batch Invoice numbers are made up from the Batch ID, ‘Inv’ and a sequence number, e.g. Batch B21-004 will have Invoices B21-0023-Inv01, and B21-004-Inv02 if it has to be re-issued

The Batch Invoice IDs remain configurable in the ID server in the LIMS setup

Authorisations

Only lab clerks and lab managers see the Batch and Client Invoice tabs and it is only displayed to them, not to analysts or samplers

Only lab managers may use the Invoice action button and it is not displayed to anybody else

Clients may view these tabs on their own Batches but have no other authorisations there

Invoice Workflow. Use Case

1. Samples arrive from a Client with supporting documentation detailing the Analyses required
2. Lab clerks at reception capture the information in a LIMS Batch
3. And store the Samples
4. The Client may also do this online before dispatching their Samples and prices are totalled displayed for them as they go along
5. The Lab Clerk reviews the Batch’s Invoice on its Invoice tab
6. If mistakes are picked up, it is modified on the Samples, and the Invoice previewed again
   
   Similar to COA publication then:
7. The lab clerk issues the Invoice, by clicking an [Invoice] button on the Invoice view
8. The system renders the Invoice as PDF preview
9. The Lab Clerk may Save and Email it to the Client
10. The Invoice is cc’d to the lab manager and Accounts
11. The Invoice is listed on both the Batch and Clients’ Issued Invoice tabs
12. The Client pays
13. Accounts informs the lab that the work on that Batch may start
14. The lab retrieves the Samples from Storage
15. The Samples are prepared and analysed, their results captured, verified and published
16. If any Analyses were removed or added during the procedure, a new Invoice can be created, with sequential invoice #

 

Batches has two extra tabs when Financials are enabled for the LIMS

Invoice tab

The content of this page changes when the Batch becomes cheaper or more expensive by adding more Analyses or removing some

The information here is printed in the Invoice when it is issued, and each issue is versioned as described above

The invoice body is made up of a table with one Invoice line per Sample in the Batch, and columns for Line #, Client SID, Sample ID, Sample Type, Date Received, Description, Amount.

Client SID and Sample ID are hyperlinked to the Sample’s View page

The Invoice line description consists of:

the Preparation steps (in sort order) for the Sample if they were not included on any Profiles 

Profiles applied on the Sample alphabetically

Additional ASs (if any) alphabetically

The invoice amount is totalled at the bottom of the table, any discounts indicated and subtracted, VAT calculated and the balance indicated as the amount payable

Invoice PDF

The PDF reflects the information on the Invoice tab, but prints it in business letter style with lab logo

The invoice header includes the lab address and contact information, lab and accreditation logos. Followed by the Client’s contact information

The Invoice number is displayed prominently, and the Invoice Date

The Batch it refers to is indicated with the Client Batch ID, LIMS Batch ID and Batch description.

The IDs are hyperlinked to the Batch’s default page

Published Invoices

Client folders have an Invoices Issued tab when Finacials are enabled, much like a Sample’s Published results