Batch Invoices

Disclaimer

  Table of Contents...           

Functionality

This function will be expanded later, but the sponsor of the feature has very specific uses cases, and the code firstly address that:

The lab issues invoices per Batch. Clients may have more than one Batch on the same Invoice and they have to pay the invoice before any processing is done on their Samples

An Invoice can be rendered to PDF as soon as the Batches’ information, and that of its Samples and Analyses requested 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

Prerequisite

Using this feature requires the Bika add-on senaite.batchinvoices to be installed

Configuration

Client billing email address, in addition to its general email address, to be used for emailing Invoices
Lab billing email address, in addition to its general email address - copies of Invoice will be mailed to the lab’s Accounts department at this address

Email invoices to Client Y/N - Geoangol needs this as Invoice won’t be emailed to the Client

 Invoicing

Only Batches by the same client can be included on the same invoice. To issue invoices thus, the user navigates  to the Client's Batches tab

the Invoice is visible the first time in its PDF preview. And thereafter as saved PDF in the Batch’s Invoice list, the Client’s and global list
Only labmanagers see the Invoice information

1. Lab clerks at reception capture the information in LIMS Batches

1. The Client needs to pay for the work before it may proceed

On the Client’s Active Batch list, the user reviews and selects the Batches to be Invoiced and press the [Invoice] button

1. The system renders the Invoice as PDF preview

2. If mistakes are picked up, it is modified on the Samples, and the Invoice previewed again

3. The user may go back, or Save and Email the Invoice from the system to the Client. NB In Geoangol’s case, the Invoices are not emailed to the client

4. The user issues the Invoices, by clicking an [Email] button on the Invoices preview

5. The Invoices are cc’d to the lab manager and Accounts

6. The Invoice is listed on the Clients’ Issued Invoice tabs, and main Invoice navigation item

1. When the Labmanager presses [Email] on the Invoices preview, a draft email is displayed, like for COAs

2. It displays a default text body, that the user may edit

Invoice layout

The PDF reflects the information on the Invoice preview tab described above, but prints it in business letter style with lab logo, including:

The invoice header with the lab address and contact information and lab logo. Followed by the Client’s contact information

The invoice body is made up of a table with Analysis totals from all the Batches included on the Invoice

E.g. if 25 Samples are processed in 3 Batches, all having different tests done on them,  a summary  and count is made of all the Preparation steps, Analysis Profiles and further individual Analyses are made an presente per row and Quantity, the count for each Analysis in the whole group of Samples Invoiced

Invoice lists

Batches have two billing states, To be Invoiced and Invoiced and can be filtered on the Batch lists as such

All the Invoices in the LIMS can be viewed by Lab managers from an Invoices item in the left hand navigation column

Clients get an Invoices tab, much like the current Analysis Reports tab and page where all the Invoices issued to Clients are listed and linked to their PDFs