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Prepaid testing. Invoicing Use Case

Invoice Workflow. Use Case

This case describes the Invoice-and-pay-before-any-work-is-done scenario:

  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, without changing their states to Received. For big batches of Samples, the Bulk Sample Importer is used
  3. And store the Samples
  4. The Client may also do this online before dispatching their Samples. Prices are totalled and displayed to them on the Sample registration form to which they agree when pressing the [Submit] button
  5. On the Client's list of Batches To be Invoiced, the Lab Manager selects which ones are to go on the new invoice and click the [Invoice] button
  6. NB because invoices are issued per Client, this function is only available from Client Batch Lists
  7. He/she reviews the Batch’s Invoice in a preview
  8. If mistakes are picked up, the user goes back and modifies the Samples, and the Invoice previewed again
  9. When in order, the user emails or saves the Invoice, by clicking the corresponding button on the Invoice view
    NB the Billing function can be configured to email the invoices to both or either of the Client and Lab Accounts department
    In this use case it goes as a Proforma Invoice to the accounts department only
  10. The invoice email template is displayed to the users where it can still be edited
  11. When ready, the user presses [Send]
  12. The invoice is emailed as attachment to the recipients listed, the labs accounts department and/or the client at their billing address
  13. The user lands on the Invoice list. Invoices can also be listed per Client or Batch
  14. The Client pays the invoice
  15. The lab's Accounts department informs the lab that the work on the paid for Batches may start
  16. The lab retrieves the Samples from Storage
  17. Their states are changed to Received and they become available for inclusion on Worksheets
  18. The Samples are analysed, their results captured, verified and published
  19. NB only when the invoices have been successfully emailed, do their states changed to Invoiced
  20. If any Analyses were removed or added during the procedure, a new Invoice can be created, with sequential invoice #