Bika · New functions specification and use cases

    v2.0, 17 October 2006, lemoene

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HTML Wire frame model

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General

Samples

Chemical Analysis
     Requests
     Templates
     Job Cards
     Quotes

Analysis Specifications

Micro-Bio Analysis
     Requests
     Job Cards
Hygiene Surveys
     Templates
Visual Inspections
Staff Surveys
Cultures and Antibiograms

Orders

MicroB, Order and other Quotes

Invoices

Price Lists

Reports

Invoices

Month end invoices, Ad hoc invoices in the wire frame

Purpose

i)    To print a date ranged batch of invoices during a month-end run and export the data to Pastel

ii)    To print ad-hoc invoices immediately for walk-in customers

iii)    Items can only be invoiced once – those on these ad hoc invoices are excluded from month-end runs

iv)     However tricky: when batches are exported or printed, ad hoc invoices dated in the same date range as the batch but not actually in the batch, are exported or printed with the batch

(Pro Forma) Invoice Tabs

Click wire frame for AR invoice tab, Survey invoice tab

BikaClient prefers prices kept from results views to keep it pure science. All ‘main’ objects do have ‘invoice’ tabs where associated costs can be viewed. Where, for instance, an AR will appear on an invoice as one line only, a more detailed financial break down is provided on the invoice tab, ie for ARs showing costs per analysis and all discounts applied

If the item has not been invoiced, this tab is titled ‘Proforma’ Invoice. If the item has been invoiced already, the Invoice ID is displayed and hyper linked to the invoice

In the pro-forma case, a button is provided for labmanagers to create an invoice along the ad-hoc invoicing workflow described elsewhere

Invoicable items. Item groups

These become invoice lines and are grouped and subtotalled together

i)    published ARs. ie 1 AR is only 1 invoice line

ii)    MicroB published job cards: Where published together as an MJC, the ARs are grouped and subtotalled

iii)    published Hygiene Surveys (incl surfaces, visuals and staff surveys)

iv)    published Culture reports & Antibiograms

v)    dispatched Orders

Not in the scope of the invoices module

i)    Corrections to invoices are not allowed, these are carried out via credit and debit notes in the accounting system Pastel

ii)    Invoices cannot be deleted – but are corrected per credit and debit notes in Pastel

iii)    Emailing invoices

Compiling invoice batches

Use case

Role player - labmanager only

the role player navigates to the Invoice batching page and clicks [add new batch]

she enters the ‘Invoice date’ to be shown on the invoice itself

she completes fields to enter the begin and end date/time for items to be included in the run

she enters the remarks to go into the comment field on all invoices

the invoices are compiled from all the items published during the date range

invoices are sequentially and uniquely numbered, prefixes to be supplied in the prefix set-up page

once included in an invoice, the item  is flagged as ‘invoiced’ and the ID of the invoice it appears on is displayed on the item itself

for items where a 3^rd party invoicee is specified, her address and VAT details etc, are used off the invoicee’s set-up pages

apart from address details, dates, prices & VAT, etc, the invoices show:

Unique serial number

if any discount applies, a note to indicate what type of discount and how much

BikaClient’s Banking details

Remarks

Client VAT nr

If the Items on the Invoice resulted from quotes:

the item references the quote by a  number and link

the same prices as quoted for are used

Printing month-end Invoices

Tricky: the print run includes ad-hoc invoices not physically in the batch but produced during in the same date range as the batch, even those printed already

Alternatively – a date range for the print could be supplied on separate page, printing both ad hoc and invoice batches in the range

Is there really a difference between ad-hoc invoices and invoices created during the month end run?

Use case

Role player - labmanager only

the role player navigates to the Invoice batches page and opens the batch to be printed

she clicks [print] on that page

Export Invoices

Tricky: the export includes ad-hoc invoices not physically in the batch but produced during in the same date range as the batch

Alternatively – a date range for the export could be supplied on separate page, exporting both ad hoc and invoice batches in the range

Use case

Role player - labmanager only

the role player navigates to the Invoice batches page and opens the batch to be exported

she clicks [export] on that page

she specifies the filename and network folder for the export file

the invoices are exported in comma delimited file formatted to be read by accounts software Pastel

the accountant imports the invoice export file into Pastel

Ad-Hoc Invoices

Use case

Role players - labmanager only

the role player navigates to the client’s Ad hoc Invoices page and clicks [add new]

she enters the ‘Invoice date’ to be shown on the invoice itself

she selects the items to be included on the Invoice

she enters the remarks to go into the comment field on the invoice

she clicks [create invoice]

items included on invoices are flagged as ‘invoiced’ and the ID of the invoice it appears on is displayed on the item’s pages

apart from standard address details, dates, prices & VAT, etc, the invoices show:

if any discount applies, a note to indicate what type of discount and how much

BikaClient’s Banking details

Comments as described above

Client VAT nr

If the Invoice resulted from a quote:

the invoice references the quote by a  number and link

the same prices as quoted for are used

the manager pushes the [print] button

the invoices are printed

the invoice status goes to printed

Re-printing Invoices

Use case

Role players - labmanager and labclerk

the role player navigates to the invoices screen and finds the invoices to be printed

the manager pushes the [print] button

the invoices are printed