How do I bill for completed work?

STEP 1: Access Create Your Billing Event screen.

From the core’s page, click on the Billing tab, then click on New Billing Event. (Figure 1) 

Figure 1: Click on New Billing Event

The Create New Billing Event screen displays.

STEP 2: Select which charges you would like to view by choosing:

  1. The End Date - Select all charges that were added before the End Date.

  2. Event Name - Make sure you name the billing event a name that will be easy to reference in the future.  Please click on HELP on the top tool bar to ask about changing the default billing event name.

  3. Include - Select to include all charges, only charges for internal customers or only charges for external customers.

  4. Group By - As the system generates pre-invoices it will group all charges by the owner’s lab.  In addition you can select to group the charges by researcher (requester), payment type or by study if you have purchased the Studies Module.

Then click Load Charges. (Figure 2)

Figure 2: Select your criteria and click Load Charges.

Charges will load.

STEP 3: Include and exclude charges.


To exclude any charges that are currently included in the event, use the green down arrow to move it to the Excluded Charges group. Conversely, to add any charges currently excluded from the event, use the green up arrow. (Figure 3) 

Figure 3: Use the green arrows to include or exclude an event.

STEP 4: Click the Create button.

An overview of your billing events and charges will display, as well as any billing errors. (Figure 4) 

Pre-Invoices have now been created.

Figure 4: An overview of pre-invoices displays.

To fix any errors, click on the Billing Errors tab and follow instructions.


Note: If your institution has financial integration with iLab, once all billing errors are resolved, you may send the billing file to your financial ERP system here.

STEP 5: Click on Invoice tab. (Figure 5)

You can also view and email invoices from the billing event.  To view invoices, email invoices to invoice owners and download invoices click on the Invoices tab.

Figure 5: Invoice tab.

STEP 6: Select to whom you would like to send invoices and/or notifications.

Depending on the Bulk Invoice Mailer option you select, you may be able to select individual members. (Figure 6)

Figure 6: Select who should receive invoice notifications.

STEP 7: Send invoices.

Click Send Invoices. A confirmation message will display. (Figure 7)

Figure 7: A confirmation screen displays.

Click OK to close the window.

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