QEST Platform 5.2 Documentation
Applies to QESTLab

This article describes the purpose and process for creating a billable items list.

Overview

The Billable Items list contains each test and work item that can be charged for at the organization in which it is used. A new list item should be added in the billable items list for every discrete package of work for which customers may be charged. In a multi-laboratory setup, the Billable Items list should be configured as a global list so it is maintained centrally and not modified by laboratories. Since the billable items list is simply a reference for each laboratory to use when setting up their actual charges, and contains no costs itself, the billable items should be consistent across all laboratories. Making the list items global means that all laboratories use the same list.

The Billable Item is typically populated with items that match an existing financial system so that QESTLab and the financial system have matching items. Once populated, each billable item can be mapped to a QEST Platform test or report, items mapped in this manner will be automatically generated when the mapped item exists on a work order.

The Billable Items list does not include pricing information about these items. It is used in conjunction with the Fee Schedules list to automatically create billing rows on billing documents, if automated billing is desired.

Fields in the Billable Items List

Field	Description
Code	Any unique code to identify the billable item. This can be set by a counter if there is no internal billing code convention within the organization. Typically this code matches a code in the financial system.
Description	A short description of the billable item. This will appear on QESTLab's invoices if the invoicing functionality is to be used. This description may match the description of the billing code in a financial system.
Test	This drop down allows the mapping of a billable item to a QEST Platform test or report. Note that if variations of a particular test type exist (e.g. multiple test methods of a given test type), each requires their own billable item with a unique code and description combination. Note Billing of test reports is controlled by an option that needs to be set by a system administrator in the QEST Admin Console: Configuration>Options>Billing/Invoicing>Allow Billing of Test Reports TRUE
Item	Used for concrete billable items only. When the test is set to a concrete sample, select the corresponding specimen type for which this billable item should be generated (COMP100, FLEX, etc.)
Unit 1	The units of the billed item. For example, if the billed item is for travel expenses, the unit might be 'mi'. The entry in this field is copied to a fee schedule ItemUnit and appears in the billing document and on an invoice.
Unit 2	Some situations may require that two units be specified for a billable item. This field is only used when 'Multiply Units' is set to True. The entry in this field is copied to a fee schedule ItemUnit2 field and appears in the billing document and on an invoice.
Multiply Units	In some situations the final charge is calculated by first multiplying the number of Unit 1 and Unit 2 together, then further multiplying by the item charge. This field is not used in the system and is for record keeping purposes only.
Maximum Units	Used for concrete billable items only. Record the maximum number of units that can be billed for this billable item. Additional units will be billed under the billable item set in the Additional Units Item Code.
Additional Units Item Code	Used for concrete billable items only. Enter the Code to be charged when the Maximum Units have been charged for a billable item. Note that if a maximum is specified above, but this field is left blank, then additional units will not be charged at all. Note This field is controlled by an option that needs to be set by a system administrator in the QEST Admin Console: Configuration>Options>Billing/Invoicing>Alternative Billing Process FALSE This configuration cannot be used with the Ext. field.
Editable	When set to Yes, when associated the Fee Schedule is added on a Billing Document then certain fields (like Item Code, Item Name, Unit Cost) are made editable for the user. Note This only applies to fees that are manually added to a Billing Document. Charge items that are automatically added will remain uneditable. The Editable field will have to be set prior to the creation of the associated Fee Schedule. Once the Fee Schedule has been created changing the field will have no effect on the fee schedule. Allowing editing of item codes and descriptions mean that these edited billing rows may no longer have codes which match the financial system. This setting should be used with care.
Ext.	Used for concrete billable items only. Setting of this field to Yes allows for the charging of *externally sampled* concrete specimens (if marked as such in the concrete specimens grid) at a different rate as setup by the associated Fee Schedule. If this field is set to No (or not set at all) but the specimen is marked as being sampled externally then the associated fee schedule will not be suggested. Note This field is controlled by an option that needs to be set by a system administrator in the QEST Admin Console: Configuration>Options>Billing/Invoicing>Alternative Billing Process TRUE This configuration cannot be used with the Additional Units Item Code field.

Mapping Billable Items

As noted above, billable items need to be mapped to the corresponding QEST Platform test or report in order for the billing document to automatically generate a billing row when that particular document is added to the work order. Mapping of billable items to tests or reports is optional.

For aggregate/soil tests, each item in the list will typically correspond to a specific test method which is defined in the Test field. For concrete testing however, the different types of concrete tests (COMP100, FLEX, etc) are defined in the Item column rather than the Test column. This means there may be many billable items all referring to the test Concrete Sample, but with different entries in the Item column.

Mappings

All test and report mapping should be completed before a fee schedule item is created for the billable item.

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QEST Platform 5.2 and 5.3 Documentation

Billable Items List

Contents

Overview

Fields in the Billable Items List

Mapping Billable Items

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