The Sample Orders page manages sample orders — the bridge between sample reception and invoicing — and hosts the EN ISO/IEC 17025:2017 §7.1 contract review.
Found under: Invoicing → Orders.
| Button | Action |
|---|---|
| Add — Create a new record | |
| Columns — Show/hide table columns | |
| Filters — Open/close the filter panel. A red dot indicates active filters | |
| Export CSV — Download table data as a CSV file | |
| Orientation — Toggle between portrait and landscape printing | |
| Print — Generate a PDF of the current view | |
| Help — Open the help dialog | |
| Search — Quick search through table data |
Clicking the icon on each row shows:
| Field | Description |
|---|---|
| Order No. | Auto-numbered (ORD-YYYY-NNNN) or manual entry |
| Date | Order date |
| Client | Customer selected from contacts |
| Status | Draft, Quote, Reviewed, In Progress, Completed, Invoiced, Cancelled |
| Order Discount | Percentage (%) or fixed (€) discount at order level |
| Total | Auto-calculated from lines and discounts |
| Notes | Additional remarks |
The header details (number, date, customer, status, discount, notes) stay at the top. Below them the dialog has two tabs:
| Tab | What it holds |
|---|---|
| Order Lines | The lines, the totals and the conversion to an invoice |
| Contract Review | The §7.1 block — specifications, decision rule, customer acknowledgment |
A red dot on Contract Review means the tab hides a missing field. The dialog always opens on Order Lines.
Each order contains lines with:
| Field | Description |
|---|---|
| Description | Service description |
| Quantity | Number of units |
| Unit Price | Price per unit (€) |
| Line Discount | Percentage (%) or fixed (€) discount on the line |
| Line Total | Auto-calculated (quantity × price − discount) |
You can add lines in two ways:
If the selected customer has a price contract, the contract price is applied automatically instead of the catalog price. If the quantity reaches a volume discount tier, the corresponding discount is applied automatically to the line.
For recurring sets of services (e.g. "Full soil panel") use templates:
Templates are managed from the Order Templates page (Invoicing menu).
The review is the point at which the laboratory commits to a scope of work it can actually carry out. The tab holds the records of that commitment.
| Field | Description |
|---|---|
| Agreed Specifications | Exactly what was agreed to be measured, and against which requirement |
| Decision Rule | §7.1.5 / §7.8.6 — Simple Acceptance, Guard Bands (±U), ILAC-G8, or Customer-Specified |
| Rule Notes | Clarifications on the decision rule |
| Acknowledgment Date · Customer Acknowledgment Method | When and how the customer accepted: Email, Customer Portal, Verbal, Signed, Other |
| Method Selection Notes | §7.1.4 — why this method was chosen |
| Review Notes | Free narrative text of the review |
Two things happen the moment the status becomes Reviewed:
With no order, a sample is not left without a contractual basis: it inherits the customer's standing terms in force on its date. See the agreements tab on Contacts and Contract Coverage.
For a material change after work has started you do not quietly edit the order — you record an Order Amendment (§7.1.5–§7.1.7).
Each order follows a defined status flow:
| From | To | Note |
|---|---|---|
| Draft | Quote, Reviewed, Cancelled | Initial status |
| Quote | Reviewed, Cancelled | After sending a quote |
| Reviewed | In Progress, Cancelled | The contract review is signed here (§7.1.3) |
| In Progress | Completed, Cancelled | While analyses are underway |
| Completed | — | Locked; becomes Invoiced only through the conversion to an invoice |
| Invoiced | — | Locked status |
| Cancelled | — | Locked status |
In Progress is reachable only from Reviewed: no order goes into work without passing a review. The server checks every change and rejects one that is not allowed, naming the "from → to" pair. Cancel is always available from any unlocked status.
When an order reaches Completed status, a conversion button appears. During conversion:
You can generate a quote PDF to send to the customer:
How does auto-numbering work?
If you leave the "Order No." field blank when creating an order, the application assigns the next available code (format ORD-YYYY-NNNN). You can also enter your own code.
How are discounts applied?
There are two levels of discount: the line discount (percentage or fixed) deducted from each line individually, and the order discount (percentage or fixed) applied to the overall total. Volume discounts and contract prices are applied automatically where applicable.
Can I convert an order to an invoice before it is completed?
No. Conversion is only available when the order is in Completed status. This ensures that invoices are not issued for pending analyses.
How do I send a quote to the customer?
Change the status to Quote and use the share icons (print, download, email) on the order row. The PDF is generated automatically with the title "Quote".
Can I change a locked status?
No. The Invoiced and Cancelled statuses are final and do not allow further changes. This protects the integrity of the financial data.
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Used by — a change here shows up in these: