LIMS Admin Collecting Centre Billing

Collecting Centre Billing Configuration

This article explains how the LIMS calculates fees for collecting centre bills, how commission (the centre's share) is split from the laboratory fee, how additional charges are configured, and how credit limits are managed.

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Fee Calculation at a Collecting Centre

When a bill is created at a collecting centre, the system calculates each line item's fee using the fee list assigned to the centre. The total is then split between the collecting centre and the laboratory:

Total Bill Amount
    = Investigation Fees (from the centre's fee list)
    + Additional Service Fees (e.g., home visit)

Laboratory Share = Total × (1 − Commission Percentage / 100)
Collecting Centre Share = Total × (Commission Percentage / 100)

Example:

• Total bill: LKR 2,500
• Commission: 20%
• Lab share: LKR 2,000
• Centre share: LKR 500

The split is calculated automatically at billing time. Collecting centre staff see the full total; the split is tracked internally for reconciliation reports.

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Centre-Specific Fee Lists

Each collecting centre can be assigned a different fee list (price category). This allows:

• Lower prices for high-volume partner centres.
• Higher prices for premium services (e.g., home collection with a surcharge).
• Package-specific pricing negotiated with individual centres.

Creating a Centre-Specific Fee List

1. Go to Menu > Admin > LIMS > Investigation Fees.
2. For each investigation that should have a different price at this centre, add a fee entry with the Fee Type set to the category assigned to the centre.
3. Enter the price for this fee category.
4. Save.

The centre's fee list type is set in the collecting centre's institution configuration. See Collecting Centre Setup.

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Configuring Additional Service Charges

Additional services (home visit fee, urgency fee, etc.) are configured as separate service items in the LIMS.

1. Go to Menu > Admin > LIMS > Manage Services (or Bill Expenses).
2. Click Add Service.
3. Enter:
   • Name — e.g., "Home Visit Fee", "Urgent Processing Surcharge"
   • Fee — the amount to charge
   • Department — the department this service is associated with
4. Save.

Once created, the service item appears in the Additional Services section of the billing screen for staff at the collecting centre (and at the main lab). Staff select it manually at the time of billing. See Laboratory Billing.

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Credit Limit Management

Setting Credit Limits

Credit limits are set per collecting centre in the institution configuration:

Field	Description
Allowed Credit	Must be enabled for the centre to post to credit accounts
Standard Credit Limit	Normal operating limit — the system may warn if exceeded but still allows billing
Maximum Credit Limit	Hard ceiling — billing is blocked when outstanding credit exceeds this amount

Monitoring Outstanding Credit

1. Go to Menu > Lab > Summaries > Credit Tracking Report.
2. Filter by collecting centre.
3. The report shows the current outstanding balance against the configured limits.

Settling Credit Balances

When a collecting centre pays its outstanding balance:

1. Go to Menu > Finance > Credit Settlement (or the equivalent payment module).
2. Select the collecting centre account.
3. Enter the payment amount and method.
4. Save. The outstanding balance reduces accordingly.

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End-of-Day Reconciliation for Collecting Centres

At the end of each working day, the collecting centre supervisor should reconcile:

1. Total cash collected at the centre against the Daily Summary Report filtered for that centre.
2. Total credit bills posted against the credit account balance.
3. Any discrepancy should be investigated before the day-end is closed.

Run the Collecting Centre Report from Menu > Lab > Summaries for a centre-level breakdown.

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