CLIENTS MENU
This menu is used to add new clients to the system, edit existing clients, and delete clients from the data system.
Add New Clients
This creates a blank form for entering a new client record. There are four tabs where data can be entered for a client: Info, Billing, Notes and Directions.
INFO
Enter client contact information into the proper data fields. The information here will be used on customer laboratory reports. The main contact will show up on reports as the recipent of the lab report.
The alternate contact fields are for information only. They will not show up on any printed reports.
The Private Clients check box is used to flag private homeowners and other customers unlikely to be bringing samples on a regular basis.
BILLING
The contact information entered under the billing tab will show up on printed invoices to be mailed to customers. This address may or may not be the same as the address of the lab reports.
The “Copy Address” button will copy the address and contact information over from the “Info” tab. This saves time if both addresses are the same.
The Customer PO# field is used for customers with blanket Purchase Order agreements. This PO# will appear on invoices in the customer header.
NOTES
This is a free text memo field. Enter any additional information about the customer, any special instructions or requirements.
DRIVING DIRECTIONS
This is a free text memo field. Enter driving directions to get to the customer; used for field personnel.
Edit All Clients
This menu works exactly like the “Add New Clients” menu except all existing clients in the database are displayed.
Use the arrow keys (< >) at the bottom to scroll through the records in alphabetical order. The (|< >|) arrow keys go the first and last customer respectively. The >* button adds a new blank record if you want to add a new customer in this menu.
To search for a customer, click in the “Customer Name” field; Click the “Search” button from the menu; enter the clients name you are searching for and click “Find First” If multiple records match your criteria, click “Find Next” to scroll through any matching records.
Wildcard characters will work when searching for clients if you are not sure of the full name as it is entered. For example, to find City of Hubbard Water Department, you can enter *Hubbard*. This will search for Hubbard regardless of any text before or after. If you entered Hubbard*, it would only find records with Hubbard at the beginning.
To Delete a Client:
Find the client record, click the vertical bar on the left side of the form with the arrow at the top; the bar should highlight in black. Hit “delete” on the keyboard. It will ask for confirmation to delete.
**BE CAREFUL**
Deleting a client record will also delete reports and results associated with that client. Make sure you have information on backups or paper hardcopies if you need to retrieve information in the future.
Print Client Listing
Prints to screen an alphabetical listing of all customers. This reports can be sent to the printer if desired.
TEST METHODS MENU
This menu is used to add new test codes to the computer, edit and delete existing test codes, and add, edit, and delete test packages.
Add New Test(s)
Add a new test code to the system. A blank form will be loaded. Enter data in the appropriate fields.
The “Test” field is what will be printed on laboratory reports. The “Test Description” is what will show up in data entry menus, results entry menus, and incomplete reports menus.
“Test Class” is selected from a drop-down menu; select the department that best fits how the samples will be handled for analysis.
“Standard Price” is the default price for testing, and will be applied to invoices. Custom pricing must be adjusted on invoices.
Edit All Tests
The same as the “Add New Test(s)” menu, except all existing test codes are displayed and can be scrolled through.
See instructions under the CLIENT MENU instructions for record navigation, searching, and deleting.
**BE CAREFUL**
Deleting test codes may delete or corrupt test packages. If you need to delete a test code. Change any appropriate test packages prior to deleting a test.
Add New Test Packages
Add a new test package to the system. A blank form will be loaded. Enter data in the appropriate fields.
A test package is a custom grouping of multiple test codes. It is used to speed data entry for common testing sets or regular customer requirements.
“Package Name” is how the package will be listed in data entry forms when logging in samples.
“Customer Package” this checkbox is used if the package is a common group of tests for a particular customer. If checked, the “Customer” drop-down box will then become available; select the customer that this package is associated with. During sample log-in, this package will then only be available for that particular customer.
**Also Note**
For invoicing, a customer package will line-item all individual tests on the invoicing when billing is processed. For a non-customer package, only the “Package Name” will show up on the invoice.
Enter tests from the drop-down menu which will list all available test codes. “Unit”, “LOD”, and “Method” will be entered manually, and these values override the values entered in the test code entry menu.
“Notes” you can enter any descriptive information you need.
Edit All Test Packages
The same as the “Add New Test Packages” menu, except all existing packages are displayed and can be scrolled through.
See instructions under the CLIENT MENU instructions for record navigation, searching, and deleting.
SAMPLE DATA ENTRY
From this menu, samples are logged in the computer, results are entered, and reports are printed. Also, changes can be made to existing lab number such as adding or deleting tests, modifying log-in information, or deleting an entire order.
This menu applies to environmental Wet Chemistry, Metals, and Organics. Microbiology has a separate menu for data entry and reporting.
Enter New Test Order
Used to log new samples into the computer. Enter the appropriate information in the provided entry fields, then enter the required tests.
When entering the “Date Received”, an automatic “Due Date” will fill in that is 7 business days from the received date. If the sample is rush, the appropriate date can be entered here. The “Due Date” will show up on incomplete tests reports and due date reports.
If the sample is flagged as “Paid”, the sample will not be processed for invoicing.
After all necessary information is entered, and all tests have been added, click the “Add Test” button to save the information into the data system.
Note that you can not close this form with the standard X at the top right of the window. You must use the “Exit” button at the bottom to close the form.
Enter Results by Lab#
Used to enter test data for an individual lab number. You will be prompted to enter a lab number to edit. If no lab number exists matching your criteria, a blank form opens.
After entering a lab number, the form will open for that particular lab number, and all tests associated with it will be displayed.
Enter any test results as necessary. When a single test is completed, make sure the “Complete?” check box is checked. This will remove the test from incomplete results reports.
If all tests are completed for the lab number, check the “All Tests Complete?” check box.
Individual test items may be deleted from here, which will prevent them from showing up on reports; they will show on billing unless deleted using the option under the “Edit Existing Orders” menu. See under below for further details on completely deleting a test from a lab number.
Enter All Incomplete Results
This menu works the same as the “Enter Results by Lab#” menu, except instead of being prompted for a lab number, all laboratory numbers that aren’t marked complete will show up, starting with the oldest received sample. You can scroll through the records using the navigation buttons at the bottom of the form.
Checking the “All Tests Complete?” check box will remove lab numbers from appearing on this form when it is re-opened later.
Edit Incomplete Results by Test
This menu is used to edit all incomplete results for a particular test code.
When the form is opened, select a test from the “Select a Test” drop-down menu. After selecting a test, any lab numbers showing incomplete for the selected test code will be displayed in the table below. Enter any completed test results as appropraite.
If no incomplete tests exist for a particular test code, nothing will display in the table when it is selected.
Print Single Report by Lab#
This will print a laboratory report for a single lab number. When selecting, you will be prompted to enter a lab number. After entering the lab number, two reports will be printed, one for the customer and one for the lab.
When a report is printed for the first time, it will automatically set the print flag and print date. This will prevent the report from being printed in a batch print job.
Print All Completed Reports Ready to be Printed
This is a batch print option. Any reports that have had the “All Tests Complete?” check box checked, but have not been flagged as printed will be printed using this option.
This report will print two copies of each report, one for the customer, and one for the lab. After printing, reports will be flagged as printed so they will not continue to print with this option.
Print Range of Reports
This will print lab reports over a selected range of lab numbers. The user is prompted to starting and ending laboratory numbers; reports will print sequentially from the first number to the ending number.
Two copies of each report will be printed for customer and laboratory use. After printing, if a report has not already been flagged as printed, it will be flagged.
Reprint Single Report
This option will reprint a copy of a laboratory report for a single lab number. When selecting, you will be prompted to enter a lab number; the report for the lab number will be printed.
This option only prints a single copy of the report, and does not change any print status flags. It is usually used if reports have already been printed, and extra copies are needed.
Reprint Range of Reports
The same as the “Reprint Single Report” menu option, except it works like the “Print Range of Reports” menu option. Used to reprint single copies over a range of lab numbers.
Print Preview Report by Lab#
Used to print a laboratory report to the screen instead of the printer. The user will be prompted to enter a lab number, and the report will print to the screen. The report on screen will match exactly to the final customer report.
This report may be printed, but no print status flags will be changed.
Edit Existing Orders
This menu contains several sub-options used to modify existing information already in the data system. The following items appear under this menu:
Edit Sample Info For Lab#: Used to modify information for a sample lab number; user can change the lab#, sample times and dates, add comments, etc. You can modify all information except test parameters.
Add Tests to an Existing Order: Used to add additional test codes or packages to an exisiting lab number. User is prompted to enter a lab number; Additonal tests can be entered as needed. Click the “Add Tests” button when done to save test changes to the lab number record.
Delete Tests from an Existing Order: This option is used to delete test items from the TestOrderTests data table. This will prevent the test or package from showing up on customer billing. Select the test item using the record selector by clicking on the gray area to the left of the text field. Hit “Delete” on the keyboard to delete the test item.
This option WILL NOT delete tests out of the TestOrderResults table, and until deleted, the tests will still show up on incomplete status reports and customer lab reports. To completely delete a test item, you must also delete the test item from the “Edit Results by Lab#”
Delete an Entire Test Order: The user will be prompted to enter a lab#; this option will completely delete an entire lab#, including all sample information, test items, and any results that may be entered. Use caution when deleting to make sure you really want to delete everything.
MICROBIOLOGY
This menu is used for all data entry and reporting for the microbiology department. Results and reports are stored in separate tables from other environmental work.
Menu items function as described under “Sample Data Entry” with the following exception: When using “Edit Existing Test Order”, tests can be deleted straight from this form, and no other deletion is necessary to stop tests from appearing on reports and billing.
When entering new test orders, only test codes with a Test Class of “Microbiology” will be shown. All other testing should be logged in under “Sample Data Entry”
STATUS REPORTS
Used to check on the status of existing records.
Print Incomplete Reports by Test
Selecting this option will bring up a windows with a drop-down box selection; select a test code from the list in the drop-down box, and click the “Print Report” button; a report on all incomplete tests for the selected test code will be displayed on screen.
These reports can be printed and filled out by analysts for use in data-entry of results.
Print List of Incomplete Metals by Lab#
This prints a list of all metals currently not flagged complete, grouped by lab#, in ascending order.