Usage and billing

Carry a booking charge through review and keep receipts visible by asset. A usage charge links to an equipment booking. It carries a service description, amount and status, giving the coordinator a place to prepare and review a billable item. Draft, Approved, Invoiced and Voided are separate outcomes. The charge should be read alongside the booking and any usage session before the amount is accepted.

• Start from the booking. The coordinator prepares a charge against the specific equipment booking.
• Compare actual use. The session interval and rate help the coordinator check the draft amount under the lab policy.
• Keep receipts distinct. A payment belongs to an asset and carries its own reference and status.

A charge and a payment have different links. The coordinator can inspect the asset behind the booking and the receipt reference, then apply the lab matching rule. A charge marked Invoiced does not by itself show that a payment was received.

Agree whether the lab charges reserved time, actual use or another service basis. The usage session has a rate per hour, but the charge amount is its own field; the team must decide how to compare them. Payment records connect to assets and carry an amount, received date, reference and status. Define the reconciliation practice before treating a payment as settlement of a particular charge. Write down the decision owner and rehearse a correction on a linked case. Check who can update the record after the next shift has acted on it.

Use one completed booking with a recorded session. Prepare a charge, compare its description and amount with the session interval and move it through review. Then add a confirmed payment with its reference on the asset. Have the coordinator demonstrate how the lab matches that payment to the intended booking outside the charge record, and how a voided charge remains distinguishable from an invoiced one. Have a second person open the linked records and explain the next decision. If the source changes, the Clinical Coordinator checks affected reservations, service work or charges before the next shift acts.

• Draft charges — Shows the records and status for the named equipment case.
• Current usage sessions — Shows the linked work that needs a separate check.

Follow the related operating process and use the data model to inspect the underlying references.