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CALIBRATION LABORATORIES

Calibration Laboratories need easy differentiation between on-site and in-lab instruments, instrument tracking, an instrument return process and reminders of expiring certificates. They also have a large variety of certificate designs.

Specialized Features and Functionalities

Quotations and Bookings

‌Integrated Quotation and Bookings modules. Generate and send quotations at the click of a button and allow customers to confirm and edit frequencies.

Instruments, Calibrations and Sets

Define any instrument type, record set/nominal information. Schedule multiple calibrations for an instrument.


Easily Register Instruments

Spreadsheet format allows for quick and easy capturing of large numbers of instruments.

Returning/Recurring Instruments

‌Automatically generate quotations and create jobs for previously calibrated instruments

Tracking

‌Track the location as well the calibration status of any instrument

Certificates

‌Automate certificate generation, sending and sending (See tabs below for more information)

Store and Collection

‌Create Delivery notes and send notifications at the click of a button

Financial System Integration

‌Synchronize Customer information and export invoice to your financial system


Label Printing and Barcoding

‌QR Codes allow a customer to scan an instrument, view its history and download the latest certificate

LIMS Functionality
General
Organizational Setup Parameters
Instrument Types
Customer Management and Billing
Instrument Database
Quotations and Bookings
Registration of Jobs, Instruments and Calibrations
Scheduling, Monitoring and Tracking
Certificate Generation and Approval
Reporting
Automation and Integration
General

‌‌Typical Dashboards and Flow:

‌- Quotations
- Service Requests/On-site Bookings
- Receiving
- Laboratory
- Certification
- Approvals and Signing
- Job Completion and Invoicing
- Archive and Global Search
- Instrument Database
Organizational Setup Parameters

‌‌Add Branches with their own document logos, addresses, accreditation logo and reference,contact persons, etc.

Add Departments linked to specific branches
Add Personnel linked to specific branches and departments
Add Customers and contacts
Instrument Types

‌‌Define Instrument Types with parameters including:

- Applicable Branches
- Billing code and description
- Methods/SOPs and Accreditation
- Categories or Tags (Up to 4) for easy grouping on schedules, dashboards and reports
- Billing only
- Default Turnaround Time
- Default Frequency
- Outsourcing
- Standard quotation notes or remarks
Define pricing for each instrument type and service item
Customer Management and Billing

‌‌Add or import Customer Information

Define account types as Account, Cash on Delivery (COD) or Cash on Order (COO)
Add or Import Contact Persons
Customer Portal (Customer view their instruments, calibration history and download certificates)
Generate Proforma invoices automatically for registered jobs
Export proforma invoices to external financial systems
Quality checks on quantities and rates between quotations, jobs and invoices
Instrument Database

‌Create and maintain an instrument database by:
- Importing existing certificate/instrument lists
- Added automatically when an unidentified instrument is received/calibrated

Each instrument is assigned a unique reference with a QR Code, which a customer can scan to access the historic records and certificates

Quotations and Bookings

‌Generate Quotations:
- Manually
- Automatically from an already registered job
- Bulk select from the instrument database based on expiry dates
Select between On-Site and In-Lab, or both
Customers receive a link with which they can review and edit frequencies, accept quotations and review booking information
On-site bookings are automatically created as quotations are accepted
Integrated Email and SMS notifications

Registration of Jobs, Instruments and Calibrations

‌‌Enjoy a user friendly, extremely efficient registration process

Automatically register a job from a quotation and vice versa
For manual instrument registration, upload via spreadsheet or record information on a built-in spreadsheet interface
Scheduling, Monitoring and Tracking

‌‌‌‌Customizable dashboards that filter per user/calibration officer/metrologist

Due dates are automatically calculated, colour-coded and sorted
Instruments are tracked in terms their physical location, calibration status, certification status, and certificate approval/sign status
Certificate Generation and Approval

‌‌Arguably the most important question to a Calibration laboratory. Our system offers a variety of options to incorporate and automate both internally and externally generated reports and or certificates.

Our advanced integrations in particular allow most laboratories to achieve a high level of automation for even the most complex reporting and certification requirements, with minimal change and disruption to the existing process. Calibration laboratories are thus able to create and control an unlimited number of templates and calculations.
How are your templates enhanced?
1. Importing customer, instrument and calibration information
2. Importing electronic calibration notes
3. Automating the signing and issuing of signed certificates
4. Making signed and or unsigned certificates downloadable (via QR Code or Customer Portal)
5. Generating download links to externally generated documents
Customized buit-in templates are optional.
Reporting

‌‌Enjoy access to a variety of built-in reports or request new reports to be added at no cost (subject to SLA terms)


Automation and Integration

‌Connect to Financial Systems to generate invoices, synchronize customer information and update pricing
Data imports and exports in various formats, including to and from external databases
1D (Linear) and 2D (QR) Barcode scanning
Label Printing with text and or barcodes
Automated notifications (Internal and External)
Electronic and Digital Signatures
Document automation for externally generated reports/certificates

Additional Functionality

Quotations

Generate quotation using defined tests and bundles and their prices

Define discounts

Process: Draft - Approved - Submitted - Accepted - Closed - Revised

Send email option

Quotation layout to your requirements

Create job directly from quotation

Customer Portal

Allow your customers access to view their own jobs, samples and tests

Submission request form for services or sample testing

Customer can download historical reports




On-Site Services

Define on-site services that you offer

Manage customer requests (accept or reject)

View all open requests on calendar and map views

Create job directly from request


Proforma Invoices

Generate from Job at any status

Proforma layout to your requirements

Email option available

Define discounts

Can be integrated to financial system