When we set up laboratory testing services for your organisation, the information needed to manage those services is recorded in our Laboratory Information Management System (LIMS), LabWare.

LabWare refers to this collection of settings as a “contract”. Within LabWare, a contract is not a legally binding agreement. It is a configuration record that helps us manage your testing, pricing, invoicing, reporting and communication requirements accurately and consistently.

What information does a LabWare contract contain?

Customer and account details

A contract can identify:

• the organisation submitting samples to the laboratory
• the organisation that should receive the invoice
• the primary contact for matters relating to the testing arrangement
• a department or customer reference used to help allocate testing and charges within your organisation
• the dates during which the configuration is valid.

Testing and pricing arrangements

A contract can include:

• the test codes available under the arrangement
• the expected turnaround times (TATs) for those tests
• customer-specific pricing and billing currency
• a link to a master contract containing additional tests, pricing and TATs
• instructions or important information for our Sample Reception team
• whether the testing is subject to a Medsafe programme.

Invoicing requirements

A contract can specify:

• the invoicing cycle and invoice format
• whether a CSV file should be provided with the PDF invoice
• a default purchase order number
• whether a purchase order number must be supplied with each submission.

Results and notifications

A contract can also determine:

• the default distribution list for results and other communications
• whether certificates of analysis (CoAs) are issued individually or in batches
• whether a results CSV file is provided with the CoA
• the delay-notification options applied to the testing.

Why is this information important?

Keeping your LabWare contract details accurate helps us:

• register samples against the correct testing and pricing arrangements
• apply the appropriate turnaround times and reporting requirements
• issue invoices in the required format
• send results and notifications to the right people
• reduce avoidable questions and delays during sample registration and testing.

If your contacts, billing requirements, purchase order arrangements, testing needs or reporting preferences change, please submit a request so we can review and update your configuration.