How BookitLab Works in Terms of Invoicing
Invoicing for the use of core facilities and lab services has traditionally been done manually in Unit4. This involves the tedious process of collecting information such as price lists, usage dates and times, and users' budget sources, which are typically subprojects registered in Unit4 for users within UiO.
In BookitLab, all necessary information for invoicing, including price lists and project details, is registered before users start using core facilities and lab services. BookitLab then automatically calculates the costs to charge based on this pre-registered information and the booking and order records. Core admins can generate invoices and send them to Unit4 with just a click of a button in BookitLab.
Invoices for subprojects registered in Unit4 (typically internal and contribution projects) are automatically processed within Unit4. No manual money transfers or manual creation of invoices are needed. Therefore, it is crucial that the budget to be used in BookitLab is approved beforehand.
When invoices are sent to customers outside UiO, they are generated in Unit4 and sent to the customers once UiO's central administration approves them.
Role of Project/Department Economists: Project Admin to Set Up Projects in BookitLab
As a "project" in BookitLab is essentially the "account to charge costs to," it needs to be set up by the user (customer) side, not by the core (seller) side. The creation of a new project can only be done by economists with a special role called Project Admin.
Projects Registered in Unit4
When users plan to pay costs from a (sub) project registered in Unit4, such as a research grant or an operational cost project, the project/department economist of these projects needs to set up the projects in BookitLab. The budget authority (also known as BDM in Norwegian) must approve it before users can utilize the project. These economists may not be in the same department or faculty as the core facility or lab that the user intends to use.
For External Customers Outside UiO
In contrast to internal projects, there are no economists or budget authorities within UiO responsible for external customers' budgets. However, a project for external customers still needs to be created by Project Admins. The role of Project Admin provides system-wide privileges and may conflict with the core admin role and interests. Therefore, economists in the department of a core are given the Project Admin role to set up projects for external customers.
Dummy Projects
In some cases, there might be a need to use a dummy project, which is not intended to be charged. For example, lab staff might need a dummy project to book instruments. Such dummy projects must also be created by Project Admins, although the project coordinator role for dummy projects can be handed over to a core admin for further configurations.
Information for Project/Department Economists and BDM in Norwegian
If necessary, please refer to the guidance for project/department economists and budget authorities in Norwegian. The guidance explains why they need to use BookitLab and includes the initial steps they need to take in BookitLab to carry out their tasks.