A walk through GenLIMS, one screen at a time

The owner's first screen of the day

Invoice against payment month by month, the GST position for the month, new and returning clients, and who brought in what — every card with its own time range, so one card can show a year while another shows a week.

• Invoice and Payment: expected versus collected, by month
• GST Overview: sales, purchase and net for any month
• Marketing persons and departments: bookings and amount

Booking a letter without typing it

Attach the client's letter — a PDF, a scan or a photograph. The assistant reads the client, the address, the reference number, the letter date and the name of work, then every sample with its quantity and the test asked for, and shows it back to confirm. Confirm, and the booking form opens filled; a Fill Next Sample button puts each sample in its own row.

• It fills the form; a person still presses Submit
• Say what to change in plain words before the form opens
• Marketing person, department, rates and dates stay with the office

See every step, with the filled form →

Every sample, with its status and expected date

One row per sample. The department buttons above the table and the section row below them narrow the list; the coloured Status column and the Expected date under it are what you scan when chasing work.

• Filter by department, section, client, marketing person or date
• Job order numbers issued by the system, never reused
• Booking By Letter shows the same work grouped by letter

The job order once the lab has it

The header fields write straight back to the letter as you type. In the table, a sample with an issue date reads "Report Generated" and shows the ULR number drawn for it. The Canvas button opens the report editor for that row.

• Received, dispatched and account-received dates on each sample
• Attach the scanned letter and any file from the phone app
• ULR drawn automatically when the report is issued

What is due, what is held, and why

The pending register, by section. Samples on hold stay on the list with an amber badge and the reason underneath — "payment pending", "client asked to hold" — so nobody has to ask. Only cancelled samples drop off.

• First report and 28-day report tracked separately
• Out-of-expected-date filter for the reports that are late
• Filter by marketing person or analyst; export to PDF or Excel

The report, typed once, on your own format

The QR code, the LR number, the report number and the ULR are part of the letterhead. The dashed boxes in the Results column are the blanks you type into; the ribbon on the left is the editing toolbar; Save, Print preview and Generate report sit on the right.

• Formats designed on screen, or imported from your existing Word files
• Page count and a "doubtful" marker for a result outside the method's range
• PDF and Word from the same format

Every uploaded report is read for mistakes

When a report PDF is uploaded, GenLIMS reads it and lists what looks wrong — highest severity first, each with the page, what was expected, what was found and a suggested fix. On this cement report it found readings left blank, a ratio typed as 949.00 against a 0.66 minimum and still marked as conforming, and two IS codes outside the lab's accredited scope.

• Scope checked against your own NABL/QAI scope register
• Unresolved high-severity findings hold the report at dispatch
• Dismiss a false alarm with a reason and it is not raised again

How the report check works →

Which samples need a second report

Concrete and cement samples need a 28-day strength report as well as the first one. A keyword list — CEMENT, CONCRETE, CUBE — marks them automatically at booking, with a live count of how many samples each word matches, and a re-scan tool for job orders that already exist.

Stopping a sample, with a reason on record

Search one job order; the header shows the letter, and each row shows the sample's current state. Hold and Cancel act on one row; Hold All and Cancel All act on the whole letter. The reason is required and stays with the sample.

Reports out of the door, in two steps

The four counters at the top are the day's backlog. The table under them breaks it down by marketing person, so you can see who is holding the most work. Dispatch is recorded in two stages — handed to the dispatcher, then delivered — with a photograph of the docket.

• Filter to one person's pending items with the View button
• Client hand-over recorded with name and time
• WhatsApp notice to the client on dispatch, if switched on

What each person actually got done

Pick a period, a department and any number of people. The cards count reports typed, 28-day reports, letters finalised and job orders analysed; the table shows the same per person. Count by the date the work was done, or by the date printed on the report.

• Per-person and per-letter views
• Today, yesterday, this month and last month in one click
• Staff without the wider right see only their own work

Letters waiting for a client

A letter cannot be billed until it belongs to a client. This screen lists the ones still unassigned — and an empty screen is the healthy state. Pick the client in the box at the bottom and assign the selected rows.

One row per letter waiting to be billed

Newest first. The Items column shows how many samples are on the letter, and the eye icon lists them. Green generates the invoice, yellow converts the letter to a cash (without bill) collection.

The bill exactly as it will print

The left side is the invoice — GSTIN, Bill Issue To, the item table with SAC codes, the totals. The right panel controls it: invoice type, marketing person, add / merge / unmerge / remove rows, round-off and discount, and the GST settings.

• CGST/SGST or IGST chosen from the client's GSTIN
• Job-order runs merged into one line ("001–007")
• Amount in words on every bill

Every bill and where it stands

Filtered here to unpaid. The status is also a button — "Pay" opens the payment form for that bill. GST and total are separate columns, and the items count lists the job orders behind the bill.

• Part payments, TDS deducted at source, cheques and bank entries
• Missing-invoice check finds gaps in the number series
• Cancelled invoices logged with the reason, and regenerated

Work done without a bill

Some letters are settled in cash without an invoice. Cash Letter lists the ones waiting for money; Paid Letters tracks them through Pending, Partial, Paid and Settled, with a further part payment or a settlement one click away.

Every receipt, newest first

One row per payment with the mode and the date. Filters narrow by client, marketing person, month and year, and the PDF and Excel exports carry those filters into the file.

Quotations from the Product Bank

Pick the tests, and the rates, methods and durations come from the Product Bank. The marketing person is recorded on every quotation; it prints on your letterhead with your bank details and terms, and can be written from the phone.

• Own number series with a prefix and financial-year token
• Bold, colour and highlighted rows where needed
• Per-party rate lists for clients with agreed rates

Every test the lab sells, with its rate

Each test carries its testing method (IS), its specification, a duration, a base rate and a scope badge — the green NABL badge marks a test as inside the accredited scope. The Active switch retires a test without deleting it.

Orders to your own vendors

The same form as a quotation, turned the other way: your vendor, your items, your terms, printed on your letterhead. Its own number series (PO/26-27/0001), drafts until issued, and a change log on every order.

Cheques issued and received

Issued cheques record the bank, payee, purpose and who they were handed to, and print on that bank's saved template. Received cheques carry the deposit date, who deposited them and a status you flip when the cheque actually goes to the bank.

The whole year on one page

Five cards, a month-by-month chart, income by source, expense by category and a GST summary. Click a month to see its invoices; click an invoice to see the letters and job orders behind it — four levels down without leaving the ledger.

• Thirteen tabs: summary, months, invoices, cash, expenses, purchases, TDS and more
• Synced on demand; the last sync time is shown
• Export any level to Excel

"What exactly was this ₹4,543 for?"

One invoice row opened to its letters and bookings, and every job order on them with its amount. This is the answer to a client's query without a phone call to the lab.

Who owes what

Sorted by most pending, so the client who owes the most is on top; the grand total is the lab's receivable. One client's page shows invoiced, received, TDS, outstanding and the collected percentage — month by month.

• Duplicate clients that share a GSTIN flagged for merging
• The same ledger in the marketing app, for that person's clients
• Client page with figures that reconcile to the rupee

Who is actually bringing money in

Bookings, booking amount, invoiced, paid and due — per person, with a grand total. Collected and due side by side is a fairer answer than bookings alone. The View Expenses button jumps to that person's claims.

Field and office expense claims

Two tabs — marketing and office. Each row shows who spent it, on what, how much and when, with the bill photograph. Approve or reject per row, or select the pending rows and approve them together. Cleared claims go to accounts as one PDF per person.

Staff as cards, with their documents

Designation, department, contact details, joining date, a 2FA badge and an active / probation status on each card. The profile behind it holds the documents — offer letter, ID proofs, certificates — and the attendance overview for the month.

Today's punches, from the machine

Present, on leave, late arrivals and missing logs at the top. Below, the day's check-in and check-out times — red where the check-out is before your cut-off — and a Source column that says whether each punch came from the biometric device or was entered by hand.

• eSSL devices sync automatically; manual entry and CSV import for the rest
• Office timing and shift rules per department
• Holidays calendar feeds leave and payroll

Applied, approved, rejected

Type, employee, dates, days and when it was applied, with a colour-coded status. Staff apply from the panel or the phone; the approver acts on the same row. Approved leave lands in the payroll deduction automatically.

A month's payroll, worked out from attendance

Gross, deductions, net payable and what has been marked paid. Each employee shows CTC and attendance hours, and the leave deduction column explains itself — "2.0 days leave, 0.5 charged, balance 0 of 10.5". The cycle moves from draft to approved to paid, and the bank transfer file downloads from here.

Photographs from the site, stamped and filed

A marketing person photographs the samples at the client's site from the app. Each picture is stamped with the date, time and place, and filed under that person, that day and the letter it belongs to — so the lab knows what arrived from where before the sample does.

• Folder view by person → day → letter, or a searchable list
• A stamp that was typed rather than taken is marked as such
• Files kept on cloud storage, not the server disk

The tests themselves, on file

Photographs and videos of the testing, kept beside the paperwork and grouped by test. A client meeting can show the cube being crushed, not only the number on the report.

Every trip with both ends photographed

Start and end readings side by side with the distance worked out, and a photograph of the meter at each end. Vehicle Registration holds the RC, insurance and PUC with expiry colours, the service history and a fuel register that gives the cost per kilometre.

PDF tools that upload nothing

Merge, compress, images to PDF, PDF to images and remove pages — all done in the browser, so there is no size limit and the file never leaves the computer. Tick "keep a copy on the cloud" when the lab wants the result on record.

Meetings booked from inside the panel

Topic, agenda, who created it, when it starts and who joined. Start for the host, Join for everyone else, then Sync to pull the cloud recording and watch it from the same row. Attendance is captured from Zoom.

All 35 points, with their live status

Each clause of the standard mapped to the GenLIMS screen that satisfies it, with how many records that screen holds today. Everything an assessor asks for opens from this one page.

• Clause 4 to clause 8, grouped the way the standard is
• Register Settings to rename or switch off a register the lab does not use
• Every register exports to PDF and Excel

An audit programme, with findings tracked to closure

Plan the audit, record the findings, raise a CAPA from a finding, and close it when the correction is verified. The same pattern runs CAPA, complaints, management reviews, risk, PT/ILC, competence, equipment and calibration, environment, QC, method validation, sampling and the rest.

A role, then exceptions per person

Each user inherits a role's permissions. The grid then lets you allow or deny any single screen for that one person — three states per cell — without inventing a new role. Office-network-only login, two-factor codes on WhatsApp, and a log of every sign-in sit alongside.