Go to Subcontract Ledger Menu > Certificates > Input Certificates
Figure 1: Input Certificates
Click “Add” to create a new batch, or select existing batch to enter.
Figure 2: Input Certificates: Add
Fiscal Period: Enter the GL date for the batch. The GL date corresponds to the accounting month to which the transactions will be posted. GL date must be within the current period.
Transaction Date: Current date will default
Transaction Type: SCCT – SC Certificate
Description: Enter a batch description if desired, such as your name or division
Click Save at bottom right.
Figure 3: Input Certificates – Add Batch
On Transactions Tab, click “Add”.
Figure 4: Input Certificates – Batch
Click the Subcontract Order Number lookup.
Figure 5: Input Certificates – Add Certificate
Select the appropriate subcontract order by clicking on the finger.
Figure 6: Input Certificates – Add Certificate
The rest of the fields will auto-populate.
Figure 7: Input Certificates – Add Certificate
Click “Next”.
Figure 8: Input Certificates – Add Certificate
Main Tab:
Claim date: Leave as is(typically read only field)
Certificate date: Enter the invoice date
Valuation date: Leave as is(Read only Field)
Due date: Set from the subcontract maintenance file
Sales/Use Tax: Will default from subcontract order, can be overridden.
Certificate Number: Enter our internal invoice number for this invoice (typically hidden)
QS Reference: Enter the subcontractor’s invoice number (typically hidden)
Invoice Number: Enter the subcontractor’s invoice number
Status: Active
Description: Enter description (will print on the check stub)
Figure 9: Main tab
Details Tab:
Enter By: Select This Period
Work Completed: Enter invoice amount.
Retention: Enter retention amount to be withheld on the invoice. It should default in based on retention percentage on the subcontract order. If releasing retention for payment, enter as negative.
Tax: Should be zero, unless invoice is taxable.
Figure 10: Detail Tab
Hold Status Tab:
If the invoice should be placed on hold, select a reason from the drop down menu under
Commercial Hold Status and enter reason.
Financial Hold Status: Corporate use only
Figure 11: Hold status tab
Comments Tab, enter any additional information, and click “Save”.
Figure 12: Comments tab
If you have more invoices to enter into your batch, repeat steps 4-12. If you are finished with your batch, hit the NEXT at bottom right again.
If there is more than one-line item on the subcontract, a distribution tab will appear. Click on the distribution tab. Open the line you would like the certificate to be applied to and enter the amount for that line (The system will automatically apply the full amount to the first line). Make sure to hit the save button next to each line. Once the certificate has been fully distributed, click the green arrow.
Figure 13: Distribution Tab
Highlight desired batch by clicking in the checkbox. To help find your batch, use the filters to see only Unposted batches and My batches.
Figure 14: Input Certificates
Choose “Posting/Listing Report” from the Function selection in the action bar to review the batch.
Figure 15: Input Certificates – Posting/Listing Report
Go to Report Status by selecting the printer icon at top right of screen.
Figure 16: Input Certificates – Posting/Listing Report
Click on the description hyperlink to view your report in PDF format. Review the report to ensure there are no errors.
Figure 17: Report Status – Posting/Listing Report
Choose ‘Post with Report’ from the Function selection in bottom right screen. Apply the action.
Figure 18: Input Certificate – Post with Report
Batch status will change to Posted if no errors were encountered.
Figure 19: Report Status – Posted
Note: You must refresh your screen to see the status change. Click the refresh icon or right click in the screen and select ‘Refresh’ from the vertical Internet Browser menu.
20. Go to Report Status by selecting the printer icon at top right to see posting reports.
Figure 20: Report Status – Post with Report
