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Entering a Detailed Breakdown Certificate in Subcontract

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Written by Theresa Moloney
Updated over 2 weeks ago

  1. Go to Subcontract Ledger Menu > Certificates > Input Certificates

    Figure 1: Input Certificates

  2. 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

  3. Click 'Save' at bottom right.

    Figure 3: Input Certificates – Add Batch

  4. On Transactions Tab, click “Add”.

    Figure 4: Input Certificates – Batch

  5. Click the Subcontract Order Number lookup.

    Figure 5: Input Certificates – Add Certificate

  6. Select the appropriate subcontract order by clicking on the finger.

    Figure 6: Input Certificates – Add Certificate

  7. The rest of the fields will auto-populate.

    Figure 7: Input Certificates – Add Certificate

  8. Click “Next”.

    Figure 8: Input Certificates – Add Certificate

  9. Main Tab:

    • Claim date: Leave as is

    • Certificate date: Enter the invoice date

    • Valuation date: Leave as is

    • 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 leave blank)

    • Invoice Number: Enter the subcontractor’s invoice number (will print on the check stub)

    • Status: Active

    • Description: Enter description (will print on the check stub)

    Figure 8: Input Certificates – Add Certificate

  10. Navigate to the Breakdown Tab: Open the line or lines that you are invoicing and enter the current payment in the certified section. Remember to save each line after entering the current payment.

    Figure 9: Input Certificates – Breakdown Tab

  11. Navigate to the details tab, there you can see the total work completed, the default retention, which can be changed and the total amount to be paid to the subcontractor.

    Figure 10: Input Certificates – Details Tab

  12. 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: Input Certificates – Add Certificate

  13. Comments Tab, enter any additional information, and click “Save”.

    Figure 12: Input Certificates – Add Certificate

  14. The distribution tab allows for modification of where the costs will be posted. 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 create the lines based off of the breakdown tab). Make sure to hit the save button next to each line. Once the certificate has been fully distributed, click Next.

    Figure 13: Distribution Tab

  15. 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.

  16. Highlight desired batch by clicking in the checkbox. To help find your batch, use the filters to see only Unposted batches and My batches.

  17. Choose “Posting/Listing Report” from the Function selection in the action bar to review the batch.

    Figure 15: Input Certificates – Posting/Listing Report

  18. Go to Report Status by selecting the printer icon at top right of screen.

    Figure 16: Input Certificates – Posting/Listing Report

  19. 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

  20. Choose ‘Post with Report’ from the Function selection in bottom right screen. Apply the action.

    Figure 18: Input Certificate – Post with Report

  21. 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.

  22. Go to Report Status by selecting the printer icon at top right to see posting reports.

    Figure 20: Report Status – Post with Report

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