There are three ways to adjust a Job Receivables certificate: (1) amending a posted certificate, (2) voiding a certificate and starting over, and (3) making an adjustment entry to the certificate. The method to select will depend on what needs to be changed on the certificate, user preference, and the configuration of the user’s system.
Note: Only the most recent posted certificate for a series can be voided or adjusted.
Amending a Posted Certificate
In this method, only certain items of a posted invoice can be changed. No financial amounts
can be changed.
Go to Job Receivables > Applications/Certificates > Amend Posted Certificates (Figure 1).
Click the Open folder in the row of the appropriate certificate to edit (Figure 1).
Figure 1: Open Appropriate Certificate
3. Items that can be changed include the Description, Certificate Reference, Due Date, and Certificate Comments (Figure 2).
4. When finished making changes, click Save in the bottom, right corner of the page (Figure 2).
Figure 2: Make Changes, Click Save
5. If the desired changes can’t be made by amending a posted certificate, there are two more options:
Making an adjustment entry to the invoice (page 3)
Voiding the invoice, then creating a new invoice with the correct information (page 12)
Making an Adjustment Entry
In this method, the user will make an adjustment entry to the original invoice without having to void the certificate.
Go to Job Receivables > Applications/Certificates > Applications/Certificates (Figure 3).
Click Add to add an adjustment batch (Figure 3).
Figure 3: Click to Add Adjustment Batch
3. Make sure the batch information that pre-populates is appropriate and enter in a Description (Figure 4).
4. Then, click Save in the bottom, right corner of the screen (Figure 4).
Figure 4: Enter in Adjustment Batch Information, Click Save
5. At the next screen (which should be the Transactions tab), click Add (Figure 5).
Figure 5: Click Add in Transactions Tab
6. Enter in the Job and the Series, which can be found using the Lookup (…) (Figure 6).
Figure 6: Enter the Job and Series
7. For the Adjusting field, enter in the Internal Reference number of the certificate being adjusted, which can also be found using the Lookup (…), then clicking the pointing-finger in the appropriate row (Figure 7).
Figure 7: Click Lookup, Select Appropriate Certificate
If the Adjusting field is missing, go to Job Receivables > Configuration > CS Parameters and make sure that the ADJTRAN parameter to allow adjusting transactions is set to Y (Figure 8).
Figure 8: ADJTRAN Parameter Set to Y
8. Once the appropriate information is entered for the adjustment batch, click Next in the bottom, right corner of the page (Figure 9).
Figure 9: Click Next
9. In the Main tab, enter in the Certificate Date (Figure 10).
Figure 10: Enter in Certificate Date
10. In the Certificate Details tab, next to Work Completed, enter in the amount that will adjust the certificate to the appropriate amount (Figure 11). Retention will re-calculate automatically.
In this hypothetical example, the original invoice was incorrectly entered in and posted for $100,000, when it should have been $10,000.
To correct it, an adjustment batch is being entered with an amount of -$90,000 (Figure 11).
11. Then, click Save in the bottom, right corner of the page (Figure 11).
Figure 11: Enter in Adjusting Amount, Click Save
12. At the next screen, click Next in the bottom, right corner (Figure 12).
Figure 12: Click Next
13. At the next screen, in the Transactions tab, select Post from the drop-down at the bottom of the page and click the arrow to “Apply Action” (Figure 13).
Figure 13: Post the Batch
14. Next, go to Job Receivables > Inquiries > Applications/Certificates Inquiry (Figure 15).
15. In Figure 15, the rows of the original certificate batch (17080006) and the adjustment certificate batch (17080007) are shown.
16. The Balance in the row of the original certificate batch will update to the corrected amount ($9,000 with $1,000 retention for this example) if the CS parameter AUTOCASH (to Auto Post Prepayment Cash Batches) is set to Y (Figure 14).
Figure 14: CS Parameter AUTOCASH
17. However, for this example, the AUTOCASH CS parameter has been set to N (and the Balance has not updated, as seen in Figure 15), and there are a few more steps that need to be completed.
Figure 15: Applications/Certificates Inquiry
18. Go to Job Receivables > Cash Receipts > Cash Entry (Figure 16).
19.Highlight the adjustment batch, that was auto-created as a part of the adjustment process (Figure 16).
20. Then, select Post from the drop-down on the bottom action bar and click the arrow to “Apply Action” (Figure 16).
Figure 16: Post the Cash Entry Batch
21. Once the Cash Entry for the adjustment batch is posted, go back to Job Receivables > Applications/Certificates > Applications/Certificates Inquiry (Figure 17).
22. Now, the amounts for the original certificate are updated and accurate (Figure 17).
Figure 17: Amounts for Original Certificate are Updated/Accurate
Voiding a Certificate, and Starting Over
For this method, the user will void the original certificate, then create a new certificate. This method must be used if the user’s system is not configured to allow certificate adjustments.
23. Go to Job Receivables > Applications/Certificates > Void Applications/Certificates (Figure 18).
24. Click Add at the bottom of the screen to create a new batch (Figure 18).
Figure 18: Click Add
25. Make sure the batch information that pre-populates is appropriate and enter in a Description (Figure 19).
26. Click Save in the bottom, right corner of the screen (Figure 19).
Figure 19: Enter in Batch Information, Click Save
27. In the Transactions tab, click Add at the bottom of the screen (Figure 20).
28. Enter in the Internal Reference number of the certificate to void. This can be found using the Lookup (…) (Figure 20).
29. Then, click the floppy disk in the line to Save (Figure 20).
Figure 20: Click Add, Enter in Internal Reference Number, then Click Save
30. Select Post from the drop-down at the bottom of the screen, then click the arrow to “Apply Action” (Figure 21).
Figure 21: Post the Batch to Void the Certificate
31. Once the batch is posted, the certificate will be voided.
32. Now the user can re-enter the certificate with the correct information.