Draft Certificate Entry allows you to enter and amend draft subcontractor payment certificates and to release them for authorisation.
The entry of certificates is controlled by up to four workbenches: Draft Payment Certificate Entry, Subcontract Invoice Entry, Self Billing Certificate Entry and Input Draft Certificate (All Types). They are configured to control which subcontracts are eligible for selection depending on their billing method. In this way, it is anticipated that a tighter control can be applied to the correct VAT documentation being available for inspection when needed. However, these controls can only ever be as good as individual processes allow.
If the filter option to include “released” certificates has not been applied, the certificates shown have the generic status “to release” unless there is further information about the certificate’s status (for example, it is “zero movement” or there is an internal error such as “VAT imbalance” or “invalid costs”, or there is detail from the last action on this history) – if so, this will be displayed. History detail could include if the certificate has been “rejected” by an authoriser or an attempt to release it has failed.
Similarly if the certificate is involved in workflow and has a specific status relating to its progress through workflow, then that will be shown. All of these certificates can be modified, and all except Commercial Manager origin certificates can be deleted.
On the other hand if the filter option does include “released” certificates then certificates awaiting authorisation to level 2 will be shown, because if a user is set to able to recall a certificate they will be able to follow the certificate link and take the action on the options menu there to recall the certificate back for further modification or deletion.
The following rules apply to draft certificates:
Users can only add contracts for which they have Can Enter authorisation.
You cannot add new draft certificates for orders which have any unposted 'actual' (as opposed to draft) certificates assigned.
The next transaction number for the order is assigned and cannot be changed.
The valuation date defaults from the certificate date if it is blank.
The certificate number field is greyed out and is blank.
Parameters
SC/CHKONREL
Do Authorisation checks on Release
Whether to check if a draft certificate is on commercial hold before releasing it (Y or N).
If the certificate is on commercial hold, it needs to be approved before it can be released.