Viewing a Payment Certificate and Its Calculation Details
The payment certificate page in the system shows the certificate data, status, items, and how the net payable is calculated.
Table of Contents
Before You Start
- To view the certificate: the View All Payment Certificates or View His Own Payment Certificates permission.
- To approve, reject, and undo approval: the Approve & Reject Payment Certificates permission.
- To invoice the certificate: the Invoice Payment Certificates permission.
Opening the Payment Certificate Page
- From the main menu, click Construction → Payment Certificates, then open the certificate.
- Or from the project page, open the Payment Certificates tab, then open the certificate.
Page Header
- The Payment Certificate title, the certificate number, and its status badge.
- The linked invoice number as a link, on an invoiced certificate that has an invoice.
- Previous and Next buttons to move between certificates.
Statuses and Their Buttons
| Status | Buttons shown |
|---|---|
| Draft | Issue |
| Issued | Set as Draft, Reject, and Approve |
| Approved | Undo Approval and Invoice |
| Invoiced | No buttons. |
| Rejected | No buttons. |
- Reject: a window appears to enter the rejection reason and confirm.
- Invoice: after confirming, the invoice add page opens from the certificate.
- Undo Approval: if other certificates were approved after this one, the message Approval can’t be revoked, other certificates were approved after this one. appears.
- When the status changes successfully, the message Status updated successfully appears.
Actions Row
| Action | What it does |
|---|---|
| Edit | Edits the certificate data. |
| Clone | Creates a new copy of the certificate. It appears in an approved, invoiced, or rejected certificate, if the contract is active and you have permission to add payment certificates. |
| Printables | Prints or exports the certificate. |
| Send Email | Sends the certificate to the client. |
| Issue Reverse Certificate | Appears in an invoiced certificate, to issue a certificate with the returned quantities of its items. |
| Delete | Deletes the certificate. |
You can’t issue a reverse certificate in the following cases, and a message explains the reason:
- The certificate is fully reversed: Payment Certificate is already fully reversed, you can’t issue another reverse certificate
- A certificate was issued after the current one: Another payment certificate was issued after the current certificate, you can’t issue reverse certificate
- An issued reverse certificate is not approved yet: Another reverse certificate is still issued on Payment Certificate #(number), to create a new reverse certificate, you need to delete or approve the existing one.
Confirmation and Blocking Messages
| Action | Message |
|---|---|
| Approve | Are you sure you want to approve Payment Certificate #(number)? |
| Reject | Are you sure you want to reject Payment Certificate #(number)? Rejected payment certificates can’t be revoked, with entering the rejection reason. |
| Edit | In an approved, invoiced, or rejected certificate: You can’t edit a payment certificate with ‘(status)’ status |
| Delete | This will permanently delete Payment Certificate #(number). Project quantities, work item progress, and the contract’s advance payment recovery capacity will be restored. This action cannot be undone. Do you want to proceed? In an invoiced certificate, the message states that the linked invoice and its journal entry will also be deleted. |
You can’t delete the certificate in the following cases, and a message explains the reason:
- A certificate was issued after it: Payment Certificate #(number) cannot be deleted because Payment Certificate #(number) was created after it. Delete the newer certificate first.
- A reverse certificate exists on it: Payment Certificate #(number) cannot be deleted because Reverse Payment Certificate #(number) exists. Delete the reverse certificate first.
Payment Certificate Page Tabs
| Tab | What it shows | When it appears |
|---|---|---|
| Details | Certificate data, certificate items, and the net payable calculation summary. | Always. |
| Reverse Payment Certificates (number) | Reverse certificates issued on the certificate. | When there is at least one reverse certificate. |
| Activity Log | Actions done on the certificate. | Always. |
Details Tab
Payment Certificate Information:
- The client and project as links.
- The duration, start date, and end date.
- Net Payable.
- The payment certificate date, with “-” if not set.
Payment Certificate Items:
- Items: the work item and notes, with rows for main tender or sub-tender names.
- Quantity: Contracted, Previous, New, Total, and Remaining, with each item unit.
- Price: Unit Price, Previously Billed, New Amount, and Total.
- A Total row below the table.
Net payable calculation summary:
- Total Work Value.
- The tax with its type and percentage, such as VAT (Exclusive) (15%).
- Total Certified Amount after tax.
- Retention with its percentage.
- Net Amount after retention.
- Advance Payment Recovery.
- Net Payable: the final amount due after all deductions and recoveries.
Payment Certificate Calculation Details
Calculating the certificate items
| Column | How it is calculated |
|---|---|
| Total (quantity) | Previous + New. |
| Remaining | Contracted − Total. It appears negative if the quantity exceeds the contracted quantity. |
| New Amount | New × Unit Price. |
| Total (price) | Previously Billed + New Amount. |
Calculating the net payable
| Line | How it is calculated |
|---|---|
| Total Work Value | The sum of the new amounts of all certificate items. |
| Tax | Each item tax rate applied to its new amount, shown with the tax name, type, and rate, such as VAT (Exclusive) (15%). |
| Total Certified Amount | Total Work Value + tax. |
| Retention | The contract retention rate × Total Work Value, that is, before tax. |
| Net Amount | Total Certified Amount − Retention. |
| Advance Payment Recovery | The part of the advance payment recovered in this certificate, based on the contract recovery plan. Details below the table. |
| Net Payable | Net Amount − Advance Payment Recovery. |
Advance Payment Recovery is calculated based on the contract Recovery Plan type:
- Percentage: the plan rate × Net Amount.
- Installments: the advance payment amount ÷ the number of installments, up to the Net Amount.
- The recovery doesn’t exceed the advance payment remaining unrecovered in previous certificates. If the contract has no advance payment or recovery plan, the recovery is 0.
Example from an actual certificate:
| Line | Value |
|---|---|
| Electrical works item: New 1 m2 × Unit Price 3,500 | New Amount 3,500 |
| Total Work Value | 3,500 |
| VAT (Exclusive) (15%) | 525 = 15% × 3,500 |
| Total Certified Amount | 4,025 = 3,500 + 525 |
| Retention (10%) | 350 = 10% × 3,500 |
| Net Amount | 3,675 = 4,025 − 350 |
| Advance Payment Recovery | 0 |
| Net Payable | 3,675 |
In the same item: Contracted 1,000 m2, Previous 107, and New 1, so the Total is 108 and the Remaining is 892. Previously Billed is 374,500, so the Total is 378,000.
FAQs
Why does the Issue Reverse Certificate button not appear?
Because it appears only in an invoiced certificate, for users with permission to add reverse certificates.
Why does the Clone button not appear?
Because it appears only in an approved, invoiced, or rejected certificate, if the contract is active and you have permission to add payment certificates.
Permissions
The user must have the “View All Payment Certificates” permission or the “View His Own (Created) Payment Certificates” permission to be able to view payment certificates. If the user lacks either of these permissions, the “Payment Certificates” tab is hidden entirely.
The user must have the “Approve/Reject Payment Certificates” permission to be able to change a payment certificate’s status to “Rejected” or “Approved“. If the user lacks this permission, the approve and reject buttons are hidden.
The user must have the “Invoice Payment Certificate” permission to be able to change a payment certificate’s status to “Invoiced“. If the user lacks this permission, the “Invoiced” status button is hidden.
How to Access the Screen
From the main menu, click on “Construction“, then click on “Projects“.
Click the “View” button for the project that has created contracts.
Open the “Contracts” tab, then click the “View” button for the needed contract.
Open the “Payment Certificates” tab inside the contract view screen, then click the “View” button for the needed certificate.
Header
The header displays the title “Payment Certificate” and the certificate code, alongside a colored badge showing its current status. If the certificate has been invoiced, the linked invoice number also appears as a hyperlink taking you to the invoice view screen.
The header also gives you “Previous” and “Next” buttons to navigate directly between the project’s certificates without returning to the list.
Status Change Buttons
Different buttons appear in the header depending on the certificate’s current status:
- At “Issued” status, three buttons appear together: “Set as Draft” (to revert the certificate to draft status), “Reject“, and “Approve“.
- Rejected: Clicking the “Reject” button opens a confirmation popup where you can enter a rejection reason, then confirm or cancel the action. The confirmation message reads: “Are you sure you want to reject Payment Certificate #? Rejected payment certificates can’t be revoked” If you cancel the rejection, the certificate’s status remains as it was before the attempt. A “Rejected” certificate can only be changed to “Approved“.
- Approved: Clicking the “Approve” button shows a confirmation message: “Are you sure you want to approve Payment Certificate #?” An “Approved” certificate can only be changed to “Invoiced“.
- Invoiced: Certificates at “Invoiced” status can’t be edited in any way (their status can’t be changed, and they can’t be edited or deleted), so no status change buttons appear for them at all.
Actions
- Edit: opens the certificate’s form to allow updating its data. Appears for any certificate that hasn’t reached “Invoiced” status.
- Print: lets you print the certificate or export it as a PDF.
- Send via Email: sends a copy of the certificate to the client’s email.
- Delete: permanently deletes the certificate from the system.
- Clone: creates a new copy of the certificate with the same data. Appears only when the certificate’s status is “Invoiced“.
- Issue Reversed Certificate: creates a certificate that reverses this certificate’s values to cancel its accounting effect. Appears only when the certificate’s status is “Invoiced“.
Screen Tabs
The payment certificate view screen has two fixed tabs, and a third tab that appears only after invoicing:
- Details: shows the certificate’s information, its items, and the net payable calculation summary.
- Activity Log: shows the log of actions taken on the certificate.
- Reversed Certificates: appears only when the certificate’s status is “Invoiced“, and shows the count of reversed certificates issued against it in parentheses, along with their details.
Details Tab
- Payment Certificate Information
- Client: shows the client’s business name or full name, their code as a hyperlink, and their photo. If there is no photo, a placeholder appears.
- Project: shows the project title as a hyperlink taking you to the project view screen.
- Duration: shows the certificate’s duration in the selected unit.
- Start Date: shows the certificate’s start date.
- End Date: shows the certificate’s end date.
- Payment Certificate Date: shows the certificate’s issuance date. Shows a “-” if the certificate hasn’t been issued yet.
- Net Payable: shows the certificate’s net payable amount, and is also displayed prominently above the payment certificate items table below this section.
- Payment Certificate Items
- The table is divided into three main column groups: Items, Quantity, and Price.
- Items column
- Work Item: shows the work item’s title.
- Notes (optional): a text field.
- If the certificate’s items are linked to main or sub tenders from the contract, group rows with the main/sub tender’s title separate the item groups.
- Quantity column
- Contracted, Previous, New, Total, Remaining. Each value is shown with its unit of measurement.
- Price column
- Unit Price, Previously Billed, New Amount, Total.
- A “Total” row appears at the bottom of the table summing the quantity and price values for all columns, and you can scroll horizontally to view all the price columns when needed.
Net Payable Calculation Summary
Below the items table, a summary shows how the certificate’s net payable amount is calculated, with the following lines:
- Total Work Value.
- Tax (not included), with its percentage shown next to its name.
- Total Approved Amount (work value plus tax).
- Retention Deduction, with its percentage shown.
- Net Amount (after retention deduction).
- Advance Payment Recovery.
- Net Payable: appears in a highlighted dark-colored row at the bottom of the summary, representing the final amount due to the client after all deductions and recoveries.