{"id":147677,"date":"2026-09-27T10:28:55","date_gmt":"2026-09-27T10:28:55","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=user_manual&#038;p=147677"},"modified":"2026-10-13T07:58:31","modified_gmt":"2026-10-13T07:58:31","slug":"guide-to-creating-a-new-payment-certificate","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/guide-to-creating-a-new-payment-certificate\/","title":{"rendered":"Guide to Creating a New Payment Certificate"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\">A payment certificate lets you specify the quantities actually executed for the contract&#8217;s work items, and calculate the net amount payable for the current work done. This article explains the steps to create a new payment certificate, and details how its value is calculated.<\/p>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;Steps to Creating a New Payment Certificate&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1790505362628{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;First: Accessing the Add Payment Certificate Screen&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 1: Open the Project<\/strong><\/p>\n<p style=\"text-align: left;\">From the sidebar menu, click on &#8220;Construction,&#8221; then go to &#8220;Projects,&#8221; and click the &#8220;View&#8221; button for any project that has a contract with &#8220;Active&#8221; status.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147681&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 2: Add a Payment Certificate<\/strong><\/p>\n<p style=\"text-align: left;\">Click the &#8220;Add&#8221; button at the top of the screen, then select &#8220;Payment Certificate&#8221; from the list.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147685&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<p style=\"text-align: left;\"><strong>Note<\/strong><\/p>\n<ul style=\"text-align: left;\">\n<li>A payment certificate can&#8217;t be created for a project that has no contract with &#8220;Active&#8221; status, and the message &#8220;To add payment certificates, the project should have an &#8216;active&#8217; contract.&#8221; appears.<\/li>\n<\/ul>\n<p>[\/vc_message][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Second: Filling In the Payment Certificate Information&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 3: Reviewing the Basic Data<\/strong><\/p>\n<p style=\"text-align: left;\">The &#8220;Payment Certificate No.&#8221; appears automatically. The &#8220;Project&#8221; and &#8220;Client&#8221; fields are read-only, and are automatically filled in from the current project. The &#8220;Contract&#8221; field is automatically selected (since there&#8217;s usually only one active contract), and is disabled for editing.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147690&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 4: Specifying the Duration and Dates<\/strong><\/p>\n<p style=\"text-align: left;\">Enter the &#8220;Duration&#8221; (optional) and select its unit (days or months), or specify the &#8220;Start Date&#8221; and &#8220;End Date&#8221; directly (both required). Any field is calculated automatically if the other two are filled in. The start date must not be after the end date, and must not overlap with the period of a previous payment certificate for the same work item.<\/p>\n<p style=\"text-align: left;\">You can also specify the &#8220;Payment Certificate Date&#8221; (optional) independently.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147693&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 5: Selecting the Items<\/strong><\/p>\n<p style=\"text-align: left;\">Click the &#8220;Select Work Items&#8221; button (required) in the payment certificate items section.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147699&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\">A side panel opens showing the contract&#8217;s work item tree, with the ability to search by the main tender, sub-tender, or work item title. Select the required items, then click the &#8220;Import&#8221; button to generate the payment certificate table.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147703&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<p style=\"text-align: left;\"><strong>Note<\/strong><\/p>\n<ul style=\"text-align: left;\">\n<li>If the period of one of the selected work items conflicts with the period of a previous payment certificate for the same item, a message appears identifying the affected item, and you can&#8217;t proceed until the dates are adjusted.<\/li>\n<\/ul>\n<p>[\/vc_message][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Third: Filling In the Payment Certificate Items&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 6: Entering the Executed Quantities<\/strong><\/p>\n<p style=\"text-align: left;\">For each work item in the table, enter the currently executed quantity in the &#8220;New&#8221; field \u2014 the rest of the fields are calculated automatically:<\/p>\n<ul style=\"text-align: left;\">\n<li><strong>Contracted:<\/strong> the total quantity contracted on the contract.<\/li>\n<li><strong>Previous:<\/strong> the quantities previously executed from &#8220;Approved&#8221; payment certificates.<\/li>\n<li><strong>Total:<\/strong> New + Previous.<\/li>\n<li><strong>Remaining:<\/strong> Contracted \u2212 Total.<\/li>\n<\/ul>\n<p style=\"text-align: left;\">You can also add &#8220;Notes&#8221; (optional) for each item.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147708&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<p style=\"text-align: left;\"><strong>Note<\/strong><\/p>\n<ul style=\"text-align: left;\">\n<li>If the sum of the new and previous quantities exceeds the contracted quantity, you must have the &#8220;Exceed Contract Quantity in Payment Certificate&#8221; permission to proceed; otherwise, a message appears requesting admin permission.<\/li>\n<\/ul>\n<p>[\/vc_message][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 7: Reviewing the Price Values<\/strong><\/p>\n<p style=\"text-align: left;\">The &#8220;Unit Price&#8221; column shows the work item&#8217;s sale rate from the contract, and &#8220;Previously Billed&#8221; shows the amount previously billed on earlier payment certificates, while &#8220;New Amount&#8221; (new quantity \u00d7 unit price) and &#8220;Total&#8221; are calculated automatically.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147715&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Fourth: Reviewing the Payment Certificate Summary&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 8: Reviewing the Totals and Retention<\/strong><\/p>\n<p style=\"text-align: left;\">A summary appears below the table, including:<\/p>\n<ul style=\"text-align: left;\">\n<li><strong>Total Work Value:<\/strong> the sum of &#8220;New Amount&#8221; for all items.<\/li>\n<li><strong>VAT (Tax):<\/strong> calculated based on the tax rates linked to the work items, and summed to appear as a single total value.<\/li>\n<li><strong>Total Certified\u00a0Amount:<\/strong> Total Work Value + tax amount.<\/li>\n<li><strong>Total Retention:<\/strong> calculated as a single percentage of the Total Work Value (the percentage is shown in the field&#8217;s name, example: &#8220;Total Retention (5%)&#8221;).<\/li>\n<li><strong>Net Amount:<\/strong> Total Approved Amount \u2212 Total Retention.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147717&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 9: Reviewing the Advance Payment Recovery<\/strong><\/p>\n<p style=\"text-align: left;\">If the contract has an advance payment recovery plan, the recovery amount is deducted from the total according to the plan type:<\/p>\n<ul style=\"text-align: left;\">\n<li><strong>Percentage plan:<\/strong> recovery value = Total \u00d7 plan percentage.<\/li>\n<li><strong>Installment plan:<\/strong> a fixed installment amount (advance payment value \u00f7 number of installments) is deducted from each payment certificate until the advance payment is fully settled; if the installment amount exceeds the payment certificate&#8217;s value, only an amount equal to its value is deducted, and the remaining portion is carried over to the next payment certificate.<\/li>\n<\/ul>\n<p style=\"text-align: left;\">&#8220;Net Payable&#8221; appears below the summary, which is the total after deducting the advance payment recovery value.<\/p>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Fifth: Saving the Payment Certificate&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 10: Saving<\/strong><\/p>\n<p style=\"text-align: left;\">Click &#8220;Save&#8221; to save the payment certificate with &#8220;Issued&#8221; status, or &#8220;Set as Draft&#8221; to save it with &#8220;Draft&#8221; status. The message &#8220;Payment Certificate #[code] created successfully&#8221; appears, and you&#8217;re redirected to the payment certificate&#8217;s view screen.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;147719&#8243; img_size=&#8221;full&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<p style=\"text-align: left;\"><strong>Important Notes<\/strong><\/p>\n<ul style=\"text-align: left;\">\n<li>You must have the &#8220;Add Payment Certificates&#8221; permission to create a new payment certificate.<\/li>\n<\/ul>\n<p>[\/vc_message][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":39,"template":"","categories":[15599,17195],"tags":[17607,18233,18232,18229,18230,18235,18234,18231],"class_list":["post-147677","user_manual","type-user_manual","status-publish","hentry","category-construction","category-payment-certificates","tag-add-payment-certificates-permission","tag-advance-payment-recovery-on-a-certificate","tag-calculating-total-retention","tag-creating-a-new-payment-certificate","tag-how-do-i-create-a-payment-certificate-in-daftra","tag-overlapping-payment-certificate-dates","tag-payment-certificate-summary-and-net-payable","tag-selecting-work-items-for-a-certificate"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - 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