The Draft Certificate Authorisation screen allows you to authorise draft certificates. You can also reject them, using the link to the specific certificate authorisation.
A Certificate will not appear as a cost until it has been posted by the Finance Department. The Certificate must therefore be authorised to allow posting to costs and then payment when due.
Overview.
Process.
Configuration.
Overview
A system of authorisation levels can be established where more than one person is involved in the creation and approval of a Subcontract Draft Certificate. Once the Certificate has been released, it can be reviewed before authorisation.
You can see (and authorise) draft certificates if you have the appropriate authority for the associated contract.
For example, if you can authorise to level 2, draft certificates that have been 'Released' in the entry screen are shown (their status is marked as 'To Authorise'). If there are more than two levels and you can authorise to level 3, the draft certificates that have been authorised to level 2 are shown (their status is marked as 'To Authorise 3'). A certificate authorised at the highest available level is marked as 'Approved' and is ready to be batched and posted.
Certificates that have been authorised to the highest level you can authorise to will only appear on the authorisation screen if the Authorised selector is set to Include, so they can be recalled to an earlier level, if necessary. An authorised draft certificate can be recalled as long as it has not been further authorised or rejected.
If you can authorise to more than one level, and you authorise a certificate, it will go directly to your highest level.
Where a more complex flow of authorisation, or one involving people who would not wish to log into Coins ERP+ to take action, it is possible to combine Draft Certificate Authorisation and Workflow functionality.
When a draft certificate reaches a specified authorisation level (specified by a parameter), Coins ERP+ sends an email to any users who are able to move it on to the next level.
Any rejected draft certificates will reappear on the entry/amend screen so they can be revised. They will disappear from the authorisation workbench and cannot be recalled.
Coins ERP+ checks whether the "this period" value on the draft certificate is within the limit set for you, for the contract.
Process
To review and authorise a single certificate:
Select Draft Certificates > Authorisation.
Draft Certificate Authorisation Browse
The Draft Certificate Authorisation workbench is unique to the person logged in.
Select the Txn hyperlink for the Certificate.
Certificate Details
Review the certificate details on each tab.
Approval, Rejection and Hold options can be actioned from this screen.
Select the Options drop down list.
Choose Authorise or Reject.
In the Comments box, add any information regarding your decision.
Comments Field
Once entered, click Next (
).You are only able to reject a certificate from the Options drop down menu and not from the Authorisation Workbench Actions menu.
Coins ERP+ checks whether the "this" period value on the draft certificate is within the limit set for you, for the contract. If the limit is breached, Coins ERP+ issues an error and the draft certificate cannot be authorised.
To authorise one or more certificates:
You can also authorise one or more certificates directly from the Draft Certificate Authorisation workbench if you do not need to review the details.
Select Draft Certificates > Authorisation.
Draft Certificate Authorisation Browse
Select the Certificate(s).
In the action menu, choose Authorise Draft Certificates and click Apply Action
).
This authorises each of the selected records if the certificate is the earliest one for the order at the 'Awaiting Level 2 Authorisation' level, otherwise Coins ERP+ gives an error.
As noted above, only authorisation is available when using this method; rejection must be done using the Draft Certificate Authorisation Options menu.