Once certified, you must enter the certificate for the payment to be allocated to when received.
Certificate entry is exactly the same as application entry, with the exception of Discount and Retention calculations.
Certificate Header Entry Screen
Certificate Details Entry Screen
Once you have saved the certificate, you will get 2 additional tabs for you to complete, if required.
The Revenue Distribution tab will have details of the revenue distribution, which can be amended as required, and the Credit Control Notes screen allows you to add any notes regarding this transaction.
Revenue Distribution Screen
Credit Control Notes Screen
Once you have entered all transactions in the batch, ensure it is posted.
To print Certificates, navigate to the input menu and select Print Invoices/Receipts.
Select the form from the drop down and complete the criteria as applicable.
Print Invoices/Receipts Screen
Once entered, click Next. Your document will be available in the Print Status workbench.
Applications/Certificates
CS Batch Header
The system will allow the entry of Applications and certificates against contracts.
Select Contract Sales > Applications/Certificates > Applications/Certificates.
Input Applications/Certificates
As with other ledgers, transactions are entered via a batch. Click Add to add a new batch.
Applications/Certificates Batch Header
The batch number is allocated by the system.
Enter any reference to identify the batch.
The financial period defaults to the “Current” period, but can be changed if required.
The transaction date defaults to today's date.
Select the transaction type to use for transactions in the batch.
If there is more than one type available, Coins ERP+ uses this as the default transaction type for each new transaction, but you can choose a different transaction type for individual transactions. For example, if you were entering both certificates and applications in the same batch, you could choose 'certificate' for the transaction type in the batch header, and change it to 'application' for the application transactions only.
Enter any description to identify the batch.
Click Saveat the bottom of the page.
Application Main Tab
Application Main Tab
Complete the details as required.
Field | Description |
Application or Certificate | Select Application from the dropdown. |
Description | Enter a description for the transaction. |
Application Date | The date of the application. |
Application Reference | Your reference for the application. |
Print Application | If you want the application to be printed, tick the box. If you leave the box blank, the Contract Sales > Applications/Certificates > Print Applications procedure ignores this application. |
Transaction Type | The transaction type (or billing method) of the transaction. If the contract is handled on an Invoice or Receipt basis, the tax point is the certificate date. VAT is updated when the certificate is entered. TheReceipt option is for use when you only receive cash from a customer and wish to enter a certificate as a receipt. If the contract is handled on a Certificate basis, the tax point is the Deposit Date. GST is updated when the payment for the certificate is posted. You should use this option if the contract is handled on an Authenticated Receipt basis. |
Enter By | Whether application/certificate values are entered on a cumulative or period basis. |
Completed Main tab
Transactions Tab
Once you have saved the header, the following screen will be displayed.
Transactions tab
Click Add
Add transaction
Enter or select the contract number.
If there is only one sales series, this will be displayed along with the client as selected when the sales series was set up.
Click Next when you are satisfied that this is the correct sales series.
Application Comments Tab
Application Comments tab
Enter any comments relevant to this transaction. These comments will appear on the printed document.
Once completed, click Save.
Click Next to go back to the batch header to enter any further transactions in the batch.
Batch Transactions tab
Posting the Batch
When all Application/Certificate transactions have been entered into the batch, on the Transactions tab choose a Posting option from the action menu, and click Apply Action.
Applications/Certificates Batch
Alternatively, you can leave the batch unposted and post it at a later date. In this case, select the batch from the Batch Listing Screen and choose the Posting option from the action menu at the bottom of the screen.
Application/.Certificates Batch browse
In either case, if a report option is selected, this will be generated and will appear on the Report Status Workbench.
Print Applications
To print the applications, select Print Applications from the Input menu.
Print Applications
Select the form to use from the dropdown, complete the criteria as required, and then click Next.
Any matching documents will now be available in the Report Status workbench.
Certificate Instructions
Certificate instructions allow you to record customers’ specific billing requirements or other information. This information is then available when entering the certificate, allowing you to properly address those requirements without needing to remember the specifics of each customer. For example:
Always include 3 printed copies of the invoice.
Call John Smith at 518-555-4528 prior to sending the invoice.
Call for a work authorisation number to include in the invoice details prior to posting and mailing invoice.
Recording Certificate Instructions for a Customer
You can enter the certificate instructions on the customer record, using the Certificate Instructions field on the Notes tab.
Recording Certificate Instructions for a Contract Sales Series
You can enter certificate instructions on the Certificate Instructions tab on the Contract Sales Series input screen. The certificate instructions default from the customerʼs record, but you can update them for the series.
Entering the Certificate
The certificate instructions are shown on the Contract Sales Certificate Entry screen and the SV Contract Sales Certificate Entry screen. They are also shown on the Contract Sales Certificate Enquiry screen.
Configuration
You can change the label Certificate Instructions by changing the display text for the Billing Instructions token in Terminology.