Payment Certificate

For more details on the features and practices of the new standard, you can consult this article.

This report enables you to extract details of payment requests or invoices associated with a purchase order. This report can be run on one or more projects at a time.

How to use this report

Breakdown tab

Detailed Breakdown tab

Define a Penalty

How to Use This Report

1. The first step is to select the receipt or payment request you wish to generate.
   1. Selecting the supplier and purchase order is optional; it mainly serves to narrow down the search for payment requests or invoices by supplier or purchase order.
   2. After selecting a payment request or invoice, the supplier and purchase order fields will be populated automatically if they are not already.
   3. If payment requests are required to process invoices for the associated purchase order, you will see payment requests in the list. Otherwise, the receipts will be displayed.
   4. An indicator specifies whether information is being extracted from a payment request or a receipt.
2. Once the selection is complete, click Generate Certificate.
   1. If you do not wish to generate the detailed breakdown, you can uncheck the Generate detailed breakdown box.
3. You can reset the selection and the report at any time by clicking the reset button.

Breakdown tab

After generating the certificate, the breakdown tab displays the certificate. You will find the identification details for the payment request or receipt as applicable, the associated purchase order information, and the amounts entered in the payment requests or receipt.

1. If you entered the payment request reference, it will be displayed here. For example:

2. This line contains the initial and revised purchase order totals at the time the report is generated. It does not reflect the contract total as of the date of the selected invoice or payment request.
3. The Original Contract line represents the amounts directly associated with the initial purchase order.
4. The line identified as Change Order in the example represents the amounts associated with contractual modifications of the Change Order type. The lines in this section update dynamically based on the types of approved contractual modifications applied to the purchase order’s payment requests or receipts.
5. The Cumul column includes the amounts from previous payment requests or receipts as well as the current one.
6. The Left to Pay line indicates the purchase order amount not yet included in a payment request or receipt, based on the selection. (Revised total of the purchase order minus the total for work and contract modifications)
7. It is possible to define penalty amounts for payment requests. See the define a penalty section for more information. These amounts will be displayed on this line.
8. The taxes represented in this section are either
   1. In the case of receipts, those defined in the taxes section of the Aidi invoice screen.
   2. In the case of payment requests,
      1. If taxes are defined in the supplier page, these taxes will be applied to the payment request by default.
      2. Otherwise, the taxes applied will be those selected in the Report Options section.

✏️Note : If the information presented in the report is derived from a receipt, the taxes cannot be modified within the report. They must be predefined in the Aidi receipt screen.

9. You will also find the approval details for this request or invoice, as well as the overall status of the selected payment request or receipt.

If you have broken down the financing into financing accounts accounts and:

• These accounts are associated with budget items within your budget.
• These same budget items are associated with the purchase order.
• Amounts from the current request or previous requests are allocated to these budget items.

Then, the list of amounts allocated to these financing accounts in the current request is displayed in the Financing account overview section.

10. The Ordered column indicates the amount for the financing account associated with the purchase order, including contract modifications.
11. The This Breakdown column indicates the amount for the financing account associated with the selected payment request or receipt.
12. The percentage of the financing account used across all payment requests or receipts produced to date. (Cumulative amount of the budget items, associated with the financing account, from the payment request or receipt, including contract modifications, divided by the ordered amount).

Detailed breakdown tab

If you have chosen to generate the detailed breakdown, a second tab is also included in the report. In this tab, you will find the amounts broken down by budget items for the initial purchase order, followed by approved contract modifications. The columns then provide details of the amounts allocated to each of these budget items for every payment request or receipts.

1. It is possible to show/hide
   1. The financing account column
   2. The columns related to the quantities/ordored totals for the initial purchase order and contractual modifications
   3. The columns linked to previous payment request or receipts (indicated by [B])
2. The breakdown of the initial purchase order and PO modifications is separated in the following two ways:
   1. The Contract Modifications line marks the end of the budget items linked to the initial purchase order and the beginning of the budget item(s) linked to contractual modification(s).
   2. Between the brackets of each level 1 line, you will find the reference for the contractual modifications.
   3. In the event that the line is linked to a directive, the reference to it will be noted in parentheses.

3. Each columns represents
   1. [A] The cumulative breakdown of all receipts or payment requests.
   2. [B] The breakdown of each previous receipt or payment request.
   3. [A] - [B] The breakdown of the current receipt or payment request.
4. For both previous and current payment requests or receipts, the reference number and the associated date will be displayed.

Define a Penalty

In order to define a penalty, an administrator for your environment must first create a Checkbox type custom field named Penalty for payment requests. The following wiki article provides more information on how to create a custom field.

If this checkbox is available in the payment request screen, follow these steps to specify the penalty amount:

1. Go to the payment request and check the Penalty box.
2. In the Internal Holdback section, please enter the amount or percentage associated with the penalty.

✏️Note : It is not possible to define both a penalty and an internal holdback on the same payment request.

3. When you generate the certificate for the payment request, the penalty amount will be displayed in the Penalty section.