Payment Certificate with Invoice

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

Other Functionalities

How to Use This Report

1. If you have generated this report with multiple projects, select the reference of the project for which you want to display payment requests or invoices.
2. Select the supplier. The list shows all suppliers for whom a purchase order exists for the selected project. 
3. Select a purchase order. The list shows all purchase orders for which a payment request or invoice is associated.

✏️Note: Selecting the project, supplier and purchase order is not mandatory, but is used to restrict the search. These fields will be filled in once the payment request or invoice has been selected.

4. Select the payment request or invoice for which you wish to view the count. If payment requests are required to process invoices for the associated purchase order, you will see the payment requests in the list. Otherwise, the invoices will be displayed. 
5. When your selection is complete, click on Generate certificate.
6. A pop-up window opens, allowing you to generate the Detailed breakdown.

Breakdown tab

Once the certificate has been generated, the Breakdown tab displays the certificate. Here you'll find the identification information for the payment request or invoice as appropriate, the associated purchase order information, and the amounts entered in the payment requests or invoices.

If you have entered the payment request reference, it will be displayed.

1. In the following section, you will find the purchase order (contract) information.
2. The Work done line represents the amounts directly associated with the initial purchase order.
3. The line identified as ODC in the example represents the amounts associated with billable contractual changes of the ODC type. The lines in this section update dynamically based on the approved contractual modifications that are billed on payment request or invoices associated with the purchase order.
4. The Cumulative column includes the amounts from previous payment requests or invoices, as well as the current one.
5. The Outstanding balance line indicates the portion of the amount that has not yet been included in a payment request or invoice (total amount of the purchase order minus the total for work performed and contractual changes).
6. It is possible to define Penalty amounts for invoices/payment requests. More information on how to set penalties can be found in the following article (article to be published soon).
7. You can calculate the totals with taxes for each column by selecting the applicable tax code(s).

✏️Note : If the information shown in the report comes from invoices, the taxes cannot be modified. They must be defined beforehand in the invoices.

8. You will also find the approval details for this request or invoice.

If you have broken down your financing using financing accounts and:

• These financing accounts are associated with the budget items in your budget
• These same budget items are associated with the purchase order
• Amounts from the Current request are charged to these budget items.

Then, the list of amounts charged to these financing accounts for the Current request is displayed in the Associated financing account section.

9. The Ordered column indicates the amount for the financing account associated with the purchase order, including contractual changes.
10. The This breakdown column indicates the amount for the financing account associated with the selected payment request or invoice.
11. The percentage of usage of the financing account across all payment requests or invoices issued so far. (Cumulative amount of the budget items associated with the financing account from the payment requests or invoices, including contractual changes, divided by the ordered amount).

Detailed breakdown tab

If you have chosen to generate a detailed count, a third tab will also be included in the report. Here you'll find the amounts broken down by budget items for both purchase orders and contractual changes, as well as by payment request or invoice.

1. Represents the reference of the payment request or invoice, followed by the purchase order reference
2. It is possible to show or hide the accounting column

3. Each column represents either
   1. [A] The cumulative breakdown of all invoices or payment requests
   2. [B] The breakdown of each previous invoice or payment request. The references and dates are provided.
   3. [A] – [B] The breakdown of the current invoice or payment request
4. It is possible to show or hide previous invoices or payment requests
5. It is possible to hide the line details

Other Functionalities

1. If you want to select a new payment request or invoice that belongs to a different project, supplier, and/or purchase order, you can reset the selections.
2. The Generate PDF button allows you to create a PDF copy of the breakdown and the detailed breakdown.
3. The Send to the contractor button allows you to generate a PDF copy of the detailed breakdown only.

✏️Note on printing: For the detailed breakdown, the number of columns affects the row height in the printout. To improve print quality, we recommend hiding the accounting section and, if possible, the previous items and details sections as well.

✏️Note: If needed, you can hide the empty rows in the statement tab to avoid unnecessary lines on the PDF.