Understanding Certificates Without Applications and Certificate Approval

Contractors often supply a certificate to subcontractors that show that the work was certified by the contractor's site engineer. When you enter a certificate, the system creates a purchase receipt. The system uses the purchase receipt to generate an evaluated receipt so that a payment can be made to the subcontractor. You must set up the supplier master record of the subcontractor to enable evaluated receipts.

You can set up the SPC constants so that applications are not required. If you do not use applications, you can enter certificate information and run groups of programs to complete the processing of the receipt, voucher, and other journal entries that you need to process purchase orders in the SPC module.

You can enter certificates for only those purchase orders that have additional SPC information associated with them. When you enter the purchase order number in the SPC - Certificate Maintenance form, the system populates many of the fields on the form with data from the purchase order.

You can revise and delete certificates until the receipt journal is posted to the general ledger. You can void a receipt if the receipt journal is posted and an evaluated receipt has not been generated. Voiding the receipt will delete the certificate journal entries.

When you elect to enter certificates without an accompanying application, you must manually:

1. Enter the certificate in the Certificate Entry program.

   You can enter only one certificate for a specific date.

2. Run the CIS Pre-Withholding Validation program (R74U4030A) and the SPC Voucher Splitting program (R74U0411) if your CIS constants are set up for voucher splitting.

   See Understanding Voucher Entry for the CIS.

   You can set a processing option in the run the SPC Voucher Splitting program to call the Calculate Withholding Tax program (R74U04580), or you can run it as a separate step.

3. Approve the certificate if you set up your system to require certificate approvals.

   You set a processing option in the SPC - Certificate Maintenance program (P74U0425) to specify whether certificate approval is required.

4. Print the certificate.

   Use the Certificate Notification Print program (R74U0425) to print the certificate. Or, use the SPC Combined Payment Certificate and Authenticated Receipt program (R74U0429) to print a certificate and authenticated receipt.

5. Post the journal entries for receipts and vouchers.