Acceptance Certificate

Navigation: Finances → Acceptance Certificates

Acceptance Certificates part provides a list of certificates presented for client. Acceptance Certificate is required in order to generate an Invoice for client for performed or planned activities.

Review Acceptance certificate form

Acceptance_overview4

 

1. General information about Acceptance certificate is provided in tab General. You have to fill in this information when creating new Acceptance certificate.

2. In tab Media it is possible to attach files. Click Select Files or do Drag & Drop.

3. In tab Notes it is possible to leave notes. Click Add note to create new note.

4. Actions that can be taken with Acceptance certificate:

  • Copy: allows creating duplicate of the Acceptance Certificate. Only difference is subsequent Acceptance certificate number. This option allows to simplify the process of creating new Acceptance certificates, e. g. when creating planned Acceptance certificates of the Contract.
  • To Invoice: button is shown when Invoice is assigned to particular Acceptance certificate. This button is used to open related Invoice.
  • Unissign Invoice: button is shown when Invoice is assigned to particular Acceptance certificate. This button is used to remove relation between Acceptance certificate and Invoice.
  • Create Invoice: generates Invoice related to the Acceptance Certificate. It is recommended to create Invoice from Acceptance certificate form as in this case all the required fields will be filled automatically. When Invoice is generated title of the button is changed to To Invoice.
  • Create Pro Forma Invoice: generates Pro Forma Invoice related to the Acceptance Certificate. It is recommended to create Pro Forma Invoice from Acceptance certificate form as in this case all the required fields will be filled automatically. When Pro Forma Invoice is generated title of the button is changed to To Pro Forma Invoice.

5. Available Info Tabs:

6. Available navigation buttons:

  • Add new: is used to create new Acceptance certificate.
  • To list: is used to go to the list of Acceptance certificates.

Create new Acceptance certificate

To create new Acceptance certificate follow these steps:

1. Go to tab Acceptances in the Contract or Opportunity form and click Add_Create_newor go to Finances → Acceptance Certificate and in the list of Acceptance certificates click New.
2. Fill in fields in tab General:

  • Title: title of Acceptance Certificate.
  • Status: indicates the state of the Acceptance Certificate (list is taken from Settings → Settings → tab Primary Accounts). Available statuses: Predicted – select this status when Acceptance certificate is related to Opportunity, Agreed – select this status for planned Acceptance certificates related to Contract, Submitted – select this status when Acceptance certificate is submitted for the client, Signed – select this status when Acceptance certificate is signed by the client, Cancelled – select this status to cancel Acceptance certificate, related payments are canceled when Acceptance certificate is canceled.
  • Planned date: planned date for the Acceptance Certificate to be submitted for the client.
  • Actual date: date when Acceptance Certificate.
  • Remarks: notes that are related to the Acceptance Certificate.
  • Number: number for the Acceptance Certificate.
  • Payment period: payment period filled automatically according to payment period defined in a related Project’s form. If payment period is not defined in Project’s forms, default payment period defined in Settings will be filled.
  • Primary account: field is displayed if there are multiple active Primary Accounts (defined in Settings → Dictionary → Acceptance Certificate → Status).
  • Account: Account for which the Acceptance Certificate is being written.
  • Project: if Acceptance Certificate is written for activities that are related to specific Project, specify the Project.
  • Tax: tax rate for the Acceptance Certificate.
  • Language: indicates language in which PDF version of Invoice that is ready to be printed have to be generated. Language is set according to Account language when Account is selected.
  • Opportunity: if Acceptance Certificate is written for activities that are related to specific Opportunity of Account, specify the Opportunity.
  • Owner: user that created Acceptance Certificate record.

3.Click Save.

Acceptance_create3

 

Create Acceptance certificate line

To create Acceptance Certificate line follow these steps:

1. In tab Lines click Add_Create_new.
2. Fill in Line information:

  • Description: description of the provided services, products.
  • Quantity: quantity of units of measurements.
  • UOM: unit of measurement.
  • Discount: active discount allows to add  negative Price excl. Taxes.
  • Price excl. Taxes: price excluding taxes.
  • Taxes: taxes used for acceptance certificate line.
  • Activity: used to choose activity of acceptance certificate.
  • Revenue Category: revenue category to which amount of Acceptance certificate line has to assigned. Field is filled automatically according to revenue category defined in the form of Acceptance certificate.

3. Click Save.

Acc_new line

 

Create Task related to Acceptance certificate

It is possible to create Tasks related to Acceptance certificate in several locations of the system: Kanban window, Tasks list window, Acceptance certificate form, Acceptance certificates list window.

To create new Task related to Acceptance certificate in the Acceptance certificate form follow these steps:

1. In tab Tasks click Add_Create_new.
2. Fill in Task’s information and click Save.

Generate a set of Tasks related to Acceptance certificate (initiate Process)

It is possible to generate a set of Tasks related to Acceptance certificate from a template (initiate a predefined process). To generate a set of Tasks related to Acceptance certificate follow these steps:

  1. In tab Tasks click  Lead_create_task and select Process or in tab Process click New_process.
  2. Select process template from the drop-down menu (list is taken from Settings → Processes).
  3. Define date when process should start / finish.
  4. Define date type: Start – First Task of the process will start on the indicated date, Finish – dates of the process Tasks will be defined so that the process would end on the indicated date. Important: there is a possibility to define process finish date only if process does not have decision tasks.
  5. Active Update dates option automatically updates tasks dates when changes in process task planned dates are made.
  6. Click Save.

Process2

Add bonus assignment amount

It is possible to distribute Acceptance certificate into several bonus assignment amounts. This allows to distribute bonuses related to one Acceptance certificate between different periods.

There is a possibility to add bonus assignment amount manually or to generate bonus assignment amount and bonus assignment lines automatically according to planned budget or actual billed time.

To add bonus assignment part manually follow these steps:

1. In tab Bonus Assignment Amount click Add_Create_new.
2. Fill in bonus assignment amount information:

  • Title: title of bonus assignment amount.
  • Type: type of bonus assignment amount (Fix or T&M).
  • Assignment type: defines whether bonus assignment lines will be generated according to planned budget allocations to resources, according billable work from time records or according to actual billed time in Timesheets.
  • Status: status of bonus assignment amount.
  • Percentage,%: percentage of bonus base that will be allocated to employees.
  • Bonus base: acceptance certificate amount excluding taxes from which bonuses will be calculated. Field is filled automatically with unallocated Acceptance certificate amount.
  • Year: year when bonuses have to be calculated.
  • Month: month when bonuses have to be calculated.
  • Start: start date of the period that timesheet records have to be included when calculating bonus assignment lines (field is shown when assignment amount type is T&M).
  • Finish: finish date of the period that timesheet records have to be included when calculating bonuses (field is shown when assignment amount type is T&M).
  • Comments: additional comments related to bonus assignment amount.

3. Click Save.

Acceptance_bonus_amount

To generate bonus assignment amount follow these steps:

1. In tab Bonus Assignment Amount click Lead_create_task and select Generate.
2. In field Assignment define whether bonus assigment line will be generated according to planned budget allocations to resources, according billable work from time records or according to actual billed time in Timesheet.
3. Define whether to generate bonus lines and distribute bonus assignment amount to employees by turning button Generate bonus line ON or OFF.
4. Click Save.

Acceptance_bonus_amount_generate

Create bonus assignment lines

In order to distribute bonuses among employees bonus assignment amounts have to be created. There is a possibility to create bonus assignment lines manually or to generate it automatically.

To create bonus assignment line manually follow these steps:

1. In tab Bonus Assignment Line click Add_Create_new.
2. Fill in bonus assignment line information:

  • Resource: employee to whom bonuses are assigned.
  • Role: employees role.
  • Bonus assignment part: bonus assignment part that has to be distributed.
  • Part’s bonus amount: bonus assignment part’s amount, filled automatically with the amount of selected bonus assignment part.
  • Coefficient: coefficient of part’s bonus amount that has to be assigned to employee.
  • Bonus base: bonus assignment amount, calculated automatically according to part’s bonus amount and coefficient.
  • Resource’s bonus percentage: percentage of bonus base that will be assigned to resource, filled automatically according to resource’s role.
  • Resource bonus: resource’s bonus amount calculated automatically according to bonus base and resource’s bonus percentage.
  • Remark: additional remark about bonus assignment line.
  • Confirmed: turn ON to confirm bonus assignment line.
  • Confirmed by: user who has confirmed bonus assignment line, filled automatically.

3. Click Save.

Acceptance_bonus_line_manually

To generate bonus assignment lines automatically in tab Bonus Assignment Lines click button Lead_create_task and select Generate. There is also a possibility to generate bonus assignment lines when generating bonus assignment amount by turning button Generate bonus line ON.

When all bonus assignment lines are generated they can be confirmed by clicking button Acceptance_confirm_part.

Generated bonus assignment lines can be exported to MS Excel by clicking button Lead_create_task and selecting Export.

Create new Payment

It is recommended to create Payment from Acceptance certificate form as is this case all the required fields will be filled automatically. To create new Payment follow these steps:

1. In Acceptance certificate form click Add_Create_newor go to tab Payments and click New.
2. Fill in Payment information:

  • Title: indicates what particular payment is about.
  • Status: indicates what is the progress of a payment (list is taken from Settings → Dictionary → Payments → Status).
  • Planned date: indicates planned date of the payment.
  • Actual date: indicates date when the payment was received.
  • Amount: indicates full amount of payment including taxes, filled in automatically when related Acceptance certificate is selected.
  • Document number: indicates unique document number.
  • Account: Payment account (list is taken from Sales → Accounts), when creating Payment from Acceptance certificate form filled automatically.
  • Project: indicates related Project to particular Payment. (list is taken from Projects → Projects), when creating Payment from Acceptance certificate form filled automatically.
  • Acceptance certificate: indicates related Acceptance Certificate to particular Payment (list is taken from Finances → Acceptance Certificates), when creating Payment from Acceptance certificate form filled automatically.
  • Invoice: indicates related Invoice to particular Payment ( list is taken from Finances → Invoices).
  • Invoice Proforma: indicates related Pro Forma Invoice to particular Payment (list is taken from Finances → Pro Forma Invoices).
  • Owner: use that create record.

3. Click Save.

Payment_of_accep

 

Create new Pro Forma Invoice

It is recommended to create Pro Forma Invoice from Acceptance certificate form as is this case all the required fields will be filled automatically. To create new Pro Forma Invoice from the Acceptance form follow these steps:

1. In Acceptance certificate form click button Generate Pro Forma Invoice. All required information will be filled automatically. It is possible to additionally add remarks and to update Account data.
2. Click Save.

ProForma_aceep

 

Create new Invoice

There is a possibility to create Invoice from Acceptance certificate form. In this case all the required fields will be filled automatically. To create new Invoice from the Acceptance form follow these steps:

1. In Acceptance certificate form click button Create Invoice. All required information will be filled automatically. It is possible to additionally add remarks and to update Account data.
2. Click Save.

Invoice_of_accep

 

Perform actions in the list of Acceptance certificates

Acceptance_list1

1. As in all lists, you can work with Acceptance certificates by using standard functionality buttons: filter Acceptance certificates, add new Acceptance certificate, change table properties, search Acceptance certificates, narrow or extend information viewable in table cells, edit or add additional information to the Acceptance certificate, delete Acceptance certificate from the list.

2. It is possible to see how many related Not Started, In Progress, Waiting, Done or Cancelled tasks Acceptance certificate has.

3. It is possible to perform actions with Acceptance certificates in the list without opening the entries. After selecting single or multiple Acceptance certificates by marking lines Mark or selecting all Acceptance certificates by clicking Button button available actions are:

  • Export records: is used to export selected Acceptance certificates to MS Excel file.
  • Assign Group: is used to assign selected Acceptance certificates to a group.
  • Remove Group: is used to remove selected Acceptance certificates from a group.
  • Set Status: is used to set status of selected Acceptance certificates.
  • Set Owner: is used to assign new Owner to selected Acceptance certificates.
  • Create Task: is used to create new Task related to selected Acceptance certificates. In case several Acceptance certificates are selected several Tasks will be created.
  • Create Invoice: is used to generate Invoice related to the Acceptance Certificate. In case several Acceptance certificates are selected several Invoices will be created.
  • Create Pro Forma Invoice: is used to generate Pro Forma Invoice related to the Acceptance Certificate. In case several Acceptance certificates are selected several  Pro Forma Invoices will be created.
  • Create Bonus Assignment Amount: is used to create bonus assignment amount for selected Acceptance certificates.
  • Create Bonus Assignment Lines: is used to create bonus assignment lines for selected Acceptance certificates.
  • Export lines: is used to export Acceptance Certificate lines from selected records.
  • Export bonus lines: is used to export bonus lines of the selected Acceptance certificates.