Purchase Acceptance Certificate

Navigation: Finances → Acceptance Certificates → Purchase Acceptance Certificate

Purchase 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 Purchase Acceptance certificate form

Purchase_accep

 

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

  • Copy: allows creating duplicate of the Purchase Acceptance Certificate. Only difference is subsequent Purchase Acceptance certificate number. This option allows to simplify the process of creating new Purchase Acceptance certificates, e. g. when creating planned Purchase Acceptance certificates of the Project.
  • To Invoice: button is shown when Invoice is assigned to particular Purchase Acceptance certificate. This button is used to open related Invoice.
  • Unassign Invoice: button is shown when Invoice is assigned to particular Purchase Acceptance certificate. This button is used to remove relation between Purchase Acceptance certificate and Invoice.
  • Create Invoicegenerates Invoice related to the Purchase Acceptance Certificate. It is recommended to create Invoice from Purchase 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 Purchase Acceptance Certificate. It is recommended to create Pro Forma Invoice from Purchase 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 Purchase Acceptance certificate.
  • To list: is used to go to the list of Purchase Acceptance certificates.

Create new Purchase Acceptance certificate

To create new Purchase Acceptance certificate follow these steps:

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

  • Title: title of Purchase Acceptance Certificate.
  • Status: indicates the state of the Purchase Acceptance Certificate (defined in Settings → Dictionary → Acceptance Certificate → Status). Available statuses: Forecast – select this status when Purchase Acceptance certificate is related to Purchase, Contracted- select this status for planned Purchase Acceptance certificates related to Project, Transferred – select this status when Purchase Acceptance certificate is submitted for the client, Signed – select this status when Purchase Acceptance certificate is signed by the client, Cancelled – select this status to cancel Purchase Acceptance certificate, related payments are canceled when Purchase Acceptance certificate is canceled.
  • Planned date: planned date for the Purchase Acceptance Certificate to be submitted for the client.
  • Actual date: date when Purchase Acceptance Certificate.
  • Remarks: notes that are related to the Purchase Acceptance Certificate.
  • Number: number for the Purchase Acceptance Certificate.
  • Payment period: payment period filled automatically according to payment period defined in a related Project’s form. This is an opportunity to adjust in manually.
  • Primary account: field is displayed if there are multiple active Primary Accounts (list is taken from Settings → Settings → tab Primary Accounts).
  • Supplier: indicates supplier of Purchase Acceptance certificate.
  • Account: Account for which the Purchase Acceptance Certificate is being written.
  • Project: indicates which Project is related to the Purchase Acceptance Certificate.
  • Purchase: indicates which purchase are related to the Purchase Acceptance certificate.
  • Tax: tax rate for the Purchase 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.
  • Owner: user that created Purchase Acceptance Certificate record.

3.Click Save.

New_purchase_accep

Create Purchase Acceptance certificate line

To create Purchase 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.
  • Price excl. Taxes: price excluding taxes.
  • Taxes: taxes used for purchase acceptance certificate line.

3. Click Save.

PurAccep_add_line

Create new Payment

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

1. In Purchase 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 actual date  when the payment was received.
  • Amount: indicates full amount of payment including taxes, filled in automatically when related Purchase Acceptance certificate is selected.
  • Document number: indicates unique document number.
  • Invoice date: indicates invoice date of payment.
  • Payment period: indicates payment period of payment.
  • Supplier: indicates supplier.
  • Account: Payment account (list is taken from Sales → Accounts), when creating Payment from Purchase Acceptance certificate form filled automatically.
  • Project: indicates which Project is related to the Payment.
  • Purchase acceptance certificate: indicates related Purchase Acceptance Certificate to particular Payment (list is taken from Finances → Acceptance Certificates → Purchase Acceptance Certificates), when creating Payment from Purchase Acceptance certificate form filled automatically.
  • Purchase invoice: indicates related Purchase Invoice to particular Payment ( list is taken from Finances → Invoices → Purchase Invoices).
  • Purchase invoice proforma: indicates related Purchase Pro Forma Invoice to particular Payment (list is taken from Finances → Pro Forma Invoices → Purchase Pro Forma Invoices).
  • Purchase: indicates related Purchase to particular Payment (list is taken from Finances → Purchases).
  • Owner: user that created Payment record.

3. Click Save.

Purchase_new_payment

Create Task related to Purchase Acceptance certificate

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

To create new Task related to Purchase Acceptance certificate in the Purchase 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 Purchase Acceptance certificate (initiate Process)

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

Purchase_process

Create new Invoice

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

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

Purchase_invoice

Create new Pro Forma Invoice

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

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

Pur_pro_forma

Perform actions in the list of Purchase Acceptance certificates

Purchase_accep_list

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

2. It is possible to perform actions with Purchase Acceptance certificates in the list without opening the entries. After selecting single or multiple Purchase Acceptance certificates by marking lines ok - Copy or selecting all Purchase Acceptance certificates by clicking Select_all_button button available actions are:

  • Export records: is used to export selected Purchase Acceptance certificates to MS Excel file.
  • Assign Group: is used to assign selected Purchase Acceptance certificates to a group.
  • Remove Group: is used to remove selected Purchase Acceptance certificates from a group.
  • Set Status: is used to set status of selected Purchase Acceptance certificates.
  • Set Owner: is used to assign new Owner to selected Purchase Acceptance certificates.
  • Create Task: is used to create new Task related to selected Purchase Acceptance certificates. In case several Purchase Acceptance certificates are selected several Tasks will be created.