Raise a Payment Certificate Against a Contract

  • Updated

This article details the steps a Vendor can follow to submit a Payment Certificate against a contract in the Contracts Management system. Use this when you need to formally submit a claim for work completed for a specific contract.

Prerequisites

  • You must be logged in to the organisation's Contracts Management system.
  • The organisation must have permitted you to perform actions (register entries) against the specific contract.
  • You will need the date of issue and invoice number, as well as the work details for the claim (description, unit, rate, and claim amount).

Steps to Raise a Payment Certificate

You can start raising a Payment Certificate either from the Contracts Dashboard or the Contract Details screen.

Option A: From the Contracts Dashboard

  1. Navigate to the Contract Specific Actions section at the top of the page.
  2. Select the relevant contract.
  3. Select Payment Certificates from the options.
  4. Click Go.

Option B: From the Contract Details

  1. On the Contracts Dashboard, click on the contract title to open the details.
  2. Go to the Registers tab.
  3. Locate the Payment Certificates section.
  4. Click on the big plus (+) button on the right to create a new item.

Enter Details and Claim Information

  1. On the Details tab, specify the date of issue and an invoice number.
  2. Navigate to the Claim tab. 
  3. Add the details for each claim item:
    • Enter the description of work, unit of measurement, rate value, and claim amount.
    • To add more line items, hover over the table and click on the plus button on the right.
  4. Enter the retention sum value and the applicable tax percentage.
  5. Review the Financial Summary table to get an overview of the current contract balance.

Submit for Approval

  1. Navigate to the Approval tab.
  2. Once completed, click the Prepare approval submission button at the bottom of the page.

     
  3. On the Approval Submission page, add notes and attach reference documents if needed. 
  4. When ready, hit the Submit button to notify the required approvers.

What's Next / Related

Limits & Notes

  • You can add as many line items as required to the claim table.
  • The Financial Summary table updates automatically to provide a balance overview.