Creating a Certificate of Payment

C O P is created the from the global menu.

In addition, an option to create a C O P is available in the following areas.

Invoice Details window: Since a C O P can be created with an invoice as a reference, an option to create a C O P from an invoice is available. A C O P can be created for multiple invoices.

JMS window: Since a C O P can be created with a JMS as a reference, an option to create a C O P from a JMS is available. A C O P can be created for multiple JMS.

To create a COP

Click the option Certificate of Payment. The certificate of Payment window is displayed.

Figure: Certificate of Payment window

In the window, COP already created is displayed.

Select a Project for which the COP is to be created. Click the browse button to select a Project.
After selecting a Project, on the toolbar click Create.

Create COP window is displayed.

Figure: Create COP window

Enter values for different properties in the window. Properties are categorised as Basic Details and Advance Details. Different properties are explained in the following tables.

COP Basic Details

#	Property	Description
1	Commitment Reference Number*	Select the Commitment with the reference to which the COP was created. Click the browse button to select the commitment from the Select Commitment window.
2	Certification Number	Specify the number for the certification.
3	PO Reference Number	PO reference number of the COP captured from the commitment is displayed here.
4	PO Value	PO value of the selected commitment is displayed here.
5	Vendor	A PO is usually issued to a vendor. The name of this vendor is displayed here.

Additional Details

#	Property	Description
1	CREATED BY	The username of the user who created the COP is displayed here.
2	CREATED ON	The date and time when the COP was created are displayed here.
3	LAST UPDATED BY	The username of the user who updated the COP last is displayed here.
4	LAST UPDATED ON	The date and time when the COP was updated are displayed here.
5	SUBMITTED BY	The username of the user who submitted the COP is displayed here.
6	SUBMITTED ON	The date and time when the COP was submitted are displayed here.
7	REVIEWED BY	The username of the user who reviewed the COP is displayed here.
8	REVIEWED ON	The date and time when the COP was reviewed are displayed here.
9	CERTIFIED BY	The username of the user who certified the COP is displayed here.
10	CERTIFIED ON	The date and time when the COP was reviewed are displayed here. This will be the same as the CERTIFIED ON (SYSTEM), ) if the field is empty at the time of certification.
11	CERTIFIED ON (SYSTEM)	The system date and time when the COP was reviewed are displayed here.
12	REJECTED BY	The username of the user who rejected the COP is displayed here.
13	REJECTED ON	The date and time when the COP was rejected are displayed here.
14	REJECTION COMMENTS	The comments on the latest rejection operation are displayed here.

Claimed Amount Details

Details of the claimed amount properties are mentioned in the following table.

#	Property	Description
1	CLAIMED AMOUNT	By default, the claimed amount is the sum of all the amounts in the column Current of the details tab. The user may change this value if it is required.
2	Additions	Additions are the additional amount that is to be added to the claimed amount. This may include taxes and any other additional expenses incurred. To add additions Click the hyperlink Details. The Addition Details window is displayed. Figure: Addition Details window Additions configured in the master are displayed in the window. Enter a percentage value or numeric value as an additional amount. If a percentage value is entered, based on the claimed amount, the addition amount is calculated and is displayed in the column NUMERIC VALUE. The total addition amount is displayed in the column TOTAL ADDITIONS.
3	Deductions	The deductions are the additional amount that is to be reduced from the claimed amount. This may include the retention amount, any advance payment made, etc. To add deductions Click the hyperlink Details. The deduction Details window is displayed. Deductions configured in the master are displayed in the window. Enter a percentage value or numeric value as a deduction amount. If a percentage value is entered, based on the claimed amount, the deduction amount is calculated and is displayed in the column NUMERIC VALUE. The total deduction amount is displayed in the column TOTAL DEDUCTIONS.
4	CERTIFIED AMOUNT	This is the amount that the project manager will certify as the amount that is to be released to the vendor. The Sum of the claimed amount and additions or deductions is displayed here.
5	CURRENCY	A currency is selected from a drop-down list.

Reference and related details

References and related details of the COP are displayed here. Information is grouped under the following tabs.

Details tab

COP can be created by adding BOQ and JMS as references. The references to the BOQ and JMS along with their corresponding quantities and amounts can be added here.

Figure: Adding BOQ and JMS References

To add BOQ references

On the toolbar click Add. A pop-up menu is displayed.
On the menu select From BOQ.

Add BOQ window is displayed. The list of BOQs specified against the commitment is listed here.

Select single or multiple items from this list.
Click OK to continue.

BOQ items are added to the list and the message Items added successfully is displayed.

To add JMS as a reference

On the toolbar click Add. A pop-up menu is displayed.
On the menu select From JMS.

Select JMS window is displayed. JMS created against the selected commitment, which is approved are listed in the window.

Select single or multiple JMS and click OK.

JMS items are added to the list and the message Items added successfully is displayed.

Attachments

The option to add reference files related to the COP and view the added files is displayed here.

Figure: Adding Attachments

To add reference files

On the toolbar click Add. A pop-up menu is displayed. On the menu options to add related files from SmartProject and Disk is available.
Select the required method.

Added file is displayed in the grid.

Options to remove the file and download the file are also available on the toolbar.

Bank Details

Certificates of payment may be associated with certain bank documents like cheques and bank guarantees. Hence a provision to add the details of these documents to the COP is provided.

To add cheque details

Select the tab Bank Details.
On the window, click Add Cheque Details. Two new properties CHEQUE DETAILS and EXPIRY DATE is inserted in the window.

Figure: Entering cheque details

Enter the cheque details and select an expiry date.

To add bank guarantee details

Select the tab Bank Details.
On the window click Add Bank Guarantee Details. Two new properties BANK GUARANTEE DETAILS and DUE DATE are inserted in the window.
Enter values for the properties.

Multiple cheque details and bank guarantee details can be added.

Reference invoices

Invoices can be attached as a reference to a COP.

To add reference invoices

Click the tab Reference Invoices.

Figure: Adding reference invoices

On the window click Add.

Select Invoices window is displayed.

If the COP was created from the invoice module the respective invoice is listed here.

NOTE: Those users with the right to edit the COP are permitted to edit reference invoices of the COP when it is in edit mode.

Select single or multiple invoices and click OK.

The added invoice is displayed in the grid.

After verifying the entered values click Save to create the COP.

A message COP created successfully is displayed.