Table of Contents

Mandatory Certificates

Mandatory certificates are attached to vendors.

In the Contact Certificate Types page, the Purchase Order Release, Purchase Invoice Release, Purchase Invoice Posting, and Outgoing Payment Posting fields define whether the type of certificate is checked as mandatory for these processes. The options can be set to display a Notification or to stop the process with an Error Message if the mandatory certificate is not valid, which is defined by:

  • certificate with certificate type that does not exist for the vendor
  • certificate is overdue
  • certificate with Status = Released does not exist
  • certificate end date later than the verification date

The verification date is defined by the Due Date field in the Purchase Documents and Posting Date field in the Payment Journal.

Subcontractor Contract Validation

Certificate validation for purchase documents is applied exclusively to documents marked as subcontractor contracts. The Subcontractor Contract field on the purchase header determines when mandatory vendor certificates are validated:

  • Purchase documents marked as subcontractor contracts (Subcontractor Contract is enabled): Mandatory vendor certificates are validated according to the certificate type settings when releasing the purchase order or invoice.
  • Regular purchase documents (Subcontractor Contract is disabled): Mandatory vendor certificate validation is not performed. This ensures that certificate requirements only apply to subcontracting processes where vendor certificates are relevant.

The Subcontractor Contract field is automatically set to true when a Subsection Code is filled in on any purchase line within the document. This field can also be manually enabled on the purchase header for documents without subsection assignments.

The Subcontractor Contract field is available on the following purchase pages:

  • Purchase Quote, Purchase Order, Purchase Invoice, Purchase Credit Memo, Purchase Return Order
  • Posted Purchase Invoice, Posted Purchase Credit Memo
  • Vendor Ledger Entries, Vendor Ledger Entries Preview

The Subsection Code field is available on purchase line pages and propagates to posted documents. For more information about subsections, see Subsections.

Project-Specific Certificate Assignment

Certificates can be assigned to specific projects or configured as global certificates valid for all projects. When validating certificates on purchase documents, the validation logic considers the Project No. field from the purchase header:

  • Purchase documents with a project assigned (Project No. is filled): The validation accepts certificates that meet either of the following conditions:
    • The certificate's Project No. matches the document's Project No..
    • The certificate's Project No. is blank (global certificates valid for all projects).
  • Purchase documents without a project (Project No. is blank): The validation accepts only certificates where the Project No. is blank. Project-specific certificates are not considered for vendor-level validation.

This filtering ensures that certificates assigned to specific projects are only valid for those projects, while global certificates remain available for all purchase processes.

Vendor Certificates

In the Vendor Card, choose Vendor > Mandatory Certificates on the Related menu to assign mandatory certificates to a vendor. The number of both regular and mandatory certificates are shown in the Vendor Certificates FactBox.

The Mandatory Vendor Certificates page includes the following fields for certificate validation:

  • Verification Date: Specifies the date filter for verifying the certificate type. You can change it to verify the certificate type at a specific date. This field displays the current filter applied to the Date Filter field.

  • Project Filter: Specifies the project filter for verifying the certificate type. You can set it to a specific project to verify the certificate type for that project. When opened from a purchase document with a project assigned, this filter is automatically set to show both global certificates (blank Project No.) and certificates assigned to the document's project.

Subsection Certificates

In the Subsections page, choose Related > Mandatory Certificates to open the Mandatory Subsection Certificates page and assign the certificate types that are mandatory for a subsection.

On the Mandatory Subsection Certificates page, the Purchase Order Release, Purchase Invoice Release, Purchase Invoice Posting, and Outgoing Payment Posting fields define whether the certificate type is checked as mandatory at each of these processes. As with certificate types on the Contact Certificate Types page, the options can be set to display a Notification or to stop the process with an Error Message if the certificate is not valid. These fields are automatically set from the corresponding fields on the Contact Certificate Types page when a Certificate Type is selected, but they can be changed for the subsection.

Subsection certificates are validated directly against the vendor's certificates, using the same criteria as mandatory vendor certificates, whenever a purchase line in the document has a Subsection Code assigned. If a certificate configured on a subsection is not valid for the vendor, the process is stopped or a notification is shown according to the verification type set for that subsection.

Note

Assigning a subsection to a vendor on the Vendor Card page no longer copies the subsection's mandatory certificates to the vendor's certificate setup. Subsection certificates are validated independently of the vendor's mandatory certificates.

Payment Journal

In the Payment Journal page, the Check Mandatory Certificates action will start a manual certificate check for a single line. Certificate types with an error message verification are considered in the Journal Check FactBox.

Outgoing payment postings are also checked against mandatory subsection certificates. When a payment is applied to a posted purchase invoice that has a Subsection Code assigned to one or more lines, the certificate types configured for that subsection are validated for the vendor.

De Minimis Limit for Certificate Verification

The De minimis limit for certificates (LCY) field in the Project Construction Setup page defines the de minimis limit (the minimum invoice amount required before certificate verification applies), below which mandatory vendor certificate verification is skipped during the payment run. For more information about this field, see Project Construction Setup.

The Skip Certificate Verification field on the payment journal line determines whether mandatory certificate verification is skipped for that line. This field is hidden by default on the Payment Journal page.

  • When a payment journal line is applied to a posted purchase invoice, the Skip Certificate Verification checkbox is automatically selected if the invoice amount including VAT, converted to local currency, is between zero and the De minimis limit for certificates (LCY) value. If the De minimis limit for certificates (LCY) field is set to 0, the field is not set automatically.
  • The Skip Certificate Verification checkbox can also be selected manually to skip or re-enable certificate verification for the line, regardless of the automatically calculated value.
  • When the Skip Certificate Verification checkbox is selected, mandatory vendor certificate verification and mandatory subsection certificate verification for the Outgoing Payment Posting process are skipped for that line, both for the manual Check Mandatory Certificates action and for the check that runs when posting the payment.

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