Mandatory Certificates

Mandatory certificates are attached to vendors.

In the Contact Certificate Types page, the Purchase Order Release, Purchase Invoice Release, Purchase Order Release, 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.

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.

In the Subsections page, choose Related > Mandatory Certificates to assign a certificate type to a subsection. These mandatory certificates are then copied to the vendor if the Subsection field is filled in on the Vendor Card page and no mandatory vendor certificates exist.

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.

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.


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