Setup
Certificates originate from contacts, which use the Contact Certificate Types to define whether the certificates are needed for general or mandatory purposes.
Once the Contact Certificate Types have been created, you can create the certificates from the Contacts by choosing the Certificates action on the Home menu. Alternatively, you can assign contacts and then complete the certificate information via the Tell Me feature by entering Contact Certificates or by choosing Certificates in the Role Center and then choosing the New action.
The fields in the Contact Certificates page are described in the following table.
| Field | Description |
|---|---|
| Contact No. | Indicates the number of the contact. |
| Certificate Type | Specifies the type of certificate, which can have mandatory verification requirements. |
| Exemption | Indicates if the certificate has an exemption status, such as tax requirements. This checkbox is automatically set based on exemption check files. |
| Date of Issue | Indicates the date the certificate was issued. |
| Contact Name | Indicates the name of the contact; automatically populated from the Contact No. once a Certificate Type is assigned. |
| Status | Indicates the status of the certificate. The options are New, In Verification, Released, Expired, and Blocked. See Expired Certificates for information about handling overdue certificates. |
| Project No. | Indicates the number of the project the certificate is related to, which automatically populates the Construction Project No. field if a relation exists. |
| Construction Project No. | Indicates the number of the construction project the certificate is related to. |
| Starting Date | Indicates the starting date of the certificate. |
| Ending Date | Indicates the ending date of the certificate, which uses the formula from the Reminder Date Formula from the contact certificate type to emphasize due certificates. |
| Security No. | Indicates the security number with a maximum of 15 characters, which is part of an exemption certificate. |
| Tax Office City | Indicates the city where the tax office is located, which is auto-populated if the Tax Office Post Code field is populated. |
| Tax Office Post Code | Indicates the postal code where the tax office is located. |
| Verifier | Indicates the name of the resource who verified the certificate. |
| Date of Verification | Indicates the date in which the certificate was verified. |
| Exemption Check Lines | Indicates the number of exemption check lines created from the import file. |
| Exemption Valid Until | Indicates the date through which the exemption is valid, which is created from the import file. |
| Exemption Limitation | Indicates a limitation of an exemption, which is created from the import file. |
If the certificate is assigned to a contact with Contact Business Relation = Customer or Vendor, a Customer Details or Vendor Details FactBox is available with customer or vendor contact information.
Exemption Check Files
Exemption check files contain information about the contact's exemption status criteria, which are:
- Federal/State identifier
- Tax Number
- Security Number
If you have an exemption check file from the contact, you can import it into the certificate by choosing Functions > Import Exemption Check File on the Actions menu.
The Exemption Check Lines page can be opened from the action or any of the Exemption... fields. This page shows you all the information from the imported exemption check file.
Expired Certificates
A certificate is considered expired (overdue) when the Ending Date is before the work date, which is visualized by the Overdue Certificates cue in the Role Center or the bolded red text of the Ending Date field in the Certificates page.
In the Certificates page, multiple overdue certificates (with Status In Verification, Released, or Blocked) can be changed to Status = Expired by choosing the Set Status Expired action on the Actions menu. Unless page filters are applied by the user, all overdue certificates with Status In Verification, Released, or Blocked will be changed to Expired.
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