Certificate of completion sheet

On this sheet you create and edit Certificate of completion documents. The sheet consists of the header data (document number, dates, currency, partner), the tabs below it (items, comments, settings, related documents, tasks, files, custom fields) and a totals row at the bottom (net value, VAT value, gross value). From a closed certificate you can start an invoice, an incoming invoice, a delivery note or a worksheet with the Document management menu.

• Header data: the document number, the status and the document date are managed by the system and are read-only; you enter the performance date, the currency and the partner details.
• Items: adding, opening, deleting and copying products and services — items can only be changed on a document in Draft status.
• Status handling: the Save, Close and Delete buttons take the document through its statuses.
• Outputs: from the Download, Print and Document management menus you can create a file, a printout or a new document from the certificate.
• Extras: writing an email, recording a task, opening the partner card and the CRM notes related to the document.

The possible statuses of the document are: Draft, Closed, Cancellation, Cancelled. On a document that has already been saved, further tabs appear at the top of the sheet (Details, History, E-mail, Package tracking, CRM, Status history, Events); this guide does not describe how they work in detail.

1. Opening the sheet and filling in the header data

Open a new certificate with Main menu / Sales / Certificate of completion / New. You can open an existing certificate in Main menu / Sales / Certificate of completion / List by selecting the document and clicking the Open button. The screenshots were taken in the Hungarian demo interface.

Certificate of completion sheet – new sheet and the Items tab

The fields of the header data:

• Document number, Status, Document date: read-only fields that cannot be edited.
• Performance date: the date of performance — a required field.
• Currency: required to select on a new sheet; together with the Exchange rate field next to it, it cannot be changed on an existing document.
• Partner company name: the partner linked to the document. With the icons next to the field you can open the partner sheet or create a new partner.
• Partner contact person and Partner address: the contact person and the address of the selected partner; with the + button next to the fields you can add a new contact person or a new address.

2. Adding items

You manage the items of the document with the button row of the Items tab. The buttons can only be used on a document in Draft status:

• New: add a new product or service to the document — opens the new item window.
• Open: open the selected item for editing.
• Delete: delete the selected item from the document.
• Cloning: copy the selected item.
• Product search: search for a new product or service in the master data.
• Product label: print the product labels belonging to the items.
• Product card: open the product card of the product belonging to the selected item.
• Quick add, Barcode collector, Template: judging by their names, these buttons help you add items faster; this guide does not describe how they work in detail.

Certificate of completion sheet – new item window

On the Properties tab of the new item window enter the data of the item: Item number, Name, Quantity, VAT rate, Net base price, Discount / Surcharge, Net unit price, Gross unit price, Item comment. The panel on the right shows the prices and stock data of the product for information on its Basic data and Other tabs. At the bottom of the window you can see the Net value, VAT value and Gross value of the item; it is worth checking them before saving, because the price fields are interrelated values. On the Warehousing master data tab you can specify the site and, if you use them, the location code and the pallet.

The buttons of the window:

• Add: adds the item to the document (keyboard shortcut: ESC then SHIFT + CMD/CTRL + ENTER).
• Add and new product: adds the item and moves on to entering a new item (keyboard shortcut: ESC then SHIFT + ENTER).
• New product: create a new product in the master data, on a new browser tab.
• Product card, Product search, Identifiers: open the card of the product, search among the products, and manage the identifiers of the product.

3. Comments, settings and further tabs

• Customer comment and Internal comment: free-text comments on the document. You can also choose a previously saved comment from the list above the text.
• Settings: specify the Billing address (required) and the Project, Job number and Department number. The + button next to the fields opens the creation of the given new record on a new browser tab.
• Related documents: a table of other documents linked to the document (document number, document date, document type, issuing employee).
• Tasks: the list of tasks recorded for the document (date, subject, comment, issuing employee).
• Files and Custom fields: the place for files attached to the document and for the custom fields introduced at your company.

Certificate of completion sheet – Settings tab

4. Saving, closing and deleting

The first three buttons of the Actions tab take the document through its statuses:

• Save: the data is recorded, but the document is not final yet. The arrow next to the button also offers the Save and close option. To save, at least one item must be on the document.
• Close: finalizes the document — after that no further modification is possible. Only a document in Draft status can be closed. With the arrow next to the button, the Close and print or Close and download option combines closing with printing or downloading right away.
• Delete: the document goes to a deleted, cancelled status and restoration is not possible. Documents in Draft and Closed status can be deleted. With the arrow next to the button, the Delete and copy option also makes a copy in addition to deleting.
• History: shows the history related to the document.

Certificate of completion sheet – closed document

5. Downloading, printing and starting a new document

• Download: you can choose from the CSV, XLSX, PDF and PDF preview options. The CSV and the final PDF are only available for a closed (or further progressed) document; the PDF preview and the XLSX are also available for a saved document in draft status.
• Print: Product label prints the labels belonging to the items, Document prints the whole certificate.
• Document management: you can start a new document from the document: Invoice, Incoming invoice, Delivery note or Worksheets; the Cloning option makes a copy. Invoice, Incoming invoice and Delivery note can only be selected for a closed (or further progressed) document, there is no such status restriction for the Worksheets option.

Certificate of completion sheet – Document management menu

6. Additional functions and view

On the Additional functions tab you find the Sent items view, the New email button (External mail client or Internal mail client), the New product, New partner and New task buttons, and the opening of the Partner card. New email can only be used on a saved document. On the View and layout tab, the Interface and behavior and Columns settings let you adjust the appearance and the columns of the item table. At the right end of the tab row, the CRM link opens the CRM notes related to the document.

The fields of the header data and their meaning:

The fields of the Settings tab:

The fields of the new item window:

Marking Quantity as required is an inference based on the number validation of the field; the window directly indicates that VAT rate and Name are required.

The columns of the table on the Items tab:

The Net value, VAT value and Gross value totals row at the bottom of the sheet shows the total amount of the document in the selected currency.