To generate a Progress Claim Certificate, the claim details are entered against each contract and its deliverables and variations. Then a document is created based on a Progress Claim Certificates template which is populated by the information in the contract.
Create a Progress Claim Certificate
1. Go to the contract and select the Invoice tab
2. Enter the amount claimed against each item in Deliverables and Variations using any of the following fields:
a. % Comp if using the percentage complete
b. Total Comp for the total value or work to date
c. Claim Qty only available for Time and Material items to claim the total quantity to date
d. This Claim the value for the current claim
3. The fields will update each other for each line item as you enter them.
4. Select Save and the claim amount will be displayed, as will the previous claim amount and % complete of the contract.
5. To raise the certificate, click on the Start new document workflow and select the Certified Progress claim template
6. UniPhi Document creation screen will open in a new browser tab. Note that all the fields have been selected, such as “Use Template” and “Create in Project” because this information is already known. You can also review who the approvers might be and their delegations. Select Create to start the document.
7. The first step of the document is to review the details and total of the claim.
8. Enter the Suppliers’s Invoice No. and Contractor’s Invoice Date
9. Enter the Certification Date
10. The claim number is automatically populated; however, it can be to overridden it if necessary.
The summary of the claim can be hidden in the final document by checking the Hide Summary check box. Likewise, the line-by-line detail of deliverable and variation progress can be hidden by checking the Hide Detail check boxes. If you are showing the detail, then page breaks can be automatically inserted by checking the Detail Page Breaks check box. These settings are normally selected as needed already in the template.
11. The values for this claim are automatically copied into new document from the contract and summarised. Review the values to ensure the total claim is correct.
Check the total value of the claim including tax (item 14 above) against the invoice being claimed. This is an easy check to ensure that data entry for the claim is correct. If there are variances, work backwards to either update the claim amounts in UniPhi. Sometimes the contractor’s claim documentation will be incorrect and this is also a way to check for that.
12. Save and Continue to proceed to the next step.
13. The remaining steps will vary with your template but may include a header with details of the claim and the contract, a distribution list and a step to upload documents, photos or other relevant files.
14. At the finish step, the document name will auto populate. You can edit the document name if needed, set the status of the document and distribute via email or PDF.
When Certified Progress Claim is set to Awaiting Sign-Off, the UniPhi approval process is triggered. The document will appear in the sign off workflows of the relevant approvers. Once all the approvers have signed off the document, the claim register in the contract will be updated, as will the previously claimed values against the Deliverables and Variations in the Contract.
For more information about documents in UniPhi, refer to the UniPhi 15 Document Management Manual
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