Record and certify work
Connect accepted site activity to a reviewable customer progress application.
7 stages · 4 approvals
Roles and responsibilities
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Step 1Record actual work
Work NumberProjectSiteResource
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Step 2Accept field evidence
Work NumberProjectSiteResource
-
Step 6Verify the certificate
Certificate NumberContractApplicationExternal Certifier
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Step 7Review the forecast
Budget NumberProjectKindCurrencyApproved Revision
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Record actual work
Project Worker records the labor or equipment used, its real work date, quantity, project and cost code. Preserve the actual performer and supporting evidence, even when another person enters the record. Warehouse and site material use follows its own traced consumption source rather than an estimated progress percentage.
Approval required
Accept field evidence
Independent Site Supervisor reviews the actual labor or equipment work, excluding its performer, recorder and material editors. Check the accepted quantity, resource and applicable rate evidence. Shared allocations consume only the available source scope; duplicated time or allocations beyond the person’s available share are rejected.
Reconcile job cost
Accountant reconciles accepted work, material consumption, subcontract accruals and other actual charges to their source allocations. Effective reviewed rates preserve the value of earlier accepted work after a rate change. Unknown cost remains outstanding. Related financial expense and internal absorption retain one reconciled economic source rather than charging the job twice.
Prepare the application
Project Manager prepares cumulative progress against the accepted contract lines. Preserve measured quantities, completed work and eligible stored-material evidence. Deduct earlier certified scope regardless of whether the customer paid it. Installing previously certified material cannot rebill that same material amount. Separate installation work may have additional entitlement. Independent recognition can increase at installation when the earlier billed material was unearned.
Approval required
Approve the application
Independent Commercial Manager reviews the commercial claim, approved variations and current contract revision after independent Project Manager approval of the technical and stored-work basis. Reconcile its cumulative basis and supporting scope. Unaccepted changes stay separate from authorized entitlement. Finance Manager additionally reviews required financial treatment; the application itself is a request for external certification.
Approval required
Verify the certificate
An independent Project Manager verifies the exact external certificate, excluding its local preparer and material editors. Record the actual approved scope, amount and qualifications, preserving any difference from the application. Internal verification cannot manufacture external acceptance. The resulting eligible billing source remains distinct from Finance's separately approved revenue assessment.
Approval required
Review the forecast
Independent Project Manager reviews the updated remaining-work forecast using actual accepted cost and current delivery assumptions. Finance Manager additionally reviews affected currency or financial reconciliation. State whether the remaining estimate includes open commitments and owned unused stock, so resources already included are not added again.
Approvals and controls
4 approvals required in this process
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Accept field evidence
Site Supervisor signs · reconcile job cost waits
ProjectWorkLogs, CostRateVersions, ApprovalDecisions -
Approve the application
Commercial Manager signs · verify the certificate waits
ProgressApplications, ProjectContracts, ApprovalDecisions -
Verify the certificate
Project Manager signs · review the forecast waits
ProgressCertificates, ProgressCertificateLines, BillingObligations -
Review the forecast
Project Manager signs · closes the process
ProjectForecasts, ProjectForecastLines, ProjectCommitments, ProjectBudgets - Internal work acceptanceExternal certification, revenue, billing and cash remain separate facts.
- Accepted subcontract work follows independent Project Manager acceptance of the Site Supervisor's recorded facts.
- Material remains owned inventory until actual eligible use; a progress claim does not itself consume it.
- Corrections reconcile later allocationsBilling and financial effects before changing consumed scope.
- Operational completion retains named financialRetention and supplier obligations until resolved.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Record actual work | ProjectWorkLogsProjectWorkAllocationsCostResourcesProjectMaterialUsages | Record actual field activity and source scope |
| 2 Accept field evidence | ProjectWorkLogsCostRateVersionsApprovalDecisions | Independently accept actual work |
| 3 Reconcile job cost | ProjectCostEntriesProjectCostAllocationsSubcontractAccrualsJournalEntries | Reconcile accepted cost and absorption |
| 4 Prepare the application | ProgressApplicationsProgressApplicationLinesProjectContractsProjectChanges | Assemble cumulative customer progress |
| 5 Approve the application | ProgressApplicationsProjectContractsApprovalDecisions | Approve the current commercial claim |
| 6 Verify the certificate | ProgressCertificatesProgressCertificateLinesBillingObligations | Verify actual external certified scope |
| 7 Review the forecast | ProjectForecastsProjectForecastLinesProjectCommitmentsProjectBudgets | Review the remaining-work estimate |
Process reports
All reportsProject Budget and Forecast
At one project/cost-code/currency cutoff, compare original and approved revised ProjectBudgets/ProjectBudgetLines with signed actual ProjectCostEntries/ProjectCostAllocations and the independently approved ProjectForecasts/ProjectForecastLines; forecast final cost equals the comparable actual expense plus disjoint RemainingCost only when both are known, while remaining commitments and owned unused materials are separately disclosed with their included/excluded forecast basis so they cannot be added twice.
Commitments and Subcontract Cost
Reconcile approved PurchaseOrderLines and SubcontractLines through ProjectCommitments, receipt or subcontract acceptance, SubcontractAccruals and BillMatches by supplier/project/cost code and source currency; show gross increases, reductions already included in net current authority, fulfilled scope, active claims and unperformed remainder separately from accepted expense, remaining accrual, billed AP and payment, with known-zero accepted work visible and unknown valuation unresolved.
Estimate Comparison
Compare Quotes, QuoteLines and EstimateComponents by project, offered revision and accepted alternative using frozen quantities, units, selling assumptions and effective cost/rate evidence; show material, labor, equipment, subcontract and other planned cost separately from accepted price and approved changes, retain reviewed zero versus unresolved cost, and leave margin percentage unavailable when its cost basis is unresolved or its net-price denominator is zero.
Progress and Billing Position
Compare current accepted ProjectContracts/SalesOrderLines with cumulative ProgressApplications, externally evidenced ProgressCertificates and conserved BillingObligations/BillingAllocations by contract and source currency; show certified-to-date, prior certified increments, active billing claims, gross billed, conditional/unconditional retention and eligible unbilled scope independently of paid cash, preserving the same stored-material amount through installation while allowing separately priced installation work and a separately assessed first revenue-recognition delta.
Material Availability and Use
Reconcile InventoryPositions, StockLayers, reservations and StockEvents with project requirements, material usage and transfer/return history by entity/product/location/required lot or serial at a retained cutoff; report owned quantity and current carrying separately from customer/vendor custody, available versus held or claimed stock, actual job consumption and issued production WIP, excluding internal transfers and repeat supplier billing from new project expense.
Local Financial Statements
Produce each entity's trial balance, income statement and balance-sheet mappings from posted JournalEntries/JournalLines in the selected period/cutoff, retaining original and compensating effects with balanced functional debits and credits; reconcile stock, production WIP, accepted subcontract accruals, resource absorption and actual-cost clearing, net contract positions, receivables, payables, retention and advances to their distinct sources and opening controls, with no cross-entity netting, implicit consolidation or second journal from a report.
Run by an agent
Agent support
An assistant cannot provide a required independent human decision or invent customer certification, accepted site work, actual delivery or payment. It cannot treat unused stock as consumed, turn intermediate production progress into finished goods or bill the same source twice.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› record and certify work · record actual work on ProjectWorkLogs, ProjectWorkAllocations, CostResources, ProjectMaterialUsages
✓ Project Worker records the labor or equipment used, its real work date, quantity, project and cost code.
› record and certify work · accept field evidence on ProjectWorkLogs, CostRateVersions, ApprovalDecisions
⏸ approval · waiting for the site supervisor
# 5 more stages after approval: reconcile job cost, prepare the application, approve the application, verify the certificate, review the forecast
Other processes
5 moreOrder to cash
Carry an approved goods order through actual shipment, billing and collection.
5 stages · 2 approvals
Estimate to contract
Carry a reviewed estimate into an agreed scope, budget and financial basis.
8 stages · 4 approvals
Procure to pay
Match supplier commitments to real deliveries, accepted subcontract work and payment.
8 stages · 4 approvals
Prefabricate to stock
Make accepted assemblies from released work, traced material and actual workshop cost.
8 stages · 5 approvals
Bill and collect
Bill eligible contract scope and keep advances, retention and cash reconciled.
7 stages · 4 approvals