Verification of Certifications - Suppliers

Objective

The Verification of Certifications option allows the user to determine which certifications have expired for a given period of time, regarding either the suppliers or the customers. This option is also used to send reminder emails to suppliers whose certification is expired.

It is also possible to print these certifications as a list.

 

For additional information on the verification of certifications for customers, refer to the Verification of Certifications – Customers help procedure.

 

prerequisites

 

Icons

 

Only the icons specific to this window are defined in the table below.

 

Icons

Title

Used to

Accept

Access the second Verification of Certification window once the Parameters section is filled out.

Send to all recipients

Send an email to contacts linked to an expired or a soon to be expired certification.

NOTE: An email address must be registered in the company file, in the Contact Management option.

 

Steps

  maestro* > Purchasing > Maintenance > Suppliers Maintenance > Verification of Certifications

 

  1. In the Verification of Certifications window, fill out the Parameters section:

Field

Action

Supplier

If the box is checked, displays in the grid all suppliers whose certifications will be verified.

NOTE: Checked by default.

Range of Expiration Dates

Select the dates of the period during which the certifications will have expired in the drop-down menus.

NOTE: This field is optional.

Certificates without Expiration Date

If the box is checked, certifications without an expiration date will be included in the grid of expired certifications.

 

It is possible to select filters to help the search in the customer list. To do so:

  1. Right-click in any cell. A pop-up menu appears.
  2. Click the Configuration option. The Options window opens.
  3. Select or deselect checkboxes in the Dynamic column. Click Ok.
  1. Click the Accept icon.

The Verification of Certifications window opens. A list of expired or expiring certifications is displayed in the Certificates section.

 

The Certifications title is followed by the two dates selected in the Range of Expiration Dates field in the first step.

The grid contains various columns:

Column

Action

Selection

If checked, the certification’s row will be selected.

Supplier

Displays the supplier’s code.

NOTE: Code field in the Supplier Management option, or Supplier field in the Contact Management option.

Name

Displays the supplier’s name.

NOTE: Name field in the Supplier Management option, or Company field in the Contact Management option.

Code

Displays the certification’s code.

NOTE: Code field in the Define Supplier Certifications option.

Description

Displays the certification’s description.

NOTE: Description field in the Define Suppliers Certifications option.

Contact

Displays the company-contact’s number.

NOTE: Number field in the Contact Management option.

Contact Name

Displays the supplier’s name.

Project No.

Displays the project for which the certification is used.

Reference No.

Displays the certification’s number, as a reference.

Date of issue

Date on which the certification was obtained.

Expiration Date

Date on which the certification will expire.

Validation No.

Displays the number proving the authenticity of the certification.

NOTE: Information available on the government’ website to verify the validity of the attestation.

Validation Date

Displays the date on which the certification was verified on the government website.

Note

Indicates if there is a note. Double-click in the cell to open the Memo (Inquiry) window.

Documents

Double-click in the cell to open the Document Management window.

NOTE: Allows the user to consult the certification or the document authenticating the certifications, among other things.

Inactive

If checked, indicates the certification is inactive.

NOTE: The verification of the attestation’s validity will not be done. No error message will mention that the certification is expired.

Last reminder

Date and hour on which the last reminder email has been sent.

 

To modify the column order:

  1. Right-click in any cell. A pop-up menu appears.
  2. Click the Configuration option. The Options window opens.
  3. Select or deselect checkboxes in the View column. Click Ok.
  1. Click the Select All icon to send an email to every supplier or select the checkboxes of the desired suppliers in the Selection column.

 

The message that will be sent must have been configured in the Mailing Configuration option prior to mailing.

  1. Click the Send to all recipients icon.

 

The following warning message might appear: “The email is missing for contact XXX”.

To add an email address:

  1. Open the Contact Management option.
  2. Click the Company icon.
  3. Write the contact’s number in the Number field. Contact information appears in various fields.
  4. Enter an email address in the Email field.
  5. Click the Save (F12) icon.
  1. The “Sending emails completed” warning message appears. Click OK.

 

To print the list, click the List of Certificates (Ctrl+P) icon to open the Maestro Report Viewer - [List of Certificates] window and then print the list.

  1. Click the Save (F12) icon.
  2. Click the Quit icon.

 

see also

 

Last modification: November 12, 2024