Certificate of work performed in Torgsoft

The Certificate of Completed Works in Torgsoft is an accounting and printed document that confirms the provision of services or the completion of work for a client. In the software, this document is an integral part of document workflow for entrepreneurs engaged in wholesale trade, working with legal entities (B2B), or providing service or repair work.

When should you use the Certificate of Completed Works?

This document is used when your business sells not only physical goods but also services such as delivery, installation, setup, or consulting, or when it is fully focused on the service sector.

In Torgsoft, the certificate is generated in three main modes: 

1. Trade with Invoice Issuance (main menu «Document» -> «Trade with Invoice Issuance»). This mode is a convenient tool for trade operations involving a sales manager. The whole chain starts with a commercial offer or an invoice and ends with the generation of a delivery note and a Certificate of Completed Works. It is also convenient to monitor payment status for certificates here through invoice statuses («Unpaid», «Paid», or partial payment). 

2. Repair. If the company is engaged in service or warranty maintenance, the certificate is generated after the declared work has been completed and the equipment/item has been returned to the client. 

3. Product Rental. When using this additional option, the property handover and acceptance certificate for rental or the Certificate of Completed Works is generated and printed directly during the issue or return of rental items.

How to use it and nuances of issuing certificates: what is important to know

For correct work with certificates in Torgsoft, entrepreneurs should take into account several important technical and organizational nuances:

1. Document generation options (services only or mixed) 

In the «Trade with Invoice Issuance» mode on the "Delivery Note" tab, the entrepreneur is given flexibility in generating closing documents for the client. From the print menu, you can choose two certificate generation options:

• «Certificate of Completed Works, services only» — convenient when both physical goods (which require a delivery note) and services were included in one invoice for the client. The software will automatically filter out the goods and display only the services provided in the certificate.

• «Certificate of Completed Works, goods and services» — used when the specifics of the contract with the client require combining both tangible assets and completed work in one document.

2. Nuance with service units of measure 

This is a critically important point for the correct display of data in the printed form. When printing the «Certificate of Completed Works» reports, the software uses the unit of measure specified in the product type settings for the specific service, for example, «hr.», «pcs.», «service», or «sq.m.». If this unit of measure is not specified in the product/service type card, Torgsoft will insert the default value. To make documents look professional, the entrepreneur should check the product and service type directory in advance and fill in these fields.

3. Issuing a certificate in the «Repair» mode

If you keep records in the repair module, the certificate generation process is as simple as possible. After the technician has added all completed operations to the repair document, you can print it immediately. To do this, select «Print Certificate of Completed Works» from the «Print» menu.

4. Customization: certificate template setup and automatic filling of details

The Torgsoft software does not limit you with rigid standard form templates. If needed, the certificate print template can be flexibly configured through the built-in report editor FastReport. You can add the company logo to the certificate, change fonts, or add required fields. Where does the certificate data come from? Torgsoft automatically pulls all banking and legal details into the document from the «Company Card» (your details) and the «Client/Counterparty Card» (customer details). If the form lacks the director’s full name, TIN, or IBAN, first check whether these cards are fully completed in the software.

5. Employee access rights (Roles) 

For an employee such as a manager or service center receptionist to independently generate and print certificates, they must have the appropriate access rights enabled. The owner must go to the "Settings" mode - "Role Settings", select the required role, and grant access to the «Trade with Invoice Issuance» or «Repair» mode, as well as permission to print documents.

Printing Certificates of Completed Works in Torgsoft: answers to entrepreneurs’ frequently asked questions

The Certificate of Completed Works, or services rendered, is a basic document for recording agreements with clients, especially if you work in services, rental, or repairs. To simplify your work with documents, we have collected answers to the most popular questions from Torgsoft users regarding certificate generation and printing.

Where can I find and print the certificate in the software?

Certificate generation is available in several Torgsoft working modes, depending on the nature of your business:

• Trade with Invoice Issuance (for services and wholesale trade). There are two options here: «Certificate of Completed Works, services only» and «Certificate of Completed Works, goods and services». You choose the one that matches the situation, whether you need to show the client only the service or the materials together with the work.

• Repair. A receptionist or technician can quickly print the document directly from this module through the «Print» → «Print Certificate of Completed Works» menu.

• Product Rental. If you use this additional option, printing the relevant certificate is also always at hand.

Why is the unit of measure not displayed in the certificate, or displayed incorrectly?

When printing the certificate, the software takes the unit of measure directly from the settings of the specific product or service type. If this field is not filled in the relevant card, Torgsoft will insert the default value.

• How to fix it: Go to the product type directory, open the card of the required service, and specify the correct unit of measure, for example, «hr.», «service», or «sq.m.». After that, the document will be generated correctly.

Can I change the appearance of the form to match my brand?

Yes, of course. The software allows you to flexibly customize documents to fit the needs of your business. Through the built-in FastReport editor, you can change fonts, field placement, and add a logo or company branded details. If you do not have time to set up the templates yourself, Torgsoft technical support specialists will gladly do it for you.

What about signing certificates? Is EDI supported?

Torgsoft is fully adapted to modern business processes. Any certificate can be easily saved in PDF format and uploaded to your electronic document interchange service. There you can sign it with a qualified electronic signature and send it to the counterparty without any paper. How to save the certificate as a PDF: when generating the document, click the «Preview» button, then on the top toolbar select «Save» (the floppy disk icon or save as PDF option) and specify a folder on your computer.

Can the certificate be issued before the work begins, at the stage of accepting the item?

Yes, this is a very correct practice for the legal protection of both parties. For example, when accepting equipment for diagnostics, you can immediately print the client an «Acceptance Certificate for Warranty Service». This records the very fact that the item was handed over to the service center even before you determine the cause of the breakdown and decide whether it will be repaired or refunded.