Certificates and extracts
Progress payment claims: from executed quantities to an approved extract, without re-keying
In ELX, a progress payment claim starts from executed work: once a work order passes quality, its achievement (completion) certificate totals quantity × price and stores the result. An extract then pulls in a contract’s orders that have certificates, records fines, calculates net value and VAT, and archives the orders on approval.
What do certificates and progress payment claims cover in ELX?
In ELX, the achievement certificate records what was executed on a work order, with quantities and prices, once it passes quality. An extract (mustakhlas, a progress payment claim) groups the orders with certificates for one contract and work description into a single claim. ELX is an operations system, not accounting software.
Certificate after quality
Prepared once the order passes quality: pick the contractor, add notes and attachments, then relay to Drawing directly or through a distribution basket.
Materials balance on screen
Actual and disbursed quantities plus issue and return values per material, checked before the order moves on.
A total from quantity × price
Adjust excavations and items with quantities and prices, add items from the catalogue or refresh them from material links; ELX then stores the total for the extract to import.
Quantity edits for authorised users
In the certificate section of the work order report, users with edit rights change executed quantities and the total is recalculated. Others never see the controls.
Printable certificate on your letterhead
Order number and type, site coordinates, items table and total cost of works, with signature blocks for the field supervisor, the contractor’s representative and the head of the executing department.
Extracts by contract and work description
Enter the extract number, PO number and preparation date, then pick the contract and work description; ELX imports the matching orders that have certificates, with their values.
Fines, net value and VAT
Enter any fine per order; ELX then calculates net value, VAT at the rate set in settings, the invoice total and the overall total.
Approval and archiving
The extract stays pending until its accreditation (approval) date is entered; its orders then move to the archive automatically. Extract files can be attached.
Registers and reports for finance
An extracts register by date range, an execution register with each order’s execution and financial status, and an executed work items report.
How does work move from certificate to extract?
Shared by the certificate and extracts teams, each with its own screen permissions.
- 1
Pick up the order after quality
Once every quality evaluation item matches, the order lands in the certificate list, where the responsible user claims it with “Open”. In manual stages, a dispatcher assigns it from the distribution basket instead.
- 2
Check quantities and materials
The user reviews the materials balance, excavations and items and adjusts what is needed; ELX calculates and stores the total.
- 3
Print and relay
The certificate prints on the company letterhead for signature, and the order moves to Drawing and then to extracts.
- 4
Prepare the extract
The extracts team enters the extract number, PO number and preparation date and picks the contract and work description. ELX imports the orders that have certificates; the team adds any fines and saves the extract as pending.
- 5
Approve and archive
Entering the accreditation date approves the extract and archives its orders; the extract remains listed in the extracts register.
What problem does ELX solve when preparing extracts?
When certificate quantities are retyped into an extract spreadsheet, errors creep in between certificate and claim, and it is hard to see which orders are ready for an extract. In ELX, values flow from certificate to extract inside one system.
- Each certificate total is stored, never re-keyed into the extract.
- Extracts import only orders with certificates for the chosen contract and work description.
- Net value, VAT and invoice total are calculated as soon as fines are entered.
- Approving an extract archives its orders automatically.
What does ELX record on certificates and extracts?
These are the default screen and report fields, and each company can rename labels in its own deployment. If you need more than that, Matrix tailors screens and reports to each contractor’s needs.
| Record | What is recorded | Why it matters |
|---|---|---|
| Achievement certificate | Contractor, excavations, items with quantities and prices, total, attachments | The stored total is what the extract imports |
| Printed certificate | Order number and type, coordinates, items, total, signature blocks | Ready to sign on your letterhead |
| Extract header | Number, PO number, preparation date, contract, work description | Ties the claim to its contract and PO |
| Orders in the extract | Certificate value, fine, net value, VAT, invoice total | What each order adds to the claim |
| Extracts register | Extract, contract and PO numbers, preparation and finance approval dates, fine, invoice total | Extracts over any period |
| Execution register | Each order’s execution and financial status, certificate confirmation date and values, extract and contract numbers | Orders tracked from execution to extract |
| Work items report | Item, unit, quantity, unit price, total, executing contractor | What was executed per item |
Extracts and certificates: common questions
What is the difference between an achievement certificate and an extract in ELX?
A certificate covers one work order: prepared after quality passes, it records executed excavations and items with quantities, prices and a stored total. An extract groups several such orders for one contract and work description, records fines, calculates net value and VAT, and archives the orders on approval. See our certificate vs extract guide.
How is VAT calculated on an extract?
ELX takes the VAT rate from the system’s general settings, so nobody types it into each extract. Once the orders with certificates are imported, the user enters any fines, and ELX calculates each order’s net value, VAT and invoice total, then the extract’s overall total.
Does ELX issue e-invoices for extracts?
No. ELX is an operations system for work orders, not accounting software; it does not issue electronic invoices or connect to e-invoicing platforms. Extracts calculate net value, VAT and invoice total for tracking and approval, while the tax invoice comes from your accounting system. See our e-invoicing guide for contractors.
Can certificate quantities be changed after the certificate is prepared?
Yes, by authorised users. Excavations and items can be adjusted on the certificate screen before the order moves to Drawing. Users with edit rights on certificates can also change each item’s executed quantity from the work order report; the total is recalculated, and nobody else sees the edit controls.
Does each contract keep its own item prices?
Yes. Each contract in ELX keeps its own list of implementation items with unit prices, and items can be imported from an Excel template, or Matrix can move your existing price lists from Excel into the system for you. The certificate shows the order’s items with quantities and prices, which can be reviewed, adjusted or refreshed from material links before the total is saved. Contracts and items are managed under permissions, settings and master data.
How do I follow a work order from certificate to extract?
Look the order up with the work order status search in the header to see its current stage, responsible user and status, with a direct link to its achievement certificate. To follow many orders at once, the execution register lists a chosen period’s orders with their execution and financial status, including the certificate confirmation date and values and the extract and contract numbers. The dashboard also shows pending versus approved extracts.
Articles about Extracts & achievement certificates
Achievement Certificate vs Extract for Contractors
What goes into an achievement certificate, how to record excavations and executed items, and how it differs from the extract, so claims rest on sound figures.
Read articleZATCA E-Invoicing for Contractors: Waves and Deadlines
ZATCA e-invoicing for contractors: the Generation and Integration phases, who is in Wave 25 and when, and how clean extract data leads to clean invoices.
Read articleWhat Is a Contractor Extract (Mustakhlas)?
What a contractor extract is, interim vs final extracts, and how to group completed work orders, deduct fines and add 15% VAT for a correct invoice total.
Read articleERP for Contractors vs a Specialized Work Order System
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Read articleMaterial Reconciliation per Work Order for Contractors
Material reconciliation per work order: compare what you received from the utility, issued to site and returned, and see what is left to return or issue.
Read articleQuality Inspection for Utility Work Orders
Quality inspection for utility work orders, step by step: clear evaluation items, evidence per remark, returns to execution and a return count to track.
Read articleMaintenance and Emergency Work Orders: A Field Guide
How to run maintenance and emergency work orders on power networks: notice, station and feeder data, team dispatch, the emergency permit and clean close-out.
Read articleUtility Work Order Stages: From Receipt to Archive
A clear guide to utility work order stages: site survey, excavation permit, execution, quality, certificate, drawing and extract, plus the return paths.
Read articleHow to Choose Electrical Contractor Software in KSA
How to choose electrical contractor software in Saudi Arabia: the modules you need from work order to extract, and the questions to ask vendors first.
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