We don't want anyone reading the title of this blog to think that we don't enjoy our interactions with SER Scheme members. Additionally, we would always recommend that you contact us if you are unsure of anything. It's just that a fairly hefty proportion of the calls and emails we receive relate to processes that the enquirer did not realise they could solve themselves, rather than having to wait for us to call them back because we were busy dealing with another query.

The original version of this blog was published in June 2018, and was based on feedback we received from Approved Certifiers, as well as our own experiences of the most common queries we received. This updated version takes into account the recent changes we have made to the Approved Body and Approved Certifier admin areas. The crux remains the same though; here you will find solutions to three issues you may think you need to contact us to help you with…

Accessing certificates and their invoices 
Mark certificate as not proceeded with
Deleting duplicate certificates

Accessing certificates and their invoices

Of course, the most common way that Bodies and Certifiers access printable versions of invoices and certificates is via the emailed copies they receive when they complete and pay for a certificate. It is, however, possible for Certifiers to access all their previous invoices and certificates, and also for the Certification Coordinator(s) to access all invoices and certificates generated for the Approved Body.

We will deal with invoices first.

Certifiers can access their certificate invoices by logging into their Certifier admin area and selecting ‘View Certificate Invoices’ via the ‘Certificates’ section.

Certification Coordinators can access all certificate invoices relating to their firm by logging in and selecting ‘View Certificate Invoices (Approved Body)’ via the ‘Approved Body Certificates’ section.

When trying to access a specific invoice, please remember that the ‘Filters’ section is your friend, allowing you to narrow the search by payment method, certificate number, project reference and payment date.

When you find the invoice you need, you can print it directly using the link. If you are looking to save it, select PDF as your printer.

Accessing certificates works in the same way in that Certifiers are able to access all the certificates they have ever generated, and Coordinators can access all certificates generated for their Approved Body.

Certifiers can access their certificates by selecting ‘View Certificate Status Report’ under ‘Certificates'.

The Filters allow you to search for a particular certificate or narrow the search by different project information fields, Body details and certificate status.

Certification Coordinators can access a Firm’s certificates by logging in and choosing ‘View Completed Certificates Report (Approved Body)’ under the ‘Approved Body Certificates tab.

Coordinators can also filter the results by Certifier name and number.

Mark certificate as not proceeded with

Sometimes, a certificate is generated for a project which subsequently does not get off the ground. In such instances, as long as the certificate has not been signed, Certifiers and Coordinators are able to mark the certificate as ‘not proceeded with’. We are not able to offer refunds for such certificates, but it makes records tidier and is helpful for our auditors when they are selecting which projects to audit.

To mark a certificate as not proceeded with, a Certifier should access the Certificate via his/her ‘Certificate Status Report’ under the ‘Certificates’ tab, and a Coordinator by choosing ‘View Completed Certificates Report (Approved Body)’ under the ‘Approved Body Certificates’ tab, as shown above.

Once you have found the relevant certificate, the option to mark the certificate as not proceeded with can be found by expanding the ‘Certificate Actions’ bar.

You will then be able to choose the 'Mark certificate as not proceeded with' option.

Deleting duplicate certificates

A breakdown in communication between colleagues. Client/architect/local authority pressure. Occasional website glitches. Time constraints. That it’s Friday afternoon...

These are all common reasons for Certifiers accidentally generating a certificate for a project for which a certificate has already been generated. In the vast majority of instances, the Certifier realises his or her error before paying for the extra certificate. Luckily, certificates that have not been paid for can be easily deleted by Certifiers. (Note that it is not possible for Coordinators to do this.)

If you know the certificate number you can find the duplicate certificate via the Certificate Status Report as above, but the quickest way to access a duplicate certificate is via the Outstanding Task which will either be called ‘Certificate awaiting confirmation’ (if the Certificate has not been confirmed) or ‘Certificate awaiting payment’ (if the Certificate has been confirmed).

The important thing to note in the screenshot below is to access the certificate via the blue certificate number rather than the ‘Complete and Confirm Certificate’ action.

The option to delete the certificate can then be found by expanding the Certificate Actions bar - allowing you to sort it out without having to admit to us that you were daydreaming about beer gardens rather than focusing on your certification duties.

Unfortunately, if you have paid for both certificates, you will need to contact us to arrange for one of the certificates to be cancelled and refunded.

To conclude, we are cntinuing the process of adding all tutorials to the resources section of the main SER website, and will then be adding a load more. Our goal remains to have each specific process, no matter how minor, covered by its own easily accessible and searchable tutorial - again, please accept our assurances that this is to improve the SER service rather than to avoid having to speak to you. In fact, we would welcome suggestions from you for any tutorials you think we should add.

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