Compliance Preferences

Form ID: (CL301000)

Note: This form is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

With this form, you can create, view, and modify compliance attributes. You can enter the needed custom attributes for each compliance document type and define your custom statuses for compliance documents. Also you can add and update common attributes for all types of compliance documents. Custom attributes can be assigned only to compliance documents. Each organization could have their proper attributes for compliance documents.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Lien Waiver Settings

This tab contains settings used for configuring the generation of lien waivers to be sent to construction vendors.

Table 1. Actions for Outstanding Lien Waivers SectionIn this section, you can specify when the system will warn users about the outstanding lien waivers that need to be generated. The system searches for outstanding lien waivers through all compliance documents related to the particular primary and joint vendors.
Element Description
Warn Users During AP Bill Entry A check box indicating (if selected) that the system will warn a user that an outstanding lien waiver exists when the user enters an AP bill.
Warn Users During Bill Selection for Payment A check box that indicates (if selected) that the system will warn a user that an outstanding lien waiver exists when the user adds an AP bill to a payment.
Prevent AP Bill Payment A check box indicating (if selected) that the system will prevent a user from creating a payment for an AP bill that has an outstanding lien waiver.
Table 2. Conditional Lien Waivers SectionIn this section, you can specify the system settings for the generation of conditional lien waivers.
Element Description
Automatically Generate Lien Waivers A check box that indicates (if selected) that the system will generate conditional lien waivers automatically.
Generate for AP Documents Not Linked to Commitments A check box that indicates (if selected) that the system will automatically generate conditional lien waivers for the AP documents that have no link to a project-related purchase order or subcontract.
Generate Lien Waivers On The event that will cause the system to generate conditional lien waivers. Currently, only the Paying AP Bill option is available, indicating that these lien waivers will be generated when an accounts payable check created for the bill is assigned the Pending Printing or Balanced status.
Through Date

The option that determines the end date of the period for which the vendor signs a lien waiver for the work completed since the previous lien waiver. Select one of the following options:

  • Bill Date: The lien waiver is applicable through the date of the AP bill, which is specified in the Date box on the Bills and Adjustments (AP301000) form.
  • Posting Period End Date (default): The lien waiver is applicable through the last date of the posting period of the AP bill, which is specified in the Post Period box on the Bills and Adjustments form.
  • AP Payment Date: The lien waiver is applicable through the date of the AP payment, which is specified in the Application Date box on the Checks and Payments (AP302000) form.

You can select the option in this box only if the Automatically Generate Lien Waivers check box in this section is selected.
Calculate Amount By

The way the system will aggregate the payment amounts and automatically prepare separate conditional lien waivers for each group of payments. Select one of the following options:

  • Commitment, Project, Project Task
  • Commitment, Project (default)
  • Project, Project Task
  • Project
Table 3. Unconditional Lien Waivers SectionIn this section, you can specify the system settings for the generation of unconditional lien waivers.
Element Description
Automatically Generate Lien Waivers A check box that indicates (if selected) that the system will generate unconditional lien waivers automatically.
Generate for AP Documents Not Linked to Commitments A check box that indicates (if selected) that the system will automatically generate unconditional lien waivers for the AP documents that have no link to a project-related purchase order or subcontract.
Generate Lien Waivers On The event that will cause the system to generate unconditional lien waivers. Currently, only the Paying AP Bill option is available, indicating that these lien waivers will be generated when an accounts payable check created for the bill is assigned the Pending Printing or Balanced status.
Through Date

The option that determines the end date of the period for which the payee signs a lien waiver for the work completed since the previous lien waiver. Select one of the following options:

  • Bill Date: The lien waiver is applicable through the date of the AP bill, which is specified in the Date box on the Bills and Adjustments form.
  • Posting Period End Date: The lien waiver is applicable through the last date of the posting period of the AP bill, which is specified in the Post Period box on the Bills and Adjustments form.
  • AP Payment Date (Default): The lien waiver is applicable through the date of the AP payment, which is specified in the Application Date box on the Checks and Payments form.

You can select the option in this box only if the Automatically Generate Lien Waivers check box in this section is selected.

Calculate Amount By

The way the system will aggregate the payment amounts and automatically prepare separate unconditional lien waivers for each group of payments. Select one of the following options:

  • Commitment, Project, Project Task
  • Commitment, Project (default)
  • Project, Project Task
  • Project

Lien Waiver Mailing & Printing

The Reporting Settings tab contains the list of predefined mailings that can be used for sending lien waivers to vendors electronically (by email). The mailing settings specified on this tab are used as the default values for the mailing and printing settings specified for vendor classes on the Vendor Classes (AP201000) form, which in turn are used as the default values for setting up mailing and printing for particular vendors on the Vendors (AP303000) form.

The tab includes the Default Sources table, with the list of mailings, and the Default Recipients table, with the list of recipient types.

Table 4. Default Sources Table For each mailing, you can select either a report or an email template to be used by default as the body of the email.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column Description
Active A check box that indicates (if selected) that this mailing is active.
Mailing ID The unique identifier of the mailing. The following predefined mailings are available:
Branch The identifier of the branch for which the documents are printed using the Default Printer. If no branch is specified, the Default Printer is used for documents of all branches.
Default Email Account The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.
Default Printer

The printer to be used by default for printing operations.

This column is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
Report The report to be used by default as the body or attachment of the email, if a report is used rather than an email template.
Notification Template The email template to be used by default to generate personalized emails for this mailing, if a template is used rather than a report.
CAUTION: For each mailing, you can use only one of the options as the means of communication: a report or a template.
Format The format in which the report (if applicable) will be sent by default if no preferences have been specified for a particular recipient on the Vendors (AP303000) form (for vendor contacts). Select one of the following options: HTML, Excel, or PDF.
Recipients The way the system specifies recipients in the generated email. The following options are available:
  • Add Recipients: On the generation of an email to which these settings apply, the system will copy the recipients specified for the selected notification template, if one has been specified for the mailing, and from the Default Recipients table on this tab.
  • Override Recipients: On the generation of an email to which these settings apply, the recipients will be copied only from the Default Recipients table on this tab. The recipients specified in the notification template or report associated with the mailing will not be included in the generated email.
Table 5. Default Recipients Table You use the Default Recipients table, described in the following table, to view and modify the list of default types of recipients for the selected mailing. The contact types specified in the table are used as default values for the contact types for vendor classes.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column Description
Active A check box that indicates (if selected) that the contact of this type is active. Only active recipients receive the emails generated for this mailing.
Contact Type The type of contact to receive emails:
  • Account Email: An email address specified in the Account Email box on the General tab of the Vendors (AP303000) form
  • Remittance: A remittance contact of the vendor specified on the Payment tab of the Vendors (AP303000) form
  • Account Ship-To Email : A shipping contact of the vendor specified on the Purchase Settings tab of the Vendors (AP303000) form
  • Employee: An employee of your company who handles documents of specific vendor classes or specific vendors, or is otherwise associated with either of them
Contact ID The specific contact. A particular recipient can be selected only if you have selected Employee as the Contact Type. The employee, if one is selected, will receive emails on behalf of all vendors.
Format The format in which the report (if applicable) will be sent to recipients of this type. Select one of the following options: HTML, Excel, or PDF.
Add To The To, CC, and BCC options, which are available in this column, determine the element in which the recipient will be included in the generated email.

Custom Attributes Tab

On this tab, you can specify custom attributes for each type of the compliance document.

Table 6. Table ToolbarThe table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button Description
Attribute

The menu containing the list of predefined attributes for compliance documents. The following attributes are allowed:

  • Certificate: The type of the compliance document
  • Insurance: The type of the compliance document
  • Lien Waiver: The type of the compliance document
  • Notice: The type of the compliance document
  • Status: The status of the compliance document
  • Other: Any other attribute of the compliance document that you need to track
Table 7. Table Columns
Column Description
Value The value of the attribute of the compliance document. The values entered for the Certificate, Insurance, Lien Waiver, and Notice attributes are used as the document categories. The values entered for the Status attribute are used as statuses of the compliance document.

Common Attributes Tab

The table on this tab contains the list of attributes that can be assigned to compliance documents. You can add or delete common attributes on this tab.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 8. Table Columns
Column Description
Attribute The name of the common attribute.
Description The description of the common attribute.
Required A check box that indicates (if selected) that the attribute is mandatory for the compliance document.