Compliance Documents: To Track Compliance Documents for a Vendor

This activity will walk you through the process of working with compliance documents.

Story

Suppose that the Standard Hardware Company vendor has provided the ToadGreen company with its OSHA certificate and its general liability insurance. Acting as a construction project manager, you need to enter this information in the system.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

• On the Enable/Disable Features (CS100000) form, the Construction feature has been enabled.
• On the Vendors (AP303000) form, the HARDCO - Standard Hardware Company vendor has been added.

Process Overview

You will add compliance documents on the Compliance Management (CL401000) form. You will then review the documents of a particular vendor on the Vendors (AP303000) form.

System Preparation

To prepare to perform the instructions of this activity, do the following:

1. As a prerequisite activity, complete the Compliance Documents: To Configure Attributes for Compliance Documents to configure custom attributes for compliance documents.
2. Launch the MYOB Acumatica website, and sign in as a construction project manager by using the ewatson username and the 123 password.
3. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button, and select 1/30/2024 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Entering Compliance Documents

To enter the OSHA certificate and general liability insurance documents, do the following:

1. Open the Compliance Management (CL401000) form.
2. On the All Records tab, click Add Row on the table toolbar, and specify the following settings in the added row:
   • Document Type: Certificate
   • Creation Date: 1/30/2024
   • Document Category: Occupational Safety and Health Administration (OHSA)
   • Status: Valid
   • Required: Selected
   • Received from Vendor: Selected
   • Effective Date: 1/1/2024
   • Expiration Date: 1/31/2024
   • Vendor: HARDCO
   • Certificate Number: 235568
3. Save the changes.
4. Again click Add Row on the table toolbar, and specify the following settings in the added row:
   • Document Type: Insurance
   • Creation Date: 1/30/2024
   • Document Category: General Liability Coverage
   • Status: Valid
   • Required: Selected
   • Received from Vendor: Selected
   • Effective Date: 1/1/2024
   • Expiration Date: 1/31/2024
   • Limit: 10,000,000
   • Vendor: HARDCO
   • Insurance Company: Insurance of NY
   • Policy: 865532
5. Save the changes.

Step 2: Tracking the Compliance Documents

To track the compliance documents for the vendor, do the following:

1. Open the Vendors (AP303000) form.
2. Select the HARDCO vendor, and make sure the compliance documents are shown on the Compliance tab.
3. In the info area, in the upper-right corner of the top pane, change the business date to 2/1/2024. On the Compliance tab, review the compliance expiration warnings for each line.

   Because you have specified the expiration date of the compliance documents as the last day of the current month, the system now marks those documents as expired.

4. Open the Bills and Adjustments (AP301000) form.
5. On the form toolbar, click Add New Record, and in the Summary area, specify the following settings:
   • Type: Bill
   • Vendor: HARDCO

   As soon as you select the HARDCO vendor, a warning about the expired compliance document appears next to the Vendor box.

6. Close the form without saving your changes to the bill, which was created solely for testing purposes.

You have added compliance documents for the vendor and verified that the compliance is tracked.