Lien Waivers: To Configure Automatic Generation of Lien Waivers

This activity will walk you through the process of configuring the mailing and generation of lien waivers.

Story

Suppose that the ToadGreen company requires conditional lien waivers to be automatically generated when payments of an amount greater than $2000 are submitted. Acting as a system administrator, you need to configure the mailing and automatic generation of lien waivers. Then you need to configure the automatic generation of lien waivers for a particular vendor.

Configuration Overview

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

• The Construction and Construction Project Management features have been enabled on the Enable/Disable Features (CS100000) form.
• On the Vendor Classes (AP201000) form, the SUBCON vendor class has been created.
• On the Projects (PM301000) form, the HOTEL project has been defined.

Process Overview

You will create a notification template to be used for sending lien waivers on the Email Templates (SM204003) form. Then you will configure mailing settings that will use this template for a particular vendor class on the Vendor Classes (AP201000) form. You will enable generation of conditional lien waivers on the Compliance Preferences (CL301000) form. Finally, you will create a new vendor for which the system will send lien waivers automatically based on the specified conditions.

System Preparation

Launch the MYOB Acumatica website, and sign in as a system administrator by using the gibbs username and the 123 password.

Step 1: Configuring the Mailing of Lien Waivers

The processing of lien waivers includes the emailing of the documents to vendors who should return signed versions of them. In this step, you will perform the needed configuration of this mailing so that the system can generate emails with lien waivers attached.

To configure the mailing, do the following:

1. Create a notification template for lien waivers as follows:
   1. Open the Email Templates (SM204003) form.
   2. Click Add New Record on the form toolbar, and specify the following settings in the Summary area:
      • Description: Lien Waivers
      • Screen: Print/Email Lien Waivers (CL502000)
      • Subject: Lien waiver
   3. In the text editor area on the Message tab, enter the following text:

      Dear Vendor,

      Your lien waiver is attached. Please return a signed version of the document.

      Sincerely yours,

      ToadGreen Building Group

   4. Save your changes.
2. On the Vendor Classes (AP201000) form, open the SUBCON vendor class.
3. On the Mailing & Printing tab, do the following:
   1. In the row with the Conditional Final mailing in the Mailings table, select Lien Waivers in the Email Template column. Make sure that the Active check box is selected and that CL.64.20.03 is specified in the Report box in the row.
   2. In the Recipients table, add a new row, and select Remittance in the Contact Type column. Make sure that the Active check box is selected in the row.
   3. In the row with the Conditional Partial mailing in the Mailings table, select Lien Waivers in the Notification Template column. Make sure that the Active check box is selected and that CL.64.20.01 is specified in the Report column in the row.
   4. In the Recipients table, add a new row, and select Remittance in the Contact Type box. Make sure that the Active check box is selected in the row.
   5. Save your changes.

      When generating emails with lien waivers, the system will insert the email address of the remittance contact of the vendor as the recipient address. Emails will be sent from the default system email account.

Step 2: Configuring the Automatic Generation of Conditional Lien Waivers for a Vendor

To configure lien waivers for a vendor, do the following:

1. On the Lien Waiver Settings tab of the Compliance Preferences (CL301000) form, do the following:
   1. Select the Automatically Generate Lien Waivers check box in the Conditional Lien Waivers section.
   2. Review the default settings, and click Save on the form toolbar.
2. Open the HOTEL project on the Projects (PM301000) form.
3. In the Conditional Lien Waivers section on the Lien Waiver Settings tab, make sure Posting Period End Date is specified in the Through Date box.
4. In the table, add a new row, and specify the following settings in the added row:
   • Vendor Class: SUBCON

     This indicates that conditional lien waivers can be automatically generated for vendors that belong to this vendor class.

   • Minimum Commitment Amount: 2000

     Lien waivers will be automatically generated for commitments whose amount is greater than or equal to this amount.

5. Save your changes.
6. Open the SUBCON vendor class on the Vendor Classes (AP201000) form.
7. On the General tab, select the Generate Lien Waivers Based on Project Settings check box to indicate that lien waivers will be automatically generated for vendors that belong to this vendor class. The lien waiver settings specified for the particular project will be used for generating the lien waivers.
8. Save your changes.
9. Open the Vendors (AP303000) form,
10. Click Add New Record on the form toolbar, and specify the following settings in the Summary area:
    • Vendor ID: ARCHCO
    • Vendor Class: SUBCON
11. On the General tab, enter Architectural Design Company in the Account Name box.
12. In the Primary Contact section, specify the following settings:
    • First Name: Evelyn
    • Last Name: Stewart
    • Email: eve.stewart@arc.example.com
13. On the Financial tab, make sure that the Generate Lien Waivers Based on Project Settings check box is selected.
14. On the Payment tab, select the Override check box in the Remit-To Info section, and type eve.stewart@arc.example.com in the Email box.
15. Save the changes.

You have configured lien waivers and created a vendor for which the system will send lien waivers automatically based on the amount of the commitment.