Track vendor compliance

Ensure that your vendors provide the required compliance documents before you pay them.

Construction subscription is needed. To enable a Construction subscription, contact your Sage Intacct account manager. Regional support for Construction is limited to the United States, Canada, Australia, and the United Kingdom.

Subscription

Projects configured for Project Costing and Billing

Purchasing

Construction with the Vendor Compliance subscription enabled

The Vendor Compliance subscription is included with your Construction subscription, but you must turn it on separately (Company > Admin tab > Subscriptions). After your subscription is turned on, assign compliance permissions in Purchasing.
Regional availability

  • Australia

  • Canada

  • United States
User type

Business

Construction Manager

Project Manager
Permissions

Purchasing

  • Compliance setup: List, View, Add, Edit, Delete

  • Compliance records: List, View, Add, Edit, Delete

The compliance setup permissions apply to both compliance definitions and compliance types. Grant permissions to the users who create compliance definitions and maintain vendor compliance records.

  1. Enable the Vendor compliance subscription (Company > Admin > Subscriptions).

  2. Assign vendor compliance permissions in Purchasing.

    Depending on their role, users will need Compliance setup or Compliance records permissions, or both. See Purchasing permissions for details.

  3. Create compliance definitions to establish how documents are validated and what happens when a document is missing or expired.

    • Validation is based on either receipt of a document or an expiration date.

    • You can specify whether to block payments, display a warning, or ignore documents that are out of compliance when paying bills.

  4. Create compliance types for each type of document that you need to track, and associate compliance definitions with one or more compliance types.

  5. Create compliance records for your vendors or commitments.

    • Create one compliance record for each vendor document that you need to track.

    • Compliance records can be generated automatically based on your setup.

  6. When paying vendors, review compliance and resolve issues as appropriate:

    1. On the Pay bills page, review the Vendor compliance column to determine if the vendor has a missing or expired document. Depending on your setup, this column shows one of the following:

      • If you're not blocking payments to vendors with missing or expired documents, the column displays as empty. You can proceed with the payment.

      • Error: Indicates that the vendor has a missing or expired document. You cannot make the payment until you resolve the error.

      • Warning: Indicates that the vendor has a missing or expired document, but you can still make the payment.

    2. To resolve issues, select either the error or warning link in the Vendor compliance column. This opens a list of all compliance records with errors or warnings.

      You must have the appropriate permissions to edit or delete compliance records.