Create supplier compliance definitions

Supplier compliance definitions store:

  • Compliance category, such as insurance, miscellaneous, and lien waiver information

  • What parameters check for non-compliance

  • How to handle non-compliance records when paying AP AP supplier invoices (error, warning, ignore)

Supplier compliance definitions each have a unique ID and name, and they include a validation rule and a notifications setting.

  • The validation rule specifies how compliance is validated, either through the receipt of a document or based on an expiration date.

  • The notification setting determines what happens when a vendor's document is out of compliance. You can block payment of an AP bill in Accounts Payable, or show a warning. You can also select the Ignore option.

To use a compliance definition, first associate it with a compliance type. You can associate multiple compliance types with one compliance definition.

A supplier compliance type is typically a specific license or other document that you want to track for suppliers or commitments. Supplier compliance types track compliance items such as:

  • General liability insurance

  • Workers’ compensation insurance

  • Specialty contractor license

  • State business license

  • Required certification, like OSHA certification

  • Optional certification, like LEED certification

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 application: Project Costing and Billing
  • Purchasing
  • Construction
The Supplier 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.

Turn on the Supplier Compliance subscription so that you can:

  • Set up 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.

  • Specify whether payments are blocked or a warning appears in Accounts Payable if a vendor has an expired or missing document.

  • Create compliance types for each type of document that you need to track.

  • Associate compliance definitions with one or more compliance types.

  • Create compliance records for your vendors or commitments. Create one compliance record for each of the vendor's documents that you need to track.
Regional availability

  • Australia

  • Canada

  • United States
User type

Business

Construction Manager

Project Manager
Permissions

Purchasing compliance records: List, View, Add, Edit, Delete

Purchasing compliance setup: 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 supplier compliance records.
Previous step
  • Make a list of the different kinds of compliance documents that you are going to track. You'll create a compliance type for each type of document.
  • Decide how to validate each type of document. Is it enough to receive a copy of the document, or do you need to validate against an expiration date? You'll set these rules when you create compliance definitions.
    		•

    Create at least one compliance definition. You can use one compliance definition for multiple compliance types if they use the same validation and notification type.

    Compliance definitions each have a unique ID and name and include a validation rule and a notifications setting.

    • Validation rules specify how compliance is validated, either through the receipt of a document or based on an expiration date.

    • Notification settings determine what happens when a vendor's document is out of compliance. You can block payments to that vendor in Accounts Payable, or show a warning. You can also select the Ignore option. If you have multiple document types that use the same validation rule and notification, use the same compliance definition for all of those document types.

    1. Go to Purchasing > Setup > Compliance definitions.

    2. Select Add.

    3. Enter a unique Compliance definition ID.

    4. Enter a Compliance definition name.

    5. In the Compliance category dropdown, select Insurance, Miscellaneous, or Lien waiver.

    6. Select the Generation rules.

      • Do not generate: Select this option if you do not want Sage Intacct to generate compliance records. You can create compliance records manually.

      • Automatic by type: Depending on the option that you selected in the Track by, you can select suppliers or transaction definitions. When this option is selected, Sage Intacct automatically generates a compliance record when you create a new supplier or primary document.

        Select a Supplier type name to associate the compliance definition with a supplier. Or, select a Transaction definition to associate the compliance definition with a transaction definition.

      If you organize vendor types in a hierarchical structure, select the vendor type at the lowest level.

    7. Choose the Validation rules.

      You can select the validation rules only when Miscellaneous is set as the compliance category.

    8. Set the Notifications:

      • To block anyone from making a payment to the vendor if their document is out of compliance, select Error.

      • To display a warning in Accounts Payable Pay bills if the vendor's document is out of compliance, select Warning. A warning does not prevent you from paying an AP bill.

      • If you do not want to block payments or display a warning, select Ignore.

    9. Save your changes.