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AP Vendor Compliance

Company Tracker action: implementation-setup-ap-vendor-compliance Milestone: Accounts Payable / Module Setup (milestone_id=6, core_milestone_id=2) Order: 6 Estimated duration: 0.5 hours Typical owner: Controller

Purpose​

Maintain vendor-level compliance codes (flag or date based) so missing, expired, or unverified requirements can warn on entry or exclude the vendor when a payments batch is initialized.

Prerequisites​

  • HQ Compliance Codes (and groups if used) ready for the codes you will assign at the vendor level.
  • AP Vendors exist for vendors that need compliance tracking.
  • AP Company Parameters compliance behavior decided: warning-only on entry, and/or exclude at payment-batch initialization.
  • Client knows which requirements are vendor-level (commonly W9 or insurance) vs job/site PO or subcontract compliance.

Vista configuration article​

See the detailed Vista guide:

Managing AP Vendor Compliance

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • Vendor-level vs commitment-level: put umbrella requirements that apply to the vendor as a whole on this form — primarily W-9 received (vendor-specific). Certificate of insurance is usually subcontract- or PO-specific, so keep those on the commitment modules unless the client truly needs a vendor-wide insurance code.
  • Decide which vendor-umbrella codes to track and whether Company Parameters warns at entry and/or excludes at payment-batch init (see Company Parameters tips). Keeping statuses/dates current still matters; exclude-at-batch is not a substitute for maintenance.
  • Load compliance rows for go-live payees that need vendor-level tracking. This action is Vista compliance status only (not DMS attachments, renewals, or approval routing).
  • Accept means the owner confirms codes, statuses/dates, and warn-vs-exclude policy for go-live.
  • Starter pattern: focus on W-9 (and only other true vendor-wide umbrellas). Skip unused codes via Tracker visibility rather than empty rows. Do not recreate SL/PO COI tracking here.

Done when​

  • Vendor-level compliance codes and statuses loaded for in-scope go-live payees (or explicitly deferred).
  • Company Parameters warn/exclude policy matches the accepted process.
  • Owner understands Vista status vs outside-Vista documents (DMS/renewals stay out of this action).