HQ Compliance Codes

Company Tracker action: implementation-setup-hq-compliance-codes Milestone: Headquarters / Module Setup (core_milestone_id=2) Order: 15 Estimated duration: 0.5 hours Typical owner: Controller

Purpose

Configure compliance codes for tracking regulatory requirements, certifications, and reporting obligations on vendors, purchase orders, and subcontracts.

Prerequisites

• Company / database context exists (compliance codes are shared across all companies).
• Decisions made:
  • Which codes hold invoices vs informational only (Use this code to verify compliance).
  • Separate codes for PO/SL compliance vs vendor-level all-invoice compliance (do not overload one code).
  • Type per code: date-driven (expires) vs yes/no.
• Naming convention agreed (for example INS-, CERT- prefixes).

Vista configuration article

See the detailed Vista guide:

Managing HQ Compliance Codes

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

Implementation guidance

• Compliance codes are all-company: configure once at headquarters.
• Hold vs informational: "Use this code to verify compliance" is the default hold behavior and can be overridden on vendor/PO/SL compliance records.
• Keep PO/SL compliance codes separate from vendor-level all-invoice compliance codes. Overloading one code creates false holds.
• Date-driven codes for expiring requirements (insurance, licenses); yes/no for ongoing requirements without expiration.
• Document which codes hold invoices and communicate to AP and project teams.
• Next consumer: HQ Compliance Groups bundles codes for common SL/PO scenarios.

Done when

• Day-one compliance codes exist with hold-vs-informational and date-vs-yes/no choices set.
• AP/project teams know which codes will hold payment.