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PO Compliance

PO Compliance tracks vendor compliance requirements on purchased items (for example MSDS or certifications) so you can decide whether to pay or withhold. Codes are Date or Flag types. There is no hold/status field on this form — payment hold choices happen in AP when audit options warn.

Assign the Compliance Group on PO Purchase Order Entry (Info tab), not on this form. Job POs can default the group from JC Jobs. Vendor-wide codes live in AP Vendor Compliance.

Before you start​

  • Compliance codes exist in HQ Compliance Codes (Date vs Flag; Verify default).
  • Optional groups exist in HQ Compliance Groups.
  • Enforcement is configured in AP Company Parameters → Audit Options (warn at invoice entry, skip pulling invoices for payment, and/or warn on AP Payment Preview With Compliance).
  • Optional: AP Vendor Compliance for codes that apply to all of a vendor’s POs.

How codes get onto a PO​

  1. On PO Purchase Order Entry → Info, assign a Compliance Group (or let JC Jobs default it for job POs).
  2. Update/post the PO batch. Group codes (and vendor-level codes) are written to PO Compliance. Seq# starts at 1.
  3. Open PO Compliance (F4) to review, add, or edit codes for that PO#.

Maintain codes on PO Compliance​

  1. Select PO# (vendor shows in the header; codes in the grid).
  2. Add or edit Compliance Code. The same code may appear more than once; each row gets the next Seq#.
  3. Confirm Comp Type (Date or Flag, display-only from HQ).
  4. Set Verify (defaults from HQ Compliance Codes). Unchecked = do not verify in AP.
  5. For Date types: set Exp Date (compared to the AP invoice date).
  6. For Flag types: set Complied (Y = met; N prints a warning when Verify is on).
  7. Optionally enter Supplier (another AP vendor / 2nd party). Leave blank if the code is only for the PO vendor.
  8. Vendor Memo is display-only — edit memos in AP Vendor Compliance.
  9. Save.

Changing the compliance group​

Put the PO back in a batch and change the group on PO Entry. Per the form help: original codes are kept, unique codes from the new group are added, and codes you deleted earlier are re-added if they exist on the new group (delete them again here if you still do not want them). The About Tracking Compliance procedure only says originals are retained and you remove them here — follow the form’s fuller re-add behavior.

One procedure line about assigning groups “manually in PO Compliance” does not match field defs — there is no Compliance Group field on this form.

Payment impact​

With AP Audit Options on, out-of-compliance verification can warn at invoice entry, keep invoices off the payment pull, and/or warn on AP Payment Preview With Compliance. If only a payment warning is configured, the user chooses hold, pay, two-party check, or another AP action. Flag fails when Complied = N; date fails when Exp Date is older than the invoice date.

Hard rules​

  • Receipts are not mentioned on these compliance pages.
  • Vendor Memo is not editable here.
  • No PO hold field on this form.
  • When a code is added or its status changes in AP Vendor Compliance, you can apply it to all open/active POs.

Notes​

  • Related: PO Purchase Order Entry, HQ Compliance Codes, HQ Compliance Groups, AP Vendor Compliance, AP Company Parameters, AP Payment Preview With Compliance, JC Jobs.