Business Example: Document Tracking Codes
Scenario: We want to make sure that we have a current insurance certificate before we issue checks to a vendor or subcontractor. Is there a way to automate this within Spectrum?
- Navigate to .
- Click New.
- Enter information for the insurance certificate expiration date tracking code:
- Enter a name in the Tracking Item Code field, up to 10 characters. For example: INS_EXPIRE.
- Enter a description in the Description field. For example: Insurance Certificate Expiration Date.
- Enter a message to display in the Message field. For example: Insurance Certificate has expired!
- Enter the expiration date in the Trigger field.
- Select the following checkboxes in Actions: Print on Tracking Item Exception Report, Put new invoices on hold, and Print on Check Distribution Action Report.
- Enter information for the 30-day warning code:
- Enter a name in the Tracking Item Code field, up to 10 characters. For example: INS_30DAYS.
- Enter a description in the Description field. For example: Insurance Certificate 30 Day Warning .
- Enter a message to display in the Message field. For example: Insurance Certificate Expires in 30 days!
- Enter the 30-day warning date in the Trigger field.
- Select the following checkboxes in Actions: Print on Tracking Item Exception Report and Print on Check Distribution Action Report.
- Save the codes.
- Navigate to to assign tracking codes to the vendor and/or subcontractor.
- Enter the appropriate vendor code and subcontract number to assign these codes to a specific subcontract. Enter only the vendor code if this insurance certificate is to be used for any subcontracts for the vendor.
- Add the two tracking codes. For INS_EXPIRE, enter the expiration date of the insurance certificate in the Date field. For INS_30DAYS, enter a date 30 days prior to the insurance certificate's expiration in the Date field.
- Save your changes.