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?

You will need to create a group of tracking codes that you can use for insurance certificates. The following steps walk through setting up two tracking codes: one for the actual insurance certificate expiration date and one for use as a 30-day warning.
  1. Navigate to Accounts Payable > Maintenance > Document Tracking Items.
  2. Click New.
  3. Enter information for the insurance certificate expiration date tracking code:
    1. Enter a name in the Tracking Item Code field, up to 10 characters. For example: INS_EXPIRE.
    2. Enter a description in the Description field. For example: Insurance Certificate Expiration Date.
    3. Enter a message to display in the Message field. For example: Insurance Certificate has expired!
    4. Enter the expiration date in the Trigger field.
    5. Select the following checkboxes in Actions: Print on Tracking Item Exception Report, Put new invoices on hold, and Print on Check Distribution Action Report.
  4. Enter information for the 30-day warning code:
    1. Enter a name in the Tracking Item Code field, up to 10 characters. For example: INS_30DAYS.
    2. Enter a description in the Description field. For example: Insurance Certificate 30 Day Warning .
    3. Enter a message to display in the Message field. For example: Insurance Certificate Expires in 30 days!
    4. Enter the 30-day warning date in the Trigger field.
    5. In Actions, select the Print on Tracking Item Exception Report and Print on Check Distribution Action Report checkboxes.
  5. Save the codes.
  6. Navigate to Accounts Payable > Maintenance > Document Tracking to assign tracking codes to the vendor and/or subcontractor.
  7. 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.
  8. 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.
  9. Save your changes.