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. Select the following checkboxes in Actions: Print on Tracking Item Exception Report and Print on Check Distribution Action Report.
  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.