Document Tracking Reports - Field Descriptions

Use this table for reference when completing the fields on this screen.

Fields/Buttons

Descriptions

This icon lets you know SuperSelect options are available for this field.

Selections

Vendor code

When the report is accessed from the Vendor Info Bar, this field defaults to the current vendor.

Subcontract #

Actions

Enter an action code; a window is available for reviewing action types.

Actions include 'Open' Recurring items, but if the Final renewal flag is selected for an item in the Subcontract Document Tracking screen, items will NOT be considered 'open' unless the expiration date is <blank>.

Action

When Action Takes Place

1 Print on tracking item exception report

When this report is printed.

If sub-tier vendor item tracking is being used, these reports will include exception items triggered by Action #1 and the sub-tier items will be listed under the associated subcontract.

Additional lines will appear on the report for recurring tracking items for Vendors, Subcontracts, and Sub-Tier Vendors, excluding Subcontracts that are flagged for 'Final renewal'.

2 Warning message

During Vendor Invoice Entry, Manual Check Entry, Manual Credit Card Payment Entry, Subcontract Billing Entry, Subcontract Change Order Entry, and Change Request Subcontract Pricing Entry.

If sub-tier vendor item tracking is being used, warnings for the sub-tier vendors will display for the associated subcontract.

Open Recurring items flagged for a warning will include a hyperlink that opens the Job Compliance Tracking page.

3 Put new invoices on hold status

During Invoice Entry and Subcontract Billing Entry.

Items may be set to ‘on hold’ if even one recurring date triggers this action for the vendor, subcontract or any associated sub-tier vendor.

4 Don’t allow checks to be selected

During Check Selection and Manual Check Entry.

Payment will be disallowed even if one recurring date triggers this action for the vendor, subcontract or any associated sub-tier vendor.

5 Print on check distribution action report

During regular check printing.

Additional lines will appear on the report for each recurring iteration of the tracking item that is currently open for Vendors, Subcontracts, and Sub-Tier Vendors.

6 Print lien release

During regular check printing and with Lien Release Form.

7. Warning message in Subcontract Kiosk

When the My Subcontract Manager screen is opened it will display alerts for “warnings” (triggered by action #7) for recurring Yes/No documents.

Select exception report?

Use this check box to print a document tracking report by exception. The exception report is the default report if no Saved Selection is present.

Field

Description

Exception date:

Enter the expiration date.

Include items triggered by expiration date?

Select this check box to include any items with a date trigger.

Include items triggered by completion status?

Select this check box to include any items with a completion status trigger.

Include items triggered with every payment?

Select this check box to include any items with an every payment trigger.

Completion status

Select the document types (Open, Completed, or both) that you want to include on the report.

Subcontract status

Select the subcontract status type or types that you want to include on the report.

Select distribution report?

Use this check box to print a document tracking report by check distribution. If you select this check box, additional trigger selections and completion status options will display to allow you to further customize your report results.

Field

Description

Check date:

Enter the check date or press Enter to select the default of the current Accounts Payable processing date.

Include items triggered by expiration date?

Select this check box to include any items with a date trigger.

Include items triggered by completion status?

Select this check box to include any items with a completion status trigger.

Include items triggered with every payment?

Select this check box to include any items with an every payment trigger.