About vendor certificates and expiration dates
You can track the expiration dates for Workers’ Compensation, liability insurance, contractor’s licenses, and other required certificates and licenses. When you enter a certificate or license, always enter an expiration date. If you do not have a date, enter one that is obviously expired, such as 01/01/1980. Later, you can determine which vendors have insurance or licenses that have expired.
Important! The 4-1-5-31 Vendor Worker's Comp Report requires that the Workers’ Compensation insurance certificate information be in Row 1 of the Certificates window grid.
You can control whether you receive a warning that a certificate has expired when creating a subcontract. You can also stop payment to a vendor if a certificate has expired.
Note: If you need to track certificates by job, rather than just by vendor, enter the job number in the Certificates window in the vendor record. You can then view the vendor certificates in the 3-5 Jobs record. Tracking certificates by job also ensures that when a certificate expires for one job, you can still pay the vendor for other jobs for which valid certificates exist. Sage 100 Contractor warns you if it appears that the job should have a specific vendor certificate, but does not.
When selecting vendor invoices for payment, you can exclude vendors with expired licenses. You can also print documents that you can send to vendors with expired licenses, requesting the new expiration dates to update your records. When you do not need dates for vendors such as lending institutions, leave the text boxes blank.
Reports on vendor certificates and expiration dates
You can run insurance reports to view which vendors have current and/or expired certificates.
- 4-1-1-41 Insurance Report
- 4-1-1-42 Insurance Report~by Vendor Type
- 4-1-1-43 Insurance Report~Alpha
- 4-1-1-46 Insurance Report~with Notes
- 4-1-1-47 Insurance Report~by Vendor Type; with Notes
- 4-1-1-48 Insurance Report~Alpha; with Notes
In the Certificates window, you can create a list of the certificates a vendor must supply. For example, you might list the Workers’ Compensation insurance certificate, liability insurance certificate, contractor’s license, and hazardous materials certificate.
Because you can generate expired certificate reports based on a specific line number, consider entering the certificates in a specific order for each vendor. For example, Row 1 is the Workers’ Compensation insurance certificate, Row 2 is the liability insurance certificate, and Row 3 is the contractor’s license.