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Entering vendor certificates

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.

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.

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. To verify that Workers’ Compensation insurance certificate information is in Row 1, follow this procedure to view the information in the Certificates window.

To enter vendor certificates:

Open 4-4 Vendors, and display the vendor.
Click Options > Certificates.
For each certificate:
1. In the Description text box, enter a brief description to identify the certificate. For example, type Workers’ Compensation.
  
  Tip: It is more efficient to create a list of certificates from which you can insert a certificate than to type out the description of each one. To create a quick list of certificates, click the Display Quick List arrow in the field, and then build the list in the window that opens.
2. In the Job text box, enter the code that identifies the particular job to which the certificate applies. You can then track the certificate in the 3-5 Jobs window.
  
  The Job column enables you to track individual certificates with different expiration dates for different jobs. It also enables you apply warnings and stop pay flags to particular jobs, so that you do not need stop all payments to a vendor because a single certificate on a particular job has expired.
3. In the Received text box, enter the date you received the certificate.
4. In the Expires text box, enter the date when the certificate expires.
5. In the Warning text box:
  - Type Y if you want to receive a warning.
  - Type N if you do not want to receive a warning even though the certificate has expired.
  You use the Warning column to control whether you receive a warning when creating a subcontract for a vendor with an expired certificate.
  
  You must select Exclude Vendors with Overdue Certificates or Warn on Vendors with Overdue Certificates in the 4-3 Vendor Payments window. To activate these options, click the Selection button in 4-3 Vendor Payments.
6. In the Stop Pay text box:
  - Type Y to stop payments to the vendor when the certificate expires.
  - Type N if you want to pay the vendor even though the certificate has expired.
  The Stop Pay column enables you to control payments to the vendor by accessing the Invoice Selection window from the 4-3 Vendor Payments window. In the Invoice Selection window, you must also select Exclude Vendors with Overdue Certificates in order to exclude those vendors who meet the expiration criteria from receiving payment. It does not affect payments through the 1-1 Checks/Bank Charges window.
Click File > Save.