To set up a compliance go to Subcontract Ledger> Configuration> Compliance.
Figure 1: Compliance
Click Add.
Fill in the appropriate fields.
Figure 2: Compliance Details
Compliance Type- The name of the compliance.
Compliance Category- There are three to choose from.
Insurance - Policy Details, Expiration Date etc.
Dated Items - Expiration Date but no insurance-related details such as Policy Number etc.
Requirement - These are for compliance items that simply need to be met once and do not expire.
Enter the rules for this compliance for each instance. If the compliance category is a “dated item” or “insurance” a field will show to the right, “days prior to expiration” (see figure 3 below). This field allows you to set the number of days prior to the expiration date to check for when entering the order entry date, commitment date, certificate entry date, and payment due date. This value can be overridden at the subcontractor level.
Figure 3: Compliance Rules
Order Entry- When the order is entered.
Order Commit- When the order is committed.
Invoice/Certificate Entry- When the certificate is entered.
Payment Due- When the payment due date is entered.
The options for the fields listed above are:
2-Level = If the order entry date is within the number of days (specified in the Days prior to expiration field) before the expiration date of the compliance, COINS issues a warning. If the order entry date is after the expiration date of the compliance, the order cannot be entered.
2-LevelG = If the order entry date is within the specified number of days before or after the expiration date of the compliance, COINS issues a warning. In other words, the "days prior to expiration are treated as a grace period. If the order entry date is more than the specified number of days after the expiration date of the compliance, the order cannot be entered.
ERROR = If the order entry date is within the specified number of days before the expiration date of the compliance, the order cannot be entered.
WARNING = If the order entry date is within the specified number of days before the expiration date of the compliance, COINS issues a warning.
None = COINS does not check the order entry date. This value can be overridden at subcontractor level.
There are two check boxes that can also be filled out under the Rules section.
Figure 4: Rules - Continued
Payment Processing- Whether COINS checks the details entered and the expiration dates when processing payments? This value can be overridden at subcontractor level.
Ignore If Labor Only- If checked, it means do not validate this insurance type if the subcontract is marked as 'Labor Only'. If not checked, it means validate this insurance type even for labor only subcontracts.
The compliance can be shared between COINS companies. The left box shows all COINS companies. If compliance must be shared to another company, select it in the left box, and click the green + button to move it to the Selected box.
Figure 5: Sharing
Click Save.
On the compliance Workbench, the status of a given compliance can be set.
Figure 6: Compliance Status
Click on the desired compliance and using the action bar click Change Compliance Status.
Figure 7: Setting Compliance Status
The options for status are:
Mandatory (the compliance type rule is automatically applied to all subcontractors).
Default (the compliance type rule is applied to all subcontractors as a default but can be manually removed from individual subcontractors.
Unset (the user must apply the rule to subcontractors manually).
Click Next.
Compliance Classes are used to bundle multiple compliances so they can be easily added to a subcontract. Go to Subcontract Ledger> Configuration> Compliance Classes and click Add.
Figure 8: Adding a Compliance Class
Add a Code and Description and save the line.
Hyperlink into the compliance class.
Figure 9: Test Compliance
Select the compliances that should be added to the class. Then, using the action bar click either Set to Default or Set to Mandatory. Then click next.
Figure 10: Compliance Class Detail
To add a compliance class to a subcontract, go to Subcontract Ledger> Subcontracts> Subcontract Orders.
Figure 11: Subcontract Orders
**Note** Compliance classes can be added to a new order or an uncommitted order.
Hyperlink into a subcontract and go to the Order Tab and the Main Tab underneath. Click Open.
Figure 12: Main Tab
Figure 13: Adding Compliance Class to a Subcontract
Under the Compliance Class dropdown, select the compliance class that is to be added and click Save.
Compliance can be added directly to a subcontractor as well. Go to Subcontract Ledger> Subcontractors> Compliance.
Figure12: Subcontractor Compliance
This workbench allows you to maintain compliances attached to subcontracts and subcontractors.
If the subcontractor is opened, the compliance can be updated with various details associated with its type.
The status on the right shows whether the compliance is missing details (red) about to expire (yellow) or all set (green).
Compliance can also be added in the Subcontractor Workbench. Go to Subcontract Ledger> Subcontractors> Subcontractor Maintenance and hyperlink into a subcontractor.
Figure 13: Subcontractor Maintenance
Here Compliance can be updated by opening an existing compliance or added by clicking on the add button.
Figure 14: Extended Details - Compliance
Here Compliance can be updated by opening an existing compliance or added by clicking on the add button.
In addition, Compliance can be maintained in these three workbenches.
Figure 15: Additional Compliance Workbenches
These three workbenches offer additional ways to filter compliances.