Compliance allows you to maintain the individual details against the compliances that have been assigned as being required for subcontractors.
AP parameter PLSCCOMB will need to be set to (Y) in order to add SC compliance to AP.
2. Set up compliance items by going to AP -> Configuration -> SC Compliance. Click Add to create new compliance item.
3. Complete fields in the next screen.
Compliance Type: The type of compliance
Compliance Category: The category of this compliance. This can be 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
Order Entry: Whether to issue an error or a warning if the check at order entry fails. Rules for order entry include:
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.
blank = COINS does not check the order entry date. This value can be overridden at subcontractor level.
Order Commit: Whether to issue an error or a warning if the check at the time of committing the order fails. The same rules used for order entry are applied here.
Invoice/Certificate Entry: Whether to issue an error or a warning if the check at certificate entry fails. The same rules used for order entry are applied here.
Payment Due: If the compliance fails when entering a payment due date then this determines if an error or warning is given (or if blank no action). This value can be overridden at subcontractor level. The same rules used for order entry are applied here.
Payment Processing: Whether COINS checks the details entered and the expiration dates when processing payments? This value can be overridden at subcontractor level.
4. Create compliance class under AP -> Configuration -> SC Compliance Classes. Click Add.
5. Once new compliance class is added, hyperlink into the class. This step is optional for creating compliance on PO specific items. All compliance items are will automatically appear with in the compliance classes when newly created; they can be removed or set to default or mandatory as desired.
Mandatory Compliance Items automatically apply to all subcontractors and cannot be manually removed.
Default Compliance Items means the compliance is applied to all subcontractors as default and can be manually removed.
6. When adding compliance to a PO ensure the PO type is Subcontract. PO parameter POCOMPLI needs to be set in order to successfully add a PO with compliance.
7. Once a compliance class is added to a PO, it will display within the AP Compliance Workbench where you can fill in further details for the compliance as needed. The compliance workbench is in the AP module -> Suppliers -> AP Compliance Workbench.
The status of the information held for the compliance:
Red = 'Missing Details' if any of the required details are missing; 'Expired' if the expiration date has passed; 'Not Met' if the requirements of a Qualification compliance have not been met.
Amber = Number of days remaining less than a set number;
Green = Number of days remaining before the expiration date, or 'Met' if the requirements of a Qualification compliance have been met.
8. Click the Open folder next to the PO within the workbench to update compliance details. Click Save in the bottom right when complete.
