The Required Documents feature is different from the Documents feature, which allows you to attach .pdf, .doc, and other types of actual documents to payments and invoices in the system.

When you use the Required Documents feature, you are associating information about a document to a Vendor, Subcontract, or Job.

A Required Document is generally an insurance policy or certificate.

Depending on the setup for a Required Document, the system may use the Required Document effective and expiration date information for invoicing decisions and also the information can print on reports.

When you associate information from the Required Document to a Vendor, Subcontract, or Job to track the effective and expiration dates, that information may impact:

• Purchase Orders
• regular Invoices
• Subcontract Invoices
• reports for Jobs with Contracts

When a Required Document is associated with a Vendor, Subcontract or Job, then on the Setup Vendors - Required Documents Tab you can add specific information about each Required Document, such as the following.

• Carrier name
• policy number
• effective date
• expiration date

Where a Required Document is added in the system determines its effect. Note that the system looks at the primary Required Document first to make decisions about effective and expiration dates.

Vendor Required Documents are primary on regular Invoices and for Purchase Orders.

Subcontract Required Documents are primary on Subcontract Invoices.

If a Vendor has a Required Document that has expired, when adding a Subcontract invoice when there is no Required Document on the Subcontract, then the system looks at the information for the Vendors Required Document.

If a Job with a Contract has a Required Document, then it prints on the Contract Status report. Because Required Documents on a Job pertain to Contracts only, if there is no Contract on a Job then Required Document information does not print on the report.

Required Documents on the Job do not affect regular Invoices or Subcontract Invoices.

• Regular Invoices look for Required Document on the Vendor and not the Job.
• Subcontract Invoices look for Required Documents on the Subcontract and not the Job.

The following polices affect Required Documents. Use the links to get more information on the policies.

Global Policies Setup - Invoice Tab - Allow invoices despite effective/expiration date issues with required documents.

Global Policies Setup - PO Tab - Allow POs despite effective/expiration date issues with required documents