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Hierarchical Assignment
Once the initial setup is completed, the default compliance codes for new POs and subcontracts are set up, which are inherited by all new RFPs and their vouchers against them.
Any changes made to these defaults only apply to new subcontracts and POs, not to existing subcontracts and POs. To apply changes made to these default compliance codes to existing POs and subcontracts, and their RFPs and vouchers, use the [Apply Changes] button on either the Vendor Compliance screen or the Vendor by Company Compliance screen.
The way in which default compliance codes are assigned to new POs and subcontracts is hierarchical, so that compliance codes can be applied at the level that makes sense.
Example
If a compliance code is to default to all new POs, for all vendors under all companies in the system, the default compliance code is set up in the Compliance Code screen (used to set up codes at the system level), with the ‘PO Auto Assign’ checkbox checked.
The following is the order in which default compliance codes set up for all vendors, groups of vendors or particular vendors are assigned to new subcontracts and POs, with lower level versions of the compliance codes overriding higher level versions of them. In this way, defaults are set up en masse for groups, and exceptions can be set up at lower levels.
A subcontract’s default compliance codes are inherited by their RFPs, which are then inherited by their vouchers.
1st: Compliance Codes Master – System Level
In determining what compliance codes need to be assigned to a vendor’s new POs and subcontracts, the system first assigns compliance codes set up for them via the Compliance Codes Maintenance screen. If variant versions of the compliance codes exist for the POs or subcontracts at any of the following lower levels, the lowest level versions are assigned.
2nd: Vendor Class Compliance – System Level
Next, the system assigns compliance codes set up for a vendor’s new POs and subcontracts via the Vendor Class Compliance screen. Again, if variant versions of the compliance codes exist at lower levels, the lowest level versions are assigned.
3rd: Vendor Compliance – System Level
Next, the system assigns compliance codes to a vendor’s new POs and subcontracts set up via the Vendor Compliance screen, with variant versions at lower levels overriding versions at higher levels.
4th: Vendor by Company Compliance – Company Level
The system then assigns compliance codes to a vendor’s new POs and subcontracts set up via the Vendor by Company Compliance screen, with variant versions of the compliance code at lower levels overriding versions at higher levels.
5th: Vendor Subcontract Compliance by Job – Job Level
Next, if a new subcontract is being created, the system assigns it compliance codes assigned to its associated job. Job level compliance codes are set up via the Compliance tab of the Enter Job screen, and the default compliance codes for all new jobs are set up in the Compliance Codes Maintenance screen, in which codes with the ‘JC Auto Assign’ checkbox checked default to all new jobs.
Additional: Vendor Subcontract Tax Compliance by Region – Region Level
Additionally, compliance codes can be assigned to region codes, to ensure that vendors do not charge state/province taxes when they are not applicable due to locations.
These default compliance codes for regions are not assigned hierarchically. They are set up in the Compliance Codes Maintenance screen and then assigned to a region code. Then, if a compliance code is set up for a region code, any job located in the region code’s state/province will have the compliance code assigned to its new subcontracts (not existing ones) if its state/province is not the same as that of the vendor.