Vendor Compliance Records

Vendor compliance is the validation that a subcontractor or vendor has provided documents required for a job. For example, the vendor might need to supply proof of insurance, certified reports, lien waivers, or other misc documents like permits, licenses, and so forth.

A compliance record applies a compliance type to a specified vendor or primary document so that you can track dates, amounts, and documents that show compliance.

NOTE: To enable the Vendor Compliance subscription, first enable Accounts Payable, Purchasing, and Construction. Vendor compliance is available only for Construction at this time.

Out-of-compliance error messages

If the vendor specified in a compliance record is out of compliance with the compliance definition (for example, the insurance policy has expired), and the PAYMENTNOTIFICATION is set to error, payments to that vendor will be blocked and an error message will be returned like the example shown to the right.

<error>
    <errorno>CRE-3211</errorno>
    <description></description>
    <description2>Expiration date compliance error CR.01091--General liability insurance</description2>
    <correction></correction>
</error>

where:

  • Expiration date is the validation rule, either Expiration date or Document received
  • error or warning based on the PAYMENTNOTIFICATION setting
  • CR.01091 is the COMPLIANCERECORDID from the compliance record
  • General liability insurance is the NAME from the compliance record

Get Vendor Compliance Record Object Definition

lookup

List all the fields and relationships for the vendor compliance record object:

<lookup>
    <object>COMPLIANCERECORD</object>
</lookup>

Parameters

Name Required Type Description
object Required string Use COMPLIANCERECORD

Query and List Vendor Compliance Records

query

List the specified fields for each vendor compliance record that has a specified COMPLIANCERECORDID.

<query>
    <object>COMPLIANCERECORD</object>
          <select>
            <field>RECORDNO</field>
            <field>COMPLIANCERECORDID</field>
            <field>NAME</field>
            <field>VENDORKEY</field>
            <field>VENDORID</field>
            <field>VENDORNAME</field>
            <field>PROJECTKEY</field>
            <field>PROJECTID</field>
            <field>PROJECTNAME</field>
            <field>NOTES</field>
          </select>
          <filter>
            <equalto>
              <field>COMPLIANCEDEFINITIONID</field>
              <value>CD-15-LW-ALLOW-NEG</value>
            </equalto>
          </filter>
</query>

Parameters

Name Required Type Description
object Required string Use COMPLIANCERECORD
filter Optional object Filter expression to limit the response to only objects that match the expression. Check the value of a single field using operators such as equalto/like, or multiple fields using and/or. Query fields on related objects using the dot operator (for example, VENDOR.CREDITLIMIT on APBILL).
select Required sequence The names of the fields that you want included in the response, and an optional aggregate function such as count or sum. Returning all fields is not supported.
orderby Optional object Provide an order element with a field name and choose an ascending or descending sort order, for example:
<order>
  <field>RECORDNO</field>
  <descending/>
</order>
options Optional object Query options:
  • Set the caseinsensitive element to true for a case-insensitive query
     <caseinsensitive>true</caseinsensitive>
  • In a multi-entity company, set the showprivate element to true to query data in private entities:
     <showprivate>true</showprivate>
  • Specify the returnformat for the response: xml (default), json, or csv
     <returnformat>json</returnformat>
pagesize Optional integer Maximum number of matching objects to return in the response, between 1 and 2000 items (Default: 100)
offset Optional integer Point at which to start indexing into records (Default: 0)

Get Vendor Compliance Records

read

Get all vendor compliance record fields for the specified keys:

<read>
    <object>COMPLIANCERECORD</object>
    <fields>*</fields>
    <keys>42</keys>
</read>

Parameters

Name Required Type Description
object Required string Use COMPLIANCERECORD
keys Required string Comma-separated list of RECORDNO of the COMPLIANCERECORD to get
fields Optional string Comma-separated list of fields on the object to get. To return all fields, omit the element or provide * for the value.
For best performance and predictability, limit the number of fields.
returnFormat Optional string Data format for the response body:
  • xml (default)
  • json
  • csv

Get Vendor Compliance Records by ID

readByName

<readByName>
    <object>compliancerecord</object>
    <fields>*</fields>
    <keys>GL-Insurance</keys>
</readByName>

Parameters

Name Required Type Description
object Required string Use COMPLIANCERECORD
keys Required string Comma-separated list of COMPLIANCERECORDID of the compliance record to get.
fields Optional string Comma-separated list of fields on the object to get. To return all fields, omit the element or provide * for the value.
For best performance and predictability, limit the number of fields.
returnFormat Optional string Data format for the response body:
  • xml (default)
  • json
  • csv

Create Vendor Compliance Records

create

Create a vendor compliance record using the required values:

<create>
    <COMPLIANCERECORD>
        <COMPLIANCETYPEID>GL-Insurance</COMPLIANCETYPEID>
        <NAME>Seamless Cement GL Insurance</NAME>
        <VENDORID>1099 Int</VENDORID>  
        <PROJECTID>120</PROJECTID>
        <NOTES>New GM in San Jose office.</NOTES>
    </COMPLIANCERECORD>
</create>

Parameters

Name Required Type Description
COMPLIANCERECORD Required object Type of object to create.

COMPLIANCERECORD

Name Required Type Description
COMPLIANCETYPEID Required string ID of the compliance type to use to create the compliance record. The COMPLIANCERECORDID for the new compliance record will be generated by the system using the document sequence specified in the compliance type.
NAME Required string Name for the compliance record.
VENDORID Required string ID of the vendor that this compliance record applies to.
DESCRIPTION Optional string Description of the compliance record.
STATUS Optional string Status of compliance record:
  • active - the compliance record is used for compliance validation. (default)
  • inactive - The compliance record is not counted in compliance validation.
CONTACTNAME Optional string The name of a contact to associate with this compliance record.
POLICYNUMBER Optional string The policy or document number for this record.
EFFECTIVEDATE Optional string Date when policy or document becomes effective. Used for reporting.
EXPIRATIONDATE Optional string Date when the policy or document expires. If the VALIDATIONRULE in the applicable compliance definition is set to Expiration date, this value is checked when payment to the vendor is initiated.
AMOUNT Optional currency The amount of insurance coverage provided, for capturing insurance liability limitation. Used for reporting.
ADDITIONALINSURED Optional boolean Use true to indicate that the contractor is listed as an additional insured on the policy, otherwise use false. (Default: false)
REFERENCENUMBER Optional string Document reference number.
SUBROGATIONWAIVER Optional boolean Use true to indicate that the policy includes a subrogation waiver, otherwise use false. (Default: false)
DOCUMENTRECEIVED Optional boolean Use true to indicate that the required compliance document has been received, otherwise use false. If the VALIDATIONRULE in the applicable compliance definition is set to Document received, this value is used to determine compliance. (Default: false)
PROJECTID Optional string Unique user-defined project identifier. Should refer to an existing, active project record.
  • For manually created compliance records: The project is retrieved from the Primary document header when the user selects the primary document.
  • For auto-created compliance records (including Primary document lien waiver, Primary document insurance, or Primary document miscellaneous compliance records): The project is retrieved from the primary document header and automatically added to compliance records that are auto-generated for the primary document. If no project is selected on the Primary document header, the compliance record is auto-generated with no project.
NOTES Optional string Text field for user-added notes. Use 4000 or fewer characters.
RECEIVEDDATE Optional string The date that the compliance document was received.
RECEIVEDBYID Optional string The ID of the employee who received the compliance document.
NOTIFICATIONOVERRIDE Optional Boolean Use true to override the PAYMENTNOTIFICATION setting defined in the compliance definition so that the vendor can be paid even if out-of-compliance, otherwise use false. (Default: false)
SUPDOCID Optional string The reference number of any supporting documentation.
SENDTOCONTACTNAME Optional string The name of the contact to whom the lien waiver will be sent. Applies only when CATEGORY is Lien waiver. If CATEGORY is not set to Lien waiver and a value is supplied, then an error is returned.

Update Vendor Compliance Record

update

Update a vendor compliance record’s description using recordno:

<update>
    <COMPLIANCERECORD>
        <RECORDNO>42</RECORDNO>
        <DESCRIPTION>These compliance docs apply to FY25</DESCRIPTION>
        <PROJECTID>122</PROJECTID>
        <NOTES>Updated docs in Q1.</NOTES>
    </COMPLIANCERECORD>
</update>

Parameters

Name Required Type Description
COMPLIANCERECORD Required object Object type to update

COMPLIANCERECORD

Name Required Type Description
RECORDNO Required integer RECORDNO of the compliance record to update.
NAME Optional string Name for the compliance record.
VENDORID Optional string ID of the vendor that this compliance record applies to.
DESCRIPTION Optional string Description of the compliance record.
STATUS Optional string Status of compliance record:
  • active - the compliance record is used for compliance validation.
  • inactive - The compliance record is not counted in compliance validation.
CONTACTNAME Optional string The name of a contact to associate with this compliance record.
POLICYNUMBER Optional string The policy or document number for this record.
EFFECTIVEDATE Optional string Date when policy or document becomes effective. Used for reporting.
EXPIRATIONDATE Optional string Date when the policy or document expires. If the VALIDATIONRULE in the applicable compliance definition is set to Expiration date, this value is checked when payment to the vendor is initiated.
AMOUNT Optional currency The amount of insurance coverage provided, for capturing insurance liability limitation. Used for reporting.
ADDITIONALINSURED Optional boolean Use true to indicate that the contractor is listed as an additional insured on the policy, otherwise use false.
REFERENCENUMBER Optional string Document reference number.
SUBROGATIONWAIVER Optional boolean Use true to indicate that the policy includes a subrogation waiver, otherwise use false.
DOCUMENTRECEIVED Optional boolean Use true to indicate that the required compliance document has been received, otherwise use false. If the VALIDATIONRULE in the applicable compliance definition is set to Document received, this value is used to determine compliance.
PROJECTID Optional string Unique user-defined project identifier. Should refer to an existing, active or inactive project record.
  • For manually created compliance records: The project is retrieved from the Primary document header when the user selects the primary document.
  • For auto-created compliance records (including Primary document lien waiver, Primary document insurance, or Primary document miscellaneous compliance records): The project is retrieved from the primary document header and automatically added to compliance records that are auto-generated for the primary document. If no project is selected on the Primary document header, the compliance record is auto-generated with no project.
NOTES Optional string Text field for user-added notes. Use 4000 or fewer characters.
RECEIVEDDATE Optional string The date that the compliance document was received.
RECEIVEDBYID Optional string The ID of the employee who received the compliance document.
NOTIFICATIONOVERRIDE Optional Boolean Use true to override the PAYMENTNOTIFICATION setting defined in the compliance definition so that the vendor can be paid even if out-of-compliance, otherwise use false.
SUPDOCID Optional string The reference number of any supporting documentation.
FINALCOMPLIANCE Optional boolean Applicable only when the Category is ‘Lien waiver’. Indictes whether the compliance record is finalized. Options are true or false (default). If CATEGORY is not set to Lien waiver and a value is supplied, then an error is returned.
SENDTOCONTACTNAME Optional string The name of the contact to whom the lien waiver will be sent. Applies only when CATEGORY is Lien waiver. If CATEGORY is not set to Lien waiver and a value is supplied, then an error is returned.

Delete Vendor Compliance Records

delete

<delete>
    <object>compliancerecord</object>
    <keys>42</keys>
</delete>

Parameters

Name Required Type Description
object Required string Use COMPLIANCERECORD
keys Required string Comma-separated list of compliance record RECORDNO to delete

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