[PO] Compliance

Use this form to keep track of vendor compliance requirements on purchased items.

PO compliance tracking ensures that vendor payments are made only when all compliance requirements are met. It can monitor the receipt of critical documents such as:

• Material Safety Data Sheets (MSDS) for specific materials or equipment.
• Certifications of Specifications confirming compliance with required standards.

Compliance codes are assigned to a purchase order through a compliance group in PO Purchase Order Entry. When the batch updates, all codes linked to the group are automatically applied. If the compliance group changes, the system retains existing codes and adds any new ones from the updated group. Deleted codes that reappear due to the change can be manually removed again if necessary.

Compliance can also be maintained at the vendor level through AP Vendor Compliance. Codes applied here affect all active POs for that vendor. Any memos added for vendor compliance display in the Vendor Memo column (view-only; edits must be made in AP Vendor Compliance).

To ensure compliance before payment, select the Verify checkbox for each compliance code on the PO. Based on AP Company Parameters and Audit Options, noncompliance may:

• Trigger a warning during invoice entry.
• Prevent invoices from being selected for payment.
• Generate warnings in the AP Payment Preview With Compliance report.

This allows flexibility in handling noncompliance—such as placing invoices on hold, paying vendors conditionally, or taking other appropriate actions.

For compliance checks:

• Flag-type codes trigger a warning if the “Complied” flag is set to “N.”
• Date-type codes trigger a warning if the compliance Expiration Date precedes the invoice date.