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Sage Paperless Construction Help

Company Settings

Important

You must be configured as with Compliance Manager or Auditor access permissions for the current vault to be able to view the Company pages within ClearToPay. Only a user with Compliance Manager permissions can edit this page.

The Company Settings page contains a list of settings that can be configured in ClearToPay™ for the entire company. From this page, users with Compliance Manager permissions can:

  • Review and update configuration settings

  • Create custom compliance rules, email groups, templates and wavier forms

  • Access other insurance, set accountant insurance mappings and manage endorsements on the company lookup tables tab

Complete the following steps to access the Company Settings page:

  1. From My Paperless, click ClearToPay™.

  2. In the ClearToPay™ navigation bar, click Company.

  3. Click Company Settings.

    ClickCompanySettings.png

    A page similar to the following displays:

    CTPCompanySettingSage.png

  4. From the Company Settings page, use the tabs to configure the following settings at the company level:

ClearToPay™ Configuration

At the company level, ClearToPay provides configurable options that control the behavior of the program.

The Configuration page is where you choose which compliance information is tracked by ClearToPay. It is also where you identify which insurance rating service your company uses.

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

The Company Settings page opens with the Configuration tab selected.

CompanySettings_ConfigurationSage.png

  1. Refer to the table below and configure the settings for your company:

    Completed Ops Period (Months)

    The Completed Ops Period (Months) field sets the default number of months that a job remains in the completed operations period. After that period ends, the job enters Closed status.

    Enter the default number (representing months) here. This number populates the Completed Operations Period (Months) field for jobs. During the completed operations period, the vendor is still expected to carry insurance.

    This value can be overridden at the job level.

    Company Address Book

    Select the address book you want to pull contacts from when importing contacts to your company and jobs using the Company Address Book dropdown. By default, the main company address book is selected, meaning that your internal records are available as contacts at the company and job levels, while vendor contacts display as separate lists.

    Allow All Operations Vendors

    ClearToPay systematically creates an All Operations Vendors job and allows data entered in one location to be tracked across multiple jobs simultaneously. Insurance and custom compliance are still tracked for all operations vendors, they are simply entered at the All Operations level and not on a job-by-job basis.

    Deselecting this option removes the ability to add or track all operations vendors for this vault.

    Enable External Portal Access

    If this check box is selected, ClearToPay allows access to the external portal. The external portal enables subcontractors and vendors to be self-sufficient in responding to requests to upload project documents and provide signatures.

    If enabled within ClearToPay™ Settings, this setting can then be enabled at the job level in the job's Settings page. There is also an option to grant or revoke access on a per-vendor basis within vendor Contacts.

    Track Commitments

    A commitment is a purchase order or a subcontract that is generally tracked in your accounting system. Select the check box to enable commitment tracking in ClearToPay.

    With the Track Commitments check box selected, the Commitments option displays in the left navigation bar and this setting can then be enabled in the applicable job and vendor Settings pages.

    For more information, see Commitments.

    Note

    If Track Commitments is left blank, the Require Signed Subcontracts and Require Signed Purchase Orders check boxes are disabled.

    Require Signed Subcontracts

    If this check box is selected, ClearToPay allows you to track contract signatures. When this check box is enabled, a job or vendor are considered out of compliance if a subcontract does not include a valid value in the Date Signed field.

    Note

    If the Track Commitments check box is blank, the Require Signed Subcontracts option is disabled.

    Require Signed POs

    If this check box is selected, ClearToPay allows you to track executed purchase orders returned by vendors and subcontractors. When this check box is enabled, a job or vendor are considered out of compliance if a purchase order does not include a valid value in the Date Signed field.

    Note

    If the Track Commitments check box is blank, the Require Signed POs option is disabled.

    Track Insurance

    If this check box is selected, ClearToPay tracks job and vendor insurance against the selected Insurance Template.

    Note

    If Track Insurance is left blank, the Restrict Jobs to Company-Defined Templates check box and fields beneath are disabled.

    Restrict Jobs to Company-Defined Templates

    If this check box is selected, the template selected at the job level cannot be edited.

    Note

    If Track Insurance is left blank, this check box is disabled.

    Insurance Expiration Threshold (Days)

    If the Track Insurance check box is selected, you can enter the number of days in the Insurance Expiration Threshold field prior to expiration that ClearToPay sends vendors an automated email warning them that their insurance policy is about to expire.

    If an insurance policy expiration date falls within the Insurance Expiration Threshold, the vendor(s) are added to the Vendor Expiring Insurance Policies dashboard widget.

    Insurance Rater Service

    Select an option from the Insurance Rater Service field to determine which insurance rating service is used across the company and its jobs. This selection generates labels for the Ratings and Size Ratings fields on the jobs' Insurance pages.

    Note

    If Track Insurance is left blank, this field is disabled.

    Track Custom Compliance

    Select Track Custom Compliance to allow for the creation and tracking of unique compliance requirements beyond the standard types. See Custom Compliance Settings for more information.

    If enabled within ClearToPay™ Settings, you can enable it at the job level in the job's Settings page. If tracking custom compliance items is enabled for the associated job, you can enable it for vendors on their Settings pages as well. See Job Settings and Vendor Settings for more information.

    Track Company Insurance

    Select Track Company Insurance to enable tracking for your company's own insurance policies. Once enabled, you may input your company's insurance policies (ClearToPay™ > Company > Insurance Policies) and allow ClearToPay to track expiration dates.

    Track Lien Waivers

    Select Track Lien Waivers to turn on lien waiver tracking for the company and make it possible to track lien waivers at the job and vendor levels. Lien waivers must also be enabled within job and vendor settings. See Job Settings and Vendor Settings for more information.

    Track Certified Payroll

    Select Track Certified Payroll to enable certified payroll tracking for the company and make it possible to track certified payroll documentation at the job and vendor levels. See Job Settings and Vendor Settings for more information.

    Track Company Licenses

    Select Track Company Licenses to enable license tracking for the company.

    Company Expiration Threshold (Days)

    If the Track Company Licenses check box is selected, enter the number of days in the Company Expiration Threshold field prior to expiration that ClearToPay sends vendors an automated email warning them that their license is about to expire. A value between 1 and 90 is required before the configuration can be saved.

    Track Contractor Licenses

    Select Track Contractor Licenses to enable license tracking for vendors. When enabled, the License Templates tab becomes available at the company level.

    Contractor Expiration Threshold (Days)

    If the Track Contractor Licenses check box is selected, enter the number of days in the Contractor Expiration Threshold field prior to expiration that ClearToPay sends contractors an automated email warning them that their license is about to expire. A value between 1 and 90 is required before the configuration can be saved.

    Portal Legal Disclaimer

    If external portal access is enabled, enter your disclaimer text in this field to ensure user's consent to the terms and conditions of using the portal.

    ClearToPay™ Labels

    (Optional) Configure the terms used for the different levels of jobs in ClearToPay. Be sure to update both the singular and plural fields. By default, ClearToPay uses the terms Job, Sub Job and Vendor. However, if your company use terms like "Installers" (instead of Vendors) or "Extras" (instead of Sub Jobs), you can customize labels and override the defaults. The selected terminology is then used throughout the ClearToPay module.

    Note

    Click Reset to Defaults to return all ClearToPay labels back to the system defaults. Anywhere in the system where the labels were altered return to the original values.

  2. Click Save to save your configuration.

Custom Compliance Settings

Out of the box, ClearToPay™ Compliance Manager provides functionality for tracking insurance, lien waivers, certified payroll, contractor licenses and commitments. However, if you and your company need to track the receipt and collection of other required documentation to make sure the company is adequately protected, you can configure Custom Compliance rules.

Use the custom compliance module within ClearToPay™ Settings to enter compliance tracking items beyond those that ClearToPay initially provides to:

  • Determine if items are tracked for informational purposes or if they affect vendors' overall compliance

  • Configure testing for rules and validation

  • Classify the rules as applicable to jobs, vendors and/or all operations vendors

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

From Company Settings, click the Custom Compliance tab. Then, use the page to do the following:

CompanySettingsCustomComplianceSage.png
Create a Custom Compliance Rule

Complete the following steps to add a custom compliance rule and make it available to jobs or vendors:

  1. Click Add.

    The Add Custom Compliance Rule dialog displays:

    CTPSettings_CustomComplianceAddRuleDialogSage.png

  2. Enter a meaningful name for the rule in the Rule Name field.

    Note

    For example, "SOC Compliance Tracking."

  3. Enter a description of the rule in the Rule Text field.

  4. Enter a message in the Validation Failure Message field that displays if validation requirements are not met.

  5. Select one of the following options from the Validation Type dropdown.

    • Yes/No: Use to indicate if the terms of the rule have been met.

    • Numeric Value: Use to track coverage amounts, deductibles or cost to determine if the number provided by the vendor is appropriate.

    • Date Value: Use to track a deadline or expiration date.

    • Ranked List: Create a list of valid values where the minimum and maximum are established and ranked.

      Note

      If you select the Ranked Lists option, an additional Select Ranked List dropdown along with a Manage Ranked Lists button display. You can choose an existing list from the dropdown if you want to use those list criteria or click the Manage Ranked Lists button to edit or create new lists and values for this rule. See Manage Ranked Lists for more information.

  6. Select the check boxes for Apply to Job Vendors, Apply to All Operations Vendors or Automatically Apply to All Jobs as appropriate.

  7. Click Save to save and exit.

    The custom compliance rule can now be applied and tracked for the group(s) you selected.

Manage Ranked Lists

Complete the following steps to configure a ranked list to validate your custom compliance rule:

  1. While creating or editing a ranked list custom compliance rule, click Manage Ranked Lists.

    CTPSettings_CustomComplianceRankedList.png

  2. (Optional) To create a new list to use in your custom compliance rule, click Add New Ranked Lists.

    From there, you can give the list a name and set it to Active if it's ready to use.

    CTPSettings_CustomComplianceNewRankedList.png

  3. (Optional) Select a list from the Ranked Lists section to view its values in the Ranked Values section.

    From there, you can add, edit or rearrange the list's values:

    CTPSettings_CustomComplianceAddRankedList.png
    A: Click to add a new list value and give it a description. The description should indicate if the value meets or does not meet your compliance requirements.
    B: Select one or more values in the list, then click Delete.
    C: Select a value in the list, then use the Move Up or Move Down buttons to reorder the list one value at a time.
    D: Use the drag feature to rearrange the values.
    E: Click the Edit icon to update a list value's name and description.
Edit a Custom Compliance Rule

Complete the following steps to make updates to an existing custom compliance rule:

  1. Click the Edit edit_square-pen_icon.svg icon.

  2. In the Edit Custom Compliance Rule dialog, make the necessary updates to the rule's name, text, validation and applications.

    CTPSettings_CustomComplianceEditDialogSage.png

    Note

    See Create a Custom Compliance Rule for more information on the recommended values for each field.

  3. Click Save.

Delete a Custom Compliance Rule

  1. Select one or more custom compliance rules from the list.

  2. Click Delete.

  3. In the Delete Custom Compliance dialog, click Confirm.

Email Groups

Every ClearToPay™ user is assigned to an email group at the company, job or vendor level when their contact is created. Email groups can be assigned to be used by specific email templates.

Note

For example, you may want to create a project management email group so that all the project managers are sent regular reporting updates by email.

Company contacts, job contacts and vendor contacts can be assigned to email groups created within ClearToPay™ Settings. For more information on assigning users to different email groups, see:

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

From Company Settings, click the Email Groups tab. From the Email Group Type dropdown, select Company, Job or Vendor.

CompanySettingsEmailGroupsSage.png

Then, use the page to do the following:

AddButton.png

  1. To create a new email group, click Add.

    An Add Email Group dialog displays.

  2. Enter a meaningful name for the new group in the Email Group Name field.

    CTPSettings_AddEmailGroupDialog.png

  3. Mark the group as Active if it is ready to be used.

  4. Click Add.

DeleteButton.png

  1. To remove an email group, select the entry or entries you want to delete.

  2. Click Delete.

  3. Click Confirm.

Copy_Button.png

  1. Click Copy.

  2. From the list, select which vault you want to copy the email group to.

    CTPSettings_CopyEmailGroup.png

  3. Click Copy Group.

PrintButton.png

Click Print to print the Email Groups grid for your selected tab.

ExportButton.png

Click Export to export the grid information to Excel, CSV or PDF.

edit_square-pen_icon.svg

  1. To edit an existing email group, click the Edit edit_square-pen_icon.svg icon for that entry.

    An Edit Email Group dialog displays.

  2. Update the Email Group Name field as appropriate.

  3. (Optional) Deselect Active check boxes if you want to inactivate this group.

  4. Click Save.

Email Templates

Email templates in ClearToPay™ are used to generate and automate communications about compliance status and requirements. Building templates in advance ensures that emails include the correct recipients (based on the individuals assigned to email groups at the company, job or vendor level. See Email Groups for more information), prefilled subject and body content, attachments and reports.

You can create the following types of email templates, and the type you select impacts the variables that are available for entry within the email subject and body:

Email Template Type

Available Variables

General/Insurance

1st Level Tier List; Company; Current Date; Compliance ID; Job Address; Job Address 2; Job City; Job County; Job Name; Job Number; Job State; Job Zip; Parent Vendor Name; Portal Hyperlink; Portal URL; Prime Tier List; Prime Vendor Name; Vendor Address; Vendor Address 2; Vendor City; Vendor County; Vendor Name; Vendor Number; Vendor State; Vendor State; Vendor Zip

Note

The variables above are available on all email types.

Lien Waiver

Commitment List; Commitment Number; Commitment Retention; Commitment Total; Waiver Amount; Waiver Due Date; Waiver Miscellaneous; Waiver Through Date; Waiver Type

Certified Payroll

Certified Payroll Due Date; Certified Payroll End Date; Certified Payroll Number

Contractor Licenses

License City; License Expiration Date; License Number; License State; License Type

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

From Company Settings, click the Email Templates tab. Then, use the page to do the following:

CompanySettingsEmailTemplatesSage.png
Create a New Email Template

  1. Click Add.

    The Add Template dialog displays:

    CTPSettings_AddEmailTemplateDialogSage.png

  2. In the Template Configuration section:

    1. Enter a meaningful name in the Template Name field.

      Note

      For example, "Lien Waiver Template," "Expiring Insurance Template," etc.

    2. Choose an option from the Email Template Type dropdown.

      Note

      Your selection impacts which parts of ClearToPay the template can be used in.

  3. In the Recipient section:

    1. Select the appropriate email group from the To: dropdown.

      Note

      Recipient groups are organized by Company, Job and Vendor and have an indicator to help you select the correct group. For more information, see Email Groups. To see which contacts are assigned to which groups, navigate to the Contacts page within the Company, Job or Vendor. When users select a template to send an email, they see the recipient's contact name(s) as opposed to the email group to which they belong.

    2. Select the appropriate email group from the CC: dropdown or leave blank.

    3. Select the appropriate email group from the BCC: dropdown or leave blank.

    4. Select the Automatically Add Prime Vendor Contacts check box if you want to include the primary vendor automatically when you are emailing their lower tier vendors.

  4. In the Message section:

    1. Type the subject line you want to display in users' inboxes.

      Note

      Use the @ symbol to enter a variable to fill in information such as vendor name, job number, date, etc. This adds flexibility and ensures that the email can be reused on any applicable job. Variable tags are replaced by actual values when the email is being prepared and sent.

    2. Type the body of the email as you want it to display when the template is selected.

      Note

      Use the @ symbol to enter a variable to fill in information such as vendor name, job number, date, waiver amount, commitment list, etc. This adds flexibility and ensures that the email can be reused on any applicable job. Variable tags are replaced by actual values when the email is being prepared and sent.

  5. In the Attachments section:

    1. Click Select Documents to attach one or more document types to every email using this template. Select the appropriate document types(s) from the list, then choose if they should be included in the Company, Job and/or Vendor communications. Click Select.

      Note

      Documents are attached based on files that are matched and indexed into the system.

    2. Click Select Reports to attach one or more reports to every email using this template. Select the report(s) from the list and click Attach.

  6. Click Save to save and exit.

    The template can now be selected when sending emails and used for scheduled sends on the Notification Rules pages.

Edit an Email Template

Complete the following steps to make updates to an email template:

  1. Click the Edit edit_square-pen_icon.svg icon.

  2. In the Edit Template dialog, make the necessary updates to the configuration, recipients, message and/or attachments options.

    Note

    See Create a New Email Template for more information on the values available for each field and how to configure variable text.

  3. Click Save.

    The updated version of the template is now available to send to vendors.

Copy an Email Template to Another Vault

  1. Select a single email template from the list.

  2. Click Copy Templates to Other Vaults.

  3. From the list, select which vault you want to copy the email template to.

    CTPSettings_CopyEmailTemplateDialogSage.png

  4. Click Add.

Delete an Email Template

  1. Select one or more email templates from the list.

  2. Click Delete.

  3. In the Delete Email Template dialog, click Confirm.

Waiver Forms

Lien waivers are tracked using the Through Date value that is assigned at the job and vendor level. 

Note

Through Date represents the end of the work billing period.

See the sections below for more information:

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

From Company Settings, click the Waiver Forms tab. Then, use the page to do the following:

CompanySettingsWavierFormsSage.png
Create a Lien Waiver Form

  1. Click Add.

    The Add Waiver Form dialog displays:

    CTPSettings_AddWaiverFormDialogSage.png

  2. Enter a meaningful name for the lien waiver form in the Title field.

    Note

    For example, "California Conditional Progress Waiver."

  3. Select the state this waiver form can be used for from the State dropdown.

    Note

    Waiver forms are only available for selection on jobs with the same state.

  4. Select one of the following options from the Waiver Type dropdown. See Waiver Forms for a list of definitions:

    • Conditional Progress

    • Unconditional Progress

    • Conditional Final

    • Unconditional Final

  5. Keep the Active check box selected if this form is ready for use.

  6. Enter the waiver form text in the Body field. This wording must meet the state regulations for the state selected above.

    Note

    Use the @ symbol to enter a variable to fill in information such as vendor name, job number, date, exceptions, exception amount, etc. This adds flexibility and ensures that the form can be reused on any applicable job or vendor. When the waiver document is generated for printing or distribution, the variable placeholders are replaced by actual data values from the job, vendor, and waiver records.

  7. Click Add to save and exit.

    The form can now be set as the default form on the Settings pages at the job and vendor level.

Edit a Lien Waiver Form

  1. Click the Edit edit_square-pen_icon.svg icon.

  2. In the Edit Waiver Form dialog, make the necessary updates to the title, state, waiver type and/or body text.

    CTPSettings_EditWaiverFormSage.png

    Note

    See Create a Lien Waiver Form for more information on the values available for each field and how to configure variable text.

  3. (Optional) You can also deselect the Active check box to make the waiver form unavailable for use.

  4. Click Save.

Copy Lien Waiver Forms to Other Vaults

  1. Select a single waiver form from the list.

  2. Click Copy to Other Vaults.

  3. From the list, select which vault you want to copy the waiver form to.

    CTPSettings_CopyWaiverFormSage.png

  4. Click Add.

Delete a Lien Waiver Form

  1. Select one or more lien waivers from the list.

  2. Click Delete.

  3. In the Delete Waiver Form dialog, click Confirm.

Other Insurance

The Other Insurance page can be used to add supplemental insurance types to ClearToPay™ for tracking purposes.

Important

To see this page within ClearToPay™ Settings:

  • Your ClearToPay module must be licensed

  • You must be a Vault, System or ClearToPay Administrator

From Company Settings, click, the Other Insurance tab. Then, use the page to do the following:

CompanySettingsOtherInsuranceSage.png
AddItem_Button.png

  1. To add a new insurance type, click Add Item.

    An Add Insurance Item dialog displays.

  2. Enter a name for the new insurance type in the Insurance Type field.

    CTPSettings_AddInsuranceItemSage.png

  3. Select one or more of the check boxes for the information that you want to be tracked for this insurance type:

    • Track Policy Number

    • Track Effective Date

    • Track Expiration Date

    • Track Insurance Company

    • Track Insurance Rating

    • Track Financial Strength Rating

    • Track Limit

  4. Click Add.

DeleteButton.png

  1. To remove an insurance type, select the entry or entries you want to delete.

  2. Click Delete.

  3. Click Confirm.

PrintButton.png

Click Print to print the Additional Insurance Items grid.

ExportButton.png

Click Export to export the grid information to Excel, CSV or PDF.

edit_square-pen_icon.svg

  1. To edit the insurance item, click the Edit edit_square-pen_icon.svg icon for that entry.

    An Edit Insurance Item dialog displays.

    CTPSettings_EditInsuranceItemSage.png

  2. Update the Insurance Type field as appropriate.

  3. (Optional) Deselect or select the check boxes to update the insurance information you want tracked for this item.

  4. Click Save.

Accounting Insurance Mapping

The Accounting Insurance Mapping page allows you to map the insurance code used in your accounting system to the insurance type name that is used in ClearToPay™. Once the mapping is established, the system checks for a record in the accounting system that has the correct policy number, effective date and expiration date.

Policy data checks can only occur if there are matching records in ClearToPay and the accounting system.

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

From Company Settings, click the Accounting Insurance Mapping tab, then use the page to do the following:

CompanySettingsAccountingInsuranceMappingSage.png

  1. For each item in the Code (accounting system) column, use the dropdown in the Insurance Type column to select the appropriate policy match.

  2. (Optional) If you select Other in the Insurance Type column, select a more specific policy type in the Other Insurance Type column to ensure an accurate match.

    Note

    For all insurance types besides Other, the dropdowns in the Other Insurance Type column default to N/A.

  3. Click Save.

ClearToPay™ Company Lookup Tables

Important

To see this page and make changes:

  • Your ClearToPay module must be licensed

  • You must have ClearToPay Compliance Manager permissions

From Company Settings, click the Company Lookup Tables tab. Then, select an option from the Lookup Table dropdown:

CompanySettingsCompanyLookupTablesSage.png
Manage Endorsements

Use this page to define a master list of endorsements, which track legally binding changes to a policy. Once they are created, the endorsements entered in this lookup table are included in insurance templates at the Company level, where they can be set to Required.

Endorsement requirements established at the company level carry into the templates assigned at the job level and must be honored by jobs and vendors.

From this page, you can perform the following tasks:

SearchBar.png

Search for endorsements by code or description to narrow the list.

AddEndorsement_Button.png

Click Add Endorsement to access the Add Endorsement Code dialog and create a new endorsement.

Enter information in the fields shown, then click Add.

CTPSettings_AddEndorsementCodeSage.png
CopyToOtherVaults_Button.png

The list of endorsements displayed on the page is only valid for the current vault. To copy an endorsement to another vault, select its check box and click Copy to Other Vaults.

Select the vault check box in the Copy Endorsements to Other Vault dialog, then click Copy Endorsement.

PrintButton.png

Click Print to print the Endorsement Configuration grid.

ExportButton.png

Click Export to export the grid information to Excel, CSV or PDF.

edit_square-pen_icon.svg

Click the Edit edit_square-pen_icon.svg icon to review and update an existing endorsement. You can also make an endorsement inactive on the Edit Endorsement Code dialog by deselecting the Active check box.

CTPSettings_EditEndorsementSage.png
In this section: