ClearToPay™ Queues

In ClearToPay, queues are configured to gather, review and route documents once they are submitted by vendors via the Portal.

ClearToPay workflows can incorporate numerous features found in Sage Paperless Construction, including using queues for document management. Like the other queues in the system, ClearToPay queues can be assigned to individual users or be monitored by groups of users.

Unlike other queues, no manual document indexing is required because ClearToPay is designed to handle indexing behind the scenes after a document is approved. As a result, there is no Index option in the sidebar, because the system knows what the document is and where it originated in the portal.

Important

Queues are only necessary if the ClearToPay Portal is enabled at both the company and job levels, and vendors are granted Portal access. See Configure the External Portal for more information.

Configure ClearToPay™ Queues

Tip

It is recommended that you create one or more queues specifically for ClearToPay. The number and type of queues needed depends on your configuration and which compliance modules are enabled.

Complete the following steps to configure the queue(s) you want to use for ClearToPay document management:

Create a new queue or edit an existing queue so that the Queue Type field is set to ClearToPay™ using the process described in Global Queue Configuration. If this queue is going to use OCR to systematically capture ACORD insurance certificate information, select the OCR check box.
(Optional) If you selected the OCR check box in Global Settings, go to Vault Settings > Queues and select the correct OCR workflow for your queue, as described in Configure OCR Queues.
Complete the steps in Configure the External Portal to designate one or more queues for incoming vendor files. The list below includes all available options:
Note
If desired, you can use one queue for all vendor documents (unless you have implemented an OCR workflow for the Portal Insurance Download Queue, which can only be used for insurance certificates), or use an individual queue for each document type.
- Portal Insurance Download Queue: Captures vendor-uploaded insurance certificates from Insurance tab in the Portal.
- Portal Lien Waiver Download Queue: Captures signed lien waivers from Lien Waiver tab in the Portal.
  Note
  If a vendor electronically signs a lien waiver document in the Portal, a Certificate of Completion page is appended to the document that contains information about the signer, signature method, date and time of the signature, and the user's IP Address and device information.
- Portal Certified Payroll Download Queue: Captures vendor-uploaded certified payroll records from Certified Payroll tab in the Portal.
- Portal Miscellaneous Download Queue: Captures vendor-uploaded documents that do not fit the criteria above from Documents tab in the Portal.

Access and Use ClearToPay™ Queues

Complete the following steps to access and use your ClearToPay queues:

From My Paperless, click Retrieve.
In the Retrieve navigation bar, click Queues.
From the Queue dropdown, select the ClearToPay queue you want to view.
A page similar to the following displays:

Queue Category

From the Queue Category dropdown, you can leave the default as All Queues or select a specific category to filter the options available in the Queue dropdown.

Queue

From the Queue dropdown, select the ClearToPay queue you want to view.

Click the Refresh List icon to reload the page and capture the most recent documents submitted by vendors.

Use these icons to minimize and maximize the Queue (middle pane).

Click this icon to access the Sort By field.

From this dropdown you can select the field from which to sort the items in the queue.

Note

The listed fields are based on your accounting system.

This is per vault, per user.

The system remembers the sort you select.

Several icons are located at the bottom of the queue to help you complete the tasks listed in the next table.

If your company is using OCR to process documents uploaded to an insurance queue, there is an additional Add Insurance icon For more information on OCR statuses, see OCR Icons and Validation.

ClearToPay queues can have the following icons at the bottom of the queue:

Add to Queue

Click the Add to Queue icon.
A dialog for your local computer or network displays:
Select one or more documents to be added to the queue.
In the queue, click the Refresh icon to display the added document(s).

Push to Queue

Click the Push to Queue icon.
In the Push to Queue dialog, do the following:
1. In the Vault field, use the dropdown list to select the vault where the document is to reside.
  Note
  The current vault is the default.
2. In the Queue Category field, use the dropdown list to select the queue category.
  Note
  Selecting this category limits the number of available queues.
3. In the Class field, use the dropdown to select the class to which the document should be designated.
  Note
  The class designation may be used for a specific business purpose. In Sage Paperless Construction, a class designation could be used with a routing rule or a report.
4. In the Page Options section, use the dropdown to select whether to send the entire document or a selection of pages.
5. (Optional) In the Notes field, enter any appropriate notes.
Click Send to send the document to the selected queue.

Delete from Queue

Select the document that you want to delete from the queue.
Click the Delete from Queue icon.
The following Delete from Queue dialog displays:
If the selected document should indeed be deleted, click Delete. If the document was selected in error, click Cancel.

Approve

Note

The Approve icon is only enabled for documents uploaded to the queue via the portal.

Select the document you want to review and approve from the queue.
Click the Approve icon. Sage Paperless Construction systematically performs the following actions for each document type, respectively:
- Insurance: You are prompted to select which insurance policies are referenced by the uploaded document. Once you select the appropriate policies from the list and click Approve, the document is indexed and attached to the Document Matches sidebar in ClearToPay.
- Lien Waiver: Indexes the document, attaches it in the Document Matches sidebar in ClearToPay and marks the lien waiver as Received.
- Certified Payroll: Indexes the document, attaches it in the Document Matches sidebar in ClearToPay and marks the record as Received.

Reject

Note

The Reject icon is only enabled for documents uploaded to the queue via the portal.

Select the document you want to reject in the queue.
Click the Reject icon.
Enter your reason for rejecting in the Reject Document dialog. Sage Paperless Construction systematically performs the following actions for each document type, respectively:
- Insurance: The rejected insurance document displays in the Portal's Documents tab with a note in the sidebar indicating why it was rejected.
- Lien Waiver: When the submitted lien waiver is rejected, it is returned to the Waivers grid in the Portal as an Outstanding record. The rejected waiver document displays in the Portal's Documents tab with a note in the sidebar indicating why it was rejected.
- Certified Payroll: When the submitted payroll record is rejected, the rejected document displays in the Portal's Documents tab with a note in the sidebar indicating why it was rejected.

Add Insurance

Note

The Add Insurance icon is only enabled if your company is using OCR to process documents uploaded to an insurance queue

Select the document you want to enter the insurance policy information for.
Click the Add Insurance icon.
In the Vendor is Required dialog, select the job and vendor associated with this insurance document.
Click Ok.
The Insurance Policy Entry page displays. If needed, click Popout Document in the upper right to open the insurance document in a separate viewer.
Complete the steps described in Standard Policy Entry to enter any missing policy information.

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