ClearToPay™ Automation
ClearToPay uses the following three types of automation, working behind the scenes to ensure timely notification:
ClearToPay (in conjunction with Sage Paperless Construction) performs daily checks for items like due dates and expiration dates, which are tracked by the system to ensure job and vendor compliance.
Data movement automation is the path taken for checking and updating data stored in ClearToPay based on the passing of time. ClearToPay runs a daily process that executes necessary compliance checks or data updates based on stored expiration and due dates. As dates are updated in the software, upcoming dates (such as Policy Expiration Date, Due Date or Completed Operation Date) are updated in their respective tables.
Process Name | Compliance Items Checked | Description |
|---|---|---|
Daily Compliance Check |
| If jobs have any compliance items set to expire since the last time the process ran, the compliance check runs against all vendors for the company. This updates the compliance issues and status for each. |
Completed Operations Period Completion | Completed Operations Period | Once a job is moved to Completed Operations status, the clock starts for the completed ops phase. In the job record, the period of time (in months) for the completed ops period is defined. When that calculated date is hit, then the job is automatically marked as Closed. |
In ClearToPay, updates from the accounting system are not triggered by a scheduled job. Instead, as data is updated in the customer’s accounting system, a syncing engine determines if the data is relevant to ClearToPay and launches the synchronization commands accordingly. These updates only flow in one direction, from the accounting system into ClearToPay.
Note
Certain pieces of information that are entered manually into ClearToPay, such as demographic information or commitments, may be overwritten by a sync from the accounting system.
ClearToPay leverages accounting data that is already being synced for use in indexing lookups, and APFlow lookups and validation, resulting in the following information updates:
Job Level: The synchronization process checks for changes to the Job Name, Job Address, Phone, Fax and relevant dates.
Vendor Level: The synchronization process checks for changes to the Vendor Name, Address, Phone and Fax.
Commitments: The synchronization process checks for updated information, such as dates and amounts on commitments that are being tracked in ClearToPay. It also checks for new commitment records (purchase orders or subcontracts) and automatically loads them into ClearToPay.
For accounting systems that offer compliance tracking, ClearToPay can optionally sync the collected compliance information back to the accounting system via API or database updates. User interface mapping is likely to be involved in this process as ClearToPay's data must be mapped to specific items or compliance types in accounting to identify related records.
Syncing allows the accounting system’s native processes, such as presenting compliance issues while processing a check run, to continue to work because the accounting system does not have the ability to pull data from ClearToPay. These updates only flow in one direction, from ClearToPay into the accounting system.
Insurance: Sync over policies for each vendor in the accounting system’s vendor compliance module (or at the subcontractor compliance level, depending on the accounting software) with the goal of updating the Insurance Company, Policy Number, Effective Date and Expiration Date. Depending on the software, limit values may also sync.