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Sage Paperless Construction Help

Global Lookup Tables

  1. From My Paperless, click ClearToPay™.

    ClearToPay Settings opens on the General tab.

    CTPSettings_GeneralTabSage.png

  2. In the ClearToPay™ Settings navigation bar, click Global Lookup Tables to expand its list of options.

  3. Select one of the options below.

Configure Insurance Ratings

Note

You must set one of the insurance rating services and its ratings as the default for the company in ClearToPay™ Settings > Configuration > Insurance Rater Service. This is the service that displays at the company and job level within insurance templates and therefore what is tracked for vendor compliance.

The Insurance Ratings service determines which insurance rating services are available in your company. ClearToPay™ automatically includes the following standard insurance ratings services:

  • A.M. Best

  • DBRS

  • Fitch

  • Moody's

  • S&P

  • Weiss

Selecting one of the rating systems in the top section automatically populates the grid within the Ratings section below.

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Use the Insurance Ratings page to perform the following tasks as needed:

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If your company uses a different Insurance Rating Service than the ones provided in ClearToPay, you can add it here.

Click Add Rating System List to access the Add Rating System dialog and enter the name for the insurance rating service your company uses. Select the Active check box if it is ready for use.

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Click Add.

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Click Print to print the Rating System grid.

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

Select a rating system to display the Ratings section

Select a particular rating system to view its list of ratings and their descriptions.

From there, you can choose to add or delete ratings for that particular rating service. Use the Drag drag_indicator_icon.svg icon to reorder the ratings.

Tip

It is recommended that the best rating displays at the top of the list and worse ratings display at the bottom.

CTPSettings_InsuranceRatingSystemsAndRatingsSage.png
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Two sections that contain edit options on the Insurance Ratings page:

  • Rating System: Click the Edit edit_square-pen_icon.svg icon to review and update an existing rating system. You can also make a rating system inactive on the Edit Rating System dialog by deselecting the Active check box.

    Note

    The system does not allow you to inactivate any service that is currently set as the insurance rating system for the company in ClearToPay™ Settings > Configuration > Insurance Rater Service.

  • Ratings: Click the Edit edit_square-pen_icon.svg icon to review and update an existing rating or its description.

Configure Compliance Activities

The Compliance Activities page allows you to define and manage compliance events that may occur while tracking vendors in ClearToPay™. The grid lists the compliance activities you can track to make sure vendors meet your company's business requirements (for example W-9 forms, SOC or NIST Compliance levels, bonding requirements and performance review requirements). Administrators can add additional activities that are used for the manual logging.

While tracking vendors in ClearToPay, some compliance activities are logged automatically when the event takes place, such as when an email is sent or a requirement is waived. Other compliance activities must be logged manually for the applicable vendor.

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The Compliance Activities page lists all the configured compliance activities, with pre-loaded activities marked by a selected check box in the System column. System-generated activities are not editable and cannot be removed. The table below provides additional information about how each system-generated compliance activity is used within ClearToPay:

Description Field

Application

Automobile Insurance Changed

Logs changes to critical components of an automobile insurance policy, such as the Policy Number, Effective Date, Expiration Date, or Insurance Company. These changes may indicate that a new policy is needed.

Automobile Insurance Entered

Logs when information is initially entered for automobile insurance.

Automobile Liability Waived

Records when an Automobile Insurance field is waived at the policy level. Waiver Notes remain viewable.

Automobile Liability Waiver Removed

Records when an Automobile Insurance field has the waiver removed at the policy level.

Certified Payroll Document Uploaded (Portal)

Logs when a Certified Payroll document is uploaded by a vendor via the portal.

Certified Payroll Marked as Final Payroll

Logs when the Final Payroll check box has been checked on a vendor.

Certified Payroll Record Added

Logs when a Certified Payroll record is added to a vendor.

Certified Payroll Record Marked as Received

Logs when a Certified Payroll record is marked as received.

Certified Payroll Record Removed

Logs when a Certified Payroll record is removed from a vendor.

Custom Compliance Waived

Logs when a Custom Compliance Data field is marked as waived for a vendor.

Email Deleted From Queue

Logs when an email designated from a vendor is deleted. Email message remains viewable.

Email Queued

Logs when an email has been submitted for a vendor, but not yet sent. Email message is viewable.

Email ReQueued

Logs when a previously queued email (Which was either sent, errored or deleted) is set for queueing again. Email message is viewable.

Email Sent

Converts the previous Email Queued activity to Email Sent when an email which was submitted for a vendor is actually sent. Email message is viewable.

Email Undeleted

Logs when an email that was marked for deletion is no longer marked for deletion/undeleted. Email message is viewable.

Expiration Notification Sent

Logs when an automated Expiring Insurance or Expired Insurance Notification is sent to the vendor. Email message is viewable.

General Liability Insurance Changed

Logs changes to critical components of a general liability insurance policy, such as the Policy Number, Effective Date, Expiration Date, or Insurance Company. These changes may indicate that a new policy is needed.

General Liability Insurance Entered

Logs when information is initially entered for general liability insurance.

General Liability Waived

Records when a General Liability Insurance field is waived at the policy level. Waiver Notes are viewable.

General Liability Waiver Removed

Records when a General Liability Insurance field has the waiver removed at the policy level.

Insurance Information Changed

Logs changes to critical components of an insurance policy, such as the Policy Number, Effective Date, Expiration Date, or Insurance Company. These changes may indicate that a new policy is needed.

Insurance Information Entered

Logs when the insurance information is initially entered for each policy type.

Lien Waiver Document Uploaded (Portal)

Logs when a Lien Waiver document is uploaded by a vendor via the portal.

Lien Waiver Record Added

Logs when a Lien Waiver record has been added to a vendor.

Lien Waiver Record Marked as Received

Records when a Lien Waiver record is marked as received.

Lien Waiver Record Removed

Logs when a Lien Waiver record has been removed from a vendor.

Lien Waiver Signed (Portal)

Records when a Lien Waiver record has been electronically signed in the portal.

Pollution Control Waived

Records when a Pollution Control Insurance field is waived at the policy level. Waiver Notes remain viewable.

Pollution Control Waiver Removed

Records when a Pollution Control Insurance field has the waiver removed at the policy level.

Pollution Insurance Changed

Logs changes to critical components of a pollution insurance policy, such as the Policy Number, Effective Date, Expiration Date, or Insurance Company. These changes may indicate that a new policy is needed.

Pollution Insurance Entered

Logs when information is initially entered for pollution insurance.

Professional Liability Insurance Changed

Logs changes to critical components of a professional liability insurance policy, such as the Policy Number, Effective Date, Expiration Date, or Insurance Company. These changes may indicate that a new policy is needed.

Professional Liability Insurance Entered

Logs when information is initially entered for professional liability insurance.

Professional Liability Waived

Records when a Professional Liability Insurance field is waived at the policy level. Waiver Notes remain viewable.

Professional Liability Waiver Removed

Records when a Professional Liability Insurance field has the waiver removed at the policy level.

Received Cancellation Notice

Manually added by the user, if desired, to indicate that a cancellation notice was received for the insurance policy.

Received Insurance Certificate

Manually added by the user, if desired, to indicate that a copy of the Certificate of Insurance was received for the insurance policy.

Umbrella Insurance Changed

Logs changes to critical components of a umbrella insurance policy. These changes may indicate that a new policy is needed.

Umbrella Insurance Entered

Logs when information is initially entered for umbrella insurance.

Umbrella Liability Waived

Records when an Umbrella Insurance field is waived at the policy level. Waiver Notes remain viewable.

Umbrella Liability Waiver Removed

Records when an Umbrella Insurance field has the waiver removed at the policy level.

Unconditional Final Lien Waiver Received

Logs when the Unconditional Final Received checkbox is checked on a vendor.

Vendor Note Added

Logs when a user adds a note to a vendor. The note is viewable.

Workers Comp Insurance Changed

Logs changes to critical components of a workers comp insurance policy, such as the Policy Number, Effective Date, Expiration Date, or Insurance Company. These changes may indicate that a new policy is needed.

Workers Comp Insurance Entered

Logs when information is initially entered for workers comp insurance.

Workers Comp Liability Waived

Records when a Workers Comp Insurance field is waived at the policy level. Waiver Notes remain viewable.

Workers Comp Liability Waiver Removed

Records when a Workers Comp Insurance field has the waiver removed at the policy level.

You can use the Compliance Activities page to do the following:

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  1. To add a compliance activity, click Add Activity.

    An Add Compliance Activity dialog displays:

    CTPSettings_AddComplianceActivitySage.png

  2. Enter the new compliance activity name in the Compliance Activity Description field.

  3. The Active check box is selected by default. If this activity type should not be active, remove the checkmark.

  4. Click Add.

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  1. To remove a non-system compliance activity, select the entry or entries you want to delete.

  2. Click Delete.

  3. Click Confirm.

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Click Print to print the Compliance Activities grid.

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

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Note

System-generated activities cannot be removed or edited.

  1. To edit a compliance activity, click the Edit edit_square-pen_icon.svg icon for that entry.

  2. Update the Compliance Activity Description field as appropriate.

    CTPSettings_EditComplianceActivity.png

  3. (Optional) Deselect the Active check box if this activity type should not be active.

  4. Click Save.

Configure Project Insurance Types

The Project Insurance Types entered in this table display at the job level.

Standard Insurance

Insurance policies that provide coverage for general or normal risks within a particular field of insurance.

OCIP

(Owner-Controlled Insurance Program)

Single insurance plan designed to cover nearly all liability arising from a construction project. Through an OCIP, a project owner provides general liability insurance and workers' compensation for the duration of the project for all parties involved.

CCIP

(Contractor-Controlled Insurance Program)

A wrap policy purchased by the General Contractor to cover liability on a construction project or across multiple, ongoing projects.

UCIP

(University-Controlled Insurance Program

Single insurance program that insures the University of California, Enrolled Contractors and Enrolled Subcontractors for construction projects over $25 million.

CTPSettings_ProjectInsuranceTypesSage.png

You can use the Project Insurance Types page to do the following:

AddButtonGeneric

  1. To add a project insurance type, click Add.

    An Add Insurance Type dialog displays:

    CTPSettings_AddProjectInsuranceTypeSage.png

  2. Enter the new insurance type in the Insurance Type Name field.

  3. The Active check box is selected by default. If this insurance type should not be active, remove the checkmark.

  4. Click Add.

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

  2. Click Delete.

  3. Click Confirm.

PrintButton.png

Click Print to print the Project Insurance Types grid.

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

edit_square-pen_icon.svg

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

    An Edit Insurance Type dialog displays.

    CTPSettings_EditInsuranceTypeSage.png

  2. Update the Insurance Type Name field as appropriate.

  3. (Optional) Deselect the Active check box if this vendor type should not be active.

  4. Click Save.

Configure Vendor Types

The Vendor Types tab within ClearToPay™ Settings supplies the data for the Vendor Type list on the Vendor Settings page.

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You can use the Vendor Types Configuration page to do the following:

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  1. To add a vendor type, click Add.

    An Add Vendor Type dialog displays.

  2. Enter the new vendor type in the Vendor Type Description field.

    CTPSettings_AddVendorTypeSage.png

  3. The Active check box is selected by default. If this vendor type should not be active, remove the checkmark.

  4. Click Add.

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  1. To remove a vendor type, select the entry or entries you want to delete.

  2. Click Delete.

  3. Click Confirm.

PrintButton.png

Click Print to print the Vendor Types Configuration grid.

ExportButton.png

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

edit_square-pen_icon.svg

  1. To edit a vendor type, click the Edit edit_square-pen_icon.svg icon for that entry.

    An Edit Vendor Type dialog displays.

    CTPSettings_EditVendorSage.png

  2. Update the Vendor Type Name field as appropriate.

  3. (Optional) Deselect the Active check box if this vendor type should not be active.

  4. Click Save.

In this section: