Open Forum

Expand all | Collapse all

tracking Contract exp dates and COI exp

  • 1.  tracking Contract exp dates and COI exp

    Posted 10 days ago
    #Technical​ hello forum i would like some input on 2016 Great Plains, we have several contracts and certificate of insurance for our vendors. i am interested if anybody uses GP work order or other features that sends out notification to end user when the contract is coming to an end or COI is ready to expire.
    ​I do not want too many third party softwares. you may also contact me 650-832-6489

    ------------------------------
    Sameet Shankar
    supervisor
    Silicon Valley Clean Water
    Redwood City CA
    ------------------------------


  • 2.  RE: tracking Contract exp dates and COI exp

    TOP CONTRIBUTOR
    Posted 7 days ago
    Hi Sameet:

    Are these contracts in the Field Service module which is where the GP Work Orders usually live?

    ------------------------------

    ------------------------------



  • 3.  RE: tracking Contract exp dates and COI exp

    Posted 7 days ago

    Jo, No the contracts at not in the field service Module, however can this module be used for our needs to track contracts periods with exp etc. thanks for the reply.

    I have not used the field service module zero experience with it.

     

     

    Sameet Shankar

    Materials Services Supervisor

    SVCW

    1400 Radio Road

    Redwood City, CA 94065

    650-832-6489 O

    650-296-6466 C

    Operating hours 06:30-15:00 M-F

     

     






  • 4.  RE: tracking Contract exp dates and COI exp

    TOP CONTRIBUTOR
    Posted 6 days ago
    I am about to delve into the Contract Administration.  Hopefully I can figure it out.

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



  • 5.  RE: tracking Contract exp dates and COI exp

    Posted 6 days ago
    Please keep me in the loop whoever has a idea to use GP for manage contracts and COI. all i need is a place to store electronic copies of the contract, COI and inform me like a work order that the it is ready for renewal etc. i am open to use Sharepoint. thanks

    ------------------------------
    Sameet Shankar
    supervisor
    Silicon Valley Clean Water
    Redwood City CA
    650-832-6489
    ------------------------------



  • 6.  RE: tracking Contract exp dates and COI exp

    TOP CONTRIBUTOR
    Posted 6 days ago
    With respect to your COI and expiry dates, where is this information currently stored in GP?  Are you using an Extender window or some other field on the Vendor Card to store these expiry dates?  Best approach here is a Smartlist so that users can easily view when a COI is expiring, in addition setting up dbmail in SQL and then creating a sql job that sends an email daily letting users know which Vendors are expiring and how many days until expiry is an automated approach to assist.  I would recommend sending notifications for Expiry COI's within 45-60 days so that users can reach out to the Vendors and get them updated.  I would keep the vendor on the list until the record has been updated.  If using Extender to store the COI date information it might be a good idea to add a renewal status field so the Payables users can flag the Vendor as 'Contacted' or 'Waiting for Response' or some such value so that the daily report will reflect the records that need to be touched again.

    As far as Managing Vendor Contracts, not really sure what is on your Vendor Contracts actual items with date/quantity sensitive pricing?  If so the Trinity Vendor Price Management module can accommodate this information.  If it's more T&C's then you might want to save that on the Vendor Card Attachments or if using CRM/D365 keep it in their.

    Just some ideas,

    ------------------------------
    Wally Dodds
    Dorado Solutions
    West Chester PA
    ------------------------------



If you've found this thread useful, dive deeper into User Group community content by role