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K
Katie R
January 3, 2019
Question

Vendor's insurance dates

  • January 3, 2019
  • 5 replies
  • 0 views

I need to set a "trigger" to let me know when a vendor's insurance has become outdated.  I added a field that has the vendor's insurance dates and I need to keep track if it has expired, so I need Quickbooks to keep track and remind me if it is getting close or has expired.  These are just on our "Sub-Contractor" Vendors.  HELP

Katie Roe

    5 replies

    P
    Pete_Mc
    January 3, 2019

    What about using the Reminders?

     

    In Desktop it's in the upper right corner or under Company.  You can set up any kind of remind you want with a Date to show up.

     

    In Preferences you can set how many days in advance you want something to show up.  But I leave that at 0 and actually just schedule the Reminder for when I want it to show up.  In the description I'd then put something like XYZ's insurance expires next month or expires 02/15, etc.

     

    Pending how you have your desktop set up, you can have a small Reminders window open when you launch QBs or you can just go look every so often to see what's coming up.

      K
      Katie RAuthor
      January 3, 2019

      am liking this answer - but still hoping that Quick Books can do it off the field by itself

      Kristine Mae
      Kristine Mae
      January 3, 2019

      Good day, Katie Roe.

       

      You can create a bill reminder, then set to remind before the due date. 

       

      Let me guide you how:

      1. Open the bill.
      2. Click Memorize, then choose Add to my Reminders List.
      3. Choose how often you want to be reminded, then enter the date in the Next Date field.
      4. Click OK.

      I've attached a screenshot for your reference.

       

       

       

      If you need more help, you can always get back to this thread. Have a good day! 

      P
      Pete_Mc
      January 3, 2019

      Ummm...  I may have her question backwards, but...

       

      That would put in a Bill Pay Reminder.  And I don't think she what's to pay her Vendor's insurance. 

       

      I think she just wants to know when the Vendor's insurance is expiring to ask them for a new certificate.  So a regular Reminder would be more in order. 

        K
        Katie RAuthor
        January 3, 2019

        ok, yes a reminder i guess would work, would I have to enter each vendor in as it's own reminder?  there is no way to get QuickBooks to look at the date and just let me know it is going to expire?

        6
        6343SWACCT
        June 18, 2019

        In order to do this you will have to have Enterprise Contractor 19.0.  Well at least that is what I have and what I used to get you your answer.  It requires no effort really.

        Go to Reports>Contractor Reports>Vendor Acct Info>

        In the report select Customize>Using the Display Tab Scroll Down the List and Select Workers Comp Expires and General Liability Expires>OK

         

        Good Luck!

          C
          colleencoco1
          August 31, 2021

          Does anyone know what the latest version of QuickBooks that has  the vendor insurance reminder that flags you when you are writing a check ?

          C
          Catherine_B
          August 31, 2021

          Hello, colleencoco1. 

           

          General Liability and Workers Compensation Insurance and the option to set an automatic alert on these fields are available in QuickBooks Desktop Premier Contractor Edition. You'll want to upgrade to be able to use these options and have a way to track vendor insurance. You can upgrade your company file if you want to this option.

           

          After upgrading, you can set your vendor's insurance in their profile and set the reminder to automatically prompt and remind you that it's already due. Here are the steps to set the reminder: 

           

          1. Click the Edit tab at the top menu bar.
          2. Select Preferences.
          3. Go to Reminders.
          4. Go to the Company Preferences tab.

          Get back to me anytime you have additional questions about the custom fields. I want to make sure you're taken care of. 

          E
          EStier
          September 1, 2021

          I have Premier Contractor 2021 and do not see a place to get an advanced reminder of insurance expiring in Company Preferences. Am I missing something?  I do get a warning if I issue a PO or pay a bill, but that means that it has already expired.  It would be helpful if we could set a reminder in advance, but I would also get a lot from vendors that I do not use very often.  Maybe a way to quiet certain vendors reminders would be be better.  

          S
          ShiellaGraceA
          August 4, 2022

          Hi @ctmhjm,

           

          Thanks for joining us here today. I'd like to share some information about warnings on insurance expiration. Currently, this option is unavailable. You can create a reminder as mention by my peer above. This way, you have an idea that the vendor's insurance is expiring. Here's how. 

           

          To turn on:

           

          1. Go to Edit at the top menu bar.
          2. Select Preferences.
          3. Choose Company Preferences.
          4. From there you can select your desired option.
          5. Click OK.  

          Then, add a reminder: 

           

          1. Go to Company on the top menu.
          2. Choose Reminders.
          3. Tick the Plus icon on the top right side.
          4. Enter the details in the Type, Priority, With, Due and Time fields.
          5. Type the description in the Details section.
          6. Select Active in the Status field.
          7. Click OK. 

          For more information about the reminder features, check this guide: Create automated reminders. 

           

          I've added this link in case you want to manage repeating transactions. This way, you'll get a reminder every time it's due: Create, edit, or delete memorized transactions.

           

          I'll be around if you have follow-up questions or concerns about vendor warnings. Take care and have a good one.

          P
          P Austin
          January 30, 2023

          Unless I am missing something the directions are to setup an individual reminder by vendor that is completely separate from the general liability expiration date field in Vendors Additional Info tab.  This requires double the work rather that using that field to generate the reminder.  Is that the only solution?

          J
          JamesAndrewM
          January 30, 2023

          Thanks for joining the thread, @P Austin.

           

          I'll share some guidelines that could help you achieve your goal.

           

          You can set a to-do reminder to set up vendor transaction reminders on or before a specific due date. In this case, a pop-up message will remind you to pre-pay your vendor's insurance.

           

          1. From the Vendors tab, go to Vendor Center. 
          2. Pick a vendor. 
          3. Choose To Do's/Notes.
          4. At the bottom part, click Manage To Do's or Manage Notes.
          5. A window will come out. Enter the necessary details.
          6. Click Ok. 

           

          You can utilize this article, which provides an overview of how to track your vendor's activity: Accounts Payable Workflows in QuickBooks Desktop.

           

          Feel free to post here again if you have more questions. Have a great day!

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