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Katie R
Level 2

Vendor's insurance dates

I need to set a "trigger" to let me know when a vendor's insurance has become outdated.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

37 Comments
Pete_Mc
Community Champion

Vendor's insurance dates

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.

Kristine Mae
QuickBooks Team

Vendor's insurance dates

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! 

Pete_Mc
Community Champion

Vendor's insurance dates

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. 

Katie R
Level 2

Vendor's insurance dates

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?

Katie R
Level 2

Vendor's insurance dates

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

Katie R
Level 2

Vendor's insurance dates

how do I add that field to the reminder list?? it is a field I added??

Pete_Mc
Community Champion

Vendor's insurance dates

Not sure what you mean by field.  You do not need to create a field (like in Vendor; Other Info, you just create a reminder similar to a Task in Outlook.

 

It might be a little different in Enterprise, but in Desktop you can get to the Reminders from either the Company drop-down menu or there is a little clock in the upper right corner (which may have a number next to it if you have bill reminders, etc.  (Same place you see upcoming bills to pay.)

 

With the Reminders window open in the upper right corner there is a + to add new reminders.  In this case we're talking about a Task, Priority can be whatever you want.  Pick a date (time would be if you scheduled a Call, etc.) and put the info in Details something like:  XYZ insurance expires 02/28/19

 

You'll see the the option by clicking the With box to tie it to a Vendor, but I've never bothered using it.  It may be different in Enterprise, but it doesn't show up that you have a task pending when you're viewing the Vendor or paying bills.  So it was just one more step I never saw an advantage to using.   The task popping up was good enough for me.

and put the info in Details something like:  XYZ insurance expires 02/28/19

 

qbteachmt
Level 15

Vendor's insurance dates

If you Install Enterprise or Premier as the Contractor Edition, you already see these fields provided in Edit Vendor and they are Functional and reportable. You would run a report to include the vendor List info for General Liability Expires and WC Expires, for example.

 

The Reminders function is part of the To Do List, as Tasks. Not as Vendor Bills. Company Menu > To Do lists. Set up the Task Reminder. Or, in Vendor Center, for that name, Add Note, then use the To Do button right there, to go to Tasks.

 

On the Reminders List Preferences, you get to include To Do items, or not, in the Company Preferences tab. On the My Preferences tab, you set the program to always open the Reminders List upon opening this file.

 

All of these tools work together.

Katie R
Level 2

Vendor's insurance dates

WE have enterprise - how do I know which way we have it.  We are contractors.  Why don't I have the boxes you are talking about?  Can I switch to a different kind in the middle like this?  I don't remember what we picked it was so long ago.  I would really like to have those boxes.  I had to add fields to have info on insurance for the vendors.  help

qbteachmt
Level 15

Vendor's insurance dates

This is Editions: "WE have enterprise"

 

At the Top, in the Program title bar, you Install the Enterprise Program as an Industry Edition:

Retail

Wholesale/Manufacturing

Accountant

Contractor

Not For Profit

 

Or, yours is installed as Plain Generic Enterprise.

 

Changing the Program to a different Edition doesn't change the data file. It changes the Tools on offer by the Program.

VivienJ
QuickBooks Team

Vendor's insurance dates

Hello there, Katie R. 

 

Thanks for getting back to us with further details. Allow me to jump in and add some details to the answer provided by my colleague @Kristine Mae and helpful contributors @qbteachmt and @Pete_Mc.

 

You can see at the top most center part of the program the QuickBooks edition you're using (see screenshot below). The options and workarounds given above are available regardless of the versions you're using. 

 

 

Generally, QuickBooks Desktop allows you to set up vendor transactions reminders on or before a specific due date. However, the option to remind you of those overdue ones is currently unavailable (you can do it on the invoices side though). 

 

As mentioned by @qbteachmt above, you'll want to use the To Do's or Notes columns in the vendors' profiles and set a later date as an overdue reminder (see screenshots below).

 

To do this:

  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 also use the approach given by my colleague @Kristine Mae which is to memorize the transaction and add it to the reminders list.Check out the steps and screenshot she provided above. Once done, have the program automatically show these reminders every time you logged in.

 

Refer to the steps below:

  1. Go to Edit at the top menu bar, then Preferences.
  2. Scroll down and click Reminders
  3. Choose the My Preferences tab.
  4. Put a check mark in the Show Reminders List when opening a Company file
  5. Go to the Company Preferences tab. 
  6. Select those reminders you need based on the one you've set up.
  7. Click Ok (see screenshot below).

 

These resources should get you to the settings you need.

 

If you have additional questions with the process, please don't hesitate to let me know. I'll be around! 

6343SWACCT
Level 1

Vendor's insurance dates

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!

Hare2001
Level 1

Vendor's insurance dates

In my old desktop version of quickbooks for windows 2009 … I had fields under the vendor additional info tab to enter the expiration dates for WC & GL.  If I tried to cut this vendor a check after the expiration date, it would have a pop up window that alerted me.  Because of unforseen circumstances, I had to purchase a new computer within the last month & had to convert to the latest version of QB for Mac.  I no longer have these fields or alerts!  How is the newer version “out of date” compared to the 2009 version??

MirriamM
Moderator

Vendor's insurance dates

Hello there, Hare2001. Thanks for reaching out to the Community.

 

I'm here to help share information on how to add Work Comp and Gen Liability expiration date.

 

In the updated versions of QuickBooks Desktop, to be able to enter the Work Comp and Gen Liability expiration date, you'll need to create a custom field for this to be used in tracking for Customer, Vendor, or Employees.

 

To do this tasks, here's what you'll need to do:

  1. In the Additional Info tab, go to CUSTOM FIELDS section.
  2. Click Define fields button.
  3. In the Set up Custom Fields for Names window, enter Work Comp Expires in the Label field same goes with the Gen Liability.
  4. Click OK.
  5. Once done, enter the expiration date for both.
  6. Click OK.

That's it! If you have any follow up questions about this process, please let me know by commenting below. I'd be happy to answer it for you.

SN6
Level 1

Vendor's insurance dates

I have added those fields, however, will a popup screen alert me when its expired?

SN6
Level 1

Vendor's insurance dates

Hi,

I set up the custom fields, however, will QB trigger an expired certificate when cutting a check?

AlcaeusF
Moderator

Vendor's insurance dates

Hello SN6,

 

Thank you for posting here in the Community. Allow me to help share information about the fields you set up in QuickBooks Desktop.

 

A popup alert for the custom fields you added from the customer's additional info is currently unavailable. For now, I recommend taking note of this information manually on the system.

 

We do have the Reminders feature available in QuickBooks, but custom fields aren't available yet. Here are the steps:

 

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

For your visual guide, refer to this screenshot:

 

 

To stay updated to new features and options within the product, you can follow these steps:

 

  1. Click the Help tab at the top menu bar.
  2. Select New Features.
  3. Click What's New.

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

sandilumber
Level 1

Vendor's insurance dates

It sounds like QB needs to add back the fields for Insurance so that we can run reports or get pop ups on expired insurance.  This is important information.  Our industry uses many different truck lines and we have to have insurance on each one before they haul a load for us.

 

It appears that the many different versions of QB need to be a little more consistent.  This vendor field should be available in all applications.  I use Premier desktop Manufacturing and Wholesale.

 

6343SWACCT
Level 1

Vendor's insurance dates

As long as you have the info in their vendor info under Additional Settings and filled in the General Liability Expire Dates then yes it will trigger you.

 

6343SWACCT
Level 1

Vendor's insurance dates

Yes, QB will trigger you that the Insurance is Expired.

EStier
Level 2

Vendor's insurance dates

For years and years I entered vendors insurance on the left side of the additional info window.  I always got a warning when I went to print a check, PO, or process a bill.  A few months ago I was forced to upgrade to Pro Plus 2021 and that went away.  Now I do not get reminders.  I only figured it out when my insurance company said that I am having an audit and I have to scramble to get all the certs that I don't have.

EStier
Level 2

Vendor's insurance dates

I used Contractor Premier for years and was forced to upgrade to Pro Plus recently.  Keeping track of insurance certificates is almost a daily activity.  I would get a pop up window if I entered a PO, bill or tried to cut a check if the insurance was out of date.  Now for some reason that has gone away.  It seems like a very simple and important thing that could not have been removed.  Please bring the warning window back.  I am under audit and have to catch up because I did not know this feature was removed.

EStier
Level 2

Vendor's insurance dates

It did in older versions, not in Pro Plus 2021.

LieraMarie_A
QuickBooks Team

Vendor's insurance dates

I've got some information about the feature that you're looking for, @EStier.

 

General Liability and Workers Compensation Insurance are designed for contractors. These  fields and the option to set an automatic alert remain as features in QuickBooks Desktop. However, they are only available in the Premier Contractor Edition. It allows you to set dates for the vendor insurance. If those dates expire, you'll be warned about the case when you try to do things like creating a payment for the vendor.

 

Should you decide to upgrade your subscription, select what's best for you. Once you have it, you can start the upgrade tool.

 

I've always got your back if you need further assistance in upgrading your QuickBooks to a newer version. Have a great day.

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