When a record is successfully linked, the insurance information will be sent to Sage, and you will see their different policies with their expiration dates and limits inside the Insurance Setup of each commitment.

This section includes four default Sage fields for policies: General Liability, Automobile Insurance, Umbrella Insurance, and Workers’ Compensation.

In addition, there are two custom fields. We use one of these custom fields, which we label Overall Compliance, to capture requirements beyond the four standard policies—such as endorsements, additional insured, or even policies like pollution or professional liability— to provide a single, overall insurance status for the subcontractor. Whatever we have audited in Jones, the comprehensive status will be shown in Overall Compliance

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The Overall Compliance field indicates whether a subcontractor is compliant.

• The Policy Number box within the Overall Compliance field will display “Compliant” or “Not Compliant” to show the subcontractor’s status from Jones.
• The Received checkbox will be checked if the subcontractor is "Compliant". It will be unchecked if the subcontractor is "Not Compliant" </aside>

Check below for an example:

Legend:

1. Company: Will always be “Verified by Jones”. This will let you know that the information you see has been sent to Sage 300 by Jones.
2. Policy number: Shows the insurance status (e.g., Compliant, Not Compliant, Waived)
3. The policy information:
   1. Effective Date
   2. Expiration Date
   3. Required limit for the policy
4. Received Date: The date on which the insurance documents were received.
5. Required: This box means that the policy must be audited for compliance. For example, if a subcontractor is not required to provide Automobile Liability, the “Required” box for Auto will be unchecked.
6. Override: This box will be checked when a requirement is waived on Jones. For example, suppose a vendor is required to provide $5M for Umbrella Liability, but after negotiating with you, $4M was accepted and waived in Jones. In that case, a check will appear in this box so the system doesn’t flag them as Not Compliant because of this.
7. Received: When a policy complies with all requirements, this box will be checked.

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The fields for all policies are updated, but the most important one is the Overall Compliance field.

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Using the Jones - Sage 300 integration for Accounts Payable

Once your Sage 300 account is fully integrated with Jones and the insurance information is syncing, Sage will use the information in the Overall Compliance field to determine if a subcontractor is approved for payment or not.

The “Received” checkbox for the Overall Compliance field serves as the trigger to approve or hold a payment. This box will only be checked if all the requirements for all policies have been met, if anything is missing from a policy, if any policy is expired, or if any other additional requirement (like an endorsement or a W9) is missing, this box will not be checked.

If you see that the 4 basic policies have been marked as “Compliant, but the Overall Compliance field still says “Not Compliant”, it means that an additional requirement has not been met.

<aside> 💡 To get more detailed information on what a specific vendor needs to be compliant or waive gaps, you can log in to your Jones account and check their compliance report. Please check this article for more information about how to do this:

Managing Compliance on Jones

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There are 2 modes in which our integration can work with Sage regarding Accounts Payable:

• Mode 1 - Force COI Request: In this mode, our integration will require a compliant COI before payments can be approved for a commitment. This means that vendors must provide insurance documents for each commitment, and payments are blocked at a commitment level, so it’s possible that they get approved on one, and have others that are still not approved.
• Mode 2 - Standalone Commitment: The integration will not automatically require COI for any commitments, and all payments will be approved by default. If you need to track insurance and get a compliant status for a specific commitment, you can check the “Required” boxes for all the policies that you need us to review and approve before a payment is allowed.

Manually overriding Compliance Status to approve payments

How does the Jones integration affect reports in Sage 300?

When exporting reports in Sage, you may be using a specific field to know if a subcontractor is compliant or not.