Overview
ProcureDesk can stop an invoice from being created for a supplier whose W-9 has expired, closing a compliance gap where invoices could otherwise go through with no valid W-9 on file.
Before you begin
To ensure this feature works effectively, ensure your admin enables the “Require W9 form for invoice creation “ option by navigating to General Settings → Configurations → Company Settings → Invoice → Require W9 form for invoice creation.
Steps
In the left navigation of ProcureDesk, click Pay → Suppliers to open the Suppliers list.
Search for or click into the supplier record you want to configure.
On the supplier record, open the Documents section.
Find the W-9 form on file for that supplier and click Edit next to it.
In the edit panel, set or update the Expiry Date field for the document.
Once the document's expiry date passes, any attempt to create an invoice for that supplier is blocked with a message that the W-9 form has expired. To resolve it, upload a new, renewed W-9.
Advance notification days for supplier documents: found under Company Settings → General. The default is 30 days. This controls how many days before a document's expiry ProcureDesk sends an advance notice to users.
FAQ
Q: What happens if I try to create an invoice for a supplier with an expired W-9 and blocking is enabled?
Invoice creation fails with a message that the W-9 form has expired. Uploading a renewed W-9 to the supplier's Documents section clears the block.