Lien Doc Management
Lien Docs Home
The ultimate goal of lien release functionality is to automate the process as much as possible. Lien laws are designed to protect the suppliers, subcontractors, and laborers from general contractors who are paid by the owner but do not pay the suppliers, subcontractors, and laborers. Lien laws vary from state to state and so do the documents used in the lien process and the time line for which to file these documents.
To help make this process easier, Hyphen provides standard lien documents for each state and the ability to automatically input the appropriate data into the document from the BuildPro database. This functionality is available in BuildPro and SupplyPro.
Users access the Lien Documents functionality from the Lien Docs tab. Only users with the appropriate security role(s) will see this tab. For the most part, Lien Doc users should be employees in the builder’s accounting/accounts payable department. Contact Customer Care to have the Lien Document Functionality (module# 203) turned on.
To access Lien Documents:
Log into BuildPro.
Click on the Lien Docs tab. The Lien Docs Home page opens.
If you are a company-level user, you must choose a division from the Divisions drop-down list in the top left of the page. If you are a division-level user, your assigned division is automatically selected, and it is the only option in the Divisions drop-down list.
To setup the lien document functionality, you must first Add a Recurring Doc. A Recurring Doc is a template that you setup one time; mapping the fields or "blanks" in the document to specific data in BuildPro. The template may be used each time it needs to be transmitted to the supplier/trade. To add a Recurring Doc, click the Add Recurring Doc button from the Lien Docs Home page.
This template may be used one of two ways:
Manually. You may process the Recurring Doc by going to the Process Recurring Docs page, choosing the appropriate filters, fill in any required data, and transmit the document to the supplier/trade for an electronic signature.
Automatically. If your BuildPro company is integrated and sends payment data, you may choose to process the document automatically as payment data is processed.
Even if the template is setup to process automatically, you may manually process a lien doc.
To send a lien document to a supplier/trade, click the Process Recurring Docs button from the Lien Docs Home page. Choose the Recurring Doc (template), select the appropriate filters, fill in any required data, and transmit the document to the supplier/trade.
To modify an existing template, click the Modify Recurring Doc button from the Lien Docs Home page. Choose the Recurring Doc, make the changes, and click the Modify Recurring Doc button.
If you have a lien document setup to transmit to the supplier/trade when payment data is processed, you may choose to have it go to the Queue for review before actually transmitting to the supplier/trade. To review documents in the Queue, click the Process Queued Docs button. Review each document and modify as necessary, click the radio button under the Process column, and click the Update button. Note that some BuildPro companies lien docs are generated via a batch job that runs after payment data has been processed. For this reason you may not see lien docs generated (or in the Queue) immediately after payment data has been processed. Contact Customer Care if you have questions about when lien documents are generated for your company.
To view a list of lien documents that have been transmitted to the supplier/trade, click the View Transmitted Docs button.
When the supplier/trade views the document in SupplyPro, they may find data that should be changed. The supplier/trade will enter a note regarding the possible change. These notes may be read by clicking the number next to the Suggested Doc Changes alert text (Alert section) or click the Suggested Doc Changes button.
After the supplier/trade has electronically signed a document it will appear in the Alert section. You may view the signed documents by clicking the number next to the Signed Docs alert text or click the View Signed Docs button.