Identify Project/Vendor

  • Remove certificate from envelope and stamp with date received
  • Check Description field for Toole Design project number
    1. If there is a project number, enter Info in Ajera
    2. If no project number, continue below
  • Open Ajera home page: https://time.tooledesign.com/ajera/
  • Search by vendor name:
    1. Locate vendor name in Insured block of COI
    2. Click on logo menu at top left

  1. Go to Reports > Vendor

  1. Select Vendor Invoice Register

  1. Click … next to Vendor field

  1. Search for vendor name

  1. Click on vendor name, Click Select button

  1. In Date Range field, Select All, then click green refresh button to run search

 

  1. Click + to expand the Vendor/Invoice column; if there are invoices for multiple project numbers, click on the numbers to expand the invoices and compare project name/description info to COI info

  1. If there are invoices for multiple project numbers, click on the numbers to expand the invoices and compare project name/description info to COI info
  2. Identify the project number and jump to Enter Info in Ajera. If the project number is unknown continue below:
  3. Close Vendor Invoice Register
  4. Go to Setup dropdown list and select Vendors

  1. Search for company name.

If the name doesn’t come up in the search, click on arrow next to Status header at the top left, select (All) and try again

  1. Double click on the vendor name.

  1. Click on the Insurance tab.
  2. Check Other field entries for possible project numbers

  • Search by project name/description:
    1. Locate full or partial project name in Description field of COI
    2. Click on logo menu at top left in Ajera

  1. Go to Manage tab; Select Project Command Center

  1. Search words in possible project name with the Description radio button selected

  • If nothing else works, ask the Finance Manager

Enter Info into Ajera

  • Click on logo menu on the top left

  • Go to the Setup dropdown list and select Vendors

  • Search for the vendor name; double click on the vendor name.

  • Click on the Insurance tab.

  • Reference TYPE OF INSURANCE field on COI.
    1. In Ajera, select type from dropdown menu on left; if the type is not listed in the dropdown menu, use one of the Other options

  • Reference INSR LTR on left of COI to identify Insurer at top right
    1. In Ajera, type name of Insurer into Company Name field

  • Reference POLICY NUMBER column on Certificate
    1. In Ajera, type number into Policy Number field

  • Reference LIMITS column on COI.
    1. In Ajera, type per occurrence or per claim number into Policy Limit field

  • Reference POLICY EFF column on COI.
    1. In Ajera, type or select date in Effective field

  • Reference POLICY EXP column on COI.
    1. In Ajera, type or select date in Expires field

  • Repeat for each type of insurance on COI.
  • In Ajera, after all data is entered, select an Other type and enter Project Number in the Company Name field