Review a certificate that lists several policies

A certificate of insurance (COI), called a certificate of currency in Australia and New Zealand, often summarizes several policies, such as general liability and workers’ compensation, each with its own end date. If you record only the latest date, the requirement can look current after a policy it relies on has ended.

What happens when AI has read the certificate?

If AI-assisted review read the certificate and found several policies, Source record to inspect lists each one with its type, end date and pages. Choose the policy this requirement relies on: suggestions from different policies are never combined. When you accept, Vendarity compares your expiry with every policy’s end date. If another policy ends earlier, a warning names it and its date; change the expiry, or write Why the later date applies, at least 8 characters.

How do I record the earliest end date myself?

When AI didn’t read the certificate, or found only one policy on it, record the earliest date yourself:

1. Open the document

   In Review, select the certificate.

2. Set the expiry that applies

   Under Document details, make sure Expiry date is the date that applies to this requirement. Its help text says to use the earlier date when a policy the requirement relies on ends earlier.

3. Open the policy dates question

   With Accept selected, open “Does this document list policies that end on different dates?”

4. Enter the earliest date

   Enter the Earliest policy end date on the document.

5. Explain a later date if you rely on one

   If the expiry you are accepting is later, a warning names the earlier date. Change the expiry, or write Why the later date applies, at least 8 characters. For example: this requirement covers general liability only; workers’ compensation is its own requirement.

6. Confirm acceptance

   Choose Confirm acceptance.

Where is the reason kept?

With the decision and in its history, never shown to the supplier. The accepted record reads, for example: accepted with an expiry of 30 Jun 2027 although another policy or certificate on the document ends 31 Mar 2027, followed by your reason (example, fictional data).

Why does the date matter?

The requirement stays current until the expiry you accept. Its “Current until” date, Expiring soon, the Expiring within 30 days lists and renewal reminders all follow that date. Recording the right date shows the gap on the day a policy you rely on ends.

Can I accept these certificates in a batch?

Batch review won’t stop you, but leave them out. It can’t tell that a certificate lists several policies and can’t ask for the earliest policy end date, so a certificate accepted in a batch keeps the expiry shown, with no warning about an earlier policy and no reason recorded. When you reach such a certificate in a batch, choose Leave for individual review, then accept it on its own, where you can record the earliest date. See Accept up to 20 documents together.