Encryption for Inactive Vendors' Personally Identifiable Information (PII)

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Personally identifiable information (PII) is any information that could be used to identify a particular person. Vendor data stored in Sage 100 that is considered PII includes names, addresses, phone numbers, fax numbers, email addresses, web addresses, and bank names.

Various states are either considering or have passed laws intended to protect individuals' privacy. Some of these laws, such as the California Consumer Privacy Act (CCPA), require that businesses, if asked to do so, either delete a consumer's PII or deidentify it so that it cannot be used to identify the individual.

Sage 100 provides the ability to encrypt PII for inactive vendors so that it's no longer visible in task windows or reports. Furthermore, the data cannot be viewed in Data File Display and Maintenance, or accessed through Visual Integrator or external reporting using an ODBC data source. You can continue adding related records for the vendor. For example, you can process a payment for the vendor or add a new vendor contact.

Note This feature is available if you purchased Sage 100 through a subscription plan.

For information on encrypting customer information, see Encryption for Inactive Customers' PII.

For information on safeguards to protect employee information, see Security for Employees' PII.

Encrypting PII

There are two ways to encrypt a vendor's PII. You can click the Encrypt button in Vendor Maintenance, or if a vendor's record has been deleted, you can use the Encrypt Vendor Personally Identifiable Information utility to encrypt any PII that is still stored in history files.

  1. Select Accounts Payable Main menu > Vendor Maintenance.
  2. Select the vendor record and go to the Additional tab.
  3. In the Vendor Status field, select Inactive. If for some reason the vendor's status cannot be changed to inactive, a message appears, and you can click Details to find out why you can't change the status.
  4. Click the Encrypt button (Encrypt button (image of a padlock)) next to the Vendor Status field.

The vendor's data is encrypted.

To unencrypt the vendor's PII, change the status to Active or Temporary.

 

  1. Select Accounts Payable Utilities menu > Encrypt Vendor Personally Identifiable Information.
  2. Enter the vendor number.
  3. Click Proceed.

The vendor's data is encrypted.

Check Printing

If you print a check for an inactive vendor whose PII has been encrypted, the PII information needed for the check is temporarily unencrypted for the purposes of printing the check. In the Check and Electronic Payment Maintenance window, the vendor name field is blank, but it will print on the checks.

1099 Reporting

When processing 1099 forms through Form 1099 Tax Reporting, any required vendor PII is temporarily unencrypted before it's added to the files used for the forms and communicating with Aatrix.