Alert to ensure that new leases are entered into e-automate.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
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Overview
Overview
This alert will ensure you are entering lease information into e-automate for new deals. It looks at your equipment and contract records along with your equipment sales invoices to see if the serial number is set to bill to a leasing company identified by the customer type in Variable W (required) and alerts you if there is no lease record created for that equipment. You can also choose to exclude certain contract types that you identify in Variable X. This ensures that all your leases get set up in e-automate and helps track leases that are due to expire so your sales staff can be proactive on upgrades.
This alert will also trigger if a lease record was marked inactive, but the equipment and/or contract record is still set to bill to the leasing company. This will ensure that all your records are being updated properly at lease end. The alert will continue to notify on qualifying records until resolved.
**Please note, this alert uses the Serial Number to connect all the transactions it considers. So you will need to ensure you have no duplicate serial numbers; otherwise, the alert will falsely trigger (mix up Customer Name, Model, etc. info). Please consider alert ID299/Duplicate Serial Number created in Equipment file (regardless of model!!). Best practice is to use a unique identifier when you don’t have a serial number to reference (i.e. ‘Model/SaleDate/1of3’) so you can periodically review and get proper information in the system.
By default, this alert only looks back two years - if you need a longer lookback, contact us at help@ceojuice.com.
Run Schedule: Tuesday mornings
Type of Output: Email
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Sample
Sample
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Variables
Variables
Variable W: Customer Types - Customer Types for leasing companies, separate multiple entries with commas.
Variable X: Contract Types - List contract types to exclude, separate multiple entries with commas.
Variable Z: Branch Numbers - List the branch numbers for the alert to trigger on, separate multiple branches by commas. Leave blank to trigger on all branches.
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Alert Functionality
Alert Functionality
1. The alert checks for equipment records that need to be added to a lease record by checking equipment on contract:
(1) The equipment is on an active contract.
(2) The equipment has a serial number.
(3) There is no ending date for the equipment record on the contract.
Equipment that meets these criteria is compared to the lease records to see if the serial number exists.
If a matching equipment record is not found, the alert will trigger for the equipment.
2. The alert will also check for sales invoices where the bill to customer has one of the customer types identified in Variable W as leasing companies. You can see the list of customer types in Tools - Lists and Codes - Customer Types:
3. You can exclude contracts from reporting on this alert by specifying contract types in Variable Z that should be excluded. You can see the list of contract types in Tools - Lists and Codes - Contract Type:
4. The alert will also trigger if the lease record is inactive, but the equipment is on an active contract billing to the leasing company.
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Best Practices & Tips
Best Practices & Tips
1. Best practice is to store your lease information in e-automate and not depend on the leasing companies to provide it. Not only do you not have to worry about falling out of favor with the leasing company, but once the data is in e-automate, we have many alerts that use it, telling sales about leases near end (ID65), ensuring you don't put a ton of parts in to a copier about to be returned to the leasing company (ID799) etc.
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Related Alerts
Related Alerts
ID65 - Leases still active and expiring within W months
ID799 - Service Call for a Lease End Machine
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