ID23 - Supplies Shipped (No Charge No Contract) Overview & Sample

Please click HERE to see best practices on linking equipment to supply orders and how to correct.

Ensuring supplies are correctly allocated against a contract is important for accurate contract profitability. This alert warns on any zero dollar orders not associated with existing contract OR billable bill code assigned to equipment record. It is also needed if we are to track excessive toner usage correctly. 

To avoid having set up supplies show on this alert either enter the supplies on the equipment order or create a new order type called “Setup”.

Some clients use sales orders to record setup supplies against a machine and need to exclude those orders.  That can be accomplished by using a different Order Type code for those setup orders and putting that code (and any others you don't want to be alerted on for $0) in VariableW.

Note: Best practice  - exclude (VarW)  i.e. set up supplies and we recommend clients set up a separate order type for those situations, since they are supplies at $0 and not on a contract.

This alert is designed to send twice in some cases, once when the sales order is opened and then again if that sales order is not fixed at the time of invoicing.  The initial alert notification will be sent to the Creator (if you choose to do so) and the second notification is sent after the sales order was invoiced.  Because the creator of the sales order does not necessarily have anything to do with the invoicing they are not included on that second email notification.






VariableW: Order Types to EXCLUDE from alert (default is blank to include ALL Order Types)


VariableX: Sales Codes to EXCLUDE from alert (default is blank to include ALL Sales Codes)

Sales Code from Item Record:


VariableY: Order Types to INCLUDE from alert (default is Supply)

Order Type from Sales Order:



VariableZ: Equipment Bill Codes to EXCLUDE (default is blank for ALL)

Bill Code on Equipment Record:


Variable1: Customer Numbers to EXCLUDE from this alert

Customer Number from Sales Order:








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