Ensuring supply items 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.
This alert triggers for zero-dollar sales orders that are not associated with an existing contract OR billable bill code on the equipment record. 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, this alert would only send to the fixed recipients on the To/CC/BCC on the alert.
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.
Run Schedule: Hourly
Type of Output: Email
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Variable W: Order Types to EXCLUDE from alert (default is blank to include ALL Order Types, separate entries with a comma.)
Variable X: Sales Codes to EXCLUDE from alert (default is blank to include ALL Sales Codes, separate entries with a comma.)
Variable Y: Order Types to INCLUDE on the alert (default is Supply, separate entries with a comma.)
Variable Z: Equipment Bill Codes to EXCLUDE (default is blank for ALL, separate entries with a comma.)
Variable 1: Customer Numbers to EXCLUDE from this alert (default is blank for ALL, separate entries with a comma.)
Variable 2: Branch numbers to INCLUDE on the alert (default is blank for ALL, separate entries with a comma.)
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The sales order type the alert is looking for is found here on the sales order:
The default setup for the alert is to look for orders with the type "Supply", with variable W left blank and variable Y set to Supply. If you want to add order types for the alert to trigger on besides Supply, add them to variable Y. You could also leave variable Y blank, which would have the alert trigger for all order types and then enter any order types to exclude in variable W.
You can exclude orders from the alert based on the sales code of the item, found here in eAutomate:
You can also exclude orders from the alert by using the equipment bill code, found here in eAutomate (on the equipment record):
There is also an option to exclude orders from the alert based on the customer number, found here in eAutomate:
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Best Practices & Tips
Please click HERE to see best practices on linking equipment to supply orders and how to correct them.
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ID215 - Possible Duplicate Toner Order, more details here.
ID315 - Excessive Toner Orders, more details here.
ID693 - Sales Order Created with Quantity/Price greater than Variables, more details here.
ID35/ID47 - Ensure New Customer is not billed for Supplies/Service, more details here.
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