Alert when a new purchase order is created matching specified criteria for vendor, item category, or item.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
This alert generates a daily email listing all newly created purchase orders that meet the criteria specified in the variables. You can configure the alert to trigger based on specific vendors, item categories, or items set with the custom property set in Variable Y. You can include all vendors by leaving Variable W blank.
Additionally, the alert supports sending to an email contact specified in a custom property on the vendor record.
Run Schedule: Nightly at 9:30 PM
Type of Output: Email
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Sample
Sample
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Variables
Variables
Variable W: Vendor Number(s) - List the Vendor Numbers to include, separating multiples with commas. If this variable is left blank, the alert will trigger for all vendors.
Variable X: Item Category - List item categories to include in the alert, separating multiple categories with commas. If left blank, it will not consider the item category when determining purchase orders to trigger on.
Variable Y: Custom Property - Item # - The name of the custom property on the item record, that when set to 'Enabled' will trigger the alert.
Variable Z: Custom Property - Vendor - The name of the custom property on the vendor record to be used to set a contact to be emailed when any Purchase Orders are created for the vendor.
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Alert Functionality
Alert Functionality
The alert triggers for new purchase orders that meet at least one of the following criteria:
1. Vendor number is specified in Variable W.
2. The item category matches the category set in Variable X.
You can see the full list of item categories in e-automate in Tools - Lists and Codes - Item Categories:
3. The item has the custom property ZCJPOMonitorItem set to 'Enabled'.
4. The Vendor record has a contact specified in the ZCJPOMonitorContact custom property.
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Best Practices & Tips
Best Practices & Tips
See the documentation here on how to link service calls or sales orders to purchase orders. If there is a linked sales order for the purchase order, those details will show in the email for ID233.
Custom Property Set Up
Custom Property Set Up
This alert has two custom properties. This alert does auto-deploy, so you'll need to create the below custom properties if you wish to use them.
1. Custom Property on the Vendor Record, to specify a contact to email upon creation of a new PO
Attribute name = ZCJPOMonitorContact
Description = Contract to Email upon creation of a new PO
Data type = Lookup of Contacts
This custom property uses the Contacts lookup. Add this custom property to the Vendor Custom Property Configuration:
2. Custom property on the Item record, when set to Enabled, will cause the alert to trigger when the item is added to a PO.
Attribute name = ZCJPOMonitorItem
Description = Monitor Item for new PO's
Data type = User-Defined List: Enabled, Disabled
This custom property will be added to the Item Custom Property Configuration. When added, we recommend setting the default value to Disabled.
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Related Alerts
Related Alerts
ID300 - New Purchase Orders Created By User
ID833 - Summary of New Purchase Orders Created
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