Alerts sales reps of leases expiring within a set number of months.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
Alerts sales reps to leases that are expiring within the # of months you specify in Variable W. Leases expiring within W months will continue to appear on this report until they are marked Inactive. This report will also pull the last note off of the lease from e-automate notes where the notetype = Variable X.
Run Schedule: First of the month
Type of Output: Email
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Sample
Sample
Sample: When run in Summary Mode no equipment will show:
When run in Detail Mode all equipment listed on the equipment tab in Service Leases will show:
**Requires equipment to be linked to the Service Lease Record**
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Variables
Variables
Variable W: Months till expiration: Number of months until the lease expiration date to show on the alert. The default is 18.
Variable X: Note type used for lease: Note type in e-automate notes on lease.
Variable Y: Alternate email to use: Alternate email to use when there is no sales rep associated with the customer record.
Variable Z: Detail or Summary: Enter detail or summary to indicate the mode you want the output to be in. The default is detail. **Detail mode includes equipment details on the lease, if you do not associate equipment records to the leasing record, choose summary to ensure you get the output.
Variable 1: Lease Codes to exclude: Enter any lease codes to exclude from the alert, separated by a comma. Leave blank to report on all.
Variable 2: Branch Numbers: Enter the branch numbers for the alert to trigger on, separated by a comma. Leave blank for all branches.
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Alert Functionality
Alert Functionality
1. Alert determines the sales rep to send to by first looking to the ID320 subscription, and if nothing is present, will look to the customer record in eAutomate:
2. For the detail mode of the alert, you must be associating equipment with the lease on the Equipment tab of the lease record:
3. The alert logic looks to the termination date on the lease record and will begin reporting the lease Variable X months prior to the termination date:
4. The alert will continue to report on the lease until the lease is no longer active:
5. If the alert is set to send to the Sales Rep Manager, the manager will receive a separate email for each rep's leases. (Summary for all reps by the manager is not available)
6. If the lease record has any notes that match the type set in variable X, those notes will show on the email output:
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Best Practices & Tips
Best Practices & Tips
See this link on best practices for lease setup in e-automate.
If you have internal leases that bill on your service contracts, and the equipment records are not populating to the equipment tab of the service lease record, then you will not be able to see details of the lease on this report. To have them populate to the equipment tab of the service lease record you must enable the "use equipment lease amounts" feature on the lease tab of the service contract and then entering the monthly payment amount per equipment on each piece of equipment itself on the contract. See screen shots below.
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Related Alerts
Related Alerts
ID64 - Preview of lease end information for admin to ensure accuracy
ID245 - Sales Rep Email or Manager Missing
ID519 - Ensures New Leases are entered in e-automate.
ID667 - App to update lease records in e-automate.
ID787 - Lease Expiration Report.
ID799 - Alerts technicians to not install parts on equipment at lease end.
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