Notifies when a supply order is entered linked to equipment, and the contract is about to expire. It can also notify when a supply order is placed for equipment set to a specific Status, regardless of contract expire date.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
This alert reviews newly created Sales Orders and advises when supplies have been ordered for a machine on which the contract is about to expire, per Var W # days due to expiration. It is specific to supply items (per the category of the service code) and assumes the sales order line item is properly linked to the contract in question. It can also notify you any time a supply order is placed for equipment of a specific 'Status' set in Var X, regardless of contract expiration date.
This alert is helpful as it is important to manage outgoing supplies on a contract that may not be renewing. The chances of retrieving toner from a lost customer are small and having knowledge of what is being sent out, and potentially stopping it, can aide in expense savings at the end of the contract.
Note that a single contract will only trigger on this alert once every 5 days.
Run Schedule: Every 20 minutes
Type of Output: Email
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Sample
Sample
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Variables
Variables
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Alert Functionality
Alert Functionality
1. Alert reviews Sales Orders placed in the system for items that have a Service Category of Supply and are linked to a Service Contract
2. Alert then searches for the linked contract number and calculates how many days are between the Sales Order date and the Contact's Expiration Date. If it is within the days listed in the alert variable, the alert will include this Sales Order in its emailed alert.
3. If you've entered in Equipment Statuses into Variable X, the alert will review Sales Orders placed in the system for items that have a Service Category of Supply and the Equipment linked to the Item on the Sales Order has the specific Status
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Best Practices & Tips
Best Practices & Tips
Determining if your Item is setup with a Service Category of Supply:
1. Go to the item within eAutomate by selecting Inventory from the top toolbar and then selecting Items
2. Using the Quicksearch dropdown, find the Item you're inquiring about by searching by Item and enter the Item number. Select Go on the righthand side to see your Item listed.
3. Open the Item by double clicking on the line item. Once the Inventory Item opens, click the downward pointing arrow next to the Service Code - GL field and select Edit.
4. This will open the Service Code box. In the Service Category it should say 'S - Supply' in order for it to be recognized by this alert.
Determining if you should allow the Sales Order to be shipped:
- This alert fires every 20 minutes, so if it is reviewed by the recipient in a timely manner, you may be able to stop the supplies from being shipped.
- It is important that you always check with your Contracts department to confirm if the contract will be renewed upon expiring before you cancel a supply order. This way you don't cancel and cause the loyal customer to run out of supplies.
- If the order was placed due to an automatic toner replenishment alert, we recommend reviewing the remaining yield % of the supply currently in the machine and based on the average monthly volume of the machine determine if it will actually run out prior to expiration.
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Related Alerts
Related Alerts
ID593 - Service Call That's A Possible Sales Lead Overview & Sample
ID762 - Call Dispatched To Eqp On Contract About To Expire - Overview And Sample
ID799 - Service Call For A Lease End Machine Overview & Sample
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