Employee Alerts - Invoice Total Limit

An employee can receive an alert whenever an invoice is settled that exceeds a specified dollar limit.  Each invoice type in the system can be configured separately with a different dollar limit. 

Configuring the Invoice Total Limit Alert

Step 1:

Set up the alert recipient on the employee master.  Refer to the help document Creating Alert Recipients for the details on how to add the alert contact.

Step 2:

Open the employee master record for whom you would like to configure the alert.  Navigate to the Alerts tab at the top right-side of the screen.

Step 3:

Click “Add” at the top left of the screen to get the pop-up to add a new alert.  You will see the options for all alert types available to configure for the employee. Double click on the option for “Invoice Total Limit”.

Step 4:

Once you have opened the AlertForm, you will see the pop-up below. There are 6 fields on the form you can configure to customize this alert.

A.    Choose the Variable Values (Invoice Type):  To select the Variable Value, click the ellipse (…) on the right side of the field. You will get a second pop-up with the 5 invoice types in the system.  Double click to choose the Invoice Type for this alert.  You may only choose 1 Invoice Type per alert created.

B.   Set the Limit Type:  Click the dropdown arrow in the Limit Type field and choose the option you wish to configure. For this example, I will use“Greater Than”.

C.   Specify the Limit Value: The Limit Value field allows you to specify a dollar amount that will trigger the alert when combined with the Limit Type. In my example, my limit type is Greater Than, and my Limit Value is 500.00.  With this setup, this employee will receive an alert any time you settle a Parts Invoice with a total that is greater than $500.00.

D.   Add Delivery Address(es):   Click the dropdown in the Delivery Addresses field and select the address(es) where you would like the alert delivered then click OK.

E.    Add a Custom Message (Optional) – You can add a customized message that will be included with the system message. 

F.   Mark the alert as “Hold Message for Review” if you do not want the alert to automatically be sent at the time of Invoice Settlement.  If you hold the message for review, the alert will go into a holding area until you release it. (Optional)

If you marked the alert with “Hold Message forReview”, you will need to release the message when you are ready for it to be sent. Refer to the article Release Alerts Held for Review to learn how to release these messages.

Here are screenshots of the customized alerts that were delivered.  The Company name comes from the company set up in RIMSS.  The “from” email address is configured in your database mail configuration.   Please note that some cellular providerswill truncate the text alerts as shown below.