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Internal Order Alerts

This page describes the Internal Order Alerts setting in the Business Alerts module.

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Whenever you save an Order, a text (SMS) message can be sent automatically to a responsible Person (i.e. member of staff), informing them that an Order has been received and registered. If you want to use this feature, follow these steps:

  1. Sending text (SMS) messages is a chargeable Cloud Service. To use it, ensure you have registered your database using the Automatic Internet Enabler method, as described on the Enabler Key page. Please contact your local HansaWorld representative to sign up for the service and for pricing details.

  2. Open the Business Alerts setting and set the SMS Type to "SMS" or "Suggest".

  3. Specify a System Phone No. in the Business Alerts setting or in the Internal System Alerts Settings setting. This number will be used as the source of each text (SMS) message.

  4. Configure the Internal Order Alerts setting as described below.
Configuring the Internal Order Alerts setting will include specifying the Recipient (i.e. the responsible Person to whom the text (SMS) messages will be sent). Messages will be sent to the Recipient's Mobile Number, chosen as follows:
  1. If the Recipient has a Contact record in which there is a Mobile Number, the text (SMS) message will be sent to that Mobile Number. The Recipient's record in the Contact register is the one quoted in the Contact Code field on the 'Access' card of their Person record..

  2. If the Recipient does not have a record in the Contact register, or this record does not have a Mobile Number, it will be taken from the Phone 1 or Phone 2 fields (in that order) in their Person record.
If no Mobile Number has been found after these steps, no text (SMS) message will be sent.

For the text (SMS) message to be sent successfully, you must have entered the Mobile Number as an international number. You can place + or 00 at the beginning of a number, but + is to be preferred as it is the standard method of signifying international numbers and will not change.

If you have set the SMS Type to "SMS" in the Business Alerts setting, the sending of each text (SMS) message will be completely automatic. Therefore, you will not be given the opportunity to personalise the message. However, if you set the SMS Type to "Suggest", the 'Text SMS: New' window will open when you save an Order. This will give you the opportunity to personalise the message (e.g. to specify a delivery time). When you save the Text SMS, your Signature will appear in the Person field and the Sent box will be marked automatically, signifying that the message has been sent. If you cancel, the message will not be sent or saved. If the 'Text SMS: New' window does not open, the probable reason is that the process described in steps i-ii above could not find a Mobile Number.

If the SMS Type is "SMS", a message will only be sent from an Order when you save it for the first time. If the SMS Type is "Suggest", the 'Text SMS: New' window will open each time you save an Order, offering you several opportunities to send messages.

The Internal Order Alerts setting contains the following options and fields:

SMS from Order
Tick this box if you would like an automatic text (SMS) message to be sent the Recipient specified below whenever you save an Order.

Limit
Specify here the Order value that will trigger the sending of text (SMS) messages.

No messages will be sent if this field is empty. If you need messages to be sent from every Order, enter "0.00" as the Limit.

The Recipient will receive a message if an Order is placed where the TOTAL (i.e. total including VAT) is greater than this figure.

No Currency conversion will take place. So if the Limit is 1000.00 for example, Orders worth GBP 1000.01 and USD 1000.01 will both trigger messages.

If the SMS Type in the Business Alerts setting is "SMS", a message will only be sent from an Order when you save it for the first time. Therefore, if you set a Limit and are in the habit of saving Orders as you add Items to them, be aware that a message will not be sent if you save an Order before its TOTAL has reached the Limit.

Customer Class.
Paste Special    Contact Classifications setting, CRM module
If you would only like to send text (SMS) messages when Orders are placed by Customers belonging to a particular Contact Classification, specify that Classification here. If you enter a number of Classifications separated by commas, text (SMS) messages will only be sent when Orders are placed by Customers featuring all the Classifications listed.

GP Limit
If you would only like a text (SMS) message to be sent to the Recipient when an Order is entered with a Total GP that is less than a certain amount, specify that amount here.

No messages will be sent if this field is empty. If you need messages to be sent from every Order, enter "0.00" as the GP Limit.

If the SMS Type in the Business Alerts setting is "SMS", a message will only be sent from an Order when it is saved for the first time. Therefore, if you set a GP Limit and are in the habit of saving Orders as you add Items to them, be aware that a message might be sent if you save an Order before its Total GP has reached the GP Limit.

Order Class
Paste Special    Order Classes setting, Sales Orders module
If you would only like text (SMS) messages to be sent when Orders with a particular Order Class are placed, specify that Class here.

If the SMS Type in the Business Alerts setting is "SMS", a message will only be sent from an Order when you save it for the first time. Therefore, be sure to assign Orders to the Class that you specify here before saving. Selecting the Require Order Class option in the Order Settings setting will prevent the saving of Orders without a Class.

Std. Text
Paste Special    Standard Text register, CRM module
Specify here the Code of a record in the Standard Text register in the CRM module. This record should contain the text of the message that will be sent to the Recipient.

Recipient
Paste Special    Person register, System module and Global User register, Technics module
Enter the Signature of the Global User or Person to whom text (SMS) messages are to be sent whenever Orders are placed.

In a multi-Company database, you will need to configure the Internal Order Alerts setting separately in each Company (unless you have shared the Internal Order Alerts setting). When you are configuring the setting in a particular Company, you can specify that a Global User will be the Recipient. If the Recipient is a Global User, they must have a Person record in the Company in which you are working. If this Person record contains a Contact Number, that Contact Number must refer to a record in the Contact register in the same Company. Otherwise it will not be possible to establish the mobile phone number to which the text (SMS) messages are to be sent.
When you have finished working with this setting, click the [Save] button (Windows/macOS) or tap √ (iOS/Android) to save the changes and close the window. To close the window without saving changes, click the close box (Windows/macOS) or tap < (iOS/Android).

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Settings in the Business Alerts module:

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