Automated system mail notifications – DDI System

Inform ERP generates emails automatically to notify users of certain events. For many of these notifications, the system determines who should receive the message based on the Mail Dept to which the user belongs as assigned in the User Master.

Each user has a User Groups tab where they can be assigned to multiple user groups. Some notifications may require additional fields to be set as well. See Manage users.

You can configure notifications on a branch level as well as the company level. See Set up internal notifications by branch.

System Event	Mail Dept Notified	Setup Required
New Customer Added	Accounts Receivable Dept (AR)	User Master. See Manage users.
Sales Order entered for a Customer set to "Watch" status	Accounts Receivable Dept (AR)	User Master. See Manage users.
Sales Order on Credit Hold	Accounts Receivable Dept (AR)	User Master . See Manage users.
Low GP% on a Sales Order	Executive Dept (EX) and/or Salesman	Company Master and Salesman File > Company Master > Sales tab > Email Salesman when S/O is below GP(Y/N)" should be set to Y. Each Salesman should have their system initials entered in the Initials field (File > Customer > Salesman). If no initials are set, notification will be sent to all users. See Add, update, or delete a salesperson The Minimum GP also needs to be set in the Company Master > Pricing/Costing tab > . Typically the minimum GP is set at 15% (1500 entered in the Company Master field).
Large Sales Order Received	Executive Dept (EX)	User Master The Large Order threshold also needs to be set in the Company Master > Sales tab > Email when Sales Order is Greater Than (MD2) should have the dollar amount of the large order threshold, followed by two zeroes. For example, to receive notification for all orders over $5,000, this field should read "500000".
PO Requisition Received	Purchasing Dept (PO)	User Master These emails can also be suppressed through a setting in the Company Master > Purchasing/Inventory tab > Suppress P/O Requisition Emails(Y)es/(N)o. Entering a Y in this field will suppress all PO Requisition emails. See Manage users.
Back ordered Item Received for Linked Sales Order	Order Writer and/or Sales Manager Dept (SM)	File > Company Master > Sales tab > "Email S/O Writer When Special Order Item P/O Received (Y)es/(N)o" should be set to Y. File > Company Master > Sales tab > "Email Sales Mgr Dept. for linked items on Receipts (Y)es/(N)o" should be set to Y. Users should belong to the Sales Manager User Group in the User Master.
Sales Order with Zero Cost/Sell Item(s) entered	Users defined in Branch File	File > Branch > Defaults tab. The lower right corner has a Notify Users field with the system initials of the users who should be notified. If there are multiple users, the initials should be separated by commas. See Configure company branch sites
Orders Released Using Automatic Backorder Release	Departments defined in Branch File	File > Branch > Auto B/O Release tab. Enter the two letter department codes, separated by commas in the Mail Notification Departments field. See Configure automatic backorder release by branch
Critical Inventory Notification	Users defined in Branch File and assigned to Purchasing Dept (PO)	File > Branch > Notifications tab. User Master Users must also be assigned to the Purchasing Department in the User Master. See Manage users.
Auto Warehouse Replenishment	Users defined in Branch File	File > Branch > Auto Warehouse Replenishment tab. Enter the system initials for users to be notified of incoming and outgoing transfers. If there are multiple users, the initials should be separated by commas. See Configure product replenishments by branch
Staging Completed for Sales Order	Users defined in Branch File	File > Branch > Defaults tab. Enter the system initials for users to be notified in the "Email Users when all staging is complete" field. If there are multiple users, the initials should be separated by commas. See Configure company branch sites
Unconfirmed Purchase Orders	Purchasing Dept (PO)	User Master File > Company Master > Purchasing/Inventory Send Mail for Unconfirmed P/O's should be set to Y. See Manage users.
J&M Sales Orders Imported	Users defined in Branch File	File > Branch > J&M Catalog tab. Enter the system initials for users to be notified in the Email Users when S/O are imported field. If there are multiple users, the initials should be separated by commas. See Specify branch level J&M Catalog information.
Recurring Sales Order Entered	Sales Manager (SM)	User Master. See Manage users.
A/P Item Cost Variance	Accounts Payable (AP)	User Master File > Company Master > Pricing/Costing tab > Purchase Order Line Item Cost Validation should be set to Y. Notification will be sent when a receiving is saved with a variance. See Manage users.
Spawned Transfer Linked to Sales Order	Order Writer	No setup is necessary. The system will send this notification to the writer of the order.
Critical A/R Summary	Accounts Receivable (AR)	User Master AR Department. By default the notification lists any accounts that are 90 days or more overdue, but can be changed by contacting DDI Support.

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