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System Notifications
This article explains how to set up System Notifications in Expert and Elite systems to automatically alert users when specific actions or changes occur in the system. You’ll learn how to configure notification types, define criteria, and assign notifications to the appropriate operators and stores so the right people are informed at the right time.
Topics included in this article
Setup
System Notifications can be set up to send a person a notification based on modifications or changes made to contracts, purchase orders, etc. To learn about the available notification types, skip to the section Notification Types or click here.
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Go to System Notifications:
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Expert: Program Menu > Configurations > Reports and Notifications > System Notification
Elite: Configuration Gear > App Configurations > Reports and Notifications > System Notifications
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To add a new System Notification, click on the Add Button.
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Select a notification type, criteria, operator, and which stores. To see definitions for each notification type, skip to the section below, Notifications Types.
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Please note that the Criteria field is required to define the notification further. For example. If you select the disbursement type "New Call Log for Type #" or "New Call Log for Customer #", you can enter the Call Log Type and Customer number. You can typically find this information where you created the file (call log) or the account (customer).
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Select the Operator, Store, and add any notes. To learn more about these fields, click here or skip to the Operator, Store, and Notes section.
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Press OK to save.
Notification Types
| Accounting Integration Error | Creates a notification every time there is an error with the Accounting Integration. |
| Bank Deposit Made | Creates a notification every time a Bank Deposit is generated in the system. If you are integrated with CC, have either the 'Bank Deposit Made' or the 'End of Day Complete' Notifications set up. If there is a credit card imbalance and the system generates an EOD adjustment, a second notification will be sent to indicate that a problem occurred. |
| Cancel Reservation | Creates a notification whenever a Reservation is canceled. |
| Cancel Reservation within X Days |
Creates a notification whenever a Reservation is canceled. Criteria to be entered for how many days of cancellation before the out date |
| Contract Needs Billing Review | This function creates a notification in Contract Processing when the box is checked that the bill needs to be reviewed. It will only be used if you haven’t set up defaults for Review Billing. |
| End of Day Completed |
This notification is triggered when the End of Day process finishes. If your system is integrated with credit card processing and an imbalance is detected during this process, a second notification will be sent indicating an AutoClose issue. Additionally, if either the ‘Bank Deposit Made’ or ‘End of Day Complete’ notifications are enabled, and a credit card imbalance prompts the system to generate an EOD adjustment, a second alert will also notify you of the problem. |
| GPS Geofence Alert |
Only for TSO GPS devices: For customers who use TSO for their AEMP GPS tracking, you can now set up a notification if an item breaks the GeoFence that TSO sets at the End of the Day. |
| Item due for maintenance | This creates a notification if a piece of equipment has been assigned a maintenance schedule. The notification will only be sent out if the frequency exceeds 1. To avoid notifications for every rental maintenance schedule, the criteria would be the item number. |
| Item due for Re-Order | Creates a notification if items are set up to have Max/Mins and have exceeded their minimum or maximum. |
| Item Overbooked | A person can be notified when items that are overbooked need attention. |
| Modification of Locked contract | If you do or don’t have a password to unlock a reservation, this will Create a Notification when a locked contract is modified. |
| Modified Contract lowered amount | For example, you must enter a dollar amount for the criteria based on an order being reduced by at least $150.00. This will give you a dollar amount of the change and the current total on the order. |
| New Call log for customer # | Creates a notification for a specific customer if a new call log is created. |
| New Call log for type # | Creates a notification for a specific customer type if a new call log is created. |
| New Contract for over amount | For example, you must enter a $ amount for the criteria that requires a new order of at least $500.00. This will give you the current total on the order. |
| New Missed Rental added | Creates a notification for the entry of a Missed Rental, including the reason for the Missed Rental. |
| New Purchase Order over amount | You must enter a $ amount for the criteria based on a new Purchase Order, for example, with a minimum of $500.00. This will give you the current total on the Purchase Order. |
| New quote over amount |
You must enter a $ amount for the criteria based on a new Quote being entered by a minimum of $500.00, for example. This will give you the current total on the Quote. |
| New Rental item created |
This creates a notification of who entered the new item and its description. |
| New Reservation within X days |
You can now set up a System Notification whenever a new reservation is created with a reservation date within X days. |
| New Sales item created |
Creates notification of who entered the new item along with the description of the New Item. |
| New Subrental request within X Days |
You can now set up a System Notification every time a new Subrental is written with a Subrental date within X days of Out Date. |
| Overbook within X Days |
Notifies you if an item is entered and overbooked on an order, with criteria based upon the number of days before the order's Out Date. |
| Refund on Closed Contract |
Creates notification for every Closed contract that gets modified and money has been refunded. |
| Refund over a certain amount |
Creates notification for every Closed contract that gets modified and money has been refunded with criteria of over a certain amount. |
| Rental Item marked for Sale |
Creates notification that informs you of the item and the Sell Price that has been established for the item. |
| Sold Asset Over $ x Cost |
Creates notification of Rental item being sold with criteria set for over a specific $ amount and who generated the sale. |
| Web Payment received |
Creates notification of Customer and payment amount |
| Web Quote received |
Creates notification for Web Quote received if you have an integrated website. |
*Please note that there is no system notification when parts are received.
Criteria
The criteria will be required for the notification.
For example. If you select the disbursement type "New Call Log for Type #" or "New Call Log for Customer #", you can enter the Call Log Type and Customer number. You can typically find this information where you created the file (call log) or the account (customer).
Operator, Store, and Notes
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Operator – Choose the Operator that the notification is going to go to
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Store – You can determine which store this will affect. You can choose to have it in all stores or just one of your stores
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Notes: Enter notes here that will display within the notification. For example, for ‘End of Day Completed’ you might want to place “End of Day has been completed. “