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Hey Everyone,
I'd like to send out an email every time a PO Receipt is RELEASED. I was poking around automation steps, but my knowledge is limited in this area. Anyone have something like this built? I can't imagine this is an odd request from a business stand-point, and yet no one has asked me to email out anything other than reports so far.
Thanks!
Edit: I suppose I should clarify. At a minimum, I need to send out the receipt number. Ideally, I would be sending along the item ID's and quantities as well.
Go To System > Automation > Manage > Automation Notifications and add a new record.
Screen ID should be Distribution > Purchase Orders > Work Area > Enter > Purchase Receipts
Enter a Description.
Change Data Source to None.
Enter a suitable Message, use Insert Datafield if you want to refer to data from the PO Receipt.
On Conditions Tab, you want "Status Equals Released".
Addresses Tab you need to define who you want the email sent to, it should default to your user email.
On the Fields tab you may need to add Status and it's possible it works without it. The Fields tab tells the system which fields to monitor for changes.
Your system will need to be configured for sending emails, and also, you would need to schedule "Send Notifications" to have the emails automatically sent.
I've had good success setting up a Notification to inform people when their PO was approved. Tried to set something similar up for Sales Orders but found an issue with too many emails being sent. This was because Shipment processing was actually updating the Sales Order and triggering the Notification. I tried many different Conditions and also enabling or not-enabling Field monitoring in the Notification but in the end i couldn't get it to reliably work. Purchase Receipt should be fine because once the document is released, no more changes will be made to the record.
This is exactly what I was after, but I can't get the lines to appear. It'll pull the first line on the receipt, but not all of them (I have 4 lines on this receipt). How do you iterate over the set?
Current Message:
((Document.ReceiptNbr)) has been received.
It contained:
((transactions.InventoryID.InventoryCD)) with ((transactions.ReceiptQty)) ((transactions.UOM)) at a cost of ((transactions.CuryUnitCost)).
This was for: ((Document.InvoiceNbr))
OUTPUT:
001590 has been received.
It contained:
15493-PICK with 6.000000 EACH at a cost of 0.300000.
This was for: TEST PO#
You can try using <foreach>...</foreach>, but it didn't work so well for me with Automation Notifications. It does work however for Notification Templates. The system help only mentions the <foreach> operator as part of Notification Templates.
e.g.
<foreach view="Transactions">((Transactions.InventoryID.InventoryCD)) with ((Transactions.ReceiptQty)) ((Transactions.UOM)) at a cost of ((Transactions.CuryUnitCost)).</foreach>
It's been a couple of years, but I was able to use the foreach construct on the Shipments screen at one point.
I defined it on the Automation Notifications (SM205040) screen and chose the Shipments (SO302000) screen in the Screen ID field.
This was the formula that I used to successfully list multiple packages in the email.
<foreach view="Packages">((Packages.BoxID.BoxID)) - ((Packages.TrackNumber))<br></foreach>
Two things that I noticed about it though:
1. You can't print a dynamic URL based on UPS, FEDEX, etc. because you don't have an IF in HTML
2. When you do a report in Report Designer, the links get stripped out with attached PDF/HTML or embedded HTML
All that said, once you are on Acumatica 2018, the new Business Events feature is A LOT more flexible. I can't think of a reason to use the Automation Notifications (SM205040) screen once you are on Acumatica 2018.
I would recommend the new version 2019 R1 which has the fix for business event notification, in this new version you can not only send email notification for business events triggering based on your criteria/conditions but also attach the pdf document. In older version of 2018 or 2019 early build this was not working unable to attach files now it does.
If you use anything lesser build then you will be disappointed with its functionality, the notifications feature use it only for simpler logical conditions to trigger and email, but I would certainly look at the 2019 R1 business event to automate such things ...
1. You can't print a dynamic URL based on UPS, FEDEX, etc. because you don't have an IF in HTML
We just came up with a way to include the clickable URL within the business event notification that we send with the tracking. We put together an If formula within the generic inquiry results that would have a dynamic tracking URL based on the ship via method incorporating in the tracking number for that package and the correct carrier tracking site. Then, on the notification template we could make the tracking number a hyperlink within the HTML and link to the URL field that we already generated within the generic inquiry.
The only downside to this is that it makes all the tracking numbers look like a hyperlink that you can click on even if we do not have a URL set up for that ship via. Nearly all of our ship via's we were able to set up a tracking URL though so it is a rare exception like an order that is picked up where the tracking number will not actually click through to a link.
Also adding a link to this post to another relevant Topic regarding updates to the demo data Business Events:
You can't print a dynamic URL based on UPS, FEDEX, etc. because you don't have an IF in HTML
I know this is a little off-topic, but I figured I would share our workaround to the dynamic URL for different carriers. We just include a link to the google search for the tracking number. Google knows which carrier it is based on the format of the tracking number. It is an extra click for the user to go into the google results, but not too bad of a workaround.
Nice Brandon and Ryan. Thanks for sharing.