Global Alerts Course

Epicor 9
Global Alerts Course
9.05.600
Disclaimer
Copyright © 2010 by Epicor Software Corporation. All rights reserved. Printed in the United States of America. No part
of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation.
Epicor, Vantage, and Vista are registered trademarks of Epicor Software Corporation. All other trademarks are property
of their respective owners. Microsoft product screen shots reprinted with permission from Microsoft Corporation.
Epicor Software Corporation makes no representations or warranties with respect to the contents of this document
and specifically disclaims any implied warranties of merchantability, satisfactory quality or fitness for any particular
purpose. The contents of this document are believed to be current and accurate as of its date of publication. Changes
to this document between reprintings and other important information about the software product are made or
published in release notes, and you are urged to obtain the current release notes for the software product. We welcome
user comments and reserve the right to revise this publication and/or make improvements or changes to the products
or programs described in this publication at any time without notice. The usage of any Epicor Software shall be pursuant
to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be
pursuant to Epicor's standard services terms and conditions.
EDE8504905
90521-905-9249-583600B
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TOC | 3
Contents
Global Alerts Course...............................................................................................................4
Before You Begin....................................................................................................................5
Audience.........................................................................................................................................................5
Prerequisites....................................................................................................................................................5
Environment Setup..........................................................................................................................................6
Workshop Constraints..............................................................................................................................6
Overview.................................................................................................................................8
Global Alert Maintenance................................................................................................................................8
Application Setup.................................................................................................................10
Company Configuration................................................................................................................................10
Workshop - Configure Global Alerts.......................................................................................................12
Global Alerts/Email Server Process..................................................................................................................12
Workshop - Schedule a Global Alert.......................................................................................................14
Global Alert Activation.........................................................................................................15
Global Alert Message Error Log...........................................................................................17
Workshop - Run a General Global Alert.........................................................................................................19
Activate the Global Alert.........................................................................................................................19
Trigger the Global Alert..........................................................................................................................19
Workshop - Run a Global Alert with Specific Recipients..................................................................................21
Activate the Global Alert.........................................................................................................................21
Set Up the Work Force............................................................................................................................21
Set Up a Sales Order...............................................................................................................................21
Trigger the Global Alert..........................................................................................................................22
Review the Alert Message.......................................................................................................................22
Alert Group Setup.................................................................................................................24
Workshop - Send an Alert via an Alert Group Setup.......................................................................................26
Activate the Global Alert.........................................................................................................................26
Set Up an Alert Group............................................................................................................................26
Set Up a Person......................................................................................................................................27
Assign the Person to a Production Team.................................................................................................27
Trigger the Alert.....................................................................................................................................27
Conclusion.............................................................................................................................29
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4 | Global Alerts Course
Global Alerts Course
This course introduces global alerts, a general overview of alert messaging, setup requirements and access points. The
workshops in this course demonstrate how to establish an alert, create an event tied to that alert, and review the
resulting alert message.
Upon successful completion of this course, you will be able to:
• Define global alerts
• List system requirements
• Set up global alerts
• Access the link to the tracker that relates to the alert event
• Set up alert groups
Note
This course does not cover custom global alerts since this program is covered in the Business Activity Manager
course.
Epicor Software
Before You Begin | 5
Before You Begin
Read this topic for information you should know in order to successfully complete this course.
Audience
Specific audiences will benefit from this course.
• System Administrator
• IT/Technical Staff
Prerequisites
In order to complete the workshops in this course, all necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
[email protected]. It is also important that you understand the prerequisite knowledge contained in other valuable
courses.
• Navigation Course - This course introduces navigational aspects of the Epicor application's user interface. Designed
for a hands-on environment, general navigation principles and techniques are available at each of the interface
levels in the Epicor application - system, module, and program. Workshops focus on each of these levels and guide
you through each navigational principle introduced.
• System Flow Course - This course introduces a basic quote to cash scenario that includes the process from the
initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes the series of
processes that make up the quote to cash process by using a simple scenario to highlight various transactions. Your
organization may have more complex processing routines than those described in this course.
• Manufacturing Foundations Course - The Manufacturing Foundations course introduces you to the principal
building blocks in establishing a strong manufacturing environment. This course discusses the necessary prerequisites
involved with efficient production floor configuration.
• Introduction to Personalization Course - This course covers how to personalize the application by adjusting the
views, options, and toolbars to best suit your business needs.
• Knowledge Camp Course - This course provides a high level overview of the quote to cash flow through the
Epicor 9 application. You begin with how to create a quote, process it as an order, and fill the order across production
planning and purchasing. The course also covers the manufacturing plan and shipment of parts to a customer, as
well as how to process invoices, enter cash receipts, and generate supplier payments.
• Introduction to Customization Course - This course covers all aspects of the customization model which is built
into the framework for Epicor 9 and beyond. Users may personalize their environment if given the authority. This
course goes beyond the personalization aspects to allow system administrators to deploy standard customizations
based on their specific business requirements. This includes adding and removing data elements, modifying component
properties, adding VBScript "code points" to run before and after data field modifications, and much more.
• Knowledge in Simple Mail Transfer Protocol (SMTP).
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6 | Global Alerts Course
Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully complete
the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1.
Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your Epicor
training environment with the Epicor demonstration database installed. Do not complete the course
workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact Support
or Systems Consulting for billable assistance.
• The Epicor demonstration database is at the same service pack and patch as the Epicor application.
Epicor's education team updates the Epicor demonstration database for each service pack and patch. If your
system administrator upgrades your Epicor application to a new service pack or patch, he or she must also
download the corresponding Epicor demonstration database from EPICweb > Support > Epicor > Downloads
and install it. If this is not performed, unexpected results can occur when completing the course workshops.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to starting
this course. The Epicor demonstration database comes standard with parts, customers, sales orders, and so
on, already defined. If the Epicor demonstration database is shared with multiple users (that is, the database
is located on a server and users access the same data, much like your live, production environment) and is not
periodically refreshed, unexpected results can occur. For example, if a course workshop requires you to ship a
sales order that came standard in the Epicor demonstration database, but a different user already completed
this workshop and the Epicor demonstration database was not restored (refreshed), then you will not be able
to ship the sales order. Epicor's education team has written the course workshops to minimize situations like
this from occurring, but Epicor cannot prevent users from manipulating the data in your installation of the
Epicor demonstration database.
2.
Log in to the training environment using the credentials manager/manager. If you are logged into your training
environment as a different user, from the Options menu, select Change User.
3.
From the Main menu, select the company Epicor USA (EPIC03).
4.
From the Main menu, select the Main Plant.
Workshop Constraints
All workshops in this course can be performed only once in each instance of a restored (refreshed) database. If a user
has already completed these workshops in the database, the database must be restored (refreshed) before another
user can complete this course.
To complete the workshops in this course, you must know your network's Server Mail Transport Protocol (SMTP) Server
and the SMTP Port number. This information varies from company to company. Contact your IT Specialist to obtain
this information before you begin this course. Note this information here.
Epicor Software
Before You Begin | 7
SMTP Email Server: __________________________________
SMTP Port: _____________________
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8 | Global Alerts Course
Overview
Global alerts are event-driven actions delivered via email. Alternately, these actions can create a memo instead of an
email alert. The alerts call the attention of critical office and shop personnel to these events as they occur, giving them
the ability to react to the situation as quickly as possible. For example, a global alert email is sent to the sales staff
associated with an order if the order is placed on hold.
Two kinds of global alerts are available within the Epicor application. One kind is a series of standard alerts that are
activated though Global Alert Maintenance. These standard alerts cannot be modified; they can only be made active
or inactive. Several standard alerts are available. Select only the global alerts you want to receive.
Another kind of global alert is the custom global alert, created through the Business Activity Manager (BAM). Define
the fields that trigger the custom global alert in this program. Global alerts can be sent to a dashboard and listed as a
task. To learn more on how to create custom global alerts, refer to the Business Activity Manager course.
To learn more on customizable global alerts functionality available within the application, refer to the Introduction
to Customization course.
For the purpose of this course, focus is directed on the standard global alerts, and how to use them in the Epicor
application.
The Life Cycle of a Global Alert
The following steps represent the life cycle of a global alert:
1.
Within Company Configuration, enter the company's server and email ports, establish Epicor Everywhere URLs
and enable attachments. Without proper set up, email alerts cannot be received.
2.
Within Global Alerts/Email Server Process, establish the timing and frequency of a global alert.
3.
Within Global Alert Maintenance, identify specific recipients and enter email addresses for a specific global
alert.
4.
An inspector deems a part to be substandard and decides whether the part passes or fails inspection. This decision
is recorded in Inspection Processing Entry. If the part fails inspection, a DMR record is created.
5.
The inspector, buyer, quality assurance person or shop supervisor inspects the part to determine if it is salvageable
for rework and the decision to accept or reject the part is made. If the part is rejected, this decision is recorded in
DMR Processing and the Request Debit Memo check box is selected.
6.
Once the Request Debit Memo is created, the global alert is generated. This alert is sent by email to the recipients
identified in Global Alert Maintenance. If the email address entered is erroneous, a Global Alert Message Error
Log is generated. Also, if the Create Memo check box was selected, a memo is attached to the job(s) associated
with the defective part.
Global Alert Maintenance
Use Global Alert Maintenance to both activate and adjust global alerts. These are messages that can be automatically
sent out to pre-defined recipients when certain events occur within the database. Global alerts are an excellent
communication tool that helps individuals within your organization keep up-to-date on current business activity.
Epicor Software
Overview | 9
Example An employee decides to place a sales order on hold. You can set up a global alert that sends an email
to all members of the sales staff that are associated with the sales order.
Global alerts can also create the Epicor application memos when these events occur.
The events that trigger global alerts are pre-defined in your application. You cannot add new events or delete the
pre-defined events. You can, however, activate or deactivate any of the pre-defined events. When the Epicor application
is shipped, none of the alerts are activated. You must activate each global alert you want to use.
Note Although the global alerts in this file are predefined and cannot be changed, you can create custom
global alerts. You create custom alerts through Business Activity Manager. Use this program to define the
table and fields you want to monitor, the custom global alert message you want to sent, and who receives the
custom global alert messages.
Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Setup > Global Alert
• Financial Management > Accounts Receivable > Setup > Global Alert
• Production Management > Job Management > Setup > Global Alert
• Production Management > Quality Assurance > Setup > Global Alert
• Sales Management > Customer Relationship Management > Setup > Global Alert
• Sales Management > Order Management > Setup > Global Alert
• Sales Management > Quote Management > Setup > Global Alert
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10 | Global Alerts Course
Application Setup
Before application-defined global alerts are used, system maintenance is required. This involves verifying that certain
hardware configurations are in place to activate the sending of email alerts. Once the Epicor application is configured,
individual alerts are ready to be activated.
In this section of the course, the following setup processes are discussed:
• Pre-built global alerts activated through Global Alerts Maintenance.
• Custom global alerts created through the Business Activity Manager.
• Parameters of various programs.
• Common global alerts issues.
Before using global alerts, these four steps must be complete.
1.
Define your company's email settings in Company Configuration.
2.
Schedule the Global Alerts/Email Server Process. This process must be on a recurring schedule so alerts are
regularly generated and distributed.
3.
Ensure your client installations are set up to receive internal email.
4.
Stop and restart the Process Server and the Task Agent. For this process, contact your System Administrator.
Global Alert Maintenance contains several pre-built alerts to activate. To learn more about this program, please refer
to the Application Help topic - Global Alert Maintenance.
Company Configuration
Before global alerts can be set up, email settings must be defined within Company Configuration.
Menu Path: System Management > Company Maintenance > Company
Important This program is not available in the Epicor Web Access™ interface. You can launch this program
®
from an Epicor Smart Client (Windows ) interface.
On the System > General Settings sheet, define the SMTP Server that distributes email throughout your company.
Much like a post office that receives and delivers mail to various locations, a SMTP Server receives your company's
®
®
email and distributes it throughout your company's email application, for example, Microsoft Office Outlook .
A SMTP Server must be defined for every company. Before email is sent within the current company, set up the server.
Use this functionality to send both pre-defined and customized global alerts throughout the current company. While
a SMTP Server is required, an Exchange Server is not.
The global alert email is sent out automatically to the SMTP Server, following a schedule defined within Global
Alerts/Email Server Process. Create schedules through System Agent Maintenance.
Epicor Software
Application Setup | 11
General Settings Sheet
The following are the System > General Settings sheet fields:
• Port - This specifies the email link port number for email messages distributed within the current company. Enter
an unused port number within this field. This port is used when sending a global alert with an attachment. When
the alert is opened and the attachment is clicked upon, the application listens on this port to retrieve the correct
data in the program related to the alert.
• Email Address - This specifies the default From email address used to send all global alert email. This email address
appears on the From field within all preset and customized global alerts. If necessary, change this address on a
specific alert. An example of a From email address is [email protected].
• Email Label - This specifies the default From email label used to send all global alert email. This label automatically
displays on all preset and customized global alerts. If necessary, however, this address can be changed on a specific
alert. An example of a From email label is Epicor Auto Mail.
• Personalization - Select this check box to track personalization changes made within your company. Any
personalizations created within the current company are reviewed within an activity log.
• Port (Email Link) - This specifies the email link port number for email messages distributed within the current
company. Enter an unused port number within this field. This port is used when a global alert is sent with an
attachment. When the alert is opened and the attachment is clicked upon, the application listens on this port to
retrieve the correct data in the program that relates to the alert.
• Port (SMTP) - This specifies the SMTP port number that handles your company email. This value is the port number
on the SMTP Server.
• SMTP Server - This specifies the name of the SMTP server. Enter the server that handles your company email.
• System Activities - Select this check box to track application updates such as BAQ definitions, dashboard definitions,
customizations, and the Business Process Management (BPM) method directives.
This activity can then be reviewed within an activity log. Display this information by starting the System Activity
Log Tracker.
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12 | Global Alerts Course
Workshop - Configure Global Alerts
In this workshop, configure company settings for global alerts by establishing a port for email links.
Note The purpose of this workshop is to demonstrate the proper steps to complete Company Configuration.
The SMTP Server and Port information will vary, depending on the network used while completing this course.
If the company configuration is not setup with the correct SMTP Server and Port information, the global alert
email message will not send to your email account.
Important The default settings for some virus protection programs block port 25 to prevent mass mailing
worms from sending mail. You may need to unblock the rule or add _proapsv.exe to the excluded processes. If
necessary, contact your system administrator for help.
Navigate to Company Configuration.
Menu Path: System Management > Company Maintenance > Company
Important This program is not available
in the Epicor Web Access™ interface. You can launch this program
®
from an Epicor Smart Client (Windows ) interface.
1. Navigate to the System > General Settings sheet.
2. In theEmail Link pane, in the Port field, enter 51000.
The port number should be high enough to ensure it is not used anywhere else in the application.
3. In the Global Alert From pane, in the Email Address field, accept the default email address
[email protected].
4. In the Global Alert From pane, in the Email Label field, accept the default Epicor Auto Mail.
5. In the SMTP pane, in the SMTP Server field, enter the server that processes your company's emails, for example
smtp.epicor.net.
6. In the SMTP pane, in the Port field, enter the port number that handles your company's email, for example 25.
7. Click Save and exit Company Configuration.
Global Alerts/Email Server Process
The Global Alerts/Email Server Process advances any global alerts or emails waiting to be sent on the server.
Menu Path: System Management > Utilities > Global Alerts/Email Server Process
Important This program is not available in the Epicor Web Access™ interface. You can launch this program
®
from an Epicor Smart Client (Windows ) interface.
Use this program to process pre-built global alerts, custom global alerts, and email messages on the server waiting to
be sent.
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Application Setup | 13
Details
The following are the fields you define within the Global Alerts/Email Server Process:
• Continuous Processing - Select this check box to indicate that this process should run on a continuous basis using
the delay, in minutes, set in the Continuous Processing Delay field. Because this process will be included in the Start
Up Schedule, you must select this check box.
Only continuous processes can be in the Start Up Schedule. For more information on startup processes, refer to the
Application Help topic - System Agent Maintenance.
• Continuous Processing Delay - Enter a numeric value to represent the number of minutes that can pass before
the Global Alerts/Email Server Process runs again. If the Continuous Processing check box is selected, this field
becomes available.
• Log Filename - Enter the path and the file name for the file that will track the activity of this process. Enter this
directly, or click on the Log Filename… button to find and select it.
• Recurring - Select the Recurring check box to indicate that the process is to run on a regular basis. When selecting
a schedule other than Now, the Recurring check box becomes available.
Activate the Global Alerts/Email Server Process
To run global alerts, the Global Alerts/Email Server Process must be assigned to a schedule within the system agent.
Create schedules within System Agent Maintenance. Email does not need to be running for a global alert to be
sent. The global alert is sent out when the process is run through the schedule.
The Global Alert/Email Server Process must run each time the application starts. A Start Up Schedule within System
Agent Maintenance must be created to automatically run this process.
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14 | Global Alerts Course
Workshop - Schedule a Global Alert
In this workshop, schedule global alerts using Global Alerts/Email Server Process.
Navigate to Global Alerts/Email Server Process.
Menu Path: System Management > Utilities > Global Alerts/Email Server Process
Important This program is not available
in the Epicor Web Access™ interface. You can launch this program
®
from an Epicor Smart Client (Windows ) interface.
1. Verify that the Continuous Processing check box is selected.
2. In the Continuous Processing Delay field, verify 1 is selected.
3. In the Log Filename field, accept the default path.
4. In the Schedule field, select Startup Task Schedule.
5. Click Submit.
The process is now attached to a startup schedule. This will cause the global alerts process to run as long as the
Process Server and Task Agent are running.
6. Exit Global Alerts/Email Server Process.
Important
To complete the global alerts setup, you must stop and then restart both the Process Server and the Task
Agent for you database. Stopping the Process Server and the Task Agent Server does not push users out
of the application. Contact your system administrator for help.
Epicor Software
Global Alert Activation | 15
Global Alert Activation
Use Global Alert Maintenance to activate and adjust global alerts. Automatically send messages to predefined
recipients when certain events occur within the database. Global alerts are an excellent communication tool that help
individuals in your organization keep up-to-date on current business activity.
Menu Path: Production Management > Job Management > Setup > Global Alert
Example
An employee decides to place a sales order on hold. A global alert can send an email to all members of the
sales staff associated with the sales order. Global alerts can also create memos when these events occur.
Events that trigger global alerts are predefined in the application. New events cannot be added and predefined events
cannot be deleted. Predefined events, however, can be activated or deactivated. When the Epicor 9 application is
shipped, none of the alerts are activated. Each global alert must activated.
Note
Global alerts are predefined and cannot be changed. Custom global alerts, however are more flexible. Create
custom alerts through the Business Activity Manager (BAM). Use this program to define how the table and
field(s) are monitored, how the custom global alert messages are sent, and to whom they are sent. For more
information on how to customize the global alerts, refer to the Business Activity Manager course.
Detail Sheet
The following are the fields on the Detail sheet:
• ID - This is the unique global alert number.
• Description - This is the global alert description.
• Active - Select this check box if this alert is to be used.
When initially setting up global alerts, mark any alert to be used as Active.
• CC - This is the courtesy copy email address used when the alert is sent.
• Create Memo - Select this check box to create a memo when the alert is triggered. The created memo is assigned
to the record, job, order, or quote that caused the alert. It is not assigned to a memo category. To review the memos
associated with the record, click the Memos button in the applicable entry or tracker programs.
Note
If the Send Alert check box is selected and an email cannot be sent (mail server is unavailable) the Epicor
application creates a corresponding memo instead, even if the Create Memo check box is not selected for
that alert.
• From Email Address - This is the email address of the person or department sending the global alert. The default
email address defined within your Company Configuration displays in this field. If necessary, enter a different
address. This field is activated only if the Send Alert check box is selected.
• Label - This is the email label for the From portion of the email message. The default email label defined with your
Company Configuration displays in this field. If necessary, enter a different label. If this field is blank, only the email
address is used on the alert. This field is activated only if the Send Alert check box is selected.
• Specific Recipient - The specific recipient of the alert, if any. You cannot edit this field; it only displays information.
Alerts sent to the quoter or salesperson associated with that quote or order display in this field.
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16 | Global Alerts Course
Note
To automatically send alerts to a quoter or a salesperson, the email address must be identical to the address
set up for the quoter or salesperson in the Epicor application. It is necessary to update the quoter or
salesperson record accordingly.
• Text - This is the alert text.
• To - This is the email address for the recipient(s) of the alert. This field is activated only if the Send Alert check box
is selected.
Epicor Software
Global Alert Message Error Log | 17
Global Alert Message Error Log
The Global Alert Error Log tracks any issue involving the global alerts.
Menu Path: System Management > Global Alert Message Error Log
Alert errors occur whenever the application is unable to send a global alert to a specified recipient. When such an error
occurs, the application places an entry in the Global Alert Message Error Log.
Example
An alert triggers, but the recipient's email client software is not started, or the alert is undeliverable because
the email address is incorrect. In such case, the application places an entry in the Global Alert Message Error
Log. When the recipients signs in, the application notifies the recipient of the new entry in the Global Alert
Message Error Log.
Detail Sheet
Since this log displays details only, you can not configure global alerts in this program. This log only permits you to
review, resend, delete and refresh the log errors. You can also add message recipients to the log.
The following are the fields found on the Detail sheet:
• Alert/Log - This is the alert number and log number of the global alert.
• Description - This is the description of the global alert.
• CC - This is the courtesy copy e-mail recipients of the message. Addresses are separated by a semi-colon (;).
• Date Sent - This is the date that the alert was sent.
• Email Address - This is the e-mail address of the sender.
• Email Label - This is the e-mail display name of the sender.
• Error - This is the error message that displays as a result of the attempt to send.
• Message Text - This is the message text.
• Sender ID - This is the ID of the sender.
• Time Sent - This is the time that the message was sent.
• To - This is the e-mail recipient to whom the message was sent.
Actions Menu
The following features are available in the Actions menu:
• Resend - This feature resends a specific alert. Only one alert can be resent at a time.
• Delete All - This feature deletes all alerts from the log.
• Refresh - This feature refreshes all the alerts in the log.
Global Alert Error Search
Conduct a global alert error search to find a specific global alert. Enter search criteria in the Global Alert Error Search
window.
Initiate this search by clicking the Alert/Log button on the Detail sheet of the Global Alert Error Log.
You can filter searches using the Basic, Quick Search, BAQ or Advanced sheets.
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18 | Global Alerts Course
Search results are displayed by:
• Sender
• Sent Date
• Alert Number
• Description
• Error Log Number
• Error Text
For more information on how to limit the search criteria within these sheets, please refer to the Application Help topic
- Global Alert Error Log Search.
Epicor Software
Global Alert Message Error Log | 19
Workshop - Run a General Global Alert
For the purpose of this workshop, you work for a company that manufactures pharmaceutical filtration systems. As
the buyer for the steel tubing used to manufacture these systems, you want to be alerted concerning any defective
materials. In this workshop, set up a global alert to send you an email that notifies a debit memo request was created
for the defective shipment of steel tubing.
Activate the Global Alert
Navigate to Global Alert Maintenance.
Menu Path: Production Management > Job Management > Setup > Global Alert
1. Click the ID button.
2. In the Global Alert Search window, click Search.
The predefined list of global alerts displays. Each of these alerts can have a specific receipient.
3. Click the ID column header to sort records.
4. Select the ID 1240 - Debit memo request has been created and click OK.
5. In the Options pane, select the following check boxes:
• Active
• Create Memo
• Send Alert
6. In the To field, enter your email address.
Important
To receive the global alert notification email, the SMTP Email Server and the Port must be set up correctly.
7. In the Text field, enter This is to notify that the debit memo request has been created.
8. Click Save and exit Global Alert Maintenance.
Trigger the Global Alert
The inspection department found welding defects in five of the steel tubes, noted the failed inspection, and generated
the DMR Process Report 1001. Upon further inspection, the Shop Supervisor has inspected the steel tubing for possible
rework and has rejected all five tubes. Now, a Request Debit Memo needs to be created.
Navigate to DMR Processing.
Menu Path: Production Management > Quality Assurance > General Operations > DMR Processing
1. Navigate to the Reject > Detail sheet.
2. Click the binoculars icon to search for and select DMR number 1001.
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This is the DMR number created when the inspector entered the failure status in Inspection Processing Entry.
3. From the New menu, select New Reject Material.
4. In the fields, enter the following information:
Field
Data
Quantity
5
Reason
Failed, Out of Spec
Request Debit Memo
Select this check box
5. Click Save and exit DMR Processing.
By selecting the Request Debit Memo check box and clicking Save, global alert 1240 is generated and sent to all
the recipients identified in Global Alert Maintenance.
6. Navigate to Microsoft Office Outlook.
7. Review the emailed global alert message.
Important
If the SMTP Server and Port are not set up correctly, you will not receive this email. Contact your system
administrator for help.
Epicor Software
Global Alert Message Error Log | 21
Workshop - Run a Global Alert with Specific Recipients
The company Production Engines Limited ordered steel tubing and sales order 5100 was created. Because the parts
failed inspection that were needed to create this order, they had to be reordered. Now, the customer's order will be
shipped late. You want to be notified as soon as the order ships. You also want to alert the salesperson associated
with this order, Scott Tyler.
Activate the Global Alert
Navigate to Global Alert Maintenance.
Menu Path: Production Management > Job Management > Setup > Global Alert
1. In the ID field, search for and select the 1120 Order has been shipped global alert.
2. In the Options pane, select the following check boxes:
• Active
• Create Memo
• Send Alert
3. In the To field, enter your email address.
4. In the Text field, enter This is to notify that the order has been shipped.
5. Click Save and exit Global Alert Maintenance.
Set Up the Work Force
Navigate to Work Force Maintenance.
Menu Path: Sales Management > Order Management > Setup > Work Force
1. In the Work Force ID field, search for and select TYLER for Scott Tyler.
2. Select the Send Alert check box.
3. View the Email field that holds the email address.
4. Click Save and exit Work Force Maintenance.
Set Up a Sales Order
Navigate to Sales Order Entry.
Menu Path: Sales Management > Order Management > General Operations > Order Entry
1. In the Sales Order field, enter 5100 and press Tab.
2. Navigate to the Header > Detail sheet.
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3. Select the Alert on Shipment check box.
When selected, this check box indicates that a global alert is sent once this order is completely shipped.
4. Click Save and exit Sales Order Entry.
Trigger the Global Alert
Navigate to Customer Shipment Entry.
Menu Path: Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry
1. From the New menu, select New Pack.
2. Navigate to the Lines > Customer Shipment Entry > Detail sheet.
3. From the New menu, New Line.
4. In the fields, enter the following information:
Field
Data
Order Number
5100
Line
1
Rel
1
Our Ship Qty
100
5. Verify that the Shipped Complete check box is selected.
6. Click Save.
7. Navigate to the Header > Detail sheet.
8. Select the Shipped check box.
9. Click Save and exit Customer Shipment Entry.
Review the Alert Message
There is not a message to view in Microsoft Outlook because the email address for the recipient Steve Tyler in the
Demonstration Database is fictitious ([email protected]). Sending a global alert to a fictitious recipient causes a Global
Alert Error Log entry.
Navigate to the Global Alert Error Log.
Menu Path: System Management > Global Alert Message Error Log
1. Navigate to the Global Alert Error Log.
2. Click the Alert/Log button.
3. In the Global Alert Search window, in the Sent Date field, select today's date and click Search.
4. Select the entry for Alert Number 1120 and click OK.
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Global Alert Message Error Log | 23
5. Review the error detail.
Note You must use valid email addresses to successfully route global alerts to recipients.
6. Exit the Global Alert Error Log.
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Alert Group Setup
Use alert groups to communicate the occurrence of job-related events to recipients. The process begins with the alert
groups set up. Structure alert groups into separate categories as they relate to the roles assigned to users. Examples
of categories include engineering, quality assurance, or shop supervision.
When you create a group, assign it related global alerts and shop warnings. The available group alerts are the job
event-related alerts. To trigger an alert for a shop warning, verify the Send Alert check box is selected.
Once you define a group with appropriate alerts and shop warnings, use the Person Maintenance to assign recipients
to the alert group. The Person Maintenance lists people whose roles are compatible with the alert groups created. Use
this program to add and assign people to specific alert groups.
Create production teams and assign them to jobs. Production teams can include more people. Each team is assigned
to a particular alert group. Each person sees or receives only those alerts that relate to the group.
Example A person assigned to the Quality Assurance group receives QA-related alerts only.
The following picture displays the global alerts setup flow.
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Alert Group Setup | 25
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Workshop - Send an Alert via an Alert Group Setup
This workshop demonstrates how to send an alert via an alert group setup. Set up an alert group called Quality Assurance
and add your name to the group. When the alert is tiggered, everyone in the group recieves the alert.
Activate the Global Alert
Activate the global alert that informs you that the order release status has changed.
Navigate to Global Alert Maintenance.
Menu Path: Production Management > Job Management > Setup > Global Alert
1. In the ID field, search for and select the 1170 Job released status has been changed global alert.
2. In the Options pane, verify the following check boxes are selected:
• Active
• Create Memo
• Send Alert
3. In the Text field, enter This is to notify that the job released status has been changed.
4. Click Save and exit Global Alert Maintenance.
Set Up an Alert Group
Set up an alert group for Quality Assurance.
Navigate to Alert Group Maintenance.
Menu Path: Production Management > Job Management > Setup > Alert Group
1. Click New to add a new group.
2. In the Group field, enter QA.
3. In the Description field, enter Quality Assurance.
4. From the Available Global Alerts list, select Job released status has been changed, and click the single right
arrow.
The global alert now displays in the Selected Global Alerts list.
5. From the Available Shop Warnings list, hold the Ctrl key, select the following shop warnings, and click the
single right arrow.
• First Article inspection bypassed.
• First Article provisionally approved.
• First Article setup started.
All three shop warnings now display in the Selected Shop Warnings list.
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6. Click Save and exit Alert Group Maintenance.
Set Up a Person
Add your name to the Quality Assurance alert group.
Navigate to Person Maintenance.
Menu Path: Production Management > Job Management > Setup > Person
1. Click New to add a new person.
2. In the Person field, enter XXX (where XXX are your initials).
3. In the Name field, enter your name.
4. In the E-mail field, enter your email address.
5. In the Alert Groups pane, in the Available list, select Quality Assurance, and click the single right arrow.
Quality Assurance now displays in the Selected list.
6. Click Save and exit Person Maintenance.
Assign the Person to a Production Team
Assign your name to the Production Team.
Navigate to Production Team Maintenance.
Menu Path: Production Management > Job Management > Setup > Production Team
1. In the Team field, search for and select Team B.
2. In the Person List pane, from the Available (Active) list, select the record with your name, and click the single
right arrow.
Your name now displays in the Selected list.
3. Click Save and exit Production Team Maintenance.
Trigger the Alert
Release the job with a first article requirement to trigger the alert to be sent to everyone listed in the group alert.
Navigate to Job Entry.
Menu Path: Production Management > Job Management > General Operations > Job Entry
1. In the Job field, enter 2234, and press Tab.
2. In the Prod Team field, select Team B.
3. Navigate to the Job Details > Operations > Detail sheet.
4. For operation 10, in the Scheduling Factors pane, in the First Article Quantity field, enter 2.
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5. Navigate to the Job sheet.
6. Select the Released check box.
7. Click Save, and exit Job Entry.
This triggers the alert message.
8. Review the message received in Microsoft Office Outlook.
If you do not receive the email alert, you can check the notification in the Global Alerts Email Log. The example
of the location is C:\Program Files\Epicor Software\EpicorData\GlobalAlertsEmail.log.
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Conclusion
Congratulations! You have completed the Global Alerts course.
Please take a moment to let Epicor know how to serve you better by completing a course evaluation at
http://www.keysurvey.com/survey/191084/2e21/ or by clicking the Course Evaluation link below. Your feedback provides
the guidelines for the future direction of Epicor education.
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