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Purchasing Alerts allow the user with the Purchaser role to set alert thresholds for values on the Purchase Order in order to notify the specified purchasing users. Purchasing Alerts can be configured at either the summary or the detail line levels on a purchase order.


Purchasing Alerts may be configured in two places:

  1. In the Financials > Purchasing > Alerts submenu:
    1. This submenu is only visible to users with the Purchaser role (even if the user is an Administrator).
    2. These are system-wide Alert settings for the user who is logged in and has the Purchaser role. Any Purchase Order set up with this user as the Purchaser will receive these default settings.
    3. If a specific purchase order is set to USE DEFAULT PREFERENCES on the Purchasing > Summary (left menu) > Alerts tab, then these settings will be used.

  2. In the Financials > Purchasing > List > Edit Pencil Icon > Alerts tab.
    1. If the original Purchase Order is set to USE DEFAULT PREFERENCES, then all Modifications PO Documents will use the same alert settings.
    2. If the original Purchase Order is set to CUSTOM, then the settings on this tab may be populated specific to just this purchase order and all its related modification PO Documents.

Purchasing Alerts are available to be set up or changed on the Original Purchase Order only. Modification Purchase Order documents will carry the settings from the Original Purchase Order. In the example above, Purchasing Alerts will reside on Original Purchase Order Document #0000000004. 

Recommended Practice

Purchasing Alerts are disabled by default. An Admin user must create a schedule for the Purchasing Alerts that identifies when and at what frequency Purchasing Alerts will run.

Navigate to Admin > Schedule. Under System Actions, the Purchasing Alerts indicate no schedule has been created. 

Navigate to Admin > Schedule > System Actions > Purchasing Alerts row >  edit Pencil Icon > choose a Schedule Type and populate the desired schedule for all purchasing alerts.

Save the schedule and note the new schedule for purchase order alerts is set. 

Additional Information

Help Docs - Purchasing (PO) Alerts 

KC - FAQ - Why are my Purchasing (PO) Alerts not generating?

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